Hermitage School District

All bid deadlines are 11:59pm Pacific Time the date of the bid deadline listed unless otherwise noted.

IFCB Posted : Dec 15, 2015

Bid Deadline : Saturday, Jan 23, 2016

Questions Due By : Saturday, Jan 16, 2016

Applicant Address : Hermitage, AR 71647

IFCB ID : 160011109

IFCB Requirements :

· All Questions and Bids must be submitted using the on-line IFCB system. If for some reason the system is down before the respective deadline, please email your bid to info@crwconsulting.com or fax it to 918.445.0049. Bids or questions submitted in this fashion will be disqualified if the on-line system is active at the time of submission.

· Bidder must agree to participate in USF Program (AKA “E-rate”) for the corresponding funding year.

· Please include the correct Service Provider Identification Number (SPIN) on your bid.

· By submitting a bid, bidder certifies that the bidder does have a valid (non-red light status) SPIN for the E-rate program at the time of submission. Should the Applicant discover that the bidder is on red light status, or if the FCC classifies the bidder as on red-light status before work is performed and invoices are paid, the contract will be null and void and the applicant will have no payment obligations to the bidder.

· Bidder is expected to provide the lowest corresponding price per E-rate rules. See http://www.usac.org/sl/service-providers/step02/lowest-corresponding-price.aspx for details.

· Contracts must not prohibit SPIN changes.

· Bidder must agree to provide the Applicant the choice of discount methods (SPI or BEAR).

· Bidder will be automatically disqualified if the District determines that the bidding company has offered any employee of the District any individual gift of more than $20 or gifts totaling more than $50 within a 12 month period.

· All contracts awarded will be contingent upon E-rate funding and final board approval. The applicant may choose to do all or part of the project upon funding notification.

· All contracts awarded under this IFCB bidding process may be voluntarily renewed by the applicant, upon written notice to the provider, for five consecutive one year terms.

· E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding bundled data and voice plans, please identify the amount to be cost-allocated out for the ineligible data, text messaging functions or other bundled ineligible services.

· E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding local phone service, please identify the amount to be cost-allocated out for the ineligible services - DID lines, voice mail, caller ID, inside wire maintenance, 900 call blocking, or other bundled ineligible services.

· E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding internet access service, please identify the amount to be cost-allocated out for the ineligible services – email service, web hosting, content filtering, or other bundled ineligible services.

· INTERNET ACCESS DISQUALIFICATION FACTOR: Any and all installation charges must be identified on your bid. If you submit a bid indicating that installation charges may apply without listing those charges, we will consider your bid incomplete and disqualify your bid.

· NETWORK UPGRADE/CATEGORY 2 – VENDORS WISHING TO SUBMIT BIDS FOR THE CATEGORY TWO PROJECT MUST ATTEND ONE OF TWO MANDATORY SITE VISITS. BIDS RECEIVED FROM VENDORS WHO DID NOT ATTEND EITHER MEETING WILL BE DISQUALIFIED.

· MAINTENANCE BIDS LISTING ONLY AN HOURLY RATE AND NOT A MONTHLY OR ANNUAL TOTAL WILL BE DISQUALIFIED. VENDORS QUOTING AN HOURLY RATE ARE REQUIRED TO ALSO A) CONFIRM THAT YOU HAVE THE ABILITY/EXPERTISE TO MAINTAIN ALL OF THE EQUIPMENT LISTED AND B) PROPOSE A NUMBER OF HOURS AT A PARTICULAR RATE MONTHLY TO PROPERLY MAINTAIN THE ENTIRE LIST OF EQUIPMENT. BIDS THAT CONTAIN ONLY HOURLY RATES, WITHOUT CONFIRMATION THAT THE COMPANY CAN SERVICE THE LIST OF EQUIPMENT, OR WITHOUT A MONTHLY TOTAL, WILL BE DISQUALIFIED.

· Service providers are required to bid the entire project – Project A, B, C, D, E, F and/or G. Bids for individual components of any projects will be disqualified.

· DISQUALIFICATION FACTOR: Vendors are required to submit bids via the template “Internal connections – Template V15 – 1” or “Basic Maintenance Template V15 – 1” for each individual school that is receiving equipment and a separate template for all shared equipment. Please name each template for the name of the school and project. Example: “Smith Elementary School Wireless Project” or “Wireless project shared equipment for all schools.” Vendors that do not submit bids in the required template format will be disqualified from the process.

· If the Applicant is requesting bids for equipment with specific make and model numbers listed, the Applicant will also accept bids for functionally equivalent equipment.

Services and Equipment Requested :

UPDATE 1/19/2016 - QUESTIONS SUBMITTED DURING WALKTHROUGH

1.) Do all switches have to be P.O.E? Yes

2.) How many students? About 30 per Class room, 400 to 500 District wide.

3.) Will vendor be responsible for setting up network Vlans? No

4.) Will vendor be responsible for getting rid of all the old cabling? We will like a quote for removing and disposing of the old cabling. Please make sure that you quote this as a separate line item on your quote and your template described as “Cabling Removal” (in case all vendors do not quote this service we need to be able to compare “apples to apples” for the bid evaluations).

5.) Will every drop on the switch be hot? Yes

6.) Do I want the drops covered? The building without ceiling access don’t have to be covered. But when drops enter the class rooms they should be covered.

7.) Battery Back-up runtimes? 7 to 15 mins must be rack mountable with display and network port.

8.) Do all of the switches have to be able to do 10g ? Yes

9.) How many strands do the fiber runs need to have? 6 Strands

10.) What type of ends on fiber? LC

11.) Power Poles with data and electrical? Yes

Local Phone Service – Approx. 50 lines. E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding local phone service, please identify the amount to be cost-allocated out for the ineligible services - DID lines, voice mail, caller ID, inside wire maintenance, 900 call blocking, or other bundled ineligible services.

Long Distance – Approx. 50 lines.

Cellular Phone Service – Approx. 2 lines. E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding bundled data and voice plans, please identify the amount to be cost-allocated out for the ineligible data, text messaging functions or other bundled ineligible services.

Internet Access – Applicant is considering upgrading from 100 Mb to 350 Mb bandwidth. Please also included bids for 150 Mb, 200 Mb, 250 Mb, 275 Mb, 300 Mb and 325 Mb bandwidths. The terminating address is 312 N School Dr, Hermitage, 71647 (870)643. Please provide separate pricing for any installation, activation, or initial configuration. Please also provide separate pricing for any maintenance and technical support. Applicant is requesting a payment plan of 4 years for construction costs of circuit. E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding internet access service, please identify the amount to be cost-allocated out for the ineligible services – email service, web hosting, content filtering, or other bundled ineligible services. Any and all installation charges must be identified on your bid. If you submit a bid indicating that installation charges may apply without listing those charges, we will consider your bid incomplete and disqualify your bid.

CATEGORY TWO MANDATORY SITE VISIT:

PROVIDERS WISHING TO BID ON THE CATEGORY TWO PROJECTS MUST ATTEND ONE OF TWO MANDATORY WALKTHROUGHS SCHEDULED ON JANUARY 7, 2016 AT 11:00 AM AND JANUARY 15, 2016 AT 11:00 AM. MEET AT 312 N. SCHOOL DRIVE, HERMITAGE, AR 71647 FOR BOTH DATES.

CATEGORY TWO PROJECT DETAILS:

Applicant is seeking a complete turnkey solution. This should include fiber terminated and labeled, enclosures installed, patch panels and every drop labeled, switches set up, network diagram drawn out and enough cabling to make everything work.

There is another document available for download (Hermitage C2 List) that details the equipment the Applicant would like to purchase and have maintained. Please separate costs in the Central Office between Agri Classroom (eligible) and Cafeteria and Superintendent’s Office (ineligible). Applicant will accept bids for functional equivalents when a preferred make/manufacturer is listed. Also available for download is a document with the Floor Plans (Hermitage Floor Plans). There are 7 separate projects:

• Project A – Switches (Internal Connections)

• Project B – Wireless (Internal Connections)

• Project C – Cabling (Internal Connections)

• Project D – Labor (Internal Connections)

• Project E – Switches (BMIC)

• Project F – Wireless (BMIC)

• Project G – Cabling (BMIC)

Service providers are required to bid the entire project – Project A, B, C, D, E, F and/or G. Bids for individual components of any projects will be disqualified.

CATEGORY TWO DISQUALIFICATION FACTORS:

VENDORS WISHING TO SUBMIT BIDS FOR THE CATEGORY TWO PROJECTS MUST ATTEND ONE OF TWO MANDATORY SITE VISITS.

Service providers are required to bid the entire project – Project A, B, C, D, E, F and/or G. Bids for individual components of any projects will be disqualified.

Vendors are required to submit bids via the template “Internal connections – Template V15 – 1” or “Basic Maintenance Template V15 – 1” or “Managed Internal Broadband Services (MIBS) Template” for each individual school that is receiving equipment and a separate template for all shared equipment. Please name each template for the name of the school and project. Example: “Smith Elementary School Wireless Project” or “Wireless project shared equipment for all schools.” Vendors that do not submit bids in the required template format will be disqualified from the process.

MAINTENANCE BIDS LISTING ONLY AN HOURLY RATE AND NOT A MONTHLY OR ANNUAL TOTAL WILL BE DISQUALIFIED. VENDORS QUOTING AN HOURLY RATE ARE REQUIRED TO ALSO A) CONFIRM THAT YOU HAVE THE ABILITY/EXPERTISE TO MAINTAIN ALL OF THE EQUIPMENT LISTED AND B) PROPOSE A NUMBER OF HOURS AT A PARTICULAR RATE MONTHLY TO PROPERLY MAINTAIN THE ENTIRE LIST OF EQUIPMENT. BIDS THAT CONTAIN ONLY HOURLY RATES, WITHOUT CONFIRMATION THAT THE COMPANY CAN SERVICE THE LIST OF EQUIPMENT, OR WITHOUT A MONTHLY TOTAL, WILL BE DISQUALIFIED.

We would also like for providers bidding on Category Two projects to also submit your bids in normal format – a word/excel/PDF as you normally would. The winning Category Two vendor(s) will be required to complete, for each school and all shared equipment, the 2016 USAC C2 Templates when they become available. Once available, the templates will be due in a 14 day time period.

There is an additional document associated with this IFCB. Please click the buttons to download the document.

HermitageC2List.xls
HermitageFloorPlans.pdf
InternalConnectionsTemplateV1519393.xlsm
BasicMaintenanceTemplateV15111.xlsm

Bid deadline has been reached.

Questions Received with Applicant Answers ( Ask Questions? )

Please clarify, Bids can include Project A, B, C, D, E, F or G individually and be considered a complete project? Or must bidder quote All Projects, A through G for qualification. For example, May a bidder Bid only Project A and E and be considered? thank you.

Answer:
You can bid any of the projects A- G that you want, but you have to bid everything requested in that individual project otherwise your bid would be disqualified. In your example, you could bid just project A and E and your bids would be considered – as long as those bids included all items for project A and E.

1. Is the end user available for a web demo prior to the scheduled on-site visits? 2. What is currently being utilized for WLAN at the district?

Answer:
We don't have a wireless system in place at all...We have several unmanaged access points in random classes. At this time we are not interested in the webinar

can you clarify on these 2 cell lines if they are basic device, smartphone devices and what the call minutes, texting and DATA requirements are ?

Answer:
I am not sure of this question as I just started this year and everyone is gone for the holidays they wont return until the 4th of Jan. But I think we have two cell phones one for the superintendent and one for the Maintenance director. The superintendent has a IPhone 4s and the Maintenance director has a Samsung flip phone (I think). I think my superintendent has a data plan and the maintenance is just voice and text. I suggest you quote a few different plans to allow us to pick and choose the plan that best fits our needs. If you need additional clarification on this question after the 4^th please submit another question with any follow up information you may need. If you are bidding data plans, make sure that you clearly identify the price for data plans as those are no longer E-rate eligible.

Per UPS. What Run Time Requirements are preferred? Per the C2 Workbook, please confirm each "Tab" is a single closet? If multiple closets, what is the breakdown of coverage for UPS to Switch for proper solution. Are the Rack-mountable power-strips planned to be plugged into the UPS provided? Thank you.

Answer:
Atleast 10 minutes for the battery back up. Each enclosure will include a battery backup for the switches/chassis. The battery back up should be able to be networked. The power strips will be plugged into the backup.

Can you clarify if the 2 lines requested are basic phones or smartphones and what type of voice minutes, text and DATA requirements ?

Answer:
The two lines are smart phones. They share 10g of data and unlimited talk and text.

My name is April Porterfield and I am with Venture Technologies. My Technical Architect has a few questions he needs answered before we can complete the bid process for Hermitage Public Schools. Please read the email below and reply by to me with the information below. Since this is so far away we need to confirm a few things before making the trip. Is there really a requirement for 167 switches or is this a typo? What are the switch/AP requirements by site? The file â€œHermitage C2 List.docâ€ that is on the RFP site is corrupt and not viewable. Will you accept proposal solutions with other manufacturer hardware like Cisco/Meraki, etc.?

Answer:
It isn't a request for 167 switches. The switch counts are listed on the attachments. The switches should be able to do 10G and be p.o.e. The wireless should be ac standard. The file is not corrupt, I was just able to download it. Bids for functionally equivalent equipment will be accepted.

Please advise if you are willing to accept Hardware only bids (no services, no installation)?

Answer:
Installation is requested and we do want vendors to bid those services.

Question deadline has been reached.