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

school Ashdown School District
IFCB Posted : Jan 26, 2016
Bid Deadline : Tuesday, Feb 23, 2016

Questions Due By : Tuesday, Feb 16, 2016
Applicant Address : Ashdown, AR 71822
IFCB ID : 160022099

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.
 
·         Bidders for all services and products (except for tariffed telecommunications services or month-to-month services which do not have a related contract) must also submit a contract for products or services.
 
·         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.
 
·         SERVICE PROVIDERS ARE REQUIRED TO BID THE ENTIRE PROJECT.  BIDS FOR INDIVIDUAL COMPONENTS OF THE PROJECT WILL BE DISQUALIFIED.
 
·         DISQUALIFICATION FACTOR: Vendors are required to submit bids via the template “Internal connections – Template V15” or “Basic Maintenance Template V15” 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.
 
·         PROVIDERS WISHING TO BID ON THE CATEGORY TWO PROJECTS MAY ATTEND ONE OF TWO VOLUNTARY WALKTHROUGHS.  THE FIRST WALKTHROUGH WILL BE MONDAY, FEBRUARY 8, AND THE SECOND WALKTHROUGH WILL BE TUESDAY, FEBRUARY 16. MEET @ 10AM BOTH DATES @ ASHDOWN SCHOOLS DISTRICT SERVICES; 960 SOUTH LOCUST STREET, ASHDOWN, AR 71822.  VENDORS INTERESTED IN ATTENDING ONE OF THE WALKTHROUGHS MUST RSVP TO davidb@ashdownschools.org.  THIS EMAIL ADDRESS IS TO BE USED TO RSVP ONLY – ALL QUESTIONS AND BIDS MUST BE SUBMITTED VIA THE WEBSITE.

Services and Equipment Requested :
UPDATE: 2/10/2016 - ASHDOWN PHONE INFO PDF HAS BEEN ADDED

 Local phone service – Approx 117 analog/POTS 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 service – Approx 2,400 minutes used per month

Cellular phone service – Approx 6 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.
 
CATEGORY TWO DISQUALIFICATION FACTORS:
·      
  
Vendors are required to submit bids via the template “Internal connections – Template V15 – 1” or “Basic Maintenance Template V15 – 1” or “Managed Broadband Internal Services 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. 
 
·         SERVICE PROVIDERS ARE REQUIRED TO BID THE ENTIRE PROJECT BIDS FOR INDIVIDUAL COMPONENTS OF THE PROJECT WILL BE DISQUALIFIED.
 
·         PROVIDERS WISHING TO BID ON THE CATEGORY TWO PROJECTS MAY ATTEND ONE OF TWO VOLUNTARY WALKTHROUGHS.  THE FIRST WALKTHROUGH WILL BE MONDAY, FEBRUARY 8, AND THE SECOND WALKTHROUGH WILL BE TUESDAY, FEBRUARY 16. MEET @ 10AM BOTH DATES @ ASHDOWN SCHOOLS DISTRICT SERVICES; 960 SOUTH LOCUST STREET, ASHDOWN, AR 71822.  VENDORS INTERESTED IN ATTENDING ONE OF THE WALKTHROUGHS MUST RSVP TO davidb@ashdownschools.org.  THIS EMAIL ADDRESS IS TO BE USED TO RSVP ONLY – ALL QUESTIONS AND BIDS MUST BE SUBMITTED VIA THE WEBSITE.
 
 
CATEGORY TWO PROJECT DETAILS:
 
There is one project for four schools.   Do NOT combine multiple schools on one template – each school must have its own template.  We would like for you to submit your bids in your normal format – a word/excel/PDF as you normally would (in addition to the required templates).  The winning vendor will be required to complete, for each school (and all shared equipment), the 2016 USAC C2 Templates when they become available. 

The district is looking for a network switch upgrade district wide.  These switches need to be managed, Layer 3 capable, POE, support stacking, VLANs and have switching bandwidth of 176 GBPS, 10/100/1000 copper ports.  The district prefers the features of the HP 2900 series and per E-rate rules will accept bids for functional equivalents of all items listed below.

Ashdown High School
·         27 x 1GB HP SFP LC Transceiver or functional equivalent
·         9 x 48 port HP 2900 series POE or functional equivalent
·         5 x 24 port HP 2900 series POE or functional equivalent
·         1 x 12 port HP 2900 series POE or functional equivalent
·         9 x Rack mountable UPS

Ashdown Junior High
·         17 x 1GB HP SFP LC Transceiver or functional equivalent
·         4 x 48 port HP 2900 series POE or functional equivalent
·         5 x 24 port HP 2900 series POE or functional equivalent
·         1 x 12 port HP 2900 series POE or functional equivalent
·         3 x Rack mountable UPS

LF Henderson Intermediate School
·         9 x 1GB HP SFP LC Transceiver or functional equivalent
·         3 x 48 port HP 2900 series POE or functional equivalent
·         2 x 24 port HP 2900 series POE or functional equivalent
·         1 x 12 port HP 2900 series POE or functional equivalent
·         3 x Rack mountable UPS

CD Franks Elementary School/Ashdown Elementary School
·         7 x 1GB HP SFP LC Transceiver or functional equivalent
·         4 x 48 port HP 2900 series POE or functional equivalent
·         3 x Rack mountable UPS

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

InstructionsforC2Bids7.pdf
InternalConnectionsTemplateV1519742.xlsm
AshdownPhoneInfo.pdf

Questions Received with Applicant Answers   ( Ask Questions? )




-What is the min. required runtime needed? -What are the available outlets for the UPS in your environment (i.e. NEMA 5-15, 5-20, L5-30, etc)? -Will the UPS be used in conjunction with a generator at all? -Would they like to have remote management capabilities?

Answer:
 We are interested in short-term battery backups capable of 15-30 mins of up time.  We will not have a generator for fail over in this project.

Regarding the analog line request, can you provide a breakdown of analog lines per campus as well as a quantity of published numbers (in the phone book) at each? Thank you.

Answer:
 A PDF - Ashdown Phone Info has been added as an attachment to the IFCB.

6 public numbers that are published in phone directory

 

Admin office - 19

Elementary - 18

Intermediate - 12

Jr. High - 20

High School - 36

In order to size the UPS correctly, please indicate the number of closets per school and the quantity and type of switches in each closet. Example. Closet 1 will have 2 24-port switches and 1 48-port switch. Can you provide a site drawings of your facilities?

Answer:
 Please keep in mind that USAC will only fund short-term battery backup solutions.

High School - 

MDF - 5-48 PORT

CUST IDF - 1-48 PORT 1-24 PORT

CAFE IDF - 1-48 PORT 1-24 PORT

EAST IDF - 2-48 PORT

BAND IDF - 1-24 PORT

OLD HS IDF - 2-24 PORT

 

Junior High School - 

MDF - 4-48 PORT

GYM IDF - 1-24 PORT

LAB1 IDF - 1-24 PORT

LAB2 IDF - 1-24 PORT

LAB3 IDF - 1-24 PORT

LAB4 IDF - 1-24 PORT

ALT IDF - 1-12 PORT

 

Intermediate School - 

MDF - 1-48 PORT

NORTH IDF - 2-48 PORT

LAB IDF - 2-24 PORT

ANNEX IDF - 1-12 PORT

 

Ashdown Elementary - 

MDF - 1-48 PORT

CDF IDF - 1-48 PORT

MDP IDF - 2-48 PORT

Regarding the switches and battery backups, is the district interested in box sale/self install, or would you prefer the vendor to install all switches and battery backups?

Answer:
 I would like to have the switches installed but will consider self install method as well, please quote installs on a separate line item for switches.