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

school Ottawa Unified Sch Dist No. 290
IFCB Posted : Dec 5, 2016
Bid Deadline : Monday, Jan 2, 2017

Questions Due By : Monday, Dec 26, 2016
Applicant Address : Ottawa, KS 66067
IFCB ID : 170052852

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.
 
·        Bids must identify all fees and charges (including installation charges, if applicable) that will be assessed to the Applicant to procure the services or equipment included in your bid.
 
·        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. Please include this language in your final contract.
 
·        All applicable fees, surcharges, and taxes must be identified on the bid. E-rate rules require the applicants to evaluate the price of eligible goods and services that will be listed on the 471 application during the competitive bidding process. Fees and surcharges that apply but are not listed on the bid will be the responsibility of the bidding company, should their bid be awarded.
 
·        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.
 
·        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 VOIP phone service, please identify the amount to be cost-allocated out for the ineligible features such as voicemail, conference bridge, DID lines, caller ID, 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 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.
 
 
·        The winning vendor will be required to complete the USAC approved Item 21 template for the project within 7 working days after notification that the vendor has won the bid.
  
·        DISQUALIFICATION FACTOR C2: Vendors wishing to submit bids for category 2 projects must attend one of two mandatory site visits.  Bids from vendors who did not attend either of the site visits will be disqualified.
 
 
·        DISQUALIFICATION FACTOR C2: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.
 
·        DISQUALIFICATION FACTOR: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

Services and Equipment Requested :
UPDATE 12/12/16: THE HOSTED VOIP PROJECT IS CANCELLED. WE ARE NO LONGER REQUESTING BIDS FOR HOSTED VOIP.

Local Phone Service – Approx. 19 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.
 
Hosted VoIP service -    CANCELLED AS OF 12/12/2016.
VENDORS SUBMITTING BIDS FOR HOSTED VOIP SERVICE MUST EITHER BID THE CONNECTIVITY (CURRENTLY A T1) OR CONFIRM IN WRITING THAT NO CIRCUITS/CONNECTIVITY ARE REQUIRED TO PROVIDE YOUR SERVICE (THE SCHOOL CURRENTLY HAS A 250MB INTERNET CONNECTION).  BIDS THAT DO NOT EITHER A) INCLUDE THE CIRCUIT CONNECTIVITY PRICE OR B) DO NOT CONFIRM THAT NO CIRCUITS ARE NEEDED (FOR YOUR BID TO FUNCTION AS INTENDED) WILL BE DISQUALIFIED.  Applicant currently uses AT&T IP Flex Reach with 23 trunks through AT&T MIS (Managed Internet Service) integrate with Cisco Call Manager Phone System.  Applicant is seeking functional equivalent of current system that includes: T1 connectivity providing 350 VoIP phones with dial tone service, 200 DID lines, with 23 concurrent call paths.  NPA-NXX for all buildings is (785) 229. 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 VOIP phone service, please identify the amount to be cost-allocated out for the ineligible features such as voicemail, conference bridge, DID lines, caller ID, or other bundled ineligible services.
 
Long Distance – Approx. 42 lines
 
Cellular Phone Service – Approx. 18 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 MANDATORY SITE VISIT:
 
PROVIDERS WISHING TO BID ON THE CATEGORY TWO PROJECTS MUST ATTEND ONE OF TWO MADATORY WALKTHROUGHS SCHEDULED ON DECEMBER 12, 2016 OR DECEMBER 13, 2016. THE TIME FOR BOTH DATES IS 1:00PM. REPORT TO CENTRAL OFFICE BUILDING AT 1404 S ASH ST, OTTAWA, KS 66067.  Bids from vendors who did not attend either of the site visits will be disqualified.

 
 
CATEGORY TWO PROJECT DETAILS:

District is replacing UPS Battery Backups district wide. District is requiring all UPS’s to have SNMP monitoring and include a network card. District asks that all vendors meet or exceed the VA and wattage ratings specified. District is requiring double conversion units.

INTERNAL CONNECTIONS:  There is another document associated with this IFCB available for download that details the equipment the applicant wishes to purchase.  The document lists equipment that the applicant prefers – they will also accept functional equivalents of said items. 
 
 
 
CATEGORY TWO DISQUALIFICATION FACTORS:
 
 
DISQUALIFICATION FACTOR C2: Service providers are required to bid the entire Erate eligible hardware project.  Bids for individual components of the Erate eligible project will be disqualified.
DISQUALIFICATION FACTOR: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.
 
DISQUALIFICATION FACTOR C2: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified. 

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

2017C2BiddingInstructions54.pdf
OttawaC2COVERPAGE.pdf
OttawaC2list.xlsx

Questions Received with Applicant Answers   ( Ask Questions? )




Good afternoon, I have a few questions. - What type of handsets/endpoints do you have and are you wanting to repurpose those? - If you are not looking to repurpose the phones and what models are those if so? - How many total handsets will you need if you're not going to repurpose? - Are you wanting to use FAX over IP or FAX to email? - Do you have a separate subnet/VLAN for voice? - Is your firewall VPN capable and if so what model/brand do you have? - Do you have Gigabit switches and are they managed or unmanaged? - Do you have a breakout of DIDs per campus? - How many handsets per campus? - Are you using POE+ switches? - Do you need any accessories for the phones like side cars or headsets? - Is there any type of paging requirement? - Do you need integration into any platform like Office 365, Active Directory or Google? Thanks!

Answer:
 The Hosted VOIP project was listed in error and is hereby cancelled. We are no longer requesting bids for Hosted VOIP service.