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

school Camden Public Schools
IFCB Posted : Feb 17, 2017
Bid Deadline : Tuesday, Mar 28, 2017

Questions Due By : Tuesday, Feb 28, 2017
Applicant Address : Camden, AR 71701
IFCB ID : 170066762

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.
 
·         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.
·         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.
·         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 INTERNAL CONNECTIONS: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.
·         DISQUALIFICATION FACTOR INTERNAL CONNECTIONS/BMIC: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.
·         DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: 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 BMIC - 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. 

Services and Equipment Requested :

UPDATE 2/24/2017: Additional specs for the wiring drops have been added as attachments to the IFCB.



Hosted VOIP service 143 users/extensions. District would like to be able to make 143 concurrent calls. Please also provide separate pricing for any maintenance and technical support. Erate 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.
 
Local Phone Service – Approx. 59 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. 59 lines.
 
 
 
 
C2
 
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. 

There is another document associated with this IFCB available for download that lists the equipment to be maintained. 

CATEGORY TWO MANDATORY WALKTHROUGH
Vendors wishing to submit bids for category 2 projects must attend one of two mandatory site visits.  The first one is February 21, 2017 and the second one is February 28, 2017. Both meetings will begin at 10:00am. Vendors will need to meet at 625 Clifton Street, Camden, AR, 71701. Bids from vendors who did not attend either of the site visits will be disqualified.
 
DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.
 
DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: 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 INTERNAL CONNECTIONS/BMIC: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.
 
DISQUALIFICATION BMIC - 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. 

Questions Received with Applicant Answers   ( Ask Questions? )




what type of Cable PVC or Plenium and Cat5e Or Cat6 supply terminations patch panel and patch cables? Rack space or provide New?

Answer:
 Question 1.  The  type of cabling should be Plenum and Cat6.  

Question 2.  Must provide patch panels and patch cables.

Question 3.  We will use existing rack space.

Can you please describe your needs regarding the 143 seats of Hosted VoIP? Are you looking for telephone service only (such as SIP Trunks) or for service and telephone sets? Please clarify. Thank you.

Answer:
 The District is looking for telephone service only. 

1. Is there a generator onsite? 2. Is remote management required? 3. Do you need extended run batteries or the ability to add more run time?

Answer:
 Question 1.  There is no generator onsite at any of the six locations.

Question 2.  Remote management is not required.

Question 3.  USAC will only fund short-term battery backup solutions. 

We need to know what kind of cables, lengths, colors, types of connectors.

Answer:
 Question 1.  The type of cable is Cat6a.

Question 2.  The length varies from one closet to the next.

Question 3.  You may use any color but green.

Question 4.  The type of connectors are RJ45.

I also need to know if you want PVC or Plenum rated jacketing on the cables needed and Shielded or Unshielded?

Answer:
 We would prefer shielded Plenum rated cables.

1. Is there a standard of cable the District is wanting (cat6E or cat6A) and does it need to be plenum or non-plenum? 2. Does the school want options for standard warranty cabling with an option for lifetime warrantied manufacturer certified cabling? 3. Can you provide an existing wiring breakdown of per closet cabling locations to be replaced? 4. Is there existing cable support in the ceilings and if not, do we need to supply j-hooks or some other preferred method of support? 5. Will we be responsible for removal and disposal of existing cabling? 6. Is this cabling project intended to replace existing cabling infrastructure on a 1-to-1 basis? 7. Does work need to happen in off-hours and holidays or can it occur during school hours? If the work does not interrupt class, can we work during school hours (ex. in hallways)? 8. What Va battery backup units has the school standardized on and do they need to be rack mountable? Thank you!

Answer:
 Question 1.  The district would prefer Cat6A and plenum.

Question 2.  Yes the District would like the standard warranty with the option for a lifetime warrantied manufacturer certified cabling.

Question 3.  Please see attachment.

Question 4.  There is no cabling support in the ceiling and yes the vendor will have to supply all necessary supplies.

Question 5.  The District will be responsible for the removal and disposal of existing cable.

Question 6.  Yes this project is intended to replace existing cables.

Question 7.  Work that requires for disconnect must be done on off hours and holidays.  If the work does not interrupt class it can be done during school hours.

Question 8.  The District would prefer 8000 -10000 VA.  All the UPS should be towers.

• Do you have a DID/telephone number assigned to each employee or is each employee assigned an extension?

Answer:
 Each employee that has a telephone now has an extension.

Will you require phones in the classroom?

Answer:
  The District does not require telephones in the classroom.

What models are your current phones?

Answer:
 The District is using NEC UX5000 telephones.

Do you require dedicated internet for the voice services to ride over? If so, please provide the Dmarc address.

Answer:
 The District does not require dedicated internet for the voice services to ride over.

What is your current internet bandwidth?

Answer:
 The District's current internet bandwidth is 1000 mbs.

What is your estimated percentage of max utilization?

Answer:
 I need more information to answer this question.

Is your network VLAN capable?

Answer:
 The District's network is VLAN capable.

• Are you set up for PoE or would you require power supplies for phones?

Answer:
 We do not require PoE.

Is this request for native SIP Trunk service only? Is the SIP Trunk provider responsible for the entire programming, applicable licensing and implementation to the desktop for the SIP Trunk service with your existing telephone system? Thank you.

Answer:
 Question 1.  Yes this request is for native SIP Trunk service only.

Question 2.  Yes, the SIP Trunk provider is responsible for the entire programming, application licensing and implementation to the desktop for the SIP Trunk service with our existing telephone system. Please make sure you separate out any ineligible costs on your bid so they can be removed before evaluating the price of eligible goods and services. 

1.) What length do you want the patch cables to be for the field/Classroom end? 2.) Do you want shielded patch cables and cable drops? We didn't see that any of the racks were grounded.

Answer:
 Question 1.  The lengths will vary depending on where the computer is located.

Question 2.  Shielded patch cables and cable drops are not required.