Russellville School District

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

IFCB Posted : Oct 9, 2018

Bid Deadline : Wednesday, Nov 21, 2018

Questions Due By : Wednesday, Oct 24, 2018

Applicant Address : Russellville, AR 72801

IFCB ID : 190002246

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. 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 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.

· 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 PROJECT A, PROJECT B, AND PROJECT C: 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 PROJECT A, PROJECT B, AND PROJECT C: It will be the bidder’s responsibility to provide documentation about the compatibility requirements listed in this IFCB. Vendors that submit bids without documentation demonstrating the required compatibility listed in this IFCB will have their bids disqualified, unless that vendor has bid the preferred make/model number listed.

· DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, AND PROJECT C: Vendors who wish to bid must attend one of two mandatory site visits. Vendors who submit a bid but have not attended a meeting will be disqualified.

· DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, AND PROJECT C: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

· DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, AND PROJECT C: Bids that include equipment that was manufactured for use outside of the United States will be disqualified.

· DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Service providers are required to bid an entire Project A, Project B or Project C. Bids for individual components of a single project will be disqualified.

· DISQUALIFICATION FACTOR BMIC PROJECT A AND PROJECT B: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.

· DISQUALIFICATION FACTOR BMIC PROJECT A AND PROJECT B - 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 10/24/18 - The bid deadline has been extended to 11/21/18.
UPDATE 10/24/18 - The following are now available to download:
Walk Through Q&A
Fiber Details
Addendum zip file - contains RHS maps and walk through bid packets

Internet Access – Minimum 1Gbps bandwidth, maximum 3Gbps bandwidth. Please include bids for 2Gbps bandwidth. Please include 1, 3, and 5 year terms. The terminating address for this circuit is 1006 S Arkansas Ave, Russellville, 72801; (479)968. 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.

NOTE: Per USAC’s current guidance about applying for Internet access this applicant is checking the Leased Lit Fiber, Internet Access: ISP Service only and Internet Access and Transport Bundled.

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.

Internal Connections

INTERNAL CONNECTIONS: PROJECT A – Core Switches and Modules. 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.

BASIC MAINTENANCE OF INTERNAL CONNECTIONS: Project A - Core Switches and Modules. There is another document associated with this IFCB available for download that lists the equipment to be maintained.

INTERNAL CONNECTIONS: PROJECT B – WAP. 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.

BASIC MAINTENANCE OF INTERNAL CONNECTIONS: Project B - WAP. There is another document associated with this IFCB available for download that lists the equipment to be maintained.

INTERNAL CONNECTIONS: PROJECT C – Physical Fiber Network. 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.

Mandatory Site Visit

Vendors wishing to submit bids for Project A, Project B or Project C must attend one of two mandatory site visits. The first site visit will be held on October 22nd, beginning at 9am. The second visit will be held on October 23rd, at 1pm. Vendors will meet at Russellville High School located at 2203 S Knoxville Ave., Russellville, AR 72802. Bids from vendors for Project A, Project B or Project C who did not attend either of the site visits will be disqualified.

Compatibility Requirement

All WAPs must be compatible with Aruba Wireless Controllers.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, AND PROJECT C: It will be the bidder’s responsibility to provide documentation about the compatibility requirements listed in this IFCB. Vendors that submit bids without documentation demonstrating the required compatibility listed in this IFCB will have their bids disqualified, unless that vendor has bid the preferred make/model number listed.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, AND PROJECT C: 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 PROJECT A, PROJECT B, AND PROJECT C: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, AND PROJECT C: Bids that include equipment that was manufactured for use outside of the United States will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Service providers are required to bid an entire Project A, Project B or Project C. Bids for individual components of a single project will be disqualified.

Basic Maintenance Project A and B – see above Internal Connections request for Project A and B.

DISQUALIFICATION FACTOR BMIC PROJECT A AND PROJECT B: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.

DISQUALIFICATION FACTOR BMIC PROJECT A AND PROJECT B - 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.

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

2019C2BiddingInstructions64.docx
C2COVERPAGE16.pdf
CategoryTwoAttachment.xlsx
FIBERDETAILS.docx
WALKTHROUGHQa.docx
Addendum.zip

Bid deadline has been reached.

Questions Received with Applicant Answers ( Ask Questions? )

We would like to propose Ruckus Wireless and Brocade ICX switches as equivalent/superior products. Will the District make floorplans available so we can provide documentation establishing equivalency? Also, are these switches and APs to be managed within one controller software or do you currently manage the switches independent of the wireless? Thank you!

Answer:

Question: We would like to propose Ruckus Wireless and Brocade ICX switches as equivalent/superior products. Will the District make floorplans available so we can provide documentation establishing equivalency?

All WAPs must be compatible with Aruba Wireless Controllers. Floorplans are not currently available but may be at a later date.

Question: Are these switches and APs to be managed within one controller software or do you currently manage the switches independent of the wireless?

Switches can be managed independently of the wireless.

If we are proposing an equivalent/superior access point solution may we also include the necessary wireless controller for that product to replace the existing District's Aruba controller? Also, what quantity of additional access points are to be reused outside of this request? Thank you!

Answer:

Question: If we are proposing an equivalent/superior access point solution may we also include the necessary wireless controller for that product to replace the existing District's Aruba controller?

All WAPs must be compatible with Aruba Wireless Controllers.

Question: What quantity of additional access points are to be reused outside of this request?

The quantity of APs to be reused will be determined by the total project cost, but should have no bearing on a bid.

Do you require installation of the Aruba switches? Do you require installation of the Aruba wireless access points? Do you require Cat6 plenum structured network cabling for the wireless access points?

Answer:

Do you require installation of the Aruba switches? No

Do you require installation of the Aruba wireless access points? No

Do you require Cat6 plenum structured network cabling for the wireless access points? No

Is a lift required at any location? Do any of the locations require plenum cabling?

Answer:

Question: Is a lift required at any location?

Answer: Yes. The cafeteria at RHS and the gym at RJHS will necessitate a lift (20-25'). The out buildings at ATCC/Votech (RHS campus) are on poles, and will most likely require a lift as well.

Question: Do any of the locations require plenum cabling?

Answer: No.

1. There was mention of redundancy at the walkthrough yesterday for the fiber runs. The fiber request calls for a total of 52 fiber runs. Should this number then be doubled for redundancy, so 104 runs would be the number? 2. Also, during the walkthrough, it was mentioned that 30 strand fiber is the desired strand. We have checked and 30 strand would be a special order and build out. Is the 30 strand request a requirement or would a standard 36 strand type of offer be acceptable?

Answer:
1. There was mention of redundancy at the walkthrough yesterday for the fiber runs. The fiber request calls for a total of 52 fiber runs. Should this number then be doubled for redundancy, so 104 runs would be the number?

During the walkthrough it was discussed that we wanted the fiber runs split between 2 cables to give some resilience. All pairs will be actively used, and there is no need to double what we've called for.

2. Also, during the walkthrough, it was mentioned that 30 strand fiber is the desired strand. We have checked and 30 strand would be a special order and build out. Is the 30 strand request a requirement or would a standard 36 strand type of offer be acceptable?

30 strands is what we need, but as that would be a special order, more strands would be acceptable if that is more economical.

Question deadline has been reached.