Prairie Grove School Dist 23

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

IFCB Posted : Oct 10, 2018

Bid Deadline : Tuesday, Nov 20, 2018

Questions Due By : Tuesday, Oct 30, 2018

Applicant Address : Prairie Grove, AR 72753

IFCB ID : 190002294

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.

· 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, PROJECT C, AND PROJECT D: 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, PROJECT C, AND PROJECT D: 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, PROJECT C, AND PROJECT D: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

· DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, PROJECT C, AND PROJECT D: 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, Project C, or Project D. Bids for individual components of a single project will be disqualified.

· DISQUALIFICATION FACTOR BMIC 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 BMIC PROJECT A, PROJECT B, AND PROJECT C: 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 10/23/18: Q&As from the walkthrough have been added as an attachment.

Project Narrative

Elementary- Mount (2) UPS systems in existing racks or data closets. There are approximately (31) existing access points that are to be removed and replaced with new WAPs.

Middle School- Run a new outdoor multi-mode fiber cable from the 7^th grade building to the ALE building. A new fiber tray will be installed in the ALE building. Another multi-mode fiber cable will be installed from the 7^th grade building to the 5/6^th grade building. A new fiber tray will be installed in the 7^th grade building.

High School- Replace an existing wall rack with a larger rack. There are switches and patch panels in the existing rack that will need to be moved to the new rack. Remove the existing wall rack, mount the new rack, and install existing switches and patch panels back into the new rack. Mount (3) UPS systems into existing racks. Rack/cabling project – district is requesting to purchase and have service provider install a new 16U, wall mount, lockable rack. Project may include new copper patch cabling, a new patch panel and installing the equipment from the old rack into the new one, including the existing cabling.

Install UPS systems in racks (where possible). Remove existing WAPs from the elementary building and mount new WAPs (in existing locations of old WAPs). No configuration or installation is necessary for switches. Remove old switch rack and replace it with the new, larger, rack. Existing cabling (patch panels, switches, etc.) is to be reinstalled in the new rack. Install fiber trays in existing racks. Install, terminate, and test fiber cabling. All bids should include total cost, (shipping, taxes, and any fees).

Voluntary Site Visit

Vendors wishing to bid on internal connections projects can attend a voluntary site visit one day October 22nd, or October 29th beginning at 9am. Vendors will meet at 300 Ed Staggs Drive Prairie Grove, AR 72753 and check in with the front office.

Project A-UPS Systems

Type of Equipment	School Name	Number of Devices Vendor Should Bid	Preferred Make/Manufacturer
UPS/Battery Backup	Elementary	2	Eaton 5PX1500RTN or functional equivalent
UPS/Battery Backup	High School	3	Eaton 5PX1500RTN or functional equivalent

Project B-Switches

Type of Equipment	School Name	Number of Devices Vendor Should Bid	Preferred Make/Manufacturer
Switches	Elementary	5	Cisco 2960X 48-port PoE or functional equivalent
Antennas, Connectors and Related Components	Elementary	2	Cisco 10Gbps SFP/GBIC or functional equivalent.
Switches	High School	6	Cisco 2960X 48-port PoE or functional equivalent

Project C-Wireless Access Points

Type of Equipment	School Name	Number of Devices Vendor Should Bid	Preferred Make/Manufacturer
Wireless Access Points	Elementary	60	Meraki or functional equivalent

Project D-Racks and Fiber

Type of Equipment	School Name	Number of Devices Vendor Should Bid	Preferred Make/Manufacturer
Cabling	Middle School	2	12-strand multi-mode, outdoor fiber cabling with (2) Panduit FMT1 fiber trays or functional equivalent. Length of run is approx. 150 meters.
Cabling	High School	1	Copper patch cabling
Racks	High School	1	16U wall mount lockable rack. Project may include new copper patch cabling, a new patch panel and installing the equipment from the old rack into the new one, including the existing cabling.

Compatibility Requirement

All WAPs, switches, and connectors must be compatible with a Meraki firewall and Cisco switches.

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

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B, PROJECT C, AND PROJECT D: 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, Project C, or Project D. Bids for individual components of a single project will be disqualified.

Basic Maintenance of Internal Connections Project A-C – see above Internal Connections request for Project A-C

DISQUALIFICATION FACTOR BMIC 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 BMIC PROJECT A, PROJECT B, AND PROJECT C: 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.

2019C2BiddingInstructions54.docx
C2COVERPAGE49.pdf
PGSDERateQA10.22.18.pdf

Bid deadline has been reached.

Questions Received with Applicant Answers ( Ask Questions? )

What length of AP's licenses/subscriptions? 1yr, 3yr or 5yr You are asking for 60 Meraki AP's for the ES. Narrative states there are approximately 31 existing that are to be removed and replaced with new AP's. Are the remaining 29 going in new locations? Will those require Cat6 plenum structured network cabling? Is physical installation and configuration of AP's needed?

Answer:

What length of AP's licenses/subscriptions? 1yr, 3yr or 5yr

Answer: 5 years

You are asking for 60 Meraki AP's for the ES. Narrative states there are approximately 31 existing that are to be removed and replaced with new AP's. Are the remaining 29 going in new locations? Will those require Cat6 plenum structured network cabling?

Answer: No cabling is needed. All of the cabling installations have already been done. However, some of the classrooms do not have existing access points (only cabling for APs). The request does include physical installation of the APs. No configuration is needed.

- What AP Model are you looking at?

Answer:

Qty (5) - MR53

Qty (55) - MR42

Bids for functionally equivalent equipment will be accepted, as long as they meet the compatibility requirements.

What WAP is the district currently using?

Answer:
We’re currently running Cisco 3700i WAP.

What is the manufacturer part # requested for the switches and SFPs?

Answer:

Question:

What is the manufacturer part # requested for the switches and SFPs?

Answer:

Switches: WS-C2960X-48FPD-L

SFPs: SFP-10G-LR-NC

Bids for functional equivalents will be accepted as long as they meet our compatibility requirements.

Will the switches need to include stacking capabilities?

Answer:
No, it does not.

Question deadline has been reached.