school Keystone School District 15
IFCB Posted : Oct 2, 2020
Bid Deadline : Monday, Nov 23, 2020

Questions Due By : Wednesday, Oct 21, 2020
Applicant Address : Sand Springs, OK 74063
IFCB ID : 210001121

IFCB Requirements :

·         All Questions and Bids must be submitted using the on-line IFCB system. If the IFCB system is down before the 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. This does not apply to the recent FCC exemptions of the Gift Rule for the COVID pandemic.

·         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 or your bid will be disqualified. 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. If the applicant discovers that fees, taxes or surcharges apply but are not listed on the bid (after the time of bid awards) those charges will be the responsibility of the bidding company.

 

·         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: 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: Bids from companies that include equipment barred by the Federal Communications Commission due to national security risks (such as ZTE or Huawei) will be disqualified.

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

·         DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Bids that include equipment that were 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: Service providers are required to bid an entire Project D or Project E.  Bids for individual components of a single project will be disqualified.

·         DISQUALIFICATION FACTOR 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.

 

 

 





Services and Equipment Requested :

UPDATE 10/21/20 - Q&As and maps have been added

UPDATE 10/14/20: The questions and answers from the first walkthrough have been added as an attachment and are available for download. 

Category Two-Internal Connections

 

MANDATORY SITE VISIT

 

Vendors wishing to submit bids for category two projects A-C must attend one of two mandatory site visits. The site visits will be held on October 13th and October 20th at 4:00pm. Vendors will report to 23810 W. Hwy 51, Sand Springs, OK 74063, and check in with Rhett Bynum. Bids from vendors who did not attend either of the site visits will be disqualified.

Project Narrative

We are upgrading our 1Gb fiber backbone to 10Gb, which will require the replacement of our current switches.  We are also adding to our existing wireless network to expand access to more devices. The District will require installation and configuration of all requested equipment.

 

Project A- WAPs, Controller, and Cabling

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

42

Cat6 Network Drops Plenum cable, and should include; Cat6 patch cables, patching into patch panels, necessary patch panels, ceiling hooks, labor, and cable testing

Wireless Access Points

42

Unifi UAP-AC-HD or functional equivalent

Wireless Controller

1

UniFi Cloud Key Gen2 Plus or functional equivalent

 

Compatibility Requirement

All WAPs must be compatible with our existing Ubiquiti UniFi wireless network.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A: 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.

Project B- Switches

 

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

1

48-port Core PoE switch w/10Gb SFP ports

Switches

6

48-port Edge PoE switch w/10Gb SFP ports

 

NOTE: We are requesting WAP or switch licenses on this IFCB, which sometimes may be categorized as BMIC by USAC (the BMIC box on the 470 has been checked to cover this scenario).

Project C- Fiber Cabling

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Antennas, Connectors and Related Components

8

10Gb SFP Modules

Cabling

4

12-strand single mode armored fiber optic cable (backbone) to include; LC Single Mode connectors, 1U Fiber Termination Trays, LC-LC Single Mode Duplex Fiber Patch Cables, and 12-pack connector blocks

 

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: 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: Bids from companies that include equipment barred by the Federal Communications Commission due to national security risks (such as ZTE or Huawei) will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: 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: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Bids that include equipment that were 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 of Internal Connections

 

Project Narrative

The District is requesting a manufacturer’s support contract for both projects.

Project D- BMIC for WAPs, Controller, and Cabling

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

42

Cat6 Network Drops Plenum cable, and should include; Cat6 patch cables, patching into patch panels, necessary patch panels, ceiling hooks, labor, and cable testing

Wireless Access Points

42

Unifi UAP-AC-HD or functional equivalent

Wireless Controller

1

UniFi Cloud Key Gen2 Plus or functional equivalent

 

Project E- BMIC Switches

 

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

1

48-port Core PoE switch w/10Gb SFP ports

Switches

6

48-port Edge PoE switch w/10Gb SFP ports

 

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

DISQUALIFICATION FACTOR BMIC: Service providers are required to bid an entire Project D or Project E.  Bids for individual components of a single project 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? )




Are the 42 AP's replacing all existing AP's?

Answer:
No they are not replacing existing existing AP’s. That is why the matching amount of cabling runs were listed. 

Single-Mode Fiber - Do you want/need armored as listed in RFP? Since new fiber will be in existing conduit, armored is not required. Single-Mode Fiber - Is existing conduit in good shape and able to pull new fiber cabling through? Single-Mode Fiber - Each fiber run to the Middle School, Round Building, Pre-K and New Gym will be a homerun from Elementary School Core MDF, correct? Switches - Which rack locations are the switches going into? That will help in determining if any stacking cables are needed. Switches - The single-mode fiber transceivers are called out in the fiber cabling, correct?

Answer:

Single-Mode Fiber - Do you want/need armored as listed in RFP? Yes.

Single-Mode Fiber - Is existing conduit in good shape and able to pull new fiber cabling through? Unknown. Allowances should be made for the instance that there is not enough room or not passable.

Single-Mode Fiber - Each fiber run to the Middle School, Round Building, Pre-K and New Gym will be a homerun from Elementary School Core MDF, correct?  Yes. Fiber termination boxes may be required to pass through PK to New Gym and Round Building to Middle School.

Switches - Which rack locations are the switches going into? That will help in determining if any stacking cables are needed. No stacking cables required.

Switches - The single-mode fiber transceivers are called out in the fiber cabling, correct? Yes, but probably should have been with the switches.

Do you have a preference on Model or Manufacturer for the data switches?

Answer:

We would prefer Ubiquity or Extreme switches, bids for functional equivalents will be accepted. 

If existing conduit is not usable, you want the quote to include possible trenching/boring and new conduit? That can get expensive. Are there any utilities in the same area? Previous answer included "fiber termination boxes may be required. Please provide more information or what meant by this. Do all switches need to support full Layer 3 including the core switch. Not sure of answer on question 5 from the 10/20/2020 walkthrough.

Answer:

1 - If existing conduit is not usable, you want the quote to include possible trenching/boring and new conduit? Yes.  

2 - Are there any utilities in the same area?   We are not sure. It is possible that there are. 

3 - Previous answer included "fiber termination boxes may be required. Please provide more information or what meant by this.  A termination (passthrough) box may be required when passing through PK to Gym and RoundBldg to MS.  Example picture attached.

4 - Do all switches need to support full Layer 3 including the core switch? Yes.