school Lake Hamilton School Dist 5
IFCB Posted : Nov 19, 2020
Bid Deadline : Monday, Jan 11, 2021

Questions Due By : Wednesday, Dec 9, 2020
Applicant Address : Pearcy, AR 71964
IFCB ID : 210005065

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. 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. 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.

·         LEASED WIDE AREA NETWORK CIRCUITS 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.

·         LEASED WIDE AREA NETWORK CIRCUITS DISQUALIFICATION FACTOR: Vendors must bid all connections. If vendors submit a bid missing any connection, we will consider your bid incomplete and disqualify your bid.

·         DISQUALIFICATION FACTOR LEASED WIDE AREA NETWORK CIRCUITS: 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 SELF PROVISIONED NETWORKS: 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.

·         SELF PROVISIONED NETWORKS DISQUALIFICATION FACTOR: Vendors must bid all connections. If vendors submit a bid missing any connection, we will consider your bid incomplete and disqualify your bid.

·         DISQUALIFICATION FACTOR C1 NETWORK EQUIPMENT: Vendors must complete and include the C1 Cover Page with their bid. Bids received without the cover page will be disqualified.

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

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

 


Services and Equipment Requested :

UPDATE 11/30/2020: We have realized that we will need two additional switch modules for our Internal Connections Project A. Please add 2 x Aruba JL095A modules to your bid. Bids for functionally equivalent equipment will be accepted. Equipment must also be compatible with existing Aruba switch chassis' and Aruba WAP.

UPDATE 11/19/2020: Due to district COVID restrictions, only one person from each company can attend the site visit.

Category 1

Internet Access – Please provide bids for 100 MB, 200 MB, 300 MB, 400 MB and 500 MB bandwidths. District would like 1 year, 3 year and 5 term pricing. Please indicate on your bid if you own the entire circuit or if you have to lease a portion (the last mile) from a separate provider. Please also include Service Level Agreement with bid. The terminating address for this circuit is 240 Wolf Street, Pearcy, AR 71964. 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.

MANDATORY SITE VISIT

Vendors wishing to submit bids for leased wide area network circuits or self-provisioned network must attend one of two mandatory site visits. The site visits will be held on December 3, 2020 and December 8, 2020. See RFP for details. Bids from vendors who did not attend either of the site visits will be disqualified.

 

Leased Wide Area Network Circuits – 11 connections any delivery/technology type. See attached RFP for details.

LEASED WIDE AREA NETWORK CIRCUITS 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.

LEASED WIDE AREA NETWORK CIRCUITS DISQUALIFICATION FACTOR: Vendors must bid all connections. If vendors submit a bid missing any connection, we will consider your bid incomplete and disqualify your bid.

DISQUALIFICATION FACTOR LEASED WIDE AREA NETWORK CIRCUITS: 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.

Self-Provisioned Networks: the district will accept bids for any type of technology that can achieve our connectivity goals (fiber, wireless, etc.). See attached RFP for details.

DISQUALIFICATION FACTOR SELF PROVISIONED NETWORKS: 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.

SELF PROVISIONED NETWORK DISQUALIFICATION FACTOR: Vendors must bid all connections. If vendors submit a bid missing any connection, we will consider your bid incomplete and disqualify your bid.

 

Category 1 Network Equipment:

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

1

Aruba JL003A or functional equivalent

Switches

3

Aruba JL324A or functional equivalent

Switches

1

Aruba JL323A or functional equivalent

Antennas, Connectors and Related Components

2

Aruba J9829A or functional equivalent

Antennas, Connectors and Related Components

4

Aruba JL087A or functional equivalent

Antennas, Connectors and Related Components

4

Aruba JL083A or functional equivalent

Antennas, Connectors and Related Components

78

Aruba J9151A or functional equivalent

 

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

 

DISQUALIFICATION FACTOR C1 NETWORK EQUIPMENT: Vendors must complete and include the C1 Cover Page with their bid. Bids received without the cover page will be disqualified.

 

Category 2

Project A – Switches

Project narrative – District is upgrading all Aruba switch chassis/modules to newer v3 modules and adding smart-rate capability in multiple switch chassis for AP. District would like 60 x 5 year Aruba Central Licenses for switches (new plus existing) and 6 x 5 year Aruba Central Licenses for existing Aruba 365 AP. Installations is not needed for this equipment.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

5

Aruba JL001A or functional equivalent

Switches

3

Aruba JL003A or functional equivalent

Switches

2

Aruba JL323A or functional equivalent

Switches

7

Aruba JL324A or functional equivalent

Licensing for existing switches

43

5 year Aruba Central Licenses for existing Aruba switches

Licensing for existing AP

6

5 year Aruba Central Licenses for existing Aruba 365 AP

Antennas, Connectors and Related Components

54

Aruba J9986A or functional equivalent

Antennas, Connectors and Related Components

40

Aruba J9990A or functional equivalent

Antennas, Connectors and Related Components

7

Aruba J9827A or functional equivalent

Antennas, Connectors and Related Components

25

Aruba J9829A or functional equivalent

 

Antennas, Connectors and Related Components

17

Aruba J9991A or functional equivalent

 

Antennas, Connectors and Related Components

18

Aruba JL087A or functional equivalent

 

Antennas, Connectors and Related Components

9

Aruba JL083A or functional equivalent

 

Antennas, Connectors and Related Components

20

Aruba J9151A or functional equivalent

 

 

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

COMPATIBILITY REQUIREMENT

All equipment must be compatible with existing Aruba switch chassis’ and Aruba WAP. 

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 – Cabling

Project narrative – District is upgrading fiber and ethernet cabling in buildings to support more bandwidth throughput.

MANDATORY SITE VISIT

Vendors wishing to submit bids for category two Project B must attend one of two mandatory site visits. The site visits will be held on December 3, 2020 and December 8, 2020. Both will begin at 9:00 am. Vendors will meet at Lake Hamilton Central Office, 205 Wolf Street, Pearcy, AR 71964. Bids from vendors who did not attend either of the site visits will be disqualified.

 

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

21

Single mode fiber runs

Cabling

1311

Cat6 drops

 

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

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

 

Questions Received with Applicant Answers   ( Ask Questions? )




What time are the walkthroughs? Do we need to coordinate the walkthrough with someone at the school?

Answer:

December 3rd at 9:00 AM and a backup walkthrough for anyone that missed the first one on December 8th at 9:00 AM . See RFP for details.

CRW Consulting here, below are the Q&As from the walkthrough.

Answer:

Q/A associated with Category 1:

Is the boring/digging part of the project supposed to be separated as a separate line item in the bid? No, that is not required. It can be a turnkey price.

 

Do quazite boxes need to be load rated? Yes they are located in locations that may be driven over by a vehicle so then need to be traffic rated boxes.

 

What size is the existing buried conduit throughout the district that will be utilized in parts of the project? All existing conduit is 2" sch 40 or sch 80 pipe with the exception of the conduit between the Elementary and Arena and between the Arena and High School. Those are 4" sch 40.

 

There was a question about the District Map that shows a section crossing Adam Brown. I noted on the Map that it crosses through the inside of the cross walk overhead. There is a 2" conduit going up on each side of the highway with an old fiber line inside that was cut years ago so it can be utilized as a pull string to pull in the new fiber. So no boring will be required under Adam Brown road.

 

Will rack space be available for rack mount LIU's? Yes rack space will be provided by the district.

 

What length jumpers will be needed? 1 meter jumpers will be fine

 

This wasn't really a question but I informed them that the district will work with the winning bidder to allow them to work after hours and weekends if needed.

 

Q/A associated with Category 2: 

Does the Cat 6 and fiber cabling need to be plenum rated? Yes

 

What color do you prefer for Cat 6 cabling? Blue

 

Will raceway/panduit be needed for Cat 6 drops and if so what color? Yes in most classrooms raceway or panduit with surface mount boxes will be needed. No more than 3 drop locations in each classroom. The preferred color is white.

 

Will all Cat 6 drops be going to classrooms/wall boxes? I got my rough number counting up classrooms and multiplying that number by 8 since that is what we cable new buildings to as a standard. That puts 2 drops on 3 walls in the classroom and 2 drops going in the center ceiling for an Wireless Access Point. I am not sure that we will be cabling as many drops as I have requested bids on and not all of the drops will be going to classrooms. Some will be for Wireless Access Points in hallways and on the outside of the buildings.

 

How are you ceiling spaces were cabling will run? Are there several firewalls that will need to be penetrated? The ceiling spaces of each school vary based on the age of the building. The oldest buildings like Elementary and High School will just have drop tile ceilings without cable tray or much if any firewalls. Any firewalls should already have pentration points. 

 

Do patch panels need to be included in the Cat 6 quote? Yes an allowance needs to be made for patch panels in most locations. I suggested taking the price of a patch panel and dividing it by the number of ports to add to each drop to help cover the cost of areas that might need a patch panel. I also let them know that approximately 30-40 of the drops would be going to Wireless Access Points on so they would require only an RJ45 so no raceway or surface box. 

Couple of questions from the Leased Lit Fiber section: 1) Do they connections between sites have to be Layer 3? 2) Would a Layer 2 (Metro E) between all sites be sufficient? 3) Will you have Layer 3 routers at every site with the bandwidth capabilities mentioned in the RFP (10G, 40G and 100G)? Thanks,

Answer:

1) Do they connections between sites have to be Layer 3? No

 

2) Would a Layer 2 (Metro E) between all sites be sufficient? Yes

 

3) Will you have Layer 3 routers at every site with the bandwidth capabilities mentioned in the RFP (10G, 40G and 100G)? I will have switches at each location that are currently capable of 10G.