school Ryal School District 3
IFCB Posted : Sep 17, 2021
Bid Deadline : Thursday, Nov 4, 2021

Questions Due By : Thursday, Oct 7, 2021
Applicant Address : Henryetta, OK 74437
IFCB ID : 220000758

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 https://www.usac.org/e-rate/service-providers/step-2-responding-to-bids/lowest-corresponding-price/ 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.

 

·         If there is a request for Internal Connections (Category Two) equipment, or Category One equipment listed on this IFCB the applicant will 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: 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 must complete and include the C2 Cover Page with their bid. Bids received without the cover page 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 was manufactured for use outside of the United States will be disqualified.

·         DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Service providers are required to bid the entire hardware project.  Bids for individual components of the project 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 BMIC: Service providers are required to bid the entire maintenance project.  Bids for individual components of the project will be disqualified.

·         DISQUALIFICATION FACTOR BMIC: 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 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: 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 9/29/21: Four Cat6 cable drops will be needed in addition to the other items listed below. We have posted another 470 #220001018 for these drops. The question and bid deadlines have been extended.

 

There will be a third Mandatory Site Visit on October 6, 2021 at 10:00am. Vendors will meet at 115035 S 3960 Road, Henryetta, OK 74437. Please check in with Randy Witham. Bids from vendors who did not attend one of the three site visits will be disqualified.


UPDATE 9/24/21: DISTRICT WILL ACCEPT FUNCTIONAL EQUIVALENTS OF EQUIPMENT FOR Basic Maintenance of Internal Connections (BMIC).

UPDATE 9/28/2021 - Quantities for WAPs and GBICs have been updated

CATEGORY TWO

MANDATORY SITE VISIT FOR IC AND BMIC

Vendors wishing to submit a bid for the Category Two Project (IC or BMIC) must attend one of two mandatory site visits. The site visits will be held on September 21, 2021 and September 28, 2021. Both will begin at 10am. Vendors will meet at 115035 S 3960 Road, Henryetta, OK, 74437. Vendors please check-in with Randy Witham. Bids from vendors who did not attend either of the site visits will be disqualified.

INTERNAL CONNECTIONS (IC)

 

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

5

Ubiquiti, UniFi switch Pro 48p, 600w PoE 4x10G uplink

Modules, GBIC, transceivers

4 (updated, total of 6 is correct)

10G SFP

Wireless Access Points

10 indoor, 3 outdoor

Ubiquiti AC Pro or better, Outdoor APs - Ubiquiti Unifi UAP-AC-M-PRO (Mesh Pro) or better

 

Wireless Controller

1

Ubiquiti Cloud Key Gen2 or better

 

NOTE: We are requesting WAP or Controller 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 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 must complete and include the C2 Cover Page with their bid. Bids received without the cover page 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 was manufactured for use outside of the United States will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Service providers are required to bid the entire hardware project.  Bids for individual components of the project 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.

 

Basic Maintenance of Internal Connections (BMIC)

The district would like a manufacturer’s support contract for these items:

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

5

Ubiquiti, UniFi switch Pro 48p, 600w PoE 4x10G uplink

Wireless Access Points

10

Ubiquiti AC Pro or better

Wireless Controller

1

Ubiquiti Cloud Key Gen2 or better

 

DISQUALIFICATION FACTOR BMIC: Service providers are required to bid the entire maintenance project.  Bids for individual components of the 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 FACTOR BMIC: 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 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.


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

RYAL_C2_COVER_PAGE.pdf
2022_C2_Bidding_Instructions1.pdf

Questions Received with Applicant Answers   ( Ask Questions? )




Good morning, Is the site visit mandatory ? Will it be online ? Thank you very much.

Answer:

Please make sure you read all of the details in the IFCB before submitting questions. Yes, it’s mandatory and no it will not be virtual.

 

MANDATORY SITE VISIT FOR IC AND BMIC

 

Vendors wishing to submit a bid for the Category Two Project (IC or BMIC) must attend one of two mandatory site visits.

Do you require Single Mode or Multi Mode modules ?

Answer:

Multi Mode

Do you need all the Access Points to be indoor, or outdoor as well ? if required, please specify how many outdoor ? Thank you

Answer:

Indoor only. 

CRW Consulting here - below are the Q&As from the first walkthrough

Answer:
We had a question about the AP in the gym.  The existing AP is different from the other 9 classroom APs.  Does the Gym AP need to be high-density?  Yes, the existing AP is a Meraki MR66 and the replacement needs to be a high density AP.

Switches: What are the current network switches? Are the 5 on the 470/RFP replacing all current network switches? Wireless: What are the current wireless access points? Are the 10 on the 470/RFP replacing all existing wireless access points?

Answer:

Current switches are HP.

Replacing all current network switches.

Replacing all 10 current existing Meraki wireless access points.

Is installation required? If so, are we replacing existing Access Points or will these be installed in new locations? If new locations, is inside wiring in place or are we supposed to bid?

Answer:

Installation is required. Replacing existing APs using existing wiring.

Wireless: --For the new outdoor wireless access points will network cabling be needed? --There is no cabling on the 470 or RFP. Do you want a bid outside of E-rate? --Are these to provide wireless coverage to parking lots? --Do you have a map showing desired coverage area(s)?

Answer:

--For the new outdoor wireless access points will network cabling be needed?  YES, and also one for the Gym, total of 4 Cat 6 cable runs

--There is no cabling on the 470 or RFP. Do you want a bid outside of E-rate? We are posting a new 470 and “attaching” it to this IFCB. You can bid the drops as part of the E-rate project.

--Are these to provide wireless coverage to parking lots? Outdoor Classrooms

--Do you have a map showing desired coverage area(s)? NO map.  Outdoor APs should have at least a 300ft range. Also, we are going to add another mandatory site visit for next week for vendors that missed either of the first two. Watch for IFCB updates.