·         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.

·         The winning bidder must be an authorized reseller. If the winning vendor is not an authorized reseller, then bid will be disqualified.

·         The vendor should accommodate invoice/SPI billing.

·         All materials and equipment quoted shall be delivered as agreed upon and directed by the Raytown Quality Schools Technology Support Services department.

·         Subcontractors Subcontracting of any services requested under this RFP must be disclosed and agreed to by the District in advance of service initiation and start of work.

·         Purchasing and payments shall be in accordance with Board policy DJF as outlined in administrative procedure DJF‐AP1. This procedure can be found on the District website.

·         The District reserves the right to provide the final contract for mutual consideration and agreement.

·         The Raytown School District reserves the right to separate, accept, or eliminate any item(s) listed under the RFP that it deems necessary to accommodate budgetary and/or operational requirements.

·         The District also reserves the right to not select any vendor or purchase any goods and services resulting from this RFP.

·         Should any differences arise as to the meaning or intent of specifications in this document and amendments thereto, the School District’s decision shall be final and conclusive.

·         The District is exempt from sales tax and use taxes. Taxes shall not be listed in a bid/proposal/quote or on invoices. A copy of the letter exempting the District from paying these taxes is available from the District upon request by the contractor/provider.

·         A payment schedule shall be decided on with the chosen contractor/provider. Said schedule shall be part of the contract between the contractor/provider and District.

·         There shall be no hidden costs associated with this proposal. If the contractor/provider foresees any additional or unexpected costs or charges to be made, these charges need to be explained in the proposal.

·         The selected contractor shall have the responsibility to ensure that the products that are delivered to District match the request and the specifications listed.

·         If the contractor source reduces pricing, it is expected that this price reduction be passed on to the School District.

·         Pricing should be guaranteed through the completion of project/purchase.

·         Service Provider must have SPIN number.

·         If the applicant is requesting purchases of new equipment, or maintenance of that new equipment, bids for functionally equivalent equipment will be accepted.

·         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: 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: 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 an entire Project A or Project B.  Bids for individual components of a single project will be disqualified.

·         DISQUALIFICATION FACTOR BMIC: Service providers are required to bid an entire Project C, Project D, Project E, Project F, Project G, Project H, Project I, Project J or Project K.  Bids for individual components of a single project will be disqualified.

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

·         DISQUALIFICATION FACTOR BMIC PROJECTS C-K: 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.

Category Two:

VOLUNTARY SITE VISIT – PROJECT A

Vendors wishing to bid on internal connections can attend a voluntary site visit on November 17, 2021, at 1pm. Vendors will meet at Raytown Schools Education and Conference Center, 10750 E. 350 Hwy, Raytown, MO 64138. Vendors will check in with Jon Coleman.

INTERNAL CONNECTIONS

PROJECT A – Wireless Access Points

Installation of outdoor wireless access points including CAT 6 cable runs to each location.

NOTE: We are requesting WAP 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:

Outdoor wireless access points must be compatible with existing Aruba equipment.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: 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 – Transceivers

The district is purchasing optics for an additional site.  No installation needed.

COMPATIBILITY REQUIREMENT:

Optics must be compatible with existing Brocade switches and single mode fiber.

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: 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: 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 an entire Project A or Project B.  Bids for individual components of a single project will be disqualified.

BASIC MAINTENANCE OF INTERNAL CONNECTIONS:

BMIC PROJECT C – Firewall Maintenance 1 year option

The district is looking for Forti care Extended Service agreements for 2 - FortiGate 1500D firewalls.

BMIC PROJECT D – Firewall Maintenance 3-year option

The district is looking for Forti care Extended Service agreements for 2 - FortiGate 1500D firewalls.

BMIC PROJECT E – Routers

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

BMIC PROJECT F – Switches

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

BMIC PROJECT G – UPS

APC UPS Maintenance – 1 Year Advantage Ultra Service Plan for Symmetra PX 40kVA and Symmetra LX 8kVA with options for contract extensions.  Liebert UPS maintenance, 1-year Essential Service.

BMIC PROJECT H – Wireless Controller, 1 year option

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

BMIC PROJECT I – Wireless Controller, 3-year option

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

BMIC PROJECT J – Wireless Access Points

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

BMIC PROJECT K – Transceivers

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

DISQUALIFICATION FACTOR BMIC: Service providers are required to bid an entire Project C, Project D, Project E, Project F, Project G, Project H, Project I, Project J or Project K.  Bids for individual components of a single project will be disqualified.

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

DISQUALIFICATION FACTOR BMIC PROJECTS C-K: 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.