school Raytown School District
IFCB Posted : Nov 8, 2021
Bid Deadline : Thursday, Dec 16, 2021

Questions Due By : Thursday, Nov 18, 2021
Applicant Address : Raytown, MO 64138
IFCB ID : 220003663

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.

 

·         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.


Services and Equipment Requested :

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.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

20

20 cable runs to accommodate the 20 outdoor WAPs

Wireless Access Points

20

Aruba outdoor AP-575 w/ license and PEF license

 

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.

 

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Modules, GBIC and Transceivers

2

Brocade 10 GB Long Range SFP

 

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.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Firewall Service and Components

2

FortiGate 1500D - 

FG1K5D3I13800201

FG1K5D3I17803621

 

 

BMIC PROJECT D – Firewall Maintenance 3-year option

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Firewall Service and Components

2

FortiGate 1500D - 

FG1K5D3I13800201

FG1K5D3I17803621

 

BMIC PROJECT E – Routers

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Router

1

Brocade 8770-9-SVL-NDP-1

Router

1

Brocade 8770ADV-SVL-SW-1

Router

19

Brocade 6940-144S-SVL-NDP-1

 

BMIC PROJECT F – Switches

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

1

Brocade ICX7750-SVL-RRMT-1

Switches

165

Brocade ICX7450-SVL-RMT-1

Switches

2

Brocade ICX7250-SVL-RRMT1

 

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.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

UPS/Battery Backup

1

Symmetra PX UPS PD0745360020

UPS/Battery Backup

1

Symmetra PX UPS PD0745360028

UPS/Battery Backup

1

Symmetra LX 8KVA QD0721150568

UPS/Battery Backup

1

Symmetra LX 8KVA QD0721150578

UPS/Battery Backup

1

Symmetra LX 8KVA QD0721150563

UPS/Battery Backup

1

Symmetra LX 8KVA QD072115057

UPS/Battery Backup

1

Liebert APS 2035100308AU073

 

 

BMIC PROJECT H – Wireless Controller, 1 year option

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Wireless Controller

2

Aruba 7220 –

BB003060ARB

BB003062ARB

 

BMIC PROJECT I – Wireless Controller, 3-year option

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Wireless Controller

2

Aruba 7220 –

BB003060ARB

BB003062ARB

 

BMIC PROJECT J – Wireless Access Points

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

20

20 cable runs to accommodate the 20 outdoor WAPs

Wireless Access Points

20

Aruba outdoor AP-575 w/ license and PEF license

 

BMIC PROJECT K – Transceivers

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

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Modules, GBIC and Transceivers

2

Brocade 10 GB Long Range SFP

 

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.

 


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

RAYTOWN_C2_COVER_PAGE.pdf
2022_C2_Bidding_Instructions85.pdf

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Questions Received with Applicant Answers   ( Ask Questions? )




Hello, just to confirm that this will be billed to USAC in full and will not be billed monthly?

Answer:
Vendors are allowed to propose monthly or annual maintenance costs. However, USAC will sometimes require that the annual cost be broken up into monthly payments. If you are proposing an annual cost the district is open to using the BEAR method for that – which would mean the district would pay in full at the beginning of the year and invoice USAC for the district’s portion at the end of the funding year

Do you have any additional specifications for IC - Project A?

Answer:

Yes:
Per location

1 - 250 ft Cat 6 cable run terminated to existing patch panel and data jack and tested

 

1 - Building penetration through brick or concrete

1 - Mounting of access point to the building

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

Answer:

Are the Aruba L shape universal brackets for mounting ok to use? Yes

Prevailing wage? Projects under $75,000 are not subject to prevailing wage

Do we need to provide ground wire? No

Who will provide any patch cables needed? The district