school Hilldale School District 29
IFCB Posted : Oct 14, 2021
Bid Deadline : Thursday, Dec 9, 2021

Questions Due By : Thursday, Nov 11, 2021
Applicant Address : Muskogee, OK 74403
IFCB ID : 220001838

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

 

·         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.

·         INTERNET ACCESS DISQUALIFICATION FACTOR: Bidders who are not eligible to provide OUSF support will be disqualified. By placing a bid for these services, the bidder agrees to file the completed OUSF affidavit within 90 days of the start of service (applicant agrees to complete their portion in a timely fashion after the request for completion by the winning bidder).

·         LEASED LIT FIBER 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 LIT FIBER DISQUALIFICATION FACTOR: Bidders who are not eligible to provide OUSF support will be disqualified. By placing a bid for these services, the bidder agrees to file the completed OUSF affidavit within 90 days of the start of service (applicant agrees to complete their portion in a timely fashion after the request for completion by the winning bidder).

·         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, PROJECT B AND PROJECT C: 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, PROJECT B AND PROJECT C: 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: 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 INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: 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 A, PROJECT B AND PROJECT C: Bidders must be bonded and insured up to $1,000,000.

·         DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: Bidders need to provide no less than 3 SLED references.

·         DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: 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.


Services and Equipment Requested :

UPDATE 11/24/21: The bid deadline is 12/9/2021.

UDATE 11/4/21: Pictures are availble for download with this IFCB.

UPDATE 11/4/21: There will be another site visit on Wednesday, November 10, 2021 at 9am. Vendors should report to Hilldale HS. Question and bid deadlines have been extended.

UPDATE 10/29/21: The question deadline has been extended.

UPDATE 10/19/21: A copy of the cancelled IFCB is now available to download. It has additional information in the Q&A section at the bottom of the IFCB.

UPDATE 11/3/21: Maps have been uploaded to the IFCB. The bid deadline has been updated to 12/1/2021. 
Category One

Internet Access – District currently has a 2 GB circuit. Please include bids for 5 GB circuit. Terminating address for this circuit is the High School, 300 E Smith Ferry Road, Muskogee, OK 74403. Please include pricing for a leased router. Please provide 3 year term. District would like installation and bandwidth increase completed by 6/30/22. Please state on bid if tech support is available 24/7/365.

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: Applicant will accept any technologies bid. It is our intention to meet all OUSF Fair and Open Competitive Bidding requirements. If you are a NECA/tariffed company, bids for your tariffed rates are allowed. If any of the specified bandwidth speeds are not a tariffed/NECA rate, please bid the closest rate you have available, within the limits of the bandwidth range specified on the 470.

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.

INTERNET ACCESS DISQUALIFICATION FACTOR: Bidders who are not eligible to provide OUSF support will be disqualified. By placing a bid for these services, the bidder agrees to file the completed OUSF affidavit within 90 days of the start of service (applicant agrees to complete their portion in a timely fashion after the request for completion by the winning bidder).

Leased Lit Fiber – 10 GB connection from High School 300, E Smith Ferry Road, Muskogee, OK 74403 to Lower ES, 3301 Grandview Park Blvd., Muskogee, OK 74403. Please include pricing for leased switches. Please include pricing for a 3 year term. District would like installation completed by 6/30/22. Please state on bid if tech support is available 24/7/365.

NOTE: Applicant will accept any technologies bid. It is our intention to meet all OUSF Fair and Open Competitive Bidding requirements. If you are a NECA/tariffed company, bids for your tariffed rates are allowed. If any of the specified bandwidth speeds are not a tariffed/NECA rate, please bid the closest rate you have available, within the limits of the bandwidth range specified on the 470.

LEASED LIT FIBER 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 LIT FIBER DISQUALIFICATION FACTOR: Bidders who are not eligible to provide OUSF support will be disqualified. By placing a bid for these services, the bidder agrees to file the completed OUSF affidavit within 90 days of the start of service (applicant agrees to complete their portion in a timely fashion after the request for completion by the winning bidder).

C1 Equipment

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Switches

2

Core switches for district owned fiber, capable of 10 GB, optic compatible with Dell

 

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

MANDATORY SITE VISIT PROJECT A, PROJECT B AND PROJECT C

Vendors wishing to bid on internal connections projects must attend a voluntary site visit either October 20, 2021 or October 29, 2021, both at 9:00am. Vendors will meet at Hilldale HS, 500 Smith Ferry Road, Muskogee, OK 74403.

Internal Connections - District is trying to accomplish a comprehensive solution to bring their core switches to internal 10 GB speeds, and ideally, have the IDFs also be on 10 GB speeds. If funding allows, District wishes to further replace the IDF switches and upgrade wireless to current wireless 802.11 standards. Installation and configuration are needed. District would like a turnkey project.

The district will only be pursuing one of the three projects listed below: either A, B or C.

Project A – If licenses are needed provide 1 year pricing.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

20

Fiber drops capable of 10 GB speeds

Racks

28

Enclosed

Switches

80

All switches must be 48 port POE. Prefer Dell or Aruba

Modules, GBIC, Transceivers

65

10GB preferred

UPS

28

Regular 110 plugs

Wireless Access Points

150

Prefer Ruckus or Aruba

Wireless Controller

1

If needed

 

NOTE: We are requesting WAP or Controller or 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).

Project B – If licenses are needed provide 2 year pricing.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

20

Fiber drops capable of 10 GB speeds

Racks

28

Enclosed

Switches

80

All switches must be 48 port POE. Prefer Dell or Aruba

Modules, GBIC, Transceivers

65

10GB preferred

UPS

28

Regular 110 plugs

Wireless Access Points

150

Prefer Ruckus or Aruba

Wireless Controller

1

If needed

 

NOTE: We are requesting WAP or Controller or 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).

Project C – If licenses are needed provide 3 year pricing.

Type of Equipment

Quantity Vendor Should Bid

 

Preferred Make/Manufacturer

Cabling

20

Fiber drops capable of 10 GB speeds

Racks

28

Enclosed

Switches

80

All switches must be 48 port POE. Prefer Dell or Aruba

Modules, GBIC, Transceivers

65

10GB preferred

UPS

28

Regular 110 plugs

Wireless Access Points

150

Prefer Ruckus or Aruba

Wireless Controller

1

If needed

 

NOTE: We are requesting WAP or Controller or 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 PROJECT A, PROJECT B AND PROJECT C

All equipment must be compatible with existing Ruckus Wireless network. 

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: Bidders must be bonded and insured up to $1,000,000.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: Bidders need to provide no less than 3 SLED references.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: 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, PROJECT B AND PROJECT C: 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: 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 INTERNAL CONNECTIONS PROJECT A, PROJECT B AND PROJECT C: 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 A, PROJECT B AND PROJECT C: 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.

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Questions Received with Applicant Answers   ( Ask Questions? )




For the 28 x enclosed racks: * wall mount or freestanding? * how many rack spaces does the rack need to have? For the 28 x UPS: * is there a specific VA or wattage range required? * If no to the above, what specifically will plug into the UPSs? * What is the maximum amount of APs that will connect to a given switch/switch stack?

Answer:

All wall mount 

26U

1500VA 110

Max APs per switch - 24

Will stacking cables be needed for the switches? How many stacks have more than 3 switches? The new fiber can be ran with single-mode, how many of the 65 transceivers will be connected over multi-mode? (orange or blue) These may not be 10Gb compatible.

Answer:

Approx 65 stacking cables 

More than 3 - approx 10 IDFs 

Multi mode - unknown. Will require the mandatory walkthrough for a specific count of each type

Do you all have a preference on the SFP for the 10 GB Fiber? Also, who is the contact that you want on the contracts?

Answer:

No prefence

Supt Erik Puckett

To clarify, will all new fiber runs will be done with multimode OM3?

Answer:

Yes we need to support at least 10gbps internal 

CRW Consulting here, below is the information provided during the walkthrough

Answer:

1: firewall is a HA pair of SOPHOS SG550 units

2: yes switches will be stacked

3: ISP - watch the bid - we will he following SETDA standards so plan for 5gb

4: going to a a hub and spoke MDF to IDF model 5; we will get pictures of racks

6: we will get fiber measurements and color of fiber per rack

7: yes we want to Standardize on racks as much as possible. Use pics as guide (will be uploaded as an attachment shortly). Example - locking racks won’t be upgraded.

8: fiber type - wanting to go single mode. Bare necessity - we need internal 10gbps

9: no cables to APs.

Category 1: --Do you currently have Dell core switches? --If so, what models? --Are you replacing the core switches? --What will be connected to the core switches? --How many 10G ports are needed? --Are the 10G ports single-mode fiber, multi-mode fiber or copper? --Please specify quantity and type of ports needed.

Answer:

1: yes - Dell. Old N series 

2: yes it will act as the Hub and feed the spokes - MDF-IDF model. Will also have a link into data center and point to point. 

3: all 10gb and will all be single mode yellow or multi mode aqua. 

4: needs to he at least a 24 port each. 

Category 2: Fiber Cabling --Do you need multi-mode or single-mode? One of the answers provided has MMF and another answer has SMF --You will be providing fiber runs FROM/TO with measurements? --Is all fiber cabling indoor? --Is there any outdoor fiber cabling? --If so, is trenching or boring required? Enclosed racks --Do you want enclosed cabinets or open-frame racks? --Are the new racks replacing existing racks? --If so, is there enough slack in existing cabling to move patch panels? --If so, who is responsible to move existing equipment and verify the equipment functions as before? --Will ground bars and grounding cable for each rack be needed? Switches --Do you need multi-gig switches? --Please verify that you need 65 stacking cables. --Is the 65 quantity of 10G modules/GBIC/transceivers for new fiber cabling (20 on RFP) and existing fiber? --If so, what is the current fiber that will need 10G modules? --Can the current fiber support 10G fiber? Some older multi-mode may not depending on type, age and distance. UPS --Are the UPS units to be rack mount or tower? --Are all UPS units to be 1500VA 110? Wireless Access Points --Are you are replacing all existing wireless access points? --What is the current wireless network? --Are there locations where a high-density AP is needed? --Will a lift be needed for any AP locations?

Answer:

Single mode only 

Yes. Internal Hilldale team should have those measurements by tomorrow 

Yes all indoor 

No trench no bore 

Enclosed. 

Yes there should be enough slack if not we will regroup. 

Most racks are already currently grounded. 

Ensure working- the winner bidder in coordination with HPSIT. Winner bidder touches it and it breaks winner bidder ends up fixing it. 

Fiber - stay tuned for the measurements. We are also including current fiber type. 

65 transceivers is the rough number of IDF/MDF transceivers. A couple 10gb are already in play in data center. 

UPS all rack mount please 110

Accepting bids for wireless. Current is Ruckus 

Yes high density APs approx 12 qty

Lift - no. 

Does the Nov. 10th site visit count for one of the mandatory site visits to qualify for bidding?

Answer:

Yes it counts 

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

Answer:

                   ----20x Fiber Cabling 

                          - this is to replace the existing multi mode that has been provided previously provided with maps. 



                   

                 ----Is there a diagram showing how the MDF/IDF's are fiber connected.

                         No - but we want all new fiber to be home runs back to the MDF at elem and secondary site locations. Distances have been provided by Anna and her team. 

                 

  Wireless Access Points

 

                    ----Verify that cabling is already in place for the 150 WAP's?

                            Yes.

                   

                     ----There is no cabling on RFP?

                              Correct nO AP cabling. 

 

Wireless Controller

                           

                        -----Wireless Controller

        

                        ----What does virtual controller mean?  We do not want to rely on a dedicated hardware appliance. Either VM or Cloud based. 



Most thorough applicant ever! Can I give you a gold star?

Answer:
We will take it! (As long as it doesn't violate a gift rule...)