·        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 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. 

·        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: The applicant will not accept bids from manufacturers of equipment deemed a national security threat by the Federal Communications Commission. The list of prohibited equipment is available here: https://www.fcc.gov/supplychain/coveredlist. Vendors that submit bids that include these manufacturers will have their bids 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: Service providers are required to bid the entire hardware project.  Bids for individual components of the project 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: Vendors who wish to bid must attend one of two mandatory site visit sets of dates. Vendors who submit a bid but have not attended either set of dates of meetings 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 BMIC PROJECT A AND BMIC PROJECT B: Vendors who wish to bid must attend one of two mandatory site visit sets of dates. Vendors who submit a bid but have not attended either set of dates of meetings will be disqualified.

·        DISQUALIFICATION FACTOR BMIC: Service providers are required to bid the entire maintenance project, Project A, Project B, Project C, Project D.  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: 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.

UPDATE 12/6/22: THE BID DEADLINE HAS BEEN UPDATED TO 1/3/23.

UPDATE 12/5/22: The number of AP requested has been updated below to include 15 more AP and a total of 320 AP. The bid deadline has also been extended to 1/2/23.

UPDATE 12/2/22: THE BID DEADLINE HAS BEEN UPDATED TO 12/30/22

UPDATE 11/28/22: There is now an excel document labeled Switch Stacks 2022 available to download that breaks down the switch stacks in each closet.

UPDATE 11/18/22: The serial numbers listed under BMIC Project C have been updated. 

UPDATE 11/7/22: Please include pricing for 5 year licensing for AP and switches.

Category 2

MANDATORY SITE VISIT- IC, BMIC PROJECT A, BMIC PROJECT B

Vendors wishing to submit bids for Internal Connections, BMIC Project A, and/or BMIC Project B, must attend one of two sets of mandatory site visits. Vendors must attend two days – either the first set, November 1 and November 2; or the second set, November 28 and November 29. The two day site visits will consist of travelling around the district to different locations throughout the each of the two days. Addresses are available to download in a document labeled Building Addresses. Vendors should report to Raytown Schools Education and Conference Center at 10750 E St Rte 350, Raytown, MO 64138 at 7:30am and check in with Alex Anstine. Bids from vendors who did not attend both days of one set of site visits will be disqualified.

Internal Connections The district is looking to replace all Network and Core data center switching. The district is also looking to replace a portion of our Wireless Access points and all controllers.  The district is currently a Brocade/Ruckus switching environment and Aruba Wireless.  

The district currently uses Mitel VOIP and Genetec security video/door access.  All proposals must include information regarding successful integration with these systems.

The current switch infrastructure is delineated below.  In addition to the current infrastructure, the district expects to add 10 switches to accommodate new infrastructure.  The new proposal should include a minimum of 10Gb between all switches and an option to upgrade to 100GB between all buildings.  All switches must be able to support 48 ports of POE+.  Switch configurations must be stackable at a minimum of 6 per stack.  All optics must be included in the proposed solution. Network closet re-patching and switch installation should be included. Existing patch panels will be used but will need to be moved. 

A Cloud managed solution may be proposed but all configurations must be able to be done without access to external internet. 

The proposed solution should reflect an upgrade to the district’s current infrastructure.  Any proposal that would result in decrease functionality will be rejected.  Any management software should also be included in the proposal.  Pricing should include the first year maintenance and options for three and five year maintenance renewals.

Current Routers & Switches

Current Access Points and Controllers

REQUESTED INTERNAL CONNECTIONS

NOTE: We are requesting WAP 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

All equipment must be compatible with existing Aruba wireless network. 

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: The applicant will not accept bids from manufacturers of equipment deemed a national security threat by the Federal Communications Commission. The list of prohibited equipment is available here: https://www.fcc.gov/supplychain/coveredlist. Vendors that submit bids that include these manufacturers will have their bids 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: Service providers are required to bid the entire hardware project.  Bids for individual components of the project 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: Vendors who wish to bid must attend one of two mandatory site visit sets of dates. Vendors who submit a bid but have not attended either set of dates of meetings will be disqualified.

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

VALUE OF TRADE IN EQUIPMENT

If applicable, please include a trade in value on the C2 cover page for the following equipment which will be replaced:

Basic Maintenance of Internal Connections (BMIC)

BMIC Project A – The district would like manufacturer’s maintenance on the following items. Please provide pricing for 3 year contract

BMIC Project B – The district would like manufacturer’s maintenance on the following items. Please provide pricing for 5 year contract

BMIC Project C -The district is seeking bids for Forticare Extended service agreement for the districts 2 firewalls. The district would like pricing for 1 year and 3 year options.

BMIC Project D  – The district is seeking manufacturer’s maintenance for the following UPS devices.

DISQUALIFICATION FACTOR BMIC PROJECT A AND BMIC PROJECT B: Vendors who wish to bid must attend one of two mandatory site visit sets of dates. Vendors who submit a bid but have not attended either set of dates of meetings will be disqualified.

DISQUALIFICATION FACTOR BMIC: Service providers are required to bid the entire maintenance project, Project A, Project B, Project C, Project D.  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: 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.