·         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 http://www.usac.org/sl/service-providers/step02/lowest-corresponding-price.aspx 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.

 

·         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.
 

·         SERVICE PROVIDERS ARE REQUIRED TO BID THE ENTIRE “PROJECT A”. BIDS FOR INDIVIDUAL COMPONENTS OF  “PROJECT A” WILL BE DISQUALIFIED.

UPDATE 12/5/14: Now available for download is a list of site visit attendees.

UPDATE 12/4/14: Q&As FROM LAST SITE VISIT:
 

What is your current firewall/content filter?  Smoothwall 

Who assumes responsibility for wireless coverage, since there is not a wireless survey as part of the RFP?  There would obviously be testing done by the chosen vendor before completion to determine if coverage is adequate, so until we have accepted and approved that the job is complete and adequate coverage is there, the vendor would be responsible for wireless coverage.  After the job is completed and accepted, we would be responsible for it, but if there is an issue that comes up after and it is an equipment problem, we would expect the vendor to cover it (warranty issue) 

 Is there any city or county inspection that has to be done on the wiring portion of the job, and are there any permits required for vendors to obtain? No and No 

For any equipment that is purchased but not yet installed, will there be any payment up front? No, not until it is installed and working properly. 

For work done during the school year, does it need to be scheduled after hours?  Not necessarily, only if it will cause a disruption during the school day. If so, does this affect the Prevailing Wage rate? No 

What type of patch panels are required?  The panels should be Cat6 panels to match the new cabling. 

Are lifts required for any of the work?  Yes, most likely lifts will be required in gyms and possibly other high ceiling areas.  Bidders will be responsible for procuring these in those locations. 

Do the drop counts include drops to be run for the access points?  No, the access points would each need drops run as well.

UPDATE 11/24/14:Q&A FROM SITE VIST:
 

1.        How do you want to handle purchased material that is not yet being installed due to this being a multi-year project?  Bidders should bid based on current prices, and then order and store the equipment themselves.  I initially thought there might be space in the district, but after speaking with Dr. Patrick, this is not the case.

2.       Is this an E-Rate funded job?  As stated under the IFCB Requirements section, yes it is.  Additional district funds will be used to fund the job as well.

3.       How many strands do you want in the new fiber between switches?  6 Strand .

4.       What is the average network drop length?  175’

5.       How many VLANs need setup?  13 to 15 new VLANs.

6.       What are the total drop numbers in each room?  The number of drops is currently laid out by building, which is what bidders need to use to bid.  The individual number of drops per room will be given on a map to the winning bidder.

7.       Do the existing drops need tested as part of the job?  No, only new drops need to be tested.  

8.       Is there any asbestos in the district?  Yes there is some.

a.       High School – No.

b.      Middle School – No.

c.       Maple Grove – No.

d.      Martin Warren – No.

e.      Sterling – Yes.  There is floor tile containing asbestos, but nothing above the ceiling containing asbestos.

f.        Ridgeview – Yes.  There is floor tile containing asbestos, but nothing above the ceiling containing asbestos.

g.       Reese – Yes.  There is some floor tile, but it is primarily in the crawlspace.

h.      Career Center – Yes, some of the classroom ceiling tile as well as floor tile contains asbestos.

i.         Central Office/Tech Center – No.

UPDATE 11/17/14: Additional forms to submit with bids have been added as Addendum 2. They are available to download now.

UPDATE 11/17/14: A THIRD SITE VISIT DATE HAS BEEN ADDED - DECEMBER 3, 2014 AT 1:00PM. VENDORS SHOULD REPORT TO THE DISTRICT OFFICE AT 438 EAST MARKET ST, WARRENSBURG, MO 64093.

UPDATE 11/10/14: A revised equipment list has been posted. Question and bid deadlines have been extended.

UPDATE: 11/10/14 QUESTIONS AND ANSWERS FROM THE FIRST SITE VIST ARE BEING POSTED BELOW

What time of day on the bid deadline day are bids due? Midnight Pacific Time  

Is the cabling supposed to be plenum?  This is specified in the descriptions by building resources, and yes it should be plenum. 

Does raceway need to be metal?  Metal is preferred in all locations where this is possible.  In some locations, if vinyl is necessary this needs to be cleared with the Tech Director prior to hanging the raceway in that location. 

Is any demolition of existing wiring required on this job?  It is not explicitly required, though in some locations where a new switch location is being added, demolition of existing wiring may be necessary in order to run new wiring.  These locations should be obvious after the walkthroughs. 

How many new drops are required per location?  I will have updated maps with the exact number of new drops required per room available to the bid winner prior to the job starting. 

Are there ladders available for use at the locations?  In most cases yes, but the bidder should plan on having access to their own equipment at each location in case they are in use by building personnel at the time.

UPDATE 11/06/14 - School maps are available via email. Send your request to Chance Anderson - canderson@warrensburgr6.org.

UPDATE 11/05/14 - Additional requirements, including proof of insurance policies have been added to this IFCB for download – labeled Addendum. We have re-started the 28 day bidding window today. Maps have also been added for download - labeled Maps 1 and Maps 2.

Local phone service – Approx 243 lines

Long distance service – Approx 10,000 minutes per month

Category Two “Project A” – There is another document associated with this IFCB that is available for download, an Excel file. Please note there is a separate worksheet for each site for which equipment is requested. ALL QUANTITIES LISTED ARE APPROXIMATE. ALL EQUPIMENT LISTED IS WHAT THE APPLICANT PREFERS – BIDS FOR FUNCTIONAL EQUIVALENTS WILL BE ACCEPTED. VENDORS WISHING TO SUBMIT A BID ON “PROJECT A” ARE REQUIRED TO BID THE ENTIRE PROJECT (ALL EQUIPMENT AT ALL SITES). BIDS FOR INDIVIDUAL COMPONENTS OF “PROJECT A” WILL BE DISQUALIFIED. VENDORS WISHING TO SUBMIT A BID ON “PROJECT A” MUST ATTEND ONE OF TWO MANDATORY SITE VISITS. THE FIRST VISIT IS WEDNESDAY, NOVEMBER 5, 2014; THE SECOND VISIT IS WEDNESDAY, NOVEMBER 19, 2014. ON BOTH DAYS VENDORS SHOULD REPORT TO THE DISTRICT OFFICE LOCATED AT 438 E MARKET STREET, WARRENSBURG, MO 60493, AT 1PM. BIDS FROM VENDORS WHO DID NOT ATTEND A SITE VISIT WILL BE DISQUALIFIED.

Category Two “Project A” Intent - The intent for the finished project on this bid is that it be a turn-key setup, requiring no additional setup from the school district when completed. The Warrensburg R-VI School District wants a large amount of new wiring run to location to eliminate the use of small home switches in this network. The wiring is expected to be Cat6 Plenum cabling, and is to include all termination, including termination to patch panels on the switch side of the run as well as faceplates and metal raceway on the end of the run. Additional fiber runs are required in some buildings. When these are run, the cabling is expected to be terminated on each end, and for there to be a fiber patch panel installed on the switch rack with a short fiber patch cable making the final section of the run.

The district is expecting primarily chassis switches capable of layer 3 switching, and we want VLANs configured for the network as part of the job. The devices will need to support our existing Shoretel VOIP solution, as well as our existing security camera system. Where required, new racks will need to be installed to support the new switching and wiring.

We are also expecting a district-wide wireless solution to support BYOD and future plans for 1:1 devices. The access point count on the RFP is an estimate using an Aerohive heatmap, and may need to be adjusted based on the walkthrough and additional planning.