All bid deadlines are 11:59pm Pacific Time the date of the bid deadline listed unless otherwise noted.

school Ashdown School District
IFCB Posted : Oct 28, 2014
Bid Deadline : Friday, Dec 5, 2014

Questions Due By : Monday, Nov 24, 2014
Applicant Address : Ashdown, AR 71822
IFCB ID : 446880001246356

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 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.
 
·         VENDORS WISHING TO SUBMIT BIDS FOR THE CATEGORY TWO PROJECT MUST ATTEND ONE OF TWO MANDATORY SITES AT THE TECHNOLOGY CENTER, 960 SOUTH LOCUST STREET, ASHDOWN, AR 71822. THE FIRST WILL BE HELD THURSDAY, NOVEMBER 6, 2014, FROM 9AM - NOON; THE SECOND WILL BE HELD WEDNESDAY, NOVEMBER 12, 2014, FROM 9AM - NOON. BIDS RECEIVED FROM VENDORS WHO DID NOT ATTEND EITHER MEETING WILL BE DISQUALIFIED.
 
·         VENDORS ARE REQUIRED TO BID THE ENTIRE CATEGORY TWO PROJECT. BIDS FOR INDIVIDUAL COMPONENTS OF THE CATEGORY TWO PROJECT WILL BE DISQUALIFIED.

Services and Equipment Requested :

UPDATE 11/20/14: Answers provided during site visit:

 

I told them all the we want POE type access points so that the district wouldn't have to contract an electrician for each access point.  Also asked that the vendors provide POE Switches at the MDF/IDF's since my switches aren't POE capable.  We discussed high traffic areas of each campus.  Also I told them the types of management features I would like to have within the management module (I want to be able to view, block, and throttle individual wireless clients within the management console.  I want to be able to see data utilization reports.  And would like the possibility of segmenting into different wireless networks within the same Access Point....ie..public network, student network, faculty network, admin network.  I also want the management to be cloud based so that I can manage the network from any location).  I told them I wanted cloud based controller option more than a local hosted controller.  Also that I wanted turn key installation so that we are operational when they finish the job not just a bunch of equipment for me to install later.


UPDATE 11/19/14: There is a new HS diagram and the WAN Fiber Path available for download.

UPDATE 11/19/14: Information from 11/17 site visit:
Several questions were asked yesterday regarding what I'm after with this project.  I told them all the we want POE type access points so that the district wouldn't have to contract an electrician for each access point.  Also asked that the vendors provide POE Switches at the MDF/IDF's since my switches aren't POE capable.  We discussed high traffic areas of each campus.  Also I told them the types of management features I would like to have within the management module.  I told them I wanted cloud based controller option more than a local hosted controller.  Also that I wanted turn key installation so that we are operational when they finish the job not just a bunch of equipment for me to install later.

UPDATE 11/7/14: Switches were mistakenly left off the original 470 and IFCB posting. We have now posted another 470 (304750001249050) requesting switches for this project and have re-started the 28 day clock so that vendors can re-work their proposals to include POE switches to facilitate the WAPs requested in this IFCB. The district likes the features and management console of the Netgear ProSafe GS752TP Gigabit Switch but will accept bids for functionally equivalent equipment. 

While the district prefers vendors to submit a bid for the complete project, bids wil no longer be disqualified if the entire project is not bid.

DISQUALIFICATION FACTOR: VENDORS ARE REQUIRED TO ATTEND ONE SITE VISIT TO BID ON THE PROJECT. VENDORS WHO DID NOT ATTEND ONE OF THE MEETINGS WILL BE DISQUALIFIED. THERE ARE TWO ADDITIONAL DATES AVAILABLE - NOVEMBER 17, 2014 AND NOVEMBER 24, 2014. BOTH WILL BE FROM 9AM - NOON AND MEET AT THE TECHNOLOGY BUILDING, 960 SOUTH LOCUST ST. IF YOU ATTENDED THE NOVEMBER 6 MEETING, YOU ARE NOT REQUIRED TO ATTEND ONE OF THE NEWLY SCHEDULED MEETINGS.

UPDATE 10/30/14: BUILDING PLANS HAVE BEEN ADDED AS A SEPARATE ATTACHMENT TO DOWNLOAD.

Local phone service – Approx 95 lines
Long distance service – Approx 2,400 minutes per month

Cellular phone service – Approx 6 lines

WAN Connectivity for approx 6 sites, minimum 1GB bandwidth for each of the following:

Ashdown High School
171 South Locust Street
Ashdown, AR 71822
(870) 898-3562
 
Ashdown Junior High School
600 South Ellen Drive
Ashdown, AR 71822
(870) 898 -5138
 
L. F. Henderson Intermediate School
410 Burke Street
Ashdown, AR 71822
(870) 898-3561
 
C. D. Franks Elementary School
1321 Foster Drive
Ashdown, AR 71822
(870) 898-2498
 
Ashdown School Administration
511 North Second Street
Ashdown, AR 71822
(870) 898-3208
 
Ashdown District Services (Technology Center)
960 South Locust Street
Ashdown, AR 71822
(870) 898-4406
 
Category Two – Applicant is requesting a wireless network upgrade project that will include wireless access points, wireless controllers, cabling, and UPS devices in all district buildings (listed below). VENDORS WISHING TO SUBMIT BIDS FOR THE CATEGORY TWO PROJECT MUST ATTEND ONE OF TWO MANDATORY SITES AT THE TECHNOLOGY CENTER, 960 SOUTH LOCUST STREET, ASHDOWN, AR 71822. THE FIRST WILL BE HELD THURSDAY, NOVEMBER 6, 2014, FROM 9AM - NOON; THE SECOND WILL BE HELD WEDNESDAY, NOVEMBER 12, 2014, FROM 9AM - NOON. BIDS RECEIVED FROM VENDORS WHO DID NOT ATTEND EITHER MEETING WILL BE DISQUALIFIED. VENDORS ARE REQUIRED TO BID THE ENTIRE CATEGORY TWO PROJECT. BIDS FOR INDIVIDUAL COMPONENTS OF THE CATEGORY TWO PROJECT WILL BE DISQUALIFIED.

Ashdown High School
171 South Locust Street
Ashdown, AR 71822
(870) 898-3562
 
Ashdown Junior High School
600 South Ellen Drive
Ashdown, AR 71822
(870) 898 -5138
 
L. F. Henderson Intermediate School
410 Burke Street
Ashdown, AR 71822
(870) 898-3561
 
C. D. Franks Elementary School
1321 Foster Drive
Ashdown, AR 71822
(870) 898-2498
 
Ashdown School Administration
511 North Second Street
Ashdown, AR 71822
(870) 898-3208
 
Ashdown District Services (Technology Center)
960 South Locust Street
Ashdown, AR 71822
(870) 898-4406
 

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

AshdownBldgplans.pdf
AshdownNewHighSchoolDrawings.pdf
AshdownWANFIBERPATHS.pdf

Questions Received with Applicant Answers   ( Ask Questions? )




I understand bid is for 1 gig WAN connectivity for each of 6 locations. Does the school also need 1 gig internet access for the school to use or is the school just asking for connectivity only betwen the locations with no internet access to the main school? Would the school consider Point to Point WiFi access instead of fiber to each location?

Answer:
 We want 1G between campuses and 300M Internet access.  We prefer fiber connections.  We are not requesting Wireless WANs.

Would you like Managed Routers to be included in the quotes?

Answer:
 Yes I would prefer routers to be included

Would you like 3 year or 5 year pricing?

Answer:
 1 and 3 year pricing. We would prefer scalable contracts - contracts that provide pricing for higher service levels during the term of the contract. For example, a contract that provides for pricing during the term of the contract for 300 Mb, 400 Mb and 500 Mb would be ideal (the pricing for those service levels has to be in the contract in order for USAC to recognize it as a scalable contract).

Does Ashdown School District have a preferred manufacturer for their wireless upgrade project?

Answer:
 We are open to suggestions.  I will look at each manufacturer's devices and decide which is the best option for our district.

Can you please confirm the hub location for your WAN? We provide private WAN services that require a longer contract term. 5 and 10yr terms, but provide you with 1G to 10G of bandwidth without over subscription. Is that something you are open to?

Answer:

Currently CSME but the Ashdown High school would be the main hub point. 10 years is probably too long for us.

Will the pre-bid meetings include receiving campus layouts, campus tours, building visits, etc for the 1 GB connectivity between campuses/buildings?

Answer:
 Building diagrams have been added as an attachment to this IFCB.

Will the school district please make floor plans available for vendors to configure wireless heat maps as a part of their installation plan? These can be in printed format or digital but will aide in providing accurate bids.

Answer:
 Added as an attachment to this IFCB.

Will the mandatory pre-bid meetings need to be attended by a VAR rep and a manufacturer rep, or will a local manufacturer field rep suffice?

Answer:
 A representative of the company that will be submitting the bid and whose SPIN number we will be using, if awarded, needs to attend.

1. Please provide details as to the manufacturer and model # of switches you have at each location requested for WAN Service? i.e. - Cisco 3750 or HP ProCurve. 2. Do you have available Gbps ports for insertion of Service Provider SFP modules at each of these sites? One each at the remote and Five at the Hub site? Thank you!

Answer:
 I have Netgear GS748T switches at all locations....I have sfp's for my existing service provider connections.  The way we are setup now I use one sfp per location including High School which is the main point in our WAN.  I would like to keep this type setup as I don't want the district to be out any additional money for access.  We have spent quite alot lately on network infrastructure and don't want to be out alot with service in the future.  

Is Ashdown interested in a managed Wireless LAN solution or are you only interested in solutions in which you will operate and be responsible for ongoing Wi-Fi design, engineering and MACD? Is Ashdown interested in replacing your wired access layer PoE switches as part of this project or do you expect to use currently installed PoE switches? If the latter, please specify the make and model of switches currently installed. Is Ashdown SD seeking 802.11 a/b/g/n radios or 802.11 a/b/g/n/ac? Does Ashdown SD wish for minimum radio coverage to be determined using 2.4GHz or 5GHz? If requesting 802.11ac radios, 5GHz is assumed. What type of school provided mobile devices are going to be used on the Wi-Fi network? Will the district provide DHCP for device IP addressing? Can you provide the distances for fiber runs between MDFs and IDFs in each building?

Answer:
 Managed LAN - no
Switches - YES - THIS ANSWER WAS CHANGED FROM "NO" ON 11/7/14. 28 DAY CLOCK WAS RE-SET.
Is Ashdown SD seeking 802.11 a/b/g/n radios or 802.11 a/b/g/n/ac?  We would prefer the AC Option but will look at both to best suit the district's needs for wireless.  

Does Ashdown SD wish for minimum radio coverage to be determined using 2.4GHz or 5GHz? If requesting 802.11ac radios, 5GHz is assumed.  

I think minimum needs to be 2.4 ghz. I do believe that best bang for our buck philosophy will be used. Basically we are open to both types and will chose based on the best options overall.  

What type of school provided mobile devices are going to be used on the Wi-Fi network?   

We use iPads, Chromebooks, laptops, MacBooks, windows tablets, etc. We have roughly 700 chromebooks now so this will be our primary device along with iPads.  

Will the district provide DHCP for device IP addressing? 

Yes we maintain our own DHCP SERVERS 

Can you provide the distances for fiber runs between MDFs and IDFs in each building? 

I do not have this measurement.  Would be best for the vendor to measure for theirselves on the walk thrus 

We would like to inspect buildings that are to be connected and the path between them. How do we arrange to do that?

Answer:
 Although not required for WAN bids, you can attend the meeting below.
NOVEMBER 12, 2014, FROM 9AM - NOON.

Regarding the 1 GB Minimum connectivity between buildings, is the fiber to be lit or dark?

Answer:
 Lit fiber

How many point to point WAN connections terminate at the Hub today? One 1.0 Gbps connection or Fvve 1.0 Gbps connections?

Answer:
 The main hub point is the high school campus.  There are 1G fiber connections from the high school to 5  campus sites.  We need 300M connection to the internet 

How many cellular minutes are required for the (6) individual lines or aggregate of pool minutes

Answer:
 2100 shared plan minutes. We have rollover and mobile to mobile included now. Would like to keep these features. 

Does the 1 GB connections between between the 6 sites currently exist or are you wanting the connections to be established? If they do not currently exist, we want to schedule a time to visit each location to do a site inspection. When may we do that?

Answer:
 Currently exist; we are leasing from a telco.

We want to visit each site that is to be connected by the 1 GB fiber to do a site inspection. How do we arrange to visit each site?

Answer:
 Sure, if you were not able to attend the meeting today you can attend the two meetings we still have scheduled. 
NOVEMBER 17, 2014 AND NOVEMBER 24, 2014. BOTH WILL BE FROM 9AM - NOON AND MEET AT THE TECHNOLOGY BUILDING, 960 SOUTH LOCUST ST.

Will campus tours, building visits be allowed after the pre-bid meeting or by appointment?

Answer:
 You should be able to view the site during the meeting time below. We are not scheduling additional meetings at this point. 
NOVEMBER 12, 2014, FROM 9AM - NOON.

If vendors were present at the district site visit on November 6th, will this qualify as having attended on the new 470?

Answer:
 Correct, attendance is only required for one of the site visits. If you attended one, you do not need to attend any of the other meetings.

Current recommendations as verbalized by the AR DIS in response to 1-to-1 student/device deployment initiatives are to plan for 1-AP-per-classroom to support current and/or future device density. Another reason for this is the migration away from reliance on interference-prone and lower-bandwidth 2.4 to 5 GHz, which has a smaller coverage footprint but much less interference and greater throughput capabilities, particularly with 802.11ac. Another consideration for deploying APs more densely is to safeguard WLANs against the impact of single-AP failures. Are you comfortable with pursuing 1-ap-per-classroom deployments, from a cost perspective, when "good enough for now and maybe the next couple of years" coverage could be had for 1/2 to 2/3 the cost of full deployment? Or, are you hoping to future-proof and fault-proof this deployment from the get-go?

Answer:
 With any technology item we deploy In the district I strive to get the best value for our dollar. I want the most advanced technologies but also have to be conscious of our district budgets.  I would like to have the best of everything but price will play an important role in our decision making. As for the ap per classroom path I don't see that as being an obtainable goal at this point. I see having good wifi coverage and having Ap density in spots with high usage areas. 

You had stated that we needed PoE switches for all WiFi devices. If we have an IDF that only has 1 or 2 units to be installed, it seems like a waste of money to put a new PoE switch in place for such low usage. Such is the case for some of your detached gyms for example. In that case, would it be acceptable to just use power supplies instead of a PoE switch? If you will allow the exception, how many devices will you allow without a PoE switch? I would respectfully request 4 or less be allowed as that few would easily run on a quality surge strip since these units draw relatively low amperage.

Answer:
 I would prefer the entire project to have poe throughout.

The RFP on your website references 470 # 446880001246356. Will there be a new RFP for the new 470 # 304750001249050?

Answer:
 No, both 470s have been incorporated into this IFCB so you only have one document to track and one bid to submit. We did re-start the 28 day clock when we posted the second 470.

I know you had vendors fill out a sign in sheet on the first walk through. Will you make a list of vendors that did at least one walk through available?

Answer:

We’re not planning on making that available, as that would let vendors know which companies they are bidding against. 

Are you interested in SIP Trunk service, that can be delivered either in SIP or as plain telephone lines?

Answer:
 I'm after funding for existing services we have in place for our basic phone lines, we're not looking to change the type of service for this year.

Who is the current ISP?

Answer:
 The contract is thru Arkansas Dept of information Services via AT&T. 

David, for purposes of the e-rate process, should the Alt/EAST/AG and fieldhouse buildings all be submitted under the same bid as the high school?

Answer:
Yes 

Would you prefer PoE injectors, power supplies, or PoE switches for these locations?

Answer:
 I would prefer either POE switches or injectors.