Little Axe School District | 778070001265677

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

Little Axe School District

IFCB Posted : Dec 8, 2014

Bid Deadline : Monday, Jan 5, 2015

Questions Due By : Monday, Dec 29, 2014

Applicant Address : Norman, OK 73026

IFCB ID : 778070001265677

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.

· 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 local phone service, please identify the amount to be cost-allocated out for the ineligible services - DID lines, voice mail, caller ID, inside wire maintenance, 900 call blocking, or other bundled ineligible services.

· 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 VOIP phone service, please identify the amount to be cost-allocated out for the ineligible features such as voicemail, conference bridge, DID lines, caller ID, or other bundled ineligible services.

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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 bundled data and voice plans, please identify the amount to be cost-allocated out for the ineligible data, text messaging functions or other bundled ineligible services.

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CATEGORY 2 DISQUALIFICATION FACTOR: Vendors must use the Year 18 Required IC Template when submitting a bid. Vendors that submit bids that do not use this template will have their bids disqualified. See IFCB for details.

· CATEGORY 2 DISQUALIFICATION FACTOR: SERVICE PROVIDERS ARE REQUIRED TO BID THE ENTIRE HARDWARE PROJECT/UPGRADE. BIDS FOR INDIVIDUAL COMPONENTS OF THE PROJECT/UPGRADE WILL BE DISQUALIFIED.

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BMIC DISQUALIFICATION FACTOR: 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.

· BMIC DISQUALIFICATION FACTOR: Vendors must use the Year 18 Required BMIC Template when submitting a bid. Vendors that submit bids that do not use this template will have their bids disqualified. See IFCB for details.

· If bidding Category 2: E-rate rules require Category Two budgets to be calculated by each individual school. In order to accurately track those budgets, please break up your bid by each school.

Services and Equipment Requested :

UPDATE 12/31/14: WE HAVE ADDED A BMIC EQUIPMENT LIST BY LOCATION

Local phone service – Approx. 15 lines. 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 local phone service, please identify the amount to be cost-allocated out for the ineligible services - DID lines

Hosted VOIP phone service – Approx. 150 handsets. To area code (405) prefixes 329, 447 & 579. 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 VOIP phone service, please identify the amount to be cost-allocated out for the ineligible features such as voicemail, conference bridge, DID lines, caller ID, or other bundled ineligible services.

Long distance service – Approx. 100 minutes used per month.

Cellular phone service – Approx. 5 lines. 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 bundled data and voice plans, please identify the amount to be cost-allocated out for the ineligible data, text messaging functions or other bundled ineligible services.

CATEGORY 2

DISQUALIFICATION FACTOR: Vendors are required to bid the entire hardware project. Bids for individual components of the project will be disqualified.

DISQUALIFICATION FACTOR: Because USAC now requires data-entry of every line item on a contract, vendors bidding on the Category Two Internal Connections request are REQUIRED to submit bids using the “Year 18 Required IC Template.” Vendors that submit bids that do not use this template will have their bids disqualified. Please be aware that this a new requirement of CRW Consulting. Please see the instructions tab on the document for more detail.

If bidding Category 2: E-rate rules require Category Two budgets to be calculated by each individual school. In order to accurately track those budgets, please break up your bid by each school.

There is a document available for download which lists the items the applicant prefers, functional equivalent bids will be accepted. Applicant also requests bids for all necessary cabling and installation.

Basic Maintenance of Internal Connections

There is a document available for download which lists the items for maintenance (page 2).

DISQUALIFICATION FACTOR: Bids listing only an hourly rate, and not a monthly or annual total will be disqualified.

DISQUALIFICATION FACTOR: Bids submitted must confirm that the company can service the equipment listed.

DISQUALIFICATION FACTOR: Because USAC now requires data-entry of every line item on a contract, vendors bidding on the Category Two Basic Maintenance of Internal Connections request are REQUIRED to submit bids using the “Year 18 Required BMIC Template.” Vendors that submit bids that do not use this template will have their bids

disqualified. Please be aware that this a new requirement of CRW Consulting. Please see the instructions tab on the document for more detail.

IF BIDDING CATEGORY 2: E-RATE RULES REQUIRE CATEGORY TWO BUDGETS TO BE CALCULATED BY EACH INDIVIDUAL SCHOOL. IN ORDER TO ACCURATELY TRACK THOSE BUDGETS, PLEASE BREAK UP YOUR BID BY EACH SCHOOL.

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

Year18RequiredICTemplate54.xlsx
Year18RequiredBMICTemplate83.xlsx
LittleAxeeRateYear18Category2Project.pdf
LittleAxeBMICLocations.pdf

Bid deadline has been reached.

Questions Received with Applicant Answers ( Ask Questions? )

For the Hosted VoIP phone service requested how many voicemails, conference bridging, DID lines and caller ID's are needed beside the 150 handsets?

Answer:
Voicemail for each extension (150), 10 Conference bridges, approx. 100 DIDs, approx. 12 Caller IDs

How many phones will be Administration phones? How many phones will be common area? How many phones will be needed for receptionist? Are there any features needed specifically for receptionist phones and Administration phones?

Answer:
Approx 40 administration phones, approx. 5 common area phones, receptionist phones included in admin phones, specific features for admin/reception include call pickup, call forward, ring groups, dial plans, auto-attendant and voicemail-to-email.

When asking for 10 conference bridges does that refer to 10 people at once or 10 individual conference bridges. We provide 9 party conference bridging.

Answer:
I guess I need to know exactly what is meant by a conference bridge, but it that’s a hardware device that facilitates conference calls, then only one. If it’s a logical feature of the phone system that is configured through a software admin console, then I need one per school site (3), one for central office, one for Special Education, and one for Athletics, and possibly a few others as the need arises.

How many Buildings or locations have phone service/VoIP? Who is your current Hosted VoIP service through? Is your Network flat or have VLAN's? If VLAN's -how many?

Answer:
Locations: 12

Current provider: Jive Communications

Network: VLANs are being rolled out next week. Will have approximately 12 – 16 VLANs.

Could you clarify the cabling for data drops. It states 200 drops for the district, but will need the count per "site" to input into the worksheet. I would assume you will have new cabling for each access point, but what is the additional quantity for each location (Elem, Middle, High, etc.)? Thanks,

Answer:
We need 100 drops for the Elementary, and 100 for the HS, including the AP connections. Many of our classrooms in those 2 sites have a single, 1-port network drop for the whole classroom. We’re looking at adding one drop to the existing one, and adding a second 2-port drop per classroom.

Question deadline has been reached.