Ottawa Unified Sch Dist No. 290

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

IFCB Posted : Feb 2, 2015

Bid Deadline : Monday, Mar 2, 2015

Questions Due By : Monday, Feb 23, 2015

Applicant Address : Ottawa, KS 66067

IFCB ID : 477890001314461

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.

· 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.

· 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 2/4/15: NETWORK DIAGRAMS HAVE BEEN ADDED

Category 2 Project:

DISQUALIFICATION FACTOR project: 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 ATTACHED instructions 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.

Applicant needs to replace existing switches (list available for download) for all locations with standardized switches, 48 port 10/100/1000 with a 10 GB uplink capability and PoE+. Applicant prefers Cisco equipment, but functional equivalents are fine.

There is an additional document available for download which provides details for the Applicant’s Category 2 project. On the second worksheet of the download are the wireless access points and controller information the school would like to replace.

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

Year18RequiredICTemplate37.xlsm
Year18RequiredTemplateInstructions77.pdf
OttawaUSD290Cat2Projects.xlsx
OttawaNetworkDiagrams.docx

Bid deadline has been reached.

Questions Received with Applicant Answers ( Ask Questions? )

Do you want the hardware installed too?

Answer:
No

Your proposal says you need standardized 48 port 10/100/1000 with a 10GB Uplink capability and PoE+. Do all Switches need to be 10GB capable or just the swithes that have Fiber SFP modules in them?

Answer:
All switches need 10Gb capability.

Your proposal and listing of different buildings states the need for RJ45 - GBIC/SFP's to some locations. Do these RJ45 - GBIC/SFP's need to be 10GB for the listed distance or are just the Fiber SFP's suppose to be 10GB for the listed distance?

Answer:
We want a 10Gb backbone to each school..so yes, any fiber SFP needs to be 10Gb capable. Links inside the building need to be 10Gb capable. If they are currently RJ45, the switches need to have the ability to go to 10Gb, but we will pull the fiber at a later date (and purchase the proper SFP's later as well). RJ45 SFP's should be 1Gb.

Is there a map or drawing of the backbone that would further explain the relationship of each switch to the rest of them?

Answer:
A network diagram has been added as an attachment.

After examination of the list of equipment in each building it appears as there may be some extra SFPs not connected to anything or some RJ45 SFPs that you may have wanted as Fiber SFPs. Line 18 LCN LCN-MDF1 shows 3 Fiber SFPs but where do they connect to? Line 19 LCN LCN-MDF2 shows 3 RJ45 SFPs but only denotes to 16 & 17 Line 19 LCN LCN-MDF2 shows 1 Fiber SFP but no where does it connect to? Line 23 MIS BUSBarn-Sw1 shows 2 Fiber SFPs to 50 but do you really want 2 connections to 50 or does one go somewhere else? Line 27 OHS HS-CORE-SW1 shows 5 fiber GBICS with 2 to 51 and how many to 34? (3?) It also shows 5 RJ45 GBICS to 28? Do you want all 5 connecting to 28 or should some go elsewhere? Line 32 OHS HS-VOTEC-SW1 showsRJ45 SFP to 35 at 320' and a Fiber SFP to 33 at 180'. Was the 320' to 35 suppose to be a fiber SFP? Line 39 OMS MS-Admin-Office 2 RJ45 SFPs......where do they connect to?

Answer:
Line 18 LCN LCN-MDF1 shows 3 Fiber SFPs but where do they connect to? One to 19, one to 51, and one to 23 (currently inactive)

Lincoln data was merged improperly during data collection.

LCN	LCN-IDFA1	WS-C3560-48PS-S	2 RJ45 GBICs (to 16&17 @1'), Fiber SFP (to 19@170')
LCN	LCN-IDFA2	WS-C2950G-48-EI	RJ45 GBIC (to 15@1')
LCN	LCN-IDFA3	WS-C2950G-24-EI	RJ45 GBIC (to 15@1')
LCN	LCN-MDF1	WS-C3560-48PS-S	3 Fiber SFPs ( to 50@31,500', to 19@4', one disabled to 23)
LCN	LCN-MDF2	WS-C3560-48PS-S	2 RJ45 (to 20@1', to 21@1'), 2 Fiber SFP (to 18@4', to 15@170')
LCN	LCN-MDF3	WS-C2960-48TC-L	2 RJ45 SFPs (to 19@1', to 22@1')
LCN	LCN-MDF7	WS-C2950G-48-EI	RJ45 GBIC (to 19@1')
LCN	Lin-Sw8	WS-C3560-48PS-S	RJ45 SFP (to 20@1')

Line 23 MIS BUSBarn-Sw1 shows 2 Fiber SFPs to 50 but do you really want 2 connections to 50 or does one go somewhere else? One to 50, one to 18. The one to 18 is no longer used.

Line 27 OHS HS-CORE-SW1 shows 5 fiber GBICS with 2 to 51 and how many to 34? (3?) Two to 51, one to 34, one to 33, one to 34. Footages are on those lines.

It also shows 5 RJ45 GBICS to 28? Do you want all 5 connecting to 28 or should some go elsewhere? One to 28, one to 29, one to 30, one to 31, one to 26, footages are on those lines.

Line 32 OHS HS-VOTEC-SW1 showsRJ45 SFP to 35 at 320\' and a Fiber SFP to 33 at 180\'. Was the 320\' to 35 suppose to be a fiber SFP? No. It is RJ45. Cutting it close, but within spec and working. It needs to be fiber...but that is outside the scope of this project.

Line 39 OMS MS-Admin-Office 2 RJ45 SFPs......where do they connect to? Voice Gateway and an ATA

The following switches have Gig Copper SFPs requested. BOE CORE SW1 BOE-SW2 EF-CORE-Sw2 GAR Closet2-SW1 GAR Closet3-SW4 GAR Core SW1 LCN-IDFA1 LCN-MDF1 LCN-MDF2 LCN-MDF3 Lin-Sw8 HS-3750E HS-CORE-SW4 HS-VOTEC-SW1 TAP-SW2 Learning-3560 MS-ADMIN-Office MS8thLab-SW3 MS-Core-3560-1 Are there available Ethernet ports available on each switch to reduce the need for SFPs?

Answer:
All of the switches that have 1Gb RJ45 SFP's currently only have Gb uplink ports. If your new switch is a Gb switch, then no, we would not need SFP's on those switches.

There are several Copper RJ45 GBICS requested on this list of materials. Do these need to be 10GB or just 1GB capable?

Answer:
1Gb capable.

Your bidding instructions state specifically, "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." Do you have another Template with sections for each school or do you have a password to unprotect the current template so that we can break up our bid per school? If not these solutions how do we break up our bid per school and annotate it as such? Do we submit different ITEM 21b - Internal Connections for each school property?

Answer:
That USAC template can’t be modified; we will need one spreadsheet per school. USAC rules also allow you to combine other stand-alone buildings into a single school, as long as certain conditions are met. If a stand-alone building serves just one school (like a HS Gym) and is on the same school property as that school (meaning you can walk from one to the other without crossing a public street) then equipment for that building can be provided on just one spreadsheet. If the building serves more than one school (like a Gym for the ES and HS), or if it’s not located on the same piece of school-owned property it will need its own spreadsheet. If you are unsure if the building in question meets the conditions above, please use a separate spreadsheet and we will figure it out from there. We appreciate your diligence in this process.

I understand you want one submittal sheet (template) per each building. The Template does not give a column for extension of sale price (multiply qty bid by price each). Will you be making those extensions for grand total comparison or should we submit an extra sheet that shows the totals per school building and a grand total?

Answer:
The “one time eligible cost” field should be the extended cost of each line item.

The requirements for bid submittal say vendors must submit on the approved template. However, the latest approved template has no place for submitting company name address, SPIN #, and it does not total up the bid with a final total number. Will we be disqualified if we include a summary sheet, a cover sheet and any addendum that make our bid more clear document to understand?

Answer:
You can submit any other document you want, as long as you fill out the template for the scope of work. We would prefer that you combine your bids into one submission (.zip folders will work) but if you need to submit multiple documents you can hit your refresh button to do so. You will not be DQ’d for submitting additional documents as long as you include the template for each school location.

You make mention above regarding the template having a scope of work attached. The latest template has place that gives us a place to enter a scope of work. Where would you like that Scope of work to be......on an additional document?

Answer:

Sure, an additional document would be fine. You’re not required to only submit the template, but the template must be part of your bid submission or your bid will be DQ'd. If you want, you can zip multiple documents into one folder and submit it that way. Otherwise you might have to hit your refresh button to submit more than one.

Question deadline has been reached.