IFCB Posted

04 January 2019

Coldspring-Oakhurst CISD

District Address

PO Box 39

Coldspring, TX 77331

IFCB ID: 190013413


Bid Deadline:

20 February 2019

Questions Due By:

22 January 2019


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. 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.
 
·         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 internet access service, please identify the amount to be cost-allocated out for the ineligible services – email service, web hosting, content filtering, or other bundled ineligible services.

·         INTERNET ACCESS DISQUALIFICATION FACTOR: Any and all installation charges must be identified on your bid. If you submit a bid indicating that installation charges may apply without listing those charges, we will consider your bid incomplete and disqualify your bid.
·         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: 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 an entire Project A, Project B or Project C.  Bids for individual components of a single 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: Bids that include equipment that was manufactured for use outside of the United States 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.
 


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

2019C2BiddingInstructions4693.docx

C2COVERPAGE8183.pdf

CategoryTwoAttachment52.xlsx

UpdatetoSwitchProjectProjectB.xlsx

WalkthroughQuestions11419.docx



Services and Equipment Requested


UPDATE 1/23/19: The bid deadline has been extended to 2/20/2019.

UPDATE 1/14/19: Q&As from the walkthrough have been added as an attachment

UPDATE: 1/11/19: The previous walkthrough date of 1/21/19, has been moved to the 18th at 10am. 

UPDATE 1/9/19: Additional details about the switch project (Project B) have been added as an attachment.

Internet Access – Minimum 250Mb bandwidth, maximum 2Gb bandwidth. Please also include bids for 500Mb, 1Gb, and 1.5Gb bandwidths. Please include pricing for a leased router. Please indicate whether the entire circuit is owned or leased from another provider, and if so, whom? The terminating address for this circuit is 14100 State Hwy 150, Coldspring, TX 77331; (936)653.  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 internet access service, please identify the amount to be cost-allocated out for the ineligible services – email service, web hosting, content filtering, or other bundled ineligible services. 

NOTE: Per USAC’s current guidance about applying for Internet access this applicant is checking the Leased Lit Fiber, Internet Access: ISP Service only and Internet Access and Transport Bundled.
INTERNET ACCESS DISQUALIFICATION FACTOR: Any and all installation charges must be identified on your bid. If you submit a bid indicating that installation charges may apply without listing those charges, we will consider your bid incomplete and disqualify your bid.
 
Leased Lit Fiber- 5 connections running from the hub site of 14100 State Hwy 150, Coldspring, TX 77331 to the following locations;
 
13605 State Hwy 156, Coldspring, TX 77331
1510 State Hwy 150, Coldspring, TX 77331
125 FM 1514, Coldspring, TX 77331
120 Slade St., Coldspring, TX 77331
201 Jones Avenue, Coldspring, TX 77331
 
Please include bids for 100Mb, 250Mb, 500Mb, 1Gb, 5Gb, and 10Gb bandwidths. Please include pricing for leased switches. Please indicate whether the entire circuit is owned or leased from another provider, and if so, whom? 
 
 
Internal Connections

Project Narrative

James Street Elementary Project: A new Pre-K building is being added and will need a new IDF rack installed that will house new network equipment. 50x Cat6 network drops will need to be run, as well as a fiber connection run from the main MDF. Other equipment requested will be for updating current infrastructure.
Coldspring Intermediate Project: The requested equipment will be for updating current infrastructure.
Lincoln Junior High Project: A new science lab is being added that will need a new IDF rack installed to house new network equipment. 34x Cat6 network drops will need to be run, as well as a fiber connection run from the main MDF. A new band hall is being added that will need a new IDF rack installed to house new network equipment. 16x Cat6 network drops will need to be run, as well as a fiber connection run from the main MDF. The gym will need 20x more Cat6 network drops added. All other equipment requested will be for updating the current infrastructure. 
Coldspring High School Project: The high school is adding on a new CTE wing that will need a new IDF rack installed to house new network equipment. 20x Cat6 network drops will need to be run, as well as a fiber connection run from the main MDF. All other equipment requested will be for updating the current infrastructure. 
Jones Education Complex Project: 4x Cat6 network drops needed for access points. All other equipment requested will be for updating the current infrastructure. 
 
Voluntary Site Visit

Vendors wishing to bid on internal connection project A or B, can attend a voluntary site visit one day January 14th, or January 18th, beginning at 10am. Vendors will meet at the Technology Dept. located at Jones Education Complex, 125 FM 1514, Coldspring, TX 77331. Walkthroughs for each location will begin from the Education Complex on both days. 
 
INTERNAL CONNECTIONS:  There is another document associated with this IFCB available for download that details the equipment the applicant wishes to purchase.  The document lists equipment that the applicant prefers – they will also accept functional equivalents of said items. 

BASIC MAINTENANCE OF INTERNAL CONNECTIONS:  There is another document associated with this IFCB available for download that lists the equipment to be maintained. 

Basic Maintenance Project C – see Internal Connections request for Project B.
 
Compatibility Requirement

Core switch expansion modules will be going in existing HP and Aruba 5400 series switches and will need to be compatible with them. 
 
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 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 an entire Project A, Project B or Project C.  Bids for individual components of a single project will be disqualified.
DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Bids that include equipment that was manufactured for use outside of the United States 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.
 


Bid deadline has been reached.



Questions Received with District Answers:





Question deadline has been reached.


Q:

Racks What are the width and depth requirements? Wall mount or stand alone? How much U space is needed? Locking or non-locking? UPSs What form (rack mount or tower) UPS you would like? Type of UPS? (Offline, Line interactive, or Double Conversion) How many watts do you need per UPS? Run time? Input/output voltages? Power distribution required/Outlets required?

A:

 

Racks:

What are the width and depth requirements? Wall mount or stand alone? How much U space is needed? Locking or non-locking?

A total of 4 racks are requested. 3 will be wall mounted. (We currently have Hoffman wall mounted racks in place already). They need to be enclosed, lockable, and have swing out capabilities to access the backside once its mounted. Dimensions need to be roughly 2’x2’x4’ (LxWxH). The 4th rack needs to be a stand-alone floor mounted rack. Non-enclosed, therefore not able to lock. Dimensions need to be roughly a 2 post rack, appx 2’ wide, and 7’ tall.

UPSs:

What form (rack mount or tower) UPS you would like? Both. We would like 10x rack mountable UPS (all 2500W+) and 5x tower UPS (2x 1500W+ and 3x 2500W+).

Type of UPS? (Offline, Line interactive, or Double Conversion) Line Interactive

How many watts do you need per UPS? 2 need to be capable of 1500 watts or greater, 13 need to be 2500 watts or greater.

Run time? Prefer to have a minimum of 10 minutes at 50% load capacity

Input/output voltages? 120V

Power distribution required/Outlets required? Needs to have 6 outlets available for use

 

We would like the following, or comparable:

For 2500W+ Rack Mounted models: APC Smart-UPS SMT3000RM2U (2U space in racks); quantity of 10

For 2500W+ Tower models: APC Smart-UPS SMT3000C; quantity of 3

For 1500W+ Tower models: APC Smart-UPS SMT2200C; quantity of 2

Q:

For UPS: • Do you require a specific APC UPS model? If so, which? • What VA rating is required? • Do you prefer rackmount or tower? If both, how many rack mount and how many tower are needed? For the IDF Racks: * 2 post or 4 post * Wall mount of freestanding * Open or enclosed?

A:

 

For UPS:

Do you require a specific APC UPS model? If so, which?

We would like the following, or comparable:

For 2500W+ Rack Mounted models: APC Smart-UPS SMT3000RM2U (2U space in racks); quantity of 10

For 2500W+ Tower models: APC Smart-UPS SMT3000C; quantity of 3

For 1500W+ Tower models: APC Smart-UPS SMT2200C; quantity of 2

What VA rating is required?

120V

Do you prefer rackmount or tower? If both, how many rack mount and how many tower are needed?

BOTH:

Tower: 2x capable of 1500W or greater, 3x 2500W or greater

Rack Mountable: 10x 2500W or greater

 

For the IDF Racks:

2 post or 4 post?

Wall mount of freestanding?

Open or enclosed?

3x racks that are 2’x2’x4’ (LxWxH), wall-mounted, enclosed, lockable, that are on swing out hinges.

1x rack that is a 2 post, free standing (mounted to floor), open rack

Q:

Based on the feedback that I am getting from my providers in the Coldspring area Lit Fiber isn't available in this area, however, dark fiber is. Would you be interested in looking into dark fiber instead?

A:

 We are only requesting bids for lit fiber

Q:

Is there a breakdown per campus on existing Access Points?

A:

 

James Street Elementary School: 22

Coldspring Intermediate School: 23

Lincoln Junior High: 22

Coldspring-Oakhurst High School: 32

Central Administration Building: 3

Jones Education Complex: 5

COCISD Police Dept: 1

COCISD Transportation Dept: 2

 

Combined total of 110 access points

Q:

How much bandwidth does the district currently have (or is upgrading to)? How many daily users does the district see on its network?   Are these wireless access points to be installed at a height of 15ft or less from the ground?   Are these wireless access points to be installed according to a predetermined survey?   Are these wireless access points being installed in the same building as other access points already in use?   What make/model number of existing access points will these new wireless access points be installed near?   Are each of these wireless access points replacing older access points 1:1 in the same location?   What make/model number of old access points are the new wireless access points replacing?   Is there already copper (CAT5/6) cabling installed to the mounting locations for these new wireless access points?   Is there already a Wireless LAN Controller (WLC) for the access points at these locations?   What make/model number of WLC is controlling the existing access points at these locations?   What are the details of any/all wireless SSIDs being used by the wireless environment currently at these locations?   What are the Authentication methods being used by the wireless environment currently at these locations?   Will these new wireless access points require power adapters/injectors or is Power-over-Ethernet available from the Ethernet switch they will connect to?   What is the average quantity and type of client (e.g. laptop, tablet, phone) that will connect to each of these wireless access points Do switches need to be 10GB capable?   What type of optic fiber will be needed?   Should switches be stackable? Regarding the drops, what is the ceiling height where the drops will be run? Is it all drop ceiling where the drops would be run? Are any extra height ladders or lifts going to be required? Is plenum rated cable required?

A:

 

How much bandwidth does the district currently have (or is upgrading to)?

Currently 250Mbps, Looking to upgrade at next fiscal year to a minimum of 500Mbps

 

How many daily users does the district see on its network?

Appx. 750-1000

 

Are these wireless access points to be installed at a height of 15ft or less from the ground?

Most all will not be installed at a height greater than 15ft. The only exception would be APs going in the band hall that has a higher ceiling.

 

Are these wireless access points to be installed according to a predetermined survey?

No

 

Are these wireless access points being installed in the same building as other access points already in use?

Only a few. For the most part, all of these access points will be installed in various new buildings that are currently being constructed.

 

What make/model number of existing access points will these new wireless access points be installed near?

We are currently using 100x Ruckus ZoneFlex 7982, and 10x Ruckus R700 access points

 

Are each of these wireless access points replacing older access points 1:1 in the same location?

None of these will be replacing current access points. They will be added to the infrastructure to provide more coverage to new areas of need.

 

What make/model number of old access points are the new wireless access points replacing?

N/A. See above answer.

 

Is there already copper (CAT5/6) cabling installed to the mounting locations for these new wireless access points?

No. The RFP is also requesting bids for cabling/drops to be installed; a portion of which will be dedicated for new wireless access points.

 

Is there already a Wireless LAN Controller (WLC) for the access points at these locations?

Yes, we have two controllers at our main MDF that support the APs throughout the district.

 

What make/model number of WLC is controlling the existing access points at these locations?

2x Ruckus ZoneDirector 3000 controllers

 

What are the details of any/all wireless SSIDs being used by the wireless environment currently at these locations?

1x Guest SSID, 2x Faculty SSIDs, and 2x Student SSIDs. Each of these categories see appx 250 users connected daily. Both faculty and student SSIDs have 1 that connects with RADIUS, and one with a preset passkey.

 

What are the Authentication methods being used by the wireless environment currently at these locations? 

The two SSIDs using RADIUS to connect are using 802.1x EAP Authentication, all others are open. Encryption for all is currently set to WPA2.

 

Will these new wireless access points require power adapters/injectors or is Power-over-Ethernet available from the Ethernet switch they will connect to?

POE will be provided.

 

What is the average quantity and type of client (e.g. laptop, tablet, phone) that will connect to each of these wireless access points Do switches need to be 10GB capable?

This will vary by campus. The new access points going in at Elementary will primarily see tablets, whereas the Jr High and High School will primarily see more laptops and chrome books connected. Jones Complex will primarily see laptops. We are looking for access points that can connect ~30 clients concurrently. The switches these APs will be connected to do not need to be 10GB capable, but will be 1GB POE+ at a minimum.

 

What type of optic fiber will be needed?

The fiber runs that will be installed will be connecting buildings on a campus back to that campus MDF, and can therefore get by on multi-mode fiber.

 

Should switches be stackable?

They do not have to be.

 

Regarding the drops, what is the ceiling height where the drops will be run?

Estimated height is between 8 and 12 feet, except for any band hall drops that may need to be higher.

 

Is it all drop ceiling where the drops would be run?

No. There will be runs terminated in some drop ceilings for ceiling mount APs, some drops for wall port connectivity, and some drops will be in a band hall, possibly at a greater height than 15ft.

 

Are any extra height ladders or lifts going to be required?

No lifts should be required. The height of ladders used would be vary, but I do not see a need for a ladder height over 7ft for the majority of the drops. Band hall drops may need a 12ft+ ladder.

 

Is plenum rated cable required?

No