1-2026 Data Center RFP Checklist.xlsx
XLSX spreadsheet 22 KB Posted
- Solicitation number
- 25-032 (BS) Data Center Equipment Refresh (E-Rate)
- Issued by
- Bexar County, Texas
About this file
The document is a proposer checklist for the San Antonio Independent School District (SAISD) Data Center Equipment Refresh project, which is seeking proposals for a technology infrastructure upgrade funded through E-Rate. The project involves refreshing data center equipment, with a focus on Cisco network products and installation services. The proposed installation window is from July 1, 2026 to September 30, 2027, contingent upon receiving a Funding Commitment Decision Letter (FCDL) from the Universal Service Administrative Company (USAC). Proposers must provide comprehensive services including equipment procurement, installation, existing equipment removal, and disposal, with strict requirements for project management, on-site coordination, and technical expertise.
The project requires proposers to have specific technical certifications, including a Cisco Certified Internetwork Expert (CCIE) and Criminal Justice Information Systems (CJIS) certification. Funding is anticipated through E-Rate, with the Service Provider Invoicing (SPI) billing methodology, where vendors will only invoice SAISD for the discounted portion of services and equipment. Proposers must comply with detailed execution guidelines, including not starting work without an approved purchase order, attending scheduled meetings, providing comprehensive equipment inventories, and ensuring minimal disruption to existing data center operations. The district reserves the right to request reimbursement for any damages caused during the project and requires proposers to meet all city, county, state, and federal codes.
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Other files
| File | Type | Posted |
|---|---|---|
| 3-Price Sheet.xlsx | XLSX spreadsheet | |
| 2-RFP 25-032 (BS).pdf | ||
| 4-Addendum 1.pdf |
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Text version
Sheet1 SAISD Data Center Equipment Refresh (E-Rate) - Proposer Checklist Must be submitted along with proposal, in Excel format (not PDF or scanned)
| Company: | ||||
| Filled out by: | ||||
| Line # | Description | Yes | No | Proposer Notes or Comments |
| 1 | Bid Submission | |||
| 2 | Proposer agrees to provide prices that include equipment/services as described in the Bill of Materials attached to the solicitation. | |||
| 3 | Proposer agrees to provide Cisco Network Products and Services or the equivalent. Equivalents must be evaluated and approved by SAISD. | |||
| 4 | Proposer agrees to provide installation services pricing as detailed in the Statement of Work Section of the solicitation. | |||
| 5 | Proposer acknowledges that E-Rate funding is anticipated for some or all of this project. | |||
| 6 | Propser acknowledges that work is not anticipated to commence until SAISD has received a Funding Commitment Decision Letter (FCDL) from USAC. | |||
| 7 | Proposer acknowledges that the E-Rate acceptable installation window is July 1 2026 - September 30 2027, pending receipt of FCDL. | |||
| 8 | Proposer acknowledges that SAISD anticipates utilization of the Service Provider Invoicing (SPI) billing methodology, which requires the vendor to invoice SAISD only the discounted portion of services and equipment. | |||
| 9 | Proposer has a Cisco Certified Internetwork Expert (CCIE), with experience with data centers and data flow, that will be involved in the project. Documentation of certification is included in the proposal. | |||
| 10 | Proposer has an employee with Criminal Justice Information Systems (CJIS) certification. Documentation of certification is included in the proposal. | |||
| 11 | Proposer has experience with Cisco ACI, ISE, and wireless technologies. (Please provide detail in the comments or refer to the section of your proposal highlighting this experience) | |||
| 12 | Project Execution Guidelines | |||
| 13 | The Proposer shall not start any work without the receipt of an approved Purchase Order and coordination with the SAISD Project Management Office or Office of Network and Telecommunications or designee. | |||
| 14 | Once awarded, proposer must attend scheduled meetings as specified by SAISD, including a Kick-Off meeting, weekly/regular status meetings, and a closeout meeting. | |||
| 15 | Proposer shall provide a a project manager, or similar primary point of contact, for duration of the project. | |||
| 16 | SAISD must approve the schedule and timing of the installation services. Access to SAISD data centers will require SAISD escort and may require proposer's employees to provide a valid driver's license for routine visitor screening. | |||
| 17 | Installation services must be executed in a manner that does not require both data centers to be offline simultaneously. | |||
| 18 | All work must meet and/or comply with all City, County, State and Federal codes. | |||
| 19 | Proposer will provide the appropriate permits, inspections and fees as needed. | |||
| 20 | Proposer may conduct on-site surveys at all campuses identified, to review and identify existing equipment at each campus, with at least 48 hours notice to SAISD project staff. | |||
| 21 | Proposer will complete all equipment staging, storage, assembly, and configuration (where possible) at vendor's facility. | |||
| 22 | Proposer will dispose of all waste, discarded materials and rubbish to their off-site location. Trash cannot be disposed using an SAISD facility. | |||
| 23 | Equipment must include a physical barcode label on all equipment in an accessible location. SAISD will provide the required fields during project execution, but typically include hostname, serial #, contract #, installation date, and E-Rate funding year (if applicable) | |||
| 24 | Proposer will provide a spreadsheet containing a comprehensive inventory of all installed equipment. Required fields will be discussed during project execution, but typically include hostname, serial #, contract #, installation date, and E-Rate funding year (if applicable) | |||
| 25 | Propser will remove existing equipment, transport it, and dispose of it according to industry standard environmental and data protection standards. | |||
| 26 | Proposer will take a complete inventory of any equipment removed during the contract in a standardized spreadsheet format, including make, model, serial #, and removal date. | |||
| 27 | Proposer will complete testing to ensure that SAISD's failover configuration performs correctly. | |||
| 28 | The Proposer will provide Cisco education credits for disposal of removed eligible equipment, if any credits are available for the removed equipment. | |||
| 29 | WARRANTY | |||
| 30 | Proposer will ensure that all warranty dates are registered correctly in the manufacturer's system. | |||
| 31 | Proposer will be responsible for any damage to SAISD property or leased facilities, including facilities and furniture. | |||
| 32 | The Proposer will repair and restore the premises, equipment, etc. to the satisfaction of SAISD’s designee. | |||
| 33 | SAISD reserves the option to request reimbursement for repairs and restoration that may be performed as a result of damage caused by the Proposer. |
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