1-Box Elder School District C2 RFP 2026 (1).pdf

Box Elder School District 960 South Main Street

Brigham City, UT 84302

BEN# 142830

C2 REQUEST FOR PROPOSALS

470# 260023237

FY 2026/2027

Box Elder School District – Form 470# 260023237

Table of Contents

Purpose

Overview

Internal Network Infrastructure

Scope of Services

Specifications of Internal Connections (E-Rate Eligible) – UPS

Specifications for Basic Maintenance of Internal Connections (E-Rate Eligible)

Network Equipment

Requested Network Equipment

Format of Proposals

Cover Page

Introduction

Executive Summary

Qualifications and Experience

Requirements to Submit Proposal

Approach and Methodologies

Proposed Plan

Project Schedule

Proposed Fees

Certification Statements

Contract Terms

Questions

Submissions of Proposals

Evaluation Methodology

Right to Reject

Right to Disqualify

Public Entity Crimes

Examination of Records

Utah Procurement Protest Section

Utah Public Records/GRAMA Section

Appendix A

Purpose Box Elder School District is seeking proposals from qualified vendors to provide enterprise-grade Uninterruptible Power Supply (UPS) systems, accessories, and eligible maintenance services to support internal network infrastructure funded through the Schools and Libraries Program administered by the Universal Service Administrative Company (USAC) under oversight of the Federal Communications Commission.

Box Elder School District is seeking responses from interested vendors for the following products and services:

• Internal Connections

• Basic Maintenance

This request for proposal (RFP) is issued to invite vendors to submit proposals. Issuance of this RFP in no way constitutes a commitment by BOX ELDER SCHOOL DISTRICT to select a vendor and/or reward a contract. BOX ELDER SCHOOL DISTRICT reserves the right to accept or reject any or all submitted proposals and is issued in accordance with the Utah Procurement Code.

Late submissions will not be accepted.

Event Date RFP Release Date February 25, 2026

Deadline for Vendor Questions March 10, 2026, 5 PM MST Proposal Submission Deadline March 26, 2026, at 10:00 AM MST

Evaluation Period March 26 – March 31, 2026 Anticipated Award Notification March 31, 2026

Overview This section is provided as a general overview of the project and does not modify the more specific sections that will follow and are contained within this RFP.

Box Elder School District currently serves approximately 12,400 students in grades PreK–12. The district operates multiple school facilities across Box Elder County in the State of Utah. These sites are located across both urban and rural communities within Box Elder County in northwestern Utah.

2.1 All proposals must clearly separate products and services that are eligible and ineligible for E-Rate funding. The eligible services list, published by the Universal Service Administrative Corporation (USAC), can be found here.

2.2 BOX ELDER SCHOOL DISTRICT is seeking a vendor to supply Uninterruptible Power Supply (UPS) systems and related accessories to support the district’s internal network infrastructure. Network infrastructure is distributed across multiple Main Distribution Frames (MDFs) and Intermediate Distribution Frames (IDFs). Reliable backup power is required to maintain network availability during power interruptions, protect equipment, and allow for graceful shutdown during power disruptions.

Internal Network Infrastructure

2.3 Proposals should include all recommended equipment, software, and services, separating E-Rate eligible items from noneligible items. If a proposed component is partially eligible for E-Rate funding, https://www.usac.org/e-rate/applicant-process/before-you-begin/eligible-services-list/ a cost allocation table published by the manufacturer must be included with the bid submission.

VoIP, End-user, and surveillance systems are not E-Rate eligible.

2.4 It is the vendor's responsibility to ensure that any new equipment proposed meets the performance specifications of the manufacturer requested in this RFP. BOX ELDER SCHOOL DISTRICT will not release the vendor from the performance guarantee required above, due to malfunctions or defects in vendor installed equipment and/or manufacturer errors or flaws in the equipment or design.

Scope of Services

3.1 BOX ELDER SCHOOL DISTRICT seeks proposals for the purchase and delivery of UPS systems to support network switches, routers, wireless controllers, and associated eligible network electronics.

All vendors must provide a complete description of the services, diagrams, and a clear explanation of the solution being proposed. Proposals will be separated into the following categories:

(E-Rate Eligible)

• Internal Connections

• Basic Maintenance of Internal Connections

Specifications of Internal Connections (E-Rate Eligible) – UPS The district seeks enterprise-grade Uninterruptible Power Supply (UPS) systems to provide backup power protection for eligible internal network electronics including switches, routers, wireless controllers, and associated infrastructure.

Minimum Functional Requirements

1. UPS systems shall provide sufficient runtime to support connected network equipment for a minimum of 30–75 minutes under expected load conditions, allowing for continued operation and/or graceful shutdown.

2. UPS units must provide pure sine wave output suitable for sensitive electronic equipment.

3. UPS topology shall be line-interactive or online/double-conversion and must include:

o Automatic voltage regulation o Surge suppression o Overload protection

4. UPS systems shall support remote monitoring and management, including:

o SNMP monitoring capability o Web interface or centralized management software o Environmental alerting where supported

5. UPS units must be compatible with PoE switches and network electronics used in K-12 environments.

Electrical & Installation Requirements

Vendors must include the following with proposals:

• Input voltage requirements (120V, 208V, or other)

• Output capacity ratings (VA and watts)

• Plug type and electrical service requirements

• Rack-mount depth and U-height requirements

• Maximum heat output (BTU rating)

• Operating temperature range

Rack-mount units shall be provided for rack environments. Tower units may be proposed only where rack installation is not feasible.

Battery & Lifecycle Requirements

Proposals must specify:

• Battery chemistry (VRLA or lithium-ion)

• Expected battery service life (years)

• Replacement procedures and pricing

• Availability of extended battery modules

• End-of-life recycling or disposal procedures

UPS systems shall allow field battery replacement where possible.

Load Validation & Engineering Requirements

Vendors shall provide:

• Estimated electrical load calculations for each site

• Runtime modeling based on proposed equipment loads

• Minimum 20% capacity growth margin

• Documentation of assumptions used in sizing

The district reserves the right to request validation of load calculations prior to award.

Documentation Requirements

Upon completion, the vendor shall provide:

• Equipment asset ledger (make/model/serial/location)

• Installation diagrams

• Load calculations per site

• Runtime expectations per site

• Administrative credentials for monitoring tools

• Warranty documentation registered to the district

Specifications for Basic Maintenance of Internal Connections (E-Rate Eligible)

• Vendor must specify hourly cost for a layered break/fix technical service

• Proposals must include cost of service for remote, and onsite service

• Must provide pricing for tiered support service and a resolution flow chart

• Eligible hardware must be specified within the proposal

• Pricing must include cabling and wiring repairs

• Vendor invoices should include the following:

o Hours worked o Make, model, serial number, and location of equipment o Description of service

• If a proposed service is part of a manufacture support warranty not included in the equipment’s original sale price, it needs to be clearly indicated.

• Specify possible cost differences for technical support via telephone, remote, or on site

• Pricing for configuration changes

• Pricing for software upgrades and patches

• Proposals must include estimated response times once a trouble ticket is submitted

• Must include a description of support tier escalation

• Must include a description of network monitoring policies

3.2 BOX ELDER SCHOOL DISTRICT recognizes that suppliers may find it necessary to work with other partners to propose a cost-effective solution. The proposal must describe how it will use subcontractors and local resources, if awarded the contract. BOX ELDER SCHOOL DISTRICT will not accept agreements that require multiple billing agents to be paid. BOX ELDER SCHOOL DISTRICT expects to pay one vendor and that vendor will serve as a primary point of contact. The winning vendor will assume all responsibility for the solution proposed. Contract “out clauses” for continued poor performance of the solution will be included in any final agreement or award.

BOX ELDER SCHOOL DISTRICT may make such investigations as deemed necessary to determine the ability of the bidder, subcontractors, or suppliers to perform the work. The bidder shall furnish to BOX ELDER SCHOOL DISTRICT all such information and data for this purpose as BOX ELDER SCHOOL DISTRICT may request. BOX ELDER SCHOOL DISTRICT reserves the right to reject any bid, if evidence submitted by or investigation of such bidder, fails to satisfy BOX ELDER SCHOOL DISTRICT that such bidder is properly qualified to carry out the obligations of the contract and/or to complete the work contemplated within the time required.

3.3 The successful bidder must ensure deployment and maintenance of the network and/or support services does not interfere with school operations and will be responsible for any additional cost.

3.4 During the agreement, including renewals, should the school encounter performance issues in the execution of this RFP, the school will begin documenting information concerning those instances.

After three (3) instances are recorded within an agreement term, a meeting will occur involving a representation from the responder in question and members of BOX ELDER SCHOOL DISTRICT’s administrative team to address the issues. If performance does not improve in accordance with the established benchmarks from the join meeting, the school reserves the right to terminate the agreement. Should an instance be of such severity that the school has reasonable concern for the safety or viability of the operational ability, then the school reserves the right to request an immediate meeting to address the issue without waiting for three (3) documented records.

3.5 The successful vendor must have, or be certified with the following:

• Be able to supply all products and services

• Be an authorized reseller in the state of applicant for all products being proposed.

• Hold a current liability insurance policy and workers compensation insurance. Please enclose a copy of each with your submitted proposal.

• Provide documentation of the vendor’s wireless, switching, and cabling certificates. A qualified engineer, with a minimum certification of CCNA or equivalent, shall perform all configurations.

• Provide a minimum of three K-12 client references for projects of similar size and complexity.

• Registered and in good standing with the Secretary of State Office.

• Must be eligible to participate in the Universal Service Schools and Libraries Program.

• Lowest corresponding price (LCP) states that service provider’s proposals must be the lowest corresponding price, based on similarly located and sized E-Rate applicants.

Network Equipment Requested Network Equipment The school is requesting per-unit pricing for the equipment listed below, or an equivalent, and any required licenses. Certain models may reach end of life during the contract period, and the school seeks this information to support potential replacements or upgrades as needed. Quantities are approximate.

Bidders are asked to provide multiple equipment options, when possible.

Entity Description Manufacturer Model Quantities

3MC UPS Eaton 9PX2000RTL 3

3MC EMB Eaton 9PXEBM72RT-L 3

3MC Rack NavePoint 2 Post Shelf SKU:

00400814

BEHS UPS Eaton 9PX2000RTL 18

BEHS EMB Eaton 9PXEBM72RT-L 5

BEHS Rack NavePoint 2 Post Shelf SKU:

00400814

BEHS Rack Rack Solutions 2u Vertical

SKU: 10183925

BEMS UPS Eaton 9PX2000RTL 13

BEMS EMB Eaton 9PXEBM72RT-L 6 https://www.usac.org/e-rate/service-providers/step-2-responding-to-bids/lowest-corresponding-price/

BEMS Rack NavePoint 2 Post Shelf SKU:

00400814

BEMS Rack Rack Solutions 2u Vertical

SKU: 10183925

BRHS UPS Eaton 9PX2000RTL 15

BRHS EMB Eaton 9PXEBM72RT-L 7

BRHS Rack NavePoint 2 Post Shelf SKU:

00400814

BRHS Rack Rack Solutions 2u Vertical

SKU: 10183925

BRHS Rack StarTech 4u Vertical

RK419WALLV

BRMS UPS Eaton 9PX2000RTL 15

BRMS EMB Eaton 9PXEBM72RT-L 3

BRMS Rack NavePoint 2 Post Shelf SKU:

00400814

BRMS Rack Rack Solutions 2u Vertical

SKU: 10183925

Century UPS Eaton 9PX2000RTL 4

Century EMB Eaton 9PXEBM72RT-L 3

Century Rack NavePoint 2 Post Shelf SKU:

00400814

Discovery UPS Eaton 9PX2000RTL 4

Discovery EMB Eaton 9PXEBM72RT-L 2

Discovery Rack NavePoint 2 Post Shelf SKU:

00400814

Discovery Rack Rack Solutions 2u Vertical

SKU: 10183925

Fielding UPS Eaton 9PX2000RTL 4

Fielding EMB Eaton 9PXEBM72RT-L 4

Fielding Rack NavePoint 2 Post Shelf SKU:

00400814

Garland UPS Eaton 9PX2000RTL 5

Garland EMB Eaton 9PXEBM72RT-L 2

Garland Rack NavePoint 2 Post Shelf SKU:

00400814

Golden Spike UPS Eaton 9PX2000RTL 6

Golden Spike EMB Eaton 9PXEBM72RT-L 4

Golden Spike Rack NavePoint 2 Post Shelf SKU:

00400814

Grouse Creek UPS Eaton 9PX2000RTL 1

Grouse Creek EMB Eaton 9PXEBM72RT-L 1

Harris UPS Eaton 9PX2000RTL 15

Harris EMB Eaton 9PXEBM72RT-L 6

Harris Rack NavePoint 2 Post Shelf SKU:

00400814

ILSC UPS Eaton 9PX2000RTL 2

ILSC Rack NavePoint 2 Post Shelf SKU:

00400814

Lake View UPS Eaton 9PX2000RTL 5

Lake View EMB Eaton 9PXEBM72RT-L 2

Lake View Rack NavePoint 2 Post Shelf SKU:

00400814

McKinley UPS Eaton 9PX2000RTL 5

McKinley EMB Eaton 9PXEBM72RT-L 2

North Park UPS Eaton 9PX2000RTL 4

North Park EMB Eaton 9PXEBM72RT-L 3

North Park Rack Rack Solutions 2u Vertical

SKU: 10183925

North Park Rack StarTech 4u Vertical

RK419WALLV

Snowville UPS Eaton 9PX2000RTL 1

Snowville EMB Eaton 9PXEBM72RT-L 1

Snowville Rack NavePoint 2 Post Shelf SKU:

00400814

SSC UPS Eaton 9PX2000RTL 3

Sunrise UPS Eaton 9PX2000RTL 3

Sunrise EMB Eaton 9PXEBM72RT-L 3

Sunrise Rack NavePoint 2 Post Shelf SKU:

00400814

Transportation South UPS Eaton 9PX2000RTL 1

Willard UPS Eaton 9PX2000RTL 4

Willard Rack NavePoint 2 Post Shelf SKU:

00400814

Willard Rack Rack Solutions 2u Vertical

SKU: 10183925

Young UPS Eaton 9PX2000RTL 14

Young EMB Eaton 9PXEBM72RT-L 4

Young Rack NavePoint 2 Post Shelf SKU:

00400814

Young Rack Rack Solutions 2u Vertical

SKU: 10183925

Young Rack StarTech 4u Vertical

RK419WALLV

Format of Proposals Proposals must be submitted in letter size PDF format. Proposals should follow the format below:

Cover Page The following information should be included on the cover page:

UPLOAD AS ONE PDF (not multiple pages)

• Title: Request for Proposals for BOX ELDER SCHOOL DISTRICT Funding Year 2026

• Name of firm

• Firm SPIN

• Firm Address

• Firm Phone Number

• Firm Federal Tax Identification Number

• Contact Person Information: Name, Title, Address, Phone Number, and E-Mail

Introduction By submitting a proposal, the bidder certifies that the signer is authorized to bind to the proposer.

Provide a brief statement regarding the vendor’s understanding of the scope of work to be performed.

Executive Summary Provide an executive summary of the proposer’s proposed plan, as well as its area(s) of expertise and resources capabilities, it believes highlights the firm as superior or unique in addressing the needs of

BOX ELDER SCHOOL DISTRICT.

This section shall also serve to introduce the purpose and scope of the proposal. It shall include a stipulation that the proposal is valid for one (1) year from the date of submission. This section shall also include a summary of the proposer’s qualifications and ability to meet BOX ELDER SCHOOL DISTRICT’s overall requirements.

It shall include a positive statement of compliance with the contract terms. If the proposer cannot comply with any of the contract terms, an explanation must be supplied.

Qualifications and Experience Vendors must be authorized resellers of the equipment being proposed. This information must contain proof of authorization to resell the products proposed, reference name, name of contact person, telephone number and email address. Vendors must provide proof of proper license (if required) to perform all work cited in their response. Vendors must provide a current certificate of General Liability Insurance. Additionally, vendors must provide at least three (3) references from K-12 schools. References shall include name of school, contact person’s telephone number, address, and e-mail address.

Requirements to Submit Proposal The vendor must be eligible to participate in the E-Rate program, have or apply for a service provider identification agree to obtain or have a current service provider annual certification form (SPAC) on file with the Schools and Libraries Division (SLD), and comply with all SLD service provider requirements.

Since BOX ELDER SCHOOL DISTRICT relies on E-Rate funding to pay for requested services, vendor must be a “green light” company and agree that should the status change to “red light” at any time during the bid process or contract period that they will immediately notify BOX ELDER SCHOOL DISTRICT in writing.

Approach and Methodologies Vendors may provide proposals for all requested services or the provision of equipment with installation, cabling, or network management. Vendors must provide a complete description of this process to include estimated lead times for delivery as well as methodologies for installation of such equipment.

Proposed Plan Proposals should include any resources for project implementation or deployment. Present creative solutions or innovative concepts to meet the needs of the school for consideration.

Project Schedule Delivery is a critical factor with this project. A project timeline must be submitted reflecting milestones and durations for each task to be completed to successfully implement the proposed solution. A final schedule of these tasks will be mutually agreed upon after a Proposer is selected. The winning vendor must ensure that the deployment and maintenance of the network must “not” interfere with school operations. The proposing vendor must agree to coordinate with the general contractor including but not limited to regular virtual status meetings.

Proposed Fees Pricing of equipment/installation and shipping costs must be listed separately in your proposals. The school requests per unit pricing for all equipment and services proposed as well as a summary for each category (equipment, installation, and shipping) to identify “total” project cost. If additional warrantees are offered beyond what the manufacture offers with the cost of equipment, then the cost must be listed separately. Any equipment or services that are recommended outside the scope of this project must be listed separately. If there are any E-Rate ineligible items or services contained in the equipment list, vendors must provide a detailed itemized list of the ineligible cost and clearly distinguishable from the E-Rate eligible portion of the proposal.

Vendor bid submissions that do not clearly describe a fair and reasonable cost allocation where it is apparent that ineligible elements exist will not be accepted for review. Any additional material or equipment necessary for installation and operation of the service not specified or described in the vendor’s proposal will be deemed to be part of the service at no additional charge to BOX ELDER SCHOOL DISTRICT. Furthermore, claims for compensation will not be allowed for extra work resulting from the lack of knowledge of any existing condition on the part of the service provider.

Certification Statements Vendors are requested to include and initial the certification statements located in Appendix B.

Agreement to these statements will be used in the evaluation of bids.

Contract Terms Any contract may be contingent upon the approval of E-Rate funding and governing board approval (E- Rate eligible items only). The Universal Service Discounted Matrix for Schools and Libraries, commonly known as the E-Rate program, administered by the Universal Service Administration Company (USAC) for the Federal Communications Commission, will fund a portion of this RFP.

The district intends to enter into a contract with an initial term of one (1) year beginning July 1, 2026, and ending June 30, 2027, with the option to extend for up to two (2) additional one-year periods upon mutual written agreement of both parties.

The contract shall not automatically renew. Any extensions must be exercised by the district prior to expiration of the current term and in compliance with all applicable procurement regulations.

The contract is contingent upon:

• Board approval

• Availability of funds

• E-Rate funding authorization where applicable

The vendor must agree to invoice using the service provider invoicing method (SPI).

Questions Questions must be submitted in writing to Kristi Hayes via email at Kristi@ecserate.org

Submissions of Proposals Proposals are required to be in a PDF format. All proposals must be submitted by March 26, 2026, at 10:00 AM MST. All proposals must be uploaded to the following link:

Box Elder School District C2 Upload Link

Evaluation Methodology BOX ELDER SCHOOL DISTRICT will award a contract based on the vendor submissions that best meet the needs of the school, regarding their current technology plan, future growth, RFP specifications, and not necessarily the lowest price, although that will be the priority factor. Price of eligible goods and services will be the primary evaluation factor. The contract will be awarded with the proposal determined to be the most cost-effective to the district. Cost proposals will be evaluated after all other scoring criteria are finalized. The lowest cost proposal will receive the maximum available points for price. All other proposals will receive points using the following formula:

(Lowest Cost Proposal ÷ Vendor Proposal Cost) × Maximum Cost Points

This method ensures price is evaluated objectively and proportionally in accordance with competitive procurement requirements.

The following factors will be considered when evaluating proposals:

• Price of Eligible Equipment & Services – 40 Points

• Technical Compliance - 30 Points

• Familiarity with Utah K-12 environments may be considered – 10 Points

• Warranty and support – 10 Points

• Preference given to bidders who have agreed to the certification statements (Appendix B) – 10

Points mailto:Kristi@ecserate.org https://erateit.sharefile.com/r-r0226ebee440b42e3afbc678a07616f95

Right to Reject BOX ELDER SCHOOL DISTRICT reserves the right to accept or reject all proposals or sections thereof, when the rejection is in the best interest of the school system. BOX ELDER SCHOOL DISTRICT reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms the vendor proposes. BOX ELDER SCHOOL DISTRICT reserves the right to reject the proposal of a vendor who has previously failed to perform properly or completed contracts on time and to reject the proposal of any vendor who, in the opinion of BOX ELDER SCHOOL DISTRICT, is not able to adequately fulfil the contract. BOX ELDER SCHOOL DISTRICT reserves the right to reject all proposals, any part, or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of BOX ELDER SCHOOL DISTRICT. Contracts will be awarded to the vendor submitting the proposal determined to be in the best interests of BOX ELDER SCHOOL DISTRICT.

Right to Disqualify BOX ELDER SCHOOL DISTRICT reserves the right to award a contract to a vendor that is not the lowest cost bidder when, in the judgment of the school administration, it is in the best interest of the school to do so. A Bidder will be disqualified for any of the following reasons:

• Bidder being in litigation with applicants.

• Bidder defaulted on a previous contract with applicants.

• Bidder performed unsatisfactory work on a previous contract with applicants.

• Bidder fails to fulfill the warrant obligations of a previous contract with applicant.

• Bidder fails to be present at a mandatory walk though (if applicable).

Public Entity Crimes A responder, person, or affiliate who has been placed on the convicted Contractor list following a conviction for a public entity crime may not submit a proposal for a RFP to provide any goods or services to a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with any public entity, and may not transact business with any public entity

Examination of Records The responder agrees that the school, the Comptroller General of the United States of America, the Inspector General of the Federal Sponsoring Agency, the Auditor General of the State of the applicant or their duly authorized representatives will have access to, and right to examine, any directly pertinent books, bankers, and records of the responder, involving transactions related to this agreement until the expirations of ten (10) years after the final payment under this agreement or such longer period, as required by law.

Utah Procurement Protest Section Procurement Protest Procedure

Any actual or prospective bidder who is aggrieved in connection with this solicitation or the award of a contract may file a protest.

Protests must:

• Be submitted in writing

• Be received within five (5) business days of the event giving rise to the protest

• Include the protestor’s name, contact information, and detailed grounds for protest

Protests shall be submitted to the district’s designated procurement contract.

The district will review the protest and issue a written determination in accordance with the Utah Procurement Code. Appeal rights shall follow applicable state procurement procedures.

Utah Public Records/GRAMA Section Public Records Notice

All proposals submitted in response to this solicitation become the property of the district and may be subject to disclosure under the Utah Government Records Access and Management Act (GRAMA).

Vendors claiming portions of their proposal as protected must clearly identify such portions and provide justification consistent with GRAMA requirements.

Appendix A

Certification Statements

Two points (for a total possible of 10 points) will be awarded on the scoring rubric for each statement that is agreed to by the vendor. Designate agreement with initials.

___ Bidder includes documentation for all required certifications and authorizations.

___ Bidder provided a minimum of three (3) K-12 client references for projects of similar size and complexity.

___ Bidder has successfully and accurately priced equipment and services utilizing the provided pricing charts.

___ Bidder has complied with all requirements regarding responsibility within this RFP.

___ Bidder has properly signed and completed the bidder’s proposal form in its entirety.

Acceptance of Proposal and/or Contract

Execution of this proposal is binding, and the accepting and signing parties agree to all costs outlined.

Service Provider Name

Contact Name

Contact Signature

Contact email

Contract Terms

Appendix A