10529-20250110125714 GLCSD.pdf

REQUEST FOR PROPOSAL

E-RATE TECHNOLOGY YEAR 2025-2026

APPLICANT

Greenwood Leflore Consolidated School District

1901 Hwy 82 West

Greenwood, MS 38930

ATTN: E-Rate Technology RFP 2025-2026

DUE DATE: Monday, February 10th, 2025 Bids must be submitted to the address above or can be sent electronically via return receipt or secured document no later than 10:00 am CDT on the due date listed above to the email address below. The subject of the electronic document option must include “E-Rate Technology RFP 2025-2026” with the company vendor name shown. This email account will not be used for responses to questions or opened until Feb 10th, 2025. Bids can be sent via return receipt or secured document to this email:

T E C H R F P@glcsd.org

Submit Questions no later than: Monday, Feb 3rd, 2025

Any questions or submissions about this bid must be sent by email to:

sstorms@glcsd.org Any revisions, updates, or questions submitted from any vendor will be stated on the

Technology RFP webpage located at : https://www.glcsd.org/curriculumrfp mailto:techrfp@glcsd.org?subject=ATTN:%20E-Rate%20Technology%20RFP%20Switches%202023-2024 https://www.glcsd.org/curriculumrfp

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VENDOR TIMELINE OF DATES

Vendor Meeting Location (IF REQUIRED)

GLCSD Central Office

1901 Hwy 82 West, Greenwood, MS 38930

(Beside Hampton Inn)

November 13, 2024 RFP board approved for request to receive sealed bids

January 10, 2025 RFP release of bid to public

January 14-18 -1st Run Jan 28 - Feb 1, 2025 -2nd Run

1st and 2nd Advertisement Notice in Newspaper (paper only distributes on certain days)

January 20 – 31, 2025 (Monday - Friday Only)

Vendor Walkthroughs for mandatory information to bid on cabling and installation services

February 3, 2025 Deadline to submit questions

February 10, 2025 Bid Opening/Proposals Due by 10:00 AM via Mail or Email

February 11-18, 2025 Evaluation of all Proposals

Tentative Date March 4th, 2025

Board Meeting Approval of vendor selection and notification

Notification of Award Selection will be sent (contingent upon board approval) after completed dates above

On-Site Visit for Bid Opening

NOT REQUIRED

Note: Bidders must sign in if choosing to attend the bid opening.

Meeting will be with Technology Staff and/or a member of the RFP opening staff.

Opening Date Time Vendor Meeting Location

Monday, February 10, 2025

10:00 am

GLCSD Central Office

1901 Hwy 82 West, Greenwood, MS 38930

(Beside Hampton Inn)

BID NOTES & REQUIREMENTS

Requirements for proposals are included below and must be met by each bidding vendor.

1. Greenwood Leflore Consolidated School District (GLCSD) is requesting the attached

RFP for a contract term price for purchase that will remain valid until June 30, 2026 or current service E-Rate funding/filing period. GLCSD will request a final quote and/or proposal once the winning bidder/bidders are chosen. Final bid/proposal must be in the form of a valid contract showing term expiring June 30, 2026 or current service E-Rate funding period with company approved contact person valid signature.

2. The vendor must list and include all necessary parts in the cost proposal to complete the request in a clear and accurate manner. GLCSD reserves the right to request additional information or clarification of a Vendor’s proposal. Incomplete proposals without proper information explaining each product quoted and included parts will not be considered.

Bids must include per unit pricing for hardware and for labor / installation materials requested. Detailed scope of work describing this project as a “turn-key” system is required.

3. The vendor must propose contracts/services which are entirely “compatible, exact or equivalent” to the specifications requested.

4. Vendor must include all freight and shipping charges in the proposed cost total. GLCSD has a warehouse building located at 621 Linden Ave., Greenwood, MS 38930 for freight and delivery that contains a forklift for unloading and no dock access.

5. No invoice will be processed for payment until such time as all contractual obligations have been met and/or items ordered have been received, completed, and approved by the

Greenwood Leflore Consolidated Schools authorized representative.

6. All equipment proposed in this project must be new with warranty/license as requested in specs. Bids listing refurbished, non-branded or market equipment will not be considered.

Vendor Site Visit

On-site visit IS MANDATORY to bid for cabling and installation needs requested by the

District. Vendor walkthroughs for this project are scheduled from 8:30am to 2pm Monday-

Friday for the days of January 20-31st. Please contact our department via email atleast 24 hours ahead to schedule walkthrough. No further visits are available after 2pm on January 31st.

Contact Email for scheduling is : sstorms@glcsd.org

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** Vendors may bid on equivalent or compatible equipment, must show specs and data sheet for the compatible model. **

ITEMS TO BID REQUESTED:

GLCSD reserves the right to purchase at a minimum quantity of 1 each or higher quantity chosen due to unknown bid pricing. Our Technology Dept will decide from the specs and items quoted to complete the total purchase request.

1- GLCSD is requesting to install new category 6 cable for 1 computer lab for higher performance and data requirements necessary for use.

● Install new Cat6 wiring infrastructure located in Bankston Elementary School for Room

37 in Wing D. The existing IDF rack is located in the same building in Room 42. All cable and components including Patch Panels/Inserts used in the bid must be a minimum of Cat6 – 550Mhz rated. End to end termination and completion of IDF and classroom is requested.

Cabling consists of 24 wire runs requested from IDF Rack in Room 42 to be installed into

Room 37. Patch panel will be installed into the rack in Room 42 and cat6 cabling ran to classroom. IDF Room 42 will require a PVC pipe from the rack area up the wall into the drop ceiling tile. Conduit piping is requested for distribution of surface mount single or double gang jack boxes once inside Room 38 classroom. All cabling is requested to be enclosed once entering the classroom. 4 ea. destination locations require 6 RJ45 jacks installed in 1 surface mount conduit enclosure box with 1 keystone 6 port plate. Cabling must be neatly run and connected to the wall via J-Hooks above the ceiling or existing beam structure and should not lay directly on ceiling tiles. Any existing J-hook structure may be used if present.

2 - GLCSD is requesting to install new category 6 cable for 9 school locations for outdoor wireless access points.

● Install new Cat6 wiring infrastructure located at 9 separate schools for Outdoor Wireless

Access Points to be installed. GLCSD is requesting the installation of Cat6 cabling, termination, core drilling to the outside, Installation of Cisco Meraki MR76 Access Point to the wall structure at the following locations :

NOTE: (District will provide MR76 with included antennas and existing Meraki POE switch within 250ft. or less for each mounting location)

1 ea. Leflore Elementary School (Gym side Parking Area Coverage)

1 ea. Leflore High School (Gym Side of Building Coverage)

1 ea. Claudine Brown Elementary School (Front Parking Area Coverage)

1 ea. Greenwood Middle School (Front Circle Side Coverage)

1 ea. Greenwood High School (Front Parking Side Coverage)

1 ea. Threadgill Elementary School (Rear Parking Area Coverage)

2 ea. Bankston Elementary School (Front and Rear Area Coverage)

2 ea. Threadgill Primary School (Front and Rear Area Coverage)

2 ea. Davis Elementary School (Rear of 2 Buildings for Coverage)

Vendor may use a cat6 crimp RJ45 connector as needed for installing directly into MR76 access point. Rack side may be used with a cat6 crimp RJ45 connector with molded plastic boot to be used as a “strain-relief” and prevention for damage in the future. A minimum of 3ft. cable loop must be used in the ceiling area of each MDF/IDF rack for installation. Velcro straps or ties must be used to clean up any completed cabling in rack.

3- GLCSD is requesting 4 each Dedicated DNS Caching Servers.

● 2 ea. Appliansys DNSBOX 210 or Equivalent (For East Elementary & Threadgill Elem)

● 2 ea. Appliansys DNSBOX 220 or Equivalent (For Elzy Campus & Leflore Campus)

● Must Include 5 Year Standard DNSBOX Support Contract

1U Server Appliance Rackmount model with NO INSTALLATION REQUESTED.

Key features include : Ease of Use, WebUI control, Advanced DNS Administration, Appliance Security and Reliability, Expandable Solution

4- GLCSD is requesting Ubiquiti Enterprise Routing and Switching Equipment. If a

Ubiquiti substitute model of equal value and specs (or equivalent product) is needed at time of purchase, we will make this change as inventory changes.

● 1 ea. Ubiquiti Enterprise Fortress Gateway ( Model # EFG )

● 120 ea. Ubiquiti Direct Attach Cable 1M ( Model # UACC-DAC-SFP10-1M )

● 24 ea. Ubiquiti Pro Max 48 Port Unifi Switch POE Layer 3 with 720W

( Model # USW-PRO-MAX-48-POE )

● 24 ea. Ubiquiti Pro Max 24 Port Unifi Switch POE Layer 3 with 400W

( Model # USW-PRO-MAX-24-POE )

● 12 ea. Ubiquiti Pro Max 16 Port Unifi Switch POE Layer 3 with 180W

( Model # USW-PRO-MAX-16-POE )

● 9 ea. Ubiquiti 10G Multi-Mode Optical 20 Pack Module Duplex LC up to 300M

( Model # UACC-OM-MM-10G-D-20 )

Installation for Ubiquiti switches SHOULD BE INCLUDED in this portion of the bid. 12 schools are eligible and will be divided between these schools for install across the district. Each location has a current standing or wall mount rack that the vendor may use for install. Empty rack space will be provided and instructed by technology personnel during install period.

NO CONFIGURATION is being requested from the bidding vendor for any Ubiquiti hardware.

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5- GLCSD is requesting UPS Battery Backup Rackmount solutions for 12 schools.

• 12 ea. Cyberpower 1500VA 2U Rackmount Battery Backup

( Model # OL1500RTXL2U with 1500VA )

Requirement for Electrical Power MUST BE NEMA 5-15R Power Plug

Installation for Battery Backups SHOULD BE INCLUDED in this portion of the bid.

12 schools are eligible and will be divided between these schools for install across the district. Each location has a current standing or wall mount rack that the vendor may use for install. Empty rack space will be provided and instructed by technology personnel during install period.

The entire bid / proposal must guarantee performance sufficient to fulfill the needs of GLCSD as requested within this RFP. After implementation of the successful vendor's proposal, if additional equipment, cabling or labor is needed, the vendor will bear all costs necessary to satisfy the requirements of this RFP. There should be no recurring or additional costs for this purchase or installed equipment once completed.

Bid packets MUST include the following documents:

∙ Vendor Contact Sheet (Listed as Attachment A)

∙ Simplified Bid Sheet per item listed with price each included.

∙ Equipment spec sheets or white papers matching items being bid.

The Greenwood Leflore Consolidated School District reserves the right to reject all bids that do not include requested documentation showing proposed items being bid.

Whether or not a dispute arises, under no event will Greenwood Leflore Consolidated Schools be liable to any vendor for costs incurred by such vendor in responding to this “Request for Proposal”.

The vendor must be authorized to sell proposed equipment by the equipment manufacturer of the products they represent. Documentation is welcomed to show this authorization.

Selection Criteria Components :

25% - Total cost of eligible items, services & warranties as requested

20% - Vendor’s experience with the district or other Mississippi school districts

20% - Vendor who offers a Turn Key Solution as requested

15% - Personnel/Company Certifications, Professionalism & Scope of Work

10% - Proximity of Vendor or vendor technicians to the district for service

10% - Vendor’s Participation in Erate ( years of service supporting Erate customers )

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Attachment A Vendor Contact Sheet

Company Name

Company Address

Company Reseller

Number / State License

E-Rate SPIN Number

Federal EIN

Representative Name

Representative

E‐Mail Address

Representative

Telephone #

By signing below, the vendor acknowledges that the prices listed in this bid packet are being bid for the Greenwood Leflore Consolidated Schools equipment proposal. The vendor also acknowledges and understands that only portions of this project may be funded and some or all items are subject to funding availability during the term proposed.

Printed Name Title _______________

SIGNED Date_______________________