10681 RFP Internet Service - 2nd Connection (1).pdf

Portage Public Schools – Request for Proposal #10681 Internet Service - 2nd Connection Response Due Date: Thursday, October 5th, 2020, 2PM Page 1 of 10

Portage Public Schools, Portage, Michigan is soliciting sealed proposals for:

Project Name: Internet Service - 2nd Connection

RFP ISSUE DATE: Friday, September 21st, 2020 PROPOSAL DUE: Thursday, October 5th, 2020, 2PM

Number of Copies Required: 2 (Two) paper, 1 (One) PDF on flash drive

Facsimile/Email Proposals Will Not Be Accepted

DELIVERY ADDRESS & INSTRUCTIONS

Portage Public Schools Purchasing Department 8107 Mustang Drive Portage, MI 49002

Bids will be publicly opened and read at the above address.

Include on the Envelope the Project Name (above). All Envelopes Must Be Sealed.

General questions regarding the submission of this RFP should be directed to:

Amanda Howard, Purchasing Agent, at (269) 323-5181 or ahoward@portageps.org.

*Addendums (if any) will be posted on our website: www.portageps.org under the Bids & Proposals link.

Questions relative to the Technical Specification may be addressed to:

Daniel J. Vomastek, Director of Information and Technology Systems, at (269) 323-5100 or dvomastek@portageps.org.

You are invited to submit a proposal for this equipment and or service. Specifications, terms, conditions and instructions for submitting proposals are contained herein. This Request for Proposal with all pages, documents and attachments contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly executed proposal shall constitute the contract between the District and the successful proposer when approved and accepted on behalf of the District by an authorized official or agent of the

District.

mailto:ahoward@portageps.org http://www.portageps.org/ mailto:dvomastek@portageps.org

Response Due Date: Thursday, October 5th, 2020, 2PM Page 2 of 10

All proposers shall complete and return the Proposal and Award page(s) and submit all information requested herein in order for a proposal to be responsive. FAILURE TO DO SO MAY RESULT IN THE PROPOSAL BEING

REJECTED AS NON-RESPONSIVE. The proposal document shall be returned in its entirety, in a properly identified and sealed envelope to the Purchasing Department at the above address. PROPOSALS MUST BE

RECEIVED BY TIME OF THE DUE DATE - LATE PROPOSALS WILL NOT BE CONSIDERED.

Instructions to Proposers:

1. EXAMINATION OF PROPOSAL DOCUMENT-Before submitting a proposal, proposers shall carefully examine the specifications and shall fully inform themselves as to all existing conditions and limitations. The proposer shall indicate in the proposal the sum to cover the cost of all items included on the proposal form.

2. PREPARATION OF PROPOSAL-The proposal shall be legibly prepared in ink or typed. The proposal shall be legally signed and the complete address of the proposer given thereon. All proposals shall be tightly sealed and plainly marked SEALED PROPOSAL and identified by project name, bid opening date and time. Proposals opened by mistake, due to improper identification, will be so documented and resealed. The Purchasing Department will maintain and guarantee confidentiality of the contents until the specified opening date and time. Facsimile and/or e-mailed bids will not be accepted.

3. LATE PROPOSALS-Any proposal received at the office designated hereinafter the exact time specified for receipt, will not be considered. (Note: The District reserves the right to consider bids that have been determined by the District to be received late due to mishandling by the District, or circumstances beyond the control of the proposer, after receipt of the proposal and before an award has been made.)

4. ADDITIONAL CHARGES - No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order and all costs for shipping and insurance costs.

5. DISCOUNTS - List any discounts that may be applicable from programs such as MiDEAL, US

Commodities, etc. Note the District will apply for eRate funding where appropriate. Awarded proposers are expected to participate in eRate funding.

6. FEDERAL OR STATE SALES, EXCISE, OR USE TAXES - Portage Public School is tax exempt. Do not include Federal, State, or Local taxes in your bid price except as related to enhancements to real property.

7. ACCEPTANCE OF PROPOSALS - Portage Public Schools reserves the right to accept or reject any or all bids, either in whole or in part; to award contract to other than low bidder; to waive any irregularities and/or informalities; and in general to make awards in any manner deemed to be in the best interest of Portage Public Schools.

Response Due Date: Thursday, October 5th, 2020, 2PM Page 3 of 10

1. RFP Requirements

1.1. Product/Vendor

All equipment provided shall be new and of the latest model version available. All equipment must be genuine. When applicable, bids will only be accepted from authorized retailers.

1.2. Order Fulfillment

The district requires the fulfillment of their purchase order within 90 days of issuing a purchase order.

Should the awarded vendor be unable to fulfill the order within 90 days the district may, at its discretion, cancel the undelivered balance of the purchase order. It is expected that a single purchase order for the entire purchase will be issued the week of May 7th, 2018. This date is subject to change as per eRate filing windows.

1.3. Freight

The base bid must include all freight charges for delivery of equipment to Portage Public Schools. Delivery will be to a single location.

1.4. Alternate Proposals

Any alternate proposals will be considered. Any equipment included in alternate bids must completely meet the specifications of the requested product. Alternates must be reported with unit pricing and in the same format as the main part of the RFP.

1.5. RFP Response

All responses must have pricing information submitted on the included forms. Full product literature must be included with your response. Minimum specifications are supplied, as well as a request unit prices for additional items.

1.6. Bid Pricing

Bid responses, pricing, etc. must be valid for 90 days after the bid response due date and time, or the length of the contract if so applicable and specified. Vendors must include unit pricing should Portage Public

Schools wish to add additional units to the order.

1.7. Line Item List

If applicable, see bid response form for itemized listed on the requested items.

1.8. Contract Nullification

Any and all service contracts must include a nullification clause acceptable to Portage Public Schools should

Portage Public Schools determine the included services, in whole or in part, are not fulfilling the needs of the District as outlined hereinafter.

Response Due Date: Thursday, October 5th, 2020, 2PM Page 4 of 10

2. Description of Products/Services Requested

2.1. Internet Service

Portage Schools is seeking a 2nd internet connection for redundancy and load balancing. The Service address is 8107 Mustang Drive, Portage MI 49024. Service shall be billed monthly, and said monthly billing must include all service and maintenance fees, representing the true cost of service to Portage Public

Schools, not counting one-time installation and configuration fees.

Provided internet service must meet the following requirements:

1. The provider will provide native IPv4 and IPv6 connectivity (i.e. “dual-stack”)

2. The provider will allow Portage Public Schools to provide BGP announcements and allow for a BGP peering connection facilitating connectivity with the provider as well as other providers at Portage

Public Schools (AS396027).

3. The provider will provide a full IPv4 and IPv6 routing table.

4. The provider will offer 24/7/365 NOC contact information for problem resolution.

5. If the provider offers Distributed Denial of Service (DDoS) protection, please note the capabilities and average response time.

6. Service reliability must be ensured. Overall uptime shall not be less than 99.999%.

7. Handoff will be at 8107 Mustang Drive in the district’s primary data center

8. The connection must use a path that is physically separate from our current connection

2.2. Bandwidth

Portage Public Schools bandwidth needs are growing. Our total need for bandwidth over the next five years is impossible to predict. We are asking for pricing in 2GB/s incrementents up to 10GB/s. Portage

Public Schools shall have the right to increase or decrease bandwidth in said increments throughout the length of service, without added costs or fees.

2.3. Installation

The vendor is responsible for all boring, installation of conduit, cable pulls, etc. required to provide the handoff within our data center. Installation must comply with all applicable state and local codes and regulations. If permits are required, it is the responsibility of the vendor to provide.

3. Additional RFP Response Requirements

3.1. Proof of Appropriate Local/State/Federal Licenses and Certifications

As a part of your response, you must include copies of all applicable local, state, and/or federal licenses and/or certifications required for the scope of work contained within this RFP.

Response Due Date: Thursday, October 5th, 2020, 2PM Page 5 of 10

3.2. Proof of Bonding

Should the total one-time fees for installation included in the award of this contract exceed $50,000, the selected vendor, prior to the issuance of a purchase order, shall be required to provide the PPS with performance, labor, and material bonds for the full contract award. All costs for said bonds shall be included in the RFP response.

3.3. Proof of Insurance

As a part of their RFP response, all proposers shall provide proof of insurance for workers compensation, general liability, auto, and excess liability. Should the awarded vendor change insurance coverage companies, plans, or otherwise modify coverage, vendor shall notify PPS of said coverage change 30 days prior to said change taking effect.

3.4. Assumed Liabilities

The awarded vendor shall assume all liability for the following scenarios caused directly or indirectly by their employees or subcontractors:

● Damage to PPS property

● Damage to existing structured cabling or electric service

● Damage to fire alarm, fire control, or fire suppression systems

● Environmental damage, including but not limited to hazardous material spills or airborne contaminants

● Removal of any cabling, conduit, raceways, or other hardware without prior written consent from PPS

3.5. Use of Subcontractors

If a proposer intends to use sub-contractor(s) for any work, they must provide complete information on their subcontractor(s) with their response. This includes copies of the legal status forms, familial, Iran economic sanctions act, and proof of insurance as outlined herein.

3.6. Building Tour

If a proposer wishes to tour our facility to estimate costs for physical installation, they should contact

Daniel Vomastek at dvomastek@portageps.org to arrange a date and time. Proposers are not required to schedule an on-site visit prior to bidding, but they shall be held in installation costs included in their proposal regardless.

mailto:dvomastek@portageps.org

Response Due Date: Thursday, October 5th, 2020, 2PM Page 6 of 10

BID PROPOSAL FORM

(Pages 6 – 10)

NAME OF BIDDER

Firm Name:

Address:

Telephone & Fax:

Contact Name and E-mail:

PROJECT NAME

Project Name: 10681 Internet Service - 2nd Connection

AGREEMENTS

The Owner reserves the right to accept or reject any or all Bids in whole or in part, or to waive any informalities therein. If in the Owner's opinion it is in their best interest, the contract may be awarded to other than the lowest bidder, for reasons of establishing uniformity, delivery time, etc.

The undersigned acknowledges the following are included with the Bid Proposal Form:

(please initial)

Unit Pricing: ____

Detailed Product Specification Information (where applicable): ____

Warranty Specification Information (where applicable): _____

Legal Status of Bidder: _____

Iran Economic Sanctions Act Statement: _____

Notarized Familial Relationship Disclosure Statement: ______

Two (2) paper copies One (1) PDF of the Proposal: _____

Response Due Date: Thursday, October 5th, 2020, 2PM Page 7 of 10

Pricing Summary:

Proposer - you must complete the following.

Internet Service:

1. Total installation and other one time costs for installation: ______________________

2. Total monthly cost for: ______________________

a. 2 GB/s ______________________

b. 4 GB/s ______________________

c. 6 GB/s ______________________

d. 8 GB/s ______________________

e. 10 GB/s ______________________

Proposers may attach additional pricing details. In the case of any discrepancies, unit costs as reported here shall prevail.

Response Due Date: Thursday, October 5th, 2020, 2PM Page 8 of 10

LEGAL STATUS OF BIDDER

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS. The Vendor and/or Bidder certifies to the best of its knowledge and belief that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this agreement been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State, or local) with commission of any of the offences enumerated above in this certification; and Have not within a three-year period preceding this agreement had one or more public transactions (Federal, State, or local) terminated for cause or default; is not now or has been, within a three-year period preceding this date, been listed on the Excluded Parties List System website (EPLS).

Firm Name:

Name, title and signature of individual duly authorized to execute contracts:

Name:

Title:

Signature:

A Corporation organized and existing under the laws of the State of ____________.

PORTAGE AFFILIATION (If it pertains):

Do you maintain a permanent office, factory, or other facility in Allegan, Barry, Branch, Calhoun, Cass, Kalamazoo, St. Joseph, or Van Buren counties with employees working in any of these counties? If yes, please provide the address:

Have you paid real or personal property taxes relating to said business in the previous tax year?

Response Due Date: Thursday, October 5th, 2020, 2PM Page 9 of 10

IRAN ECONOMIC SANCTIONS ACT

Effective April 1, 2013 all bids, proposals, and/or qualification statements received in the State of Michigan (MCL 129.313) must comply with the “Iran Economic Sanctions Act”. The following certification is to be signed and included at the time of submittal.

CERTIFICATION

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business”, as that term is defined in the Act.

Signature Title

Company Date

Response Due Date: Thursday, October 5th, 2020, 2PM Page 10 of 10

FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT

As required by Public Act 232 of 2005, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement.

The undersigned, the owner or authorized officer of ________________________________(the “Bidder”), pursuant to the familial disclosure requirement provided in the Portage Public Schools advertisement for construction bids, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any employee of the Portage Public School District or member of the Portage Public Schools Board of Education. If such a relationship exists, please explain:

Attach additional pages if necessary

By:____________________________________________________(Bidder Signature)

Title:___________________________________________________(type or print)

Date:__________________________________________________

Subscribed and Sworn to Before Me:

This________________day of__________________, 20____A.D., in and for the

County of _______________________, Michigan.

My Commission expires ____________________________.

Signature of Notary