2024_0037 E_Rate Eligible Wireless RFP.pdf

Purchasing and Warehouse Operations Services 130 Trinity Avenue, S.W.

4th Floor Atlanta, Georgia 30303

Request for Proposals

(RFP)

For

E-Rate Eligible Wireless Equipment and Wireless Services

November 17, 2023

RFQ Number: 2024-0037

Due Date: December 18, 2023

Time Due: 11:00 a.m., ET

NIGP Commodity Code(s): 838-33, 838-40, 915-67

ADVERTISEMENT FOR REQUEST FOR PROPOSALS

The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified contractors to submit proposals to integrate with existing cloud based wireless solution and the support of the accepted solution. Proposed technology should enable stable and consistent wireless access throughout the district. The vision of the APS Information Technology Department is to effectively integrate wireless technology into education, thereby creating an exciting opportunity to blend infrastructure, access, and knowledge while enabling students, educators, schools, and communities to access APS resources via any mobile device. We envision using wireless technology to strengthen the balance between the best of traditional education and new insights about how people learn.

In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be eligible for consideration, online proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected offeror to meet all specifications and guidelines set forth herein.

Atlanta Public Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Atlanta Public Schools.

If you are unable to download these documents, you may contact the assigned procurement officer: Christie Allen, at (404) 802-2415 or christie.allen@atlanta.k12.ga.us.

A pre-proposal conference will be held on November 29th, 2023, at 10:30 a.m. ET via a Zoom Call.

Join Zoom Meeting https://atlantapublicschools-us.zoom.us/j/6730832592?pwd=eCswNzhlTkRSMXhiRmZacmJzOFBRZz09

Use meeting ID and Password:

Meeting ID: 678 083 2592 Passcode: MR8dX1

All questions or requests for clarification must be sent via Bonfire under Message - Opportunity Q&A: https://aps.bonfirehub.com/opportunities/111948.

All addendums related to this solicitation will be posted on the Bonfire website at https://aps.bonfirehub.com/opportunities/111948. It is the bidder’s responsibility to check the Bonfire website for any addendums, responses to bidder questions, or other communications related to this solicitation.

Proposals shall be submitted online at https://aps.bonfirehub.com/opportunities/111948. The Office of Purchasing and Warehouse Operations Services will only accept proposals submitted online. Proposal submissions are due no later than 11:00 a.m. ET, December 18th, 2023.

mailto:christie.allen@atlanta.k12.ga.us https://atlantapublicschools-us.zoom.us/j/6730832592?pwd=eCswNzhlTkRSMXhiRmZacmJzOFBRZz09 https://aps.bonfirehub.com/opportunities/111948 https://aps.bonfirehub.com/opportunities/111948

APS will only accept online submissions for proposals. Proposals can be submitted online at:

https://aps.bonfirehub.com/opportunities/111948. Proposals submitted after the bid close date will not be accepted. Note: Any proposal submitted in any other format (email, paper, fax, mail, etc.) will not be accepted for any reason.

ATLANTA PUBLIC SCHOOLS

Crystal Pierson, CPPO

Executive Director of Purchasing Services

TENTATIVE TIMELINE

11/17/2023 Release RFP 11/17/2023 Form 470 Posted 11/29/2023 Pre-proposal conference, 10:30 a.m., ET 12/01/2023 Deadline for written questions, 12:00 p.m., ET 12/05/2023 Response to questions to be posted to Bonfire 12/18/2023 RFP due online Bonfire by 11:00 a.m., ET 12/18/2023 Administrative Review 12/20/2023 Evaluation 01/03/2024 Presentation/Demonstration (If needed) 02/05/2024 Recommendation to the APS Board of Education

1.0 PURPOSE

The Atlanta Independent School System (hereinafter, “Atlanta Public Schools” or “APS”) invites qualified contractors to provide E-Rate eligible wireless equipment and wireless services.

2.0 BACKGROUND

Atlanta Public Schools (APS) is a large, diverse urban school district comprised of schools within the city of Atlanta. APS is organized into school clusters anchored by a signature program that focuses on the vertical and horizontal alignment of academic programs for schools and neighborhoods. Student enrollment is approximately 50,000 total with 87 learning sites, including 59 neighborhood schools, 5 partner schools, 19 charter schools, 2 citywide single-gender academies, and 2 alternative programs.

Currently, we use a cloud-based wireless system controlling all access points deployed at the schools. Some of the primary features used are location analytics, application visibility and control, automatic RF optimization, dedicated security radios, and identity based firewalls. The authentication that is used today are PSK and EAP/MSCHAPV2. We do not foresee changing this network design and intend to use the current network infrastructure as much as possible to support the wireless network.

3.0 SCOPE OF WORK

Atlanta Public Schools is looking for a qualified vendor to provide an infrastructure wireless service and support compatible with Cisco Meraki or equivalent products and Cisco Meraki's cloud-based dashboard that includes access to all those products that includes access to all (provides full wireless network coverage to all) school instructional areas as well as all administrative areas including, at a minimum, academic classrooms (including gymnasiums) for all content areas, frequently used study areas, media centers, assembly spaces (including stadium press boxes, etc.), the library and administrative offices (including conference rooms). Proposals shall provide transparent roaming connectivity to the school’s wireless LAN as students and staff move among the various rooms, and areas in a school building and throughout the district. The solution must provide hardware/equipment, cabling, installation, configuration, licenses, site assessment, warehousing/storage, shipping, inside delivery, on-site installation, configuration/testing, training, documentation, warranty support, and all things necessary for the provision of wireless infrastructure and associated services, in accordance with the requirements of this RFP.

The goal of the district is to have every classroom equipped with a wireless solution as defined in this RFP to raise student achievement through a mobile technology infused learning environment.

The proposed solution should offer:

• Infrastructure wireless service, including leasing of equipment.

• Full installation of all wireless components and systems.

• All cabling plant, materials, etc. needed to implement the solution.

• Ongoing, onsite support and warrantied services for Wireless Technology.

• Dedicated Project manager.

3.1 Detailed Specifications and Features

The specification and feature list:

• Connectivity

• Network Connectivity and Infrastructure

• Wireless Coverage

• Minimum Hardware and Services Technology

• Wireless Access

• Wireless Bandwidth

• Existing School Networks and Growth

• Project Management and Implementation Plan

• Implementation

• Basic Training

• Pricing Schedules for Additional APS Educational Groups

3.2 Connectivity

The devices utilized by APS, whether it is a “Bring Your Own Device” (BYOD) model, a classroom supplied device, or a district supplied device; each student, educator, or guest must be able to connect to the wireless network, the school’s pre-existing local network, and the Internet either directly through the APS WAN wirelessly and through a wired connection (Ethernet) within the school, and must not conflict or degrade existing connectivity alternatives. Each access point must support a minimum number of connections. This is estimated to be 40 to 50 connections per access point.

3.3 Network Connectivity and Infrastructure

The wireless network infrastructure shall connect from the proposed solution’s hardware to the APS infrastructure. Between the two ends, the proposed solution must include the placement of access points, server capacity for applications/files, and any other components necessary to complete the solution. To minimize the need to perform local electrical upgrades, Power-over-Ethernet (POE) is required. Existing network hardware, servers, and infrastructure may be utilized by the proposed solution at APS’s discretion.

The in-school infrastructure shall be accessible wirelessly and remotely. Most schools have 1000 Mbps-equivalent or better Internet connections provided by APS. The vendor shall provide all servers, services, and resources in order to update and maintain the solution dependent hardware.

3.4 Wireless Coverage

The proposed solution must ensure coverage such that there is sufficient capacity to connect all necessary devices to the school’s network from any instructional and administrative area of the school. Students, educators and guests must experience transparent roaming connectivity to the school’s wireless LAN as they move among the various rooms and areas in the school building. The solution must include access from all school instructional areas as well as all administrative areas including, at a minimum, academic classrooms (including gymnasiums) for all content areas, frequently used study areas, media centers, assembly spaces (including stadium press boxes, etc.), the library and administrative offices (including conference rooms). The solution must provide for a site survey to be performed in order to optimize each school’s coverage area.

The solution must also provide access to school network resources via the wireless network and its services, including access to shared applications, files, and printers, if necessary.

The wireless solution must provide complete mobility for both district-owned and district-sanctioned hardware. While at a Site, Facility or School, wireless users must be able to experience transparent roaming connectivity to the wireless network throughout the location. The wireless users should be able to travel between Sites, Facilities, and Schools and seamlessly connect when moving district wide (ex. same SSID so that reconfiguration is not needed when moving between Sites, Facilities, and Schools).

The solution will provide the ability for APS to view reports, get real-time statistics, and engage in limited management of the service via a single interface.

3.5 Minimum Hardware and Infrastructure Services Technology

Provide 802.11ax coverage (at a minimum a/b/g/n/and ac/ad when available). The newest standards are expected at the time of award with periodic upgrades to the most current standards on a rotational basis once every 36 months or sooner as deemed necessary by APS.

3.6 Hardware Technology - Mandatory Requirements

3.6.1 Must support client device radios 802.11a/n/ac/ad/ax with proper access control and Wi-Fi 6 compatibility as well as be Wave 2 upgradeable

3.6.2 Must have 2.4 AND 5Ghz capable radios

3.6.3 Must have 4X4 or better antenna technology

3.6.4 Must have the ability to add an external antenna to access points

3.6.5 Must provide roaming technology for uninterrupted connectivity

3.6.6 Must support optimal performance for client’s access to enterprise applications such as WEB browsing, email, file transfer, video streaming, and the like

3.6.7 Must provide wireless security (WPA2/3 encryption, authentication of all client devices, device onboarding for BYOD, AAA, Radius, TACACS, LDAP/AD, 802.1X, access policy management)

3.6.8 Must provide weatherproof outdoor enclosures

3.6.9 Must provide shock-resistant indoor enclosures

3.7 Infrastructure Services Technology - Mandatory Requirements

3.7.1 Must provide Rouge Access Point (AP) detection and mitigation without affecting

AP performance

3.7.2 Must provide adjustable power levels

3.7.3 Must support seamless roaming and roaming log

3.7.4 Must provide proactive alerts

3.7.5 Must provide device fingerprint (identification of client device type)

3.7.6 Must measure client’s Bandwidth utilization

3.7.7 Must perform client’s performance monitoring

3.7.8 Must provide Real-Time monitoring

3.7.9 Must provide application control

3.7.10 Must provide free Pre & Post site surveys

3.7.11 Must provide free basic training

3.7.12 Must provide quarterly per region and per school wireless utilization reporting, including total connected users, users per spectrum, and users per SSID

3.8 Desired Technical Requirements

3.8.1 Provide Spectrum analyzer

3.8.2 Provide interference mitigation w/alerting

3.8.3 Provide auto configurable Access Points in the environment

3.8.4 Provide Auto-fill, in the event an Access Point fails

3.8.5 Provide User location and mapping (Last known location, Playback a user’s location history)

3.8.6 Provide real-time monitoring

3.8.7 Provide application performance monitoring

3.8.8 Provide traffic shaping/bandwidth throttling

3.8.9 Provide a graphical layout of signal strength throughout the network at each school. This is required to be submitted for the Pre & Post site surveys.

3.9 Wireless Access

The minimum allowable designed solution shall be, at a minimum, one (1) access point per academic classroom (including gymnasiums) for all content areas, frequently used study areas, media centers, assembly spaces (including stadium press boxes, etc.), the library and administrative offices (including conference rooms). Mobile devices will access the proposed solution, which will include the access points and associated hardware to provide a robust network environment for student, educator, and guest network connection requirements. This includes access to the school environment via the wireless network and its services, including access to shared applications and files. If management servers are in the proposal, they are presumed to be located at the APS’s Data Center, but the solution may propose an alternate management server location if a justification is provided that describes a better solution.

The wireless solution will provide the ability for APS to view, print statistics, and manage all access points and controllers from a single interface.

3.10 Wireless Bandwidth

The solution shall provide an effective wireless solution with sufficient, measurable, and necessary bandwidth. The solution must not only include sufficient and measurable aggregate bandwidth but must also be capable of being customized for varying needs within a school. For example, a concentration of physical classrooms within a school may require additional access points, faster speeds, or both within that area.

The minimum bandwidth per thirty (30) or less connected devices, per access point, shall be 5Mbps between the AP and the device.

3.11 Existing School Networks and Growth

The solution will integrate wireless access to the district’s existing network resources. All schools have Ethernet capability. The solution will include the installation of cabling for the solution and the connection to the school’s local network and the APS WAN. The successful vendor may choose to use existing cabling in the schools. However, if the successful vendor does use existing cabling or infrastructure, the vendor agrees to warranty those parts as they would newly installed equipment. The successful vendor will not void the current cabling warranty without the prior written approval of the district. As part of the installation, the vendor will provide an overview of the resulting network to the school technical staff and provide training for that staff in the basics of system/network operation and support.

Suitable architecture must be provided to allow for growth in the wireless network infrastructure if additional grades in a school begin to utilize the infrastructure or the population of a Site, Facility, or School utilizing the infrastructure grows.

3.12 Project Management and Implementation Plan

The vendor must ensure a successful implementation for APS which meets the highest standards and delivers the desired outcomes. This includes necessary site surveys, validation testing, installation and configuration of all hardware, training, support program implementation and any other necessary aspects of the solution.

The awarded vendor will be required to submit a detailed Project Plan to APS for approval, no later than 30 calendar days after contract award. APS may require modifications to the Project Plan prior to approval. The Project Plan must include all aspects of the project and its deliverables, including coordination with APS, site-specific construction requirements, communications and reporting, timetable, installation checklist, Validation Testing Plans, Deployment Plans, Training Plans, and the Service and Support Plans. The Project Plan will be revised and updated on a regular basis to reflect the current status of the project. Any adjustments to the Scope, Baselines, or other significant aspects of the Project are subject to the review and approval of APS.

The vendor must provide a copy of the installation checklist after each installation confirming that all installation steps have been completed successfully.

3.13 Project Management Reporting

The awarded vendor shall submit, on the last working day of each month, a detailed monthly progress report to APS’s Program Manager, starting with the first month of the Agreement. APS may require weekly updates as it sees fit. Among other details, this report must include a summary of the performance metrics specified in this RFP for the reporting period. The awarded vendor may be required to supply additional information as requested by APS.

3.14 Validation Testing

The awarded vendor shall conduct validation testing, in conjunction with APS, to confirm the solution meets or exceeds the functional requirements and the performance and reliability specifications as required herein resulting from this procurement process. This Validation Test will give the vendor the opportunity to test its equipment in the APS school environments and will assure APS that the solution is acceptable for production deployment. The testing will include connectivity, usability, and reliability during the first year. APS reserves the right to require additional testing by the successful vendor, at no additional cost.

3.15 Implementation

The awarded vendor must successfully pre-survey, install, configure, test, and post-survey all hardware and software for each Site, Facility, and School.

Each installation will include the establishment of a site work completion and satisfaction sign-off form. The vendor’s equipment and work at each site will not be considered complete nor will it be paid for until satisfaction sign-offs are obtained from both the responsible site person and APS’s authorized personnel (i.e. Program Manager, Project Manager, Director or Executive Director, or higher).

The awarded vendor is responsible for the delivery, installation, and maintenance of all provided hardware to each participating school and all costs related to such hardware.

This includes unboxing and disposal of all packaging material. The cost of the hardware must include all expenses associated with shipping, returns, installation, warranty related expenses, and related services; as well as disposal of packaging.

The vendor is responsible for the storage and security of all items. If items need to be stored on-site, the vendor must get permission from the APS prior to leaving any equipment.

3.16 Pricing Schedules for Additional APS Educational Groups

The offeror’s solution (hardware, services, optional items, etc.) must be available, at the same cost, to all APS K-12 educational providers, who may purchase it at their own expense. This includes, but is not limited to, Charter Schools.

3.17 Mandatory Service and Support Requirements

3.17.1 Ordering, Shipping, and Invoicing Requirements Ordering

3.17.1.1 All purchase orders will be issued to the awarded vendor. No third-party purchase orders will be issued.

3.17.1.2 The vendor shall notify APS of any proposed new manufacturer model upgrades/changes within a minimum of 90 days prior to APS deployment.

3.17.1.3 The vendor shall demonstrate an evaluation unit 30-60 days prior to an APS install for all model upgrades/changes for testing and acceptance.

3.17.1.4 Pricing for all items shall include: licensing, assessment, shipping, inside delivery, on-site installation, configuration, testing, and warehousing.

3.17.1.5 The vendor is required to have an additional 1% of delivery inventory available for out-of-box failures at no additional cost to

APS.

3.17.1.6 APS reserves the option to purchase new or replacement equipment for five (5) years at an agreed upon price not to exceed 15% below MSRP. Future models must match the proposed discounts provided in vendor responses.

3.17.2 Shipping

3.17.2.1 Vendor shall not charge APS any freight or shipping charges on any order.

3.17.2.2 Delivery of equipment shall be within twenty (20) business days of the vendor's receipt of purchase order(s).

3.17.2.3 APS requires the vendor to have adequate local warehouse space within the Metro Atlanta area for short-term storage (up to 90 Days) at no cost to APS for equipment purchased from the vendor.

Warehousing of APS equipment shall be bonded, insured, and climate controlled by the vendor. The vendor will then deliver and install the items listed on the purchase order based on the schedule issued by APS.

3.17.2.4 The vendor is responsible for notifying the APS Project Manager of the estimated delivery and installation date, 3 business days prior to the delivery of equipment. Deliveries arriving without prior notification and confirmation will be rejected and all return costs shall be the responsibility of the vendor. No school deliveries are scheduled during testing or school closings unless authorized by APS. APS will provide the school calendar to the awarded vendor.

3.17.3 Invoicing Requirements

3.17.3.1 All invoices must include the APS item description and the APS purchase order number. Invoices must be submitted without any shipping costs, taxes, or late fees.

3.17.3.2 The vendor shall send invoices to the APS purchase order "Ship to" address as well as the "Bill to" department.

3.17.3.3 The vendor shall assign a dedicated billing liaison able to resolve cost issues in a timely manner.

3.17.3.4 APS requires the invoice detail to match the purchase order detail.

3.17.3.5 The vendor shall only submit invoices for completed work.

3.17.4 Installation Requirements Assessment:

3.17.4.1 The vendor is responsible for conducting a pre-installation site survey to help determine the design for the proposed solution including where to place the access points and channel allocations etc.

3.17.4.2 The vendor will work directly with an APS Project Manager to plan and schedule the site surveys and installation services. APS will provide floor plans for surveys.

3.17.4.3 The vendor is responsible for conducting a post-installation site survey for the proposed solution which will include the approximate location of the access points, the channels used, and the building heat map along with each device serial number, mac address, and IP address of each device. This information should be submitted to the APS IT Wireless team no later than a week after completion of any site.

3.17.5 Delivery and Installation

3.17.5.1 The vendor shall install the new system and ensure all component functions are working properly and require no intervention from APS.

3.17.5.2 The vendor shall provide experienced (certified) personnel to perform the installation services.

3.17.5.3 Preferred Certifications: CWNA & CWNP (or CCNA Wireless) and ECMS1 or equivalent certifications.

3.17.5.4 The vendor providing professional services to APS must have professional certification in the area of the services being provided.

3.17.5.5 APS reserves the right to reject any vendor personnel.

3.17.6 Vendor Requirements

3.17.6.1 Vendor personnel working in APS facilities shall be bonded and insured by the vendor.

3.17.6.2 APS requires a local Project Manager as the single point of contact from the awarded vendor to meet face-to-face with APS staff weekly or as needed per APS. The primary function of the Project Manager will be to ensure all service delivery tasks are met for APS including the most efficient method of order placement, shipping, delivery, and installation. Project manager credentials should be included with the proposal and an outline of the project management process should be provided.

3.17.6.3 The vendor will assign an on-site project lead to manage all installation and de-installation activities. The project lead will ensure that all customer expectations are met and implement the services according to APS direction. The project lead should be the vendor’s primary point of contact at a project site.

3.17.6.4 The vendor must submit a document outlining the installation plan to include all aspects of the requirements listed in this RFP. This document should be worded so that the average individual can understand it without interpretation by an attorney.

3.17.6.5 The vendor shall provide all labor, materials, tools (ladders, carts, etc.), and equipment required for the delivery, setup, and installation of equipment and accessories. Vendors are never to stand on or utilize APS school furniture or property during installation.

3.17.6.6 The vendor shall follow APS guidelines and schedules. The schedule must not affect student instruction. APS will provide the vendor with building access.

3.17.6.7 Delivery must include unloading all equipment, moving it to the specified installation location(s), removing it from the boxes, and removing said boxes) from the site to be properly disposed of by the vendor.

3.17.6.8 The vendor shall test all equipment components and accessories to verify they are operational prior to the de-installation of existing technology and/or prior to installation of new equipment.

3.17.6.9 The vendor shall install equipment in the location approved by the APS Project Manager from the vendor site assessment.

3.17.6.10 Installation in non-standard classrooms (including portables) may require that modifications be performed to accommodate structural/architectural differences within the classroom.

3.17.6.11 The vendor shall install the required cabling to support their wireless technology.

3.17.6.12 The vendor shall affix the APS Asset Tag and complete the APS inventory control paperwork at the installation site. Asset Tags will be provided by APS.

3.17.6.13 The vendor is responsible for the removal of all packaging, manufacturing reference materials, and work related debris from the site on the same day as the installation. The vendor may not use APS dumpsters for the disposing of work related debris. Roll away dumpsters are not allowed due to space limitations.

3.17.6.14 The vendor shall remove all existing equipment that is replaced from the APS property and deliver to the location predetermined by

APS.

3.17.6.15 Any damage done to APS property by the vendor’s personnel and/or subcontractors shall be repaired or replaced (by the vendor) at no cost to APS.

3.17.7 Configuration/Testing

3.17.7.1 The vendor shall setup all wireless components in accordance to APS wireless network configuration requirements.

3.17.7.2 The vendor shall provide APS with all necessary software for utilization.

3.17.7.3 The vendor shall verify that all components are fully operational before leaving the installation location.

3.17.8 Documentation

3.17.8.1 The vendor shall affix APS Asset Tags to all required equipment as decided by APS. Asset Tags will be provided by APS.

3.17.8.2 The vendor shall provide APS electronic versions of the manufacturer reference materials.

3.17.8.3 The vendor shall complete quality assurance assessments after each installation for sign off by APS Project Manager.

3.17.8.4 The vendor shall register equipment for warranty coverage where applicable and provide the necessary detailed information.

3.17.8.5 The vendor shall complete all APS inventory control paperwork.

3.17.8.6 On a monthly basis, the vendor shall provide APS with an electronic file in Excel format that includes, but is not limited to the following information for all new installations completed:

1. Service agreement start/end dates.

2. Installation location

3. Purchase order numbers

4. Extended service agreement contact phone number and email address

5. Serial numbers for all components

6. Installation/delivery date

7. Manufacturer and/or ship dates do not substitute for the installation/delivery system sign-off dates

8. Relocation: (Equipment being relocated from site A to B):

9. Vendor shall perform the following steps before relocating APS equipment:

a. De-install equipment.

b. Individually shrink-wrap or package equipment per

APS instruction.

c. Label equipment with to and from destinations.

d. Complete all required APS paperwork.

3.17.9 Dead-on Arrival (DOA)

3.17.9.1 All components shall be tested by the installer to ensure proper working order at the location of installation.

3.17.9.1 If any components are found to have major component defects, it is the vendor’s responsibility to provide a new replacement unit during the installation.

3.17.9.2 Repairs will not be accepted on DOAs.

3.17.9.3 DOA units may not be recycled in APS inventory for bid fulfillment.

3.17.9.4 DOA serial numbers shall be submitted to APS Project Management

Office on the installation date.

3.17.10 Expressed Warranty Service Requirements

3.17.10.1 The complete cost of repair, parts, and labor shall be covered by the wireless services agreement. The warranty service agreement period shall begin from the installation date.

3.17.10.2 The vendor shall have the necessary personnel to respond to warranty service calls within the required service level agreements (SLA) for the duration of the warranty service agreement period.

3.17.10.3 The vendor must respond to service calls for warranty equipment within eight (8) business hours. Resolution for service calls shall be within twenty-four (24) business hours.

3.17.10.4 It is the expectation of APS for vendor service technicians to carry inventory on hand for quick resolution.

3.17.10.5 The vendor shall provide repair and replacement of equipment as necessary up to the warranty expiration date. This provision shall survive the expiration of this agreement.

3.17.10.6 The vendor shall provide APS notification for warranty expiration of all equipment at least 90 days prior to the expiration date.

3.17.10.7 LEMON CLAUSE: If a system fails three times within a twelve-month period within the warranty period, an identical replacement unit shall be provided and loaded with all software by the vendor at no cost to APS. Lemon systems shall never be returned to APS inventory. If 15% of a certain model experiences a manufacturer defect within the warranty period, the vendor shall recall the specific model and provide a replacement model throughout APS.

3.17.11 Break-Fix Support

Break-Fix support shall include but is not limited to the following:

3.17.11.1 The vendor shall have the necessary personnel to respond to support requests within the required service level agreements (SLA) for a period of five years. The service agreement period shall begin from the date of installation. Annual renewal will be at APS’ discretion.

3.17.11.2 The vendor shall provide experienced personnel to perform the support services. The vendor providing professional services to APS must have professional certification in the area of the services being provided. APS reserves the right to reject any vendor team member.

The vendor shall include certifications for current personnel with the proposal. Copies of certifications are also required for the duration of the contract.

3.17.11.3 APS requires a local Service Manager as the single point of contact from the awarded vendor to meet with APS management as needed per APS. The primary function of the vendor Service Manager will be to ensure all service delivery tasks are met for APS. Service Manager Credentials should be included with the proposal and an outline of the service management process should be provided.

3.17.11.4 Vendor personnel working on APS premises shall be bonded, insured, and pass an APS Background Check.

3.17.11.5 Vendor must respond to service calls and warranty equipment within eight (8) business hours. Resolution for service calls shall be within twenty-four (24) business hours.

3.17.11.6 It is the expectation of APS for vendor service technicians to carry inventory on hand for quick resolution. All repairs should be done offsite as to not disrupt instruction. Once equipment is repaired it shall be placed back into circulation. The vendor shall provide documentation to maintain an accurate inventory that tracks the movement of equipment when units are replaced.

3.17.11.7 Service agreement work shall be coordinated through APS within the Information Technology (IT) Department. The IT department will have service technicians review all work orders will be validated before assigning to the vendor.

3.17.11.8 The vendor must submit a document outlining the service agreement terms and conditions for warranty equipment. This document should be worded so that the average individual can understand it without interpretation by an attorney.

4.0 METHODOLOGY AND OPERATIONS

4.1 Provide a startup and implementation plan for this project.

4.2 Describe the Infrastructure services plan.

4.3 Provide a sample pre- and post-site survey.

4.4 Describe your reporting capabilities and sample reports from the proposed solution.

4.5 Describe how the proposed infrastructure will be monitored and managed with Atlanta Public School’s Cisco Meraki cloud-based dashboard. If your solution is not Cisco Meraki, please explain how your solutions will be monitored and managed within the APS Cisco Meraki cloud-based dashboard.

5.0 SUBMISSION REQUIREMENTS

The offeror shall submit an online proposal with a response that fully responds to Sections 4 and 5 in the Bonfire Portal. Failure to respond to Sections 4 and Section 5 may result in the proposal being deemed non-responsive. The offeror must reference each section as listed below.

Proposals shall be submitted online via the following link:

5.1 Required Documents

The following required documents must be submitted with your proposal:

1. Offeror Affirmation Form

2. Offeror Information Form (Must include DUNS #)

3. Offeror Inclusion Form

4. Offeror Reference Form

5. Primary Vendor/ Subcontractor Utilization Form

6. Promise of Non-Discrimination

7. Joint Venture Affidavit

8. E-Verify Affidavit of Compliance

a) Contractor Affidavit under O.C.G.A 13-10-91 (b) (I);

b) Subcontractor Affidavit under O.C.G.A. 13-10-91 (b) (3), if applicable; or an

c) Affidavit of Exception (if applicable)

9. Local Preference Form

10. Occupational Tax Registration Certificate (if Local Preference applies)

11. Local or State Business License or Permit

12. Attachment A – Price Proposal Form (Exhibit A and A1)

5.2 Company Qualifications and Experience

5.2.1 Provide a brief history of the company, including the number of years in business providing the goods and services requested in this solicitation.

Specifically, provide the following:

5.2.1.1 Provide a brief statement specifying the amount of experience your company has in working with the Schools and Libraries Division of USAC.

5.2.1.2 Organization and size of the company, and whether it is local, regional, national, or international in operations.

5.2.1.3 The number and nature of the professional staff available to be employed in this engagement.

5.2.1.4 Description of the range of activities performed.

5.2.2 Provide three (3) references from organizations that are comparable to the size of APS where you have successfully implemented your proposed solution in the past. Provide the following information for each reference:

5.2.2.1 Name and address of school district or organization.

5.2.2.2 Name and title of primary contact with telephone number, fax number, and e-mail address.

5.2.2.3 Description of the services provided, including dates.

5.2.3 Provide resumes, which include qualifications, certifications, education, work experience, and responsibilities of staff who will be working on this project.

5.2.3.1 Include brief bios that highlight any company licenses, affiliations, or accomplishments.

5.2.3.2 Attach a copy of the certifications.

5.2.4 Describe strategies for acknowledging and implementing E-Rate rules and modifications to existing ones, during the lifetime of the contract and any extensions.

5.2.5 Identify and provide complete contact information for your organization’s

E-Rate Program subject matter expert and certify that he/she has completed a minimum of 8 hours of annual E-Rate Program continuing education training.

5.2.6 Provide documentation of the training completion by the vendor’s E-Rate subject matter expert from the last two (2) years.

5.2.7 Provide your E-Rate Service Provider Identification Number (SPIN).

5.3 Pricing

All offerors must outline all fees and components in Attachment A – Price Proposal Form (Exhibit A and A1) that identifies and describes the type of E-Rate eligible services (Exhibit A) your firm can provide and describe any additional Non E-Rate eligible services (Exhibit A1) that your firm can provide. Any mention of pricing in any other section of your proposal may result in your proposal being deemed non-responsive and rejected without evaluation.

All proposals shall include Exhibit A and A1 with two (2) pricing sections per the initial annual term through the end of the funding year (June 2025) with four (4) subsequent, one (1) year renewal options.

1. Section One (1) pricing shall be for the hardware/equipment, cabling, installation, configuration, licenses, surveys, etc. Pricing shall be listed on a per Access Point (AP) basis.

2. Section Two (2) pricing shall be for the management and support of the system. Pricing shall be listed on a per Access Point (AP) basis.

Note: All charges must be detailed in Attachment A - Price Proposal Form. Any charges not listed in Attachment A will not be payable by APS under the contract unless the scope of the contract is expanded to include additional services not covered in the scope or otherwise negotiated and agreed to by APS in a written amendment to the contract.

5.4 EVALUATION

5.4.1 To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded contractor to meet all specifications and guidelines set forth herein.

5.4.2 An APS evaluation committee will evaluate each proposal deemed responsive. APS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of the determinations or decisions by APS.

5.4.3 APS reserves the right during the evaluation process to contact offerors who submit proposals and request additional information or clarification necessary to complete the evaluation.

5.4.4 After the closing date and time, Procurement Services will conduct an administrative review of all proposals received to determine responsiveness.

Proposals that are deemed to be responsive will be submitted to the evaluation committee for review. Proposals that are deemed to be non-responsive will not be evaluated or considered for award.

5.4.5 APS will evaluate all proposals and reserves the right to develop a competitive range for consideration. The competitive range is defined as a group for competitive negotiation, as determined during the evaluation process, composed of only those proposals that are considered to have a reasonable chance of being selected for an award and who are, therefore, chosen for additional discussions and negotiations. Generic proposals not in the competitive range are given no further consideration.

5.4.6 Proposals will be evaluated on the following criteria:

Phase 1 Criteria Points Possible

Methodology and Operations 200

Company Qualifications and Experience 350

Pricing – Eligible cost of goods and services 400

Pricing – Ineligible cost of goods and services 50

Total 1000

5.4.7 The formula to evaluate price is as follows: (Lowest price/price of the proposal being evaluated) x points possible for price = score (If applicable.)

5.4.8 APS reserves the right to request a best and final offer (BAFO) from offerors during the evaluation process (If applicable).

5.4.9 APS reserves the right to negotiate terms and conditions, scope of work, price, and/or non-price terms and conditions with selected contractor(s) to meet the needs of the district.

5.4.10 Negotiations may be:

a) Concurrent, which may be conducted concurrently with multiple offerors or;

b) Exclusive, which may be conducted with the offeror whose proposal is the overall highest rated.

5.4.11 Exceeding Available Funds: In the event the pricing submitted by (a contractor or contractors) exceeds available funds, APS reserves the right to negotiate an adjustment of price with the (contractor or contractors).

5.4.12 Award will be made to the offerors whose proposals best meet the needs of APS, determined through the evaluation process. APS reserves the right to award this contract to more than one contractor.

5.4.13 APS reserves the right NOT to hold a Phase 2 presentation/demonstration.

5.5 PHASE 2

Should a Phase 2 presentation be deemed necessary, the following shall apply:

5.5.1 Offerors who have been shortlisted will be invited to participate in the presentation/interview Phase of the RFP process.

5.5.2 The shortlisted offerors will be sent an email outlining the date/time/agenda of their scheduled invitations.

5.5.3 Offerors who chose not to participate in the presentation/interview process will be removed from consideration for an award.

5.5.4 Both Phase 1 and 2 scores will be considered in the final score of the evaluation process if

Phase 2 takes place.

5.5.5 Phase 2 Presentation/interviews will be evaluated on the following criteria:

Phase 2 Criteria Points Possible

Presentation/Demonstration/Features 250

Total 250

6.0 GENERAL REQUIREMENTS

6.1 All work conducted must be in accordance with all local, state, and federal guidelines.

6.2 CONTRACT EXCEPTIONS:

The terms and conditions contained in this solicitation comprise the contract terms and conditions proposed by APS. APS does not intend to make changes to those terms and conditions unless necessary to clarify the scope of work and/or technical requirements. In order for any exceptions to be considered by APS, you must submit your exception request as a question through the Bonfire System by the question due date as noted in the Scope of Work.

6.3 MWBE OUTREACH EFFORTS:

APS, as a district, is committed to promoting equity in all that we do. As a result of this commitment, it is important to APS that all potential contractors are partners in this commitment. More information on the APS position on equity and social justice can be found on our website at:

https://www.atlantapublicschools.us/domain/16290

It is the policy of the Atlanta Public Schools (APS) to promote the utilization of women, minorities, and small business enterprises. While APS does not impose any quotas regarding their utilization, when using sub-contractors, the awarded contractor shall make every effort to reach out to qualified minorities, women, and small business enterprises. To identify MWBE firms, the awarded contractor shall work with the APS Supplier Diversity Office to identify relevant resources.

6.4 Contractor Conduct

6.4.1 Contractor’s employees are expected to exhibit professional, courteous conduct and an appropriate appearance at all times. Any conduct or appearance deemed inappropriate by an APS representative will be grounds for removal from APS property.

6.4.2 The contractor’s employees are to be respectful to faculty, students, and visitors;

these employees are prohibited from fraternizing with these groups. Flirtatious behavior, soliciting monies, names, addresses, and other such inquiries will cause for the employee to be removed from the premises.

6.4.3 Also, radios or audible music are not allowed at worksites. Contractors shall assign the required staff to each location to be serviced to ensure the work can be conducted quickly and efficiently.

6.5 Lost/Damaged APS property

6.5.1 The contractor shall be responsible for repairing or replacing, to the satisfaction of APS, any damage caused by any willful or negligent act of its employees. The Contractor is also liable for any theft proven to be either committed by its employees or made possible by the willful or negligent action of its employees.

6.5.2 If APS incurs any costs due to illegal or inappropriate conduct by the Contractor’s employees, the contractor will reimburse APS for such costs; such costs shall include, but are not limited to, the following:

a) Re-keying or restoring of locks; Service charges levied by security alarm

Contractors, law enforcement agencies, or security companies in response to false alarms;

b) Payments to law enforcement agencies or security companies for investigations of conduct that prove an employee’s inappropriate or illegal conduct.

c) Replacement costs of items missing or damaged due to employee’s conduct.

6.5.3 APS reserves the right (in its sole discretion) to remove the Contractor from the site based on the severity of the acts committed by the Contractor’s staff.

6.6 Additional APS Requirements for working on APS property

https://www.atlantapublicschools.us/domain/16290

6.6.1 Standard business hours are 7:00 a.m. EST to 5:00 p.m. EST unless otherwise indicated herein.

6.6.2 No work shall be performed in an area where children are present or maybe later in the day unless otherwise indicated herein.

6.6.3 All areas of work shall be left in a clean condition, and all debris shall be removed daily and upon completion of service.

6.6.4 APS is a tobacco-free environment; tobacco use is prohibited on all APS properties.

6.7 The contractor agrees to and shall extend all of the same pricing, terms, and conditions quoted to Atlanta Public Schools (APS), to all APS-authorized charter schools through a separate legal agreement with the charter school (with the expectation that payment and coordination of services will be worked out individually between the contractor and the respective charter school). While charter schools are separate legal entities from APS, they do serve APS students and are a part of the APS school district.

7.0 CONTRACTOR REQUIREMENTS

7.1 APS policy requires that all contractors, consultants, or vendors providing services on APS premises be fingerprinted and submitted to a criminal record check initiated by APS prior to providing services to APS. There is a $45 fee (plus a service fee) for background checks.

This may be paid in advance using our online payment option: Background Check Payment Online (https://www.atlantapublicschools.us/domain/15266). Please keep your digital receipt for your records and proof of payment. The payment of this fee is the sole responsibility of the contractor, consultant, vendor, or the employing company. Any contract awarded pursuant to this solicitation is contingent upon compliance with this requirement and a satisfactory background check as determined by APS.

7.2 Use of Subcontractors

7.2.1 If subcontractors are used in the performance of this contract, the contractor must complete and submit with its response the Primary Contractor/Subcontractor Utilization form.

7.2.2 The contractor shall not assign any duties to perform services nor to provide goods to APS under this contract to a subcontractor that is not listed in the contractor’s response to this solicitation.

7.2.3 If a subcontractor is removed from the contract at any time during the term, the contractor must notify APS Procurement Services in writing with the name of the subcontractor, the reason for removal, and the effective date.

7.2.4 If the contractor desires to add a subcontractor at any time during the term of the contract, the contractor must submit to APS Procurement Services in writing the following information on the subcontractor: company name, address, telephone and fax number, and service they will be providing and proposed effective date.

Subcontractors may not begin providing service until approved by APS.

https://www.atlantapublicschools.us/domain/15266

7.2.5 The contractor is responsible for ensuring that all subcontractors who provide goods or services under this contract comply with the terms and conditions of the contract.

7.2.6 The contractor shall give APS immediate notice in writing of any claim, action or suit filed against the contractor by any subcontractor.

7.2.7 APS reserves the right to require that a subcontractor be removed from the contract.

7.2.8 The contractor must complete and submit with their proposal the applicable documentation related to Georgia House Bill 87 (commonly known as the “Illegal Immigration Reform and Enforcement Act of 2011”).

7.2.9 Information on Georgia House Bill 87 may be viewed on the APS website at:

https://www.atlantapublicschools.us/Page/22476

7.2.10 Failure to provide the required Georgia House Bill 87 documentation may result in the offeror’s response to the solicitation being deemed non-responsive and ineligible for evaluation.

7.2.11 The Atlanta Board of Education desires that the Atlanta Public Schools operate in the most ethical and conscientious manner possible. Employees are expected to not only avoid any direct conflict of interest but also to avoid even the appearance of impropriety. In an effort to comply with Board policy and to ensure that our relationship with contractors is above reproach, contractors are prohibited from giving any APS employee any gift, favor, loan, reward, political contribution, gratuity, entertainment, transportation, lodging, or meal except…