2026 EUPISD Erate Consortium C1 IA_DT__ C2 WiFi _MIBS (1).pdf

Form 470# 260000269

2026 EUP E-rate Consortium

BEN 17001648

C1 Internet Access and Data Transport C2 Wireless and MIBS Request for Proposals

SEALED proposals:

Proposals must be submitted in a sealed envelope

● two hard copies and one electronic copy on memory stick,

● sent via USPS, FedEx, UPS or hand delivered, and

● marked as follows:

EUP E-Rate CONSORTIUM 315 Armory Place Sault Ste. Marie, Michigan 49783

ATTN: EUP E-Rate CONSORTIUM C1 IA and DT, C2 WiFi and MIBS Bid”

Proposals due February 27, 2026 at 2PM Eastern and the public bid opening follows at the address above. Proposals received after this day and time will be returned unopened and will not be considered.

Questions and Answers

Deadline for questions: January 30, 2026 12pm Eastern.

Email questions about this RFP to:

Angie McArthur, angiem@eupschools.org and to erate@sounderate.com Answers will be uploaded as addenda to USAC Portal by COB the same day.

Purpose and Intent of the RFP - ALL ITEMS BID AS IS OR EQUIVALENT

On behalf of its Members ("MEMBERS, MEMBER"), the EUP E-Rate CONSORTIUM ("CONSORTIUM") is seeking proposal(s) from qualified service providers for E-rate Category 1, Internet Access and Data Transmission and Category 2 services for WiFi equipment and Managed Internal Broadband Service to all E-Rate eligible CONSORTIUM entities. Vendors must be sufficiently qualified to provide services to all of the CONSORTIUM, MEMBER school districts listed in (ATTACHMENT A) regardless of whether or not the school district requires services, and must demonstrate the ability to provide reliable, high-quality services meeting the minimum specifications set forth in this Request for Proposal ("RFP") and any addenda to this RFP, or mutually agreed upon alternates. Respondents must have an existing and active Universal Service Fund (USF) program Service Provider Identification Number ("SPIN") for eligible products or services that are being proposed to be considered sufficiently qualified to bid (you may bid non-eligible related technology products and services without a SPIN).

mailto:angiem@eupschools.org mailto:erate@sounderate.com

Respondents to this RFP must propose services and equipment that meet all of the requirements of the Universal Service Fund ("E-rate") program. Submission of a proposal in response to this RFP signifies respondent's assurance that it has included all of the legal, technical, administrative, management, and support requirements to ensure full compliance with E-rate program requirements regardless of whether or not such are specifically enumerated in this RFP. Products and services bid must clearly be broken out into USF eligible and non-eligible service and components.

The intent of this RFP is to obtain proposals from qualified vendors, which, through a thorough, objective review process will result in the selection of and contracting with one or more vendors.

Although the CONSORTIUM anticipates selecting and contracting with one or more vendors through this process, the CONSORTIUM reserves the right to reject any and/or all proposals, including separate proposals, and select only those goods and services which the CONSORTIUM believes to be in their best interest as the most cost effective solution and also reserve the right to consider any and all eligible master contracts that may be available to the CONSORTIUM.

Vendors must submit a proposal for the provision of any or all of the goods and/or services requested. Respondents are also encouraged to propose multiple solutions if there is more than one approach to the requirements of any section. Differing approaches should be included on separate bid forms and should be sufficiently identified as "alternate" proposals.

USF

The CONSORTIUM intends to apply for Universal Service Fund (USF or E-rate) discounts for those eligible services being requested through this RFP. Responding vendors must fully comply with the requirements of the E-rate program as administered by the Universal Service Administrative Company (www.USAC.org/e-rate). Respondents seeking to contract with the CONSORTIUM or any of its MEMBERS in response to this RFP must, in addition to meeting all requirements of the E-rate program, complete all forms and make all accommodations necessary for E-rate funding, and must ensure that all goods and services provided meet all E-rate guidelines for

1. eligible services and products,

2. service providers, and

3. contracts.

A. As part of their bid, respondents must clearly identify which services proposed are eligible for E-rate discounts, including any and all items/services which are or are not eligible.

B. All goods and services which are being bid under this RFP are expressly conditioned and contingent on the CONSORTIUM obtaining E-rate discounts, however, the CONSORTIUM reserves the right to proceed with a goods and /or service contract regardless of the outcome of the E-rate discounts.

C. Respondents agree to comply with all E-rate rules, regulations, guidelines, and limitations that are currently in place or as may come into place during any contract term, regardless of whether or not such rules, regulations, guidelines, and limitations are known. Respondents must familiarize themselves with the E-rate program for K-12 schools to ensure that compliance is mandatory.

D. Respondents agree that in the event of an E-rate audit or Program Integrity Assurance (PIA) process, respondents will respond to the CONSORTIUM, consultant on behalf of CONSORTIUM, and/or any MEMBER, or to the USAC within three business days of the initial contact/request for information. Failure to respond to these requests may represent a material breach of any fully executed agreement and may permit immediate termination of the agreement.

E. Respondents agree to retain any and all records related to respondent's bid and/or provision of products or services under this RFP for a minimum of ten (10) years following the start of service and/or installation of equipment with management service under this RFP.

Respondent further agrees to make any such records available within three business days of a request from the CONSORTIUM, consultant on behalf of CONSORTIUM, MEMBERS, or from the USAC.

The E-rate funding year begins on July 1st and ends on June 30th of the following year. Typically, funding decision letters are not issued until sometime after April 30, and invoicing for reimbursement is not available from USAC until July 1. In consideration to the CONSORTIUM MEMBERS, vendors are requested to bill only those ineligible products or services and the school district's non-discounted portion of the discounted service prior to the receipt of the funding commitment decision letter(s) - aka SPI (Service Provider Invoicing) required.

Implementation Schedule CONSORTIUM is seeking the following C1 IA+DT, C2 WiFi Network Upgrades and MIBS:

1. Internet Access and Data Transmission: to begin on July 1, 2026 through June 30, 2027.

Will accept Month-To-Month (MTM) or 12-month agreement. Seeking an additional two (2) 12-month agreements, potentially ending June 30, 2029.

2. WiFi network equipment upgrades.

a. Including managed internal broadband services, to begin on July 1, 2026 through

June 30, 2031. Five year agreement to coincide with E-rate 5-year budget cycle.

Potential for 1, 5-year extension for managed internal broadband service resulting in a potential 10-year agreement.

3. Contracts must be awarded and executed in accordance with the USF deadlines. Contracts will be contingent upon the CONSORTIUM receiving an actual E-rate funding commitment with an option for the CONSORTIUM to accept the services in the absence of receiving an actual funding commitment.

General Requirements/Conditions of Bidders Proposals submitted in response to this RFP represent an offer to contract on the part of respondent, and proposals must remain in effect for at least 180 days from the date of receipt of the proposal by the CONSORTIUM.

A. No bidder may withdraw a proposal after submission of the proposal except in case where a bidder demonstrates to the CONSORTIUM MEMBERS satisfaction that a material and substantial mistake was made in preparing the proposal, in which event the bidder has 24 hours after receipt of the bid to deliver to the CONSORTIUM MEMBERS, a notice in writing that he/she desires to withdraw his/her proposal and stating the reasons therefore. Once a proposal is withdrawn, it may not be re-submitted.

B. The CONSORTIUM, or any of its MEMBERS will not pay any costs associated with the preparation of a submission of any bids in response to this RFP.

C. The selected vendor must not be currently debarred, suspended, or proposed for debarment by any federal entity. Submission of a bid in response to this request for bids represents respondent's acknowledgement that respondent is not debarred, suspended, or proposed for debarment by any federal agency.

D. The selected vendor(s) shall be responsible for all design, information gathering, and required programming to ensure a successful implementation of the services for which the.vendor's proposal is accepted. No additional charges (besides those which are included on the selected bidder's response sheets) shall be made or accepted by the CONSORTIUM or any of its MEMBERS, unless such is mutually agreed upon in writing. Proposals must include all hardware, software and licensing costs associated with providing, installing, and configuring the equipment and services, including, but not limited to:

a. perpetual operation and management of the internal broadband equipment

b. replacement and repair costs

c. costs associated with providing "as-built" documents to the applicable

CONSORTIUM MEMBER and

d. all ancillary equipment costs.

E. All of the CONSORTIUM member school districts are operating under Michigan's Revised School Code. As such, the districts are typically exempt from taxation. The CONSORTIUM will not pay any taxes unless the selected vendor(s) can demonstrate to the satisfaction of the CONSORTIUM that the CONSORTIUM member is not exempt from the payment of that tax.

F. The CONSORTIUM and/or any MEMBER will require the selected vendor to enter into a written contract for the provision of services. This RFP and the selected vendor(s) proposal will be incorporated into the contract by reference as will any written clarifications between the parties, which are mutually agreed upon by the parties. Should there be a conflict between the various documents, the order of precedence shall be as follows:

(1) the Agreement,

(2) the bid bulletins and clarifications between the CONSORTIUM/participating MEMBER, and the Contractor,

(3) the CONSORTIUM's Request for Proposals, and

(4) the Contractor's response to the CONSORTIUM's Request for Proposals.

G. The selected vendor(s) agrees that no person shall, on the basis of race, color, religion, national origin, sex, gender identity, sexual orientation, disability, age, marital status, military status, genetic information, or any other statutorily protected category be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any contract between the CONSORTIUM and/or any MEMBER and the vendor.

Warranty Requirements of Selected Vendor(s) - aka Contractor

A. The CONSORTIUM and Contractor represent and warrant that

(i) it has the full authority to perform its obligations,

(ii) Contractor’s execution or performance will not violate or be considered a breach of any obligation of such party to any third party, and

(iii) Contractor’s execution or performance will not violate any applicable law or regulation.

B. Contractor represents and warrants that it will perform the services and deliver equipment in a good and workmanlike manner, using only qualified personnel, and that the services and equipment will function in all material respects in accordance with the applicable specifications, and will be free from material defects in design, materials, workmanship, and disruption, and that the goods and services will be fit for the purpose intended.

C. Contractor understands that service uptime is critical to the CONSORTIUM and that any disruption in Service to the CONSORTIUM will constitute a meaningful impact to the CONSORTIUM. CONSORTIUM member's general hours of operation are Monday through Friday from 7:00 AM until 5:00 PM, EST.

D. The Contractor will obtain and maintain at all times during the term of this Contract all applicable business and professional licenses necessary to provide the Services.

E. The Contractor warrants and affirms that it has good title to all goods and services to be provided free and clear from any encumbrances and that such title will be transferred to the CONSORTIUM and/or applicable CONSORTIUM.

F. The Contractor warrants and affirms that it has reviewed all applicable E-rate rules, regulations, guidelines, and limitations and that it will comply with all such rules, regulations, guidelines, and limitations regardless of whether or not such are known to them. Contractor further warrants that the services and goods for which Contractor has bid are, to the extent identified by Contractor, 100% eligible for E-rate discount.

Proposal Content and Directions for How to Respond As part of a proposal package, respondents must submit the following:

A. Cover letter signed by an individual authorized to bind the respondent in a legal contract. The cover letter should include the proposer's name, business type (i.e. corporation, LLC, etc.), principal place of business address, contact information for the point of contact regarding the proposal, the name and contact information for the individual responsible for E-rate on behalf of respondent, respondent's Service Provider Identification Number (SPIN) (FCC Form 498).

B. Costs for service to each CONSORTIUM MEMBER for services and terms stated in this

RFP.

a. Costs must be broken out for each CONSORTIUM MEMBER as follows:

i. Service and equipment eligible for discount

ii. Service and equipment not eligible for discount

C. Please see attached worksheet for IA + DT, C2 Network Equipment for upgrade, and Annual MIBS charges. Use appropriate cells to enter pricing and submit as part of the proposal.

Missing data in the worksheet may be grounds for disqualification.

D. ALL ITEMS BID AS IS OR EQUIVALENT