3-Access Points SOW ERATE 2026.pdf

PROVO CITY SCHOOL DISTRICT

REQUEST FOR PROPOSAL # PCSD032232026

E-Rate Access Points

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

Provo City School District is issuing this Request for Proposal (RFP) to solicit proposals from qualified vendor(s) to provide access points to be installed throughout the Provo City School District.

ISSUING OFFICE AND RFP REFERENCE NUMBER

The District’s Purchasing Department is the issuing and the District’s Technology Department is the conducting office for this document and all subsequent addenda relating to it. The reference number for the request is Solicitation # PCSD03232026. This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

LENGTH OF CONTRACT

The contract resulting from this RFP will be for one (1) year.

PRICE GUARANTEE PERIOD

All pricing must be guaranteed for one (1) year. Requests for price adjustment must include enough documentation to support the request. Any adjustment or amendment to the contract will not be effective unless approved by the Director of Purchasing. Provo City School District will be given the immediate benefit of any decrease in the market, or allowable discount.

STANDARD CONTRACT TERMS AND CONDITIONS

Any contract resulting from this RFP will include but not be limited to the District’s Standard Terms and Conditions.

Exceptions and or additions to the District’s Standard Terms and Conditions are strongly discouraged.

Exceptions and additions to the Standard Terms and Conditions must be submitted with the proposal response.

Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs or information on website URLs must not be requested in the RFP document and must not be submitted with a proposal. URLs provided with a proposal may result in that proposal being rejected as non-responsive. URLs are also prohibited from any language included in the final contract document.

The district retains the right to refuse to negotiate on exceptions should the exceptions be excessive, or not in the best interest of the district, negotiations could result in excessive costs to the state, or could adversely impact existing time constraints.

If negotiations are required, the contractor must provide all documents in MS Word format for redline editing. The contractor must provide the name, contact information, and access to the person(s) who will be directly involved in legal negotiations.

QUESTIONS

All questions must be submitted through the Utah Public Procurement Place(U3P), Bonfire/Euna. Answers will be given via the U3P site.

SUBMITTING YOUR PROPOSAL

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and ineligible for consideration. Both the technical and cost proposals must be received electronically through Utah Public Procurement Place(U3P), Bonfire.

All submitted proposals will consist of a technical proposal and a cost proposal. (Do not send extra materials, ancillary materials, or physical samples.) For the electronic proposal submission, you should attach two separate documents in U3P in the questions section: a question titled “Technical Proposal” and “Cost Proposal” will be available for submitting these items.

When submitting a proposal electronically through U3P, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the RFP. If you are in the middle of uploading your proposal at the closing time, the system will stop the process and your proposal will not be received by the system.

Electronic proposals may require the uploading of electronic attachments. U3P’s site will accept a wide variety of document types as attachments. However, the District is unable to view certain documents. Therefore, you MAY NOT submit documents that are embedded (zip files), movies, wmp, and mp3 files. All documents must be attached as separate files. If the vendor seeks verification of their completed submission, please email woodyt@provo.edu.

NOTICE: By submitting a proposal in response to this RFP, the offeror is acknowledging that the requirements, scope of work, and evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood, and agreed to. Any exceptions to the content of the RFP must be protested to the purchasing agent before the closing date and time for submission of the proposal.

DISCUSSIONS WITH OFFERORS (ORAL PRESENTATION)

An oral presentation by an Offeror to clarify a proposal will be required at the sole discretion of the District.

However, the District may award a contract based on the initial proposals received without discussion with the Offeror. Oral presentations will be scheduled after the submission of proposals and oral presentations will be made at the offeror's expense.

AWARD OF CONTRACT

Award shall be made to the offeror whose proposal is the most advantageous to the District taking into consideration price and the other evaluation factors outlined in this request for proposals. It is anticipated that this award will be made to a single vendor.

The District reserves the right to award the contract(s) to a technically qualified lower-cost offeror(s) in the event the high-scoring offer is determined to not be the best value offered to the District, based on a cost-benefit analysis.

SCOPE OF WORK

The Provo City School District is requesting proposals from qualified vendors interested in providing access points.

The scope of work does not include the installation of devices, but some on-site support may be required. Provo City School District will perform all required installations of devices.

• Quantity 400 - Ruckus R770 Wi-Fi 7 tri-band Wireless Access Points. 2x2:2 in 2.4 GHz, 4x4:4 in 5 GHz, 2x2:2 in 6 GHz and supports Wi-Fi 7.

• Quantity 400 - 1 year License for control and software upgrades for submitted Access Points.

Wherever in this RFP an item is defined by using a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invite the submission of equivalent products by the Offerors.

Offerors may be required to submit product samples to assist the chief procurement officer or head of a procurement unit with independent procurement authority in evaluating whether a procurement item meets the specifications and other requirements set forth in the request for proposals. Product samples must be furnished free of charge unless otherwise stated in the invitation for proposals, and if not destroyed by testing, will upon written request within any deadline stated in the invitation for proposals, be returned at the Offeror's expense.

Samples must be labeled or otherwise identified as specified in the invitation for proposals by the procurement unit.

Mandatory Minimum: Vendor must have and provide their SPIN Number.

PROPOSAL Technical Criteria Schedule A-E

All proposals must contain responses to the following criteria:

Schedule A - Compatibility with existing infrastructure: 250 Points

• Provo City School District currently uses the access points listed above in the Scope of Work. Please describe your product in detail, including how your product will be compatible with our current network.

Schedule B – Prior experience with Provo City School District and/or similar organizations: 150 Points

• List five (5) experiences with the Provo City School District and/or similar organizations. List experience and services provided, including description of work or products provided, along with support.

Schedule C – Local or in-state vendor: 100 Points

• Please provide information on your local presence in Northern Utah and response time to help the district with on-site support.

Schedule D - Responsiveness to all the other terms and conditions of the RFP or E-Rate form 470: 150 Points

• Please provide information showing that the Vendor participates in E-Rate, has a SPIN, and the process they use to make sure a timely SPAC is submitted.

Schedule E - Cost of eligible goods: (provided separately from Schedules A-D) 350 Points

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule.

Stage 1 - Scoring Schedule A - Compatibility with existing infrastructure: 250 Points Schedule B – Prior experience with Provo City School District and/or similar organizations: 150 Points Schedule C – Local or in-state vendor: 100 Points Schedule D - Responsiveness to all the other terms and conditions of the RFP or E-Rate form 470: 150 Points

Stage 2 – Scoring Schedule E – Cost Proposal – Points possible 350

All vendor proposals will receive a percentage of the 350 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 350

Cost Sheet Continued on next page.

Provo City School District - E-Rate Access Points RFP#PCSD03232026 Cost Sheet

Company Name:___________________________Contact Name:___________________________

Vendor Email:______________________________Phone Number:__________________________

Quantity 400 - Ruckus R770 Wi-Fi 7 tri-band Wireless Access Points. 2x2:2 in 2.4 GHz, 4x4:4 in 5 GHz, 2x2:2 in 6 GHz and supports Wi-Fi 7.

Cost Total:_________________________________

Quantity 400 - 1 year License for control and software upgrades for submitted Access Points

Cost Total:_________________________________