3-Tacoma SD Erate 2026 RFP Final.pdf

TACOMA SCHOOL DISTRICT 10

E-rate RFP

Funding Year 2026

Release Date:

December 11, 2025

Prepared by:

Charlie Jackson

E-rate Consultant charlie@bridgevisionconsulting.com

404-985-9696

INSTRUCTIONS FOR SERVICE PROVIDERS

Tacoma School District

Dear Service Provider:

Thank you for your interest in the E-rate RFP for the Tacoma School District for E-rate Category 2.

To assist you, in this RFP you will find:

- Information Sheets, containing:

o Detailed information for products/services being sought

▪ When there are existing month-to-month services for which competing prices are sought, they will be identified as “existing” o Contact information for the entity

- Service Provider Qualification Form – must be completed and submitted with your /proposal

- Service Provider Assurance Form – must be completed and submitted with your proposal

- Service Provider Certifications on Prevailing Wage, Suspension and Debarment, and Other State of

Washington Public Works Requirements – must be completed and submitted with your proposal

- Cabling Requirements – must be completed and submitted with your cabling proposal. A cabling specification may be available from the school’s contact person.

o The district scheduled a wiring walk-through for interested vendors on Dec 19th, 2025, at 2pm. Please check in at the main office. Lincoln HS 701 S. 37th St, Tacoma WA 98418.

- Dark-Lit Fiber Service Proposal Requirements – must be completed and submitted with your dark and or lit fiber proposal.

- Master Contract Information – Per SLD, a master contract is “a contract negotiated by a third party, the terms and conditions of which are then made available to an eligible entity that purchases directly from the service provider.” Use of a master contract to provide pricing is allowed. Use this form to indicate the name and or number of the contract, as well as start and end dates, and web address.

- Sample E-rate Contract Letter – This or a similar document will be completed and returned to the service provider for counter-signature if service provider is selected.

Questions, Comments and Interpretation of the RFP

All comments or questions requiring interpretation or revisions to the RFQ or RFP must be submitted electronically through the Tacoma School District Electronic Bid Management System “Bonfire” website, using the questions tab. Deadline for questions is Jan. 6thrd, 2025, 2pm.

There are generally two types of questions. The first type involves a question about information that can be found in the documents. This type of question may be resolved by directing the Proposer to the specific section of the RFQ or RFP where the answer may be found without addressing the question in an addendum.

The second type of question involves clarifying or interpreting parts of the RFQ or RFP. Response to the second type of question will be provided to all potential Proposers by written addendum posted on the Tacoma School District Electronic Bid Management System “Bonfire” website. (Refer to the dates indicated in RFQ Section 1.8 for specific dates related to the release of addenda.)

Any information clarifying or modifying the RFP will be furnished solely by written addendum by Jan. 9thth, 2025. Oral interpretations, explanations or instructions related to the RFQ or RFP will be avoided. Oral mailto:pauljkarlin@outlook.com interpretations, explanations or instructions are not binding.

DISQUALIFICATION FACTORS

Vendor bids that do not meet the requirements as specified on each district page can be disqualified and not evaluated further. SPAM and/or robotic responses will not be considered valid bid responses and will be disqualified from consideration.

SUBMITTING PROPOSALS

All proposals, must be submitted no later than January 15, 2026.

All proposals, are to be submitted via Bonfire.

https://tacoma.bonfirehub.com/portal/?tab=openOpportunities

SELECTION OF SERVICE PROVIDERS

All proposals will be reviewed and selected by individual districts/entities. Identification of winning service providers will be done using a Bid Evaluation Matrix. Although cost will be the highest ranked factor on the matrix, the intent of the Bid Evaluation Matrix is to identify the most cost-effective quote or RFP response. Bid Evaluation Matrices to be used will be found within each entity’s information sheet or in the Appendix of this

RFP.

Each district/entity reserves the right to make awards in the manner that best meets its operational needs.

Awards may be made in whole, in part, or by individual item within a category, and may be issued to a single vendor or to multiple vendors when it is determined to be in the best interest of the district/entity. This flexibility ensures that the district/entity may secure the most advantageous combination of pricing, service, and product availability.

SERVICE PROVIDER QUALIFICATION FORM

Information about the Vendor Company Name

E-rate SPIN

Years in Business

Number of years providing solutions similar to this proposal

Contact Person/Title

Full Mailing Address

Telephone Number

E-Mail Address

Names and titles of personnel who will work on this project

References – 3 required School/District Name

Contact Person

Phone Number

E-mail Address

Dates Services Provided

Description of Services Provided

Technical Competencies – Please list technical certifications

1.

Reseller Authorizations – Please list reseller authorizations

1.

SERVICE PROVIDER CERTIFICATIONS ON PREVAILING WAGE, SUSPENSION AND DEBARMENT, AND OTHER

STATE OF WASHINGTON PUBLIC WORKS REQUIREMENTS

Prevailing Wage - Pursuant to RCW 39.12, no workman, laborer, or mechanic employed in the performance of any part of the project shall be paid less than the "prevailing rate of wage" (in effect as of the date that bids/proposals are due) as determined by the Industrial Statistician of the Department of Labor and Industries.

The schedule of the prevailing wage rates for the locality or localities where this contract will be performed is published on the Washington State Department of Labor and Industries Website at:

http://www.lni.wa.gov/tradeslicensing/prevwage/wagerates/default.asp and is made a part of this contract by reference as though fully set forth herein. The Contractor shall provide the respective Subcontractors with a schedule of the applicable prevailing wage rates.

Signature ____________________________________

Suspension and Debarment – Service provider certifies to the best of their knowledge/belief that neither as an individual and/or the company and its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded for the award of contracts by any Federal governmental agency or department. Service provider shall provide immediate written notice during the term of the Agreement if such certification was erroneous when made or has become erroneous by reason of changed circumstances. Based on such notification, or if district/client should determine at any time that this certification is false, district/client reserves the right to review the status of the service provider and if necessary, terminate the agreement.

Other State of Washington Public Works Projects – Service provider certifies to be in compliance with all other State of Washington Public Works Requirements.

SERVICE PROVIDER ASSURANCE FORM

Service Provider agrees to provide:

Installation and Testing Service Provider will unbox, deliver, install, configure, and test all equipment based on the school’s installation schedule.

Signature ____________________________________ (enter “NA” if not applicable)

Administrator Training Service Provider will provide training to the school’s network administrator(s) relative to the network operations of the new equipment and network software. Training will not cover end-user devices.

Signature ____________________________________ (enter “NA” if not applicable)

Asset Tagging and Inventory Service Provider will tag all equipment with appropriate school and E-rate identification information and provide a digital and paper inventory.

Signature ____________________________________ (enter “NA” if not applicable)

Walk-through and Acceptance After all of the services above have been provided, a Service Provider project manager will conduct a walk-through with a school representative. At that time, project documentation will be given to the school.

Documentation will include: digital and paper inventory; installation and testing data; as-built drawings;

product documentation and warranty information; and Service Provider contact information. When all elements are provided, the school representative will sign an Acceptance Page.

Signature ____________________________________ (enter “NA” if not applicable)

Service Provider agrees to the following:

Contingent upon Funding – This proposal/contract will be contingent upon approved E-rate funding. The contract (see page 12) does not bind the school to the project if SLD or matching funds are not appropriated.

Project Scaling – Service Provider understands that schools may not have access to required funds and may need to scale back the project to meet budgetary needs.

Portion Billing – If implementation occurs after E-rate approval, the school will be billed only for the school’s USAC portion of charges.

Lowest Corresponding Price – The service provider will offer and charge the lowest price that the service provider charges to non-residential customers who are similarly situated to a particular school, library, or library consortium for similar services.

CABLING REQUIREMENTS

Service Provider agrees to the following:

Project Requirements

Technical Requirements – Must be met per each entity’s specifications.

Complete Turnkey Solution – Cabling is to provide all materials and labor, including but not limited to: Cat 5e, Cat6, Cat 6A wire, or fiber drops in colors per school requirements; patch panels, racks, raceway, hooks, connectors, outlets, firestop, and other materials as needed.

As-built drawings – To be provided upon project completion. (Floor plans showing circuit identification number and location and room number of each outlet.)

Installation and Testing Documentation - Certification test result documents to be provided upon project completion.

Labeling – All ports to be labelled at both ends per school requirements.

Patch Cables – 2 patch cables are to be provided per each cable run. Lengths and colors per school requirements.

One Year Warranty – Service Provider will warrant and support products/services for a minimum of 1 year.

LIT-DARK FIBER SERVICE PROPOSAL REQUIREMENTS

If an applicant is seeking pricing for “Digital Transmission – Lit or Dark Fiber Service,” it is seeking pricing for both lit and dark fiber solutions as well as hardware for terminating dark fiber so that it can compare all options and determine the most cost-effective solution. Multi-year pricing/contracts are encouraged.

Prospective vendors can provide proposals for dark fiber, lit fiber, and/or terminating hardware.

If an applicant is seeking pricing for “Digital Transmission – Lit Fiber Service,” it is seeking pricing for lit fiber solutions only. Multi-year pricing/contracts are encouraged.

Lit Fiber Proposal Requirements

● Provide a proposed materials and labor itemized cost breakdown for service capable of bandwidth identified by district dedicated to each site identified by district.

● Include costs for fiber termination within each building.

● Include non-recurring installation and/or special construction costs.

● Include recurring monthly/yearly costs for continued ongoing service.

● Include minimum contract terms.

● In each cost, separate and itemize the portion that is eligible and non-eligible for E-rate reimbursement.

Dark Fiber Proposal Requirements

● Provide a proposed materials and labor itemized cost breakdown for service capable of bandwidth identified by district dedicated to each site identified by district.

● Provide cost breakouts for each school as separate line items.

● Include non-recurring installation and/or special construction costs.

● Include recurring monthly/yearly costs for continued ongoing maintenance and operation service costs.

● Include in the proposal an option to pay the upfront “build-out” costs in a monthly contract.

● In each cost, separate and itemize the portion that is eligible and non-eligible for E-rate reimbursement.

● Include minimum contract terms.

Terminating Hardware Proposal Requirements (for dark fiber – can be proposed separately or as part of dark fiber proposal)

● Provide Make/Model, quantities, and costs for provisioning and installation of network hardware required to light the dark fiber.

● Proposed hardware must be compatible with the owner's equipment at each of the locations.

Support and Documentation for Installation Costs during Application Review During application review (PIA), selected service provider will be asked to provide the following details of installation costs/ construction charges for providing new fiber:

● kmz or .json map file of the route being constructed

● Latitude and Longitude of route endpoints

● Plant mix of project (% of aerial, direct buried, and conduit)

● Breakdown of installation costs, including o Cost per foot o Identification and cost breakdown of most expensive item o Electronics costs (dark fiber only)

● Possible alternate routes and their costs compared to cost of selected route (to determine cost effectiveness of selected route).

● Description of construction issues that cause the cost per foot to be inflated. (For example (e.g., “a directional bore requirement because of rocky soil or a surface that could not be plowed; expensive make ready for pole attachments; bridge crossings; waterway crossings; railroad crossings; historic preservation issues or environmental issues”).

Service Provider has read the above proposal requirements:

MASTER CONTRACT INFORMATION

Per SLD, a master contract is “a contract negotiated by a third party, the terms and conditions of which are then made available to an eligible entity that purchases directly from the service provider.”

_______ Yes, a master contract was used to provide pricing for this proposal/quote.

_______ No, a master contract was not used to provide pricing for this proposal/quote.

Contract Name:

Contract Number:

Start Date:

End Date:

Web address to find a copy of the contract:

Contract Name:

Contract Number:

Start Date:

End Date:

Web address to find a copy of the contract:

SAMPLE E-rate Contract Letter

[To Be Placed on School Letterhead]

Date

Vendor Name

Dear :

This letter will confirm our decision to purchase up to $____________ of products and/or services from your company during the Y 2026 E-rate funding year as specified in the attached documentation. For non-recurring services, the contract dates are 4-1-2026 through 12-31-2027.

The procurement of these network products and services will be dependent upon the following conditions:

1. Final approval of next year’s fiscal budget;

2. Contract confirmation by next year’s school board;

3. Award of associated Year 2026 E-rate funding; and

A SPIN change will be permitted by this agreement if VENDOR is not able to meet timeline requirements of the project.

An extension of up to 36 months is permitted by this agreement.

This written acceptance of your proposal constitutes an agreement between us. Please sign below to acknowledge your acceptance and return a signed copy to us as soon as possible. Electronic and facsimile copies are deemed originals.

Sincerely, SERVICE PROVIDER:

Name and Title Name and Title

Date Date

Attachment: quote, proposal, etc.

TACOMA SCHOOL DISTRICT 10

E-rate RFP

Funding Year 2026

Category 2 - Hardware and Cabling

ENTITY INFORMATION

Descriptions and quantities of requested products/services are best approximations and are subject to change. If hardware make/model is specified, proposals for an equivalent make/model will be accepted(if not the exact item, must be compatible with current hardware and district environment)

Name of Entity: TACOMA SCHOOL DISTRICT 10

TACOMA, WA 98405

E-rate Contact Ron Tiedman; rtiedem@tacoma.k12.wa.us

Minh Nguyen; mnguye1@tacoma.k12.wa.us Brendan Hall; bhall1@tacoma.k12.wa.us

Number of Schools 58 Number of Other Buildings 5 Category 2 Switches and Routers New: Aruba 6405 or equivalent; quantity 2

Modules, cables, connectors, software, OS, licensing, support, maintenance as needed for above; Aruba or equivalent (if not the exact item, must be compatible with current hardware and district environment)

Wireless APs & Installation New: Aruba AP 635 Access Point or equivalent; Quantity 1580 New: Aruba AP 655 Access point or equivalent; Quantity 100

New; Software, licenses, OS, patch cables, network cards, universal mounting hardware, pedestals, accessories as needed for above; or equivalent(if not the exact item, must be compatible with current hardware and district environment)

Cabling Fiber replacement from MDF to IDFs within Lincoln High School

The district scheduled a non-mandatory wiring walk-through for interested vendors on Dec 19th, 2025, at 2pm. Please check in at the main office. Lincoln HS 701 S. 37th St, Tacoma WA 98418.

UPS Tripp Lite - 5PX3000HRTG2 w/ NIC or equivalent; Quantity 25

New; software, licenses, OS, patch cables, network cards, mounting hardware, pedestals, accessories as needed for above; or equivalent (if not the exact item, must be compatible with current hardware and district environment)

Internal Connections LR (long range) fiber transceivers, single mode; Quantity 220 SR (short range) fiber transceivers, multimode ; Quantity 950

Third-party make/models or equivalent for both above (if not the exact item, must be compatible with current hardware and district environment)

Switches Aruba CX 6300L 48 port Smart Rate or equivalent; Quantity 50 Aruba CX 6300L 24 port Smart Rate or equivalent; Quantity 50

Aruba CX 6200F 24 port or equivalent; Quantity 100 Aruba CX 6200F 48 port or equivalent; Quantity 50

Modules, cables, connectors, software, OS, licensing, support, maintenance as needed for above; Aruba or equivalent (if not the exact item, must be compatible with current hardware and district environment)

SITE WALK/INFORMATION MEETING:

The district will have a site walk at Lincoln HS for the cabling portion of this solicitation, on Dec 18th, 2025, at 3pm. This is optional, but highly recommended for all proposers to attend.

Address: Lincoln HS, 701 S 37th St, Tacoma WA 98418 Must check in at the front office. District Networking Technician will meet you on site.

SUBMITTAL REQUIREMENTS:

Tacoma School District requires a sealed response consisting of the following proposal components. All materials must be submitted via the Bonfire portal:

https://tacoma.bonfirehub.com/portal/?tab=openOpportunities

Proposers shall organize their submission in the order listed below. Each section must be clearly labeled and complete. Submittals that do not include the required information may be deemed non-responsive.

1. Proposal Response

The Proposal Response shall consist of the following components:

1.1 Executive Summary

A brief overview describing the proposer’s understanding of the District’s requirements and the proposed solution. (1 -2 page limit)

1.2 Technical Response

A detailed explanation of the proposed solution for hardware, cabling, accessories, and associated services.

The response shall include (1 -2 page limit):

● Technical specifications for all proposed equipment and components.

● Detailed equivalency justification for any non-Aruba product demonstrating compatibility with the

District’s existing environment.

● Network design considerations including switching architecture, uplink speeds, PoE budgets, AP deployment methodology, modules, optics, software, and licensing.

● Cabling methodology for the Lincoln HS project, including materials, pathways, labeling, testing, and installation processes.

1.3 Compatibility Statement

A clear compatibility statement describing how the proposed solution integrates with the District’s existing

Aruba infrastructure, including (1 -2 page limit):

● Interoperability with existing systems, firmware, controllers, and management platforms.

● Fiber and transceiver compatibility.

● PoE and power alignment.

● Any system dependencies or limitations.

1.4 Implementation Plan and Project Schedule

A detailed plan describing (1 – 2 page limit):

● Project milestones, phases, and overall schedule.

● Key personnel, subcontractors, and roles.

● Site coordination procedures, delivery, staging, testing, and acceptance process.

● Risk mitigation strategies and communication protocols with District staff.

1.5 Support and Service Plan

A comprehensive description of the proposer’s service model, including (1 -2 page limit):

● Warranty coverage, replacement process, and response timelines.

● Technical support availability (onsite, remote, hours), SLAs, and escalation procedures.

● Training to be provided to District IT staff.

● Local or regional support capabilities and staffing.

1.6 Total Cost of Ownership Narrative

Provide a lifecycle cost narrative including (1 – 2 page limit):

● Licensing, subscription, or renewal requirements.

● Support and maintenance cost expectations.

● Product lifecycle and expected end-of-support timelines.

● Optional extended support or warranty programs.

● Any efficiency, power, or infrastructure considerations affecting long-term cost.

1.7 Experience and Qualifications

Submit information demonstrating relevant qualifications (1 page limit):

● Summary of similar K–12 or enterprise projects completed in the last five years.

● Personnel certifications and relevant technical qualifications.

● Completed Service Provider Qualification Form.

● Three project references using the forms included in this RFP.

1.8 Product Documentation

Attach manufacturer datasheets, specifications, and interoperability/compatibility documentation.

1.9 Pricing Workbook (Excel Format)

Pricing must be submitted in the required Excel format, including:

● Itemized unit pricing for hardware, software, accessories, cabling materials, and labor.

● Separate identification of E-rate eligible and ineligible costs.

● Any optional alternates clearly identified.

● Multi-year pricing options, if offered.

1.10 Required Forms

Submit the following completed forms:

● Page 4 – 12 Service Provider Qualification Form, Service Provider Assurance Form, Service Provider Certifications on Prevailing Wage, Suspension and Debarment, and other Washington State Requirements, Cabling

Requirements Form (if proposing cabling), Master Contract Information (if applicable)

● Bidder/Contractor Responsibility Form (cabling only)

● Signature Page

*A required form that is not completed and signed, deems the proposal non-responsive, and will not be considered.

2. Delivery of Proposal

All required materials must be uploaded to the Bonfire portal. Sealed proposals are due no later than:

2:00 PM, Thursday, January 15, 2026, https://tacoma.bonfirehub.com/portal/?tab=openOpportunities

All documents must be uploaded to the Bonfire portal before the deadline, Late submissions or incomplete files will not be considered.

Purchasing Department Lori Adams, NIGP-CPP

3321 S Union Ave, Tacoma WA 98409 Ladams1@tacoma.k12.wa.us | 253.571.3396

BID EVALUATION MATRIX:

Weight

Pricing 25

Quality of Technical Response 20

Compatibility with Existing Infrastructure 15

Total Cost of Ownership 15

Prior Experience with Vendor 10

Support/Service 10

References 5

TOTAL 100

A District evaluation team will judge written submissions against these criteria. The evaluation team may, but need not, invite supplementation of the written submissions via oral interviews with the top-rated vendor or vendors. In this event, the oral interviews will have an additional point rating. These interviews will be conducted in order to discuss the proposals submitted and to evaluate company expertise, qualifications, operations and services deemed by Tacoma School District to be in its best interests. Different rating criteria will be used to evaluate finalists in the interview process. Cost/Pricing will continue to be the most heavily weighted criteria, as required by E-rate regulations.