6-Fiber Data Cabling RFP.pdf

GRAND RAPIDS PUBLIC SCHOOLS

Fiber Data Cabling Upgrade Project

Request for Proposal

January 2026

Grand Rapids Public Schools Fiber Data Cabling Upgrade Project - RFP Page 2

GRAND RAPIDS PUBLIC SCHOOLS

TABLE OF CONTENTS

SECTION I - GENERAL TERMS AND CONDITIONS Page

1. General Requirements

SECTION II –DATA CABLING

1. Vendor Profile

2. Data Cabling

3. Documentation

4. Final Acceptance

5. Cabling System Costs

6. References and Subcontractors

7. Service Rates and Response

Grand Rapids Public Schools SECTION I Fiber Data Cabling Upgrade Project - RFP Page 3

SECTION I - GENERAL TERMS AND CONDITIONS

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1. GENERAL REQUIREMENTS

1.1 INTENT

It is the intent of Grand Rapids Public Schools (here after referred to as “Owner”, also as

“District”) to solicit proposals from qualified vendors to perform a structured cabling system upgrade on existing fiber optic cable at selected facilities.

The purpose of this Request for Proposal (RFP) is to obtain designs, functional characteristics, and associated costs for this upgrade.

Bidders may partner with other providers. If your response contains proposed services or equipment from multiple providers, all responding parties must be clearly identified and a synopsis of the partner relationship as well as the party that will serve as the prime

Vendor/contact for the District must be detailed. Grand Rapids Public Schools reserves the right to "unbundle" the responses and proceed with the providers deemed most suitable.

1.2 CONTACT INFORMATION

Include your company name, RFP authors, and AT LEAST one primary point of contact, including phone numbers, e-mail addresses, and any other relevant contact information.

This information should be provided on the bidder response form section 1.

The primary contact should be able to provide the District with any additional information it may require, and should also be able to supply a technical contact should it have any technical questions regarding the RFP response.

1.3 DEADLINE FOR PROPOSALS

You will not be able to prepare a submission unless you submit 'Yes' for your Intent to

Bid by Feb 17, 2026 5:00 PM EST on the Bonfire procurement portal at https://grps.bonfirehub.com/opportunities/217916.

The deadline for proposals for this RFP is Mar 06, 2026 10:00 AM EST.

All submission must be made via Bonfire/Euna Procurement Portal online. Please follow the instructions below to submit via the Bonfire Public Portal.

https://grps.bonfirehub.com/opportunities/217916

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1. Prepare your submission materials:

Requested Information

Name Type # Files Requirement

Proposal File Type: PDF

(.pdf) 1 Required

Bidder Response

Form

File Type: PDF

(.pdf) 1 Required

E-Rate

Requirements

File Type: PDF

(.pdf) 1 Required

Debarment and

Suspension

Certification

File Type: PDF

(.pdf) 1 Required

Iran Business

Relationship

Affidavit

File Type: PDF

(.pdf) 1 Required

Statement of

Familial

Relationship

File Type: PDF

(.pdf) 1 Required

Requested Documents

Please note the type and number of files allowed. The maximum upload file size is 1000

MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

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2. Upload your submission at:

The Question period for this opportunity starts Feb 02, 2026 10:00 AM EST. The Question period for this opportunity ends Feb 27, 2026 10:00 AM EST. You will not be able to send messages after this time.

Your submission must be uploaded, submitted, and finalized prior to the Closing Time of

Mar 06, 2026 10:00 AM EST. We strongly recommend that you give yourself sufficient time and at least ONE (1) day before Closing Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information is instantly sealed and will only be visible to the

Owner after the Deadline.

Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or

Mozilla Firefox. JavaScript must be enabled. Browser cookies must be enabled.

Submission Assistance:

Grand Rapids Public Schools uses a Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Euna Procurement at support.bonfire@eunasolutions.com for technical questions related to your submission.

You can also visit their help forum at https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support mailto:support.bonfire@eunasolutions.com https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support https://customer.eunasolutions.com/public/s/knowledge-base/bonfire-hub/vendor-submission-support

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1.4 SITE WALK-THROUGH

Walk-throughs will all be conducted on Monday, February 16, 2026 starting at 8:00am at

City High/Middle School. Each site will be visited to review existing conditions in this order:

City Middle/High @ 8:00am 1720 Plainfield Ave NE 49505

Coit Academy 617 Coit Ave NE 49503 (main entry is at 618 Livingston Ave)

Westwood Middle 1525 Mount Mercy Dr NW 49504

CA Frost Elementary 1460 Laughlin Dr NW 49504

Floorplan drawings will be provided at the site walk-through or via email once you have submitted your Intent to Bid.

1.5 INSPECTION OF WORKSITE

Before submitting bids, each bidder shall review all floor plans of the proposed work and/or attend the site walkthrough (schedule in section 1.4) to arrive at a clear understanding of the conditions under which the work is to be done.

Bidders will be held to have satisfied themselves as to all conditions affecting the execution of the work. Claims for extra payments based on lack of knowledge of existing circumstances will not be allowed.

1.6 BID CLARIFICATIONS

All inquiries regarding this proposal must be submitted via the online Bonfire Portal’s opportunity Q&A messaging system.

1.7 PROPOSAL FORMAT

To facilitate the comparison of vendor proposals, it is required that each proposal be organized into the following sections:

1.7.1 Bidder Response Forms

Supplied with the RFP is the Bidder Response Form. This form provides the format for the response and must be completed and submitted for your base bid proposal to be considered. Exceptions to specifications shall be noted here. Add/Alternate designs may be quoted separately as an attachment.

1.7.2 System Literature and Brochures

The bid response is to include appropriate brochures and other manufacturer documentation to help illustrate and describe the system and its capabilities.

1.7.3 Cutsheets

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Technical documentation (specification sheets) shall be included for all major components in vendor response to proposal.

1.7.4 Bill of Material

A complete bill of material must be included with the bid response. It shall be organized by system component to include:

A. System Component Name/Desc. (indicate if proprietary equipment)

B. Quantity Quoted

C. Unit Price

D. Extended Price.

1.7.5 Implementation Schedule

The bidders shall attach an anticipated schedule for implementation. All schedules must be approved by the Owner before work can begin.

1.7.6 Additional Information

Additional information may be provided at the Vendor's discretion including

Add/Alternate designs.

1.8 CONFIDENTIAL INFORMATION

Information contained in the vendor’s proposal which is company confidential must be clearly identified in the proposal itself. The Owner will be free to use all information in the vendor's proposal for the Owner’s purposes.

1.9 RIGHT TO REQUEST ADDITIONAL INFORMATION

The Owner reserves the right to request any additional information which might be deemed necessary after the completion of this document.

1.10 RIGHT OF REFUSAL

Owner reserves the right to refuse any or all proposals in their entirety, or to select certain equipment or software products from various vendor proposals, based on the best interests of the Owner and at the sole discretion of the Owner.

1.11 PROPOSAL PREPARATION COSTS

The Vendor is responsible for any and all costs incurred by the Vendor or his/her subcontractors in responding to this request for proposal. This includes any demonstration and/or interviews.

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1.12 SYSTEM DESIGN COSTS

The successful Vendor shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base bid.

1.13 PRICING ELIGIBILITY PERIOD

All vendor proposal bids are required to be offered for a term not less than 180 calendar days in duration.

1.14 ADDITIONAL CHARGES

No additional charges, other than those listed on the price breakdown sheets, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup and training.

1.15 TURNKEY SOLUTION

All prices quoted must include all the cables, connectors, etc. that will be necessary to make the system specified fully operational as determined by the Owner, for the intent, function and purposes stated herein.

1.16 FEDERAL OR STATE SALES, EXCISE, OR USE TAXES

Owner does not pay sales use tax. All other taxes, fees, permits and shipping costs, etc.

shall be included.

1.17 CONTRACT REQUIREMENTS

The Owner considers this RFP legally binding and will require that this Request for

Proposal and the resulting Vendor Proposal be included as addenda to any subsequent contracts between the Vendor(s) and the Owner. It shall be understood by the Vendor(s) that this means that the Owner expects the Vendor(s) to satisfy substantially all requirements and reports listed herein. Exceptions shall be explicitly noted in the Vendor

Proposals. Lack of exceptions listed on the “Compliance Exceptions” form in the RFP

Compliance Summary Sheet will be considered acceptance of all of the specifications as presented in this RFP

Minimally, the contract must contain the following language and respective components:

A. Identification of Parties to the Agreement Clause - Both the Vendor and Owner shall be clearly identified by name. Neither of the identified parties to the

Agreement shall assign or encumber any of its rights, or delegate or subcontract any of its duties defined in the Agreement, in whole or in part, to other third parties unless the other party to the Agreement gives prior written consent. Subject to the foregoing covenant against assignment and delegation, the rights created by the Agreement shall pass to the benefit of the

Fiber Data Cabling Upgrade Project - RFP Page 10 identified party and the duties and obligations resulting from the Agreement shall bind the identified party and their respective successors and assignees.

B. Entire Agreement Clause - This Agreement, including appendices and referenced attachments, constitutes the entire Agreement between the Owner and Vendor and supersedes all proposals, presentations, representations, and communications, whether oral or in writing, between the parties on this subject.

C. Agreement Extension and Modification Clause - The Agreement may be modified or extended in accordance with the following procedures. In the event that all parties to the Agreement agree that such changes would be of a minor and nonmaterial nature, such changes may be effected by a written statement which describes the situation and is signed, prior to the effectiveness, by all parties. In the event that the changes are determined by either or all parties to the Agreement to be of a major or complex nature, then the change shall be by formal amendment of the Agreement signed by the parties and made a permanent part of the Agreement.

D. Term of the Agreement Clause - The term of the support agreement shall be clearly identified in the contract, but shall not be for less than one (1) year from the effective date.

E. Applicable and Governing Law Clause - The Agreement shall be subject to all laws of the Federal Government of the United States of America and to the laws of the State of Michigan. All duties of either party shall be legally performable in Michigan. The applicable law for any legal disputes arising out of this contract shall be the law of (and all actions hereunder shall be brought

in) the State of Michigan, and the form and venue for such disputes shall be of the appropriate Owner, county or justice court.

F. Notices Clause -All notices or communications required or permitted as a part of the Agreement shall be in writing (unless another verifiable medium is expressly authorized) and shall be deemed delivered when:

1) Actually received, or

2) Upon receipt by sender of a certified mail, return receipt signed by an employee or agent of the party, or

3) If not actually received, 10 days after deposit with the United States

Postal Service authorized mail center with proper postage (certified mail, return receipt requested) affixed and addressed to the respective other party at the address set out in the section of the Agreement titled

"Identification of the Parties to the Agreement" or such other address as the party may have designated by notice or Agreement amendment to the other party, or

4) Upon delivery by the Owner of the notice to an authorized Vendor representative while at Owner site.

Consequences to be borne due to failure to receive a notice due to improper notification by the intended receiving party of a new address will be borne by the intended receiving

Fiber Data Cabling Upgrade Project - RFP Page 11 party.

1.18 SURVIVAL CLAUSE

All duties and responsibilities of any party which, either expressly or by their nature, extend into the future, shall extend beyond and survive the end of the contract term or cancellation of this Agreement.

1.19 FORCE MAJEURE CLAUSE

Timely performance is essential to the successful initial implementation and ongoing operation of the network described herein. However, neither the Owner or the

Contractor/Vendor will be liable for delays in performing its obligations under this

Agreement to the extent that the delay is caused by force majeure. All requests for time extensions shall be submitted to and approved by the Owner.

1.19.1 Force Majeure Requisites

Force majeure shall not be allowed unless:

A. Within three (3) calendar days of the occurrence of force majeure, the party whose performance is delayed thereby shall provide the other party or parties with written notice explaining the cause and extent thereof, as well as a request for a time extension equal to the estimated duration of the force majeure events.

B. Within seven (7) calendar days after the cessation of the force majeure event, the party whose performance was delayed shall provide the other party written notice of the time at which force majeure ceased and a complete explanation of all pertinent events pertaining to the entire force majeure situation.

1.19.2 120 Day Maximum

Under no circumstances shall delays caused by a force majeure extend beyond one hundred-twenty (120) days from the scheduled delivery or completion date of a task, unless by prior [to the one hundred-twenty (120) days] written notice of permission of the other party. Failure to secure this written prior permission, even in the case of force majeure, shall constitute default by the party failing to meet the requirement.

1.19.3 Right of Cancellation

Either the Owner or the Contractor/Vendor shall have the right to cancel the contract

Agreement if Force Majeure suspends performance of scheduled tasks by one or more parties for a period of one hundred-twenty (120) or more days from the scheduled date of the task. If a cancellation due to a Force Majeure occurs before title passes to the Owner, the Vendor may keep any parts of the system as it can salvage, but must remove same at its own expense. If cancellation occurs due to a Force Majeure after title passes to the

Owner, the system shall remain with the Owner and the Vendor shall be entitled to any such payments as have accrued according to the payment schedule.

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1.20 INCORPORATION BY REFERENCE

The Vendor shall supply equipment, wiring, technology, training, and other related services adequate to accomplish the requirements as set forth in the Request for

Proposals and the Vendor response to the Request for Proposals. Parties agree that where there is a conflict between terms of this Agreement and the information presented in the referenced documents, this Agreement shall take precedence. The parties also agree that where there is not a conflict between this Agreement and the information presented in the referenced documents, that all terms, conditions and offers presented in the Vendor's proposal shall herein be referenced to the Agreement and shall be binding upon all parties to the Agreement.

1.21 RISK DURING EQUIPMENT STORAGE AND INSTALLATION

Delivery shall be made in accordance with the implementation schedule referenced as part of this Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the Owner of responsibility for all risk or loss or damage to the equipment. In addition, Vendor shall hold the Owner and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

1.22 NON-WAIVER OF AGREEMENT RIGHTS

It is the option of any party to the Agreement to grant extensions or provide flexibilities to the other party in meeting scheduled tasks or responsibilities defined in the Agreement.

Under no circumstances, however, shall any parties to the Agreement forfeit or cancel any right presented in the Agreement by delaying or failing to exercise the right or by not immediately and promptly notifying the other party in the event of a default. In the event that a party to the Agreement waives a right, this does not indicate a waiver of the ability of the party to, at a subsequent time, enforce the right. The payment of funds to the

Vendor by Owner shall in no way be interpreted as acceptance of the system or the waiver of performance requirements.

1.23 PATENTS, COPYRIGHTS, AND PROPRIETARY RIGHTS

INDEMNIFICATION

The Vendor, at its own expense, shall completely and entirely defend the Owner from any claim or suit brought against the Owner arising from claims of violation of United States patents or copyrights resulting from the Vendor or the Owner use of any equipment, technology, documentation, and/or data developed in connection with the services and products described in this Agreement. The Owner will provide the Vendor with a written notice of any such claim or suit. The Owner will also assist the Vendor, in all reasonable ways, in the preparation of information helpful to the Vendor in defending the Owner against this suit.

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In the event that the Owner is required to pay monies, in defending such claims, resulting from the Vendor being uncooperative or unsuccessful in representing the Owner's interest, or in the event that the Owner is ordered to pay damages as a result of a judgment arising out of an infringement of patents and/or copyrights, Vendor agrees to fully reimburse Owner for all monies expended in connection with these matters. The

Owner retains the right to offset against any amounts owed Vendor any such monies expended by the Owner in defending itself against such claims. Should a court order be issued against the Owner restricting the Owner's use of any product of a claim, and should the Vendor determine not to further appeal the claim issue, at the Owner's sole option the Vendor shall provide, at the Vendor's sole expense, the following:

A. Purchase for the Owner the rights to continue using the contested product(s), or

B. Provide substitute products to the Owner which are, in the Owner's sole opinion, of equal or greater quality, or

C. Refund all monies paid to the Vendor for the product(s) subject to the court action. The Vendor shall also pay to the Owner all reasonable related losses related to the product(s) and for all reasonable expenses related to the installation and conversion to the new product(s).

1.24 NONDISCRIMINATION BY VENDORS OR AGENTS OF VENDOR

Neither the Vendor nor anyone with whom the Vendor shall contract shall discriminate against any person employed or applying for employment concerning the performance of the Vendor responsibilities under this Agreement. This discrimination prohibition shall apply to all matters of initial employment, tenure and terms of employment, or otherwise with respect to any matter directly or indirectly relating to employment concerning race, color, sex, religion, age, national origin, or ancestry. A breach of this covenant may be regarded as a default by the Vendor of this Agreement.

1.25 SUBCONTRACTORS

Vendors may use subcontractors in connection with the work performed under this

Agreement. When using subcontractors, however, the Vendor must obtain written prior approval from the Owner for activities or duties to take place at the Owner site. In using subcontractors, the Vendor agrees to be responsible for all their acts and omissions to the same extent as if the subcontractors were employees of the Vendor.

1.26 EFFECT OF REGULATION

Should any local, state, or national regulatory authority having jurisdiction over the

Owner enter a valid and enforceable order upon the Owner which has the effect of changing or superseding any term or condition of this Agreement, such order shall be complied with, but only so long as such order remains in effect and only to the extent actually necessary under the law. In such event, this Agreement shall remain in effect, unless the effect of the order is to deprive the Owner of a material part of its Agreement

Fiber Data Cabling Upgrade Project - RFP Page 14 with the Vendor. In the event this order results in depriving the Owner of materials or raising their costs beyond that defined in this Agreement, the Owner shall have the right to rescind all or part of this Agreement (if such a rescission is practical) or to end the

Agreement term upon thirty (30) days written prior notice to the Vendor. Should the

Agreement be terminated under such circumstances, the Owner shall be absolved of all penalties and financial assessments related to cancellation of the Agreement.

1.27 PROJECT MANAGEMENT STAFF DESIGNATION

The Vendor understands that the successful installation, testing, and operation of the system that is the subject of this Agreement shall be accomplished by a cooperative effort. To most effectively manage this complicated process, the Vendor shall designate a single representative to act as an ex-officio member of the Owner project management team and who shall have the authority to act on behalf of the Vendor on all matters pertaining to this Agreement. In the event that an employee of the Vendor is, in the opinion of the Owner, uncooperative, inept, incompetent, or otherwise unacceptable, the

Vendor agrees to remove such person from responsibility in the project. In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy as described above. Regardless of who the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

1.28 ASSIGNMENTS

Owner and the Vendor each binds themselves, their partners, successors, and other legal representatives to all covenants, agreements, and obligations contained in this

Agreement.

1.29 VENDOR AS INDEPENDENT CONTRACTOR

It is expressly agreed that the Vendor is not an agent of Owner but an independent

Contractor. The Vendor shall not pledge or attempt to pledge the credit of Owner or in any other way attempt to bind the Owner.

1.30 INSURANCE

The Vendor shall obtain and maintain in full force and effect the following insurance covering all insurable risks associated with its obligations under the contract generally of the types and limits identified below and, in an amount not less than the following:

Commercial Broad Form General Liability Insurance* covering the actions, activities and performance of the Vendor and its employees and agents assigned under the contract;

including, but not limited to products, completed operations and broad form contractual liability coverage, not excluding sexual harassment and molestation; of at least

$1,000,000 per occurrence and/or $3,000,000 aggregate combined single limit for personal injury, bodily injury, and property damage. .

Business Auto Liability Insurance* including Michigan’s Statutes of Coverage’s not less than $1,000,000 per occurrence, combined single limit for bodily injury and property

Fiber Data Cabling Upgrade Project - RFP Page 15 damage liability. Coverage is to include all owned vehicles, hired and non-owned vehicles, and employee non-ownership.

Worker's Compensation Coverage* which meets the statutory limits in compliance with the applicable State and Federal laws with a limit of at least $1,000,000 for each accident, including Employer’s Liability.

Excess/Commercial Umbrella Liability Coverage* of not less than $1,000,000 each occurrence/$1,000,000 aggregate.

The Vendor must have adequate insurance, for damage or loss, for all equipment and other valuables, until such time as the Owner receives good and clear title. In defining insurance coverage, the Vendor shall secure full replacement value for the system without the requirement that the Owner be responsible for any payments or deductibles.

If it is necessary to make a claim under this policy, any funds received by the Vendor shall be used to secure replacement equipment for the Owner

The Vendor agrees to hold harmless and defend the Owner and its agents, officials and employees from any liability, claim or injury, related to or caused by fault or negligence of the Vendor’s employees or subcontractors. The insurance policy shall make clear this coverage of the Owner installation. The insurance policy shall be initiated prior to the installation of the system and maintained until final acceptance of the system by the Owner according to the prescribed procedures. Prior to beginning work, the Vendor shall furnish to the Owner a copy of the insurance policy and all subsequent changes or updates.

*Insurance requirements may change to accurately reflect provisions of each individual contract.

If during the contract, changed conditions or other pertinent factors should in the reasonable judgment of Grand Rapids Public Schools render the insurance limits inadequate, the Vendor will furnish or request such additional insurance as may be reasonably required and available under the circumstances. The limits of coverage as may be agreed upon by the Parties shall not be construed as a limit on the Vendor’s potential liability to Grand Rapids Public Schools.

Insurer Qualifications*

The insurance must be affected under valid and enforceable policies and issued by insurers licensed and admitted to do business in Michigan and have an A.M. Best rating of at least A.VI. The Vendor’s insurance carrier must be reputable and acceptable to

Grand Rapids Public Schools, but acceptance of any licensed qualifying carrier shall not be unreasonably withheld.

Evidence of Insurance*

Prior to commencement of services the Vendor will provide Grand Rapids Public Schools with a certificate of insurance** and Grand Rapids Public Schools will be given at least a thirty (30) day advance notice of cancellation or material reduction of insurance coverage and proof of renewal coverage ten (10) days prior to expiration. Failure to request or

Fiber Data Cabling Upgrade Project - RFP Page 16 obtain evidence of insurance shall not be construed as a waiver of the Vendor’s obligation to provide the required insurance.

**Additional Insured Status. The following language shall be indicated on all certificates of insurance from the Vendor: The Grand Rapids Public School District, its elected or appointed officials, employees and volunteers are included as “Additional Insured” with regards to damages and defense of claims arising from: (a) activities performed by or on behalf of the named insured, (b) products and completed operations of the named insured, or (c) premises owned, leased, or used by the named insured".

1.31 WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE

The Owner has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The Owner has provided detailed descriptions and criteria of how the system can be defined to accomplish particular purpose. The Owner has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the Owner's particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the Owner is relying on the Vendor's experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the

Vendor warrants that the system is fit for the purposes for which it is intended as described in this document.

1.32 WARRANTY

The Vendor warrants that all components provided under this Agreement, whether installed initially or under subsequent purchase orders, shall be: newly manufactured equipment or assembled from newly manufactured parts; approved by Underwriter's

Laboratories; and, will be free from defects in workmanship or material for a period of a minimum 12 months (365 calendar days) from the date of final system acceptance by the

Owner. During this 12 month warranty period, the Vendor shall furnish all replacement new parts, shipping costs, repaired parts, service labor, travel costs, and other repair costs at no cost to the Owner. At the conclusion of the warranty period, the Owner will consider Vendor support under a separate maintenance agreement.

1.33 FINAL ACCEPTANCE OF THE SYSTEM

The system proposed shall be defined to be finally accepted by Owner after the installation of the equipment, training, and successful completion of the following performance examinations: system hardware examination, performance examination, system functional competence examination, system capacity examination, full-load processing capacity examination, system availability examination, approval of as-builts, training, and system documentation. The Owner and its consultants shall be the sole judge of whether all conditions for final acceptance criteria have been met.

1.34 STANDARD FORMS AND CONTRACTS

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Any forms and contracts the Vendor(s) proposes to include as part of any agreement resulting from this bid between the Vendor(s) and the Owner must be submitted as part of the proposal. Any forms and contracts not submitted as part of the bid and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

1.35 NON-COLLUSION COVENANT

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this

Agreement. In addition, the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to Owner, that the Vendor firm has received from Owner no incentive or special payments, or considerations not related to the provision of automation systems and services described in this Agreement (see

Bidder Response Form).

1.36 ADVERTISEMENT

The laws of the State of Michigan, Owner purchasing policies and the legal advertisement for contractors and purchases, are made a part of any agreement entered into the same respect as if specifically set forth in that agreement.

1.37 SELECTION CRITERION

Owner intends to enter into a relationship with a well-established vendor whose products, features, design philosophy and support policies come closest to meeting the

Owner's needs. The selected vendor must be a well-established, financially stable firm committed to technology for school Owners, will have a commitment to attracting and retaining an excellent staff of technical and product support personnel, and will have a proven track record of support from installation planning through implementation and ongoing use. There shall also be evidence of responsiveness to clients' suggestions for improvements. Finally, there must be a good fit between vendor staff and the Owner's staff to assure a good working relationship.

The Vendors will be evaluated based on the following selection criteria:

1.37.1 Compliance to Specifications

a) Technical Requirements

b) Proposal Requirements

1. Submission deadline compliance

2. Proposal format

3. Bid summary

4. Completeness of information supplied

5. Complete "bill of material"

6. Completeness of solution

1.37.2 Availability of Quality Systems

a) Hardware

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1. Flexible

2. Robust

3. Easy to learn and use

4. Works well with other systems

b) Availability of Future Enhancements

1.37.3 Implementation Support

a) Commitment of Local Personnel

b) Implementation Time Frame

c) Technical Training

d) User Training

1.37.4 Operations Support

a) Availability of Support Personnel

1. Local support

2. Proven responsiveness

3. Response time guarantees

b) Operational Guarantees

1. Overall system availability

2. Real-time response time

c) Internal Organization

1. Size

2. Reputation

3. Specialization

4. Financial viability

d) Availability of Comprehensive Documentation

1. User procedures

2. System administration

3. System documentation

1.37.5 Experience

a) Overall Experience

b) Local Experience

c) Vertical Market Experience

d) Turnkey Solution

1.37.6 Cost

a) Initial System Price and Implementation Fees

b) Annual Support Fees

c) Ongoing Operation

d) Maintenance Costs

e) Payment Terms

1.38 SPECIAL NOTES

Failure to include in the proposal all information outlined above may be cause for

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The Owner reserves the right to accept the Vendor's replacement of any component if it is considered equal or superior to the specifications. Such acceptance will be in writing.

1.39 ERATE

It is the District’s intent to apply for eRate discounts for the project specified in this RFP.

Vendors shall meet all requirements, complete all forms as required of Vendors by the

Universal Service Administrative Company (USAC), and make all accommodations necessary for eRate eligibility and funding. Vendors must provide their Service Provider

Identification Number (SPIN) on the Bidder Response Form.

Costs associated with administrative work required by the vendor(s) to maintain eRate eligibility and/or receive eRate discounts must be included in the base bid.

In accordance with eRate program rules:

1. Initiation of installation cannot take place any earlier than April 1, 2026.

2. No invoices can be issued prior to July 1, 2026.

The vendor must adhere to these and all other applicable eRate program rules, even if not explicitly listed in this RFP.

1.40 CRIMINAL HISTORY CHECKS

The vendor shall provide, at the vendor’s expense, criminal history record checks for all personnel working on or in the owner’s facilities. All criminal history record checks must be furnished to the owner prior to any vendor employee, or vendor subcontractor’s employee, beginning work on or in the owner’s facilities.

This criminal history record check for any vendor employee or vendor subcontractor’s employee must be uneventful or the aforementioned employee will not be allowed to work on or in the owner’s facilities.

Grand Rapids Public Schools SECTION II

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SECTION II – DATA CABLING

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1. VENDOR PROFILE

Respond on the Bidder Response Form.

2. DATA CABLING

2.1 GENERAL DESCRIPTION

Each of the Owner’s facilities included as part of this project have existing multi-mode fiber optic cable interconnecting each facility’s Main Distribution Frame (MDF) with that facility’s Intermediate Distribution Frames (IDFs). These existing fiber optic cables are operational and in-use.

Due to the age, performance, and/or condition of the existing cables, the Owner is seeking to replace the existing fiber optic cables with modern material and remove/dispose-of the existing cable.

2.2 CABLE SPECIFICATIONS

Vendors shall adhere to the Owner’s cable specifications, which is provided as an addendum document to this RFP (“GRPS Fiber Data Cabling Specification.pdf”).

All installed fiber strands shall be terminated at patch panels.

2.3 CABLE DETAILS BY FACILITY

Facility overview maps with designated xDF locations will be provided to you as an addendum document (“GRPS Fiber Upgrade Facility Maps.pdf”) once you have submitted your Intent to Bid or by attending the Site Walk-through.

City High/Middle School

MDF location shall be connected to eleven (11) IDFs with 12-pair/24-strand fiber between the MDF and each IDF.

Coit Academy

MDF location shall be connected to one (1) IDF with 12-pair/24-strand fiber between the MDF and IDF.

Westwood Middle School

MDF location shall be connected to two (2) IDFs with 12-pair/24-strand fiber between the MDF and each IDF.

CA Frost Environmental Science Academy Elementary School

MDF location shall be connected to one (1) IDF with 12-pair/24-strand fiber between the MDF and IDF.

2.4 INSTALLATION AND TURN-UP METHODOLOGY

Because the existing fiber optic cabling is operationally in-use, Vendors should consider

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1. Vendor installs, terminates, and tests new cabling using new or existing pathways as available without disrupting existing cabling.

2. Owner and Vendor schedule a maintenance window cutover where existing equipment is disconnected from existing cable and reconnected to the new cable.

3. Once maintenance window testing is complete, Vendor removes and disposes of existing cable.

Based on schedule and facility requirements, it may be possible for the process above to be completed during a single on-site visit to a facility, however, Vendors should assume that coordination of more than one on-site visit will be required to complete this process.

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3. DOCUMENTATION

The Contractor shall submit documentation to the Owner as outlined in the cabling specification referenced in section 2.2.

4. FINAL ACCEPTANCE

The Contractor shall demonstrate that all work is complete, free from physical and electrical defects or deficiencies and in satisfactory operating condition. Owner shall be allowed to inspect and test the work performed and to notify Contractor of any deficiencies. Owner or their designated representative will be the sole judge as to whether the work has been completed properly. All material or equipment that is deemed not to comply with this RFP will be replaced by the Contractor, at no charge to

Owner, prior to final payment.

Final payment will be made within 90 days after the Contractor has achieved final completion as determined by the Owner and supplied necessary submittals/warranties/guarantees as may be required elsewhere in the contract documents. 10% of value of work completed and acceptable will be retained by Owner until final acceptance.

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5. CABLING SYSTEM COSTS

5.1 PURCHASE PRICE

In your proposal, provide all costs associated with the materials and services required.

Provide the following information:

• A complete, itemized equipment list for each facility listed in section 2.3.

• Your base bid amount for each facility listed in section 2.3.

If any miscellaneous costs need to be included, be sure to identify and explain them.

5.2 MAINTENANCE COSTS

No maintenance pricing is required.

5.3 EXECUTIVE OVERVIEW

Provide a narrative explanation of your quote for this section.

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6. REFERENCES AND SUBCONTRACTORS

Respond on the Bidder Response Form.

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7. SERVICE RATES AND RESPONSE

Respond on the Bidder Response Form. Bidders are to include service rates and response times for non-warranty work.