62-20250226143751 NMSD.pdf

Newton Municipal School District Request for Proposal – E-rate Category 2

RFP NO: 2024-25B Page 1 of 7

REQUEST FOR PROPOSAL

E-rate Funding Year 2024-2025

District E-Rate Category 2 Equipment Project

NEWTON MUNICIPAL SCHOOL DISTRICT

205 SCHOOL STREET

NEWTON, MS 39345

Contact: Chawan Jernigan Telephone: (601)683-2451 Email: cjernigan@nmsd.us

District URL: https//www.nmsd.us/

RFP NO: 2024-25B Page 2 of 7

I. Subject

The Newton Municipal School District (NMSD) proposals from qualified firms/vendors to provide new network equipment for our facilities for the FY 2024-25 (E-RATE) cycle. Bidders must have a Service Provider Identification Number (SPIN) and this SPIN must be included on the bid proposal. Those interested shall submit a signed, sealed cost proposal to the district on or before 10:00 AM local time, March 21, 2025, at the District Central Office, located at the address on page one of this RFP.

II. Purpose

This Request for Proposal (RFP) is issued by the Newton Municipal School District (NMSD) for the purpose of soliciting proposals from interested and qualified vendors. The resulting contract(s) will provide networking equipment only, for the purpose of replacing any outdated switches and/or wireless access points in our school buildings. The equipment will be installed and maintained by the technology department of the NMSD.

III. Background

The broadband needs of the students, teachers, and staff of NMSD require a robust network that connects all schools and administrative offices to one another. The Mississippi State Department of Education (MDE) provides Internet Access to NMSD to be used by all schools within the district.

MDE does not charge NMSD for the Internet Service but without the appropriate access to the Internet resources, the schools cannot effectively utilize those services. The importance of network stability is more important now than ever before; it is an integral part of the tools needed to effectively teach students through digital avenues, and also for state testing, which has a direct correlation with student success and student graduation rates. Our needs have grown over the past few years, which requires the updating, expansion and replacement of many of our switches and access points.

IV. General Requirements

The District is looking to upgrade switches and access points in each of three locations within the district: Newton Elementary School, NH Pilate Middle School, and Newton High School. The district will also need Category 6 cabling to replace worn cabling in some areas. The RFP reflects the current proposed equipment requested on the E-rate 470 forms. The proposal embodies:

1. Providing fifteen (15) new 48-port switches (five (5) to be dispersed per each of the three campuses);

2. Providing fifteen (15) new 24-port switches (five (5) to be dispersed per each of the three campuses);

3. Providing five (5) new boxes of 1000 feet of Category 6 Ethernet cable;

4. Providing forty-five (45) wireless access points (fifteen (15) to be dispersed per each of the three campuses).

RFP NO: 2024-25B Page 3 of 7

All proposed equipment should in new condition. Bids that include used or refurbished equipment will not be considered at time of bid review.

V. Proposals and Supporting Documentation

(Submittal should be clearly labeled on the outside of the submittal) Newton Municipal School District FY 2024-25 NMSD E-Rate Category 2 Equipment Project

RFP # 2024-25B

Submittal should be addressed to:

Newton Municipal School District

SEE ADDRESS ON PAGE ONE OF THIS RFP

One original and two copies of proposals and statements of qualifications are to be prepared and delivered either by mail or Federal Express to the address above on or before 10:00 AM local time, March 21, 2025, where they will be time and date stamped.

Please do not fax proposals.

Bid packets MUST include the following documents:

Vendor Contact Sheet (Listed as Attachment A) Vendor Authorization Documentation from Manufacturer of equipment they are proposing.

Simplified Bid Sheet (Listed as Attachment B) Vendor Bid.

Any bid packet without all documents may be rejected. The Newton Municipal School District reserves the right to reject all bids.

VI. Site Visit

A site visit is not necessary, as this project is for equipment only.

VII. Contact Information

All questions should be addressed to Chawan Jernigan, Director of Technology. He may be contacted using the following contact information:

Phone: 601.683.2451 or E-mail: cjernigan@nmsd.us.

RFP NO: 2024-25B Page 4 of 7

VIII. Selection Schedule

Event Date(s) Time Release of RFP to vendors 02-25-2025 Deadline for Submission of Proposals 03-25-2025 10:00 AM Opening of Proposals (NMSD District Office) 03-25-2025 10:30 AM

IX. Intent to buy/Purchase Contract

It will be the responsibility of the winning vendor to provide NMSD with an “Intent to Buy” or “Purchase Contract” for the purpose of uploading into the E-Rate EPC Portal. Authorized representatives must sign an agreement.

X. Vendor Qualifications

ALL vendors are required to meet the following requirements:

Have a valid E‐Rate SPIN number Must be authorized to sell proposed equipment by the equipment manufacturer of the products they represent. (Documentation should be included to show this authorization)

XI. Funding/Financing/Terms

Vendors should be aware that this project will be applied for funding support through the E‐Rate Program. Pricing proposed in this process shall remain firm throughout the 25-26 E-Rate Cycle.

If awarded, the district will pay the vendor the discounted rate and vendors shall invoice the e-rate fund. Vendors agree to this process by submitting a bid. The district reserves the right to reject this bid at a later time, depending on funding availability.

XII. Equipment Listing – Wireless Infrastructure Components

The following specifications are a guideline. Vendors may bid on compatible/equivalent equipment but must provide comparison data to show compatibility. Similar products may have some features/options built on/integrated with the product.

The district currently utilizes Ruckus Networks Access Points (R750 Series) and an on-premises Ruckus Networks Virtual SmartZone (vSZ) controller to manage its wireless network infrastructure. All proposed equivalents will need to include the necessary on-premises controller and licensing to fully support the wireless network. No cloud managed solutions will be accepted.

RFP NO: 2024-25B Page 5 of 7

The district utilizes Cisco Catalyst 9200L 48 poe+ 4x10g and Catalyst 9200L 24 poe+ 4x10g switches, and have been upgrading to these models when any older units in the buildings are replaced.

Vendors proposing equivalent access points and controller shall include 1-day of professional services to aid in installation, configuration and basic training on new controller hardware/software and its operations.

Newton Elementary School

Item QTY Access Points 15 Switches (24-Port) 5 Switches (48-Port) 5

N.H. Pilate Middle School

Item QTY Access Points 15 Switches (24-Port) 5 Switches (48-Port) 5

Newton High School

Item QTY Access Points 15 Switches (24-Port) 5 Switches (48-Port) 5

RFP NO: 2024-25B Page 6 of 7

ATTACHMENT A

Vendor Contact

Company Name

Company Address

Company E‐Rate

SPIN#

Representative Name

Representative E‐Mail Address

Representative Telephone #

By signing below, the vendor acknowledges that the prices listed in this bid packet are being bid for the PPSD Wireless Infrastructure Project. The vendor also acknowledges and understands that portions of this project may be funded from E‐Rate funds and is subject to funding availability.

Printed Name Title

SIGNED

RFP NO: 2024-25B Page 7 of 7

ATTACHMENT B

Simplified Bid

Vendors may submit a standard quotation for EACH location rather than using the simplified bid sheet. They must contain the location information for which the quote is for, and it must include a total for each site. Regardless of method, vendors must fill in the total price, for the entire, E‐rate Eligible portion of the project below.

Proposed Total Price of E‐Rate Eligible Components:

(This is the total of ALL Sites Combined)

Alternate Quote Method Used?

Manufacturer P/N (Please include QTY Unit Price Each Extended Price

TOTAL for This Site: