8-FF-F-26-00901-2039 Network Switch Enterprise Agreement Licenses Bid.pdf

REQUEST FOR PROPOSAL

RFP FF-F-26-00901-2039

Network Switch Enterprise Agreement Licenses

West Ada School District Procurement Services Department

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TABLE OF CONTENTS

RFP Administration Information………………………………………………………………………………………………………3

Section 1 Overview………………………………………………………………………………………….……………………………….4-8

2 Questions………………………………………………………………………………………………………………………..9-10

3 Instructions for Submission of Proposal ………………………………………………………………………..11-15

4 Proposal Format…………………………………………………………………………………………………………………16

5 Proposal Review, Evaluation, and Award……………………………………………………………………….17-18

6 Mandatory Submission Requirements………………………………………………………………………………..19

7 Vendor/Personnel Qualifications………..………………………………………………………………………………20

8 Proposed Solution Specifications.….………………….………………………………………….……………………21

9 Prior Experience…………………………………………….…………………………………………………………………..22

10 Cost Proposal……………….……………………………….……………………………………………………………………23

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RFP ADMINISTRATIVE INFORMATION

RFP Title:

FF-F-26-00901-2039 Network Switch Enterprise Agreement Licenses

RFP Project Description:

The West Ada School District, hereafter referred to as WASD or The District, will be applying for Category One

(1) E-Rate funding for Funding Years 2026-2031 and to continue through June 2031. In accordance with the E- Rate rules that all equivalent product lines must be provided with the opportunity to submit proposals, we are conducting an E-Rate bid.

This bid specifically seeks proposals for network switch Enterprise agreement licenses.

RFP Lead:

Cathy Wright, Procurement Manager West Ada School District 1303 E. Central Dr., Meridian, ID 83642 procurement@westada.org 208.350.5136

Submitting Sealed Proposal:

All Proposals must be submitted via Bonfire.

Electronic Submission: westada.bonfirehub.com

Deadline to Receive Questions:

DECEMBER 16, 2025, 1:00PM, MDT

RFP Closing Date:

JANUARY 9, 2026, 10:00 AM MDT

Recommendation to Board: JANUARY 26, 2026, 6:00PM MDT

Initial Term of Contract and Extensions: The anticipated total Contract term is five (5) years.

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SECTION 1

Overview

1.1 Mandatory Introduction/Project Summary

The Board of Trustees of Joint School District No. 2, dba West Ada School District (hereafter the “District”), is seeking the services of a qualified Service Provider(s) to provide Cisco/Meraki Enterprise licenses, or equivalent, for currently owned Cisco switches which it is utilizing in connecting and routing from school sites back to the District Services Center. The software must allow the switches to integrate into the district’s Meraki dashboard. This allows the district to manage, monitor, and update all its switches via a single pane of glass.

The West Ada School District, hereafter referred to as WASD, will be applying for Category One (1) E- Rate funding for Funding Years 2026-27, 2027-28, 2028-29, 2029-30, 2030-31 and to continue through June 2031. In accordance with the E-Rate rules that all equivalent product lines must be provided with the opportunity to submit proposals, we are conducting an E-Rate bid.

You are hereby invited to submit a bid to the West Ada School District for the 2026-31 school years (July 1, 2026-June 30, 2031).

Our preferred manufacturer product line:

Cisco Enterprise Agreement Licenses for 5 years

For the following device numbers: MS130-8, MS130-8P, MS150-24MP-4X, MS150-48MP-

4X, C9300-24UX-M, C9300-48UN-M, MS125-24P, MS130-CMPT, MG51/MG51E, MS390-

24, MS390-48, MR Enterprise (access points), MX68CW, MX68W, MX75MS85, Z3, or equivalents

The District plans to E-rate the licenses for use with Category 1 E-rate. The switch hardware was already purchased on Category 1 E-rate. The District desires 5-year licenses.

All terms, specifications, and instructions set forth in this invitation are incorporated by reference into your response.

The following instructions have been developed specifically for this proposal and may or may not be the same as previous or future solicitations for this type of service or commodity. Therefore, all respondents are urged to review these instructions in detail before submitting their proposals.

1.2 Definitions

Unless the context requires otherwise, all terms not defined below shall have the meanings defined in Idaho Code 67-9203 or IDAPA 38.05.01.011. The following words and expressions or pronouns used in substitute therefore shall, wherever they appear in this contract, be construed as follows, unless a different meaning is clear from the context:

a. “Board” shall mean the Board of Trustees of Joint School District No. 2, its duly authorized representative.

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b. “Contract” or “contract documents” shall be this Contract and include the section of this document titled “Scope of Work”, both as a whole and severally.

c. “Contractor” shall mean whoever is the successful bidder, whether operating as a corporation firm or individual, or any combination of same, and Contractor’s succession of personal representatives, executors, administrators, and assigns, and any person, firm, or corporation who or which shall at any time be substituted in Contractor’s place.

d. “District” shall mean Joint School District No. 2, dba West Ada School District or its authorized representative(s).

e. “Law” or “laws” shall mean the Constitution of Idaho, the statutes and regulations of Idaho, any applicable Federal statutes or regulations, and any ordinance, rule, or regulation having the force of law that is applicable to the contract.

f. “Notice to the Contractor” shall mean written notice emailed, faxed and/or deposited in the United States mail addressed to Contractor at such address as may appear in an instrument executed by Contractor for that purpose and delivered to the Board as a change of address.

g. “Notice to the Board of Trustees” shall mean written notice delivered to the Clerk for the Board or Trustees or Chair of the Board. Nothing contained in this agreement shall, however, be deemed to preclude or render inoperative the service of any notice, direction, or other communication on Contractor personally, or if Contractor is a corporation, or any officer or director of Contractor.

h. “Offeror” shall mean a person or entity delivering the Procurement item identified in the Contract. The term “Offeror” shall include Proposer’s agents, officers, employees, subcontractors, and partners.

i. “Proposal” shall mean a written response, including pricing information, to a Request for Proposals that describes the solution or means of providing the Property/Services requested and which Proposal is considered an offer to perform in full response to the Request for Proposals. Price may be an evaluation criterion for Proposals but will not necessarily be the predominant basis for Contract award.

j. “Request for Proposals” (RFP) includes all documents, whether attached or incorporated by reference, utilized for soliciting competitive Proposals and is generally utilized in the acquisition of services or complex purchases.

k. “Solicitation” means an invitation to bid, request for proposals, request for quotation, notice of a sole source procurement, request for statement of qualifications, request for information, or any document used to obtain bids, proposals, pricing, qualifications, or information for the purpose of entering into a Contract.

1.3 Term

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The contract shall be effective for a period of one (1) year, from July 1, 2026, to June 30, 2027, unless sooner terminated in accordance with the provisions of the contract.

1.4 Background Information

The West Ada School District is the largest school district in the state of Idaho with approximately 40,000 students and 59 schools (35 elementary schools, 11 middle schools, 12 high schools, and 1 on-line school)).

Located in southwest Idaho, the West Ada School District sits squarely in what is known as the Treasure Valley. The Boise River runs through the northern part of our district and Interstate 84 runs through the southern part. The District covers 382 square miles and is contained within 8 municipalities (2 Counties:

Ada County, Canyon County and 6 Cities: Boise, Meridian, Star, Eagle, Nampa & Kuna).

This RFP is in conjunction with E-rate requirements.

1.5 Resulting Contract

1.5.1 The Contract will be comprised of this RFP, including any incorporated documents; the successful Proposal, including any clarifications requested by either party; and an artifact formalizing any requirements agreed upon through contract discussions or negotiations, if applicable.

1.5.2 The following documents are incorporated into this RFP as if set out in their entirety, whether or not they are attached in Bonfire:

• Solicitation Instructions for Vendor

• FF-F-26-00901-2039 Network Switch Enterprise Agreement Licenses Bid Packet

• Attachment 1 Federal and Idaho Law Acknowledgements

• Attachment 2 Drug and Alcohol Affidavit

• Attachment 3 Addendum Acknowledgement

• Bid Table BT-04FW

• Terms and Conditions

1.5.3 By submitting a proposal, manufacturers and resellers agree to the following statements and conditions:

● The quantities shown on the attachment are estimates. WASD reserves the right to increase or decrease quantities as is needed to meet district or school needs.

● The equipment is itemized by E-Rate category. We prefer to award to a single manufacturer or reseller for all of the equipment listed in a single category.

● Manufacturers and resellers must have a valid E-Rate SPIN number and must submit it with the proposal.

● Although a specific manufacturer’s equipment may be listed on the attachment, WASD will consider and evaluate proposals for equipment manufactured by other companies that is equivalent in quality and functionality. Such “equivalent” manufacturer proposals must

Page | 7 provide the equipment manufacturer and model number in the space provided on the bid table. Equivalent manufacturers also must include in their proposal manufacturer proof such as manufacturer’s specifications or other similar documentation that the equipment is equivalent in quality and functionality.

● Manufacturers and resellers shall maintain copies of all proposals, correspondence, receipts, purchase orders, delivery information, memoranda and other data relating to the provider’s equipment and services related to this procurement. All such records shall be retained for 10 years following completion of services and/or installation of equipment and shall be subject to inspection and audit by WASD.

● In addition to the aforementioned, the winning manufacturer or reseller must maintain and enforce an internal E-Rate audit process that ensures compliance with all E-Rate program rules and regulations. This process must include the following:

○ Where labor is involved: maintaining detailed, signed individual timesheets.

○ Ensuring that services or products are not provided to WASD without expressed written permission or official purchase authorization.

○ Ensuring that all substituted products are WASD-approved prior to ordering.

○ Documenting that E-Rate funded equipment/services were provided within the E- Rate funding year.

○ Ensuring that invoices are submitted to WASD in a timely manner.

○ Maintaining fixed asset list of E-Rate-supported equipment provided to WASD with detailed information for each item (model number, serial number, product description) and made available to WASD in electronic format upon project completion.

• The District is a government entity, and it is understood and agreed that the District's payments under the Contract shall be paid in whole or in part by Idaho State Legislative and District appropriations, funds granted by the federal government, and approved Category 1 Funding commitment decision by Universal Service Administrative Company (USAC) for each year of the contract. In the event funds for any specific item(s) are not appropriated, the District reserves the right not to purchase any or all of the total quantities shown in this proposal. Any order issued because of this solicitation is contingent upon the availability of appropriated funds. If funds do not become available or are withdrawn, the District reserves the right to cancel any order or terminate the contract without penalty or expense to the District.

1.5.4 Both the District and the Contractor understand that the District is bound by the Idaho Public Records Law, and as such all terms of this agreement are subject to and conditioned on the provisions of Idaho Code 74.102.

1.6 General Contractual Responsibilities

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1.6.1 During the term of this contract, the Contractor shall provide and maintain for the Network Switch Licenses.

1.6.2 The Contractor will not discriminate against any employee or applicant for employment for any reason pursuant to Federal and State anti-discrimination laws, including but not limited to Idaho Code 67-5901 and 67-5912.

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SECTION 2

Questions

2.1 Restrictions on Communications

From the issue date of this RFP, until a contract is awarded, or the RFP is cancelled, vendors are prohibited from communications regarding this RFP with WASD staff, evaluation committee members, or other associated individuals, except Procurement Services.

2.2 Questions

2.2.1 This solicitation is issued via West Ada’s e-Procurement system, Bonfire (https://westada.bonfirehub.com). The RFP Lead is the only contact for this Solicitation. All correspondence must be in writing. If it becomes necessary to revise any part of this RFP, amendments will be posted in Bonfire. It is the responsibility of parties interested in this RFP to monitor Bonfire for any updates or amendments. Any oral interpretations or clarifications of this RFP must not be relied upon. All changes to this RFP will be in writing as an Addendum and must be posted to Bonfire to be valid.

2.2.2 Questions or other correspondence must be submitted in writing to this RFP, whether equipment, technical or E-rate in nature. Refer to the project details in Bonfire for the dates and times of the question period. Questions cannot be received after the Q&A portal closes.

The District reserves the right to not respond to questions if doing so might violate any of the rules or laws governing this procurement process, give one Offeror an advantage over another, or any other reason that impacts the integrity of the procurement process.

2.2.3 Questions regarding this proposal must be submitted in writing through the “Vendor Discussions” tab in Bonfire under the “Messages” section.

2.2.4 The District reserves the right to obtain clarification of any point in the proposal by obtaining information necessary to properly evaluate the proposal, including contacting subcontractors if listed in the proposal. Failure of a respondent or subcontractor to respond to such a request for additional information or clarification may result in the rejection of the proposal. The District’s retention of this right shall in no way reduce the responsibility of the respondent to submit a complete, accurate, and clear proposal.

2.2.5 Attempts to communicate with any District employee or agent other than the District’s Procurement Department regarding any of the products, services, or ideas represented in this proposal will be viewed as an attempt to circumvent the competitive proposing process and may lead to the disqualification of the proposal(s).

2.3 Addenda

The District shall not be responsible for oral interpretations given by a District employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretations, https://westada.bonfirehub.com/

Page | 10 clarification or additional information can be given that would change the terms and conditions of the proposal. Any modification of this proposal that results in substantial changes to the Statement of Work will be published in an Addendum to this proposal. This proposal and subsequent addendum, if any, shall be posted in Bonfire. Addenda can be found under the “Public Notices” section under “Messages”. All registered respondents will receive an electronic notification of any addenda issued.

However, prior to submitting a proposal, it shall be the sole responsibility of each respondent to determine if addenda were issued and, if so, to acknowledge receipt of such addenda via Bonfire.

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SECTION 3

Instructions for Submission of Proposal

3.1 General Instructions

3.1.1 Proposals are required to be submitted electronically (in searchable.pdf format) to the following: westada.bonfirehub.com. Refer to the project details in Bonfire for the deadline date and time. Except as otherwise addressed in this solicitation. Submission of materials may be submitted at any time up until the bid closes. If multiple submissions are received for any required items, only the latest timely submission will be considered.

3.1.2 Proposals will be electronically received, unsealed, and acknowledged at the District Service Center, 1303 E. Central Drive, Meridian, ID 83642.

3.1.3 Proposals and/or bid bonds received later than the time and date specified will not be considered.

3.1.4 All prices and other notations must be entered electronically.

3.1.5 Respondents must propose separately upon each item, showing unit price and extension (the extension will automatically be computed on your behalf). In case of error in computation, the unit price shall prevail.

3.1.6 Respondent shall quote lowest net price, best delivery date, maximum discount terms for prompt payment, and make and model of the item offered.

3.1.7 Proposals must provide itemized pricing on the proposal form (BT-04FW).

3.1.8 Respondents are welcome to submit pricing for up to two (2) specified or equivalent products. You can prepare both submissions at the same time, however, a primary proposal MUST be submitted and finalized before you can submit an Alternate Submission. The following link can help with Alternate Submissions: How do I prepare a second submission?

3.1.9 If proposing an ‘equivalent’ product, the make and model must be identified on the Proposal Form (BT-04FW) and documentation must be uploaded under Section 8 of Bonfire.

3.1.10 It is anticipated that some, or all, of the costs associated with this proposal shall be eligible for the E-Rate discount under the Federal Communications Commission (FCC) Universal Service Provision (FCC 97-157); therefore, the winning respondent must understand and comply with all FCC rules and regulations related to E-Rate. The winning respondent must have a valid Service Provider Identification Number (SPIN) as part of this RFP.

3.1.11 The District will accept proposals for alternative equivalent products. All proposals which are equivalent to or exceed specifications of the listed items will be considered. However, Respondents must demonstrate equivalency of alternates to the products specified. Proposed equipment shall be compatible with the District’s existing equipment and design. The District https://customer.eunasolutions.com/public/s/article/how-do-i-prepare-a-second-submission

Page | 12 reserves the right to be the sole determiner of equivalent products and reserves the right to waive any minor variations from specifications and to evaluate the proposal based on the determination of what is in the District's best interest.

The proposal must describe how the alternate equipment meets or exceeds the specifications listed in Section 8 “Proposed Solution Specifications”. The specifications set forth in this proposal are intended to be used as a basis for determining acceptable quality and performance. The specifications are not meant to be restrictive to a particular brand.

3.1.12 The quantities listed in the proposal are estimates only based on previous usage and are not a guarantee of actual quantities to be purchased. The District reserves the right to purchase more or less quantities for any item listed herein to meet the needs of the District.

The District reserves the right to purchase items that are urgently needed by the District from other than the Proposer if such items are not readily available from the Proposer.

3.1.13 The products proposed must be eligible for E-Rate provisions and compliant with the Category 1 Schools and Libraries Division Eligible Services List for the specified funding year. The costs for services eligible or not eligible for E-Rate must be clearly identified on the Proposal Form (BT-04FW) in the “E-Rate Eligibility” column by indicating the percentage of E-Rate eligibility (i.e., 100%, 50%, 0%, etc.).

3.1.14 All electronic files must be in Microsoft Word, PDF or Excel format; the only exception is for financials, brochures, or other information only available in an alternate format.

3.1.15 All Proposers must establish an account in the Bonfire system, as it is necessary to process and/or award the resulting Contract. Establishing an account is free and only takes a few minutes.

3.1.16 All required information is identified with a form, document, answer to a question, or electronic certification.

3.1.17 The Board of Trustees reserves the right to accept or reject any and/or all proposals, portions thereof and waive any formality which is deemed to be in the best interest of West Ada School District. The District also reserves the right to cancel individual items, remove items, and award to the respondent when it's to the best advantage of the District.

3.1.18 Proposals are subject to acceptance within ninety (90) days of the closing date, and proposals shall remain irrevocably in effect through the completion of the project.

3.1.19 The District reserves the right to cancel this RFP and all supporting documents at any time. Cancellation notices shall be posted as an addendum.

3.1.20 Qualifications of a proposal with a requirement by respondent for any minimum order other than as specified in this proposal may be cause for rejection of respondent's entire proposal. The Board specifically reserves the right to reject any conditional proposal and will normally reject those which make it impossible to determine the true amount and quality of the proposal.

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3.1.21 Before submitting a proposal, the respondent shall thoroughly familiarize themselves with all Terms and Conditions of the Contract Proposal Form, and any addenda issued before the Proposal Closing. Such addenda shall form a part of the Proposal and shall be made a part of the Contract Documents. It shall be the respondent's responsibility to ascertain that their proposal includes all addenda issued prior to the Proposal Closing. Respondents should review carefully the information provided, to ensure that they are thoroughly familiar with all the requirements, conditions and cost implications that will exist if a contract is awarded to them. No proposal preparation costs will be assumed by WASD and are the vendor’s responsibility.

The respondents must satisfy themselves by personal examination and by such other means as they may prefer as to the actual conditions and requirements under which the service must be performed. If under inspection and examination by the respondent there are any existing conditions or requirements of the service which are not completely understood by the respondent, they shall submit a question via the Vendor Discussions tab in Bonfire under the “Messages” section during the Q&A period.

The respondent is responsible for correctly applying cost allocation to otherwise eligible products and services and correctly identifying ineligible products/services on the proposal form.

Respondents are expected to examine the specifications and all instructions of the proposal.

Failure to do so will be at the respondent's risk. Each respondent shall furnish the information required by this proposal.

3.1.22 No proposal may be withdrawn after the time of opening.

3.1.23 Respondents or their authorized representatives are expected to carefully examine all documents in the solicitation to obtain knowledge of existing conditions, limitations, and requirements before submitting proposals. Failure to do so will be at the respondent's own risk and he/she cannot secure relief on the plea of error. In case of error in extension of the prices in the proposal, the unit price shall be at the discretion of the Procurement Director.

3.1.24 Time is hereby declared to be of the essence in this contract. Time and manner of delivery are essential factors in proper performance under the contract.

3.1.25 All items delivered must be in a condition acceptable to the District. All articles, unless otherwise specified, must be delivered, ready for use. Packages shall be so constructed as to ensure safe transportation to the point of delivery. Repacked products are not acceptable. It shall be the responsibility of the vendor to file claims for damage or defective merchandise. In the event of receipt of merchandise with concealed damage, the vendor will be immediately notified by email. All articles shall be subject to inspection and acceptance or rejection by the District.

Proposals are to be based on a fully delivered price. All prices, including total, must include any and all discounts. The Contractor shall be responsible for delivery F.O.B. West Ada School District, School Site and shall pay all costs, including drayage, freight, pallets, and packaging, which shall be included in the item unit cost. No charges for the transportation, handling, containers, packing, etc., will be allowed unless otherwise specified in the proposal. No separate charges for the preceding will be allowed nor paid by the District and must include a detailed

Page | 14 delivery/packing slip. All delivery and freight charges are to be included in the proposal price.

Any requirement by the respondent that contains all or none groups, quantities, weights, or other criteria must be met, in order to qualify for proposal prices, will result in disqualification.

3.1.26 Prices bid are maximums for the period of the contract. In the event of a price decline, or should you sell the same materials under similar quantity and delivery conditions to the State of Idaho, or any County, Municipality, Political Subdivision or Legal District of the State of Idaho at prices below those proposed herein, such lower prices are to be immediately extended to the West Ada School District for comparable duration as offered to the other entity.

3.1.27 The suppliers may invoice partial shipments, and payment will be made without waiting for completion of the entire order.

3.1.28 WASD will not be returning any existing equipment as part of this bid.

3.1.29 Failure to comply with the above requirements shall constitute grounds for the bid to be declared non-responsive.

3.2 Trade Secrets

Paragraph 25 of the Instructions to Vendors, describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 25 of the Instructions to Vendors), Proposers must also:

3.2.1 Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.” Any attempt to mark an entire proposal as “trade secret” will deem the proposal non-responsive.

3.2.2 Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Proposal; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the District’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure and how the exempting the material complies with the Public Records Law.

3.2.3 Submit a redacted copy of the Proposal with all trade secret information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name.

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3.2.4 Refer to the Standard Terms and Conditions regarding Public Records and Idaho Code Section 74-101, et seq. for further information regarding the disclosure of information or documents for public inspection.

3.3 Electronic Submission

3.3.1 Proposals are required to be submitted electronically (in searchable.pdf format) to the following: https://westada.bonfirehub.com. Vendors must create a Bonfire log-in to view and respond to this and any other West Ada bid opportunities. Refer to the project details in Bonfire for the deadline date and time. When submitting through Bonfire, UPLOAD YOUR TECHNICAL

PROPOSAL, SEPARATE COST PROPOSAL, AND ALL OTHER REQUIRED SUBMITTAL ITEMS.

Remember to submit an additional redacted version of the proposal if you have identified trade secrets.

Proposals will be electronically received, unsealed, and acknowledged at the District Service Center, 1303 E. Central Drive, Meridian, ID 83642 via a Teams Meeting on the date and time indicated on Page 3 and in Bonfire. A link to the Teams Meeting is provided in Bonfire.

Proposals received later than the time and date specified will not be considered.

3.3.2 Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the submission deadline to allow for resolution of technical difficulties. Be advised that the District is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties.

3.3.3 Be advised that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in Bonfire, which must be the same legal entity presented in the uploaded response materials. If the entity identified in the “Requested Company Information” differs from the entity under which you submit your Proposal in Bonfire, the information provided in the “Requested Company Information” prevails.

3.3.4 Proposers are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Proposer’s response.

https://westada.bonfirehub.com/

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SECTION 4

Proposal Format

These instructions describe the format to be used when submitting a Proposal. The format is designed to ensure a complete submission of the necessary information for an equitable analysis and evaluation of submitted Proposals. There is no intent to limit the content of Proposals.

4.1 Format

Proposals shall follow the numerical order of this RFP beginning with Section 7 and continuing through the end of the applicable RFP Attachments, including all mandatory submission items detailed in Section 6 and identified throughout the RFP. Proposal sections and subsections must be identified with the corresponding numbers and headings used in this RFP. In your response, restate the RFP section, followed with your response.

Proposers are encouraged to use a different color font, bold text, italics, or other indicator to clearly distinguish the RFP section from the Proposer’s response. Except for brochures, financials, work samples, or other similar submission items, all electronic Proposals must be submitted in Microsoft Word, PDF, or Excel and must not be locked. Proposers are strongly cautioned against including website links or imbedded documents in the Proposal; the District will not be responsible for the RFP Lead or any evaluator’s failure to consider information outside of or imbedded in the Proposal.

4.2 Evaluation Codes

(M) Mandatory Response - failure to respond to any (M) section, or to comply with any mandatory specification or requirement, will render Proposer’s Proposal non-responsive and no further evaluation will occur.

(ME) Mandatory and Evaluated Response - failure to respond to any (ME) section, or to comply with any mandatory specification or requirement in an (ME) section, will render Proposer’s s Proposal non-responsive and no further evaluation will occur. Offeror must respond to these sections as directed;

points will be awarded based on predetermined criteria.

(E) Evaluated Response - a response is desired and will be evaluated. If the Offeror cannot meet the requirement, or chooses not to respond for any reason, zero (0) points will be awarded for the section.

If the Offeror responds, points will be awarded based on predetermined criteria.

The District reserves the right to waive any minor informalities as well as minor deviations from specifications and to evaluate the proposal based on the determination of what is in the District's best interest. The District also reserves the right to seek clarification on any (M), (ME), or (E) requirement.

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SECTION 5

Proposal Review, Evaluation, and Award

5.1 Overview

The objective of the District in soliciting and evaluating Proposals is to ensure the selection of a firm or individual that will produce the best possible results for the funds expended.

5.1.1 All Proposals will be reviewed first to ensure that they meet the Mandatory Submission Requirements of the RFP as addressed in Sections noted with an (M) or (ME). Any Proposal(s) not meeting the Mandatory Submission Requirements will be found non-responsive.

5.1.2 Evaluation Criteria

Proposals that are found to be responsive will be evaluated and assessed in accordance with the evaluation criteria below.

Factor Weight

Price of eligible products and services 30%

Proposed solution specifications 25%

Vendor/Personnel qualifications 20%

Prior experience providing services requested of similar scope and size

15%

Prior experience with educational entities and/or WASD

10%

Total 100%

5.2 Evaluations

5.2.1 All proposals which are equivalent to or exceed specifications of the listed items will be considered. Evaluation of the proposals received in compliance with the RFP instructions will be performed for the purpose of selecting a response that best meets the needs of the District. The Respondent(s) with the highest scores and meets USAC E-Rate guidelines will be selected as the final Service Provider(s). Before and/or after the review process, the District reserves the right to visit agencies where the Respondents are currently providing similar services and discuss, in detail, any considerations related to the service provider(s) role. In evaluating RFP responses, the District will award points to each response up to the maximum points that are listed for each of the listed criteria: Maximum 100 points.

5.2.2 Vendors proposing the specified manufacturer and model identified in the proposal documentation will receive full points in the “Proposed solution specifications” category.

Vendors proposing ‘equivalent’ products will be required to submit responses for each specification identified in Section 8 and will be scored accordingly.

5.2.3 The District reserves the right to seek clarification from any respondent (new, additional information is not allowable), the right to reject any and all responses received with or without cause, the right to negotiate all final terms and conditions of any agreement

Page | 18 entered into with any respondent that submits a response and also to waive any irregularities or informality if deemed to be in the best interest of the District.

5.3 Technical Proposal

5.3.1 The Technical Proposal will be reviewed first on a “pass” or “fail” basis to determine compliance with those requirements listed in the RFP with an (M) or (ME). All Proposals which are determined by the District, in its sole discretion, to be responsive in this regard will continue in the evaluation process outlined in this Section.

5.3.2 The Technical Proposal will be evaluated and scored utilizing one (1) or more Technical Proposal Evaluation Committee(s).

5.4 Cost Proposal

5.4.1 The scores for the Cost Proposal will be normalized as follows: The cost evaluation will be based on the total lowest cost provider. The Proposal with the Lowest Total Overall Cost proposed will receive all available Cost Points: 30 points. Other Proposals will be assigned a portion of the maximum available Cost Points using the formula:

30 X Lowest Overall Total Cost

Overall Total Cost being evaluated

5.5 Award

Proposals will be tabulated and recommendations for award of a contract will be made by the Procurement Manager.

Award of Contract will be made to the responsive Offeror whose Proposal receives the highest number of total points.

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SECTION 6

Mandatory Submission Requirements

The technical proposal begins with the mandatory items identified in this list and the following sections.

NOTE: THIS CHECKLIST IS PROVIDED AS A COURTESY ONLY; PROPOSERS ARE RESPONSIBLE FOR SUBMITTING ALL MANDATORY SECTIONS, ATTACHMENTS, SUBMITTAL ITEMS, ETC., REGARDLESS OF

WHETHER THEY ARE IDENTIFIED IN THIS LIST.

☐ (M) ATTACHMENT 1: Federal and Idaho Law Acknowledgements: Complete, sign, and submit.

☐ (M) ATTACHMENT 2: Drug & Alcohol Affidavit: Complete, sign, NOTORIZED, and submit.

☐ (M) ATTACHMENT 3: Acknowledgement of Addenda: If the RFP is amended, the Offeror must acknowledge each addendum with a signature on the acknowledgement form provided. Failure to return a signed copy of the addenda acknowledgement form with the Proposal may result in the Proposal being found non-responsive. If no addenda are posted, still sign and submit as proof of acknowledgement that you have verified the absence of addenda. Complete, sign, and submit.

☐ PROVISIONALLY PROVIDED: Document outlining specific trade secrets, as detailed in Section 3.2.1, a separate document entitled “List of Redacted Trade Secret Information, as detailed in Section 3.2.2, and a Redacted copy of Technical Proposal and list of Trade Secret redactions, as detailed in Section 3.2.3.

☐ PROVISIONALLY PROVIDED: Conflict of Interest Disclosure Statement (Per Item 15 in Standard Terms and Conditions).

☐ Section 7: Provide a response to all (M) and (ME) sections:

• 7.1 (ME/M) E-Rate Requirements

• 7.2 (ME) Experience

☐ Section 8: Provide response to all (M) and (ME) sections:

• 8.1 (ME) 5 Year Switch Enterprise Agreement licenses equivalent requirements for the devices listed

• 8.2 (M) Additional Requirements

☐ Section 9: Provide response to all (ME) sections:

• 9.1 Past performance

☐ Section 10: (ME)

• Cost Proposal: Provide your cost information on Bid Table BT-04FW in Bonfire.

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SECTION 7

Vendor/Personnel Qualifications (20 Points)

7.1 (ME/M) E-Rate Requirements

All vendors submitting Proposal proposals should meet the following qualifications:

7.1.1 (M)The vendor must have a USAC Service Provider Identification Number (SPIN).

7.1.2 (M) The vendor must have a current FCC Registration Number (FRN).

7.1.3 (M) The vendor must be in “good standing” with the FCC and the State of Idaho. Any respondent found to be in FCC “Red-Light Status” will be determined non-responsive.

7.1.4/7.1.5 (M)All vendors submitting a proposal are responsible for understanding USAC and FCC E-Rate eligibility and billing rules and are required to identify any costs, fees, products, or proposed uses that do not meet the rules of eligibility for E-Rate funding and should be filed as ineligible fees/charges.

7.1.6 (M) The vendor must be a manufacturer authorized vendor of the equipment and materials proposed.

7.1.7 (ME) To ensure expert support, it is preferred that vendors have on staff local, experienced solutions engineers for proposed products.

7.1.8 (ME) To ensure prompt response time, it is preferred that vendors have an office located within the state of Idaho and in the Treasure Valley specifically.

7.1.9 (M) Respondents must include a sample contract with their proposal. The District will need a signed contract in place prior to filing a Form 471 to comply with E-Rate regulations.

7.2 (ME) Experience

7.2.1 Attach resumes of each individual who will be assigned to work with West Ada and provide their level of expertise for supporting the licenses to the devices you are proposing.

Include the primary location of the individual, certifications, experience and level of expertise.

7.2.2 Vendor must have at least five years of experience with the licenses being proposed Provide the number of years’ experience your firm has supporting the licenses to the devices you are bidding.

7.2.3 Describe your firm's level of experience selling and servicing the licenses you are proposing.

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SECTION 8

Proposed Solution Specifications (25 Points)

If you are proposing the licenses to the preferred device(s), you do not have to fulfill this requirement and will receive full points for this category, however Section 8.2 is required for all proposers.

If the solution proposed is not Cisco Meraki, upload a response document located under “Section 8” in Bonfire. In your response, describe how your solution meets or exceeds the proposed product.

Provide manufacturer reference materials and include a page number for reference so the evaluators can easily locate the response to the requested items. Warranty documentation must be uploaded for all equivalent products being proposed.

8.1 (ME) 5 Year Switch Enterprise Agreement licenses equivalent requirements for the following devices: MS130-8, MS130-8P, MS150-24MP-4X, MS150-48MP-4X, C9300-24UX-M, C9300-48UN-M, MS125-24P, MS130-CMPT, MG51/MG51E, MS390-24, MS390-48, MR Enterprise (access points), MX68CW, MX68W, MX75MS85, Z3

• Provide details about how your proposed product meets or exceeds the preferred product for each of the items listed above.

8.2 (M) Additional Requirements (This section applies to all equipment being proposed)

• Proposals shall include quotations on an annual basis per E-Rate rules.

• West Ada must be registered as the license owner with the manufacturer(s).

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SECTION 9

Prior Experience (25 Points)

This section is required. Use this Proposal outline as part of your response to the RFP. Keep in mind, the evaluators will be scoring your Proposal based on the completeness of the response to the item listed below.

9.1 (ME) Past Performance

9.1.1 Briefly describe five (5) projects executed by your firm that demonstrate your relevant experience of similar scope and size in the past five years. If the experience is with West Ada or other educational institutions, please indicate. For each project, include the Name of the Client and contact information of a person to contact regarding your firm’s performance on the project. Detail the scope of the project, date of the project, size of the client, and any additional relevant information in your response. Also include information as to how the project aligns with the parameters we are asking you to assess in this project. Projects listed for which your firm worked in an auxiliary capacity or in a joint venture/partnership should include the name, address, phone number, and a contact person of the lead firm.

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SECTION 10

Cost Proposal (30 points)

10.1 Pricing (ME)

The cost proposal evaluation includes a bid table. The cost proposal will be used to apply, measure, and compare rates provided by the Proposers.

Pricing is requested for the following items:

10.1.1 5 Year Licenses

• MS130-8 Switch Enterprise Agreement License, or equivalent

• MS130-8P Switch Enterprise Agreement License, or equivalent

• MS150-24MP-4X Switch Enterprise Agreement License, or equivalent

• MS150-48MP-4X Switch Enterprise Agreement License, or equivalent

• C9300-24UX-M Switch Enterprise Agreement License, or equivalent

• C9300-48UN-M Switch Enterprise Agreement License, or equivalent

• MS125-24P Switch Enterprise Agreement License, or equivalent

• MS130-CMPT Switch Enterprise Agreement License, or equivalent

• MG51/MG51E Switch Enterprise Agreement License, or equivalent

• MS390-24 Switch Enterprise Agreement License, or equivalent

• MS390-48 Switch Enterprise Agreement License, or equivalent

• MR Enterprise Cisco/Meraki Enterprise Agreement License, or equivalent

• MX68CW Switch Enterprise Agreement License, or equivalent

• MX68W Switch Enterprise Agreement License, or equivalent

• MX75 Switch Enterprise Agreement License, or equivalent

• MX85 Switch Enterprise Agreement License, or equivalent

• Z3 Switch Enterprise Agreement License, or equivalent

10.1.2 Additional Fees/Costs

• If training is not included, it must be itemized in this section

• Any additional fees/costs, if applicable