8246-20250110093136 WJSD.pdf

Request for Proposals E-Rate Category 2 Project West Jasper School District

Notice to Bidders

Notice is hereby given to interested bidders that the West Jasper School District will receive written, sealed bids until the hour of 10:00 a.m. February 11, 2025, at which time bids will be opened in the Board Room of the West Jasper School District at 510 HWY 18 Bay Springs, MS 39422.

Bid Timeline

Letter of Intent to Bid Due Date January 17, 2025 11:59 p.m.

Mandatory Vendor Meeting January 24, 2025 11:00 a.m.

Bid Due Date and Opening February 11, 2025 10:00 a.m.

E-Rate Category 2 Project (Description)

The West Jasper School District wishes to upgrade its E-Rate eligible category 2 Equipment, Cabling, Managed Services and Basic Maintenance. The District is seeking a two-year three-month contract to cover the 2025 funding year for all Internal Connections Equipment and Services requested in the proposed RFP. Pricing for Internal Connections Equipment and Services must remain in effect and must be honored until the service delivery deadline for the 2025 funding year which is normally September 30th, 2026. If the service delivery deadline is extended for any reason, prices must be honored until the final C2 service delivery deadline for Funding Year 2025.

In order to be eligible to bid, all prospective bidders must attend the mandatory vendor meeting. The vendor meeting will be held at the West Jasper School District Office located at 510 HWY 18 Bay Springs, MS 39422. on January 24, 2025 11:00 a.m. The purpose of this meeting is to allow potential bidders an opportunity to present questions and obtain clarification of the requirements of the bid documents.

Because the West Jasper School District considers the meeting to be critical to understanding the bid requirements, attendance is mandatory in order to qualify as a bidder.1 No transcript or minutes from this meeting will be created or available. Proposals from vendors who do not attend the vendor meeting WILL

BE DISQUALIFIED.

The submission of automated or “robo” bids or proposals will be automatically disqualified. To be clear, “SPAM and/or robotic responses will not be considered valid bid responses and will be disqualified from consideration.”

Nothing discussed or information provided during the mandatory vendor meeting shall be construed as changing the scope of this procurement as set forth in this RFP. Anything discussed or any information provided during the mandatory vendor meeting shall be interpreted in light of this RFP; if there is any conflict or perceived conflict between this RFP and information provided or statements made during the mandatory vendor meeting, this RFP shall govern.2

At the time of the vendor meeting, all bidders will be expected to complete and turn in the “Site Visit Information Form” furnished in this document.

The RFP will consist of Cabling, Equipment, Managed Services and Basic Maintenance. Vendors may bid on one, two, three or all parts. Vendors may also bid to serve some but not all of the sites. Any discounts for bundled pricing or winning more than one portion of the RFP will be considered and allowed.

Intent to Bid

West Jasper School District requests that all vendors interested in submitting a proposal complete the Letter of Intent to Bid that is provided at the end of this document. The Letter of Intent to Bid should be emailed to Corey Price, cprice@westjasper.org prior to January 17, 2025 11:59 p.m. If an email reply is

1 See Mississippi Public Procurement Review Board, Office of Personal Service Contract Review Rules and Regulations, § 3-302.07 (addressing mandatory pre-bid conferences).

2 Id. (“Nothing stated at the pre-bid conference shall change the Invitation for Bids unless a change is made by written amendment”).

mailto:cprice@westjasper.org not received within 24 hours, it is the responsibility of the respondent to call Corey Price at 601-425-8500 to confirm receipt of your Letter of Intent to Bid.

Submitting a Letter of Intent to Bid does not commit you to bidding. The Letter of Intent to Bid is not a requirement to submit a proposal, however the mandatory vendor meeting is a requirement to bid.

In the case of inclement weather or other unforeseen circumstances, all vendors who have submitted the Letter of Intent to Bid will be notified of a change to the mandatory vendor meeting date or time.

General

The specifications herein are provided to convey the intent of the District and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide. Technical specifications of all equipment and necessary components proposed should be provided with the bid.

Proposals that deviate from these specifications will be considered, provided the vendor indicates why its proposed alternative specifications will meet the needs and intent of the District.

Prices quoted shall be an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, any necessary cabling, training, technical support and trash removal, and represent complete installation and integration with the existing network where necessary.

All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered. Prices quoted in the vendor’s response will remain in effect from the time of the contract signing until the final service delivery deadline for Funding Year 2025 C2 products and services.

Omissions in the proposal of any provision described herein shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.

Should the vendor have questions or find discrepancies in, or omissions from this RFP, or be in doubt to its meaning, the vendor shall at once notify West Jasper School District.

If a response is not received within 24 hours, it is the responsibility of the respondent to call Corey Price at 601-425-8500 to confirm receipt of the questions. All questions and answers will be emailed to all vendors attending the mandatory vendor meeting.

Bid Submission Instructions

Bids may be hand delivered or mailed to the West Jasper School District located at 510 HWY 18 Bay Springs, MS 39422.

Bids must be submitted in a sealed envelope clearly marked as follows:

ATTN: SEALED BID - DO NOT OPEN

“2025 E-Rate Bid” Bid Opening: February 11, 2025 11:00 AM

Envelopes not so marked will not be considered. The West Jasper School District Board of Trustees reserves the right to reject any and/or all bids and waive any informality.

Bidders must submit one (1) original and two (2) copies of their full response along with two (2) electronic copies.

DO NOT FAX OR EMAIL PROPOSALS. FAXED OR EMAILED PROPOSALS WILL BE DISQUALIFIED.

The submission of automated or “robo” bids or proposals will be automatically disqualified. To be clear, “SPAM and/or robotic responses will not be considered valid bid responses and will be disqualified from consideration.”

The first page in the bid submission packet must be the Bid Worksheet. The worksheet will show the vendor’s total cost. In additional to the Bid Worksheet, Vendors MUST provide quotes submitted on the vendor’s standard quote form showing line-item pricing. Failure to comply may result in bid disqualification.

Bids must include the following:

The “Bid Worksheet” completed and signed by the bidder. Note, the “Bid Worksheet” is a total for all E- Rate eligible products and services. In the occurrence of discrepancies between the total costs and line item costs, the line item cost will be deemed to be the correct cost.

(THE BID WORKSHEET MUST BE THE FIRST PAGE IN THE BID SUBMISSION DOCUMENTATION)

Required Documents as listed in this RFP.

It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner. Late arrivals will be rejected. The West Jasper School District is not responsible for delays of any commercial carrier or delays incurred by the respondents. Oral, telephone, or emailed bids will not be considered.

Signatures on the proposals must be in longhand and executed by a principal duly authorized by the vendor to make a contract.

PLEASE NOTE: Common Carriers, UPS and FedEx, in the Bay Springs Mississippi area generally do not deliver overnight packages on time. The West Jasper School District will not be responsible for nor will it accept bid responses delivered after the deadline.

Evaluation Methodology

The West Jasper School District Board of Trustees will award a contract based on the vendor submission that best meets the needs of the West Jasper School District with regard to the current Technology Plan, future growth, RFP specifications, and not necessarily the lowest price even though price will be the primary factor. The following factors may be considered when evaluating responses:

• Price

• Technical Specifications

• Technical Certifications of Vendor Staff

• Number of Service Staff within close proximity to Bay Springs, Mississippi

• Vendor response time

• Turnkey Solution

• Ease of Use

• Experience with Vendor (includes Vendor-supplied customer references and recent (7 years)

District experience with Vendor (if any); may also include any publicly available reports or testimonials regarding recent Vendor performance)

Vendor Qualifications

The West Jasper School District may make such investigations as deemed necessary to determine the ability of the bidder or subcontractors or suppliers to perform the work, and the bidder shall furnish to the West Jasper School District all such information and data for this purpose as the West Jasper School District may request. The West Jasper School District reserves the right to reject any bid if the evidence submitted by or investigation of such Bidder fails to satisfy the West Jasper School District that such bidder is properly qualified to carry out the obligations of the contract and/or to complete the work contemplated therein within the time required.

The bidder is specifically advised that any person, firm or other party to whom it proposes to award a subcontract or purchase order under this contract must be acceptable to the West Jasper School District.

The successful vendor (contractor) must have or be certified with the following:

• Be able to supply all products and services

• Be an authorized dealer in the State of Mississippi for all products

• Have current liability insurance and workers compensation insurance (certificates of insurance must be furnished by winning bidder within 10 days of award

• Provide documentation of the vendor’s employee certifications

• Participate in the mandatory vendor meeting. Any bid submitted by a vendor who does not attend the mandatory vendor meeting will not be considered. There will be no exceptions.

• Provide an E-Rate SPIN

• Provide at least 3 references for projects of the same scope and size

Financing

This project will be subsidized by the E-Rate program and is therefore subject to funding availability and contingent upon E-Rate funding. Due to the extended period of time it could take for the District to receive a funding commitment from USAC for this project and possible unforeseen financial circumstances, any contract arising from this RFP will also be contingent upon the District’s availability of funds at the time of funding for the non-E-Rate portion of the project. The District also reserves the right to increase or decrease quantities requested in this RFP to adhere to the District’s needs at the time of funding.

The District reserves the right to purchase products and services from the winning bid response during the term of the subsequent contract using alternate funding sources if alternative funding becomes available during the contract term.

The West Jasper School District requires that the winning bidder provide the USAC Service Provider Invoice (SPI) method for invoicing.

Disqualification of Bidder

The West Jasper School District reserves the right to award to other than the lowest bidder when, in the judgment of the District administration, it is in the best interest of the District to do so. A Bidder may be disqualified for any substantial non-compliance with the terms of this RFP, including:

1. Bidder’s failure to sign Bidder’s Proposal Form or to otherwise properly complete the Proposal Form

2. Bidder’s failure to attend and complete the mandatory pre-bid conference

3. Bidder’s failure to include documentation for required certifications and authorizations

A Bidder may also be disqualified for the following reasons:

1. Bidder being in litigation or dispute with the West Jasper School District

2. Bidder having defaulted on a previous contract

3. Bidder having preformed unsatisfactorily on a previous contract, including but not limited to the

Bidder’s failure to fulfill the warranty obligations of a previous contract with the West Jasper School District

4. The submission of emailed, automated or “robo” bids or proposals will be automatically disqualified

5. Any and all other disqualification factors as noted in this RFP

The West Jasper School District will strictly adhere to the rules and regulations of the E-Rate program when evaluating bid responses.

Equipment Specifications

The West Jasper School District is requesting an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, training, technical support and trash removal, and represent complete installation and integration with the existing network where necessary. All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered. Prices quoted in the vendor’s response will remain in effect from the time of the contract signing until the final service delivery deadline for Funding Year 2025 C2 products and services.

The below specified equipment does not include every part, piece, and accessory necessary for the system to be fully functional. Please ensure that all bids include all support, warranty, cables, power cords, etc. necessary for a total solution. Please ensure any ineligible items are clearly marked as ineligible on the bid. If any item quoted is partially eligible, please provide cost allocation showing the eligible amount and the ineligible amount with justification for the cost allocation method.

Bids for all equipment must include cost of configuration, installation and training on configuration and maintenance for the West Jasper School District Information Technology Department. Bids should also include any necessary accessories, parts or components required to make the system work, i.e., patch cables, SFPs, support, licenses, etc.

Please see attached “Exhibit A” for preferred equipment models or EQUIVALENT.

Proposals that deviate from these specifications will be considered provided the vendor indicates why its proposed alternative specifications meet the needs and intent of the District. Proposals from vendors that are capable of providing an all-inclusive solution for some but not all of the District locations will also be considered.

Switches

Proposed Switches must be Aruba or EQUIVALENT. Any alternative equipment quoted must be fully compatible with the District’s existing network equipment. Proposal should include all switches, SFPs, licensing, cabling, support and startup service needed for the project upgrades.

Access Points

Proposed Access Points must be Ruckus or EQUIVALENT. Any alternative equipment quoted must be fully compatible with the District’s existing network equipment. Proposal should include all access points, licensing, cabling, support and startup service needed for the project upgrades.

Renewal License

Renewal license should be quoted for existing equipment as detailed in the attached “Exhibit A” if applicable. Please include a quote for 1 year, 3 year and 5 year license.

Other Considerations

The West Jasper School District welcomes proposals that may not meet these specifications exactly.

However, such proposals must explain in detail how the alternative proposal will meet the general specifications of this RFP and why the District should consider such an alternative. If the explanation and reasoning satisfies both the District Administration and members of the IT department of the West Jasper School District, then the proposal will be considered as if it meets specifications.

Due to the fast pace of technology, equipment and new technology is constantly emerging. Since the earliest the West Jasper School District expects to receive funding for their Category 2 project is August 2025, and because many things can change with technology and within the School District, the West Jasper School District will require that the awarded vendor or vendors complete a new walkthrough of all facilities after funding notification to reassess the technologies quoted and the schools’ needs. If technology and needs have changed from the time of acceptance of the winning proposal, Service Provider agrees to work with the School District to submit a service substitution to USAC for updated equipment and services.

Because items quoted may no longer be available at the time of funding due to supply chain issues or discontinuation or end of life of equipment quoted, the West Jasper School District will require that the awarded vendor or vendors provide a comparable or equivalent replacement at the same margin/markup quoted in this response. For Example, if Switches are quoted at 10% over cost, then the replacement must also be quoted at 10% over cost. If equipment if unavailable or has changed from the time of acceptance of the winning proposal, Service Provider agrees to work with the School District to submit a service substitution to USAC for updated equipment and services.

Current Equipment

• All current equipment will remain the property of the West Jasper School District regardless of its use or non-use in the successful proposal.

• The vendor will be responsible for reconfiguration of the West Jasper School District’s existing switches if any switch configuration is required to make the new wired or wireless system function properly or to integrate the LAN Switch upgrade with the existing equipment

E-Rate

This proposal request is for services to be subsidized under the Universal Services E-Rate Program for Schools and Libraries. No purchase order will be issued, no installation will occur, and no services will be provided until approval of the form 471 application AND approval by West Jasper School District for the District’s non-E-Rate portion. If District funds are not available for the District portion, all contracts will become null and void and the project will not be implemented.

Right to Reject

The West Jasper School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the District. The West Jasper School District reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms the vendor proposes. The West Jasper School District reserves the right to reject the proposal of a vendor who has previously failed to perform properly or completed on time contracts and to reject the proposal of any vendor who in the opinion of the West Jasper School District, is not in a position to adequately perform the contract. The West Jasper School District reserves the right to reject any and all proposals, any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of the West Jasper School District. Contracts will be awarded for each part of the RFP to the vendor or vendors submitting the proposal determined to be in the best interests of the West Jasper School District.

Site Visit Form

(Contact information for changes/updates/clarifications)

Date __________________________________________________________

Service Provider Name __________________________________________________

Contact Name __________________________________________________

Address _______________________________________________________

Phone Number _________________________________________________

Email Address __________________________________________________

Check preferred method of contact: Email Phone

By signing below, the vendor acknowledges that the prices listed on this sheet are the prices being bid for this project and that the vendor understands that portions of this Project may be funded from E- Rate Funds. This project is subject to funding availability and contingent upon E-Rate funding. The District reserves the right to purchase products and services from the RFP response during the term of the contract using alternate funding sources if alternative funding becomes available.

COMPANY NAME: ___________________________________________________________________

REPRESENATIVE NAME: __________________________________ TITLE: ______________________

SIGNED: ____________________ Phone: __________________ DATE: ________________________

BID WORKSHEET

PRICING INFORMATION (Total Cost for ALL E-Rate Eligible Locations)

(THIS DOCUMENT MUST BE THE TOP PAGE OF YOUR SUBMISSION)

You must submit a standard quotation showing line-item pricing total in addition to this worksheet.

MUST FILL IN THE TOTAL PRICE FOR THE ENTIRE E-RATE ELIGIBLE PORTION OF THE PROJECT BELOW.

West Jasper School District 2025 E-Rate Bid Worksheet

E-Rate Eligible PROJECT TOTAL PRICE for Cabling: ____________________________________________

E-Rate Eligible PROJECT TOTAL PRICE for Equipment: _________________________________________

E-Rate Eligible PROJECT TOTAL PRICE for MIBS: ______________________________________________ (This is the total of all years based on 1 days per month for 5 years (480 total Hours)

E-Rate Eligible PROJECT TOTAL PRICE for Basic Maintenance: __________________________________

DO NOT INCLUDE INELIGIBLE COSTS IN THE ABOVE TOTALS. PRICING ON THIS PAGE IS FOR E-RATE ELIGIBLE PRODUCTS AND SERVICES ONLY. PLEASE PROVIDE A SEPARATE QUOTE FORM FOR ALL

INELIGIBLE ITEMS/LOCATIONS.

In the occurrence of discrepancies between the total costs listed above and costs from the itemized quotes, the costs from the itemized quotes will be deemed to be the correct cost.

Please include a line item/catalog pricing schedule in your bid for all bid items including equipment, cabling, labor, travel, etc. and any proposed alternative equipment.

Required Documents

Bid Worksheet and Service Provider Quotes broken down by Year

Specifications for the proposed hardware and software

References

Documentation of the vendor’s certifications

E-Rate SPIN number

Qualifications and training of vendor technical staff

Trouble Ticketing Procedures and Escalation Process

Any other documentation required previously in this document

If the proposal does not meet the stated specifications, the vendor must include a detailed proposal along with a detailed explanation as to why the vendor believes the proposal will meet the stated needs of the West Jasper School District and why the District should consider their proposal.

DISTRICT BUILDING INFORMATION

Name Address City/State/Zip

West Jasper School District Central Office

510 HWY 18 Bay Springs, MS 39422

Bay Springs Elementary

School

510 HWY 18 Bay Springs, MS 39422

Bay Springs Middle School

510 HWY 18 Bay Springs, MS 39422

Bay Springs High School

510 HWY 18 Bay Springs, MS 39422

Stringer Attendance

Center

122 CR 17 Stringer, MS 39481

LETTER OF INTENT TO BID

Corey Price

510 HWY 18

Bay Springs, MS 39422 601-425-8500

Reference: West Jasper School District 2025 E-Rate C2 Bid

This letter is to notify you that it is our present intent to submit a proposal in response to the above referenced RFP. The individual to whom information regarding this RFP should be transmitted is:

Name: __________________________________________ Company: _______________________________________ Address: ________________________________________ City, State & Zip: _________________________________ Phone Number: __________________________________ E-mail Address: __________________________________

Sincerely, Signature

Title

Exhibit A

Description Preferred Manufacturer Preferred Part Number

QTY

24 Port Layer 3 Class 6 PoE switch Aruba S3L75A 15 680 Watt Power Supply Aruba JL086A#ABA 30

48 Port Layer 3 Class 8 PoE switch Aruba S3L77A 19 1050 Watt Power Supply Aruba JL087A#ABA 38

Direct Attach Copper Cable 10GBase Aruba J9281D 12 Direct Attach Copper Cable 10GBase Aruba J9283D 3

HPE J9150D Compatible SFP+ Module MultiMode 10Gbase-SR

Startech J9150D-ST 15

HPE J9151E Compatible SFP+ Module SingleMode 10Gbase-LR

Startech J9151E-ST 15