Addendum 1_ARFP EDD2600000002.pdf

Proc Folder: 1797248

Doc Description: Internet Web Hosting

Proc Type: Agency Master Agreement

Date Issued Solicitation Closes

2025-10-23 2025-11-13

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV 25305

us

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

14:00

FOR INFORMATION CONTACT THE BUYER

Michelle L Childers

(304) 558-2686 michelle.childers@k12.wv.us

Vendor Signature X

State of West Virginia Agency Request for Proposals

Info Technology

Solicitation No

ARFP 0402 EDD2600000002

Country:

Extension:

FEIN#

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Oct 23, 2025 Page: 1

Reason for Modification:

Addendum No. 1 To Publish and Distribute the Attached Information to the Vendor Community.

Version Phase

Zip:

DATE

FORM ID: WV-PRC-ARFP-002 2020/05

$HIPTO·

Line Comm Ln Desc Qty Unit of Measure Unit Price Total Price

Internet Web Hosting 0.00000 EA

Comm Code Manufacturer Specification Model#

81112100

Extended Description:

Internet Web Hosting and Services

Please see the full list of attached documents for this solicitation.

Online responses are prohibited. Please submit responses according to bid submission instructions.

Event Event Date

Date Printed: Oct 23, 2025 Page: 2 FORM ID: WV-PRC-ARFP-002 2020/05

Document Phase Document Description Page

EDD2600000002 Draft Internet Web Hosting

ADDITIONAL TERMS AND CONDITIONS

See attached document(s) for additional Terms and Conditions

SOLICITATION NUMBER: ARFP EDD2600000002

Addendum Number: No.01

The purpose of this addendum is to modify the solicitation identified as ("Solicitation") to reflect the change(s) identified and described below.

Applicable Addendum Category:

Modify bid opening date and time

Modify specifications of product or service being sought

[✓ I Attachment of vendor questions and responses

Attachment of pre-bid sign-in sheet

I ✓ I Correction of error

Other

Description of Modification to Solicitation:

Addendum issued to publish and distribute the attached documentation to the vendor community.

1) The following correction to the Definitions section.

• "DNS" means Domain Name Systeffi Service.

2) To provide WVDE responses to Vendor questions.

No additional changes.

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/20 I 2

ATTACHMENT A

Revised 6/8/2012

TABLE OF CONTENTS

1. Table of Contents

REQUEST FOR PROPOSAL

West Virginia Department of Education

ARFP EDD2600000002

2. Section 1 : General Information and Instructions

3. Section 2: Instructions to Vendors Submitting Bids

4. Section 3: General Tenns and Conditions

5. Section 4: Project Specifications

6. Section 5: Vendor Proposal

7. Section 6: Evaluation and Award

8. Certification and Signature Page

9. Exhibit 1: PK-12 Network and Equipment Specifications

10. Exhibit 2: List of Current Service Providers that Presently Connect at Each Point-of Presence

11. Exhibit 3: FCC Form 498 and Instructions

12. Exhibit 4: FCC Fonn 473 User Guide

13. Exhibit 5: FCC Form 474 User Guide

14. Exhibit 6: FCC Registration System

15. Exhibit 7: 47 CFR 54.500 Terms and Definitions

16. Exhibit 8: 47 CFR 54.511 Ordering Services

17. Exhibit 9: Service Provider Process - Universal Service Administration Company

DEFINITIONS

Class "B" IP" means A range of1Pv4 addresses from 128.0.0.0 to 191.255.255.255, typically used for medium-sized networks. Default subnet mask: 255.255.0.0.

"DNS" means Domain Name ~Service.

"DSL" means Digital Subscriber Line.

"FCC" means Federal Communications Commission.

"FTE" means Full-Time Equivalent.

"Gbps" means Gigabits per second.

"Gigapop" means Gigabit Point of Presence.

"Internet2" means a high-perfonnance network designed for research and education institutions, offering advc!nced capabilities beyond the public internet.

"1Pv4" means Internet Protocol version 4.

"Private 10.1 IP" means IP addresses in the 10.0.0.0 to 10.255.255.255 range, reserved for private networks and not routable on the public internet.

"TCP/IP" means Transmission Control ProtocoVInternet Protocol.

"USAC" means Universal Service Administrative Company.

Revised 8/12/2025 lQ lR

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3Q

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ARFP EDD2600000002 - Internet Web Hosting

Vendor Questions and Agency Responses

Could you please provide us with a Word copy of the solicitation to facilitate the completion of forms and narrative responses in Attachment A and Attachment B?

The Word versions of the following documents have been attached in wvOASIS:

Attachment A_ Vendor Response Sheet_ARFP EDD26.02 Attachment B_Mandatory Specification Response_ARFP EDD26.02

Please confirm that submission through wvOASIS is not permitted for this solicitation. If only hard copies are allowed, how many copies of the proposal documents would WVDE like us to submit?

Proposal submission is prohibited through wvOASIS. The Agency's preference is that bids be submitted in paper form or on USB drive. Vendor must submit one signed original technical proposal and one signed original cost proposal prior to the bid opening date and time. Additionally, the Vendor should clearly identify and segregate the cost proposal from the technical proposal in a separately sealed envelope.

Per your Attachment C (Cost Sheet), does the internet bandwidth request reflect a POP-by- POP distribution or an aggregated model? For example: Internet access at an 80 Gig price point - does that imply 80 Gig of service delivered to Morgantown and Charleston WV POPS individually at an 80 Gbps/ 80 Gbps line rate, for a total bandwidth of 160 Gbps in aggregate across both POPS? Or, does it instead imply 80 Gig of service distributed between said locations in a 40 Gbps/ 40 Gbps model?

As stated in Section 4.2, "the two POPs currently connect to the internet and are load balanced with 30 Gbps of bandwidth in the North and 40 Gbps in the South". However, the vendor will provide an aggregate price across both POPs for invoicing, i.e. one invoice to cover the total cost.

The term "DNS" often refers to "registration of domain names." However, DNS can also refer to network addressing. Telco engineers use integrated DDI solutions that combine DNS, DHCP, and IP address management to manage IP resources on a network from a central point. DNS can also be configured to locate specific services within the network by using records like Service (SRV) records. Which service is needed?

4R

SQ

SR

6Q

GR

7Q

7R

DNS refers to specific services to external IP addressing. This includes the need for "A" records, SRV records, CNAME records, purchase of certificates and domain names, etc., so resources inside the Kl2 network are reachable with external IP addressing assigned by Kl2 network engineers. Kl2 provides these services internally, but we require it for external

DNS.

If Domain Registration Services are requested, costs for the various domain extensions (.com, .net, .org, etc.) now vary widely. May we present a table of costs related to the most popular domains being used today?

To clarify, Domain Name Registration Services, meaning the purchase of .com, .net., .org, etc-are not part of this RFP and will not be part of the resulting contract.

This contract does include Domain Name Service (DNS), which refers to the directory lookup function that maps a devices name to its Internet Protocol (IP) address, enabling access to websites.

As Domin Name Services are not an eligible service within E-Rate, the costs must be excluded from the cost calculations and listed on the Ineligible Services Cost Sheet. If the service is included free of charge within our contract, the Vendor must report a price for the "Total Annual R~tail Value" of an average DNS Service for WVDE's cost allocation billings. Please include all costs on the Ineligible Services Cost Sheet. We do not need a breakdown of costs for this contract.

Website hosting costs are determined by the size of the website, determined by the website code itself, along with the size of files being stored on the website. Therefore, website costs are presented as a list of choices driven by size. Is that satisfactory?

As Website Hosting Services are not an eligible service within E-Rate, the costs must be excluded from any cost calculations and listed on the Ineligible Services Cost Sheet. If the service is included free of charge, the Vendor must report a price for the "Total Annual Retail Value" of an average Website Hosting Service for WVDE's cost allocation billings. We do not need a breakdown of costs for this contract.

Website hosting can also include webmaster help to create websites and solve publishing issues. May we include per-hour cost estimate for such services?

We are not actively seeking webmaster services on this contract. For webhosting services, WVDE needs to determine an average price for our cost allocation process per E-Rate, please include all webhosting costs in the "total annual retail value" within question GQ. We do not need a breakdown per hour.

8Q Would WVDE prefer to retain the listserv platform you are using today and for bidder to administer and support it? Please advise which listserv dealer/platform WVDE is utilizing today.

SR WVDE currently uses Listserv 17.0 created by L-Soft through our current vendor. WVDE would prefer to remain on the same Listserv program, and we would expect bidders to administer and support the program if selected as the winning vendor.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: EDD2600000002

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No. 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No. 8

[ ] Addendum No. 4 [ ] Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum No. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor's representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/2012