ASA.RFP.20260629.pdf

Request for Proposal (RFP)

1 RFP Overview

RFP Information

RFP Number ASA.RFP.20260629

Description Member Hub Transport, Member Hub Failover Transport, WAN Transport Services

RFP Website https://www.alabamabuys.gov

Issue Date 6/29/2026

Issued By Alabama Supercomputer Authority (ASA)

Pre-Proposal Conference

Date/Time 7/14/2026 at 1:00 p.m. CT

Format In-Person (Attendance Optional)

Location Alabama Center for Commerce, 7th Floor Auditorium 401 Adams Avenue, Montgomery, AL 36104

Questions

Submit to rfp.questions@procurement.alabama.gov

Deadline 7/21/2026 at 5:00 p.m. CT

Submittal Contents • Offeror Questions Form

Proposal Submission

Method

All proposals must be mailed or hand delivered to the Division of Procurement in a sealed envelope or box. The package must be labeled with the Alabama Buys solicitation number and proposal title, and must include one (1) electronic copy of the proposal on a USB drive.

Deadline 8/27/2026 at 4:30 p.m. CT

Address 100 N. Union Street, Ste 192, Montgomery, AL 36104

Submittal Contents

• Cost Proposal Workbook o Member Hub Transport-A Price Table o Member Hub Failover Transport-A Price Table o Member Hub Transport-Z Price Table o WAN Transport Price Table

• Proposal Certification

• Alabama Disclosure Statement

• E-Verify Memorandum of Understanding (MOU) https://www.alabamabuys.gov/ mailto:rfp.questions@procurement.alabama.gov

1.1 Table of Contents

1 RFP Overview

1.1 Table of Contents

2 General Information

2.1 Purpose of RFP

2.2 Contract Term

2.3 Definitions

2.4 Disclaimer

2.5 RFP Website

2.6 Pre-Proposal Conference

2.7 Offeror RFP Questions

2.8 Amendment

3 Proposal Instructions

3.1 Proposal Submission

3.2 Proposal Errors

3.3 Proposal Compliance and Clarifications

3.4 Prohibition of Offeror Terms and Conditions

3.5 Proposal for Out-of-Scope Services

3.6 Rights Reserved

4 Offeror Qualifications and Experience

4.1 General Qualifications and Experience

4.1.1 Experience and Technical Expertise

4.1.2 Network Infrastructure

4.2 Third-Party Provider

5 Technical Requirements

5.1 AREN Service Platform

5.2 Member Hub Transport

5.2.1 Transport Technology - Member Hub Transport

5.2.2 Dedicated/Symmetric Access - Member Hub Transport

5.2.3 Diversity Requirements - Member Hub Transport

5.2.4 Dependency Requirements - Member Hub Transport

5.2.5 Performance Requirements - Member Hub Transport

5.2.6 Member Hubs List

5.3 Member Hub Failover Transport

5.3.1 Transport Technology - Member Hub Failover Transport

5.3.2 Dedicated/Symmetric Access - Member Hub Failover Transport

5.3.3 Diversity Requirements - Member Hub Failover Transport

5.3.4 Dependency Requirements - Member Hub Failover Transport

5.3.5 Performance Requirements - Member Hub Failover Transport

5.3.6 Member Hubs List

5.4 Wide Area Network (WAN) Transport

5.4.1 Transport Technology - WAN Transport

5.4.2 Dedicated/Symmetric Access - WAN Transport

5.4.3 Dependency Requirements - WAN Transport

5.4.4 Performance Requirements - WAN Transport

5.4.5 Member WAN Sites List

5.5 Service Installation and Provisioning

5.5.1 Service Testing and Acceptance

5.6 Service Incidents and Outages

5.7 E-Rate Coordination and Compliance Requirements

5.7.1 E-Rate Overview

5.7.2 AREN Consortium

5.7.3 AREN Consortium Services

5.7.4 Service Provider Compliance Requirements

5.7.5 Service and Entity Eligibility

5.7.6 Additional Service Provider Requirements

5.7.7 FCC Form 474

5.7.8 E-Rate Reporting

6 Cost Proposal

6.1 Cost Proposal Workbook

6.1.1 Member Hub Transport Price Tables

6.1.2 Member Hub Failover Transport Price Tables

6.1.3 WAN Transport Price Table

7 Proposal Evaluation

7.1 Acceptance of Requirements

7.2 Evaluation Criteria

7.2.1 Member Hub Transport Criteria

7.2.2 Member Hub Failover Transport Criteria

7.2.3 Wide Area Network (WAN) Transport Criteria

8 Transition Management

8.1 General Overview

8.2 Incoming Transition

8.2.1 Project Management

8.3 Outgoing Transition

9 General Terms and Conditions

9.1 Payment Procedure

9.2 Payment of Invoice

9.3 Invoice Reductions

9.4 Deductions

9.5 Work Orders

9.6 Records

9.7 Service Level Agreement (SLA)

9.8 Background Checks

9.9 State and Federal Compliance

9.10 Completeness

9.11 Non-Availability of Funds & Proration

9.12 Authorized Data Center Property

9.13 Licensure

9.14 General Liability Insurance

9.15 Limitation of Liability; Disclaimer of Warranties; Force Majeure

10 RFP Attachments

2 General Information

2.1 Purpose of RFP

The Alabama Supercomputer Authority (ASA) provides Internet Access and associated network services to public K12, charter schools, community colleges, universities, public libraries, and commercial entities. Except for ASA, state agencies (as defined in Section 41-28-2(7) of the Code of Alabama) are not authorized to purchase under any contract resulting from this RFP. Those agencies must instead use the State of Alabama’s statewide contracts for Premises Distribution Systems, Cisco Networking and Telephone Products and Services, and Network Transport Services.

Historically, ASA has relied on a professional services contractor to deliver all technical services, including high-performance computing, application development, and network services. In February 2025, ASA’S Board of Directors passed a resolution to transition all services from contractor-operated to government-operated by ASA. The Alabama Research and Education Network (AREN) is a statewide education network with approximately 1,200 endpoints and is transitioning to a government-operated model.

With this RFP, ASA is continuing its transition to a government-operated model in which ASA will directly manage and operate the AREN network. The services procured through this RFP will replace certain contractor-provided network services and will be integrated by and managed by ASA. All network services—including IP Transit, Backbone Transport, Member Hub Transport, Member Hub Failover Transport, and WAN Transport—will be operated and managed by ASA by July 2027. Additional information about the current AREN Network, including a high-level network map, is available on ASA’s website (www.asc.edu).

ASA intends to award multiple Contracts for Member Hub Transport, Member Hub Failover Transport and WAN Transport services. OFFERORS are not required to respond to all locations listed in the Cost Proposal Workbook and may choose to submit a Proposal only for the locations they wish to offer. All locations must be fully installed and provisioned by the deadlines specified in Section 5.5 - Service Installation and Provisioning.

Throughout the RFP, requirements related to AREN refer specifically to the network being implemented and managed by Alabama Supercomputer Authority (ASA), a state agency. This RFP is a separate procurement from the Alabama Office of Information Technology’s existing Network Transport Services contract.

The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified OFFERORS that can meet or exceed the levels of services requested by this RFP. ASA intends to identify the OFFERORS that can provide the required levels of services while best meeting the needs of ASA and to award multiple Contracts with such OFFERORS under terms and conditions acceptable to ASA and which are in conformance with applicable governing laws and regulations.

ASA will not be bound by any OFFEROR-prepared Master Service Agreement. All services must be provided in accordance with the terms and conditions set forth in this RFP and the resulting ASA-issued Contract.

The funding for the Contract will include State and Federal funds.

This is an E-Rate related Request for Proposal (RFP). To warrant consideration for an award of Contract resulting from this RFP, OFFEROR must acknowledge its agreement to participation in the Universal Service Support Mechanism for Schools and Libraries (commonly known as “E-Rate”) as provided for and authorized under the Federal Telecommunications Act of 1996 (Reference 47 U.S.C. 254, “Universal Service”). OFFEROR must acknowledge its agreement that any Contract resulting from this solicitation of proposal may be partially or entirely dependent upon the successful receipt of Universal Service Fund (“USF”) subsidies. To ensure compliance with all applicable USF regulations, program mandates and auditing requirements, OFFEROR must acknowledge that it will comply with all rules and regulations as outlined on the Universal Service Administrative Company’s (USAC) website related to E-Rate (https://www.usac.org).

OFFERORS must obtain and maintain a valid Service Provider Identification Number (SPIN) and a valid Federal Communications Commission Registration Number (FCCRN) with a green light status within 30 days of Contract award and throughout the duration of the Contract.

2.2 Contract Term

For Member Hub Transport, Member Hub Failover Transport and WAN Transport services, ASA intends to award Contract(s) for the base contract period of July 1, 2027 through June 30, 2029.

ASA may extend the Contract(s) at the end of its base Contract period. ASA reserves the right to extend a Contract for either a single period of one (1) year, two (2) separate one-year periods, or one (1) two-year period. ASA will provide written notice of its intention to extend at least ninety (90) days prior to the Contract expiration date. An extension of the term of the Contract will be effected through an amendment to the Contract.

The Contract and any renewal must be signed by the Chief Procurement Officer before it is effective.

ASA will not be obligated for services rendered by a SERVICE PROVIDER that are not performed within the Contract periods specified above.

The RFP establishes the requirements and terms for the procurement, the Contract establishes the legal agreement between ASA and the SERVICE PROVIDER, the Service Schedule identifies the specific awarded services, and the Work Order authorizes the SERVICE PROVIDER to proceed with installation, provisioning, modification, or disconnection of services.

2.3 Definitions

As used in this document, except where clearly indicated otherwise, the following definitions apply:

• “Alabama Supercomputer Authority” or “ASA” refers to the public corporation created by Section 41-10-390, et seq., Code of Alabama 1975.

• “Alabama Supercomputer Center” or “ASC” refers to the ASA facility located at 686 Discovery Drive, Huntsville, AL 35806.

• “AREN” refers to the Alabama Research and Education Network operated by ASA.

https://www.usac.org/

• “Chief Executive Officer” or “CEO” refers to the Chief Executive Officer of ASA.

• “Committed Information Rate” or “CIR” refers to the guaranteed rate at which data may be transmitted through the SERVICE PROVIDER’S network. This rate is less than or equal to the port or line speed of the connection.

• “Contract” refers to a contractual document to be executed between ASA and an OFFEROR that meets the needs of ASA.

• “Dense Wavelength-Division Multiplexing” or “DWDM Waves” is a fiber-optic technology that boosts network capacity by combining multiple data signals onto a single pair of optical fibers.

Each signal is transmitted using a distinct light wavelength, keeping data streams separate.

• “E-Rate” or “E-Rate Program” refers to the Universal Service Support Mechanism for Schools and Libraries.

• “Handoff” refers to the physical point where the SERVICE PROVIDER’S transport connects to an AREN Service Platform Node, Member Hub, and/or Member WAN Site.

• “May” or “should” means, when preceding a term, condition, or requirement of this RFP, that the OFFEROR is invited to address or respond to the term, condition, or requirement. Failure to address or respond to such a term, condition, or requirement will not, in and of itself, result in the OFFEROR being eliminated from consideration.

• “Members” or “AREN Members” refers to clients receiving AREN services provided by ASA.

• “Member Hub” refers to the core site of a Member’s network, where traffic from associated Member WAN Sites, if any, is consolidated before routing it to an AREN Service Platform Node.

Member Hubs may be located at a Board of Education office, central office, main campus, technical center, school, library, or other facilities participating in the AREN consortium.

• “Member WAN Site” refers to any individual location, such as a school, library, or other facility, that connects to the AREN network through a designated Member Hub. These sites rely on WAN Transport services to connect to the corresponding Member Hub.

• “Must” or “shall” or “will” means, when preceding a term, condition, or requirement of this RFP, that the OFFEROR is required to address or respond to the term, condition, or requirement of this RFP. Failure to address such a term, condition, or requirement could result in the OFFEROR being eliminated from consideration.

• “Point of Presence (POP)” refers to a physical access point where a network or service provider connects users to its network, typically housing routers, switches, and other equipment.

• “Port Speed”, also known as “Physical Interface Speed”, refers to the maximum rate at which data can be transmitted through an actual hardware connection point, such as an Ethernet or fiber optic port.

• “OFFEROR” refers to a service provider submitting a Proposal in response to this RFP.

• “Proposal” refers to a written response to the requirements, terms, and conditions of this RFP.

ASA considers a Proposal an offer to contract pursuant to the terms and conditions of the RFP and offer of the Proposal.

• “Request for Proposal” or “RFP” refers to this document. This RFP is not an offer to contract.

• “Service Installation” refers to the physical and technical process of setting up the required infrastructure at site location to enable a service. This may include laying fiber, configuring equipment, testing hardware, and establishing connectivity to ensure the service is operational at the demarcation point.

• “Service Level Agreement” or “SLA” refers to statements in measurable terms of the level of service to be provided by the OFFEROR.

• “SERVICE PROVIDER” refers to an awarded contractor providing all E-Rate eligible and ineligible services as required by this RFP.

• “Service Provisioning” refers to the administrative and technical process of configuring and enabling a service on the provider's network. This includes assigning resources (e.g., IP addresses, VLANs, bandwidth), activating routing policies, and updating systems to ensure the service is accessible and correctly integrated with the provider’s network.

• “Service Schedule” refers to the specific locations, services, bandwidths, pricing, and other service-specific details awarded to the SERVICE PROVIDER by ASA and incorporated into the resulting Contract.

• “Subcontractor” refers to an external company or individual engaged by the SERVICE PROVIDER to perform a portion of the contracted work or services under the direction of the SERVICE

PROVIDER.

• “Third-Party Provider” refers to a type of subcontractor specifically engaged by the SERVICE PROVIDER to deliver one or more RFP-specified service(s) to locations outside the SERVICE PROVIDER’S service area, where the SERVICE PROVIDER cannot provide service using its own network or infrastructure.

• “Universal Service Administrative Company” or “USAC” refers to the entity responsible for the management, control and operation of the E-Rate Program and other programs.

• “Universal Service Fund” or “USF” refers to a system of telecommunications subsidies and fees managed by the Federal Communications Commission (FCC) intended to promote universal access to telecommunications services in the United States.

• “Work Order” refers to a written order from ASA providing official authorization to the SERVICE PROVIDER to proceed with the service as defined in the Work Order.

2.4 Disclaimer

Information contained in this RFP and its attachments, including amendments and modifications thereto, reflect the most accurate information available to ASA at the time of RFP preparation.

Inaccuracies in such data will not constitute a basis for an increase in payments to the SERVICE PROVIDER, a basis for delay in performance, or give rise to any type of claim, cause of action or demand for the recovery of damages in any form, actual, consequential, punitive, or otherwise.

2.5 RFP Website

This RFP, and all notices, amendments, and public communication regarding this RFP will be posted on https://www.alabamabuys.gov as defined in Section 1 - RFP Overview.

2.6 Pre-Proposal Conference

ASA will host a Pre-Proposal Conference as defined in Section 1 - RFP Overview. The purpose of this conference is to provide an overview of the RFP and allow OFFERORS to ask questions regarding the RFP requirements, scope of services, and submission process.

Verbal responses provided during the Pre-Proposal Conference are not binding. Only posted, written responses will be considered official and binding.

ASA reserves the right to cancel or reschedule the Pre-Proposal Conference at its discretion. Notice of any such change will be posted on the official procurement site at https://www.alabamabuys.gov.

2.7 Offeror RFP Questions

All OFFERORS must be registered as a supplier in Alabama Buys before submitting any questions.

OFFERORS should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “Questions”).

If an OFFEROR identifies any errors, omissions, or unclear language, those items must be submitted using the Offeror Questions Form. The Offeror Questions Form must also be used for all requests for interpretation or clarification of any part of the RFP, including any proposed contract terms or conditions. Questions must be submitted as detailed in Section 1 - RFP Overview.

ASA will review all items submitted by the deadline and provide official written responses. Those responses will be posted on the official procurement site at https://www.alabamabuys.gov, as outlined in Section 1 - RFP Overview. It is the responsibility of the OFFEROR to monitor the site for updates, responses, or amendments.

It is the responsibility of the OFFEROR to inform the Alabama Buys Help Desk of any term, condition, or requirement that would prevent the submission of a fully compliant and responsive Proposal. OFFERORS are expected to resolve such concerns before submitting their Proposal for consideration.

If any communication results in a material change to the RFP, ASA may issue a formal amendment. Only posted, written responses will be considered official and binding. ASA reserves the sole right to determine the content and adequacy of responses to OFFEROR questions.

2.8 Amendment

As a result of the questions received or due to other circumstances, ASA may modify, change, or cancel the RFP. In the event the RFP is modified, the modifications will be posted as a formal amendment and added to the RFP website. The OFFEROR is responsible for checking the RFP website for all posted changes. If the changes are major and extensive, ASA may, at its discretion, withdraw this RFP and may or may not issue a replacement. Failure to respond to amendments in the submitted Proposal will result in the Proposal being considered incomplete.

3 Proposal Instructions

3.1 Proposal Submission

All OFFERORS must be registered as a supplier in Alabama Buys before submitting a Proposal.

All Proposals must be mailed or hand delivered to the Division of Procurement in a sealed envelope or box, as specified in Section 1 - RFP Overview. The package must be labeled with the Alabama Buys solicitation number and the proposal title. The package must include one (1) electronic copy of the Proposal on a USB drive. It is the sole responsibility of the OFFEROR to ensure submissions are received by the specified deadline.

Proposals must be written in English.

A Proposal must consist of the following RFP attachments, completed according to the instructions given in this RFP and the corresponding attachments:

• Cost Proposal Workbook o Member Hub Transport-A Price Table o Member Hub Failover Transport-A Price Table o Member Hub Transport-Z Price Table o WAN Transport Price Table

• Proposal Certification

• Alabama Disclosure Statement

• E-Verify Memorandum of Understanding (MOU)

Each completed attachment submitted by the OFFEROR must be in the same file format as the original attachment version provided by ASA.

It is the OFFEROR’S sole responsibility to ensure delivery of its Proposal to the designated recipient and by the designated day and time. A Proposal received after the deadline specified in Section 1 - RFP Overview will not be accepted and will be returned to the OFFEROR unopened.

An OFFEROR may submit a Proposal in response to this RFP as the Prime Contractor and participate in other Proposals as a Subcontractor. There is no limitation regarding the number of Proposals naming an OFFEROR as a Subcontractor.

3.2 Proposal Errors

The OFFEROR is liable for all errors or omissions contained in their Proposal. OFFERORS will not be allowed to alter Proposal documents. If an OFFEROR needs to change a previously submitted Proposal, the OFFEROR must withdraw the entire Proposal and may submit the corrected Proposal before the Deadline for Submitting a Proposal as specified in Section 1 - RFP Overview.

3.3 Proposal Compliance and Clarifications

All Proposals will be reviewed to determine compliance with requirements specified in the RFP. ASA reserves the right, at its discretion, to request clarification of OFFEROR responses to ensure full understanding of the Proposal and to enable a fair evaluation of the Proposal. ASA will not be liable for any costs associated with such clarification. Clarification will be limited to specific sections of the Proposal as determined by ASA. The OFFEROR must provide such clarification in writing within the specified time frame for consideration.

3.4 Prohibition of Offeror Terms and Conditions

An OFFEROR’S inclusion of its own terms and conditions, customer agreement, order form, service guide, online terms, or similar documents will not modify, supplement, or supersede this RFP, the resulting Contract, any Service Schedule, or any Work Order unless expressly incorporated in writing by ASA and, when required, by the State of Alabama Division of Procurement. ASA may disregard such terms or treat them as exceptions to the RFP requirements.

3.5 Proposal for Out-of-Scope Services

A Proposal that includes services outside the defined scope of work (i.e., a Proposal that offers something different from that requested by the RFP) may be deemed incomplete and rejected.

3.6 Rights Reserved

Any Proposal received that does not meet the requirements of this RFP may be rejected. The OFFEROR must comply with all the terms of this RFP and all applicable State laws and regulations. ASA may reject any Proposal that does not comply with all terms, conditions, and requirements of this RFP. ASA, at its discretion, reserves the right to waive any minor irregularity in an otherwise valid Proposal which would not jeopardize the applicable service.

4 Offeror Qualifications and Experience

4.1 General Qualifications and Experience

To evidence the OFFEROR’S experience in delivering services like those required by this RFP, the General Qualifications and Experience must meet or exceed the requirements in the following subsections. By signing the Proposal Certification, the OFFEROR attests to meeting these requirements.

4.1.1 Experience and Technical Expertise

OFFEROR must have experience delivering the specific service(s) they are proposing in response to this RFP, such as Data Transport and/or similar telecommunications services, at a local, regional, or statewide level.

4.1.2 Network Infrastructure

OFFEROR must own, lease, or have long-term access to the necessary fiber infrastructure and network facilities no later than the service due date in order to deliver the services included in the OFFEROR’S response to this RFP.

ASA may require, at any point during the RFP evaluation or Contract, a detailed fiber route map of the SERVICE PROVIDER’S existing service coverage and infrastructure relevant to the proposed service(s).

4.2 Third-Party Provider

The proposal must list, in each applicable instance within the Cost Proposal Workbook Price Tables, all Third-Party Providers, if any, who are proposed to satisfy the requirements of the RFP.

The OFFEROR shall be responsible for ensuring the timeliness and quality of all work performed by subcontractors and third-party providers.

5 Technical Requirements

5.1 AREN Service Platform

The AREN Service Platform is ASA’s central network that enables connectivity among AREN members and AREN services.

An AREN Service Platform Node is defined as any physical location/building where the network traffic from two or more AREN members is aggregated. ASA will provide the routing/switching equipment to terminate circuits and connections at the AREN Service Platform Nodes.

Exhibit 5.1 lists AREN Service Platform Nodes and locations for each:

Exhibit 5.1

Node Node Name Address City Zip

HSV-ASC Alabama Supercomputer Center 686 Discovery

Drive Huntsville 35806

ATL-DGR Digital Realty Atlanta 14 250 Williams

Street Northwest Atlanta 30303

MGM-RHQ

Retirement Systems of Alabama

(RSA) Headquarters 201 South Union

Street Montgomery 36104

MGM-DEX

Retirement Systems of Alabama (RSA) Dexter Avenue Datacenter

445 Dexter Avenue

Montgomery 36104

BHM-TIC

University of Alabama in

Birmingham (UAB) Technology Innovation Center (TIC)

1701 9th Avenue South

Birmingham 35205

5.2 Member Hub Transport

Member Hub Transport refers to connectivity from a Member Hub to the AREN Service Platform.

A Member Hub may or may not have connected Member WAN Sites through ASA, as described in Section 5.4 - Wide Area Network (WAN) Transport. Regardless of the presence of connected Member WAN Sites, each Member Hub will receive Internet services from ASA. The OFFEROR must provide both connections below as an end-to-end service:

• Member Hub to OFFEROR network

• OFFEROR network to AREN Service Platform Node

Attachment A provides an example diagram for Member Hub Transport and is included for reference only.

OFFEROR must choose one or more of the AREN Service Platform Nodes listed in Section 5.1 - AREN Service Platform as the transport end point for each of the Member Hubs in the Member Hub Transport-A Price Table.

The following subsections of Section 5.2 lists the requirements of Member Hub Transport.

5.2.1 Transport Technology - Member Hub Transport

ASA requires that Member Hub Transport be provided using Ethernet technology, DWDM Waves, or Dark Fiber Point-to-Point (P2P). The OFFEROR must select the Transport type in the Member Hub Transport-A Price Table and Member Hub Transport-Z Price Table for each Member Hub Transport they choose to respond to.

5.2.2 Dedicated/Symmetric Access - Member Hub Transport

For Member Hub Transport, the OFFEROR must provide dedicated and symmetrical bandwidth from each Member Hub to the AREN Service Platform. Dedicated bandwidth means the bandwidth is always available, and not dependent upon the current utilization of any other customers or locations.

Multiple sizes of Aggregation links are included in the Member Hub Transport-Z Price Table for OFFERORS to respond to. This enables ASA to choose the proper sizes to meet the bandwidth requirements of the Member Hubs that will terminate in the aggregate link.

5.2.3 Diversity Requirements - Member Hub Transport

ASA favors the capability for each Member Hub to be able to connect to two different AREN Service Platform Nodes.

5.2.4 Dependency Requirements - Member Hub Transport

Member Hub Transport for one Member Hub must not be dependent upon Member Hub Transport for any other Member Hub. A Member Hub Transport connection should not be daisy-chained or linked through another Member Hub Transport connection. Aggregation at an AREN Service Platform Node or within the OFFEROR’S network is expected, but an outage at any one Member Hub should not cause an outage at another Member Hub.

5.2.5 Performance Requirements - Member Hub Transport

The OFFEROR’S Member Hub Transport Service must meet or exceed the following performance metrics:

• Round-Trip Latency – Round-Trip Latency between the Member Hub and any AREN Service Platform Node must be less than 30ms.

• Service Availability - The average monthly service availability for each Member Hub Transport service must be greater than or equal to 99.95%.

5.2.6 Member Hubs List

The list of Member Hubs is in the Member Hub Transport-A Price Table of the Cost Proposal Workbook.

5.3 Member Hub Failover Transport

Member Hub Failover Transport refers to an alternate, secondary path from a Member Hub to the AREN Service Platform that is utilized only when the primary Member Hub Transport described in Section 5.2 - Member Hub Transport becomes unavailable. Unlike the primary Member Hub Transport, which provides the Member Hub’s standard, day-to-day connectivity to the AREN Service Platform, Member Hub Failover Transport is intended to ensure continuity of service by providing a resilient backup connection engineered for redundancy, operational stability, and rapid restoration. The Member Hub Failover Transport option is listed separately in the Member Hub Failover Transport-A Price Table and is evaluated independently from the primary Member Hub Transport found in the Member Hub Transport-A Price Table.

A Member Hub may or may not have connected Member WAN Sites through ASA, as described in Section 5.4 - Wide Area Network (WAN) Transport. Regardless of the presence of connected Member WAN Sites, each Member Hub will receive Internet services from ASA. The OFFEROR must provide both connections below as an end-to-end service:

Attachment A provides an example diagram for Member Hub Failover Transport and is included for reference only.

OFFEROR must choose one of the AREN Service Platform Nodes listed in Section 5.1 - AREN Service Platform as the transport end point for each of the Member Hubs in the Member Hub Failover Transport-A Price Table.

The following subsections of Section 5.3 lists the requirements of Member Hub Failover Transport.

5.3.1 Transport Technology - Member Hub Failover Transport

ASA requires that Member Hub Failover Transport be provided using Ethernet technology, DWDM Waves, or Dark Fiber Point-to-Point (P2P). The OFFEROR must select the Transport type in the Member Hub Failover Transport-A Price Table and Member Hub Transport-Z Price Table for each Member Hub Failover Transport they choose to respond to.

5.3.2 Dedicated/Symmetric Access - Member Hub Failover Transport

For Member Hub Failover Transport, the OFFEROR must provide dedicated and symmetrical bandwidth from each Member Hub to the AREN Service Platform. Dedicated bandwidth means the bandwidth is always available, and not dependent upon the current utilization of any other customers or locations.

Multiple sizes of Aggregation links are included in the Member Hub Transport-Z Price Table for OFFERORS to respond to. This enables ASA to choose the proper sizes to meet the bandwidth requirements of the Member Hubs that will terminate in the aggregate link.

5.3.3 Diversity Requirements - Member Hub Failover Transport

To ensure transport diversity, and where ASA determines it is possible, no single OFFEROR may provide both Member Hub Transport and Member Hub Failover Transport to the same Member Hub.

5.3.4 Dependency Requirements - Member Hub Failover Transport

Member Hub Failover Transport for one Member Hub must not be dependent upon Member Hub Failover Transport for any other Member Hub. A Member Hub Failover Transport connection should not be daisy-chained or linked through another Member Hub Failover Transport connection. Aggregation at an AREN Service Platform Node or within the OFFEROR’S network is expected, but an outage at any one Member Hub should not cause an outage at another Member Hub.

5.3.5 Performance Requirements - Member Hub Failover Transport

The OFFEROR’S Member Hub Failover Transport Service must meet or exceed the following performance metrics:

• Round-Trip Latency – Round-Trip Latency between the Member Hub and any AREN Service Platform Node must be less than 30ms.

• Service Availability – The average monthly service availability for each Member Hub Failover Transport service must be greater than or equal to 99.95%.

5.3.6 Member Hubs List

The list of Member Hubs is in the Member Hub Failover Transport-A Price Table of the Cost Proposal

Workbook.

5.4 Wide Area Network (WAN) Transport

WAN Transport refers to connectivity from a Member WAN Site (e.g. an individual school) to its Member Hub (e.g. the school system’s core site). The favored WAN Transport configuration is a hub-and-spoke design, where the “hub” is the Member Hub (where Member Hub Transport is provided), and each “spoke” is a Member WAN Site.

WAN network traffic is aggregated from Member WAN Sites to a single point at the Member Hub.

Member Hub Transport is then provided back to the AREN Service Platform.

Attachment A provides an example diagram for WAN Transport and is included for reference only.

Typical WAN Transport implementations include point-to-multipoint and point-to-point topologies. In the point-to-multipoint design, a single connection at the Member Hub connects to multiple, often smaller connections at the Member WAN Sites. In the point-to-point design, the SERVICE PROVIDER provides an individual network handoff at the Member Hub for each corresponding Member WAN Site.

If a point-to-multipoint design is used, the SERVICE PROVIDER must provide both of the following connections:

• Member WAN Site to OFFEROR network

• OFFEROR network to corresponding Member Hub

Alternatively, for point-to-point connections, the SERVICE PROVIDER must provide end-to-end pricing from each Member WAN Site to the corresponding Member Hub. In this approach, a separate handoff at the Member Hub for each Member WAN Site will be provided by the SERVICE PROVIDER:

• Member WAN Site directly to Member Hub (point-to-point)

If an OFFEROR cannot provide a network connection between a Member WAN Site and the corresponding Member Hub, the OFFEROR may propose a network connection from the Member WAN Site and one of the AREN Service Platform Nodes. For these connections, the OFFEROR’S aggregation connection at the AREN Service Platform Node must be able to accommodate the bandwidth needed for the Member WAN Site. OFFERORS who select an AREN Service Platform Node, instead of Member Hub, in Column S of the WAN Transport Price Table are not proposing a Hub-and-Spoke Design.

The following subsections of Section 5.4 lists the requirements of WAN Transport.

5.4.1 Transport Technology - WAN Transport

ASA requires that WAN Transport be provided using Ethernet technology, DWDM Waves, or Dark Fiber Point-to-Point (P2P). The OFFEROR must select a Transport type in the WAN Transport Price Table for any WAN Transport they choose to respond to.

5.4.2 Dedicated/Symmetric Access - WAN Transport

For WAN Transport, the OFFEROR must provide dedicated and symmetric bandwidth from each Member WAN Site to the Member Hub. Dedicated bandwidth means the bandwidth is always available and not dependent on the current utilization of any other customers or locations.

5.4.3 Dependency Requirements - WAN Transport

For the purposes of WAN Transport service, failure of any single telecommunications line should not impact more than one Member WAN Site unless the failure is at the Member Hub. A WAN Transport connection should not be daisy-chained or linked through another WAN Transport connection.

5.4.4 Performance Requirements - WAN Transport

The OFFEROR’S WAN Transport Service must meet or exceed the following performance metrics:

• Round-Trip Latency – Round-Trip Latency between any two locations in a member’s WAN Transport Service must not exceed 30ms.

• Service Availability – The average monthly service availability for each WAN Transport service must be greater than or equal to 99.95%.

5.4.5 Member WAN Sites List

The list of Member WAN Sites is in the WAN Transport Price Table of the Cost Proposal Workbook.

Many of the Member WAN Sites listed in that Price Table include abbreviations in their names. Exhibit

5.4.5 below provides a list of these abbreviations along with their definitions.

Exhibit 5.4.5

Abbreviation School Type ES Elementary School

PS Primary School

IS Intermediate School MS Middle School

JHS Junior High School

HS High School

5.5 Service Installation and Provisioning

The SERVICE PROVIDER is required to fully install and provision services, with acceptance from ASA, no later than the Service Install and Provisioning Time assignment made by the OFFEROR for each item proposed in the Cost Proposal Workbook Price Tables. The Service Install and Provisioning Time assignment options are defined in Exhibit 5.5. The installation timeframe begins on the exact date the SERVICE PROVIDER receives the Work Order from ASA for that service.

All awarded services must be fully installed and provisioned in advance of the applicable Contract start date(s), as defined in Section 2.2 - Contract Term, to be made available to ASA for acceptance and testing in accordance with Section 5.5.1 - Service Testing and Acceptance. Specifically:

- Member Hub Transport, Member Hub Failover Transport and WAN Transport must be fully installed and provisioned at least 60 days prior to the applicable Contract start date.

The required testing period must be provided at no cost to ASA, and billing may not begin earlier than the applicable Contract start date.

If an OFFEROR’S Service Installation and Provisioning Time assignment(s) in the Cost Proposal Workbook Price Tables indicate they will be unable to meet these advance installation requirements, the OFFEROR may be disqualified for those line item(s).

If, for any reason, the actual Service Install and Provisioning Time exceeds the number of days defined by the OFFEROR’S assignment, the OFFEROR will be responsible for any costs incurred by ASA as a result of the delayed service start—including, but not limited to, the full cost of any incumbent services without the benefit of E-Rate discounts. Additionally, ASA reserves the right to terminate the affected service without penalty.

Exhibit 5.5

Service Installation and Provisioning Time

(number of calendar days) 0 to 30

31 to 60 61 to 90

91 to 120

121 to 150 151 to 180

181 or more

5.5.1 Service Testing and Acceptance

Following Service Installation, the SERVICE PROVIDER must conduct testing to confirm the services function as required. Service Provisioning will only be deemed complete once the SERVICE PROVIDER notifies ASA of their completion, and ASA confirms the services are operational and notifies the SERVICE PROVIDER of successful acceptance. Upon request from ASA, the SERVICE PROVIDER must provide test result documentation within five (5) business days to the email address below:

carrier-testing@asc.edu

5.5.1.1 Testing Responsibility

All Service Testing is the sole responsibility of the SERVICE PROVIDER.

5.5.1.2 Testing Coordination and Scheduling

To reduce disruption for ASA’s Members:

• The SERVICE PROVIDER must coordinate testing with ASA to ensure timely Member communication.

• Testing may be required outside of standard business hours, including evenings, weekends, and holidays, to accommodate the operational needs of ASA and its members.

5.5.1.3 Acceptance Testing Process

1. ASA will conduct live system testing in its production environment to determine if the SERVICE PROVIDER’S service is fully installed and provisioned.

2. A service availability of 99.95% or higher must be maintained during testing for the service to be accepted. If service availability falls below the required 99.95%, the testing period resets and begins anew at the discretion of ASA.

3. If the service fails to meet ASA’s acceptance testing requirements, ASA reserves the right to terminate the service without incurring any penalties.

5.6 Service Incidents and Outages

ASA’s Network Operations Center (NOC) operates 24 hours a day, 7 days a week, every day of the year.

The SERVICE PROVIDER shall coordinate with the NOC on all outages. ASA’s NOC shall have 24/7/365 access to the SERVICE PROVIDER’S operations center and engineers to ensure prompt response and quick resolution of outages or service degradation. The SERVICE PROVIDER shall provide ASA’s NOC with timely notification of all service incidents, outages, or scheduled or unscheduled maintenance.

Exhibits 5.6.2 – 5.6.3 lists categories of incidents and outages along with maximum allowable response and resolution times by severity level. ASA reserves the right to revise these categories as needed throughout the Contract term.

Exhibit 5.6.2

Member Hub Transport, Member Hub Failover Transport & WAN Transport (Monday-Friday from 7am - 5pm)

Severity Level

Category Description Maximum Response

Time

Maximum Resolution Time

On Site Requirement

1 Critical

Complete outage:

services are down, and ASA Members cannot access or use the services.

Within 2 hours

As soon as possible, not to exceed 8 hours unless otherwise approved in writing by

ASA.

If a remote resolution is not possible, an on-site response must occur within 4 hours of the outage.

2 Major

Significant service degradation:

service is operational but severely limited

(e.g., slow speeds, intermittent access).

Within 4 hours

As soon as possible, not to exceed 6 hours unless otherwise approved in writing by

ASA. ASA may escalate to Level 1 at its discretion

If a remote resolution is not possible, an on-site response must occur within 6 hours of the request.

3 Minor

Partial service disruption: most functions are usable, but a workaround may be necessary.

Within 8 hours

As soon as possible, not to exceed 8 hours unless otherwise approved in writing by

ASA

If remote resolution is not possible, ASA may require an on-site response must occur within 8 hours of the request.

Exhibit 5.6.3

Member Hub Transport, Member Hub Failover Transport & WAN Transport (Monday-Friday from 5pm-7am and Weekends)

Severity Level

Category Description Maximum Response

Time

Maximum Resolution Time

On Site Requirement

1 Critical

Complete outage:

services are down, and ASA Members cannot access or use the services.

Within 2 hours

As soon as possible, not to exceed 8 hours unless otherwise approved in writing by

ASA.

If a remote resolution is not possible, the response team must be on-site within 4 hours of the outage, or by earliest site access availability.

2 Major

Significant service degradation:

service is operational but severely limited

(e.g., slow speeds, intermittent access).

Within 4 hours

As soon as possible, not to exceed 8 hours unless otherwise approved in writing by

ASA. ASA may escalate to Level 1 at its discretion

If a remote resolution is not possible, the response team must be on-site within 8 hours of the request or by earliest site access availability.

3 Minor

Partial service disruption: most functions are usable, but a workaround may be necessary.

Within 8 hours

As soon as possible, not to exceed 24 hours unless otherwise approved in writing by ASA

If remote resolution is not possible, ASA may require a response team to be on-site within 48 hours of the request or by earliest site access availability.

5.7 E-Rate Coordination and Compliance Requirements

5.7.1 E-Rate Overview

ASA participates in the Federal E-Rate program administered by the Universal Service Administrative Company (USAC) under the oversight of the Federal Communications Commission (FCC).

This RFP is seeking E-Rate eligible services for the Alabama Research and Education Network (AREN) Consortium under Category One for Data Transmission and/or Internet Access Services.

5.7.2 AREN Consortium

The AREN Consortium is a group of E-Rate eligible public schools and school systems, as well as libraries and library systems across the State of Alabama. It also includes E-Rate ineligible entities such as community colleges, universities, certain government agencies and select commercial organizations.

ASA is considered the Consortium Lead and Billed Entity and will make all necessary certifications on behalf of the AREN Consortium members. A complete list of current AREN Consortium Members is provided in the Cost Proposal Workbook.

5.7.3 AREN Consortium Services

During the term of the Contract, the AREN Consortium will be expanded to meet the growing needs of both eligible and ineligible entities, including, but not limited to, the addition of new Member Hubs, Member WAN Sites, and increased bandwidths. The AREN Consortium services offering could be modified during the term of the Contract to include additional E-Rate eligible services, as they are identified by the Schools and Libraries Program.

5.7.4 Service Provider Compliance Requirements

SERVICE PROVIDERS must adhere to all FCC and USAC requirements for Category One Data Transmission and/or Internet Access Service. Additional information is available in the E-Rate section of the USAC website (https://www.usac.org).

The SERVICE PROVIDER must follow the E-Rate Program rules at all times. In the event that the SLD determines that a SERVICE PROVIDER has not acted in compliance with Program rules, it can result in denial of funding, reduction in funding, cancellation of funding (a commitment adjustment), audit or other investigation, for which the SERVICE PROVIDER will be fully responsibility. ASA reserves the right to terminate a contract should the SERVICE PROVIDER fail to comply with E-Rate Program rules.

OFFERORS must obtain and maintain a valid Service Provider Identification Number (SPIN) and a valid Federal Communications Commission Registration Number (FCCRN) with a green light status within 30 days of Contract award and throughout the duration of the Contract. Each SERVICE PROVIDER must provide its Service Provider Identification Number (SPIN) and FCC Registration Number (FCCRN) and certification of current green light status with the FCC upon ASA request at any point during the Contract. If at any time during the Contract period a SERVICE PROVIDER loses green light status, ASA must be notified within 30 days. Loss of green light status could cause a Contract to become null and void.

https://www.usac.org/

5.7.5 Service and Entity Eligibility

ASA understands the services requested in this RFP to be fully eligible for support under the E-Rate Category One program. The entity eligibility of each Member Hub and Member WAN Site is designated in the "E-Rate Eligible" columns in the Member Hub Transport-A Price Table, Member Hub Failover Transport Price Table and WAN Transport Price Table, respectively. OFFERORS are responsible for ensuring that their proposed services comply with all applicable E-Rate rules and eligibility criteria.

ASA will establish cost allocation percentages for Member Hub Transport-Z services to account for the mixed use of E-Rate eligible and ineligible Member Hubs and Member WAN Sites as listed in the Member Hub Transport-A Price Table, Member Hub Failover Transport Price Table and WAN Transport Price Table.

5.7.6 Additional Service Provider Requirements

Upon ASA request, SERVICE PROVIDERS must:

• Provide clear documentation about their billing account numbers, contract numbers, ineligible components (if any), and other details of existing services.

• Provide information, clarifications, or other documentation to ASA's contracted E-Rate consulting firm.

5.7.7 FCC Form 474

ASA requires a discounted invoice from the SERVICE PROVIDER. Once the Form 486 Notification Letter is received and ASA has paid their discounted invoice for the service, SERVICE PROVIDERS must submit the FCC Form 474, or its SLD approved electronic data file equivalent, to the SLD to seek reimbursement for eligible discounts for services that SERVICE PROVIDERS have provided to ASA.

ASA will in no way be responsible for the discounted portion that the FCC / USAC E-Rate Program Fund Administrator has agreed to pay to the SERVICE PROVIDER other than ASA’s obligations to submit various filings in compliance with the FCC E-Rate Program.

After the E-Rate Form 471 Filing Window closes and prior to the start of each Funding Year, ASA will provide the SERVICE PROVIDER with a mapping of FRNs and corresponding FRN line items for each E- Rate Eligible Member Hub Transport and WAN Transport. This mapping will supply the information necessary for the SERVICE PROVIDER to calculate the applicable E-Rate Discount Percentage for each E- Rate eligible transport service on ASA’s monthly invoice and to complete the SERVICE PROVIDER’S Form 474 submission process. Once the Funding Commitment Decision Letter (FCDL) is received, the SERVICE PROVIDER’S invoice shall be adjusted over the remaining months of that Funding Year to accommodate any discount shortage or overage. ASA is not responsible to the SERVICE PROVIDER for the timely delivery of discounted payments by the FCC E-Rate Program.

Under no circumstances will ASA be liable to the SERVICE PROVIDER for payments that USAC has refused to make due to a late filed FCC Form 474, errors on a filed FCC Form 474 or any other form-related matter over which ASA had no control. In no case where USAC has refused to pay all or part of a filed FCC Form 474 will ASA be liable to the SERVICE PROVIDER for the unpaid amount, unless (1) USAC’S refusal to pay resulted directly from the negligence of ASA or (2) the unpaid amount was for ineligible services. If the unpaid amount was for ineligible services, ASA will have the option to file an administrative appeal. If ASA appeals, ASA will not be liable to the SERVICE PROVIDER for the unpaid amount until it receives a final decision from the FCC concluding that the unpaid amount was for ineligible services and that USAC correctly refused to pay under the circumstances.

5.7.8 E-Rate Reporting

An annual E-Rate report may be requested by ASA for review. At a minimum, this report could include the following:

• Separating E-Rate ineligible costs from E-Rate eligible costs.

• Maintaining detailed records for substantiating E-Rate eligible costs.

• Ensuring that E-Rate ineligible charges are not submitted to USAC.

• Invoicing to USAC that is consistent with the Contract and ASA’s FCC Form 470, FCC Form 471, and subsequent Work Orders.

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