Attachment E- Mandatory Requirements Checklist RFP 758 2600000509 Revised 7.31.26.xlsx
XLSX spreadsheet 22 KB Posted
- Attached to
- KETS Network Products and Services
- Solicitation number
- RFP 758 2600000509 2
- Issued by
- Kentucky
About this file
This is a Mandatory Requirements Checklist for RFP 758 2600000509 issued by the Kentucky Department of Education (KDE) for KETS Network Products and Services. The solicitation seeks qualified vendors to provide network products and services to Kentucky public K-12 school districts under the federal E-Rate program. Vendors must comply with all mandatory requirements outlined in the checklist to be deemed responsive; proposals failing to meet these requirements will not be considered for award. The checklist requires vendors to demonstrate compliance with Section 508 of the Rehabilitation Act and WCAG 2.0 accessibility standards for all user-facing solutions, provide accurate categorization of products as Internal Connections or Managed Internal Broadband Services with USAC-determined percentages or best estimates, and disclose whether AI functionality is utilized in MIBS products.
Qualified vendors must be original equipment manufacturers (OEMs) bidding directly without authorization through resellers, with each manufacturer permitted only one bid and a maximum of three authorized agents or resellers. All contract holders must establish an account team including a Single Point of Contact (SPOC), pre-sales engineer, and post-sales support staff knowledgeable in KETS contract details, E-Rate program requirements, and the Kentucky school system. Vendors must maintain current pricing lists distinguishing E-Rate eligible products, deliver equipment within thirty calendar days of purchase order receipt, provide one year of primary service coverage and maintenance in the initial purchase cost, and meet additional requirements including leasing compliance, warranty options, and quarterly sales reporting. The document references Attachment G, a Reseller Agreement form that agents and resellers must sign to demonstrate eligibility, compliance with E-Rate program standards, commitment to OEM-established discount minimums, and quarterly reporting obligations to the contract holder.
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Sheet1 ATTACHMENT E - MANDATORY REQUIREMENTS CHECKLIST Revised 7/31/2026 RFP 758 2600000509 - KETS Network Products & Services (Mandatory requirement means a condition set out in the specifications or statement of work that must be met without exception.)
Offeror shall indicate compliance with each mandatory requirement by responding YES. Proposals that do not meet all mandatory requirements shall be deemed non responsive and shall not be considered. Attachment E should be submitted with the Technical Proposal.
| Vendor Name | |||
| SECTION 3 | |||
| MANDATORY REQUIREMENTS | RFP TEXT | YES | NO |
| 3.1 Scope of Work/Technical Requirements | |||
| 1. MIBS Functionality | All proposed solutions, including any user-facing interfaces, dashboards, or management platforms, shall comply with accessibility requirements defined in 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) and the World Wide Web Consortium’s (W3C) Web Content Accessibility Guidelines (WCAG) 2.0, conformance level Double-A or greater. | ||
| 2. MIBS Services | Where applicable, in response to school district E-Rate mini-bid requests for quote, Vendors must identify the percentage of functionality deemed by USAC to fall under both the Internal Connections and the Managed Internal Broadband Services categories. | ||
| In cases in which a product performs both Internal Connections and MIBS functions but USAC has not determined the percentage “split” between Internal Connections and MIBS, Vendors shall provide a “best estimate” based on the overall functionality of the product when it is operated in a typical school network environment. | |||
| Additionally, Vendors shall identify whether or not the MIBS product functionality is performed by Artificial Intelligence (AI). | |||
| 3.1.1 Technical Requirements | |||
| A. Qualified Vendor | A manufacturer must bid direct and may not bid through a manufacturer-authorized reseller. | ||
| Each (OEM) will be allowed to submit one (1) bid only. | |||
| A manufacturer SHALL NOT be allowed to have more than three (3) agents/resellers. | |||
| Agent/resellers selected by contract holders shall agree to submit a signed ATTACHMENT G KETS Network Products and Services Reseller Agreement form signifying agreement and compliance with the terms and conditions of the contract, including, but not limited to: | |||
| a. | Eligibility and good standing to provide services under the federal E-Rate program | ||
| b. Meeting or exceeding the minimum discount off MSRP established by the OEM under contract | |||
| c. | Obtaining OEM sign-off on all responses to E-Rate mini-bid requests for quote from KY school districts | ||
| d. | Naming and assigning specific personnel to support roles (E-Rate, technical, sales, warranty, etc.) and | ||
| e. | Quotes must indicate the length of time for which they are valid | ||
| f. | Providing sales and activity data to the OEM contract holder at a minimum on a quarterly basis and as directed by Office of Education Technology (OET) | ||
| The vendor shall provide the KETS Network Products and Services Reseller Agreement to KDE for review at the initiation and at the renewal of contracts as needed based on input and feedback | |||
| Changes to the assignment of resellers by contract holders will be limited to April 1 through September 30 of each calendar year, thereby ensuring continuity of providers during the typical E-Rate “application season”. | |||
| Exceptions to this must be pre-approved by OET. | |||
| Quotes for products and/or service shall be on the letterhead of the entity presenting the quote. | |||
| All financial documentation including quotes and invoices shall be issued by the OEM or agent/reseller responsible for delivering products and/or services. | |||
| Contract holders shall provide a link to an active list of KETS and E-Rate eligible products and services available under resulting contract(s) which includes current MSRP. | |||
| B. Categories | |||
| Vendor and all those working on behalf of the Vendor who holds the contract must comply with all requirements established under the E-Rate program, and the Vendor shall maintain and provide a link to an updated price list that clearly identifies KETS and E-Rate eligible products and services which includes current MSRP. | |||
| Vendor shall clearly distinguish between E-rate eligible and non E-Rate eligible components. | |||
| C. Single Point of Contact | |||
| Vendor shall provide an account team that includes, but is not limited to, a sales account representative that is also the Single Point of Contact (SPOC), pre-sales engineer, and a post-sales support level staff to serve the needs of the K-12 customers. | |||
| Vendor shall name the assigned person that will be the single point of contact (SPOC) for contract issues. | |||
| Vendor shall ensure that this person and all salespersons of their product will be knowledgeable in: | |||
| a. | All the details of the KETS contract including the mini-bid process. | ||
| b. | The KY public school, district office, and KDE customer base | ||
| c. | The most current KETS Master Plan on our KDE web site and year round current events in KETS | ||
| d. | Federal E-Rate program and provide assistance to KDE or K-12 public school districts in completing their annual E-Rate filing. | ||
| The SPOC must be proactive in sharing information or presenting a point of view with the selling staff and the manufacturer(s) of the KETS products. | |||
| Each reseller shall provide an account team that includes, but is not limited to, a sales account representative that is also the Single Point of Contact (SPOC), pre-sales engineer, and a post-sales support level staff to serve the needs of the K-12 customers. | |||
| In addition, each Reseller shall provide a single email address for all E-Rate related correspondence, including but not limited to mini-bid requests, BEAR form assistance, bulk up load assistance, etc. | |||
| KETS customers shall notify the OET Vendor Manager when Vendors fail to meet the requirements of the contract. | |||
| The OET Vendor Manager will work directly with the SPOC to remedy the issue and work with KDE staff and Vendor escalation points of contact to escalate issues as needed. | |||
| Upon contract award, Vendor shall provide a description of a copy of procedures for requesting escalation, complaint resolution and identify the staff available for installations, billing problems, etc. | |||
| Vendor shall provide updated information annually at a minimum. | |||
| D. Deliverables | |||
| All deliveries of equipment shall be provided within thirty (30) calendar days of the Vendor’s receipt of the purchase order from the customer, unless otherwise requested by the purchasing agency in writing. | |||
| Customers purchasing from contracts resulting from this solicitation shall have thirty (30) calendar days from the date the customer receives a complete order to notify the Vendor of any issues with the order (i.e. missing or damaged parts). | |||
| 2. Deliverables Penalties | This section in its entirety. | ||
| 3. Deliverables Penalty Waiver | |||
| Vendor shall not be penalized if within the thirty (30) day delivery period, they have supplied OET and the customer with a written notice indicating the particular model ordered is not available in inventory anymore and a newer different model will be shipped in its place. | |||
| In this case, the Vendor at the request of KDE/OET shall submit the new model to KDE/OET for evaluation testing. | |||
| The new model shall not be shipped to the customer until which time the model has been added to the KETS contract. | |||
| The Vendor shall not use this penalty waiver to notify customers falsely with intentions to stall and send the same unit originally ordered. | |||
| E. Leasing | |||
| Leasing agreements shall meet all legal requirements for the Commonwealth and KDE. | |||
| Vendor shall quote hardware warranty coverage for the duration of the lease period. | |||
| If the lease exceeds threshold of $100,000 then the lease must be approved by KDE before the lease can be approved. | |||
| F. Warranty | |||
| Vendor shall agree to include one (1) year of Primary Service Coverage Timeframe (PSCT) for maintenance/warranty in the initial purchase cost. | |||
| After the initial one (1) year period, if hardware maintenance is desired, it will be the responsibility of the customer to procure from either this contract or other approved sources. | |||
| 1. | Primary Service Coverage Timeframe maintenance/warranty | This section in its entirety. | |
| 2. | Optional Extended Service Coverage Timeframe (ESCT) coverage up to 24 x 7 | This section in its entirety. | |
| 3. Optional Post-PSCT Maintenance/Warranty (Year Two and Beyond) | |||
| b. | This section in its entirety. | ||
| G. Sales Reporting | This section in its entirety. | ||
| H. Services Reqiurements | This section in its entirety. |
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