CLIO ERATE 2021_22 RFP Network Infrastructure FINAL.pdf

Clio Area Schools for ERATE year 24, Fiscal year 2021-2022 Cli\

Clio Area Schools

E-RATE (2021/2022) RFP

Network Infrastructure –

The district is seeking proposals for Network Equipment for the upcoming round of E-Rate. Bidders must send an email stating intent to bid to jchomos@clioschools.org with Subject line: CLIO ERATE 2021-22

SCOPE OF WORK

Clio Area Schools wishes to take advantage of E-Rate funding through purchasing hardware that is Cat II eligible. In brief purchases Wireless Access Points, Licensing and a Wireless Controller.

Base Bid Specifications:

Part A: NONE Part B: NONE Part C: Category II Network equipment.

Provide costs for the equipment listed in Appendix A.

The equipment is needed and to make changes to our current networking environment.

Notes:

(1) Functionalities listed in Appendix A that can be virtualized in the cloud, and equipment that combines eligible functionalities, like routing and switching, are also eligible.

(2) A manufacturer’s multi-year warranty for a period up to three years that is provided as an integral part of an eligible component, without a separately identifiable cost, may be included in the cost of the component.

(3) Installation, activation, and initial configuration of eligible components are eligible. These services may include:

• Design and engineering costs if these services are provided as an integral component of the installation of the relevant services

• Project management costs if these services are provided as an integral component of the installation of the relevant services

• On-site training is eligible as a part of installation services but only if it is basic instruction on the use of eligible equipment, directly associated with equipment installation, and is part of the contract or agreement for the equipment. Training must occur coincidently or within a reasonable time after installation.

Certifications and Experience: This is a complex environment that requires advanced knowledge of the hardware and software involved. Technical staff must mailto:jchomos@clioschools.org have appropriate certifications for the maintenance they are performing. Provide proof of your authorization level and copies of all certification certificates in your bid response.

Contract Term:

The successful award of this bid by the District must remain valid for at least (1) year from District award. The District retains the right to terminate the agreements annually without penalty or cost to the District.

Term of the contract will begin on or about July 1, 2021 and end June 30, 2022, unless the District agrees upon a different date in writing.

Bid prices must remain firm for the duration of the contract, with the exception of price decreases.

Bill of Materials. The services/materials must contain:

● Costs for taxes and shipping as separate items

● Items not listed on the USAC FY2021 Eligible Services List and not eligible for E-Rate discount must be clearly identified

● Items partially eligible for E-Rate discount on the USAC FY2021 Eligible

Services List must be clearly identified, including what percentage is eligible

As technology advances, it is understood that improved or enhanced products may supersede existing products in both price and performance and yet be similar. This RFP seeks to address the rapid advances in technology by allowing functionally similar or identical equipment introduced in the future during length of the contract.

These items may be accepted at the sole discretion of Clio Area Schools for existing line items of compatible product lines included in this RFP.

No change in the products and/or services specified in this document orders will be allowed without prior written approval from the district and a USAC service substitution approval with the exception of a Global Service Substitution

Service Provider Criteria and Contract Requirements

The successful bidder(s) will be responsible for participating in the Federal E-Rate program. In addition, the District may use this bid to issue purchase orders and pay for items on a purchase order that are not eligible for E-RATE discounts. The District will pay the vendor using District funds for these purchases.

Prices must be held firm for the duration of the E-Rate Year 24 fiscal year ending June 30, 2022; for the duration of the E-Rate Year 24 fiscal year ending June 30, 2021; for the duration of the E-Rate Year 25 fiscal year ending June 30, 2022.

Proposals must clearly identify costs associated with items/services that are not eligible for E-Rate discount.

These services depend on partial funding from the E-rate program. Bidder must comply with the following:

● USF Knowledge. Vendor shall have, at a minimum, a working knowledge of the federal Universal Service Support Mechanism for Schools and Libraries (commonly known as “E-rate”). The District expects each Service Provider to make themselves thoroughly familiar with any rules or regulations regarding the E-rate program.

● USF Registration. Vendor shall submit with its proposal a valid Service Provider Identification Number (“SPIN”) and a valid Federal Communications Commission Registration Number (“FCCRN”).

Furthermore, Vendor shall submit to the SLD its annual Service Provider Annual Certification ("SPAC"), FCC Form 473, in a timely manner before the beginning of each funding year. Direct all questions regarding the USF requirements in this RFP to the Universal Service Administrative Company (USAC), Schools and Library Division (SLD) at (888) 203-8100.

● USF Participation and Cooperation. Vendor shall agree to participate in the E-rate Program and to cooperate fully and in all respects with the District, the Universal Service Administrative Company (“USAC”), and any agency or organization administering the E-rate Program to ensure that the District receives all of the E-rate funding for which it has applied and to which it is entitled in connection with the Vendor’s services and/or products.

● USF Information and Documentation. Vendor shall provide to District staff and/or the District’s E-rate consultant within a commercially reasonable period of time, all of the information and documentation that the Vendor has or that Vendor reasonably can acquire that the District may need to prepare its E-rate applications and/or to document transactions eligible for E-rate support.

● Invoicing Procedures. Vendor shall itemize, price, and invoice all materials or services that are eligible and ineligible for E-rate funding.

Vendor must include the following information on all invoices to the District for E-rate eligible equipment and/or services:

o Date of Invoice o Dates of Service o Clear, concise breakdown of amount(s) to be billed to USAC

(discounted portion of eligible charges) and amount(s) to be billed to the District (non-discounted amount of eligible charges)

● USF Discounted Invoicing and Reimbursement Processes. Vendor shall, at the District’s request, either (a) invoice the District only for the non-discounted amounts due on E-rate-approved transactions and simultaneously invoice the Universal Service Administrative Company (“USAC”) for the balance [Discounted Invoice Process] or (b) remit to the District within twenty days of receipt the reimbursement payments it receives from USAC or any other third-party payer for the discounted portions of E-rate-approved transactions involving the District [Reimbursement or “BEAR” Process].

● USF Audit and Document Retention Requirement. Vendor shall maintain all bids, quotes, records, correspondence, receipts, vouchers, delivery information, memoranda and other data relating to Vendor’s services to the District. All such records shall be retained for ten (10) years following completion of services and shall be subject to inspection and audit by the District. In the event of questions during the E-Rate audit process, the successful vendor is expected to reply within 3 days to questions associated with their proposal.

● Contract Term Modification. The District will reserve the right to extend or abbreviate the contract period if such extension or abbreviation is necessary to make the Contract term coincide with an E-rate “program year” or an extended service end date for an E-rate program year pursuant to a “service delivery deadline extension,” as those terms are defined by the Federal Communications Commission (“FCC”) or the Universal Service Administrative Company (“USAC”).

● No billing can take place before July 1, 2021 to comply with the

E-Rate 2021-22 year.

● The District reserves the right to deny any or all proposals associated with this RFP, even with SLD funding approval. The district reserves the right to accept the pricing proposal solely dependent upon SLD approval

● BID SUBMISSION:

BID Due DATE: __2/19/21 up to 11:59 AM.__ Bid Type: Sealed Bid

Mark Envelope: ERATE 2021-22 Category II

Submit Bid To: Carrie Sekelsky Clio Area School District 430 N. Mill Street Clio, MI 48420

● BID OPENING will be LIVE on Zoom: on 2/19/21 at 12:00 Noon.

ZOOM link information is as follows:

There is a WAITING ROOM for entry, we will allow bidders in at 12:00 PM

Topic: ERATE 2021-22 Time: Feb 19, 2021 12:00 PM Eastern Time (US and Canada)

Join Zoom Meeting https://us02web.zoom.us/j/87508732675

Meeting ID: 875 0873 2675

Join by Skype for Business https://us02web.zoom.us/skype/87508732675

• BID AWARD will be made before the window closes on 3/25/2021 the winning bidder will be notified via EMAIL.

• IMPORTANT DATES TO BEWARD of:

RFP POSTED 2/3/21 USAC PORTAL

Last Date for Questions 2/11/21

Questions should be emailed to: John Chomos.

jchomos@clioschools.org

QUESTIONS RECEIVED

are then ANSWERED by 2/16/21

Will be emailed to all bidders and posted as an addendum to the RFP in the USAC

PORTAL

BID OPENING 2/19/21 Via ZOOM

THE FIRST ALLOWABLE CONTRACT DATE IS: 3/3/2021

PROPOSAL PRICING FORM

CONTRACTOR INFORMATION:

CONTRACTOR’S NAME:

CONTACT PERSON:

ADDRESS:

CITY/STATE:

TELEPHONE NUMBER:

FAX NUMBER:

E-MAIL ADDRESS:

A. CONTRACTOR PRICING

QTY Price Each TOTAL Access Points 187

Wireless AP Controller any of the following: physical / running on a VM / virtual in the cloud. 1 Uninterruptible Power Supply APC Smart-UPS SRT 2200VA RM -

UPS (rack-mountable) - AC 120 V -

1.8 kW - 2200 VA - Ethernet

10/100, RS-232, USB - output connectors: 7 - 2U - black - with

APC UPS Network Management

Card

APC 3000VA Smart UPS with SmartConnect, SMT3000RM2UC Rack Mount UPS Battery Backup, Sinewave, AVR, 120V, Line Interactive Uninterruptible Power Supply black Access Point Licensing:

(this is for the existing AP’s) 70

BEST AND FINAL OFFER (BAFO) Clio Area Schools reserves the right to negotiate with Contractors, which may be in the best interest of Clio Area Schools. The objective of negotiations is to maximize the ability to obtain the best value for the district. The discussions shall be based on the requirements and evaluation factors of the RFP, which may include cost, price, technical approach, performance, experience and other terms and conditions. BAFA cannot be used to alter the scope of work. BAFO shall be evaluated in the same manner as the initial offer, using evaluation criteria within the RFP.

LIST OF APPENDIX:

A. Category II ERATE items

B. IRAN ECONOMIC SANCTIONS

C. NOTARIZED FAMILIAL DISCLOSURE STATEMENT

B. ACKNOWLEDGEMENT OF ADDENDA TO RFP

The Contractor acknowledges receipt of the following addenda:

Addendum Number dated

Addendum Number dated

Addendum Number dated

The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all Proposals, to waive informalities and irregularities therein, and to award the Contract to other than the Contractor(s) submitting the best financial Proposal (low bidder) and to award the Contract to one (1) or more Contractors in the School District’s sole and absolute discretion.

If award is made to our firm based upon our Proposal, we agree to enter into the attached form of Contract with the School District to furnish the Work in strict accordance with this Request For Proposal, the Contract and our Proposal.

My signature certifies that the Proposal as submitted complies with all terms and conditions as set forth in this Request For Proposal and the Contract, unless specifically enumerated as an exception as part of our Proposal.

I hereby certify that I am authorized to sign as a Representative for the firm.

CONTRACTOR HEREBY SUBMITS THIS PROPOSAL PRICING FORM IN

ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE RFP.

Name of Contractor:

(Signature/Principal)

(Name Printed)

Date:

APPENDIX A

Wireless Access Points and Licensing

Must be compatible with Ruckus SmartZone virtual controller

QTY Type Must have 2 ports one POE Access Points 187 Ruckus r650 Wireless AP Controller physical / running on a VM / virtual in the cloud. 1 TBD

We are open to a cloud base controller, physical controller or running on a VM must be compatible with Ruckus Access Points.

Uninterruptible Power Supply

UPS 15 SRT2200RMXLA-NC

APC Smart-UPS SRT 2200VA RM - UPS (rack-mountable) - AC 120 V - 1.8 kW - 2200 VA -

Ethernet 10/100, RS-232, USB - output connectors: 7 - 2U - black - with APC UPS

Network Management Card

UPS 1 SMX3000RMLV2U

APC 3000VA Smart UPS with SmartConnect, SMT3000RM2UC Rack Mount UPS Battery Backup, Sinewave, AVR, 120V, Line Interactive Uninterruptible Power Supply black

Licensing 70 Controller Access

We have 70 current Ruckus r610‘s we will need licensing for those as well as the new one being installed.

APPENDIX B - IRAN ECONOMIC SANCTIONS

CERTIFICATION OF COMPLIANCE - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the district or authorized officer of the below-named contractor (the Contractor”), pursuant to the compliance certification requirement provided in the Clio Area Schools' (the “School District”) Request For Proposal, hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shallbe ineligible to proposal on an Request For Proposal for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

Name of Company

Signature of Authorized Representative

Name of Authorized Representative

Title of Authorized Representative

Date

APPENDIX C - NOTARIZED FAMILIAL DISCLOSURE STATEMENT

(Return completed and notarized form with proposal)

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationships that exists between the owner or any employee of the contractor, and any member of the Board of Education of Clio Area Schools or the Superintendent of Clio Area Schools shall be accompanied with the proposal. A list of the Board of Education members and its Superintendent may be found at www.clioschools.org

List any familial relationships:

Contractor:

The undersigned, the owner or authorized representative of the contractor does hereby represent and warrant that the disclosure statement herein is true to the best of my knowledge.

Print Name Signature of Contractor representative

Title

STATE OF MICHIGAN )

SS. COUNTY OF _ )

This document was acknowledged before me on the day of , 20 , by

(Signature of Notary)

Notary Public

County, My commission expires:

Acting in the County of: