Document-1791832614041.pdf

Uninterruptible Power Supply

Oct 11th 2026, 8:00AM CDT - Nov 12th 2026, 2:00PM CST

Table of Contents

Contents Page #

Project Details 5

1. Solicitation Instructions 7

1.1. Bid Instructions and Information 7

1.2. Award Information 7

1.3. Evaluation Criteria 8

1.4. Best Value Incentives 8

1.5. Discussions/Negotiations 8

1.6. E-Bid Support 8

1.7. Submission 9

2. Scope of Work 10

2.1. Project Objective & Vendor Responsibilities 10

2.2. General Coordination & Roles 10

2.3. Detailed Equipment Configurations (Vendor Agnostic) 10

2.4. Centralized Cloud Management & Network Security 11

2.5. Vendor Operational Requirements & Execution Scope 13

2.6. Warranty, Licensing, & Service Level Agreements (SLA) 16

2.7. Project Acceptance & Testing 17

2.8. Service Level Agreement (SLA) 17

2.9. Performance Remedies 18

2.10. Change Management 18

2.11. Vendor Specific Questions 18

2.12. Pricing Matrix and Supporting Documentation 25

2.13. Survey Methodolgy 25

2.14. Cloud Architecture and Cybersecurity Documentation 26

2.15. Warranty, SLA & Support Escalation Management 26

2.16. Required and Supplemental Documentation 26

3. General Requirements 28

3.1. Company Information 28

3.2. Proposal Requirements 29

3.3. FORM 1295 - CERTIFICATE OF INTERESTED PARTIES 31

3.4. REPRESENTATION AND CERTIFICATION 32

3.5. NOTIFICATION OF CRIMINAL HISTORY 32

3.6. CRIMINAL BACKGROUND CHECKS/SEARCHES 33

3.7. IDENTIFICATION BADGE(S) 34

3.8. MISCONDUCT BY CONTRACTING PARTY/SERVICE PROVIDERS 34

3.9. CONFLICT OF INTEREST 35

3.10. INSURANCE AND/OR BONDS 36

3.11. WORKERS COMPENSATION 36

3.12. FIREARM ENTITY OR FIREARM TRADE ASSOCIATION 37

3.13. NO BOYCOTT OF ISRAEL 37

3.14. TRANSACTIONS WITH AN ABORTION PROVIDER OR AFFILIATE 37

3.15. DALLAS INDEPENDENT SCHOOL DISTRICT ANTITRUST

CERTIFICATION STATEMENT (Tex. Government Code 2155.005) 38

3.16. PROHIBITION OF CONTRACTS ENGAGED IN BUSINESS WITH

IRAN, SUDAN, OR FOREIGN TERRORIST ORGANIZATIONS 38

3.17. Prohibition on Diversity, Equity, and Inclusion 38

3.18. INTERLOCAL AGREEMENT ("Rider") CONSENT FORM 39

3.19. CENTRAL TEXAS PURCHASING ALLIANCE (CTPA) 40

3.20. BIDDER, REGISTERED VENDOR AND AWARDED VENDOR 40

3.21. INVOICE REFERENCE NUMBER/INFORMATION 41

3.22. APPLICABILITY TO SUBCONTRACTORS 41

3.23. INFORMATION DEEMED PUBLIC RECORDS 41

3.24. SBO 43

4. Federal Requirements (EDGAR) 44

4.1. (A) 44

4.2. (B) 44

4.3. (C) 45

4.4. (D) 45

4.5. (E) 46

4.6. (F) 46

4.7. (G) 47

4.8. (H) 47

4.9. (I) 47

4.10. (J) 48

4.11. (K) 49

4.12. RECORD RETENTION REQUIREMENTS FOR CONTRACTS

INVOLVING FEDERAL FUNDS 49

4.13. CERTIFICATION OF COMPLIANCE WITH EPA REGULATIONS

APPLICABLE TO GRANTS, SUBGRANTS, COOPERATIVE

AGREEMENTS, AND CONTRACTS IN EXCESS OF $100,000 OF

FEDERAL FUNDS

4.14. CERTIFICATION OF COMPLIANCE WITH THE ENERGY POLICY

AND CONSERVATION ACT 50

4.15. CERTIFICATION OF COMPLIANCE WITH BUY AMERICA

PROVISIONS 50

4.16. CERTIFICATION OF NON-COLLUSION STATEMENT 50

4.17. CERTIFICATION OF ACCESS TO RECORDS - 2 C.F.R. 200.337 51

4.18. CERTIFICATION OF COMPLIANCE WITH NEVER CONTRACT

WITH THE ENEMY - 2 C.F.R. 200.215 51

4.19. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT - 2 C.F.R 200.216 51

4.20. AGREEMENT TO COMPLY 52

4.21. INTANGIBLE PROPERTY 52

4.22. PROFIT AS A SEPARATE ELEMENT 53

Appendix A: UPS Pricing Matrix 54

Project Details

Project Uninterruptible Power Supply

Ref. # JV-250437

Type RFP

Description This Request for Proposal (RFP) will be used to purchase uninterruptible power supply.

This is for District-wide use, on an "as needed" basis.

All vendors are encouraged to participate even if vendors are the sole source providers.

This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (2CFR) Part 200 requirements to procure vendors who provide goods or services purchased by Dallas ISD using federal dollars. This proposal may be used with local, state, federal, and grant-funded programs.

LENGTH OF CONTRACTThe term of this proposal shall be for a three (3) year agreement with two (2) successive one

(1) year extensions based on the long-range needs of the District and mutual consent of both parties not to exceed five (5) years total. Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract, that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the then-current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining options to renew shall expire and terminate.

Open Date Oct 11th 2026, 8:00AM CDT

Questions Due Date Oct 27th 2026, 2:00PM CDT

Close Date Nov 12th 2026, 2:00PM CST

Pre-proposal Meeting Link https://teams.microsoft.com/meet/210828063568796?

p=n4CZ1mW9MpztGr0fLC

Events

Event Name

Duration Description

Open Date Oct 11th 2026, 8:00AM

CDT

Posting date for the Opportunity

Pre- Proposal Meeting

Oct 26th 2026, 1:00PM

CDT

A pre-proposal meeting will be held at 1:00 pm CST via TEAMS video conference on Monday, October 26, 2026.

Please submit questions regarding this RFP through the vendor discussions section of this RFP. Only questions received through the portal will be considered. It is highly encouraged that all potential proposers participate and attend the pre-proposal.

Questions Due Date

Oct 27th 2026, 2:00PM

CDT

Deadline to submit Questions

Close Date Nov 12th 2026, 2:00PM

CST

Deadline for Submissions

1. Solicitation Instructions

1.1 Bid Instructions and Information

The District prefers submissions to be completed electronically via the Bonfire portal. Vendors must register at https://dallasisd.bonfirehub.com to access the portal, which supports Microsoft Edge, Google Chrome, and Mozilla Firefox with JavaScript and cookies enabled. For technical assistance, vendors may visit Bonfire’s help forum at https://procurement-help.eunasolutions.com/hc/en-us, email support.procurement@eunasolutions.com, or call 1-800-354-8010. Submissions must be uploaded, submitted, and finalized before the posted due date. Uploading large files may take time, depending on the size and Internet speed, so it is strongly recommended that vendors allow at least one business day to complete the process.

Although we are legally required to accept paper bids, we strongly request that bidders submit this bid electronically. Please feel free to call us if you require any assistance with this submittal. Electronic bidding will eliminate errors, eliminate unnecessary work, and is more friendly to the environment. Manual submissions must be delivered in a sealed envelope by the specified due date and time. Only one format, either electronic or manual, is required. Fax or email submissions will not be accepted. Manual submissions must consist of one original hard copy with a signed copy of the Proposal Acknowledgement located at the end of the instructions and may be sent via mail, FedEx, UPS, or hand delivery to the following address:

Dallas Independent School District

Procurement Services

9400 N Central Expwy, Ste 1510, Attn: [BID NUMBER & NAME]

Dallas, TX 75231 Bids submitted after the published time and date will be considered untimely and will not be considered.

Any requests or questions for additional information pertaining to the bid specifications shall be submitted through the electronic bid system. Requests or questions must be submitted by dates indicated on timeline in bid document.

Contact between responders or potential responders and the District user departments during the bid request process or evaluation period is prohibited. Any attempt by a responder or potential responder to contact the department will result in disqualification. All communications shall be performed by the District Procurement Services personnel during the bid process.

All addenda will be issued via the electronic bid system. It is the vendor's responsibility to obtain any addenda that pertain to a particular bid. Please check regularly for any posted addenda.

The District is exempt from Federal Excise Tax, and State Tax. Do not include tax in your bid totals. Tax exemption certificate can be furnished upon request.

If a bidder requests to withdraw a bid/proposal and the District allows the withdrawal of the bid/proposal, the bidder may resubmit the bid/proposal, or submit a new bid/proposal, up until the advertised due date and time. All bids/proposals in the possession of the District at the due date and time shall be deemed final, conclusive, and irrevocable, and no proposal shall be subject to withdrawal, amendment, or correction after the due date and time for submission.

1.2 Award Information

Each Offer will be analyzed and evaluated by a panel selected by the District.

The District intends to award a contract to one or more responsive, responsible Offerors that provide the best value to the District.

Pursuant to District Board policy and applicable law, "best value" is determined according to the price and non-price criteria in the Evaluation and weighted at the sole discretion of the District.

By submitting an Offer, an Offeror acknowledges the District's right to establish scoring criteria that comply with applicable law as well as the District's bid protest procedures outlined in the District’s General Terms and Conditions.

Even when an award to a single Offeror is envisioned, the District reserves the right, in its sole discretion, to make awards to multiple Offerors (or to make no award at all).

Non-responsive or disqualified Offers will be not eligible for award consideration. Reasons for being deemed non-responsive or being disqualified include but are not limited to not meeting requirements of the proposal, receipt of Offer after date/time posted; failure to sign the Offer; failure to include one or more Conditions of Service/Term Agreement.

The District reserves the right to reject any use of Offeror's terms and conditions of any kind, including web links to any online terms and conditions, or requiring the use of Offeror's form of agreement.

https://dallasisd.bonfirehub.com https://dallasisd.bonfirehub.com https://procurement-help.eunasolutions.com/hc/en-us https://procurement-help.eunasolutions.com/hc/en-us mailto:support.procurement@eunasolutions.com

1.3 Evaluation Criteria

In addition to the evaluation criteria noted in the General Terms and Conditions, as part of "any other relevant factors" the District will use the following criteria in the evaluation. Final evaluations of this proposal will be based on the Texas

Educational Code 44.031(b). Dallas ISD will not award bids based on low price alone. Criteria and points will be used in weighting which proposal(s) offer the best overall product, service, and references for the intended purpose.

Purchase Price Reputation of the vendor and vendor's goods or services Quality of the vendor's goods or services Extent to which the goods or services meet the district's needs Vendor's past relationship with the district The impact on the ability of the District to comply with laws and rules relating to SBE. This will be applied to your SBE Participation and is assessed as follows:

Offeror demonstrated a commitment to the district's SBE program by providing enhancements to the administration of the proposer's contracting process for the work to be done by SBE firms. Examples of this commitment may include any of the following: expedited payments, Mentor-Protege Programs, early release of retainage, expanding the pool of diverse subcontractors to firms that have not done business with the district, etc.

Offeror submitted a list of two (2) SBE subcontractor references.

Offeror is a certified SBE OR Offeror submitted a Joint Venture Agreement with a certified SBE OR Offeror submitted a Prime Subcontractor Teaming Agreement with a certified SBE.

Offeror submitted a diverse list of certified SBE subcontractors, sub-consultants, or suppliers that meets or exceeds the district's SBE aspirational goal in meaningful roles OR Offeror demonstrated outreach designed to meet the SBE project goals with a diverse SBE team of subcontractors, suppliers, and sub-consultants.

Offeror demonstrated a comprehensive framework and understanding of the district's SBE program by providing a written and detailed SBE compliance plan, designating a high ranking individual who will be responsible for SBE contract compliance, monitoring, and reporting, ensuring no unauthorized changes to SBE subcontractors, adhering to the SBE commitment and subcontractor payment terms, executing the SBE subcontracting schedule, complying with the district's SBE Program guidelines, etc.

Total long-term cost to the district Principal place of business or number of employees in the State Other relevant factors specifically listed in this proposal

1.4 Best Value Incentives

Consideration will be given to Offerors who include best value incentives or value-adds at no additional cost to the

District. To be considered, these incentives/value-adds must be clearly disclosed.

1.5 Discussions/Negotiations

During the evaluation of certain Offers, the District may hold discussions/negotiations with Offerors that are in the competitive range to provide the goods and/or services described in this solicitation. Discussions will NOT be conducted for Competitive Sealed Proposals. Discussions may be conducted for responses to Requests for Proposals or Requests for Qualifications; however, the District reserves the right to award (or not award) a Contract without conducting any discussions; therefore, Offerors are encouraged to provide their best Offer initially and not anticipate the opportunity to make a better offer later.

If conducted, discussions will be held at a place, time, and date as determined by the District. All associated costs incurred by an Offeror in connection with the discussions will be at Offeror's own expense. Additionally, a selected Offeror(s) may be required to attend one or more Board Briefings and/or Board Meetings to address questions about the Offer and any resulting Contract. Such attendance shall be at no additional cost to the District.

1.6 E-Bid Support

For technical assistance, vendors may visit Bonfire’s help forum at https://procurement-help.eunasolutions.com/hc/en-us, email support.procurement@eunasolutions.com, or call 1-800-354-8010.

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The District provides a workstation for vendors who do not have access to a computer. Please call Procurement

Services at 972-925-4100 to schedule an appointment to access the computer. Vendor should preview the bid requirements and come with prepared documents to upload into the system.

1.7 Submission

It is recommended that once you have completed your final submission and received a notice status of “Submission

Complete” from Bonfire, you access your account again and review the documents to verify that the correct content has provided. Once the close date has passed, you will not have an opportunity to change any of the submitted documents.

All bids/proposals must be SUCCESSFULLY submitted before the due date and time regardless of your organization's ability to submit bids online. It is the supplier's sole responsibility to ensure that bid/proposal documents successfully arrive before the due date and time. The District's online bidding application utilizes the Internet and the

World Wide Web, which is comprised of systems that are completely out of the District's control. It is highly recommended that the suppliers allow themselves enough time to complete a successful submission. Do not wait until the last minute.

1.7.1 Proposal Acknowledgement - Do you affirm that you have red, understand and agree to the requirements of the specifications and all other provisions of this solicitation.

[Required] [Single Choice]

(Yes) / (No)

2. Scope of Work

Dallas Independent School District (the "District") is initiating a comprehensive network power resilience upgrade under the Bond 2026 Program. The District operates a sprawling footprint containing approximately 250+ instructional campuses and administrative sites.

The objective of this Request for Proposal (RFP) is to select a qualified vendor ("Vendor") to provide a turnkey solution for the procurement, asset management, inside delivery, physical installation, network onboarding, and transfer for the certified disposal of Uninterruptible Power Supply (UPS) systems. This project will standardize power protection across all Main Distribution Frames (MDF) and Intermediate Distribution Frames (IDF) throughout the

District.

2.1 Project Objective & Vendor Responsibilities

The selected Vendor shall provide a complete turnkey solution including:

Project management Site validation Equipment procurement Asset management Staging and configuration Delivery and logistics Installation Cloud onboarding Documentation Warranty support Disposal coordination Closeout reporting

The Vendor shall furnish all labor, supervision, materials, software, licenses, transportation, tools, testing equipment, permits, training, transfer activities pending handover to DISD Risk Management for disposal services, and incidental items necessary to provide a complete operational solution whether specifically identified herein or reasonably required for successful completion.

No additional compensation shall be granted for activities reasonably inferable from this Scope of Work.

2.2 General Coordination & Roles

Contracting Framework: The contract resulting from this RFP will be directly managed by the District's Education Technology group.

Intradisciplinary Boundaries: The Vendor must coordinate directly with the District’s designated EdTech Architecture & Operations (A&O) representative, the Campus Security Group, and the Public Address (PA) system design and maintenance team if the said departments are sourcing UPS systems for their equipment.

Infrastructure Context: As defined in Dallas ISD Division 27 standards, all structural low-voltage support systems (including racks, core drills, ladder trays, and building grounding busbars) are pre-existing or provided by separate general construction contracts. The Vendor under this scope is strictly responsible for the active and non-active UPS equipment, auxiliary power connections, and cloud staging. Some sites may have non-working, abandoned or rack mounted UPS systems; these will need to be accounted for and safely removed and transferred to DISD Risk management for disposal.

Attachments (Documentation): Dallas_ISD_TDG_050126-_Div_27.pdf

2.3 Detailed Equipment Configurations (Vendor Agnostic)

All proposed hardware must be:

New Current production units Manufacturer supported Free from refurbishment Eligible for full manufacturer warranty

Cloud manageable through a centralized platform as defined in Section 2.4.

The normal standard Dallas ISD MDF/IDF power cluster design per rack is set as follows for the most up to date network closet:

2 QTY L6-30R receptacle power source, 2 QTY L6-20R receptacle power source, and 2 QTY 5-20 QUAD receptacle power source.

To align with the District facility constraints, equipment must map to three distinct deployment profiles below and to the existing power regime:

Standard IDF UPS Capacity: Minimum 1500VA / 1350W continuous load capacity.

Battery Technology: Lithium-Ion (LiFePO4) chemistry is mandatory to match the District's 8-to-10-year switch lifecycle and eliminate mid-cycle battery maintenance.

Form Factor: Standard 19-inch rack-mountable chassis. For facilities utilizing shallow or wall-mount cabinets (typically found in permanent portable configurations), the unit must meet a "Short-Depth" constraint not exceeding a maximum depth of not exceeding 21 inches.

Networking: Equipped with a dedicated network management card natively capable of secure outbound cloud communication over the District's network.

High-Density IDF UPS Capacity: Minimum 3000VA / 2700W continuous load capacity.

Battery Technology: Lithium-Ion (LiFePO4).

Electrical Connectivity: Equipped with a standard NEMA L6-30 NEMA twist-lock input plug to match the District's standardized power cluster drop locations.

Engineering Sizing Rule: In compliance with Dallas ISD design guidelines, no single Profile B unit shall support more than one network switch chassis or a maximum threshold of 240 active network ports.

Campuses exceeding this threshold per closet must be provisioned with multiple, discrete units.

Core MDF UPS Capacity: Scalable configurations from 6kVA to more kVA, optimized per campus size as needed, based on the specific local port matrix, and multiple UPS/EBM units use as may be allowable by available rack estate.

Topology: Online Double-Conversion design providing pure sine-wave output with zero transfer time to protect critical core switches and edge routing equipment.

Chassis Requirements: Standard 4-post open rack configuration. The Vendor must provide matching 4-post rail stabilization kits (Eaton 4-post rack kit or District approved equivalent) to properly distribute high-mass loads.

Electrical Connectivity: Equipped with a standard NEMA L6-30 NEMA twist-lock input plug to match the District's standardized power cluster drop locations.

Operational Resilience: Each Core MDF unit must include a matching external Maintenance Bypass Switch (MBS). The MBS must allow complete physical isolation and hot-swapping of the UPS chassis without fracturing utility power routing to the main network racks.

Runtime Extended Capacity: Configured with Extended Battery Modules (EBM) capable of sustaining a minimum of 60 minutes (1 hour) of continuous, undegraded network operation under a 50% system load

2.4 Centralized Cloud Management & Network Security

The entire UPS fleet must be provisioned, monitored, and managed through a unified, cloud-hosted, web-accessible management platform. On-premise management servers, localized software agents, or site-installed management applications will not be accepted.

2.4.1. Zero-Touch Deployment and Secure Device Enrollment

Network management cards shall natively support automated onboarding and provisioning. Upon obtaining network connectivity and a DHCP-assigned address, each device shall automatically establish a secure connection with the cloud management platform using a unique cryptographic device identity.

Acceptable device identity mechanisms include:

Manufacturer-installed X.509 certificates Hardware-backed security tokens Trusted Platform Module (TPM)-based credentials Secure device identity certificates Equivalent industry-standard cryptographic authentication methods

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Authentication based solely on a MAC address shall not be considered sufficient unless supplemented by a cryptographically verifiable identity mechanism. The enrollment process shall prevent unauthorized device registration and support scalable deployment across a fleet of 1,000 or more UPS devices.

2.4.2. Security Protocol Matrix

All cloud endpoints, communications, and management interfaces shall support and enforce the following minimum security controls:

SNMPv3 for secure monitoring and device communication HTTPS for all management console traffic TLS 1.2 or higher for all data in transit Cryptographically validated device authentication Encryption of administrative sessions and API communications

2.4.3. Administrative Access Control

The cloud management platform shall integrate with modern identity and access management controls, including:

Role-Based Access Control (RBAC) Multi-Factor Authentication (MFA) for all the District administrative accounts Granular administrative permissions and least-privilege access controls Comprehensive audit logging of user activities and configuration changes

2.4.4. Advanced Analytics and Predictive Monitoring

The platform shall provide advanced analytics capabilities to support proactive management of the UPS fleet.

At a minimum, the solution shall include:

Battery health analytics and lifecycle estimation Runtime forecasting based on current and historical load conditions Device health monitoring and anomaly detection Predictive maintenance indicators and proactive alerting Historical trending and performance reporting Fleet-wide operational dashboards Event correlation and root-cause analysis capabilities

Analytics may leverage statistical, machine learning, predictive, or equivalent data-driven methodologies to improve operational visibility and maintenance planning.

2.4.5. Firmware Lifecycle Management

The platform shall provide centralized firmware lifecycle management, including the ability to:

Identify available firmware updates Schedule and deploy updates remotely Validate successful installation Maintain firmware version inventory and compliance reporting Roll out updates to large device groups in a controlled manner

2.4.6. Mass Orchestration

The platform shall support enterprise-scale operations across a fleet of 1,000 or more UPS devices, including:

Simultaneous firmware deployment Bulk configuration management Fleet-wide policy enforcement Event aggregation and reporting Centralized inventory and asset management

Mass operations shall be performed without causing interruption of UPS protection functionality, localized load dropping, or loss of monitoring visibility.

2.4.7. District Ownership of Data

All telemetry, reporting, asset data, configuration data, operational information, logs, and analytics generated by the solution shall remain the sole property of Dallas ISD. The District shall retain full access to and export rights for its data throughout the contract term and upon contract termination.

2.5 Vendor Operational Requirements & Execution Scope

Phase 1: Pre-Installation Site Validation The Vendor shall conduct and document an exhaustive site survey across designated closets prior to logistics mobilization.

❖ Existing UPS Units Audit: The Vendor must physically survey the site for existing UPS units, functional or non-functional, within the network closets. Following the site’s UPS replacement criteria laid out by the District’s ITS Project Management team, the vendor shall create a validation report that helps to Phase

2 process to identify and justify the subsequent power set up solution

Existing UPS validation with verification of:

Non-working UPS to be decommissioned Installed and working UPS to be upgraded Existing working UPS to be kept and additional scope services to comply with the vendor’s SLA in the current RFP UPS dependent switches need power redistribution to meet the District’s specifications.

❖ Receptacle Audit: The Vendor must physically audit existing house power wall and ladder-mounted power clusters. The Vendor must verify compliance with the District NEMA standards (identifying pairs of

L6-30, L6-20, and 5P-20 isolated ground circuits where applicable) to guarantee plug compatibility and UPS power cord length before deployment.

Electrical validation with verification of:

Existing receptacles Circuit availability Plug compatibility Electrical capacity UPS placement requirements

❖ Grounding Compliance Inspection: In strict accordance with NEC and Dallas ISD Division 27 rules, the Vendor must visually inspect that the network closet busbar is properly bonded to the building's main grounding matrix before installing equipment.

Grounding validation with verification of:

Rack bonding Busbar bonding Telecommunications grounding compliance

Any instances of ungrounded racks, missing bonding conductors, or structurally non-compliant infrastructure must be logged immediately in a Project Scope Validation Report and submitted to the District’s Educational

Technology’s Project Management team before proceeding with work in that sector.

Deficiencies documented in a Project Scope Validation Report and must be discussed, designed around, and signed off on before quoting, purchase order processing, or installation activities proceed.

Phase 2: Logistics & Turnkey Installation White-Glove Delivery Services: The Vendor is solely responsible for complete internal logistics. Services include:

Unloading Transportation at all phases until certificate of transfer of old decommissioned UPS Multi-story delivery Staging Rack mounting Clean distribution directly to the designated MDF/IDF room Cleanup.

The District staff or vehicles will not assist with material transport.

The Vendor shall:

Protect all existing infrastructure Maintain cable management standards Preserve production services Follow the District color-coding requirements where modifications are required

Any damage caused by the Vendor should be repaired or replaced at the Vendor expense.

Physical Rack Integration: Securely mount all profile units into existing frame structures or wall-mount brackets where such a solution is accepted. The Vendor shall securely install all UPS units, external battery cabinets, network management cards, and associated hardware in the designated rack or cabinet locations in accordance with manufacturer specifications and industry best practices.

Protection of Existing Infrastructure: The Vendor shall protect all existing power, copper, and fiber infrastructure during installation activities. Existing communications cabling shall not be damaged, disconnected, or altered without prior written authorization from the District’s Educational Technology Project Management team.

UPS Power Distribution Requirements

For MDF and IDF installations, the Vendor shall distribute switch power loads such that:

Approximately 50% of available switch power supplies are connected to UPS power.

Approximately 50% remain connected to utility power.

This design is intended to provide power redundancy and maintain network availability during power events.

The Vendor shall ensure this power distribution methodology is consistently implemented at all project sites where equipment configurations and available electrical infrastructure permit.

If field conditions prevent implementation:

The vendor shall notify the District immediately.

The vendor shall submit a written mitigation plan.

The District approval shall be required before deviation.

Any approved deviation from this standard shall be documented as part of the project records and closeout documentation.

Phase 3: Asset Control & Digital Documentation Deliverables As part of the project process, the Vendor must be ready to provide a structured digital project assets manifest in the file formats (pdf, excel or doc) as may be required for shipping/delivery, asset management, transfer activities before handover to DISD Risk Management for the disposal process, and or final deliverables documentation.

Within each IDF/MDF, for every unit deployed, an asset manifest shall be neatly put in a clear plastic files folder to be left in a wall mount holder for asset inventory purposes.

For every UPS unit deployed, the folder shall have physical installation and cloud registration information recorded.

For every unit deployed, the manifest must include the following record:

District Campus / Facility Name Building identifier (if any) Room number & Closet designation (e.g., Room 116 MDF, Room 201 IDF 02) UPS manufacturer & UPS model & Exact UPS kVA Capacity Serial number MAC address Asset tag Installation date Warranty expiration Switch name & port# connection Photos of the evenly spilt power between UPS and house power.

Financials & Deliverables Documentation

The information to be contained in a deliverables packet and a financial packet is as shown in the table below:

Section Aspect Financials packet

Deliverables

Packet

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Cover page Yes Yes

Table of contents Yes Yes

Authorizations Project Award Notice n/a Yes

Scope of Work(s) n/a Yes

Purchase Order (copy of) n/a Yes

Change Order (copy of) n/a Yes

Bill of Materials (BOM) n/a Yes

Deliverables Test Results n/a Yes

Cut Sheets n/a Yes

Maps / As-Builts & Drawings n/a Yes

Project Photographs - A side by side set of photos of the rack and IDFMDF room showing the before and after installation n/a Yes

Manifests- Onsite, cloud, and asset record, certificates of transfer and all pertinent project documentation n/a Yes

Warranty and SLA with needed contact information n/a Yes

Financials Project Quality Assurance and Punchlist Forms Yes Yes

Final invoice Yes Yes

Materials invoice (if paid upon delivery of equipment)

Yes Yes

Letter: Notice of Project Final Invoice Yes Yes

Vendor's Project Budget Summary Report Yes Yes

Vendor's Project Final/Completion Acceptance

Letter

Yes Yes

Deliverables documents shall also contain the copy of the certificate of transfer for the individual project as given by

Dallas ISD’s Risk Management upon the drop off for disposal of all the old/legacy UPS systems.

Phase 4: Environmental & Decommissioning Compliance Inside Clean-Up: The Vendor must remove all packing materials, anti-static shielding, and cardboard from school premises daily.

The Vendor shall provide for each site worked on:

Secure handling Chain of custody tracking Asset inventory Disposal documentation

EPA-Certified Lifecycle Disposal: The Vendor bears complete legal and operational responsibility for the deinstallation, extraction, and transport of all legacy UPS assets and spent lead-acid batteries. The Risk Management Vendor and Risk Management are responsible for the verified Certificate of Destruction and Clean Recycling to meet EPA federal regulations and local environment statutes once they receive the legacy equipment for disposal. The UPS vendor is required to provide the certificate of transfer as part of the deliverables where legacy UPS devices are involved. All disposal activities must comply fully with EPA federal regulations and local environmental statutes.

UPS Equipment Removal,Transfer, and Disposal Coordination

Dallas ISD manages the disposition of IT equipment through its DISD Risk Management Services department.

To support this process, the UPS vendor shall work with the Dallas ISD Edtech Project Manager to provide to

Dallas ISD Risk Management an itemized inventory of all UPS equipment and associated peripherals designated for disposal, including manufacturer, model number, serial number, asset tag (if applicable), and quantity per project site.

For UPS equipment designated for Dallas ISD Risk Management processing:

The vendor shall transfer equipment to a District-designated location.

The vendor shall coordinate with Risk Management.

The vendor shall provide disposal inventories.

The vendor shall include transfer documentation in project closeout records.

Due to the size, weight, battery content, and potential fire hazards associated with UPS systems, removed equipment shall not be left at a campus site unsecured. If campus storage is required, ensure the space is safe, air conditioned, and lockable. Instead, the Vendor shall coordinate with the designated Dallas ISD project representative to transport all removed UPS equipment and associated components immediately to a District-designated disposal process storage location.

The Vendor shall submit the disposal inventory to the designated Dallas ISD project representative and Risk

Management Services. Risk Management Services will coordinate with the District’s approved disposal vendor(s) for final collection, disposition, and removal of assets from the Dallas ISD inventory and asset management systems.

The Vendor shall maintain communication with the designated Dallas ISD project representative and Risk

Management Services throughout the removal and disposal process to ensure proper handling, tracking, and documentation of all retired UPS equipment. A Transfer Certificate document is issued by DISD Risk

Management for each set of items disposed.

Upon completion of each disposal batch, Dallas ISD Risk management will provide a disposal transfer certificate or equivalent disposition documentation. The Vendor shall include this documentation in the final project closeout and deliverables package.

Attachments (Documentation):

Equipment_Vendor_Post_Installation_Quality_Assurance_Inspection_Checklist_&_Pun ch_List_Form.pdf, UPS_Pre-Installation_Project_Scope_Validation_Form_Exhibit.pdf

2.6 Warranty, Licensing, & Service Level Agreements (SLA)

Comprehensive Coverage: Every element of the hardware ecosystem—encompassing internal electronic components, auxiliary management cards, external bypass switches, and battery cells—is required to include a single-source, unconditional vendor warranty for at least five (5) years.

Subscription Term Alignment: Necessary software access entitlements, cloud monitoring allocations, and firmware orchestration services shall be fully provisioned, funded, and active for the complete 5-year warranty term following formal District acceptance.

Advanced Hardware Replacement: The Vendor is obligated to provide Next Business Day (NBD) advanced replacement courier services for all malfunctioning components within any profile category during the active warranty period.

The Vendor shall provide a comprehensive five (5) year warranty at minimum.

Coverage shall include:

UPS hardware Batteries Network cards Maintenance bypass switches Software Firmware Labor Freight Installation required for replacement

The warranty shall be:

Non-prorated Manufacturer backed Fully transferable to Dallas ISD

If there are warranty coverage exclusions, the vendor shall clearly identify them in their proposal. Coverage exclusions limitations not addressed by this RFP shall not be used as a means to circumvent the primary required specifications which form the basis of this proposal. Any undeclared exclusions discovered after contract award shall not apply to Dallas ISD.

2.7 Project Acceptance & Testing

Formal project acceptance shall be contingent upon the successful execution and the District approval of a comprehensive testing and validation protocol.

At a minimum, the verification process shall confirm:

Core UPS operational stability Battery health analytics and performance Network interface and connectivity integrity Successful cloud management platform enrollment Firmware version inventory and compliance Runtime forecasting and load testing Proactive alarm and notification triggers Asset management and manifest accuracy

The District reserves a period of thirty (30) calendar days following substantial completion to perform final review and issue formal acceptance or rejection of the work.

Any identified deficiencies or rejected deliverables shall be remediated by the Vendor within ten (10) business days at no additional cost to the District.

2.8 Service Level Agreement (SLA)

Technical Support and Incident Management Service Availability Framework:

Uninterrupted 24x7x365 coverage for all Critical system incidents.

Standard business hour support for routine, non-critical service requests.

Response Time Service Levels

Incident Severity Initial Response Acknowledgment

Critical Within 1 Hour

High Within 4 Hours

Medium 1 Business Day

Low 2 Business Days

Operational Restoration Targets

Incident Severity Mandatory Restoration Window

Critical 24 Hours

High 48 Hours

Medium 5 Business Days

Low 10 Business Days

Advanced Hardware Replacement Protocols The Vendor is obligated to facilitate:

Expedited same-day shipping for alerts received prior to the vendor cutoff thresholds.

Guaranteed Next Business Day (NBD) onsite equipment delivery.

Provision of advanced replacement units for all malfunctioning components.

2.9 Performance Remedies

Should the Vendor fail to fulfill SLA obligations for a period of two successive months, or for any three months during a rolling one-year window, the District may exercise the following remedies:

Mandatory implementation of corrective action plans Formal withholding of project payments Application of service credits against outstanding invoices Standard legal remedies for contract default

2.10 Change Management

No modifications concerning project scope, financial pricing, execution schedules, hardware specifications, system configurations, software licensing, or professional services shall be considered binding unless formally authorized via a fully executed Dallas ISD change order.

Verbal directives or informal instructions shall not be recognized as authorization for supplemental compensation or project adjustments.

2.11 Vendor Specific Questions

2.11.1 Vendor Specific Questions (Q-14KQ) [Required] [Questionnaire]

Mandatory Responsive Screening

Mandatory Responsive Screening

Question: Confirm that the proposal includes compliant solutions for Core MDF, High-Density IDF, and Standard IDF profiles. Provide manufacturer, model, capacity, topology, battery chemistry, dimensions/depth, input plug, mounting method, NMC, and all exceptions by profile.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm that each proposed Core MDF configuration includes online double-conversion topology, a matching maintenance bypass switch, four-post stabilization, and EBM capacity for at least 60 minutes at 50% system load. Identify the runtime calculation and priced line items.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm unified cloud-hosted management, zero-touch enrollment using cryptographically verifiable device identity, HTTPS, TLS 1.2 or higher, SNMPv3, RBAC, MFA, audit logging, fleet analytics, firmware orchestration, data export, and support for 1,000 or more devices.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm that pricing includes MDF/IDF surveys and completion of the District exhibit for each site, including closet sheets, UPS disposition, receptacle/circuit schedule, load redistribution, grounding/bonding visual inspection, photos, deficiency register, Phase 2 recommendation, certification, and approval gate.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm pricing includes warehouse/site transportation, inside delivery, staging, after-hours work as required, mounting, NMC installation, onboarding materials, protection of existing infrastructure, cleanup, testing, and 50% UPS/50% utility distribution where field conditions permit.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm responsibility for inventory, secure removal, staging, transport to the District-designated location, Risk Management coordination, chain-of-custody/transfer documentation, and inclusion of the transfer certificate in closeout. Distinguish Vendor scope from the District disposal vendor scope.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Question: Confirm at least five years of non-prorated, manufacturer-backed coverage for UPS hardware, batteries, EBMs, NMCs, MBS, software/cloud licensing, firmware, labor, freight, and replacement installation, plus NBD advance replacement. List every exclusion.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Quality of Vendors Goods or Services

a. Technical Quality of Goods and Services

Question: Demonstrate compliance by profile, including capacity, topology where required, rack/ rail compatibility, depth, NEMA input, EBM/accessory configuration, runtime, and the 50/50 power-distribution approach. Identify differences between standard and short-depth installations.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Describe battery chemistry, expected service life, safety certifications, EBM compatibility, thermal protections, replacement availability, and alignment to the District lifecycle.

Clearly identify where LiFePO4 is mandatory and where proposed as an enhancement.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Explain device identity and enrollment, encryption, RBAC/MFA, audit logs, analytics, alerts, firmware controls, mass orchestration, data ownership/export, maintenance windows, and retention.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Provide manufacturer authorizations, service-partner level, factory training, technical/ safety credentials, and any licensing needed for the proposed work.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Question: Describe QA from procurement through staging, installation, commissioning, cloud enrollment, load/runtime verification, alarm testing, manifest validation, punch list, and 30-day District acceptance support.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Describe RMA workflow, spares strategy, service resources, escalation, and performance on comparable K-12 or district-scale UPS/network infrastructure programs.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

b. Bid Specifications Compliance Verification

Question: Submit one substantially completed sample of the District Exhibit using a District-designated sample scenario, with assumptions clearly labeled, and identify survey pricing in Section A.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm all required profiles, EBMs, MBS, rails, mounts, cords, PDUs, patch cords, labeling, installation labor, and onboarding materials are priced or clearly marked not applicable.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Reconcile warehouse/site freight, inside delivery, removal by equipment size, transport, non-serialized waste handling, and District Risk Management transfer scope to Section C.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Confirm project controls, scheduling, submittals, change control, asset manifests, test results, photos, as-builts, warranty/SLA information, financial packet, and closeout packet are included and priced.

Question: Reconcile five-year warranties by equipment class, cloud licensing, firmware/security support, labor/freight obligations, and troubleshooting rates to Sections D and E.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Identify every exclusion, deviation, dependency, allowance, unit-rate condition, recurring cost, alternate, and unpriced requirement. If none, state that no additional costs or deviations apply.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

c. Vendor Performance and Quality of Service

Question: Summarize the Vendor’s reputation for UPS, power resiliency, network-infrastructure, and large multi-site implementation services. Identify any material performance claims and supporting sources.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: State years in business and years delivering comparable UPS/network-power programs, distinguishing corporate history from the proposed team’s experience.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Provide evidence of financial capacity and organizational continuity adequate for procurement, deployment, and five-year support. Identify any material restructuring or dependency that could affect delivery.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Question: Provide three comparable customers, preferably K-12/public-sector multi-site programs, including scope, sites/devices, dates, schedule performance, service outcomes, and reference contact.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Explain product reliability, supply continuity, deployment quality, service delivery, key-person qualifications, role coverage, and continuity/backfill plan for the proposed District team.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Extent to which the goods or services meets the district's needs

a. Extent Services Meet District Needs

Question: Explain how the approach converts the Exhibit findings into an approved Phase 2 design, quote, installation plan, and work authorization. Address electrical/grounding deficiencies without assuming those corrections are in Vendor scope unless priced and authorized.

Answer options: (Comply) / (Comply with Exception) / (Does Not Comply)

Comment: [Required Vendor Input] / [Required Vendor Input] / [Required Vendor Input]

Question: Provide planned teams, roles, shift model, minimum/maximum units per team per night, campus sequencing, after-hours approach, safety controls, surge capacity, and low-disruption strategy.

Answer…