Freeland Community School District 710 Powley Dr.

Freeland, MI 48623

REQUEST FOR BID

for

FCSD HS/MS Wireless Network & Switches

SCHOOL YEAR: 2026-27

Deadline for Submittal: December 4, 2025 at 2:00 P.M.

Bid Opening: December 4, 2025 at 2:00 P.M.

The Proposal:

Freeland Community School District (FCSD) is accepting bids for its wireless network and network switch replacement at the Middle/High School complex.

Background:

FCSD is a K-12 public school district serving the Freeland, MI community. The Middle/High

School building is the largest campus in the district, supporting a dense student population and requiring high performance, secure, and reliable network infrastructure.

This project is a continuation of the district’s technology refresh cycle. Previous projects upgraded the Elementary and Learning Center with Aruba CX switches and Aruba 635/567 APs.

This project aims to align the Middle/High School with the same standard for a seamless district-wide Aruba network or equivalent. The selected vendor will be responsible for the supply, delivery, configuration and installation of the new network switches and access points, including any necessary connectors, configuration, and testing.

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General Conditions:

1. The owner is Freeland Community School District. The owner will be referred to as

FCSD within this document

a. Bidders are vendors, manufacturers, distributors, contractors, and architects who submit proposals to FCSD.

2. Bids may be emailed to bids@freelandschools.net to be held and opened at the date, time and location below. Also, vendors can submit sealed physical bids (2 copies) at the Freeland Elementary School, Administration Office 710 Powley Dr., Freeland, MI 48623 on or before December 4, 2025 at 2:00 P.M. NO LATE BIDS WILL BE ACCEPTED.

BIDS WILL BE OPENED AT 2:00 P.M. on bid due date at the location above.

3. Any physical bids must be in a sealed envelope and clearly marked “FCSD HS/MS

Wireless Network & Switches” on the face of the envelope carrying said bid, and are to be addressed to:

Freeland Community School District Attention: Marcus Hillborg, Superintendent 710 Powley Dr Freeland, MI 48623

Any questions concerning the bid should be directed to Jeff Hohman via email at hohmanj@freelandschools.net or phone (989) 625-2226

4. A Surety Bond, Certified Check, Cashier’s Check, Treasurer’s Check, or Bank Draft of any State or Nation Bank representing (5%) of the total amount of the contractor’s response must accompany the package. The Bonding company must be on the U.S.

Treasury list and approved by the State of Michigan. Proposal securities will be retained until after the award. No response will be considered unless response security is submitted with the response package. Inability to meet the requirement of the RFP as proposed in the Bidder’s proposal, will result in the forfeiture of the Security Bond.

5. This RFP does not commit Freeland Community School District to award a contract, to pay any costs incurred in the preparation or response to this request, or to procure or contract for services or equipment.

a. FCSD reserves the right to accept or reject any or all proposals received as a result of this request. FCSD reserves the right to negotiate with any bidder, or to cancel part or all of this RFP if it is in the best interest of FCSD. Successful bidders may be asked to participate in negotiations and be asked to make revisions to their proposals based on these negotiations.

b. Physical bidders must submit two (2) copies of their proposal to FCSD.

c. FCSD is not bound to accept the lowest offer.

d. FCSD will only consider completed proposals.

e. Each offer should be submitted as the final, best price offer based on the bidder's recommendation.

f. All materials submitted to FCSD will become the property of FCSD.

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g. Bidders will supply a reference list to FCSD. Please include a contact person and a telephone number for each reference.

h. Product pricing will be in effect for 90 days from bid opening.

6. Bids are to include Warranty documents and Maintenance contract information.

7. Bidders should provide FCSD the name of an individual at your organization who has the authority to review and make contract changes to your proposal.

8. Format for the bidder’s proposal should closely follow the format of this RFP.

9. SUBCONTRACTORS: If a bidder chooses to use a subcontractor or third party to fulfill the requirements of any aspect of the bid, the bidder must list the name of the subcontractor or third party in the bid documentation.

10.A signed and notarized Familiar Relationship Statement must be included with the bid.

The Board of Education shall not accept a bid that does not include this affidavit (attached).

Pre-Bid Meeting:

1. NOT MANDATORY - Vendors are welcome to schedule a walk through of the buildings. Please contact Jeff Hohman at HohmanJ@freelandschools.net.

Pre-Bid Information:

1. Exceptions to bid. If there are exceptions to these specifications, they shall be listed in a separate section with a reason why exception has been made.

2. Recommendations. If the specifications and/or the proposal can be improved, please submit information in a separate section, describing the area which may be improved.

3. Alternatives. Bidders may submit alternative bid proposals under an alternative proposal if they so desire. Alternative bid proposals may be submitted in the same envelope with the regular proposal but must be clearly marked Alternate Proposal.

4. Provide a detailed and specific timeline outlining the milestones and deadlines for the completion of the project.

5. The items requested within this RFP may or may not be USF eligible. All non-eligible products and services must be itemized. Please use the 2026 USF Eligible Services List located on the USAC website (http://www.usac.org/sl/) for guidance. (Note: It is the vendor’s responsibility to check for updates and corrections prior to submitting bids/quotations.)

6. Multi-year contracts may be considered.

7. All bidders must have an E-rate SPIN.

8. All bidders must have the 2026 Service Provider Annual Certification Form 473 on file with USAC by September 1, 2026.

9. Provide a cost breakdown for labor and materials.

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Selection Criteria:

The selection of the winning bid will be based on the following criteria

1. Cost: 50% - Budget and the value for money

2. Experience: 30% - Previous work and references

3. Technical: 15% - Capability and experience in providing similar services

4. Project plan: 5% - Timeline, feasibility, approach and methodology

Payment Schedule

FCSD will pay upon project completion. The final balance due will be paid within 30 days of the final inspection upon approval of the Director of Technology, and when the Substantial Completion form is received by the Freeland Community School District.

Specifications:

Preparation

1. The Contractor must coordinate, cooperate, and schedule their work with the Owner. The preferred switch and access point manufacturer are Aruba Networks. However, other tier 1 manufacturers will be accepted and considered.

2. Switches must be fully manageable. Console ports should be RS-232 serial or

USB.

3. All switches should be covered with lifetime software and hardware support with replacement hardware to be shipped “Next Business Day”.

High School

1. High School MDF consists of 7 switches.

a. (Qty 2) Layer 3 capable switch with 24 SFP+ and 4-port SFP56.

b. (Qty 2) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

c. (Qty 3) Layer 3 capable switch 48 port with 4 SFP+ ports and 740 watts of class 4 PoE.

2. High School IDF 518 consists of 5 switches.

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

b. (Qty 4) Layer 3 capable switch 48 port with 4 SFP ports and 740 watts of class 4 PoE.

3. High School IDF 203 consists of 3 switches & looking to add 1 additional.

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

b. (Qty 3) Layer 3 capable switch 48 port with 4 SFP ports and 740 watts of class 4 PoE.

4. High School IDF 915 consists of 1 switch.

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

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5. High School IDF 900 consists of 2 switches.

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

b. (Qty 1) Layer 3 capable switch 48 port with 4 SFP ports and 740 watts of class 4 PoE.

6. High School IDF Band consists of 1 switch.

a. (Qty 1) Layer 3 capable switch 24 port with multi-rate gigabit and class 8 PoE on all UTP ports.

7. High School Locker Room IDF

a. (Qty 1) Layer 3 capable switch 24 port with multi-rate gigabit and class 8 PoE on all UTP ports.

8. High School Weight Room IDF

a. (Qty 1) Layer 3 capable switch 24 port with 4 SFP ports and 740 watts of class 4 PoE.

Middle School

1. Middle School Office IDF consists of 1 switch.

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

2. Middle School IDF 91 consists of 4 switches.

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

b. (Qty 3) Layer 3 capable switch 48 port with 4 SFP ports and 740 watts of class 4 PoE.

3. Middle School IDF 60 consists of 2 switches. (NEW)

a. (Qty 1) Layer 3 capable switch 48 port with multi-rate gigabit and class 8 PoE on all UTP ports.

b. (Qty 1) Layer 3 capable switch 48 port with 4 SFP ports and 740 watts of class 4 PoE.

Wireless

1. The High School is a one to one replacement for existing access points. No additional access points will be installed internally. 2 external AP’s will be added.

2. The Middle School is a one to one replacement for existing access points.

Additionally, a newly constructed 6 classroom addition requires wireless coverage. FCSD’s expectation is installation of one access point per classroom and collaboration area. Vendors may propose an alternative design if supported by a site survey or industry best practices.

3. Vendors will label each AP with the AP name in a visible location on the face of the AP, plainly visible from ground level in a normal classroom, office, or hallway installation. Allowances will be made for Gym, Cafeteria, and/or Auditorium installations where installation heights will be greater than 10 feet.

4. Vendor is responsible for the installation and removal of new and old access points.

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Current Access Point Configuration

1. High School has 69 indoor access points

a. 67 Aruba AP 325

b. 2 Aruba AP 225

2. The Middle School has 18 indoor access points.

a. 18 Aruba AP 325

Proposed Access Point Configuration

1. High School will have 69 indoor access points and 2 outdoor access points.

a. 69 Aruba AP 635 (R7J28A) or equivalent

b. 2 Aruba AP 560 (R4W44A) or equivalent

2. The Middle School will have 26 indoor access points.

a. 26 Aruba AP 635 (R7J28A) or equivalent

Project Quantities

1. Top of Rack Aggregation Switches

a. 2 Switches (JL658A) or equivalent

b. 4 Power Supplies (JL085A) or equivalent

2. Class 8 PoE 48 Port Switches

a. 9 Switches (R8S90A) or equivalent

b. 18 Power Supplies (JL670A) or equivalent

3. Class 4 PoE 48 Port Switches

a. 15 Switches (JL728B) or equivalent

4. Class 6 PoE 24 Port Switch

a. 2 Switch (JL660A) or equivalent

b. 4 Power Supplies (JL679A) or equivalent

5. Transceivers

a. 32 10GBase-LR (J9151E-C) or equivalent

6. Stack Cables

a. 24 DAC cables (J9283D) or equivalent

7. Wireless Access Points

a. 95 Aruba AP 635 (R7J28A) or equivalent

b. 2 Aruba AP 560 (R4W44A) or equivalent

8. District Network Management Platform

a. Aruba Central Cloud Management Platform or equivalent to include licensing for all district network devices including existing Elementary and Learning Center Aruba CX switches and APs. Those include

JL658A (4), R8S90A (10), JL728B (6), R7J28A (91), R4W49A (2)

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Warranty

1. All switches should be covered with lifetime software and hardware support with replacement hardware.

Project Completion The wireless network and switch replacement shall be considered substantially complete as soon as:

1. All locations inspected and tested and working as expected.

2. A spreadsheet containing switch part number, switch model, switch serial number, and switch IP address has been provided.

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