New_Haven_Free_Public_Library_Network_Upgrade_(C2_Network_Equipment)_FCC_Form_470#_#250024731_(Addendum_#2_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/newhavenct

City of New Haven, CT

REQUEST FOR PROPOSAL

2025-RFP-162

NEW HAVEN FREE PUBLIC LIBRARY NETWORK UPGRADE (C2

NETWORK EQUIPMENT) FCC FORM 470# #250024731

RELEASE DATE: February 26, 2025

RESPONSE DEADLINE: April 1, 2025, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-RFP-162

Title: New Haven Free Public Library Network Upgrade (C2 Network Equipment) FCC Form 470# #250024731

Table Of Contents

1. Project Summary

1.1. Summary

1.2. Timeline

1.3. Procurement Contact

2. Instructions to Respondents

2.1. Internet Access

2.2. Solicitation Downloads

2.3. Inquiries for Clarification

2.4. Addendum to Bid Documents

2.5. Contract Term

2.6. Insurance Requirements

2.7. Certification and Licenses

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

2.9. Equal Employment Opportunity

2.10. Construction Related Permits

2.11. Alternate Responses

2.12. Pricing Sheet

2.13. Solicitation Process and Submission

2.14. Solicitation Protest

2.15. Award of Contract

2.16. Execution of Contract

2.17. Notice to Proceed

2.18. No Purchase Order – No Payment Policy

2.19. Electronic Invoice Policy

2.20. Payment Policy

3. Project Details

3.1. Proposal Specifications

3.2. Evaluation Criteria

3.3. Calculation Sheet

3.4. Response Submittals

3.5. Attachments

Attachments:

A - ATTACHMENT A - PRICING AUTHORIZATION

B - ATTACHMENT B- USAC COMMODITY CODES

C - ATTACHMENT C-NHFPL Library Building Info

D - ATTACHMENT D-Floor_Plans_IVES, DM, CW, FH-Network cabling

E - ATTACHMENT E - Stetson Q House floor map for drops

F - 9a-Exhibit _RFP Standard Form of Agreement - City of New Haven

G - 9b-Exhibit_ RFP Standard Terms Part II - City of New Haven

1. Project Summary

1.1. Summary

Contract Name: New Haven Free Public Library Network Upgrade (C2 Network Equipment) FCC Form

470# #250024731

Solicitation #: 2025-RFP-162

Department: Library

Note: Vendors (Offerors) must be registered E-Rate Service provider with FCC SPIN Number.

The New Haven Free Public Library is upgrading the network equipment at 5 sites. 44 Switches, 9 Access

Points, 12 UPSs. Installation will be required. Cisco equipment, Meraki Cloud management capable

STRONGLY preferred. Vendor must be FCC E-Rate

1.2. Timeline

Solicitation/Advertise Date: February 26, 2025

Question & Clarification Deadline: March 6, 2025, 5:00pm

Solicitation Due Date: April 1, 2025, 11:00am

1.3. Procurement Contact

Shawn Garris

Deputy Purchasing Agent

200 Orange Street

New Haven, CT 06510

2. Instructions to Respondents

2.1. Internet Access

A. The City cannot guarantee that equipment involved in Solicitation Submission and/or solicitation technology will be available to provide information or receive transmittals. It is your responsibility to ensure that you have current information and that your Submission is received at the designated location complete and on time. The City is not responsible for the confidentiality of information transmitted over the Internet.

B. Downloading solicitations of any type does not obligate the City to send you future notifications of solicitations or addendum updates.

C. It is the Respondent's responsibility to review your status on our website and update your contact information accordingly.

D. The City does not recommend waiting till the last day to start and/or submit your response.

2.2. Solicitation Downloads

A. Every part of this document may be downloaded from the website at no cost to you. If you require a third party to print the specifications and/or drawings, that cost will be borne by you.

B. Drawing File Format: PDF

C. Click on the "Downloads" to download the drawings.

D. If you don't have Adobe Acrobat and you wish to view the files in PDF format, Download the application here: https://get.adobe.com/reader/

E. Drawings - The following three local firms are examples of companies that can reproduce drawings and/or any portion of the documents. These suggestions are not to be considered endorsements in any way. Any other firm with the AutoCAD, DWG, DXF, DWF & CSF Viewers will also be able to reproduce the drawing files.

2.3. Inquiries for Clarification

A. The City will not respond to a Respondent's request(s) for oral interpretation and/or clarification of the

Solicitation Specifications for any reason.

B. The City will respond to a Respondent’s written request(s) for interpretation and/or clarification of the

Solicitation Specifications.

1. Any written Inquiry for Clarification must be received seven (7) or more business days prior to the

Closing Date. Any request received by the City after this deadline will not be given consideration.

2. Every request for such an interpretation shall be made in writing via City’s e-Procurement Portal's

Question & Answer feature.

https://procurement.opengov.com/portal/newhavenct/projects/149557 https://get.adobe.com/reader/ https://procurement.opengov.com/portal/newhavenct/projects/149557

3. Please do not send questions or requests for clarification in a PDF format.

4. Every interpretation made to a Respondent will be in the form of an Addendum or Question &

Answer to the Solicitation Documents.

2.4. Addendum to Bid Documents

A. All Addenda to the Solicitation Documents shall become part of the Solicitation. Respondents are required to check the Website for Addendum. Each Respondent shall be bound by such Addenda whether or not received/viewed by the Respondent.

B. Questions are submitted through your account and the selected solicitation Web Address:

https://procurement.opengov.com/portal/newhavenct/projects/149557, through the “Question &

Answer” section to submit your question(s).

C. We will endeavor to post Addendums regarding Inquires for Clarification, not less than five (5) calendar days prior to the Bid Closing Date and Time.

D. Addendums regarding extension of time will be posted on the City website, any time prior to the

Solicitation Closing Date and Time.

2.5. Contract Term

The term of the contract is one (1) year with 4 - one (1) year renewal option(s). All renewals will be at the sole discretion of the City and pursuant to the same terms and conditions.

2.6. Insurance Requirements

Proof of insurance is not required to be submitted with your response unless specifically requested, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance

Requirements" section of this document.

The City requires all contractual work to be insured as identified in the following sections.

The term “Contractor” and/or “subcontractor” as used in this section, shall mean, and include Contractors and subcontractors of every tier.

Each Solicitation, Agreement and/or Award will include a specific Risk Template which will detail all the insurance requirements for the project.

Any policies maintained by the contractor and its owned and/or rented equipment and materials shall contain a provision requiring insurance companies to waive their rights of subrogation against the City of New Haven

(Owner) and all other Indemnities named in the contract.

City of New Haven requires all contractors and vendors whose work or services may bring them into direct contact with youth under the age of 21 years to carry a minimum of $1 million in Abuse and Molestation insurance coverage.

Direct contact refers to situations where vendors directly interact with, supervise, or provide services to youth under the age of 21.

Examples of vendors subject to this requirement include:

Therapists Medical professionals Before and after-school program providers

Vendors excluded from this requirement include:

On-call facility-related repair services and construction services (e.g., plumbers, electricians, general contractors, roofers) who do not have direct contact with youth.

This requirement applies to all vendors working on projects within:

City of New Haven facilities New Haven Public Schools (NHPS) facilities

Certificates of Insurance

The successful bidder shall provide certificates with a minimum AM Best’s rating of “A-“VIII of insurance, showing coverage by an insurance carrier authorized by the State of Connecticut to write insurance in the State.

The certificates shall show the City as an additional name insured. Said certificate should contain the following endorsements.

PLEASE NOTE THAT ALL CERTIFICATES OF INSURANCE MUST INCLUDE:

A. The City of New Haven shall be named as an additional insured with subrogation.

B. Endorsement shall include the work description, Contract/Project name and location.

C. Insurance agent contact information, name, email and phone number

D. An endorsement that the insurance company will give at least thirty (30) days written notice to the City prior to any modification or cancellation of any such insurance coverage.

POLICY REVIEW AND APPROVAL

At the discretion of the City, the Contractor may be asked to submit to the City copies of insurance policies for review and approval. The City may, in writing, notify the Contractor of any disapproval of any such policies, and satisfactory policies shall be provided in place of those disapproved.

The Respondent shall submit an insurance certificate in addition to a copy of each policy if requested. The

Contractor shall require its subcontractors to obtain policies of similar insurance before each commences work.

All such insurance shall be carried with financially responsible insurance companies, licensed in the State and approved by the City and shall be kept in force until the Contractor’s work is accepted by the City, which expire before the Contractor’s work is accepted by the City shall be renewed and submitted to the City for its approval.

A. Insurance will be required for the entire term of the contract. The insurance agent contact information(name , email, phone number) must be on the COI. COI are to be emailed to your project contact(see award notice) and NHpurchasingCOI@newhavenct.gov.

B. Renewal Certificates of insurance should email to support@certificail.com

Contractor/Vendor shall agree to always maintain in force during the contract the following minimum coverage and shall name the City of New Haven as an Additional Insured (1) on a primary and non-contributory basis to all policies except Workers Compensation and Professional Liability. All policies, except Professional Liability, should also include a Waiver of Subrogation.

2.6.1. General Liability-rider 230

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $1,000,000 Y Y

Combined

Aggregate

$2,000,000 Y Y

Products/Completed Operations

Aggregate

$2,000,000 Y Y

2.6.2. Workers’ Compensation & Employers’ Liability (EL) - Statutory Limits

Minimum Limits (dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Workers'

Compensation

Statutory Limits

EL EACH $500,000 --- Y

EL DISEASE $500,000 --- Y

EL POLICY $500,000 --- Y

mailto:NHpurchasingCOI@newhavenct.gov mailto:support@certificail.com

2.6.3. Auto Liability (includes all owned, hired & non-owned autos)

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Combined Single

Limit Each accident including endorsements

$1,000,000 Y Y

2.6.4. Excess/Umbrella Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence --$3,000,000 Y Y

Combined Aggregate --$3,000,000 Y Y

2.6.5. Professional Liability

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

--$1,000,000 -- --

2.6.6. Cyber Liability/Data Compromise

(dollar amount indicates required minimum)

Additional Insured (Y indicates required)

Waiver of Subrogation (Y indicatesrequired)

Each Occurrence $5,000,000 Y Y

2.6.7. Additional Information

If any policy is written on a “Claims Made” basis, the policy must be continually renewed for a minimum of two years from the completion date of this contract. If the policy is replaced and/or the retroactive date is changed, then the expiring policy must be endorsed to extend the reporting period for claims for the policy in effect during the contract for two) years from the completion date.

Original, completed Certificates of Insurance must be presented to the City of New Haven via Certificial prior to contract issuance. Contractor/Vendor agrees to provide replacement/renewal certificates at least 30 days prior to the expiration date of the policies. Should any of the polices be cancelled, limits reduced, or coverage altered, 30 days written notice must be given to the City.

2.6.8. Notes

• Additional Insured & Waiver of Subrogation boxes must be checked off on the COI.

• If contractor/vendor will be providing a service in proximity or serving youth under the age of 21, Abuse and Molestation coverage must be included.

• City of New Haven is the Certificate holder and the additional insured.

City of New Haven 200 Orange Street Rm 301 New Haven, CT 06510

2.7. Certification and Licenses

If the service(s) that you are providing is a service for which a certification, license or other form of qualification is required, please provide documentation with your statement of qualifications.

2.8. Unit Prices, Solicitation Quantities and Tax-Exempt Status

A. The Unit Prices for each of the Solicitation items include its pro rata share of overhead so that the sum of the products obtained by multiplying the quantity shown for each item by the unit price represents the total Bid. Special attention is called to this section because in the event it is necessary to revise the quantities, increase or decrease thereof may be made without limit and adjustment and compensation shall be made on the basis of the Unit Prices for such items.

B. Unit Prices should not include federal excise or state sales taxes. State Sales Tax is exempt under

Connecticut General State Statute Sec. 12-412. The City is also exempt from transportation taxes when goods are consigned to the City. Tax Exemption certificates will be furnished by the Supervisory

Auditor - Accounts Payable upon satisfactory proof of delivery to the City.

C. It is understood an agreed that the Unit Prices shall control the Contract award.

D. The quantities noted in this Solicitation are approximate (estimated only for use in comparing Bids); and that the sums obtained by multiplying the Unit Prices by the estimated quantities, and also the Total of these sums, are inserted for the purpose of checking this Solicitation and for the convenience of the

Respondent. The Unit Prices paid are for the actual ordered quantities only.

E. Shipments should be consigned to the City in care of the Contractor.

F. Unbalanced high or low Bid Unit Prices will be reviewed and may be grounds for rejection.

G. Pricing and Supply of Good and Services submitted by vendor as a result of this solicitation must be maintain for at least twelve (12) months from the date of bid submission, unless an increase in length is noted in the specification section of this solicitation.

2.9. Equal Employment Opportunity

A. A pre-award conference concerning equal employment opportunity compliance by the Awardee will be scheduled the week prior to the City’s authorizing the award. The contractor will receive forms and other documentation that must be completed and returned to the City prior to the date of the pre-award conference. The Contractor's Affirmative Action/Equal Opportunity compliance report will represent the major focus of discussion at the pre-award conference. The contractor is responsible for satisfying the affirmative action/equal opportunity provisions as set forth in or referred to in these Solicitation

Documents.

B. Any proposed subcontract under this Contract must submit a certification regarding Equal Employment

Opportunity, similar to that submitted by the Respondent. Approval of the subcontractor award cannot be given by the owner unless and until the proposed subcontractor has submitted the certification and/or other evidence that it has fully complied with any reporting requirements to which it is or was subject.

C. Although the Respondent is not required to attach such certification by proposed subcontractors to its

Response, the Respondent is herein advised of this requirement so that appropriate action can be taken to prevent subsequent delay in subcontract awards.

D. The Equal Employment Opportunity ordinance can be found in Section 12 ½ of the City of New

Haven’s Code. Please review for further details

2.10. Construction Related Permits

The contractor is responsible for all fees associated with Permits.

2.11. Alternate Responses

No alternate responses will be considered unless alternate responses are specifically requested by the City.

2.12. Pricing Sheet

A. Please provide your pricing matrix via Response Submittals. The City of New Haven must be readily able to discern your pricing Qualifications at a quick glance.

B. A brand name, model number or other designation that identifies the product of a manufacturer may be indicated. Other brands will be considered, provided they meet the quality standards of the brands listed within. Product literature, i.e. (M.S.D.S.) must accompany any substituted product with your submission.

2.13. Solicitation Process and Submission

2.13.1. Solicitation Process

A. Early Submittal of Digital Responses - Responses received prior to the advertised hour of closing are kept sealed on the City's e-Procurement Portal.

B. Solicitation Closing - At the time fixed for the submission deadline of responses, the City will open the

Digital Response received by the submission deadline utilizing the City's e-Procurement Portal. Pricing information will be available publicly and can be accessed at:

https://procurement.opengov.com/portal/newhavenct/projects/149557 in the "Results" tab. Respondents and other interested parties can visit the City's e-Procurement Portal for the list of respondents and their respective pricing information. To receive notifications regarding the pricing results, interested parties must click on "Follow" on the Public Solicitation Portal.

C. Late Submittals – with the advent of complete digital bidding, no submission will be accepted after the closing date and time.

D. Withdrawal of Responses - Responses may be withdrawn by you prior to the submission deadline of responses by you retracting your digital response submission.

E. Response Rejections - The City reserves the right to reject any and all responses which do not meet the requirements. Some reasons for rejection include, but are not limited to: altered or qualified contractual terms, non-conforming Response, incomplete or erroneous paperwork, and/or not habitually performing with the Respondent's own forces.

F. Solicitation Rejection Notification - Should the City reject a response for any reason, the Submitter shall be notified. In case of such rejection, the City will return the Bid Bonds to the Respondent(s). No other part of a Respondent's Submission will be returned.

2.13.2. Solicitation Submission

A. Electronic/digital Submissions - Follow instruction on the portal for bid submission – all required forms are indicated as such.

B. Each solicitation response must be submitted in the prescribed format. All blank spaces must be filled in as noted. Responses must give the prices in numerical figures. No changes shall be made to the City’s documents for any reason.

C. The Respondent shall sign their Response in the blank space provided for this purpose. If the solicitation response is made by a partnership or corporation, the name and address of the partnership or corporation shall be indicated and the Response Submission must be acknowledged by a corporate officer as applicable. Any partner of corporate stockholder owning 25% or more of the business shall also be disclosed.

D. The City may consider any Submission not prepared and submitted in accordance with the provisions hereof, and may, at its option, waive any informalities.

E. No Respondent may withdraw a submission within one hundred twenty (120) days after the actual date of the opening thereof.

2.14. Solicitation Protest

A. Any Solicitation protest must be submitted in writing. Respondents may file a written protest of the

Solicitation results with the City's Purchasing Agent, within 48 hours of the posting of the Solicitation results on the City Website.

B. A protest must be submitted via email, purchasing@newhavenct.gov, or Fax, 203-946-8206.

C. The City will acknowledge receipt of written protest. If the Purchasing Agent or representative has not acknowledged receipt of the protest by the close of business on the following day, please contact the

Bureau of Purchases at 203-946-8201 or by Fax at 203-946-8206.

2.15. Award of Contract

A. No contract shall be awarded to any contractor, if the entity, or any owner, officer or director thereof is delinquent in any tax or other financial obligation to the city, including, without limitation, a current or ongoing contract dispute concerning performance under an agreement with the municipal government if, in the opinion of the Corporation Counsel, the current or ongoing contract dispute is related to the requirements of the solicitation.The fact that any other entity of which the owner or principal of any contractor is an officer or director is delinquent in the payment of any tax or other financial obligation to the city, shall be a negative factor in the selection or award of such contractor until such obligation is settled.

B. The City will endeavor to award a contract for this Solicitation within one hundred and twenty (120) days after the date of the Solicitation opening. All Respondents acknowledge their Response submittal will be valid for the duration of the one hundred and twenty (120) days timeframe.

C. The City reserves the right to separately Solicitation or secure pricing from additional contractors that may relate to the goods and/or services in the instant Solicitation, whether or not such goods and/or services are additional to the quantities stated in the instant Solicitation.

D. The City of New Haven reserves the right to award one or more contracts as a result of this solicitation.

E. The City will not award to any contractor who is ineligible under any of applicable regulations issued by the Secretary of Labor and United States Department of Labor.

F. The City will not award to any contractor who is not qualified under applicable State and local laws and regulations.

G. Without limiting the generalities of the foregoing, a contractor will be deemed ineligible if they are not current with any taxes or other outstanding obligations to the City of New Haven.

H. Should a Contract be awarded, it will be awarded by the City to the lowest responsible qualified

Respondent based on the lowest Base Bid.

mailto:purchasing@newhavenct.gov

I. Availability of funds – The awarding of all contracts is contingent upon the availability of appropriate funds. If funding is not available at the time of award and/or execution of the contract the City reserves the right to cancel the Solicitation.

J. All Bid Bonds will be returned to all Respondents upon the execution of the contract documents to the awarded Respondent.

K. Certificate of Insurance must be email to project manager (see award notice) and to

NHpurchasingCOI@newhavenct.gov

2.16. Execution of Contract

A. In executing the Agreement, the Awardee will be required to reaffirm and restate all representations made in its Response Submission.

B. After the notice of award and within ten (10) days after the prescribed forms are presented for signature, the Awardee shall execute and deliver to the City the Agreement in the form included in the Contract

Documents, in such number of copies as the City shall require.

C. The failure of the Awardee to execute such Agreement, pay any taxes due, to supply the required bonds or submit the Certificate of Insurance, all within ten (10) days after the prescribed forms are presented for signature, or within such extended period as the City grants based upon reasons determined sufficient by the City, shall constitute a default and the City reserves the right to any remedies available at law or in equity including pursuit of Bid Bond. The City may either award the Contract to the next lowest responsible Respondent or re-advertise the Solicitation.

D. Performance Labor and Material Bonds - (see Project Summary for applicability)Having satisfied all conditions of award as set forth elsewhere in these documents, the successful Respondent shall, within the period specified in paragraph "A" above, furnish a bond in a penal sum not less than the amount of the Contract as awarded, as security for the faithful performance of the Contract, and a labor and material bond for payment of all persons, firms or corporations to whom the Contractor may become legally indebted for labor, materials, tools, equipment, or services of any nature including utility and transportation services, employed or used by him in performing the work. Such bonds shall be in the same form as those included in the Solicitation Documents and shall bear the same date, or a date after that of the Agreement. These bonds shall be signed and issued by a guaranty or surety company satisfactory to the City, authorized and qualified to do business in the State of Connecticut, and listed in the latest issue of the U.S. Treasury Circular 570, and the penal sum of any such bond shall be within the maximum specified for such company in said Circular 570. The current power of attorney for the person who signs for any surety company shall be attached to such bonds.

E. Commencement of Work – The City will not be responsible for payment of any work performed or materials supplied by the successful respondent before the Contractor receives a fully executed agreement unless an emergency situation has been declared by a City employee duly empowered to do so, and the vendor receives written authorization from this individual to proceed. Note: Responsibility mailto:NHpurchasingCOI@newhavenct.gov for payment shall be limited to only that work deemed necessary by the City to alleviate the immediate emergency

2.17. Notice to Proceed

Once a contract is executed the City department responsible for requesting the work will issue a Notice to

Proceed.

2.18. No Purchase Order – No Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy

The City of New Haven has implemented a 'No Purchase Order, No Payment Policy’ effective July 1, 2019 to reduce cost overruns, unauthorized work, while automating the steps for payment of invoices. This means that without an official Purchase Order number and/or enough unencumbered funds available, payment of supplier invoices will be rejected or significantly delayed until the change order or adjustments can be processed and approved.

This policy aims to ensure that:

A. All spend shall be supported by an authorized PO prior to requesting the provision of goods/services.

B. Efficient processes are implemented so that goods are delivered when required.

C. The recipient of the goods shall receipt in Munis as soon as the goods are delivered/services performed

(i.e. not upon receipt of the invoice);

D. Cost control is effective and therefore:

E. all expenditure incurred by the City of New Haven is valid and appropriately authorized; and

F. minimizing transactional costs associated with payment for goods and services.

2.19. Electronic Invoice Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy

2.20. Payment Policy

https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/no-po-no-pay-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/e-invoicing-policy https://www.newhavenct.gov/government/departments-divisions/purchasing-division/payment-policy

3. Project Details

3.1. Proposal Specifications

3.1.1. Project Details

PROPOSALS REQUESTED FOR MANUFACTURER AS LISTED OR EQUIVALENT

• Offerors/Vendors are requested to include all necessary installation and configuration (if applicable), cabling, licenses, connectors, components, shipping and handling, taxes and any other applicable fees.

• The applicant is requesting basic maintenance for new equipment including manufacturer maintenance support services (MSS) and bundled warranty only for equipment listed on this request.

• The applicant will consider proposals for managed internal broadband services (MIBS) for any remote management components necessary for a fully operational solution.

• Licensing may often be considered to include Basic Maintenance of Internal Connections (BMIC) or Managed Internal Broadband Service (MIBS) components.

• All new equipment must be 100% Cisco compatible equipment (or equivalent), which is preferred standard for all network solutions for the Library.

• There will be no vendor walk-throughs before selection.

• The vendor will be responsible for insuring that the virtual local area network (VLAN) configuration at each building is functioning per design specifications before official turnover to

NHFPL IT.

• The vendor will be responsible for the removal of all old equipment being replaced.

• The vendor will be responsible for the removal of any and all trash generated.

• Must use CAT 6 wiring

• Must clearly, neatly and durably label all new drops

• Must ensure network cabling during network equipment replacement is neat and orderly upon completion as well as color-coded.

Proposal Requirements:

• Company Profile: Include a brief description of the company, including years in business, and relevant experience with similar projects

• Project Timeline: An outline of the project phases, milestones, and projected completion date

• Technical Proposal: Detailed technical specifications of the proposed hardware and software, accompanied by compliance documentation with standards listed in this section

• Cost Proposal: A detailed budget breakdown, including all costs associated with equipment, installation, training, and ongoing support.

• References: Contact information for at least three previous clients for whom similar work has been complete

Building Information:

See Attachment C for information on Library buildings.

Network Drops to be added:

See Attachments D & E for approximate locations of drops to be added.

3.1.2. Technical Requirements

Cisco Equipment, Meraki Cloud management capable STRONGLY PREFERRED. See equipment list for preferred equipment.

• 10gb link capable

• Licensing for Meraki cloud management or equivalent management product

• Vendor must be certified to work with Cisco Meraki or chosen product

All cabling must be Cat. 6. See list of requested new drops for more information (Attachments C, D, E).

Standards Compliance

All equipment must meet or exceed the following standards:

A. National Institute of Standards and Technology (NIST): Compliance with NIST SP 800-53 security controls.

B. Institute of Electrical and Electronics Engineers (IEEE): Compliance with all relevant IEEE standards, particularly with respect to networking protocols.

C. American National Standards Institute (ANSI): Standards for network cabling and installation practices.

D. TIA/EIA: Compliance with Telecommunications Industry Association/Electronic Industries Alliance standards for structured cabling

3.1.3. Service Requirements

The vendor selected must provide the following services as part of this network equipment replacement project:

A. Site Assessment: Conduct a thorough assessment of existing network infrastructure and provide a detailed report of findings and recommendations.

B. Design and Planning: Develop a comprehensive networking strategy and design documentation that meets the Library’s needs.

C. Installation and Configuration: Deliver and install all equipment, including physical setup and logical configuration based on approved designs. Network cabling for replaced equipment must be neat, adequately sized for distance (e.g. no dangling, overlong wires), properly color coded.

D. Testing and Validation: Conduct thorough testing of all installed equipment and services to ensure compliance with specified performance and security metrics.

E. Training: Provide training sessions for NHFPL IT regarding operation, maintenance, and troubleshooting of the new network infrastructure.

F. Ongoing Support: Offer post-installation support including a warranty on hardware, software updates, and assistance with any issues arising for a minimum of one-year post-project completion

3.1.4. Delivery Requirements

1. Delivery Timeline: The selected vendor shall submit a project timeline with milestones, beginning from the project's initiation to the final delivery of all equipment and services. The entire project is expected to be completed within a period of 6 months from the start date.

2. Equipment Delivery: All network equipment must be delivered to specified NHFPL facilities within the agreed timeline. A delivery schedule with specified dates for each piece of equipment must be provided in advance.

3. Installation Timing: Installation of network devices should be scheduled during non-peak hours to minimize disruption to NHFPL operations. Proposed installation windows must be communicated and agreed upon before commencing work.

4. Documentation: Upon delivery of the equipment, the vendor must provide complete documentation including user manuals, warranty information, and installation guides

3.1.5. Pricing Requirements

Note: Please do not include equipment leasing options for network equipment. Equipment leasing options will not be accepted for this project.

Offerors/Vendors are required to identify:

Clearly list the cost of products and services to include the following:

1. Description of Services

2. Monthly (recurring) charges

3. One Time (non-recurring) charges

4. % Eligibility. If the product is fully eligible, show 100%. If not eligible, 0% eligible for E-Rate discount. This is NOT the applicant’s E-Rate discount %.

5. Quantity

6. Unit of Measure (Each, Feet)

7. Bandwidth level, if applicable

8. Contract Term

9. Make, Model and part number, if applicable

10. Installation and Configuration

11. Shipping and Handling

12. Travel and Per Diem

13. Estimate of Surcharges and Fees

14. 25% Estimated Tariff for Manufacturer’s Networking Equipment Manufactured Abroad

SPECIAL NOTE: The requestor expects that any respondent to this solicitation familiarizes themselves with the impact of current and potential tariff(s) imposed upon a particular manufacturer’s products.

Any such tariffs must be appropriately accounted for in the respondent’s fee proposal. Presume a 25% tariff will be imposed on any manufacturer’s networking equipment manufactured abroad and may be applicable at the time of purchase throughout the term of any agreement resulting from this solicitation (including any mutually agreed upon extensions). INCLUDE THIS 25% TARIFF AS A SEPARATE LINE

ITEM

WHEN COMPLETING THE PRICING ATTACHMENT AS PRESENTED. The requestor also expects that should the presumed tariff be LESS than 25% or not ultimately be imposed upon the manufacturer’s product, the cost saving will be passed along to them and, in turn, the FCC’s E-Rate program as well. It should also be presumed by respondents that should any tariff imposed upon a particular manufacturer’s product be higher than 25% at the time of purchase, the requestor will appropriately compensate the service provider for the full cost incurred at the time of purchase without regard to E-Rate eligible invoicing

3.1.6. Proposal Requirements for Category 2 E-Rate Projects

E-Rate Program Compliance. Service providers (offerors) must comply with E-Rate program rules as set forth by the Federal Communications Commission (FCC) and administered by the Universal Service Administrative Company

(USAC).

Disqualification – FCC Form 498 ID Status. If the offeror is under FCC red light status or does not have an

FCC Form 498 ID (service provider identification number), the offeror may be disqualified by the applicant school or library.

If at any time during the contract period the service provider is red lighted, debarred, or otherwise no longer eligible to participate in the E-Rate program, the applicant reserves the right to terminate the contract

Equivalent products and services. Proposals are requested for the specified manufacturer, part, model number

OR

EQUIVALENT.

Mandatory Offerors’ Conference or Walk Through. Does not apply for this RFP.

Proposal Acceptance. The applicant school or library reserves the right to accept some, all or none of the items included in the proposal. Notification of proposal acceptance or proposal rejection will be provided at the discretion of the applicant school or library.

All Costs. Pricing proposed by the offeror must include all costs associated with the requested products/services to the applicant but not limited to taxes, shipping, etc. Offeror must provide unit pricing for each item.

Incomplete/partial proposals will not be considered. Price increases will not be allowed during the term quoted. Prices may be lowered based on market conditions.

Cost Allocation. Offerors must clearly separate E-Rate eligible costs from ineligible costs.

Contracts. Offeror for services other than tariff or month-to-month arrangements, must include a contract or legally binding agreement in response to this RFP with signature block for both service provider and applicant. The agreement should be provided in form only and will not be completed and executed until after proposals are awarded by applicant and negotiations completed as applicable. Quotes are not considered a legally binding agreement.

Contract Terms. Offerors must clearly define contract terms for all pricing submitted. The applicant school or library may consider multi-year contracts featuring voluntary renewals. All renewals will be at the sole discretion of the applicant and pursuant to the same terms and conditions.

The applicant (Library) 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) and/or the Universal Service Administrative Company (USAC

Description of Proposal. Offeror will provide a description of their proposal for all services and solutions.

Description will include an overview of the proposal, any deviations from the requested architecture, design or requirements, assumptions made, and any other details that may be useful or necessary for proper evaluation of the proposal

Proposals for Category Two products and services.

● Proposals for equipment should clearly list the location where the equipment will be installed if that has been specified in the proposal.

● Proposals should meet industry standards and comply with applicable local, state and federal codes and regulations. For example, network wiring/cabling should meet or exceed EIA/TIA standards and national Electrical code standards.

● Equipment should be properly configured, installed and tested.

● Include all items necessary for equipment to be fully operational including necessary cabling, connectors, components, installation, configuration, travel, per diem, and any other applicable fees.

● All installed equipment and cabling should be labeled.

● In addition to standard labeling (i.e. patch panels labeled with cable number), equipment should be labeled with E-Rate information as follows:

Funding Request Number (FRN) Form 471 Application Number Purchase Order Number Installation Date

● Proposals for ON-SITE maintenance services must include the quantity, make, and model number of all E-

Rate eligible equipment to be maintained.

● Proposals for managed internal broadband services must specify whether or not the equipment is owned by the applicant or the provider

● Offerors must include a statement of work (SOW)

● Proposals for new equipment should include standard manufacturer’s warranty (up to three years)

● Proposals for firewall appliances or firewall services must clearly cost allocate the ineligible portion.

● The value of any free products and/or services must be deducted from the cost of the proposal.

● Proposals should include installation and configuration unless otherwise noted

● Proposals should clearly describe all costs including installation, configuration, shipping and handling charges on a per site basis unless otherwise noted

Site and Service Substitution (Contract Modification).

The applicant hereby provides notice to all interested vendors that site and/or service substitutions may be necessary during the term of the contract. Any agreement signed as a result of this RFP should contemplate the possibility of the applicant changing products or services within the guidelines set forth by the FCC. All vendors are also hereby provided notice that the applicant may add new locations to its network during the life of the contract, and existing sites may move or close. The contract(s) entered into as a result of this RFP should allow for said site/service substitutions. Vendors are to describe their process for amending the contract to accommodate site/service substitutions during the contract term.

Category Two Budget Requirements.

During the E-Rate application process and prior to issuance of E-Rate funding, the applicant may need to make changes to the quantities and items selected in order to stay within their category two budgets. The applicant may contact the awarded offeror to adjust quantities in order to meet the Category 2 budget.

The selected service provider is expected to respond timely with revised proposals and contracts for the applicant to ensure that the selected products and services are at or below the applicant’s budget cap. The selected service provider will need to provide all information necessary regarding reduction in quantities and associated installation, configuration, shipping and handling charges

Documentation and Audit Compliance.

● Service provider shall provide all warranty and product documentation related to products or services sold to the applicant.

● Service provider shall retain all documentation related to the purchase and payment, including Forms 474 and receipt of payment from USAC, for all products and services provided to the applicant. Related documentation must be retained for a period of TEN years from the last date of service.

● If the applicant is audited by the Administrator of the program, the service provider shall fully cooperate with the applicant to provide any documentation related to the provision of discounted products and services as requested.

Service Provider Responsibilities

The agreement herein is contingent upon the approval of funding from the Universal Service Fund’s Schools and Library Program.

The applicant requires that Service Providers make themselves thoroughly familiar with any rules or regulations regarding the E-Rate program. https://www.fcc.gov/consumers/guides/universal-service-program-schools-and-libraries-e-rate

Service Providers are required to be in full compliance with all current requirements and future requirements issued by the SLD throughout the contractual period of any contract entered into as a result of this RFP.

Service Providers are responsible for proving a valid Service Provider Identification Number (SPIN) at the time the RFP is submitted. https://www.usac.org/e-rate/service-providers/step-1-obtain-a-spin/

Service Providers are responsible for providing a valid Federal Communications Commissions (FCC)

Registration Number at the time the RFP is submitted. https://www.fcc.gov/wirelss/support/universal-licensing-systems-uls-resources/getting-fee- registration-number-frn

Service Providers are responsible for providing evidence of FCC Green Light Status at the time the proposal is submitted. Any potential offeror found to be in Red Light Status must provide an explanation of the steps it is undertaking to be removed to Red Light Status and the expected timeframe for resolution. A Service Provider’s sustained Red Light Status may be grounds for contract termination as it could prohibit the Service Provider from providing E-Rate discounts in a timely manner which would cause harm to the Applicant.

https://www.fcc.gov/general/red-light-frequently-asked-questions

Products and services must be delivered before billing can commence. At no time shall the Service Provider invoice before July 1, 2025.

Prices must be held firm for the duration of the associated E-Rate Funding Year(s) or until all work associated with the project is complete (including any contracts and USAC approved extensions)

The default method of invoicing for all Funding Requests (FRN) created as a result of this RFP will be the Form

Service Provider invoice (SPI) unless the applicant explicitly requests Form 472 Billed Entity Applicant Reimbursement method.

The Service Provider agrees to bill and receive a portion of the payment for the provisions of goods and services https://www.fcc.gov/consumers/guides/universal-service-program-schools-and-https://www.usac.org/e-rate/service-providers/step-1-obtain-a-spin/ https://www.fcc.gov/wirelss/support/universal-licensing-systems-uls-%20resources/getting-fee-%20registration-number-frn https://www.fcc.gov/wirelss/support/universal-licensing-systems-uls-%20resources/getting-fee-%20registration-number-frn https://www.fcc.gov/general/red-light-frequently-asked-questions described herein directly from USAC via the Form 474 Service Provider invoice (SPI). The maximum percentage the applicant will be liable for is the pre-discount amount minus the funded amount as shown on the FCC Funding Commitment Decision Letter (FCDL) and any identified ineligible costs. Upon the successful receipt or posting of a Funding Commitment Decision letter from the SLD and submission, certification and USAC approval of Form

486, the applicant shall pay only the discounted amount beginning with the billing cycle immediately following said approval.

All Service Provider invoicing to USAC must be completed within 120 days from the last day of service.

Should the Service Provider fail to invoice USAC in a timely manner, the Applicant will only be responsible for paying its non-discounted share. Service Providers shall retain all documentation related to the purchase, payment, delivery and/or installation, including Forms 474 and receipt of payment from USAC, for all products and services provided to the applicant. Related documentation must be retained for a period of 10 years from the last date of service.

In the event of questions during an E-Rate pre-commitment review, post commitment review and/or audit inquiry, the awarded Service Provider is expected to reply within three (3) days to questions associated with its proposal.

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

The Service Provider acknowledges that all pricing and technology infrastructure information in its proposal shall be considered as public and non-confidential pursuant to 47 CFR §54.504 (2) (i) (ii)

The Service Provider acknowledges that its offer is considered to be the lowest corresponding price pursuant to §54.511 (b). Should it not be the lowest corresponding price, the Service Provider must disclose the conditions leading to the applicant being charged in excess of lowest corresponding price.

This offer is in full compliance with USAC’s Free Services Advisory. There are no free services that would predict an artificial discount and preclude the applicant from paying its proportionate non- discounted share of costs. The Service Provider agrees to provide substantiating documentation to support this assertion should the applicant, USAC, or the FCC request it. https://www.usac.org/e- rate/applicant-process/competitive-bidding/free-services-advisory/

The awarded Service Provider is required to send copies of all forms and invoices to the Applicant prior to invoicing USAC for pre-approval. Failure to comply with this requirement may result in the Applicant placing the vendor on an “Invoice Check” with the USAC. https://www.usac.org/e- rate/applicant-process/invoicing/invoice-check/

The contract must provide cancellation of services without financial penalties if a school is closed. Applicant may cancel services to a school without penalties after a 30-day notice to Service Provider.

Goods and services provided shall be clearly designated as “E-Rate Eligible”. Non-eligible goods and services shall be clearly called out as 100% non-eligible or shall be “cost allocated” to show the percentage of eligible costs per SLD guidelines.

Within one (1) week of award, the awarded Service Provider must provide the Applicant a bill of materials using the most currently available “Bulk Upload Template” located at https://www.usac.org/e-rate/applicant-process/applying-for-discounts/fcc-form-471-filing/. Subsequent schedules of values and invoices for must match the Bulk Upload Template or subsequent service substitutions.

3.2. Evaluation Criteria

Phase 1 No. Evaluation Criteria Scoring Method Weight (Points)

1. Price E-Rate Eligible Items

Price of E-Rate eligible products & services

(highest weight)

Points Based 30 (30% of Total)

2. Price-Other Costs

Other costs (items not eligible for E-Rate discount)

Points Based 5 (5% of Total)

3. Prior Experience

-Experience with similar projects and references (10 points) -Experience with this applicant (10 Points

Points Based 20 (20% of Total)…