RFP 25-021-04 Category 2 E-Rate-Network Equipment.docx

Metropolitan Library System of Oklahoma County

Request for Proposals Category 2 E-Rate-Network Equipment

RFP # 25-021-04

E-Rate Form 470 #250012717 Issue Date:

February 10, 2025

Proposal Due Date/Time:

March 11, 2025 12:00pm

300 Park Avenue Oklahoma City, OK 73102 ATTN: Business Office/John Rahhal

Contents

Bidder Information Sheet

Solicitation #

E-Rate Form 470# ____________________________________________________________________

Bidder Information:

Company Name:

Address:

City: State: Zip Code:

Contact Name:

Contact Title: Phone:

Email: Fax:

FEI/SSN:

E-Rate SPIN:_________________________________________________________________________

Bid Notice

The Metropolitan Library System requesting sealed bids for RFP 25-021-04 Category 2 E-Rate-Network Equipment.

Sealed bids will be accepted until March 11, 2025, at 12:00 PM in the Business Office at the Downtown Library (3rd floor), 300 Park Avenue, Oklahoma City, OK 73102. Bids may be dropped off at the 1st floor Security Desk at the Downtown Library or uploaded at https://www.bidnetdirect.com/oklahoma. Bids will be opened and read aloud at that time.

Hard copy submissions shall be in a sealed envelope, clearly marked “Sealed Bid – for RFP 25-021-04 Category 2 E-Rate Pricing-Network Equipment” and shall have the solicitation number, E-Rate 470 number, name and address of the Vendor and the time and date of the bid opening.

Questions regarding this RFP will only be accepted until 1:00 PM CST on February 24, 2025. Questions must be submitted to erate@metrolibrary.org. Answers to all questions will be posted on February 24, 2025, by 3:00 PM CST as an addendum to this RFP on the USAC website with the 470 # 250012717.

The bid documents may be downloaded at https://www.bidnetdirect.com/oklahoma or by calling John Rahhal or Lisa Walker at 405-606-3794/3792.

Following the evaluation of bids, a recommendation will be made to the Metropolitan Library Commission for approval.

Affidavit For Filing With A Competitive Bid

State of

County of

, of lawful age, being first duly sworn, on oath says that (s)he is the agent authorized by the bidder to submit the attached bid. Affiant further states that the bidder has not been a party to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to restrain from bidding; or with any official or employee of the Metropolitan Library Commission of Oklahoma County as to quantity, quality, or price in the prospective contract, or any other terms of said prospective contract; or in any discussions between bidder and any official or employee of the Metropolitan Library Commission of Oklahoma County concerning exchange of money or other thing of value for special consideration in the letting of a contract.

Affiant is advised that under the Oklahoma State Law:

No person, firm, or corporation who is convicted of or pleads guilty to a felony involving fraud, bribery, corruption of sales to the state or to any of it political subdivisions, may make sale of real or personal property to the state or any political subdivision thereof.

Affiant further states that (s)he has not been convicted of or pleaded guilty to any such violation.

Subscribed and sworn to Before Me

This day of 2025

Signed By:

Print Name:

Notary Public

Title:

Commission Expires:

Date:

General Bidding Terms and Conditions

1. Definitions:

1.1 “Bid” or “proposal” means an offer to provide the goods and/or services by the bidder in response to a solicitation.

1.2 “Bidder” means an individual or legal entity that submits a bid in response to a solicitation.

1.3 “Solicitation” means a request or invitation by the Metropolitan Library System (MLS) for a supplier to sell goods and/or services to the MLS. A solicitation may be an Invitation to Bid, a Request for Proposal, or a Request for Quote.

1.4 “Supplier” or “vendor” means an individual or legal entity that sells or desires to sell goods and/or services to the MLS.

2. Preparation and Submission of Bids

2.1 These General Bidding Terms and Conditions, any Special Provisions, and the provisions of the Solicitation Specifications and/or attachments apply to and become a part of the terms and provisions of the Bidder's Proposal. Bidders are expected to examine these general instructions and any special instructions and conditions prior to submitting the bid proposal. Failure to comply with any of the instructions contained herein may result in rejection of the bid.

2.2 Submitted bids shall include the “Bidder Information Sheet”, a properly executed “Affidavit for Filing a Competitive Bid”, a completed W-9, and any other forms required by this solicitation.

2.3 Bids may be submitted to the MLS Business Office in a sealed envelope or package or uploaded at bidnetdirect.com/Oklahoma with registration. For bids that are submitted in hard copy form, the SOLICITATION NUMBER AND RESPONSE DUE DATE MUST APPEAR ON THE FACE OF THE ENVELOPE OR PACKAGE. The Bidder name and address must also appear on the face of the envelope or package. Bid proposals must be submitted in ink or typewritten and signed by the Bidder.

2.4 The Bidders should inform themselves, by their independent research, of the difficulties to be encountered and the accessibility of the work. Bidders should take into accounts the attending circumstances affecting the cost of doing the work or the time required for its completion. It is the responsibility of the Bidder to obtain all necessary information required to make an intelligent proposal. Bidders should rely exclusively upon their own measurements, estimates, investigations and other data that are necessary for full and complete information upon which the proposals are to be based.

2.5 When applicable, bids shall not be considered that do not include the Form 470 number in the response.

2.6 The bids filed with the Business Office will be opened immediately after the time stated in the "Notice to Bidders" and read aloud in the 3rd floor conference room of the Downtown Library located at 300 Park Ave, Oklahoma City, OK 73102. Bids received after the response due date and time shall be considered non-responsive and will be disqualified, and therefore, not evaluated for any resulting award. Bidders are invited to attend at the time set for opening proposals.

2.7 Submitted bids are rendered a legal offer and any bid, when accepted by the Metropolitan Library System (MLS), shall constitute a legal offer.

3. Sales Tax and Incurred Expenses

3.1 The Library is qualified for exemption from State and Local Sales Tax. Bidders shall not include these taxes in price quotes.

3.2 All costs and time incurred by the Bidder in preparing the response to the bid requirements and specifications or that is required to finalize the bid award and/or contract, is at the sole expense of the Bidder. The MLS will not be held responsible or accountable for any costs incurred by the Bidder in preparing the bid proposal.

4. Insurance, Bonds, and Indemnification

4.1 The successful bidder awarded the contract shall obtain and retain insurance, including workers’ compensation, automobile, and general liability, as applicable, or as required by State or Federal law, prior to commencement of any work in connection with the contract. The supplier awarded the contract shall timely renew the policies to be carried pursuant to this section throughout the term of the contract and shall provide the MLS with evidence of such insurance and renewals.

4.2 The successful bidder agrees to hold MLS and its officers, officials, employees, Boards, and Commissions harmless from any claims, demands, or other liabilities resulting from the successful bidder’s or any of its agents’ or employees’ negligent act or omission to act in the performance of any contract or agreement resulting from this bid.

5. Delivery and Installation Requirements

5.1 All Prices quoted shall be F.O.B destination unless otherwise stated in the solicitation.

5.2 Bid proposals must show the number of days estimated for production, delivery and installation of the product, services, work and/or project under normal conditions. Unrealistically short or long completion dates may cause bids to be rejected. The Purchasing Officer must be kept advised at all times of the commencement date and the progress of the work being performed by the successful bidder.

5.3 Final inspection and acceptance shall be at destination.

6. Quantities And Measurements: All quantities and measurements indicated in the technical specifications shall be considered on a more or less basis. Contractors must rely on their own measurements and calculations for material and supplies. Invoices and claims will be processed for payment based upon the exact quantity of material delivered and/or work performed by the contractor.

7. Manufacturers’ Name/Approved Equivalents

7.1 Unless otherwise specified, manufacturers’ names, brand names, information and/or catalog numbers listed in specifications are for information and not intended to limit competition. Bidder may offer any brand for which they are an authorized representative, and which meets or exceeds the specification for any item(s). If bids are based on equivalent products, indicate on the bid form the manufacturer’s name and number. Bidder shall submit sketches, descriptive literature, and/or complete specifications with their bid. Reference to literature submitted with a previous bid will not satisfy this requirement. The bidder shall also explain in detail the reason(s) why the proposed equivalent will meet the specifications and not be considered an exception thereto.

8. Interpretation Of Specifications

8.1 Any exceptions to these general instructions and any deviations from the specifications must be submitted in writing, attached and made a part of the bidder’s proposal. If the bidder does not indicate any exceptions, it will be construed to mean that the bidder proposes to comply with all instructions and all terms and conditions and specifications contained in the solicitation for the price quoted in the proposal.

8.2 The deadline for questions will be in accordance with the Bid Notice. If no deadline is specified in the Bid Notice, a bidder requiring an interpretation of any of the documents included in the solicitation may submit a written request to the Purchasing Officer twenty-four (24) hours prior to the pre-bid conference. The person submitting such a request will be responsible for its prompt delivery. If there is not pre-bid conference, requests must be made four (4) business days prior to the bid deadline. An interpretation of the bid package documents will only be made by an Addendum. The Addendum will be duly issued and a copy of such Addendum will be mailed or delivered to each person receiving/requesting the solicitation. However, it is the responsibility of the bidder to contact the Purchasing Officer/Business Office or check at https://www.bidnetdirect.com/oklahoma to determine if there have been any addenda to the solicitation. The MLS will not be responsible for any other explanations or interpretations of the proposed documents other than those described in official addenda to the solicitation.

9. Evaluation And Acceptance of Proposal

9.1 All bid proposals received at the published bid opening date and time will be opened and read aloud. The criteria used to determine winning bidder will be the Bidder's compliance with all requirements and technical specifications, price of eligible items, provided cost for each item requested, vendor is located in state and has service teams operating out of Oklahoma County, vendor has prior experience with the library, vendor has SLA specifying response times for outages and/or repairs, vendor reputation, compatibility with existing MLS equipment, configuration and/or service, vendor has an E-Rate SPIN and prior experience with the E-Rate program, vendor followed RFP instructions and overall cost of ineligible items. The library reserves the right to choose the proposal that best meets the needs of MLS or to accept no proposal at all.

9.2 Preferential Consideration of Local Vendors

9.2.1 The Metropolitan Library System, in accordance with its purchasing policy as amended by the Metropolitan Library Commission on May 15,1986, will give preferential consideration when purchasing supplies, and/or services, through the competitive bidding process, to Oklahoma County residents, vendors and contractors whose property taxes directly support the Metropolitan Library System.

9.2.2 Preferential consideration will only be given when all other factors used in determining lowest and best bidder are equal, and when the differential between the local and non-local vendor's bid price does not exceed 5% or $1,000, whichever is less.

9.3 The Library reserves the right to; award by item, groups of items or all items of the bid; to reject any or all bids received, in whole or in part, and to waive any technical defects, irregularities and omissions, if found to be in the best interest of the Library.

9.4 The administration will submit to the Library Commission, a recommendation of contract award based on the evaluation of the successful Bidder's proposal.

10. Choice of Law & Venue

10.1 Any claims, disputes, or litigation relating to the solicitation, or the execution, interpretation, performance, or enforcement of the contract shall be governed by the laws of the State of Oklahoma.

10.2 Venue for any action, claim, dispute or litigation relating in any to the contract shall be in Oklahoma County, Oklahoma.

11. Termination for Cause

11.1 The MLS may terminate the contract for default or any other just cause upon notice to the supplier.

11.2 The Library may terminate the contract immediately, without notice to the supplier, when violations are found to be an impediment to the function of the Library and/or detrimental to its cause or when conditions preclude notice.

11.3 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

12. Termination for Convenience

12.1 The MLS may terminate the Contract, in whole or in part, for convenience if it is determined that termination is in the best interest of the MLS. The MLS will deliver a Notice of Termination for Convenience to the supplier specifying the effective date of the Contract termination. The Contract termination shall be a minimum of 60 days from the date of the Notice of Termination for Convenience.

12.2 If the Contract is terminated, the MLS shall be liable only for payment for products and/or services delivered and accepted.

13. Compliance With Applicable Laws

13.1 The products and services supplied under this contract shall comply with all applicable federal, state and local laws, ordinances, codes, and regulations including those of the Metropolitan Library System. The supplier shall maintain all applicable licenses and permit requirements.

14. Payment: Payment shall be made to the Contractor after products have been delivered and accepted or services have been provided and accepted. For E-Rate eligible items the Metropolitan Library System will use the Service Provider Invoicing method for billing/payment.

15. Special Provisions

15.1 Any Specifications and/or Special Provisions set forth in a solicitation apply with the same force and affect as these General Bidding Terms and Conditions. However, conflicts or inconsistencies shall be resolved in favor of the Specifications and/or Special Provisions.

Category 2 Pricing Requests-Specifications

The Metropolitan Library System (MLS) wishes to purchase network switches, direct attach cables, SFP module, wireless access points and associated licensing for existing and new switches as well as wireless access points. The counts listed are the current evaluation of what is needed. We may purchase more or fewer units at time of purchase as needs may change.

MLS currently has networking equipment including routers, switches, access points and other devices at all 20 locations and will be installing the same at a location currently under construction. Most of our current equipment is either Cisco or Meraki. Any equipment and licensing bid must be compatible with current equipment. Please include data sheets with technical specifications for any equipment bid as part of this project that is not Cisco or Meraki.

The Library currently uses a Cisco Catalyst 9800-L controller for management of access points. Consideration will be given to other brands/models of access points provided they are easily managed and meet specifications listed later in this document.

We are seeking bids for the following equipment:

48 Port POE+ switches – These switches must be POE+, contain 48 1Gb POE+ ports plus a minimum of four 10Gb interfaces. POE must also be compatible with Cisco phones (using inline power), Wi-fi access points, and other POE devices.

MLS is requesting a total of four (4) layer 3 switches. Examples of network compatible models include Cisco C9300L-48P4X-E, Meraki MS250-48FP or 48-port POE switch with equivalent (or better) specifications.

MLS is also requesting 4 layer 2 switches. Examples of acceptable models include Cisco C9300L-48P4X-E, Meraki MS250-48FP or other models with equivalent (or better) specifications.

Direct Attach Cables -- MLS is requesting pricing for SFP+ (M) to SFP+ (M) cables.

MLS is requesting a total of four (4) Direct Attach Cables. The cables must be twinaxial, 1 meter in length and support at least 10 Gigabit data rate. Cables must be capable of supporting Cisco/Meraki or equivalent protocols.

SFP Module – MLS is requesting pricing for one (1) SFP Module. This module must be a SFP-10GBase-SR, which supports 10GB multimode fiber up to 26 meters.

Wireless Access Points – Any wireless access device bid must support 6E, 802.11ax standard and MUMIMO technology.

MLS is requesting nine (9) wireless access points. Examples of acceptable models include: Cisco/Meraki CW9164I-B or wireless access point with equivalent (or better) specifications.

Licensing – Licensing for all items must be shown/included as part of pricing. Licensing must be Cisco DNA licensing or equivalent. If licensing has subscription-based pricing, please include length of initial license and cost for renewal.

Please provide cost for 5-year or 7-year pricing as part of the initial purchase.

Additional Licensing – MLS is also requesting licensing for existing products. Licensing must be Cisco DNA licensing or equivalent. If licensing has subscription-based pricing, please include length of initial license and cost for renewal.

5-Year licenses are sought for

· Ten (10) 48-port Cisco 9300 switches

· Five (5) 48-port Cisco 9200 switches

· Ten (10) 24-port Cisco 9300 switches

Warranty – Please describe what type of warranty is available for the items you are bidding on. If the warranty does not include next business day (NBD) replacement, please provide the cost for adding warranty or a service contract that would include NBD replacement.

For More Information:

If you have questions about the items being requested, please email erate@metrolibrary.org. Please use the attached pricing sheet to provide pricing. You may also include your own documentation that explains the pricing breakdown, if necessary.

Pricing for Category 2 items

Licensing 7-Year Licensing

48-Port Layer 3 POE+ switches

48-Port Layer 2

Direct Attach Cables SFP+ (M) to SFP+ (M)

SFP Module SFP-10GBase-SR

Please describe how licensing works with the products you are bidding on and any other licenses or controllers that are needed to manage the items you are bidding. If additional software/hardware is needed for management of any items bid, please list that with your description and the cost of those items.

48-Port Layer 3

48-Port Layer 2

Direct Attach Cables SFP+ (M) to SFP+ (M)

Wireless Access Points

48-Port Layer 3 image1.png