RFP 4037 - Network Swtiches - Attachment E - Local Area Network (LAN) Infrastructure Upgrade Requirements.docx

Attachment E – Local Area Network (LAN) Infrastructure Upgrade Requirements

Network Switches Project Summary The Madison Metropolitan School District (MMSD) Technical Services department is planning to add network switches at each district instructional site as part of the support needed for a 1:1 device rollout to students. Currently, the district uses Cisco hardware and Cisco software to manage the wired and wireless LAN.

E-Rate Requirements This RFB is being submitted as part of the FCC E-Rate Category 2 funding process for the 2019-20 funding cycle. Certain specific requirements are placed on vendors to help facilitate the usage of E-Rate and to ensure compliance with E-Rate regulations and processes. Any vendor responding to this RFB must have a Service Provider Identification Number (SPIN) from the SLD. Provide the SPIN number on your response to the RFB.

MMSD will file a BEAR Form 472 for a direct reimbursement from the SLD.

All equipment will be ordered in June/July 2019. Receipt and invoicing must be after July 1, 2019 per the requirements of the E-Rate program to coincide with the 2019-20 E-Rate funding year.

Vendor price quotations must be valid until July 15, 2019.

The District anticipates making purchases once a Funding Commitment Decision Letter is received.

Vendors must agree to provide, with each invoice, a corresponding USAC Bulk Upload Template (in Excel) that exactly matches the products and services on the invoice that are E-Rate eligible.

If an order for products or services is not filled or satisfied within 60 days of purchase order submission to the vendor, then the order may be canceled by the district at no cost for the unfulfilled portion. This is necessary since E-Rate has specific deadlines each year related to the time at which services are provided and E-Rate payments are made.

Vendors will clearly identify any items that are either partially or completely ineligible for E-Rate on the invoice. Note that the FCC definitions of “support” and “maintenance” may not match the use of those terms by some manufacturers. The use of these terms when referring to processes such as automated firmware updates can be problematic during E-Rate reviews and audits. Vendors must provide clear definitions of SKUs and lines items which close the line between expected firmware upgrades and services which entail extended warranty and on-site service. Any clarifications the vendor has received from USAC or the FCC related to these offerings with regards to the Eligible Services List should be provided with the RFP response.

E-Rate Funding Response and Effect on the Order If E-Rate funding is not available for any reason, the District reserves the right to defer or cancel any agreements entered into at the District’s discretion. The District also reserves the right to exclude from the final order any equipment that has been quoted that may be excluded by the Schools and Libraries Division as part of the Form 471 review process. The selected vendor will be apprised of any changes in the order before the order is placed.

Ordering Information All orders will be placed between June 15, 2019 and July 15, 2019.

Equipment Price and Warranty Quotations Quotes for hardware replacement, maintenance and software support for the quoted products should be separately listed, Next Business Day, 8x5 and only E-Rate eligible items should be listed.

MMSD considers this a “level playing field” Request for Bid process. No vendor will have any advantage provided through MMSD for pricing of any product.

Attach Excel Workbook (Spreadsheets) Please complete the attached Excel workbook (Attachment D) with complete cost information as well as your company information. Besides completing the attached spreadsheet, vendors may provide another quote using their preferred format.

Equipment Specifications A list of equipment for this project is located below. Any questions about the equipment should be e-mailed to Mick Howen at mjhowen@madison.k12.wi.us prior to 9:00 AM on Wednesday, January 30, 2019 OR asked in person at the vendor conference at 1:00 PM on Wednesday, January 30, 2019 (see paragraphs 1.6 and 1.9 of the Request for Proposal document). To ensure the integrity of this process, questions and inquiries must be specifically submitted in in writing through email correspondence as indicated or in person at the vendor conference as stated above. Questions/inquiries will not be taken verbally by phone or in person (outside of the vendor conference).

Network Equipment