Page 1 | 12

RABUN COUNTY SCHOOL DISTRICT

CATEGORY 2 SWITCH REPLACEMENT

REQUEST FOR PROPOSAL

DECEMBER 3, 2021

SECTION I – SCHEDULE OF EVENTS

EVENT DATE

FCC Form 470 Posted/RFP Released December 3, 2021

Questions from Vendors Due (in writing) December 10, 2021 12 Noon

Addendum(s) Posted in EPC December 14, 2021

Bid Due Date January 11, 2022 3:00 P.M.

District Board Meeting January, 2022

Contract Start Date April 1, 2022

Contract End Date September 30, 2023

All times are EST.

SECTION 2 – REQUEST FOR CLARIFICATION

From the time of receipt of this Request for Proposal (RFP) until the awarding of the contracts, vendors are hereby cautioned to limit any communications with the district. Please do not contact any personnel in the district and request a meeting or phone call. No phone calls will be accepted or returned. All questions must be provided in writing to the names and email addresses named below to ensure the integrity of the RFP process. Any attempt to circumvent the RFP process by contacting personnel at this institution by any other means could result in the disqualification of the bidder.

All questions regarding this RFP should be submitted in writing to Greg Purcell at gpurcell@rabuncountyschools.org with a copy to Karen Allen at karen@eratespecialists.com by

December 10, 2021 at 12 p.m. No phone calls will be accepted or returned.

Any addendum(s) including Q&A documents will be uploaded to the E-Rate Productivity Center

(EPC) portal no later than December 14, 2021. We suggest that vendors “Follow” the Form 470 so that you are notified of any additional documentation that is associated with this Form 470.

SECTION 3 – SUBMISSION INSTRUCTIONS

Bids should be prepared simply and economically, providing a straightforward, concise description of the service provider’s capabilities to satisfy the requirement of the RFP. Emphasis should be on completeness and clarity of content.

Page 2 | 12

Bids are due by January 11, 2022 by 3 p.m. Any bids received after this date and time will be rejected and not considered in the evaluation process.

Vendors should submit their proposals via email to Greg Purcell at gpurcell@rabuncountyschools.org with a copy to Karen Allen at karen@eratespecialists.com.

Proposals

Proposals must include:

1) Company Description

2) Describe your company including the following information:

a. E-Rate SPIN number.

b. Provide a brief company history.

c. Describe your financial strength.

d. Describe what you consider to be your core competency.

3) Certificates of Insurance

4) Manufacturer’s standard warranty will be required in writing with delivery of goods and services.

5) Projected Start Date – The district prefers a start date of July 1, 2022. Vendors are requested to provide rationale for any exception to this request.

6) The following Appendices must be included in the proposal.

A. Completed Statement of Eligibility and Compliance

B. Certificate of Eligibility

C. References

D. E-Rate Supplemental Terms and Conditions

E. Rabun County_FY2022 C2 Equipment List

Completion of the included itemized spreadsheet (Appendix E_Rabun County_FY2022 C2

Equipment List) with equipment only pricing of your proposed solution.

1. The bidder is requested to add any related components to Appendix E that might be missing from the list or priced separately but are required for the solution to be fully functional. This includes but is not limited to licenses, software, power supplies, power cords, GBic, stacking cables, mounting hardware, etc.

2. It is anticipated that the proposed solutions might require additional charges, including but not limited to, Georgia USF, Federal Universal Service Charges, and other eligible taxes. The bidder is required to indicate whether their proposed pricing includes all estimated taxes and fees. If the cost provided by the bidder does not include the estimated taxes and fees, the bidder must provide the expected percentage for these additional charges.

3. Proposals are to include the furnishing of all materials, maintenance, shipping costs, delivery, taxes, fees, etc. and the provision of labor and services necessary or proper for the completion of the work. The district will not be liable for any costs beyond those proposed herein.

4. Vendors are required to provide the E-Rate product eligibility (Not District’s E-Rate percentage) of each piece of equipment on Appendix E. Additionally, vendors must

Page 3 | 12 identify any equipment costs that are not 100% E-Rate eligible. If unsure, please verify with the manufacturer before submitting the bid.

Discussions may be conducted with responsive vendors who submit bid for the purpose of clarification to assure full understanding of the requirements of the RFP. All vendors, whose bids in the district’s sole judgement needing clarification, shall be accorded such an opportunity.

SECTION 4 – RIGHT TO REJECT ANY AND ALL QUOTES

The Board shall have the right to reject any or all bids not accompanied by any data required by this RFP, or to reject a bid which is in any way incomplete or irregular and does not meet the requirements of this RFP. The Rabun County School District reserves the right to reject any or all bids, in whole or in part and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interest of the district. The vendor’s submission is recognition of this right.

In addition, the district may choose to accept all, part, or none of the project, regardless of E-

Rate funding approval.

SECTION 5 – TRADE NAMES AND ALTERNATIVES

Proposals are requested on products that are the functional equivalent, comparable to or better than the brands or items listed in this document. References to brand names, trade names, model numbers, or other descriptions are made to establish an approximate level of quality and functional capabilities and are not intended to exclude other products of similar capabilities. Specific names of products listed in this document are intended to convey the type of equipment sought.

Comparable products of other manufacturers will be considered if proof of comparability and compatibility is contained in their proposal. Vendors, if proposing other than specified, are to clearly identify the manufacturer and the model number and must provide written, complete justification as to how the product complies with all specifications outlined within this RFP and how the product integrates with existing devices as well as the complete list of manufacturer-published specifications related to the requested products. It shall be the responsibility of the vendors to furnish descriptive literature with their proposal such that specifications, catalog pages, brochures or other data will provide an adequate basis for verifying the quality and functional capabilities of the product offered.

The district reserves the right to be the sole determiner of functional equivalency and to select the proposal it believes to be in its’ best interest.

Page 4 | 12

SECTION 6 – EVALUATION CRITERIA

It is the intent of the district to award a contract to the most cost-effective provider based on the Evaluation Factors below. Per FCC guidelines, cost will carry the greatest weight but other factors important to the district will be considered.

FACTOR POINTS

Cost of E-rate Eligible Goods and Services 40

Scope of Work and Technical Specification Compliance

- Proposal meets or exceeds all technical requirements

- Compatibility with existing systems

- Ease of interoperability with existing systems

Prior Experience

- District’s experience with this vendor

- District’s experience with this manufacturer

Completeness of Bid

- Met bid requirements

- Proof of product equivalency

Local Vendor 10

Total Possible Points 100

SECTION 7 – TERM OF CONTRACT

The contract will start on April 1, 2022 and terminate on September 30, 2023. The district reserves the right to order quantities in any size lot or lots of quantities. Pricing must remain firm for the term of the contract from April 1, 2022 through September 30, 2023. All equipment must be installed no later than the end of the contract on September 30, 2023.

SECTION 8 – PROJECT SCOPE

The district currently has an installed base of CISCO switches installed over five years ago. The wireless network consists of Meraki access points.

The district is seeking upgrade switches and related components in all four schools, the District Office and a Maintenance Facility. This project will be a 1:1 replacement so no additional cabling will be needed. The district prefers a cloud-based solution. The wireless network is not part of this project.

Appendix E provides the district’s best estimate of quantities and equivalent makes and model for the types of switches that the district believes will be the best fit for each location. We have also listed all the components that we believe will be required to make those switches fully function. If a vendor is

Page 5 | 12 proposing different makes and models, the district is requesting that you make your best effort to use the existing spreadsheet to enter data. For example, if a power cord is not a separate line item, just enter “Included” for that line item.

Vendors are requested to add any related components including but not to licenses, software, power supplies, power cords, GBic, stacking cables, mounting hardware, etc. that are not listed on Appendix E but carry separate line-item costs and will be required for the solution to be fully functional. The appendix is provided as an Excel spreadsheet so that additional line items can be added.

The district prefers a single vendor to provide all components. Incomplete bids will be scored as such.

The district is seeking bids for installation separately. Note on Appendix E that we are requesting installation costs by school. The district reserves the right to request installation services or not.

The district has a small technical staff so they are reliant on the vendor to assist with issues that arise in a very expedient manner. Therefore, the district prefers a local vendor.

The district plans to use their available E-rate Category 2 funds for this project. Therefore, cost of equipment is very important. For this reason, the district reserves the right to do all, part, or none of the project based on out-of-pocket costs.

The district is requesting costs for annual software and TAC support on the switches. This support usually falls under Basic Maintenance on Internal Connections. As many support agreements are not eligible or not fully eligible for E-rate funds, vendors are required to enter the percentage that their product is E-rate eligible.

Special note about licenses. Licenses can be either Internal Connections or Basic Maintenance of

Internal Connections, depending on their function.

▪ An internal connections license is software that allows the eligible internal connections equipment to function and distribute high-speed broadband throughout school buildings and libraries. For example, although you may pay once to purchase a wireless access point (WAP), you may need to pay an annual fee to the manufacturer to allow you to use the WAP. The annual fee is the internal connections license (e.g., right-to-use software or client access licenses).

▪ A basic maintenance license includes software upgrades and patches, including bug fixes and security patches, as well as technical support. For example, after purchasing a switch, you may need to pay a separate annual fee to be able to download software updates and get technical support for the device.

If licenses are proposed, the vendor should confirm which under which E-rate category they fall.

Technical Specifications:

All equipment must be new. No refurbished or grey market equipment will be accepted. Warranty information is required.

Below are requirements for equipment being requested. Per Section 5, the reference to the make and model are only to establish a level of functionality being requested.

Page 6 | 12

Network Switches:

● All POE ports should be POE+/UPOE

● At least one 10GB fiber uplink module per switch

● Stackable

● Stack Cables

● Power Cables

● SFP (10GB) Simplex

● All mounting hardware

● Redundant power supplies

● Cloud based management

Warranties

E-Rate rules allow a manufacturer’s multi-year warranty for a period up to three years that is provided as an integral part of an eligible component, without a separate identifiable cost, to be included in the cost of the component.

Vendors are required to provide details on warranties.

Quantities

Quantities stated in this document are approximate and final numbers may change with final request.

Contingencies

All contracts awarded will be contingent upon the receipt of a Federal E-Rate Program Category Two

Funding Commitment Decision Letter.

All contracts awarded will be contingent upon approval by the Rabun County School District Board of Education.

Page 7 | 12

Appendix A

STATEMENT OF ELIGIBILITY AND COMPLIANCE

I certify that I have read and understand the terms and conditions herein. I further state that I am and/or my company is capable, able to, and will provide the requested products and/or service described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this RFP response, I/we guarantee and certify that all items included in my bid meet or exceed specifications.

I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the RFP and certify that I am authorized to sign this bid for the Service Provider.

SUBMITTED BY_______________________________________ DATE _________________

TITLE___________________________________EMAIL: _____________________________

COMPANY NAME____________________________________________________________

ADDRESS________________________________CITY______________ST_____ZIP_______

TELEPHONE NUMBER____________________FAX NUMBER________________________

COMPANY WEBSITE __________________________________________________________

SIGNATURE __________________________________________________________________

Page 8 | 12

Appendix B

CERTIFICATE OF ELIGIBILITY (Certificate Regarding Debarment, Suspension, Ineligibility)

The Rabun County School District is a recipient of Federal monies. As such we require that participating vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal government or any agency thereof.

The prospective participant certifies, by submission of the bid, that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this transaction by any Federal department or agency.

Organization Name

________________________________________________ Name(s) and Title(s) of Authorized Representative(s)

Page 9 | 12

Appendix C

REFERENCES

References should be for client school districts or else clients with similar requirements and service levels.

1. School or Company Name _____________________________________________

Description of Service(s) ______________________________________________

Service Start Date __________________________________

Contact Person ____________________________________

Contact Phone _____________________________________

Contact Email ______________________________________

2. School or Company Name _____________________________________________

3. School or Company Name _____________________________________________

Page 10 | 12

Appendix D

E-RATE SUPPLEMENTAL TERMS AND CONDITIONS

Signed copy to be returned with Letter of Acceptance.

The Telecommunications Act of 1996 established a fund by which Schools and Libraries across the Country could access discounts on eligible telecommunications products and services. The program is commonly known as the E-Rate Program. The eligibility for discounts on internet access, telecommunications products and services, internal connection products, services and maintenance is determined by the Federal Communications Commission (FCC). Funding is made available upon application approval by the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC), which was established by the Act. The amount of discount is based on the numbers of students receiving free and reduced-price meals.

1. E-RATE CONTINGENCY

The project herein is contingent upon the approval of funding from the Universal Service Fund’s Schools and Libraries Program, otherwise known as E- rate. Even after award of contracts(s) and/or E-Rate funding approval is obtained, the district may or may not proceed with the project, in whole or in part.

Execution of the project, in whole or in part, is solely at the discretion of the district.

2. SERVICE PROVIDER REQUIREMENTS

The district expects Service Providers to make themselves thoroughly familiar with any rules or regulations regarding the E-Rate program.

a. 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.

b. Service Providers are responsible for providing a valid SPIN (Service Provider Identification

Number).

c. Service Providers are responsible for providing a valid Federal Communications Commission

(FCC) Registration Number (FRN) at the time the bid is submitted.

d. Service Providers are responsible for providing evidence of FCC Green Light Status at the time the bid is submitted. Any potential bidder found to be in Red Light Status will be disqualified from participation in the bidding process and will be considered non-responsive.

e. Products and services must be delivered before billing can commence. At no time may the

Service Provider invoice before July 1, 2022.

Page 11 | 12

f. 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 contract and USAC approved extensions).

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

h. Within two (2) weeks of award, the awarded Service Provider must provide the district a bill of materials using a completed USAC “Bulk Upload Template”, if applicable. Subsequent schedules of values and invoices for each site must match the Bulk Upload template or subsequent service substitutions.

i. 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 3 days to questions associated with its proposal.

j. The awarded Service Provider is required to send copies of all forms and invoices to the district prior to invoicing USAC for pre-approval. Failure to comply with this requirement may result in the district placing the vendor on an “Invoice Check” with the USAC.

k. Services providers must comply with the FCC rules for Lowest Corresponding Price ("LCP").

l. Service provider 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.

3. SERVICE PROVIDER ACKNOWLEDGEMENTS

a. The Service Provider acknowledges that no change in the products and/or services specified in this document orders will be allowed without prior written approval from the district and a

USAC service substitution approval with the exception of a Global Service Substitutions.

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

c. 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

Page 12 | 12 provider must disclose the conditions leading to the applicant being charged in excess of the lowest corresponding price.

d. This offer is in full compliance with USAC’s Free Services Advisory. There are no free services offered that would predicate 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.

e. The annual E-Rate Funding Year begins on July 1 and expires on June 30 of each calendar year.

Regardless of the contract “effective date”, E-Rate eligible goods and/or services requested in this RFP shall be delivered no earlier than the start of the 2022 funding year (July 1, 2022). We amend our rules for Category Two non-recurring services to permit applicants to seek support for Category Two eligible equipment purchase on or after April 1, three months prior to the start of the funding year on July 1.

4. INVOICING

a. The Service Provider agrees to bill and receive a portion of the payment for the provisions of goods and services described herein directly from USAC via the Form 474 Service Provider

Invoice (SPI). The district will only be responsible for paying its non-discounted share of costs and does not intend to use the BEAR process (Form 472). Alternatively, should the district decide that it is in the best interest of the district to file a Form 472, the district will inform the

Service Provider of its intent.

b. 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 district will only be responsible for paying its non-discounted share.

I, the undersigned, as an authorized agent of ______________________________ (Service Provider Name), hereby certify that I have read the E-Rate Supplemental Terms and Conditions, am fully compliant and intend to cooperate with the E-Rate process as outlined above.

Signature: ___________________________ Title: _______________________________

Phone Number: _______________________ Email: _____________________________

Service Provider Name: ___________________________________________________

Service Provider Identification Number (“SPIN”): _______________________________

FCC Federal Registration Number (FRN): _______________________________________