RFP CCSS Networking Equipment FY26 Final Vers.pdf

Request for Proposal – Network Infrastructure Coffee County School System

pg. 1

Winter 2025

Coffee County School System

Douglas, GA

Request for Proposal

CCSS Switches, WAPs, Transceivers

E-rate Funding Year 2026-2027

Associated 470: #26008890

Request for Proposal – Network Infrastructure Coffee County School System

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Winter 2025

INTRODUCTION and INSTRUCTIONS TO VENDORS

The Coffee County School system invites vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (RFP). This RFP provides the requirements and evaluative criteria for a Switch, WAP, and Transceivers project and requests a detailed response from all prospective vendors, including pricing and service descriptions, in a specified format.

Invoicing

Vendors submitting responses to this Request for Proposal agree to provide discounted billing for products and/or services associated with the projects and seek reimbursement of the discount according to the invoicing guidelines of the Schools and Libraries Division. The Owner will pay for the discounted portion of all invoices when all products and/or services listed on the invoice are delivered in accordance with the contract. Should E-rate funding not become available, the Owner stands ready to pay the full contracted amount.

Background Information

The Coffee County School System is located in Douglas, Georgia, Coffee County. Our enrollment is approximately 7500 students, and we employ 1200 staff members in 14 separate locations. All sites are connected to our central data center by leased fiber.

General Conditions

This RFP is not a contract offer. Acceptance of a proposal neither commits Coffee County School System to award a contract to any vendor, even if all requirements stated in this RFP are met, nor limits our right to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than price.

Failure to answer any questions in this RFP may subject the proposal to disqualification. Failure to meet qualifications and requirements will not necessarily subject a proposal to disqualification.

It is important that the vendor understand that this service has been included on the Coffee County

School System’s E-Rate application, which, if approved, will entitle us to discounted services through the

Universal Fund.

Valid Period of Offer

The pricing, terms, and conditions stated in your submitted proposal must remain valid for 60 days from the date of delivery of the proposal to Coffee County School System.

Right of Rejection

We reserve the right to accept or reject any or all responses to this RFP and to enter into discussions and/or negotiations with one or more qualified vendors at the same time, if such actions are in the best interest of Coffee County School System.

Cost of Proposals

Expenses incurred in the preparation of proposals in response to this RFP are the sole responsibility of the vendor.

Instructions and Target Dates

The following section includes information governing the preparation and due dates of the proposal to be submitted.

Request for Proposal – Network Infrastructure Coffee County School System

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Winter 2025

PROPOSAL DELIVERY

RFP Submission

RFPs should be submitted in a sealed envelope/package addressed to the following no later than 3:00 PM

EST, Friday, January 16, 2026. Bids must be received at the Coffee County Board of Education by this date. Envelopes should be marked "SWITCH BID."

No faxed or emailed copies will be accepted. The acceptance of any or all alternatives will be at the discretion of the School System.

Send Proposals to:

Coffee County Board of Education

ATTN: Logan Evans - Director of Information Systems

211 Gaskin Ave South

Douglas, GA 31533

Feel free e-mail by January 9, 2026 (logan.evans@coffee.k12.ga.us) if you have any questions. Note: The district is closed between December 19, 2025 and January 5, 2026, so emails questions may be addressed on or after January 5, 2026.

Calls may be made December 16-19, 2025 and on or after January 5, 2025 to Logan Evans at 912-389-

6773.

Schedule of Events

Date Event

Noon, Monday, December 8, 2025 Distribute RFP via www.coffee.k12.ga.us; USAC

Form 470

3:00 PM, Friday, January 9, 2026 End of questions to the district about the bid

3:00 PM, Friday, January 16, 2026 Receipt of Proposals

3:15 PM, Friday, January 16, 2026 Opening of Bids, Committee Review of Bids –

Make Recommendations for Selected Vendor

5:30 PM, Thursday, January 22, 2026 Vendor Selection presented to Board of Education at January Work Session**

7:00 PM, Thursday, January 22, 2026 Board of Education Approval of Vendor at January Regular Meeting**

10:00 AM, Friday, January 23, 2026 Announcement of Vendor Selection

** Board Meeting date for January 2026 is tentative at time of RFP distribution. If the date changes, qualified bidders will be notified.

mailto:logan.evans@coffee.k12.ga.us http://www.coffee.k12.ga.us/

Request for Proposal – Network Infrastructure Coffee County School System

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Winter 2025

PROPOSAL PREPARATION

Each proposal must include the information requested on the specified RESPONSE FORM that follows.

EVALUATION CRITERIA

Coffee County School System evaluates and weighs the following criteria when considering our future provider of a network infrastructure. These standards are listed in descending order of importance.

Evaluation Criteria Weight

Cost effectiveness of service 40 points

Adequacy of the response to this RFP 20 points

Satisfactory previous business/working relationship with the provider or its staff 20 points

The level of service/support/maintenance provided in the proposed services without additional cost 10 points

References 10 points

Local or in-state vendor 5 points

Total 100 points

Request for Proposal – Network Infrastructure Coffee County School System

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Winter 2025

Network Infrastructure Project

The Coffee County School System (CCSS) is requesting sealed proposals from Authorized Aruba Resellers

(Or Other Brand Authorized Resellers) for a turnkey solution for switches, access points, and transceivers for the school district. Proposals should include installation and configuration of the new equipment.

Equivalent

SPECIFICATIONS

Network Switches, WAPS, Transceivers

CCSS is seeking to purchase 5 Aruba switches, 25 wireless access points, and 5 Transceivers plus needed accessories. Our preferred switch brand is Aruba, due to the makeup of the current district infrastructure. The Aruba CX type switching protocol is our preferred switch type for these nodes. The

Aruba 615 Campus AP is our preferred WAP. Vendors may submit alternative equipment as long as the equipment is an equivalent make and model and serves the same functionality. Bid Responses should have WAPS, switches, transceivers, power supplies, mounting kits, licenses, cables, and installation/configuration costs listed as separate line items in a parts list that include manufacturer part number. The final/total pricing for each product set should be listed as a package price on the

“Contract Price Form”. Bid responses should have non-Erate eligible items on separate lines. General switch specifications are as follows:

Switches:

- One (1) Aruba CX 6000 48G Class 4 PoE Switches, 4 SFP+ 10gig, POE, 370W(JL675A)

- License 5-Year (Aruba Central)

- Installation and Configuration

- Four (4) Aruba CX 6000 12G Class 4 PoE, 2G/2SFP 10 Gig, 139W Switch(R8N89A)

- Licenses 5-Year (Aruba Central)

- Installation and Configuration

Access Points:

- Twenty-five (25) Wireless Access Points Aruba Model 615 Campus AP (R7J50A)

- Licenses 5-Year (Aruba Central)

- Installation and Configuration

- Campus AP Mounting Brackets (25)

Transceivers:

- One (1)Transceiver 10G SFP+ LC 300m OM3 MMF (J9150D)

- Four (4) Transceiver 1G SFP LC SX 500m OM2 MMF (J4858D)

Other Conditions

All equipment shall be new, factory-sealed equipment currently available from the manufacturer; the

District will not accept proposals of used, remanufactured, refurbished, “B stock,” returns, open-box, discontinued, “gray market,” or equipment in any condition other than new and factory-sealed with all original manufacturer warranties. Only authorized Aruba resellers may place bids for consideration. The

District reserves the right to adjust quantities prior to purchasing based on availability of funding, and shall have the sole discretion to evaluate, ascertain, and determine whether any item proposed or offered by any bidder is in fact an equivalent or better for any item listed. It is the vendor’s responsibility and obligation to provide documentation and other evidence that alternative equipment is functionally equivalent or better. Failure to show equal functionality may result in the disqualification of the bid.

Request for Proposal – Network Infrastructure Coffee County School System

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Winter 2025

RESPONSE FORM

STATEMENT OF VENDOR’S QUALIFICATION

To accompany proposals submitted for the Coffee County School System.

Name of Vendor’s Firm

Name of Company Representative

Business Address

Phone Number

Email Address

When Organized

Where Organized

How many years engaged in this business under the current firm name?

Partnership

Corporation

*SPIN Number:

*Vendor must provide a Service Provider Information Number assigned by the Schools and Libraries

Division (SLD)

Attachments

Please attach to this statement at least three references, including: (Key Contact name, address, title, phone number and brief description of work performed for the organization, including dates of work)

The above statements must be subscribed and sworn before a Notary Public.

Firm Name

Representative (printed name)

Signature

Title

Date

Notary Signature

SEAL/STAMP

Notary State

Commission Expiration Date

Date of Notarization

Request for Proposal – Network Infrastructure Upgrade Coffee County School System

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Winter 2025

CONTRACT PRICE FORM

Vendor Firm Name

SPIN Number

Representative (printed name)

Signature

Title

Date

Notary Signature

SEAL/STAMP

Notary State

Commission Expiration Date

Date of Notarization

To accompany proposals submitted for Network Infrastructure Upgrade for Coffee County School

System. Please include an itemized breakdown of equipment separately as needed.

Service Dates:

July 1, 2026 - June 30, 2027

Network Switches Package Pricing $____________________

WAP Package Pricing $____________________

Transceivers $____________________

Non E-rate Line Items Pricing $____________________

Total Price $____________________

LIST OF VENDOR'S EXCEPTIONS

Contractor shall list any exceptions to these specifications or general conditions.

The Owner reserves the right to reject any or all bids and to waive any informality in the bidding. No bid may be withdrawn for a period of thirty days subsequent to the opening of bids without written consent of the Owner.