RFP CHSCMS WAP FY24 Final.pdf

Request for Proposal – Network Infrastructure Coffee County School System

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December 2023

Coffee County School System

Douglas, GA

Request for Proposal #12052023WAP

CHS & CMS WAP

E-rate Funding Year 2024-2025

Request for Proposal – Network Infrastructure Coffee County School System

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December 2023

INTRODUCTION & 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 MDF, IDF, and WAP project. We 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. Service providers agree to file FCC for

474, Service Provider Invoice (SPI) Form to request reimbursement from USAC for the discount amount for eligible services provided to the applicant and approved on the FCC for 471. 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 7600 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.

The Coffee County School System will not be responsible for any work costs completed prior to E-Rate approval.

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

Request for Proposal – Network Infrastructure Coffee County School System

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December 2023

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.

PROPOSAL DELIVERY

RFP Submission

RFPs should be submitted in a sealed envelope addressed to the following no later than 3 PM EST, Wednesday, January 10, 2024. Bids must be received at the Coffee County Board of Education by this date. Envelopes should be marked "CHS & CMS WAP". 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:

Logan Evans

Director of Information Systems

Coffee County School System

1311 Peterson Ave. South

Douglas, GA 31533

Feel free to call or e-mail (logan.evans@coffee.k12.ga.us) if you have any questions.

Schedule of Events

Date Event

5:00 PM, Tuesday, December 5, 2023 Distribute RFP via www.coffee.k12.ga.us, DOAS

State Procurement Website, USAC 470

3:00 PM, Wednesday, January 10, 2024 Receipt of Proposals

3:15 PM, Wednesday, January 10, 2024 Opening of Bids, Committee Review of Bids – Make

Recommendations for Selected Vendor

5:30 PM, Thursday, January 18, 2024 Vendor Selection presented to Board of Education at December Work Session

7:00 PM, Thursday, January 18, 2024 Board of Education Approval of Vendor at December Regular Meeting

10:00 AM, Friday, January 19, 2024 Announcement of Vendor Selection 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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December 2023

PROPOSAL PREPARATION

Required Proposal

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 30 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 15 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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December 2023

School Network Infrastructure

The Coffee County School System (CCSS) invites sealed proposals from authorized Aruba Resellers for a turnkey network wireless access point project at a middle school and high school. Proposals must include installation and configuration of the new equipment and include the data drops within total price of the bid.

Project Scope

Wireless Access Points

CCSS is seeking to purchase 33 wireless access points (WAPs) for 2 locations. Our preferred brand is Aruba, due to the features offered and the ability to manage the district’s wired and wireless infrastructure from a single interface. In these facilities, the Aruba AP model 615 will serve as our WAP in 32 of the spots. The facilities each require 16 indoor WAPs. However, on location at CMS will need an access point with better coverage due to room dimensions, so an Aruba AP model 630 is required. Vendors may submit alternative equipment as long as the equipment is an equivalent make and model and serves a similar functionality.

Bid responses should have WAPs, brackets, other hardware, licenses, data drops and installation/configuration listed as separate line items. General WAP specifications are as follows:

Indoor WAP Specs:

- 32 Aruba AP Model 615

- 1 Aruba AP model 630

- 3.9 Gbps of maximum throughput

- WPA3 and Enhanced Open Security

- WiFi 5 and Wifi 6 compatible with 160 MHz Channels available

- High-Capacity Wi-Fi 6E access

- IoT-ready Bluetooth 5 and Zigbee support

- Supports AirWave and Aruba Central Network Management

- Licenses 1 year (Aruba Central)

- Installation and Configuration

Data Drops:

- Each WAP will need a Cat 6 data drop pulled to the location.

- Please review the included school maps to see school layout, MDF/IDF, and WAP locations.

- All data drop locations are within proximity limits of Cat 6.

Other Conditions

All required equipment for the project must be brand-new and in factory-sealed condition, currently available from the manufacturer. The District will not entertain proposals involving used, remanufactured, refurbished, "B stock," returns, open-box, discontinued, "gray market," or any equipment in a condition other than new and factory-sealed, inclusive of all original manufacturer warranties. The District retains the right to adjust quantities before purchasing, contingent on funding availability, and holds sole discretion in evaluating, ascertaining, and determining whether any proposed item is an equivalent or superior substitute for those listed.

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December 2023

Vendors are obligated to provide documentation and other evidence demonstrating that alternative equipment or service is functionally equivalent or superior. Failure to establish equal functionality may lead to the disqualification of the bid. The District emphasizes the importance of transparent communication and compliance with these specifications to ensure a fair and competitive bidding process.

Request for Proposal – Network Infrastructure Coffee County School System

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December 2023

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

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December 2023

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 Wireless Access Points for Coffee County School System.

Please include a monthly and yearly cost of service.

Service Dates:

July 1, 2024 - June 30, 2025

Wireless Access Points, cabling, and Installation Pricing $___________________

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.