RFP Data Center UPS FY26.pdf

Request for Proposal – Data Center Power Management Coffee County School System

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Coffee County School System

Douglas, GA

Request for Proposal

Data Center Power Management

E-rate Funding Year 2026-2027

Associated 470: #260010174

Request for Proposal – Data Center Power Management Coffee County School System

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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 two (2) APC 20kW lithium ion uninterruptible power supplies, six (6) APC power distribution units, accessories and installation & configuration, or equivalent uninterruptible power supplies and power distribution units. The district requests a detailed response from all prospective certified 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 the invoice when the 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 nearly 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 rights 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 – Data Center Power Management Coffee County School System

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PROPOSAL DELIVERY

Proposal Submission

Proposal responses should be submitted in a sealed envelope addressed to the following no later than 3:00

PM EST, Wednesday January 21, 2026. Bids must be received at the Coffee County Board of

Education by this date. Envelopes should be marked "UPS Bid." Hand delivery of bids is an option if mailing will not result in receipt of timely bid documents. 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 16, 2026 (logan.evans@coffee.k12.ga.us) if you have any questions. 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 15-19, 2025 and on or after January 5, 2026 to Logan Evans at 912-389-

6773.

Schedule of Events

Date Event

Monday, December 15, 2025 Distribute RFP via www.coffee.k12.ga.us; USAC

Form 470

3:00 PM, Thursday, January 16, 2026 End of questions to the district about the bid

3:00 PM, Tuesday, January 21, 2026 Receipt of Proposals

3:15 PM, Tuesday, January 21, 2026 Opening of Bids, Committee Review of Bids –

Make Recommendations for Selected Vendor

5:30 PM, Thursday, January 29, 2026 Vendor Selection presented to Board of Education at January Work Session

7:00 PM, Thursday, January 29, 2026 Board of Education Approval of Vendor at January Regular Meeting

Friday, January 30, 2026 Announcement of Vendor Selection mailto:logan.evans@coffee.k12.ga.us http://www.coffee.k12.ga.us/

Request for Proposal – Data Center Power Management Coffee County School System

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PROPOSAL/EVALUATION/RESPONSE 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 UPS power supply system. These standards are listed in descending order of importance.

Evaluation Criteria Weight

Cost effectiveness of Product 50 points

Adequacy of the response to this RFP(Forms and

Proposed Product) 20 points

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

References 5 points

Local or in-state vendor 5 points

Total 100 points

Specifications: UPS (Power Supplies) and Related Items

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

Resellers for:

A) Please list the different equipment, accessories, and services on a parts list table. Include SKU for each item.

a. Example table header: SKU | Description | Number | Cost/unit | Total

B) Two (2) APC 20kW Uninterruptible Power Supplies with rack mounting components, management licenses, and installation & configuration, or equivalent uninterruptible power supplies of any brand, as long as it serves the same service and functionality.

a. Lithium Ion batteries required

b. Internal redundancy (n+1) capability

c. 9U or 12U rack-mount form factor

d. Battery pack expandable (capability) for the option to increase offline runtime; no expanded battery pack needed in this bid.

e. Installation and Configuration to be included in the cost

f. Integrated Network Management capability

g. Minimum 3-year parts and labor warranty on UPS system and batteries

C) Six (6) APC Power Distribution Units (30A) or equivalent in listed features that follows;

Vertical Form Factor; Intelligent features like outlet-level metering, remote rebooting capability, integrated network interface; IEC C13 and C19 Power cord compatibility

Note: Any E-rate ineligible software or support should be included as a separate line item on the price form and described as “E-Rate ineligible”.

Additional Details:

Request for Proposal – Data Center Power Management Coffee County School System

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1) The current data center is undergoing a server refresh and adding a compute load of high power. However:

a. Current data center is running 2 APC Symetra LX UPS with a bank of APC 12 lead battery bank for extended runtime

b. The current data center capacity is 25.6kW max

c. Current data center working load is 9.3kW

d. Aruba 6400 series core switch, quad power supply (4x1800W)

e. Two (2) firewalls; PA firewalls 3000 series

f. Four (4) - 2U video servers

2) Upgrades coming soon:

a. New Data Center: PowerVault ME5224 + 3 PowerEdge R660xs; Dual 800W power supplies; 2 PowerSwitch S5246

b. Adding twelve (12) 4U servers, max draw 1500W each

c. While the working load of the new data center is not precisely known, we need the potential working load of two (2) 20kW UPS supplies.

3) The new UPS system will be grid tied and connected to a backup generator system.

4) Load balancing of the server room stacks will be required on installation.

5) The new data center has single phase power with 125A breakers available.

6) Call or email for additional details as needed to meet the data center requirements.

Other Conditions

Any and all equipment, if applicable, 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. 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 – Data Center Power Management Coffee County School System

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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 – Data Center Power Management Coffee County School System

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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 APC Uninterruptible Power Supplies and PDUs, or equivalent for the Coffee County School System.

Service Date:

July 1, 2026 - June 30, 2027

UPS & PDU (E-Rate Year 2026-2027)

Power Supply Package Price $___________________

Power Distribution Units Package Price $ ___________________

E-Rate Ineligible Items Price, if any $____________________

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.