RFP E-Rate Category 2 Internal Connections.pdf

RFP 2026-MOLALLA RIVER SD-C2 - E-Rate Category 2 Internal Connections

MOLALLA RIVER SCHOOL DISTRICT 35

COVER PAGE

E-RATE CATEGORY 2 INTERNAL CONNECTIONS

Request for Proposal (RFP)

2026-MOLALLA RIVER SD-C2

Date of Issue: November 4, 2025

Closing Date and Time: December 11, 2025, at 4:00 PM

Single Point of Contact (SPC): Chris Shaw, I.T. Director

Address 412 S. Sweigle Aveneu City, State, Zip Molalla, OR 97038 E-mail chris.shaw@molallariv.k12.or.us

Electronic Submission Portal https://erate.imesd.k12.or.us/submission/XOrxZo5pfneENv8h2Ncd

Molalla River School District 35 promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

https://erate.imesd.k12.or.us/submission/XOrxZo5pfneENv8h2Ncd

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 SOLICITATION PROTESTS

4.4 PROPOSAL DELIVERY OPTIONS

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

4.6 PROPOSAL DUE

4.7 PROPOSAL REJECTION

4.8 EVALUATION PROCESS

4.9 POINT AND SCORE CALCULATIONS

4.10 RANKING OF PROPOSERS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

6.7 RECYCLABLE PRODUCTS

6.8 CHECKLIST DISCLAIMER

Appendix 1 Network Equipment Specifications ………………………………………………………………….19

Appendix 2 Network Infrastructure Requirements ………………………………………………….…………21

LIST OF ATTACHMENTS

ATTACHMENT A: COST PROPOSAL FORM

ATTACHMENT B: PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT C: RESPONSIBILITY INQUIRY

ATTACHMENT D: CERTIFIED DISADVANTAGED BUSINESS OUTREACH PLAN

ATTACHMENT E: DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT F: CHECKLIST

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

This Request for Proposal (RFP) is issued to solicit bids for the necessary Category Two (Internal Connections) equipment and services required for the network infrastructure of our newly constructed Middle School.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this

RFP.

Event Date Time Questions / Requests for Clarification Due November 18, 2025 04:00 PM Answers to Questions / Requests for Clarification Issued (approx.)

November 21, 2025

RFP Protest Period Ends 7 Calendar Days Prior to RFP Closing

Closing (Proposal Due) See RFP Cover Page Issuance of Notice of Intent to Award (approx.) January 13, 2026 Award Protest Period Ends 7 Calendar Days After Notice of

Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

District is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246- 0170(2).

District is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. District may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110, unless otherwise defined within this RFP.

2.3 OVERVIEW AND PURPOSE

2.3.1 Project Overview, Background, and Purpose

The scope of this project includes the provision and installation of all core and access layer network switches, wireless access points (WAPs), network security cameras, Uninterruptible Power Supplies (UPS) systems, network racks, and mounting hardware.

The goal is to establish a robust, reliable, and high-performance Local Area Network (LAN) and Wireless Local Area Network (WLAN) to support all educational, administrative, and security functions within the new facility, maintaining functional and management parity with our existing Cisco and Meraki (or equivalent) infrastructure.

2.4 SCOPE OF WORK/SPECIFICATIONS

2.4.1 Equipment Specifications

Please see the Cost Proposal Form (Attachment A) for a listing of the specified equipment (or equivalent).

2.4.2 Equivalent Equipment

District will accept and consider bids for equipment equivalent to the manufacturers and models specified in the Cost Proposal Form (Attachment A). Bidder shall specify the proposed alternative equipment brand and model number in the Cost Proposal Form (Attachment A). District reserves the right to determine equivalency and compatibility with District's existing infrastructure.

2.4.3 National Security

The Universal Service Fund (USF) National Security Rule FCC 19-121 prohibits the use of USF funds to purchase or obtain any equipment or services produced or provided by a covered company posing a national security threat to the integrity of communications networks or the communications supply chain. By submitting a Proposal, Proposer is certifying the proposed infrastructure providing service delivery complies with FCC 19- 121.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

https://docs.fcc.gov/public/attachments/FCC-19-121A1.pdf

3.1.1 USAC Registration

All Proposers must be capable of providing telecommunication services under the Universal Service Support Mechanism, be a registered service provider with USAC, and have a USAC issued 498 ID (Service Provider Identification Number - SPIN).

Proposer must be prepared to accommodate either E-rate reimbursement method, BEAR (Form 472) or SPI (Form 474), based on the preference and selection of the District. The selected method will be communicated during contract negotiations or service implementation. Compliance with the chosen method is a condition of contract award.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Cost Proposal Form (Attachment A)

• Proposer Information and Certification Sheet (Attachment B)

• Responsibility Inquiry (Attachment C)

• Certified Disadvantaged Business Outreach Plan (Attachment D)

3.2.2 Proposal Page Limits

Proposal is limited to 50 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The RFP Attachments listed in the Proposal Submissions section do not count toward the page limit.

3.2.3 Proposal Format and Quantity

Proposer shall submit an electronic copy of the Proposal. The total combined size of the Proposal and Coversheet should be compressed so it does not exceed 50 megabytes.

The Proposer Information and Certification Sheet (Attachment B) must bear the Proposer’s authorized representative’s Signature. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.410 through 192.505), Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

Proposer’s electronic copy of the Proposal must be submitted via the Electronic Submission Portal as listed on the Cover Page and must be formatted using Adobe Acrobat (pdf), Microsoft Word (docx), and/or Microsoft Excel (xlsx).

3.2.4 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by District.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Services to be performed. A Proposal that merely offers to provide the services as stated in this RFP may be considered non- Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing, or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Cost Proposal Form

Proposer shall complete and submit the Cost Proposal Form (Attachment A).

3.3.1.1 Lowest Corresponding Price (LCP)

Proposer shall submit their Lowest Corresponding Price (LCP) (as required by the SLD 1996 Universal Service Order, 12 FCC Rcd 87, 383, para. 540).

3.3.1.2 Quantities

District does not bind itself to purchase the full quantities provided in the Cost Proposal Form (Attachment A). The quantities shown are estimates, are not exact, and given for the purpose of comparing bids upon a uniform basis and for allowing Bidders to determine whether they can deliver the estimated quantity. Payment will only be made for quantities ordered, delivered, and accepted, whether greater or less than the stated estimated amounts.

3.3.1.3 Eligible/Ineligible Costs

E-rate eligible and ineligible costs must be separated.

3.3.1.4 Warranties

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 separately identifiable cost, may be included in the cost of the component.

3.3.1.5 Freight

Include an estimate of freight charges based upon all items quoted.

3.3.1.6 Restrictions

All products are required to be new (no grey market products) with the original manufacturer’s warranty. Bidder must be an authorized reseller of the represented manufacturer.

3.3.2 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment B).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published on the Universal Service Administrative Company (USAC) website at https://data.usac.org/publicreports/Forms/Form470Detail/Index. RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published with the Universal Service Administrative Company (USAC). Prospective Proposer is solely responsible for checking USAC to determine whether any Amendment(s) have been issued.

Amendment(s) are incorporated into the RFP by this reference.

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, or method of award or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify Proposer’s name and contact information

• Refer to the specific area of the RFP being questioned (i.e., page, section, and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

Questions by telephone are not accepted.

https://data.usac.org/publicreports/Forms/Form470Detail/Index

4.3 SOLICITATION PROTESTS

4.3.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below.

4.3.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 4:00 PM Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.3.3 Protest Requirements

All protests must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify prospective Proposer’s name and contact information

• Be sent by an authorized representative

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based

• State the proposed changes to the RFP provisions or other relief sought

• Protests to the RFP must be received by the due date and time identified in the

Schedule

• Protests to an Amendment must be received by the due date identified in the respective Amendment

4.4 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. District is not responsible for any transmission errors or delays for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this

RFP:

4.4.1 Electronic Delivery

A Proposal may be delivered through the Electronic Submission Portal as listed on the Cover Page.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, it must submit its modification in one of the authorized methods listed in the Proposal Delivery Options section. To be effective the notice must include the RFP number and be submitted to the SPC prior to Closing.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to Closing in accordance with OAR 125-247-0440. To be effective the notice must include the RFP number.

4.6 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Closing. All Proposal modifications or withdrawals must be received prior to Closing.

A Proposal received after Closing is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.7 PROPOSAL REJECTION

District may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with District representatives, employees, or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on District’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.8 EVALUATION PROCESS

4.8.1 Responsiveness and Responsibility Determination

4.8.1.1 Responsiveness Determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum Qualifications section and Minimum Submission Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non- Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected, however, District may waive mistakes in accordance with OAR 125-247-0470.

4.8.1.2 Responsibility Determination

District will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment C) within 5 Business Days of receipt of Intent to Award notice.

At any time prior to award, District may reject a Proposer found to be not Responsible.

4.8.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of the Evaluation Committee. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

The following table represents an example of how a criterion worth 10 points may be scored.

SCORE EXPLANATION

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

6 - 9 VERY GOOD - Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

ADEQUATE - Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

1 - 4 FAIR - Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

RESPONSE OF NO VALUE - An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

4.8.2.1 E-rate Eligible Costs & E-rate Ineligible Costs

The SPC will conduct the E-rate eligible and ineligible costs evaluation. Note that E-rate eligible costs refers to the pre-discount cost of the solution, not the post-discount portion of costs that are the responsibility of the District. The SPC will award a cost score to each Cost Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

lowest cost of all Proposers x cost points possible

= cost score cost being scored

4.8.2.2 Compatibility with Existing Infrastructure

Will the equipment physically and technically connect to the existing District network (e.g., cables, ports, racks, power)?

Will the new equipment work with District current systems, such as controllers and network tools?

Can the equipment be managed with current District tools and workflows?

Can the new equipment use existing District settings (e.g., VLANs, IP addresses, security rules) with little or no change?

Is the solution built on current standards and ready to grow with District needs in the future?

4.8.2.3 Proposer Qualifications & RFP Compliance

Is the Proposer an authorized reseller, distributor, or integrator for the products proposed?

Did the Proposer follow all RFP instructions, submit all required forms, and provide a complete response?

Does the Proposer have successful experience with similar-sized K-12 projects?

Has the Proposer historically fulfilled past contract obligations satisfactorily, especially with the District or similar public sector clients?

4.8.2.4 References

Does the Proposer have experience with K-12 education entities of similar size and scope?

How well would other K-12 education entities recommend the Proposer?

4.9 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator. The maximum points possible for each evaluation item are listed in the table below. The SPC will average all scores for each evaluation criterion. Cost points are calculated as stated in the Cost Evaluation section.

POINTS POSSIBLE

E-rate Eligible Costs 30 E-rate Ineligible Costs 20 Compatibility with Existing Infrastructure 20 Proposer Qualifications & RFP Compliance 20 References 10

TOTAL POINTS POSSIBLE 100

4.10 RANKING OF PROPOSERS

The SPC will average the scores for each Proposal (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members).

District will rank all Proposers at the conclusion of the evaluation and scoring.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

District, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in the Solicitation Process section. The District may, at its sole discretion, award a Contract for the entire Scope of Work or make multiple partial awards to different Proposers. The District reserves the right to award different portions of the Scope to different Proposers if such awards are determined to be in the best interest of the District.

5.1.2 Intent to Award Notice

District will notify all Proposers in Writing that District intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.1.3 Required Notice to Proceed and Funding Availability

District will follow the purchasing policies of the District Board, State procurement laws and regulations, and requirements and procedures of the FCC’s E-rate program as administered by the Universal Service Administrative Company to be eligible for all available funding. The implementation of any associated Contracts resulting from this competitive bid process will be dependent on District's issuance of a written Notice to Proceed. E-rate funding notification alone will not signify Notice to Proceed. The District will have the right to allow any associated Contracts to expire without implementation if appropriate funding does not come available.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the intent to award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• District has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• District abused its discretion in rejecting the protestor’s Proposal as non-

Responsive.

• District’s evaluation of Proposal or determination of award otherwise violates ORS

Chapter 279B or ORS Chapter 279A.

If District receives only one Proposal, District may dispense with the evaluation process and intent to award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements

All protests must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify prospective Proposer’s name and contact information

• Be signed by an authorized representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the intent to award notice

5.2.2 Response to Protest

District will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by District.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposers who are selected for a Contract award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by District or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.2 USAC Issued 498 ID

The apparent successful Proposer shall provide its USAC issued 498 ID (Service Provider Identification Number - SPIN).

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Information about these requirements may be found at http://sos.oregon.gov/business/pages/register.aspx.

5.3.4 Responsibility Inquiry

Prior to award, the apparent successful Proposer shall be required to complete and submit Attachment C - Responsibility Inquiry.

5.3.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to District a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services. For instructions on how to obtain the Certificate, visit https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer must certify by its Signature on the Proposer Information and Certification Sheet (Attachment B), in accordance with ORS 279A.112, that it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

http://sos.oregon.gov/business/pages/register.aspx https://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, District encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business. District also encourages joint ventures or subcontracting with certified small business enterprises. For more information, visit:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787& TN=oregon4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed Certified Disadvantaged Business Outreach Plan (Attachment D) prior to execution.

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Clackamas County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section 6.2 be construed as a waiver by the District of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any claim or consent to the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public records and are subject to public inspection after District issues the Notice of Intent to Award. Application of the Oregon Public Records Law will determine whether any information is exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of District. By submitting a Proposal in response to this RFP, Proposer grants the District a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating a Contract, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer, except in the case of Proposals that were submitted late and rejected by District.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

Pursuant to ORS 279B.100, District may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or District, as determined by District. Neither the State nor any State agency is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP or a Contract award, or the rejection of any Proposal.

6.5 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all costs incurred in connection with its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, and costs associated with protests.

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure #107-011-050_PR.

6.7 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work described in this RFP and the subsequent Contract.

(ORS 279B.025)

6.8 CHECKLIST DISCLAIMER

Any checklists that may be contained in this RFP are provided only as a courtesy to prospective Proposer. District makes no representation as to the completeness or accuracy of any Checklist. Prospective Proposer is solely responsible for reviewing and understanding the RFP and complying with all the requirements of this RFP, whether listed in a checklist or not. The District is not liable for any claims, or subject to any defenses, asserted by Proposer based upon, resulting from, or related to, Proposer’s failure to comprehend all requirements of this RFP.

Network Equipment Specifications

A. MDF Core/Distribution Fiber Switch (Fiber Edge)

The requirements define a high-performance Layer 3 switch for your main distribution frame (MDF) to act as the core/distribution layer, aggregating the traffic from the Intermediate Distribution Frames (IDFs).

Feature Requirement E-Rate Description

Ports 12 or more (25G/10G) SFP ports.

Must have a minimum of 12 ports that support either 10 Gigabit (10G) or 25 Gigabit (25G) Ethernet SFP, SFP+, or SFP28 transceivers.

Transceivers Must accept 3rd party SFP fiber modules.

Must support use of fiber transceivers from manufacturers other than the switch manufacturer (e.g., compliant 3rd party optics).

Routing Must support Full OSPF dynamic routing.

Must be a Layer 3 switch that supports Open Shortest Path First (OSPF) dynamic routing protocol.

Management Must be able to manage locally via SSH and not strictly cloud managed.

Must provide a Command-Line Interface (CLI) accessible via Secure Shell (SSH) for local management. Cloud-based management can be optional but not mandatory or exclusive.

B. IDF/Access Switches (48-Port PoE+ Multigigabit)

These requirements are for the access layer switches located in the IDFs, which will connect all end-devices (data, cameras, phones, WAPs, etc.).

Feature Requirement E-Rate Description Port Count 48 ports (total per switch). Must be a 48-port switch configuration.

PoE PoE+ (IEEE 802.3AT) or better.

All 48 ports must support Power over Ethernet Plus (PoE+) (IEEE 802.3at) or a higher standard like PoE++ (IEEE 802.3bt).

Power Dual power supplies to provide enough PoE for all ports simultaneously.

Must include redundant (N+1 or greater), hot-swappable power supply bays with sufficient capacity to power all 48 ports at maximum PoE+ capacity concurrently (typically ∼740W to ∼1,000W total power budget, or higher for PoE++).

Feature Requirement E-Rate Description

Data Speed

Must support multigigabit ethernet speeds on 12 or more of the 48 ports per switch.

A minimum of 12 access ports must support multigigabit Ethernet (mGig) speeds (2.5G, 5G, or 10G) to support high-speed Wireless Access Points. The remaining ports must be 1 Gigabit (1G) Ethernet.

Stacking Must be able to stack switches to create one logical switch.

Must support switch stacking with dedicated or shared high-speed stacking/uplink ports to manage multiple physical switches as a single logical entity.

Uplinks 25G/10G SFP uplinks.

Must include uplinks that support either 10 Gigabit (10G) or 25 Gigabit (25G) SFP fiber transceivers.

Transceivers Must accept 3rd party SFP fiber modules.

Must support use of fiber transceivers from manufacturers other than the switch manufacturer (e.g., compliant 3rd party optics).

Management Must be able to manage locally via SSH and not strictly cloud managed.

Must provide a Command-Line Interface (CLI) accessible via Secure Shell (SSH) for local management. Cloud-based management can be optional but not mandatory or exclusive.

C. Wireless Access Points (WAPs)

The WAP requirements are for cloud-managed, high-performance indoor devices.

Feature Requirement E-Rate Description

Connectivity Wifi6 or better.

Must support the IEEE 802.11ax (Wi-Fi 6) standard, or a newer standard (e.g., Wi-Fi 6E or Wi-Fi 7).

Ethernet Supports multigigabit ethernet.

Must have a physical Ethernet port that supports multigigabit Ethernet (2.5G or 5G) speeds to handle the WAP's capacity.

Management

Cloud managed to be integrated with existing wireless cloud managed system.

Must be a cloud-managed access point compatible with the district's existing cloud-managed wireless system/platform.

Environment Indoor rated. Must be certified for indoor use.

Network Infrastructure Requirements

Existing Infrastructure and Compatibility

The current network environment is a Cisco shop, utilizing Cisco switches and Meraki Access Points (APs) and Cameras. Therefore, the equipment sought must be Cisco or Meraki (or equivalent) in terms of features, performance, and management capabilities.

Compatibility and Integration Requirements:

• The proposed switches must seamlessly integrate with our existing Cisco network infrastructure and meet or exceed the performance specifications of current-generation Cisco Catalyst switches.

• Proposed Access Points (APs) and Cameras must be cloud-managed and offer a similar or equivalent feature set to the Meraki product line, including centralized management, monitoring, and simplified deployment.

• Proposals for equivalent equipment from other manufacturers must clearly detail how the proposed products will achieve the same level of seamless integration, management, and interoperability with our existing network devices, cabling, and monitoring systems.

Uninterruptible Power Supplies (UPS) Requirement

The applicant requires Uninterruptible Power Supply (UPS) systems (or equivalent) to provide backup battery power and surge protection for all new and existing eligible network equipment (switches, wireless access point controllers, and fiber/data termination points) located in the network closets and server rooms.

UPS Minimum Technical Requirements:

• E-rate Eligibility: UPS equipment must be eligible under Category Two (Internal Connections).

• Topology: Pure Sine Wave output is strongly preferred for compatibility with sensitive network equipment.

• Runtime: The UPS must provide a minimum of [Insert Minimum Runtime, e.g., 10 minutes] of runtime under a full load calculation for the connected equipment, allowing for a safe shutdown of network components. Extended runtime battery modules may be required.

• Form Factor: Equipment must be rack-mountable to fit in the new standard network cabinets.

• Management: UPS systems should include a network management card or feature (or equivalent) for remote monitoring, management, and network-based automatic graceful shutdown of servers/systems if required.

3.3.2 Proposer Information and Certification Sheet

5.2.2 Response to Protest