RFP Fiber Connections FY26 Final.pdf

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 1

Coffee County School System

Douglas, GA

Request for Proposal

Fiber Connections

E-rate Funding Year 2026-2027

Category 1

USAC Form 470 #260018287

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 2

INTRODUCTION and INSTRUCTIONS TO VENDORS

The Coffee County School System (CCSS) invites qualified vendors to submit proposals in response to this Request for Proposal (RFP). This RFP seeks proposals for E-Rate Category One fiber connectivity services, including Dark Fiber (to support a self-provisioned network) and/or Leased Lit Fiber, to connect currently unconnected on-campus facilities.

The scope of this RFP includes the installation of fiber optic cable on school campus property, including any required eligible special construction, with fiber buried or otherwise protected as required and terminated at district-designated demarcation points or switch cabinets. The district will provide network switches. These fiber runs will be located at the furthest outreach of the local area network.

Vendors are not required to submit proposals for both service types. All proposals must be submitted in the format specified in this RFP and must be competitively bid, cost-effective, and compliant with FCC E-

Rate program rules.

• A mandatory pre-bid meeting will be held on February 18, 2026 9:00 AM at Jardine Stadium

(additional details below).

• Details and specifications of the project begin on page 4 below.

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. 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 home run 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

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 3

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 Bid/Proposal Submission

Proposals/Bids should be submitted in a sealed envelope addressed to the following no later than 3:00

PM Eastern Time, Wednesday, March 10, 2026. Bids must be received at the Coffee County Board of

Education by this date. Envelopes should be marked "Stadium Fiber 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 to call or e-mail by March 4, 2026 (logan.evans@coffee.k12.ga.us) if you have any questions.

Phone: 912-389-6773.

Schedule of Events

Date Event

By 4:00 PM, February 5, 2026 Distribute RFP via www.coffee.k12.ga.us/bids, &

USAC Form 470

9:00 AM February 18, 2026 Mandatory Pre-Bid Conference/On-Site Visit

2:00 PM, Wednesday March 4, 2026 End of Questions to District about the Bid

3:00 PM, Tuesday, March 10, 2026 Receipt of Proposals

3:05 PM, Tuesday, March 10, 2026 Opening of Bids, Committee Review of Bids – Make

Recommendations for Selected Vendor

5:30 PM, Thursday, March 19, 2026 Purchase/Vendor Selection presented to Board of

Education at the Work Session

7:00 PM, Thursday, March 19, 2026 Board of Education Approval of Vendor/Purchase at the Regular Meeting

1:00 PM, Friday, March 20, 2026 Notify Winning Bidder mailto:logan.evans@coffee.k12.ga.us http://www.coffee.k12.ga.us/

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 4

EVALUATION CRITERIA

Coffee County School System evaluates and weighs the following criteria when considering this proposal. These standards are listed in descending order of importance.

Evaluation Criteria Weight

Cost effectiveness of Project 50 points

Adequacy of the response to this RFP/Plan Specifics 20 points

Satisfactory previous business/working relationship with the provider or its staff 15 points

References 10 points

Local or in-state vendor 5 points

Total 100 points

Fiber Optic Connections

The Coffee County School System (CCSS) is requesting sealed proposals for a turnkey buildout of network fiber connections to facilities on two school campus locations.

SPECIFICATIONS

Fiber Optic Connections:

The Coffee County School System (CCSS) is seeking proposals to provide 10 Gbps fiber optic connectivity to connect multiple on-campus facilities to the district local area network (LAN). Proposals may be submitted for E-Rate Category One Dark Fiber services to support a self-provisioned network and/or

Leased Lit Fiber services. Vendors are not required to submit bids for both service types.

Dark Fiber / Self-Provisioned Network

For Dark Fiber proposals, CCSS is seeking a turnkey special construction solution to install fiber optic cable between district facilities. The scope of work includes:

• Design and installation of fiber optic cable on school campuses

• Burial of fiber in protective conduit

• Termination of fiber at district-designated demarcation points or switch cabinets

• All labor and materials required for construction

The district will own, provide, and manage all network switches. The vendor will provide transceivers, jumpers, and configuration required to complete the connections to the district LAN.

Vendors must clearly identify fiber ownership, maintenance responsibilities, service structure (e.g., lease or IRU), special construction costs, and any recurring charges, if applicable.

• Any E-Rate ineligible items must be clearly identified and listed as separate line items in the proposal.

Leased Lit Fiber

For Leased Lit Fiber proposals, vendors shall provide a fully managed fiber service capable of supporting 10 Gbps connectivity. Proposals must include installation and activation costs, recurring service charges, service level terms, and any vendor-provided equipment necessary to deliver the service.

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 5

General Requirements

• All installations must comply with applicable federal, state, and local building codes and safety standards.

• Fiber routes and construction methods must be suitable for a school campus environment.

• Any E-Rate ineligible items must be clearly identified and listed as separate line items in the proposal.

• All proposals must be cost-effective and compliant with FCC E-Rate program rules.

All bids will have a detailed quote sheet showing the price of parts and service for each location. This detailed quote will accompany the Contract Price Form below.

Satellite images with notation and approximate measurements of the facilities are listed at the end of this document in the “Diagrams” Section.

Timeline:

The school district runs a summer schedule starting May 29, 2026 through July 23, 2026. During this time, there are less staff and personnel on each campus.

The Jardine Stadium installation is the main priority, as football season will be fast approaching in

August. The fiber connections for the stadium will ensure that this facility’s network will function as expected to open the season.

The project may be started earlier than July 1, 2026, however invoicing may not occur prior to July 1, 2026. The district prefers to use SPI invoicing, however is open to BEAR invoicing if the project can be completed and certified complete prior to July 1, 2026.

Locations

Coffee High School Stadium Connections:

The district seeks fiber optics to connect structures within the stadium to the main stadium switches and

LAN. These facilities are used to support students as they have areas that support student activities, security cameras, and communication systems.

Coffee High School Tennis Facility Connection:

The district seeks to connect the tennis facility back to the main school network through fiber optics.

These facilities are used to support students as they have areas that support student activities, security cameras, and communication systems.

Coffee Middle School Field House and Soccer Facility:

Coffee Middle School has outlying structures that need a hardline connection. These facilities are on the campus of Coffee Middle school and a fiber connection back to the nearest switch located in the gymnasium will provide the best service. These facilities are used to support students as they have areas that support student activities, security cameras, and communication systems.

Prebid Meeting (Mandatory)

A prebid meeting will be held on Feb 18, 2026 at 9:00 am Eastern Time. All prospective bidders are required to attend. A sign in sheet will be available. We will meet at Location 1.

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 6

- Location 1:

o Jardine Stadium, 105 Bonwell Royal Rd, Douglas, GA 31533

- Location 2:

o Tennis Facility is across the parking lot from Jardine Stadium.

- Location 3:

o Coffee Middle School, 901 Connector 206 N, Douglas GA 31533

Other Conditions

All service providers will have a free and clear service record with USAC and the FCC to be a service provider. All service providers or contractors involved in the project will be licensed and insured. All contractors will provide the district with a W-9 & E-Verify documentation. The parties responsible for the installation projects will be responsible for acquiring dig locates and any necessary permits to complete the installations. Any damage to the existing facility or infrastructure will be the responsibility of the service provider to replace or repair.

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. 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.

PROPOSAL PREPARATION

Required Proposal

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

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 7

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 – Fiber Connections Coffee County School System

Winter 2026 Page 8

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 Fiber Connections for the Coffee County School System.

E-Rate Year: 2026-2027 (July 1, 2026 – June 30, 2027)

Dark Fiber/Self Provisioned Fiber Installation Price (All Locations) $ ___________________

E-Rate Ineligible Items, if any $ ___________________

Total Price $ ___________________

Leased Lit Fiber Installation Price (All Locations) $ ___________________

Monthly recurring cost per site $___________________

E-Rate Ineligible Items, 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.

Diagrams on following pages.

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 9

Diagrams:

Request for Proposal – Fiber Connections Coffee County School System

Winter 2026 Page 10