request for proposal e-rate year 2016-2017 internet access ... · california, will receive sealed...

Alisal Union School District Information Technology Department 425 Bardin Road, Salinas, CA 93905

Request for Proposal E-Rate Year 2016-2017 Internet Access Service

Due Thursday, February 25, 2016, not later than 2:00 P.M.

Alisal Union School District E-Rate Year 2016-2017 RFP: Digital Transmission Services of 12

PUBLIC NOTICE Notice is hereby given that the Board of Trustees of Alisal Union School District, Monterey County, California, will receive sealed E-Rate bids for a Category One Internet Access Service for E-Rate Year 2016-2017 up to and including Thursday, February 25, 2016, not later than 2:00 p.m. at the District Technology Office located at 425 Bardin Road, Salinas, CA 93905.

RFP Number Project

RFP: E-Rate 2016 Internet Access Service.

One High-speed Managed Internet Access Service, including Transport Service, to be delivered at the District Data Center located at 425 Bardin Road, Salinas, CA 93905.

Request for Proposal Document Interested vendors can view the Request for Proposal document from the following Internet site: http://www.alisal.org/TechSrvcs/e-rate.cfm and on the USAC website in accordance with program rules. Bids will only be accepted from service providers that are registered with USAC and that have an E-Rate Service Provider Identification Number (SPIN.) Additional information regarding participating in the E-Rate program can be found at the following website: http://www.usac.org. In compliance with program rules, the RFP will be posted on the Schools and Libraries’ new E-Rate portal

known as the E-Rate Productivity Center (EPC.) Prospective bidders are encouraged to register for that

system and use it to view the RFP and track changes to it during the bidding period via the system’s

“follow” feature. Information on registering for and using the new EPC portal can be found at:

http://www.usac.org/_res/documents/sl/pdf/e-rate-productivity-center/EPC-SP-Guide-Getting-Started.pdf

Publication Dates: January 16 and January 23, 2016

Published by: Clemente Villarreal, Director of Technology Services 420 Bardin Road, Salinas, CA Email: [email protected] Phone: 831.753.5700 ext. 8011

http://www.alisal.org/TechSrvcs/e-rate.cfm

http://www.usac.org/



Alisal Union School District E-Rate Year 2016-2017 RFP: Internet Access Service of 12

INTRODUCTION

Alisal Union School District (District) is seeking E-Rate Bids for a Category One Internet Access

Service, including the Transport Connection between the Internet Service Provider and the

District Data Center, which is located at 425 Bardin Road in Salinas, California.

The desired bandwidth is one gigabit per second. The ability to increase bandwidth up to ten

gigabits per second during the life of the agreement is desirable. Please provide pricing for

gigabit increments, including recurring and nonrecurring costs for changes.

A managed service is also desirable. Such service should include the router at the District Data

Center as an eligible service.

Additional requirements are provided in the Description of Services section of this proposal.

BIDDER ELIGIBILITY:

In order to be considered for this project, Bidders must be registered with the Universal Service Administrative Company to participate in the Schools and Libraries Program commonly known as E-Rate. Bidder’s Service Provider Identification Number (SPIN) and Service Provider Name must be shown on the exterior of the Bid Package, as well as on the Bid Form and other forms as required in Bidder Instructions. For additional information on the E-Rate Program, please visit the Schools and Libraries (E-Rate) website at http://www.usac.org/sl/default.aspx.

TERMS OF THE AGREEMENT

1. The service start date shall be July 1, 2016. District will not be responsible for any charges incurred prior to July 1, 2016, unless previously agreed in writing.

2. District will consider standard contracts used by service provider, but reserves the right

to request changes if needed or required by the Board of Directors. Service Provider agrees to negotiate any reasonable changes in good faith.

3. A contract signed by the District or a written purchase order mailed or otherwise

furnished to the successful bidder within the time for acceptance specified, results in a binding contract without further action by either party. The contract shall be interpreted, construed, and given effect in all respects according to the laws of the State of California.

http://www.usac.org/sl/default.aspx


DESCRIPTION OF SERVICES TO BE PROVIDED:

The District seeks an E-Rate Eligible Managed Internet Access Service capable of delivering

service at one gigabit per second with the ability to upgrade to up to ten gigabits per second

during the life of the agreement at the sole discretion of the District. The service should include

both the transport connection between the Service Provider and the District Data Center

located at 425 Bardin Road in Salinas, California.

The service should be full-duplex and should include all equipment necessary to deliver the

service as an Ethernet hand-off for connectivity to the District’s Border Router, which will serve

as the interface to the District’s Local Area Network. Service Provider provided equipment

should be provided in such a way that is eligible for E-Rate funding according to the 2016-2017

Eligible Services description, which can be found at:

http://www.usac.org/_res/documents/sl/pdf/ESL_archive/EligibleServicesList-2016.pdf

Vendor shall also agree to provide District with a subnet of public IP addresses, and one Internet-routable domain name, preferably “alisal.org”, for no less than the term of the service agreement. The proposed IP address range and domain name should be included in the vendor’s proposal. Vendor agrees they will not change the IP address range and/or domain name for the duration of the agreement without prior approval by District.

All customer requirements and work required on District property in order to deliver the

service, including conduit on District property, equipment, power, and rack space, shall be

clearly described in the Bid including additional costs, if any, and whether those costs will be

eligible for funding as installation of an eligible service.

If available, please also provide pricing for an optional power protection service that will

provide a minimum of three hours of continuous power for any Service Provider Equipment at

the network hub location.

http://www.usac.org/_res/documents/sl/pdf/ESL_archive/EligibleServicesList-2016.pdf


INSTRUCTIONS TO VENDORS

E-Rate Requirements Responses to this Request for Proposal must be in compliance with the Federal Communications Commission’s (FCC) rules and provisions based on and related to the Telecommunications Act of 1996, popularly known as E-Rate, administered by the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC). Service Provider Identification Number (SPIN) It is necessary and mandatory for the vendor to have a valid USAC-issued Service Provider Identification Number (SPIN) currently in effect; this number must be included in the Proposal Response Form and on the outside of the bid package. Clarifications Questions regarding this RFP should be directed to the person listed below via email. Please see the Schedule of Events on the following page for timelines for questions and responses.

Contact for Technical and Contractual Questions and Clarifications

Clemente Villarreal, Director of Technology Services, at: [email protected]


SCHEDULE OF EVENTS

Event Date/Time

Event Date/Time

470 Posting Date January 8, 2015

RFP release Date January 8, 2015

Deadline for Receipt of Written Inquiries January 15, 2016, by 5:00 p.m.

Written Responses Distributed January 22, 2016, by 5:00 p.m.

Proposal Due Date and Time. (Bid Opening will follow immediately after bid close.)

February 25, 2016, not later than 2:00 p.m.

Evaluation Period February 26 through 29, 2016

Contract Award March 9, 2016

Contract Signed On or about March 10, 2016


Bid Submittals: Bids should be submitted in a sealed envelope or package addressed to Clemente

Villarreal, Directory of Technology Services, Alisal Union School District, 425 Bardin Road, Salinas, CA 93905.

Bids must be received before the time and date posted. Late bids will not be

considered.

Each Proposal submitted must be clearly labeled on the exterior of the bid with the company name, SPIN, RFP title, due date and time, and the name and number of the person to contact in the event the bid is to be returned unopened.

Each Proposal submittal shall include one(1) original signed hard copy and two(2)

additional hard copies, and one(1) digital copy in PDF format on USB drive. Digital copy shall include all items submitted as part of the bid. Hard copies should be submitted in standard 8.5” x11” binders with index and tabs separating each section. Binder must be labeled with company name, SPIN, return address, RFP Title, and due date and time.

The District will not be responsible for any costs associated with bid preparation.

Vendor’s authorized representative may withdraw proposals only by written

request received before the proposal due date and time.

The District reserves the right to reject any or all proposals and to waive irregularities and technicalities at the District’s sole discretion in order to make purchases that are in the best interest of the District in compliance with the E-Rate procurement guidelines.

Required information and documents 1. Proposal Response Form (form attached). Form must be signed be a person authorized to

make the offer on the company’s behalf.

2. Executive Summary Include a brief description of the services offered, along with the contract or agreement proposed. Can include a description of the conversion process, if any.

3. Contract:

The proposed contract for services must be included with the Bid. Ideally the contract

would be ready for District Signatures on Board approval. If that is not practical, an

example of the type of contract to be used can be submitted for review.


4. References Vendors must submit a minimum of three (3) references for similar services, preferably in a K12 School District in California. Please include description of project, and contact information including names, titles, email addresses and phone numbers. References for one-gigabit Internet Services will meet this requirement.


EVALUATION CRITERIA The following Selection Criteria elements, when applicable, will be the primary considerations in evaluating all submitted proposals.

Percent Selection Criteria

40% Total price of the project including monthly costs and nonrecurring costs, if any, including the cost to provide new conduit on District property if needed.

20% Ineligible Costs: Costs associated with changing services and service providers.

20% Vendor’s Reputation and Success History with similar projects, backed by Service Level Agreements for Performance.

20% Participation in the California Teleconnect Fund, which can fund 50% of the eligible costs not covered by E-Rate.

Alisal Union School District E-Rate Year 2016-2017 RFP: Digital Transmission Services of 12

TERMS AND CONDITIONS

Contract The vendor to whom the award is made shall be required to enter into a written contract with the District. Because of the nature of the services to be provided, standard Service Provider contracts will be considered. District signature and/or Purchase Order shall constitute a binding agreement. Contract Term Please provide pricing for a sixty (60)-month term agreement. The option to extend the term for up to two (2) one (1)-year terms is also desirable. Invoicing Requirements Vendor shall provide monthly detailed invoicing, preferably in electronic format. Invoice shall include an itemized list of the services. In order to insure eligibility for California Teleconnect Fund discounts, E-Rate Discounts must be applied to the bill via the via the Service Provider Invoice method.


Proposal Response Form (Page 1 of 2) RFP E-Rate 2016-2017 Internet Access Service To the Board of Trustees Alisal Union School District Salinas, California The undersigned agrees to furnish the services for the amount set forth and in accordance with the Request for Proposal and all related documents.

Company Name

SPIN Number (E-Rate)

Proposer’s Name

Title

Mailing Address

City/State/ZipCode

Phone

Fax

Email


Proposal Response Form (page 2 of 2) RFP E-Rate 2016-2017 Internet Access Service

PRICING:

Please provide pricing for a service that can deliver service at speeds from one (1)

gigabit per second up to ten (10) gigabits per second. A tiered pricing schedule that

shows the costs at one(1)-gigabit increments would be ideal.

Please clearly describe all onsite requirements in order to deliver the proposed service,

including conduit, backboard, power, rack space, etc., and whether the costs associated

with meeting those requirements are eligible or ineligible for E-Rate funding as part of

the Category One Service proposed.

Please provide pricing for a sixty (60)-month term, with the option to extend the

agreement for one)1) year at a time for up to two(2) years. The extension periods

should be available at the District’s sole discretion.

Bidders are welcome to provide any other information that they feel may be helpful in

evaluation their proposal and pricing. For example, if the proposed service offers to

ability to reduce bandwidth during summer months, please describe that option and its

related pricing.

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