Click to view in PDF Format E-Rate RFP Services 2012
THE CARTER G. WOODSON SCHOOL
437 GoldFloss St., Winston Salem, NC 27127
Telephone: 336-723-6838, Facsimile: 336-723-6425, Email: cgwoodson1@yahoo.com, WEBSITE: www.cartergwoodsonschool.org
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E-Rate Request for Proposal – CGWS437GOLDFLOSS2012
Pursuant to USAC Form 470 # 999850000983740
Application Funding Year: July 1, 2012 – June 30, 2013
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INTRODUCTION
Objective:
The Carter G. Woodson School Board of Directors (“Customer”) is seeking, as Technology Services for our school:
- Telecommunications Services
- Internet Access Services
- Internal Connections
- Basic Maintenance and Technical support Services
The Customer herewith requests proposals for these services as described in the attached specifications from interested persons (“Vendor”). Vendors may submit a proposal for any and/or all areas with respect to services and support. Prices quoted shall be separate for a selected service and delineated between function/service/application, and quantity capacity. The Customer requires that all proposals include seamless integration with and conversion of any and all existing services. The Customer reserves the right to reject any and all proposals, waive any technicalities, and award all or part of the contract in a manner that is in the best interest of the Carter G. Woodson School Board.
The terms of the contracts shall be for a period of one (1) to three (3) years (we are seeking three year multi-year contracts for applicable services with 2 additional one year voluntary extensions). Contracts shall begin on July 1, 2012 and terminate June 30, 201X, except for Internal Connections contracts which should terminate on September 30, 2013 and allow for extensions beyond September 30, 2013 to accommodate a later than usual funding commitment. All contracts may be cancelled with sixty days prior written notice.
All aspects of the project and proposal must comply with the Federal Communication Commission’s competitive bidding requirements for Universal Service Fund (USF) support and services.
Other information may be made available to interested persons/Vendors by contacting the Customers’ Resource Development & Compliance Officer.
Contact and Contract Manager for this RFP is:
L. Aynn Daniels, Certified Project Manager School Director: Ruth Hopkins
Resource Development & Compliance Officer
Carter G. Woodson School
437 Gold Floss Street, Winston Salem, NC 27127
Business Mobile: 336-577-3054; Fax: 1-866-899-3054
Email: aynn@liandaresourcesolutions.com
|
Activity |
Date |
|
December 20, 2011 |
|
January 21, 2012 at 5:00 PM |
Schedule of Events:
Following is the required schedule of events for this project. The schedule may change depending on the results of the responses. The Customer will provide a final schedule prior to contracting with the awarded Vendor.
RFP Categories:
Telecommunication Services:
|
Service |
Quantity and/or Capacity |
| Digital Transmission Service | Fiber Optics |
| Local and Long Distance Telephone Service | 20 local and long distance phone service lines |
| Distance Learning | Up to 10 lines for distance learning services |
| Hosted Voice/Video Over IP | 20 local and long distance phone service lines plus any needed |
| Wireless Telephone/Voice Service | 10 lines for portable handheld devices |
| Homework Hotline Services | 1 for student population accesses |
| Interactive Television | 1TV for digital transmission services |
| Wide Area Network | 3 Connections (fiber preference) |
Internet Access Services:
|
Service |
Quantity and/or Capacity |
| Email Services | Approximately 100 accounts for email users |
| Web Hosting | school’s website |
| Domain Name Registration | 3 listings for complete registration process |
| Domain Name Service | 1 forwarding IP address to domain name |
| Digital Transmission Service | Fiber Optics |
| Dynamic Host Configuration Protocol/Internet Access | 1 for Internet access server |
| Internet Access Service / Firewall | Approximately 10 mbps or greater (fiber preference) |
Internal Connections:
|
Service |
Quantity and/or Capacity |
| Video Components | Master Control Unit |
| Video Components | Multipoint Control Unit |
| Video Components | PVBX |
| Video Components | CODEC |
| Video Components | Video Amplifier |
| Data Protection | Up to 10 Tape Back-ups or alternate/equivalent technology |
| Data Protection | Up to 4 UPS Backup Battery |
Basic Maintenance of Internal Connections:
|
Service |
Quantity and/or Capacity |
| Maintenance and Technical Support Configuration | Hourly service configuration and repair for switches, servers and other eligible internal connections equipment |
Costs must be itemized for each Category response, function, and quantity/capacity. These total costs should be reflected in the attached RFP Response Form and should clearly indicate eligible versus ineligible costs.
Basis of Award:
This RFP will be awarded, pursuant to the USAC guidelines, to the most cost effective and cost efficient Vendor. While price of the eligible services will be the most heavily weighted factor, it will not necessarily be the sole determining factor in evaluating the proposals. Carter G. Woodson School is not obligated to select the lowest price bidder. The Bid Evaluation Matrix is cited below.
|
Factor |
Weight |
|
40% |
|
20% |
|
15% |
|
15% |
|
5% |
|
5% |
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Total |
100% |
Response Submission:
Responses to this RFP must be submitted in sealed packages and delivered to the ATTENTION of: L. Aynn Daniels, Carter G. Woodson School, 437 Gold Floss Street, Winston Salem, NC 27127 no later than 5:00 PM on January 21, 2012, so that this RFP is in compliance with the Federal Communication Commission’s competitive bidding requirements for Universal Service Fund (ESF) services and support. It is the sole responsibility of the respondents to ensure that their submissions arrive in a timely manner. The Customer will reject all late arrivals and consider them as non-responsive. The Vendor must submit one (1) copy of the response together with any required supporting documentation. “E-Rate Request for Proposal – CGWS437GOLDFLOSS2012” should be clearly marked on the face of the envelope. Failure to comply with this element may cause the proposal to be misdirected and therefore not be placed for consideration. No substitutions or partial proposals by such communication will be considered. The completed proposal shall be without erasures, white outs or alterations. Signatures on the proposals shall be in longhand and executed by a duly authorized individual to make the contract. Proposals must be type-written and notarized.
Questions:
Questions must be submitted in writing (email, fax or mail) and must arrive at least 5 business days prior to the proposal submission deadline. Any question response will be provided to all vendors which have expressed an interest in responding to the RFP.
Costs Associated with Preparation of Vendor’s Response
The Customer will not be liable for any cost incurred by the Vendors/Respondents in preparing responses to this RFP or negotiations associated with the award of a contract.
Interpretation and Changes
The intent of this RFP is to communicate the Customer requirements to any qualified and interested Vendor. The Customer may make changes or corrections to the RFP via written addendum. All efforts will be made by the Customer to mail any addendum to all parties who have requested and received the RFP, and by FAX if necessary, followed by original documents. Interpretations, corrections or changes to the RFP made in any other manner will not be binding, and the Vendor shall not rely upon such interpretations, corrections or changes.
Proposal Binding Period:
Prices quoted in the Vendor’s response/submission will remain in effect for a period of at least 90 business days from the receipt of the Vendor’s response by the Customer. However, any taxes, whether local, state or federal, imposed on the services herein provided instituted after the date of the RFP response may be passed on the customer from the vendor. The Vendor should make all reasonable efforts to include potential taxes and surcharges in the original proposal submission. The Vendor must understand that the Customer may use E-Rate discounts for these services, in which case, within applicable filing window for submitting the response to the RFP the Customer will submit SLD form 471 for funds based upon the pricing submitted by the Vendor. The SLD funding cycle may take as long as 12-18 months.
Omissions:
Omissions in the proposal of any provision herein described shall not relieve the Vendor of any responsibility or obligation to the complete and satisfactory delivery operation, and support of any and all equipment services.
Vendor Registration and Compliance:
The Vendor must provide proof of registration with the Schools and Libraries Division (SLD) a division of the Federal communication Commission (FCC), for reimbursement under E-Rate guidelines. If the Vendor fails to file the appropriate forms with the SLD or fails to receive an SLD Vendor Number (SPIN) or fails to file a SPAC for the upcoming funding year or fails to remain in good standing with the FCC the Carter G. Woodson School Board of Directors is not responsible for the discounted portion of the Vendor’s Bill. The Vendor must generate an invoice for the non-discount portion of the bill in accordance with SLD regulation. The Vendor is responsible for supplying SLD SPIN number with the proposal.
Vendor Required Documentation for Schools and Librarians Division (SLD) Form 471 Filing:
The Vendor must provide Item 21 Attachment documentation ready filing for Universal Service Administrative Company (USAC), Schools and Libraries Division (SLD) Form 471.
Price Quotations:
Price quotations are to include the furnishings of all materials, equipment, maintenance and training manual, tools, and the provision of all labor and services necessary or proper for the completion of the work.
References:
The Customers may request references of similar school systems that are using the requested service(s). If requested, the Vendor must supply Customer a list of references within two (2) working days.
Equal Employment Opportunity:
The Customer shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age or national origin.
NOTE: In the event E-Rate funding is not approved by the SLD, any/all contracts or agreements shall be null and void. All services are contingent upon successful E-rate funding.
Carter G. Woodson School
RFP Response Form 470 – 999850000983740
[Vendor must use the following form to quote price(s)]
RFP#: CGWS437GOLDFLOSS2012____________________________________ Vendor Company Name)
TO: ATTN: L. Aynn Daniels
Carter G. Woodson School
437 Gold Floss Street
Winston Salem, NC 27127
Vendor
___________________________________________________________________________________
Name of Firm
___________________________________________________________________________________
Mailing Address
__________________________________________________________________________________
City, State, Zip Code
Operating as an individual corporation and existing under the laws of _________________, or a partnership, or a joint venture consisting of
__________________________________________________________________________________________
__________________________________________________________________________________________
Required Pricing Format
For accounting purposes, the cost per service is to be broken down below. The Vendor must note any additional charges e.g. installation, equipment, etc. – if the cost does not include these additional costs.
|
Product/Service |
|
*Total Monthly Cost |
*Tot al Yearly Cost |
Additional Costs |
E-Rate Eligible Y or N |
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Telecommunication Services |
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e.g. local and long distance |
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Internet Access Services |
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Internal Connections |
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Basic Maintenance of Internal connection |
*Cost before E-Rate/USAC discount
Note: Specify if these charges are monthly, annually, or one-time only charges.
Having carefully examined the RFP documents prepared by Carter G Woodson School Board of Directors, RFP Number CGWS437GOLDFLOSS2012, and together with such addendum if any, as listed hereafter, the undersigned hereby proposes and agrees to provide all components as specified in the attached Proposal, this Response Form, being a part of the RFP Response. It is agreed that the undersigned has complied with all requirements concerning Vendor Qualifications, licensing, and with all other local, state, federal laws, and that no legal requirement has been violated in making or accepting this proposal in awarding a contract to said vendor in the delivery of products. In submitting this proposal, it is understood that the right is reserved by the Customer to reject any or all proposals and waive all technicalities/information in connection therewith. It is also agreed that the proposal may not be withdrawn for a period of Ninety (90) days from the opening thereof.
The undersigned declares that the person or person signing the Proposal is/are fully authorized to sign on behalf of the firm listed and to fully bind the firm listed to all of the conditions and provisions thereof. In view of the terms of the RFP, the undersigned proposes to furnish all items for total sum of $ __________________________,
Authorized Vendor Signature: _____________________________________________________________________
Service Provider Identification Number _____________________________________________________________
Printed Name: __________________________________________________________________________________
Title: _________________________________________________________________________________________
Date: _________________________________________________________________________________________
THIS RFP MUST BE NOTARIZED
Sworn and subscribed before me this
_____________________________ Day of ____________________
Date Month and Year
_______________________________________________________
Notary Public
My Commission expires: ___________________
Accepted by: Ruth Hopkins, Principal
Carter G. Woodson School
X____________________________________________________
Date: ___________________________
