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Request for Proposal
CHOCTAW COUNTY BOARD OF EDUCATION
The Choctaw County Board of Education is seeking a response for Internal Connections at Southern Choctaw Elementary School (10935 Highway 17, Gilbertown, AL, 36908).Bids will be received by the Choctaw County Board of Education, 107 Tom Orr Drive, Butler, Alabama 36904, until 9:00 A.M. local timeMarch 19,2015at which time they will be publicly opened.
All bids must be in sealed envelopes and be marked on the outside “Internal ConnectionsBIDS: Technology Department, TO BE OPENED 9:00 A.M. local time, March 19, 2015. Bidders mailing bids should address bids to: Choctaw County Board of Education, 107 Tom Orr Drive, Butler, Alabama 36904, ATTN: R. Davis (Internal Connections). Bids that are not properly identified will not be considered. Bids may be carried or mailed; however, it is the responsibility of bidders to assure that bids are received no later than 9:00 A.M. local time, March 19, 2015. Bids received after this time will not be considered.
NOTE: EACH BID MUST BE SUBMITTED ON THE FORMS FURNISHED BY THE CHOCTAW COUNTY BOARD OF EDUCATION. BIDS SUBMITTED IN ANY OTHER MANNER WILL NOT BE ACCEPTED.
GENERAL INFORMATION
The use of specific names and numbers in the specification is not intended to restrict the bidder or seller or manufacturer, but is solely for the purpose of indicating the type, size and quality of materials, products, services, or equipment equivalent and or compatible to the Choctaw County Board of Education.
The Choctaw County Board of Education reserves the right to choose the “Best Buy”. That is, the Choctaw County Board of Education may purchase the items and services subject to this invitation to bid that best conform to the specifications as set forth in this invitation to bid, with consideration given to the purposes for which required, past performance and experience with the product and company, and other factors allowed by law. The Choctaw County Board of Education reserves the right to reject all proposals and to waive technical errors if the best interest of the Choctaw County Board of Education will thereby be promoted.
Bidders may not withdraw bids after the scheduled closing time for receipt of bids for a period of thirty(30) days. The bidder will not be penalized by delays beyond his control. Such things as acts of God, fires, floods, strikes, and acts of war will not be considered the responsibility of the bidder.
The attached sheets contain system configurations that will be used as target configurations. The vendor should respond with the model name and/or number, catalog page number and price of the system that meets or exceeds this minimum configuration. Any item on the attached equipment/price sheet that is not bid will cause rejection of that group.
SECURITY STATEMENT
The vendor shall ensure that personnel involved with any School System project shall be advised of and acknowledge the confidential nature of information contained in School System files as well as the safeguards required and criminal and civil sanctions of non-compliance in federal, state, and local statutes.
CONTRACT PERIOD
The contract period will be for a 36 month period per approval of E-rate funding on an annual basis. Contract MUST provide option to extend.
VENDOR QUALIFICATIONS
A VAR (Value Added Reseller) or reseller who responds must produce a signed and notarized statement from the manufacturer stating the vendor is a current authorized VAR or reseller. Vendors must hold a current ISO 9001 certification. Vendor must have personnel and manufacturer authorized or certified technicians on staff.
Vendor must be a valid E-Rate provider with an approved SPIN provided with the bid. Vendor must submit all applicable E-rate 471 attachments with bid.
1. Account Representative:
The vendor must provide a dedicated account/sales representative and technical sales representatives with an 800 number to service contract participant accounts. The representatives must be able to assist contract participants in the analysis, configuration, and purchase of microcomputers, peripherals, and supplies. The representatives must be available on site, to any location within Choctaw County with twenty-four hours notice. The account/sales representative will be the sole point of contact regarding contract issues.
2. Vendor Resume:
A resume of qualifications shall be submitted with the vendor’s proposal indicating the following:
The vendor must provide the names of a minimum of ten accounts currently using the major components listed in the bid of which should include Alabama School Systems with a purchase in the past 3years. These references must include customers for which the vendor has performed installation services of similar application size and complexity. In addition the vendor must include references of outside/wide area cable installation relating to fiber or other high-bandwidth capable media. Include account name, address, contact person, and telephone number. The Choctaw County Board of Education may contact any or all references and may request additional information regarding references.
RESPONSE SUBMISSION
The vendor should submit a minimum of two copies of each bid response in addition to all other requested information.
All bids received shall guarantee items bid to meet or exceed the specifications listed. Complete product information (pictures, descriptions, model numbers and specifications) shall accompany ALL bids for items that do not have a specific brand name and model number listed in the specification, complete product data shall accompany the bid.
VENDOR REGISTRATION WITH SLD
The vendor must provide proof of registration with the Schools and Libraries Division (SLD) for reimbursement as a Telecommunications Provider under E-rate guidelines. If the vendor fails to file the appropriate forms with the SLD or fails to receive a SLD vendor number, the Choctaw County Board of Education is not responsible for the discounted portion of the vendor’s bill. The vendor must generate an invoice for the USF portion of the bill in accordance with SLD regulations and for filing the appropriate 472 for reimbursements. The vendor is responsible for supplying the SLD SPIN with the bid response. The vendor must also enclose its FCCRN number and certification of their current FCC status in the form of a printout from the FCCRN site. Vendors that do not currently have green light status will not be considered. The loss of green light status with the FCC shall render any contracts entered into with the vendor to be immediately null and void. Vendor must be a valid E-rate provider with an approved SPIN. Vendor must also submit all applicable E-rate 471 documents and attachments with the bid response.
All E-Rate eligible monthly recurring charges for the service and any one-time costs for installation of the wiring or equipment shall be included in the proposal as separate line items. The costs of any ineligible E-Rate components that may be required (such as electrical power) shall be broken out separately.
INQUIRIES
Questions concerning this RFPmust be submitted via e-mail () or in writing to:
Choctaw County Board of Education
Voice/Data and Internet BID INQUIRY
ATTN: Regina L. Davis
107 Tom Orr Drive
Butler, Alabama 36904
Vendor may request an on-site pre-bid inspection meeting by contacting Regina Davis at 205-459-3031 ext. 2030. All questions and/or inquiries must be submitted by March 6, 2015.
DELIVERY AND SET-UP
Delivery and set-up are to be included in all orders. Vendors should include policy, availability, pricing and criteria for providing installation services with bid response. This includes set-up, network connection, software, options/accessories, testing and removal of all debris. Indicate individual installation prices in the ITB response.
All orders shall be F. O. B. destination with all freight charges paid by the vendor. Items are to be delivered to various locations throughout Choctaw County. Inside delivery is required.
PRICE DECREASE/INCREASE
The technology coordinator shall be notified immediately of any price decreases/increases affecting a contract item. The contract participants shall receive the benefit of the decrease as soon as possible in accordance with the written notification from the contract vendor.
DISCONTINUATION
The technology coordinator shall be notified immediately regarding any manufacturer’s product that will be potentially discontinued. If a product is included in the bid that has been discontinued since bid preparation, vendor should provide evidence of the discontinuance and must bid a comparable product.
SUBSTITUTIONS AND ADDITIONS
The technology coordinator shall be notified immediately regarding any manufacturer’s substitutions. Substitutions will be allowed whenever the item being replaced is no longer in production and the new item is equal to or greater than it in function, and equal to or less than the discontinued item in price. The Choctaw County Board of Education personnel will determine the equivalency. Changes to the contract will not be made during the last thirty days of the contract period. The vendor must obtain the approval of the Choctaw County Board of Education technology coordinator for any substitutions.
The technology coordinator may, subsequent to award of the contract, allow the addition of new equipment, upgrades, etc., which are not duplications for “is equal to” the awarded items. Additions may be submitted by written notification to the technology coordinator.
PRODUCT/PROMOTIONAL OFFERINGS
If a promotional package of a contract item is offered, the vendor should immediately present it to the technology coordinator for consideration. A promotional offering that includes microcomputer items not on the contract will be considered if the price is equal to or less than the sum of the contract items’ prices. Product promotional packages may be considered if the package contains items only on contract and is offered at a reduced price. Contract participants will not file for rebates, therefore, the vendor must offer and invoice at the new discounted price of the applicable offering. New products to any item awarded under the contract will be added to the contract only if the vendor follows the guidelines specified.
AWARD
Awards may be by group or separated. If it is beneficial, the bid may be awarded as a whole to one vendor. Any item on the attached equipment/price sheets that is not bid, other than the item that is being discontinued, will cause rejection of the bid. A vendor must bid all line items within a manufacturer group and include the catalog/list in order to be considered for an award.
ASSIGNMENT OF CONTRACT
Vendor will not assign, sublet or transfer any resulting contract without written permission from the Choctaw County Board of Education.
CANCELLATION
The contract resulting from this solicitation may be canceled by the Choctaw County Board of Education by giving 30 days written notification to the vendor. Failure to provide all items as bid including delivery, set-up, timely technical support, warranty service, and etc. will be justification for cancellation.
NOTE: Failure to deliver ordered items within the specified time frame will result in a review of the vendor’s contract status and possible subsequent removal from thecontract.
QUANTITY
No representation is expressed or implied that a particular amount or volume of equipment will be purchased from any contract resulting from this invitation-to-bid. Orders will be placed as needed and will give complete shipping instructions. Minimum orders are not applicable to this bid. However, the Choctaw County Board of Education may order a large quantity of an item on a particular order. Therefore, if a quantity discount is available, the vendor should make note of it in the bid response.
SERVICE INFORMATION/VENDOR REQUIREMENTS
Vendor is responsible for delivery, installation, if specified, warranty service for all equipment, software, supplies, etc. regardless whether or not the vendor is the original manufacturer. The vendor is the sole point of contact regarding contractual matters, including performance of services and the payment of any and all charges resulting from contract obligations. Any items offered in the ITB for which the vendor is not the OEM must be clearly identified. Vendor will be totally responsible for all obligations of each order.
Vendor must provide factory-trained and manufacturer-supported representatives to assist the Choctaw County Board of Education in resolving technical issues in regards to configuration and compatibility. A complete list of all service representatives responsible for providing support during the contract period should be included in the bid response.
Maintenance Support:
The solution must provide ongoing support for the duration of the Project. Since the cost is to cover the full costs of deploying and supporting the solution, proposals must factor a full support package into the price. The components of such a full support package must include those components necessary to assure the performance and quality specifications are met continuously and that the solution is sufficiently supported at all times. The support package must be comprehensive. Examples of supported items should include, but are not limited to: repairs, preventative maintenance, licensing (if applicable) and any other items that are included in the solution.
This support must include Help Desk or Support Center service available via toll-free phone service or similar service, and will include staffing, tools and processes to meet the districts’ support requirements. This also includes a system of dispatching, tracking, priority setting, reporting and escalation, which ensures timely and satisfactory response and resolution. The proposal may also employ other communication systems for support such as Internet audio chat, text chat, web forums, etc. The proposal must describe its Help Desk offering as well as its ongoing technical support provided for its proposed solution.
The proposal must fully describe the process and plan that will be utilized whenever a break/fix event occurs within the school’s wireless service environment. This will cover the entire process of repairing or replacing any component utilized in the managed wireless solution infrastructures. The infrastructure will be defined as switches, servers, LAN devices, remote access devices, wireless components or any other equipment provided. NOTE: Failure of the vendor to provide timely technical or maintenance support will be grounds for cancellation of the vendor’s contract. The vendor will be notified of documented problems and will have 30 days to notify the Choctaw County Board of Education of the problem resolution. Continued instances will result in cancellation of the contract.
Use Warranty:
Vendor shall warrant that all equipment/software shall be new and free of defects for three years from date of acceptance. Vendor shall at its expense, correct, repair/replace all defective items to the satisfaction of the ordering contract participant.
Warranty Service:
Vendor will be required to service and repair all equipment on a no-charge basis for a minimum of 36 months (or full manufacturer’s warranty) following ship date or acceptance, which ever comes first. The vendor must provide an approved warranty service provider by the manufacturer of the equipment being bid. Service under warranty is to include all parts, labor, travel and expenses necessary to ensure total satisfactory performance to the using agency. Vendor shall state in bid response the length of any warranties beyond the initial 36 month warranty. Vendor must be capable of making service available throughout Choctaw County. Vendor must be capable of providing four(4) hour on-site warranty service.The bidder must provide warranty service equal to or greater than that offered directly by the manufacturer for all other items.
Replacement Parts:
All parts and components utilized in the repair of equipment must be new or remanufactured to the OEM warranty. Violation of this requirement in any manner without the written consent of the Choctaw County Board of Education will result in notification to the vendor to correct all such discrepancies within one work day of notice. If the situation is not corrected, the Choctaw County Board of Education will cancel the contract with one day’s notice
NON-APPROPRIATION OF FUNDS
Choctaw County reserves the right to terminate services due to reduction of funding available or vendor’s lack of prompt and effective service to maintain connectivity per specifications. The Choctaw County Board of Education is applying for E-rate funding for this project. If this project or any part thereof is not funded by E-rate, the Choctaw County Board of Education reserves the right to change or cancel any or all projects or parts thereof. If funding is denied due to vendor error, the vendor is obligated and held responsible for providing services outlined in the contract and the Choctaw County Board of Education will be liable for only their discounted amount. After notification of award by the Choctaw County Board of Education, the vendor will receive a signed contract for the products/services. This signed contract will show the amount of the purchase that is the responsibility of the Choctaw County Board of Education under the E-rate discount. This contract is totally contingent upon the E-rate approval by the SLD. The Choctaw County Board of Education personnel will work with the vendor to ensure that the proper forms have been filed with the SLD to ensure payment to the vendor is made in a timely fashion.