Russellville City Schools Board of Education
ALJP Mini-Bid#: 189CAT2-2015
General Requirements:
The Russellville City School System(RCS) is requesting mini-bidsfor the following listed product lines (Groups).This RFP is a multi-year request for e-rate Category 2 hardware that is listed as an eligible services and filed on e-rate Form 470 Application # 674860001106114. All participating vendors that respond must have a valid USAC SLD SPIN #. The intent of this Mini-Bid is to upgrade and expand the district’s local area networks (LAN) and Wireless (WLAN) footprint. All equipment being request supports the infrastructure requirements to meet the needs at the schools and is intended to be implemented district wide at all 4 instructional facilities. Prices should be fixed for the duration of the agreement with the exception of discontinued products or equipment changes. The products being request are in three groups and while it is our intent to award this to a single vendor certain circumstances may warrant a different vendor per group. The district reserves the right to accept or deny any product changes, substitutions or price adjustments.
Orders:
All quantities specified are estimates of what we intend to purchase if funding is approved. The district reserves to the right to modify any such quantities as needed without penalty from the vendor. The amounts are not guaranteed until final purchase orders are issued to acquire products. There is no date estimate as to when we will issue purchases orders other than after July 1, 2015 if funding is approved. Vendors agree to deliver products in an acceptable time frame which is typically 30-60days after receipt of order to the district’s designated location.
Billing:
E-rate funding is being sought to pay for products if approved by USAC SLD. The district will work with the awarded vendor on how billing will be handled and if the district will take pre-discounts or file BEAR forms.
Shipping:
All prices must include shipping cost for the total estimated order amounts specified.
Compatibility:
RCS will be the sole judge in determining compatibility of equivalent or compatible products that are offered in lieu of specified equipment requested.
AWARD:
Pricing for e-rate eligible products/services will be the most heavily weighted factor in deciding the award, however, it is not the policy of RCS to purchase on the basis of low bid only. The critical nature of these services requires that RCS carefully examine each proposal.
RCS will consider the total cost of implementing each proposal. This might include the cost of facility modifications, installation expenses, and equipment that the Bidder’s proposal requires of RCS to make at its expense. RCS reserves the right to accept or reject each of the groups independently.
RCS reserves the right to seek clarification of information submitted in response to this Mini-Quote and/or to request additional information during the evaluation process.
Award Matrix ScoringDescription / Weight / Notes
Costs of Hardware, Licensing, Services, and/or installation / 45% / Based on all eRate eligible costs according to the SLD’s 2015 ESL.
Additional Costs to System for Implementation / 20% / Based on all costs and expenses that RCS would assume, including ineligible eRate installation, costs associated with preparing sites to accept service, and equipment the System would be required to purchase in order to successfully install the WLAN equipment/services, training and conversion costs, if any.
Single vendor servicing all groups
Maintenance of effort ‘expenses’ may also be considered to be expenses incurred by RCS. This includes, but is not limited to: the amount of time the System’s network administrators will need to devote to learning and configuring a new system if an existing WLAN technology already exists, as well as any new professional development burdens RCS will encounter due to the change, any efforts RCS may need to make to remove the current equipment, and other such maintenance of effort effects of making a change
Quality of Proposed Services / 35% / Quality of coverage, signal strength, and WLAN design.
Management features for K-12 environments.
Technical support services.
Compatibility with existing Wireless Local Area Network (WLAN) systems, if applicable.
References and prior experience with vendor.
Long-term costs of support contracts and licensing.
Group 1: Wireless Access Points, accessories & controller
RCSschools require the following listed products or equivalent for deployment of wireless network. Pricing for wireless access points should include cost for Cloud-hosted controller and/or Centralized, System-hosted controller (hardware or virtual appliance) with a minimum 5 years ofaccess pointmanagement, support and include standard limited lifetime hardware warranty. Any additional accessories required to mount access point to a standard drop ceiling should be included and can be included in base cost or added as line item. All currently available license associated with quoted access points should be included for a minimum of 5 years. Installation cost if includedshould be an optional component and should be broken out separately and assume use of existing category 6 network cable. On-site training of access point management controller of at least 8 hours should be included in the base cost.
Xirrus XR-630QTY 90-125
Xirrus XR-934QTY 85-125
Xirrus XP2-MSI-95M QTY 5-25
ACCESS POINT STANDARDS
Bidders should propose equivalent access point hardware with software switchable radios that allow all radios to be switched to 5GHz without additional hardware, antenna or additional license.
Bidders should propose equivalent access point hardware which can support application control at the access point level that is implemented in OSI Layer 7. Policy changes must be implemented on the fly without an access point reboot.
CONTROLLER
Bidders must describe the proposed controller solution. For instance:
- Centralized, System-hosted controller.
- Cloud-hosted controller.
Bidders must describe the licensing limitations of the controllers proposed as well as the expandability of the proposed systems should the school/ System need additional access points which exceed the controller’s capacity.
MANAGEMENT
Bidders must describe what management functions their controller software supplies. For instance –
- Does the product produce usage reports, notify the administrator of outages?
- Does the product enable Captive Portal sign on?
- Does the controller enable the use of Bonjour?
DESIGN AND DRAWINGS
This proposal places a XR-630 in every elementary classroom and XR-934 in every middle and high classroom and as such no drawings are included with this mini quote. Upon request simple drawings can be made available. Please contact Joel Andrews at .
Note: School drawings if requested should be considered confidential. Bidders should not publish them or share them with parties that are not involved in preparing the bid response.
Group 2: Network Switches and supporting modules, cables, software, and battery backups
RCS schools require Local Area Network (LAN) equipment or equivalent as listedbelow to expand wired and wireless access. Please provide per item pricing. Installation is not required for this group.
Brocade Network Equipment
ICX7750-48CQTY 0-5
ICX7450-48P-STK-EQTY 10-20
ICX7450-48P-EQTY 1-10
ICX7450-48-EQTY 2-10
ICX7450-24P-EQTY 2-10
ICX7450-24-EQTY 1-10
ICX6450-48PQTY 10-15
ICX6450-48QTY 1-10
ICX6450-24PQTY 9-15
ICX6450-24QTY 1-5
ICX7400-1X40GQQTY 10-25
ICX7400-4XGFQTY 10-20
10G-SFPP-LRQTY 5-15
10G-SFPP-SRQTY 2-30
10G-SFPP-TWX-0101QTY 1-20
10G-SFPP-TWX-0108QTY 1-5
ICX6400-EPS1500QTY 1-5
40G-QSFP-C-0101QTY 1-10
40G-QSFP-C-00501QTY 1-10
40G-QSFP-C-00508QTY 1-10
RPS16-EQTY 5-15
ICX-FAN10-EQTY 5-10
ICX6450-2X10G-LIC-PODQTY 1-5
E1MG-SX-OM-8QTY 1-10
E1MG-SX-OMQTY 1-10
E1MG-LX-OMQTY 1-10
BR-NTWADV-IP-BASEQTY 1
BNALB-SVL-SW-1QTY 1
APC Battery Backup
SMC1500-2UQTY 10-40
Group 3: Miscellaneous copper, fiber patch cablesbulk category 6 wire.
Copper Category 6 patch cables in assorted lengths and colors. RCS will determine actual lengths and quantities as well as color choices at time of order. Vendor agrees that colors will not impact pricing. Base colors are Yellow, Green, Red, Orange, Blue and Black. All copper patch cables must be snagless. CablesToGo (C2G) or equivalent. Please price accordingly.
1’ Cat6 Copper Patch Cable Part# 27810QTY 200-400
2’ Cat6 Copper Patch Cable Part# 04016QTY 200-400
3’ Cat6 Copper Patch Cable Part# 27811QTY 200-400
14’ Cat6 Copper Patch Cable Part# 27814QTY 200-400
1000 foot bulk roll of Plenum Category 6 Solid UTP with
REELEX ® or similar tangle freedistribution system.QTY 35-55
1 Meter LC/ST connector 9.25/125 SM Fiber patchQTY 5-15
1 Meter LC/ST connector 50/125 MM Fiber patchQTY 2-10
1 Meter LC/ST connector 62.5/125 MM Fiber patchQTY 20-40
EQUIVALENT PROPOSALS
Vendors may make proposals for equivalent products. Vendors wishing to do so should realize that in these cases the second component of the scoring matrix above will be heavily scrutinized. Points deductions may be incurred based on considerations other than actual dollar costs to the System. Examples for such deductions include: the amount of time the System’s network administrators will need to devote to learning and configuring the new system, any new professional development burdens the System will encounter due to the change, any efforts the System may need to make to remove the current equipment, and other such maintenance of effort effects of making a change.
WARRANTY/SUPPORT
Bidders must describe the warranty and support that is included in the proposed pricing.
Bidders must describe and provide pricing for extended warranty/support contracts.
ONSITE-EVALUATION
RCS may request an onsite evaluation of the proposed solution. If requested, the Bidder must supply an evaluation system to RCS for a limited period of time solely at the Bidder’s expense including shipping.
INSTALLATION SERVICES
Costs for installation services must be shown separately from the cost of all hardware and licensing.
The Bidder must identify whether or not it will use subcontractors for installation if applicable.
Contractor’s License
If required by State Law, Bidders wishing to include installation services must have a valid Alabama Contractors License.
Sub-Contractors
The Bidder will not cause RCS to enter into any other contract with any other vendor for installation services and will assume all responsibility for quality of work, damages, injuries, and any other adverse conditions or liabilities resulting from sub-contractor’s work. The Bidder must identify any sub-contractor who would perform any construction work and such contractors shall be fully licensed to perform the work assigned to them.
Insurance
The Bidder shall be responsible for all insurance coverage applicable to the type of work being performed in connection with this bid regardless of who is performing the work.
The Bidder shall be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Bidder assumes all risks of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the contract.
Stored Materials
Any materials, if any, stored on the job site shall be the Bidder’s responsibility.
District Regulations
The Bidder and his representatives shall follow all applicable RCS policies and rules while on school system property, including the no smoking, no weapons and drug-free policies. No work shall interfere with the school activities or environment unless permission is given by the person responsible for the specific building or an appropriate System level representative.
Criminal Background Checks
Bidder must take responsibility that all workers have been screened as appropriate for working on school campuses.
Alabama Immigration Law
Any Bidder supplying installation services may need to comply with Alabama Immigration Law, as follows:
The Beason-Hammon Alabama Taxpayer and Citizen Protection Act includes several sections that affect the financial operations of Alabama School boards.Effective April 1, 2012, every business entity or employer doing business in Alabama is required to enroll in E-Verify* and follow the related federal law and regulations for verifying the employment eligibility of newly hired employees using the E-Verify program. {See Section 31-13-15(b)}
*If you are an out-of-state employer with NO EMPLOYEES located in the State, then registration in E-Verify is not required, but a statement to such is required.
Two other sections of the law require business entities and employers with one or more employees working in Alabama to utilize the E-Verify program for newly hired employees as a condition of a contact, grant, or incentive awarded by a public entity on or after January 1, 2012 through the competitive bidding process. {See Section 31-13-9(a) & (b) and Section 31-13-25(b)}.
Alabama laws (see Title 31, Chapter 13 of the Code of Alabama 1975) require that, as a condition for the award of a contract* by a school board to a business entity or employer with one or more employees working in Alabama; the business entity or employer must provide documentation of enrollment in the E-Verify program. During the performance of the contract, the business entity or employer shall participate in the E-Verify program and shall verify every employee that is required to be verified according to the applicable federal rules and regulations. The contractor’s E-Verify Memorandum of understanding must be included with the bid. If you do not believe these requirements are applicable to your entity, include an explanation justifying such exemption. An entity can obtain the E-Verify Memorandum of understanding upon completion in the E-Verify enrollment process located at the federal web site The Alabama Department of Homeland Security ( has also established an E-Verify employer agent account for any business entity or employer with 25 or fewer employees that will provide a participating business entity or employer with the required documentation of enrollment in the E-Verify program. An Employer Identification Number (EIN), also known as a Federal Tax Identification Number, is required to enroll in E-Verify or to establish on E-Verify employer agent account.
*Act 2012-491 defines the term contract as, “…a contract awarded by the state, any political subdivision thereof, or any state-funded entity that was competitively bid …”
Russellville City Schools Board of Education
ALJP Mini-Bid# 189CAT2-2015
PRICE SHEET TABULATION
Vendor Name ______
Vendor SPIN #______
Vendor Contact Information______
Price for each Item as per specifications.
Group 1: Wireless Access Points , accessories, controller
Xirrus part number or equivalent:
Xirrus XR-630Cost:______
Xirrus XR-934Cost:______
Xirrus XP2-MSI-95M Cost:______
Please list any other items and/or cost below (add additional sheet if required):
Group 2: Network Switches and supporting modules, cables, software, and battery backup
Brocade Network Equipment part number or equivalent:
ICX7750-48CCost:______
ICX7450-48P-STK-ECost:______
ICX7450-48P-ECost:______
ICX7450-48-ECost:______
ICX7450-24P-ECost:______
ICX7450-24-ECost:______
ICX6450-48PCost:______
ICX6450-48Cost:______
ICX6450-24PCost:______
ICX6450-24Cost:______
ICX7400-1X40GQCost:______
ICX7400-4XGFCost:______
10G-SFPP-LRCost:______
10G-SFPP-SRCost:______
10G-SFPP-TWX-0101Cost:______
10G-SFPP-TWX-0108Cost:______
ICX6400-EPS1500Cost:______
40G-QSFP-C-0101Cost:______
40G-QSFP-C-00501Cost:______
40G-QSFP-C-00508Cost:______
RPS16-ECost:______
ICX-FAN10-ECost:______
ICX6450-2X10G-LIC-PODCost:______
E1MG-SX-OM-8Cost:______
E1MG-SX-OMCost:______
E1MG-LX-OMCost:______
BR-NTWADV-IP-BASECost:______
BNALB-SVL-SW-1Cost:______
APC Battery Backup part number or equivalent:
SMC1500-2UCost:______
Group 3: Miscellaneous copper, fiber patch cables and category 6 wire.
Specified part numbers or equivalent:
1’ Cat6 Copper Patch Cable Part# 27810Cost:______
2’ Cat6 Copper Patch Cable Part# 04016Cost:______
3’ Cat6 Copper Patch Cable Part# 27811Cost:______
14’ Cat6 Copper Patch Cable Part# 27814Cost:______
1000 foot bulk roll of Plenum Category 6 Solid UTP with
REELEX ® or similar tangle free distribution system.Cost:______
1 Meter LC/ST connector 9.25/125 SM Fiber patchCost:______
1 Meter LC/ST connector 50/125 MM Fiber patchCost:______
1 Meter LC/ST connector 62.5/125 MM Fiber patchCost:______
ALJP Mini-Bid# 189CAT2-2015
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