Cole R-1 School District
Cole R-1 School District
Office of the Superintendent
13600 Route C
Russellville, Missouri 65074
Request for Proposal
Leased Service or Dark Fiber Connection
Between High School and K8 Building
Bid Due: March 3, 2016
Advertisement for Bids
Leased Service or Dark Fiber Connection between
Cole R-1 Russellville High School and K8 Building
February 4, 2016
All bidders must adhere to the SLD invoicing requirements for ERATE funding and be an approved contractor with a SLD Spin# in order to be considered for the RFP. This proposal will be subsidized under the Universal Services E-rate Program for Schools and Libraries (USAC) and is in conjunction with the filing of E-rate form 470 for 2016 year funding.
No purchase order will be issued, no installation will occur and no services will be provided until approval of the form 471 application.
All bidders must comply with the Missouri Division of Labor Standards, Annual Prevailing Wage Order
No. 18 for Cole County, MO.
A bid bond in the amount of 10% of the bid must accompany the bid. The successful bidder must provide a performance and payment bond in the amount of 100% of the contract amount.
Cole R-1 Public Schools
Board Of Education
Debbie Malzner, President
Shawn Erhardt, Secretary
Introduction and Intent: This document constitutes a Request for Proposal (RFP) from Cole R-1 Public Schools. This RFP seeks qualified Contractors to provide a point to point connection between Cole R-1 High School, 13600 Route C, Russellville, Missouri 65074 and Cole R-1 Elementary and Middle School, 13111 Park Street, Russellville, Missouri 65074. We are seeking connectivity by either a leased service or dark fiber. All options for a solid 1 GB connection will be considered. The intent of this RFP is to provide the potential Contractors with sufficient information to enable them to prepare an acceptable response to this RFP.
Timeline:
· RFP Issued 2/4/20016
· Questions Submitted by 2/25/2016
· Bids Due 3/3/2016
· Bid Opening 3/7/2016
· Contractor Selection 3/24/2016
· Work Scope Dates 6/1/2016
· Test and Acceptance 8/15/2016
Scope of Work
Introduction: The Cole R-1 Public Schools in Russellville, Missouri consists of two campuses; the High School at 13600 Route C, and the K8 Campus at 13111 Park Street. Currently, a wireless bridge provides the K8 building connectivity to the network at the High School. The district would like to connect the two buildings with a solution capable of 1 GB with upgrade potential to 10 GB.
Requirements: The district is seeking bids for connectivity by either a leased service or dark fiber between the High School Campus at 13600 Route C, Russellville, Missouri and the Elementary/Middle School Campus at 13111 Park Street, Russellville, Missouri. The desired specs are:
Dark Fiber:
§ 12 Strand (6 pair) to be terminated in a breakout box located in the server room of each school. Must be indoor/outdoor Plenum rated armored fiber.
§ 1 Gb leased (up to 10 Gb capable)
§ Single mode
§ Full duplex
§ Modulating equipment or optics
§ Installation services
§ Maintenance
§ Service level agreement with a 4 hour response time and 2 day repair window.
Leased Connection:
§ 1 Gb leased (up to 10 Gb capable)
§ Full duplex
§ Installation services
§ Maintenance
§ Service level agreement with a 4 hour response time and 2 day repair window
Leased Wireless Connection:
§ 1 Gb leased (up to 10 Gb capable)
§ Full duplex
§ Installation services
§ Maintenance
§ Service level agreement with a 4 hour response time and 2 day repair window
If the solution requires the installation of switches, switch or chassis must meet the following criteria; minimum 24 port, fully managed, fully PoE+ capable, iPv6 minimum, fully populated, 14 watts per port, and have 4 additional 10 Gb ports (10 Gb capable). District interested in HP 2920-48G J9728A (with lifetime warranty) or better switch. Aerohive SR2148P 48port 802.3at PoE+ with 4 10 Gb SFP/SFP+ or better switch would also be acceptable.
Connection is to include all components necessary to create a working point to point connection between the two buildings. It should include all equipment and services to create a turnkey connection. Also include costs for maintenance of completed solution.
Vendor Profile
Vendor is to provide the following information. Information may be typed below or attached to this document.
§ Corporate Name and Address – The vendor shall list their full corporate name and address. The Vendor shall also state their status, i.e. manufacturer, distributor agent, contractor, etc.
§ Sales, Installation and Support Office – the vendor shall list their office that will support the connection.
§ Warranty Information – Provide information about the warranty coverage that your company offers on this connection.
§ Terms – Provide information about payment terms.
§ Certification – List the name and certification of each technician that will be working on this project. Also list certificates or status your company holds from manufacturers (i.e. Cisco CCNA). Attach copies of those certificates to his proposal.
§ Availability of phone support – List the phone number(s) and daily hours available for technical support.
§ Service Level Agreement – list response times Cole R-1 School District can be guaranteed for technical support (i.e., 2 hour phone response time, 2 day repair window, etc.)
District Information to Vendors:
Funding: Cole R-1 is applying for E-rate funding for this project. If this project or any part thereof is not funded by E-rate, the district reserves the right to change or cancel any or all projects or parts thereof. The winning vendor will be notified if the project requires changes or cancellation due to non-funding.
Required Information: Each bidder shall furnish a detailed proposal. The bidder shall sign the proposal page (at the end of this section), all addenda, and their Cost Proposal Sheet. The person signing the BID must initial erasures or other changes. Proposals signed by an agent must be accompanied by evidence of the agent’s authority.
Proposals must be firm. If the bidder believes it necessary to base his/her price on price adjustment, such proposal may be considered, but only as an alternate. The district is not required to pay Federal Excise Taxes and Missouri and local retail sales and use taxes (except ‘Resale Items’). Tax exemption certificates will be provided upon request.
The District expects that all proposals will remain valid until sixty (60) days after the bid opening or until contracts are signed and operational, whichever comes first. If a bidder indicates in the BID that he/she may withdraw the proposal in less than 60 days, this factor will be considered in awarding a contract.
The bidder warrants that it will ensure its compliance with current Missouri Employment laws, and will register and participate in the status verification system for all newly hired employees.
Submission of Proposals: Bid responses should be submitted at www.crwconsulting.com/rfp.
Responses presented after the time and date of the opening process will NOT be accepted.
This RFP does not commit the District to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for the articles of goods or services.
Evaluation Factors: The District will award a contract to the bidder who submits the ‘lowest and best value’ proposal.
The District reserves the right to:
· Award the entire bid to one bidder
· Award the bid (or portions) to more than one bidder
· Award the bid under the most beneficial terms for the District
· Extend the opening time and date
· Re-bid proposal
Applicable Law: This bid shall be governed by the laws, rules and regulations of the state of Missouri General Assembly which are effective and in force on the date of this bid together with any and all laws of the United States, Ordinances of the County of Cole, Missouri and the City of Jefferson City, Missouri and the policies and procedures of the Cole R-1 School District.
Hold Harmless: Bidder shall fully indemnify, save and hold harmless the District, its officers, employees, and agents (hereafter “the indemnities) against any and all liability, damage, loss, claims, demands and actions of any nature whatsoever on account of personal injuries (including, without limitation on the foregoing, worker’s compensation and death claims), property loss or damage of any kind whatsoever, which arise out of or in any manner are related to or connected with, or are claimed to arise out of or be in any manner connected with, the performance of the BID and its awarded products/services. Bidder shall, at its own expense, investigate all such claims and demands, attend to their settlement or other disposition, defend all actions based thereon and pay all charges of attorneys and all other costs and expenses of any kind arising from any such liability, damage, loss, claims, demand and/or actions.
Prevailing Wage: The contractor must pay all workers not less than the prevailing wage as determined for Cole County MO. Current Prevailing Wage Order #18 is in effect. The contractor will forfeit a penalty to the District in the amount of $10.00 per day if a worker is paid less than the prevailing wage for any work done under the contract by the contractor (or subcontractor).
Before final payment can be made, the general contractor and all subcontractors must file an “Affidavit of Compliance”, and all certified payrolls.
Substantial Completion and Liquidated Damages: The contractor shall achieve completion of the entire work no later than (date). Failure to complete the project on time will result in a $100 per day assessment of liquidated damages.
Insurance: The contractor must provide a certificate of insurance to the District in the amount of not less than one million dollars ($1,000,000) of general liability, including Worker’s Compensation statutory limits. This must be received prior to starting the project.
Bonds: A bid bond in the amount of 10% must accompany each bid to be considered. The successful bidder must provide a performance and payment bond in the amount of 100% of the contract. The performance bond must be received prior to the start of work. The bond shall also include faithful performance of the prevailing wage law that is in effect.
Substitutions: All bidders must provide requested components specified in this RFP. Bidders can offer equivalent components, and must be marked in RED. Any bid that does not have requested components listed will not be considered.
School Policies: Cole R-1 Public Schools are a ‘Tobacco Free’ District. No smoking or other tobacco products are permitted on school property. The use of profanity, illegal drugs, and alcohol are also prohibited.
Contract Document: Contractor acknowledges that the awarding of the project is on condition of a signed contract between the District and the Contractor. The Board of Education will review the contract for approval on or about March 18, 2016. The contract will contain all of the plans, specifications as outlined in the RFP, and any addendums.
Implementation Schedule: The winning contractor will start the project on June 1, 2016 and finish by August 15, 2016. Building hours during summer will be 6:30am- 3pm. The District will work with the contractor for access to the building after 3pm. The building will be closed on Monday, July 4, 2016.
Payment: One payment will be made after completion of the project and final acceptance of all terms of the contract. There will be no partial payments made during the course of the project.
Below is a high level picture showing the two buildings that need to be connected.
To be signed by contractor:
Cole R-1 Schools: 1-10 GB Point to Point Connection
By signing below I certify that:
· No federal or state suspension or debarment is in place.
· No criminal history of the firm/contractor or its employees exists.
· There is no collusion involved in presenting the BID or its components.
· The minimum insurance requirements are in place.
Signature: My signature certifies that, as agent for:
______
Company/Firm Name
I have read and will abide by each portion of the BID component “Instructions to Contractors.”
______
Signature Date
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