San Lorenzo Unified School District Request for Proposals # 19-01 District-Wide Wireless LAN Rollout

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01

Proposals Due January 22, 2019

SLZUSD Purchasing Department 15510 Usher Street San Lorenzo, CA 94580

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 NOTICE TO PROPOSERS

Notice is hereby given that the Board of Trustees of the San Lorenzo Unified School District, County of Alameda, State of California, will receive sealed Proposals for the following:

RFP NO. 2019-01– WIRELESS LAN ROLLOUT Opening Date: Tuesday, January 22, 2019 at 11 a.m.

PROPOSAL OPENING DATE AND TIME: Responses will be opened and read publicly on Tuesday, January 22, 2019, at 11 a.m., at the San Lorenzo Unified School District Purchasing Department. Responses must be sealed and filed at San Lorenzo Unified School District, Purchasing Department, 15510 Usher Street, San Lorenzo CA 94580 before the time fixed for opening proposals for this Proposal.

DISTRICT PROPOSAL FORM MUST BE USED: All Proposals must be submitted on the Proposal Forms obtainable on the District website. Each proposal must be in accordance with the specifications in the Proposal documents. All sealed envelopes must be clearly marked "PROPOSAL NO. 19-01.”

Optional JOB WALK: Job walk is scheduled for January 8, 2019. Proposers attending the walks shall meet at the San Lorenzo USD District office located at 15510 Usher Street, San Lorenzo by 8:30 am sharp.

PROPOSAL WITHDRAWAL LIMITATION: No Proposer may withdraw his Proposal for a period of 120 days after the date set for the opening thereof.

RIGHTS RESERVED TO THE DISTRICT: The Board of Trustees reserves the right to be the sole judge of the responsibility of any responder and of the suitability of the equipment, supplies, and/or services offered.

Ben Canlas Director of Business Services San Lorenzo Unified School District

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01

Request for Proposal #19-01 San Lorenzo Unified School District District-Wide Wireless LAN Rollout

Response Due : January 22, 2019, 11 a.m.

Purpose and Scope . The purpose of this Request for Proposal (RFP) is to solicit proposals from vendors for the purchase and installation of a high-density, wireless LAN infrastructure for sixteen (16) sites and facilities in the San Lorenzo Unified School District (the “District”), including the District Office, pursuant to Public Contract Code section 20118.2. General information about the District can be found at http://www.slzusd.org .

The District is seeking to implement extended, secure coverage to all points within school district buildings. The acquisition will include top of rack switches, 10 Gig connectivity to IDF switches, 10 Gig connectivity to Wireless Access Points, new core MDF L2/3 switches, UPS (Uninterruptible Power Supply), cabling, and any other equipment deemed necessary for the expansion of the wireless network. (See Table A and Table B files.) Other requirements include:

1. A system supported by a highly qualified and reliable vendor with experience in complex cabling implementations. 2. Mainstream products with strong manufacturer commitment and vendor support. 3. Industry standards-based – 802.11a/n/ac and 802.11b/g/n 4. Easy to install/upgrade to newer standards as they become widely accepted and available. 5. Easy integration into existing centralized management system.

San Lorenzo USD is required to post both this RFP and Form 470 on the USAC EPC Portal site. Questions and responses and any addenda will be posted on the district’s website and the EPC portal site. In the event that there is a discrepancy between the documentation posted in multiple locations, the controlling (master) document will always be located at the District’s Purchasing website http://www.slzusd.org/purchasing (scroll to “Current Bids”) for any addenda to the RFP. For the purpose of this document, the terms proposer, responder, vendor, supplier and contractor are those entities submitting a response to this RFP.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 SECTION 1: GENERAL REQUIREMENTS

1.1 Proposal Validity Period . Submission of the proposal will signify the vendor’s agreement that their proposal and the content thereof are valid for 120 days following the submission deadline and will become part of the contract that is negotiated between the District and the successful vendor.

1.2 Evaluation Process . The evaluators will consider how well the vendor’s proposed solution meets the needs of the District as described in the vendor’s response. It is important that the responses be clear, concise and complete so that the evaluators can understand all aspects of the proposal. The evaluation process is not designed to simply award the contract solely based on the lowest Cost Proposal. Rather, it is intended to help the District select the right vendor with the best combination of professional attributes, experience, relevant skill-sets, and costs, based on the evaluation factors.

Public Work dictates that lowest qualified and responsible bid wins. However, the District will review the winning bid for completeness and accuracy. Proposals found to be incomplete or not accurate may be rejected as non-responsive. The San Lorenzo Unified School District may choose to ask clarification questions or request additional information. All responses will be required in writing; incomplete or unclear responses will result in rejection of proposal.

The District reserves the right to require that a subset of finalists make a presentation to the evaluation team for consideration. This RFP provides general and technical information as well as the required format for responses.

Please include all required and appropriate information with your proposal. No other source of information, written or verbal, will be considered part of your proposal. At the completion of the RFP process, the District will determine the viability of moving forward to complete negotiations with the chosen vendor to provide equipment services and solutions that best meet the needs of the District’s criteria for design, cost, vendor requirements and references.

All Responders must meet the following criteria: 1. Responder must be currently licensed to do business in the State of California and registered with the Department of Industrial Relations, which will be validated by Responder providing copies of all licenses and/or certificates as part of Responder’s proposal. 2. Responder must have been in existence at least three (3) years as an operating business. 3. Responder must not have declared any form of Bankruptcy in the last five (5) years. 4. Responder must provide a list of at least three (3) clients where 4

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 Responder has established a contract of comparable size and scope of services. 5. Responder shall have the ability to fulfill standard contract requirements, including indemnification and insurance of the District, if necessary. 6. Responder must be currently eligible as a provider of services under the E-Rate guidelines and provide their E-Rate Service Provider Identification Number (SPIN). 7. Responder shall meet other presentation and participation requirements listed in this RFP.

1.3 Schedule . Hard copy responses and related material must be delivered by 11 am, January 22, 2019 as specified in Sections 1.14 and 1.15. Late responses will not be considered.

An approximate schedule is as follows:

Activity Time Date RFP released December 11, 2018 Mandatory Job Walk 8:30 a.m. January 8, 2019 Deadline for Questions 4 p.m. January 15, 2019 Proposal Due Date 11 a.m. January 22, 2019 Contract Award/Vendor Selection TBD

1.4 Deadline for Questions . Questions regarding the RFP should be asked in writing after the facility tour. Responses will be posted on the District. In order to make information available to all proposing vendors, no questions will be answered if submitted after 4 p.m. on January 15, 2019.

1.5 RFP Submission . Please submit four (4) hard copies of the proposal and one electronic copy (on USB Drive or CD/DVD), in its entirety, to Ben Canlas located at 15510 Usher Street, San Lorenzo, CA 94580 by 11 a.m. on January 22, 2019.

1.6 Vendor Communication . Upon release of this RFP, all vendor communications concerning the overall RFP should be directed to the Director of Business Services listed below. Unauthorized contact with District employees regarding this RFP is not permitted. Any oral communications will be considered unofficial and non-binding to the District. Vendors should rely only on written, faxed, or e-mailed statements issued by:

Ben Canlas Director of Business Services San Lorenzo Unified School District

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 All questions and/or clarifications regarding the submission and/or technical specifications regarding this proposal must be submitted in writing to the attention of Ben Canlas via e-mail at [email protected]. All requests for information or requests for clarifications must be submitted by the date and time specified in the Project Bid Timeline. All responses will be posted on the district’s website Purchasing Page http://www.slzusd.org/purchasing as well as EPC. Questions submitted after the deadline will not be responded to.

1.7 Right of Selection/Rejection - Waiver of Informalities or Irregularities . The District reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the District. Selection of a vendor shall not be construed as an award of contract but as a commencement of contract negotiations, including but not limited to the proposed contract price. The District also reserves the right to award these services to one vendor, multiple vendors, or to not award the contract to any vendors based on internal District criteria.

1.8 RFP Revisions . The District reserves the right to cancel or reissue the RFP at any time. Addenda or a notice of cancellation will be posted to the District’s website as well as the EPC portal. It is the sole responsibility of the proposer to monitor the District’s website and EPC for the posting of such information.

All questions and inquiries regarding this RFP shall be submitted on or before January 15, 2019. Please send your questions/inquiries to [email protected]. Questions and answers, and any correction of the contract document will be made by Addendum duly issued and a copy of such Addendum will be made available at http://www.slzusd.org/purchasing and USAC’s EPC Portal. Any addenda issued prior to the opening of the proposal shall be made part of the contract.

1.9 Compensation . No payment of any kind will be provided to the submitting vendor, or parties they represent, for obtaining any of the information solicited. Procurement of all equipment and services will be in accordance with any subsequent written contract.

1.10 Commitments . All quotes should be submitted on the most complete basis and with the most favorable financial terms available. The selected proposal may, at the District’s option, be made part of the final purchase contract, and all representations in the proposal may be considered commitments to supply the system as described.

1.11 Contract Award and Execution . The District reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendors can offer. Proposed costs should conform to E-Rate rules as it applies to Lowest Corresponding Costs, and should not be dependent on the District purchasing these services from an existing Master, or ‘piggyback’, contract. It is understood that the proposal will become a part of the official file on this matter without obligation to the District. The general conditions and specifications of the RFP and the successful vendor’s response, as 6

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 amended by agreements between the District and the vendor, will become part of the contract documents. Additionally, the District will verify vendor representations that appear in the proposal. Failure of the vendor’s products to meet the mandatory specifications may result in elimination of the vendor from competition or in contract cancellation or termination. The successful vendor is expected to enter into a contract with the District on terms similar to those set out in this RFP. If the selected vendor fails to sign and return the final contract within ten (10) business days of delivery, the District may elect to cancel the contract and award it to the next highest-ranked vendor.

No cost to the District may be incurred before the vendor has returned a fully executed contract.

1.12 Late Submissions . Proposals received after the due date, and time, will not be accepted. The District is not responsible for late delivery or proposals lost in transport. Please refer to the RFP schedule for the due date.

1.13 Proposal Preparation . All proposals must be received by 11 a.m. on January 22, 2019. Proposals are limited to 8 -1/2 x 11 paper in appropriately sized three ring binders or portfolios. One electronic copy on USB drive or CD/DVD must be included in the sealed envelope. Email or Faxed proposals will not be accepted. The District is not responsible for any costs incurred by the responder in the preparation of the proposal.

Proposals must be organized as follows: 1. Cover letter – must include firm name, address, telephone, fax, and email address. 2. Company information (page 16.) 3. List of similar projects and references (page 18-19). 4. Answers to Specific Questions posed in this RFP (Section 2). 5. Proposed design solution including a list of the specific equipment, and any site maps and data cabling needed to provide a complete Wireless Infrastructure system meeting the requirements identified in Section 2. 6. Detailed cost proposal, broken down by school/district office. 7. Project management plan including a proposed system design and installation schedule. The District’s intent is to have all networks installed, tested and functional before the first day of school, SY 2019-20. 8. Identify all warranties and guarantees. 9. Non Collusion Declaration (page 17). 10. Page 10 showing agreement to piggyback clause.

1.14 Number of Proposals . Responders shall provide four (4) hard copies of their proposal and one electronic copy on USB drive or CD/DVD in a sealed envelope. Each envelope must be clearly marked with “RFP 19-01”. If printed supplementary materials are included which are not 8.5 x 11, four (4) copies should be included.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 1.15 Screening of Proposals . The District will screen all proposals and may reject any proposal that does not meet the minimum requirements. The District reserves the right to reject any and all proposals. The District shall evaluate the proposal evaluation is based on lowest responsive responsible bidder.

1.16 Ownership of Materials . All materials submitted in response to this RFP become the property of the District. Proposals and supporting materials will not be returned to Responders.

1.17 Confidential or Proprietary Information . The District is not obligated to maintain the confidentiality of any information that was known prior to receipt of a proposal, or becomes publicly known through no fault of the District, or is received without obligation of confidentiality from a third party. District documents are subject to the California Public Records Act, (Gov. Code § 6250, et seq.). If a public record’s act request is made to view confidential information in a proposal, the District shall notify the responder of the request and the date that such records will be released to the requester.

1.18 Complete Solutions . The District will accept only complete solutions from a prime supplier. Responders may not propose on only one item or selected items from the RFP.

1.19 Award Notification . The District will make selection after proposal review, possible interviews, and references checks. After a final selection is made, the selected supplier will be invited to negotiate a contract with the District. The selection and contract is tentatively scheduled to be presented to the SLZUSD Board of Trustees for approval at their meeting on February 19, 2019. Remaining Responders will be notified in writing of their selection status on or after February 20, 2019.

1.20 No Press Releases or Public Disclosure . The selected vendor may not release any information about this RFP. The selected supplier may not issue a press release until after Board approval and under contract with the District.

1.21 Contract Award . The contract will consist of this RFP, the proposal, District standard terms and conditions, and all addenda, along with all other written correspondence concerning this RFP.

1.22 Primary Supplier . The District expects to negotiate and contract with only one prime supplier. The District will not accept any proposals that reflect an equal teaming arrangement or from Responders who are co-Proposing on this RFP. The District will not accept any invoices from subcontractors or become part of any negotiations between a prime supplier and a subcontractor.

Software upgrades, fixes, or any other enhancements to the solution shall be made available to the District under the same conditions as the original proposal, up to and including the implementation date. 8

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 1.23 Offer Expiration Date . Proposals in response to this RFP will be valid for 120 days from the proposal due date. The District reserves the right to ask for an extension of time if needed.

1.24 Designation of Requirements . The District fully expects responders to provide a comprehensive solution on a level that meets or exceeds all requirements as stated in the RFP. To prevent any confusion about identifying requirements in this RFP, the following definition is offered: The words shall or must are used to designate a "high priority requirement". Responders must respond to all high priority requirement presented in this RFP. Failure to respond to all high priority requirements may be cause to disqualify a proposal.

1.25 Product Use Requirements . The District requires that hardware included in proposals be currently in use in a production environment by at least three (3) other public school districts in California and/or other states and have been in use for at least six months. Unreleased or beta test hardware, systems software, or application software will not be accepted. It is understood that applications and software required to be developed is excluded from this provision.

1.26 Proposal Errors . The District will not be liable for any errors or omissions in proposals.

1.27 Alternate Proposal and Options . Responders may propose enhancements or equipment that provides increased performance as an option to the baseline RFP. Any option proposed must be clearly itemized as an option with the appropriate cost increase (or decrease) and contain a brief description of the enhancement.

1.28 Pricing . Responders shall provide the District with firm, fixed prices for the equipment at all sites specified in this RFP.

1.29 E-Rate. All pricing as proposed in Proposer's/Responder's solution must conform to E-Rate rules and regulations, as well as FCC mandates, as it applies to Lowest Corresponding Price, and must be proposed as a separate contract price, independent of the District’s ability to use any ‘master contract’ or ‘piggyback contract’ pricing element.

1.30 Piggyback Clause . For the term of any Agreement reached between the District and the selected Vendor, and any extension thereof, and at the option of the vendor, other school districts and community college districts, any public corporation or agency, including any county, city, town or other public corporation within the State of California, may purchase, lease-purchase, or otherwise acquire the identical item(s) at the same price and upon the same terms and conditions, pursuant to Public Contract Code section 20118 (K-12) and 20652 (Community Colleges) of the Public Contract

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 Code. The San Lorenzo Unified School District waives its right to having such other Districts draw their warrants in favor of this district as provided in said code section.

______Initial to indicate acceptance of Sections 1.32 and 1.33 and return with Proposal submission.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 SECTION 2: TECHNICAL REQUIREMENTS

Introductory Note: The District is encouraging the broadest possible response to its need for a robust, comprehensive and adaptable Wireless System. If the products and systems you propose render one or more of the following questions or specifications inapplicable, please so indicate in your response.

2.1 Architecture Overview and System Technology . The following section requests information concerning general characteristics about proposed equipment for an 802.11a/n/ac and 802.11b/g/n network expansion. The equipment selected must be compatible with current 802.11a/n/ac and 802.11b/g/n deployment and also have the flexibility for a future upgrade to support new standards. Please provide the requested information in the attached “ Table A ” and “ Table B ”. All answers must relate to equipment/features the vendor is currently proposing. Do not indicate features from future products.

The District’s existing switching infrastructure is insufficient to support the robust Wireless LAN envisioned in this RFP. Accordingly, the successful respondent will need to include an upgrade of existing equipment to support 10 Gig connectivity between IDF and MDF closets at 2 sites. The existing dark fiber will need to be upgraded to single mode (ITU G.652) fiber between IDF and MDF closets to support the Wireless LAN expansion. The design must include new top of rack switches in each IDF to support multi-gig to the access points, a new access switch at each MDF to support multi-gig to the access points, and new core switches at 1 high school, 9 elementary schools and 3 middle schools to support the added bandwidth needed. In addition, each access point location will need upgraded copper cabling to CAT6a standards. It is intended that the existing VLAN’s, ACL, and other configurations currently on the switches be maintained.

Table A . attached lists all sites along with MDF and IDF information. It will be up to the Vendor to determine all needed cables, optics, and other parts if required. All hardware listed can be an equivalent model but must be fully compatible with existing hardware.

Existing hardware : Ruckus R700 Access Points Cisco WS-3560E-12D-E Core Switches Cisco WS-4500X-32 Core Switches (Arroyo/San Lorenzo High) Cisco WS-3560E-48PD-S IDF/MDF Access Switches Cisco SFP-10G-LR Cisco SFP-10G-LRM

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 APC SMX1500RM2U APC SMX1500RM2U + SMX48RMP2U

Sample switches: Cisco WS-C3850-12XS Core Switches or equivalent Cisco WS-C3650 series with multi-gig ports or equivalent

2.2 Wired Networking.

Cabling Copper– All access point locations will need to be upgraded to CAT6a in order to support 10 Gig connectivity back to IDF or MDF closets. All data jacks shall be keystone style jacks. New patch panels in the IDF and MDF will need to be installed to support the new data jacks. All new patch cables for wireless access points will be needed to support the 10 Gig connectivity to the access points. Current network hardware consists of Cisco 3560E, 3750E, 4500, and other Cisco switches. One or two existing CAT5 cables to each access point location/room will need to be removed in case of density issues in existing pathways. Faceplates may be required to cover existing data jacks if the existing CAT5 cable has been removed.

Cabling Copper– (Single site listed in Table-B) All optics will need to be upgraded to support 10 Gig connectivity between IDF and MDF closets. Current hardware consists of Cisco 3560E switches at the site. The vendor will need to run 6 strand single mode fiber cable from IDF to MDF closets as listed. The vendor will be responsible for counting the required optics and type at the site (LRM or LR). Cables and connecting hardware shall at a minimum comply with mechanical and electrical requirements of EIA/TIA-568-B.3 and termination shall be LC connectors.

Questions to be addressed in your response: 1. List the manufacturer of the all cables, patch panels, and connectors that you are proposing. 2. Describe your test plan to ensure that existing and new single mode fiber meet TIA/EIA standards. What will be delivered to the District as evidence that these tests were complete and successful? 3. Describe the warranty on the cabling as well as well as who will support it (the manufacturer or the installer).

Hardware – All new top of rack switches will need to be installed (in every IDF) to support multi-gig to the wireless access points. All new access switches at the MDF will need to be installed and support multi-gig to the wireless access points. Switch and port counts will be determined by vendor based on number of ports and uplinks required. Existing IDF switches will need to be connected to new top of rack switch. New core switches will need to be installed at all elementary and middle schools and the port counts should be equal or greater than current core switches. New switches must be compatible with current network configurations. Vendor will need to determine if new optics and cables will need to be installed based on new switch proposed.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 Questions to be addressed in your response: 1. List manufacturer and model switches. 2. Will existing optics be used. 3. Will existing patch cables be used (fiber optics and copper). 4. Will there need to be configuration changes to existing hardware to integrate the new switches into the environment.

2.4 Power. A UPS (uninterruptible power supply) shall be installed in all IDFs at Royal Sunset High and East Bay Arts. The UPS shall supply power to switches in case of brief power interruptions. UPS will be installed in existing racks/cabinets. Sample models and counts are on Table-B.

Questions to be addressed in your response: 1. List the manufacturer of the UPS. 2. List the model and or sub model of the UPS. 3. List the estimated run time for each IDF/MDF based on the proposed UPS model.

2.5 Planning and Design . The District believes that a live site survey will be beneficial in learning the current implementation of the Districts network.

Please complete the following additional questions: 1. Will you perform a live survey of each District location? 2. Describe any issues you foresee mitigating the existence of the schools’ heterogeneous wired networks. 3. List all proposed components for the project. 4. Attach data sheets for all proposed equipment.

2.6 Support . Questions to be addressed in your response: 1. Describe the process for reporting a hardware failure in one of the components of the proposed system. 2. What methods are available for contacting tech support (phone, email, website, etc.)? What are the times for response and problem resolution? 3. How quickly can replacement components be delivered on-site? 4. What is the standard warranty and maintenance for each of the components proposed? 5. Describe the product training offered and included.

2.7 Training Plan . The District requires that the supplier provide comprehensive training addressing the needs of user, administrative, technical, and operational personnel. The supplier is encouraged to propose innovative approaches to training such as programmed self-study guides, online tutorials, DVDs, CD-ROMs and computer based training. All training will include step-by-step detail that will enable employees unfamiliar with the system to perform the described activities. 13

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 2.8 Training Documentation . Comprehensive high quality user documentation is essential for the success of this project. Documentation shall be provided that covers all system hardware and software. All documentation provided shall be in written form. Documentation should also be provided in electronic form and network accessible.

2.9 Sites included in this RFP .

1. Arroyo High School, 15701 Lorenzo Avenue, San Lorenzo, CA 94580 2. Bay Elementary School, 2001 Bockman Road, San Lorenzo, CA 94580 3. Bohannon Middle School, 800 Bockman Road, San Lorenzo, CA 94580 4. Colonial Acres Elementary School, 17115 Meekland Avenue, Hayward, CA 94541 5. Corvallis Elementary School, 14790 Corvallis Street, San Leandro, CA 94579 6. Dayton Elementary School, 1500 Dayton Avenue, San Leandro, CA 94579 7. Del Rey Elementary School, 1510 Via Sonya, San Lorenzo, CA 94580 8. East Bay Arts High School, 20450 Royal Avenue, CA 94541 9. Edendale Middle School, 16160 Ashland Avenue, San Lorenzo, CA 94580 10. Grant Elementary School, 879 Grant Avenue, San Lorenzo, CA 94580 11. Hesperian Elementary School, 620 Drew Street, San Lorenzo, CA 94580 12. Hillside Elementary School, 15980 Marcella Street, San Leandro, CA 94578 13. Lorenzo Manor Elementary School, 18250 Bengal Avenue, Hayward, CA 94541 14. Royal Sunset High School 20450 Royal Avenue, CA 94541 15. San Lorenzo High School, 50 E. Lewelling Boulevard, San Lorenzo, CA 94580 16. Washington Manor Middle School, 1170 Fargo Avenue, San Leandro, CA 94579

2.10 Written Guarantee . The winning Proposer will supply a written guarantee that the hardware will be warrantied from defects for a minimum of 5 years for installation and a minimum of one (5) years for the hardware. The Proposer will also warrant software defects for a period of one (1) year. Cabling will be covered for hardware and installation for a minimum of fifteen (15) years.

Additionally, all warranties must be clear, concise and in writing . Warranties shall be specific as to what is and is not covered along with the exact term (in calendar days) of each covered item. Warranties shall cover all individual modules, supplies or created interfaces and any ancillary product that is purchased from the awarded Vendor. In addition, the awarded Vendor will warrant and guarantee the seamless integration and interface modules proposed herein. Vendor(s) must warrant that the specifications, capabilities and performance characteristics are as stated in the proposal and accompanying documentation. Submission of a proposal will represent your agreement to these conditions.

2.11 TRADE NAMES AND ALTERNATIVES For convenience in designation on the plans or in the specifications, certain articles or materials to be incorporated in the work may be designated under a trade name or in

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 the name of a manufacturer. Whenever in specifications any materials, process, or article is indicated or specified by grade, patent, or proprietary name or by name of manufacturer, such specification shall be deemed to be used for the purpose of facilitating description of material, process or article desired and shall be deemed to be followed by the words "or equal," and service provider may, unless otherwise stated, offer any material, process or article which shall be substantially equal or better in every respect to that so indicated or specified.. Burden of proof as to equality of any material, process or article shall rest with service provider. Service Provider shall submit request together with substantiating data for substitution of any "or equal" item within the sealed bid packet at the closing of bids. Provision authorizing submission of "or equal" justification data shall not in any way authorize an extension of time of bid response. Please note: All “or equal” components must not void and must be supported by corresponding manufacturer warranty.

The District retains the right to be sole judge as to whether equivalency has been proven and whether alternates will be accepted.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01

SECTION 3: OTHER RFP REQUIREMENTS

3.1 Equal Opportunity . The responder must be an Equal Opportunity Employer, and shall certify that they are in compliance with the Civil Rights Act of 1964, the State Fair Employment Practice Act, and all other applicable Federal and State laws and regulations relating to equal opportunity employment, including Executive Order No. 11246 of September 24, 1965.

3.2 Errors and Omissions . If a responder discovers an ambiguity, conflict, discrepancy, omission, or other error in the RFP, they shall immediately notify the District of such error writing and request clarification or modification of the document. Modifications will be made by addenda. Such clarification shall be given by written notice to all parties who have been furnished an RFP for proposing purposes, without divulging the source of the request for same. Insofar as practicable, the District will give such notice to other interested parties, but the District shall not be responsible therefore. All notices regarding this RFP shall be posted on the EPC portal as required by USAC’s E-rate requirements.

If a responder fails to notify the District, prior to the date fixed for submission of Proposals of an error in the RFP known to them, or an error that reasonably should have been known to them, they shall Proposal at their own risk; and if they are awarded the contract, they shall not be entitled to additional compensation or time by reason of the error of its later correction.

The Proposer should carefully examine the entire RFP and early addenda thereto, and all related materials and data referenced in the RFP or otherwise available to them, and should become fully aware of the nature and location of the work, and the conditions to be encountered in performing the work.

3.3 Proposer Agreement . In compliance with this request for proposal, the responder will propose and agree to furnish all labor, materials, transportation, and services for the work described and specifications and for the items listed herein.

3.4 Proposal Agreement . If the responder is an individual or an individual doing business under a firm name, the proposal must, in addition to the firm name, be signed by the individual; if the responder is a partnership, the proposal should be signed with the partnership name by one of the partners; if a corporation, with the name of the corporation by an officer authorized to execute a proposal on behalf of the corporation.

3.5 Non-Collusion . The completed Non-Collusion declaration must be returned with the proposal.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 PROPOSAL SIGNATURE PAGE (Complete and return with Proposal submission)

______Company Name

______Address City State Zip

______Telephone Number Fax Number

______Signature Date

______Printed Name Title

______Email Address Federal ID Number

______E-Rate Service Provider Identification Number (SPIN).

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 NONCOLLUSION DECLARATION TO BE EXECUTED BY RESPONDER AND SUBMITTED WITH PROPOSAL (Public Contract Code section 7106) The undersigned declares:

I am the ______of ______, the party making the foregoing Proposal.

The Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Proposal is genuine and not collusive or sham. The Proposer has not directly or indirectly induced or solicited any other Proposer to put in a false or sham Proposal. The Proposer has not directly or indirectly colluded, conspired, connived, or agreed with any Proposer or anyone else to put in a sham Proposal, or to refrain from Proposing. The Proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Proposal price of the Proposer or any other Proposer, or to fix any overhead, profit, or cost element of the Proposal price, or of that of any other Proposer. All statements contained in the Proposal are true. The Proposer has not, directly or indirectly, submitted his or her Proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, Proposal depository, or to any member or agent thereof, to effectuate a collusive or sham Proposal, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Proposer that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Proposer.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ______[date], at ______[city], ______[state].

Signature: ______

Print Name: ______

Title: ______

Firm Name: ______

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 REFERENCES

Reference #1

1. Customer Name:

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San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01

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San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 E-RATE SUPPLEMENTAL TERMS AND CONDITIONS

Signed copy to be returned with bid response.

The Telecommunications Act of 1996 established a fund by which Schools and Libraries across the Country could access discounts on eligible telecommunications products and services. The program is commonly known as the E-rate Program. The eligibility for discounts on internet access, telecommunications products and services, internal connection products, services and maintenance is determined by the Federal Communications Commission (FCC). Funding is made available upon application approval by the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC), which was established by the Act. The amount of discount is based on the numbers of students receiving free and reduced price meals.

1) E-RATE CONTINGENCY

The project herein is contingent upon the approval of funding from the Universal Service Fund’s Schools and Libraries Program, otherwise known as E‐rate. Even after award of contract(s) and/or E-rate funding approval is obtained, the District may or may not proceed with the project, in whole or in part. Execution of the project, in whole or in part, is solely at the discretion of the District.

2) SERVICE PROVIDER REQUIREMENTS

The District expects Service Providers to make themselves thoroughly familiar with any rules or regulations regarding the E-rate program.

a. Service Providers are required to be in full compliance with all current requirements and future requirements issued by the SLD throughout the contractual period of any contract entered into as a result of this RFP.

b. Service Providers are responsible for providing a valid SPIN (Service Provider Identification Number). More information about obtaining a SPIN may be found at this website: http://www.usac.org/sl/service- providers/step01/default.aspx

c. Service Providers are responsible for providing a valid Federal Communications Commission (FCC) Registration Number (FRN) at the time the bid is submitted. More information about obtaining an FRN may

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 be found at this website: https://fjallfoss.fcc.gov/coresWeb/publicHome.do

d. Service Providers are responsible for providing evidence of FCC Green Light Status at the time the bid is submitted. Any potential bidder found to be in Red Light Status must provide an explanation of the steps it is undertaking to be removed to Red Light Status and the expected timeframe for resolution. A Service Provider's sustained Red Light Status may be grounds for contract termination as it could prohibit the Service Provider from providing E-rate discounts in a timely manner which would cause harm to the Applicant. More information about FCC Red and Green Light Status may be found at this website: http://www.fcc.gov/debt_collection/welcome.html

e. Products and services must be delivered before billing can commence. At no time may the Service Provider invoice before July 1, 2019.

f. Prices must be held firm for the duration of the associated E-rate Funding Year(s) or until all work associated with the project is complete (including any contract and USAC approved extensions).

g. Goods and services provided shall be clearly designated as “E-rate Eligible”. Non-eligible goods and services shall be clearly called out as 100% non-eligible or shall be “cost allocated” to show the percentage of eligible costs per SLD guidelines.

h. Within one (1) week of award, the awarded Service Provider must provide the District a bill of materials using a completed USAC “Item 21 Template”. Subsequent schedules of values and invoices for each site must match Item 21 Attachment or subsequent service substitutions. A summary sheet must also be provided to provide the cumulative amount for all sites.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 i. In the event of questions during an E-rate pre-commitment review, post- commitment review and/or audit inquiry, the awarded Service Provider is expected to reply within 3 days to questions associated with its proposal.

j. The awarded Service Provider is required to send copies of all forms and invoices to the District prior to invoicing USAC for pre-approval. Failure to comply with this requirement may result in the District placing the vendor on an “Invoice Check” with the USAC http://www.usac.org/sl/applicants/step07/invoice-check.aspx

k. Services providers must comply with the FCC rules for Lowest Corresponding Price ("LCP"). Further details on LCP may be obtained at USAC's website: http://www.usac.org/sl/service-providers/step02/lowest- corresponding-price.aspx

3) SERVICE PROVIDER ACKNOWLEDGEMENTS

a. The Service Provider acknowledges that no change in the products and/or services specified in this document will be allowed without prior written approval from the district and a USAC service substitution approval with the exception of a Global Service Substitutions.

b. The Service Provider acknowledges that all pricing and technology infrastructure information in its bid shall be considered as public and non- confidential pursuant to §54.504 (2)(i)(ii).

c. The Service Provider acknowledges that its offer is considered to be the lowest corresponding price pursuant to § 54.511(b). Should it not be the lowest corresponding price, the service provider must disclose the conditions leading to the applicant being charged in excess of lowest corresponding price.

d. This offer is in full compliance with USAC’s Free Services Advisory http://www.usac.org/sl/applicants/step02/free-services-advisory.aspx. There are no free services offered that would predicate an artificial 23

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 discount and preclude the applicant from paying its proportionate non- discounted share of costs. The service provider agrees to provide substantiating documentation to support this assertion should the applicant, USAC, or the FCC request it.

4) STARTING SERVICES/ADVANCE INSTALLATION – Category 1 Services

The annual E-rate Funding Year begins on July 1 and expires on June 30 of each calendar year. Regardless of the contract “effective date”, E-rate eligible goods and/or services requested in this RFP shall be delivered no earlier than the start of the 2019 funding year (July 1, 2019). If Category 1 services (Telecommunication Services and Internet access) will begin on or shortly after July 1 of a funding year, the service provider, in some cases, may need to undertake some construction and installation work prior to the beginning of that funding year. Within the limitations indicated below, the infrastructure costs of a service provider can be deemed to be delivered at the same time that the associated Category 1 services begin. That is, if services begin on July 1, then the delivery of service provider infrastructure necessary for those services can be considered as also delivered on July 1. However, NO INVOICING can take place prior to July 1 of the associated Funding Year.

EARLY FUNDING CONDITIONS

Category 1 There are four conditions that must be met in order for USAC to provide support in a funding year for Category 1 infrastructure costs incurred prior to that funding year.

• Initiation of installation cannot take place before selection of the service provider pursuant to a posted Form 470 and in any event no earlier than six months prior to July 1 of the funding year.

• The Category 1 service must depend on the installation of the infrastructure.

• The underlying Category 1 service cannot have a service start date prior to July 1 of the funding year.

• No invoices can be submitted to USAC for reimbursement prior to July 1 of the funding year.

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01

For more information, please refer to the FCC Order involving the Nassau County Board of Cooperative Educational Services (DA 02-3365 , released December 6, 2002). This FCC decision only applies to Priority 1 services (telecommunications services and Internet access).

The complete text can be found at the following URL: http://www.usac.org/sl/applicants/step05/installation.aspx

Category 2 There is one condition that allows USAC to provide support in a funding year for Category 2 installation costs incurred prior to that funding year.

• We also amend our rules for category two non-recurring services to permit applicants to seek support for category two eligible services purchased on or after April 1, three months prior to the start of funding year on July 1. This will provide schools with the flexibility to purchase equipment in preparation for the summer recess and provide the maximum amount of time during the summer to install these critical networks.

For more information, please refer to the FCC Report and Order and Further Notice of Proposed Rulemaking ( FCC 14-99 , released July 23, 2014). This FCC decision only applies to Category 2 services (Internal Connections).

However, NO INVOICING can take place prior to July 1 of the funding year.

5) INVOICING

a. The Service Provider agrees to bill and receive a portion of the payment for the provisions of goods and services described herein directly from USAC via the Form 474 Service Provider Invoice (SPI). The District will only be responsible for paying its non ‐discounted share of costs and does not intend to use the BEAR process (Form 472). The maximum percentage the District will be liable for is the pre-discount amount minus the funded amount as shown on the FCC Form 471 Block 5 and any identified ineligible costs. Upon the successful receipt or posting of a Funding Commitment Decision Letter from the SLD and submission, certification and USAC approval of Form 486, the District shall pay only the discounted amount beginning with the billing cycle immediately following said approval. Alternatively, should the District decide that it is in

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01 the best interest of the District to file a Form 472, the District will inform the Service Provider of its intent.

b. All Service Provider invoicing to USAC must be completed within 120 days from the last day of service. Should the Service Provider fail to invoice USAC in a timely manner, the District will only be responsible for paying its non-discounted share.

6) FCC/SLD AUDITABILITY

The E-rate program requires that all records be retained for at least ten (10) years from the last date of service provided on a particular funding request. Respondent hereby agrees to retain all books, records, and other documents relative to any Agreement resulting from this RFP for ten (10) years after final payment. The District, its authorized agents, and/or auditors reserves the right to perform or have performed an audit of the records of the Respondent and therefore shall have full access to and the right to examine any of said materials within a reasonable period of time during said period.

7) PROCUREMENT OF ADDITIONAL GOODS AND/OR SERVICES/COTERMINOUS EXPIRATION

During the term of any Agreement resulting from this RFP, the District may elect to procure additional or like goods and/or services offered by the Respondent. Such services shall be negotiated and obtained via an official amendment to this Agreement and approval by the District’s Governing Board. All terms, conditions, warranties, obligations, maintenance and support of said goods or services shall have a coterminous expiration date with the original date of this Agreement. The District shall not enter into a separate Agreement for said goods or services. Respondents must state in their proposal that they acknowledge, accept and are in agreement with coterminous expiration conditions.

I, the undersigned, as an authorized agent of ______(Service Provider Name), hereby certify that I have read the E-rate Supplemental Terms and Conditions, am fully compliant and intend to cooperate with the E-rate process as outlined above.

Signature : ______Title : ______

Phone Number : ______Email : ______

Service Provider Name : ______

San Lorenzo Unified School District Wireless LAN Rollout RFP 19-01