STAMFORD PUBLIC SCHOOLS PURCHASING DEPARTMENT P.O. BOX 9310 STAMFORD, CT (203) E-RATE CONSULTING SERVICES FOR STAMFORD PUBLIC SCHOOLS

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1 MAIL BIDS TO: STAMFORD PUBLIC SCHOOLS PURCHASING DEPARTMENT P.O. BOX 9310 STAMFORD, CT (203) RFP REQUESTING DEPT: PURCHASING TITLE OF RFP: E-RATE CONSULTING SERVICES FOR STAMFORD PUBLIC SCHOOLS BID OPENING: DATE: THURSDAY JUNE 26, 2014 TIME: PLACE: 11:00 A.M. PURCHASING, 3 rd FLOOR 888 Washington Boulevard Stamford, CT COPIES OF RESPONSE AND ONE DIGITAL COPY REQUIRED

2 P.O. Box 9310, Stamford, CT Offices at 888 Washington Blvd. Phone (203) Winifred Hamilton, Ph.D., Superintendent of Schools A. Introduction and Instructions Stamford Public Schools (SPS) RFP E-RATE CONSULTING SERVICES 1. Invitation to Bid/Overview of Services Stamford Public Schools ( SPS ) serve some 16,000 students at 12 elementary schools (one is K-8), 5 middle schools, and 3 high schools. The school district has approximately 2,200 employees located at twenty campuses plus the central office. SPS is seeking proposals to provide consulting services for E-Rate funding efforts as described in this Request for Proposal ( RFP ). Contract shall be awarded to the consultant or organization whose proposal meets all criteria listed in the RFP. Requests for proposals will be available from: Wednesday, June 11, 2014 through Tuesday, June 24, Proposals must be sealed and received by 11:00 A.M. Thursday, June 26, Rejection of Proposals Stamford Public Schools reserves the right to reject for any reason deemed to be in the Districts best interest any and/or all proposals submitted under this RFP. 3. Selection Committee For requests for proposals for services anticipated to exceed $100,000, a selection committee shall be formed to review all proposals. The selections committee shall, if possible, interview the most qualified proposers. Proposals under $100,000 may be awarded without a selection committee.

3 B. General Contract Information 1. Awarding the Contract The contract shall be awarded to the proposer whose proposal is deemed by the department head and/or selection committee to best provide the services desired, taking into account the requirements, terms and conditions contained in the request for proposals and the criteria for evaluating proposals. 2. Contract Agreement The successful bidder will be required to enter into an Agreement with Stamford Public Schools for the completion of the project. If so, a sample copy of the Agreement is available at the following website and made part of these conditions. The specifications of the proposal and the purchase order issued to the proposer shall serve as a contract where no formal written contract is required. 3. Terms of Agreement This Agreement shall remain in effect for one (1) year beginning July 1, 2014 (or as soon as possible) with an SPS option to extend for four (4) additional one year terms. Thereafter, the Agreement shall remain in effect until such time that either party gives sixty (60) business days prior written notice of its intent to terminate the Agreement. 4. Cancellation of the Contract The Stamford Public Schools reserves the right to cancel this contract, at any time, with sixty (60) days prior written notice to the consultant or organization, should any of the following conditions exist: Funds are not appropriated by the City of Stamford for the continuance of this contract. The Stamford Public Schools, through changes in its requirements, method of operation, or program operation no longer has a need for the commodity or service. 5. Provision for Required Insurance City of Stamford/Stamford Public Schools The Consultant hereby agrees to maintain at its own expense comprehensive general liability, automobile liability, excess liability, professional liability, and workers compensation insurance during the term of this Agreement in amounts determined to be sufficient by the City s Risk Manager. The commercial general liability insurance policies shall contain minimum limits of liability of $1,000,000 / $2,000,000 combined single limit per occurrence for bodily injury and property damage and shall name the City of Stamford, the Stamford Public Schools, and their officers, agents and employees as additional insured s. The general liability policy shall contain, but not be limited to: operations liability, contractual liability, which insures any indemnities contained in the Agreement,

4 products liability and completed operations, which shall be maintained for a period of not less than three (3) years following completion of the work under the Agreement and personal injury and advertising liability. The Consultant shall also maintain commercial automobile liability insurance, subject to minimum limit of liability of $1,000,000 per accident for bodily injury and property damage. This insurance shall include coverage for all owned, non-owned and leased / rented vehicles. The City of Stamford, Stamford Public Schools, and their employees, agents and officers shall be designated as additional insured s. The Consultant shall maintain professional liability insurance, which covers the services to be provided pursuant to the contract between the Stamford Public Schools and the Consultant. The minimum limit of liability shall be $1,000,000 per claim or per incident and $2,000,000 in the aggregate. The Consultant shall also maintain Umbrella (excess) liability insurance, which provides an additional $1,000,000 of liability insurance in excess of the commercial general liability, employer s liability and commercial automobile liability insurance. The umbrella (excess) liability insurance shall be at least as broad as the primary liability insurance. The Consultant further agrees to maintain at its own expense workers compensation and employer s liability insurance, which shall insure all employees of the Consultant. The workers compensation insurance shall comply with all workers compensation laws and regulations in the State of Connecticut. The employer s liability insurance shall contain limits of liability of not less than $100,000 for each accident, disease each employee and disease policy limit. All such insurance required hereunder shall contain provisions requiring the insurance company(s) to provide thirty (30) days prior written notice to the Risk Manager for the City of Stamford in the event of cancellation, termination or material change to any policy terms and conditions. Any insurance required hereunder written on a claims made rather than on an occurrence basis shall contain a retroactive date no later than the earlier of the commencement date of the services under the Agreement or execution of the Agreement and shall provide that in the event of cancellation or non-renewal, the discovery period for insurance claims (Tail Coverage) shall be available for at least sixty (60) months following termination of the services under the Agreement or termination of the Agreement, whichever is later. The Consultant agrees to waive any right of claim against the City of Stamford, Stamford Public Schools, and their employees, agents and officers for any losses, damages and expenses arising out of the services in the Contract between the Stamford Public Schools and the Consultant. All insurance required hereunder shall contain waivers of subrogation against the City of Stamford, Stamford Public Schools, and their employees, agents and officers.

5 The insurance required hereunder shall be primary without any right of contribution by any insurance maintained by or on behalf of the City of Stamford and Stamford Public Schools. The Consultant agrees to provide the Risk Manager for the City of Stamford with certified copies of all insurance policies required hereunder or certificates of insurance, whichever the Risk Manager deems appropriate, prior to commencement of services under this Agreement and throughout the full term of this contract, upon expiration or termination, or change in any insurance coverage required hereunder. The insurance requirements of the Agreement are an integral part of the Agreement. Any defect in the insurance program required in the Agreement may result in termination of the Agreement, as stipulated in the Agreement. No employee of the Consultant can modify the terms of the Agreement without the prior approval of Counsel for the Stamford Public Schools or his/her designee. 6. Employer Discrimination by Consultant/Organization Prohibited The successful bidder will not discriminate against any employee, or applicant for employment, because of race, religion, color, sex or national origin, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The successful bidder agrees to post in a conspicuous place, available to employees to applicants for employment, notices setting forth the provision of this non division clause. The successful bidder in all solicitation or advertisements for employees, placed by or behalf of the contractor, will state that such successful bidder is an equal opportunity employer. Employment discrimination by contractor prohibited. Notices, advertisements, and solicitations placed in accordance with Federal Law, rules or regulation shall, be deemed sufficient for the purpose of meeting the requirements of this section. C. Scope of Services 1. Independent Contractor Status It is the intent of this proposal that the successful bidder is an independent contractor, and not an employee or agent. Nothing in this proposal or the contract to be signed shall be interpreted or construed as creating or establishing the relationship of employer and employee between the Stamford Public Schools and the Agency, or any employee or agent of the Agency, or between the Agency and any agent or employee of the Board. Both parties acknowledge that the Agency will not be an employee for federal or state tax purposes. 2. Background SPS serves some 16,000 students in grades K-12 in 20 schools. The district generally receives between $350,000 - $400,000 per year in reimbursement through the federal E-Rate program which is used to enhance instructional technology in the district. Adherence to

6 program regulations is mandatory and the assistance of a consultant or vendor is required to maximize the revenue to the district. 3. Detailed Scope of Services Advise SPS on eligibility of E-Rate services. Review RFPs, contracts, and correspondences regarding E-Rate. Provide survey services if needed. Assist in the completion of required E-Rate forms for the application cycle, including, but not limited to Form 470, Form 471, Item 21 attachments and Form 486. Coordinate and oversee scheduling, creation, and follow-up of SPS s paper and/or electronic applications submissions. Research funding status year-round, for current and to-be-funded applications. Review and advise on the preparation of responses to USAC/SLD Correspondences received by SPS. Inform SPS of invoicing deadlines and assist with the process as needed to ensure complete recovery of all eligible funds. (This may include filing invoice deadline extensions, calls with vendors, etc.) Respond within one business day to SPS questions. Advise SPS on all risk factors and strategies related to securing the maximum allowable E-Rate discounts. Monitor and follow through on any SPS interaction with USAC/SLD. Serve as a sounding board for SPS ideas, questions and proposed strategies. Keep SPS apprised throughout the year of the USAC/SLD landscape to include emerging policies and issues and the possible effect they might have on SPS Maintain an active timetable calendar regarding USAC/SLD applications activities and response requirements to USAC/SLD. Review periodic USAC reports that show funds that are approved, claimed, and remaining. 4. Consultant Capabilities/Specifications At a minimum, the vendor should address the following items in their response to this RFP: 2. Vendors must provide evidence of successful past performance in providing E-Rate consulting services. Vendors are required to furnish current references. Vendors are required to furnish resumes of key personnel who will be assigned to the SPS account. Vendors should indicate if they have experience with E-Rate audits for client organizations. If so, Vendors must list audit results or findings. Vendors must disclose whether they have Errors and Omissions ( E&O ) Insurance and if so, in what amount. 5. Place of Work The successful consultant/organization and the Stamford Public Schools shall agree on the time and place where services will be provided.

7 D. Pricing Term of contract one (1) year with SPS option to extend for four (4) additional one year terms. Provide a fixed rate price for E-Rate Consulting services for each of the five (5) years. E. Submission of Questions Questions relating to this request for proposal must be submitted in writing ( ONLY) to the following address no later than Friday, June 20, 2014: Stamford Public Schools Hugh Murphy Executive Director of Finance F. Proposal Submission 1. Six (6) complete sets of the proposal are to be submitted in sealed form to the Stamford Public Schools by 11:00 a.m. Thursday June 26, 2014, clearly labeled as follows: Stamford Public Schools- E-Rate Consulting RFP Attn: Vivens Joachim, Management Analyst/Buyer 888 Washington Blvd., 3 rd Fl., Purchasing Stamford, CT Proposals must include a digital copy on CD or flash drive. Acceptable digital formats include Word or PDF. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. SPS will reject all late arrivals. Envelopes containing responses to this RFP shall be so marked as to be easily identified as containing RFP proposals. Oral, telephone, electronic mail or fax bids shall not be considered, nor will modifications of proposals by such communication be considered. The completed proposal shall be without erasures or alterations. Delivery of the proposals will be considered authorized by the service provider to make a contract, if awarded. 2. The proposal shall be a maximum of 5 pages in length (excluding information provided on the mandatory Official Response Form and documentation to support certifications and/or licenses). 3. The Official Response Form (maximum of 1 page) attached must be completed and will not be included as part of the 5 page proposal. 4. The Non-Collusion Affidavit attached must be completed and will not be included as part of the 5 page proposal.

8 G. Official Response Form RFP E-RATE CONSULTING SERVICES Name of Consultant/Vendor Name of Primary contact person Address of Vendor Phone Number of Vendor Contact Person for follow-up 1. Number of Years providing E-Rate Consulting Service years 2. Experience with E-Rate audits? Yes No If yes, please list results or findings: 3. Do you carry an Errors and Emissions Insurance Policy? Yes No If Yes, what is the dollar amount? $ 4. List of School based references including contact names, school district and phone numbers (Contract size is annual E-Rate revenue dollar amount) Reference District Contact Name Phone Number Contract Size a) b) c) 5. Not to Exceed Price: Year 1 Year 2 Year 3 Year 4 Year Total Annual Fixed Price:

9 H. Non-Collusion Affidavit T7he undersigned, having been duly sworn, affirms and says that to the best of his/her knowledge and belief: 1. The prices in this Proposal have been arrived at independently without collusion, consultation, communication, or agreement with any other Proposer or with any competitor for the purpose of restricting competition. 2. Unless otherwise required by law, the prices, which have been quoted in this Proposal, have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly, to any other Proposer or to any competitor. 3. No attempt has been made or will be made by the Proposer to induce any other person, partnership or corporation to submit or not to submit a Proposal for the purpose of restricting competition. Name of Proposer: By: Print Name: Title:

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