E- Rate RFP Entity # Funding Year 14 With Multi-Year Option 470 # RFP: Data and Cell Service

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1 E- Rate RFP Entity # Funding Year 14 With Multi-Year Option 470 # RFP: Data and Cell Service Original RFP posted on our Webpage (www.cintitechacademy.com) DUE DATE: January 17, 2014 by 8:00am EST time. Please mail or fax the proposal to Dr. Roger T. Conners Fax: , Cincinnati Technology Academy 3800 Glenway Ave Cincinnati, OH In the bid process of E-rate, we must stipulate that we are looking for vendors that are Megan's law compliant. We request that submitted proposals be priced Line item, and include all applicable taxes and fees. This district may wish to enter up to a two year contract with an option of one more year or may elect to take no action on responses received. A form 470 has been filed with the Schools and Library Division for E-Rate year 16 requesting proposals for Telecommunications and Internet Access. E-Rate year 14 Form 470 Application number # All respondents must be eligible E-Rate telecom providers and provide their SPIN Number with submission of their proposal. Any agreement which might lead to a commitment of funds on behalf of the Cincinnati Technology Academy can be voided if E-Rate funds or district funding becomes unavailable, or if Cincinnati Technology Academy decides the proposal does not meet the requirements as posted. All responses should be based on costs BEFORE E- Rate discounts are applied. Proposals shall clearly show which services and equipment are E-Rate eligible and which are not E-Rate Eligible. Dr. Roger T. Conners Superintendent of School Cincinnati Technology Academy 3800 Glenway Ave Cincinnati Ohio Phone: (513) Fax: (513)

2 RFP Requirements RFP for Telecommunications & Internet Service 3G/4G Year 14+ Cincinnati Technology Academy Telecommunications CELL SERVICE Year 14+ Description Plan Format Minutes Number Of Units Cell Service Local and Long Distance Calls unlimited 7 Total Phone 7 INTERNET ACCESS 16+ Portable Units (Apple, Net Book etc.) Apple I Pad Connectivity/Other 3G/4G Minimum of 24GB up to unlimited 24GB/Unlimited 3 Hotspot (Use with Laptops) Hotspot wireless Connectivity 3G/4G Unlimited Wireless Unlimited 2 PDA s Phones with Data Plans (Iphone 5s) 3G/4G Unlimited Iphone 5s 7 Note: Telecommunications and Data plan must include software to manage phone numbers and service from a remote location. Changes in phones, phone numbers, groups, and set up, phone number changes and other must be able to be done at one location, so that all phones can be changed.

3 The Cincinnati Technology Academy is requesting proposals for Telecommunication and Internet Access (Year 14) Section 1 - Instructions to Bidders 1. Award of this proposal is contingent upon the approval of funding from the Schools and Libraries Universal Service Administrative Company. The successful bidder agrees to bill and receive a portion of the payment for the provisions of goods and services described herein directly from the Universal Service Administrative Company ( USAC ), and/or the Schools and Libraries Division ( SLD ). Cincinnati Technology Academy (CTA) and the successful bidder will act in a reasonable manner and comply with any Schools and Libraries Universal Service Fund Program requirements. Contract will take effect on July 1, 2014, and continue based on number of years contracted. Should a contract extension be agreed to by the CTA, the vendor and permitted by the Schools and Libraries Service Administrative Company, the contract may be extended If a contract(s) is/are to be awarded as a result of this Request for Proposals, it shall be awarded to the bidder who is responsible and whose proposal provides the best potential value to the Cincinnati Technology Academy. Responsible means the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure performance of the contract obligations printed, bound copies of RFP s including all required documents must be received by 8:00 am local time (EST) on January 17, Proposals received after this time and date will NOT be accepted for the bid process and returned to the vendor. Bidders are solely responsible for ensuring timely receipt of their proposal. In addition, an electronic copy (on CD) of all required documents must also be included in the bidder s responses and submitted at the same time as the printed responses. Electronic copies must be submitted in PDF format. Responses to this RFP will not be accepted via or fax. 4. The System Vendor Response Form is a required document and must be submitted with the printed copy 5. Send proposals and electronic copies in a sealed envelope via postal service, FedEx, etc. to: Cincinnati Technology Academy Telecommunications and Internet Access Year 14 Attention: Dr. Roger T. Conners 3800 Glenway Ave Cincinnati Oh All received RFP s will be opened when received and if clarification is necessary Cincinnati Technology Academy has the right to request clarification. NO CHANGES MAY BE MADE TO THE CONTRACT AT THAT TIME.. 7. Bidders may not amend their proposal after the closing date and time, unless as a result of negotiations commenced by Cincinnati Technology Academy, but may withdraw their proposal at any time. 8. Bidders may withdraw their RFP prior to the bid closing date. 9. All questions or inquiries concerning this Request for Proposals must be submitted to Dr. Roger T. Conners 10. Detailed, line-item quotation(s) must be provided by the bidder. All quotations must be labeled to show the section(s) of the RFP that the quotation corresponds to. Bidders must also fill in the total amounts on this RFP for

4 each section and submit this RFP with their proposal. 11. Cincinnati s sales tax is 7%. 12. Bidders must complete all forms that are part of this RFP. CTA will not accept bids unless these forms are completely filled out. 13. The Board of Education of the Cincinnati Technology Academy reserves the right to accept or reject any and all proposals, to negotiate with any or all responsible bidders, and to waive any irregularities or informalities in this RFP. 14. Any amendments or clarifications of this RFP will be posted to the E-rate section of the Cincinnati Technology Academy web site (same section where this RFP was posted). 15. CTA has the right to purchase items and services over and above the quantities specified in this RFP in accordance with USAC rules and regulations. 16. CTA has the right to purchase items and services specified in this RFP if the district does not receive funding from the Schools and Library Division. Pending limited or no funding from the Schools and Library Division, the district at its option may purchase all or part of the items and services agreed to in the signed contract(s) for this RFP. 17. All equipment and material must be new. Used, refurbished or repurposed equipment or material shall not be acceptable. 18. Protests must be submitted in writing to the district Business Manager and will be addressed on an individual basis in a timely manner. 19. A contract with the selected vendor(s) and CTA will be executed by both parties once it is awarded by the CTA Board of Education. If agreement on the terms and conditions that are acceptable to CTA cannot be achieved by that timeframe, the district reserves the right to continue negotiations or to award the proposal to another vendor and begin negotiations with that vendor. 20. The District fully reserves the right to cancel this Agreement due to non-availability or non-appropriation of sufficient funds. The District shall notify the Vendor of its intention to terminate at the earliest possible time. 21. List of documents to be completed and submitted to CTA with this RFP: a. E-rate Certification b. References c. Designation of Subcontractors d. Workers Compensation Certification e. No collusion Affidavit f. System Vendor Response Form g. E-rate Service Provider Contact Information h. This RFP with bidder s responses i. Itemized and detailed quotations and labeled according to instructions. j. 2 bound printed copies of RFP s

5 Section 2 - Evaluation Factors for Award 1. Any award to be made pursuant to this RFP will be based upon the proposal with appropriate consideration given to operational, technical, cost and management requirements. 2. Evaluations of offers will be based upon the vendor s responsiveness to the RFP and the total price quoted for all the items covered by the RFP. 3. The following elements will be the primary considerations in evaluating all submitted proposals and in the selection of a Vendor: a. Price b. Vendor experience and vision c. Vendor support Including system software for managing multiple units from one location d. Maximum amount of Minutes e. System Administration f. Vendor support and service capabilities g. Number of services and options that can be provided h. Leading edge technology i. Ease of porting exsisting celluar numbers 4. CTA may, at their discretion and without explanation to the prospective vendor s, at any time chose to discontinue this RFP without obligation to such prospective vendors. District E-Rate Contact: Dr.Roger T. Conners Cincinnati Techology Academy

6 Section 3 - Proposal Requirements The Cincinnati Technology Academy (CTA) is requesting quotations from qualified web hosting vendors for an E-rate eligible web hosting service that provides a means to display content on the Internet for one school s web site. 1. Describe the previous 5 years experience of vendor providing hosting and maintaining websites of similar size and function. 2. Provide a listing of customers currently using this service/product. 3. List of programming languages, databases and other technologies used. 4. Describe bandwidth allocation for this proposal including up-time statistics for the previous 3 years. 5. Provide at least 3 examples of recent implementations including planning, implementation, hosting, training and maintenance of hosted sites for school districts of similar size. Provide references for each of those school districts. 6. Costs a. Provide a line-item quotation for all items that are eligible for SLD funding including any startup costs (setup, training, consulting, programming fees) b. Provide a line-item quotation for all items that are not eligible for SLD funding. c. Provide a line-item quotation for options (e.g. training, custom programming, graphics, etc.).

7 E-Rate Certification I,, certify that_, (Print or type name) (Company name) Is a service provider as defined by the E-Rate Program and has not been suspended or disbarred from participating by the Federal Communications Commission. Our SPIN # is, and we have operated under this SPIN for years. I also certify to the acceptance of the following: 1. All information necessary to respond to any SLD request for information such as PIA (Program Integrity Assurance), Item 25 Selective Review, Audit performed by the FCC, the SLD, or their designated authority, will be furnished completely and in a timely manner sufficient to meet any response deadlines; 2. In the event an appeal is necessary, all information necessary to complete the appeal will be furnished completely and in a timely manner to the Cincinnati Technology Academy, it s attorney(s) or authorized agent; 3. Any contract awarded for E-Rate Program Year 16 is contingent upon the receipt of a Funding Commitment Decision Letter (FCDL) from the SLD that awards the requested discounts in full. In the event of a partial funding or no funding is granted, the District reserves the right to cancel the contract in whole or in part; 4. The District will be invoiced for only the matching funds portion and it is our responsibility, as the E-Rate Service Provider, to invoice the SLD for the remaining non-discount portion; In the event the Cincinnati Technology Academy wishes to perform a SPIN change, permission will be granted within the contract terms, provided 14 days prior written notice is given. (Original signature in blue ink) (Today s date) (Print or type name) (Title)

8 References Please provide a minimum of 3 professional references, specifically related to your past performance of projects of similar size and scope with other public school district in California. The Cincinnati Technology Academy requests that these references be directly related to work performed within the guidelines of the E-Rate program. Name of Client Type (School District, etc.)_ Contact Person s Name Contact Person s Title Contact Person s Phone Contact Person s Total Project Cost Description of Work Performed Name of Client Type (School District, etc.)_ Contact Person s Name Contact Person s Title Contact Person s Phone Contact Person s Total Project Cost Description of Work Performed Name of Client Type (School District, etc.)_ Contact Person s Name Contact Person s Title Contact Person s Phone Contact Person s Total Project Cost Description of Work Performed Name of Client Type (School District, etc.)_ Contact Person s Name Contact Person s Title Contact Person s Phone Contact Person s Total Project Cost Description of Work Performed

9 Designation of Subcontractors

10 VENDOR S CERTIFICATE REGARDING WORKERS COMPENSATION REQUEST FOR PROPOSAL CTA E-RATE Year 14+ CINCINNATI TECHNOLOGY ACADEMY Labor Code section 3700 in relevant part provides: Every employer except the State shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees? I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. Signature_ Date Name_ Title_ Company (In accordance with article 5 (commencing at section 1860), chapter 1, part 7, division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.)

11 NONCOLLUSION AFFIDAVIT REQUEST FOR PROPOSAL CTA E-RATE Year 14+ Cincinnati Technology Academy State of Ohio ) )ss. County of ) (Name), being first duly sworn deposes and says that he is (Title) of the (Name) party making the attached bid; that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. I certify (or declare) under penalty of perjury under the laws of the State of Ohio that the foregoing is true and correct. Executed this day of, 20 at, Ohio. Date: Signature of Bidder

12 Cincinnati Technology Academy E-rate Service Provider Contact Information Year 14+ Vendor must provide the following information: Person authorized to negotiate and sign the terms and conditions of any agreement between vendor and CTA. Name: Title_ Company:_ Address:_ City, State, Zip code:_ Phone:_ Fax:_ _ Include other important contact information below. End of RFP

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