RFP: Wireless Internet Access

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1 Request for Proposals Castro Valley USD September 23, 2015 RFP: Wireless Internet Access 1.1 Purpose Castro Valley Unified School District is seeking proposals for Wireless Internet Access (3G/4G/LTE) for Chromebook computers that will be issued to students to take home. We are seeking cellular based Wireless Internet Service (WIS) that provides comprehensive coverage in the and zip codes at minimum speeds of 3Mbps/1Mbps (down/up). Vendors capable of providing both Wireless Internet Service and compatible Chromebook Computers may submit a combined bid that meets the requirements set forth in both RFP documents (Chromebook Computers and Wireless Internet Services). All RFP responses will be reviewed together and the district will select the RFPs that best meet the needs of the program as described herein. 1.2 Program Castro Valley Unified School District is seeking to provide Chromebook computers with Wireless Internet Access to students who do not currently have such access. These devices will be kept by students at home, and may be transported back and forth to school. Currently, students have access to Acer C720 and C740 Chromebooks computers at school. Chromebooks for this program should be visually identifiable as different from the Acer Chromebooks we already have, but technologically similar in style and function. Since theft and damage are a concern we will be seeking a program to offer parents access to affordable device insurance separate from our RFP process. Options for this coverage that are included with the purchase price will be considered, but are not requested or required. We expect students to use their assigned devices to view online media, work in Google docs and O365, as well as access online course content. We are estimating that students will transfer somewhere in the range of 2GB 4GB of data per month. Purchasing for Wireless Internet Services will be completed in Batches of 100 service accounts or less as the program is rolled out and is not expected to exceed 500 service accounts in total.

2 1.3 RFP Process: Proposals must be submitted electronically by e mail Proposals should be brief, including the service provide, service type, expected download and upload speeds, monthly data transfer limits, and price; in addition to any other relevant or pertinent information. Proposals must be received later than October 9 th 2015 at 11:59PM. All late proposals will be rejected regardless of reason. Vendors who intend to submit a combined proposal for both Chromebooks Computers and Wireless Internet Access must indicate their intent clearly in the beginning of their response. (i.e. Combined Proposal Response for Chromebook Computers and Wireless Internet Access). Vendors may submit multiple responses. In the event that a vendor is submitting a combined response, that vendor may also submit additional, separate, responses. Vendors may submit optional addendums with their proposals. (i.e. Option #1 1GB Data/month is $5, Option #2 2GB Data/month is $10, Option 3 3GB Data/month is $15). Vendors are expected to put forward their best possible pricing. Vendors may contact John Perry ( x1249) for RFP Questions. District will post RFP updates to the district website: rfps District will attempt to compare all proposals, as much as possible, in like fashion. Where multiple options exist, this means the district will chose the option(s) that best meet the requirements set forth in the RFP. District will evaluate RFPs based on the RFP Evaluation Matrix (Below). 1.4 Wireless Internet Service Details Service must support limited media streaming (youtube, teachertube, kahn academy, etc) Selected Wireless Internet Service must be compatible with selected Chromebook Computer. (See our Chromebook Computer RFP for more details: rfps) Wireless Support: Cellular Connection supporting 3Mbps Download / 1Mbps Upload (this can be accomplished with any type of cellular service. The District will test service providers coverage prior to completing this RFP for Pass/Fail results. Vendors that fail the test will be eliminated from the competitive process. See Wireless Internet Service Test below. 1.5 Wireless Internet Service Test Wireless Internet Service providers responding to this RFP are requested to submit sample device(s) that include their service(s) for testing. If a provider is submitting one or more proposals that includes 3G and 4G service, the District requests that they provide one 3G equipped device and one 4G equipped device for testing.

3 The test will be completed by taking the devices to each of our 14 district site locations and running a bandwidth speed test tool. The test will be run 3 times. The lowest test result will be removed. The remaining two test results will be averaged. Each service device will receive 14 average test results. These test results will be converted to Pass/Fail. If the average score for a site location is greater than 3Mbps download / 1Mbps upload, the service will Pass for that site. Services will be ranked by the number of Pass scores they achieve. Example Scoring Sheet: Example Wireless Service (LTE) Down Up Pass/Fail District Office Pass Castro Valley Elementary Pass Chabot Elementary Fail Independent Elementary Fail Jensen Ranch Elementary Pass Marshall Elementary Pass Palomares Elementary Fail Proctor Elementary Pass Stanton Elementary Pass Vannoy Elementary Fail Canyon Middle Pass Creekside Middle Pass Castro Valley High School Pass Redwood High School Fail SCORE 9/ RFP Evaluation Matrix Criteria Weight Price 40% Wireless Internet Service Test Results 30% Compatibility with Affordable Chromebook 30% Computers 1.7 RFP Timeline and Deadlines RFP Posting: 9/23/2015 Last day for questions: 10/7/2015 Response Deadline: 10/9/2015 RFP Recommendation to School Board: 10/22/2015 Begin Processing Orders: After 10/22/2015

4 2.1 Costs Associated with Preparation of the Vendor's Response The Customer will not be liable for any cost incurred by the respondents in preparing responses to this RFP or negotiations associated with award of a contract. 2.2 Job Walk and Conference There will be no job walk or conference for this RFP. 2.3 Subcontractors Subcontractor work will not be accepted as a part of this RFP. 2.4 Award Conditions Vendor must be in good standing with the Better Business Bureau (BBB). 2.5 Interpretation and Additional Information and Addenda Any interpretation, correction, or change of the RFP will be made by ADDENDUM. Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and the Vendors shall not rely upon such interpretations, corrections or changes. Any changes or corrections will be issued by the Customer. Addenda will be issued as expeditiously as possible via the website ( rfps). It is the responsibility of the Vendors to determine whether all addenda have been received. 2.6 Financing After notification of award, the Vendor work with the Customer to determine equipment and costs associated with purchases. No products or services shall be rendered to the Customer without the Vendor first obtaining a Purchase Order. 2.7 Warranty The Vendor shall fully guarantee their work and any products delivered must include a manufacturer's warranty or support agreement for a minimum of 90 days. Warranty information should be on a per equipment basis. Should any defects in workmanship or material, excepting ordinary wear and tear, appear during the warranty period, the manufacturer and his representative shall repair or replace such items immediately upon receipt of a written notice from the Customer. The Vendor is required to act as the Customer s liaison with the manufacturer for all Warranty repairs and replacements. 2.8 Price Quotations Price quotations are to include the furnishing of all materials, labor, equipment, shipping cost, delivery, and tax. The customer will not be liable for any costs beyond those proposed herein and awarded, except where customer requests a subsequent proposal based on this award. Multiple bids and multiple pricing models will be considered. Vendors who wish to demonstrate their ability to bring forward the best pricing in one proposal, may also submit other proposals that bring forward additional services which they believe will benefit the customer. This allows Vendors to put their best foot forward while also demonstrating a broader range of services they can provide which they believe may be of benefit to the Customer.

5 2.9 Right to Reject The Customer reserves the right to accept or reject all proposals when the rejection is in the best interest of the District. The Customer reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms that the Vendor can propose. The Customer reserves the right to reject the proposal of a Vendor whom in the opinion of the Customer is not in a position to adequately perform the contract or in the past has provided non standard quality. Contracts will be awarded to the highest ranked Vendor where it is in the best interest of the Customer Customer Contact with Vendor The Vendor shall appoint an Account Manager or equivalent whose primarily responsibility for working with and addressing the Customer s needs. 3.1 NONCOLLUSION DECLARATION (To Be Submitted With Bid) I, (Name of Representative), declare that I am (Title of Representative) of (Business Name of Bidder) the party making the foregoing 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 date 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 declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this day of, 20 at California. (Signature of Representative) NOTE: A declaration does not have to be notarized. END OF SECTION NONCOLLUSION AFFIDAVIT

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