2015-2016 REQUEST FOR PROPOSAL WAN AND INTERNET AND HOSTED VOIP DEADLINE FOR SUBMISSION February 16, 2015 2:00 PM CAMERON PARISH SCHOOL DISTRICT E-RATE RFP 2015-2016
1. PURPOSE CAMERON PARISH SCHOOL DISTRICT is seeking responses from interested E-Rate vendors for the following products and services: 1.1 Category 1 1.1.1 Wide-Area Network 1.1.2 Internet Access 1.1.3 Hosted VoIP Services 1.2 The successful bidder (s) will have the capabilities and willingness to partner with CAMERON PARISH SCHOOL DISTRICT on this endeavor to offer 21st technology to the schools throughout Cameron Parish. 2. OVERVIEW 2.1 This section is provided as a general overview of the Projects and does not modify the more specific sections that will follow and are contained within this Request for Proposal. 2.2 CAMERON PARISH SCHOOL DISTRICT is the third largest parish by land area and is the fourthlargest by total area. This very rural parish has an estimated population of 6,839 people. CAMERON PARISH SCHOOL DISTRICT operates 4 schools and provides services is approximately 1, 281 students. The CAMERON PARISH SCHOOL DISTRICT desires fiber wide-area network connections between all schools, the school board office, the educational conference center and the bus and maintenance warehouse. The data center is located at the Cameron Parish School district Office. The Internet Access enters the data center and is shared among all schools and non-instructional facilities. 3. SCOPE OF SERVICES CATEGORY 1 3.1 Category 1-External Connections (Wide-Area Network and Internet Access) 3.2 Wide-Area Network Circuits 3.2.1 CAMERON PARISH SCHOOL DISTRICT is seeking pricing for fiber connected pointto-point circuits with a minimum speed of 1 GIG for the School Board office and all schools. Please provide quotes for higher-speeds, if available. The district may need to increase speeds in the future. The district is requesting a quote for lower speeds at the Bus and Maintenance Warehouse Facility (e.g. DSL, 20, 50, 100). Explain any burstable solutions and options to increase or decrease connectivity during an agreement term. The service provider will hand-off a minimum of 1 GIG connection between each schools 1
site and into the CAMERON PARISH SCHOOL DISTRICT Data Center. If pricing is being provided for a solution other than fiber point-to-point, the proposal must clearly explain the technology and include a diagram. It is important to CAMERON PARISH SCHOOL DISTRICT that each cost and solution is evaluated and compared fairly. Vendors bidding on WAN services must be registered with the Louisiana Public Services Commission. 3.3 Internet Access 3.3.1 CAMERON PARISH SCHOOL DISTRICT is seeking pricing for a minimum of 100 MBPS of Internet Access. CAMERON PARISH SCHOOL DISTRICT encourages vendors to include pricing from 200 MBPS, 250, 500, 1 GIG and 10 GIGS if available. CAMERON PARISH SCHOOL DISTRICT plans to expand the schools inside wireless networks over time and each will need additional Internet Access for the planned expansion. CAMERON PARISH SCHOOL DISTRICT will consider a solution that includes bundled routers and a managed firewall. Vendors must provide the make and model of any on premise equipment being proposed. Please include any burstable options that may be available. 3.4 Hosted VoIP Services 3.4.1 CAMERON PARISH SCHOOL DISTRICT is seeking pricing for a hosted VoIP solutions and the district seeks unit pricing for the services. In addition, the school district seeks pricing for handsets which are not eligible for E-Rate funding. All quotes must clearly label handset pricing or leasing as not E-Rate eligible. 4. E-RATE OVERVIEW 4.1 This proposal request is for services to be subsidized under the Universal Services E Rate Program for Schools and Libraries. No purchase order will be issued, no installation will occur and no services will be provided until approval of the form 471 application that is issued as a result of the proposals being submitted in response to this request. No administrative charges related to the USAC method for invoicing (SPI or BEAR) will be accepted. This project is subject to funding availability and may be contingent upon E-Rate funding commitment. 5. VENDOR QUALIFICATIONS 5.1 The CAMERON PARISH SCHOOL DISTRICT may make such investigations as deemed necessary to determine the ability of the bidder or subcontractors or suppliers to perform the work, and the bidder shall furnish to the CAMERON PARISH SCHOOL DISTRICT all such information and data for this purpose as the CAMERON PARISH SCHOOL DISTRICT may request. The CAMERON PARISH 2
SCHOOL DISTRICT reserves the right to reject any bid if the evidence submitted by or investigation of such Bidder fails to the satisfy the CAMERON PARISH SCHOOL DISTRICT that such bidder is properly qualified to carry out the obligations of the contract and/or to complete the work contemplated therein within the time required. 5.2 The bidder is specifically advised that any person, firm or other party to whom it proposes to award a subcontract or purchase order under this contract must be acceptable to the CAMERON PARISH SCHOOL DISTRICT. The successful vendor must meet the following qualifications: 5.2.1 Be authorized to do business in the State of Louisiana and registered with the Louisiana Public Service Commission (WAN and VoIP Services) and Louisiana Secretary of State s Office. Vendors not registered in Louisiana are disqualified from bidding (WAN and VoIP) 5.2.1 Hold a current liability insurance policy and workers compensation insurance (please enclose a copy of each with your bid). 5.2.2 Provide a minimum of three in-state references for projects of similar size and complexity. 6. RIGHT TO REJECT 6.1 The CAMERON PARISH SCHOOL DISTRICT reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the schools system. The CAMERON PARISH SCHOOL DISTRICT reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms the vendor proposes. The CAMERON PARISH SCHOOL DISTRICT reserves the right to reject the proposal of a vendor who has previously failed to perform properly or completed on time contracts and to reject the proposal of any vendor who in the opinion of the CAMERON PARISH SCHOOL DISTRICT, is not in a position to adequately perform the contract. The CAMERON PARISH SCHOOL DISTRICT reserves the right to reject any and all proposals, any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of the CAMERON PARISH SCHOOL DISTRICT. Contracts will be awarded to the vendor submitting the proposal determined to be in the best interests of the CAMERON PARISH SCHOOL DISTRICT. 7. RIGHT TO DISQUALIFY 3
7.1 The CAMERON PARISH SCHOOL DISTRICT reserves the right to award to other than the lowest cost bidder when, in the judgment of the CAMERON PARISH SCHOOL DISTRICT administration, it is in the best interest of the CAMERON PARISH SCHOOL DISTRICT do so. A Bidder may be disqualified for any of the following reasons: 7.2 Bidder s failure to be registered and in good standing with the Louisiana Public Service Commission (WAN and VoIP) and the Louisiana Secretary of State s Office. 7.3 Bidder being in litigation with the CAMERON PARISH SCHOOL DISTRICT 7.4 Bidder having defaulted on a previous contract 7.5 Bidder s failure to fulfill the warranty obligations of a previous contract with the CAMERON PARISH SCHOOL DISTRICT 8. EVALUATION METHODOLOGY 8.1 The CAMERON PARISH SCHOOL DISTRICT will award a contract based on the vendor submission that best meets the needs of the schools system with regard to the current Technology Plan, future growth, RFP specifications, and not necessarily the lowest price even though price will be the priority factor. In the category price of goods and services more points will be awarded to the vendor with the lowest price. The following factors may be considered when evaluating responses: 14.11.1 Price of goods and services 14.11.2 Preference will be given for prior positive experience with the Vendor 14.11.3 Preference will be given to Louisiana based vendors 14.11.4 Preference will be given for vendors proposing a solution that maximizes the use of CAMERON PARISH SCHOOL DISTRICT s current infrastructure 9. CLARIFICATION 9.1 If after the completion of this project, during normal operation of the network, CAMERON PARISH SCHOOL DISTRICT discovers the services will not perform to the capacity required in this RFP the vendor will be required to do whatever is necessary to meet the specifications with no additional cost to the CAMERON PARISH SCHOOL DISTRICT. 10. TERMS 10.1 Any contract may be contingent upon the approval of E-Rate funding and governing board approval. The Universal Service discount mechanism for schools and libraries, commonly known as the E-Rate program, administered by the Universal Service Administrative Co. (USAC) for the Federal Communications Commission will fund a portion of this RFP. 4
10.2 This proposal may be funded only if approved by USAC and if USAC appropriates the funds. Term of this agreement shall be July 1, 2015 through June 30, 2018 (36 months). CAMERON PARISH SCHOOL DISTRICT reserves the right to extend the contract annually with (2) one-year extensions; not to exceed a total of five (5) years. In addition, the CAMERON PARISH SCHOOL DISTRICT reserves the right to fund, (proceed with project or purchase) or not to deploy any or all services, regardless of E-Rate approval. 11. FORMAT 11.1 Proposals should be submitted in letter-size (8-1/2 x 11 ) format. Proposals should follow the format and order of presentation described below: 12. COVER PAGE 12.1 The following information should be included under the title Request for Proposals for CAMERON PARISH SCHOOL DISTRICT FY 2015-2016 : Name of the firm Firm address Firm telephone number Firm federal tax identification number Name, title, address, telephone number, fax number, and email address of contact person authorized to contractually obligate the Proposer on behalf of the firm 13. PROPOSAL 13.1 Introduction (Cover Letter) 13.2 By submitting a proposal, the Proposer certifies that the signor is authorized to bind the Proposer. The proposals must include: Provide a brief statement regarding the vendor s understanding of the scope of the work to be performed. 13.3 Executive Summary Provide an executive summary of the Proposer s proposed plan as well as its area(s) of expertise and resource capabilities it believes highlight its firm as superior or unique in addressing the needs of CAMERON PARISH SCHOOL DISTRICT as stated in the scope of work. 13.4 This section shall also serve to introduce the purpose and scope of the proposal. It shall include a stipulation that the proposal is valid for a time period of one (1) year from the date of submission. The section shall also include a summary of the proposer s qualifications and ability to meet CAMERON PARISH SCHOOL DISTRICT s overall requirements. 5
13.5 It shall include a positive statement of compliance with the contract terms. If the proposer cannot comply with any of the contract terms, an explanation of each exception must be supplied. 14. ADDITIONAL QUALIFICATIONS AND EXPERIENCE 14.3.1 Must be eligible to participate in the E-Rate Program, have or apply for a service provider identification agree to obtain or have a current Service Provider Annual Certification Form (SPAC) on file with the SLD, and comply with all SLD service provider requirements 14.3.2 Since CAMERON PARISH SCHOOL DISTRICT s relies on E-Rate funding to pay for requested services, vendor must be a green light company and agree that should the status change to red light at any time during the bid process or contract period that they will immediately notify the CAMERON PARISH SCHOOL DISTRICT in writing. 15. APPROACH AND METHODOLOGIES 15.1 Vendors must provide a Realistic timeline and network diagram of the proposed WAN and Internet solution. A description of any ineligible or one-time cost must be clearly explained. 16. PROPOSED PLAN 16.1 Proposals should include any resources for project implementation or deployment. 16.2 Present creative solution or innovative concepts to meet the needs of the CAMERON PARISH SCHOOL DISTRICT for consideration. 17. PROJECT SCHEDULE 17.1 Delivery is a critical factor with this project. A project timeline must be submitted reflecting milestones and durations for each task to be completed to successfully implement the proposed solution. A final schedule of these tasks will be mutually agreed upon after a Proposer is selected. 18. PROPOSED FEES 18.1 If there are any E-Rate ineligible items or services contained in the equipment list, vendors must provide a detailed itemized list the ineligible cost and clearly distinguishable from the E-Rate eligible part of the bid. Vendor bid submissions that do not clearly describe a fair and reasonable cost allocation where it is apparent that ineligible elements exist will not be accepted for review. 18.2 Any additional material or equipment necessary for installation and operation of the service not specified or described the vendor s proposal will be deemed to be part of the service at no additional charge to CAMERON PARISH SCHOOL DISTRICT. Furthermore, claims for 6
compensation will not be allowed for extra work resulting from the lack of knowledge of any existing condition on the part of the service provider. 19. FINANCIAL QUALIFICATIONS (MINIMUM) 19.1 A proposer submitting a proposal shall demonstrate proof of the ability to obtain a performance bond in an amount equal to 100% of the total annual contract amount. 20. PRICING Pricing must include an itemized list of ALL fees, taxes, surcharges and these fees must be identified as E-Rate eligible or ineligible. 20. NUMBER OF COPIES 20.1 Proposer shall submit one (1) signed original response, three (3) additional copies hardcopies and one (1) electronic copy. 20.2 Original Response - Must contain original signatures and should be clearly marked or differentiated from the other copies of the proposal. This copy will be retained for incorporation by references in any contract resulting from this RFP. 20.3 Additional Hardcopies Must contain the same information as the original response. Electronic Copy Must contain the same information as the original response and must be presented in PDF format on a flash drive, CD or DVD. Failure to provide a readable electronic copy of the response may result in proposal disqualification. 21. SUBMISSION OF PROPOSALS MAIL OR HAND DELIVER PROPOSALS TO: CAMERON PARISH SCHOOL DISTRICT ATTN: SCOTTY TURNER 510 Marshall Street Cameron, LA, 70631 DEADLINE FOR SUBMISSION February 16, 2015 2:00 PM All questions must be in writing and emailed to: scotty_turner@camsch.org No phone calls will be accepted 7
LOCATION CAMERON PARISH SCHOOL BOARD OFFICE CAMERON PARISH EDUCATIONAL CONFERENCE CENTER BUS AND MAINTENANCE AN WAREHOUSE FACILITY GRAND LAKE HIGH SCHOOL ADDRESS 510 MARSHALL STREET CAMERON, LA. 70631 512 MARSHALL STREET CAMERON, LA. 70631 3151 TROSCLAIR ROAD CAMERON, LA. 70631 1039 HWY 384 GRAND LAKE LAKE CHARLES, LA. 70607 JOHNSON BAYOU HIGH SCHOOL 6304 GULF BEACH HIGHWAY CAMERON, LA. 70643 SOUTH CAMERON HIGH SCHOOL AND SOUTH CAMERON MIDDLE SAME CAMPUS (2) WAN CONNECTIONS HACKBERRY HIGH SCHOOL 753 OAK GROVE HIGHWAY GRAND CHENIER, LA 70643 1390 SCHOOL STREET HACKBERRY, LA. 70645 8