PROCUREMENT DEPARTMENT Marco Abeita Director of Procurement (505)

Transcription

1 PROCUREMENT DEPARTMENT Marco Abeita Director of Procurement (505) ACTING SUPERINTENDENT MIKE HYATT Gallup McKinley County Schools 640 S. Boardman Gallup, NM Gallup McKinley County Schools Gallup NM, Basic Telephony, Advanced Telecommunications, and Internet Access Eligible for Category 1 E Rate Funds under the Universal Service Program for Funding Year 2017 and Potentially Four Subsequent Years; And for Network Infrastructure Upgrade at select sites Eligible for Category 2 E Rate Funds under the Universal Service Program for Funding Year 2017 RFP WF Commodity Code(s): 20621, 20623, 20664, 80392, 83833, 91576, 91577, & MAIL TO: RFP NUMBER PROCUREMENT OFFICE Gallup McKinley County Schools 640 South Boardman Gallup, NM Attention: Marco Abeita FAX and Proposals will not be accepted RFP WF REQUEST FOR PROPOSALS ISSUED Wednesday, January 11, 2017 DUE DATE FOR PROPOSALS Wednesday, Feb 15, 2:00 pm MST Technical inquiries may be made to Ron Triplehorn, Director of Technology, or Bart Stanley, Director of E Rate, via rtripleh@gmcs.k12.nm.us bstanley@gmcs.k12.nm.us All inquiries and answers will be posted on the GMCS Procurement Web Site and the E Rate Productivity Center. Please do not call to ask questions. All inquiries and responses must reference SLD Form 470 Number Failure to include the Form 470 Number will be grounds for disqualification of any response.

2 Introduction Intent To solicit information necessary to select Vendors to provide Basic Telephony, Advanced Telecommunications, and Internet Access, eligible for E Rate Funds and potentially four subsequent years. To solicit information necessary to select vendors to provide Category 2 Network Infrastructure upgrade at select sites eligible for E Rate Funds. Contracts for E rate eligible services must be signed on or before March 31, Proposal Categories This RFP is requesting proposals on the following categories of services. Respondents may elect to limit their proposals to a single category or may respond to multiple categories and to one service or multiple services within a category: Category 1 Services Eligible for E Rate Discounts Basic Telephony Advanced Telecommunications Internet Access Category 2 Services Eligible for E Rate Discounts Network Infrastructure Upgrades at select sites Universal Service Program Considerations for E Rate Eligible Products/Services UNIVERSAL SERVICE PROVISIONS OF THE TELECOMMUNICATIONS ACT OF 1996 The Gallup McKinley County Schools operates the Gallup McKinley County School System (GMCS). Via this solicitation, GMCS is seeking to engage one or more firms and/or individuals [Vendor(s)] to provide information technology services per the list of categories above. The Federal Communications Commission (FCC) adopted rules on May 7, 1997 as required by the Telecommunications Act of 1996 to provide discounts for telecommunication products and services for K 12 schools and libraries. The rules act to ensure that eligible schools and libraries have affordable access to modern telecommunication services, internal connections and the Internet. This Universal Service discount program is also called "E Rate" in the schools and libraries community. See for more information about the program. Under the Universal Service program, GMCS's schools are eligible for discounts on eligible services. To be eligible, schools must follow procedures established by FCC and the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC), which administers the Universal Service provisions of the Telecommunications Act of Page 2

3 Please provide the following information as part of your proposal(s). Please limit your response to two (2) pages per item. Clearly label each page with the Item Number. 1. What is your previous experience with E rate supported services? 2. What is the previous pre discount amount that you have had funded from E Rate for the services requested in this RFP? Combined Clients SLD awards SLD Filing Year Telecommunications Broadband Total Year 1998 $ $ $ Year 1999 $ $ $ Year 2000 $ $ $ Year 2001 $ $ $ Year 2002 $ $ $ Year 2003 $ $ $ Year 2004 $ $ $ Year 2005 $ $ $ Year 2006 $ $ $ Year 2007 $ $ $ Year 2008 $ $ $ Year 2009 $ $ $ Year 2010 $ $ $ Year 2011 $ $ $ Year 2012 $ $ $ Year 2013 $ $ $ Year 2014 $ $ $ Year 2015 $ $ $ Year 2016 $ $ $ Year 2017 $ $ $ 3. For reimbursement purposes, GMCS requires that service providers issue detailed invoices. Bidders must include sample invoices documenting the ability to provide detailed invoices. 4. What assistance can you provide during the Program Integrity Assurance (PIA) review as pertains to the delivery of eligible services by your company? 5. What documentation and backup material can you provide in the event an appeal is necessary (both SLD and FCC appeals)? 6. What experience have you had in assisting customers in filing for extensions and substitutions? Page 3

4 QUALIFIED VENDORS Under the Universal Service program, vendors receive the full amount they contract for; however, payment for the eligible goods and services is split between the school district and the Universal Service Fund. To qualify and be eligible for selection as a successful bidder under this RFP, the Vendor must: a. Have or apply for a Service Provider Identification Number (SPIN) and provide it with the proposal. Call the SLD at , or access their web site at: for additional information. b. Agree that the school district's portion of the contract is subject to the availability of discounts to the school district on a year by year basis. c. Separate ineligible services and equipment from eligible services and equipment and include start and completion dates for the work on each invoice. d. Agree to invoice USAC for the contracted eligible amount using USAC s forms and procedures, if the district requests. e. Agree to invoice GMCS the contracted amount for services. f. Agree to assist the GMCS in resolving administrative issues that arise from the Universal Service program. g. Provide resume(s) for your E Rate Project Executive. The resume must reflect 3 5 years of successful E rate project management with school districts of comparable enrollment. h. Provide a FCC Registration Number (FRN) and proof of Green Light Status from the FCC. Any potential bidder found to be in Red Light Status may be disqualified from participation in the bidding process and may be considered non responsive. i. All vendors bidding on telecommunications services must have a Y designation on USAC s SPIN contact search tool (see j. As required by Section (f) of Part 47 of the Code of Federal Regulation all bids in response to this RFP must offer the lowest corresponding price (LCP) which is defined as the lowest price that a service provider charges to nonresidential customers who are similarly situated to a particular E rate applicant (school, library, or consortium) for similar services. See providers/step02/lowest corresponding price.aspx for more information on the requirements relating to LCP. PAYMENT A portion of the cost of services sought in this RFP may be eligible for federal E Rate funds under the Telecommunications Act of 1996 [see below]. GMCS will apply for eligible funding and, if awarded E Rate funds, the selected vendor or vendors will receive payment in accordance with the payment provisions defined in Section 9 below. If GMCS is denied by the SLD the award of requested discounts or any portion thereof, then GMCS reserves the right to declare null and void the selected vendor(s) contract(s), and to choose not to pursue any agreement. GMCS will not be held liable for any express or implied guarantees. Page 4

5 Background The Gallup McKinley County Schools (GMCS), which covers approximately 5,500 square miles, serves the public education needs of the County of McKinley, including the communities of Gallup, Thoreau, Crownpoint, Tohatchi, Twin Lakes, Navajo, Ramah Vanderwagon, and Pueblo Pintado. It is one of the geographically largest districts in the continental United States. (Note: Zuni is not part of GMCS District.) See District Map (Appendix A). GMCS currently operates 46 facilities throughout the county, consisting of elementary schools, middle and high schools, special education centers, alternative schools and administrative offices. See Site List (Appendix B). Central Office (CO) for GMCS is located at 640 South Boardman, Gallup, NM GMCS has approximately 1,880 employees, including teachers, administrators and support personnel, and approximately 11,700 students. It is recommended that vendors visit the GALLUP MCKINLEY COUNTY SCHOOLS Web Pages for additional detailed information regarding the district and the individual schools This RFP and Answers to Vendor Questions can be found at: GMCS Procurement Web Site Current Technical Environment and Infrastructure GMCS is connected to CenturyLink Backbone via six pairs of 1Gbps Ethernet lines. Twenty one sites (20 campuses) in the CenturyLink service area are connected to the NOC via twenty Ethernet lines providing 400Mbps connectivity at each site. Internet access and service to the Frontier and SCS Connect service areas are also carried across the Ethernet lines except for one school in the Frontier service area which is connected by 1 DS3 line carrying 4 T1 s. Ten 100Mbps Ethernet lines connect 9 campuses (10 schools) in the Frontier service area with a cross connect with Sacred Wind directly to the NOC. Three schools in the southern part of the district (served by SCS Connect Services) are currently served by a 150 Mbps microwave radio network. Catherine A Miller Elementary school has a 400Mbps Ethernet connection provided by Sacred Wind. Miyamura High School is connected to the NOC over private fiber at 1Gbps. All GMCS sites are connected to the Internet through the CenturyLink Data Center in Albuquerque, NM with a 1Gbps circuit. See Network Diagram (Appendix C). GMCS provides voice communication services to all school sites and offices via an internal Avaya PBX system serving approximately 2,000 extensions. All school sites also have at least one local POTS line for emergency 911 services and to provide the ability to make calls if the voice/data network is down. Schools outside the city of Gallup have an additional POTS line to provide local phone connectivity. Long distance services through the AVAYA PBX are provided by CenturyLink and voice mail services are available to all GMCS extensions through the internal PBX system. The district utilizes a range of 5,000 DID numbers provided by CenturyLink and assigned through the internal PBX. Page 5

6 The GMCS computing environment utilizes a mixture of I Visions client/server, PowerSchool, and webbased technologies for delivery of information services. Within the GMCS Network Operating Center (NOC) there are: Student Information Systems (PowerSchool); HR Finance System (I Visions) Library Management (Destiny) Educational Videos (Learn 360) Document Archiving (SentryFile) Educational Platforms (Scholastic / Edgunity) Teleconferencing (Cisco Telepresence) A data communications network infrastructure with the connectivity described above as well as Cisco routers and Cisco LAN switches supported by a CAT5e data cabling infrastructure; Approximately 50 physical and virtual servers providing Active Directory services, file shares, and web and applications services. A blade center configuration provides data warehouse services. A SAN array provides data for storage and recovery. A second SAN provides data storage for accounts and user files. A SPAM filter is in place to limit the amount of SPAM delivered to district accounts. A Firewall is used to protect end user devices and network devices from unauthorized network traffic. A web traffic filter is used to manage and shape bandwidth usage. Load Balancing hardware and software are used to divide Internet requests on to three PowerSchool nodes for even distribution and to balance requests for MS Exchange services. services are managed internally utilizing MS Exchange 2007 for all GMCS personnel. Services are spread across four virtual servers. Student accounts are currently provided to all students through echalk web mail services, but will be migrated to a different web based system in July All of the Information Technology Department services for the District are managed and implemented from the GMCS NOC except for the Internet connection which resides in Albuquerque. GMCS leverages three centrally located Active Directory Domain Controllers to provide DHCP, DNS, and user authentication to over 6,000 workstation nodes. The network equipment supporting the telecommunications system includes 38 switches at schools and administrative offices. Voice mail service is provided by two Avaya Intuity systems located at the NOC. Scope of Work Eligible for Category 1 E Rate Discounts (1) Basic Telephony (2) Advanced Telecommunications (3) Internet Access Eligible for Category 2 E Rate Discounts (1) Network Infrastructure Upgrade Page 6

7 Each service proposed is to be priced separately with all ineligible items identified. One service, eg. Basic Telephony may be awarded to a vendor different from a vendor awarded another individual service. In the stated categories 1 4 listed above, GMCS reserves the option to make multiple awards within the same category, when advantageous to the District and when necessary. SECTION 1 Category 1 E Rate Eligible Services GMCS is seeking proposals for basic telephone services, Advanced Telecommunications, and Internet access for a term of one year with the option of renewal for four additional years. The district is also seeking Category 2 proposals to upgrade network infrastructure at select sites. Renewals of the award, by mutual agreement of both parties, may be made at one year intervals, or any interval that is advantageous to the GMCS, for a period not to exceed a total of five (5) years. For the life of the contract GMCS desires the ability to increase services based on business needs without the need to rebid the services or sign new contracts. GMCS expects the winning service provider to provide an Excel version of the Item 21 Attachments in the format approved by USAC and the FCC. See Item 21 Attachments (Appendix D) for draft copy of what those attachments might look like. Once USAC issues the final approved Item 21 templates GMCS will update the blog site mentioned above. Bidders must ensure they provide the current approved Item 21 Attachment from USAC in an excel format that can easily be uploaded into USAC s online system. (1) Basic Telephony GMCS provides basic telephone (Local Dialup) services to 11 schools in the Navajo/ Frontier Communications service area. The district is seeking proposals to provide Plain Old Telephone Service (POTS) with 59 lines total to the schools in: Crownpoint, Navajo, Tohatchi, Twin Lakes, and Tse Yi Gai with the ability to increase or decrease services based on business needs. GMCS provides basic telephone (Local Dialup) services to 19 schools and five non instructional facilities in Gallup. Century Link Communications is the current vendor for these services. The district is seeking proposals to provide Plain Old Telephone Service (POTS) with 27 lines total in Gallup, NM with the ability to increase or decrease services based on business needs. GMCS provides basic telephone (Local Dialup) services to 4 schools and 1 non instructional facility in the Sacred Wind Communications service area. The district is seeking proposals to provide Plain Old Telephone Services (POTS) with 5 lines total to two schools and 1 non instructional facility in Thoreau, Chee Dodge Elementary, and Catherine A Miller Elementary with the ability to increase or decrease services based on business needs. GMCS provides basic telephone (Local Dialup) services to 3 schools and 1 non instructional facility in the CenturyTel Communications service area. The district is seeking proposals to provide Plain Old Telephone Services (POTS) with 4 lines total to two schools and 1 non instructional facility in Ramah, NM and David Skeet Elementary with the ability to increase or decrease services based on business needs. Page 7

8 (2) Advanced Telecommunications CenturyLink also provides four PBX trunk lines to provide external telecommunication services to all GMCS sites. GMCS is seeking proposals to provide 4 PBX trunk lines with the ability to increase or decrease services based on business needs. (3) Internet Access GMCS is seeking proposals to provide 500 MBPS Internet connection for entire district scalable up to 10GBPS over the next five years. CenturyLink currently provides a 1 GBPS internet loop provisioned to provide 100 Mbps of Internet access burstable to 1 GBPS with equipment located in the CenturyLink data Center in Albuquerque, NM. The district is willing to consider various scenarios to meet its Internet and Internet transport needs in a cost effective manner. The district is willing to consider bids for commodity Internet and a separate transport circuit or a bundled solution that includes both the Internet access and transport from the same vendor. The district is willing to consider solutions that provide connectivity from the district s current co location space at the Century Link data center, solutions that provide connectivity from the Albuquerque GigaPop (ABQG), solutions that terminate at the district data center, or solutions that terminate at other GigaPops. It is recommended that bidders provide multiple options and cost proposals to reach the desired bandwidths. Pricing should be provided for transport circuits between one Gbps and ten Gbps at one Gbps increments. The pricing for the Internet should be a minimum of 200 Mbps up to 10 Gbps at various increments. The district is willing to consider solutions that offer burstable Internet connectivity. Based on the results of this procurement the district will remain with its existing contracts, amend the existing contracts, or enter into new contracts with the same or different vendors. SECTION 2 CATEGORY 2 E RATE ELIGIBLE SERVICES (1) Network Infrastructure Upgrade GMCS is requesting proposals to upgrade data switch and routing platforms at Chief Manuelito Middle School, Gallup High School, Stagecoach Elementary School, and Turpen Elementary School. Contracts have been issued for the four sites above, but E Rate funding has not yet been approved. GMCS will notify potential bidders if funding is granted in order to remove the four schools from this solicitation. See interface Count (Appendix E) GMCS is also requesting proposals to upgrade data switch and routing platforms at David Skeet Elementary School, Educational Development Center, Gallup Middle School, Kennedy Middle School, Navajo Elementary School, Navajo Middle School, Navajo Pine High School, Ramah High School, and Red Rock Elementary School. This is the first solicitation for network infrastructure upgrade at these sites. See Interface Count (Appendix F) The Interface Count per Site (Appendix E & Appendix F) indicates the current number of 100 MB and GB data ports at each site that are both powered or non powered ports. The Fiber column indicates the number of GB fiber connections needed to make connections between switches and connect other devices that are greater than copper connections will allow. GMCS would like vendors to consider upgrading 100 MB connections to GB connections and increasing the number of powered ports for devices requiring power like IP based telephones and other security devices. Because cost is an issue vendors should provide multiple options so GMCS can choose the solution that best meets our needs that we can afford. Bidders must include warranty services on all devices included in their proposals. Page 8

9 Vendor must document the percentage of the proposed solution that is E Rate eligible. It is recommended that vendors not familiar with the GMCS network request a tour of at least two GMCS facilities prior to preparing proposals. SECTION 3 VENDOR RESPONSIBILITIES AND CODE OF CONDUCT Section 3 of this RFP outlines the responsibilities that the Vendor has to GMCS. Vendor Liaison The Vendor will designate a Vendor Liaison (Project Executive) within the Vendor's firm with whom all concerns and issues will be addressed. Standards of Conduct The Vendor will exercise all reasonable skill, care, and diligence in their performance under this RFP and adhere to the standards of conduct listed below: a. The Vendor will provide GMCS with alternative methods of being reached other than the telephone (i.e., cell phones, pager or addresses.) b. The Vendor will make certain that its employees, agents, volunteers and contractors, who may have contact with students, are in compliance with applicable New Mexico State Law. c. In the event that GMCS determines in good faith that a Vendor s employee is not conducting himself/herself in a professional manner, GMCS will contact the Vendor with respect to such conduct and the Vendor will act in accordance with the appropriate Sections of the signed Services Agreement. SECTION 4 GMCS INFORMATION TECHNOLOGY DEPARTMENT (ITD) RESPONSIBILITIES Only the GMCS Staff designated in this RFP may discuss any aspect of this RFP with the Vendor s personnel during the period spanning the RFP publish date and the date of final award of the contract. GMCS will designate a GMCS Liaison within the Information Technology Department. All communications from an awarded Vendor to GMCS shall be directed only to the GMCS Liaison. No other employee of the GMCS will be authorized to operate under the terms of any agreement resulting from this RFP without the express written notification from the GMCS Procurement Director. Page 9

10 SECTION 5 SUPPLYING HARDWARE Vendor shall supply Hardware and Software to the specifications outlined in this RFP. Manufacturer parts or manufacturer certified for use All parts must be original equipment manufacturer parts or original manufacturer certified for use. Any equipment supplied under the terms of this RFP that is delivered and discovered to be inoperable or ceases to operate within seven (7) business days of initial installation must be considered dead on arrival. Therefore, the vendor must replace it with new equipment that is identical to the original equipment that was ordered. The replaced equipment must be delivered within an average of ten (10) business days of notification. The vendor is required to provide a facsimile telephone number that is toll free from any location in Gallup City to be used for the notification process for all warranty issues. Refurbished equipment For purposes of this RFP, GMCS does not authorize or accept the use of refurbished equipment for E rate eligible hardware, and reserves the right to reject any proposals which contain such equipment or pricing. SECTION 6 SUPPLYING WARRANTY Warranty All equipment furnished under this RFP must include the standard manufacturer s warranty. The warranty must be effective as of the date the equipment is delivered and received by GMCS. Any warranties expressed or implied must not reduce the obligation of the vendor/manufacturers to GMCS against any latent defect that may be discovered during the rated life of the equipment and/or materials and requirements described in the specifications and approved modifications. If, within the guaranteed period, any defects or signs of deterioration are discovered and determined by GMCS to be the result of faulty design and/or installation, the vendor who is the successful Vendor will be obliged to replace/repair the equipment at its expense. The vendor must be completely and solely responsible for the transportation and completion of all repairs to the equipment from and to the original location and coordinate all warranty repairs, when the repair(s) cannot be accomplished at the on site location. If equipment that is under warranty is not operational because of defects at any time after receipt of the product by GMCS, replacement equipment of an equal or superior functionality must be provided by vendors until the defective equipment is repaired or replaced. It is a requirement of this RFP that all proposal items will be inspected and serviced by the successful Vendor at the GMCS work location except when authorized to take off site as described below. Page 10

11 Off site repair If repairs cannot be completed and the equipment restored to functional use at the GMCS work location, the equipment may be removed to a remote site for repairs with the approval of the Director of Technology. When equipment is removed from a GMCS location for repair, the GMCS location representative must be provided with a duplicate copy of the Vendor s receipt document before removing the equipment from the location. After being notified, the Vendor must respond within 24 hours and complete within ten (10) business days all needed repairs. Should it be necessary to replace/repair the equipment off site, the component(s) must be transported at the expense of the Vendor. Should the equipment need to be removed, the vendor at the vendor s expense must provide replacement (s) of the exact or superior equipment until the original equipment is repaired and returned. Although the Vendor has the option of repairing or replacing equipment that requires warranty service, any equipment repaired three (3) times in a twelve (12) month period SHALL be replaced with new equipment if a fourth (4 th ) repair is required. Manufacturer s authorized repair Equipment must have repair and warranty work performed by the manufacturers authorized repair station using only original manufacturer equipment or manufacturer certified parts when the equipment is serviced and/or repaired. Upon request, the vendor who is the successful Vendor must supply the manufacturer s return authorization number, proof from the manufacturer that all warranty work performed was consistent with manufacturer s standards using the original equipment manufacturer parts, or manufacturer certified parts. Dispute on requested repairs In the event of a dispute on requested repairs between school/department/center and the vendor who is the successful Vendor, the decision of a GMCS authorized designee will be final and binding on both parties. SECTION 7 Providing Warranty of Currency Discontinued item Whenever an E rate eligible item included in the proposal of a successful vendor is discontinued by the manufacturer prior to installation, the vendor who is the successful Vendor for that item will seek a service substitution authorization from USAC and, when approved, install the newly approved equipment. With respect to equipment ineligible for E rate discount, upon approval by the GMCS Director of Technology, the Vendor will install the new equipment. This Warranty Page 11

12 of Currency provision applies specifically to discontinued products, and not product enhancements. If, however, a major technology component is discontinued and replaced with a newer technology, the entire unit will be considered discontinued and not enhanced, and, therefore, the unit will be subject to this Warranty of Currency. Questions regarding the classification of items, as either discontinued or enhanced, will be directed to a GMCS authorized designee, whose decision will be final and binding on both parties. Written notification If an item is discontinued by the manufacturer during the period of award, or if an item has been enhanced and the enhanced item has been made available as a replacement for the item, then the Vendor must forward written notification to the Department of Procurement within a minimum of two (2) weeks before the discontinuation or general availability of enhanced equipment. The vendor s written notification must include complete descriptive, technical literature on the equipment that is proposed to be replaced, discontinued or enhanced. In addition, the vendor s written notification must specify the exact differences between the discontinued or enhanced equipment and the proposed replacement equipment. Upon written approval from GMCS and, if necessary, USAC, the vendor must furnish the replacement equipment. During the period of two (2) weeks GMCS may continue to order the discontinued or enhanced equipment, which the Vendor is obligated to accept. Samples Price Samples of proposed replacement equipment, if requested, must be supplied for GMCS evaluation. Vendors will furnish and return all sample equipment at their cost. GMCS will not be held liable for any damages incurred to the sample equipment during the evaluation or warranty period and GMCS reserves the right to refuse the proposed replacement equipment that is offered and, instead, require the vendor to propose another equipment replacement. Proposed replacement equipment for a discontinued or enhanced item will be offered at the same firm price offered for the original item or at a lower price during the remainder of the award period. All of the specifications, terms, and conditions in this RFP apply to replacement equipment. Support during warranty period During the manufacturer s warranty period, vendors shall supply technical phone support and offer on site technical support when required. The technical support is to be provided at no additional cost to GMCS. Page 12

13 SECTION 8 DELIVERING EQUIPMENT Inside delivery Equipment will be delivered according to the purchase order specifications. Inside delivery shall be provided with no additional charges and/or expenses to GMCS. It will be the responsibility of the successful vendor to attach all packing slips to the OUTSIDE of each shipment. The packing slip must reference the relevant GMCS purchase order number. Failure to provide a packing slip attached to the outside of the shipment will result in refusal of shipment at vendor s expense. Delivery date and scheduling of E rate Eligible Equipment Vendor must comply with SLD rules pertaining to project completion. Requests for extensions must also comply with SLD rules for extension and must be approved by the GMCS Change Order process. SECTION 9 COMPLIANCE Termination Termination for Default Should Vendor fail to perform fully, faithfully and promptly any obligation owed to GMCS, GMCS may consider the breach material and may terminate any agreement resulting from this RFP. Termination for Convenience The performance of work under any agreement resulting from this RFP may be terminated by GMCS in whole, or from time to time in part, whenever GMCS shall determine that such termination is in the best interest of GMCS. The Vendor will be compensated only for services performed before the specified date of termination. Non availability of Funding Vendors will not perform work under any contracts awarded under this RFP until notification is made by GMCS to the vendors that they may begin services. Some services will begin on July 1, 2017, regardless of E Rate notification. Other services will be contingent upon E Rate funding at the discretion of GMCS. Indemnification To the fullest extent permitted by law, or as otherwise defined in the Professional Service Agreement, the successful Vendor shall indemnify and hold harmless GMCS and its officials, employees and agents from and against all claims, liens or demands that result in losses, liabilities, defense costs and expenses (including but not limited to attorney's fees and costs of litigation) arising out of the term, conditions and performance under the contract. Page 13

14 Insurance Upon the award of contract to a Vendor, and subsequent execution of any contract with GMCS, the successful Vendor will be required to maintain at its cost and expense, during the entire period of the agreement, the types of insurance specified below. All insurance shall be procured from reputable corporations authorized to conduct business in New Mexico. In no event shall work be performed until the required evidence of insurance has been furnished. The Vendor will provide proof of Commercial General Liability Insurance, Business Automobile Liability Insurance and Workers' Compensation Insurance. Right to Protest In accordance with the New Mexico Procurement Code and Regulations, any actual Vendor or Offeror who is aggrieved in connection with this solicitation or notice of award of a contract may protest to the Director of the Office of Procurement ("Director"). The Vendor shall submit the protest, in writing, to the Director within fifteen (15) calendar days after the issuance of the solicitation or issuance of the notice of award. The procedure for protests is set forth in the New Mexico Procurement Code and Regulations, and are hereby incorporated by reference and made a part of this RFP. Laws, Regulations and Permits Federal, State and Local Laws The successful Vendor shall comply with all Federal, State, and Local laws, ordinances, regulations and GMCS rules and policies pertaining to work under its charge, and shall, at its expense, procure any permits that may be required. The Vendor will be aware that GMCS complies with the ADA (Americans with Disabilities Act). EEO The Vendor will not discriminate or permit discrimination against any person because of race, color, religion, sex or national origin. In the event of such discrimination, GMCS may, in addition to any other rights or remedies available under this RFP, at law or in equity, terminate the Vendor. Sub Contractors The Vendor will provide the name of any sub contractor(s) it intends to employ prior to the subcontractor starting work, the portion of the materials/labor to be furnished, their telephone number, place of business, and such other information as requested by the RFP specifications. See Section 10 below (Proposal Information). The information may be used in considering the potential performance capabilities of the sub contractor(s). GMCS reserves the right to refuse a subcontractor. The successful Vendor will be the prime contractor and shall be responsible, in total, for all work of any sub contractors or agents, and of persons directly or indirectly employed by such sub contractors, and for the acts and omissions of persons employed directly by the Vendor. The Vendor agrees not to pay, promise to pay, or authorize the payment of any money or anything of value, directly or indirectly, to any person (whether a government official or private individual) Page 14

15 for the purpose of illegally or improperly inducing anyone to take action favorable to any party in connection with this contract. The Vendor agrees not to receive any such payment. Confidential Information Confidential Information means information belonging to or in possession or control of a party, which is of a confidential, proprietary or trade secret nature furnished or disclosed to the Vendor or to the GALLUP MCKINLEY COUNTY SCHOOLS by the Vendor. The Vendor agrees to preserve the confidential nature of the trade secrets and other confidential, nonpublic information disclosed to it by GMCS in the course of this RFP. During the performance of this project, the Vendor may be exposed to data of a confidential or sensitive nature. The Vendor will maintain strict confidentiality regarding information which it gains access to in the course of this contract. The Vendor may be required to sign a GMCS Privacy Statement Form, protecting the confidentiality of GMCS internal data. All documents resulting from this contract are the sole property of GMCS. Any material supplied by GMCS shall not be disclosed or used by the Vendor without express written permission. The Gallup McKinley County Schools agrees to preserve the confidential nature of the trade secrets and other confidential, nonpublic information disclosed to it by the Vendor in the course of this RFP. All proposals shall specify in detail, what information and/or documentation contained within the proposal is considered confidential or proprietary information by the Vendor. Please note that Vendors shall not label every page of proposal as Confidential or complete proposals as Confidential. After Award, all proposals are subject to the Inspection of Public Records Act, Chapter 14, Article 2, NMSA Items the Vendor considers Confidential shall be easily separable from the proposal contents. SECTION 10 INVOICING AND PAYMENTS A Vendor providing awarded services will submit itemized invoices showing Purchase Order number and costs breakdown. Vendor invoices shall contain only charges for those services that are completed and have been accepted by GMCS. A Vendor supplying temporary staffing shall send GMCS weekly invoices for every temporary position staffed. Invoices must include copies of personnel's time sheets for the billed week. Time sheets must be signed by the GMCS Liaison or his/her designee. Undisputed invoices will be paid within thirty (30) days after the date of submission of the invoice. All invoices will be subject to approval from the Information Technology Department. Invoices for temporary staffing, which do not include signed time sheets, will not be paid until signed time sheets are received. All invoices should be submitted to: Gallup McKinley County Schools Business Office, PO Box 1318, 640 S. Boardman, Gallup, NM Page 15

16 SECTION 11 PROPOSAL INFORMATION Late Proposals Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor's sole risk to assure delivery to the designated contact by the designated time. Preparing a Response This RFP contains the instructions governing the proposals to be submitted and a description of the mandatory requirements. An Evaluation Committee will determine compliance with the requirements. Responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non responsive. See Section 12 below (Schedule, Evaluation Procedure and Evaluation Criteria). Vendors shall promptly notify the GMCS of any ambiguity, inconsistency or error, which they may discover upon examination of this RFP. Any interpretation, correction, or change to this RFP will be made by written Addendum. Interpretations, corrections or changes to this RFP made in any other manner will not be binding and Vendors shall not rely upon such interpretations, corrections, or changes. The GMCS will issue any necessary Addenda. GMCS has provided the contact information listed below for Vendors requiring clarification or interpretation of any section or sections contained in this RFP. Marco Abeita Director of Procurement Gallup McKinley County Schools 640 South Boardman Gallup, NM Fax: mabeita@gmcs.k12.nm.us Submitting a Proposal Each Vendor who submits a proposal will agree that: a. The proposal is based upon an understanding of the specifications and requirements described in this RFP. b. Costs for developing and delivering responses to this RFP and any subsequent presentations of the proposals as requested by the GMCS are entirely the responsibility of the Vendor. c. All materials submitted in response to this RFP become the property of the GMCS and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the GMCS and Vendor resulting from this RFP process. Page 16

17 d. An individual authorized to legally bind the business submitting the proposal must sign the proposal in ink. e. Proposals submitted shall be a firm offer to provide services or equipment as requested in this RFP. The final resulting contract, if any awards are made, shall be based on the needs of the District; vendor s initial offer, and subsequent best and final offer. Any significant omission/inaccurate information provided in the proposal may result in the Vendor being considered non responsive, or an awarded Vendor being disqualified even after service has been initiated. For example, inability to provide staff to the level listed in the proposal may disqualify a Vendor. The GMCS may choose to not evaluate, may deem non responsive, and/or may disqualify from further consideration any proposals that are difficult to read, are missing any required information, or include references to information located elsewhere, such as Internet websites or libraries, or Vendor s literature. Each Proposal must consist of two (2) distinct parts: a Technical Proposal and a Cost Proposal, as described below. The GMCS may choose to not evaluate, may deem non responsive, and/or may disqualify from further consideration any proposals that are not submitted in two (2) parts, or which do not follow the formats specified below. In addition to the Original Technical Proposal and Price Proposal submittal, Offerors shall provide THREE (3) identical digital media (and shall be easily identifiable as to the contents contained therein). Technical Proposal The purpose of the Technical Proposal is to demonstrate the qualifications, competence, and capacity of the Vendors seeking to provide hardware, software and services as outlined in the Scope of Work Categories, to the Gallup McKinley County School System. Technical Proposal Content The contents listed below must be included in the Technical Proposal. If the Vendor elects to use a sub contractor, the Technical Proposal Content must also be provided with regard to the sub contractor. Credentials Business Credentials a. Description of the Vendor's total organization, including any parent companies, subsidiaries, affiliates and other related entities. The description shall state how long the Vendor has been in the business of supplying the services that are being proposed. b. An organizational chart for the overall Vendor's organization with an emphasis on the part of the organization that will be providing the proposed services. Page 17

18 c. A copy of the Vendor s most recent financial statements. d. A statement describing why the Vendor believes it is the best qualified to perform the services that are being proposed. e. Resumes of Engineering and Project Management Staff that will directly support the projects f. Changes in project staff must be approved by GMCS Director of Technology. Past Performance Credentials a. A detailed description, citing performance on GMCS contracts during the past three (3) years, if any. Label the attached form: Performance for GMCS Over the Past Three (3) Years. b. For each service being proposed, a detailed description of relevant performance during the past three (3) years providing the same or similar service, relative in size and scope, as are being proposed. Label attached form: Performance on Similar Size Proposals Over the Past Three (3) Years. c. For each service being proposed, four (4) customer references. References must be on company letterhead from the customer for whom the service was performed. Each must indicate the nature and scale of services provided and a testimonial from an individual authorized to represent the customer business. d. For each service being proposed, a detailed description, if applicable, of work performed by the Vendor as a co Vendor or consultant on a similar project. Other Credentials a. A signed letter of transmittal briefly stating the Vendor's understanding and agreement to the requested information as outlined in the Scope of Work Categories. Deviations Vendors taking exception to or deviating from the requirements and conditions of this RFP, must list such exceptions and/or deviations on a separate attachment to be submitted with their Technical Proposal. The absence of such an attachment will indicate that the Vendor takes no exceptions. THERE SHOULD BE NO RATES, FEES, OR COST QUOTATIONS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT. Vendors may request non disclosure of proprietary data. Proprietary data must be properly labeled as such, and easily separable from the proposal to facilitate eventual public inspection. Technical Proposal Format "Technical Proposal" title page, clearly stating which services described in the Scope of Work Categories proposed. The title page must also state the Vendor's name and address; the name and telephone number of the contact person; and the date of the proposal. Page 18

19 A Table of Contents listing all sections in the Technical Proposal for easy locating. Technical Proposal Content presented in the same order and with the same section titles as appear in the Scope of Work categories. If a Vendor is proposing to provide services described in more than one category of the Scope of Work Categories, the additional credentials required for each Scope of Work category must be in separate sections of the Technical Proposal. The section for each category of service must be clearly labeled with the Section number and related title of this RFP clearly visible. An original and three (3) copies of the Technical Proposal must be submitted in a separate sealed envelope marked as follows: TECHNICAL PROPOSAL For Gallup McKinley County Schools Information Technology Department RFP WF Basic Telephony, Advanced Telecommunications, and Internet Access Eligible for Category 1 E Rate Funds under the Universal Service Program for Funding Year 2017 and Potentially Four Subsequent Years; And for Network Infrastructure Upgrade at select sites Eligible for Category 2 E Rate Funds under the Universal Service Program for Funding Year 2017 Cost Proposal The Cost Proposal must detail all of the costs associated with providing the proposed services. The Cost Proposal must include a separate rate schedule or cost quotation for each category of services being proposed. Cost Proposal Content Omission and/or inaccurate information The Cost Proposal must include all items that apply to the services being proposed. Any significant omission and/or inaccurate information provided in the Cost Proposal may result in the vendor receiving a lower score during the proposal evaluation process. No additional cost There can be no additional costs to GMCS. All costs for a proposed item must be reflected in the cost submitted in the Cost Proposal. There can be no additional line item costs or any additional charges above the price indicated on the Cost Proposal for each item. If available, estimated tax and/or rate including fees are to be included with each proposal.. Page 19

20 Cost Proposal Format Information included in the Cost Proposal must include all of the following: A "Cost Proposal" title page clearly stating which services described in the Scope of Work Categories are proposed. The title page shall also state the Vendor's name and address; the name and telephone number of the contact person; the date of proposal and a statement signed by an officer of the Vendor that the Cost Proposal is an irrevocable offer for a period of ninety (90) days. A Table of Contents listing all sections in the Cost Proposal for easy locating. Cost Proposal Content pages presented in the same order and with the same section titles as appear in the Scope of Work categories. If a Vendor is proposing to provide services described in more than one category of the Scope of Work Categories, the fee schedules and/or costs required for each Scope of Work category must be in separate sections of the Cost Proposal. The section for each category of service must be clearly labeled with the Section number and related title of this RFP clearly visible. If the Vendor is proposing to include any products or services that are ineligible for E rate funds in its Technical Proposal, it must clearly distinguish the costs of such products and services from E rate eligible costs. An original and three (3) copies of the Cost Proposal as well as an electronic copy of the cost proposal must be submitted in a separate sealed envelope marked as follows: COST PROPOSAL For Gallup McKinley County Schools Information Technology Department RFP WF Basic Telephony, Advanced Telecommunications, and Internet Access Eligible for Category E Rate Funds under the Universal Service Program for Funding Year 2017 and Potentially Four Subsequent Years; And for Network Infrastructure Upgrade at select sites Eligible for Category 2 E Rate Funds under the Universal Service Program for Funding Year 2017 Separate sealed envelopes Vendors should send the completed Technical Proposal and Cost Proposal in separate sealed envelopes, marked as noted above, to the following address: Marco Abeita, Procurement Director PO. Box 1318, 640 S. Boardman, Gallup, NM Page 20

21 SECTION 12 SCHEDULE, EVALUATION, PROCEDURE, AND EVALUATION CRITERIA Schedule of Events GMCS anticipates that the proposal submission review and evaluation process for this procurement will take place according to the following general schedule: All inquiries need to be submitted in writing on the RFP Blog Site or by by January 23, Action Responsible Party Due Dates Request for Proposal issued: District Wednesday, January 11, 2017 GMCS Site Visit District Tuesday, January 17, 2017 Deadline for Submitting Questions Potential Offerors Wednesday, January 25, 2017 Response to Written Questions District Friday, February 3, 2017 Due date for Proposals and Forms Potential Offerors Wednesday, February 15, 2017 by 2:00PM MST Contract Signed for E Rate Eligible Services District On or Before March 31, 2017 Evaluation Procedure Proposals will be evaluated by an Evaluation Committee. The Gallup McKinley County Schools will select a Vendor or Vendors, and each respective proposal(s), based on the recommendation(s) of the Evaluation Committee. The Evaluation Committee will evaluate the proposals based on evaluation criteria stated in this section. GMCS reserves the right in its sole discretion to reject all proposals and re issue another RFP The Evaluation Committee may recommend to the Gallup McKinley County Schools that awards be made to the best proposal(s), from one or more vendors, or the Evaluation Committee may seek discussion/negotiation or a best and final offer before making its recommendation. Discussion/Negotiation Although proposals may be accepted and a contract awarded without discussion, the GMCS may initiate discussions with one or more Vendors should clarification or negotiation be necessary. Best and Final Offer The "Best and Final Offer" is an option available to the GMCS under the RFP process, which permits GMCS to request a "best and final offer" from one or more Vendors. Vendors may be contacted asking that they submit their best and final offer, which shall include the discussed and/or negotiated changes. Page 21