Livingston Parish Public Schools Excellence in Education! 13909 Florida Boulevard P.O. Box 1130 Livingston, Louisiana 70754-1130 Phone: (225) 686-7044 Fax: (225) 686-3052 Website: www.lpsb.org John Watson Superintendent Rick Wentzel Assistant Superintendent Thomas Cothern Assistant Superintendent Date: February 14, 2014 To: Wireless/Cellular Service Providers From: Robert Logan Director of Technology robert.logan@lpsb.org RE: RFP for Wireless/Cellular Services for E-Rate Year 17 (2014-2015) Deadline: 12:00 PM March 18, 2014 1. Scope Livingston Parish Public Schools (LPSB) is seeking proposals from qualified service providers (Vendor) for Wireless/Cellular Services provided throughout the school district. This acquisition shall be for a service contract according to the specifications set forth herein and will apply to E-Rate funding Year 17 (2014-2015). Proposals submitted by the vendor must comply with the competitive bidding requirements of the Schools and Libraries Division of the Universal Service Administrative Company, in addition to state and local bid laws. 2. Liability The LPSB is not liable for any costs incurred by prospective vendors responding to this RFP. Costs associated with developing the proposal, preparing for presentations, and any other expenses incurred by the vendor remains the responsibility of the vendor. Issuance of this RFP in no way constitutes a commitment by the LPSB to select a vendor and/or purchase the products/services. The LPSB, at its discretion, reserves the right to accept or reject any or all proposals submitted, to waive any irregularities or informalities in any proposals, to be the sole judge of the merit and qualifications of products and services being offered, to adjust quantities, and to accept proposals it deems to be in the best interest of the School System. Acceptance of any proposal and the resulting purchase is dependent on the Livingston Parish School Board approval, E-Rate funding, and appropriation of funds by the LPSB. The Livingston Parish School Board will, at its discretion, strongly consider the vendor submitting the best proposal that complies with this RFP for a potential business agreement. The LPSB reserves the right to change the schedule of events or amend this RFP by an addendum issued up to five business days prior to the date set for receipt of proposals. LPSB also reserves the right to cancel or reissue this RFP. Wireless/Cellular Services RFP 2014 updated 3-5-14 Page 1 of 5
3. Vendor Qualifications In order to submit a proposal, the vendor: Must be registered as a service provider with the Schools and Libraries Division (SLD), have a Service Provider Identification Number (SPIN), have a current Service Provider Annual Certification Form (SPAC) on file with the SLD, and comply with all SLD service provider requirements. Must be a green light company and be in good standing with the SLD. The provider must immediately notify the LPSB in writing should the status change at any time during the bid process or project period. Must have highly qualified staff that can provide training and support in a timely manner. 4. Intent to Submit All prospective proposers must email Robert Logan, robert.logan@lpsb.org, stating the vendor s intent to submit a proposal. The words, INTENT TO SUBMIT A WIRELESS/CELLULAR PROPOSAL should be typed in the subject. Any amendments and/or addendums issued by the LPSB will be sent to the person making this initial contact as well as posted on the LPSB E-rate website at http://www.lpsb.org/community/business_department/purchasing_information. Vendors not adhering to these instructions may be subject to disqualification without further consideration. 5. Submission Proposals must be received by 12:00 PM (noon) on Tuesday, March 18, 2014 and must be identified as Response to Wireless/Cellular Services RFP 2014. While mailed submissions will be accepted, Email is the preferred method. Vendors are solely responsible for timely submission. Failure to meet this deadline will result in a No Score rejection. LPSB is not responsible for any vendor delays or miscommunications. All proposals must be submitted to: Robert Logan, District Technology Director Livingston Parish Public Schools P O Box 1130 13909 Florida Blvd Livingston, LA 70754 robert.logan@lpsb.org All questions must be submitted via Email with the subject line of Wireless/Wireless/Cellular Services Clarification. All questions must be received by the deadline as stated in the Calendar of Events. All questions and answers will be shared with all vendors who responded with an intent to submit via electronic email. It is the responsibility of all vendors to monitor the website for all RFP related documents. Attempts by any vendor to contact the LPSB in any fashion other than the contact listed above may be viewed as an infringement on the impartiality of the procurement process and may result in the vendor being disqualified. Calendar of Events 470 Submitted February 14, 2014 Questions Deadline March 12, 2014 Proposal Due March 18, 2014 Evaluation - Scoring March 19-20, 2014 Notification of Selection March 21, 2014 471 Submission Deadline March 26, 2014 Service Begins Upon SLD Approval Wireless/Cellular Services RFP 2014 updated 3-5-14 Page 2 of 5
6. Evaluation Procedures Proposals will be objectively evaluated by a qualified team using the table below. The Livingston Parish Public Schools will notify all vendors via Email once a vendor has been selected. Engaging into a formal purchase agreement is contingent upon the appropriation of funds by the LPSB and the Schools and Libraries Division (SLD), and approval by the LPSB. Price Erate Items (Primary Factor) 35 QOS in all areas of Parish from Watson-Maurepas-Albany 25 Plans offered and ability to meet needs of individual departments 15 Proximity of Provider Sales and Support to District (25 miles) 10 Online Management System 10 Upgrade path as quantity, price, and technology change 5 Total Possible Points 100 7. Services Requested The LPSB is seeking Month to Month wireless service for various plans as outlined below and for up to 48 schools/plans. State contract information is desired. We are seeking proposals for vendors on how to best meet our needs. The number of cell phones we have is decreasing as more and more opt to carry their own phone. We are interested in proposals that may also include: Maintaining current telephone numbers Departmental Billing Reliability in all areas of parish On-line management of bills (adds, moves, changes, review of bills, etc.) Currently we have a Foundation account and all our school accounts are listed on our foundation account. Only about 14 schools currently have one or two cell phones. We currently have about 20 Smartphones with data plans in the district and a few ipads with data plans but anticipate the addition of idevices in the schools increasing next year. Each school has a separate bill and unique form 471- they pay their own cell phone bills. We are interested in pricing for rollover and pooled plans. Almost all phones have 450 minutes with some having basic data plans. Some of the schools have the Smartphones and some ipad data plans. This trend will increase as you can run an application for our student information system (PowerSchool) on these devices. We must be able to run Administrative Apps on our cell plans. Administrative Phones individual bills approximately 28 users (15 iphone and the rest 450 minute plans) Maintenance approximately 18 users (3 are iphone accounts) Transportation approximately 10 users Schools-individual bills. (some schools have 1, 2, 3, or none) The Livingston Parish Public Schools reserves the right to purchase all, none, or part of any of the services listed below. For each item, proposers must clearly identify eligible and ineligible services. Any equipment requested must be new. The LPSB will allow Louisiana State Contracts to be submitted provided that full copies are included. Wireless/Cellular Services RFP 2014 updated 3-5-14 Page 3 of 5
8. Proposal: Vendor will submit a proposal containing: 1. Basic Plans and data plans showing number of minutes and monthly charges 2. Overview of online management. 3. Rules regarding upgrades, adds, moves, and changes 4. Coverage map of the parish or website where we can access the map. 5. Equipment 9. Q&A 1) This RFP lists the maintenance department as having 18 phones with 3 of them being iphones. Are the other 15 lines using basic (flip style) phones? A: Yes 2) This RFP lists the transportation department as having 10 phones. Are they using basic (flip style) phones? A: 3 are SIII and the others are flip. 3) Do any of the users need push to talk service? A: Transportation is using 3 phones with PTT. 4) This RFP lists the administration department as having 28 phones with 15 of them being iphones. Are the other 15 lines using basic (flip style) phones or are they using other smartphone models? A: They are a mix of smartphones. 5) How many ipad data plans are needed? A: Approximately 5. Most ipad data plans are covered by individuals. Wireless/Cellular Services RFP 2014 updated 3-5-14 Page 4 of 5
11. School and Administrative Sites: School Physical Address City Zip Albany High School 29710 Mulberry Street Albany 70711 Albany Lower Elementary 30051 W. School Street Albany 70711 Albany Middle School 29675 Reeves Lane Albany 70711 Albany Upper Elementary 29779 Montpelier Drive Albany 70711 Denham Springs Junior High 401 Hatchell Lane Denham Springs 70726 Denham Springs Elementary 306 N. Range Ave Denham Springs 70726 Denham Springs Freshman High 940 Range Ave N. E. Denham Springs 70726 Denham Springs High School 1000 N. Range Ave. Denham Springs 70726 Northside Elementary 1090 Robbie St. Denham Springs 70726 Freshwater Elementary 1025 Cockerham Road Denham Springs 70726 Eastside Elementary 9735 Lockhart Rd. Denham Springs 70726 Seventh Ward Elementary 24495 LA Hwy 16 Denham Springs 70726 Southside Elementary School P O Box 907 Denham Springs 70726 Lewis Vincent Elementary 7686 Vincent Rd Denham Springs 70726 Southside Junior High 26535 La. Hwy. 16 Denham Springs 70727 Doyle Elementary School 29285 S. Range Road Livingston 70754 Doyle High School 19672 LA Hwy 42 Livingston 70755 Frost Elementary 19672 LA Hwy 42 Livingston 70754 French Settlement Elementary School 15810 LA Hwy 16 French Settlement 70733 French Settlement High School 15875 LA Hwy 16 French Settlement 70733 Holden School 30120 Montpelier Drive Holden 70744 South Fork Elementary 23300 Walker South Road Denham Springs 70726 Proposed Live Oak Junior High School 35086 Old La. Hwy 16 Watson 70786 Live Oak Elementary 35195 Old La. Hwy 16 Watson 70786 Live Oak Middle 8444 Cecil Drive Watson 70786 South Live Oak Elem 8400 Cecil Drive Watson 70786 Live Oak High School 36079 La Hwy 16 Denham Springs 70706 North Live Oak Elementary 36605 Outback Road Watson 70786 Maurepas School 23923 Hwy. 22 Maurepas 70449 Springfield Elementary School 25190 Blood River Road Springfield 70462 Springfield High School 27322 LA Hwy 42 Springfield 70462 Springfield Middle School 24145 Coates Road Springfield 70462 Pine Ridge 30228 Travis Street Walker 70785 Levi Milton Elementary 31450 Walker N. Rd. Walker 70785 Walker Elementary 13327 Wildcat Drive Walker 70785 Walker High School 12646 Burgess Avenue Walker 70785 Walker Freshman High 13443 Burgess Avenue Walker 70785 Westside Junior High 12615 Burgess Avenue Walker 70785 Option 3 -Adult Ed and Pupil Appraisal 13330 Burgess Ave Walker 70785 South Walker Elementary 13745 Milton Lane Walker 70785 Gray's Creek Elementary 11400 La Hwy 16 Denham Springs 70726 North Corbin Elementary 32645 North Corbin Road Walker 70785 North Corbin Jr High 32725 North Corbin Road Walker 70785 Livingston Parish Technology Literacy Center 9261 Florida Blvd Walker 70785 Juban Parc Jr. High School 12470 Brown Road Denham Springs 70726 Juban Parc Elementary 12555 Brown Road Denham Springs 70726 LPPS Central Office 13909 Florida Blvd Livingston 70754 Wireless/Cellular Services RFP 2014 updated 3-5-14 Page 5 of 5