CROSWELL-LEXINGTON SCHOOLS ERATE FY2015 #croslex Proud of our Past, Pioneering the Future 2/23/2015
Contents Introduction... 2 About... 2 Contact Information... 2 Administration... 2 Priority 1 Services and Products... 3 Internet Access Service... 3 Telecommunications Service... 3 Telephone System... 3 Priority 2 Services and Product... 4 Caching Servers... 4 Apple caching servers Quantity of up to 5... 4 Testing caching servers Quantity of up to 5... 4 470 Information... 5 Notices... 5 Service Start and Stop Date... 5 Erate Discount and Funding... 5 Inquiries... 5 Submitting Proposals... 6 Process for Submitting Proposals... 6 1 P a g e
Introduction Croswell-Lexington School (Croslex) is requesting competitive pricing proposals for services and/or products, including any eligible installation fees, eligible for funding under the E-rate program. FY 2015 470: 369220001335992 About Croswell-Lexington School District Located in Michigan s Thumb and Blue Water Region, 25 miles north of Port Huron. Croswell-Lexington School District is the largest district in Sanilac, Huron & Tuscola Counties with 2,331 students (K-12), one hundred sixty-nine square miles, and approximately an 18 million dollar budget. Most students ride the bus, and over 60% participate in the hot lunch program.. The district had a High School, Middle School and 2 elementary buildings, Frostick Elementary in Croswell & Meyer Elementary in Lexington MI. Contact Information Director of Technology, Dallas Schell Croswell-Lexington Community Schools 5407 E Peck Road Croswell, MI 48722 dschell@croslex.org Phone 810-679-1596 Fax 810-679-1005 Administration Superintendent, Julie Western Director of Instruction and Operations, Ann Wood Director of Technology, Dallas Schell 2 P a g e
Priority 1 Services and Products Internet Access Service Vendor will provide high-speed broadband connectivity to the public Internet for the entire district. Internet service will also include DNS Domain Name Services Public IP Addresses Manageable firewall with integrated content filtering service with logging and reporting capabilities. Internet access will be low latency, high speed, capable of supporting standard Internet traffic, VoiP, video streaming, video conferencing, and video over IP (H.323). Vendors bid will NOT include any charges for ineligible services, including email, web hosting, content, etc. Vendors bid may include other eligible services such as caching. Internet access will be delivered to the district via a VLAN from the existing ISD WAN, so will be delivered to the St Clair County RESA, 499 Range Road, Marysville, MI 48040. Any equipment necessary to interface with the Ethernet network there will be supplied, owned, and maintained by the vendor as a leased part of the cost and will not become district property Telecommunications Service Croswell-Lexington Schools is seeking alternate means to provide and distribute eligible telecommunication services and/or products, including any eligible installation fees, throughout our district that will work in conjunction with a replacement of our current phone system (see item Telephone System below). Vendor Requirements- Support existing handsets and PBX, approx. 275 VoIP Handsets Port existing DID numbers Provide Local and Long Distance Telephone Service Obtain additional DIDs (if needed) for the following exchanges in Croswell and Lexington MI, 810-679-xxxx and 810-359-xxxx Telephone System Croswell-Lexington Schools currently using 2, Zultys MX250 PBX and shall be leveraged with a proposed solution either over a PRI or SIP Trunk. The district also has approximately 275 VoIP handsets, also Zultys. 3 P a g e
Priority 2 Services and Product Caching Servers Croswell-Lexington Schools is seeking the following eligible caching servers, including any eligible installation fees and other eligible related services. Apple caching servers Quantity of up to 5 Include fees and additional hardware (ie Drive Array, Input devices) Optional installation, activation and initial configuration Testing caching servers Quantity of up to 5 Designated for caching student assessments as deemed by Michigan Department of Education Include fees and additional hardware (ie Drive Array, Input devices) Optional installation, activation and initial configuration 4 P a g e
470 Information Croswell Lexington Schools FY 2015 470: 369220001335992 Notices All RFPs are due 3/23/2015 Croswell-Lexington Schools reserves the right to reject any or all proposals. We will select the winning proposal based on the quality of the proposal, the vendor s reputation, and the price. The district will award the contracts where in the judgment of the district, such award is in the best interest of the district. Some of the district USF RFPs do not contain detailed specifications for the hardware needed to accomplish said purpose. Rather, it contains a description of the general functional requirements of the various buildings and Internet connectivity. It is left to the respondent to evaluate the needs of the District, and propose specific solutions accordingly. Proposals will be partially judged on how well this is done. Each proposal received, whether for all or part of the envisioned system, will be evaluated on its merits. Cost is a significant factor in any such evaluation, but it is the District's goal to develop a quality, as well as cost-effective, system. Service Start and Stop Date Assume all terms are for one year running from July 1 through June 30. Please clearly indicate on any proposal if required terms extend beyond this term. Erate Discount and Funding Anticipated discount rates are 80%. It is unlikely that any proposals will be accepted without E-rate funding approval. Inquiries All questions regarding an RFP are to be submitted via E-mail and the answers will be posted to the appropriate web page. Questions may be submitted by E-mail to the address listed on the appropriate form 470. 5 P a g e
Submitting Proposals Send final proposals to: Croswell-Lexington Community Schools Dallas Schell 5407 E Peck RD Croswell MI 48422 dschell@croslex.org Phone 810-679-1596 Fax 810-679-1005 Process for Submitting Proposals Proposals shall be organized into the following sections to make it easier for the District to evaluate them. Table of contents with page numbers Company brief including vendor USF SPIN and FCC RN numbers - Summary Proposed configurations and costs Hardware and Software specifications where appropriate Installation, if applicable List of references/customers Addendum, if needed The proposal shall contain a cover letter made upon the letterhead of the respondent. Sealed proposals are to be delivered to the District on or before the Closing Date and Time. Proposals should be clearly marked - "Proposal for USF RFP for (service)". Proposals received after the closing date and time will be rejected. 6 P a g e
Selecting Proposals Proposals will be selected using the following criteria at minimum (listed in order of importance) which are all subject to review by our staff. Price Conformity to District Standards (see specifications page) - Dealer Reputation for quality and service Brand Reputation and Quality Proximity of Repair Personnel Warranty/Service/Support Product Availability and Delivery Vendors adherence to bid specifications. Other Selection Criteria 1. Alternatives, variations and exceptions must be clearly stated. 2. We reserve the right to consider proposals based on their relative merit, risk and value to our school district 3. We reserve the right to negotiate with any vendor. The successful vendors may be asked to participate in negotiations and be asked to make revisions to their proposals based on these negotiations. 4. We reserve the right to cancel in part or in full, this RFP if it is in the best interest of our students. 5. This RFP does not commit us to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or equipment. 6. Where the quantity purchased effects the price per unit, the vendor is to indicate the price break points in relation to the number of units. 7. Product pricing shall be in effect for the period covered by this USF application. 8. The vendor's proposal will indicate the product's availability and a delivery timetable. 9. All bids must be itemized and include the per unit and total extended cost of items. Any and all delivery, shipping, and insurance charges must also be listed. 10. In submitting a bid, each vendor represents that they have read and understand these requirements. 11. Any USF ineligible components will be broken out by the vendor, with separate costs for each component. If ineligible components cannot be cost allocated and are part of the standard product offering, the vendor will include a signed statement to that effect. 12. Month-to-month services are preferred when possible, to ease USF paperwork and limit long term commitments and termination fees, but the district reserves the right to choose the length of commitment that best serves the district, including multiple year contracts. 7 P a g e
Vendor Requirements Vendors must be an authorized re-seller of the products that they propose. Vendors must list the certifications that they possess that are relevant to the products or work they propose. Vendors may be asked to provide references related to product installation, financial stability, support services and/or understanding of educational computing needs. Vendors are required to comply with all USF and FCC regulations, including but not limited to document retention requirements. Vendors are required to have a valid Service Provider Identification Number (SPIN) number and have filed a current Service Provider Annual Certification (SPAC). Vendors will bill for all products and/or work in accordance with all erate rules and regulations. Rejection of Proposals The District reserves the right to accept or reject any and all proposals and to waive any minor discrepancies or technicalities in the proposal or specifications, or in the event that the Universal Service Funding, which is required to complete this project fails, or when deemed to be in the best interest of the District. 8 P a g e