Request for Proposals Fiber Optic Upgrades To Support a 10 Gbps Backbone Introduction The Walton County School District is seeking proposals from qualified service providers to upgrade the aging fiber optic cable backbone at district facilities. The fiber optic upgrades are a necessary part of an ongoing project to improve the district s technology infrastructure. This project increases the network s bandwidth capacity and reduces network connectivity issues. These improvements will allow Walton County School District to increase device scope, and allow for growth of the network in general. Instructions and Requirements for Vendors The contract is contingent upon Walton County School District receiving sufficient E-Rate funding to proceed with the agreement. Walton County School District shall be the sole party determining whether any approved E-Rate funding is sufficient for the applicant to proceed with the project. Walton County School District and successful bidder will act in a reasonable manner and comply with any Schools and Libraries Universal Service Fund Program requirements. The bid application must be presented in a format that includes all information required for inclusion in the new form 471. 1. Proposals must be signed and submitted in a sealed envelope marked Fiber Optic Network Upgrade, Walton County School District Technology Department, 145 Park Street, Suite 5, DeFuniak Springs, FL 32435 by 2:00 p.m. (CST) local time on Monday, February 5, 2018. The bid opening will take place in the Walton County School District Board Meeting Room at 2:05 p.m. (CST). Bids may be mailed or hand delivered to the district office. Bids received after the exact time and date noted will NOT be considered for the bid process. 2. Vendor may not amend their proposal after the closing date and time, and may not withdraw their proposal for a period of 12 months from bid opening. 3. All questions or inquiries concerning this Request for Proposal must be submitted only by e-mail to Henry Martin, (martinh@walton.k12.fl.us), or Janie Griffith, (griffitj@walton.k12.fl.us), no later than two (2) business days prior to the bid deadline. Verbal responses to any inquiries are not binding to either party. 4. If a contract is to be awarded as a result of the Request for Proposals, it shall be awarded to the vendor who is responsible and whose proposal provides the best potential value to Walton County School District. Responsible means the capability in all respects to perform the contract requirements and the integrity and reliability to assure performance of the contract obligations. 1
5. Notice in writing to a vendor and the subsequent execution of a written agreement shall constitute the making of a contract. No vendor shall acquire any legal or equitable rights or privileges whatsoever until the contract is signed. 6. The contract will contain the relevant provisions of this Request for Proposal as well as mutually agreed upon terms, whether arising from the proposal or as a result of any negotiations prior or subsequent thereto. 7. In the event of any inconsistency between this Request for Proposal, and the ensuing contract, the contract shall govern. 8. The Walton County School District has the right to cancel this Request for Proposal at any time and to reissue it for any reason whatsoever without incurring any liability and no vendor will have any claim against the Walton County School District. 9. Any amendments made by the Walton County School District to the Request for Proposal will be issued in writing and sent to all vendors who appeared for the mandatory meeting and walk through. 10. The Walton County School District is not liable for any costs of preparation or presentation of proposals. 11. An evaluation committee will review each proposal. The Walton County School District reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria. 12. The proposal and accompanying documentation submitted by the vendors are the property of Walton County School District and will not be returned. 13. Vendor proposal in response to the RFP will be incorporated into the final agreement between the Walton County School District and the selected vendor. The submitted proposal at a minimum should include the following sections: Services rendered, project schedule and scope of work Itemizing pricing detailed by each building at each school site sheet summary detailed by each school site Exclusions Walton County School District and vendor responsibilities Fees and payments 14. Vendors must include references for projects of similar size and scope that have been completed within the past five years. Schools and School Districts are preferred references. The following information must be included: Job location Contact name and phone numbers Dates of contract Project description Equipment installed 2
15. Vendors are to indicate which equipment or material of their proposal are ineligible for funding according to the SLD s rules 16. A mandatory vendor meeting and site walk through will be conducted Thursday, January 11, 2018, at 9:00 a.m. (CST) and Friday, January 12,2018 at 9:00 a.m. (CST) for any vendor who wishes to bid on this project. The meeting will begin at the district office located at 145 Park Street, Suite 5, DeFuniak Springs, FL 32435. Proposals will NOT be accepted from vendors that do not attend this mandatory meeting and walk through. A sign-in sheet will be available for the vendor representative to sign on both days. Vendors should be prepared to take photos, measure distances, and record any other data that may be required for their proposal at this time. 17. Vendor must include copies of any industry recognized fiber optics certifications for their installers, technicians, and designers (e.g. BICSI, FOA, CNCI, ETA) with the RFP proposal. 18. Vendor must agree to abide by the Jessica Lunsford Act. 19. Bid is to include price for reimbursement through BEAR form; 20. Vendor must be a registered Service Provider through Schools and Libraries Universal Service, provide a SPIN number on the required form (Form A) and certify that the vendor is in good standings with the FCC/E-Rate program (Green Light Certification from USAC). (Form C) 21. Proposals should not contain sales tax. The Walton County School District is a taxexempt entity in the State of Florida. 22. All work performed and all material equipment furnished under this contract shall be warranted to be free from defects and shall remain so for a period of at least three (3) year from the date of installation. 23. Upon completion of the contract, the vendor will provide Walton County School District with accurate and thorough documentation of all installed cables. All cables shall be tested with certified equipment to ensure they meet all applicable industry standards for their type and termination. Results of these tests should be included in the documentation along with a digital Visio network diagram which includes the type and number of strands installed. 24. All fiber optic cables described in the RFP documents as building-to-building runs shall contain no less than 24 strands of fiber unless otherwise specified. All cables described as indoor building runs shall contain no less than 12 strands of fiber unless otherwise 3
specified. Indoor building runs are defined as located within the same physical building as the MDF. All fiber optic cables described as building-to-portable runs shall contain no less than 6 strands terminated at the MDF. All fiber installed shall be terminated with LC connectors. 25. Vendor must provide copies of Insurance and Bond documents. Evaluation of Proposals Any award pursuant to this RFP will be based upon the following elements: 1. including unit prices, labor rates (40%) 2. Vendor s experience installing/retrofitting fiber optic cable (20%) 3. Vendors staff Industry certifications based on type and level (10%) 4. Client references and/or citations from prior installations where equal services have been provided for projects of similar size and scope (20%) 5. Insurance and Bonding documents (10%) Walton County School District at their discretion and without explanation to the prospective vendors, at any time may choose to discontinue this RFP without obligation to such prospective vendors. Proposal Requirements and Scope The majority of fiber optic cable currently installed at school sites is either OM1 or OM2 multimode fiber. These links currently run at 1 gigabit per second (Gbps). Walton County School District desires to upgrade all fiber optic backbone connections within the scope of this project to a minimum of OM3 multimode fiber with link speeds of no less than 10 Gbps. Due to the nature of the fiber optic cabling distances and physical layout, Walton County School District requires that all fiber optic cables within the scope of this project shall be replaced with multimode OM3 or better fiber optic cable. All links must be continuous runs to the MDF with no mid-span connections. 4
Listed below are current fiber runs and known details, additional details on fiber runs, locations, etc. will be provided at the mandatory walk-through Paxton School 21893 U.S. Hwy. 331 North, Paxton, FL 32538 Paxton School has fourteen (14) outlying building IDFs that will require fiber runs to the main building where the MDF is located. There are also five (5) portable buildings that will require a fiber run to connect them to the main building where the MDF is located. Maude Saunders Elementary School 416 John Baldwin Road, DeFuniak Springs, FL 32433 Maude Saunders Elementary School has three (3) outlying building IDF s that will require fiber runs to the main building where the MDF is located, one (1) run will be a new install. There are also eight (8) portable buildings that will require fiber runs to connect them to the main building where the MDF is located. WISE Center 555 Walton Road, DeFuniak Springs, FL 32433 WISE Center has two (2) outlying building IDFs that will require fiber runs to the main building where the MDF is located. Emerald Coast Technical College 761 North 20 th Street, DeFuniak Springs, FL 32433 Emerald Coast Technical College has three (3) outlying building IDFs that will require fiber runs to the main building where the MDF is located. There is also one (1) portable building that will require a fiber run to connect the main building where the MDF is located. West DeFuniak Elementary School 815 Lincoln Avenue, DeFuniak Springs, FL 32435 West DeFuniak Elementary School has four (4) outlying building IDFs that will require fiber runs to the main building where the MDF is located. There is 1 indoor IDF that will require a fiber run to the main MDF location. There are also three (3) portable buildings that will require fiber runs to connect them to the main building where the MDF is located. 5
Freeport High School 12615 U.S. Hwy. 331 Business, Freeport, FL 32439 Freeport High School has two (2) outlying building IDFs that will require fiber runs to the main building where the MDF is located, one run will be a new install. There are four (4) indoor IDF s that will require fiber runs to the main MDF location. Freeport Middle School 360 Kylea Laird Drive, Freeport, FL 32439 Freeport Middle School has eight (8) outlying building IDFs that will require fiber runs to the main building where the MDF is located. There are also two (2) portable buildings that will require a fiber run to connect them to the main building where the MDF is located. Freeport Elementary School 15381 U.S. 331 Business, Freeport, FL 32439 Freeport Elementary has two (2) indoor IDFs that will require fiber runs to the main MDF location. There is one (1) building to building that will require a fiber run to the main MDF location. There are also two (2) portable buildings that will require fiber runs to connect them to the main building where the MDF is located. South Walton High School 645 Greenway Trail, Santa Rosa Beach, FL 32459 South Walton High School has two (2) outlying building IDFs that will require fiber runs to the main building where the MDF is located, these runs will be a new installs. There are four (4) indoor IDF s that will require fiber runs to the main MDF location. There are also four (4) portable buildings that will require fiber runs to connect them to the main building where the MDF is located. Van R. Butler Elementary School 6694 West Co. Hwy. 30-A, Santa Rosa Beach, FL 32459 Van R. Butler Elementary School has four (4) outlying building IDFs that will require fiber runs to the main building where the MDF is located. There are two (2) indoor IDF s that will require fiber runs to the main MDF location. There are also two (2) portable buildings that will require fiber runs to connect them to the main building where the MDF is located. 6
Bay Elementary School 118 Gilmore Street, Santa Rosa Beach, FL 32459 Bay Elementary School has two (2) outlying building IDFs that will require fiber runs to the main building where the MDF is located. There are also nine (9) portable buildings that will require fiber runs to connect them to the main building where the MDF is located. Tivoli Complex 145 Park Street, Suite 5, DeFuniak Springs, FL 32435 The Tivoli Complex has five (5) outlying building IDFs that will require fiber runs to the main building where the MDF is located. 7
(Form A) Walton County School District Bid Sheet Company Name and Address: Signature of Authorized Vendor Representative: Title Date E-Mail Address: Contact Phone Number: SPIN # 8
This form MUST be used to submit your bid Bidder: I propose to provide the following: Paxton School 21893 U.S. Hwy. 331 North Paxon, FL 32538 Enclosure for Maude Saunders Elementary School 416 Joh Baldwin Road DeFuniak Springs, FL 32433 Enclosure for 9
WISE Center 555 Walton Road DeFunaik Springs, FL 32433 Enclosure for Emerald Coast Technical College 761 North 20 th Street DeFuniak Springs, FL 32433 Enclosure for 10
West DeFuniak Elementary School 815 Lincoln Avenue DeFuniak Springs, FL Enclosure for Freeport High School 12615 U.S. Hwy. 331 Business Freeport, FL 32439 Enclosure for 11
Freeport Middle School 360 Kylea Laird Drive Freeport, FL 32439 Enclosure for Freeport Elementary School 15381 U.S. 331 Business Freeport, FL 32439 Enclosure for 12
South Walton High School 645 Greenway Trail Santa Rosa Beach, FL 32459 Enclosure for Van R. Butler Elementary School 6694 West Co. Hwy. 30-A Santa Rosa Beach, FL 32459 Enclosure for 13
Bay Elementary School 118 Gilmore Street Santa Rosa Beach, FL 32459 Enclosure for Tivoli Complex 145 Park Street, Suite 5 DeFuniak Springs, FL 32435 Enclosure for 14
(Form B) PUBLIC ENTITY CRIMES AFFIDAVIT DATE: SWORN STATEMENT UNDER SECTION 287.133(3) (A), FLORIDA STATUTES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 1. This sworn statement is submitted to Walton County School District, Walton County, Florida by (print individual s name and title) for (print name of entity submitting sworn statement) whose business address is and, (if applicable) its Federal Employer Identification Number (FEIN) is. 2. I understand that a public entity crime as defined in Paragraph 287.133 of the Florida Statutes, means a violation of any state or Federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including but not limited to, any bid or contract for goods or services, any lease for real property, or any contract for the construction or repair of a public building or public work, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. I understand that convicted or conviction is defined by the Statute to mean a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere. 15
4. I understand that an affiliate is defined in Section 287.133(1)(a), Florida Statutes, means: (A) A predecessor or successor of a person convicted of a public entity crime; or (B) An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term affiliate includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. I understand that a person as defined in Section 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applied to bid on contracts let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term person includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement (indicate by placing a check in front of the statement which applies): Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, nor any affiliate of the entity was charged with and convicted of a public entity crime subsequent to July 1, 1989. 16
The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity was charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity was charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there was a subsequent proceeding before a Hearing Officer of the State of Florida Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list (attach a copy of final order). I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY, PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO, OF ANY CHANGE AFFECTING THE CORRECTNESS OF THE INFORMATION CONTAINED IN THIS SWORN STATEMENT. (Signature) (Date) 17
STATE OF COUNTY OF PERSONALLY APPEARED BEFORE ME, the undersigned authority,, who is personally known to me or who has produced as identification, and who, after first being sworn by me, affixed his/her signature in the space provided above on this day of, 20. Signature of Notary Public Name of Notary Public Title or Rank Serial Number, if any (SEAL) My commission expires: 18
(From C) This blank page should be replaced by the vendor Green Light Status from USAC. 19