Cabling RFP Year 2015 (E-RATE)

Wilkinson County School District

Post Office Box 785

488 Main Street

Woodville, MS 39669

Phone: (601) 888-3582

Fax: (601) 888-3133

Email:

Website: www.wilkinson.k12.ms.us

E-Rate Year 2015 1 of 39 WCSD Cabling RFP

STATEMENT OF QUALIFICATIONS

and

REQUEST FOR PROPOSAL

FOR

Wilkinson County School District

FY2015 E-Rate Funding

Cabling RFP Year 2015

The Wilkinson Co School District (WCSD) is seeking statements of qualifications (SOQ) and proposals from qualified firms to provide services necessary for E-Rate Year 2015.

Those interested shall submit a SOQ and cost proposal to the district on or before 1:00 PM Central time, March 2, 2015, at the Wilkinson County School District Office, Post Office Box 785 - 488 Main Street, Woodville, MS 39669. The proposals received shall then be publicly opened at that location at 1:00 PM, at the same address.

Submittal should be clearly labeled on the outside of the submittal package:

Wilkinson County School District

Year 2015 E-Rate Funding

Cabling RFP

Submittal should be addressed to:

Wilkinson County School District

Attn: Nakia Stewart

Post Office Box 785

488 Main Street

Woodville, MS 39669

VENDOR REQUIREMENTS

The selected proposer(s) should demonstrate knowledge and experience in dealing with E-Rate funded projects. Proposer(s) must provide SPIN number as part of their response.

All E-Rate applications will be submitted using the successful bidders’ SPIN number. It is anticipated that the term of this project will be for a period of twelve to sixteen months.

Vendors who respond to this Request for Proposal (RFP) must be willing to provide the Cabling RFP Year 2015 to Wilkinson Co School District (WCSD) based on the E-rate program set up by the Federal Communications Commission (FCC). It is anticipated that WCSD will pay the awarded vendor our discounted amount and the vendor will directly invoice the Schools and Libraries Division (SLD) for the remainder of the cost. If you have any questions regarding this program, call the SLD at (888) 203-8100 or see their home page at www.sl.universalservice.org. Additionally, proposers shall have a “Service Provider Identification Number” (SPIN), which may be obtained from the Universal Services Administrative Company (USAC) at (973) 560-4440.

All services provided under this RFP are contingent upon receipt of Year 2015 E-Rate funding.

NONAPPROPRIATION OF FUNDS: In the event funds are not appropriated by the Wilkinson County School District’s governing body in any fiscal period for payments due under this Cabling RFP Year 2015, then the Technology Coordinator, or Superintendent’s designee(s), will immediately notify the successful vendor(s), or designee(s), of such occurrence and this contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to WCSD of any kind whatsoever, except other payments herein agreed upon for which funds will have been appropriated and budgeted or are otherwise available.

AWARD OF SOME OR THIS ENTIRE PROJECT MAY BE SUBJECT TO AVAILABLILITY OF DISTRICT FUNDING AS WELL AS E-RATE FUNDING AND PROJECT NEEDS.

Proposer’s response to the Request must include a statement that the proposed terms will remain in effect and available for the project term identified, July 1, 2015 through June 30, 2016.

The work itself will consist of all aspects of technology implementation for which WCSD desires to contract with the selected Proposer(s). The school district’s vision for the E-Rate technology projects calls for the support and maintenance of new technology equipment, software and services.

Final completion for the project is scheduled for June 30, 2016.

The Request for Proposal is available by contacting:

Wilkinson County School District

Attention: Nakia Stewart

Post Office Box 785

488 Main Street

Woodville, MS 39669

Email:

Website: http://www.wilkinson.k12.ms.us

Phone: (601) 888-6468

Fax: (601) 888-3133

Existing Conditions:
The Vendor, in submission of this proposal, will have visited the premises and will be assumed to have taken into consideration all conditions, which might affect this work. No consideration will be given to any claims based on a lack of knowledge of existing conditions. A “Mandatory” district walkthrough will be on February 16, 2015, at 10:00 AM beginning at Wilkinson County District Office, Post Office Box 785 - 488 Main Street, Woodville, MS. Please notify Nakia Stewart at 601-888-6468 or at by 4:00 PM on February 13, 2015, if you plan to attend the walkthrough. Vendors who do not attend a walk-thru will not be considered.

Inquiries

All correspondence and inquiries regarding this RFP must be done via email:

If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call Nakia Stewart at 601-888-6468 and confirm that the email message was received.

All responses to inquiries will be posted on the Wilkinson County School District web site or emailed to all vendors who request RFP so that all vendors can view them.
http://www.wilkinson.k12.ms.us

Rejection of Proposals

Wilkinson County School District reserves the right to, at any time and in its sole discretion, reject any and all proposals received as a result of this request, or to negotiate separately with any and all competing vendors.

Restriction of Contact

From the issue date of this RFP until a determination is made regarding the selection of a proposal, all contact with Wilkinson County School District personnel concerning this RFP, any proposals, and the evaluation process must be cleared through Wilkinson County School District. Any violation of this condition is grounds for rejection of said vendor’s proposal. If it is later discovered that any violations have occurred, Wilkinson County School District may reject any proposal or rescind any contract awarded pursuant to this RFP.

Contractor Responsibility Program

By submitting a response, vendors agree that neither they nor any subcontractor(s) are currently under bidding list suspension or debarment by Wilkinson County School District, any state, or the federal government. If it is later discovered that any violations have occurred, Wilkinson County School District may reject any proposal or rescind any contract awarded pursuant to this RFP.

Selection Schedule

Request for Proposal and Statement of Qualifications Released January 30, 2015

Confirmation of Attendance at District Walkthrough February 13, 2015

4:00 PM

District Site Visit (Walkthrough) “Mandatory” February 16, 2015

Vendors who do not attend a walk-thru will not be considered. 10:00 AM

Receive Proposals and Statements of Qualifications

To Be Received by 1:00 PM local time, March 2, 2015 March 2, 2015

BID Opening 1:00 PM March 2, 2015

Evaluate Proposals and Statements of Qualification March 2, 2015

Presentation to School Board March 4, 2015

Award Notification March 5, 2015

Proposers are prohibited from contacting or lobbying members of the Board of Trustees, WCSD administrators, WCSD employees, WCSD contractors, or WCSD consultants. Failure to conform to this condition will be grounds for disqualification of the proposer.

Questions regarding the RFP may be directed to Nakia Stewart and will be responded to within 3 business days. Questions and Answers will be emailed to all interested vendors

The final day for question submittal will be February 27, 2015, at 12:00 pm.


STATEMENT OF QUALIFICATIONS

And

REQUEST FOR PROPOSAL

FOR

Wilkinson County School District

Year 2015 E-Rate Funding

Cabling RFP Year 2015

Proposals and statements of qualifications are to include the information requested in the following questionnaire precisely in the sequence and format prescribed. In addition to and separate from the requested information, organizations submitting may provide supplementary materials further describing their capabilities and experience.

One original and 1 copy of proposals and statements of qualifications are to be prepared and delivered by mail or in person to the attention of Nakia Stewart of the Wilkinson County School District, Post Office Box 785 - 488 Main Street, Woodville, MS 39669, on or before 1:00 PM local time, March 2, 2015, where they will be time and date stamped.

Address inquiries about the projects, request for proposals, and statement of qualifications to:

Wilkinson County School District

Attention: Nakia Stewart

Post Office Box 785

488 Main Street

Woodville, MS 39669

e-mail:

web: http://www.wilkinson.k12.ms.us

Phone: (601) 888-6468

Fax: (601) 888-3133

Proposals are to consist of:

  1. Cover Letter
  2. The response to all requirements of this RFP including, but not limited to:

Statement of Qualifications – response requested in Section 5

Criteria for Selection – response requested in Section 5

Section 4 – Proposal Form

Exhibits E-1 – E-6

Section 5 – Statement of Qualifications and Response to Criteria for Selection

  1. Itemized List of Equipment and Relevant Materials with Pricing Section
  2. An Appendix containing any vendor supplied material to support the proposal, including product or other relevant brochure material.
  3. Site Visit Form (if attended district walkthrough)


STATEMENT OF QUALIFICATIONS FORMAT

Please provide the following information in precisely the sequence and format prescribed by this questionnaire. Supplemental materials providing additional information may be attached, but the information requested below is to be provided in this format and sequence. Please provide succinct responses to the following questions and limit those responses to the page allowances set out in each item.

1. FIRM INFORMATION: LIMIT 1/2 PAGE

Name of Firm:

Address of Home Office and Address of Branch Office if Applicable:

Telephone Number(s):

Fax Number(s):

Form of Business Organization (Corporation, Partnership, Individual, Joint Venture, Other):

Year Founded:

Primary individual to contact:

Primary contact’s telephone and email:

2. ORGANIZATION: LIMIT 1/2 PAGE

2.1) How many years has your organization been in business in its current capacity?

2.2) How many years has your organization been in business under its present name? Under what other or former names has your organization operated?

2.3) If your organization is a corporation, answer the following: Date of incorporation, State of incorporation, President's name, Vice-President's name(s), Secretary's name, and Treasurer's name.

2.4) If your organization is a partnership, answer the following: Date of organization, type of partnership, if applicable, names of general partner(s).

2.5) If your organization is individually owned, answer the following: Date of organization, name of owner.

2.6) If the form of your organization is other than those listed above, describe it and name the principals.

3. EXPERIENCE: LIMIT 2 PAGES (3.1 - 3.2)

3.1) Describe your firms experience with completing this scope of work for public entities, if any.

3.2) Provide a list of the public entities previously assisted with contact names and phones numbers. (Minimum 3)

4. FEES:

4.1) Based on the scope of work outlined herein please describe your firm’s full price associated with the completion of this work.


CRITERIA FOR SELECTION

WCSD will utilize the following criteria (based as the basis for the proposal evaluations and selection).

Factor / Weight
Price of the ELIGIBLE goods and services / 51%
Prior K-12 Experience within the State of Mississippi / 20%
Personnel Qualifications/Certifications / 20%
Prior Experience with E-Rate/ Management Capability / 5%
Local Vendor (175 miles radius) / 4%
Total / 100%

WCSD in its sole discretion may accept or reject any or all responses to this RFP and may waive all formalities, technicalities and irregularities. All bidders are placed on notice that award of the RFP will be based upon the products and services best suited to WCSD. The sole judgment of WCSD on such matters shall be final.

WCSD has identified the factors itemized above under scoring criteria as critical to a company’s ability to effectively assist WCSD integrate technology and better prepare students to be successful citizens and productive workers in the 21st century. To be considered for evaluation, companies must provide relevant responses to all sections of this RFP. A separate response is requested for each criteria section. Appropriate labeling required.

A. Pricing (51%)

• Proposer must abide by the district’s bid policy.

• Proposer must abide by the FCC bid rules.

Proposer must provide specific price quotes for eligible services. This information will be submitted as part of the WCSD’s 471 applications along with the selected Proposer’s SPIN Number. WCSD reserves the right to select a combination of pricing, services and/or Proposer(s) that appears best suited to meet the needs of WCSD. Proposer must allocate to the extent that a clear delineation can be made between eligible and ineligible components. If a product is found to be not eligible, WCSD request that Proposers be able to accept trade-ins of non E-Rate funded equipment. These trade-ins will be for other equipment with similar functionalities.

Proposers must separate any non-eligible items so as not to be evaluated in this section.

B. Prior K-12 Experience within the State of Mississippi (20%)

Proposer must provide reference Name, Address, Phone Number, and email address.

References must be for jobs similar in size and scope of this project.

All References will be checked and References that are not listed.

C. Vendor/Personnel Qualifications (20%)

WCSD is seeking (an) E-rate Proposer(s) that has the depth, breadth, and quality of resources necessary to complete all phases of a broad technology and service project. In addition, the timely availability of these resources and related support elements will be critical to project success. Describe the various resources from your company that will be made available to assist WCSD in the execution of its mission in performance of each component of this RFP. Provide resumes and related experience summaries to demonstrate the competencies and experience of typical personnel who would be assigned to the WCSD program. Provide a list of industry standard certified employees and their certifications.

D. Prior Experience with E-Rate/Management Capablitiy (5%)

WCSD has also determined that a company’s background, experience, and financial stability are essential for the success of a long-term relationship with its selected Proposer(s). Proposers responding to this RFP should include information about their company’s experience, financial stability, and quality of services and products and satisfaction of their clients.

E. Local Vendor (225Mile Radius) (4%)

WCSD is interested in providers that will be able to sustain their product if technical support is needed in a timely manner to ensure the least amount of down-time to the district. The provider should be accessible to the district and maintain a mechanism so that support if offered without extended delays.

WCSD in its sole discretion may accept or reject any or all responses to this RFP and may waive all formalities, technicalities and irregularities. All bidders are placed on notice that award of the RFP will be based upon the products and services best suited to WCSD. The sole judgment of WCSD on such matters shall be final.