10/10/20181
Information Technology Department
Date:2/17/2011
From:Robert Simon
RE:Year 14 (2011) Request for proposal
Erate needs for Calexico Unified School District -
Basic Maintenance – Telephone System
The Calexico Unified School District is requesting proposals for Year 14 (2011) E-Rate program.
Section 1 - Instructions to Bidders
- Award of this proposal is contingent upon the approval of funding from the Schools and Libraries Universal Service Administrative Company. The successful bidder agrees to bill and receive a portion of the payment for the provisions of goods and services described herein directly from the Universal Service Administrative Company (“USAC”), and/or the Schools and Libraries Division (“SLD”). CalexicoUnifiedSchool District and the successful bidder will act in a reasonable manner and comply with any Schools and Libraries Universal Service Fund Program requirements. Contract will take effect on July 1, 2011, and continue through June 30, 2012. Should a contract extension be agreed to by the CUSD, the vendor and permitted by the Schools and Libraries Service Administrative Company, the contract may be extended accordingly.
- If a contract(s) is/are to be awarded as a result of this Request for Proposals, it shall be awarded to the bidder who is responsible and whose proposal provides the best potential value to the CalexicoUnifiedSchool District. Responsible means the capability in all respects to perform fully the contract requirements and the integrity and reliability to assure performance of the contract obligations.
- One copy (PDF) of the RFPsubmitted via emailincluding all required documents must be received by 12:01 PM local time (PST) on Friday, March 18, 2011. Proposals received after this time and date will NOT be accepted for the bid process and returned to the vendor. Bidders are solely responsible for ensuring timely receipt of their proposal.
- Send proposals and electronic copies via email to:
- All received RFP’s will be openedat 12:01 PM local time (PST) on Friday, March 18, 2011in the IT Department conference room, Calexico Unified School District, 901 Andrade Ave., Calexico, CA. 92231.
- Bidders may not amend their proposal after the closing date and time, unless as a result of negotiations commenced by CalexicoUnifiedSchool District, but may withdraw their proposal at any time.
- Bidders may withdraw their RFP prior to the bid opening date.
- All questions or inquiries concerning this Request for Proposals must be submitted to Robert Simon, CUSD IT Coordinator:
760-768-3878 - Detailed, line-item quotation(s) must be provided by the bidder. All quotations must be labeled to show the section(s) of the RFP that the quotation corresponds to. Bidders must also fill in the total amounts on this RFP for each section and submit this RFP with their proposal.
- Calexico’s sales tax is 9.25%.
- Bidders must complete all forms that are part of this RFP. CUSD will not accept bids unless these forms are completely filled out.
- The Board of Education of the Calexico Unified School District reserves the right to accept or reject any and all proposals, to negotiate with any or all responsible bidders, and to waive any irregularities or informalities in this RFP.
- Any amendments or clarifications of this RFP will be posted to the E-rate section of the Calexico Unified School District web site (same section where this RFP was posted).
- CUSD has the right to purchase items and services over and above the quantities specified in this RFP.
- CUSD has the right to purchase items and services specified in this RFP if the district does not receive funding from the Schools and Library Division. Pending limited or no funding from the Schools and Library Division, the district at its option may purchase all or part of the items and services agreed to in the signed contract(s) for this RFP.
- All equipment and material must be new. Used, refurbished or repurposed equipment or material shall not be acceptable.
- The CalexicoUnifiedSchool District reserves the right to award one or more sections of this RPP to one or more vendors.
- Protests must be submitted in writing to the district Business Manager and will be addressed on an individual basis in a timely manner.
- A contract with the selected vendor(s) and CUSD will be executed by both parties once it is awarded by the CUSD Board of Education. If agreement on the terms and conditions that are acceptable to CUSD cannot be achieved by that timeframe, the district reserves the right to continue negotiations or to award the proposal to another vendor and begin negotiations with that vendor.
- The District fully reserves the right to cancel this Agreement due to non-availability or non-appropriation of sufficient funds. The District shall notify the Vendor of its intention to terminate at the earliest possible time.
- List of documents to be completed and submitted to CUSD with this RFP (in PDF format submitted via email):
- Erate Certification
- References
- Designation of Subcontractors
- Workers’ Compensation Certification
- Noncollusion Affidavit
- Erate Service Provider Contact Information
- This RFP with bidder’s responses
- Itemized and detailed quotations and labeled according to instructions.
- Technical Proposal
Section 2 - Evaluation Factors for Award
- Any award to be made pursuant to this RFP will be based upon the proposal with appropriate consideration given to operational, technical, cost and management requirements.
- Evaluations of offers will be based upon the vendor’s responsiveness to the RFP and the total price quoted for all the items covered by the RFP.
- The following elements will be the primary considerations in evaluating all submitted proposals and in the selection of a Vendor:
- 40% - Vendor’s cost, including unit prices, labor rates, travel/trip charges, etc.
- 20% - Proposal preparation, thoroughness and responsiveness to this request for proposal.
- 10% - Vendor’s experience, CUSD’s prior experience with vendor (if any), overall installation and integration capabilities based upon performance record and availability of sufficient high quality vendor personnel with the required skills and experience for the specific approach.
- 15% - Client references and/or citations from prior installations where equal services have been provided for projects of similar size and scope.
- 15% - The extent to which the vendor’s proposed solution fulfills CUSD’s stated requirements as set out in this RFP.
- CUSD may, at their discretion and without explanation to the prospective vendor’s, at any time chose to discontinue this RFP without obligation to such prospective vendors.
District E-Rate Contact:
Robert Simon
Technology Coordinator
Calexico Unified School District
OVERVIEW
The Calexico Unified School District is seeking at 3 year contract for Basic Maintenance of Erate eligible Shoretel Enterprise IP Telephone System.
The prospective provider(s) must:
- Be a Shortel Orange Certified Partner
- Provide proof of manufacturer’s certification for their technicians on equipment and software versions with vendor proposal.
- Provide a list of successful implementations at educational institutions of similar size and complexity.
- Non-Erate funded items are requested with this propopal(s) and need to be quoted and labeled separately.
SCOPE OF PROJECT/REQUIREMETS
The scope of this project is for Basic Maintenance of an Erate eligible ShoreTel Enterprise IP Telephone System at 12 schools connected to the district IT Department via gigabit fiber (as described on next page). Basic Maintenance will include but not limited to:
- 100 hours of Basic Maintenance services “as needed” in the repair and maintenance of a ShoreTel Enterprise IP Telephone System to keep the District’s telephone system fully functional at all sites.
- Time and materials proposal for replacement of defective parts and equipment of Erate eligible equipment and a separate quotation for non-Erate eligible items.
- Telephone-based or onsite technical assistance, troubleshooting, softwareand security updates and patches recommended by the manufacturer.
DESCRIPTION OF ERATE ELIGIBLE PRODUCTS
LinePart #Qty. Description
ShoreTel Software Licenses
30035805Extension & Mailbox License
600201Branch Office Solution (DVS License + Site License + Server)
3004411Additional Site License
300481ShoreTel Remote Web Reporting License
291351ShoreTel 11.1 Software (General Release)
40005805Personal Call Manager
400061Operator Call Manager
ShoreGear Switches
101344ShoreGear 120
103224ShoreGear T1K
1032123ShoreGear 24A
1032510ShoreGear 90V
ShoreWare Director Server Hardware
10108053831801Windows 2008 RAID 5 Server - ShoreWare Director
UPS
80APCSmart UPS XL 2200VA 80 IDF’s at school sites (1 per IDF)
DESCRIPTION OF INELIGIBLE ERATE PRODUCTS
Part #Qty. Description
ShoreTel - E911 Notification
180081ShoreWare Emergency Notification (5 clients or less)
ShoreTel Advanced Applications
93080-11Call Handling Mode (CHM) Override Application
93080-21User Group Schedule Application
93080-31Enhanced Paging Application - ShoreWare Director
93080-41Enhanced Paging Application - DVS Server
Calexico Unified School District
E-Rate Program Year 14 (2011)
E-Rate Certification
I, ______, certify that______,
(print or type name)(company name)
is a service provider as defined by the E-Rate Program and has not been suspended or disbarred from participating by the Federal Communications Commission. Our SPIN # is ______, and we have operated under this SPIN for ______years.
(number)
I also certify to the acceptance of the following:
- All information necessary to respond to any SLD request for information such as PIA (Program Integrity Assurance), Item 25 Selective Review, Audit performed by the FCC, the SLD, or their designated authority, will be furnished completely and in a timely manner sufficient to meet any response deadlines;
- In the event an appeal is necessary, all information necessary to complete the appeal will be furnished completely and in a timely manner to the CalexicoUnifiedSchool District, it’s attorney(s) or authorized agent;
- Any contract awarded for E-Rate Program Year 14 is contingent upon the receipt of a Funding Commitment Decision Letter (FCDL) from the SLD that awards the requested discounts in full. In the event of a partial funding or no funding is granted, the District reserves the right to cancel the contract in whole or in part;
- The District will be invoiced for only the matching funds portion and it is our responsibility, as the E-Rate Service Provider, to invoice the SLD for the remaining “non-discount” portion;
In the event the CalexicoUnifiedSchool District wishes to perform a SPIN change, permission will be granted within the contract terms, provided 14 days prior written notice is given.
______
(original signature in blue ink) (today’s date)
______
(print or type name)
______
(title)
Calexico Unified School District
E-Rate Program Year 14 (2011)
References
Please provide a minimum of 3 professional references, specifically related to your past performance of projects of similar size and scope with other public school districts and/or public agencies in California. The CalexicoUnifiedSchool District requests that these references be directly related to work performed within the guidelines of the E-Rate program.
Name of Client ______
Type (School District, etc.)______
Contact Person’s Name ______
Contact Person’s Title ______
Contact Person’s Phone ______
Contact Person’s Email ______
Total Project Cost______
Description of Work Performed
______
Name of Client ______
Type (School District, etc.)______
Contact Person’s Name ______
Contact Person’s Title ______
Contact Person’s Phone ______
Contact Person’s Email ______
Total Project Cost______
Description of Work Performed
______
Name of Client ______
Type (School District, etc.)______
Contact Person’s Name ______
Contact Person’s Title ______
Contact Person’s Phone ______
Contact Person’s Email ______
Total Project Cost______
Description of Work Performed
______
Name of Client ______
Type (School District, etc.)______
Contact Person’s Name ______
Contact Person’s Title ______
Contact Person’s Phone ______
Contact Person’s Email ______
Total Project Cost______
Description of Work Performed
______
Name of Client ______
Type (School District, etc.)______
Contact Person’s Name ______
Contact Person’s Title ______
Contact Person’s Phone ______
Contact Person’s Email ______
Total Project Cost______
Description of Work Performed
Calexico Unified School District
E-Rate Program Year 14(2011)
Designation of Subcontractors
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
Description or Portion of Work______
Name of Designated Subcontractor______
Location and Place of Business______
License Number______
VENDOR’S CERTIFICATE REGARDING
WORKERS’ COMPENSATION
REQUEST FOR PROPOSAL – CUSD ERATE 2011
CALEXICO UNIFIED SCHOOL DISTRICT
TELECOMMUNICATIONS – CELLULAR SERVICES
Labor Code section 3700 in relevant part provides:
Every employer except the State shall secure the payment of compensation in one or more of the following ways:
(a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees.
I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
Signature______
Date______
Name______
Title______
Company______
(In accordance with article 5 (commencing at section 1860), chapter 1, part 7, division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.)
NONCOLLUSION AFFIDAVIT
REQUEST FOR PROPOSAL – CUSD ERATE 2011
CALEXICO UNIFIED SCHOOL DISTRICT
BASIC MAINTENANCE – WIRE AND CABLE MAINTENANCE
)ss.
County of / )
______(Name) , being first duly sworn, deposes and says that he is
______(title) of the______(Name) party making
the attached bid; thatthe bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.
I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Executed thisday of______, 20_____at______, California.
Date:
______Signature of Bidder
Erate Service Provider Contact Information – 2011 (Year 14)
Vendor must provide the following information:
Person authorized to negotiate and sign the terms and conditions of any agreement between vendor and CUSD.
Name______
Title______
Company______
Address______
City, State, Zip code______
Phone______
Fax______
Email______
Include other important contact information below.
10/10/20181