State of New Mexico
Public School Facilities Authority
REQUEST FOR PROPOSALS (RFP)
WAN Fiber Services
RFP# 001-2016
Release Date: 02/19/2016
DEADLINE FOR RECEIPT OF PROPOSALS IS AS FOLLOWS:
______March 21, 2016 – 3:00PM______
Cimarron Municipal Schools 125 N. Collison, Cimarron New Mexico 87714
Late Proposals will not be accepted. It is the responsibility of the Offeror to ensure that proposals are delivered on time to the correct address
PRE-PROPOSAL CONFERENCE SHALL BE HELD AS FOLLOWS:
DATE: __February 29, 2016______
I. INTRODUCTION
A.PURPOSE OF THIS REQUEST FOR PROPOSALS
B.BACKGROUND INFORMATION
C.SCOPE OF PROCUREMENT
C.1.STANDARD, QUALIFICATIONS & REQUIREMENTS
D.PROCUREMENT MANAGER
E.DEFINITION OF TERMINOLOGY
F.PROCUREMENT LIBRARY
II. CONDITIONS GOVERNING THE PROCUREMENT
A.SEQUENCE OF EVENTS
B.EXPLANATION OF EVENTS
1.Issuance of RFP
2.Pre-Proposal Conference
3.Deadline to Submit Written Questions
4.Response to Written Questions
5.Submission of Proposal
6.Proposal Evaluation
7.Oral Presentations
8.Finalize Contractual Agreements
9.Contract Awards
10.Protest Deadline
C.GENERAL REQUIREMENTS
1.Acceptance of Conditions Governing the Procurement
2.Incurring Cost
3.Prime Contractor Responsibility
4.Subcontractors/Consent
5.Amended Proposals
6.Offeror’s Rights to Withdraw Proposal
7.Proposal Offer Firm
8.Disclosure of Proposal Contents
9.No Obligation
10.Termination
11.Sufficient Appropriation
12.Legal Review
13.Governing Law
14.Basis for Proposal
15.Offeror’s Terms and Conditions
16.Contract Deviations
17.Offeror Qualifications
18.Right to Waive Minor Irregularities
19.Change in Contractor Representatives
20.Notice of Penalties
21.Cost Adjustments
22.Right to Publish
23.Ownership of Proposals
24.Indemnification
25.Confidentiality
26.Electronic mail address required
27.Use of Electronic Versions of this RFP
28.New Mexico Employees Health Coverage
29.Campaign Contribution Disclosure Form
30.Letter of Transmittal
31.Pay Equity Reporting Requirements
32.Disclosure Regarding Responsibility
33.New Mexico Preferences
III. RESPONSE FORMAT AND ORGANIZATION
A.NUMBER OF RESPONSES
B.NUMBER OF COPIES
1.Hard Copy Responses
C.PROPOSAL FORMAT
1.Proposal Content and Organization
IV. SPECIFICATIONS
A.DETAILED SCOPE OF WORK
1.Lit Service Price Proposal
2.Additional Description
Each lit service response must also include description of proposal, SLA, timeline, network diagram, demarcation, references, and Connect America Fund status as described in later sections.
4.Lease Price Proposal
5.Additional Description
B.TECHNICAL SPECIFICATIONS
1.Organizational Experience
2.Organizational References
3.Oral Presentation (Evaluation Committee Optional)
4.Mandatory Specification
C.BUSINESS SPECIFICATIONS
1.Financial Stability
2.Performance/Payment Surety Bond
3.Letter of Transmittal Form
4.Campaign Contribution Disclosure Form
5.Cost
6.Resident Business or Resident Veterans Preference
D.Insurance Requirements
V. EVALUATION
A.EVALUATION POINT SUMMARY
B.EVALUATION FACTORS
1.B.1 Organizational Experience (See Table 1)
2.B.2 Organizational/ Project Performance References (See Table 1)
3.B.3 Oral Presentation (If Applicable) (See Table 1)
4.B.4 Mandatory Specifications
5.C.5 Cost (See Table 1)
6.C.6. New Mexico Preferences
C.EVALUATION PROCESS
ATTACHMENTS
ATTACHMENT A
REQUEST FOR PROPOSAL
ATTACHMENT B
INTENT TO RESPOND TO RFP FORM
ATTACHMENT C
State of NM W-9
ATTACHMENT D (Mandatory)
CAMPAIGN CONTRIBUTION DISCLOSURE FORM
ATTACHMENT E
Letter of Transmittal Form
ATTACHMENT F
ORGANIZATIONAL REFERENCE QUESTIONNAIRE
ATTACHMENT G
RESIDENT VETERANS CERTIFICATION
ATTACHMENT H
ACKNOWLEDGEMENT OF RECEIPT OF AMENDMENTS
ATTACHMENT I
VOLUME II – COST/PRICING PROPOSAL
ATTACHMENT J – Design Specifications
Lit Service Specifications
Dark fiber/iru Specification
Standards for Self Provisioned Fiber Construction
References, Standards, and Codes
Additional Considerations
General Design Considerations
Material Requirements
ATTACHMENT– Sample Contract
1
I. INTRODUCTION
A.PURPOSE OF THIS REQUEST FOR PROPOSALS
The purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive procurement for the Cimarron Municipal Schools (herein-after referred to as “District”).
In an effort to provide all NM K-12 public schools, including charter schools, with scalable infrastructure, the State of New Mexico Public School Capital Outlay Council’s (PSCOC) Broadband Deficiencies Correction Program (BDCP), which is currently managed by the Public School Facilities Authority (PSFA), is assisting public school districts with the procurement of E-rate eligible Special Fiber Construction Projects. During this process, the State of New Mexico Public Education Department (PED) will submit 470 E-rate forms on behalf of the schools soliciting proposals for fiber based circuits. Individual schools will lead the procurement process under the advisement of project partners (PED, State of New Mexico Department of Information Technology (DoIT), Education Superhighway (ESH), and PSFA).
B.BACKGROUND INFORMATION
The District is seeking three options for bids. Respondents may bid one, two, or three options. The first option is a fully managed, lit fiber service WAN to these locations. The second option is for a leased dark fiber solution that includes special construction, the monthly lease fee, maintenance, and management. The third option is for self provisioned fiber construction (district owned fiber) to the designated locations and includes special construction, fiber maintenance and management.
All options can include special construction or one-time E-rate eligible non-recurring costs as well as E-rate eligible recurring circuit costs. Based on the bids and both a short term and long term cost effectiveness analysis, the District will determine which, if any, of the lit service or leased dark fiber or some combination of solutions is acceptable. The specifications related to each solution option are as follows.
C.SCOPE OF PROCUREMENT
Cimarron Municipal Schools wishes to compare Lit Services, Dark Fiber services and self provisioned fiber construction for the completion of their district Wide Area Network (WAN). The District needs connections between the following sites:
- Eagle Nest Elementary & Middle SchoolLatitude: 36.556017, Longitude: -105.267536 to Cimarron Elementary & Middle School Latitude: 36.510087, Longitude: -104.922337
- Cimarron High School Latitude: 36.513053, Longitude: -104.920629 to Cimarron Elementary & Middle School Latitude: 36.510087, Longitude: -104.922337
- Moreno Valley High School Latitude: 36.407998, Longitude: -105.280511 to Cimarron Elementary & Middle School Latitude: 36.510087, Longitude: -104.922337
- Cimarron High School Latitude: 36.513053, Longitude: -104.920629 to Cimarron LibraryLatitude: 36.511034, Longitude: -104.915028
Internet Access will be needed at the following sites:
- Cimarron Elementary & Middle School Latitude: 36.510087, Longitude: -104.922337
- Cimarron LibraryLatitude: 36.511034, Longitude: -104.915028
-In each building, respondent must run infrastructure or service to an existing network closet designated byDistrict, and identified by “Location on campus” field on the “Addresses” worksheet of attached pricing spreadsheet or by site walk-through.
The new service is being planned to begin on July 1, 2016, which represents the expiration of the current leased WAN service.
PLEASE NOTE:
- If this is a procurement that will result in a contractual agreement between two parties, the procurement may ONLY be used by those two parties exclusively.
C.1.STANDARD, QUALIFICATIONS & REQUIREMENTS
The minimum qualifications of the Offeror(s) as applicablefor the services to be provided from this RFP process are generally described as follows:
Contractor shall have an established and proven ability to provide and ensure:
- All work shall be performed by qualified personnel(qualified by applicable education and experience) that have current and valid professional certifications/licenses.
- All personnel maintain the necessary and required certifications/licenses and Standard specific to the services provided, in accordance with all applicableIndustry requirements, Federal, NM State, and local rules, regulations and laws,
- All servicesare provided under the supervision of experienced andqualified professionals.
- All reports bear technical certifications when appropriate.
- All personnel who visit a public school/district site for installation or services must have proof of passing a designated, applicable State/School District Background Investigation/Check.
• Have a valid SLD Service Provider Identification Number [SPIN] and never have been suspended or debarred from the E-Rate program.
• Have a valid FCC Registration Number.
• Vendors of telecommunications services must be eligible telecommunications providers (“common carriers”) as defined by the SLD.
• Have up-to-date Service Provider Annual Certification [SPAC] filings as required by the SLD.
• Be a manufacturer authorized provider of the proposed equipment. (For example, if Cisco equipment is being recommended, provider might show evidence of being a Cisco network partner.)
• Provide evidence of successful performance in the installation of the recommended brands of switches, routers, Internet servers, and similar equipment, within the K-12 marketplace during the last 3 years.
• Have on staff a MCSE + Internet Engineer for any Windows Server projects.
• Have Apple-certified staff for any Mac Server installation projects.
• Have staff certified for RCDD / Low Voltage for any cabling projects.
• Certified Drug Free Workplace.
• Have all engineers and installers bonded and liability insured.
• Furnish documentation of all certifications listed herein.
• Provide a reference list of three (3) existing K-12 E-Rate customers and the nature of the products and services delivered.
• Provide documentation of prior experience successfully implementing comparably
SLD-funded E-Rate projects.
• Suitably qualified engineers must be available to field supervise all installation work. (For example, Vendors of Cisco equipment must provide a Cisco CCNP/ CCIE. Cabling Vendors must provide an RCDD to field supervise the installation work on this project.)
•Ability to provide clear and detailed (per site per service line item charges) electronic
billing statements as well as paper statements.
D.PROCUREMENT MANAGER
- Cimarron Municipal Schoolshas assigned a Procurement Manager who is responsible for the conduct of this procurement whose name, address, telephone number and e-mail address are listed below:
Name:Adán Estrada
Address: Cimarron Municipal Schools
125 N. Collison
Cimarron New Mexico, 87714
Telephone:(575) 376-2445
Fax:(575) 376-2442
Email:
- All deliveries of responses via express carrier must be addressed as follows:
Name: Adán Estrada
Reference RFP Name: Wide Area Network Services RFP
Address: 125 N. Collison
Cimarron New Mexico, 87714
- Any inquiries or requests regarding this procurement should be submitted, in writing, to the Procurement Manager. Offerors may contact ONLY the Procurement Manager regarding this procurement. Other state employees or Evaluation Committee members do not have the authority to respond on behalf of PSFA.Protests of the solicitation or award must be delivered by mail to the Protest Manager.
- As A Protest Manager has been named in this Request for Proposals, pursuant to NMSA 1978, § 13-1-172, ONLY protests delivered directly to the Protest Manager in writing and in a timely fashion will be considered to have been submitted properly and in accordance with statute, rule and this Request for Proposals. Emailed protests will not be considered as properly submitted nor will protests delivered to the Procurement Manager be considered properly submitted.
E.DEFINITION OF TERMINOLOGY
This section contains definitions of terms used throughout this procurement document, including appropriate abbreviations:
“Agreement” is the contract between District and the Contractor that includes the RFP documents and all amendments to the contract and RFP documents.
“Authorized Purchaser” means an individual authorized by a Participating Entity to place orders against this contract.
“Award” means the final execution of the contract document.
“Business Hours” means 8:00 AM thru 4:30 PM Mountain Standard or Mountain Daylight Time, whichever is in effect on the date given.
“CIMS” is PSFA’s internet/web based Construction Information Management System.
“Close of Business” means 4:30 PM Mountain Standard or Daylight Time, whichever is in use at that time.
“Confidential” means confidential financial information concerning offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA 1978 57-3-A-1 to 57-3A-7. See NMAC 1.4.1.45. As one example, no information that could be obtained from a source outside this request for proposals can be considered confidential information.
“Contract" means any agreement for the procurement of items of tangible personal property, services or construction.
“Contractor" means any business having a contract with a District, State Agency or local public body.
“Desirable" the terms "may", "can", "should", "preferably", or "prefers" identify a desirable or discretionary item or factor.
“Determination" means the written documentation of a decision of a procurement officer including findings of fact required to support a decision. A determination becomes part of the procurement file to which it pertains.
“District” means Cimarron Municipal Schools, the entity sponsoring the Procurement action.
“Electronic Version/Copy” means a digital form consisting of text, images or both readable on computers or other electronic devices that includes all content that the Original and Hard Copy proposals contain.The digital form may be submitted using a compact disc (cd) or USB flash drive. The electronic version/copy can NOT be emailed.
“Evaluation Committee (Selection Committee)" means a body appointed to perform the evaluation of Offerors’ proposals.
“Evaluation Committee Report" means a report prepared by the Procurement Manager and the Evaluation Committee for contract award. It will contain written determinations resulting from the procurement.
“Finalist” means an Offeror who meets all the mandatory specifications of this Request for Proposals and whose score on evaluation factors is sufficiently high to merit further consideration by the Evaluation Committee.
“Hourly Rate” means the proposed fully loaded maximum hourly rates that include travel, per diem, fringe benefits and any overhead costs for contractor personnel, as well as subcontractor personnel if appropriate.
“IT” means Information Technology.
“Mandatory" – the terms "must", "shall", "will", "is required", or "are required", identify a mandatory item or factor. Failure to meet a mandatory item or factor will result in the rejection of the Offeror’s proposal.
“Minor Technical Irregularities” means anything in the proposal that does not affect the price quality and quantity or any other mandatory requirement.
“Multiple Source Award" means an award of an indefinite quantity contract for one or more similar services, items of tangible personal property or construction to more than one Offeror.
“Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
"Owner" is the District. And “Co-Owner” is PSFA
“Price Agreement" means a definite quantity contract or indefinite quantity contract which requires the contractor to furnish items of tangible personal property, services or construction to a District or a local public body which issues a purchase order, if the purchase order is within the quantity limitations of the contract, if any.
“Primary Contractor” is the contractor whose proposal is determined to be the most responsive, responsible offer in proposing to perform work.
“Procurement Manager” means any person or designee authorizedby a District or local public body to enter into or administer contracts and make written determinations with respect thereto.
“Procurement Officer or Procurement Office”as defined in State of New Mexico Procurement Code Section(s) 13-1-37, 13-1-38.1, and 13-1-97, shall be deemed to be synonymous.
“Procuring District" means all State of New Mexico agencies, commissions, institutions, political subdivisions,School Districts, and local public bodies allowed by law to entertain procurements.
“Project” means a temporary process undertaken to solve a well-defined goal or objective with clearly defined start and end times, a set of clearly defined tasks, and a budget. The project terminates once the project scope is achieved and project acceptance is given by the project executive sponsor.
"Public School Facilities Authority (PSFA)" is a StateAgency, under the Public School Capital Outlay Council (PSCOC) charged with responsibility for overseeing projects and may/shall, in certain instances, serve as the owner’s representative for work performed under this RFP.
"Public School Capital Outlay Council (PSCOC)" is the body with responsibility to approve allocations for public school capital outlay assistance.
“Redacted” means a version/copy of the proposal with the information considered confidential as defined by NMAC 1.4.1.45 and defined herein and outlined in Section II.C.8 of this RFP blacked out BUT NOT omitted or removed.
“Request for Proposals (RFP)" means all documents, including those attached or incorporated by reference, used for soliciting proposals.
“Responsible Offeror" means an Offeror who submits a responsive proposal and who has furnished, when required, information and data to prove that his financial resources, production or service facilities, personnel, service reputation and experience are adequate to make satisfactory delivery of the services, or items of tangible personal property described in the proposal.
“Responsive Offer" or means an offer which conforms in all material respects to the requirements set forth in the request for proposals. Material respects of a request for proposals include, but are not limited to price, quality, quantity or delivery requirements.
“Sealed” means, in terms of a non-electronic submission, that the proposal is enclosed in a package which is completely fastened in such a way that nothing can be added or removed. Open packages submitted will not be accepted except for packages that may have been damaged by the delivery service itself. The State reserves the right, however, to accept or reject packages where there may have been damage done by the delivery service itself. Whether a package has been damaged by the delivery service or left unfastened and should or should not be accepted is a determination to be made by the Procurement Manager. By submitting a proposal, the Offeror agrees to and concurs with this process and accepts the determination of the Procurement Manager in such cases.
“Staff" means any individual who is a full-time, part-time, or an independently contracted employee with the Offerors’ company.
“State (the State)” means the State of New Mexico.
“State Agency” means any department, commission, council, board, committee, institution, legislative body, Agency government corporation, educational institution or official of the executive, legislative or judicial branch of the government of this state.
“Statement of Concurrence” means an affirmative statement from the Offeror to the required specification agreeing to comply and concur with the stated requirement(s). This statement shall be included in Offerors proposal. (E.g. “We concur”, “Understands and Complies”, “Comply”, “Will Comply if Applicable” etc.)
“Unredacted” means a version/copy of the proposal containing all complete information including any that the Offeror would otherwise consider confidential, such copy for use only for the purposes of evaluation.
"User" means the school district staff occupying the facility or facilities, for which a project(s) is being designed, repaired, renovated or corrected.