PUERTO RICO DEPARTMENT OF EDUCATION

RESPONSES TO VENDOR QUESTIONS REGARDING

RFP NO: TELCO/BMICTELCO-OSIATD-2014-002

(E-Rate FY2014 TELECOMMUNICATIONS SERVICES AND BASIC MAINTENANCE OF INTERNAL CONNECTIONS FOR TELECOMMUNICATIONS INFRASTRUCTURE)

The Department’s responses are noted below in blue

  1. What is the expected implementation time frame? Will PRDE divide the project into phases? If so, please explain. The implementation timeline will depend on the selected technology and costs. Planning will begin immediately following contract execution. However, services provided by the selected vendor(s) are expected to start on July 1, 2014.
  1. Can we get a draft of the contract that will be proposed by PRDE? The general terms and conditions of the contracts are set forth in the RFP. Specific terms will be negotiated with the selected vendor(s).
  1. Is there any other Service Provider Registry other than the Bidders Registry of the Government of PR that the provider needs to comply with? Vendors are expected to be knowledgeable about and comply with all requirements for doing business with the Department. However, all of the requirements for vendors to be eligible to participate in the competitive bidding process and submit proposals for consideration by the Evaluation Committee are outlined in the RFP.
  1. In the case of Administration changes due to the November 2016 election process will the contract continue to be valid? The contract(s) awarded in connection with this RFP will be for four (4) years, with one-year renewal options.
  1. Can we get the process or a description of the approval process and time for Dept. of Education to accept to pay for unfunded services not covered by E-Rate? Specific contract terms will be negotiated with the selected vendor(s).
  1. Is there any process on the contract to handle section 7 “the PRDE shall not be obligated to pay for any services not in compliance with the contract”? No, the selected vendor(s) will be expected to comply with all contract terms and conditions.
  1. If the rates are reduced according to section 8, is the PRDE willing to extend the contract? No, the contract(s) awarded in connection with this RFP will be for four (4) years, with one-year renewal options.
  1. Section 8, price increase, as a provider is there room to have a time frame to approve increases after submission 12/31? The specific terms and conditions of the contract award(s), including price adjustments, will be negotiated with the selected vendor(s).
  1. Contract termination – It is possible to have a contract in place on a monthly basis to cover any services performed during a change of carrier? The Department’s contract with the current service provider expires on June 30, 2014. Services under contract(s) awarded pursuant this RFP are expected to start on July 1, 2014.
  1. Section 14, who is responsible for any audit payment? Generally, there is no cost associated with an E-Rate audit. However, vendors are responsible for the cost of providing copies of requested documents not already in the Department’s possession.
  1. Section 14/15, how much time will the company have to provide any required information? The amount of time will be determined by the type and volume of information requested, but the Department will afford the vendor a reasonable amount of time to respond to information requests, except in instances where the timeframe is established or mandated by the federal government or a court.
  1. Section 15. Can we setup a price to deliver of information as specific describe on this section? Section 15 outlines contractual obligations concerning “confidential information.” Any additional terms or conditions concerning such information will be negotiated with the selected vendor(s).
  1. Section 22, can “all attorney’s fees” be more specific? Not at this time. Any questions concerning specific contract provisions will be negotiated with the selected vendor(s).
  1. Can we confirm that the consent will be obtained under reasonable time and circumstances? The specific timeline for any consent required by the Department in contract(s) awarded pursuant to this RFP will be negotiated with the selected vendor(s).
  1. Can attachments contain retroactive effect? Example: since every year an amendment will be needed to cover for budget to provide services, and if it is not ready every 7/1 then the amendment will need to be retroactive to cover any service during that period. An amendment willnot be required every year of the awarded contract(s) for the Department to appropriate funds each year.
  1. Section 33 – Is the PRDE able to submit the certifications necessary to request any tax exemption on the invoice? Selected vendor(s) are required to comply with all federal and local tax laws and regulations pertaining to their business. The Department will provide documentation with regard to the Department’s tax-exempt status, if needed.
  1. Does the E-rate resource need to be approved by PRDE? No. However, the resource must be knowledgeable about and experienced with the E-Rate program, and the Department reserves the right to obtain additional information from participating vendors regarding the qualifications of their E-Rate resources.
  1. SLD Procedure - can we get time frames for the steps indicated on this section? Vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions. However, the Department cannot make any guarantees as to the timing of USAC/SLD decisions.
  1. Is there a cost for this compliance review and who will pay for it? Other than the cost of services provided by the vendor’s E-Rate resource (if the resource is a consultant), photocopying is usually the only cost of a compliance review.Is there any time frame to complete this? The compliance should be conducted as soon as practicable after the last day (June 30th ) of each funding year.
  1. Knowing that no work can be done in advance or performed unless a PO is issued; how long can it take to get a PO from PRDE? Depending on the circumstances, vendor(s) may be authorized by the Department to begin providing services prior to the issuance of a PO.
  1. Can we get a description of the liquidated damages to be included in the contract? How will Liquidated Damages be deducted from the contract? Contract terms and conditions will be negotiated with selected vendor(s).
  1. Can costs not specifically described in the contract be addressed by including some miscellaneous items charges or will they not be covered unless specifically described in the contract? Compensation shall be payable under awarded contract(s) in accordance with the terms and conditions negotiated by the Department and selected vendor(s).
  1. Who will authorize the performance of services to be covered by the contract, meaning daily requests or new services? OSIATD. Who will be identifying as authorized PRDE employees? This information will be provided to the selected vendor(s).
  1. What type of reporting tools will be requested? The reporting tool used by selected vendor(s) is expected to be made available to OSIATD resources.
  1. Page 12 – How is the 67% limitation computed? Can a simple example be provided? Upfront reimbursements for the service provider’s initial costs for construction or installation must be limited to less than 67% of total charges (initial capital costs divided by all charges of the service over the funding year). Again, vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.
  1. Can the PRDE provide a list of the schools and non-instructional institutions that are not e-Rate compliant? The Department’s eligible and ineligible schools and non-instructional facilities are listed in Appendix I to the RFP.
  1. The timetable of the RFP states about posting FORM 470, available: ( however we did not find the FORM 470 as stated in the RFP. The Form 470 has been posted.
  1. Contract term - States that the contract can be to one (1) or more vendors, nevertheless on page 11 they are looking for only one (1) single provider of equipment, please clarify. The Department reserves the right to award contracts to one or more vendors.
  1. Will the PRDE provide the awarded supplier with passwords and required information about the PBX in case of change of configurations, add-ons, etc.? Yes.
  1. Does the PRDE expect the service provider to provide maintenance to all CPE on premise equipment (routers, switches, hubs, access points, IP Phones, computers, etc.?) The selected vendor(s) will be required to maintain all of the vendor-owned equipment installed by the vendor at Department sites that is required and essential for the delivery of the awarded services, in accordance with E-Rate program rules. The only equipment owned by the Department for which maintenance proposals are requested is described in Section III(3) of the RFP.
  1. Page 10 – Various

a“Repair and upkeep of eligible hardware” – Maintenance for which equipment? The equipment is described on page 10 of the RFP – Nortel ICS Multi-Line.

b“Wire and cable maintenance” – Which type of cable? Cable for Voice & Data? Cabling between buildings? This is an example of a type of maintenance that is eligible for E-Rate funding.

c“Basic technical support” – Can you explain or describe the scope of basic support? “Basic maintenance” is defined on page 10 of the RFP.

d“Configuration changes” – For which equipment? Are passwords and codes available? This is an example of a type of maintenance that is eligible for E-Rate funding.

  1. What does it mean that the PRDE will consider the most cost efficient solution regardless of brand? The RFP describes the brand of equipment currently used by the Department. However, the phone systems may be replaced during the term of the awarded contract(s). If so, the selected vendor(s) will also be expected to provide basic maintenance services for the replacement phone system.
  1. Page 11 – What does PRDE means by on premise equipment? Vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.
  1. Page 36 – Who should the Bid Bond be in favor of? Commonwealth of Puerto Rico Department of Education.
  1. Appendix III – Various

aPage 1 - What is meant by,“affecting all other sites”? All sites or any other sites? Appendix III lists the Service Level Agreement Requirements. The service response and repair start times listed in the chart in Appendix III are divided into Priority 1, Priority 2 and Priority 3 services. Priority 1 pertains to major outages that cause a loss of communications or connections affecting the entire system, the Data Center or the Department headquarters. Priority 2 pertains to major outages that cause a loss of communications to all other sites, meaning schools, districts, regions and non-critical administrative facilities. Priority 3 pertains to minor outages that cause a loss of function on non-critical components/services.

bPage 2 (4b) – For which type of outages does this apply? (a) Major outages that cause a disruption in service, meaning service is either inoperative ort severely degraded, and (b) Unscheduled outages that result in an unplanned interruption in service.

cPage 2 (4c) – How is a service occurrence defined? This question is unclear and cannot be answered without further clarification.

dPage 2 (4d) – What would be the financial disincentive and how it will be calculated? The specificService Level Agreement terms will be negotiated with the selected vendor(s). Vendors are required to include a sample of their industry standard Service Level Agreements for their proposed services.

  1. Appendix VI – Various
  1. Can you explain how to fill out the Price Proposal Form? A sample price proposal form will be posted on the Department website at or before Tuesday, January 21, 2014.
  2. Is the PRDE expecting the prices by units or lump sum in the price proposal form?Where noted, pricing is to be listed on a per site basis, and in others as a total.
  3. What is meant by “less ineligible amount”? The cost of any products or services proposed by vendors that are not eligible for E-Rate funding.
  4. What is meant by “eligible recurring charges” - Vendors are expected to be familiar with the E-Rate program and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.
  5. In the cell of “One-time non-recurring charge” it is a unit amount or total amount?Total.
  6. Should it be a formula in the Total cell? The total cell should equal the Annual Extended (Recurring plus 1-time installation) for 1 year and for 4 years.
  7. What is supposed to be in “less ineligible amount” and “eligible non-recurring”? “Ineligible” costs are not eligible for E-Rate funding; “Eligible non-recurring” costs are 1-time installation costs incurred by vendor.
  1. Appendix VI Form 2B – Various

aCan the PRDE provide the PBX details and extensions?This information is not available at this time.

bWhat does the PRDE mean by preventive maintenance? Please explain what it is expected to be included. Again, vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.

cWhat does the PRDE means by break fix? Please explain. Again, vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.

  1. Page 31 - 9. EXCLUSION OF LIABILITY - (H)Can you please explain the following:

“Costs for the Discounted Portion of E-Rate Eligible service which were initially paid to vendor by the SLD/USAC, but which were subsequently rescinded by the SLD/USAC under a COMAD. Vendor shall be solely responsible for meeting a COMAD demand payment made by SLD/USAC.” Vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.

Often, COMAD repayment demands stem from eligibility representations made by the Applicant in their Forms 470/471/486 or other Applicant actions, over which the Service Provider has no control whatsoever. The Service Provider should be responsible for a COMAD only if the COMAD results directly from the Service Provider's violation of FCC rules. Again, vendors are expected to be familiar with E-Rate terms and to have a knowledgeable and experienced E-Rate resource (consultant or employee) to assist them with E-Rate program questions.

  1. Does the voice solution equipment belong to the Department? This question is unclear and cannot be answered without further clarification.
  1. When new equipment is required, who is responsible for buying the equipment? The selected vendor(s) will be responsible for the purchase and replacement of vendor-owned equipment; the Department will be responsible for the cost of Department-owned equipment, a portion of which cost may be paid from approved E-Rate funding.
  1. Will the PBX and telephones be replaced or the same ones be kept? The Department does not have any plans to replace this equipmentat this time.
  1. Is the DE contemplating any type of equipment upgrade? Not at this time. Who is selling the equipment? N/A.
  1. What type of performance metrics must be provided? No less than 99.99% availability during the term of the contract(s). Vendors are required to include a sample of their industry standard Service Level Agreements for their proposed services.
  1. If the number of sites goes up to 1600 in 2014, will additional equipment be required? Expansion options are still under consideration; any required additional equipment will be negotiated with selected vendor(s).
  1. Is each voice connection separate from the central site? Yes.
  1. Does the existing equipment have the capacity available to add the additional lines contemplated in appendix 6 (Form 6A)? We believe this reference is to Appendix VI, Form 2A. If so, the additional POTS lines should not require additional capacity.
  1. What equipment is utilized for servicing the SIP Trunks and the model of the PBX? Avaya IP Office 500.
  1. Where are the 100 PRI or SIP TRUNKS located? These lines are for expansion; the locations have not yet been selected.
  1. How are services divided by school (voice, data, and Internet)? This question is unclear and cannot be answered without further clarification.
  1. Which locations have IP PBX? District offices, Region offices, the Department headquarters, the Data Center and the Century XXI schools.
  1. What is the quantity of access points at each location? At least one (1) per site.
  1. Central site –how many controls does the central site have? This question is unclear and cannot be answered without further clarification.
  1. Does cabling for current telephones go to one room? Yes.
  2. Once the RFP is adjudicated, what is the estimated date for signing contracts? Formal contracts will be signed before the Department files its E-Rate applications (the application filing deadline for FY2014 is March 26, 2014), so long as no requests for review of the contract awards is filed within the timeframe specified in the RFP. In the event an appeal is filed, Award and Acceptance Agreements will be signed before the applications are filed, and formal contracts will be signed when (and depending) on the ruling of the Review Board.
  1. What section and article of the purchase regulation of the Department of Education, will govern the RFP NO: TELCO/BMICTELCO-OSIATD-2014-002? The requested information is provided in the Department’s draft E-Rate Procurement Guidelines posted at
  1. Does the Department of Education provide ducts, electricity and air conditioning in the telecommunications rooms of each school? (Example: Schools of the 21st century). Yes, for the Century XXI schools; specific information for the other schools is not available at this time Will the demarcation point be identified in the schools for the circuits? Yes.
  1. Who will be in charge of providing the telecommunications rooms in schools? OMEP, AFI, Public Buildings Authority, Department of Education? It depends on the ownership and operation of the facility. Will the Department of Education be coordinating with each agency? Yes, as needed.
  1. Will there be another RFP for Priority #2 services for schools in the Department of Education? The Department does not have any plans at this time to issue an RFP for FY2014 Priority 2 services.
  1. Do you have the coordinates of where the schools are located in the Department of Education? This information is not available at this time.
  1. Does the Department of Education have any document that shows the schools that are next to close? This information is not available at this time.
  1. At holiday or at summer time, will the Department of Education guarantee access to schools? The Department will work with the selected vendor(s) to facilitate access to sites, as needed.
  1. What is the enrollment of students by school of the Department of Education? This information is not required for vendors to respond to the RFP.
  1. In the RFP NO: TELCO/BMICTELCO-OSIATD-2014-002, is the Department of Education requesting maintenance service for the LAN equipment on LAN? No.

1