PENN HILLS SCHOOL DISTRICT BID: #YR200005: NETWORK CABLING SERVICES BID

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1 1 NOTE: Bid opening date - 10:00 A.M., FEBRUARY 6TH, 2017 SEND BID RESPONSE TO ATTENTION OF: MS. DOMINIQUE ANSANI, SUPERINTENDENT S SECRETARY PENN HILLS SCHOOL DISTRICT 260 ASTER STREET PITTSBURGH, PA The Penn Hills School District does not discriminate on the basis of age, race, color, national or ethnic origin, sex, or handicap in employment practices or in administration of any of its educational programs and activities in accordance with applicable federal statutes and regulations. Mr. Thomas Tano has been identified as the Title VI/Title IX/Section 504/AMD Coordinator, Penn Hills School District, 260 Aster Street, Pittsburgh, PA DATE: JANUARY 3rd, 2017 ITEM (S) OR SERVICES BEING BID: LOCAL NETWORK CABLING SERVICES INSTRUCTIONS TO BIDDERS AND GENERAL TERMS AND CONDITIONS: 1. All bids shall be SEALED AND ADDRESSED to: The Penn Hills School District, Administrative Office, 260 Aster Street, Penn Hills, PA 15235, c/o Ms. Dominique Ansani, Superintendent s Secretary. 2. All bids shall be delivered by the specified time in sealed envelope with a NOTATION ON THE FRONT of the envelope indicating BID: #YR200005: NETWORK CABLING SERVICES " stating time and due date of such bid. 3. Bids received prior to the time of opening shall be held unopened. No responsibility will be assumed by the district or its representatives for the premature opening of a BID NOT PROPERLY IDENTIFIED as stated in item 2 above. 4. ALL BIDS ARE DUE no later than 10:00 A.M. prevailing time, FEBRUARY 6TH, 2017, and will be opened by the Business Office Secretary at 10:15 A.M., at the Penn Hills School District Administrative Office, which is located at 260 ASTER STREET. Bids may NOT BE HAND DELIVERED and the district is not responsible for any bid(s) which are not received either through registered mail or carrier service for which a receipt signature is required. All bids delivered by U. S. Postal service or commercial delivery service must be received by 10:00 A.M. on the date of the bid opening. After recording the bids received, the bids will be referred to the appropriate administrative office for tabulation, review, and subsequent recommendations for Board action. Upon acceptance from the Board a Bid Contract Acceptance Sheet will be provided to the successful respondent for appropriate signatures. IT SHOULD BE NOTED THAT THIS SIGNED/DATED BID CONTRACT DOCUMENT ALONG WITH THE AFORE MENTIONED SIGNED/DATED BID CONTRACT ACCEPTANCE SHEET WILL BE THE CONTRACT OF RECORD FOR THESE SERVICES. NO ADDITIONAL ATTACHMENT SHEETS OR SUBMITTED SERVICE AGREEMENT/S FORMS SHALL CONTAIN LANGUAGE WHICH IMPLIES ADDITIONAL AND/OR DIFFERENT TERMS OTHER THAN WHAT IS IDENTIFIED WITHIN THIS BID CONTRACT DOCUMENT. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 1

2 2 5. It is REQUIRED THAT BIDS BE SUBMITTED ON this Penn Hills School District OFFICIAL FORM. All bids MUST be signed and dated on the bottom of EACH/EVERY PAGE by an authorized officer or agent submitting the bid. No other method of bid response will be accepted. Each prospective bidder should print three (3) copies of the bid in its entirety. These three (3) original signed and dated copies of the submission form along with the cover page must be submitted to the district on or before the identified deadline while the third copy is to be retained by the bidder. All copies of submitted bids must be presented in a 3-hole binder along with corresponding copies (3) of any/all additional materials submitted with the signed bid contract documents. All material must be 3-hole drilled. It should be noted that the bottom of each and every page must be signed and dated to validate the respondent s proposal. Additionally, it is required that two memory sticks be included with the two hard-copy responses each containing an electronic copy of the entire signed/dated submittal in either Word or.pdf format. Also to be included is the vendor s filled-out spreadsheet submission in excel format as detailed later in this RFP. In the event the bidder is awarded a purchase order for a successful bid, the item number shown on the submission form, will serve as a reference for completing the purchase order. 6. The bidder shall state his bid either typewritten, or written in ink. In the case of bids that require both unit prices and extended prices, UNIT PRICES WILL GOVERN the extended bid, should an error in the extended be determined. 7. Bidders are required to bid on units, quantities, or services AS SPECIFIED. Failure to do so will result in rejection of the bid. The Penn Hills School District reserves the right to increase or decrease quantities/levels of service(s) throughout the term of this bid contract without penalty. 8. All bids shall EXCLUDE SALES AND EXCISE TAXES since The Penn Hills School District is exempt from paying such taxes. The district upon request, if required, will furnish exemption certificates after award of said bid contract(s). 9. The services specified within this bid are E-Rate eligible and correspondingly ALL BID PRICES submitted shall be FIRM UP UNTIL TO THE TIME THE DISTRICT BECOMES FUNDED FOR THE SERVICES. No bid shall be considered which contains any letter or memorandum or other writing qualifying the same, to the detriment of the school district. 10. All bids for services shall include installation and termination within the designated school/building at the location identified by the district (typically the MDF network closet). Successful bidders will be advised via the scheduled site walk-through as to the location to which services are to be delivered/terminated. 11. All bidders should be aware that the services contained within this bid are E-Rate eligible. Correspondingly, bidders are required to participate in the E-Rate program and provide appropriate discounted billing to the district for said services while directly billing E-Rate for the funded portion(s). 12. The Board of School Directors reserves the RIGHT TO WAIVE any informalities, REJECT ANY AND ALL BIDS, or to accept or reject any item or groups of items. 13. The bidder agrees, if awarded a contract, to furnish and deliver the specified products or services, at such time, and in such places, and in such quantities as herein specified; and that all of the products or services provided shall be subject to inspection and approval of the district. In the event that any of the said products or services SHALL BE REJECTED AS UNSUITABLE, of not in conformity with these specifications, such products or services shall be obtained in proper conformity by the district through any option available to the district. Costs involved in such substitution, will be at the expense of the original successful bidder. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 2

3 3 14. The bidder agrees that, contracts awarded by the district WILL NOT BE ASSIGNED, transferred, or sublet unless specific permission to do so is requested in writing and granted in writing by the district. 15. Delivered services CANNOT START BEFORE APRIL 1 ST, 2017 as per E-Rate regulations. Start date of service will be coordinated with the district based on readiness and need. 16. All business relating to bids shall be transacted IN SCHOOL DISTRICT OFFICES. 17. All vendors will receive EQUAL CONSIDERATION in the bidding procedures. 18. Bids will be awarded to the BIDDER who MEETS SPECIFICATIONS, complies with all INSTRUCTIONS AND CONDITIONS, and demonstrates product superiority. PRICING will be the heaviest weighted consideration. 19. When an upgrade in Technology and/or a change in regional market pricing for the specified services within this bid result in expanded service(s) and/or reduced pricing it is the vendor s responsibility to extend these benefits to the district throughout the length of this bid contract without challenge or additional costs. 20. The BIDDER SHALL be responsible for any damages to property caused by the supplier/contractor or his agents. The bidder further covenants and agrees and does hereby ASSUME ALL LIABILITY for, and shall and does agree to indemnify and save harmless the Penn Hills School District against any and all loss, costs, suits, claims, charges, or damages arising from injuries sustained by mechanics, laborers, workmen, or by any person or persons whatsoever, to their persons or property, whether employed in or about the said work or otherwise by reason of any accidents, damages, or injuries, torts, or trespasses happening in and about, or in any way incident to or by reason of the performances of this contract and the performance of said work and labor, including costs, counsel fees, and all expenses of defense, and agrees to carry the usual Property Damage and Liability Insurance and to furnish certificates therefore, when required by the Penn Hills School District. 21. The BIDDER SHALL upon delivery be required to provide appropriate labels and data sheets for those substances identified as HAZARDOUS on the Pennsylvania Department of Labor and Industry Hazardous Materials List. 22. The bidder (if maintaining commercial or residential property) shall provide proof of current real estate tax payment to the district. 23. BID DEPOSIT required: NONE 24. The bid will be awarded at the next Board Meeting. Purchase order will be issued when appropriate based on E-Rate rules and district service needs. 25. THE RESPONDENT MUST HAVE AN ACTIVE/VALID SPIN NUMBER AND PROVIDE IT BELOW. FAILURE TO PROVIDE SPIN NUMBER WILL VOID THE RESPONDENT S PROPOSAL. SPIN #: Note: Questions pertaining to this bid should be directed to Mr. Steve Mandarino using PHSD CABLING BID YR in the subject line.at: eratesupport2017@advanedgesolutions.com Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 3

4 4 PENN HILLS SCHOOL DISTRICT - BID: # YR200005: NETWORK CABLING SERVICES IMPORTANT REQUIREMENT ALL PAGES OF THIS DOCUMENT MUST BE RETURNED SIGNED WITH APPROPRIATE ORIGINAL SIGNATURES AND DATE AT THE BOTTOM OF EVERY PAGE. FAILURE TO DO SO WILL NULLIFY THE VENDOR S PROPOSAL. BIDDER NAME/COMPANY: SERVICE DESCRIPTION (ITEM #1): PENN HILLS SCHOOL DISTRICT (PHSD) IS SEEKING A CONTRACT FOR INSTALLATION OF NETWORK CABLING AND CORRESPONDING PATCH PANELS, PATCH CABLES AND REQUIRED RACKS FOR THE SITE/SITES IDENTIFIED WITHIN THIS BID CONTRACT. THESE SERVICES ARE E- RATE ELIGIBLE AND THE SCHOOL WILL BE REQUESTING FUNDING ACCORDINGLY. SERVICES WILL COMMENCE AFTER JULY 1 st, 2013 AND CORRESPOND WITH RECEIPT OF THE SLD FUNDING LETTER/S FOR THE SERVICES THAT WERE REQUESTED. ESTIMATED NUMBERS OF DROPS PER LOCATION CAN BE FOUND WITHIN THIS DOCUMENT. PLEASE NOTE THAT THESE ARE ONLY ESTIMATES AND ACTUAL FINAL SUBMITTED QUANTITIES MAY INCREASE OR DECREASE BASED ON NEED. PHSD IMPLIES NO GUARANTEES OF FINAL QUANTITIES. ITEM NO. ITEM/SERVICE DESCRIPTION 1. NETWORK CABLING SERVICES: THE REQUEST IS FOR A QUOTE FOR CABLING SERVICES FOR PHSD S CABLING NEEDS. THE SCOPE OF WORK MAY INCLUDE THE QUANTITIES OF NETWORK DROPS AS DEFINED WITHIN THIS BID/CONTRACT DOCUMENT AND THE ATTACHMENT DOCUMENTS ACCOMPANYING THIS BID/CONTRACT DOCUMENT. A FIBER BACKBONE MUST BE INSTALLED AT ALL EXISTING AND ANY NEW IDF NETWORK RACK/S THAT MIGHT NEED TO BE ADDED DUE TO IEEE CAT 6 CABLE LENGTH (RUNS) LIMITATIONS IN ORDER TO SUPPORT THE NETWORK NEEDS. IT IS THE CONTRACTOR S RESPONSIBILITY TO IDENTIFY SUCH NEEDS AND WORK WITH STAFF TO ASSURE A FAVORABLE LOCATION. LISTED BELOW ARE BULLETED SPECIFICATIONS FOR THE NETWORK, ITS COMPONENTS AND CORRESPONDING REQUIREMENTS FOR THE PROJECT. THIS LIST AND THE ACCOMPANYING ATTACHMENTS ARE MEANT TO PROVIDE SIGNIFICANT INSIGHT TO ALL REQUIRED DELIVERABLES. ADDITIONALLY, A SCHEDULED SITE WALK-THROUGH MAY BE SCHEDULED TO PROVIDE INTERESTED RESPONDENTS THE OPPORTUNITY TO VIEW THE ACTUAL BUILDING(S) TO BE CABLED. ANY SUCH WALK-THROUGH(S) WILL BE SCHEDULED AND POSTED ON THE WEBSITE WHERE THIS BID WAS OBTAINED. IT IS THE RESPONDENT S RESPONSIBILITY TO PERIODICALLY REVIEW SAID WEBSITE FOR ANY SCHEDULES AND UPDATES. THIS PROPOSAL WILL/MAY LEVERAGE THE FEDERAL E-RATE PROGRAM. ALL DELIVERABLES AND CORRESPONDING MATERIALS ARE E-RATE ELIGIBLE. ANY ADDITIONAL, NON E-RATE ELIGIBLE ITEMS THAT NEED ADDRESSED WILL BE ADDRESSED VIA A SEPARATE PURCHASE ORDER PROCESS WITH CORRESPONDING SEPARATE INVOICING. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 4

5 5 ITEM NO. ITEM/SERVICE DESCRIPTION (Continued) A.) SCOPE OF WORK WILL INCLUDE THE RUNNING, TERMINATION, TESTING AND LABELING OF ALL CAT 6 AND 12 STRAND FIBER NETWORK CABLING (AT 62.5 MICRON AND 50 MICRON OPTIONS) REQUIREMENTS. ALL CABLING MUST BE PLENUM RATED/GRADE. B.) SCOPE OF WORK REQUIRES THAT THE CONTRACTOR PROVIDE ANY/ALL REQUIRED PATCH PANELS, NETWORK RACKS, BOOTED CAT 6 PATCH CABLES (AT PATCH PANEL END AND AT WALL JACK LOCATIONS), FIBER TERMINATION LGU CABINETS, FIBER PATCH CABLES (TO BE COORDINATED WITH EQUIPMENT CONTRACTOR), NETWORK WALL JACKS AND ANY REQUIRED NETWORK CONDUIT/RACEWAY. C.) INCLUDED WITH THIS BID ARE NUMEROUS ATTACHMENTS TO ASSIST PARTICIPATING BIDDERS IN EVALUATING THE PROJECT TO PROVIDE THE MOST COMPETITIVE, COMPLETE SOLUTION. THE ATTACHMENTS ARE AS FOLLOWS: I. ATTACHMENT PHSD ATTACHMENT A-FLR PLAN & RISER : THIS ATTACHMENT CONTAINS A GENERIC NETWORK RISER DIAGRAM WHICH GIVES A SNAPSHOT OF THE DESIRED LAYOUT SCHEME THAT THE CONTRACT MUST ABIDE BY. DUE TO TIME RESTRAINTS AND OTHER CHALLENGES A FINAL RACK-BY-RACK DETAILED DIAGRAM DOCUMENT IS NOT AVAILABLE FOR THIS BID PROCESS. THESE DETAILED DRAWINGS WILL BE MADE AVAILABLE TO THE AWARDED SERVICE PROVIDER AT A LATER DATE IN ORDER TO FURTHER ASSIST IN THE PROJECT. THE RESPONDENT IS TO PROVIDE PRICING BASED ON A PER DROP AND PER RACK MATRIX WHICH WILL BE LEVERAGED BY THE SCHOOL WITH ESTIMATED QUANTITIES TO APPLY FOR E-RATE FUNDING ASSISTANCE. II. ATTACHMENT PHSD ATTCHMENT B-STD & SPECS : THIS ATTACHMENT CONTAINS SPECIFICATIONS AND STANDARDS WHICH ARE A REQUIREMENT FOR THIS CABLING PROJECT. ADDITIONALLY, THERE ARE ESTIMATES OF NETWORK COMPONENTS THAT MAY BE NEEDED TO SUPPORT THE NETWORK AND SPECIFICS REGARDING LABELING, TESTING AND DOCUMENTATION REQUIREMENTS. D.) THERE MAY BE A SITE WALK-THROUGH SCHEDULED TO ASSIST INTERESTED BIDDERS IN ASSESSING THE PROJECT AND PROVIDE OPPORTUNITY FOR FURTHER QUESTIONING. THE STATUS AND DATE OF ANY WALK-THROUGH WILL BE POSTED ON THE WEBSITE WHERE THIS BID WAS ACQUIRED. IT IS THE RESPONDENTS RESPONSIBILITY TO CHECK SAID SITE FOR ANY SCHEDULING OF SITE REVIEW(S) AND/OR BID UPDATES. E.) SCOPE OF WORK FOR THIS/THESE BID PROJECT(S) INCLUDES THE INSTALLATION OF NETWORK ELECTRONICS TO BE SUPPLIED BY PHSD (SEE BULLET FOR DEFINITION OF INSTALLATION ). Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 5

6 6 ITEM NO. ITEM/SERVICE DESCRIPTION (Continued) 1. IDENTIFY COSTS FOR ITEMS BELOW BASED ON REQUIREMENTS AND CRITERIA IDENTIFIED WITHIN THIS BID CONTRACT DOCUMENT AND CORRESPONDING SUPPORT DOCUMENTS MENTIONED AND INCLUDED WITH THIS BID PACKAGE/POSTING.: A. COST PER SET OF TWO (2) CAT. 6 PLENUM NETWORK DROPS ABIDING BY IEEE STANDARDS FOR GB TRANSMISSION: $ NON-UNION COST PER DROP (2 PORTS) $ UNION COST PER DROP (2 PORTS) B. COST PER NETWORK RACK (IDFs AND/OR MDF) (W/FIBER OPTIONS AS NOTED BELOW). INCLUDES ALL IDF RACK COMPONENTS AND MATERIALS (RACK, PATCH PANELS, FIBER TERMINATION BOXES & TERMINATIONS AT BOTH ENDS, PATCH CABLES, LABELING, ETC.) AS DEFINED WITHIN THIS DOCUMENT AND ACCOMPANYING THE ATTACHMENT PHSD ATTACHMENT B-STD & SPECS DOCUMENT: $ NON-UNION COST PER RACK WITH 50 MICRON $ UNION COST PER RACK WITH 50 MICRON $ NON-UNION COST PER RACK WITH 62.5 MICRON $ UNION COST PER RACK WITH 62.5 MICRON C. BREAK/FIX/RELOCATION SERVICES FOR EXISTING CATEGORY CABLING/CABLING PLANT AND/OR HANGING WAP EQUIPMENT AT DESIGNATED AREAS: $ PER HOUR (NON-UNION) $ PER HOUR (UNION) (TOTAL HRS TBD POST-BID AWARD) * NOTE: REMEMBER TO CONSIDER THE LABELING, TESTING, DOCUMENTATION AND INSTALLING OF EQUIPMENT ALONG WITH CORRESPONDING PATCHING IN OF ALL DROPS AND UPLINKS WHEN CALCULATING YOUR PER/DROP AND PER/RACK PRICING SUBMITTALS AS THESE COMPONENTS ARE MANDATORY DELIVERABLES WITHIN THIS BID CONTRACT. A HARD COPY AND ELECTRONIC COPY OF THE NETWORK TEST RESULTS MUST BE PROVIDED AT THE CONCLUSION OF THE INSTALLATION TO THE SCHOOL DURING FINAL INSPECTION. COMMENTS: (COMMITMENT SIGNATURE FOR ITEM #1 PRICING) Company name Company address Telephone ( ) - - Address: Representative to be contacted: Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 6

7 7 ADDITIONAL BID CONDITIONS: 1. CONTRACT ITEMS/CONDITIONS: A. IF, FOR INTERNAL NEEDS, THE BID RESPONDENT WOULD REQUIRE ANY OTHER FORMAL DOCUMENT(S) TO BE SIGNED AND EXECUTED BY PHSD UPON AWARD OF THIS BID CONTRACT THEN THREE (3) COPIES OF SAID DOCUMENT(S), WITH ALL REQUIRED RESPONDENT SIGNATURES INTACT, MUST BE SUBMITTED WITH THIS BID CONTRACT DOCUMENT AND CORRESPONDING RESPONDENT PROPOSAL. B. NO CONTRACT LANGUAGE MAY BE INSERTED OR CONTAINED WITHIN ANY ADDITIONAL FORMAL DOCUMENTS THAT REFERS TO ANY ISSUES, PROVISIONS OR ADDITIONAL ITEMS NOT SPECIFICALLY DETAILED WITHIN THIS BID CONTRACT DOCUMENT. C. NO CONTRACT LANGUAGE MAY BE INSERTED INTO OR CONTAINED WITHIN ANY ADDITIONAL FORMAL DOCUMENT(S) THAT WOULD CONFLICT WITH THE FEDERAL E-RATE PROGRAM S ELIGIBILITY REQUIREMENTS AND/OR GUIDELINES AS DEFINED BY THE SCHOOLS AND LIBRARIES DIVISION (SLD). D. NO CONTRACT LANGUAGE MAY BE INSERTED INTO OR CONTAINED WITHIN THE ANY ADDITIONAL FORMAL DOCUMENT(S) THAT WOULD REPLACE OR MAKE INVALID ANY STATEMENT OR CONDITION OUTLINED WITHIN THIS BID CONTRACT DOCUMENT. 2. LIABILITY FOR TERMINATION OF SERVICES: A. THERE SHALL BE NO LIABILITY LEVERAGED AGAINST PHSD FOR TERMINATION OF SERVICES TO ANY BUILDING/S THAT IS CLOSED OR IN SITUATIONS WHERE THE BUILDING/S LEASE BECOMES NULL OR VOIDED. B. THERE WILL BE NO LIABILITY FOR TERMINATION OR REDUCTION OF SERVICE/S AT ANY FACILITY FOR ANY REASON. PHSD IS ONLY REQUIRED TO PROVIDE FORMAL WRITTEN NOTIFICATION TO THE SERVICE PROVIDER/S 5 BUSINESS DAYS PRIOR TO ACTUAL DESIRED TERMINATION OF SERVICES. 3. ANY RESPONDENT WISHING TO SUBMIT A PROPOSAL TO THIS BID DOCUMENT MUST BE WILLING TO PARTICIPATE IN THE FEDERAL COMMUNICATIONS COMMISSION S (FCC) UNIVERSAL SERVICE ORDER AS DETAILED IN THE TELECOMMUNICATIONS ACT OF PHSD WILL BE SUBMITTING FUNDING REQUESTS FOR ALL ELIGIBLE SERVICES TO THE SLD AND UPON VERIFICATION OF FUNDING WILL EXPECT THE AWARDED RESPONDENT TO PARTICIPATE IN THE PROGRAM. A. PHSD WILL NOT BE HELD LIABLE FOR ANY UNPAID FEE(S) FOR ANY E-RATE ELIGIBLE PROJECT WHEREAS THE SLD FUNDING COMMITMENT LETTER WAS ISSUED AND CORRESPONDING SERVICES WERE LEVIED BUT IMPROPER PROCEDURES OR DELAYS FROM THE AWARDED SERVICE VENDOR DELAYS OR NEGATES PHSD E-RATE FUNDING. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 7

8 8 ADDITIONAL BID CONDITIONS (CONTINUED): 4. THE LEVEL OF PARTICIPATION FROM THE RESPONDENT WILL INCLUDE THE FOLLOWING: A. PROVIDE DISCOUNTED BILLING WHEREAS PHSD WILL BE INVOICED DIRECTLY FOR ITS FAIR-SHARE PORTION OF ELIGIBLE SERVICES WHILE THE RESPONDENT DIRECTLY INVOICES THE E-RATE PROGRAM FOR THE REMAINING PORTION (APPROXIMATELY 90%). B. THE RESPONDENT MUST HAVE AN ACTIVE/VALID SPIN NUMBER AND PROVIDE IT BELOW. FAILURE TO PROVIDE SPIN NUMBER WILL VOID THE RESPONDENT S PROPOSAL. SPIN #: C. THE RESPONDENT MUST NOTE BELOW IF THEY ARE/WERE LISTED ON THE FCC RED-LIGHT STATUS LIST, SELECTIVE REVIEW LIST AND/OR PART OF ANY OTHER SLD INVESTIGATION(S). FAILURE TO ANSWER THE QUESTION BELOW WILL VOID THE RESPONDENT S PROPOSAL. RESPONDENT ON SLD FCC RED-LIGHT STATUS: YES or NO (Please indicate either YES or NO ) RESPONDENT ON SELECTIVE REVIEW LIST: YES or NO (Please indicate either YES or NO ) RESPONDENT ON PART OF ANY OTHER SLD INVESTIGATION(S) LIST: YES or NO (Please indicate either YES or NO ) D. THE RESPONDENT MUST NOTE BELOW IF THEY ARE CURRENTLY AWAITING E- RATE FUNDING DECISIONS REGARDING SERVICES FOR OTHER SCHOOLS FROM PREVIOUS E-RATE YEARS APPLICATIONS. FAILURE TO ANSWER THE QUESTION BELOW WILL VOID THE RESPONDENT S PROPOSAL. YES or NO (Please indicate either YES or NO ) E. THE SUCCESSFUL VENDOR MUST IDENTIFY TO PHSD IN WRITING, AND VIA VOICE WHEN/IF THEY SHOULD HAPPEN TO BECOME ENGAGED IN ANY SLD INVESTIGATIONS WHICH MAY RESULT IN EXTENDED DELAYS OF SERVICE FUNDING AWARDS. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 8

9 9 ADDITIONAL BID CONDITIONS (CONTINUED): F. SHOULD THE SUCCESSFUL VENDOR BECOME RED-LIGHTED BY THE FCC OR BECOME ENGAGED IN OTHER SLD INVESTIGATIONS RESULTING IN EXTENDED DELAYS OF SERVICE FUNDING AWARDS PHSD SHALL HAVE THE RIGHT TO TERMINATE THE CONTRACT AND SELECT ANOTHER VENDOR WITHOUT PENALTY OR COSTS. G. ALL INVOICING WILL MEET PHSD S STIPULATIONS AND BE DELIVERED IN A TIMELY MANNER. INVOICING WILL BE ACCEPTABLE IN ELECTRONIC FORMAT. 5. CONTRACT REDUCTION/MODIFICATION: A. IF, DURING THE COURSE OF THE CONTRACT, CHANGES IN TECHNOLOGY, THE ECONOMY, OR ANY OTHER CONTRIBUTING FACTOR PROVIDE THE NEED FOR MORE COSTLY SERVICES THE SELECTED VENDOR CANNOT LEVY THESE COST INCREASES UPON PHSD. 6. UPON AWARD OF THIS CONTRACT TO THE SUCCESSFUL RESPONDENT IT WILL BE THE RESPONDENT S IMMEDIATE RESPONSIBILITY TO OBTAIN REQUIRED BACKGROUND CHECKS (PENNSYLVANIA STATE POLICE CRIMINAL RECORD CHECK [ACT 33/34] AND PENNSYLVANIA CHILD ABUSE HISTORY CLEARANCE [ACT 151]) FOR ALL EMPLOYEES OR CONTRACTORS THAT WILL BE WORKING ONSITE WITHIN THE SCHOOLS OR HAVING ACCESS, EITHER DIRECTLY OR REMOTELY, TO PHSD DATA/INFORMATION STORED ON AND COMPUTER AND/OR NETWORK EQUIPMENT. COPIES OF ALL CLEARANCES AND A PHOTO STATIC COPY OF EACH SUPPORT STAFF WILL BE DELIVERED PHSD AT THE ADMINISTRATION BUILDING. 7. PHSD WILL CONSIDER BIDS THAT LEVERAGE SUBCONTRACTORS AS LONG AS THE IDENTIFIED SUBCONTRACTOR/S, THROUGH THE AWARDED VENDOR OF THIS BID CONTRACT, PROVIDES THE ABOVE DESCRIBED CLEARANCES AND ABIDES BY THE SAME GUIDELINES OUTLINED IN THIS BID. IT SHOULD BE NOTED THAT THE AWARDED VENDOR FOR THIS BID ACCEPTS ALL RESPONSIBILITIES AND LIABILITIES FOR ANY SUBCONTRACTORS THEY CHOSE TO LEVERAGE. 8. CONTRACTOR SHALL MAINTAIN THROUGHOUT THE ENTIRE TERM OF THIS AGREEMENT, ADEQUATE GENERAL LIABILITY INSURANCE PROVIDING COVERAGE AGAINST LIABILITY FOR BODILY INJURY, DEATH, AND PROPERTY DAMAGE THAT MAY ARISE OUT OF OR BE BASED UPON ANY ACT OR OMISSION OF CONSULTANTS OR ANY OF THEIR EMPLOYEES, AGENTS OR SUBCONTRACTORS. PROOF OF SUCH COVERAGE MUST BE SUBMITTED WITH RESPONDENT S PROPOSAL. PROOF SHALL INCLUDE CERTIFICATES FROM THEIR INSURERS INDICATING THE AMOUNT OF INSURANCE COVERAGE, THE NATURE OF SUCH COVERAGE, AND THE EXPIRATION DATE OF EACH APPLICABLE POLICY. 9. IT IS THE RESPONDENT S RESPONSIBILITY TO ENSURE ANY/ALL SUB-CONTRACTORS UTILIZED BY THE RESPONDENT COMPLY WITH ALL STIPULATIONS WITHIN THIS BID CONTRACT. 10. CONTRACTOR AGREES TO ADHERE TO ALL OF PHSD POLICIES AND PROCEDURES CONCERNING CODE AND CONDUCT WHILE ON PHSD PREMISES. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 9

10 10 ADDITIONAL BID CONDITIONS (CONTINUED): 11. CONTRACTOR SHALL ONLY UTILIZE, AND IS REQUIRED FOR SERVICE/SUPPORT PURPOSES, TO PROVIDE TECHNICIANS HOLDING CERTIFICATIONS FOR THE PROPER WORK BEING PERFORMED WHILE ON PHSD PREMISES. 12. IT SHOULD BE NOTED THAT IN ADDITION TO THE SIGNED DOCUMENT REQUIREMENT IDENTIFIED ABOVE THERE IS A REQUIREMENT FOR THE RESPONDENT TO ALSO ALL RESPONSE DOCUMENTS TO ERATESUPPORT2017@ADVANEDGESOLUTIONS.COM BY THE IDENTIFIED DEADLINE WITH A SUBJECT LINE DESCRIPTION OF PHSD YR CABLING RFP RESPONSE. 13. DUE TO A REQUIREMENT LEVIED ON THE SCHOOL FOR THIS PROJECT PREVAILING WAGES MUST BE LEVERAGED FOR ALL ITEMS WITHIN THIS BID. 14. INSTALLATION FOR THE PURPOSE OF THIS BID CONTRACT IS DEFINED AS THE ACTIONS OF PICKING UP EQUIPMENT (ALL E-RATE ELIGIBLE) FROM PHSD AND DELIVERING IT TO THE PROJECT SITE UPON WHICH THE CONTRACTOR WILL ASSEMBLE AND MOUNT ALL IDENTIFIED EQUIPMENT (OR SIMILAR DEVICES) WITHIN THE DESTINATION RACKS AS IDENTIFIED ON THE NETWORK RISER ATTACHMENTS ACCOMPANYING THIS BID DOCUMENT. ADDITIONALLY, ALL PATCH CABLES WILL THE BE INSTALLED INTO THE EQUIPMENT (FIBER AND CAT 6) AND LABELED/MANAGED ACCORDING TO SPECIFICATIONS. ACTUAL CONFIGURATION OF THE DEVICES WILL BE ADDRESSED VIA A SEPARATE CONTRACT WHICH DOES NOT PERTAIN TO THIS BID. 15. THE LOCATION OF SUPPORT/PARTICIPATION FROM THE RESPONDENT WILL INCLUDE THE FOLLOWING SITE/S: PENN HILLS ELEMENTARY SCHOOL ESTIMATED # OF 2-PER-LOCATION DROPS: 250+ ESTIMATED # OF NETWORK CLOSET (IDFs/MDF SCENARIOS: THIS BID CONTRACT DOCUMENT, BEING FULLY SIGNED AND DATED BY THE AWARDED RESPONDENT, IN ADDITION WITH A SIGNED AND DATED (BY BOTH PARTIES) NOTIFICATION OF AWARD LETTER IS THE ONLY CONTRACT OF RECORD FOR THE SERVICES OUTLINED WITHIN. NO OTHER SUBMITTED OR SUBSEQUENT FORMS, DOCUMENTS, MATERIALS, ETC. CAN/WILL SUPERSEDE, LIMIT OR NEGATE RESPONSIBILITIES, DELIVERABLES AND/OR ANY OTHER ITEMS/CRITERIA IDENTIFIED WITHIN THIS DOCUMENT OR ADDITIONAL CORRESPONDING SUPPORT DOCUMENTATION. 17. NOTE OF VENDOR RESPONSIBILITY - IT SHOULD BE UNDERSTOOD THAT IT IS THE VENDOR S RESPONSIBILITY TO NOTIFY THE SCHOOL DIRECTLY VIA AND PHONE CALL OF ANY ANTICIPATED AND/OR IDENTIFIED EXTENDED SERVICE DELAYS. VENDOR WILL BE HELD RESPONSIBLE FOR ANY COSTS INHERITED BY THE SCHOOL DUE TO EXTENDED SERVICE DELAYS WITHOUT WRITTEN/DOCUMENTED NOTIFICATION PROCESSES. Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 10

11 FINAL BID CONDITION - SERVICE PROVIDER MUST SIGN AND RETURN (THREE HARD COPIES) OF THE ATTACHED CONTRACT LETTER AND INCLUDE A SCAN OF THE SIGNED/DATED DOCUMENT ON THE REQUIRED MEMORY STICKS BEING SUBMITTED. CONTINGENT UPON AWARD OF THIS CONTRACT, THIS LETTER WILL BE RETURNED TO THE SELECTED VENDOR DUALLY SIGNED BY PHSD AND WILL SERVE IN CONJUNCTION WITH THE RESPONDENT S SIGNED BID PROPOSAL AS THE OFFICIAL CONTRACT FOR SERVICES 19. Bid Proposals received omitting any/all of the following items and/or not meeting specific criteria will be subject to disqualification. Note: all district reviews and considerations of these items are final and not challengeable. - Service Provider Identification Number (SPIN/498) - Service Provider must have an FCC Registration Number - Service Provider identifies RFP exceptions and/or additional costs deemed an issue by District - Service Provider must provide a copy of liability insurance certificate as requested - Service Provider does not offer program discount billing - Service Provider solution does not meet/offer the requested service(s) - Service provider s bid response is not received within the identified timelines and/or is not complete as identified/required - Review of Service provider s references or previous workmanship with District not deemed favorable FINAL NOTE: IS EACH PAGE OF YOUR PROPOSAL SUBMITTAL SIGNED AND DATED WITH ORIGINAL SIGNATUES? FAILURE TO DO SO WILL INVALIDATE YOUR BID PROPOSAL. ADDITIONALLY, THE VENDOR S SIGNATURE PORTION OF THE CONTRACT AWARD NOTIFICATION/AGREEMENT LETTER (NEXT PAGE) MUST BE FILLED OUT AND SIGNED (AT YELLOW HIGH-LIGHTED AREAS). Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 11

12 12 CONTRACT LETTER RESPONDENT: SPIN: CONTRACT #: YR20 BIDCONTRACT#: YR CONTRACT AWARD DATE: RE: PENN HILLS SCHOOL DISTRICT NETWORK CABLING SERVICES CONTRACT BID #: YR CABLING SERVICES To Whom It May Concern: This letter is to confirm with you the acceptance of your price quote/bid proposal for specific service items (as identified above) within your company s price quotation(s)/proposal in accordance with the school s Bid/Contract procedure referenced above. This dually signed letter along with your signed bid contract response constitutes the contract of record for these items/services. This purchase/service agreement is/may be contingent upon E-rate funding. Upon receiving such approval from the SLD the school will/may initiate service requests pursuant to the contract terms of the Bid and E-rate regulations. Awarding of funding from SLD does not guarantee the school will move forward with the acquisition of services and/or equipment bid items, whether in-whole or part. Please note that there may be numerous service requests leveraged against the pricing submitted within the accepted bid response to address various site/office requirements. Services will have E-rate ramifications and cannot be started before April 1 st, 2017 nor invoiced before July 1 st, of Contract agreement covers a 2-year period to address any delays in e-rate funding award. Additionally, any and all issued invoices for services with E-rate ramifications will only reflect the school s Fairshare portion of said purchase when applicable. The Vendor is responsible for invoicing the E-rate program directly for the funded portion of the identified services (as specified within the Bid). Thus the school should receive discounted invoices reflecting its fair-share amount of the monthly invoices and/or one-time non-recurring costs. Your support in abiding by these SLD (E-Rate) and school imposed restrictions and procedures are required and greatly appreciated. Please note that the school has reserved the right to increase/decrease the quantities and/or levels of service items as specified within the Bid contract. In acceptance of these terms and conditions, please sign below: Authorized vendor representative confirmation: [Signature]: [Name & Title]: Authorized School representative: [Signature]: [Name & Title]: Signature of representative authorizing the bid and confirming his/her authority to represent the above listed 12