Contact Brandy Stanford, (254) or Earl Bragg, (254) for questions or additional information.

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1 February 19, 2016 To Whom It May Concern: The Salado Independent School District is soliciting proposals to complete modernization of its WAN connectivity between the Salado Jr. High and the Salado ISD Administration building using a point to point 24 strand single-mode outside plant.50/125 fiber optic cable. Proposals will be accepted until 5:00 p.m., Friday, March 4, Any proposal received after this time and date will not be considered. Proposals will be clearly marked "WAN FIBER MODERNIZATION". Please mail, or deliver all proposals to: Brandy Stanford Salado I.S.D. 602 N. Main St. P.O. Box 98 Salado, TX Brandy.stanford@saladoisd.org Contact Brandy Stanford, (254) or Earl Bragg, (254) for questions or additional information. The District reserves the right to reject any or all proposals, choose by individual items, request additional information and to waive any/all formalities Sincerely, Michael Novotny Superintendent MN/bs

2 Salado ISD Request for Proposal WAN FIBER MODERNIZATION FRP IT

3 1.0 General 1.1 The Salado Independent School District (SISD) seeks to award a contract with a qualified company or companies to complete modernization of its WAN connectivity between the Salado Jr. High and the Salado ISD Administration buildings using a point to point 24 strand singlemode outside plant.50/125 fiber optic cable. 1.2 Notice is hereby given that sealed bids will be received at Salado Independent School District (hereafter SISD) Business Office, until 5:00 pm on March 4, The bids will be opened and read for materials and equipment, and any other items and incidental to the specifications detailed in this RFP in accordance with the Salado ISD plans, specifications and contract documents. 1.3 Bids shall be delivered and addressed to Brandy Stanford at Salado Independent School District, PO Box 98, Salado TX Bids shall be labeled WAN FIBER Bid (RFP IT ), by 5:00 p.m. on March 4, Bids will be accepted electronically via and may be ed to brandy.stanford@saladoisd.org. All ed bids must copy ebragg@saladoisd.org in the as a carbon copy recipient. ed bids must have the subject line: WAN FIBER MODERNIZATION (RFP IT ) and must be received no later than 5:00 p.m. on March 4, Any Bidder who wishes their bid to be considered is responsible for making certain that their bid is received by the proper time. No oral, telegraphic, facsimile, or telephonic bids or modifications will be considered unless specified. Bids received after the scheduled Bid Submittal Deadline will not be considered. Bids must bear original signatures and figures. 1.6 Salado ISD is a member, in good standing, with the following purchasing coorperatives: Buy Board, TCPN, TIPS, PACE, ESC7 Purchasing Coop, State of Texas Co-op Purchasing Program. 2.0 Proposal Format, Content and Submittal Economy of Preparation All proposals should be prepared as simply and economically as possible, providing a straightforward and concise explanation of capabilities that will satisfy the requirements of the Request for Proposals (RFP). Additional technical literature, including examples of similar work performed and/or other elements that should also be considered such as support contracts etc. may be included as an attachment to the bid. Submission of the RFP should be prepared on standard 8-1/2 x 11 paper. 2.2 Cover Letter Provide a cover letter that identifies the name of the contact person, phone number and address as well as a summarized history the proposing organization has in previous projects with Salado ISD. 2.3 Table of Contents Sections and page numbers for requested information.

4 2.4 Executive Summary Responses shall summarize the Proposer s overview of the project and indicate the projects complexity and the Proposer s ability to resolve inherent project problems. 2.5 References Submit information regarding three comparable projects the vendor has completed as the Main Contractor within the last two (2) years. The information shall indicate the start and completion dates, services and equipment provided, project costs, contract term, warranty, and benefits to the owner. Provide the owners name, address, telephone number, address and contact person for each reference. Vendors that have within the last three years (3) provided services and /or equipment to Salado ISD are not required to provide the references listed above. Proposer must include in their proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. Salado ISD reserves the right to reject any proposal based upon the Proposer s prior history with Salado ISD or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures. 2.6 Other Information Proposers are invited to submit other information believed to be relevant to the selection process. 2.7 Addendum to the RFP If it becomes necessary to revise any part of this RFP, an addendum to the RFP will be provided in writing to all Proposers on the SISD website at Failure to completely execute and submit the required documents before the Submittal Deadline MAY render a proposal non responsive. 2.8 Prices All Proposals shall give the prices proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Proposer s authorized representative. 2.9 Proposal Forms Copies. One original must be submitted on or before the Submittal Deadline. Discrepancies. If discrepancies or questions arise, a point of contact must be listed to assist in resolving discrepancies/questions.

5 2.10 Proposal Content Proposer must describe in detail how he will meet the requirements of this RFP, and may provide additional related information with his proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Specification or Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed Proposal Submittal Proposals should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Proposer, RFP number, and Submittal Deadline. Proposer s authorized representative must properly initial any erasures or alterations of any kind. Proposals that contain omissions or improper erasures or irregularities may be rejected. No oral, telegraphic, or telephonic proposals or modifications will be considered unless otherwise specified herein Proposer Background. Proposer must provide a company profile. Information provided shall include: Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation. Location of the company offices. Location of the office servicing any Central Texas account(s). Number of employees both locally and nationally. Location(s) from which employees will be assigned. Name, address, and telephone number of the Proposer s point of contact for a contract resulting from this RFP. Length of time Proposer has been providing services described in this RFP Proposer must have a valid, current federal ERATE account as this RFP is multi-year and in accordance with Erate guidelines. Proposer must include in his proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. Salado ISD reserves the right to reject any proposal based upon the Proposer s prior history with Salado ISD or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures Proposer References Proposers should provide a minimum of three (3) references from similar projects performed for any local government clients within the last two years. Information provided shall include: Client name; Project description; Project dates (starting and ending); Technical environment;

6 Staff assigned to reference engagement that will be designated for work per this RFP; Client project manager name and telephone number. Proposers that have within the last three years (3) provided services and /or equipment to Salado ISD are not required to provide the references listed above. 3.0 Proposer Qualifications Each Proposer shall be skilled and regularly engaged in the general class or type of work called for under the contract. The Proposer's experience shall be set forth and submitted on the form provided herewith. It is the intention of Salado ISD to award a contract to a Proposer who furnishes satisfactory evidence that the Proposer has the requisite experience, ability, sufficient capital, facilities, and plant to enable the Proposer to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Proposer, Salado ISD will weigh any evidence that the Proposer has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the lowest responsive and responsible Proposer, consideration will be given not only to the financial standing but also to the general competency of the Proposer for the performance of the work covered and/or specified in the contract documents. To this end, each Proposal shall be supported by a statement of the Proposer s experience on the form entitled Proposer s Experience, which is a part of the contract documents 4.0 Proposal Openings and Results No Public Opening. Proposals will not be opened publicly but a list of the names of companies submitting proposals will be available within a reasonable time after the Submittal Deadline. Proposals will be made public and may be inspected at the time of award. 4.1 Late Proposals Late proposals will not be accepted and will be returned to Proposers unopened. 4.2 Rejection of Proposal Salado ISD reserves the right to reject any or all Proposals or any part of a Proposal. Salado ISD reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for Salado ISD or any other governmental agency. Salado ISD expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due Salado ISD. 4.3 Proposer is Sole Point of Contact The Successful Proposer will be the sole point of contact. Salado ISD will look solely to the Successful Proposer for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded Proposer shall not be relieved for the non- performance of any or all subcontractors.

7 4.4 Rejection of Proposals, Waiver of Informalities. Salado ISD reserves the right to reject any or all proposals, or any part of a proposal. Salado ISD reserves the right to reject the proposal of any Proposer who previously failed to perform adequately for Salado ISD or any other governmental agency. Salado ISD expressly reserves the right to reject the proposal of any Proposer who is in default on the payment of taxes, licenses, or other monies due Salado ISD 4.5 Proposal Awarded to Proposer(s) Salado ISD will award 1 proposer. Proposer may have contractors and sub-contractors hired to complete this RFP. 5.0 Inquiries Questions and comments regarding this solicitation must be submitted in writing, either by , ebragg@saladoisd.org or via mail: PO Box 98 Salado TX, no later than five (5) days before the Submittal Deadline. The questioner's company name, address, phone and fax number, and contact person must be included with the questions or comments. Answers, if any, made by Salado ISD will be posted on Terms and Conditions 6.1 Assignment of Rights and Obligations Except as noted hereunder, Successful Proposer may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of Salado ISD. 6.2 Authority of Salado ISD Subject to the power and authority of Salado ISD as provided by law in this contract, Salado ISD shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. Salado ISD shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder. 6.3 Proposed Timeline of Implementation Successful Proposer can expect the implementation of this RFP to begin 5:00 PM, March 4th, 2016 and must be completed no later than 11:59 PM March 31, Cancellation of Contracts Cancellation for cause shall be at the discretion of Salado ISD and shall be, but is not limited to, failure to supply the materials, equipment or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Proposer may not cancel this contract without prior written consent of the Salado ISD (Purchasing Agent).

8 6.5 Compliance with Laws All Proposals shall comply with current federal, state, local and other laws relative thereto. 6.6 Force Majeure If execution of this contract shall be delayed or suspended and if such failure arises out of causes beyond the control of and without fault or negligence of the Contractor, the Contractor shall notify Salado ISD, in writing, within twenty-four (24) hours, after the delay. Such causes may include but are not limited to acts of God, war, acts of a public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather. 6.7 Terms of Offer Salado ISD s acceptance of Proposer s offer shall be limited to the terms herein unless expressly agreed in writing by Salado ISD. Proposals offering terms other than those shown herein will be declared non-responsive and will not be considered. 6.8 Insurance Provider shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the provider, its agents, representatives, or employees. 1. Workers' Compensation as statutory provisions require. 2. Commercial General Liability Insurance 6.9 Formation of Contract Proposer s signed offer (Proposal) and Salado ISD s written acceptance shall constitute a binding contract Manufacturer Warranty A copy or description of the manufacturer s warranty shall accompany each Proposal for the item(s) proposed, detailing the scope and length of the warranty. Specify in detail the following: The length and terms of the warranty/maintenance and service provided with each item. For each item, Proposers must specify if subcontractors will perform warranty/maintenance/service, location(s) where warranty/maintenance/service will be performed, along with contact name and phone number for each location.

9 6.11 Proposer Warranty. Successful Proposer shall fully warrant all materials and equipment furnished under the terms of this contract, against poor and inferior quality, for a period of not less than three (3) years from date of the final acceptance by Salado ISD Proposer Requirements Contractor must have a minimum of 10 years of experience performing similar work of this nature. Contractor s main office must be located within a 35 mile radius of the District s office located at 601 N. Main, Salado, Texas. All equipment, trucks, tools, etc., necessary to perform the work is to be furnished by the contractor. Permitting and locates needed to facilitate this scope are the responsibility of the contractor. All materials to be provided by contractor. Cut sheets for proposed materials shall be submitted with proposal. 7.0 Evaluation Criteria 7.1. Bids will be evaluated according to the following general criteria: FACTOR WEIGHT Price of ELIGIBLE goods and services 50% Proposer s experience (prior project and Salado ISD experience) 15% Product features,capacity,costing analysis 25% References 10% Total 100% The RFP selection process will be done by the Technical Director and he may select finalists to present a product demonstration as part of the evaluation process. Salado ISD does not guarantee that an interview or an opportunity to demonstrate product(s) will occur. Salado ISD reserves the right to select a contractor based solely on the information provided in the proposal received in response to the RFP. 8.0 Duration of RFP 8.1 The scope of this RFP will span the month of March 2016 as money, time, and material are available. Salado ISD will systematically modernize WAN connectivity between it s Administration building and it s Jr. High Building in keeping with trustee approval. Salado ISD expects that upon completion of this RFP, WAN connectivity will be similar in capability district wide.

10 8.2 Proposers can expect the project to begin March 4, 2016 and be completed NLT March 31, Salado ISD has already begun the modernization of its WAN infrastructure between wiring closets and building over the last 3 years and is approximately 78% complete district wide regarding LAN and 71% regarding WAN. The completion of this RFP is expected to make Salado ISD 86% complete as this RFP is Phase 1 of 2 phases. Phase 2 is not expected to be acted upon until the District s next Bond election. 9.0 WAN Upgrade Salado ISD is in need of improving the district s wide and local area network infrastructure to facilitate faster communications, redundency and allowing for Virtual LANs. The key factor in improving the overall performance of the network, specifically at the Administration building, will be to increase the throughput (data transaction rate) between this building and the Jr. High, as well as increase wireless access, door system access, security and telephony data throughput. To accomplish this goal, the district is seeking proposals from qualified vendors for a solution to modernize its WAN connection to 24 strand single-mode outside plant.50/125 fiber optic cable. The goal is to build this infrastructure that will be future proof until year 2040 and beyond Scope of RFP Request 10.1 General Scope of Work Contractor will perform pole make ready, conduit proofing and other miscellaneous tasks to prepare for strand/fiber optic cable installation from the Salado Independent School District s Office located at 601 N. Main, Salado, Texas to the Jr. High School located at 620 Thomas Arnold Rd, Salado, Texas The fiber optic cable will be attached to a pole line consisting of approximately 40 poles starting from a point on N. Main; head south to Van Bibber Road; than west on Van Bibber where fiber will cross IH 35 via existing conduit. On the West side of I35 fiber will riser up at the Frontage Road and continue west to W. Village Rd., where it will follow the pole line south to Thomas Arnold Rd where it will continue West to the Jr. High School. At both the Jr. High School AND the District Offices fiber will be routed into the buildings utilizing the best path from riser pole to demark in communication closets. Fiber optic cable shall be lashed to 6M strand for the duration of the installation (approximately 5800 ft.). There will be NO splices allowed point to point without District approval. At demark fiber will be terminated using SC style SM connectors and housed in contractor provided rack mounted fiber patch panel Testing Once fiber has been properly placed and terminated contractor will perform OTDR and Power Testing on all strands. All strands shall be tested bidirectional for traces using an OTDR at 1310nm and 1550 nm. Testing from point to point will shall be conducted using the one jumper reference method. Optical fiber loss measurements will be taken at 1310 nm and 1550 nm and recorded with the test instrument. Maximum allowable loss across any single splice (if required) is 0.2dB. Test results shall be stored electronically as well as printed out for District records.

11 10.3 Warranty Contractor shall warranty all work and material for a period of 5 year after District acceptance of plant and provide District with 4 hr. response time to any reported outage for the duration of the warranty period. This warranty does NOT cover vandalism, rodent damage, teardowns or acts of nature. Regardless of incident, the 4 hour response time will remain in effect and repairs/replacement of plant will commence as soon as physically possible Plant Maintenance For the term of one year, at no cost to the District, Contractor will routinely inspect the plant for potential problems as well as conduct point to point testing of fiber to verify viability. After the maintenance plan has expired, the District, at an additional cost, may enter into a maintenance agreement with Contractor for continued testing and inspection Utility Coordination Once the plant is complete Contractor will provide Salado ISD with as-built prints AND furnish the same information to local utility companies for utility coordination, make ready and future construction or improvements of roads, easements, bridges Materials 24 strand single-mode outside plant.50/125 fiber optic cable. Wavelength Max attenuation 0.35 low end and 0.21 high end. UV resistant black cable jacket. Self-support not acceptable. Strand 6M steel SC style SM unicam connectors Fiber patch panels to be Corning CCH or equivalent loaded with SC 6 packs Fan out kits (if required) Corning or equivalent

12 11.0 Felony Conviction Notice FELONY CONVICTION NOTICE State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states "a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony." Subsection (b) states "a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract." THIS NOTICE IS NOT REQUIRED OF A PUBLICLY-HELD CORPORATION I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. VENDOR'S NAME: AUTHORIZED COMPANY OFFICIAL'S NAME (PRINTED): A. My firm is a publicly-held corporation; therefore, this reporting requirement is not applicable. Signature of Company Official: B. My firm is neither owned nor operated by anyone who has been convicted of a felony: Signature of Company Official: C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s): Detail of Conviction(s): Signature of Company Official:

13 12.0 References This form must be completed and submitted with your bid package BIDDER'S REFERENCES Please provide at least three references

14 PROPOSAL: PROPOSAL FOR WAN FIBER MODERNIZATION ATTACH DETAIL OF MATERIAL AND LABOR COSTS. PRICE: $ NO TAX IS INCLUDED IN THIS PRICE. By signing this Proposal Form, the Proposer certifies the following, a) that to the best of its knowledge the proposer is not indebted to the Salado Independent School District. Indebtedness to the District shall be basis for non-award and/or cancellation of any award. b) that it has read, understands, and agrees to the requirements of the specifications and all other provisions of the solicitation. c) that it has not colluded or attempted to collude with other vendors or merchants in the trade to fix or hold prices above the level affirmed through a free and competitive market. d) that the owner operator has not been convicted or a felony, except as identified on a separate attachment to this proposal, in accordance with Sec , Texas Education Code. The undersigned affirms that they are duly authorized to execute this contract. VENDOR: ADDRESS: TELEPHONE: NAME: SIGNATURE: FAX: TITLE: DATE: