Technology Department Contacts. Tom Hering, Director of Information Technology

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1 Great Falls Public School Districts 1 & A th Street South Great Falls, MT January 21, 2016 Year E rate RFP for Networking Equipment, Wall Mount Network Cabinets, Smart UPS SLD Entity Number: Applicant Form 470 Identifier: 470FY2016CAT2 Technology Department Contacts Tom Hering, Director of Information Technology tom_hering@gfps.k12.mt.us Bob McGregor, Technology Supervisor bob_mcgregor@gfps.k12.mt.us Dan Sibert, Technology Architect dan_sibert@gfps.k12.mt.us

2 Overview Great Falls Public School District 1 and Great Falls School District A (hereafter collectively referred to as GFPS) seeks Request for Proposals (RFP) for MANAGED GIGABIT NETWORK SWITCHES (Switches), WALL MOUNT NETWORK CABINETS (Racks), and SMART UNINTERRUPTED POWER SUPPLIES (UPS). Proposals must state all recurring and non recurring costs to GFPS associated with the proposed service(s). Vendors are asked to submit proposals for any or all specified items. GFPS reserves the right to award on an itemby item basis, or as whole to the best advantage of the School District, to the responsive and responsible bidder in accordance with the specifications set forth in this request for proposal. The objective of this RFP is to accomplish a fair, open, and competitive procurement. This RFP may be reviewed at the GFPS District Office Building located at th Street South, Great Falls, MT. The RFP is accessible electronically at on the Technology Department webpage. Bidding Sealed bids must be received in the office of the District Executive Director of Business, Brian Patrick, at the GFPS District Office Building located at th Street South, Great Falls, MT, prior to 9:00 AM on February 29, Bids will be publicly opened at 9:30 AM, February 29, 2016 at the GFPS District Office Building located at th Street South, Great Falls, MT, Only written paper copies of proposals will be accepted; no proposals will be accepted by electronic means (i.e., fax, ). GFPS may cancel the procurement or reject any or all bids in accordance with MCA Applications from vendors without an e rate SPIN will be disqualified. GFPS assumes no responsibility for delays caused by the U.S. Postal Service or any other delivery service. Late proposals will not be accepted. Responding vendors may request clarifications regarding specifications outlined in this RFP. Clarifying questions will be answered directly. Any clarifying questions and associated answers will also be posted on the website at on the Technology Department webpage. Requests for clarifications can be directed to the GFPS Technology Department: Tom Hering, Director of Information Technology (406) tom_hering@gfps.k12.mt.us

3 Bid Security Successful bidders will be required to provide a bid security for the amount of 10% of the proposed cost made payable to the Chairman of the Board of Trustees, Great Falls Public Schools, as a guarantee of complete compliance with the specifications contained in this RFP. Pursuant to of the M.C.A., bid security must be in the form of: 1. a sufficient bond with a licensed surety company as surety; 2. an irrevocable letter of credit in accordance with the provisions of Title 30, chapter 5, part 1; 3. money of the United States; 4. a cashier s check, certified check, bank money order, certificate of deposit, money market certificate, or bank draft that is drawn or issued by a federally chartered or state chartered bank or savings and loan association that is insured by or for which insurance is administered by the federal deposit insurance corporation or that is drawn and issued by a credit union insured by the national credit union share insurance fund. Vendor E Rate Compliance Vendors submitting proposals under this RFP must provide a written statement that they agree to meet the following conditions relating to the E rate program: Service Provider Identification Number (SPIN) and FCC Registration Number (FCCRN) The vendor shall provide a valid E rate SPIN number (Service Provider Identification Number), in the Proposal submitted in response to this bid opportunity. The SPIN must be recognized by the SLD and FCC as an eligible E Rate provider and therefore qualified to receive discounts under the Telecommunications Services bucket of the program. The Vendor also shall provide the company s FCC Registration Number. Service Provider Annual Certification Form The Vendor agrees to timely submit to the SLD a completed Form 473, Service Provider Annual Certification form, which provides updated contact information to the SLD for the Vendor. The Vendor must also agree to provide a copy of the completed Form 473 to the Owner. This form is available on the SLD s website at in the Forms section. The District s Reimbursements The Vendor agrees to provide reimbursements to the District for discounts on eligible products received on or after the effective date of discounts and already paid for by the District. Cooperation with District s Preparation of E rate Applications The Vendor must agree to provide information on a timely basis that the District requests in order for the District to timely apply for E rate applications.

4 Separate Itemization of E rate Eligible and Ineligible Products and Services The Vendor shall separately itemize the cost of E rate eligible and ineligible products and separate installation costs, if any. To determine what items are eligible, visit the E rate Eligible Services List at or call the SLD at Compliance with E rate Contract Signing Rules The Vendor must acknowledge in its Proposal that the Vendor will make every effort to have any contract addendums that may arise from this RFP signed in accordance with the E rate contract signing rules. Further, the Vendor must acknowledge in its Proposal that if the contract or addendum is signed outside of the e rate contract signing window, the vendor will disclose to the District, before soliciting the District s execution of the contract, that the contract is not eligible for E rate funding. Non Collusion Affidavit The Vendor shall execute an Affidavit of Non Collusion in the form prescribed by the District to confirm that the Vendor is not in violation of the anti bid rigging state law provisions of the state procurement law, or in violation of the Federal Communication Commission s E rate Modernization Order, as codified in 47 C.F.R. Guarantee to Meet Equipment Delivery Date The Vendor must be prepared to deliver products described in this RFP as soon as possible but no later than 30 days after receipt of purchase order from the Great Falls Public Schools. Failure to comply with the requirements may invalidate a bidder's quotation for any or all items. Exception for weekends and holidays. Deliveries shall be F.O.B. DESTINATION, to the location specified on purchase order. The term "F.O.B. destination" as used in this clause, means free of expense to the Great Falls Public Schools and delivered to the location specified. All arrangements for shipping shall be made by the successful bidder. The bidder shall: o Deliver the shipment in good order and condition to the point of delivery specified; o Be responsible for any loss of and/or damage to the goods occurring before receipt of the shipment by the School District at the delivery point specified; o Pay and bear all charges to the specified point of delivery.

5 Weighted Factors The contract will be awarded based on best value to GFPS and its constituent districts, as well as evaluation criteria set forth in this document. Weighted factors contributing to the award are included in the following breakdown: Weighted Factor Breakdown: FACTOR WEIGHT Cost of Equipment 40 Meeting Technical Specifications 35 GFPS Vendor Familiarity 15 Vendor is Well Established within Montana 10 TOTAL 100 Bid Judging Process At minimum of three (3) district employees will be used in the judging process. The judges will weigh all factors on a five point scale, up to the maximum points available in each weighted factor. Example: for GFPS Vendor Familiarity, judges will award either: 0, 5, 10 or the maximum 15 points.

6 Specifications for Category 2 Equipment #1 - Managed Gigabit Network Switches (Switches) #2 Wall Mount Network Cabinets (Racks) #3 Smart Uninterruptable Power Supplies & Extended Batteries (UPS ) Great Falls Public Schools (GFPS) reserves the right to reject any and all bids and to waive any informalities in proposals received. GFPS may cancel the procurement or reject any or all bids in accordance with MCA Although these specifications are intended to be complete, some questions may arise. If further clarification is necessary, questions can be directed to Tom Hering, Director of Information Technology, at Consummation of this RFP process is contingent upon GFPS being awarded E rate funding. 1. Managed Gigabit Network Switch (Switches) Specifications: A. Switches, multiple per building, multiple per IDF Brocade ICX P, equivalent or better, 105 switches needed a. 48 port Power Over Ethernet (POE) minimum 1 gig spec per port b. 4 or more SFP connections available for multi mode fiber c. GBICs available for LC connections d. POE capable at 15.4 watts(802.3af power) per port e. Command line interface for configuration f. Ability to trunk and VLAN ports g. Ability to serially connect to device h. Ability to port bond multiple ports for increased capacity by combining ports i. Stacking capability j. 19 EIA 310-D compliant - rackmount k. Must qualify for vendor support for maintenance B. Switches, multiple per building, multiple per IDF Brocade ICX P, equivalent or better, 49 switches needed a. 24 port Power Over Ethernet (POE) minimum 1 gig spec per port b. 4 or more SFP connections available for multi mode fiber c. GBICs available for LC connections d. POE capable at 15.4 watts(802.3af power) per port e. Command line interface for configuration f. Ability to trunk and VLAN ports g. Ability to serially connect to device h. Ability to port bond multiple ports for increased capacity by combining ports i. Stacking capability j. 19 EIA 310-D compliant - rackmount k. Must qualify for vendor support for maintenance 2. Wall Mount Network Cabinet (Racks) Specifications: A. Racks, dependent on building Kendall Howard 22U Linier Fixed Wall Mount Cabinet, equivalent or better, 16 racks needed a. Front tempered glass door reversible mount b. Locking door and side panels c. Cage nut style rails d. Mounting depth 22.5 e. Accommodate 22U of rack space f. 19 EIA 310-D compliant g. Up to 2 knock out holes 3. Smart Uninterrupted Power Supply (UPS ) Specifications: A. UPS, one per building in MDF location APC Smart-UPS X SMX3000LVNC 3000VA Rack Mount UPS with network card, equivalent or better, 21 UPS needed a. Input/Output Voltage 120V

7 b. Output power capacity 2.7 KWatts / 2.88kVA c. 19 EIA 310-D compliant rackmount d. Input connections 5-15P Nema plug, 8 cord length e. Hot-swappable batteries f. Maintenance-free Lead-Acid battery g. Network Management and Alerting via IP Ethernet Network card h. Power conditioning B. External Battery Pack for Middle and High schools APC Smart-UPS X SMX120RMBP2U Rack Mount External Battery Pack, equivalent or better, 5 needed a. 19 EIA 310-D compliant rackmount b. Hot-swappable batteries c. Maintenance-free Lead-Acid battery 4. Additional Information Required: A. Provider s Warranty Level Agreement. B. Provider s E rate SPIN number. C. Proof that Provider s E rate annual SPAC has been submitted. D. Provider's written statements to comply with all Vendor E rate Compliance as previously stipulated. E. Provider's submission of Bid Security of 10% of cost of product/service. F. Provide 3 references of fully implemented equipment, preferably within the state of Montana and a School District. 5. Pricing: A. Equipment Pricing shall be quoted on a per item basis, accounting for and considering the total order size as stated above. B. Pricing shall show any recurring costs (for licensing, etc.)