ATM Telecommunications Service
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  • 1. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services SANTA ROSA COUNTY SCHOOL BOARD John W. Rogers, Superintendent of Schools Purchasing Department Judson C. Crane, CPPB, CPPO, Director of Purchasing & Contract Administration 6544 Firehouse Road Milton, FL 32570-3411 Phone (850) 983-5130 FAX (850) 983-5133 Suncom 689-5130 E-mail: cranej@mail.santarosa.k12.fl.us Website: http://www.santarosa.k12.fl.us/purchasing/ The Santa Rosa County School Board solicits a submission as listed in this request for proposal. All terms and conditions below are a part of this request, and no proposal will be accepted unless all these terms and conditions have been met, unless superseded by the proposal specification. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals not submitted in accordance with this request will be rejected. GENERAL TERMS AND CONDITIONS 1. The purchasing department will be the point of contact for this bid, unless otherwise noted in the bid specifications. Under no circumstances are the superintendent of schools, board members, school administrators or any other school board employee to be contacted concerning this bid until after award. Any such contact may result in bid disqualification. 2. Price, quality, specifications, payment discounts, warranty, travel time for warranty service, ability to provide service and time of guaranteed delivery will be the determining factors in the awarding of this bid. 3. Bid price shall be the delivered and unloaded price to the designated point according to the purchase order. *** Collect shipments will be refused *** 4. Bids may be awarded or rejected in whole or item by item, with rights being maintained to make joint awards if in the best interest of the district. The Santa Rosa County School Board will retain all copyright and patent rights that may be created by the contract resulting from this bid. These rights are to include, but are not to be limited to written works, computer software and mechanical devices that are created as a requirement of this bid. 5. Enough detail is given in the bid to describe the item being bid, although not written, full manufacturer's specifications are implied. Manufacturer's specifications take precedent over information within this bid if any discrepancy exists. Manufacturer's literature is available from the office of the Purchasing Agent upon request. 6. Any manufacturer's name, trade name, brand name, information and/or catalog numbers listed in a specification are for information only in order to describe and establish general quality levels, not to limit competition. Such references are not intended to be restrictive. The bidder may offer any brand for which authorized to represent, which meets or exceeds the specifications for any and all items. If bids are based on equivalent products, indicate on the bid form the manufacturer's name and number and indicate any deviations from the specifications. IMPORTANT NOTE: If bidding an alternate, complete manufacturer's literature, giving full description of the alternate being bid, must be submitted. Failure to submit manufacturer's descriptive literature when bidding an alternate can result in bid rejection for failing to comply with bid instructions. Any bid lacking written indication of intent to quote an alternate brand will be considered and received as a bid in complete compliance with the specifications as listed in the bid. If upon receipt it is found not to meet specifications, payment will not be made and the item will be returned at the bidders expense. 7. For Service and Term contracts, the board reserves the right to provide all services internally, and similar goods and services may be procured through a general contractor or other existing contract. The board also reserves the right to separately bid out large purchases of similar goods and services. 8. In the event more than one bid is submitted for a line item, please indicate the alternate item by inserting "ALT" after the unit price. 9. To be considered all bids must be submitted on the enclosed bid form, properly signed by an authorized representative on the company placing the bid, and delivery date stated. 10. In the event of an error in extending the total cost of an item, the total price submitted will prevail. 11. Sealed bids must be submitted by hand delivery or mail only as noted in the bid specifications. Bids by telephone, fax or e-mail will not be accepted. Only those submitting a bid or a bid marked "NO BID" will be retained on the bid mailing list. No Bids may be sent via mail, e- mail or fax. 12. The bid opening shall be public and at the time noted in the bid specifications. 13. Tie bids will be awarded to the bidder with the earliest postmark or if hand delivered, the earliest actual time noted or stamped on the envelope. It is the bidders responsibility to insure the actual date and time are noted on the envelope. The only exception to this rule is if the tie bids are between an out of state company and a company headquartered in Florida, the Florida company will prevail. 14. A notice of intended decision will be posted in the office of the Purchasing Director one week prior to award. A notice of intended decision will be furnished only to bidders who supply a self addressed, stamped envelope with their bid or by downloading from the purchasing department internet web site at http://www.santarosa.k12.fl.us/purchasing. Bidders and interested parties may examine the bid tabulations and files during normal business hours (public record) after bids have been awarded. 15. Rights are reserved to purchase additional quantities at bid price. 16. Payment will not be made until an order is completed in full. 17. The successful bidder will allow duly authorized representatives of the board, the Auditor General of the State of Florida, the Comptroller General of the United States, or other authorized representatives access to any books, documents, papers, and records of the bidder which are directly pertinent to this contract for the purpose of making audits, examinations, excerpts, and transcriptions.
  • 2. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services 18. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, shall constitute a waiver of preceding under Chapter 120, Florida Statutes. All contact in this regard to be made exclusively with the purchasing department. 19. (Service bids only) Insurance required to be carried shall include: A. Insurance 1) The Company shall furnish proof of the following insurance to the Board by Certificate of insurance. 2) The Certificate of Insurance shall state that the Board, its members, officers, elected officials, employees, agents and volunteers are additional insureds under the policy or policies. 3) The Company shall provide Certificates of Insurance to the District’s Risk Manager at 8056 Canal St., Milton, FL, 32570 prior to the start of any work under this contract. 4) The Companies insurers shall provide thirty (30) days advance written notice via certified mail in the event of cancellation of any insurance program required by this contract. 5) All insurance policies shall be issued by companies either of the following qualifications: 6) The company must be (1) authorized by subsisting certificates of authority by the Department of Insurance of the State of Florida or (2) an eligible surplus lines insurer under Florida Statutes. In addition, the insurer must have a Best’s Rating of “A” or better and a Financial Size Category of “VI” or better according to the latest edition of Best’s Key Rating Guide, Published by A.M. Best company. Or 7) With respect only to Workers’ Compensation insurance, the company must be (1) authorized as a group self-insurer pursuant to Florida Statutes or (2) authorized as a commercial self-insurer fund pursuant to Florida Statutes. 8) Workers’ Compensation Insurance. The Company shall maintain Workers’ Compensation coverage as required by Florida Statute 440, covering all Company employees employed in connection with this contract and Employers Liability Insurance with minimum limits of $1,000,000 per occurrence. 9) Comprehensive General Liability Insurance. The Company shall procure and maintain for the life of the contract/agreement, Comprehensive Liability Insurance, Broad Form, including Products and Completed Operations Liability. This policy shall provide coverage for death, bodily injury, personal injury, or property damage that could arise directly or indirectly form performance of the contract. The coverage must be on an occurrence form basis with minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury and property damage liability 10) Business Automobile Liability. The Company shall procure and maintain, for the life of the contract/agreement Business Automobile Liability Insurance with minimum limits of $1,000,000 per occurrence, combined single limit for bodily injury liability and property damage liability. This coverage shall be on an “Any Auto” or “Comprehensive Form” policy. The coverage shall be on an occurrence form policy. In the event the Company does not own any vehicles, hired and non-owned coverage shall be provided in the amounts listed above. B. Indemnification / Hold Harmless 1) Company shall indemnify the Santa Rosa County School Board and to the fullest extent permitted by law, protect, defend, indemnify and hold harmless the Board, its agents, officers, elected officials, employees and volunteers from and against all claims, actions, liabilities, losses (including economic losses), and costs arising out of any actual or alleged; 2) Bodily injury, sickness, disease or death, or injury to or destruction of tangible property including the loss of use resulting there from, or any other damage or loss arising out of, or claimed to have resulted in whole or in part from any actual or alleged act or omission of the company or subcontractor, any directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable in performance of the work; or 3) Violation of law, statute, ordinance, governmental administration order, rule or regulation by the company in the performance of the work; or 4) Liens, claims or actions made by the Company or any subcontractor or other party performing the work. 5) The indemnification obligations hereunder shall not be limited to any extent on the amount, type of damages, compensation or benefits payable by or for the company or any subcontractor under workers’ compensation acts, disability benefit acts, other employee benefit acts or any statutory bar. 6) Any cost or expense, including attorney’s fees, incurred by the board to enforce the contract shall be borne by the company. Direct all insurance inquiries to Risk Management (850) 983-5007. 20. Other governmental agencies which qualify under School Board of Education Rule 6A-1.012(5) may purchase from this bid. This is also a joint bid with the Emerald Coast Purchasing Co-op and the Gulf Coast Purchasing Cooperative whose members may also purchase from this bid at bid prices. 21. In accordance with Florida Statute 1011.14, funding is subject to availability of appropriated funds. 22. Vendor’s must be in compliance with the Jessica Lunsford Act. Further information is available at the following website, http://www.santarosa.k12.fl.us/purchasing/LunsfordAct.pdf NOTE: Do not return this document with bid submission. 2
  • 3. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services DRUG FREE WORKPLACE Section 287.087 Florida Statutes Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employees will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by an employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Vendor's Signature 3
  • 4. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services SWORN STATEMENT PURSUANT TO SECTION 287.133 (3)(A), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIALS/AUTHORIZED TO ADMINISTER OATHS. 1. This sworn statement is submitted to (print name of public entity) by (print individual's name and title) for (print name of entity submitting sworn statement) whose business address: And (if applicable its Federal Employer Identification Number (FEIN) is: (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement): 2. I understand that a "public entity crime" as defined in Paragraph 287.33(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision or any other state or of the United States. Including, but not limited to, any bid contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction or a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry or a plea of guilty or nolo contender. 4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means: a. A predecessor or successor of a person convicted of a public entity crime: or b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity. 6. Based on information and belief, the statement which I have marked below, is true in relation to the entity submitting this sworn statement. (Indicate which statement applies.) Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. 4
  • 5. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order.) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OR THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECITON 287.017, FLORIDA STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. (signature) Sworn to and subscribed before me this day of , 20 . Personally known: or Produced Identification: Type of Identification: Notary Public - State of Notary Signature: Notary Stamp: Form PUR 7068 (Rev. 06/18/92) 5
  • 6. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services *** PROPOSAL SPECIFICATIONS *** The Santa County School Board, Milton Florida, solicits your company to submit a Proposal on RFP 05-35 ATM Telecommunications Services as listed in this request. All terms and conditions below are a part of this proposal. No proposal will be accepted unless these terms and conditions have been met. Rights are reserved to reject any and all proposals and to waive technicalities. Proposals which are not submitted in accordance with this request will be rejected. The Santa Rosa County School District request proposals for ATM Communications Services to provide all labor, materials, tools, equipment and all incidentals required and/or implied for the complete and satisfactory performance of all services. SECTION I INTRODUCTION 1.1 GENERAL INFORMATION Due to the increased availability of interactive learning and information resources available on the Internet, and the use of curriculum software products shared over the network, the Santa Rosa County School Board of Education (hereinafter referred to as "The Customer") intends to lease stable, reliable, high speed ATM Telecommunications services for some schools and other locations as described in section 1.2. The Customer herewith requests proposals for these services as described in the attached specifications from interested persons (hereinafter known as "The Vendor"). The Vendor must submit a bid for all areas and show an integrated approach with respect to hardware, services and support. Prices quoted shall be all-inclusive. The Customer reserves the right to reject any and all proposals, waive any technicalities, and award all or part of the contract in a manner that is in the best interest of the Santa Rosa County School Board. It is expected that ATM Service will start at 4 locations as identified in section 1.2 and over the term of the contract additional schools may need this service. These services will meet the Federal Communications Commission definition of “leased services” (paragraph 193 of FCC’s fourth Order on Reconsideration) All aspects of this project must comply with the Federal Communication Commission’s competitive bidding requirement for Universal Service Fund (USF) support and services and with any applicable local or state bidding requirements. The successful vendor must be a telecommunications provider as defined by e-rate guidelines and provide documentation of telecommunications SPIN number. Vendors should be aware that an E-Rate form 470 is posted on the Schools and Libraries Division (SLD) web site. Service is to coincide with Year 09 Educational Discount Rate for Telecommunication Services (E-Rate) funding (07/01/06 – 06/30/07). Contact Person for this RFP is: Judson C Crane Santa Rosa County School District 6544 Firehouse Road Milton, FL 32570-6706 Telephone: (850) 983-5130 This RFP and the successful Proposer’s response will be made a part of any contract awarded from this RFP. The Board reserves the right to accept or reject any or all proposals. 6
  • 7. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services “Notwithstanding anything in this Agreement to the contrary, the School Board shall have the unconditional right to terminate this Agreement without cause at the end of any School Board fiscal year and thereafter shall have no further obligations or liabilities under this Agreement, except the duty to return the equipment to the Vendor. If School Board elects to terminate this Agreement at the end of any fiscal year as provided herein, it shall notify the Vendor in writing not less than thirty (30) days prior to the end of the School Board’s fiscal year. School Board agrees that it will not exercise this right of termination if it will continue to purchase telecommunication services similar to the services being provided hereunder, is appropriating funds with which to purchase such services, and is not terminating this Agreement for the sole purpose of allowing it to purchase such telecommunication services from another vendor.” 1.2 EXISTING SERVICES The Santa Rosa County School District currently provides ATM Telecommunications services to the 4 sites as listed below: Site to be Served City ST Zip Address 1. District Office 5086 Canal St. Milton FL 32570-6706 2. Professional Development Center 6556 Firehouse Rd. Milton FL 32570 3. Woodlawn Beach Middle 1500 Woodlawn Way Gulf Breeze FL 32561 4. Pace High School 4065 Norris Rd. Pace FL 32571-8846 The above locations will be provided with a minimum 45MB bandwidth during the first year. The school board currently owns the routers for these locations. Routers may be included in the lease price for new locations which may be added in following years. 1.3 SCHEDULE OF EVENTS The following is the required schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful Vendor. Event Date & Time 1. Release of RFP to Bidders/ 470 Posted December 19, 2005 2. Deadline for Proposal Submission January 17, 2006 3. Evaluation of Responses January 19, 2006 4. Contract Award January 26, 2006 5. Installation Starts March 2006 6. Installation Completed / Service Start July 1, 2006 7
  • 8. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services 1.4 CONNECTIVITY LOCATIONS The following sites should be considered the sites involved in the comprehensive network design. In addition to these sites this service may be expanded to new district schools. Site to be Served City ST Zip Address 1. District Office 5086 Canal St. Milton FL 32570-6706 2. Avalon Middle School 5445 King Arthurs Way Milton FL 32583 3. Bagdad Elementary 4512 Forsyth Bagdad FL 32530-0255 4. BerryHill Admin Complex 6751 Berryhill Rd. Milton FL 32570 5. Berryhill Elementary 4900 Berryhill Rd. Milton FL 32570 6. Central High School 6180 Central School Rd. Milton FL 32570-9806 7. Chumukla Elementary 2312 Highway 182 Jay FL 32565 8. East Milton Elementary 5156 Ward Basin Rd. Milton FL 32583 9. R. Hobbs Middle 5317 Glover Ln. Milton FL 32570 10. Holly-Navarre Intermediate 1936 Navarre School Rd Navarre FL 32566-7552 11. Holly-Navarre Primary 1936 Navarre School Rd Navarre FL 32566-7552 12. Holly-Navarre Middle School 1976 Williams Creek Navarre FL 32566-7522 Dr. 13. West-Navarre Primary School 1955 Lowe Rd. Navarre FL 32566-8572 14. Jay High School 4955 Alabama St. Jay FL 32565-1034 15. Jay Elementary School 4949 Alabama St. Jay FL 32565-1034 16. Locklin Technical Center 5330 Berryhill Rd. Milton FL 32570-3602 17. Milton High School 5445 Stewart St. Milton FL 32570 18. Munson Elementary School 11550 Munson Highway Milton FL 32570-9323 19. Navarre High School 8600 High School Blvd. Navarre FL 32566 20. Oriole Beach Elementary 1260 Oriole Beach Rd. Gulf FL 32563-3234 Breeze 21. Pace High School 4065 Norris Rd. Pace FL 32571-8846 22. Professional Development 6556 Firehouse Rd. Milton FL 32570 Center 23. Pea Ridge Elementary 4775 School Ln. Pace FL 32571-1572 24. S.S. Dixon Intermediate 5540 Education Dr. Pace FL 32571 25. S.S. Dixon Primary 4585 S.S. Dixon Rd. Pace FL 32571-1100 26. W.H. Rhodes Elementary 5563 Byrom St. Milton FL 32570 27. Thomas L. Sims Middle School 5500 Education Dr. Pace FL 32571 28. T.R. Jackson Pre-K Center 4950 Susan St. Milton FL 32570-6662 29. West Navarre Elementary 1970 Cotton Bay Ln. Navarre FL 32566 School 30. Woodlawn Beach Middle 1500 Woodlawn Way Gulf FL 32561 Breeze 31. Gulf Breeze High School 675 Gulf Breeze Pkwy Gulf FL 32561 Breeze 32. Gulf Breeze Middle 649 Gulf Breeze Pkwy Gulf FL 32561 Breeze 33. Gulf Breeze Elementary 549 Gulf Breeze Pkwy Gulf FL 32561 Breeze SECTION II INTEGRATED SERVICES 2.1 WAN CONFIGURATION Vendor must provide survey, design, procurement, and configuration of WAN to provide the requested network services. This configuration includes obtaining all permits, zoning requests, and inspections required by law, statute, or ordinance. Network Services are to be installed at specified sites above with demarc of vendor’s services to be provisioned at the school on an Ethernet interface provided by the vendor at the customer’s designated demarc. 8
  • 9. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services 2.2 INTEGRATED SERVICE SOLUTIONS For the new sites the Vendor must provide (at no additional cost), any and all Integrated Service Solutions that are inherent functions of its network, which must include routers, router maintenance, install, test, and walk through. Routers will be provided by the school board for the 4 existing sites as per section 1.2. SECTION III MAINTENANCE, SUPPORT SERVICES, AND TRAINING 3.1 10 X 7 PROACTIVE MONITORING SERVICES Vendor should provide proactive monitoring of its infrastructure components to include the hours of 7 am until 5 pm. These hours will ensure knowledge of issues, which may effect productive learning hours. 3.2 TROUBLE TICKETING SERVICES Vendor must provide trouble-ticketing system, available via a Web interface, for school technical personnel to report issues and track resolution status on current issues. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services 3.3 DISPATCH SERVICES Vendor must provide dispatch support services for maintenance on its infrastructure equipment. These dispatch services should occur within 4 hours of a notified failure in an infrastructure equipment component. Vendors must have WAN Field Technicians to repair/replace/support the equipment. SECTION IV VENDOR QUALIFICATIONS 4.1 VENDOR REFERENCE LIST Bidding vendors must provide a reference list of schools where they have prior experience with providing integrated services as defined by the Schools and Library Division and have successfully secured E-rate funds of at least $1,000,000 for schools. 4.2 VENDOR EXPERIENCE Vendors must give at least 3 examples of experience with installation of large-scale interconnected sites that have equal broadband connectivity services (10 Mb or greater) to each site; at least one of these examples must be similar in size and scope that is referred to in this RFP (See section 1). The Vendor must also provide a minimum of five (3) references for leased Internet connectivity services of similar work, both in scope and design that have been completed by The Vendor within the last five years. The Customer may, with full cooperation of The Vendors, visit client installations to observe equipment operations and consult with references. Specified visits and discussion shall be arranged through The Vendor. SECTION V TERMS AND CONDITIONS OF REQUEST FOR PROPOSAL (RFP) 5.1 RESPONSE SUBMISSION Responses to this RFP must be submitted in sealed packages and delivered to the Director of Purchasing, Santa Rosa County School District, 6544 Firehouse Road, Milton, FL 32570 no later than 3:00 PM CT on January 19, 2006, so that this RFP is in compliance with the Federal Communication Commission’s competitive bidding requirement for Universal Service Fund (USF) support and services. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. The Customer will 9
  • 10. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services reject all late arrivals. The Vendor must submit one (1) original and three (3) copies of the response along with any required supporting documentation. “RFP-05-35 ATM Telecommunications Services” should be clearly marked on the face of the envelope containing the proposal. Failure to comply with this may cause the bid to be misdirected and therefore not to be considered. Responses must be for the entire project. No substitutions or partial bids will be allowed. Oral, telephone, faxed or telegraphic bids shall not be considered, nor will modifications of bids by such communication be considered. The completed bid form shall be without erasures or alterations. Signatures on the proposals shall be in longhand and executed by an individual duly authorized by The Vendor to make a contract. Bids made out in pencil will NOT be accepted. Prior to commencement of work, Vendor will name lessee as additional insured for liability purposes. 5.2 COSTS ASSOCIATED WITH PREPARATION OF THE VENDOR’S RESPONSE The Customer will not be liable for any cost incurred by the respondents in preparing responses to this RFP or negotiations associated with award of a contract. 5.3 INTERPRETATION AND CHANGES The intent of this RFP is to communicate the Customers requirements to any qualified and interested bidder. Our intention is to receive proposals for the system as stated in Section 1 of this RFP. The Customer may make corrections, or changes to the RFP. If the customer makes changes or corrections to the RFP it will be via a written ADDENDUM to be posted on the customers bid web page (www.santarosa.k12.fl.us/purchasing/bids/bids.htm). All efforts will be made by the customer to contact all parties who have requested and received the RFP. ADDENDUMS will be issued as expeditiously as possible. Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and The Vendor shall not rely upon such interpretations, corrections, or changes. 5.4 ADDENDUM It will be the responsibility of all respondents to contact The Customer prior to submitting a response to the RFP to ascertain if any ADDENDUM has been issued, and to obtain any and all ADDENDUMS, execute them, and return ADDENDUM with the response to the RFP. 5.5 QUESTIONS Questions regarding this RFP must be submitted in writing to the Director of Purchasing by January 3, 2006. Answers will be posted on the customers bid web page (www.santarosa.k12.fl.us/purchasing/bids/bids.htm)as an ADDEMDUM. 5.6 PROPOSAL BINDING PERIOD Prices quoted in The Vendor’s response for all services and equipment will remain in effect for a period of at least 90 business days from the issuance date of The Vendor’s response. The Vendor must understand that the customer will use e-rate discounts for these services. According to e-rate guidelines, the contract for service must be signed prior to the submission of FCC Form 471. The vendor must be willing to sign a contract for service that is contingent on receipt of the Funding Commitment Decision Letter. 5.7 OMISSIONS Omissions in the proposal of any provision herein described shall not be construed as to relieve The Vendor of any responsibility or obligation to the complete and satisfactory delivery, operation, and support of any and all equipment or services. 5.8 FINANCING The Customer desires to lease [under definition of the term ‘lease’ given in Para. 193 of Fourth Order on reconsideration, School and Libraries Corporation] telecommunication services using funds made available to the School System through the Federal Communications Commission E-Rate. After notification of award The Vendor should be prepared to enter into a contract that will include a Contingency Clause which states the contract being executed is contingent on the FCC Fund Administrator approving the Contract for Universal Services Funding. The contract should include the amount of funds that the FCC Fund Administrator will be required to pay based on the schools E-Rate percentage. After notification by the Schools and Libraries Corporation (FCC Fund Administrator) of the acceptance of the Universal Services Contract, the contingency will be removed and the Contract will become a legal and binding agreement between The Customer and The Vendor. At such time, the Customer will issue a Purchase Order to document the amount of payment by the school system and the FCC Fund Administrator. In return for the installation and 10
  • 11. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services implementation of the products and services leased, the Customer shall pay the Vendor The Customer’s portion of the lease as established by E-Rate on a monthly basis in a timely manner. The Customer also agrees to work jointly and cooperatively with the Vendor in completing any and all paperwork necessary and required for the Vendor to receive payment by the FCC Fund Administrator for the FCC’s portion of the lease. 11
  • 12. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services 5.9 VENDOR REGISTRATION WITH THE SCHOOLS AND LIBRARIES CORPORATION The Vendor must provide proof of registration with the Schools and Libraries Division (SLD) for reimbursement under E-Rate guidelines. If The Vendor fails to file the appropriate forms with the SLD or fails to receive an SLD Vendor Number, the Board of Education is not responsible for the discounted portion of The Vendor’s bill. The Vendor must generate an invoice for the USF portion of the bill in accordance with SLD regulations. The Vendor is responsible for supplying the SLD TELECOMMUNICATIONS SPIN number with the bid. 5.10 LEASE Contractual terms of the lease must be provided with The Vendor’s Bid. The term “lease” is used to refer to contractual arrangements whereby the ownership of the facility remains with the service provider, as stipulated in the SLD Fact Sheet on Internet Services Connectivity, 2/24/98, page 1. The SLD has stated that it will not commit to discounts on a contract that is titled or described as a lease when in effect the terms of the agreement constitute a purchase. The contractual term of the lease will be Five (5) years, with the option to renew for one (1) additional 5 year term. Except the Customer will have the right to add new or existing schools to the lease annually. 5.11 PRICE QUOTATIONS Price quotations are to include the furnishing of all materials, equipment, maintenance and training manual, tools, and the provision of all labor and services necessary or proper for the completion of the work 5.12 PRODUCT EQUIVALENCE The name of specific brand, make or manufacturer references is to denote the quality standard of the article desired, but does not restrict the proposing Vendor to the specific brand, make, manufacturer, or specification named. It is set forth to convey the general style, type, feature set, character or quality of the article desired, to the prospective vendor. The sole and final decision regarding equivalence will reside with The Customer. 5.13 EVALUATION OF RESPONSE The Customer may, at its discretion and at no fee to The Customer, invite any Vendor to appear for questioning during response evaluation for the purpose of clarifying statements in the response. Proposals will first be screened based upon compliance with the base requirements. The evaluation criteria includes the following: FACTOR WEIGHT Price 30% Prior Experience 25% Personnel Qualifications 20% Management Capabilities 15% Environment Objectives 10% Total 100% 5.14 EQUAL EMPLOYMENT OPPORTUNITY In connection with the execution of this Contract, The Vendors and subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, or national origin. The Vendors shall take affirmative action to ensure that minority and disadvantaged applicants are employed and employees are treated during their employment without regard to race, religion, color, sex, age, or national origin. 5.15 FEDERAL COMMUNICATIONS COMMISSION Equipment requiring FCC registration or approval shall have received such approval and shall be appropriately identified. 12
  • 13. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services 5.16 CODES, STANDARDS, AND ORDINANCES All work shall conform to the latest edition of the National Electrical Code, the Building Code, and all local codes and ordinances, as applicable. ANSI/TIA/EIA-568-A and ANSI/EIA/TIA-569 shall be adhered to during all installation activities. Methodologies outlined in the latest edition of the BICSI Telecommunications Distribution Methods Manual shall also be used during all installation activities. Should conflicts exist with the foregoing, the authority having jurisdiction for enforcement will have responsibility for making interpretation 5.17 SAFETY The Vendor shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the work. The Vendor shall at all times comply with the regulations set forth by federal, state, and local laws, rules, and regulations concerning “OSHA” and all applicable state labor laws, regulations and standards. The Vendor shall indemnify and hold harmless The Customer from and against all liabilities, suits, damages, costs and expenses (including attorney’s fees and court costs) which may be imposed on The Customer because of The Vendor, subcontractor, or supplier’s failure to comply with the regulations stated herein. 5.18 PATENTS AND ROYALTIES The Vendor, without exception, shall indemnify and hold harmless The Customer and its employees from any liability of any nature or kind, including costs and expenses for or on account of any trademarked, copyrighted, patented, or non-patented invention, process, or article manufactured or used in the performance of the Contract, including its use by The Customer. If The Vendor or subcontractor uses any design, device, or material covered by letters, patent, trademark, or copyright, it is mutually understood and agreed without exception that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 5.19 INDEMNIFICATION The Vendor shall indemnify and hold harmless The Customer, its agents and employees from or on account of any injuries or damages, received or sustained by any person or persons during or on account of any operation connected with this Contract; or by consequence or any negligence (excluding negligence by The Customer, its agents or employees) in connection with the same; or by use of any improper, material or by or on account of any act or omission of said Vendor or its subcontractors, agents, servants or employees. The Vendor further agrees to indemnify and hold harmless The Customer, its agents or employees, against claims or liability arising from or based upon the violation of any federal, state, county, city or other applicable laws, bylaws, ordinances, or regulations by The Vendor, its agents, associates, or employees. The indemnification provided above shall obligate The Vendor to defend at its own expense or to provide for such defense, at The Customer’s option, of any and all claims of liability and all suits and actions of every name and description that may be brought against The Customer which may result from the operations and activities under this Contract whether the installation operations be performed by The Vendor, subcontractor, or by anyone directly or indirectly employed by either. The award of this Contract to The Vendor shall obligate The Vendor to comply with the foregoing indemnity provision; however, the collateral obligation of insuring this indemnity must be complied with as set forth. 5.20 RIGHT TO REJECT The Customer reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the Board of Education. The Customer reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms that The Vendor proposes. The Customer reserves the right to reject the proposal of a Vendor who has previously failed to perform properly or completed on time contracts of a similar nature; and to reject the proposal of any Vendor who in the opinion of the Customer is not in a position to adequately perform the contract. The Customer reserves the right to reject any or all proposals; any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or all of the contract in a manner that is in the best interest of the Board of Education. Contracts will be awarded to The Vendor submitting the proposal determined to be in the best interests of the School System. 13
  • 14. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services SECTION VII *** Proposal Form *** Date: Company: Address: City, State & Zip Code Phone: Toll Free Phone: Internet Web Site (URL): E-Mail: Fax: By: (Signature And Print Name) Title: Payment Terms: Accept Procurement Card (Visa) Payment: Yes No Additional Discount for use of Procurement Card: ** PROPOSAL FORM MUST BE THE FIRST PAGE OF YOUR PROPOSAL ** 14
  • 15. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services Vendors must use the following form to quote its price: Complete this form and submit the original in a separate sealed envelope in accordance with the requirements of this RFP A. Connectivity of 45Mbps, or greater, as defined in Section 1.2 B. For Accounting purposes, the monthly cost, per location and per service is to be broken down below. The Vendor must note any additional charges – installation, equipment, etc. – if the monthly cost does not include these additional costs. C. Items deemed by SLD as ineligible, and sold separately by the vendor, shall be priced separately. D. Note: Costs are to be listed PRE E-RATE DISCOUNTS. Total Monthly Total Total E-Rate Product/Service Additional Section Number Per Site Monthly Yearly Eligible Costs of Sites Cost Cost Cost Services ATM Telecommunications 1.2 4 Services ATM Telecommunications 1.4 28 Services Other Charges: Equipment Installation Other (Specify) Optional Services: (List Description of Service Below) $ $ $ TOTAL COST Having carefully examined the proposal documents prepared by Santa Rosa County School Board entitled RFP-05-35 ATM Telecommunications Services, and together with such addenda, if any, as listed hereafter, the undersigned hereby proposes and agrees to provide all components as specified in the attached Proposal Schedule, these sheets being a part of the Proposal, for the total lease price shown and under the terms of the attached lease. It is agreed that the undersigned has complied with all requirements concerning Vendor Qualifications, licensing, and with all other local, state, federal laws, and that no legal requirement has been violated in making or accepting this proposal in awarding a contract to him or in the delivery of products. In submitting this proposal, it is understood that the right is reserved by the Customer to reject any or all proposals and waive all technicalities/informalities in connection therewith. It is also agreed that this proposal may not be withdrawn for a period of Ninety (90) days from the opening thereof. The undersigned declares that the person or persons signing the Proposal is/are fully authorized to sign on behalf of the firm listed and to fully bind the firm listed to all of the conditions and provisions thereof. In view of the terms of this RFP, the undersigned proposes to furnish all items for a total sum of: 15
  • 16. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services RFP ATTACHMENT Required Certification of Vendor Qualification Compliance __________________________________________________________________________ Vendor Name SLD Telecommunications Spin Number: ______________________________ By indication of the authorized signature below, the Vendor does hereby make certification and assurance of the Vendor’s compliance with: 1. The laws of the State of Florida. 2. That the Vendor’s company has been responsible for securing at least $5,000,000 in SLD e- rate funds for the purposes of providing Internet Service to schools and has provided the validation forms referenced in the RFP. 3. The vendor’s company has provided proof of registration with the SLD. 4. That the vendor’s 10 referenced accounts consist of schools that the vendor has had prior experience with providing integrated services as defined by the Schools and Library Division. 5. That the 5 examples provided by the vendor are school systems that the vendor has provided large-scale wireless interconnected sites that have equal broadband connectivity services of 10 Mb or greater to each site. 6. That the vendor is experienced in erecting poles and that the examples given are examples of schools where poles have been erected. 7. That the responding vendor meets all of the qualifications outlined in 5 of this RFP on their own merit, not via other vendors’ qualifications. 8. The Vendor has included a Cost Proposal/Price Sheet for services requested in this RFP. 9. The Vendor has included a proposed Vendor Lease Agreement for services requested (attachment). Vendor Signature 16
  • 17. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services VENDOR REFERENCE LIST Per paragraph 4.1, bidding vendors must provide a reference list of schools where they have prior experience with providing integrated services as defined by the Schools and Library Division and have successfully secured E-rate funds of at least $1,000,000 for schools. 17
  • 18. Santa Rosa County School Board RFP-05-35 ATM Telecommunications Services VENDOR EXPERIENCE List vendor experience per paragraph 4.2: 18