E-Rate RFP

A link to download a copy of the RFP can be found below

E-Rate Program 2015 RFP

(July 1, 2015 – June 30, 2016) 

Form 470 Application Number: 257580001324298

 

El CampoIndependentSchool District

2620 Meadow Lane

El Campo, Texas  77437

 

Entity Number: 141283

 

 

 

 

All PROPOSALS MUST BE RECEIVED NO LATER THAN 5 P.M. CST

March 19,  2015.

 

 

CONTACT INFORMATION:

Thomas Krenek

El CampoIndependentSchool District

2620 Meadow Lane

El Campo, Texas77437

979.543.8255

tkrenek@ecisd.org

 

 

 

 

 

EL CAMPO  INDEPENDENT SCHOOL DISTRICT

REQUEST FOR PROPOSAL

E-RATE 2015

 

Notice is hereby given that the EL CAMPO INDEPENDENT SCHOOL DISTRICT will accept proposals from qualified vendors for materials for e-rate eligible internal connections.

Specifications and proposal documents may be obtained from EL CAMPO INDEPENDENT SCHOOL DISTRICT, ATTN: Thomas Krenek, 2620 Meadow Lane, El Campo, Texas  77437. Proposals must be returned on or before 5 P.M. CST, March 19, 2015 to 2620 Meadow Lane, El Campo, Texas 77437 or by email to tkrenek@ecisd.org.  

All work pursuant to this contract shall be contingent upon E-Rate funding.

In the event of lesser funding, the EL CAMPO  INDEPENDENT SCHOOL DISTRICT may accept all or parts of this proposal, at the discretion of the EL CAMPO  INDEPENDENT SCHOOL DISTRICT.  There shall be no penalty or removal charges incurred by the district.

 ALL RESPONDING VENDORS MUST BE UNIVERSAL SERVICE FUND (USF), E-RATE VENDORS WITH A CURRENTLY VALID SERVICE PROVIDER IDENTIFICATION NUMBER (SPIN).

Note: It is the total responsibility of the Vendor to return proposals to EL CAMPO INDEPENDENTSCHOOL DISTRICT by the required date, time, and place.

The EL CAMPO INDEPENDENTSCHOOL DISTRICT reserves the right to accept or reject any or all proposals or any items therein, to waive any irregularities or informalities, and to contract in the best interests of the District.  Proposals which do not meet all aspects of the specifications may be rejected on that basis.

While you are encouraged to submit "value engineering" alternates, please be certain to adhere to the specifications as closely as possible for the base response. All deviations in your response shall be clearly delineated, and should be proposed as alternates.

REQUEST FOR PROPOSAL

SPECIFICATIONS

Following are the proposal specifications for this Request for Proposal.

PREPARATION OF PROPOSALS

1.         Before submitting a proposal, each proposer is expected to thoroughly examine the actual conditions (if applicable), specifications, general conditions, and all other related contractual documents. Failure to do so will be at the proposers risk, and will not bar the proposer's obligation to perform if a contract is awarded pursuant to this RFP.  Each proposer must satisfy himself/herself by personal examination and by such other means as he/she may prefer as to the actual conditions and requirements under which the contract will be performed.

2.         It is the total responsibility of the proposer to return the proposal to the place called for, by the deadline. No proposal or modifications received after the time specified in this RFP will be considered for award.

3.         Changes, additions, or any other modifications which are not specifically called for in the proposal may cause the proposal to be rejected as not being responsive to the RFP.

4.         All proposals shall be signed in longhand in ink in all indicated areas. Failure to sign proposal documents or initial corrections on proposal documents may cause rejection of the proposal.

5.         Unless otherwise requested by the EL CAMPO INDEPENDENT SCHOOL DISTRICT, all items supplied pursuant to this proposal shall be new and unused.

6.         Proposals may be submitted for any or all of the projects described herein.

PRICES

1.         All prices and notations must be typed or written in ink. Verify all prices before submission, since they may not be corrected after proposals are opened. No oral or telegraphic modification will be considered.

2.         This contract is for products and services to be secured during the FCC’s E-Rate Year 18 Calendar Year. July 1, 2015 through June 30, 2016. Therefore all prices shall remain firm and in effect from July 1, 2015 until June 30, 2016.

ADDENDA AND CHANGE ORDERS

1.         If any proposer finds discrepancies in, or omissions from the proposal documents, he/she may submit a written or faxed request for clarification or correction thereof. A copy of the request for clarification and the response thereto will be mailed, faxed or emailed to all proposers and must be submitted before the proposal deadline.

2.         No changes in the proposal documents will be made by EL CAMPO INDEPENDENT SCHOOL DISTRICT staff when notice of said change in proposal documents is received by the EL CAMPO INDEPENDENT SCHOOL DISTRICT office less than two (2) business days before the formal proposal due date.

ACTUAL CONDITIONS

1.         VENDOR shall be responsible for examining actual site(s) if necessary, and certify all measurements, specifications, and conditions affecting the work to be performed at the site(s).

2.         By submitting a proposal, VENDOR warrants that they have made such site examination(s) as they deem necessary as to the condition of the site(s), its accessibility for materials, workers, and utilities, and ability to protect existing surface or subsurface improvements.

3.         No claim for allowance of time or money will be allowed as to such matters for any other undiscovered conditions on the site(s).

DELIVERY / RISK OF LOSS OR DAMAGE

1.         The proposer is required to absorb all delivery costs. The EL CAMPO INDEPENDENTSCHOOL DISTRICT shall not be liable for any delivery, storage, demurrage, packing, or freight charges involved in the shipment of the item(s).

2.         The Vendor shall be responsible for all transportation, loading, and unloading of materials or equipment associated with the project.

3.         The Vendor agrees to assume all risk of loss or damage until the project is accepted by the EL CAMPO INDEPENDENTSCHOOL DISTRICT.

LIABILITIES

1.         The Vendor or Proposer shall save, defend, hold harmless, and indemnify the EL CAMPO  INDEPENDENT SCHOOL DISTRICT against any and all liability, claims, and costs of whatsoever kind and nature for injury to or death of any person or persons, and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance of work or supply of material under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of Vendor, and subcontractor, or any employee, agent, or representative of Vendor or subcontractor.

2.         The Vendor or Proposer shall hold the EL CAMPO INDEPENDENTSCHOOL DISTRICT, its officers, agents, servants, and employees harmless from liability of any nature or kind, including the use of any copyrighted or uncopyrighted composition, secret process, patented or unpatented invention, articles, or appliances furnished or used under this proposal. The Vendor agrees to defend, at his own expense, any and all actions brought against the EL CAMPO INDEPENDENTSCHOOL DISTRICT or himself because of unauthorized use of such articles.

INSURANCE

1.         The vendor agrees to maintain insurance adequate for protection from claims under Workers Compensatory Acts, and from claims for damages for personal injury, including death and damage to property, which may arise from operations under the contract. A Certificate of Insurance should accompany the proposal submission. The requirements are as follows:

Commercial General Liability

General Aggregate 2,000,000.00

Products/completed operations aggregate 2,000,000.00

Personal and advertising injury 1,000,000.00

Each occurrence 1,000,000.00

Fire Damage 300,000.00

Medical expense 10,000.00

Commercial Automobile Liability Insurance

Bodily injury (per accident) 1,000,000.00

Worker’s Compensation Coverage

Each Accident 1,000,000.00

Disease – Policy Limit 1,000,000.00

Disease – each employee 1,000,000.00

A copy of Certificate of Insurance, a certificate of authority to self insure issued by the commission, or a coverage agreement (TWCC-81, TWCC-82, TWC-83, or TWC-84), showing statuary worker’s compensation insurance coverage for the person’s or entity’s employees providing services on a project is required for the duration of the project. Duration of the project includes the time from the beginning of the work on the project until the contractor’s / person’s work on the project has been completed and accepted by the school district.

2.         The VENDOR shall not allow any Subcontractor, employee or agent to commence work on this contract or any subcontract until the insurance required of the VENDOR, subcontractor, or agent has been obtained.

DEFAULT BY PROPOSER

1.         In case of default by proposer, the EL CAMPO INDEPENDENTSCHOOL DISTRICT may procure the articles or services from other sources and may deduct from any moneys due, or that may thereafter become due to the Vendor, the difference between the price named in the contract or Purchase Order and the actual cost thereof to the EL CAMPO INDEPENDENTSCHOOL DISTRICT. Prices paid by the EL CAMPO INDEPENDENTSCHOOL DISTRICT shall be considered the prevailing market price at the time such purchase is made.

2.         Default by the proposer may be sufficient cause to remove proposer from the approved Vendor list for subsequent business.

3.         Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

ATTORNEY FEES / LEGAL FORUM

1.         In the event that suit or action is brought by either party in this contract to enforce any of the rights the vender, the prevailing party shall be entitled to recover such additional sums as the court may adjudge reasonable attorney fees.

2.         The parties hereby agree that any legal dispute arising from this agreement shall be settled in the appropriate jurisdiction of WHARTONCOUNTY, State of Texas.

ASSIGNMENT OF CONTRACT

1.         The Vendor shall not assign the whole or any part of this agreement or any payment due or to become due thereunder, without the written consent of the EL CAMPO INDEPENDENTSCHOOL DISTRICT and all sureties who have executed bonds on behalf of the Vendor in connection with this contract.

 WARRANTY

1.         In addition to all warranties which may be prescribed by law, the item(s) shall conform to specifications, drawings, and other descriptions and shall be free from defects in materials or workmanship.

2.         The Vendor also warrants that, to the extent the item(s) are not manufactured pursuant to detailed designs furnished by the EL CAMPO INDEPENDENTSCHOOL DISTRICT, they will be free from defects in design.

3.         Such warranties for any equipment provided, including warranties prescribed by law, shall accrue to EL CAMPO  INDEPENDENT SCHOOL DISTRICT, its successors, assigns, and customers, and to users of the items, for a period of one (1) year, after delivery, or such longer period as may be prescribed by law offered by manufacturer.

AWARD OF CONTRACT

1.      EL CAMPO INDEPENDENT SCHOOL DISTRICT plans to accept the proposal that is the best value for the school district.  In making that determination, it will consider the following criteria:  Price 30%; Prior Erate Experience 25%; Prior Experience with district 20%; Personnel Qualifications 15%; Project Management Capability 10%.  EL CAMPO INDEPENDENT SCHOOL DISTRICT does not purchase solely on the basis of low bid, however, pricing will be the heaviest weighted criteria considered.

2.       The EL CAMPO INDEPENDENT SCHOOL DISTRICT reserves the right: (1). to award contracts received on the basis of individual items or groups of items, or on the entire list of items; (2). to reject any or all proposals, or any part thereof; (3). to waive any informality or irregularity in the proposal; and (4). to accept the proposal that is in the best interest of the EL CAMPO INDEPENDENT SCHOOL DISTRICT, price and other factors considered.

3.         The EL CAMPO  INDEPENDENT SCHOOL DISTRICT may contract with an acceptable party who is one of the three (3) lowest responsible proposers for the procurement, maintenance, or both, of electronic data-processing systems and supporting software in any manner the EL CAMPO  INDEPENDENTSCHOOL DISTRICT deems appropriate.

4.         A Purchase Order or written notice of award mailed to or otherwise delivered to the vendor with the time specified shall create a binding contract without further action by either party.

OSHA COMPLIANCE / MATERIAL SAFETY DATA SHEETS

1.         The article(s) covered in this proposal must conform to the safety orders of the Division of Occupational Safety and Health of the State of Texas, and the Federal Occupational Safety and Health Act, whichever is more restrictive.

WITHDRAWAL OF PROPOSALS

1.         Any proposer may withdraw his or her proposal(s) personally or by written request at any time prior to the scheduled due date and time for receipt of proposals.

INSPECTION / ACCEPTANCE

1.         All items provided under this proposal shall be subject to inspection and test by the EL CAMPO INDEPENDENTSCHOOL DISTRICT. All items must meet or exceed proposal specifications, and/or, at a minimum, be merchantable per the definition of the Texas Commercial Code. Acceptance shall include (as applicable) complete delivery of all components, installation, training, testing, and other requirements of the contract, as verified by the EL CAMPO INDEPENDENTSCHOOL DISTRICT.

2.         In case any supplies or lots of supplies are defective in material or workmanship or otherwise not in conformity with the requirements of this contract, the EL CAMPO INDEPENDENTSCHOOL DISTRICT shall have the right either to reject them or to require their correction. Supplies or lots of supplies which have been rejected or required to be corrected shall be removed, or if permitted or requested by the EL CAMPO  INDEPENDENT SCHOOL DISTRICT, corrected in place and at the expense of the Vendor promptly after notice, and shall not thereafter be tendered for acceptance unless the former rejection or requirement of correction is disclosed.

3.         If the Vendor fails to promptly replace or correct such supplies or lots of supplies, the EL CAMPO INDEPENDENT SCHOOL DISTRICT either (1) may, by contract or otherwise, replace or correct such supplies and charge to the Vendor the cost occasioned the EL CAMPO INDEPENDENT SCHOOL DISTRICT thereby; or (2) may terminate this contract for default as provided in the clause of this contract entitled “Default.”

4.         Unless the Vendor corrects or replaces such supplies within the delivery schedule, the EL CAMPO INDEPENDENTSCHOOL DISTRICT may require the delivery of such supplies at a reduction in price which is equitable under the circumstances.

5.         Except as otherwise provided in this contract, acceptance shall be conclusive except as regards latent defects, fraud, or such gross mistakes as amount to fraud.

PERMITS AND LICENSES

1.         In connection with the furnishing of materials, articles, or services listed herein, the Vendor and all of his or her employees shall secure and maintain in force such licenses and permits as are required by law.

2.         All operations, materials, handling, transportation, labeling, and production shall comply with all Federal, State, and Local laws.

INVOICES AND PAYMENTS

1.         Unless otherwise specified, the Vendor shall render invoices in triplicate for materials delivered or services performed under this proposal to the EL CAMPO INDEPENDENTSCHOOL DISTRICT. All invoices and packing lists must reference the EL CAMPO INDEPENDENTSCHOOL DISTRICT Purchase Order number.

2.         Terms are net 30 days for the portion to be paid by the District following acceptance and satisfactory operation of network cabling, equipment and services. The EL CAMPO INDEPENDENTSCHOOL DISTRICT is not responsible for portion and payment terms as set out by the Schools & Libraries Corporation for E-Rate.

PROPOSAL DOCUMENTS AND SAVINGS CLAUSE

1.         The complete proposal packet may include, as applicable, the Request for Proposal, General Conditions, Specifications, Addenda, or other supplementary information. If this proposal has been transmitted or received via computer or electronic media, proposer warrants that the proposal submitted is a verbatim copy of hard copy proposal on file.

2.         Any of the above shall be interpreted to include all of the provisions of the other documents as though fully set out therein. The Vendor should fully acquaint himself or herself with the conditions and terms affecting the performance of this contract.

3.         Submission of a proposal shall be taken as prima facie evidence of compliance with this provision.

4.         The Vendor agrees that in the event any provision(s) specified herein are finally held, or determined to be, illegal or void, or as being in contravention of any applicable law, the remainder of the agreement shall remain in full force and effect.

REFERENCES         

1.  Each proposal must include two school references.  Each reference should list a contact name, contact title, contact phone number, and contact school district.  Also include an email address if available.

DRAWINGS       

1.  Drawings are not applicable to this RFP.

OFFER TO THE EL CAMPO  INDEPENDENT SCHOOL DISTRICT

IN COMPLIANCE WITH THE GENERAL CONDITIONS, ADDENDA (IF ANY), ATTACHED LIST OF ITEMS, ADDENDA (IF ANY), AND OTHER PROPOSAL DOCUMENTS, THE UNDERSIGNED OFFERS AND AGREES, IF THIS OFFER IS ACCEPTED WITHIN SIXTY (60) DAYS FROM THE PROPOSAL OPEN DATE, TO FURNISH ANY AND ALL ITEMS FOR WHICH PRICES ARE OFFERED, AT THE TERMS, CONDITIONS, SPECIFICATIONS, AND PRICES LISTED, DELIVERED, F.O.B. DESTINATION, WITHIN THE TIME SPECIFIED. THE UNDERSIGNED HEREBY CERTIFIES THAT HE/SHE IS AN AUTHORIZED AGENT TO SIGN ON BEHALF OF THE COMPANY.

SIGNATURE: _____________________________________________________

DATE:___________________________________________________________

PRINTED NAME: _________________________________________________

TITLE: __________________________________________________________

COMPANY NAME: ________________________________________________

ADDRESS:_______________________________________________________

CITY/STATE/ZIP:__________________________________________________

PHONE:_________________________________________________________

FAX: ___________________________________________________________

“SPIN” NUMBER:_________________________________________________

 

RETURN ALL PROPOSALS TO:

Thomas Krenek, tkrenek@ecisd.org

EL CAMPO INDEPENDENT SCHOOL DISTRICT

2620 Meadow Lane

El Campo, Texas 77437

Phone (979) 543-8255

 

Project:

El Campo ISD is seeking to refresh its fleet of network switches and upgrade to a 10G, PoE, layer 3 solution.  El Campo ISD is also seeking to replace its legacy wireless access points, and increase its wireless footprint.  Proposals should be for equipment only, without installation or configuration. The following equipment will be needed to complete the project:

 

Myatt Elementary

01 ea. Campus Core Switch, Catalyst 4500-X 16 Port 10G IP Base, WS-C4500X-16SFP+ or equivalent

10 ea. 48 Port Campus Access Switches, Catalyst 2960X 48 GigE PoE 740W 2 x 10G SFP+ Lan Base, WS-C2960X-48FPD-L or equivalent.

06 ea. 1500V Universal Power Supply, SMT1500RM2U or equivalent

50 ea. 2702i Wireless Access Points or equivalent

 

 

Hutchins Elementary

01 ea. Campus Core Switch, Catalyst 4500-X 16 Port 10G IP Base, WS-C4500X-16SFP+ or equivalent

10 ea. 48 Port Campus Access Switches, Catalyst 2960X 48 GigE PoE 740W 2 x 10G SFP+ Lan Base, WS-C2960X-48FPD-L or equivalent.

05 ea. 1500V Universal Power Supply, SMT1500RM2U or equivalent

40 ea. 2702i Wireless Access Points or equivalent

 

Northside Elementary

01 ea. Campus Core Switch, Catalyst 4500-X 16 Port 10G IP Base, WS-C4500X-16SFP+ or equivalent

08 ea. 48 Port Campus Access Switches, Catalyst 2960X 48 GigE PoE 740W 2 x 10G SFP+ Lan Base, WS-C2960X-48FPD-L or equivalent.

04 ea. 1500V Universal Power Supply, SMT1500RM2U or equivalent

40 ea. 2702i Wireless Access Points or equivalent

 

El Campo Middle School

01 ea. Campus Core Switch, Catalyst 4500-X 16 Port 10G IP Base, WS-C4500X-16SFP+ or equivalent

19 ea. 48 Port Campus Access Switches, Catalyst 2960X 48 GigE PoE 740W 2 x 10G SFP+ Lan Base, WS-C2960X-48FPD-L or equivalent.

11 ea. 1500V Universal Power Supply, SMT1500RM2U or equivalent

30 ea. 2702i Wireless Access Points or equivalent

 

 

El Campo High School

01 ea. District Core Switch, Catalyst 4500-X 32 Port 10G IP Base, WS-C4500X-32SFP+ with redundant power supply or equivalent

26 ea. 48 Port Campus Access Switches, Catalyst 2960X 48 GigE PoE 740W 2 x 10G SFP+ Lan Base, WS-C2960X-48FPD-L or equivalent.

12 ea. 24 Port Campus Access Switches, Catalyst 2960X 24 GigE PoE 370W 2 x 10G SFP+ Lan Base, WS-C2960X-24FP-L or equivalent.

06 ea. 1500V Universal Power Supply, SMT1500RM2U or equivalent

40 ea. 2702i Wireless Access Points or equivalent

 

 

 

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