E-Rate 2012-2013 RFP

Allowable Contract Date: After February 20, 2012 (Please note the new deadline)

River Rouge School District
1460 West Coolidge Highway
River Rouge, Michigan 48218
Phone: 313-297-9600
Fax: 313-297-6525

Primary Contact: Glen Reid
E-mail Preferred: Glen.Reid@RiverRougeSchools.org

Important Notes:

• All bids must be sealed and delivered by February 20, 2012 by 2:00 P.M. to the Board of Education offices, located at 1460 West Coolidge Highway, River Rouge, Michigan 48218. The bids will be opened in a closed review process. Indicate on the outside of the package that the contents include a USF Bid.
• E-mail, fax, or verbal bids will be disqualified.
• This RFP is for products and services for existing/future networks/systems.
• All quotes must be submitted with the understanding that implementation is dependent upon:
  • E-rate funding approved by the SLD
  • Student enrollment
  • Existing budgetary requirements
• The intent is that contingent contracts will be let between February 10, 2012 and February 29, 2012. Purchase and installation of products and services must be between July 1, 2012 and Jun 30, 2013.
• Hardware must allow for distribution of voice, video, or data signal to other buildings within the district as necessary. Capacity must allow for all users.
• The following specifications are to be used as guidelines in quoting a solution. Although specification changes are permitted, the quality of the product/service requested must be based upon industry standards at time of delivery
• The items requested within this RFP may or may not be USF eligible. All non-eligible products and services must be itemized. Please use the 2012 USF Eligible Services List for guidance. (Note: It is the vendor's responsibility to check for updates and corrections prior to submitting bids/quotations.)

The district reserves the right to accept or reject any or all quotations.

Telephone Service
Voice-over IP

• For local and long distance telephone service

Cellular Service

• # of Cell Phones = Minimum 14
• # of Pooled Minutes = Minimum 4,000
• Nationwide calling
• Text Messaging
• Wireless Internet Access = Minimum of 11 phones
• Mobile hotspot capability = Minimum of 7 devices

Telecommunications add-alternates for a multi-year contract may be considered for each of the telecommunication services described above.

• Alternate 1: Cellular service as described above with 2-year contract.
• Alternate 2: Cellular service as described above with 3-year contract.

Telephone service includes, but is not limited to, those items/components that are USF eligible. Any additional telephone service not covered by USF eligibility, must be itemized and quoted separately. Please contact Glen Reid for details.

Internet Access
Portable Wireless Internet Access

• Mobile hotspot capability for a minimum of 7 devices
• Wireless Internet access = For a minimum of 11 cell phones

Voice-over IP

• For local and long distance telephone service

Internet access includes, but is not limited to, those items/components that are USF eligible. Any additional service not covered by USF eligibility must be itemized and quoted separately. Please refer to the . It is the intent of the district to obtain the highest value at the most reasonable price.

Add-alternates for a multi-year contract may be considered.

• Alternate 1: Internet access as described above with 2-year contract.
• Alternate 2: Internet access as described above with 3-year contract.

Please contact Glen Reid for details.

Internal Connections

Telephone system for the district:

• Upgrade or replace existing system to Voice-over IP, if more cost-effective. The district is looking for the most cost effective solution to its telephony needs.
• An evaluation is needed to sufficiently detail the phone system requirements for the district.
  • Consideration will be given to an Ethernet-based telephony solution.
  • Any system proposed must be capable of future expansion of up to 500 extensions, call accounting, Digital PRI, DID, etc.
  • Bids must include line itemization of all components to allow for the use of e-rate funds on all approved items. Itemization should include, but not be limited to:
    • Approximately 500 Telephone Handsets
    • Voicemail for up to 1,000 mailboxes with up to 1,000 hours of recordings
    • E911 service to the classrooms
    • Caller ID
    • Ability to record conversation
    • Installation and initial programming
    • Training
      • System Administrator(s)
      • Primary users
    • All necessary infrastructure components
    • UPS Power Backup
    • Warranty and Support
      • Include complete description of warranty and support (manufacturer's and vendor's)
      • Non-warranty service charges (include minimum charges)
        • Hourly rates
        • 8 X 5 Support Agreement
        • 24 X 7 Support Agreement
  • Bids must allow for analog devices where necessary.

Network Infrastructure Upgrades

• For each school building
• Cisco equipment, or equivalent, is preferred
• All hubs need to be upgraded to switches to support the new Voice-over IP system
• Fiber wiring is needed between the current switches and the new switches
• All equipment necessary to make the network infrastructure solution function properly needs to be included in the bid. This could include, but is not limited to, switches, UPSs, cabling, etc.
• An onsite survey is needed to determine the best solution

Wireless Network

• For each school building
• Cisco equipment, or equivalent, is preferred
• All equipment necessary to make the wireless solution function properly needs to be included in the bid. This could include, but is not limited to, a controller, cabling, etc.
• An onsite survey is needed to determine the best solution

All hardware specifications above are minimum. It is expected that wiring/components/software will meet industry standards and current versions at the time of installation. Please contact Glen Reid for details.

Bid Evaluations
Although the cost of the product/service is of primary concern, the ability to accommodate growth and change and the total cost of operation (TCO) within the district are, in many ways, more important. Do not assume the lowest bid will be awarded the project.

To achieve this goal, bids will be evaluated on several factors.

• Prices/charges
• Prior experience
• Understanding of needs
• Financial stability
• Personnel qualifications
• Provide lower long-term cost of ownership
• Ability to upgrade and adapt to technological advances
• Completeness of response and adherence to bid specifications
• Summary of project implementation plan
• Capability of the bidder to successfully complete the installation within the required timeframe.