·       Before the listed deadlines, all Questions and Bids must be submitted using the on-line IFCB system. Bids submitted before the bid deadline outside of this system will be disqualified. If the system is down before the deadline, please email your bid to info@crwconsulting.com or fax it to 918.445.0049. Bids or questions submitted in this fashion will be disqualified if the on-line system is active at the time of submission. The applicant reserves the right to request and obtain bids outside of the website system if the bid deadline has passed and zero or one bid is received (the intent for this is to follow USAC guidance on obtaining cost-effective bids).

·      For all requested services and/or products listed on this IFCB: proposals that include generic/encyclopedic price lists will be considered non-responsive and will be disqualified. SPAM and/or robotic responses will not be considered valid bid responses and will be disqualified from consideration.

·       Bidder must agree to participate in USF Program (AKA “E-rate”) for the corresponding funding year.

·       Please include the correct Service Provider Identification Number (SPIN) on your bid.

·       By submitting a bid, bidder certifies that the bidder does have a valid (non-red light status) SPIN for the E-rate program at the time of submission. Should the Applicant discover that the bidder is on red light status, or if the FCC classifies the bidder as on red-light status before work is performed and invoices are paid, the contract will be null and void and the applicant will have no payment obligations to the bidder.

·       Bidder is expected to provide the lowest corresponding price per E-rate rules.  See https://www.usac.org/e-rate/service-providers/step-2-responding-to-bids/lowest-corresponding-price/ for details.

·       Contracts must not prohibit SPIN changes.

·       Bidder must agree to provide the Applicant the choice of discount methods (SPI or BEAR).

·       Bidder will be automatically disqualified if the District determines that the bidding company has offered any employee of the District any individual gift of more than $20 or gifts totaling more than $50 within a 12 month period. This does not apply to the recent FCC exemptions of the Gift Rule for the COVID pandemic.

·       All contracts awarded will be contingent upon E-rate funding and final board approval.  The applicant may choose to do all or part of the project upon funding notification.

·       All applicable fees, surcharges, and taxes must be identified on the bid. E-rate rules require the applicants to evaluate the price of eligible goods and services that will be listed on the 471 application during the competitive bidding process. Fees and surcharges that apply but are not listed on the bid will be the responsibility of the bidding company, should their bid be awarded.

·       If there is a request for Internal Connections (Category Two) equipment, or Category One equipment listed on this IFCB the applicant will accept bids for functionally equivalent equipment.

·       DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: The applicant will not accept bids from manufacturers of equipment deemed a national security threat by the Federal Communications Commission. The list of prohibited equipment is available here: https://www.fcc.gov/supplychain/coveredlist. Vendors that submit bids that include these manufacturers will have their bids disqualified.

·       DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.

·       DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: If the bidder is under FCC red light status or does not have an FCC Form 498 ID (service provider identification number), the bidder may be disqualified by the applicant.

·       DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: If at any time during the contract period the service provider is red lighted, debarred, or otherwise no longer eligible to participate in the E-Rate program, the applicant reserves the right to terminate the contract.

·       DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

·       DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Service providers are required to bid an entire project.  Bids for individual components of a single project will be disqualified.

UPDATE 10/7/24:

Q: How do you want the fiber terminated, into a splice tray or wall box?

A: The answer is that we want a locking wall box like this: https://www.amazon.com/dp/B009L5V13U/ref=twister_B082DQXJW1?_encoding=UTF8&th=1. Does not have to be that exact product but we would like something similar. 

VOLUNTARY SITE VISIT

Vendors wishing to bid on internal connections can attend a voluntary site visit either October 1, 2024 at 10:30am or October 2, 2024 at 2:00pm. Vendors will meet at the Cushing Middle School (521 S Harmony Road), south west parking lot. PPE IS REQUIRED (Hard Hat and High Visibility Safety Vest). Any measurements need to be taken at this time. Check in with Justin Annis. Please RSVP to Otis_rfp@cushingtigers.com which meeting you plan to attend.  ALL QUESTIONS AND BIDS MUST STILL BE SUBMITTED VIA THE IFCB. BIDS NOT SUBMITTED VIA THE IFCB WILL BE DISQUALIFIED.

Internal Connections

Cabling is needed from the Middle School from an IDF to the to the multi-purpose building that is currently under construction.

Additional Category 2 specifications:

·       The applicant school or library reserves the right to accept some, all or none of the items included in the proposal.   Notification of bid acceptance or bid rejection will be provided at the discretion of the applicant.

·       Pricing proposed by the bidder must include all costs.  All costs to provide the product or service should be included in the pricing schedule.  Price increases are not allowed during the term quoted. Prices may be lowered based on market conditions.

·       Bidders for services other than tariff or month-to-month arrangements, must include a contract or legally binding agreement in response to this RFP with signature block for both service provider and applicant.  The agreement should be provided in form only and will not be completed and executed until after bids are awarded by applicant and negotiations completed as applicable. Quotes are not considered a legally binding agreement.

·       Bidder must clearly define contract terms for all pricing submitted.

·       Bidder will provide a description of their proposal for all services and solutions. Description will include an overview of the proposal, any deviations from the requested architecture, design or requirements, assumptions made, and any other details that may be useful or necessary for proper evaluation of the proposal.

·       The applicant will follow the purchasing policies of their governing board and requirements and procedures of the FCC’s E-Rate program as administered by USAC to be eligible for all available funding. The implementation of any associated contracts resulting from this competitive bid process will be dependent on the applicant’s issuance of a written Notice to Proceed. E-Rate funding notification alone will not signify Notice to Proceed. The applicant will have the right to allow the contract to expire without implementation if appropriate funding does not become available.

·       Bids for equipment should clearly list the location where the equipment will be installed.

·       Bids should meet industry standards and comply with applicable local, state and federal codes and regulations. For example, network wiring/cabling should meet or exceed EIA/TIA standards and National Electrical Code standards.

·       Equipment should be properly configured, installed and tested.

·       Include all items necessary for equipment to be fully operational including necessary cabling, connectors, components, installation, configuration, travel, per diem, and any other applicable fees.

·       All installed equipment and cabling should be labeled.

·       In addition to standard labeling (i.e. patch panels labeled with cable number), all installed equipment must be labeled with E-Rate information as follows:

o   Funding Request Number (FRN)

o   Form 471 Application Number

o   Purchase Order Number

o   Installation Date

·       Bidders must include a statement of work (SOW)

·       Bids for new equipment should include standard manufacturer’s warranty (up to three years)

·       The value of any free products and/or services must be deducted from the cost of the proposal.

·       Bids should include installation and configuration unless otherwise noted.

·       Bids should clearly describe all costs including installation, configuration, shipping and handling charges.

·       The District hereby provides notice to all interested vendors that site and/or service substitutions may be necessary during the term of the contract.  Any agreement signed as a result of this RFP should contemplate the possibility of the District changing products or services within the guidelines set forth by the FCC. All vendors are also hereby provided notice that the District may add new locations to its network during the life of the contract, and existing sites may move or close.  The contract(s) entered into as a result of this RFP should allow for said site/service substitutions. Vendors are to describe their process for amending the contract to accommodate site/service substitutions during the contract term.

·       During the E-Rate application process and prior to issuance of E-Rate funding, the applicant may need to make changes to the quantities and items selected in order to stay within their category two budgets. The applicant may contact the awarded bidder to adjust quantities in order to meet the Category 2 budget.

·       The selected service provider is expected to respond timely with revised proposals and contracts for the applicant to ensure that the selected products and services are at or below the applicant’s budget cap.  The selected service provider will need to provide all information necessary regarding reduction in quantities and associated installation, configuration, shipping and handling charges.

·       Service provider shall provide all warranty and product documentation related to products or services sold to the applicant.

·       Service provider shall retain all documentation related to the purchase and payment, including Forms 474 and receipt of payment from USAC, for all products and services provided to the applicant. Related documentation must be retained for a period of TEN years from the last date of service.

·       If the applicant is audited by the Administrator of the program, the service provider shall fully cooperate with the applicant to provide any documentation related to the provision of discounted products and services as requested.

·       Project Completion Submittals

o   Upon project completion the vendor shall provide the applicant the following documentation.

§  Installed Equipment Documentation Spreadsheet in Excel or CSV file format containing the information listed below.

·       E-Rate Year

·       Funding Request Number (FRN)

·       Budget School (Site Name)

·       Equipment Description

·       Make

·       Model

·       Serial Number

·       Date of Purchase

·       Service Provider Invoice Number

·       Installation Date

·       Original Location (Install Location Site & Room Number)

·       E-Rate Tag Number (CPS Asset Tag Number)

·       Notes (MAC Address for AP’s, UPS’, etc. & warranty term separated with a “ | “

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: The applicant will not accept bids from manufacturers of equipment deemed a national security threat by the Federal Communications Commission. The list of prohibited equipment is available here: https://www.fcc.gov/supplychain/coveredlist. Vendors that submit bids that include these manufacturers will have their bids disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Vendors must complete and include the C2 Cover Page with their bid. Bids received without the cover page will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: If the bidder is under FCC red light status or does not have an FCC Form 498 ID (service provider identification number), the bidder may be disqualified by the applicant.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: If at any time during the contract period the service provider is red lighted, debarred, or otherwise no longer eligible to participate in the E-Rate program, the applicant reserves the right to terminate the contract.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Applicant will not accept bids for refurbished equipment. Any bids containing refurbished equipment will be disqualified.

DISQUALIFICATION FACTOR INTERNAL CONNECTIONS: Service providers are required to bid an entire project.  Bids for individual components of a single project will be disqualified.