THE CARTER G. WOODSON SCHOOL 437 GoldFloss Street Telephone: 336-723-6838Winston Salem, NC 27127 Facsimile: 336-723-6425 Email: cgwoodson1@yahoo.com WEBSITE: www.cgwsoc.com E-Rate Request for Proposal
Form 470
Application Funding Year: July 1, 2008 – June 30, 2009
INTRODUCTION
Objective:
The Carter G. Woodson School Board of Education (“The Customer”) is seeking, as a communication tool for our school:
■Telecommunications Services
Telecommunications Services■Internet Access Services
Internet Access Services■Basic Maintenance and Technical Support Services
Basic Maintenance and Technical Support ServicesThe Customer herewith requests proposals for these services as described in the attached specifications from interested persons (“The Vendor”). The Vendor must submit an RFP for any and/or all areas with respect to services and support. Prices quoted shall be separate for a selected service as noted above and delineated between function/service/application, and quantity/capacity. The Customer requires that all proposals include seamless integration with and conversation of any and all existing services. 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 Carter G. Woodson School Board.The term of the contract shall be for a period of three (3) years beginning on July 1, 2008, and the contract may be cancelled with sixty days prior written notice.
All aspects of this project must comply with the Federal Communication Commission’s competitive RFP requirement for Universal Service Fund (USF) support and services.
Other information may be made available to interested persons by contacting the Customer’s Resource Development Officer. Contact and Contract Manager for this RFP is:
L. Aynn Daniels
437 Gold Floss Street
Winston Salem, NC 27127
Business Mobile: 336-577-3054
FAX: 866-899-3054
Email: Lianda2@excite.com
Activity Date1. Posting of RFPJanuary 7, 2008
January 7, 20082. Deadline for RFP SubmissionJanuary 23, 2008 at 12:00 Noon
January 23, 2008 at 12:00 NoonSchedule of Events:
The following is the required schedule of events for this project. The schedule may change depending on the results of the responses. The Customer will provide a final schedule prior to contracting with the awarded Vendor.
RFP Categories:
■Telecommunications Services
Telecommunications ServicesFunction: Quantity/Capacity:- Digital Transmission Services 2 T-1 lines- Telephone Service20 local phone service lines and long distance line- Distance Learning10 lines for digital transmission service- Voice/Video Over IP 1 line for data distribution- Wireless Telephone Services 10 lines for portable/handheld devices- Home Work Hotline Services 1 for student population access- Interactive Television ITV for digital transmission services- Wide Area Network 3 connections■Internet Access Services
Internet Access Services Function:Quantity/Capacity: - Email Service 100 accounts for email users
100 accounts for email users - Web Hosting 1 for hosting school’s website
1 for hosting school’s website - Domain Name Registration 3 listings: for complete registration process
3 listings: for complete registration process - Domain Name Service 1 forwarding IP address to domain name
1 forwarding IP address to domain name - Firewall 2 hardware and software sources for data protection
2 hardware and software sources for data protection - Dynamic Host Configuration Protocol 1 for Internet Access server
1 for Internet Access server■Basic Maintenance of Internal Connections
Basic Maintenance of Internal ConnectionsFunction:Quantity/Capacity: - Maintenance and Technical Support1 service repair, wire/cable maintenance technical support & configuration
1 service repair, wire/cable maintenance technical support & configurationCosts must be itemized for each Category response, function, and quantity/capacity. These total costs should be reflected in the attached RFP Response Form.
Basis of Award:
This RFP will be awarded, pursuant to the USAC guidelines, to the most cost effective and cost efficient Vendor-Provider. While price will be a primary factor, it will not necessarily be the sole determining factor in evaluating the RFPs. Carter G. Woodson School will evaluate proposed solutions based on features, functionality, and implementation difficulties as well as cost and is not obligated to select the lowest price bidder. The Bid Evaluation Matrix is cited below:
FactorWeight
Weight1. Cost/Price 40%
40%2. Qualifications/Experience, References & Resources25%
25%3. Process Management Capability 15%
15%4. Comprehensive Services Provision 15%
15%5. Flexibility of Terms, Schedule and Arrangements 5%
5%TOTAL100%
100%Response Submission:
Responses to this RFP must be submitted in sealed packages and delivered to the ATTENTION of: L. Aynn Daniels, Carter G. Woodson School, 437 Gold Floss Street, Winston Salem, NC 27127 no later than 12:00 NOON on January 23, 2008, so that this RFP is n compliance with the Federal Communication Commission’s competitive RFP requirement for Universal Service Fund (ESF) services and support. It is the sole respondents of the respondents to ensure that their submissions arrive in a timely manner. The Customer will reject all late arrivals and consider them as non-responsive. The Vendor must submit two (2) copies of the response together with any required supporting documentation. “E-RATE RFP VENDOR RESPONSE” should be clearly marked on the face of the envelope followed by the RFP number. Failure to comply with this element may cause the RFP to be misdirected and therefore not be placed for consideration. No substitutions or partial RFP’s will be allowed. Verbal, telephone, faxed or other facsimile RFP’s shall not be considered, nor will modifications of RFP’s by such communication be considered. The completed RFP shall be without erasures, white outs or alterations. Signatures on the RFPs shall be in longhand and executed by a duly authorized individual to make the contract. RFPs must be type-written AND notarized.
Questions:
Questions must be submitted in writing (email, fax or mail) and must arrive at least 5 business days prior to the RFP Submission.
Costs Associated with Preparation of Vendor’s Response:
The Customer will not be liable for any cost incurred by the Vendors/respondents in preparing responses to this RFP or negotiations associated with the award of a contract.
Interpretation and Changes:
The intent of this RFP is to communicate the Customers requirements to any qualified and interested Vendor. The Customer may make changes or corrections to the RFP via written addendum. All efforts will be made by the Customer to mail any addendum to all parties who have requested and received the RFP, and by FAX, if necessary, followed by original documents. Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and the Vendor shall not relay upon such interpretations, corrections, or changes.
Proposal Binding Period:
Prices quoted in the Vendor’s response/submission for services will remain in effect for a period of at least 90 business days from the receipt of the Vendor’s response by the Customer. However, any taxes, whether local, state, or federal, imposed on services herein provided instituted after the date of RFP response may be passed on the customer from the vendor. The Vendor must understand that the Customer may use E-Rate discounts for these services, in which case, within applicable filing window for submitting the response to the RFP the Customer will submit SLD form 471 for funds based upon the pricing submitted by the Vendor. The SLD funding cycle may take as long as 12-18 months. In the event funding is not available, the RFP will become void.
Omissions:
Omissions in the proposal of any provision herein described shall not relieve the Vendor of any responsibility or obligation to the complete and satisfactory delivery, operation, and support of any and all equipment services.
Vendor Registration and Compliance:
The Vendor must provide proof of registration with the Schools and Libraries Division (SLD) a division of the Federal Communications Commission (FCC), 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 (SPIN) or fails to receive an SLD Vendor Number or fails to remain in good standing with FCC, the Carter G. Woodson School Board of Education is not responsible for the discounted portion of the Vendor’s bill. The Vendor must generate an invoice for the E-Rate portion of the bill in accordance with SLD regulations. THE Vendor is responsible for supplying SLD SPIN number with the RFP.
Vendor Required Documentation for Schools and Librarians Division (SLD) Form 471 Filing:
The Vendor must provide Line 21 Attachment documentation ready filing for Universal Service Administrative Company (USAC), Schools and Libraries Division (SLD) Form 471.
Price Quotations:
Price quotations are to include the furnishings 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.
References:
The Customer may request references of similar school systems that are using the requested service(s). If requested the Vendor must supply Customer a list of references within two (2) working days.
Equal Employment Opportunity:
The Customer shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, or national origin.
NOTE: In the event E-Rate funding is not approved by the SLD, any/all contracts or agreements shall be null and void,
Carter G. Woodson School
RFP Response Form 470
[Vendors must use the following form to quote its price]
RFP #: 243560000659715/YEAR/Vendor Company Name)
TO:ATTN: L. Aynn Daniels
ATTN: L. Aynn DanielsCarter G. Woodson School
437 Gold Floss StreetWinston Salem, NC 27127VENDOR:
______________________________________________________________________________________
Name of Firm
______________________________________________________________________________________
Mailing Address
______________________________________________________________________________________
City, State, Zip Code
Operating as an individual corporation and existing under the laws of _______________________, or a partnership, or a joint venture consisting of
_______________________________________________________________________________________________
_______________________________________________________________________________________________.
Required Pricing Format
For accounting purposes, the cost per service is to be broken down below. The Vendor must note any additional charges – e.g. installation, equipment, etc. – if the cost does not include these additional costs.
Product/Service *Total Monthly Cost *Total Yearly CostAdditional CostsE-Rate Eligible Y or N
Additional CostsE-Rate Eligible Y or NTelecommunication Services
Internet Access Services
Basic Maintenance of Internal Connections
*Cost before E-rate discount
NOTE: Specify if these charges are monthly, annually, or one-time only charges.Having carefully examined the invitation to RFP documents prepared by Carter G. Woodson School Board of Education, RFP Number 243560000659715, and together with such addendum if any, as listed hereafter, the undersigned hereby proposes and agrees to provide all components as specified in the attached Proposal, this Response Form, being a part of the RFP Response. 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 said Vendor 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 Invitation to RFP, the undersigned proposes to furnish all items for a total sum of $________________
Signature: ____________________________________________________________________________________
Title: ________________________________________________________________________________________
Date: ________________________________________________________________________________________
THIS RFP MUST BE NOTARIZEDSworn and subscribed before me this____________________ Day of ___________________
DateMonth and Year
Month and Year_____________________________________________
Notary Public
My commission expires: _________________________
