E-Rate RFP Information

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    Question 1:

    Hi Bill –

    Good Morning – Prosys is working on providing a response to your E-Rate.  Our Cisco team has reviewed documents and is asking for the following general document question below?

    Also, in the RFP is states:

    Price quote shall be all inclusive and represent a complete solution at the sites shown in the attached Infrastructure Specifications.  Clay Community Schools will provide all the necessary labor to install/configure switches and management software.

    Where is the “Infrastructure Specifications” document?  Since Clay is doing their own install on swtiches/mgmt. platform, the only piece left is the wireless, but there is no scope…

    Thomas Berger

    Campus Networking Practice Lead – Solutions Architecture

    Thank You

    Randy and Chris

    Prosys Carmel Office

     

    Answer to Question 1:

    Chris,

    We will provide all labor for all hardware and software including access points.  The infrastructure document line was supposed to be removed and I missed that in the last edits.  I have the line removed now in the Scope of work section that is on our website now.

    Thanks,

    Bill

    Question 2:

     

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    Hi Bill –

     

    I’m from Endeavor Communications (Synergetics side of the house).  I have a couple of questions for you on your RFP. 

     

    Is this a full refresh on all switches and APs? 

     

    What network hardware do you have now?  Switches, AP’s, etc.

     

    I won’t be proposing Cisco because someone already has “deal registration”, with that being the said, would you consider attending a virtual demo of the manufacturer I am going to propose?  I ask because we are going to be significantly less expensive than Cisco with the same feature set.  I don’t want our proposal to get turned down because you are not familiar with the product.  I hope that makes sense.

     

     

    Scott Bell

     

    Answer to Question 2:

    Scott,

    We are replacing all of our Aps and the wireless LAN controller.  The switches we are replacing will not be a total refresh we will still have some Cisco Switches that are not getting replaced. We are currently Cisco with all of our equipment but, I am open to other vendors.  I am open to see the product you will be bidding.  I just will not schedule that until all of the bids are in.  Once I review the bids I will reach out to everyone that has bid and review the equipment that was bid at that time.

    Thanks,

    Bill

     

    Question and Answer 3: Note answers are in red.

    Questions regarding FCC Form 470 Application Number 210014163 and associated RFP

     

    • RFP Page 2 states that “Each bidder shall furnish the following with his bid” and lists a second item (2) as “Place bids on the appropriate specification forms.”  Is the appropriate specification form the Form A summary table at the bottom of page 7 of the RFP?  Should that Form A basically summarize in total what the FCC Form 470 states which is to “…  clearly list Quantity, Manufacturer, Part Number, Description, Unit Price, and Extended Price” and separates “eligible and ineligible services by line item for all services”? The answer is yes to both questions.
    • RFP Page 2 states “Payment will be made after successful delivery and testing of all equipment.”  Will Clay Community Schools commit to making payment within 60 days of equipment delivery if Clay Community School’s testing of the equipment has been delayed but by no fault of the successful bidder? Yes, vendor would be paid by the 60 days and most likely this will all be paid in the first 30 days.  The whole project is also dependent upon e-rate approval as well.  We generally have all equipment unboxed and tested in the first 30 days the extra 30 days are generally not needed.
    • RFP Page 3 states “Successful bidder … shall be responsible to repair or replace broken or unusable equipment.”  We assume this responsibility is limited to the period through delivery.  Would you please confirm? Yes, you are correct.  This is just to cover us if items are damaged in shipment or DOA.
    • RFP Section A, Paragraph 1 states “Clay Community Schools will provide all the necessary labor to install/configure switches and management software.”  However, RFP Section A, Paragraph 2 states “Price quotations are to include the furnishing of all materials, equipment, maintenance and training manuals, tools, and the provision of all labor and services necessary or proper for the completion of the work, except as may be otherwise expressly provided in the Contract Documents.”  Will Clay Community Schools also install the other requested items, such as access points, wireless LAN controller, and the other hardware/software/services specified, or will the successful bidder under this RFP response perform any installation?  If the successful bidder, should we add rows to Form A (the summary table on page 7 of the RFP) to care for such installation in our response? Clay Community Schools technology staff will install all hardware and any necessary software with this project.  This includes access points, wireless LAN controller, switches and any other hardware or software that is required for this install.
    • If installation is required for any component (i.e. access points, wireless LAN controller, and other hardware/software/services), would you provide more specifications on exactly what must be installed and list by building?  One key area of concern is understanding what structured cabling, if any, is required under this RFP response.  Would you please detail any specific structured cabling requirements? No installation is required by the bidder. This will all be installed by the Technology Department.
    • Will building maps identifying the significant reference points (such as entryways, loading docks, wiring closets, equipment placement, cable lengths and distances) be provided?  This question is asked not only about installation but also in reference to “freight prices shall include all costs of unloading the trucks and the placement of all boxes, crates, packages and parcels within the building” (page 2 of RFP). This just means that your bid should include all shipping costs and cost to bring all equipment into the building.  All equipment will be shipped to a central point and will be unloaded at the loading dock located at North Clay Middle School.  The equipment will be unloaded and placed in boiler room.  The technology department will inventory and relocate the equipment to a secure location for testing.
    • Should we add rows to Form A to include freight costs? No, the summary sheet is for the hardware and software only.  Your bid should include shipping costs within your bid document.  If you want to write it below Form A you can as long as the shipping cost is noted somewhere in your bid.  Once we begin reviewing bids I will contact each bidder with any additional questions I have concerning their bid.
    • Will you provide specific details concerning installation requirements including specifications and testing and acceptance criteria by building? There are no installation requirements as the technology department will install all hardware and software. No other information will be provided.
    • The FCC Form 470 states “Proposal shall provide a separate section listing for each building with all costs associated with the proposal for that building.”  Would you please provide the breakdown of the 62 switches, 547 access points, 52 transceivers, 6 QSA modules, and 2x40 GE modules so we may respond with the breakdown per building as required? We are willing to wave this requirement we are just seeking unit prices for each item on our list for the total quantities stated in the RFP document.
    • RFP Section A, Paragraph 1 states that “price shall be all-inclusive and represent a complete solution...” Will quoting the exact Cisco SKUs listed and providing a completed summary table in Form A from page 7 constitute a complete solution as required by the RFP? No, we would also like an itemized list of all items bid and the Form A filled out as well.
    • RFP Section A, Paragraph 2 states that “Price quotations are to include the furnishing of… tools…”  Does the requirement to furnish tools include those necessary for that part of the installation to be completed by Clay Community Schools?  If so, may we have a list of the tools required?  Will these tools be on loan to Clay Community Schools for the duration of the installation or be kept by Clay Community Schools once the installation is complete? No additional tools will be required that do not come already packaged with equipment being purchased. 
    • RFP Section A, Paragraph 3 indicates no payment will be made until the completion of an acceptance test.  What are the specifications of the acceptance test?  When will the acceptance tests be completed?  If the acceptance test is delayed, and through no fault by the successful bidder of the equipment under this RFP, will Clay Community Schools commit to making payment within 60 days of equipment delivery? Yes, vendor would be paid by the 60 days and most likely this will all be paid in the first 30 days.  The whole project is also dependent upon e-rate approval as well.  We generally have all equipment unboxed and tested in the first 30 days the extra 30 days are generally not needed.  Yes, Clay Community Schools will commit to making payment within 60 days as long as all hardware and software has been delivered.  No payment will be made until all equipment is delivered and tested.  Testing the equipment consists of unboxing and make sure all hardware is functioning as it is supposed to and there is no damage to any of the equipment due shipping or other negligence by the manufacture. 
    • RFP Section A, Paragraph 3 indicates no payment will be made until the completion of the installation.  If any part of the installation is performed by others, when will those portions be completed?  If the installation is delayed through no fault by the successful bidder of the equipment under this RFP, will Clay Community Schools commit to making payment within 60 days of equipment delivery? There will be no delays of payment due installation as all equipment will be install by Clay Community Schools.
    • RFP Section A, Paragraph 4 indicates “training” shall be “provided” but also that Bidders are requested to indicate “availability and approximate costs of suitable training programs.”  Would you clarify what training exactly shall be provided and whether such costs should be added as a row to Form A?  Would you clarify what training recommendations you are seeking that are informational and shall not be quoted.  What is the current profile, skill set and experience of those being trained? No training will be required on this project.
    • Will quoting the exact Cisco SKUs listed in the RFP satisfy the System Management Requirements listed under Technical Specifications? No, we are look for the cost of management software to manage the wireless network such as Cisco Prime or Cisco DNA Center or other comparable management software.
    • Will the manufacturer’s warranty (Cisco) for the exact Cisco SKUs listed in the RFP, with manufacturer claims managed by the successful bidder, satisfy the Warranty/Maintenance requirements for equipment? All warranty claims will be managed by Clay Community Schools.  I am asking for pricing of SmartNet/DNA to cover hardware replacement in the case of hardware failure.  This is only required if items being bid do not already have this coverage included in the price.