E-Rate Category 2 FY2018 Request for Proposal

SECTION 1: Responses and contact information

Mancelona Public Schools (MPS), is located in Mancelona, Michigan, and is seeking bids to replace existing wireless equipment in conjunction with the filing of E-Rate form 470 #180025369

RFP Issuance Date: February 13, 2018

1.0 RFP Responses
All prospective bids must be sent in a sealed envelope, delivered in person or via certified mail on or before March 13, 2018 at 4pm, and addressed to:
Mancelona Public Schools
112 St John Street
PO Box 739
Mancelona MI 49659
Attn: Shelly Meeder, Business Manager

Bids received after March 13, 2018 at 4pm will not be considered. No faxed bids or emailed bids will be accepted.

1.1 Contacts for technical questions
Contact: bkennedy@mancelonaschools.org, smeeder@mancelonaschools.org and cc: jwykes@phoenixed.com

Please email all questions to the above email addresses with the subject "2018 E-Rate RFP Questions".

SECTION 2: General information

Vendor questions and answers related to this Request for Proposal (RFP) will be posted on the same district web page as the RFP (http://www.mancelonaschools.org/erate). Deadline for questions is March 6, 2018. Responses will be posted within 2 business days.

It is the District’s intention that only USF eligible items will be in the Vendor response. If items that are not USF eligible are in the Vendor RFP they should be separated and itemized. Vendors should use the USAC website (http://www.usac.org/sl) for guidance. This is solely the Vendors responsibility to review and update the RFP responses and keep the District aware of any changes due to compliance with the USAC regulations.

All Vendors must have an E-Rate SPIN designation.

All Vendors must have the 2018 Service Provider Annual Certification Form 473 on file with USAC by September 1, 2018.

The District reserves the right to accept or reject any or all quotations without justification.

In the event that USF funding is available. The contract shall cover the time period from July 1, 2018 through June 30, 2019. All projects and contracts are subject to cancellation by MPS at our discretion if no USF or District funding is available. All billing for services for Funding Year 2018 must be completed and invoiced by June 30, 2019.

Installation and configuration should be quoted separately.

The District reserves the right to choose multiple Vendors to fulfill its requirements.

All supplied equipment must be new, unused, unopened in its original packaging, with all original packaging materials included. Original protective wrapping, if any, must be intact.

Original manufacturer's warranty must be included and valid. Must state manufacturer’s warranty. Per E-RATE rules, "A manufacturer’s multi-year warranty for a period up to three years and provided as an integral part of an eligible component without separately identifiable costs can be included in the cost of the component."

Each of the 3 buildings listed below must be quoted separately in your bid proposal.

SECTION 3: Building information

Mancelona Elementary School
231 W. Limits Road
Mancelona, MI 49659

Mancelona Middle School
112 St. John Street
Mancelona, MI 49659

Mancelona High School
9300 W. Limits
Mancelona, MI 49659

SECTION 4: Wireless Access Points (Equipment, installation and setup)

4.0 Wireless Access Point Specifications
All Equipment must be compatible with existing network. Bid must include equipment and materials required to hang access points from various locations (fixed ceiling, fixed wall, recessed drop ceiling and drop ceiling). Any software, license(s) (up to 5 years), license renewals, setup, training and support needed must be included in the bid.

Depending on the total cost of the project and overall budget, Mancelona Public Schools may choose to decrease the number of Wireless Access Points purchased.  If that is the case, vendors shall be able to scale their proposal accordingly.  Vendors will be selected based on their overall bid on the entire project.

Existing cabling with be utilized for the wireless access points.

Requirements for add-on capacity, including hardware costs and additional licensing, if any, should be itemized and included separately of wireless access point costs.

Mancelona Public Schools currently utilizes a hardware controller solution for our existing wireless network.  Bidders may recommend an on-premise hardware controller if it is advantageous for operation and cost.  However, if a cloud-based solution exists and provides the same functionality bidders should quote the cloud-based solution as a primary with the hardware solution as an alternate. For the purposes of quotation the hardware controller should be placed at Mancelona Elementary School.

A centralized management system must exist that allows the network administrator to make single configuration changes that can be deployed to all or a selected part of the network.

4.1 Mancelona Middle School

Qty 32 - 802.11ac Wave 2 Minimum 3x3 MU-MIMO

4.2 Mancelona Elementary School

Qty 38 - 802.11ac Wave 2 Minimum 3x3 MU-MIMO
Hardware Controller (If Applicable - see 4.0)

4.3 Mancelona High School

Qty 20 - 802.11ac Wave 2 Minimum 3x3 MU-MIMO

SECTION 5: RFP Questions

Please click here to see questions regarding this RFP