Outdoor wireless access points

1 | P a g e Outdoor Wireless Access Points District Identifier: 327-OWAP Posting Date: September 29, 2023 Background The Calcasieu Parish School Board (CPSB) is requesting proposals for outdoor wireless access points for the schools in this Request for Proposals (RFP). CPSB is continually monitoring our network infrastructure to provide a better experience for students and staff; therefore, we are upgrading the WLAN infrastructure to meet the growing needs in the district. The purpose of this RFP is to purchase outdoor wireless access points for our schools as we upgrade our outdoor wireless infrastructure. Bids should provide equipment for a fully functional system including mounts; CPSB reserves the right to modify functionality. Scope of Work This outdoor wireless access point solution will enable the use and function of 802.11ax Tri-Radio outdoor wireless devices expanded outside of the classroom walls. This request only includes outdoor wireless access point (OWAP) equipment. If

proposals are made for equipment that is regarded as equivalent outdoor wireless equipment, the vendor must show how the equipment and technical support will be equal or better to the solution proposed. The solution should also be compatible with the current wireless equipment and management software. The solution should integrate seamlessly into the existing district infrastructure. Listed below is the current standard that CPSB is using for equipment. • Extreme AP460C or equivalent with 5GHz 4X4:4, multiple radio modes – SSR, WPA3 support. Note: we already have Extreme Cloud IQ AP license that can be used with new devices. Devices and Quantities 2 | P a g e Access points will be installed at 34 CPSB school sites throughout the district. Device Description Quantity Notes Aerohive/Extreme Networks outdoor AP460C or equivalent 174 We already have the Extreme Cloud IQ licenses Instructions The service provider must meet the following minimum requirements: 1. On-site vendor support should be available within a forty-eight (48) hour period. 2. Provide references of three completed projects of similar size with bid – Include contact person’s name, address, and telephone number. 3. Ability to deliver the equipment within the negotiated time frame. 4. Provide a Service Provider Information Number (SPIN) and agree to receive a portion of the payment from the Schools and Libraries E-Rate Funding program if such funding is awarded. 5. Proposals should use the district RFP identifier (327-OWAP) throughout the submitted proposal and in all RFP correspondence. Notes Any vendor submitting proposals on this request should be aware of the following stipulations: • CPSB reserves the right to adjust quantities depending on bid results and the amount budgeted. • CPSB reserves the right to reject any or all proposals received in response to this RFP, or to cancel this RFP if it is in the best interest of CPSB to do so. Engaging into any formal agreements is contingent upon the appropriation of funds by CPSB and the Schools and Libraries Division (SLD), and approval by the Calcasieu Parish School Board. • CPSB reserves the right to amend this RFP by an addendum issued up to five business days prior to the date set for receipt of proposals. Addendum or amendments will be mailed or faxed to all vendors who have procured copies of the RFP. If revisions are of such magnitude to warrant, in CPSB’s opinion, the 3 | P a g e postponement of the date for receipt of proposals, an addendum will be issued announcing the new date. It is the vendors' responsibility to notify the contact person of intent to bid so addendums can be distributed. • Vendor will describe the terms, conditions, and procedures for maintaining and repairing the service. Include response times, hours of availability, and a typical step-by-step explanation of resolution of a typical problem with the proposed system. Also, describe after-hours support. • The bidder must be registered as a service provider with the Schools and Libraries Division (SLD), have a Service Provider Identification Number (SPIN), and comply with all SLD service provider requirements. The bidder must provide the SPIN number in the bid. If the bidder is on the Louisiana State Contract, then the State Contract number must also be provided. • As per State of Louisiana, no late fees, interest nor taxes are to be charged on invoicing. • All proposals should be submitted as a digital copy using the Portable Document Format (PDF) and emailed to dana.swift@cpsb.org to meet the RFP deadline and follow up with a mailed hard copy. The file size of the PDF should not exceed 5MB, and the hard copy should be submitted with 8 1⁄2 “X 11 “paper. The proposals must be in table format as shown below. This information must be included to avoid rejection of bid. Additional information can be included under a separate cover or additional page. The following items need to be submitted and numbered accordingly in your bid packet along with the bid pricing in table format as shown below: 1. Provide a manufacturer’s warranty for the outdoor access point equipment. Include proof of current partnership with manufacturer with bid. 2. Provide references of three completed projects of similar size and time frame with bid – include contact person’s name, address, and telephone number. 3. Provide a completed table in format shown below for each device: Description of Equipment, Model #, warranty (exact) Unit Price Quantity Total Price mailto:dana.swift@cpsb.org 4 | P a g e Proposal Deadline Timetable • All proposals should be submitted electronically by the following date: Monday, November 13, 2023, Noon, Central Time. Hardcopy is to be sent immediately following submission of the digital copy by Noon, Wednesday, November 15, 2023. • Any proposals not meeting email deadline of Monday, November 13, 2023, Noon, Central Time will be rejected. Proposal Evaluation The proposals/bids will be evaluated based on the following: • Total price of eligible goods - 40% • Compatibility with existing district network and equipment - 35% • Maintenance and Support – 10% • Prior Experience in the district – 5% • Quote preparation, thoroughness, and responsiveness – 10% UNIVERSAL SERVICE (E-RATE) REQUIREMENTS To warrant consideration for an award of contract resulting from this Request for Proposal, vendors must agree to participation in the Universal Service Support Mechanism for Schools and Libraries (commonly known as “E-rate”) as provided for and authorized under the federal Telecommunications Act of 1996 (Reference 47 U.S.C. § 254, “Universal Service”). Vendors acknowledge that any contractual relationship resulting from this solicitation of proposals may be partially or entirely dependent upon the successful receipt of Universal Service Fund (“USF”) subsidies. To ensure compliance with all applicable USF regulations, program mandates and auditing requirements, vendors must comply with the following: • USF Knowledge -- Vendor shall have, at a minimum, a working knowledge of the federal Universal Service Support Mechanism for Schools and Libraries (commonly known as “E- rate”). • USF Registration -- Vendor shall submit with its proposal a valid Service Provider Identification Number (“SPIN”) and a valid Federal Communications Commission Registration Number (“FCCRN”). • USF Participation -- Vendor shall agree to participate in the E-rate Program and to cooperate fully and in all respects with the district, the Universal Service Administrative 5 | P a g e Company (“USAC”), and any agency or organization administering the E-rate Program to ensure that the district receives all of the E-rate funding for which it has applied and to which it is entitled in connection with Vendor’s services and/or products. • Lowest Corresponding Price -- The Lowest Corresponding Price Rule (“LCP Rule”), 47 CFR § 54.511 (b), prohibits Vendor from ever charging the district more for E-rate eligible goods or services than it charges similarly situated non-residential customers for similar goods or services, unless it can prove that the lowest corresponding price (“LCP”) is not “compensatory.” • The district is not obligated to ask for the LCP; it must receive it. • If, at the time of delivery, the LCP is lower than the agreed-upon price, Vendor must charge the LCP. • Promotional rates that Vendor offers for a period of more than 90 days must be included among the comparable rates upon which the LCP is determined. • There is a rebuttable presumption that rates offered within the previous three years are still compensatory. • Vendor may not avoid the LCP Rule by arguing that none of its non-residential customers are identically situated to the district or that none of its contracts cover goods or services identical to those sought by the district. • The FCC will permit Vendor to charge the district more than the LCP only when it can prove to the agency that the LCP is not “compensatory” – i.e., that it will face demonstrably and significantly higher costs to provide its goods and/or services to the district than it would to provide similar goods and/or services to similarly situated nonresidential customers. Some factors that could affect the cost of service are volume, mileage from facility, and length of contract. • USF Documentation -- Vendor shall provide to district staff and/or the district’s E-rate consultant within a commercially reasonable period of time, all of the information and documentation that the Vendor has or that Vendor reasonably can acquire that the district may need to prepare its Erate applications and/or to document transactions eligible for Erate support. • Invoicing Procedures -- Vendor shall itemize, price, and invoice separately any materials or services that are ineligible for Erate Funding. Vendor must include the following information on all invoices to the district for Erate eligible equipment and/or services: • Date of invoice • Date(s) of service • Funding Request Number (“FRN”) 6 | P a g e • Vendor’s signature on invoice attesting to the accuracy and completeness of all charges • Detailed description of services performed, and materials supplied that matches district’s contract specifications, Form 470 and Form 471 descriptions of same • Clear, concise breakdown of amount(s) to be billed to USAC (discounted portion of eligible charges) and amount(s) to be billed to the district (non-dis- counted amount of eligible charges • Invoice on Vendor’s letterhead or on a Vendor-generated form • District’s Billed Entity Number • District’s Federal Communications Commission Registration Number • Proper E-rate discount percentage as set forth by the applicable FRN and USAC funding commitment decision letter (“FCDL”) • USF Discounted Invoicing and Reimbursement Processes -- Vendor shall, at the district’s request, either (a) invoice the district only for the non-discounted amounts due on Erate-approved transactions and simultaneously invoice the Universal Service Administrative Company (“USAC”) for the balance [Discounted Invoice Process] or (b) invoice the district in full for eligible products and services [Reimbursement or “BEAR” Process]. • Discounted Invoice Process • Invoicing -- Within fourteen (14) days from the date that Vendor delivers to the district, E-rate approved materials or services when delivery of such services triggers a payment obligation under Vendor’s contract with the district, Vendor must invoice the district for its share of the pre- discount cost of those materials or services. • Timely Filing -- Vendor shall be solely responsible for timely filing invoices with USAC. Accordingly, Vendor understands and agrees that district will NOT be liable to Vendor and Vendor shall have no recourse against the district for any discounted amount that Vendor submits late to USAC for payment, if USAC refuses to pay the invoice due to late filing. • Invoice Rejection -- Vendor understands and agrees that district shall not be liable to Vendor and Vendor shall have no recourse against the district for any discounted amount that Vendor submits to USAC for payment if Vendor is at fault for USAC’s refusal to pay; if the district is at fault, the district shall not be liable to Vendor and Vendor shall have no recourse against the district for the amount at issue until both the district and the Vendor have exhausted their administrative remedies of appeal to USAC and/or the FCC. • District Approval -- Vendor shall submit to the district for its review and approval before submitting it to USAC for payment, a copy of every invoice that Vendor intends to submit for services that it has provided or, in appropriate circumstances, 7 | P a g e will be providing to the district. The district shall not unreasonably delay or withhold approval of Vendor’s USAC invoices. As Vendor is solely responsible for timely filing invoices with USAC, it understands that it must submit invoices to the district sufficiently in advance of any USAC filing deadline to ensure that there will be adequate time remaining for it to meet the USAC filing deadline after the district has had a reasonable opportunity to review and approve them. • Reimbursement Process • Service Provider Annual Certification -- Vendor understands that the district’s ability to file a FCC Form 472 to start the BEAR process is dependent upon the Vendor filing a FCC Form 473, Service Provider Annual Certification form for the relevant funding year. Moreover, Vendor understands and agrees that its failure to file the Form 473 in a timely manner will adversely affect the district’s operations and may prohibit the district from being able to receive reimbursement monies that it is entitled to receive. If the district is unable to receive reimbursement money due to the lack of a Form 473 from the Vendor, the Vendor will be liable to the district for any monies that the district was unable to collect from the USF program due to the Vendors lack of a Form 473. • Delayed USF Funding Commitment -- Vendor understands that, due to circumstances beyond the district’s control, the district may not receive an Erate funding commitment by the beginning of the E-rate funding year, July 1, for the services it intends to purchase from Vendor during that funding year. • Retroactive Invoicing -- When E-rate funding is approved, Vendor shall invoice USAC for the discounted amount the district is owed retroactive to July 1st of the funding year or to whenever approved service to the district began, whichever date is later. • USF Audit and Document Retention Requirement -- Vendor shall maintain all bids, quotes, records, correspondence, receipts, vouchers, delivery information, memoranda, and other data relating to Vendor’s services to the district. All such records shall be retained for ten (10) years following completion of services and shall be subject to inspection and audit by the district. Vendor shall include in all subcontractor agreements for services, provisions requiring subcontractors to maintain the same records and allowing the district the same right to inspect and audit those records as set forth herein. In addition to the foregoing, Vendor will create, implement, and enforce an internal E-rate audit process that ensures that Vendor complies with all E-rate program rules and regulations. This process must include the following: o Separating ineligible project management and other professional services costs, if any, from other charges o Where labor is involved, maintaining detailed, signed individual timesheets o Ensuring that ineligible charges are not submitted to USAC 8 | P a g e o Invoicing to USAC that is consistent with the contract and the district’s 470 and 471 o Ensuring that services or products are not provided to the district without district’s express written permission or official purchase authorization o Ensuring that district-approved substitute services or products are prominently noted on invoices submitted to USAC and the district o Where applicable, non-recurring services should be provided prior to September 30th and recurring services provided prior to June 30th of the relevant E-rate funding year o Supporting documentation sufficient to evidence that what was approved per the FCDL and provided to the district, was actually provided to the district and when it was provided o If E-rate eligible services and/or installation or equipment costs are included as part of a larger contract or service/equipment billing, support for the allocation of E-rate eligible amounts and reconciliation of that total to the total amount billed o If E-rate eligible services or equipment are allocated to multiple sites, support for the allocation consistent with the amount and locations identified in the Form 471 o Documenting that E-rate funded services were provided within the allowable contract period and program year o Charging proper FRN(s) o Ensuring that invoices and USAC forms are submitted to the district in a timely manner o Ensuring that USAC forms are filled out completely, accurately and on time o Maintaining fixed asset list of E-rate-supported equipment provided to the district with detailed information for each item (model number, serial number, product description) and made available to the district in electronic format • Contract Term Modification -- The district will reserve the right to extend or abbreviate the contract period if such extension or abbreviation is necessary to make the Contract term coincide with an E-rate “program year” or an extended service end date for an E-rate program year pursuant to a “service delivery deadline extension,” as those terms are defined by the Federal Communications Commission (“FCC”) and/or the Universal Service Administrative Company (“USAC”). Communication& Submission Information Vendors interested in bidding on this RFP should notify the office of their intention using the contact information below. All questions regarding the RFP are to be submitted in writing via email to dana.swift@cpsb.org. All vendor questions received will be posted mailto:dana.swift@cpsb.org 9 | P a g e with CPSB’s response and/or clarification for all participating vendors to view on the CPSB RFP website, https://rfp.cpsb.org/2024, under FAQs. Vendor is solely responsible for the timely delivery of its proposal. Failure to meet the proposal submission deadline will result in rejection of the proposal. CPSB is not responsible for any delays caused by the vendor’s chosen means of proposal delivery. All proposals shall be submitted by the following Monday, November 13, 2023, Noon Central Time. Hardcopy is to be sent immediately following submission of the digital copy by Noon, Wednesday, November 15, 2023. All proposals shall be submitted to: Dana Swift E-rate Coordinator 1724 Kirkman Street Lake Charles, LA 70601 (337) 217-4000 ext.1002 dana.swift@cpsb.org https://rfp.cpsb.org/2021 mailto:dana.swift@cpsb.org