DESCRIPTION: DISTRICT WIDE INTERNET ACCESS

Agency: Richmond Public Schools
State: Virginia
Type of Government: State & Local
Category:
  • D - Automatic Data Processing and Telecommunication Services
Posted: Jan 12, 2022
Due: Feb 9, 2022
Publication URL: To access bid details, please log in.

DESCRIPTION: DISTRICT WIDE INTERNET ACCESS

SOLICITATION: 21-6997-11

DUE DATE: February 9, 2022 6:00 PM

BUYER: T. Harris

DOCUMENTS: RFP 21-6997-11

ADDENDUM NO. 1: Addendum and Q_A

DOCUMENTS: Pricing Schedule

Attachment Preview

School Board of the City of Richmond
Department of Procurement and Property Management
2395 Hermitage Road, Vatex Building
Richmond, Virginia 23220
OPEN LETTER OF INVITATION
Dear Prospective Offeror:
The School Board of the City of Richmond (School Board) acting through its duly authorized agent,
Richmond Public Schools (RPS) seeks proposals from qualified firms to partner with the District team to
develop a district-wide network service for RPS. Our ideal vendor will provide complete wide area network
(WAN) services in compliance with the Universal Services Program (E-Rate).
Digital learning is of vital importance to the RPS student experience. The District is seeking vendor
proposals that are creative in approach and that will deliver a network that is highly available, scalable, and an
exceptional quality solution to the District’s stakeholders. The District desires a resilient network design that
avoids a single point of failure. The District’s current goal is to work towards the goal of the Federal
Communications Commission (FCC) and State Educational Technology Directors Association (SETDA) to
have at least 10 Gbps or 10,000 Mbps of WAN connectivity per 1,000 students. Further, the District desires to
future proof its network to ensure that the network can easily scale up 100 Gbps.
The District is seeking a single provider to design, engineer, install, train, maintain, and provide ongoing
support for the District WAN. The District is willing to consider various solutions that can meet the
requirements in the scope of work and those options must be clearly enumerated within the vendor’s
response. Networks designed with high availability and reliability will be considered more favorably.
Generally, the scope of work consists of, but is not limited to, the turnkey installation, operation, and
maintenance by a single supplier of WAN services to all its locations for the purpose of enabling students,
teachers, and administrators to access RPS network resources and the Internet.
Through this Request for Proposals (RFP), the School Board intends to contract with one highly qualified
firm that fully understands the statement of work, is experienced in E-Rate administration, and can provide all
elements of the deliverable matrix within the specified period.
We are eager to hear from you and appreciate your participation in this proposal process.
Sincerely,
Richmond Public Schools
COVER SHEET
REQUEST FOR PROPOSALS
# 21-6997-11
DISTRICT WIDE INTERNET ACCESS
Issue Date:
December 17, 2021
Commodity Code:
28029 91551 92037
Purchasing Agency:
Richmond Public Schools
Procurement & Property Management
Vatex Building
2395 Hermitage Road
Richmond, VA 23220
Contract Officer:
Theresa L. Harris
tharris9@rvaschools.net
804.317.6656
Location where work will be performed:
Richmond, Virginia
Initial Period of Contract: From initial award through either 36, 60, or 84 months as determined through the pricing
structure and what is agreed upon during contract negotiation and award.
The School Board of the City of Richmond, acting through its duly authorized agent, Richmond Public Schools
Department of Procurement and Property Management (Department) will receive ELECTRONIC PROPOSALS
UNTIL 6:00 p.m. (local prevailing time) on February 9, 2022 for furnishing the services described herein.
Submission instructions are outlined in Attachment A.
Proposals will only be received via the electronic Bonfire portal (https://rps.bonfirehub.com/portal/?tab=login). No other
submission will be accepted. Proposals cannot be received later than the above date and time, as the system is electronic
and will not allow access.
PREPROPOSAL CONFERENCE: An optional pre-proposal conference will be held at 9:00 a.m. on December 28, 2021
at Ginter Park Elementary School. Registration required. See Section VI for additional information.
(See Paragraph IV.4.d.) OFFER INCLUDES PROPRIETARY INFORMATION:
YES ( )
NO ( )
IMPORTANT: CAREFULLY READ THE ENTIRE REQUEST FOR PROPOSALS BEFORE MAKING YOUR
OFFER. FAILURE TO DO SO WILL BE AT THE OFFEROR'S OWN RISK AND RELIEF CANNOT BE SECURED
ON THE PLEA OF ERROR.
The Offeror acknowledges receipt of Addenda as follows:
Number
_______
_______
_______
Date
_______
_______
_______
The School Board of the City of Richmond does not discriminate against faith-based organizations in accordance with the Code of Virginia, §
2.24343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by
state law relating to discrimination in employment in the performance of its procurement activity.
Cover Sheet (Cont’d)
21-6997-11 District Wide Area Network Services
2
THIS SECTION MUST BE COMPLETED AND SIGNED BY AN AUTHORIZED REPRESENTATIVE OF YOUR
FIRM. IF THE INDIVIDUAL SIGNING IS NOT AN OWNER/OFFICER OF THE FIRM, PROVIDE SPECIFIC
AUTHORIZATION.
Further, the undersigned firm hereby warrants and certifies that to the best of their knowledge and belief:
(1) All information provided below and in any schedule attached hereto is true, accurate, and complete;
(2) The individual signing on Offeror’s behalf is authorized to bind the Offeror in any and all contractual matters
relating to this Request for Proposals;
(3) The Offeror, the individual signing on behalf of the Offeror, or any officer of the firm does not have any
business, financial, or personal relationships with any other persons, including School Board members, RPS
employees, officers, or executives; or companies that are in conflict with the Commonwealth of Virginia’s
Conflict of Interest Act or of any School Board terms and conditions;
(4) The Offeror has not employed or retained any firm or person other than a bona fide employee working solely
for the firm to solicit or secure this contract and has not paid or agreed to pay any firm or person other than a
bona fide employee working solely for the firm any fee, commission, percentage, brokerage fee, gifts, or other
consideration contingent upon or resulting from the award or making of this contract.
(5) The Offeror certifies that its equipment and services are compliant with the FCC’s Order (FCC 19-121)
prohibiting the sale, provision, maintenance, modification, or other support of equipment or services provided
or manufactured by Huawei, ZTE, or any other “covered company” deemed a national security threat.
In compliance with this request for proposal and to all the conditions imposed therein, the undersigned firm hereby
agrees to furnish all goods and services in accordance with the attached signed proposal or as mutually agreed upon by
subsequent negotiation. If the Offeror knowingly makes a material misrepresentation in submitting information to the
School Board, such misrepresentation will be sufficient grounds for rescinding an award to the Offeror.
OFFEROR INFORMATION:
Sign in ink and type or print requested information.
______________________________
(Official Signature in Ink)
______________________________
Print Name
______________________________
Title
______________________________
Name of Firm (Offeror)
______________________________
Date
______________________________
Federal Identification Number
_________________________________________________________________________
Offeror Business Address
______________________________
Print Telephone Number
______________________________
Facsimile
_________________________________________________________________________
If applicable:
Virginia Contractor License and Classification: ______________________________
21-6997-11 District Wide Area Network Services
3
TABLE OF CONTENTS
I. PURPOSE....................................................................................................................................................5
II. BACKGROUND ......................................................................................................................................... 5
III. STATEMENT OF NEEDS...........................................................................................................................8
IV. SERVICE LEVEL AGREEMENTS ........................................................................................................... 17
V. PREPARATION AND SUBMISSION OF PROPOSALS ........................................................................... 19
VI. EVALUATION, SELECTION AND AWARD PROCESS ......................................................................... 23
VII. PRE-PROPOSAL CONFERENCE............................................................................................................. 23
VIII. GENERAL TERMS AND CONDITIONS.................................................................................................. 24
IX. SPECIAL TERMS AND CONDITIONS .................................................................................................... 30
X. METHOD OF PAYMENT ......................................................................................................................... 35
XI. PRICING SCHEDULE .............................................................................................................................. 35
XII. ATTACHMENTS ...................................................................................................................................... 36
Appendix A Site Locations..................................................................................................................................... 37
Appendix B Table 2 - Diagram............................................................................................................................... 40
Attachment A Submission Instructions for Bidders and Offerors ............................................................................. 43
Attachment B - Vendor Data Sheet............................................................................................................................ 46
Attachment C Authorizations and Certifications...................................................................................................... 48
Attachment D Sample Standard Contract ................................................................................................................ 50
Attachment E Minority Business Participation Commitment Form .......................................................................... 56
Attachment G - Pricing Schedule............................................................................................................................... 57
21-6997-11 District Wide Area Network Services
4
I. PURPOSE
1. Purpose: The purpose of this Request for Proposals (RFP) is to solicit sealed proposals from qualified offerors
to establish a contract through competitive negotiation to furnish and provide Wide Area Network (WAN)
Services. The services will be provided for the School Board of the City of Richmond, a public body within the
Commonwealth of Virginia. All procurement transactions will be conducted in a manner that provides
maximum open and free competition consistent with policies and processes that comply with Title 2 CFR
§200.319(a) and the Code of Virginia Title 2.2, Chapter 43, Virginia Public Procurement Act (VPPA).
2. This is an E-rate solicitation and the associated Form 470 is 22006289. All artifacts relating to this RFP will be
associated with this Form 470 and available in the E-rate Productivity Center (see
https://forms.universalservice.org/portal/login).
3. Intent: This RFP contains the instructions governing how the proposal is to be submitted, the format in which
proposals are to be submitted, and the material to be submitted therein, along with evaluation criteria and
contractual terms and conditions. This RFP document is intended to detail the Distict’s environment, the
requirements for digital WAN services, and expected service levels of the network. Offerors must provide a
technical approach which will accomplish these tasks.
II. BACKGROUND
1. The School Board is the official governing body the District, and derives its authority from the Code of
Virginia. RPS is an urban, Pre-K12 Public School system with approximately 21,775 students. RPS is
comprised of a total of 61 locations thought the City of Richmond.
2. Definitions
a. “Agreement” shall mean Contract, Purchase Order, Memorandum of Understanding, and similar governing
documents.
b. Availability” or “Availableshall mean the degree to which a system, subsystem, or equipment is
operable and in a committable state at the start of a mission, when the mission is called for at a random
time. It is a probabilistic measure of the length of time a system or network is functioning.
c. “Contractor” shall mean the individual or firm who is a party to the resulting contract with the School
Board.
d. End-to-End Network Availability shall mean the total number of minutes in a billing month during which a
site SDP is available to exchange data with the District Datacenter at the level of service purchased by RPS
(i.e., bandwidth or committed information rate), divided by the total number of minutes in a billing month.
An outage may not represent 100 percent loss of connectivity between the SDP and the District Data
Center, or may also be a degradation in service where the ability to transmit information falls below the
purchased rate, regardless of cause.
e. Offeror, Vendor, and “Proposer” shall mean the entity submitting a proposal in response to this RFP to
which an award may be made.
f. “Purchasing Authority” shall mean Richmond Public Schools, the School Board, and authorized personnel.
g. “Richmond Public Schools (RPS),” or “District” shall mean the school administration, offices, and
employees.
h. “Service Provider” or “Contractor” shall mean the individual or firm who is a party to the resulting contract
with the School Board.
i. “Time to Restore Service” shall mean the time required for restoring service from a partial or total
disruption to the committed service level.
j. “Work” shall mean all the necessary requirements stated in the Statement of Needs and as may be required
under the terms of any resulting contract.
3. History
a. RPS currently has 1Gbps lines to most of its school and administrative building locations. There are five
(5) sub-hubs (aggregation sites), each with multiple locations connecting to them. Two of the sub-hubs
21-6997-11 District Wide Area Network Services
5
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