Request for Proposal Maintenance Service of Internal Connects

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					Request for Proposal – Maintenance Service                           Coffee County School System

                                      Coffee County Public Schools

                                Request for Proposal
  Maintenance Service of Internal Connects
                                             Erate Funding Year 13

December, 2008                                                                                     Page 1
Request for Proposal – Maintenance Service                                  Coffee County School System


Coffee County School system invites vendors to submit proposals in accordance with the terms
and conditions of this Request for Proposal (RFP). This RFP provides the requirements and
evaluative criteria for maintenance services and requests a detailed response from all prospective
vendors, including pricing and service descriptions, in a specified format.

Our goals in selecting a maintenance services provider include reducing operating costs and
improving our existing WAN and Internet services through increased product and service
performance, enhanced accessibility and security, and greater flexibility in pricing options.

                      The work and/or equipment proposed in these specifications
                          are dependent upon receipt of Year 13 (2010-2011)
                    E-Rate Funding for Basic Maintenance of Internal Connections


Vendors submitting responses to this Request for Proposal agree to provide discounted billing for
products and/or services associated with the projects and seek reimbursement of the discount
according to the invoicing guidelines of the Schools and Libraries Division. The Owner will pay
for the discounted portion of all invoices when all products and/or services listed on the invoice
are delivered in accordance with the contract. Should E-rate funding not become available, the
Owner stands ready to pay the full contracted amount.

Background Information

Coffee County School System is located in Douglas, Georgia, Coffee County. There are 14
separate sites within the system that are connected to the Internet through a WAN comprised of
fiber connectivity.

General Conditions

This RFP is not a contract offer. Acceptance of a proposal neither commits Coffee County School
System to award a contract to any vendor, even if all requirements stated in this RFP are met, nor
limits our rights to negotiate in our best interest. We reserve the right to contract with a vendor
for reasons other than price.

Failure to answer any questions in this RFP may subject the proposal to disqualification. Failure
to meet qualifications and requirements will not necessarily subject a proposal to disqualification.

It is important that the vendor understand that this service has been included on the Coffee
County School System’s E-Rate application which, if approved, will entitle us to approximately
80%-90% discount through the Universal Fund. If you are not familiar with this process please

Valid Period of Offer

December, 2008                                                                                            Page 2
Request for Proposal – Maintenance Service                                 Coffee County School System

The pricing, terms, and conditions stated in your submitted proposal must remain valid for 60
days from the date of delivery of the proposal to Coffee County School System.

Right of Rejection

We reserve the right to accept or reject any or all responses to this RFP and to enter into
discussion and/or negotiations with one or more qualified vendors at the same time, if such
actions are in the best interest of Coffee County School System.

Cost of Proposals

Expenses incurred in the preparation of proposals in response to this RFP are the sole
responsibility of the vendor.

Instructions and Target Dates

The following section includes information governing the preparation and due dates of the
proposal to be submitted.


RFP Submission
RFPs should be submitted in a sealed envelope addressed to the following no later than
11 AM EST, Monday, November 30, 2009. Bids must be received at the Coffee County
Board of Education by this date. Envelopes should be marked "BID." No faxed copies
will be accepted. The acceptance of any or all alternatives will be at the discretion of the
School System.

Send RFPs to:
Sharon Joiner
Director of Technology
Coffee County School System
1311 South Peterson Ave.
Douglas, GA 31533

Feel free to call or e-mail ( if you have any questions.
Phone: 912-364-2086, Ext. 248

December, 2008                                                                                           Page 3
Request for Proposal – Maintenance Service                                        Coffee County School System

                                             Schedule of Events

                           Date                                                Event
11: AM Monday, November 2, 2009                         Distribute RFP via

11 AM, Monday, November 30, 2009                        Receipt of Proposals

1:00 PM, Tuesday, December 1, 2009                      Opening of Bids, Committee Review of Bids – Make
                                                        Recommendations for Selected Vendors

1:00 PM, Thursday, December 2, 2009                     Review by Comptroller of Recommended Vendors

6:00 PM, Thursday, December 14, 2009                    Board of Education Approval of Vendor Selections

1:00 PM, Friday, December 15, 2009                      Announcement of Vendor Selection


Required Proposal

Each proposal must include the information requested on the specified RESPONSE FORM that


Coffee County School System evaluates and weighs the follow criteria when considering our
future provider of a wireless communication services. These standards are listed in descending
order of importance.

                 Evaluation Criteria                                           Weight

Cost effectiveness of service                                                   30%

Prior Experience of the vendor.                                                 25%

Personnel qualifications                                                        20%

Management Capability                                                           15%

ERate form completion support                                                   10%

                                                Total                          100%

December, 2008                                                                                                  Page 4
Request for Proposal – Maintenance Service                                Coffee County School System

Maintenance Services Requested include:

To provide outsourced technical support for basic maintenance that ensures the necessary and
continued operation of erate eligible internal connection components at eligible locations. The
quote should include provision for 200 hours of technical support, for the year 2010-2011 ERATE
(7/1/2010-6/30/2011), to ensure connectivity and functionality of the network which includes
all equipment and software for the LAN’s and WAN, as well as the security devices that are
presently in place. The vendor must have a technician on staff with the following credentials:
CNE, MCSE, extensive knowledge of server configurations and ability to resolve technical issues
expeditiously. The vendor must be able to respond to calls within one hour and be on site
within 24 hours. A list of specific services included in the vendor's proposal must be included in
proposal and ALL services must be erate eligible.

Coffee County School System is requesting the 200 hours of technical support be quoted as

LCBOE is requesting the 200 hours of technical support be quoted in two (2) different options:

Option 1

200 hours of technical support set up under a purchase order and used as needed. Payment
would be made as service is provided.

Option 2

A per hour rate for technical support as needed, not to exceed a predetermined amount.

Vendor should realize that the total quote submitted should be based on the top level
technicians’ hourly rate times 200 hours. The total yearly expenses incurred regarding the
maintenance will depend upon the “as needs basis” for required services.

December, 2008                                                                                          Page 5
Request for Proposal – Maintenance Service                                   Coffee County School System

                      FORM FOR PROPOSAL SUBMITTAL

To accompany proposals submitted for maintenance contract services for Coffee County
School System.

Name of Vendor’s Firm: ____________________________________

Name of Company Representative:               ____________________________________

Business Address:                             ________________________________________________


Phone Number:                                 ____________________________________

When Organized?                     ______________________________________________

Where Organized?                    ______________________________________________

Partnership _______                                 Corporation __________

Vendor must provide a Service Provider Information Number Assigned by the Schools and
Libraries Division (SLD).

SPIN Number: ___________________

How many years have you been engaged in this business under the present firm name?

December, 2008                                                                                             Page 6
Request for Proposal – Maintenance Service                                 Coffee County School System

Please attach to this statement at least five references, including: (name, address, title, phone
number and brief description of work performed, including dates of work)

Attach a copy of your firm’s Telecommunications Low-Voltage License, BICSI registration for
distribution designer, and/or any other certifications and qualifications.

The above statements must be subscribed and sworn before a Notary Public.

Date:                _______________________________

Firm Name:           _______________________________

By:                  _______________________________

Title:               _______________________________

                                     (Notary Public)

December, 2008                                                                                           Page 7
Request for Proposal                                                             Coffee County School System


Name of Vendor’s Firm:           ____________________________________

SPIN Number:                     ____________________________________

By:                    _______________________________

Title:                 _______________________________

Date:                  _______________________________

                                (Notary Public)

To accompany proposals submitted for maintenance contract services for Coffee County School

1. Maintenance Service Contract Price (For the purpose of cost proposal submission the total will be
based on the top level technician’s hourly rate (See RFP). Therefore the total for the year would not
exceed that amount, but may be lower depending upon type services needed.)



Contractor shall list any exceptions to these specifications or general conditions.

The Owner reserves the right to reject any or all bids and to waive any informality in the bidding. No bid
may be withdrawn for a period of thirty days subsequent to the opening of bids without written consent
of the Owner.

December, 2008                                                                                             Page 8