Athens City Schools Web Hosting Bid Page 1 of 5
ATHENS CITY SCHOOL SYSTEM
219 Christine Street
ATHENS, AL 35611
TELEPHONE (256) 233-6635, ext.21
FAX (256) 233-5906
REQUEST FOR BID
Web Hosting Services
The Athens City School System is requesting bids for web hosting services. As
required by e-rate, the contract year will be July 1, 2009 though June 30, 2010.
However, the contact shall have an optional extension for an additional two years if
requested by the school system. The Athens City School System includes four
elementary schools, one intermediate school, one middle school, one high school, and
a district office.
The selected service will provide an easy to use, attractive, and flexible interface
allowing ACS personnel to post information on individually authorized district/school
I. Response Submission
Responses to this RFB must be sealed, marked as a request for bid, and received by
Dr. Chris Hamilton, 219 Christine Street, Athens, AL 35611, on or before 10:00 a.m.,
January 5, 2008. It is the responsibility of the bidders to ensure that their responses
arrive in a timely manner. Late arrivals will be rejected. Bids must be submitted for all
services being requested, partial bids will be considered non-responsive. Faxed bids
will not be accepted. Bids will be opened immediately following the deadline on
January 5 at 219 Christine Street. All bids shall remain in place for 90 business days
and may be accepted or rejected by the owner at any time prior to the expiration of this
Questions concerning this request must be directed to Dr. Chris Hamilton, Coordinator
of Technology Resources, Chris.Hamilton@acs-k12.org.
Bidders must submit a bid bond in the amount of $1,000 on any contract exceeding
$10,000. This must be in the form of a bid bond or a certified check. The Athens City
School System reserves the right to alter or vary quantities, or the right to purchase
additional materials above those stated herein.
II. Method of Award
The award will be made to the lowest responsible bidder most closely meeting the
requirements and specifications. The following factors will be considered in
determining the lowest responsible bidder: overall price and quality (Conformity with
specifications), customer support information, time for implementation, training
required/provided, and other reasonable factors).
Athens City Schools Web Hosting Bid Page 2 of 5
In the event the low bidder refuses to accept the entire requirements in a category
without deviation, the bid will then be considered non-responsive.
Companies interested in bidding must have a green-light status as rated by the
Federal Communications Commission (FCC) as required for e-rate purposes.
Vendors must provide Athens City Schools with a valid service provider identification
number (SPIN) as provided by the Schools and Libraries Division of the Universal
A refusal by the first low bidder may result in the bids being awarded to the next
lowest bidder meeting requirements and specifications.
The School System my elect to nullify the contract should the School System fail to
secure e-rate funding for the services requested,
The Athens City School System reserves the right to accept or reject any or all bids.
The award will be made in accordance with the Code of Alabama 1975 Section 41-
The decision of the Athens City School System will be final.
III. Contract Period
As required by e-rate, the contract year will be July 1, 2009, through June 30, 2010.
The contract should have an optional extension for an additional two years if
requested by the school system.
The System may elect to nullify the contract should the System fail to secure e-rate
funding for the services.
The System reserves the right to cancel the contract with the vendor for non-
performance at any time during the contract period. Non-performance includes, but
is not limited to failure to supply quality service, failure to provide services for the full
term of the contract, poor billing and customer service, failure to maintain green-light
status with the FCC, violation of e-rate service provider rules with respect to e-rate-
subsidized services, and failure to maintain status as an authorized representative of
The vendor should attach technical documentation/literature supporting the
specifications of the services being bid. Without this supporting
documentation/literature, the bid will be rejected.
V. Included Services - Prices should include the following areas of service:
The service provides unlimited users and multi-level groups with permission
The service is compatible to both PC and Mac machines (as clients).
The service is deployed on multiple servers for redundancy and instant
The service features verifiable back-up processes to ensure no content loss.
The service is compatible with all modern browsers including IE 5.X and higher.
Athens City Schools Web Hosting Bid Page 3 of 5
The service is web-based and features a single application and interface for all
The service provides on-site training of district and school personnel.
The service does not require vendor software to be loaded on the client machine.
The service does not require the user to have knowledge of HTML for any
The service allows content to be previewed before final publication to the site.
New websites can be created by copying existing ACS websites and making any
The service allows timetables to be placed on postings.
User rights can be set at the individual user level or at the user group level.
User accounts include log-in, password, rights/permissions, and e-mail
The service allows the posting of all major file types including Word documents,
spreadsheets, PowerPoint presentations, .JPG files, and Adobe files. (Please
specify any file types not supported by your service.)
The system comes with existing standard templates for web-page layout.
Users are not required to define a template for every piece of content entry.
Existing content on the ACS websites can be migrated into the new service
without retyping the text and for no additional fees.
The content creation interface mirrors the basic functionality found within the
Microsoft Word application including copy, paste, cut, bold, italicize, hyperlinks,
The service allows tables, graphics, charts, etc. to be entered easily by the user.
Links can be added by users and can be associated with other web pages (both
external and internal), documents or acceptable files.
The service allows teacher-level websites to be created and maintained.
The service will allow ACS to continue using all currently registered domains.
The service includes an integrated comprehensive survey and polling generation
The service is accessible to remote users via only an internet connection.
The service provides a WYSIWYG (What you see is what you get) editing
interface for web content.
Web pages can be copied/pasted from one part of the site structure to another.
Images can be used as links to other pages or to files.
Service provides standard website usage reports such as number of hits per
website or webpage, etc.
The service allows user to name (alias) the URL instead of using the IP number.
The service contains a profanity and content filter.
Bidder must include a minimum of three past performance references with contracts
of this nature, scope and size. References must include company/agency name, key
contact name, address, e-mail address and phone number. Bidders must describe the
type of work performed under each contract being used as a reference.
Athens City Schools Web Hosting Bid Page 4 of 5
VII. Method of Award
The award will be made in accordance with the Code of Alabama 1975, Section 41-16-
50. The School System reserves the right to accept or reject any or all bids and will
award the bid to the lowest responsible bidder meeting requirements and specifications.
The decision of the Athens City School System is final.
Vendors must be willing to provide the school system’s e-rate discount as approved by
the Schools & Libraries division of The Universal Service Administrative Company
through the monthly invoice. Vendors will be expected to process their portion of
paperwork in a timely manner.
No invoice shall be paid until all items or work have been completed in a satisfactory
manner including the completion of all mutually agreed upon acceptance criteria and
satisfactory completion of all relevant business case scenarios.
Athens City Schools will only pay the amounts remaining after the E-rate discounts are
applied, upon approval of completion of work and in accordance with all legal
Athens City Schools Web Hosting Bid Page 5 of 5
Please use this sheet to submit your bid. Bids covering only parts of the proposal will
not be considered.
The undersigned person declares that he/she is legally authorized to bind the firm hereby
represented and the firm being represented is authorized to do business in Alabama. The
undersigned further certifies that he/she has examined and fully comprehends the requirements
of the RFB.
Name of Company Submitting Bid: _______________________________________________
Address of Company: __________________________________________________________
Name of Company Representative Submitting Bid: ___________________________________
Signature of Company Representative Submitting Bid: ________________________________
Telephone Number: ____________________ Email Address: _________________________
Service Price Per Site TOTAL
Athens City Schools
District Web Hosting
School Web Hosting (7 Schools)
Web Site Set-Up