Request for Proposal Network Infrastructure RFP 19

Request for Proposal

Network Infrastructure

RFP 19.0017

Issue Date: 01/18/2019 Proposal Due Date: 02/15/2019 Contracting Officer: Lisa True

RFP 19.0017 – NETWORK INFRASTRUCTURE

2 INTERNAL Revision 2.15.17

TABLE OF CONTENTS

REQUEST FOR PROPOSAL

RFP 19.0017 NETWORK INFRASTRUCTURE

PAGE

SECTION I: REQUEST FOR PROPOSAL PURPOSE AND SCHEDULE ................................ 3

SECTION II: INSTRUCTIONS TO CONTRACTORS .................................................................. 4

SECTION III: GENERAL CONTRACTUAL TERMS & CONDITIONS..................................... 8

SECTION IV: SPECIAL CONTRACTUAL TERMS & CONDITIONS ..................................... 15

SECTION V: SPECIFICATIONS ........................................................................................................ 18

SECTION VII: CONTRACTOR QUESTIONS ................................................................................ 20

SECTION VIII: FEE PROPOSAL ..................................................................................................... 21

SECTION IX: EXCEPTION TO SPECIFICATION FORM ......................................................... 22

SECTION X: NOTARIZED FAMILIAL DISCLOSURE STATEMENT ..................................................... 23

SECTION XI: CONTRACTOR INFORMATION FORM ............................................................................... 24

SECTION XII: IRAN ECONOMIC SANCTIONS ........................................................................................ 25

SECTION XIII: CERTIFICATION................................................................................................................... 26

APPENDIX A- SPECIFICATIONS .................................................................................................................... 27



SECTION I: REQUEST FOR PROPOSAL PURPOSE AND SCHEDULE

1. PURPOSE

Ann Arbor Public Schools is requesting proposals for network infrastructure within the district as specified in RFP.

2. BACKGROUND INFORMATION Ann Arbor Public Schools (AAPS) was founded in 1905 and it serves the City of Ann Arbor and eight surrounding townships covering 125 square miles. AAPS educates approximately 16,815 students in 32 schools and one on-line academy. AAPS is proud of our diverse student body representing 85 counties and 64 different languages. AAPS is an autonomous, tax-supported public school district governed by Michigan General School Laws. The district, supported by the AAPS Board of Education, has a practice and philosophy of encouraging, cultivating and working with contractors who pay fair wages, have diverse and historically underrepresented ownership (HUB), are locally based, and have the professional expertise that has been traditionally found in companies employing union trained workers and those that have a track record of excellence. We also affirm the importance of the fiscal stewardship required when managing public monies on behalf of our students, and prioritize placing those resources closest to our educational mission.

3. REQUEST FOR PROPOSAL SCHEDULE Deadline to submit clarifying questions 01/28/2019 by 4:00PM EST Responses to questions to be posted 02/01/2019 by 4:00PM EST Proposal due date 02/15/2019 by 2:00PM EST



SECTION II: INSTRUCTIONS TO CONTRACTORS

The Board of Education of Ann Arbor Public Schools which is located at 2555 S. State Street, Ann Arbor, MI 48104 is accepting proposal for RFP 19.0012 – TURF FIELDS in accordance with the attached specifications. 1. PROPOSAL DUE DATE

Each contractor shall hand deliver or express mail one (1) original proposal, three (3) proposal copies and one (1) electronic flash drive with a copy of proposal and excel pricing form shall be submitted within a sealed envelope clearly labeled. Contained within each sealed proposal shall be an additional sealed envelope clearly marked fee proposal containing one (1) original fee proposal which all documents shall be received no later than February 15, 2019 by 2:00 PM, local time as established by the U.S. Atomic Digital clock (http://nist.time.gov). It is the sole responsibility of the contractor to ensure their proposal reaches Ann Arbor Public Schools on or before the closing date and time as indicated. Proposals submitted late or via oral, electronic mail or by facsimile will NOT be accepted. Late proposals will not be accepted.

2. FEE PROPOSAL The contractor shall utilize fee proposal forms as supplied in the RFP document. Pricing shall only be provided in the specific format requested. The fee proposal and/or pricing shall not be placed within your written proposal. Note: Contractor shall provide one (1) electronic copy of proposal and proposal pricing in excel format on a flash drive.

3. PROPOSAL DELIVERY Contractors shall hand deliver or express mail to: Ann Arbor Public Schools Linda Newton, Assistant Director, Finance & Purchasing RFP 19.0017 NETWORK INFRASTRUCTURE 2555 S. State Street Ann Arbor, MI 48104

4. LATE PROPOSALS

Late proposals will not be accepted. All late proposals will be rejected and destroyed after ten (10) days, unless otherwise notified to return to the proposal, at the contractor’s expense. Proposals postdated will constitute as late.

5. BUILDING CLOSURE

In the event the Ann Arbor Public Schools Balas Building and/or district buildings are closed due to unforeseen circumstances on the day proposals are due, proposals will be due at the same time on the next business day that the district school building is open.

6. DISCLOSURE STATEMENT

In compliance with MCL 380.1267 a sworn and notarized statement disclosing any familial relationships that exist between the contractor or any employee of the contractor and any member of the Ann Arbor Public Schools Board or the Ann Arbor Public Schools Superintendent. Proposals without a sworn and notarized disclosure statement shall not be accepted.

7. ADDENDA

All clarification questions pertaining to this RFP shall be submitted in writing via email to: [email protected] by date specified within the RFP schedule. Questions and answers will be posted in addenda to Michigan Inter-governmental Trade Network (MITN) at www.bidnetdirect.com/mitn. Proposals who do not comply may be disqualified.

http://nist.time.gov/

mailto:[email protected]

http://www.bidnetdirect.com/mitn



It is the contractor’s responsibility to check for any changes, posted questions and answers, and/or addenda to this solicitation prior to submitting their proposal. Ann Arbor Public Schools will not be bound by oral responses to inquires or written responses other than written addenda. Contractors are required to acknowledge all addenda in their proposal, which they have received. The failure to receive or acknowledge receipt of any addenda may result in rejection of your proposal as being non-responsive.

8. RESPONSIBILITY

It is the proposal’s responsibility to check for any changes, posted questions and answers, and/or addenda to this solicitation. Proposals are responsible for checking www.bidnetdirect.com/mitn website prior to proposal submission. Proposals who do not acknowledge addenda within their proposal response may be disqualified from the RFP process.

9. VERBAL REPRESENTATION Proposals shall contain in writing all the terms and conditions of the offer being made. Verbal representations made before or after proposals are submitted will not be considered unless they are made in answer to questions asked by the district or its representatives and are followed up in writing.

10. EXCEPTIONS Proposals shall meet or exceed all specifications herein. Any and all deviations from specifications shall be clearly detailed in the exception to proposal specification form; otherwise, it will be considered that items offered are in strict compliance with the specifications, and the successful proposal will be held responsible thereof.

11. PROPOSAL FORMS The contractor shall utilize and complete fully the proposal forms as supplied in the RFP. If proposal forms are altered, contractor could be disqualified. In the event a discrepancy in price exists between the numerical and written amount, the written amount will prevail.

12. CONTRACTOR QUESTIONS FORM

Each proposal is required to respond to the questions where specified. If you would like to attach documentation to support your other answers, please do so. Responses shall be concise and stand on their own. The quality of the response to the RFP will be viewed as an example of the contractor’s capabilities.

13. COMMUNICATION WITH ANN ARBOR PUBLIC SCHOOLS’ STAFF Any and all communication shall go through the procurement contact listed in RFP. If a contractor works with Ann Arbor Public Schools staff on other projects and shall communicate with an individual that is involved with this RFP, the proposal shall contact the procurement contact for approval. Failure to comply with this may be grounds for disqualification.

14. IRREVOCABILITY OF PROPOSALS All proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the due date for receipt of proposals set forth above. A proposal may withdraw their proposal at any time prior to the proposal due date and time.

15. PROPRIETARY CONFIDENTIAL INFORMATION

Any proprietary or confidential material (financial statements, etc.) that was submitted by a proposal and is clearly marked as such will be returned upon request. Marking the entire proposal as confidential will not be accepted or honored. Remaining non-confidential material




in the proposal, including proposed costs and compensation, will be maintained for the official files and will be subject to the Freedom of Information Act, MCL 15.231 et. Seq.

16. PROPOSALS COSTS Ann Arbor Public Schools shall not be responsible for any cost or expense the contractor incurs during the preparation or award of this proposal.

17. MISREPRESENTATIONS

If it is discovered, prior to an award, that a proposal contains false, misleading, or otherwise inaccurate information, the proposal will immediately be disqualified. If it is discovered, after a contract has been executed, that the contractor had provided false, misleading, or otherwise inaccurate information, the contract may be terminated.

18. PROPOSAL INTERVIEWS AND DEMONSTRATIONS

Ann Arbor Public Schools may, at its option, elect to conduct interviews and/or demonstrations with selected contractors, or request to visit the contractor’s site for proposals that are under active consideration. Ann Arbor Public Schools is not required to hold such presentations and is not obligated to provide all contractors with such an opportunity.

19. SOLE PROPOSAL If only one (1) proposal is received in response to the RFP, the district reserves the right to extend the due date or require a detailed cost analysis from contractor. A cost/price analysis and evaluation shall be performed to determine if the price is fair and reasonable.

20. OFFICIAL DOCUMENTS

The authorized version of the proposal document and addenda shall be that document appearing on Michigan Intergovernmental Trade Network (MITN) at www.bidnetdirect.com/mitn. Ann Arbor Public Schools officially distributes proposal documents through the MITN. Copies of documents obtained from any other source are not considered official copies. Only those contractors who obtain documents from the MITN system are guaranteed access to receive addendum information, if such information is issued. If you obtained this document from a source other than MITN, it is recommended that you register on the MITN site, and obtain an official copy and any addenda.

21. NOTIFICATION OF AWARD

Upon approval by the Board of Education, Ann Arbor Public Schools will make available the information regarding the award and the proposal tabulation. This may be downloaded via www.bidnetdirect.com/mitn.

22. PROPOSAL ACCEPTANCE/REJECTION The Board of Education reserves the right to accept or reject any or all proposals or alternative proposals, in whole or in part, with or without cause; to waive any informalities herein; or for reasons of establishing uniformity, to award the contract to other than the lowest contractor in the sole discretion of the Ann Arbor Public Schools.

23. GIFTS, GRATUITIES OR KICKBACKS Acceptance and the offering of gifts, gratuities or kickbacks from contractors to Ann Arbor Public Schools employees and their family members or the members of the Board of Education are strictly prohibited.

24. OPEN PROCUREMENT Ann Arbor Public Schools reserves the right to accept any item or group of items proposed in any response. Ann Arbor Public Schools reserves the right to purchase more or less of each item or service at the unit price offered in the contractor’s response and will discuss such decisions with all parties involved.





25. BEST AND FINAL OFFER (BAFO)

The objective of negotiations is to maximize the ability to obtain the best value for the district. The discussions shall be based on the requirements and evaluation factors of the RFP, which may include cost, price, technical approach, performance, experience and other terms and conditions. BAFO shall be evaluated in the same manner as the initial offer, using evaluation criteria within the RFP.

26. NEGOTIATE Ann Arbor Public Schools reserves the right to negotiate with contractors to provide the best value for the District.

27. MODEL/ITEM REPLACEMENT In the event that the contractor markets materials, products, and/or services that is newer, less expensive, or better suited to the needs of Ann Arbor Public Schools after the date of the contract pursuant to this proposal document, Ann Arbor Public Schools shall have the right to cancel any portion of the service under that contract and be granted a credit towards the purchase price of any such newer materials, products, and/or services, as herein specified. The contractor shall provide Ann Arbor Public Schools with timely notice of the availability of such newer materials, products, and/or services.

28. CONTRACTOR DEBRIEFING The contractor can request a debriefing conference within five (5) business days after the award board date. The debriefing shall be held within five (5) business days of the request and will be scheduled for a maximum of one hour. Discussion at the debriefing conference will be limited to the following: a. Evaluation and scoring of the contractor’s proposal. b. Critique of the contractor’s proposal. c. Review of the contractor’s final score in comparison with other contractor’s final scores

without identifying the contractors.

29. SERVICE OF PROTEST AND DISPUTES Protests may be served by an actual or prospective contractor or contractor who is connection with this solicitation or award or any contract resulting from this solicitation to the Purchasing Department at [email protected]. Any protest shall be submitted in writing within seven (7) business days after the tentative award or BOE award, whichever comes first.

mailto:[email protected]



SECTION III: GENERAL CONTRACTUAL TERMS & CONDITIONS

1. CONTRACTOR STATUS

Contractor is retained by Ann Arbor Public Schools only for the purposes and to the extent set forth in this contract. Contractor’s relation to Ann Arbor Public Schools shall only be that of an independent contractor. Both parties understand and agree that this contract is not intended and shall not be construed to create an employment relationship between district and contractor, its officers, employees, or agents. Contractor shall at no time represent itself to be an employee or agent of Ann Arbor Public Schools and shall not be considered as having employee status or being entitled to participate in any plans, arrangements or distributions of Ann Arbor Public Schools pertaining to or in connection with any fringe, pension, workers’ compensation, unemployment or similar benefits for Oakland School’s employees. Contractor shall retain sole and absolute discretion in the methods and means of carrying out contractor’s activities and responsibilities under this contract, except to the extent specified in this contract.

2. TAXES Ann Arbor Public Schools is exempt from paying sales tax. Exemption certificates will be

provided upon request. 3. TERMINATION RIGHTS Ann Arbor Public Schools may terminate this contract with or without cause upon thirty (30)

days prior written notice to the contractor. For purposes of this contract, the term “cause” shall mean: the failure by the contractor to comply with any of the material terms of this contract after being given written notice of such failure by Ann Arbor Public Schools and the failure to cure such condition, and provide a written response to Ann Arbor Public Schools detailing how it was cured and what steps are being taken to prevent the failure from occurring again, within fourteen (14) days after receipt of such notice. Contractor will be paid only that amount which has been incurred for work completed up to the date of termination. Contractor will not be eligible for any anticipatory profits or fees for future work beyond the termination date of this contract.

4. ANN ARBOR PUBLIC SCHOOLS CONTRACTOR PAYMENT POLICY & PROCEDURES All payments are conditioned upon properly documented proof of performance on an original

invoice submitted by contractor to Ann Arbor Public Schools itemizing all amounts invoiced for goods and/or services. Payment will be made no later than thirty (30) days after receipt of said invoice to the accounts payable department. Invoices shall be submitted to Ann Arbor Public Schools, Accounts Payable, 2555 S. State Street, Ann Arbor, MI 48104. Invoices shall include the following information: purchase order number, contractor name and/or DBA, contractor address, number of hours worked, dates of work, rate, unit and total price, and detailed description of service/materials provided. Contractor shall maintain all records and documentation regarding payment for at least three (3) years following the date of final payment from Ann Arbor Public Schools under the contract. All amounts paid to contractor under this contract will be reported to the Internal Revenue Service as required by law and Ann Arbor Public Schools will timely issue a Form 1099 to the contractor. Except as otherwise specifically provided herein, each of the parties hereto shall pay its respective counsel fees, accounting fees, and other costs and expenses incurred in connection with the performance of this contract.



5. EXPENSES Under no circumstances will contractor be paid, or reimbursed, for any expenses for

entertainment, alcohol or other similar personal expenses, or any other expenses which are illegal.

6. CONFIDENTIALITY

The information contained in the request for proposal is intended solely for internal use by the contractor in its proposal preparation. All information contain herein is proprietary and shall not be distributed to any third party, except as required by law. Further, any information obtained by contractor, or any reports prepared or supplied (including information contained therein) to Ann Arbor Public Schools under the performance of the services shall not be directly or indirectly disclosed by contractor without the express written permission of Ann Arbor Public Schools.

Contractor(s) will at no time make any news or advertising releases pertaining to the proposal document for any purpose without the prior written approval of, and in coordination with, Ann Arbor Public Schools.

7. FREEDOM OF INFORMATION ACT The proposals and supporting materials become the property of Ann Arbor Public Schools

and are subject to public access according to the Michigan Freedom of Information Act, MCL 15.231 et. Seq.

8. EXECUTION OF CONTRACT The contract entered into by the parties shall consist of all parts of this request for proposal

including specifications, drawings, addenda, contractor’s submitted proposal, purchase order, which all shall be referred to collectively as the contract documents.

9. SUBMITTALS

The contractor shall submit all product and/or service warranties, and any maintenance or license agreements for all proposed equipment and services.

10. IMMUNITIES This agreement shall not be construed to create any right or benefit for any person who is not

a party to this Agreement. The relationship between the district and the contractor is that of independent contracting parties. It is not intended in any way to create a legal agency, partnership, joint venture or employment relationship. The contractor shall at all times maintain its independent status and both parties acknowledge that neither is an agent, partner, joint venture or employee of the other for any purpose.

Contractor shall be responsible for paying all applicable taxes and fees including but not

limited to excise tax, federal and state and local income taxes, payroll and withholding taxes, unemployment taxes, and workers’ compensation payments for its employees and shall indemnify and hold the district harmless for all claims arising under such taxes and fees.

11. TOBACO/ALCOHOL ON SCHOOL PREMISES Smoking, the use of tobacco products, or alcohol shall not be permitted on the school

property at any time.

12. NONDISCRIMINATION The contractor hereby agrees to comply with all applicable federal, state, municipal and locale

equal opportunity and nondiscrimination guidelines, regulations and executive orders, and covenants that neither the contractor nor any of the contractor’s subcontractors will discriminate against an employee or applicant for employment with respect to hire, tenure terms, conditions or privileges of employment, or in a manner directly or indirectly related to



employment, because of sex, race, color, national origin, religion, height, weight, marital

status, sexual orientation (subject to limitations of applicable law), age, or disability in its programs, services, activities or employment. Failure on the part of the contractor to comply

with said guidelines and regulations shall, upon reasonable notice, constitute grounds for Ann Arbor Public Schools to revoke and otherwise terminate the contract and all obligations of the school district there under.

13. GUARANTEES BY THE CONTRACTOR The contractor guarantees: That all delivered material, equipment and/or service shall be as

proposed. No substitutions will be accepted unless prior to delivery material/equipment has been inspected, found to be equal to the item(s) specified, and approved in writing by an Ann Arbor Public Schools representative; that all materials, products and service offered is standard, new, latest, model of regular stock product or as required by the specifications type of equipment or furniture offered; also that no products/materials have been submitted or applied contrary to manufacturer’s recommendations and standard practice.

14. INSURANCE REQUIREMENTS TO BE MET BY THE SUCCESSFUL CONTRACTOR(S) Contractor agrees, at its sole cost and expense, to purchase, prior to the commencement

of services, and maintain the following insurance coverages in the minimum amounts indicated for the entire duration of the contract. All coverage shall be with insurance carriers licensed and admitted to do business in Michigan and acceptable to Ann Arbor Public Schools.

a. Commercial General Liability Insurance with limits of two million dollars

($2,000,000) aggregate and not less than one million dollars ($1,000,000) per occurrence for bodily injury, death, and property damage, including personal injury, contractual liability, independent contractors, broad-form property damage, and products and completed operations coverage;

b. Workers’ Compensation including Employer’s Liability Coverage of five hundred thousand dollars ($500,000) per occurrence for all employees engaged in services or operations under this Contract in accordance with state law;

c. Automobile Liability with limits of one million dollars ($1,000,000) each occurrence combined single limit of liability for bodily injury, death, and property damage, including owned and non-owned automobile coverages, as applicable.

d. Professional Liability Insurance (Errors & Omissions) of one million dollars ($1,000,000) each occurrence (only if requested in special Term and Conditions).

To the extent that any insurance coverage required under this paragraph is purchased on a “claims-made” basis, such insurance shall cover all prior acts of contractor during the term of this contract, and such insurance shall be continuously maintained until at least three (3) years beyond the expiration or termination of this contract.

The insurance policies are to contain, or be endorsed to contain, the following provisions: Additional Insured Status: Ann Arbor Public Schools, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations.

The required coverage as described above shall include an endorsement stating the following:

“It is understood and agreed that thirty (30) days advance Notice of Cancellation, Non-Renewal, Reduction and/or Material change shall be sent to: Finance & Operations, Ann Arbor Public Schools, 2555 S. State Street, Ann Arbor, MI 48104. If such insurance is not in force, Ann Arbor Public Schools may, at its option, terminate and cancel the contract.



15. COMPLIANCE Contractor agrees to comply with all federal, state, and local laws, rules, regulations,

executive orders and ordinances that may be applicable to the Contractor performance of its obligations under this contract.

16. ANN ARBOR PUBLIC SCHOOLS RIGHT TO COMPLETE In the event the contractor shall fails, neglects, or refuses to perform any and all services

under this contract, Ann Arbor Public Schools may perform or hire another contractor for such duties under the contract and charge the contractor, or deduct the difference in cost from subsequent payments.

17. ASSIGNMENT AND SUBCONTRACTING Contractor does not have the right to assign or subcontract all or any portion of this contract

without the written approval of the purchasing department.

18. GENERAL INDEMNIFICATION AND HOLD HARMLESS Contractor agrees to indemnify, defend and hold harmless Ann Arbor Public Schools, its Board

of Education, in their official and individual capacities, employees, agents, contractors, successors and assignees, from and against any and all costs, expenses, damages, and liabilities, including reasonable attorney’s fees, arising out of the: (i) negligent act or willful misconduct of the contractor, its officers, directors, employees, successors, assignees, contractors and agents; (ii) any breach of the terms of this contract by contractor; or (iii) any breach of any representation or warranty by contractor, its officers, directors, employees, agents, successors or assigns under this contract.

19. INTELLECTUAL PROPERTY INDEMNIFICATION Contractor warrants that its performance of the services under this contract does not infringe

on or violate any copyright patent, trade secret or other property interest of a third party. The contractor shall obtain written permission to use any materials, documents, writing, publications, software, recording or procedure, whether in written, video, audio or other media format, attributed to another (whether copyrighted or not) and proof of such written permission shall be submitted to Ann Arbor Public Schools with the work product of another proposed to be used by the contractor. Contractor agrees to indemnify, defend and hold harmless Ann Arbor Public Schools, its Board of Education, in their official and individual capacities, employees, agents, contractors, successors and assignees, from and against any and all liabilities, damages, costs and expenses, including reasonable attorney fees, incurred in connection with any claim or suit brought against Ann Arbor Public Schools arising from any claims of violation of any copyright, patent or trade secret by any third party resulting from contractor’s or Ann Arbor Public Schools’ use of any equipment, software, technology, documentation and/or any other materials, documents, writing, publications, software, recording or procedure, whether in written, video, audio or other media format provided by contractor under this contract; provided that contractor is notified in writing within thirty (30) days from the date the district knew of such claim. Ann Arbor Public Schools retains the right to offset against any amounts owed contractor hereunder or any such monies expended by Ann Arbor Public Schools in defending itself against such claims.

20. MICHIGAN RIGHT TO KNOW/HAZARDOUS MATERIAL LAW It is the contractor's responsibility to comply with the Michigan Right to Know/Hazardous

Material Law and all applicable environmental laws. The contractor is to provide Ann Arbor Public Schools with the following information:

a. Material Safety Data Sheets (MSDS) on all chemicals your company provides/uses in an Ann

Arbor Public Schools building. b. An inventory of the types of chemicals used their purpose, and their location in the building.



21. PRODUCT ACCEPTANCE Ann Arbor Public Schools reserves the right to require a final acceptance test by its own

agents or consultants to ensure that each product provided functions as specified in the proposal document. All equipment will remain the property and responsibility of the contractor(s) until acceptance. Only at that time will Ann Arbor Public Schools assume

responsibility for the possession of the equipment or any part thereof. The warranty period shall start upon product acceptance.

22. GOVERNING LAW This contract has been executed in the State of Michigan and shall be governed by and

construed under the laws of the state of Michigan. In the event of any legal action to enforce or interpret this contract, the sole and exclusive venue shall be a court of the competent jurisdiction in Washtenaw County, Michigan.

23. CONFLICT OF INTEREST

The contractor agrees that any/all of contractor’s owners, officers, directors and administrators, as well as any of contractor’s employees who are involved in this procurement and/or contracting process, shall disclose if they have a business or other relationship with any board member, administrator or employee of Ann Arbor Public Schools, or any family member of any board member, administrator or employee of Ann Arbor Public School, including, but not limited to an employment, service, or other ownership or business relationship. As used in this section, “family member” means a person’s spouse or spouse’s sibling or child; a person’s sibling or sibling’s spouse or child; a person’s child or child’s spouse; or a person’s parent or parent’s spouse, and includes these relationships as created by adoption or marriage. The contractor shall execute the Notarized Familial & Relationship Disclosure Affidavit, attached hereto and submit the same with its proposal. Furthermore, contractor represents and warrants to Ann Arbor Public Schools that if any owners, officers, directors, administrators of contractor, or any employees of contractor who are involved in this procurement and/or contracting process, establish any such business or other relationship with any board member, administrator or employee of Ann Arbor Public Schools, or any family member of any board member, administrator or employee of Ann Arbor Public School after being awarded the contract and during the term of the contract, contractor shall immediately disclose the type and nature of such relationship to Ann Arbor Public Schools in writing. If, after such disclosure, Ann Arbor Public Schools cannot comply with applicable conflict of interest laws due to such relationship, Ann Arbor Public Schools shall have the right revoke its award of any contract to contractor, if the contract has not been executed, or immediately terminate the contract and be entitled to any remedies provided in law or equity.

No member of Ann Arbor Public Schools Board of Education, or any officer, employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this proposal or in the supplies, materials, equipment, work, services or any portion of the profits thereof to which it relates. If the district, in its sole and absolute discretion, deems a conflict of interest exists under applicable laws, such may be grounds for disqualification.

24. MICHIGAN SCHOOL SAFETY LEGISLATION The contractor understands this agreement is subject to 2006 PA 680and as such the

contractor, its employees and subcontractors of any degree, must present themselves for fingerprinting upon execution of this contract so that Ann Arbor Public Schools is able to request from the Criminal Records Division of the Department of State Police (1) a criminal history check and (2) a criminal records check through the Federal Bureau of Investigation and receive from the department of State Police reports concerning the same. The contractor shall pay the cost of each criminal check performed related to this contract. Neither the



contractor nor subcontractor thereof of any degree shall assign any individual, and Ann Arbor

Public Schools shall not allow any individual, to regularly and continuously work under contract in any of its schools or in the schools of a constituent district that is being served by

the contractor pursuant to this contract if the reports on an individual's criminal history or criminal records check have not been received or if those checks would disclose or do disclose that individual has been convicted of a "listed offense" as that term is defined in Section 2 of the Sex Offenders Registration Act, 1994 PA 295, as amended, or which disclose that individual has been convicted of a felony other than a "listed offense" unless the

Superintendent and the Board of Ann Arbor Public Schools each specifically approve of the work assignment in writing.

Any personnel of the contractor or of the subcontractors thereof of any degree that have been

charged with any of the referenced crimes referenced in 2006 PA 680 shall immediately report that circumstance to Ann Arbor Public Schools Superintendent and shall not be permitted to work in any of the district schools or schools of the constituent districts served pursuant to this contract during the pendency of the prosecution associated with such charge(s). Ann Arbor Public Schools reserves the right to refuse contractor's assignment of any individual, agent or employee of the contractor or subcontracted personnel of any degree to render services under this contract where the criminal history of that individual (including any pending charges) indicate, in Ann Arbor Public School’s judgment, unfitness to perform services under this contract. Violation of the above by the contractor or a subcontractor thereof shall be a basis for immediate termination of this contract. The contractor shall require language similar to the above in all of its contracts with its consultants, subcontractors, suppliers and materialmen of any degree.

In addition to this contract clause, the contractor shall be obligated to undertake every

necessary effort to assist Ann Arbor Public Schools in complying with statutorily required criminal checks and reporting requirements concerning any employees in its employ and subcontractors of any degree. To the extent applicable law related to criminal checks and reporting requirements as amended, contractor agrees that it shall fully adhere by, comply with and assist Ann Arbor Public Schools with its compliance with such amendments. To that end the parties shall meet and negotiate any changes necessary to bring this contractual provision into compliance with such anticipated future amendments.

25. IRAN ECONOMIC SANCTIONS ACT

Public Act 517 of 2012, commonly known as the "Iran Economic Sanctions Act" (the "Act"). The Act provides that beginning April 1, 2013; an "Iran Linked Business" is not eligible to submit a Proposal on a request for proposal with a "public entity" (Ann Arbor Public Schools). The Act also requires that a person that submits a proposal in response to an Ann Arbor Public Schools request for proposal shall certify to the public entity that it is not an Iran Linked Business. This requirement applies to all requests for proposals issued by Ann Arbor Public Schools, and not just to construction projects.

The Act defines an Iran Linked Business as: a. A person engaging in investment activities in the energy sector of Iran, including a

person that provides oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran;

b. A financial institution that extends credit to another person, if that person will use the credit to engage in investment activities in the energy sector of Iran.

If the Ann Arbor Public Schools determines, using credible information available to the public, that a person or entity has submitted a false certification, Ann Arbor Public Schools shall provide written notice to the person or entity of its determination and of its intent not to enter into or renew the contract. The notice shall include information on how to contest the



determination. The notice shall also specify that the individual or entity may become eligible for future contracts with the public entity if the activities that caused it to be an Iran Linked Business are ceased.

26. NOTICES

All notices under this contract shall be deemed to be adequate and sufficient notice if given in writing and delivered via a) registered or certified mail; or b) a nationally recognized overnight air courier. All notices shall be sent to Ann Arbor Public Schools, Purchasing Department, 2555 S. State Street, Ann Arbor, MI 48104.

27. SEVERABILITY If any provision of the contract is held to be invalid or unenforceable for any reason, the remaining provision will continue in full force without being impaired or invalidated in anyway.

28. ENTIRE AGREEMENT This contract represents the entire understanding between the district and the contractor and it supersedes all prior representations or agreements whether written or oral. Neither part has relied on any prior representations in entering into this contract.

29. NON-WAIVER No waiver by a party of any default or nonperformance will be deemed a waiver of any subsequent default or nonperformance.

30. REPORTING | DOCUMENTATION

The contractor shall provide all reasonably necessary reporting and documentation to permit Ann Arbor Public Schools to comply with applicable laws.



SECTION IV: SPECIAL CONTRACTUAL TERMS & CONDITIONS

1. CONTRACT TERM

This is a one (1) year contract that will begin on or about July 1, 2019 and end June 30, 2020, with the option to renew for an additional two (2) years, in one (1) year increments. Pricing proposed as part of the solicitation process would remain fixed and in effect for the duration of the agreement, with the exception of price decreases.

2. WARRANTY Proposer shall provide written warranty that includes a minimum of 3 years for equipment, parts and labor.

3. AVAILABILITY OF FUNDS Contractor acknowledges that the award for services and/or products under this solicitation is contingent upon the availability of funds. Ann Arbor Public Schools may, in its sole discretion, unilaterally rescind, terminate or modify a resulting contract at any time due to the non-availability of the funds. Ann Arbor Public Schools shall provide contractor with notice of a change in anticipated funding within a reasonable time after Ann Arbor Public Schools receives such notice, if Ann Arbor Public Schools intends to take unilateral action.

4. EXPENSES Contractor’s billing rates (hourly and/or daily rates) shall also include all additional expenses required to perform the services described in this request for proposal document (i.e. travel expenses, meals, fingerprinting fees). Under no circumstances will contractor be paid, or reimbursed, for any expenses for entertainment, alcohol or other similar personal expenses, or any other expenses which are illegal.

5. SCHOOL SAFETY REQUIREMENTS This contract is NOT subject to the School Safety requirements (see the Michigan School Safety Legislation clause in the terms and conditions). If, however, the contract becomes subject to the School Safety requirements, as such, contractor is required to:

a. Require individual(s) that will work on Ann Arbor Public Schools’ property be

fingerprinted for a criminal history check and criminal records check from the Michigan State Police and the FBI.

b. Criminal background reports shall be sent directly from the Michigan State Police to Ann Arbor Public Schools (ID #4249M).

c. Contractor shall provide the Ann Arbor Schools’ Procurement Contact a list of all employees assigned to each building and their assigned areas of responsibility. List shall be use to notify Human Resources prints are coming. The list shall be updated as employees are hired or terminated and provided to Procurement contact as changes occur.

d. Criminal background reports and a green light shall be received PRIOR to the date the individual begins work.

6. PROTECTION OF ANN ARBOR PUBLIC SCHOOLS’ BUILDINGS, EQUIPMENT, AND VEGETATION

The contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on Ann Arbor Public Schools. If the contractor's failure to use reasonable care causes damage to any of this property, the contractor shall replace or repair the damage at no expense to the Ann Arbor Public Schools as the Purchasing Department directs. If the



contractor fails or refuses to make such repair or replacement, the contractor shall be liable for the cost, which may be deducted from the contract price.

7. VOLUNTARY ALTERNATES Base proposals are requested in accordance with the detailed specifications. Voluntary alternates, which in the contractor’s judgment will result in an equally satisfactory job, that meets the specifications are allowed but ONLY if the contractor has submitted a base proposal. Such alternates are to be described in detail along with the respective pricing to permit proper evaluation.

8. REBATES AND DISCOUNTS While not required, contractors are allowed to offer rebates or tier pricing based on volume thresholds.

9. STORM WATER PERMITS

While performing work involving grounds maintenance and/or the construction/maintenance of any infrastructure, including roads, water mains, sanitary sewers, storm drains and storm water best management practices (BMPs), contractors shall minimize pollution from storm water runoff that can affect water quality related to work activities. Pollutants that could impair water quality may include fuel, grease and oil, nutrients, bacteria and pathogens, litter and debris, and soil erosion and sedimentation. Applicable BMPs shall be implemented by the contractor to the maximum extent practicable to protect water quality and wildlife habitat.

10. INTERNET CRIMINAL HISTORY ACCESS TOOL (ICHAT)

The district reserves the right to perform an ICHAT search on all contractor employees and sub-contractor employees before work can commence.

11. PROPOSAL BOND

Contractors shall submit with its proposal, a proposal security in the form of a proposal bond issued by qualified surety or a certified check in an amount of five percent (5%) of the total proposal. Failure to include the proposal security with contractor’s proposal will result in rejection of your proposal.

A. If a proposal bond is posted by a contractor, it shall be from a Treasury Surety licensed to

do business in the State of Michigan, and the attorney-in-fact who executes the proposal bond on behalf of the contractor shall attach a certified, current copy of its power of attorney. All sureties providing bonds for this project shall be listed in the latest version of the Department of Treasury’s Circular 570, entitled “Companies Holding Certificates of Authority as Acceptable Sureties on Federal Bonds and as Acceptable Reinsuring Companies”, with the bond amount less than or equal to the underwriting limitation, and/or have an A.M. best rating of A- or better.

B. If a certified check is submitted, it shall be made payable to “Ann Arbor Public Schools.” The School District shall not be liable for any interest earned thereon. The proposal security shall be forfeited as liquidated damages, and not as a penalty, if the contractor withdraws its proposal after the due date for the submission of proposals or upon acceptance of its proposal by the School District, Contractor fails to execute the form of contract acceptable to the School District, substantially evidencing and incorporating this RFP and its proposal and fails to provide the required Performance bond and or payment bond, if any, and the required insurance certificates, within ten (10) business days of award to contractor. Proposal security shall be returned to all non-successful proposal within a reasonable time after the award and execution of contract.

12. PERFORMANCE & PAYMENT BONDS If the proposed project amount is equal to or greater than fifty thousand dollars ($50,000.00), then the successful proposer shall be required to furnish a performance and payment bonds valued at the full amount of the proposed proposal by a Treasury listed



Surety licensed to do business in the State of Michigan, and the attorney-in-fact who executed the Performance and Payment bonds on behalf of the contractor shall attach a certified, current copy of its power of attorney. Performance and payment bonds shall be submitted within 10 business days after being notified of project award or prior to the commencement of work or whichever occurs first. Cost of the bonds shall be included in each proposal.



SECTION V: SPECIFICATIONS

Specification is incorporated into contract documents as Appendix A.



SECTION VI: EVALUATION CRITERIA & REQUIREMENTS 1. EVALUATION CRITERIA

Ann Arbor Public Schools may award a proposal(s) to the most responsive Contractor(s) that best meets the following criteria: A. Compliance to RFP

1. Compliance to proposal submission instructions (proper forms submitted, number of copies, etc.)

2. Compliance with instruction set forth with RFP (followed formats, provided all info)

B. Overall qualifications of company 1. Past performance 2. Contractor Information Form 3. Other pertinent information provided by Proposer (executive summary, etc)

C. Compliance to proposal to meet specifications

1. Product and/or service capabilities to specifications 2. Offeror Question Form

4. Warranty & support 4. Interviews & Demonstrations

D. Cost

2. PROPOSAL SUBMITTALS

The following designated forms and other information shall be submitted in the following order with your proposal:

A. Section VII: Contractor Questions B. Section IX: Exception to Specifications Form C. Section X: Notarized Familial Disclosure Statement D. Section XI: Contractor Information Form E. Section XII: Iran Sanctions Act Form F. Section XIII: Certification Form G. Completed W-9 Form H. Bid Bond I. Completed Fee Proposal (see Attachment A) J. Submittals as requested in specifications K. Warranty information L. Drawings, if applicable



SECTION VII: CONTRACTOR QUESTIONS

Contractors must provide a written response to the following questions and submit as part of the proposal. The contractors question responses shall follow the same format and order as listed below. 1. Executive Summary

A. Provide an executive summary, not to exceed one (1) pages in length providing an overview of your proposal and any information the contractor wishes to bring to the attention of Ann Arbor Public Schools.

2. Company Questions

A. How long has your organization provided these services? B. Ownership and organizational structure of your company and its support staff with organizational chart for team that would be assigned to the district. C. How many clients do you currently service and how large is each client? D. Describe the financial soundness of your organization. Include any reports (audited

financials, bank letters, Dun & Bradstreet reports, etc.) that demonstrate your firm’s strength. E. Identify any litigation your firm is currently involved in or has settled/resolved over the last

year. F. Provide a statement on current workload and status. G. Discuss your firms’ experience and qualifications on similar projects.

3. Service Questions

A. Provide information to demonstrate that your firm has the ability to provide the trades services required by the district.

B. Discuss firms’ infrastructure for providing 24-hour emergency services. C. List and describe other features your solution(s) offers. D. Explain what makes your solution(s) better than other solutions available in the market.

4. Warranty/Maintenance

A. Describe the warranty that is included in the pricing. B. Describe the escalation and support processes available.



SECTION VIII: FEE PROPOSAL

Please provide your pricing within the attached Appendix A.



SECTION IX: EXCEPTION TO SPECIFICATION FORM

Contractor Name ______________________________________________________ Enter any exceptions to the proposal specifications on this form. The District has sole discretion on whether they accept the contractor’s exceptions.



SECTION X: NOTARIZED FAMILIAL DISCLOSURE STATEMENT

(Return completed and notarized form with proposal)

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationships that exists between the owner or any employee of the contractor, and any member of the Board of Education of Ann Arbor Public Schools or the Superintendent of Ann Arbor Public Schools shall be accompanied with the proposal. A list of the Board of Education members and its Superintendent may be found at www.a2schools.org. List any familial relationships: Attach additional pages if necessary to disclose all familial relationships.

There are no familial relationship that exists between the owner or any employee of the contractor and any member of the Ann Arbor Public Schools Board, or the Ann Arbor Public Schools Superintendent.

Contractor: The undersigned, the owner or authorized representative of the contractor does hereby represent and warrant that the disclosure statement herein are true to the best of my knowledge and belief. ________________________________ ________________________________________ Print Name Signature of Contractor Representative _____________________________________________ Title STATE OF MICHIGAN __________________________) ) SS. COUNTY OF __________________________) This instrument was acknowledged before me on the _____ day of _____________, 20___, by ______________________________. (Signature of Notary) Notary Public

______________County, _________________

My commission expires: __________________

Acting in the County of: __________________

http://www.a2schools.org/



SECTION XI: CONTRACTOR INFORMATION FORM

1. Company Information: Company Name: Address:______ ________ Phone Number: ____________________ Contact Email: _________________________________ Number of years in business as the company named above __ Small Business Yes ___ No _____

Minority Owned Business (HUB) Yes _____ No _____. At least 51% owned by females, persons of national origin minority Group (African-American, Alaskan, Middle Eastern, Hispanic, Native American, Asian). Small Business Yes ____ No ____ Minority HUB Yes ____ No ____ Unionized Yes ___ No ___

2. Financial:

Annual gross sales for last three (3) years: 2017__________2016____ 2015 _ __ Federal ID Number: _________ Dun & Bradstreet (D-U-N-S) Number: __________________ 3. Business Structure:

Corporation Partnership Individual Joint Venture Other _____________________ State of incorporation:___________ States in which qualified to do business:_________________ 4. Experience:

Years of experience with same projects as specified within RFP? ____________________________

Has your company ever:

a. Failed to complete awarded work? __________________________________________

b. Been removed from awarded work? _________________________________________

Has the owner/principal(s) of the company ever filed bankruptcy? _________________________

Has your company ever bonded a job for completion? ___________________________________

Are there any judgements, claims, arbitration proceedings, or suits pending or outstanding against your organization or its Officers? ____________________________________________________________________________

_____________________________________________________________________________

5. Reference:

Provide three (3) business references in which you have performed or provided like service or products in the past year, preferably school districts or intermediate school districts.

Business_______________________Contact:_______________________Telephone____________

Email__________________________Contact Title________________________________________







SECTION XII: IRAN ECONOMIC SANCTIONS

CERTIFICATION OF COMPLIANCE - IRAN ECONOMIC SANCTIONS ACT Michigan Public Act No. 517 of 2012

The undersigned, the district or authorized officer of the below-named contractor (the contractor”), pursuant to the compliance certification requirement provided in the Ann Arbor Public Schools' (the “School District”) request for proposal, hereby certifies, represents and warrants that the contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the “Act”), and that in the event contractor is awarded a contract as a result of the aforementioned RFP, the contractor will not become an “Iran linked business” at any time during the course of performing any services under the contract. The contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to proposal on an Request for Proposal for three (3) years from the date it is determined that the person has submitted the false certification.

Contractor:

Name of Company

Signature of Authorized Representative

Name of Authorized Representative

Title of Authorized Representative

Date



SECTION XIII: CERTIFICATION Contractor hereby certifies the following by checking yes or no by each item. Yes No

1. The contractor certified they have read and examined all aspects of the RFP documents, including all addenda, terms and conditions, specifications and will provide as described herein for the prices set forth in this proposal. 2. The contractor has carefully checked the enclosed figures and understands that they shall be responsible for any error or omission in the proposal submission.

3. The contractor shall attest in writing that they have sought answers to any questions they may have regarding the form or substance of this RFP, and that they waived any right to protest the selection process up to the point of BOE award.

4. Contractor certifies that they understand and will comply with all regulatory laws,

codes, and requirements of Local, State, and Federal laws that apply to the requirements and obligations under this RFP and the contract.

5. Execution of this contract constitutes a representation by the contract that to the Best of the contractor’s knowledge no conflict of interest exists between the Ann Arbor Public Schools Board or Superintendent and the Contractor or its employees and agents.

6. Contractor has submitted their proposal without any previous understanding or

agreement with any other person, firm or corporation submitting a proposal for the same purpose and in all respects is fair and without collusion or fraud.

7. The contractor certifies they are not currently debarred, suspended, proposed for debarment, or declared ineligible or voluntarily excluded from participation in this transaction by any State, or Federal Departments or agency.

8. Contractor certifies that they are eligible to submit a Proposal based on the Iran

Economic Sanctions Act (P.A. 517 or 2012).

9. Contractor certified they obtain their official RFP documents from Michigan Intergovernmental Trade Network website at: www.bidnetdirect.com/mitn, if obtained elsewhere proposal could be considered non responsive or responsible.

The contractor certifies the information they have provided is correct and agrees to provide the scope of work in this RFP, including all terms and conditions, special provisions, specifications, addenda and the proposal pricing as set forth in these contract documents. The parties intend for this to become part of the final and complete agreement between Ann Arbor Public Schools and the contractor.

________________________________ ____________________________ ____________ Name (Print) Title Signature Date

ACCEPTANCE OF PROPOSAL: (To be completed by Procurement after BOE approval)

As an awarded contractor, your firm is bound to provide supplies, materials, equipment and/or services as set forth in the contract documents. This proposal response has been recommended for award and has been approved by the Board of Education at the date indicated below. _______________________________ ____________________________ ____________ Name (Print) Signature Date Board of Education Approval: ______________ Purchase Order No: _____________________




APPENDIX A- SPECIFICATIONS Please refer to Appendix A.

Ann Arbor Public Schools E-RATE (2019/2020)

RFP: Network Infrastructure Ann Arbor Public Schools is seeking proposals for Category Two equipment and services eligible for E-Rate support. SCOPE OF WORK Ann Arbor Public Schools wishes to take advantage of E-Rate funding through utilizing Category Two equipment to support the internal connections needed for broadband connectivity. Ann Arbor Public Schools is looking for qualified vendors to provide bids meeting the needs further outlined below.

Base Bid Specifications Part B: Category II - Network Equipment: Provide costs for all equipment listed in Appendix A-1, A-2, A-3 and A-4. This is for broadband internal connections such as access points, switches, UPS batteries, GBIC modules and cabling. All cost/pricing must be inclusive of labor, and/or installation, and/or configuration, and/or training as well as project management cost. (See footnote 1 for definitions on page 8 of this RFP document.) E-RATE non-eligible costs must be separated by line item. Certifications and Experience: This is a complex environment that requires advanced knowledge of the hardware and software involved. Technical staff must have appropriate certifications for the maintenance they are performing. Provide proof of your authorization level and copies of all certification certificates in your bid response. Contract Term: Term of the contract will begin on or about July 1, 2019 and end June 30, 2020, unless the District agrees upon a different date in writing. No invoices shall be dated prior to July 1, 2019. Bid prices must remain firm for the duration of the contract, with the exception of price decreases.

Ann Arbor Public Schools E-Rate 19-20 RFP 1

Bill of Materials. The services/materials must contain:

● Costs for taxes and shipping as separate items ● Items not listed on the USAC FY2019 Eligible Services List and not

eligible f or E-Rate discount must be clearly identified ● Items partially eligible for E-Rate discount on the USAC FY2019 Eligible

Services List must be clearly identified, including what percentage is eligible. As technology advances, it is understood that improved or enhanced products may supersede existing products in both price and performance and yet be similar. This RFP seeks to address the rapid advances in technology by allowing functionally similar or identical equipment introduced in the future during length of the contract. These items may be accepted at the sole discretion of AAPS for existing line items of compatible product lines included in this RFP. No change in the products and/or services specified in this document orders will be allowed without prior written approval from the district and a USAC service substitution approval with the exception of a Global Service Substitution. Service Provider Criteria and Contract Requirements: The successful bidder(s) will be responsible for participating in the Federal E-Rate program. In addition, the District may use this bid to issue purchase orders and pay for items on a purchase order that are not eligible for E-RATE discounts. The District will pay the vendor using District funds for these purchases. Prices must be held firm for the duration of the E-Rate Year 22 fiscal year ending June 30, 2019; for the duration of the E-Rate Year 23 fiscal year ending June 30, 2020; for the duration of the E-Rate Year 24 fiscal year ending June 30, 2021. Proposals must clearly identify costs associated in items/services that are not eligible for E-Rate discount. These services depend on partial funding from the E-rate program. Bidder 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”). The District expects each Service Provider to make themselves thoroughly familiar with any rules or regulations regarding the E-rate program.

● USF Registration. Vendor shall submit with its proposal a valid Service Provider Identification Number (“SPIN”) and a valid Federal Communications Commission Registration Number (“FCCRN”). Furthermore, Vendor shall submit to the SLD its annual Service Provider


Annual Certification ("SPAC"), FCC Form 473, in a timely manner before the beginning of each funding year. Direct all questions regarding the USF requirements in this RFP to the Universal Service Administrative Company (USAC), Schools and Library Division (SLD) at (888) 203-8100.

● USF Participation and Cooperation. 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 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 the Vendor’s services and/or products.

● USF Information and 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 E-rate applications and/or to document transactions eligible for E-rate support.

● Invoicing Procedures. Vendor shall itemize, price, and invoice all

materials or services that are eligible and ineligible for E-rate funding. Vendor must include the following information on all invoices to the District for E-rate eligible equipment and/or services:

o Date of Invoice o Dates of Service o 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-discounted amount of eligible charges)

● 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 E-rate-approved transactions and simultaneously invoice the Universal Service Administrative Company (“USAC”) for the balance [Discounted Invoice Process] or (b) remit to the District within twenty days of receipt the reimbursement payments it receives from USAC or any other third-party payer for the discounted portions of E-rate-approved transactions involving the District [Reimbursement or “BEAR” Process].

● 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. In the event of questions during the E-Rate audit process, the successful vendor is expected to reply within 3 days to questions associated with their proposal.

● 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”) or the Universal Service Administrative Company (“USAC”).

● No billing can take place before July 1, 2019 to comply with the

E-Rate 2019-20 year.

● The District reserves the right to deny any or all proposals associated with this RFP, even with SLD funding approval. The district reserves the right to accept the pricing proposal solely dependent upon SLD approval.


PROPOSAL PRICING FORM

CONTRACTOR INFORMATION:

CONTRACTOR’S NAME:____________________________________

CONTACT PERSON:_________________________________________

ADDRESS:___________________________________________________

CITY/STATE:________________________________________________

TELEPHONE NUMBER:____________________________________

FAX NUMBER:_______________________________________________

E-MAIL ADDRESS: _________________________________________

A. CONTRACTOR PRICING

Category II Part B: Network Equipment

Cost What’s included: (i.e., Access Points, Wiring, Switches, etc.)

Abbot School

John Allen School

Angell School

Bach Elementary School

Ann Arbor Public Schools Administration

Clifford E. Bryant Community School

Burns Park Elementary School

Carpenter School

Clague Middle School

Community High School

Dicken Elementary School

Eberwhite School

*see next page for the remainder of school buildings


Category II Part B: Network Equipment Continued

Cost What’s included: (i.e., Access Points, Wiring, Switches, etc.)

Forsythe Middle School

Haisley Elementary

Huron High School

Martin Luther King Elementary School

Lakewood Elementary School

Uriah H. Lawton School

Logan Elementary School

Ann Arbor Open at Mack School

Mary D. Mitchell School

Northside Elementary School

Pathways to Success Academic Campus

Pattengill School

Pioneer High School

Pittsfield School

Ann Arbor Preschool and Family Center

Scarlett Middle School

Skyline High School

Slauson Middle School

Tappan Middle School

Thurston Elementary School

Wines Elementary School


B. ACKNOWLEDGEMENT OF ADDENDA TO RFP

The Contractor acknowledges receipt of the following addenda:

Addendum Number__________________dated____________________

Addendum Number __________________dated___________________

Addendum Number __________________dated____________________

The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all Proposals, to waive informalities and irregularities therein, and to award the Contract to other than the Contractor(s) submitting the best financial Proposal (low bidder) and to award the Contract to one (1) or more Contractors in the School District’s sole and absolute discretion.

If award is made to our firm based upon our Proposal, we agree to enter into the attached form of Contract with the School District to furnish the Work in strict accordance with this Request For Proposal, the Contract and our Proposal.

My signature certifies that the Proposal as submitted complies with all terms and conditions as set forth in this Request For Proposal and the Contract, unless specifically enumerated as an exception as part of our Proposal.

I hereby certify that I am authorized to sign as a Representative for the firm.

CONTRACTOR HEREBY SUBMITS THIS PROPOSAL PRICING FORM IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THE RFP.

Name of Contractor:___________________________________________________________

__________________________________________________________________________________

(Signature/Principal)

__________________________________________________________________________________

(Name Printed)

Date: ________________________________


RFP References:

Appendix Lists:

APPENDIX A-1: Wireless APs and Cabling (3 total pages)

APPENDIX A-2: Switches (2 total pages)

APPENDIX A-3: UPS Batteries (2 total pages)

APPENDIX A-4: GBIC Modules (1 total page)

Special Note:

Bidders are welcome to substitute like equipment from a different manufacture if

compatible with the rest of the AAPS network. The Appendix items listed in A-1

through A-4 are desirable but DO NOT EXCLUDE other makes, models and

manufacturers.

Footnote 1: These services may include:

● Design and engineering costs if these services are provided as an integral component of the installation of the relevant services.

● Project management costs if these services are provided as an integral component of the installation of the relevant services.

● On-site training is eligible as a part of installation services but only if it is basic instruction of the contract agreement for the equipment.


Documents

Request for Proposal Network Infrastructure RFP 19