Alabama State Department of Request for Proposals No: …

Alabama State Department of Education

Invitation to Bid ALJP2015- Services Information Technology Installation, Configuration, Management & Maintenance (Labor & Materials onlyNo devices/hardware)

Company Name:

Qualified Bidder Identification Number:

Service Provider Identification Number (SPIN):

Request for Proposals No: ALJP2015- Services Addendum No: DATE ISSUED: February 25, 2015 RESPONSE MUST BE RECEIVED BEFORE: March 25, 2015 11:00AM RESPONSE WILL BE PUBLICLY OPENED: March 25, 2015 01:30PM

RFP Contact: Jerome Browning Phone: (334) 353-4285

RFP EMAIL: jbrowning@ALSDE.edu

**** IMPORTANT NOTE: ****

Bidders must read and comply with ALL instructions and requirements as provided within this RFP document and initial each page including

online requirements as stated within this document.

Return Sealed Response To:

Regular Mail

Courier

Alabama State Department of Education

Alabama State Department of Education

E-rate/ALJP (Jerome Browning) 5315 Gordon Persons Building P.O. Box 302101 Montgomery, AL 36130-2101

Certifications:

E-rate/ALJP (Jerome Browning) 50 N. Ripley St.

5315 Gordon Persons Building Montgomery, AL 36104-3833

I have read the entire RFP and agree to furnish the services offered at the prices described within this response, if awarded. I hereby affirm I have not been in any agreement or collusion among bidders in restraint of freedom of competition.

As a condition for the award of any contract by the State of Alabama, any political subdivision thereof, or any state-funded entity to a business entity or employer that employs one or more employees, I hereby attest that in my capacity with the company submitting this response that company listed below shall not knowingly employ, hire for employment, or continue

to employ an unauthorized alien. I further attest that company is enrolled in the E-Verify program.

Signature and Notarization Required:

FEIN OR SSN

Authorized Signature (Ink)

SWORN TO AND SUBSCRIBED

COMPANY NAME

TYPE/PRINT AUTHORIZED NAME

BEFORE ME THIS ____ DAY OF __________

MAIL ADDRESS City, State Zip

Title Email

NOTARY PUBLIC Term Exp:

1

Phone Including Area Code

Fax Number

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TABLE OF CONTENTS

3 1 General Requirements and Information ......................................................................................................... 4

4

1.1 Introduction ........................................................................................................................................... 4

5 2 Roles and Responsibilities ............................................................................................................................... 5

6

2.1 Joint Purchasing Parties ......................................................................................................................... 5

7

2.1.1 Alabama Public School Systems ...................................................................................................... 5

8

2.1.2 Other Purchasing Parties................................................................................................................. 5

9

2.1.3 Administrator .................................................................................................................................. 5

10

2.2 Qualified Responder .............................................................................................................................. 6

11

2.2.1 ISO-9001 Certification ..................................................................................................................... 6

12

2.2.2 E-Verify Requirement ...................................................................................................................... 7

13

2.2.3 References....................................................................................................................................... 7

14

2.2.4 Technical Certifications ................................................................................................................... 7

15

2.2.5 Additional Requirements ................................................................................................................ 8

16 3 Contract Terms and Conditions ...................................................................................................................... 9

17

3.1 State Master Contract ........................................................................................................................... 9

18

3.2 Catalog Pricing ....................................................................................................................................... 9

19

3.3 Multiple Awards................................................................................................................................... 10

20

3.4 ALJP Agreement ................................................................................................................................... 10

21

3.4.1 Supplemental Agreements & Licensing Programs ........................................................................ 11

22

3.5 Contract Activity Reports..................................................................................................................... 11

23 4 E-Rate ............................................................................................................................................................ 11

24

4.1 E-Rate Mini Bids................................................................................................................................... 12

25

4.2 E-Rate Contingency.............................................................................................................................. 12

26

4.3 E-Rate Payment Plans .......................................................................................................................... 13

27

4.4 E-Rate Service Provider Status............................................................................................................. 13

28

4.5 Document Availability and Retention .................................................................................................. 13

29 5 Response Procedure ..................................................................................................................................... 14

30

5.1 Education Directory (EDDIR) ? Logins .................................................................................................. 14

31

5.1.1 Vendor Registry ............................................................................................................................. 14

32

5.2 Qualified Bidder's Registration ............................................................................................................ 15

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33 6 Additional Terms and Conditions .................................................................................................................. 15

34

6.1 Payment............................................................................................................................................... 15

35

6.2 Separation............................................................................................................................................ 16

36

6.3 Severability .......................................................................................................................................... 17

37

6.4 Disbarment From Participation ........................................................................................................... 17

38 7 General Response Instructions ..................................................................................................................... 18

39

7.1 RFP Coordinator................................................................................................................................... 18

40

7.2 RFP Identification................................................................................................................................. 18

41

7.3 Schedule of Events:.............................................................................................................................. 19

42 8 Bid Conference .............................................................................................................................................. 19

43 9 Bid Submittal - Product Line Proposal Submission Phase ............................................................................. 19

44

9.1 Response package Submission ............................................................................................................ 20

45

9.1.1 Final Response Format .................................................................................................................. 20

46

9.1.2 Response Delivery Address ........................................................................................................... 20

47

9.1.3 Cost of Preparing Bids ................................................................................................................... 21

48

9.1.4 Response Errors............................................................................................................................. 21

49

9.1.5 Request for Proposals Amendments and Cancellation................................................................. 21

50

9.1.6 Right to Reject Response packages ............................................................................................... 21

51

9.1.7 Response Package and Public Information ................................................................................... 22

52 10 APPENDICES ............................................................................................................................................. 23

53

10.1 ISO 9001 Clarification .......................................................................................................................... 24

54

10.2 Everify: Alabama Immigration Law Guidance for School Boards (Revised May 2012)........................ 28

55 11 ALJP Response Evaluation (Information Purpose only) ........................................................................... 36

56

11.1 Initial Requirements Check (ALSDE) .................................................................................................... 36

57

11.2 ALJP Committee Evaluation Scoring .................................................................................................... 36

58

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60

Alabama K-12 Joint Purchasing

61 Information Technology Program

62

Request for Proposals

63

RFP: ALJP2015 - Services

64

Montgomery County School System

65

Participating Local Education Agencies & Educational Institutions

66

Alabama State Department of Education, Administrator

67

68

1 GENERAL REQUIREMENTS AND INFORMATION

69 1.1 INTRODUCTION

70 In accordance with the Title 16 Chapter 61E of the Code of Alabama 1975, the Alabama State Department of 71 Education is seeking proposals for the installation, configuration and management of Information Technology 72 for Hardware, Software and related products. The services sought within this RFP are to complement the 73 products available already available in the Alabama K12 Joint Purchasing Program as well as additional 74 installation needs of the participating educational entities. The law defines Information Technology as 75 "Equipment, supplies, and other tangible personal property, software, services, or any combination of the 76 foregoing, used to provide data processing, networking, or communications services." Participating 77 educational institutions include the Montgomery County School System, Alabama Public School Systems, and 78 all Educational Institutions as defined by this law. These Educational Institutions have agreed, in writing, to 79 participate in a joint purchasing program and have named the Alabama State Department of Education as the 80 Administrator. Title 16 Chapter 61E and Title 16 Chapter 13B of the Code of Alabama 1975 are considered the 81 guiding documents in the creation and administration of this RFP and resulting contract(s).

82 The Alabama State Department of Education is seeking proposals from vendors that hold current ISO 9001- 83 2008 certification. Resulting contract(s) from this bid will be available for a period that does not exceed 36 84 months, or to the extent law allows. The initial period of the contract(s) will be for a period beginning at the 85 date of contract award/acceptance and ending on June 30, 2016. The resulting contract may be renewed

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86 annually via notification sent to the Contract Holder. The Alabama State Department of Education reserves the 87 right to adjust the contract end date to meet the needs of the participants and various known programs such 88 as the E-Rate Program. Notification of non-renewal or adjusted contract end dates should be provided 30 days 89 prior to the effective date.

90

2 ROLES AND RESPONSIBILITIES

91 2.1 JOINT PURCHASING PARTIES

92 Title 16 Chapter 61E of the Code of Alabama 1975 (16-61E-2-(2)) states that "Educational and eleemosynary 93 institutions governed by boards of trustees or similar governing bodies, state trade schools, state junior 94 colleges, state colleges, or universities under the supervision and control of the State Board of Education, city 95 and county boards of education, district boards of education of independent school districts, Department of 96 Youth Services, the Alabama Institute for Deaf and Blind, the Alabama School of Fine Arts, and the Alabama 97 School of Math and Science." All educational and defined eleemosynary institutions that meet this definition 98 may be eligible to participate once a joint purchasing agreement has been properly executed. A list of these 99 participating entities is available at .

100 2.1.1 Alabama Public School Systems 101 The Montgomery County School System has agreed to initiate the process in the role of Party A of the joint 102 purchasing agreement. The agreement has been entered into by the remaining public K-12 school systems and 103 other educational institutions as defined above, also known as Local Education Agencies, each is considered as 104 Party B in the agreement. The Montgomery County School System and these educational institutions will be 105 hereafter referred to as "LEA Group." Only the LEA Group may purchase from the resulting contract(s) of this 106 RFP. All current and developing public K-12 county and city school systems recognized by the Alabama State 107 Department of Education are considered participants in the LEA Group unless documentation is received from 108 the potential participant declining participation. Participation by the LEA Group Members through purchasing 109 from any contract(s) resulting from this RFP is optional.

110 2.1.2 Other Purchasing Parties 111 Per Title 16 Chapter 61E of the Code of Alabama 1975, universities, state colleges, and certain eleemosynary 112 organizations have also elected to participate. These entities are required to complete a joint purchasing 113 agreement prior to participation. Click here to find list of all participants or browse to 114 for more information.

115 2.1.3 Administrator 116 The LEA Group has assigned the Alabama State Department of Education as the Joint Purchasing Administrator 117 for the execution of the Alabama Joint Purchasing (ALJP) project in accordance to Title 16 Chapter 61E of the 118 Code of Alabama 1975. It will be the Alabama State Department of Education's, hereafter referred to as 119 "ALSDE", responsibility for the Request for Proposals, evaluating proposals received, and awarding the 120 contract(s), in which the ALSDE must have responsibility to comply with Chapter 13B of Title 16, Code of 121 Alabama 1975. It is important, however, to remember that all the terms and conditions of Title 16, Chapter 122 13B, Code of Alabama 1975, that are not expressly modified by Title 16 Chapter 61E of the Code of Alabama 123 1975 shall apply to joint purchasing agreements. This RFP and resulting contract(s) does not supersede

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124 individual purchasing activities by the individual members of the LEA Group. For example, if an individual 125 group member of the LEA Group wants to purchase installation, configuration and management services 126 related to Information Technology from vendors that do not meet the ISO 9001 requirement they are free to 127 develop a separate procurement in accordance to Title 16, Chapter 13B, Code of Alabama 1975, and all other 128 laws that are applicable.

129 The ALSDE may not be allowed to purchase from the resulting contract(s) unless approval is received from the 130 Alabama Department of Finance.

131 Though the ALSDE as administrator has sole responsibilities for the administration of this project, a committee 132 consisting of technology representatives from the LEA Group may assist the ALSDE in all phases of the project 133 including awarding and management of contracts.

134 The ALSDE has a devoted website created to assist in the administration and management of all Alabama K-12 135 Joint Purchasing Program procurement and contract administration. This website is available at 136 or from our departmental website located at alsde.edu beneath the "Schools & 137 Systems" top menu bar. Interested vendors must use this site as a point of reference. This site will be referred 138 to as the ALJP website.

139 2.2 QUALIFIED RESPONDER

140 2.2.1 ISO-9001 Certification 141 In accordance with Title 16 Chapter 61E of the Code of Alabama 1975 (Section 16-61E-1), "any companies that 142 have ISO-9001 certification or any companies or contractors whose affiliates, subdivisions, subsidiaries, or 143 departments have ISO-9001 certification can bid on the information technology to be jointly purchased by..." 144 the LEA Group. This certification criterion is critical and any vendor that would like to submit a qualified 145 response for this Request for Proposals must provide documentation proving current ISO 9001 certification in 146 accordance to Title 16 Chapter 61E of the Code of Alabama 1975. Any interested bidder that meets this 147 requirement will be hereafter referred to as a "Qualified Responder", also referred to as "Qualified Bidder." 148 For further clarification of the ISO 9001 requirement see appendices and . The current quality 149 management standards of International Organization for Standardization (ISO) acceptable to meet the 150 requirements of a "Qualified Responder" are ISO 9001:2008. The ISO 9004:2009 or other related "Quality 151 Management and Quality Assurance" standards set by ISO may also be accepted. All certification related to 152 this requirement must be provided by nationally (or internationally) accredited entities. This certification is 153 required by any awarded Qualified Responder/Bidder throughout the life of any contract awarded as a result 154 of this RFP.

155 If an interested responder provides any other certification in their response as an alternative to the required 156 ISO certification, it will be the responder's responsibility to thoroughly and clearly define the certification and 157 provide verifiable documentation from the ISO registrar and their accrediting entity indicating the alternative is 158 equal to or equivalent to the ISO 9001 certification. If the responder's company name is not listed on the ISO 159 9001 certificate provided in their response, then it is the responder's responsibility to clearly define the 160 bidder's relationship with the company that is listed on the certificate in terms that meet the requirements 161 listed in the "ISO Clarification" documentation in the appendices of this RFP.

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162 The Qualified Responder will provide detail and contact information including ISO Registrar information and 163 Registrar's Website. The ALSDE reserves the right to confirm ISO certification through contact of listed 164 Registrar and/or other resources that may be available for verification. Complete detail of documenting the 165 ISO requirement must be provided to the ALSDE.

166 To confirm the status of a Qualified Responder/Bidder, the ALSDE requires that prospective responders 167 complete a Qualified Bidder's Application available on the ALJP website and obtain a Qualified Bidder's 168 Identification Number (QBID) prior to submission of any response to this RFP. This is an online form located on 169 the website. The ALSDE will evaluate each submitted application and provide a QBID to the applicant once 170 approved. (See Schedule of Events for deadline per this RFP) If the responding company currently holds a valid 171 QBID then a duplicate QBID is not required. Prior to obtaining the QBID the interested vendor must designate 172 at least one person within the company to obtain a login through the Vendor Registry process clearly defined 173 on the ALJP website under the "Vendor Information" link provided.

174 2.2.2 E-Verify Requirement 175 All contractors doing business with the Public K-12 School Systems in the State of Alabama are required to 176 comply with the Immigration Reform and Control Act of 1986, as amended by the Immigration Act of 1990, 177 and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act. See Alabama Immigration Law 178 Guidance for School Boards (revised May 2012) in appendices for more detail.

179 The Qualified Bidder will provide the required documentation. The language in this Act refers to Contractors 180 and Sub-Contractors. For the purpose of this RFP, the Contractors will be considered Contract Holders, and 181 the Sub-Contractors will be any other companies listed as Sub-Contractor of the Contract Holder performing 182 contract related services, if applicable.

183 2.2.3 References 184 The Qualified Responder is required to submit a minimum of 15 references and their contact information. 185 These references must provide positive comment as to the quality of workmanship and the manner of 186 professional services performed by the Qualified Responder. Of these 15 references 10 must be from Alabama 187 K-12 Public School Systems from the level of the school system. The references must be documented and 188 provided as a response to this RFP by attached letters of reference from the individual listed references. 189 Printed emails from listed references will be acceptable however, these emails must be forwarded or copied to 190 the email address aljp@alsde.edu prior to bid opening date.

191 The ALSDE is seeking experienced Qualified Responders that have been installing local area networks, both in 192 wired and wireless formats, in Alabama K-12 Public schools for at least 3 years. The Qualified Responder must 193 indicate the number of years their company has been servicing the installation and configuration needs of our 194 public schools and provide documentation of this through the text of the letters of reference and/or other 195 documentation provided. The ALSDE will also seek comment from all LEA Group members through a survey in 196 considering the determination of the submitting Qualified Responder's past experience with LEA Group 197 Members including the LEA Group members listed in the submitted references.

198 2.2.4 Technical Certifications 199 Due to the high level of technical expertise needed in the installation and configuration of local area network 200 equipment, both wired and wireless, the ALSDE is seeking a Qualified Responder who is dedicated in insuring

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201 their staff assigned to perform the services sought within this RFP are highly trained and certified to perform 202 the services. Because the nature of the services sought within this RFP may reach across every school system 203 and their schools located in Alabama the Qualified Responders must be versatile in the number of brands of 204 equipment they are capable and certified to install. The Qualified Responder will provide a list of all brands of 205 networking equipment they are certified to install and configure. Additionally, the responder will provide 206 documentation of any such certifications. The Qualified Responder will also provide resumes' of current 207 personnel responsible for engineering and certifying installation and configuration of completed projects.

208 2.2.5 Additional Requirements 209 The awarded responder will have access to schools and school facilities. School and School System 210 administrators are responsible for the safety of students and staff. Each individual project may require 211 additional requirements upon the awarded vendors depending on the ordering school system. The awarded 212 vendor must coordinate these requirements with School System administration and school officials. The 213 awarded vendor must coordinate with ordering LEA Group member concerning any additional requirements 214 prior to performing the work.

215

216 All interested responders must read this document in its entirety. Qualified Responders who choose to 217 respond must print and read this document and confirm with initials on each page of the footer. This initialed 218 document must be submitted with final response. A Qualified Responder must respond to the RFP using the 219 format and procedure as described within this document and any required online activity as described in order 220 for the response to become a Qualified Response.

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