REFER TO BID NO - calhoun.k12.al.us



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REFER TO BID NO. 2002-03

ON ALL CORRESPONDENCE |

REQUEST FOR QUOTATION

THIS IS AN INQUIRY, NOT AN ORDER. PLEASE QUOTE PROMPTLY | |

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|PLEASE QUOTE US PRICES ON ITEMS CALHOUN COUNTY BOARD OF EDUCATION |

|LISTED BELOW. NOTE DELIVERY P O BOX 2084 |

|REQUIREMENTS AND STATE FIRM ANNISTON, ALABAMA 36202 |

|DELIVERY DATE. (256) 741-7400 |

| | | |

|DATE: December 7, 2001 |ADDRESS REPLY TO: |REPLY DUE BY: |

| |H. Jacky Sparks, Superintendent |2:00 p.m. January 3, 2002 |

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|ITEM |QUANTITY |DESCRIPTION |PRICE |

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| | |The Calhoun County Board of Education invites bids for | |

| | |LAN Cabling for new construction of Ohatchee, Pleasant Valley, White Plains Elementary Schools, | |

| | |and Saks Elementary School (optional) | |

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| | |See Attached Specifications and Instructions | |

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| | |SEALED BIDS ONLY | |

| | |MARK BIDS “ LAN Cabling 02-03 “ | |

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| | |THE BOARD OF EDUCATION RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS. | |

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|VENDOR: PLEASE COMPLETE THIS INFORMATION. |

|2. F.O.B. POINT |

|3. TERMS BY________________________________________ |

|4. DATE OF QUOTATION PURCHASING AGENT/AUTHORIZED SIGNATURE |

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|_______________________________________ INDICATE IF YOUR COMPANY QUALIFIES FOR |

|SIGNATURE AND TITLE MINORITY CERTIFICATION_________________ |

|VOICE PHONE____________FAX___________ |

It is the policy of the Calhoun County Board of Education that no person shall, on the grounds of race, color, disability, sex, religion, national origin, or age, be excluded from participation in any purchasing process or be subjected to discrimination.

Calhoun County School System

LAN Cabling for

Ohatchee, Pleasant Valley, White Plains

and Saks Elementary Schools

Request For Proposal

Refer to Bid # 2002 - 03

BID INSTRUCTIONS

General Overview

The Calhoun County School System is seeking proposals for a Structured Cabling System with a minimum 15-year warranty to cable new construction and then to connect it to the existing Local Area Network and Wide Area Networks for 3 new schools and 1 proposed addition. This project also includes installation of the associated Ethernet hubs, switches, and fiber transceiver modules as required. Additional drops at existing sites may also be included and will be priced based on per item costs as specified in the response.

The scope of this RFP is for the materials, installation, supervision, and technical assistance for a complete cabling system. The bid, if awarded, will be on the basis of the total cost of the wiring system. The Calhoun County School System will not consider awarding individual sections of the RFP. The labor required to place any raceway, backboards, cable, cabinets, equipment and outlet boxes including the design, termination, testing, and documentation for each location will be the requirement of the successful bidder.

Format

This solicitation contains sections that provide general information about cable runs and component requirements. Bidders should itemize all materials separately from the labor costs in their proposal. Bidders are advised to configure the hardware to meet the total needs of the distribution system including cabinets and associated hardware.

Component costs are solicited for internal cost allocation purposes and the bidders should not imply that RFP sections would be separately awarded. Bidders' responses will be considered the total and complete price quote for installation of all Ethernet equipment, ST connectors, patch panels, raceway and other miscellaneous equipment necessary for a complete structured system installation at the school.

Site Locations

This RFP is issued for the new construction being built at

Ohatchee Elementary School at 100 Cherokee Trail, Ohatchee, Alabama

Pleasant Valley Elementary School on Mark Green Road, Jacksonville, Alabama

White Plains Elementary School on Highway 9 Anniston, Alabama

These 3 projects have already begun construction and can be visited by potential vendors. Copies of electrical auxiliary pages from the plans are included with this RFP. Additionally, plans may be viewed at the Technology Department of Calhoun County Schools.

A proposed addition to Saks Elementary School, Watson Drive Anniston, Alabama

is also included in this RFP. It may or may not be included in the final contract. Final plans are not available for this project. Proposed plans are available and will be used for bidding purposes. Changes to the initial bid will be made using the individual pricing component of the original bid.

General Characteristics of Cable Design

This RFP describes requirements for a Local Area Network and must be in compliance with EIA/TIA 568 standards. The data station cabling will be Enhanced Category 5, UTP, 4 pair copper station wire and associated jacks, connectors, and patch panels. 6-Strand multi-mode fiber meeting FDDI specifications will serve as the backbone feed from the main hub (MDF) and server between the IDF’s.

Bidder qualifications:

Bidders must document for the Calhoun County School System that they:

1. Have been established in business for three years

2. Have verifiable accounts of similar size and complexity

3. Have appropriate certification for installing and terminating category 5 and multimode fiber cables

4. Have a minimum $1,000,000 in liability insurance

5. Have a Windows NT certified technician on staff

6. Operate a service facility within 75 miles of Calhoun County

RFP Schedule

7. RFP issued December 7, 2001

8. Required prebid meeting December 18, 2001 1:00 pm,

CCBOE Technology Department

9. Proposal Submission January 3, 2002 2:00 p.m.

10. Vendor Selection TBA

11. Installation Start Date July 1, 2002 (or when building is ready)

12. Completion Date Before final inspection of new construction (TBA)

(All work must be coordinated with the general contractor for the construction. Delays will be discussed with the director of technology as soon as possible.)

Vendor inquires

Vendors may address questions and comments regarding this RFP to:

Ms. Rita Wright, Director of Technology

Calhoun County Board of Education

4400 McClellan Blvd. OR P.O. Box 2084

Anniston, Alabama 36206 Anniston, AL 36202

Phone: 256-741-7473 FAX: 256-237-9316

Email: rwright@calhoun.k12.al.us

Web site: calhoun.k12.al.us

All questions must be submitted in writing by December 19, 2001. Due to limited office hours during the holiday season, it is recommended that questions be submitted via email.

Additions, Deletions, Modifications

If additions, deletions, modifications or clarifications to the RFP become necessary, such changes will be posted on the system web site by December 21, 2001 and will be communicated in writing to all vendors.

Bid Submission

Each vendor must prepare a proposal that includes the format and content of this RFP. All pages of the response must be numbered and each item addressed as to acceptance or denial of the specific information requested. (i.e. accepted by Your Company Name) A copy of the bid is available in Word format on the system website: calhoun.k12.al.us.

Vendor Responses

Each vendor must respond to all items in this RFP as thoroughly as possible. Unclear or ambiguous statements must be avoided. Failure to follow the prescribed format may result in the proposal being out of compliance with these specifications and, therefore, may be deemed unacceptable. A complete bid will contain:

• 3 Copies of bid using format provided

• Proof of insurance

• Cat 5 and fiber certifications

• Windows NT certifications

• All requested vendor information

• Bid Bond

Authorized Signature

An authorized representative of the vendor’s company shall sign each proposal. Additionally it should include and list individuals who are authorized to negotiate with the School System representative.

Number of response copies

Three (3) original copies of the bid response must be submitted to the following address: (These should be clearly labeled as “Original”, “Copy 1” and “Copy 2”)

Mr. H. Jacky Sparks, Superintendent

Calhoun County Board of Education

4400 McClellan Blvd.

Anniston, Alabama 36206

Submission Date

The bids should be submitted on or before January 3, 2002 at 2:00 pm.

Bids not received by this date and time will automatically be disqualified from consideration. Bid Proposals must be submitted in a sealed envelope with the company name, bid due date and time, and the words “SEALED BID FOR: Calhoun County Schools’ LAN Cabling Bid 2002-03” all clearly noted on the outside.

Oral, telephone, FAX, or email bids shall not be considered, nor will modifications of proposals by such communication be considered.

Basis of Award

The Calhoun County School System will review all proposals to ensure compliance with the design criteria for the distribution system and for compliance to the specifications. Quality of products, individual and total prices, as well as compatibility of items bid with existing equipment will all be considered when reviewing bids. Only vendors with installed, verifiable structured distribution systems and services will be considered by the School System. Only vendors that present component products manufactured by known verifiable manufacturers will be considered. The system design submitted with the bid should clearly layout the intent of the construction and the component list of materials to be used.

The Director of Technology for the School System will be considered the expert in determining quality of equipment, assembly, and installation. Equipment and/or components may be called in for evaluation prior to awarding the bid.

Vendor shall be expected to provide free phone support during reasonable working hours and next day on-site service for warranty items. Vendor’s ability to provide such support will be determined by the system’s technology director. The decision will be based on the information provided in the vendor profile including information from references.

Customer Acceptance / Rejection

The School System reserves the right to accept or reject any and all bids, to take exception to these RFP specifications, or waive any formalities. Vendors may be excluded from further consideration for failure to comply with the specifications.

Bid Validity

Prices

All prices as quoted in the bidder's responses must remain the same for a period of 90 days after the bid closing date. Pricing should be for new materials only. After award of the bid, the Calhoun County School System may award additional work based on the unit prices submitted within this proposal. Once awarded, all unit pricing must remain firm for one year.

Contractual Relationship

Nothing herein creates any contractual relationship between the School System and the bidder. However, statements contained in the responses of the successful bidder will become part of the contract for installation, equipment and services. Such contract will remain valid until June 30, 2003.

Vendors should submit, as part of their proposal, a copy of their standard contract with terms and conditions.

Bid/Performance Bond

Bidder must provide Bid Bond or Certified check in the amount of 10% of the total bid but not more than $10,000. Bid bonds will be returned to unsuccessful bidders once a vendor is selected and a contract signed. Bid bond of the selected vendor will become a performance bond and will be retained until work has been performed to the system's satisfaction. Bond will be forfeited if the system fails to perform as specified in the vendor’s response, if the vendor fails to meet specified time frames, or vendor fails to fulfill other obligations contained in this RFP.

Delays

If after award of the contract, the bidder becomes aware of possible problems that could result in delay of the completion of the system or schedule, the bidder must immediately notify the Director of Technology in writing, with confirmation by telephone, giving the cause and probable effect, with recommendations for alternative actions.

Breach of Contract

Nothing in the above item will be interpreted as relieving the vendor of the contractual responsibilities; however, failure to notify the School System promptly will be the basis for determining that the vendor is in an indefensible breach of contract in an otherwise excusable delay.

Statutory Requirements

All applicable Federal, State, Local laws, all fire and building codes, rules and regulations of local authorities having jurisdiction over communications and electrical construction will apply to the contract throughout. They will be deemed to be incorporated into the contract.

Exceptions to the RFP

It is anticipated that vendors may find instances where their proposed distribution system may not be consistent with the specification of this RFP. In such instances, it is permissible to take exception to the RFP and exceptions should be submitted with the proposal response outlining the scope of the exception, their ramifications and the description of the advantages to be gained by the Calhoun County School System by accepting the proposed alternatives.

Liability

The Calhoun County School System will not be liable for any cost incurred in the preparation and presentation of the bid proposal.

Nondiscrimination Policy

It is the policy of the Calhoun County Board of Education that no person shall, on the grounds of race, color, disability, sex, religion, national origin, or age, be excluded from participation in any purchasing process or be subjected to discrimination.

OBJECTIVES OF THIS RFP

The objective of this RFP is to secure a structured Local Area Network Cable Distribution System and supporting Ethernet equipment capable of supporting 10Base-T, Fast Ethernet, and Future ATM Technologies and future multi-media applications.

This solicitation calls for a Multi-mode fiber and 2 Enhanced Category 5 cables between each IDF and the existing MDF, Enhanced Category 5 cable drops, and associated hardware to be placed at each school location. Patch panels, patch cables, and cabinets of appropriate size and specification will also be required.

CABLING SYSTEM REQUIREMENTS

A reliable 15-year structured distribution system utilizing proper design, implementation and testing is a requirement of the Calhoun County School System. The basis for these communication cabling specifications are the EIA/TIA 568 standards. Site plans and drawings are attached to this RFP.

Design Basis

The cabling system will originate from designated IDF’s in the building. The average cable run length is not over 150 feet for those runs that do not terminate within the same room as the patch panel. The equipment cabinet to house the patch panels, switches, and the connection to the server at the IDF will be located in a designated room of each wing/floor of the building. The Category 5 cable runs shall not exceed 300 feet. All wall penetrations above the suspended ceiling shall be sleeved and firestopped.

Media Types

The media type used for transmission in the design of the distribution system are as follows:

13. Enhanced, Category 5, UTP, Non-plenum rated, 4 pair data station wire.

14. Multi-mode fiber meeting FDDI specifications, with ST connectors.

15. Indoor/Outdoor aerial fiber (where needed) meeting FDDI specifications, with ST connectors.

Cable Requirements

All cable used must be UL approved and meet the requirements of the National Electrical Code, section 800 and section 770 when used in communications applications.

Equipment Rooms/Satellite Closets (MDF’s and IDF’s)

Cross Connect Administration and Specifications

Category 5 patch panels with RJ45 jacks and wiring terminated in accordance with the half inch rule of EIA 568 is required for all cables. The fiber must be terminated in a Lightguide Interface Unit or a multimedia box designed to terminate fiber optic cable. Bidders will document each wire run and terminating panel location along with test data in written and electronic form prior to acceptance of the cabling system. The fiber will be tested to verify continuity and dB loss.

Terminating hardware

The configuration of the patch panels should be in an arrangement to minimize patch cord lengths. The Category 5 horizontal cables to the workstations will be directly connected to the 110 displacement hardware associated with each port on the patch panel. The jacks and patch panels will be wired to the EIA 568B standard. Patch Panels and switches must be mounted on a wall mount enclosed cabinet such as a Hubbell MCC24WMC19, or equivalent. Each IDF will be connected to the existing MDF with a 6-strand multi-mode fiber cable and at least two Category 5 cables. If there are more than 48 cables terminated in an IDF, an additional Category 5 cable will be required for each additional group of 24 cables or portion thereof. All Patch Panels shall be 24 port Category 5, of the same manufacturer as the Category 5 jacks with horizontal cable management panels placed between each patch panel and each hub. If the distance between IDF and MDF is over 300 feet, the Category 5 cables are not necessary.

The cable and associated materials shall meet the following standards.

16. EIA/TIA 568B "Commercial Building Wiring Standard; Telecommunications; Connection Hardware Specifications”

17. TIA/EIA TSB40 "Telecommunications Systems Bulletin- additional Transmission Specifications for Unshielded Twisted Pair Connecting Hardware"

18. ISO 8877, “1st Edition, Information Processing Systems”

19. “Data, Video, Wireless and Voice Communications Wiring Standards” of the Alabama Technology Plan for K-12 Education, dated December 1996.

20. “Local Area Network Standards” of the Alabama Technology Plan for K-12 Education, dated December 1996.

Horizontal Subsystem

Information Outlets

The distribution system includes information outlets at all designated work locations, which are referred to as a drop location. Each drop location will consist of two cables unless otherwise noted. There will be three drop locations typically within each classroom as shown on the plans. Drop locations are also required in office areas and media centers as specified on the drawings.

Labeling

Each information outlet should be labeled with the IDF and port number. Corresponding labels should be installed on the patch panels in the IDF cabinet.

Information Outlet Definitions

The Category 5 outlet is defined as an 8 pin modular jack or connecting block, terminating 4 pair of 24 AWG unshielded twisted copper wire.

Horizontal Wiring Requirements

The user requires high speed data cabling conforming to EIA/TIA TSB 36 Enhanced Category 5 for all cable requirements.

Ethernet Equipment

Switches and other associated hardware will be provided by the school system to the vendor. Installation of the switches and hardware will be the responsibility of the successful bidder.

INSTALLATION, TEST AND ACCEPTANCE

Customer responsibilities

The Calhoun County School System will, during the process of the installation, allow the vendor and its employees free access to the premises and facilities at all reasonable hours or at such hours as the customer and vendor may agree.

Inspections will be made promptly when notified by the vendor that the system or any part thereof is ready for acceptance.

Vendor Responsibilities

The Vendor must provide all supervision, labor, construction tools, equipment, hardware and cabling materials as required. This includes transportation, erection, construction, unloading, inspecting, inventory, and returning spare or unused materials as specified in attached contract documents. Whenever in this RFP the terms provide, furnish, supply or install etc. shall be interpreted as requiring the vendor to both furnish and/or install materials, unless specific provisioning or installation of the materials by the School System is denoted.

Identification

The vendor will identify to the School System any work necessitating cutting into or through any part of the building structure that is not indicated on the prints furnished for this installation.

Permits

The vendor shall obtain all necessary building or work permits.

Damage

The vendor will be responsible for and repair all damage to the building due to negligence of its workmen, and report to the School System any such damage to the building which may exist or may occur during the occupancy of the quarters.

Firewalls

Provide for the firestopping of all conduits and sleeves through firewalls as required to meet code and local requirements. In addition, all walls that are penetrated above the suspended ceiling will require a sleeve and firestopping.

Test and Inspections

Conduct tests and inspections in the presence of the Calhoun County School System representative after installation has been completed in order that the Calhoun County School System may be assured that the requirements for the installation have been met.

Completion Notification

Promptly notify the Calhoun County School System of the completion of such portions of work ready for inspection.

Defects

The vendor will promptly correct all defects for which the vendor is responsible.

Customer Contact

The vendor must coordinate all work with the customer contact who will be designated before the commencement of installation. Work is to be coordinated so as not to interfere with the educational process.

Insurance

The vendor must maintain insurance as required until such time as when the system is accepted by the Calhoun County School System.

Clean-Up

Clean up shall be performed daily when school is in session, and completely upon finishing at a site.

TEST / ACCEPTANCE CRITERIA

All category 5 cable runs will be tested and certified with test equipment such as the Micro-Test Pentascanner. Test results must be saved, printed and included in the as-built drawings and documentation. All fiber runs will be tested with a power meter to insure proper dB loss and continuity.

Drawings

Upon completion of the installation, the vendor will furnish two complete sets of as-built drawings showing cable routes, termination points, labeling, and equipment locations. Documentation must be supplied to the school before acceptance of the system can be completed.

Terminations

Vendor will be responsible for complete system termination and interconnection. System must be tested to assure all ports and system functions are operational.

System Cutover

Vendor will provide at least one technician on site to provide trouble shooting when the school turns up any new IDF to the MDF and/or server.

Warranty Information

Provide a detailed description of all warranties, certifications, and guarantees associated with your proposed Cabling System and Ethernet System Equipment.

POTENTIAL VENDOR

Corporate Name and Address

The vendor shall list their full corporate name and address.

Name of Company:

Address:

Telephone Number:

FAX Number:

Web site:

Contact Email:

Spin Number:

Sales, Installation and Support Office

The vendor shall list their office (including address and other contact information) that will support the installation.

Product / Services Offerings

The vendor shall briefly describe its products and services and lines of business. The Vendor shall also state their status, i.e. manufacturer, distributor agent, contractor, etc.

Warranty Information

Provide information about the warranty coverage that your company offers on parts, labor, and service.

Terms

Provide information about payment terms.

Certifications

List the names of all certified technicians that work for your company and that will be available on this project. Also list certificates or status your company holds from manufacturers. Attach copies of those certificates to this proposal.

Availability of Phone Support

List the phone number(s) and daily hours your staff will be available for technical support.

Evidence of ability to provide on-site service

Explain how your company will be able to provide next day on site service.

References

List at least three references for similar size projects that your company has completed within the past two years.

Vendor Acceptance Form

An authorized agent or representative of the vendor shall sign a vendor acceptance form, with the information and statement below.

VENDOR ACCEPTANCE

Name of the Authorizing Officer

Title

Name of Firm

Address

City, State, Zip Code

Telephone Number

I (print or type name) accept the technical specifications outlined in this RFP for (vendor), and am proposing an appropriate system and components which will meet its mandatory requirements or have noted clearly any exceptions. It is my understanding that my proposal, if accepted, will become part of our contract, and that the quoted prices will remain in effect for 90 days from the bid closing.

Vendor Authorized Signature ______________________________

Date ____________________

LAN CABLING: Ohatchee Elementary

Overview of site:

• 1 MDF (room D221) – rack mount(s) to hold: 3COM switches, VG200, patch panels, ups, etc.

• 0 IDF (all cables runs will originate in the central MDF)

• Connection to WAN: fiber to Ohatchee High School terminated at MDF (provided by general contractor)

• Other Telecommunications: 1 – 1Fb analog voice line should be terminated in the MDF with runs to the office work room and principal’s office. (RJ11 terminations)

• Classrooms: 20 (3 dual drops each)

• All Offices/Conference Areas: Minimum of 1 dual drop each

• Media Center: dual drops as shown plus 2 wireless access points (wall or ceiling mounted)

• Computer lab shown on plans to be finished as classroom NOT lab

• Reminder: Hardware is not a component of this bid. It will be provided by the system. It is specified here only for planning purposes.

Itemized pricing: (List Unit Prices for each category)

|Item |Manufacturer |Total Quantity |Material Unit |Labor Unit Price |Total Price |

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LAN CABLING : Pleasant Valley Elementary

Overview of site:

• 1 MDF – (room 125) rack mount(s) to hold: 3COM switches, VG200, patch panels, ups, etc.

• 2 IDFs (rooms 211 & 309) – connected by 1 fiber and 2 cat5 runs

• Connection to WAN: fiber to Pleasant Valley HS – should be included in this proposal

• Other Telecommunications: 1 – 1Fb analog voice line should be terminated in the MDF with runs to the office work room and principal’s office. (RJ11 terminations)

• Classrooms: 20 (2 dual and 6 single drops each)

• All Offices/Conference Areas: Minimum of 1 dual drop each

• Media Center: dual drops as shown plus 2 wireless access points (wall or ceiling mounted)

• Computer lab shown on plans to be finished as classroom NOT lab

• Reminder: Hardware is not a component of this bid. It will be provided by the system. It is specified here only for planning purposes.

Itemized pricing: (List Unit Prices for each category)

|Item |Manufacturer |Total Quantity |Material Unit |Labor Unit Price |Total Price |

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|Total Bid Price | | | | | |

LAN CABLING: White Plains Elementary

Overview of site:

• 1 MDF (room S28)– rack mount(s) to hold: 3COM switches, VG200, patch panels, ups, etc.

• 3 IDFs (C13, N25, C28) 2 racks, 1 4’ wall mount box; connect to MDF w/ 1 fiber & 2 CAT5

• Connection to WAN: T1 line from BellSouth, terminated in MDF

• Other Telecommunications: 1 – 1Fb analog voice line should be terminated in the MDF with runs to the office work room and principal’s office. (RJ11 terminations)

• Classrooms: 20 (3 dual drops each)

• All Offices/Conference Areas: Minimum of 1 dual drop each

• Media Center: dual drops as shown plus 2 wireless access points (wall or ceiling mounted)

• Computer lab shown on plans to be finished as classroom NOT lab. Reading Pit not included in bid.

• Reminder: Hardware is not a component of this bid. It will be provided by the system. It is specified here only for planning purposes.

Itemized pricing: (List Unit Prices for each category)

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|Total Bid Price | | | | | |

LAN CABLING : Saks Elementary – Addition (May or May NOT be built)

Overview of site:

• 1 IDF – connect to existing MDF w/ 1 fiber and 2 CAT5 runs – wall mount 4’ box for equipment

• Classrooms: 4 (3 dual drops each)

• All Offices/Conference Areas: Minimum of 1 dual drop each (approximately 7 offices)

• Classrooms and 2 offices will connect to new IDF, other offices will connect to existing MDF.

• Reminder: Hardware is not a component of this bid. It will be provided by the system. It is specified here only for planning purposes.

Itemized pricing: (List Unit Prices for each category)

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|Total Bid Price | | | | | |

Total Bid

|Location |Parts |Labor |Total |

|Ohatchee Elementary | | | |

|Pleasant Valley Elementary | | | |

|White Plains High School | | | |

|Total for Above | | | |

|Saks Elementary Schools | | | |

|Total with Saks Elementary Option| | | |

Company Name: _______________________________________

Authorized Signature _____________________________________ Date ______________

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