References, Standards, and Codes



Shelby County Board of EducationPost Office Box 1591155 West Main StreetShelbyville, KY 40066-0159(502) 633-2375 -----INVITATION TO BID-----Reference Number: 2021WANBid Title: Shelby County Board of Education, Kentucky WAN and Self-Provisioning BidBid is Due: January 5, 2021, 11:00pm EST Bid Release Date: November 20, 2020470#: 210005055Requests for proposals are requested on the above-named materials, articles, or services for delivery to the school(s) or department(s) designated, subject to the conditions of this invitation.GENERAL CONDITIONSThe following schedule presents the major activities associated with this invitation to bid. There is no guaranteed date for the award of a contract, however an anticipated date of award is provided. The District reserves the right at its sole discretion to change the Schedule of Activities, including the associated dates and times.Release of Invitation to BidNovember 20, 2020Site VisitDecember 4, 2020 @ 10:00am ESTDue date for questionsDecember 4, 2020 @ 3:00pm ESTDue date for bidsJanuary 5, 2021 at 11:00am ESTBid opening (virtual)January 5, 2021 at 1:00pm ESTAnticipated Date of AwardJanuary 15, 2021*NOTE: All times referenced are in the Eastern Time Zone.The procurement process will provide for the evaluation of proposals and selection of the winning proposal in accordance with the Kentucky Model Procurement Code. KRS Chapter 45A of the Kentucky Model Procurement Code provides the regulatory framework for the procurement of services by school districts.A copy of the completed bid must be submitted by email to the Procurement Contact, listed in #27, with the Subject title containing the word “BID” and the above reference number. Failure of a company to respond to an invitation to bid for two consecutive bid notices may result in that company's name being deleted from the list of bidders to be sent future bid packages. For purposes of this condition, any company that submits a "NO BID" response shall be deemed to have responded to the invitation to bid.To receive consideration, bids must be received by email to the Procurement Contact prior to the time designated in this invitation, and none will be accepted afterward. Bids shall not be accepted by fax or mail.At the specified time and date stated in the invitation to bid, all bids which are in order, properly signed, etc., shall be read aloud. Any interested parties may request an invitation to the virtual bid opening. No immediate decision shall be rendered at that time concerning the proposals submitted.The Board shall give formal consideration to these bids at the next Board meeting after the bids are opened provided time permits the tabulations to be completed by that date. The selection process shall be based on the lowest and/or best bid basis. Past performance of bidders and overall quality of work shall be determining factors as well. Please note that under Model Procurement the Board may accept one or more bid contracts based on the needs of the schools. Bids shall conform to the Detailed Specifications included in Addendum A.Bids shall be evaluated based on the criteria described in the Detailed Specifications included in Addendum A. Bidder, by signing the Bid Form, indicates that the method of evaluation is understood and agrees to submit a bid under these conditions and abide by the results.The term for this contract shall begin on July 1, 2021. If the service acceptance date for any ongoing leased service is after March 31, 2021 the contract term may be reduced to expire with the end of the E-Rate funding year at the discretion of the District. The District may terminate this contract if funds are not appropriated to the contracting District or are not otherwise available for the purpose of making payments without incurring any obligation for payment after the date of termination, regardless of the terms of the contract. The District shall provide the contractor with thirty (30) calendar days’ written notice of termination of the contract.Bids must be submitted on the form provided and signed by an officer or member of the bidding company who is authorized to legally bind the company.In accordance with Federal Acquisition Regulation 52.209-5, the Contractor shall certify, by signing the Solicitation, that to the best of its knowledge and belief, the Contractor and/or its Principals is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any State or Federal District.“Principals”, for the purposes of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g., general manager, plant manager, head of subsidiary, division, or business segment, and similar positions.Per KRS 45A.343, any contract entered into by a local public agency, whether under KRS 45A.345 to 45A.460 or any other authority, shall require the contractor and all subcontractors performing work under the contract to:(a) Reveal any final determination of a violation by the contractor or subcontractor within the previous five (5) year period pursuant to KRS Chapters 136, 139, 141, 337, 338, 341, and 342 that apply to the contractor or subcontractor; and(b) Be in continuous compliance with the provisions of KRS Chapters 136, 139, 141, 337, 338, 341, and 342 that apply to the contractor or subcontractor for the duration of the contract.A contractor's failure to reveal a final determination of a violation by the contractor of KRS Chapters 136, 139, 141, 337, 338, 341, and 342 or to comply with these statutes for the duration of the contract shall be grounds for the local public agency's:(a) Cancellation of the contract; and(b) Disqualification of the contractor from eligibility for future contracts awarded by the local public agency for a period of two (2) years.A subcontractor's failure to reveal a final determination of a violation by the subcontractor of KRS Chapters 136, 139, 141, 337, 338, 341, and 342 or to comply with these statutes for the duration of the contract shall be grounds for the local public agency's disqualification of the subcontractor from eligibility for future contracts for a period of two (2) years.The bidder shall submit any determinations pertaining to this section along with their bid form.Any changes made on the bid form (erasures, strikeouts, white-out, etc.) must be clearly initialed by the bidder.The District reserves the right to waive defects and informalities in proposals, to reject any and all proposals, or to accept any proposal as may be deemed to be in its best interest and to award by item, combination of items, or lot.The District reserves the right to request additional information as may reasonably be required for selection, and to reject any proposals for failure to provide additional information on a timely basis.The District reserves the right to conduct discussions with any offeror who has submitted a proposal to determine the offeror’s qualifications for further consideration. Discussions shall not disclose any information derived from proposal submitted by other offerors.The Invitation to Bid specifies the format, required information and general content of proposals submitted in response to the Invitation. The District shall not disclose any portions of the proposals prior to contract award to anyone outside the District, representatives of the District for whose benefit the contract is proposed, representatives of the Federal government, if required, and the members of the evaluation committees. After a contract is awarded in whole or in part, the District shall have the right to duplicate, use, or disclose all proposal data submitted by bidders in response to this Invitation as a matter of public record.Any and all documents submitted by a bidder in response to the Invitation shall be available for public inspection after contract award. No such documents shall be exempt from disclosure under the Kentucky Open Records Act regardless of the vendor’s designation of the information contained therein as proprietary, confidential, or otherwise. Therefore, the District will not redact or withhold any documents submitted in response to the Invitation if a request to inspect these records is made.The District shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to an Invitation to Bid, if applicable. Selection or rejections of the proposal will not affect this right.All bids shall be effective from the date of opening until the date specified in the Detailed Specifications in Addendum A. No bid may be withdrawn for a period of sixty days after the scheduled bid opening. Bids shall remain in effect for a minimum of one year from the date the bid is awarded unless the bidder states otherwise on the bid form. Any bid that does not remain in effect for at least one year may be cause for rejecting that bid.If applicable, it is the responsibility of the bidder to furnish specific product content data as required by law (MSDS), as well as certification that the products meet federal, state, and/or local regulations (i.e., OSHA [lead-free], AHERA [asbestos-free], federal specifications, and ASTM).Samples requested must be furnished free of expense to the Board of Education and, if not destroyed or consumed in testing or evaluating or required in connection with the award, will be returned upon request at the bidder's expense. Right is reserved to mutilate or destroy any samples if considered necessary for test purposes.When applicable, the firm, company, or manufacturer awarded the bid must have a representative available for on-site visits if a special need arises or if there is a problem with the products/services bid.It is to be understood that the bidder, if awarded an order or contract, agrees to protect, defend, and save harmless the Board of Education from any suits or demands for payment that may be brought against it for the use of any patented material, process, article or device that may enter into the manufacture, construction, or form a part of the work covered by either order or contract. Bidder further agrees to indemnify and save harmless the Board of Education from suits or actions of every nature and description brought against it for, or on account of, any injuries or damages received or sustained by any party or parties by, or for, any of the acts of the contractor, his servants, or agents.Federal Excise Tax or Kentucky Sales and Use Taxes are not applicable to any purchase made for use of the Board of Education. Bids should not include any such taxes. Purchase exemption certificates will be furnished as required.Bidder’s company is solely responsible for the collection and payment of any sales rmation pertaining to any item or condition in this request or the bid process may be obtained by communicating with the Shelby County Board of Education Procurement Contact:PROCUREMENT CONTACTName:Jill TingleTitle:Chief Operating OfficerAddress:1155 West Main Street, Shelbyville, KY 40066Phone:502-633-2375Email:jill.tingle@shelby.kyschools.usIt is to be understood that the bidder shall, if awarded the contract, deliver the equipment, services, etc. in full by the date specified in the Detailed Specifications in Addendum A or within 90 days of the contract being awarded if no date is specified.The successful bidder is required to make initial contact with the Program Contact(s) listed below within 10 business days of notification of receiving award of the bid:PROGRAM CONTACTName:Chad Hebner Title:Director of TechnologyAddress:1155 West Main Street, Shelbyville, KY 40066Phone:502-633-2375Email:chad.hebner@shelby.kyschools.usThe bidder shall not commence any work until an award is made and a valid contract has been fully executed. The contract shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this contract.It is the bidder’s responsibility to provide a certificate of liability insurance at a minimum of $1,000,000 per occurrence. If the bidder is also an employer, a certificate indicating workers compensation overage is required. FORMCHECKBOX If marked ("X"), bids must be accompanied by certified check or bid bond in the amount of five percent (5%) of the bid total, payable to the Shelby County Board of Education as stipulated in the information for bidders. FORMCHECKBOX If marked ("X"), the successful bidder will be required to furnish a performance and payment bond in an amount equal to one hundred percent (100%) of the contract price. The premium for these bonds shall be 30included in the proposal amount. FORMCHECKBOX If marked ("X"), the bidder is required to submit a copy of their safety training manual or program with bid documents.It is the supplier's responsibility to ensure that the supply, quality, and fitness for purpose of the goods or services will not be impaired, disrupted, or interrupted whether wholly or in part as a result of the occurrence of any date within the span of time. Compliance with this provision will be strictly enforced.Reciprocal preference for Kentucky resident bidders and Preferences for a Qualified BidderThe scoring of bids/proposals is subject to Reciprocal preference for Kentucky resident bidders per KRS 160.303. Vendors not claiming resident bidder or qualified bidder status need not submit the corresponding affidavit.KRS 45A.490 Definitions for KRS 45A.490 to 45A.494. As used in KRS 45A.490 to 45A.494: (1) "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and (2) "Public agency" has the same meaning as in KRS 61.805. KRS 45A.492 Legislative declarations. The General Assembly declares: (1) A public purpose of the Commonwealth is served by providing preference to Kentucky residents in contracts by public agencies; and (2) Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents. KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations. (1) Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder. (2) A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding: (a) Is authorized to transact business in the Commonwealth; and (b) Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect. (3) A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection (2) of this section. (4) If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder. (5) This section shall apply to all contracts funded or controlled in whole or in part by a public agency. (6) The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given. (7) The preference for resident bidders shall not be given if the preference conflicts with federal law. Determining the residency of a bidder for purposes of applying a reciprocal preferenceAny individual, partnership, association, corporation, or other business entity claiming resident bidder status shall submit along with its response the attached Required Affidavit for Bidders, Offerors, and Contractors Claiming Resident Bidder Status. SCPS reserves the right to request documentation supporting a bidder’s claim of resident bidder status. Failure to provide such documentation upon request shall result in disqualification of the bidder or contract termination. A nonresident bidder shall submit, along with its response, its certificate of authority to transact business in the Commonwealth as filed with the Commonwealth of Kentucky, Secretary of State. The location of the principal office indentified therein shall be deemed the state of residency for that bidder. If the bidder is not required by law to obtain said certificate, the state of residency for that bidder shall be deemed to be that which is identified in its mailing address as provided in its bid.Contractors shall be in compliance and will comply with any and all local, state, and federal laws and regulations related to this bid and the rendering of goods and /or services. This contract shall be governed in all respects as to validity, construction, capacity, performance, or otherwise by the laws of the Commonwealth of Kentucky. Contractors providing services under this bid invitation, herewith assure SCPS they are conforming to the provisions of the Civil Rights Act of 1964 as amended. Contractor shall comply with applicable federal, state, and local laws and regulations pertaining to wages, hours, and conditions of employment. In connection with the contractor's performance of work under this contract, contractor agrees not to discriminate against any employee(s) or applicant(s) for employment because of race, age, religious creed, sex, national origin, or handicap. If applicable, all materials and services must meet or exceed K.O.S.H.A. (Kentucky Occupational & Safety Health Act) Standards.The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student educational records. FERPA places restrictions on educational data which may or may not be disclosed without authorization. Restricted data includes all data which may contain personally identifiable information (PII), i.e. a student's name, address, phone number, social security number, et cetera.Any employee, official, or contractor of the bidder who may have access to Free and Reduced eligibility information regarding the District’s students will be required to sign an affidavit of nondisclosure. (See Addendum C.)If during the course of this agreement, Shelby County Board of Education discloses to the contractor any data protected by the Family Educational Rights and Privacy Act of 1974 (FERPA), as amended, and its regulations, and data protected by the Richard B. Russell National School Lunch Act (42 U.S.C. 1751 et seq)(NSLA) and Child Nutrition Act of 1966 (42 U.S.C. 1771 et seq.)(CNA) ?the contractor is bound by the confidentiality, security and redisclosure requirements and restrictions stated in FERPA, NSLA and CNA and will enter into a confidentiality agreement and ensure its employees and contractors execute affidavits of nondisclosure as required. The confidentiality agreement and affidavits will then become part of this original agreement. Any employee, official, or contractor of the bidder who may have access to this data will be required to sign an affidavit of nondisclosure. (See Addendum C.)Contractor agrees to retain all books, records, and other documents to this agreement for three years after final payment. SCPS and its authorized agents and/or state/or federal representatives shall have full access to, and the right to examine any or said materials during said period which are directly pertinent to that specific contract for the purpose of making audit, examination, excerpts and transcriptions. If the investigator or audit is in progress, records shall be maintained until stated matter is closed. Contractor shall comply will all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act (42 U.S.C.) 187 [h], Section 508 of the Clean Water Act (33 U.S.C. 1368, Executive Order 11738 and Environmental Protection Agency (EPA) regulations, (40 CFR Part 15), which prohibit the use under non-exempt federal contracts, grants or loans of facilities included in the EPA list of violated facilities. By signing this document, the contractor certifies that this proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. The contractor certifies that collusive bidding is a violation of federal law and can result in fines, prison sentences and civil damage awards. Prohibition against conflicts of interest, gratuities, and kickbacks: Any employee or official of SCPS, elective or appointive, who shall take, receive, or offer to take or receive, either directly or indirectly, any rebate, percentage of contract, money, or things of value as an inducement or intended inducement, or in the procurement of business, or the giving of business, for or to or from, any person, or in open market seeking to make sales to the school district shall be deemed guilty of a felony and upon conviction such person or persons shall be subject to punishment or fine in accord with state and/or federal laws. The bidder affirms that it is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing to do business in the Commonwealth of Kentucky for the duration of any contract awarded. The Contractor shall maintain certification of authority to conduct business in the Commonwealth of Kentucky during the term of this Contract. Such registration is obtained from the Secretary of State. The bidder is legally entitled to enter into contracts with agencies of the Commonwealth of Kentucky and is not in violation of any prohibited conflict of interest, including those prohibited by provisions of KRS 164.390, KRS 61.092-61.096, and KRS 42.990. The provisions of KRS 365.080 and KRS 365.090 which permit the regulation of resale price by contract, does not apply to sales to the State.All questions as to the execution, validity, interpretation, construction and performance of this agreement shall be governed by the laws of the Commonwealth of Kentucky. Furthermore, the parties hereto agree that any legal action which is brought on the basis of this agreement shall be filed in the Shelby County Circuit Court of the Commonwealth of Kentucky.Addendum ADetailed SpecificationsShelby County SchoolsRequest for ProposalsNovember 20, 2020Shelby County Schools wishes to compare Lit Fiber and Leased Dark Fiber services to provide WAN connections between its eligible sites and the District’s network head-end, located at Shelby County Central, 1155 West Main Street, Shelbyville, KY 40066-0159, with service beginning June 15, 2022. Bidders are advised that this project will be contingent upon the successful obtaining of E-Rate funding and a District-issued Notice to Proceed, and the contract agreement between the District and the selected vendor must recognize that contingency. Sites to be connected to the head-end are listed below. Southside Elementary, 728 Ginkgo Dr, Shelbyville, KY 40065Shelby County West Middle, 100 Warriors Way, Shelbyville, KY 40065Simpsonville Elementary, 100 Warriors Way, Shelbyville, KY 40065Heritage Elementary, 8300 Frankfort Rd, Waddy, KY 40076Clear Creek Elementary, 279 Chapel Hill Rd, Shelbyville, KY 40065Shelby County High School, 1701 Frankfort Rd, Shelbyville, KY 40065Martha Layne Collins High School, 801 Discovery Blvd, Shelbyville, KY 40065In each building, the selected vendor will demarc the service in an existing network closet to be designated by the District. Refer to building maps for locations of current service entrance points and desired demarcation points. Building maps may be requested via e-mail to the contact listed herein. For security purposes, this is the only way to obtain these maps.Your proposal should include pricing options for connections between each endpoint site and the head-end site as described in the specifications that follow, and should allow for service level changes to be made to any location during the term of the contract.The District wishes to work with the selected vendor to establish an appropriate initial service tier for each building to maximize the cost effectiveness of these services to the district. Sites to be connected should be priced separately (individually); the District reserves the right to remove locations from this list prior to the commencement of the project at its discretion. The District seeks proposal for a 3- and/or 5-year contract; other terms will be considered. All cost proposals must reflect the LCP (Lowest Corresponding Price), GSA pricing, and any available governmental unit discounts including existing state purchasing agreements or contracts. Any proposal referencing an existing state purchasing agreement or contract must include that information in the proposal. Bid prices must be complete for the services proposed and shall include all associated costs, even if the amounts are estimates based upon current applicable taxes, surcharges, or fees. The term for this contract shall begin on June 15, 2022. If the service acceptance date is after that date, the contract term may be reduced to expire with the end of the E-Rate funding year at the discretion of the District.Options to be BidThe District is seeking two options for bids. ?Respondents may bid either or both options. The first option is a leased lit fiber transport service from the hub site/s to the specified eligible applicant sites. ?Any one-time special construction can be bid separately from the Service Provider’s proposed monthly recurring cost for the leased lit service. ?The second option is for a leased dark fiber solution that may include special construction, the monthly lease fee, monthly maintenance and operations fees, and can, as an option, also include pricing for the purchase of equipment necessary to light the fiber. ??Any one-time special construction costs must be bid separately from the monthly lease fee. ?Monthly recurring maintenance and operations fees should be itemized separately from monthly recurring dark fiber lease fees.In E-rate terminology, “special construction” refers to the upfront, non-recurring costs associated with the installation of new fiber to or between eligible entities, including construction of network facilities, design and engineering, and project management. Special construction does not include the network equipment necessary to light fiber, nor the services necessary to maintain the fiber. Charges for network equipment and fiber maintenance are eligible for E-rate support as separate services.Both options (leased lit and leased dark) can include special construction or one-time E-rate eligible non-recurring costs as well as E-rate eligible recurring circuit costs. ?Lit fiber proposals which require an upfront payment may only include a special construction cost if any new fiber is being installed. ?If new fiber installation is not necessary, the payment is considered a non-recurring cost and must be noted accordingly in your response. If there are any separate installation or special construction costs necessary to provision service, the cost proposal must clearly describe those costs separately from monthly recurring costs and the service provider must be prepared to assist with any USAC review questions concerning those costs. We may request that the undiscounted portion of any upfront, nonrecurring costs be paid in installments as allowed by Section II.A.2. of FCC 14-189 (AKA the Second E-Rate Modernization Order). However, please note that the District prefers a fixed monthly recurring charge with no separate up-front installation or construction costs. Specifications of the Requested SolutionBased on the bids and both a short-term and long-term cost effectiveness analysis, the School District will determine which, if any, of the solutions is acceptable. ?The specifications related to each solution option are as follows:Leased Lit Service:Your proposal should include pricing options for 10 Gbps connections between each endpoint site and the head-end site/s, and should allow for service level changes to be made to any location during the term of the contract. Proposals including throttling, asymmetrical bandwidth, and traffic restrictions (ie: multicast) are not acceptable. Please note that to compare the different fiber options accurately, the District assumes that lit fiber costs include:Modulating Equipment (You must describe proposed electronics, with specifications and the expected life for the equipment.) The District is interested in a lit service modulated by (terminated into) vendor-owned optical interface modules without a vendor-provided powered, stand-alone network device on each end of the link, although other options will be considered.Annual maintenance (markers, general inspection, preventative maintenance, etc.)Annual operating costs Cuts, Outages, RelocationsEmergency Restoration and RelocationMiscellaneous Fees: ?Known right of way, pole attachment(aerial) fee, railroad crossing, other issuesLeased Dark Fiber:As an alternative, respondents can quote a leased dark fiber network solution from the specified hub sites to the eligible service locations. The price quote should be for a lease of up to 6 strands of fiber from the hub to each eligible entity location; other configurations will be considered. Respondents must offer recurring Maintenance and Operations services and can, as an option, also offer pricing for the purchase of equipment that the District will need to light the fiber; both either themselves or through 3rd party subcontractors. ??In the case that respondents use external 3rd party service providers or contractors to deliver some or part of the solution, these should be clearly indicated in the response. Respondents including the option of a quote to sell the equipment necessary to light the fiber should include the following new equipment (or its equivalent): Fourteen (14) Extreme SLX 9640 100GbE Router. It is acceptable for vendors of network equipment to bid these items (or their equivalent) without bidding the dark fiber itself. It is acceptable for vendors of network equipment to bid these items (or their equivalent) without bidding the dark fiber itself.Respondents must separate non-recurring special construction charges, monthly recurring fiber lease and monthly Maintenance and Operations charges, and charges for equipment listed above as defined by E-rate eligibility rules.Please note that to compare the different fiber options accurately, the District assumes that dark fiber costs include:Ongoing maintenance of the fiber. ?The selected vendor shall maintain the applicable fiber seven days per week, twenty-four hours per day. Upon notification from the District of a malfunction relating to the applicable fiber, respondent shall respond to such malfunction within two (2) hours and thereafter proceed to correct the malfunction with reasonable diligence. Maintenance responses must also include information regarding:Routine maintenance and inspection,Scheduled maintenance windows and scheduling practices for planned outages,Marker and handhole inspection and repair,Handling of unscheduled outages and customer problem reportsWhat service level agreement is included, and what alternative service levels may be available at additional cost,What agreements are in place with applicable utilities and utility contractors for emergency restoration,Repair of fiber breaks,Mean time to repair,Replacement of damaged fiber,Post repair testing,Replacement of fiber which no longer meets specifications,Policies for customer notification regarding maintenance,Process for changing procedures, including customer notification practices,Process for moves adds and changes.Service Level AgreementEach respondent must provide a proposed Service Level Agreement (SLA) with their response. The proposed SLA must include a description of the services provided, and where applicable, describe how these services will be measured. At a minimum, the SLA should describe that the vendor will make all reasonable efforts to ensure 99.99% network availability of each circuit, and it should provide frame/packet loss, network latency, and network jitter commitments. Additionally, each SLA should describe 24x7x365 trouble-reporting procedures, offer commitments with regard to the time to repair outages, and describe provisions offered in the event of chronic trouble. The services described in the SLA shall be maintained to the specifications of these commitments throughout the term of the contract, and the selected vendor shall remediate any deficiencies at no cost to the District. Commitments Required for Special Construction and Non-Recurring CostsAll E-Rate applications including special construction are subject to review and detailed questioning. ?Respondents should provide or be prepared to promptly provide the following information:A map file of the proposed fiber routeThe cost per foot of fiberThe cost per foot of fiber installation (splicing, pulling through conduit, hanging on poles)The cost per foot of outside plant materials (conduit, handholes, markers, aerial make ready materials)The cost per foot of outside plant installation (trenching, handhole and marker installation, installation of aerial make-ready materials)The amount of special construction capital requested will be examined by E-Rate program reviewers and compared to the cost of historical fiber builds in the region. Service providers placing extra strands into the build for their own use must cost-allocate the cost of those provider-owned extra strands as well as all incremental costs of those extra strands from their bid. This is not a pro-rata share, but an incremental cost calculation that must be backed by detailed documentation. Neither the E-rate program nor the District will be responsible for such costs.?Questions/Site VisitsA voluntary site visit will be held at 1155 West Main Street, Shelbyville, KY 40065 on December 4, 2020 at 10:00 a.m. Respondents choosing not to attend in so doing acknowledge their understanding that they were offered and voluntarily declined the opportunity.Any questions related to the technical aspects of this document should be directed to Chad Hebner, Director of Technology via email at chad.hebner@shelby.kyschools.us, no later than 3:00pm EST on December 4, 2020. Answers to any written questions or any additional information, revisions, or clarifications to the RFP will be provided in the form of an addendum to be posted with the FCC Form 470 on the Universal Service (E-Rate) website. It is the sole responsibility of the Service Provider to check for any addenda that may be pliance with SpecificationsBy submitting a proposal, the Service Provider certifies that it has read and agrees to the following terms and conditions. Failure to meet any requirement outlined herein is adequate cause to reject your proposal.The Service Provider has clearly listed any exceptions to any requirements or conditions set forth in this RFP with which it is unable or unwilling to comply and has included all relevant standard or additional contract terms and conditions with its proposal. Such exceptions, terms, and conditions must be set forth with specificity and may not be incorporated by reference. The Service Provider agrees that the final contract shall incorporate and not override any terms or conditions set forth in this RFP, minus any agreed-upon exceptions, and that the RFP will be incorporated into the final contract. The Service Provider agrees to follow and abide by the rules of the E-Rate program as promulgated by USAC and the FCC and certifies that it has not been suspended, debarred, or placed on Red Light Status within the prior three years. Service Provider further agrees that any costs not funded by the E-rate Program due to Service Provider violations of Program rules will be the sole responsibility of the Service Provider.Response FormatYour response should describe the network topology being proposed, whether the circuits are dedicated end-to-end for the District’s use, and whether there are any mid-path electronics necessary to provision the circuits. You should describe all proposed handoffs, including whether you are handing off multiple connections at the head-end or a single, aggregated connection. (The District requests single, aggregated handoffs if possible.) Please indicate and specify all service provider owned onsite equipment necessary to hand off service to the District’s LAN equipment. Service provider should provide this information in the form of a network WAN diagram. Additionally, all proposals must include the following information:A description of services to be provided with detailed information regarding any required construction, including the timeline for completion of every phase of work – engineering, manufacturing, construction, permitting, electronics delivery, plete pricing for the services described herein. Your proposal must clearly indicate which option it is a response to, and must provide detail regarding special construction, and non-recurring and recurring costs for the service being proposed for each site requested. When submitting a proposal including special construction, respondents must complete the pricing matrix located in Appendix A: Special Construction Pricing of this RFP.Proposed network diagram. For dark fiber responses, respondents must include identification of aerial vs. buried fiber segments, detailed drawings showing fiber and equipment locations, and other pertinent details as outlined in Appendix B: Common OSP Installation Specifications for E-Rate Proposals. Any deviations from the specifications in Appendix B should be clearly noted in your response.Proposed Service Level Agreement.Length of time your company has provided such services.Three (3) reference sites where your company has performed a similar service, including business name, contact name and contact information. It is preferable that at least one reference should be for a School District of similar size within 100 miles of the District. If your proposal is for more than one option (e.g. lit fiber service as well as leased dark fiber), provide 3 references for each. Your E-Rate SPIN Number. ?(You must have a current SPAC form on file with USAC.)A ready-to-execute contract which includes the proposal requirements and the E-Rate contingencies outlined herein. (Failure to provide a contract in a timely fashion may be considered grounds for disqualification.)The District’s review of information will be primarily focused on the substance of the details provided in response to the requirements herein including but not limited to pricing and terms, technical details, SLA, experience and references, and compliance with the requirements laid out in this document. Please note USAC’s posted guidance regarding the comparison of Lit and Dark Fiber proposals:“In considering whether leased dark fiber or leased lit fiber is the more cost-effective option, applicants will need to identify a specific and comprehensive total cost for each of the responsive proposals received, and compare those costs over a defensible time period.” Accordingly, service providers should “supply all of the information necessary […] to identify the total cost of the service (e.g., all of the costs associated with deploying any new fiber to connect entities, purchasing Network Equipment, maintenance and operations, etc.).” 1 In cases where a proposal does not include information required to make this comparison (e.g. a provider elects not to bid network equipment required to light the fiber), the District will use available market pricing in place of the missing information.Proposal DeliveryThe School District reserves the right to reject each and every bid, and to waive informalities, irregularities, and errors in the bidding to the extent permitted by law. This includes the right to extend the date and time for receipt of bids. In the event that a responsible bid is not received or if it is determined that the low bid received is too high, the bid received will be rejected and the project will be cancelled or re-bid. Bids should be e-mailed to the office of Jill Tingle at jill.tingle@shelby.kyschools.us by 11:00am EST on January 5, 2021. TimelineSite Visit:December 4, 2020 @ 10:00 a.m. ESTQuestions due: December 4, 2020 @ 3:00 p.m. ESTDue date for bids: January 5, 2021 at 11:00 a.m. ESTBid opening (virtual): January 5, 2021 at 1:00 p.m. ESTAnticipated Date of Award: January 15, 2021____________________________________________________________________________________1 A: Special Construction Pricing(Required with all bid submissions that include special construction)Segment LocationStrand CountSegment MileageTotal Segment CostEligible CostIneligible Cost*Total project mileage and costsAll E-rate applications featuring special construction are subject to review and detailed questioning. Vendors should be prepared to promptly provide the following information: a map file of the proposed fiber route in KMZ format, and the cost per foot (aerial and buried separately) of fiber, fiber installation (splicing, pulling through conduit, hanging on poles), outside plant materials (conduit, hand-holes, markers, aerial make ready materials), and outside plant installation (trenching, hand-hole, and marker installation, installation of aerial make ready materials).*Note on Cost Allocation required of Lit/Dark Service Providers:Often, Lit/Dark service providers wish to install more strands than are required by an E-Rate applicant for the lit provider’s future use. These additional strands are ineligible for E-Rate support, as are the incremental costs related to them (e.g., additional labor costs for splicing, additional plant costs, etc.). Lit/Dark service responses should include documentation which outlines any added incremental costs attributable to designing, managing and constructing a fiber system if deploying a larger strand cable than is required to provide the services requested in this RFP. Such costs include (but are not limited to): Splice Labor. If any fibers over the district’s fibers are spliced, the labor for these additional splices must be cost allocated. Splice Enclosures are placed to protect splices. If any fibers over the applicant’s fibers are spliced and require an enclosure, the enclosures for these additional splices must be cost allocated. Fiber Installation Labor. This represents the incremental cost of pulling a larger cable through the buried conduit. Structured materials installation. This represents the additional cost of burying a larger conduit to support the additional fibers. Service providers should not include such costs in their special construction billing to the district and should be prepared to show evidence during the E-Rate review and approval process that it did not charge the applicant for these incremental costs. List them as “ineligible costs” in the table above. Appendix B: Common OSP Installation Specifications for E-Rate ProposalsMaterial RequirementsMaterial will comply with those standards as established by UL or NEMA and shall be commercial grade. All materials will be new and free from defects.If a buried proposal all buried conduit shall be EMT (Electrical Metallic Tubing) multi-duct with at least three innerducts. EMT fittings shall be gland or set screw type, and each conduit shall be equipped with a graduated pull tape or rope. If a buried proposal, unless specified by right-of-way owner, crossings will be two conduits, PVC-Sch 40 or better.If a buried proposal, the exact requirements for location and type of conduit within the building shall be verified with building owner.If a buried proposal, 45,000 lb. load rated CDR or comparable enclosures on roadways and railways, and pedestrian rated hand holes for non-roadways and railways.If a buried proposal, large-radius sweeps shall be provided where required for offset or change in direction of conduit. Bend radius rating of the cable must be adhered to for all conduit bends, pull boxes, and hand holes. Fiber must be single-mode with the following specifications:TU‐T G.652.C/D compliantMaximum Attenuation @ 1310nm: 0.34 dB/kmMaximum Attenuation @ 1385nm: 0.31 dB/kmMaximum Attenuation @ 1550nm: 0.22 dB/kmConnector types should be LC unless otherwise specified by the district.Any warranties associated with the fiber and any other outside plant materials must revert to the district as the fiber owner upon completion of construction.SpecificationsSurveyComply with all ordinances and regulations. Where required, secure permits before placing or excavating on private property, crossing streams, pushing pipe or boring under streets/railways. If a buried proposal, respondent will locate underground lines of third parties in cable route area.Permits and Traffic ControlThe respondent must adhere to all applicable laws, rules and requirements and must apply for permits to place infrastructure per specification per county or city ordinance applicable to where the infrastructure is being placed.All traffic control, in accordance with local, state, county, or permitting agency laws, regulations, and requirements, will be the respondent’s responsibility. The respondent’s construction schedule will take into consideration sufficient time for the development and approval of a traffic control plan.Tracer Wire InstallationIf a buried proposal, tracer wire shall be placed with all conduit installed unless armored or traceable cable is used. The respondent will provide the tracer wire and shall install, splice and test (for continuity) the tracer wire. If the tracer wire is broken during installation, the wire should be repaired and tested for continuity after repair. If a buried proposal, for multi-duct installation, install a 5/8” X 8” copper clad ground rod in the hand-hole located on public right–of-way. Place a #12 insulated copper locate wire from the ground rod to the fiber optic termination room or to the outside of the building directly below the pull box and terminate on one side of an insulated indoor/outdoor terminal block to the master ground bar in the fiber optic termination room or place a ground rod on the outside of the building. Locate block in an accessible location. This is for “locate purposes only,” not for grounding purposes. Note on as-built where ground is placed and tag located wire as “locate wire.”Depth of Burial (If a buried proposal)Except where otherwise specified, the cable shall be placed to a minimum depth of 36” along roadways and 24” on private property. Greater cable depth will be required at the follow locations:Where cable route crosses roads, the cable shall be placed at a minimum depth of 48” below the pavement or 36” below the parallel drainage ditch, whichever is greater, unless the controlling authority required additional depth, in which case the greatest depth will be maintained.Where cable crosses existing sub-surface pipes, cables, or other structures: at foreign object crossings, the cable will be placed to maintain a minimum of 12” clearance from the object or the minimum clearance required by the object’s owner, whichever is greater.Highway, Railroad, and Other Bored Crossings (If a buried proposal)All crossings of state or federal highways and railroads right-of-way shall be made by boring and placing a pipe casing. The cable shall be placed through the pipe casing. Country road and other roadways shall be bored, trenched, or plowed as approved by the appropriate local authority.All work performed on public right-of-way or railroad right-of-way shall be done in accordance with requirements and regulations of the authority having jurisdiction there under.Respondent shall give all notices and comply with all laws, ordinances, rules and regulations bearing on the conduct of the Work as drawn.Where the cable route crosses railroad right-of-way, the cable shall be placed at a minimum depth of 60” below the railroad surface or 36” below the parallel drainage ditch, whichever is greater, unless the controlling authority requires additional depth, in which case the greatest depth will be maintained.Cable Markers (If a buried proposal)Cable markers shall be placed within 48 hours of cable installation. Unless the right-of-way or property owner specifies otherwise, cable markers shall be placed at all change in directions, splices, fence line crossings, at road and stream crossings, and other points on the route not more than 1,000 feet apart.In addition, on highway right-of-way, the markers shall be located at the highway right-of-way line. Markers shall always be located so that they can be seen from the location of the cable.Hand Holes (If a buried proposal)Hand holes will be placed in accordance with standard industry practice following the specifications provided in the construction plans, typical drawings, and detail drawings. Attention and planning must be exercised to ensure accessibility by other groups after construction has been completed.All hand holes unless otherwise stipulated by the drawings will be buried with 12” to 18” of cover at final grade.Immediately after placement, the soil around and over the hand hole will be tamped and compacted. Should any washouts occur, the respondent will be responsible for correcting the problem immediately without additional cost to the district.After cable placement, all ducts will be sealed.All splice hand holes/manholes will be grounded.A sufficient coil of cable shall be left in each hand hole/building for splicing use.Splicing (both buried and aerial)Fiber to fiber fusion splicing of optical fibers at each point including head ends is plete testing services, such as end to end, reel testing, and splice loss testing, ORL, power meter/laser source testing and WDM testing is required.Individual splice loss will be 0.10 dB for single-mode unless after 3 attempts these values cannot be achieved, then the fibers will be re-spliced until a splice loss within 0.05 dB of the lowest previous attempts is achieved. Splice loss acceptance testing will be based on the fusion splicer’s splice loss estimator.All cables to buildings shall be fusion spliced within a minimum of 50’ of entering a building at a location to be determined by the owner with an existing single mode fiber and terminated at customer’s rack.Aerial PlantDistrict is open to aerial fiber runs using existing utility poles, but respondent must adhere to pole owners’ requirements for clearances, spans, grounding, guys and attachments.Testing Cable (both buried and aerial)The respondent shall be responsible for on-reel verification of cable quality prior to pleted test forms on each reel shall be submitted to the district.Respondent assumes responsibility for the cable after testing. This responsibility covers all fibers in the cable.The respondent shall supply all tools, test equipment, consumables, and incidentals necessary to perform quality testing.The cable ends shall be sealed upon completion of testing.In addition to splice loss testing, selected respondent will perform end-to-end insertion loss testing of single-mode fibers at 1310 nm and 1550 nm from one direction for each terminated fiber span in accordance with TIA/EIA-526-7 (OFSTP 7). For spans greater than 300 feet, each tested span must test to a value less than or equal to the value determined by calculating a link loss budget. Restoration (both buried and aerial)All work sites will be restored to as near their original undisturbed condition as possible, all cleanup will be to the satisfaction of the district and any permitting agencies.Respondent shall provide a brief description of restoration plan in the response, with the expectation that a more detailed restoration plan will be delivered prior to construction begins.Work site restoration will include the placement of seed, mulch, sod, water, gravel, soil, sand, and all other materials as warranted.Backfill material will consist of clean fill. Backfilling, tamping, and compaction will be performed to the satisfaction of the district, the representative of any interested permitting agency, and/or the railroad representative.Respondent will be responsible for any restoration complaints arising within one year after the district’s final acceptance.Excess material will be disposed of properly.Debris from clearing operations will be properly disposed of by the respondent/subcontractors as required by permitting agencies or the railroad. Railroad ties, trees, stumps or any foreign debris will be removed, stacked, or disposed of by the respondent as per requirements by other interested permitting agencies, and/or the district.Road shoulders, roadbeds, and railroad property will be dressed up at the end of each day. No payment for installation will be permitted until cleanup has been completed to the satisfaction of the any permitting agencies, and/or the district.Site clean-up will include the restoration of all concrete, asphalt, or other paving materials to the satisfaction of the other interested permitting agencies, and/or the district.Documentation (both buried and aerial)As-built drawings will include:Fiber cable routesDrawings, site drawings, permit drawings, and computerize design maps and electronically stored consolidated field notes for the entire route must include:Verification of as-built and computerized mapsSplicing locationsOptical fiber assignments at patch panels and splice locationsInstalled cable lengthDate of installationAerial installation documents should include Pole attachment applications and inventoriesPole attachment agreements between respondent and other utilitiesGPS points of reference for utility polesPhoto images of poles to which fiber is attachedUnderground installation documents should includeConduit design and detailing and manhole detailingPreparation of all documentation for approval of conduit construction and/or installation, Fiber details will include:ManufacturerCable type and diameterJacket type: singlemodeFiber core and cladding diameterFiber attenuation per kilometerFiber bandwidth and dispersionIndex of refractionOTDR documentation will include:Each span’s traces shall be recorded and mapped, with each splice loss from each direction and the optical length between splices as well as info required by Span Map.Reel acceptanceIndividual fiber traces for complete fiber lengthLosses of individual splicesAnomaliesWavelength tests and measurement directionsManufacturer, model, serial number, and date of last calibration of OTDRPower Meter documentation will include:Total link loss of each fiberWavelengths tested and measurement directionsManufacturer, model, serial number, and date of last calibration for all equipment usedReferences, Standards, and CodesSpecifications in this document are not meant to supersede state law or industry standards. Respondents shall note in their response where their proposal does not follow the requested specification to comply with state law or industry standard. The following standards are based upon the Customer-Owned Outside Plant Design Manual (CO-OSP) produced by BICSI, the Telecommunications Distribution Methods Manual (TDMM) also produced by BICSI, ANSI/TIA/EIA and ISO/IEC standards, and NEC codes, among others. It is required that the respondent be thoroughly familiar with the content and intent of these references, standards, and codes and that the respondent be capable of applying the content and intent of these references, standards, and codes to all outside plant communications system designs executed on the behalf of the district.Listed in the table below are references, standards, and codes applicable to outside plant communications systems design. If questions arise as to which reference, standard, or code should apply in a given situation, the more stringent shall prevail. As each of these documents are modified over time, the latest edition and addenda to each of these documents is considered to be definitive. Standard/ReferenceName/DescriptionBICSI CO-OSPBICSI Customer-Owned Outside Plant Design ManualBICSI TDMMBICSI Telecommunications Distribution Methods ManualBICSI TCIMBICSI Telecommunications Cabling Installation ManualCustomer-Owned Outside Plant Telecommunications Cabling StandardTIA/EIA – 568Commercial Building Telecommunications Cabling StandardTIA/EIA – 569Commercial Building Standard for Telecommunication Pathways and SpacesTIA/EIA – 606The Administration Standard for the Telecommunications Infrastructure of Commercial BuildingsTIA/EIA – 607Commercial Building Grounding and Bonding Requirements for TelecommunicationsTIA/EIA - 455 Fiber Optic Test StandardsTIA/EIA - 526 Optical Fiber Systems Test ProceduresIEEE 802.3 (series)Local Area Network Ethernet Standard, including the IEEE 802.3z Gigabit Ethernet Standard NECNational Electric Code, NFPANESCNational Electrical Safety Code, IEEEOSHA CodesOccupational Safety and Health Administration, Code of Federal Regulations (CFR) Parts 1910 - General Industry, and 1926 - Construction Industry, et al. ................
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