REQUEST FOR PROPOSAL
RFP No. KBAS-NET-INF-1516
PROPOSAL DUE DATE:
WEDNESDAY, March 4, 2015, 8AM PST
KIPP Bay Area Schools
Information Technology
1404 Franklin Street, Suite 500
Oakland, CA 94612
KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
Table of Contents
1.0 General Instructions and Requirements ............................................................................................. 3
2.0 KIPP, the Knowledge is Power Program and KIPP Bay Area Schools .................................................... 4
3.0 E-Rate Program Overview .................................................................................................................. 4
4.0 Vendor Profile ................................................................................................................................... 5
5.0 RFP Process ....................................................................................................................................... 5
6.0 Questions from Vendors .................................................................................................................... 6
7.0 Evaluation Criteria ............................................................................................................................. 6
8.0 Scope of Services ............................................................................................................................... 7
9.0 Technical Standards ......................................................................................................................... 12
10.0 Proposal Format ............................................................................................................................ 15
Appendix A: Universal Service (E-Rate) Requirements........................................................................... 16
Appendix B: Cost Summary Worksheet ................................................................................................. 20
Appendix C: School Locations (subject to change) ................................................................................. 21
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
1.0 General Instructions and Requirements
Sealed proposals should be emailed or mailed to:
Elise Gresch
Director of Technology
KIPP Bay Area Schools
1404 Franklin Street, Suite 500
Oakland, CA 94612
kbaserate@kippbayarea.org
Faxed proposals will not be accepted.
KIPP Bay Area Schools (KIPP) seeks to establish price agreements for the procurement, installation, and
configuration of these services as outlined by the Scope of Services in Section 8.0 of this Request for
Proposal.
Vendor understands and agrees that subsequent to submission of the proposal, any KIPP Bay Area
Schools resolution authorizing the award of a contract or agreement does not vest any contractual rights
to the Vendor. Vendor understands and agrees that any such resolution operates only to encumber
funds necessary for the project and does not create a binding contract. Vendor further acknowledges
and agrees that any such KIPP Bay Area Schools resolution may be revoked at any time prior to
execution of a formal written contract. Vendor acknowledges and agrees that it has no vested
contractual right until such time as a purchase order or contract has been issued or executed.
No proposal may be withdrawn for at least three hundred sixty (360) days after the scheduled closing
time for receipt of proposals.
KIPP Bay Area Schools does not discriminate in educational programs, activities, or employment on the
basis of race, color, national origin, sex, age, religion, sexual orientation, or disability.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
2.0 KIPP, the Knowledge is Power Program, and KIPP Bay Area Schools
KIPP, the Knowledge Is Power Program, is a national network of free, open-enrollment, collegepreparatory public schools in under-resourced communities throughout the United States. There are
currently 162 locally run KIPP schools in 20 states and Washington, DC, serving nearly 60,000 students.
KIPP schools have been widely recognized for putting underserved students on the path to college.
More than 88 percent of KIPP students are from low-income families and eligible for the Federal Free or
Reduced-price Meals Program, and 95 percent are African-American or Latino. Nationally, 82 percent of
KIPP alumni have matriculated to college.
KIPP Bay Area Schools are free, open-enrollment public charter schools in the San Francisco Bay Area.
Today, we serve approximately 3,273 students in fifth through twelfth grades. As of the 2015-2016
school year, KIPP will operate eleven (11) elementary schools, middle schools and high schools in five
Bay Area communities: Oakland, Redwood City, San Jose, San Lorenzo and San Francisco. The mission of
KIPP Bay Area Schools is to prepare students with the academic skills, intellectual habits, and qualities of
character necessary to succeed in high school, college, and the competitive world beyond.
KIPP Bay Area Schools is in need of substantive technology investment due to the opening of a new
school, the expansion of several existing schools, and existing infrastructure nearing the end of its
lifecycle. Section 8.0 and 9.0 of this RFP outline in greater detail the specific technology requirements.
At this time, services and infrastructure are requested for all twelve (12) of the KIPP Bay Area Schools’
sites (11 schools and the Regional Support Office).
3.0 E-Rate Program Overview
The Federal Universal Service Discount Program for Schools and Libraries, commonly referred to as the
“educational rate program” (E-Rate) was established via the Telecommunications Act of 1996. E-Rate’s
purpose is to provide funding for access to advanced telecommunications services for eligible schools
and libraries in the United States, particularly those in rural and economically disadvantaged areas. The
Universal Services Administration Corporation (USAC), Schools and Libraries Division (SLD), with the
oversight of the Federal Communications Commission (FCC), administers the national program. E-Rate
funds are intended to provide the conduits for voice, video, and data flow within and among eligible
organizations; they are not intended to provide data content or end user equipment and software.
The E-Rate program facilitates funding by subsidizing vendors to provide discounts between
20% and 90% for eligible products to eligible institutions. For a school, the discount is based on
the percentage of students in that school who qualify for the National School Lunch Program, the
recognized measure of economic disadvantage.
The FCC’s and USAC’s highest priorities are program compliance and integrity. The program’s operations
are strictly controlled via designated filings and timelines; all organizations’ information is closely
audited prior to fund allocation. KIPP Bay Area Schools’ E-Rate program will be administered at KIPP Bay
Area Schools’ Regional Support Office, located at 1404 Franklin Street, Suite 500, Oakland, CA.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
Vendors are encouraged to visit http://www.usac.org/sl/ to learn more detail about the E-Rate program,
with particular attention to the Eligibility List, which details eligible and ineligible products and services
(http://hraunfoss.fcc.gov/edocs_public/attachmatch/DA-14-1556A1.pdf).
4.0 Vendor Profile
The primary attributes KIPP Bay Area Schools seeks in a Vendor for services outlined in this proposal
include:
·
·
·
·
·
·
A demonstrated, verifiable capability to provide the scope of services outlined in this RFP
A company business and financial performance history consistent with solid, stable, and reliable
operations over a multi-year period
Vendor must demonstrate an existing, stable staff of highly trained, demonstrably qualified
professionals with a successful track record of customer service and who have mastered the
technical skills necessary to support the products and services outlined in the RFP
Vendor must demonstrate an understanding of the legal and financial compliance requirements
of E-Rate, or a willingness to commit to acquire this knowledge
Vendor agrees to the terms outlined in Appendix A
Background Check Compliance: KIPP Bay Area Schools requires that all contractors must
perform background checks of all contractors and employees who may come into contact with
KIPP students. The background check must be given to KIPP Bay Area Schools prior to
commencing work on the project
5.0 RFP Process
The proposal process will proceed along the following timeline:
Wednesday February 4, 2015
· Release of RFP documents
· Concurrent submission and posting of Form 470 with the School and Libraries Program
February 4, 2014 – March 4, 2015
· Submission and online publication of written questions and responses to Vendors (see below)
· Receipt of final proposals at KIPP Bay Area Schools by March 4, 2015
March 5, 2015– March 12, 2015
· Evaluation Committee Review
· Oral presentations and Q&A as requested by the Evaluation Committee
March 13, 2015 – March 19, 2015
· Notification of proposal award to selected Vendors only
· E-Rate service contracts signed
March 20, 2015: Submission of funding requests (Form 471) for respective services and products to the
Schools and Libraries Program.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
6.0 Questions from Vendors
All questions must be written and directed to kbaserate@kippbayarea.org. Questions must be received
no later than March 4, 2015. All questions received shall receive responses posted on the KIPP Bay Area
Schools website at http://www.kippbayarea.org/erate
In addition, all vendors are encouraged to view the website at http://www.kippbayarea.org/erate
frequently for any new information and clarifications regarding the RFP and the desired service
7.0 Evaluation Criteria
The following criteria will be used to select Vendors:
Factor
Cost of eligible goods and services
Interoperability and compatibility with existing equipment
Strong marketplace adoption, performance & ratings of equipment
Staff competence and evidence of professional workmanship
Understanding of needs
Completeness of Proposal
Ability to deliver services within desired timeframe
Weight
30%
20%
15%
15%
10%
5%
5%
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
8.0 Scope of Services
KIPP Bay Area Schools is soliciting proposals from vendors to obtain necessary equipment, software, and
installation and configuration services to provide adequate LAN and wireless infrastructure at our
schools (addresses listed in Appendix C). Note: Vendors may submit bids for one, some, or all Scopes of
Work identified below.
Scope of Work: Network Infrastructure with 1 Year of Basic Maintenance at the following
sites:
KIPP Bayview Academy
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
·
·
Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
LAN switching equipment
§ 1 x 24-port Core Switch and 3 x 1 GbE SFP+ Short Range Fiber Transceivers
§ 1 x 24-port Access Switch
§ 5 x 48-port Access Switches
Uninterruptible power supplies to protect network and server equipment
§ 1 x 5000VA UPS
KIPP Bridge Charter School
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
·
·
Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
LAN switching equipment
§ 1 x 48-port Core Switch and 2 x 1 GbE SFP+ Short Range Fiber Transceivers
§ 5 x 48-port Access Switches
Uninterruptible power supplies to protect network and server equipment
§ 1 x 500VA UPS
§ 3 x 1500VA UPS
§ 1 x 5000VA UPS
KIPP Excelencia College Preparatory
KIPP Excelencia will be a new school that will open to students in August 2015. Our facilities are
still being finalized, but we estimate that we will have 13 classrooms, 2 offices and 1
multipurpose room (cafeteria/auditorium, etc.). These facilities will likely be spread amongst
two different floors or even two separate buildings. We currently estimate the need for two
IDFs. Vendor to furnish and install hardware, software, materials and professional services for
the following:
· Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
·
·
·
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LAN switching equipment
§ 2 x 48-port Access Switches
Wireless LAN equipment, including indoor/outdoor access points and wireless LAN
controllers
§ 16 x Wireless Access Points
Uninterruptible power supplies to protect network equipment
§ 2 x 500VA UPS
Structured cabling services to connect network equipment via Ethernet
KIPP Heartwood Academy
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
LAN switching equipment
§ 1 x 24-port Core Switch and 4 x 1 GbE SFP+ Short Range Fiber Transceivers
§ 3 x 24-port Access Switches
§ 6 x 48-port Access Switches
KIPP Heritage Academy
KIPP Heritage Academy will likely be moving facilities during summer 2015 and establishing its
own independent IT infrastructure. Our facilities are still being finalized, but we estimate that
we will have 13 classrooms, 2 offices and 1 multipurpose room (cafeteria/auditorium, etc.).
These facilities will likely be spread amongst two different floors or even two separate buildings.
We currently estimate the need for two IDFs. Vendor to furnish and install hardware, software,
materials and professional services for the following:
·
·
·
·
·
Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
LAN switching equipment
§ 2 x 48-port Access Switches
Wireless LAN equipment, including indoor/outdoor access points and wireless LAN
controllers
§ 16 x Wireless Access Points
Uninterruptible power supplies to protect network equipment
§ 2 x 500VA UPS
Structured cabling services to connect network equipment via Ethernet
KIPP King Collegiate
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
·
LAN switching equipment
§ 1 x 24-Port Core Switch and 2 x 1 GbE SFP+ Short Range Fiber Transceivers
§ 9 x 24-port Access Switches
Uninterruptible power supplies to protect network and server equipment
§ 1 x 1500VA UPS
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
KIPP Prize Preparatory Academy
KIPP Prize Preparatory Academy will be expanding its facilities to prepare for an additional grade
level. We currently estimate the addition of 8 classrooms and/or offices and one IDF. These
facilities will likely be spread amongst separate buildings. Vendor to furnish and install
hardware, software, materials and professional services for the following:
·
·
·
·
LAN switching equipment
§ 1 x 48-port Access Switch
Wireless LAN equipment, including indoor/outdoor access points and wireless LAN
controllers
§ 8 x Wireless Access Points
Uninterruptible power supplies to protect network and server equipment
§ 1 x 500VA UPS
Structured cabling services to connect network equipment via Ethernet
KIPP San Francisco Bay Academy
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
·
·
Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
LAN switching equipment, including core network switches and access switches
§ 1 x 48-Port Core Switch and 3 x 1 GbE SFP+ Short Range Fiber Transceivers
§ 2 x 48-port Access Switches
Uninterruptible power supplies to protect network and server equipment
§ 1 x 5000VA UPS
KIPP San Francisco College Preparatory
KIPP San Francisco College Preparatory will likely be moving to a different facility during summer
2015 due to its expansion to include another grade level. Our facilities are still being finalized,
but we currently estimate the addition of 8 classrooms and/or offices and one IDF. The final
facilities will likely be spread amongst several floors or even separate buildings. Vendor to
furnish and install hardware, software, materials and professional services for the following:
·
·
·
·
·
Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
LAN switching equipment, including core network switches and access switches
§ 1 x 48-port Access Switch
Wireless LAN equipment, including indoor/outdoor access points and wireless LAN
controllers
§ 8 x Wireless Access Points
Uninterruptible power supplies to protect network and server equipment
§ 1 x 500VA UPS
Structured cabling services to connect network equipment via Ethernet
In addition, given the possibility of this school relocating, Vendor to quote professional services
required for moving, installing and configuring KIPP San Francisco College Preparatory’s existing
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
infrastructure, including the following equipment currently spread across two floors, including
one MDF and one IDF:
· 1 Server
· 2 Switches
· 1 UPS
· 18 Wireless Access Points
KIPP San Jose Collegiate
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
·
·
Local Area Network and Wide Area Network IP routing equipment
§ 1 x Firewall
LAN switching equipment, including core network switches and access switches
§ 1 x 48-port Core Switch and 3 x 1 GbE SFP+ Long Range Fiber Transceivers
§ 2 x 24-port Access Switches
§ 4 x 48-port Access Switches
Uninterruptible power supplies to protect network and server equipment
§ 1 x 5000VA UPS
KIPP Summit Academy
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
LAN switching equipment
§ 2 x 24-port Access Switches
§ 2 x 48-port Access Switches
KIPP Bay Area Schools Regional Support Office
Vendor to furnish and install hardware, software, materials and professional services for the
following:
·
LAN switching equipment
§ 1 x 24-port Core Switch
§ 2 x 48-port Access Switches
Note: This is intended to be an administrative hub site with administrative personnel only.
Technologies implemented here will provide services and resources to the school locations listed
above.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
Configuration and Regional Integration
In addition to the work identified in the scope of work identified above, the KIPP Bay Area
Schools’ locations will need to be configured in order to integrate according to defined regional
standards. Vendor to quote the necessary professional services in order to integrate existing
eligible network and server electronics implemented at all KIPP locations. Such work will
include:
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Configuration and standardization of IP schemes
Configuration of relevant VLANs and other Layer 2 and 3 settings on core network
switches
Configuration of network switching and routing equipment
Configuration of wireless network equipment
Configuration of eligible firewall units and eligible functions
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
9.0 Technical Standards
The following represents current KIPP Bay Area Schools’ technical standards. Vendor will use the
information in this section as a guide for building proposals. All questions are to be submitted to
kbaserate@kippbayarea.org.
Firewall
· Model: Fortinet Fortigate 300C or functional equivalent (see below for required functionality)
· A Firewall/UTM appliance with the following minimum performance requirements and features:
o Antivirus
o Content Filtering
o Bandwidth Management
o Application Control
o Policy-based routing
o IPSec VPN
o SSL VPN
o Firewall Throughput 1518 Bytes: 3 Gbps
o Firewall Throughput 512 Bytes: 3 Gbps
o Firewall Throughput 64 Bytes: 3 Gbps
o Firewall Max Concurrent Session: 1.4 Million
o Firewall New Sessions per second: 77,000
o IPS Throughput: 1.7 Gbps
o IPSec Throughput 512 Byte Packet: 1.3 Gbps
o Antivirus Throughput (Proxy): 600 Mbps
o Antivirus Throughput (Flow): 1.1 Gbps
o Total Network Interfaces: 16x 10/100/1000 RJ45 LAN, 2x 10/100/1000 RJ45 WAN
o Total Storage Capacity: 16GB
o 3 year 24/7 warranties required
Switching
Several types of switches will be necessary to support connectivity required by school operations at
each site.
·
Core Network Switches:
o Model: Meraki MS320-24P or MS320-48FP (depending on the number of ports specified
for the site) or functional equivalent (see below for required functionality)
o 24 or 48 Port (depending on what was specified for the site) × 10 GbE SFP+/SFP Layer 3
switch with central management capabilities
o Manageable via cloud-based dashboard
o 3 year 24/7 warranties required
o The switch will be populated with the following or functionally equivalent equipment:
§ 1 GbE SFP+ Short Range or Long Range Fiber Transceivers (number designated
by site)or functionally equivalent equipment
§ 3 year 24/7 warranties required
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
·
·
Access Switches:
o Model: Meraki MS220-24P or MS220-48FP (depending on the number of ports specified
for the site) or functional equivalent (see below for required functionality)
o 24 or 48 Port (depending on what was specified for the site) Gigabyte POE Layer 2
Access Switches with the following minimum performance requirements and features:
§ 4 × SFP+ for 10G uplink, non-shared
§ 802.3af (PoE) 15.4 W per port
§ 802.3at (PoE+) 25.5 W per port
§ Maximum PoE output: 370 W
§ PoE available simultaneously on all ports
§ Intelligent PoE power allocation based on device advertisement (LLDP)
§ Manageable via cloud-based dashboard
§ 3 year 24/7 warranties required
o Each switch will be populated with the following or functionally equivalent equipment:
§ 2 x 1 GbE SFP+ Short Range Fiber Transceiver or functional equivalent
§ 3 year 24/7 warranties required
Uplinks:
o All switches will be uplinked to other switches either via SFP InterConnect cables (if
proximity allows) or standard SFP mini-GBIC transceivers (LC fiber connectors)
o 10 GbE SFP+ Short Range Fiber Transceiver or functional equivalent
o Twinax Cable with SFP+ Connectors or functional equivalent
Wireless Controllers
There are many wireless access points throughout KIPP Bay Area Schools’ networks. A single, centralized
cloud-hosted solution must be deployed at the KIPP Bay Area Schools’ Regional Support Office location
to enable centralized management of all wireless access points and wireless security policies throughout
KIPP Bay Area Schools. The wireless controller will require a 5-year full warranty.
Wireless Access Points
· Model: Meraki MR-34-HW or functional equivalent (see below for required functionality)
· 802.11n/802.11ac 1 x Gigabyte Ethernet Port, POE capable
· 5 year 24/7 warranties required
· Due to the existence of a WLAN controller, all wireless access points can be standardized to a
“lightweight” design so as to enable centralized control and management of the total wireless
LAN infrastructure. A minimum estimate of 1 wireless access point per classroom per school
location will be required to ensure proper connectivity in all instructional and operational areas.
Uninterruptible Power Supply (capacity needs vary by site)
· Adequate protection to 5000 Watts (servers and networking equipment) in a single location
utilizing no more than 4 units of rack space.
· Adequate protection to 1500 Watts (servers and networking equipment) in a single location
utilizing no more than 4 units of rack space.
· Adequate protection to 500 Watts utilizing no more than 1 unit of rack space to protect at least
two 1U rackmount 48-port switches.
· 3 year 24/7 warranties required for all capacities
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
Structured Cabling Services
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All Local Area Network CAT6 cabling, including patch cabling
All Local Area Network 10G capable multimode optical fiber
Termination equipment for all of the above, including all network jacks, faceplates, patch
panels, cable management, raceways, conduit and other necessary materials
Necessary cabinets and racks
Proper testing and labeling of network wiring above
Documentation of test results for each cable run
As-built diagram of all cable runs for each location
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-1516
10.0 Proposal Format
Vendor will submit a Bill of Materials detailing all equipment, quantities, shipping, tax, and labor cost to
implement. In addition, Vendor must prepare a completed worksheet (Appendix B) and/or equivalent
quotation showing technical data sheets of equipment and all E-Rate eligible and ineligible components.
Bids must display prominently the Service Provider’s Identification Number (SPIN).
Proposals must follow the following sequence:
I.
Executive Summary: including the total project cost, organized by site
II.
Company information, including statements and indications of:
a. Company management team
b. Financial Performance
c. Staff Technical and Project Management Competence with communication and
documentation procedures clearly laid out
d. Other relevant indicators of company stability
e. Company Service Provide Identification and Service Provider Annual Certification
Vendor Proposal for Installation and Configuration of Section 8 Scope of Work
III.
Bill of Materials, organized by site, which includes:
a. Detailed, itemized list of materials and equipment
b. Costs
c. Labor cost to implement
d. Structured cabling services should be broken out separately
IV.
Equipment and Material Data Sheets
Vendor Proposal for Maintenance of RFP Section 8 Scope of Work
V.
Number of hours and hourly labor rate quote for maintenance of all technologies, organized
by site
VI.
Completed Appendix B of this Request for Proposal
VII.
Statement of Compliance with Appendix A of this Request for Proposal
VIII.
References
Page 15 of 22
KIPP Bay Area Schools RFP No. KBAS-NET-CBL-0910
Appendix A: Universal Service (E-Rate) Requirements
To warrant consideration for this contract, Vendor must agree to participation in the Universal Service
Support Mechanism for Schools and Libraries (commonly known as “E-Rate”) as provided for and
authorized under the federal Telecommunications Act of 1996. Vendor acknowledges that any
contractual relationship resulting from the solicitation of proposals will be partially or entirely
dependent upon the successful receipt of Universal Service Fund (“USF”) subsidies. All contracts
entered into as a result of this RFP will be contingent upon the specific funding of the FRN at the
percentage rate submitted for, and KIPP Bay Area Schools reserves the right to discontinue, scaleback, or augment the services. To ensure compliance with all applicable USF regulations, program
mandates and auditing requirements, Vendor must comply with the following requirements:
USF Knowledge
Vendor shall have a thorough working knowledge and familiarity with the federal Universal Service
Support Mechanism for Schools and Libraries (commonly known as “E-Rate”). The successful bidder(s)
will be responsible for participating in the Federal E-Rate program.
Vendor Pricing
Prices must be held firm for the duration of the E-Rate Year 2015 fiscal year ending September 30, 2016
or until all work associated with the project(s) are complete (including any SLD-approved extensions).
USF Registration
Vendor shall submit with its proposal a valid Service Provider Identification Number (“SPIN”) and a valid
Federal Communications Commission Registration Number (“FCCRN”). Furthermore, Vendor shall
submit to the SLD its annual Service Provider Annual Certification ("SPAC"), FCC Form 473, in a timely
manner before the beginning of each funding year. Any potential bidder found to be in Red-Light Status
will be disqualified from participation in the bidding process and will be considered non-responsive.
USF Participation and Cooperation
Vendor shall agree to participate in the E-Rate Program and to cooperate fully and in all respects with
KIPP Bay Area Schools, the Universal Service Administrative Company (“USAC”), and any agency or
organization administering the E-Rate Program to ensure that KIPP Bay Area Schools receives all of the
E-Rate funding for which it has applied and to which it is entitled in connection with Vendor’s services
and/or products.
USF Information and Documentation
Vendor shall provide to KIPP Bay Area Schools’ staff and/or KIPP Bay Area Schools’ E-Rate consultant
within a commercially reasonable period of time, all of the information and documentation that the
Vendor has or that Vendor reasonably can acquire that KIPP Bay Area Schools may need to prepare its ERate applications and/or to document transactions eligible for E-Rate support.
Project Commencement
No billing or work can take place before July 1, 2015.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-0910
Invoicing Procedures
Vendor shall itemize, price, and invoice separately any materials or services that are ineligible for E-Rate
funding. Vendor must break out invoices by site and include the following information on all invoices to
KIPP Bay Area Schools for E-Rate eligible equipment and/or services:
·
·
·
·
·
·
·
·
·
·
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Date of Invoice
Dates of Service
Funding Request Number
Vendor’s signature on invoice attesting to the accuracy and completeness of all charges
Detailed description of services performed and materials supplied that matches KIPP Bay Area
Schools’ contract specifications, and Form 470 and Form 471 descriptions of the same
Clear, concise breakdown of amount(s) to be billed to USAC (discounted portion of eligible
charges) and amount(s) to be billed to KIPP Bay Area Schools (non-discounted amount of eligible
charges)
Invoice on Vendor’s letterhead or on a Vendor-generated form
KIPP Bay Area Schools’ Billed Entity Number
KIPP Bay Area Schools’ Federal Communications Commission Registration Number
Proper E-Rate discount percentage as set forth in the applicable funding request decision
(“FRN”) in the applicable USAC funding commitment decision letter
In addition, KIPP Bay Area Schools may use this bid to issue purchase orders and pay for items
on a purchase order that are not eligible for E-Rate discounts. KIPP Bay Area Schools will pay the
Vendor using KIPP Bay Area Schools’ funds for these purchases
USF Discounted Invoicing Process
Vendor shall invoice KIPP Bay Area Schools only for the non-discounted amounts due on E-Rateapproved transactions and simultaneously invoice the Universal Service Administrative Company
(“USAC”) for the balance [Discounted Invoice Process].
Discounted Invoice Process
Invoicing. Within fourteen (14) days from the date that Vendor delivers to KIPP Bay Area Schools, E-Rate
approved materials or services, when delivery of such services triggers a payment obligation under
Vendor’s contract with KIPP Bay Area Schools, Vendor must invoice KIPP Bay Area Schools for its share
of the pre-discount cost of those materials or services.
Timely Filing. Vendor shall be solely responsible for timely filing invoices with USAC. Accordingly, Vendor
understands and agrees that KIPP Bay Area Schools will NOT be liable to Vendor and Vendor shall have
no recourse against KIPP Bay Area Schools for any discounted amount that Vendor submits late to USAC
for payment, if USAC refuses to pay the invoice due to late filing.
Invoice Rejection. Vendor understands and agrees that KIPP Bay Area Schools shall not be liable to
Vendor and Vendor shall have no recourse against KIPP Bay Area Schools for any discounted amount
that Vendor submits to USAC for payment if Vendor is at fault for USAC’s refusal to pay; if KIPP Bay Area
Schools is at fault, KIPP Bay Area Schools shall not be liable to Vendor and Vendor shall have no recourse
against KIPP Bay Area Schools for the amount at issue until both KIPP Bay Area Schools and the Vendor
have exhausted their administrative remedies of appeal to USAC and/or the FCC.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-0910
KIPP Bay Area Schools Approval. Vendor shall submit to KIPP Bay Area Schools for its review and
approval before submitting it to USAC for payment a copy of every invoice that Vendor intends to
submit for services that it has provided or, in appropriate circumstances, will be providing to KIPP Bay
Area Schools. KIPP Bay Area Schools shall not unreasonably delay or withhold approval of Vendor’s
USAC invoices. As Vendor is solely responsible for timely filing invoices with USAC, it understands that it
must submit invoices to KIPP Bay Area Schools sufficiently in advance of any USAC filing deadline to
ensure that there will be adequate time remaining for it to meet the USAC filing deadline after KIPP Bay
Area Schools has had a reasonable opportunity to review and approve them.
Delayed USF Funding Commitment. Vendor understands that, due to circumstances beyond KIPP Bay
Area Schools’ control, KIPP Bay Area Schools may not receive an E-Rate funding commitment by the
beginning of the E-Rate funding year, July 1, for the services it intends to purchase from Vendor during
that funding year. Vendor understands that KIPP Bay Area Schools retains the right to cancel any and all
projects, or portions thereof, and/or to wait until funding is approved before beginning any E-Rate
projects.
Modified Discounted Invoice Procedure. In the circumstances described above and for monthly
recurring services for a maximum of six (6) months, Vendor agrees to invoice KIPP Bay Area Schools only
for the non-discounted amount(s) that KIPP Bay Area Schools would have owed to Vendor, if E-Rate
support had been approved on time for the Vendor’s eligible services, and only if KIPP Bay Area Schools
chooses to execute projects prior to approval of funding.
Retroactive Invoicing. When E-Rate funding is approved, Vendor shall invoice USAC for the discounted
amount it is owed retroactive to July 1 of the funding year or to the date when approved service to KIPP
Bay Area Schools began, whichever date is later.
USF Audit and Document Retention Requirement
Vendor shall maintain all bids, quotes, records, correspondence, receipts, vouchers, delivery
information, memoranda and other data relating to Vendor’s services to KIPP Bay Area Schools. All such
records shall be retained for ten (10) years following completion of services and shall be subject to
inspection and audit by KIPP Bay Area Schools. Vendor shall include in all subcontractor agreements for
services, provisions requiring subcontractors to maintain the same records and allowing KIPP Bay Area
Schools the same right to inspect and audit those records as set forth herein.
In addition to the foregoing, Vendor will create, implement and enforce an internal E-Rate audit process
that ensures that Vendor complies with all E-Rate program rules and regulations. This process must
include the following:
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·
·
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Separating ineligible project management and other professional services costs, if any, from
other charges
Where labor is involved, maintaining detailed, signed individual timesheets
Ensuring that ineligible charges are not submitted to USAC
Invoicing to USAC that is consistent with the contract and KIPP Bay Area Schools’ Form 470 and
Form 471
Ensuring that services or products are not provided to KIPP Bay Area Schools without KIPP Bay
Area Schools’ express written permission or official purchase authorization
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-0910
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·
·
·
·
·
·
·
·
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Ensuring that KIPP Bay Area Schools-approved substitute services or products are prominently
noted on invoices submitted to USAC and KIPP Bay Area Schools
Where applicable, non-recurring services provided prior to September 30th and recurring
services provided prior to June 30th
Supporting documentation sufficient to evidence that what was approved per the Funding
Commitment Decision Letter and provided to KIPP Bay Area Schools, was actually provided to
KIPP Bay Area Schools
If E-Rate eligible services and/or installation or equipment costs are included as part of a larger
contract or service/equipment billing, support for the allocation of E-Rate eligible amounts and
reconciliation of that total to the total amount billed
If E-Rate eligible services or equipment are allocated to multiple sites, support for the allocation
consistent with the amount and locations identified in the Form 471
Documenting that E-Rate funded services were provided within the allowable contract period
and program year
Charging proper Funding Request Number (“FRN”)
Ensuring that invoices and USAC forms are submitted to KIPP Bay Area Schools in a timely
manner
Ensuring that USAC forms are filled out completely, accurately and on time
Ensuring that Forms 472 are signed/dated by Vendor’s representative in a timely manner
Maintaining fixed asset list of E-Rate-supported equipment provided to KIPP Bay Area Schools
with detailed information for each item (model number, serial number, product description) and
made available to KIPP Bay Area Schools in electronic format
In the event of questions during the E-Rate audit process, the successful Vendor is expected to
reply within 1 day to questions associated with their proposal
Contract Term Modification
KIPP Bay Area Schools will reserve the right to extend or abbreviate the contract period if such extension
or abbreviation is necessary to make the Contract term coincide with an E-Rate “program year” or an
extended service end date for an E-Rate program year pursuant to a “service delivery deadline
extension”, as those terms are defined by the Federal Communications Commission (“FCC”) or the
Universal Service Administrative Company (“USAC”).
Criminal Records and Background Checks
KIPP Bay Area Schools require certification by the awarded Vendor, prior to project commencement,
concerning criminal records check in accordance with California law.
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-0910
Appendix B: Cost Summary Worksheet
Note: This is a high-level summary the Vendor should fill-out. In addition to this, Vendor should provide
detailed and itemized labor and materials estimates supporting the figures below.
Scope of Work
Scope of Work A
E-Rate eligible cost
Ineligible cost
Total Cost
Scope of Work B
Other
Other
Totals
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-0910
Appendix C: School Locations (subject to change)
KIPP Bay Area Schools consists of the following sites:
KIPP Bay Area Schools Regional Support Office
1404 Franklin Street, Suite 500
Oakland, CA 94612
KIPP Bayview Academy
1060 Key Avenue
San Francisco, CA 94124-3563
KIPP Bridge Charter School
991 14th Street
Oakland, CA 94607-3230
KIPP Excelencia Community Preparatory*
Redwood City, CA
KIPP Heartwood Academy
1250 South King Road
San Jose, CA 95122-2146
KIPP Heritage Academy*
2545 Sherlock Drive
San Jose, CA 95121
KIPP King Collegiate
2005 Via Barrett
San Lorenzo, CA 94580-1315
KIPP Prize Preparatory Academy
1250 South King Road
San Jose, CA 95122-2146
KIPP San Francisco Bay Academy
1430 Scott Street
San Francisco, CA 94115-3510
KIPP San Francisco College Preparatory*
655 De Haro Street
San Francisco, CA 94107
KIPP San Jose Collegiate
1790 Educational Park Drive
San Jose, CA 95133
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KIPP Bay Area Schools RFP No. KBAS-NET-INF-0910
KIPP Summit Academy
2005 Via Barrett
San Lorenzo, CA 94580-1315
*Location for 15/16 school year currently under discussion; location to be finalized spring 2015
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