Vendor Criteria and Contract Requirements

Year 14 E-Rate, 2011-2012

The requirements outlined in this document will apply to all contracts entered into as a result of the posting of (2011-2012) E-Rate Form 470/471.

Bids can be submitted within the 28-day posting period, but are not required until the 29th day, for each respective form 470.  (Note: The due date for items with walk-through will be specified at the mandatory walk-through)

All State of California contractor licensing requirements for public schools apply. Any contractor providing work under these contracts shall have the appropriate license for the scope of work they are to perform. Cabling work requires a C-7 license.

These projects and services depend on partial funding from the E-Rate program.

  • We expect each vendor to make themselves thoroughly familiar with any rules or regulations regarding the E-Rate program.
  • All contracts entered into as a result of the posting of these Form 470s will be contingent upon the specific funding of said contract by the SLD at the at the percentage rate submitted for.
  • The selected vendor will assist the district with the form 471 attachment. The vendor will construct the 471 attachment per the "preparing your item 21 attachment" information on the SLD web site. http://www.universalservice.org/sl/applicants/step07/form471-attachments.aspx The 471 attachment will be constructed per the instructions on the SLD web page. Include the appropriate information as shown on the web page including the phrase "Form 471 item 21 Attachment" the district name and a lined space for the following to be filled in by the district. BEN, 471#, FRN #, attachment #.
  • Final Vendor Selected will be required to provide a contract that is in a format that the district specifies and is compliant to the FCC/E-Rate rules. The vendor will forfeit their right to receiving the proposal/work if they do not comply with the contract requirements, and the second vendor select will then have the opportunity for receiving the proposal/work.
  • The non SLD funded portion of the percentage rate applicable to a particular form 471 is the maximum that the district will be liable for. This amount is the pre-discount amount minus the funded amount as shown on the form 471 block 5. The vendor will be responsible to bill the Schools and Libraries Division (SLD) for the funded amount.
  • NO billing or work can take place until July 1, 2011.
  • The contractor is responsible for providing a valid SPIN, (Service Provider Identification Number) with the quotes. Quotes submitted that do not have the vendor SPIN on them may be considered non-responsive and discarded.
  • All work is subject to the 100% approval of the project or purchase by the FCC under the E-Rate discount program of the Federal Communications Act of 1996. Adjustments made to the funding requests by the SLD may result in a subsequent reduction in the scope of the project or purchase to which the funding request relates. The district reserves the right to proceed or not to proceed with any project, service or purchase outlined in the posted form 470’s irrespective of whether they are funded or not.  (And to do a partial or full scope of any area of the approved USAC funding)
  • Additional terms and conditions are delineated in the specifications referenced in the 470's.
  • The vendor may be required to send copies of all forms and invoices submitted to SLD to the district for our records.
  • Vendors submitting a quote for the posted equipment MUST use the posted information in their quote. If the quote is not filled out completely including the vendor spin, the full part numbers, quantities, tax and shipping the quote may be considered non-responsive. The eligible and ineligible components of any partially eligible item items must be listed as such and break out pricing for these items must be provided. 

All vendors will be responsible for procuring the discounted amount from the SLD (SPI Process), contracting district will not provide the form 472 (BEAR form reimbursement process).

The district reserves the right to terminate any or all contracts or agreements resulting from the 470 postings even if funded by the SLD with a 30 day notice to the parties. The final scope of projects or purchases resulting from these postings will be determined by the purchase order issued after the FCDL is issued by the SLD.  The district reserves the right to accept the pricing proposal solely dependent upon SLD approval.

Prospective vendors will be required to submit three references, at the time of walk-through, (if applicable) with a portfolio describing experience with comparable projects in the K-12 customer market, SPIN#. Vendors must meet the following qualifications in order to be considered:

    1. Vendor must be located within 200 miles of the Le Grand High School District area for Infrastructure  (cabling), network electronics, Installation and LAN Maint. (There is a mandatory walk-through see main page for link and information.). Vendors who provide server quotes are not required to be within 200 miles of School District and does not need to attend walk-through.
    2. Vendor must provide educational discount pricing or better.
    3. Cabling contractors employees working at K-12 schools must have fingerprinted identification that meets or exceeds California educational standards.  In addition, if sub contractors are used for cabling; work done by sub contractors must meet the following conditions:

A.  Must meet all of the same criteria as a primary contractor outlined in our overall vendor requirements.

B.  Sub Contractors must be identified when providing the quote for 471 purposes. 

C.  Educational entity reserves the right to reject the use on any particular subcontractor(s) at its discretion.

D.  At the time of quote submission the following details must be provided:  Company name, State contracting license number, license type, three references for work done in the K-12 schools that are equal or greater in scope than that which is being quoted.

 

    1. All product pricing provided for 471 purposes must be functional equivalent or better once the District has received SLD application approval for purchasing. The vendor/supplier must receive approval from the SLD for this substitution.
    2. Vendor must attend a mandatory walk-through. See specific district posting for details.

If Providing Cable Work

  1. If providing cable work, district prefers RCDD certified.
  2. If providing cable work, as-built diagrams electronic and paper copies and cable test results must be provided within 45 days of completion of work.
  3. If providing cabling work, must have C7 License.
  4. If providing cabling work, districts prefers vendor to provide a 15-year labor and material warranty for CAT 6

 

Right to Reject Any and All Quotes

We reserve the right to reject any or all proposals and to waive any informalities or regularities. The vendor’s submission of a proposal is recognition of this right.

 

In addition, the district reserves the right to fund, (proceed with project or purchase) or not to fund regardless of E-Rate approval.

 

Responses must submitted by the date specified on the scope description pages, and what is specified at the mandatory phone system, and minor cabling walk-through.

 

Details for time and place of any walk-through are specified on the main page of this web posting.   

 
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