request for proposals for basic internet access &...

Upper Peninsula Region RFP Issued 22 January 2016

of Library Cooperation

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UPPER PENINSULA REGION

OF LIBRARY COOPERATION

Request for Proposals

For

Basic Internet Access & Connectivity

SERVICE Start Date: 1 July 2016 at 12:00:01 AM EDT

RFP ISSUED: 22 January 2016

DEADLINE for proposal: 22 February 2016, 5 PM EST

REPLY TO: Suzanne Dees

[email protected]

Upper Peninsula Region of Library

Cooperation (UPRLC)

1615 Presque Isle Avenue

Marquette, MI 49855

v: 906.228.7697 ext. 113

mailto:[email protected]



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Background

The Upper Peninsula Region of Library Cooperation (UPRLC) is the Billed Entity and

lead agency for a consortium of up to five public library locations. UPRLC is

requesting proposals from qualified service providers to provide Internet access and

connectivity to the locations provided in Attachment II.

The consortium will only consider wired connectivity at each location. The consortium

seeks bids with service to start 1 July 2016 at 12:00:01 AM EDT. It is anticipated that

the contract resulting from this RFP will be for a period of 1 year from July 1, 2016

through June 30, 2017 with the possibility of (2) two one-year extensions solely at the

discretion of UPRLC.

The Upper Peninsula Region of Library Cooperation, (UPRLC) has the authority to

execute a contract with voluntary extensions on behalf of the consortium. UPRLC will

act as the fiscal agent and single Billed Entity. The consortium requires all billing be sent

to the Upper Peninsula Region of Library Cooperation. All invoices must be based on a

first of the month through end of the month cycle.

In the event a group of Service Providers elect to jointly submit a Proposal, there may

only be a single Proposal from the Service Provider designated as the PRIME, but all

participating Service Providers must be identified in that Proposal. The prime

Service Provider submitting the Proposal will be responsible for all matters related to the

provision and invoicing of services under this RFP and any resulting contract. UPRLC

will make contract payment to only the Service Provider awarded a contract.

The use of subcontractors must be clearly indicated in the proposal, and all

subcontractors must be identified by name. The Service Provider shall be wholly

responsible for the entire performance, whether or not subcontractors are used. The use

of subcontractors is not a requirement of this RFP. The Service Provider shall be solely

responsible for compensating all subcontractors used by the Service Provider in

connection with any contract awarded pursuant to this RFP. UPRLC reserves the right to

reject any subcontractor.

The services requested under this RFP will result in either the award of a single contract

to a single service provider or no award; there will not be multiple awards made under

this RFP.

UPRLC reserves the right to (1) accept or reject all or part of any proposal submitted; (2)

reject all Proposals received in response to this request; (3) request clarifying information

orally or in writing; and, (4) make a partial award, or not make any award.



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Service Provider must provide all hardware and software required to provide each library

with Internet access and wired connectivity at the needed bandwidth capacities described

below.

Service Provider will supply only basic Internet access – no content. If any other

functions are offered, the cost associated with these functions must be separately

identified in the Costs Worksheet in Attachment III. UPRLC will only pay

surcharges/fees allowed under the E-Rate program and identified in the Attachment III

Costs Worksheet.

Each library has an independently functional Local Area Network with all necessary

wiring and equipment up to the router. No LAN equipment will be purchased under this

RFP.

Bid Requirements

1. Respondent must break out all costs:

Provide library by library detail for any one-time install costs,

Provide library by library detail for all monthly recurring costs.

Provide any and all costs, including any E-Rate eligible surcharges or

fees.

Prices quoted must be valid for the life of the initial term of a contract

plus any and all voluntary contract extensions.

Break out any ineligible costs both in the Proposal and in future when

invoicing for the service.

Libraries are state tax exempt.

Respondent must use UPRLC’s Costs Worksheet which is Attachment III herein. Costs

for all Internet access and bandwidth connectivity options at all locations must be fully

completed on the Costs Worksheet.

UPRLC reserves the right to make service substitutions as allowed for under the E-Rate

program provided such substitutions are allowed by the procurement laws, rules and

regulations under which UPRLC operates.

UPRLC reserves the right to change a Service Provider if there is a legitimate reason to

do so (e.g., the Service Provider’s breach of contract for the Service Provider is unable to

perform the requested services.)

RESPONDENT’S PROPOSAL and PRICE QUOTES WILL REMAIN

CONFIDENTIAL ONLY UNTIL A CONTRACT IS SIGNED.

2. Respondent must describe the service transition process at each library, which

will be an important factor in Service Provider selection. Services shall commence at

12:00:01 am EDT on July 1, 2016.



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3. Internet access is mission critical to library functions. Diagnostic and technical

support is required all hours libraries are open, including evenings and weekends. The

Respondent must describe what diagnostic and technical support is available from each

subcontractor.

4. Respondent must describe how IP addresses will be assigned. Static IP addresses

are required at each location.

5. As long as there are no charges billed prior to July 1, 2016, any work necessary to

turn up service at 12:00:01 am EDT on July 1, 2016 may begin at any or all locations as

soon as the consortium issues the Service Provider a written Notice to Proceed for each

location.

6. Any services added during the course of the Proposed Contract must be

coterminous with (or end the same time as), the Proposed Contract including any

extensions thereto. It is possible that libraries may close during the term of a contract

signed pursuant to this RFP. The Service Provider shall be notified of such closures and

invoicing shall cease upon such notification. Any modification of change to services

during the term of the contract signed pursuant to this RFP will be made pursuant to a

Contract Addendum.

7. It is the intention of UPRLC to apply for discounts under the Schools and

Libraries E-Rate program. Therefore, Service Providers must participate in the E-Rate

program and must comply with all applicable FCC rules. Service Providers must be

qualified for USF E-Rate program, have current Service Provider Annual Certification

(SPAC) information on file with USAC at the time of the bid, and provide a valid Service

Provider Information Number (SPIN) and a valid FCC Registration Number (FCCRN)

with the bid response. A SPIN number and FCCRN must be obtained by Service

Provider(s) before a response to this RFP is submitted. Service Providers must also

indicate whether they have been “red-lighted” by the Federal Communications

Commission in the two years prior to the response date of this RFP and, if so, explain

why and indicate whether the Service Provider is currently red-lighted. Failure to

provide this information, or being red-lighted may be cause for the rejection of a Service

Provider’s bid.

8. The Service Provider will be required to provide UPRLC with discounted billing

and seek appropriate reimbursement from the Universal Service Administrative Company

(USAC). UPRLC is not responsible for billing errors or the failure of the Service

Provider to comply with E-rate program rules and regulations; in the event that the

Service Provider is responsible for failing to comply with E-rate program rules and/or

regulations and funding is therefore denied, the Service Provider will be required to

absorb the difference in cost between the pre-discount cost and the discounted cost.

Pursuant to the FCC’s rules at 47 C.F.R. 54.511, Service Providers shall not

charge schools or libraries or consortia including any of these entities a price above the

lowest corresponding price for supported services, unless the Federal Communications



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Commission, with respect to interstate services or the state commission with respect to

intrastate services, finds that the lowest corresponding price is not compensatory.

Library Bandwidth Requirements

Synchronous bandwidth is required. By ‘synchronous’ it is meant that Service

Provider must provide the same bandwidth upstream and downstream; i.e., 10 Mbps

upstream and 10 Mbps downstream; 20 Mbps upstream and 20 Mbps downstream, etc.

Bid Procedure Requirements

Deadline to submit proposals: February 22, 2016 at 5 PM EST.

Respondent shall follow the UPRLC’s procurement rules as stated below in

Attachment I. Executed contracts must be signed and dated by both parties (respondent

and customer). A faxed contract signature will be acceptable.

No partial or informal or verbal bids will be accepted. Complete bids must be delivered

electronically to [email protected] Respondent must confirm that UPRLC

received the email by phone. Phone: Suzanne Dees, (906) 228-7697 ext. 113.

If the file is larger than 5 Mb, please submit the response on a flash drive.

Deadline to submit written questions: Monday, February 1, 2016 at noon 12:00 PM

EST. UPRLC will only accept questions in writing emailed to

[email protected] Questions and answers will be posted on the UPRLC’s

website: http://joomla.uproc.lib.mi.us/uproc/

Cost will be the greatest factor in selection of a respondent; however, other information

will be considered, including but not limited to the following:

Respondent’s experience with schools and public libraries;

Respondent’s financial stability;

Quality of technical support available all hours libraries are open,

including evenings and weekends;

Respondent’s service transition plan to go from current Service Provider A

to Service Provider B;

Scalability that allows the consortium to increase bandwidth at a library;

Adequate IPs and static IPs;

Respondent’s qualification for the Universal Service Fund and compliance

status with USAC and the FCC.

The above criteria are not necessarily in their order of importance.



http://joomla.uproc.lib.mi.us/uproc/



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References

Briefly describe each Service Provider’s customer base in Michigan Supply names of

three schools or public libraries that currently use each Service Provider’s ISP service.

Include contact name and phone number or email.

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Attachment I Upper Peninsula Region of Library Cooperation

Procurement Procedure

BIDS FOR GOODS OR SERVICES

Value $15,000 or More

UPRLC Business Office will solicit competitive bids and submit the bids

with a recommendation to the UPRLC Board’s Contract Review Committee

for final approval of vendor selection. Two officers will sign contracts

valued at over $15,000.

-------------------------------------------------------



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Attachment II Public Libraries Requesting Internet Access

and Connectivity Proposal

Brevort Twp. Community Library

Branch of Superior District Library

W. 1941 Church St Moran, MI 49760 [906 643]

Curtis Library

Branch of Superior District Library

N. 9220 Portage Ave.

Curtis, MI 49820 [906 586]

Forsyth Twp. Public Library

180 W. Flint Street

Gwinn, MI, 49841 [906 346]

Ishpeming Carnegie Public Library

317 N. Main Street

Ishpeming, MI, 49849 [906 486]

North Dickinson Library

Branch of Dickinson County Library

W6588 M-69

Felch, MI, 49831 [906 542 ]



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Attachment III. Costs Worksheet

SERVICE PROVIDER SPIN and FCCRN:

One-time Installation

TOTAL

Ineligible Costs

Eligible Monthly

Costs

Eligible Fees and Surcharges

TOTAL Eligible Recurring

Library Location Exchange Bandwidth 10 Mbps

Brevort Twp. Community Library Moran 906 643

$ $ $ -

Curtis Branch Curtis 906 586

$ $ $ -

Forsyth Twp Library Gwinn 906 346

$ $ $ -

Ishpeming Carnegie Ishpeming 906 486

$ $ $ -

North Dickinson Library Felch 906 542

$ $ $ -



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TOTAL Ineligible

Costs

Eligible Monthly

Costs



Library Location Exchange

Bandwidth 20 Mbps


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -



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TOTAL Ineligible

Costs

Eligible Monthly

Costs



Library Location Exchange Bandwidth 30 Mbps


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -



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TOTAL Ineligible

Costs

Eligible Monthly

Costs




Bandwidth 40 Mbps


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -



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TOTAL Ineligible

Costs

Eligible Monthly

Costs




Bandwidth 100 Mbps


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -


$ $ $ -

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