1. Healthcare

REQUEST FOR PROPOSALS FOR
TELECOMMUNICATIONS SERVICES
Responses due no later than:
Date: February 27, 2015
Time: 10:00 A.M. local time
Yankton School District 63-3
Business Office
Attn: Jason Bietz
2410 West City Limits Rd.
Yankton SD, 57078
605-665-3980
[email protected]
Page 1 of 23
PUBLIC NOTICE
Telecommunications Service
Friday, February 27, 2015 @ 10:00 AM local time
Proposals for Telecommunications Services will be received from eligible vendors at
the Yankton School District Business Office, 2410 West City Limits Rd, Yankton, SD
57078, until Friday, February 27, 2015 @ 10:00 AM local time. Project scope is to
provide Telecommunications Services to the District’s six schools and one
administrative building.
All proposals submitted shall be on the Official Proposal Form included in the RFP
specifications, a copy of which may be reviewed or obtained from the Business Office or
by downloading from the Yankton School District website at ysd.k12.sd.us.
Site Visits: The District is offering prospective proposers the opportunity to visit
selected District sites for the purpose of inspecting and observing the location of conduit
and demarcation points. Vendors may schedule a date and time by contacting Warren
Brenner, IT Supervisor, at (605) 665-3980 or [email protected].
Questions: Questions regarding specifications or intended work shall be submitted in
writing to the Business Manager, Jason Bietz at [email protected]. Questions are
due no later than Friday, February 15, 2015 at 2:00 PM.
The District does not discriminate based on age, race, color, sex, religion, national
origin, disability or marital status.
Yankton School District 63-3
Business Office
2410 West City Limits RD.
Yankton, SD 57078
By: Jason Bietz, Business Manager
Page 2 of 23
TABLE OF CONTENTS
1.0 Required Response Form .............................................................................. 4
2.0 Introduction and General Information ............................................................. 5
3.0 Estimated Timeline ......................................................................................... 7
4.0 Information to be Included in the Submitted Proposals .................................. 8
5.0 Minimum Requirements and Scope of Project ............................................... 9
6.0 Evaluation of Proposals .................................................................................. 12
7.0 General Conditions ......................................................................................... 13
Detailed Specifications - Exhibit 1 ......................................................................... 18
Attachment A - Proposer’s Response Form .......................................................... 19
Attachment B - Reference Form ............................................................................ 20
Attachment C - Addenda Acknowledgement Form ................................................ 21
Attachment D- Company Representative Contact Information Form .................... 22
Attachment E- Drug Free Workplace Certification ................................................ 23
Page 3 of 23
Yankton School District 63-3
Request for Proposal (RFP)
1.0 REQUIRED RESPONSE FORM
RELEASE DATE: January 29, 2015
TITLE: Telecommunications Services
Proposals shall be submitted to Yankton School District 63-3, Attn: Business Manager, 2410
West City Limits Rd, PO Box 738, Yankton SD, 57078 no later than 10:00 A.M. local time on
February 27, 2015, and plainly marked “Proposal for Telecommunications Services”.
Anti-Collusion Statement/Public Domain
I, the undersigned proposer have not divulged, discussed, or compared this proposal with any
other proposer and have not colluded with any other proposer in the preparation of this proposal
in order to gain an unfair advantage in the award of this proposal.
I acknowledge that all information contained herein is part of the public domain as defined in the
Public Records Act, Chapter 119, F.S.
Proposal Certification
I hereby certify that I am submitting the following information as my company’s proposal and
understand that by virtue of executing and returning with this proposal this REQUIRED
RESPONSE FORM, I further certify complete and unconditional acceptance of the contents
inclusive of this Request of Proposal, and all appendices and the contents of any addenda
released here to. Proposal must be signed by an officer or employee having authority to legally
bind the proposer.
PROPOSER (vendor name):
STREET ADDRESS:
CITY & STATE:
PRINT NAME OF AUTHORIZED REPRESENTATIVE:
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
TITLE:
DATE:
CONTACT PERSON:
CONTACT PERSON’S ADDRESS:
TELEPHONE:
E-MAIL ADDRESS:
WEBSITE:__________________________
PROPOSER TAXPAYER IDENTIFICATION NUMBER:
SERVICE PROVIDER IDENTIFICATION NUMBER (SPIN):____________________________
Page 4 of 23
2.0 INTRODUCTION AND GENERAL INFORMATION
2.1 Objective: The Yankton School District 63-3 (hereinafter the “District”) is seeking
proposals to provide telecommunications services to its six schools and one administrative
building. The District anticipates awarding a contract to the successful proposer (hereinafter the
“Vendor”) for a period of performance of five (5) years, with the option of being renewed for up
to two (2) additional twelve (12) month periods, for a total duration not to exceed seven (7)
years.
There are four (4) service areas for which the District requires support, namely:
1. Telecommunications Connectivity
2. Telecommunications Configuration
3. Maintenance and Repairs Services
4. Service Level Agreements (SLA’s)
Interested parties shall submit a proposal that is responsive to all four requirement areas and
show an integrated approach with respect to hardware, services and support. These services
shall meet the Federal Communications Commission definition of “leased services” (paragraph
193 of FCC’s fourth Order on Reconsideration). All aspects of this project shall comply with the
Federal Communication Commission’s competitive bidding requirement for Universal Service
Fund (USF) support and services.
Services must be available and fully functional at all buildings prior to July 1, 2015. Proposers
must be prepared to commit to local personnel presence to provide adequate support with 24/7
circuit monitoring and on-site response capabilities; a service level agreement guaranteeing
99.9% uptime, and guaranteed response and repair times for outages or reduced performance
levels; and financial penalties for outages or other failures to comply with service level
requirements.
2.2 Acceptance and Rejection of RFPs:
Acceptance: All proposals properly completed and submitted will be considered by the District.
However, the District reserves the right to request additional information, reject any or all
proposals that do not meet the minimum technical requirements, or those that do not meet all
mandatory requirements, or reject all proposals received.
Rejection: A proposal may be rejected if it does not conform to the rules or the requirements
contained in this RFP. Examples for rejection include, but are not limited to the following:
a. The proposal is time-stamped at the Business Office after the deadline specified in the RFP.
b. Failure to respond/provide information requested within the RFP.
c. Proof of collusion among vendors, in which case all suspected proposals involved in the
alleged collusive action shall be rejected, and any participants to such collusion shall be barred
from future procurement opportunities until reinstated.
d. The proposal shows non-compliance with applicable laws or contains any unauthorized
additions or deletions, is conditional, incomplete, or contains irregularities of any kind which
make the proposal incomplete, indefinite, or ambiguous as to its meaning.
e. The vendor adds provisions reserving the right to accept or reject an offer or to enter into a
contract pursuant to an offer or adds provisions contrary to those in the RFP.
2.3 General Information About YSD: The District is an independent taxing and reporting
entity managed, controlled, operated, administered, and supervised by a school board. The
school board consists of five elected officials responsible for the adoption of policies, which
govern the operation of the District’s public schools. The superintendent of schools is
responsible for the administration and management of the schools within the applicable
parameters of state laws, state board of education rules, and school board policies. The
Page 5 of 23
superintendent is also specifically delegated the responsibility of maintaining a uniform system
of records and accounts in South Dakota Statute as prescribed by the State Board of Education.
The District serves the entire area of the City of Yankton and most of Yankton County. The
District’s enrollment is approximately 2,665 K-12 students. With approximately 345 employees
(including full-time, part time and hourly employees), the District is one of the larger employers
in the City of Yankton.
2.4 Site Visits: The District is offering an opportunity for prospective proposers to conduct
selected site visits for the purpose of inspecting and observing the location of conduit and
demarcation points. Vendors must schedule a date and time by contacting Warren Brenner, IT
Supervisor, at (605) 665-3980 or [email protected].
2.5 Questions about the RFP: Any and all questions concerning this Request for Proposal
shall be emailed to [email protected] with cc: to [email protected] on or before
Friday, February 15, 2015 at 2:00 PM local time. Any and all written questions received will be
compiled and official responses will be developed by appropriate District employees. Proposers
shall be responsible for the acknowledgement of each addendum on Attachment C, the
Addendum Acknowledgement Form. Copies of addenda will be made available for inspection at
the District’s Business Office where proposal documents will be kept on file. No verbal or
written information which is obtained other than by information in this document or by addendum
to this RFP will be binding on the District.
2.6 Contract Term: The District anticipates awarding a contract for five (5) years (subject to
school board approval) commencing on July 1, 2015. The contract (or any portion thereof) has
the option of being renewed for up to two (2) additional twelve (12) month periods, for a total
duration not to exceed seven (7) years, upon mutual agreement of both parties, under the same
terms and conditions. The District, through its Business Office, will, if considering renewal,
submit a letter of intent to renew prior to the end of the current contract period. The proposer
agrees to this condition by signing its proposal.
2.7 Delivery of Proposal: Three (3) copies of response must be furnished and arrive no later
than 10:00 AM., local time, on or before the due date specified on the cover sheet of this
Request for Proposal, to be considered. Proposals shall be organized and shall include
necessary information as to be in full compliance with this Request for Proposals. The District
reserves the right to reject and not consider any or all proposal(s) that are not submitted in
accordance with this Request for Proposals or that does not include any necessary information.
The response shall be submitted in a sealed envelope addressed to:
YANKTON SCHOOL DISTRICT 63-3
ATTN: PROPOSAL FOR TELECOMMUNICATIONS SERVICES
2410 WEST CITY LIMITS RD.
PO BOX 738
YANKTON, SD, 57078
If a proposal is transmitted by US Mail or other delivery medium, the proposer(s) will be
responsible for its timely delivery to the Business Office. The District assumes no responsibility
for RFP’s received after the due date and time, or at any office or location other than that
specified herein, whether due to mail delays, courier mistakes, mishandling, inclement weather
or any other reason. Late RFP’s shall be returned unopened, and shall not be considered for
award.
2.8 All proposals must be signed by an officer or employee having authority to legally bind the
proposer(s).
Page 6 of 23
2.9 All proposal pricing shall be on Attachment A - Proposal Response Form and signed by an
authorized officer of the company. By signing, vendor attests that they fully understand there
will be no recourse for negligence or oversight for not doing so.
2.10 Any corrections of prices must be initialed. This includes corrections made using
correction fluid (white out) or any other method of correction.
2.11 The bidder may modify a bid by mail, facsimile, or electronic notice at the Administration
Building not later than the time set for the opening of bids. A modification may not reveal the bid
price but shall provide the addition or subtraction or the modification so that the final prices or
terms will not be known to the District until the sealed bid is opened. A modification may not be
withdrawn after the time set for the opening of bids. Each modification shall be confirmed in
writing by the successful bidder before award of the contract. No bid made may be changed or
altered by phone.
2.12 Proposer should become familiar with any local conditions, which may, in any manner,
affect the services required. The proposer(s) is/are required to carefully examine the RFP terms
and to become thoroughly familiar with any and all conditions and requirements that may in any
manner affect the work to be performed under the contract. No additional allowance will be
made due to lack of knowledge of these conditions.
2.13 The District is not liable for any costs incurred by the applicants for submission of a
response to this Request for Proposals.
2.14 Awarded Proposer(s) shall obtain and maintain during the life of the contract, Workers’
Compensation Insurance in compliance with South Dakota Statutes for all of his employees
employed on the project. In case any work is sublet, Contractor shall require subcontractors
similarly to provide Workers’ Compensation Insurance.
2.15 Specification Variances: For the purpose of Evaluation, the proposer must indicate any
and all variances from specifications, terms and/or conditions regardless of how slight. If
variations are not stated in the proposal, it shall be assumed that the product or service fully
complies with the specifications, terms and conditions herein.
3.0 ESTIMATED TIMELINE
January 29, 2015
Release of RFP
February 13, 2015
Written questions due to the Business Office by 2:00 PM, local time
February 27, 2015
Proposals due on or before 10:00 AM local time
March 9, 2015
School Board Consideration
Page 7 of 23
4.0 INFORMATION TO BE INCLUDED IN THE SUBMITTED PROPOSAL
4.1 In order to maintain comparability and facilitate the review process, it is required that
proposals be organized in the manner specified below. Include all information requested herein
in your proposal. All responses to the RFP shall be submitted in an 8 ½” x 11”, edge-bound
format. Covers may be slightly larger. Sections shall be tabbed to correspond to the headings
listed in the RFP. Contents shall be in conformance with requested criteria utilizing the
applicant vendor’s phrasing to complete the requested listing.
4.1.1 Title Page: Include RFP title, the name of the proposer, address, telephone
number and the date.
4.1.2 Table of Contents: Include a clear identification of the material by section and by page
number.
4.1.3 Letter of Transmittal: Include the names of the persons who will be authorized to make
representations for the proposer, their titles, addresses and telephone numbers.
4.1.4 Required Response Form: (Page 4 of RFP) with all required information completed and
all signatures (blue ink preferred on original) as specified. Any modifications or alterations to
this form shall not be accepted and may cause proposal to be rejected. The enclosed original
Required Response Form will be the only acceptable form.
4.1.5 Business History: Include business structure, length of time in business under same
name, length of time in business under different name(s) and office location. Company must be
currently licensed in South Dakota and have a physical location within 100 miles of Yankton,
SD. By virtue of statutory authority, preference will be given to labor, materials, products, and
supplies found or produced with the State of South Dakota.
4.1.6 Business Resources: Identify primary point of contact and additional staff to be
assigned to the contract.
4.1.7 Methodology: Approach to Project: Describe the proposed organizational structure
indicating key personnel and other team members and their relationship to this project. Describe
immediate need scheduling, planning approach and the ability to respond to District immediate
requests. Describe the benefits of the approach to the District.
4.1.8 Related Experience and References: Describe vendor experience with projects of
similar size, scope, and complexity. Vendors are required to have successfully implemented a
minimum of three (3) telecommunications projects consisting of multi-site locations within the
last three (3) years. The District desires that vendors demonstrate experience with E-Rate
funding and supporting Schools and Library Divisions within the E-Rate program. In addition to
describing project experience of the above mentioned size, scope and complexity, vendors shall
fully complete Attachment B, Reference Form.
4.1.9 Attachment A - Proposal Response Form: Submit unit pricing fee schedule. Proposals
shall be inclusive of, but not limited to the following:
1. All required equipment
2. All required insurance, licenses and bonds
3. All required overhead
4. All required profit
5. All required vehicles
6. All required labor per man-hour and supervision
7. Taxes, Surcharges & Other Fees (Itemize each charge)
Page 8 of 23
4.1.10 Attachment B – Reference Form: Vendors are required to have successfully
implemented a minimum of three telecommunications projects consisting of multi-site locations
within the last three (3) years.
4.1.11 Attachment C – Acknowledgement of Addendum Form: Proposer shall complete
form with all required information and all signatures as specified. The enclosed
Acknowledgement of Addendum Form must be signed and returned (if applicable) in order for
your RFP to be considered.
4.1.12 Attachment D - Company Representative Contact Information Form: The
successful vendor(s) shall appoint a person or persons to act as a primary contact with the
District.
4.1.13 Attachment E – Drug Free Workplace Certification: Proposer shall complete form
with all required information and all signatures as specified. The enclosed for Drug Free
Workplace Form must be signed and returned.
5.0 MINIMUM REQUIREMENTS AND SCOPE OF PROJECT
5.1 Minimum Requirements: Vendor proposals shall meet the following minimum
requirements. Proposals not satisfying minimum requirements shall not be considered by the
District.
5.1.1. Vendors shall meet all federal E-Rate requirements and must be certified to provide
Universal Service Fund Telecommunications Service. Vendor shall identify the vendor’s current
spin number in the cover letter as evidence of compliance with this minimal qualification.
5.1.2. Vendors are required to have successfully implemented a minimum of three (3)
telecommunications projects consisting of multi-site locations within the last three (3) years.
5.1.3. All proposed services must meet the Federal Communications Commission definition of
“leased services” (paragraph 193 of FCC’s Fourth Order on Reconsideration). All aspects of the
proposal shall comply with the Federal Communication Commission’s competitive bidding
requirement for Universal Service Fund (USF) support and services.
5.1.4. Vendor proposals shall be responsive to all four (4) service requirement areas.
5.2 Services Required: The services required by the District in this RFP encompass the
following areas and must adhere to the conditions outlined:
1. (2) T1 PRI Facility T1 Voice Only Circuits (23 + D) NI2 and 5ESS compliant
2. Business Lines or Voice Lines (capable of voice and data traffic, i.e. fax and dial-up
modem)
3. Features (Itemize each item)
4. DID Blocks or Individual, sequential (Specify)
5. DID – Non-sequential Number
6. Local Calls
7. Toll & Long Distance
8. Listings (Additional)
9. Call Detail Listings
10. Directory Assistance/Operator
11. Name, Number & Caller ID
12. E911 Capabilities
Page 9 of 23
13. Other Fees as Applicable (Itemize each item)
Conditions: All line numbers MUST be portable (665,664,668, 655, 260). Vendor must provide
complete PRI redundancy in the event of a failure, allowing rerouting to alternate PRI to
continue service. District will not pay for any costs associated with transferring services, i.e.
pulling cable into building(s), etc.
5.2.1. Telecommunications Connectivity
A. Tiered Structure: Vendors shall provide a tiered structure providing services at the
following tiers.
1. PRI
2. Analog Lines
B. Service Addition: The District may, at any time, with 30 day notice, add additional
Telecommunications Services to an existing facility to keep pace with the District’s needs.
Vendor commits to using best efforts to install and activate new service within 30 days of written
notice. Additional services added subsequent to the award of this RFP will be added at the
same monthly service rate as existing circuits, with no additional planning, installation,
engineering, or service fees. All addendums executed to provide additional service to new or
existing District sites will be coterminous (termination date consistent with original agreement).
These changes will be considered minor contract modifications under E-rate rules.
C. Service Tier Changes: The District may, at any time, with 30 day notice, change between
established performance tiers (upgrade or downgrade) without financial penalty and
at the established monthly cost within the proposal. In the event a service change occurs
within a billing cycle, all costs shall be pro-rated.
D. Termination of Service: The District may, at any time, with 30 day notice, terminate service
at any existing facility without financial penalty. Costs for the cancelled service shall be
prorated to the number of days of final billing cycle for which service was provided. The
District agrees to maintain a minimum of 75% of sites, listed in Exhibit 2, serviced by the
vendor for duration of the agreement.
5.2.2. Telecommunications Configuration:
Vendor shall provide survey, design, procurement, construction, installation and configuration of
provided services. This configuration includes obtaining all permits, zoning requests, and
inspections required by law, statute, or ordinance. Telecommunications services are to be
installed at all of the above sites with demarcation point for vendor’s services to be provisioned
at the school on an copper/fiber interface provided by the vendor at the District’s designated
point of demarcation.
5.2.3. Maintenance and Repair Services:
A. Proactive Monitoring Service: Vendor shall provide a proactive monitoring of its
infrastructure components to include 24-hour, 7 day per week (24x7) monitoring services
included as part of the agreement. Vendors shall provide for the District’s technical staff to
have the capability to monitor, request configuration changes for the Telecommunications
services with the requirement for the vendor to be involved with day-to-day network operations.
B. Trouble Ticketing Service: Vendor shall provide a trouble-ticketing system, available via a
Page 10 of 23
Web interface, Email and Phone for District technical personnel to report issues and track
resolution status on current issues. Vendors shall provide access to support resources for a
minimum of two District staff members. Additionally, vendor shall provide direct contact
information for local technical support management with the authority to dispatch staff 24 hours
7 days per week, 365 days per year. The District representative will be the case manager for
any open issues to work with the local vendor manager.
Vendor shall fully explain and demonstrate to District technical support staff how to use the
trouble ticket reporting procedures, high-priority escalation procedures, and use of the vendor’s
web-based tools. Training may be provided remotely or on-site at the District location, at the
District’s discretion.
C. Dispatch Repair Service: Vendor shall provide dispatch support services for maintenance on
its infrastructure equipment. Vendor support staff shall be on site within a maximum of 4 hours
of a notified failure in an infrastructure equipment component. Vendors shall have their own
Field Technicians, to repair/replace/support all cable and equipment, up to the agreed-upon
point of demarcation at no cost to the District.
5.2.4. Service Level Agreements:
Vendor shall propose a service level agreement that guarantees a minimum of 99.0% network
uptime and 100% availability. All uptime measurements shall be measured on a per-site basis.
Vendor shall propose penalties for failure to meet agreed upon service levels, including financial
penalties. At the discretion of the District, service level agreement penalties will be reviewed and
incorporated into the contract for Telecommunications services.
5.3 Price: Vendors shall propose a price that satisfies the criteria below. Price proposals shall
be submitted using Attachment B, Proposal response Form.
5.3.1. Telecommunications Connectivity: Pricing shall be presented as an all-inclusive flat
monthly rate per site for each service tier, with no additional design, installation, engineering, or
service fees. All future sites added to the network will be at the service rate provided, with no
additional costs.
1.
2.
3.
4.
5.
6.
PRI
PRI (Partial)
DID Numbers – Non Sequential
DID Numbers – Block of 20, Sequential
Analog
Other Costs & Features Provided (Itemize each item)
5.3.2. Service Level Agreements: Vendor shall propose a service level agreement that
guarantees a minimum of 99.0% network uptime and 100% availability. All uptime
measurements shall be measured on a per-site basis. Vendor shall propose penalties for failure
to meet agreed upon service levels, including financial penalties. At the discretion of the
District, service level agreement penalties will be reviewed during negotiations and incorporated
into the contract for Telecommunications Services. The District desires vendors SLA
agreements to commit to response and completion times for critical, high, medium, and low
priority issues. The vendor may agree to the following District targets or propose alternate
targets. The vendor shall include penalties for failure to meet targets.
Page 11 of 23
Priority
Definition
Critical
A problem that affects any site’s entire services (e.g. one or more critical
features has become unusable or has caused a disruption in any or all
site’s communication involving fire alarms, circuits, elevators, etc.)
High
A problem that affects any site’s entire services (e.g. one or more important
features of the system has become unusable)
Medium/Low A general service request or problem (e.g. intermittent issues or disruption
of services with an individual phone line, static, etc.)
Response
Time
Complete
Time
60 Minutes
5 hours
4 Hours
1 Business
Day
8 hours
2 Business
Days
6.0 EVALUATION OF PROPOSALS
6.1 Evaluation Criteria: The District procedure for selecting qualified vendors is as follows:
6.1.1 Subsequent to the closing of the RFP, Procurement Services at a minimum shall review
the information received and verify that each vendor appears to be minimally responsive to the
requirements of the published RFP.
6.1.2 The proposal shall be reviewed individually and scored on the criteria listed below.
SCORING CRITERIA
Unit Pricing/Fee Schedule
Service & Support
(Business Resources, Local Technician Availability, Proposed SLA)
Design
Submittal
Business Experience
TOTAL POSSIBLE POINTS
POINTS
30
25
25
10
10
100
6.1.3 The District reserves the right to reject any one, any part or all submittals, to waive any
informality and to rate the applicants, in accordance with the provision of this RFP, in such a
manner as will be in the best interests of the District.
6.1.4 Vendors will be evaluated and ranked based on their written responses to the grading
criteria specified herein. Based on the rankings, one or more vendors may be selected to
commence negotiations. The District reserves the right to negotiate individually or collectively
with the top ranked vendor(s).
6.1.5 Award of the Request for Proposal shall be made to the proposer(s) offering the best
value to the District in conjunction with negotiations and evaluation ranking reflecting the best
and final offer from a responsible vendor or vendors. The District reserves the right to award this
contract through an approach which best serves the interests of the District.
6.1.6 Upon the successful completion of negotiations offering the best value to the District, a
contract will be presented to the School Board for consideration.
Page 12 of 23
7.0 GENERAL CONDITIONS
7.1 Proposers Responsibility: Proposer(s) are required, before submitting their proposal to
carefully examine the request for proposal specifications and to completely familiarize
themselves with all of the terms and conditions that are contained within this proposal.
Ignorance on the part of the proposer(s) will in no way relieve them of any of the obligations and
responsibilities which are a part of this proposal.
7.2 Lobbying: Proposers are hereby advised that they are not to lobby with any District
Personnel or Board Members related to or involved with this proposal. All inquiries must be
written and directed to the Business Office. Lobbying is defined as any action taken by an
individual, vendor, firm, association, joint venture, partnership, syndicate, corporation, and all
other groups who seek to influence the governmental decision of a Board Member or District
Personnel on the award of this contract. Any proposer or any individuals that lobby on behalf of
a proposer will result in rejection/disqualification of said proposal. Violation of this provision
regarding lobbying may also result in disqualification of the bidder from participation in
competitive solicitations with the District for the duration of the document contract period
or for some other term, at the discretion of the Yankton School District.
7.3 Proposer/Vendor Performance: The successful vendor(s) shall be responsible for all
damages including but not limited to the replacement of any cracked or broken concrete
(sidewalks, curbs, etc.) caused by on-site activities. The successful vendor(s) shall be
responsible for the appearance and demeanor of all personnel assigned to the project.
Personnel shall be fully dressed at all times, including shirts, and conduct themselves in a
manner appropriate for a school center. The awarded vendor’s personnel shall have no contact
with students or school staff, other than administrative staff or designated representatives, with
the exception of emergency situations. The awarded vendor’s personnel shall be aware that all
District sites are smoke free areas. The use of tobacco products is prohibited on any property
owned by the District. Vendor’s personnel shall be aware that it is illegal to have in one’s
possession any firearm, illegal drug or alcoholic beverage while on District property.
The successful vendor(s) shall be responsible for the removal of all trash and debris occasioned
by this contract. Failure to adhere to this requirement will result in the costs of the performance
of this work by others being charged to the contractor.
FAILURE TO COMPLY WITH ANY OF THE ABOVE PERFORMANCE REQUIREMENTS MAY
RESULT IN TERMINATION OF CONTRACT.
7.4 Cancellation/Termination: In the event any of the provisions of this proposal are violated
by the awarded vendor, the Superintendent or designee will give written notice to the vendor
stating the deficiencies and unless the deficiencies are corrected within ten days,
recommendation will be made to the Board for immediate cancellation. Upon cancellation
hereunder the Board may pursue any and all legal remedies as provided herein and by law. The
Board reserves the right to terminate any contract resulting from this invitation at any time and
for any reason, upon giving seven (7) days prior written notice to the other party. If said contract
should be terminated for convenience as provided herein, the Board will be relieved of all
obligations under said contract. The Board will only be required to pay to the vendor that
amount of the contract actually performed to the date of termination. Repeated instance of
failure to perform may result in cancellation of the contract.
7.5 Default: In the event that the awarded vendor should breach this contract, the Board
reserves the right to seek all remedies in law and/or in equity.
Page 13 of 23
7.6 Warranty/Guarantee: All materials and/or services furnished under this proposal shall be
warranted by the vendor, distributor and manufacturer to be free from defects and fit for the
intended use.
7.7 Prompt Payment discount: Cash discount for prompt payment of invoices, if offered,
shall not be considered in evaluating proposals and making awards. Cash discount terms, if
offered in the proposal, must be clearly indicated on each invoice.
7.8 Brands: Proposers shall indicate, for each item proposal, the name and model of the
brand being proposed. Use of brand names, trade names, make, model, manufacturer, or
vendor catalog number in the specifications is for the purpose of establishing a grade or quality
of material only. It is not The District’s intent to rule out other competition; therefore, the phrase
“OR EQUIVALENT” is added, unless otherwise indicated in the specifications. However, if a
product other than specified is proposed, it is the proposer’s responsibility to submit, with the
proposal, samples, descriptive literature and/or detailed specifications which illustrate the
product sufficiently for evaluation; unless sufficient literature or specifications are currently on
file in district offices. Proposals received without this information, or with insufficient information,
as determined by the evaluation committee, may not be considered. The District shall be the
sole judge concerning the merits of proposals submitted. Once an item is awarded from this
proposal to a successful proposer, no substitution of brands shall be permitted. If a proposer
does not indicate what he is offering in the proper blank and if the proposer is successful in
being awarded the item(s) then the proposer shall be obligated to furnish the item(s) specified
by The District. – Chuck suggested taking out as we are not requesting any brands, etc.
7.9 Quality: Unless otherwise requested, the items proposed must be new and equal to or
exceed specifications. The manufacturer’s standard guarantee or warranty shall apply. During
the guarantee or warranty period, the successful proposer must repair and/or replace the unit
without cost to the District with the understanding that all replacements shall carry the same
guarantee or warranty as the original equipment. The successful proposer shall make any such
repairs and/or replacements immediately upon receiving notice from the District.
7.10 Liability: Where proposer’s are required to enter or go onto District property to deliver
materials, perform work or provide services as a result of a proposal award, the proposer
assumes full duty, obligation and expense of obtaining all necessary licenses, permits and
insurance, and shall be fully responsible for its own negligent or willful acts or omissions. Refer
to the Attachment D (Insurance Requirements form) for the District’s insurance requirements.
7.11 Taxes: The District is exempt from any Taxes. State Exemption Certificate available
upon request.
.
7.12 Occupational Safety Hazards Act Requirements: The Proposer certifies that all
material, equipment, etc., contained in the Proposal meets all Occupational Safety Hazards Act
(OSHA) requirements. The proposer further certifies that if he or she is the successful proposer
and the material, equipment, etc., delivered is subsequently found to be deficient pursuant to
any OSHA requirement in effect on the date of delivery, all costs necessary to bring the
material, equipment, etc. into compliance with aforementioned requirements shall borne solely
by the proposer.
7.13 Special Conditions: If a conflict exists between the general conditions and the detailed
specifications, then the detailed specifications shall prevail.
7.14 Drug Free Workplace/Identical Tie Proposals: Whenever two or more proposals, which
are equal with respect to price, quality and service, are received for the procurement of
commodities or contractual services, a proposal received from a business that certifies that it
has implemented a drug free workplace program shall be given preference in the award
Page 14 of 23
process. In order to have a drug-free workplace program, a business shall comply with the
requirements of South Dakota Statute. If two or more competitive sealed bids submitted are
identical in price and product quality, the bids are the low bid, and no resident bidder preference
is applicable, the District may award the bid by lottery to one of identical low bidders.
7.15 Notification of Award/Purchase Orders: The District reserves the right to:
1) Waive minor variations to specifications, informalities, irregularities and technicalities in any
proposal; 2) Reject any and all proposals in whole or in part with or without cause; 3) And/or to
accept proposals that in its judgment will be in the best interest of the District. The District
further reserves the right to make awards on a multiple, lump sum, low total, or individual item
basis; or combination as shall serve the best interest of the District. Upon award of this
proposal, participating proposers, successful and unsuccessful, shall be notified of the award
configuration in writing. Proposers who are awarded a contract(s) resulting from this Request
for Proposals are cautioned not to provide goods or services to any District site or to any District
employee prior to receiving purchase orders issued by the District. Notification of Award is not
to be construed as authorization to provide goods or services.
7.16 Proposal Opening: Proposal openings shall be public at the date and time stated in the
Request for Proposals at the Yankton School District Business Office, 2410 West City Limits
Rd, Yankton, SD, 57078 unless otherwise indicated. It is the proposer’s responsibility to assure
that the proposal is delivered before the proper time and place of the proposal opening.
7.17 Processing Time: It is understood that the normal proposal processing shall be 90 days
after the opening date of this proposal, and that prices reflected by the proposal will be firm
through the proposal processing time and the delivery of items awarded.
7.18 Interpretation of Specifications/Dispute: If the proposer should be of the opinion that
the meaning of any part of the request for proposal specifications are uncertain, obscure, or
contains errors or omissions, they should report such opinion to the Business Manager no more
than three (3) days after the receipt of the documents. Upon opening and evaluation of this
proposal, tabulation with intent to award shall be posted for review by interested parties at the
Business Office, and shall remain posted for a period of no less than three (3) days. Failure to
follow the requirements of the proposal protest procedures established by The Yankton School
District, shall constitute a waiver of all protest rights. Proposals which contain any alteration,
addition, conditions, limitations, unauthorized alternates or show irregularities of any kind may
be rejected by the District as non-responsive or irregular. The District reserves the right to
waive any irregularities, technicalities or informalities in any proposal and reject any or all
proposals.
7.19 Public Entity Crimes: Vendors shall complete and submit with their Proposal the sworn
statement required by South Dakota Statutes, Public Entity Crimes Statement, provided as
Attachment I.
7.20 Ethics: All awarded vendors shall comply with the requirements of law regarding ethics
as set forth in South Dakota Statutes, and rules promulgated by the South Dakota Commission
of Ethics.
7.21 Confidentiality: Proposers should be aware that all submittals provided with a proposal
are subject to public disclosure and will not be afforded confidentiality with the exception of
“sealed” financial statements, if applicable.
7.22 Contract: The submission of a proposal constitutes an offer by the proposer. Upon
Board approval, the Business office will issue a letter of award. This RFP, any addenda to this
RFP, the submitted proposal, and the corresponding purchase order(s) will constitute the
complete agreement between the successful proposer and the District. Unless otherwise
stipulated in the proposal documents, no other contract documents shall be issued or accepted.
Page 15 of 23
Each Proposal is received with the understanding that an acceptance in writing by the District of
the offer to furnish any or all of the services and materials described shall constitute a contract
between the proposer and the District. This contract shall bind the proposer to furnish and
deliver the services and materials quoted, at the prices stated and in accordance with the
condition of said accepted proposal. It is agreed that the proposer will not assign, transfer,
convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any
part thereof, without previous consent of the District and any sureties.
7.23 Use of Other Contracts: The District reserves the right to utilize other District contracts,
State of South Dakota Contracts, contracts awarded by other city or county governmental
agencies, other school boards, other community college/state university system cooperative
proposal agreement, or to directly negotiate/purchase per School Board policy and/or State
Board Rule in lieu of any offer received or award made as a result of this proposal, if it is in its
best interest to do so. The District also reserves the right to separately propose any single
order to purchase any item on this proposal if it is in its best interest to do so.
7.24 Invoicing: Orders shall be processed or work performed only upon receipt of authorized
purchase orders issued by the District. The vendor must be willing to provide E-rate discounted
bills and a hard copy of the original invoice/billing statement via U.S. Mail to the District.
Payment terms shall be net 45 of specified billing date.
7.25 Liquidated Damages Recovery: Proposer agrees to the use of Liquidated Damages
Recovery in the event the proposer fails to perform in accordance with contract provisions. On
any occasion where the vendor fails to perform or defaults on the contract, or any material
provision thereof, the District may procure the necessary supplies/services from other sources
and hold the vendor financially responsible for any excess costs incurred. The difference
between the proposal price of the products and the actual price paid in this circumstance may
be deducted from funds owed to the non-performing vendor. Repeated instance of failure to
perform may result in cancellation of the contract.
7.26 Labor, Material and Equipment:
a. The vendor(s) will provide competent, suitable, qualified personnel to perform the work
required by this RFP. They will at all times maintain good discipline and order at the site.
b. The vendor(s) will furnish all equipment, labor, transportation, construction equipment and
machinery, tools, appliances, fuel, power, heat, light, telephone, water and sanitary facilities and
incidentals necessary for the execution, testing, initial operation and completion of the work
unless otherwise specified. c. All employees assigned to this project must be pre-screened and
will be thoroughly reviewed for, but not limited to current certification and documentation.
7.27 Contact Information: The successful vendor(s) shall appoint a person or persons to act
as a primary contact with the District. This person or their designated back up shall be readily
available during normal business hours by phone or in person; knowledgeable of the terms,
conditions and procedures involved; and respond to messages within 24 hours. The District
shall appoint a person or persons to act as the District Representative. The vendor(s) shall
have access to the site after school hours, on weekends, and during school hours at the
discretion of District Representative. All scheduling shall be coordinated with the District
Representative.
7.28 Estimated Dollar Value: No guarantee of the dollar amount of this proposal is implied or
given. This is for information only. There is no guarantee of the number of projects that may be
required. This is an as needed basis contract.
7.29 Vendor Background Screening Requirements: Vendor will comply with all
requirements of South Dakota, by certifying that the vendor and all of its employees who provide
services under this contract have completed the background screening required by the
Page 16 of 23
referenced statutes and meet the standards established by the statutes. This certification will
be provided to the District in advance of the vendor providing any services on site while
students are present. The vendor will bear the cost of acquiring the background screening and
any fee imposed by the South Dakota Department of Law Enforcement to maintain the
fingerprints provided with respect to vendor and its employees. Vendor will provide the District
a list of its employees who have completed background screening as required by the referenced
statutes and meet the statutory requirements. Vendor will update these lists in the event that
any employee listed fails to meet the statutory standards or new employees who have
completed the background check and meet standards are added. Vendor agrees that in the
event the vendor or any employee who the vendor has certified as completing the background
check and meeting the statutory standards then is convicted of any disqualifying offense, the
vendor will notify the District within 48 hours of such. The parties agree that in the event that
vendor fails to perform any of the duties described in this paragraph, this will constitute a
material breach of the contract entitling the District to terminate immediately with no further
responsibility to make payment or perform any other duties under this contract. Vendor agrees
to indemnify and hold harmless the District, its officers and employees from any liability in the
form of physical injury, death, or property damage resulting from vendor’s failure to comply with
the requirements of this paragraph of the South Dakota Statutes.
Page 17 of 23
DETAILED SPECIFICATIONS - EXHIBIT 1
The administrative sites and school buildings requiring Telecommunications Services are
described in the table below. Within the table, the following fields are further defined:
• “Initial Requirements” represents the initial service requirement for each site at the time the
project is implemented, installed or activated.
• “Minimum Scalability” represents the minimum level of future scalability required. Connections
must be scalable to this level with 30 days’ notice.
Site Name
Facility Type
Site Address
Initial
Requirements
Minimum
Scalability
Administration
Building
Administrative
Facility, Mitel VOIP
2410 West City
Limits Rd. Yankton
SD 57078
PRI (1)
Analog (1)
PRI (2)
Growth up to 6
Analog lines
Yankton High
School
Senior High
Grades 9-12, Mitel
VOIP
1801 Summit St.
Yankton SD 57078
PRI (1)
Analog (3)
PRI (2)
Growth up to 6
Analog lines
Yankton Middle
School
Middle School
Grades 6-8
VOIP Gateway
2000 Mulberry
Yankton SD 57078
3 Analog lines
Beadle
Elementary
School
Elementary
School,
VOIP Gateway
1214 Mulberry
Yankton SD 57078
2 Analog lines
PRI (1)
Growth up to 6
Analog lines
PRI (1)
Growth up to 4
Analog lines
Lincoln
Elementary
School
Elementary
School,
VOIP Gateway
815 Locust
Yankton SD 57078
3 Analog lines
PRI (1)
Growth up to 6
Analog lines
Stewart
Elementary
School
Elementary
School,
VOIP Gateway
208 W 21
Yankton SD 57078
2 Analog lines
PRI (1)
Growth up to 4
Analog lines
Webster
Elementary
Elementary
School,
VOIP Gateway
317 E 7
Yankton SD 57078
2 Analog lines
PRI (1)
Growth up to 4
Analog lines
st
th
Page 18 of 23
ATTACHMENT A – PROPOSAL RESPONSE FORM
YANKTON SCHOOL DISTRICT 63-3
BUSINESS OFFICE
TELECOMMUNCATIONS SERVICES
DATE SUBMITTED: ____________________________________
VENDOR NAME: ______________________________________
TO:
The Yankton School District, Yankton SD 57078
Having carefully examined the “General Conditions”, and the “Detailed Specifications”, all of which are
contained herein, the Undersigned proposes to furnish the following which meet these specifications:
A. TELECOMMUNICATIONS CONNECTIVITY
List itemized features in proposal and costs associated with aforesaid (Reference 5.3).
Item Detail
1. _______________________________
____________ per month
2. _______________________________
____________ per month
3. _______________________________
____________ per month
4. _______________________________
____________ per month
5. _______________________________
____________ per month
6. _______________________________
____________ per month
7. _______________________________
____________ per month
8. _______________________________
____________ per month
9. _______________________________
____________ per month
10. _______________________________
____________ per month
11. _______________________________
____________ per month
12. _______________________________
____________ per month
13. _______________________________
____________ per month
14. _______________________________
____________ per month
15. _______________________________
____________ per month
Page 19 of 23
ATTACHMENT B - REFERENCE FORM
Provide three (3) references of successfully implemented projects consisting of
similar-sized, multi-site projects within the last three (3) years.
1. PROJECT NAME/DESCRIPTION:_______________________________
CONTACT PERSON: ___________________________________________
TITLE: _______________________________________________________
PHONE: _____________________________________________________
EMAIL: ______________________________________________________
PROJECT SIZE: $______________________________________________
2. PROJECT NAME/DESCRIPTION:_______________________________
CONTACT PERSON: ___________________________________________
TITLE: _______________________________________________________
PHONE: _____________________________________________________
EMAIL: ______________________________________________________
PROJECT SIZE: $______________________________________________
3. PROJECT NAME/DESCRIPTION:_______________________________
CONTACT PERSON: ___________________________________________
TITLE: _______________________________________________________
PHONE: _____________________________________________________
EMAIL: ______________________________________________________
PROJECT SIZE: $______________________________________________
Page 20 of 23
ATTACHMENT C - ADDENDUM ACKNOWLEDGEMENT FORM
The undersigned acknowledges the receipt of any addenda:
Addenda #1______________________________________ Date Issued: ________________
Signature
Addenda # 2_____________________________________ Date Issued: ________________
Signature
Addenda # 3_____________________________________ Date Issued: ________________
Signature
Addenda # 4_____________________________________ Date Issued: ________________
Signature
Addenda # 5_____________________________________ Date Issued: ________________
Signature
Page 21 of 23
ATTACHMENT D - COMPANY REPRESENTATIVE CONTACT INFORMATION
COMPANY NAME:____________________________________________________________________
WEB SITE (if applicable): _______________________________________________________________
CONTACT PERSON: __________________________________________________________________
ADDRESS: __________________________________________________________________________
____________________________________________________________________________________
PHONE: ____________________________________ CELL: __________________________________
FAX: _______________________________________ E-MAIL: _________________________________
SIGNATURE OF PROPOSER: _____________________________________ DATE: _______________
Page 22 of 23
ATTACHMENT E - DRUG-FREE WORKPLACE CERTIFICATION
The undersigned vendor, in accordance with South Dakota Statue, hereby certifies that
____________________________________________________________________does:
Name of Business
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, employee
assistance programs and the penalties that may be imposed upon employees for drug abuse
violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in Paragraph 1.
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will abide
by the terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contender to, any violation of Chapter 893 or of any controlled substance law of the
United States or any state, for a violation occurring in the workplace no later than five (5) days
after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee’s community, by any employee who is
so convicted.
6. Make a good faith effort to continue to maintain a drug-free workplace through
implementation of Paragraphs 1 thru 5.
As the person authorized to sign this statement, I certify that this firm complies fully with the
above requirements.
Signature of Authorized Officer _______________________________________________
Date ____________________________________________________________________
Page 23 of 23