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Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 1
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
Upper Peninsula Region of Library
Cooperation (UPRLC)
1615 Presque Isle Avenue
Marquette, MI 49855
v: 906.228.7697 ext. 113
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 2
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.
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 3
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.
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 4
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
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 5
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.
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 6
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.
-------------------------------------------------------
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.
-------------------------------------------------------
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 7
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 ]
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 8
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
$ $ $ -
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 9
One-time Installation
TOTAL Ineligible
Costs
Eligible Monthly
Costs
Eligible Fees and Surcharges
TOTAL Eligible Recurring
Library Location Exchange
Bandwidth 20 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
$ $ $ -
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 10
One-time Installation
TOTAL Ineligible
Costs
Eligible Monthly
Costs
Eligible Fees and Surcharges
TOTAL Eligible Recurring
Library Location Exchange Bandwidth 30 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
$ $ $ -
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 11
One-time Installation
TOTAL Ineligible
Costs
Eligible Monthly
Costs
Eligible Fees and Surcharges
TOTAL Eligible Recurring
Library Location Exchange
Bandwidth 40 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
$ $ $ -
Upper Peninsula Region RFP Issued 22 January 2016
of Library Cooperation
Page | 12
One-time Installation
TOTAL Ineligible
Costs
Eligible Monthly
Costs
Eligible Fees and Surcharges
TOTAL Eligible Recurring
Library Location Exchange
Bandwidth 100 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
$ $ $ -