REQUEST FOR PROPOSALS

RFP No. ECS-NET-2015

PROPOSAL DUE DATE:

March 2, 2015 10AM PST

Environmental Charter Schools Information Technology

812 W. 165TH Place Gardena, CA 90247

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Table of Contents

1.0 General Instructions and Requirements .......................................................... 3 2.0 Environmental Charter Schools ....................................................................... 4 3.0 E-Rate Program Overview ............................................................................... 5 4.0 Vendor Profile ................................................................................................. 5 5.0 RFP Process ..................................................................................................... 6 6.0 Questions from vendors .................................................................................. 6 7.0 Evaluation Criteria ........................................................................................... 7 8.0 Scope of Services ............................................................................................. 7 9.0 Proposal Format ............................................................................................ 10 Appendix A: Universal Service (E-Rate) Requirements ........................................ 11

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1.0 General Instructions and Requirements Sealed proposals should be mailed or hand-delivered to: Director of Information Technology Environmental Charter Schools 812 W. 165TH Place Gardena, CA 90247 In addition, all proposals must be emailed to: erate@ecsonline.org concurrent with mailed or hand-delivered submission. Environmental Charter Schools seek 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. Environmental Charter Schools reserves the right to reject any and all proposals, to waive any and all informalities or irregularities, and to disregard oral, telephonic, or electronic proposals or modifications. Submissions must state the RFP number on the outside of the submission package. All submissions must include one (1) signed original and one (1) electronic copy enclosed in the submission. Proposer understands and agrees that subsequent to submission of the proposal, any Environmental Charter Schools resolution authorizing the award of a contract or agreement does not vest any contractual rights in the proposer. Proposer understands and agrees that any such resolution operates only to encumber funds necessary for the project and does not create a binding contract. Proposer further acknowledges and agrees that any such Environmental Charter Schools Resolution may be revoked at any time prior to execution of a formal written contract. Proposer 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. Environmental Charter Schools does not discriminate in educational programs, activities, or employment on the basis of race, color, national origin, sex, age, religion, or disability.

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2.0 Environmental Charter Schools At Environmental Charter Schools (ECS), our vision is to create schools that are alive. When someone steps onto an ECS campus for the first time, they will feel the positive energy and intellectual curiosity that is the driving force of the ECS community. Teachers act as facilitators of inquiry, seeking real-world examples and unique, hands-on learning opportunities that bring the subject matter to life for their students. By creating these learning experiences, teachers give students a bigger window to see what is possible for their future. ECS campuses will feel very different than other schools. Each school’s physical environment – the classrooms, the buildings, and the grounds – will serve as a laboratory of innovation and sustainability that connects students to the world around them. Each Environmental Charter school will be known in the community as a safe, vibrant, and intellectually challenging place to learn and grow and will be supported by high levels of active community involvement. Students will be highly regarded as assets to the community due to their numerous service projects and collaborations with external partners. Each year, 100% of ECS high school graduates will be admitted to four year colleges/universities and our graduates will thrive at their chosen learning institutions. Our students will be sought after by colleges, universities, and employers for their knowledge of the world and how it works, for their collaborative and critical thinking skills, and for their highly developed sense of purpose. Because of the success of its programs, ECS will be viewed as a national model of educational excellence, evidenced by hundreds of educators seeking to replicate our educational model at their schools through the ECS Best Practices Lab. What set ECS apart from other school networks are the learning opportunities in the community that support real-world applications. ECS uses the environment as an integrating context for learning, which is actually a coordinated system of instructional practices. The ECS learning environment is supported by a well-defined set of core values. Environmental Charter Schools values:

Exceptional Student Achievement that reflects relentless effort and continuous improvement;

Experiential Learning which is authentic, relevant, and active;

Empowered Learners who discover their own passion and purpose;

Collaborative Relationships among students, parents, teachers, and community members;

Community Responsibility, beginning with the individual and extending to the classroom, campus, community, and world; and

Environmentally Sustainable Practices that utilize “systems thinking” and wisely manage resources for today and tomorrow.

The mission of Environmental Charter Schools is to equip all students with the knowledge and skills to graduate from college, to inspire them to discover their own sense of purpose, and to empower them to become quality stewards of their community and world. The students we target and serve are overwhelmingly low-income and come from traditionally underserved ethnic populations in Southwest Los Angeles. We operate two middle schools, a high school, and a shared services support organization to facilitate and manage operations and perform administration functions for all ECS entities. Voice and data services and technical infrastructure will be necessary at these locations in order to deliver basic

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technology and connectivity services required by the school community at each site. Section 8.0 and 9.0 of this RFP outline in greater detail the specific technology requirements.

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 that 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. In the 2015 – 2016 academic year, Environmental Charter Schools’ E-rate program participation will be administered at Environmental Charter High School at 812 W. 165TH Place Gardena, CA 90247. 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://www.usac.org/sl/applicants/beforeyoubegin/eligible-services-list.aspx) and cost allocation guidelines for services and equipment that contain ineligible components (http://www.usac.org/sl/applicants/beforeyoubegin/eligible-services/cost-allocations.aspx).

4.0 Vendor Profile The primary attributes the Environmental Charter Schools seeks in a vendor for services outlined in this proposal include:

Vendor must demonstrate a verifiable capability to provide the full scope of services outlined in this RFP

Vendor must demonstrate company business and financial performance history consistent with stable and reliable operations over a multi-year period

Vendor must have local account and service team presence

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

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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: Environmental Charter Schools requires that all contractors that come into contact with ECS pupils must perform background checks of all contractors and its employees. The background check must be given to Environmental Charter Schools prior to commencing work on the project.

5.0 RFP Process The proposal process will proceed along the following timeline: Friday, January 30, 2015

Release of RFP documents

Concurrent submission and posting of form 470 with the School and Libraries Program January 30, 2015 – March 2, 2015

Bidding and submission of written questions and responses to vendors

Receipt of final proposals by March 2, 2015 March 2, 2014 – March 13, 2015

Evaluation Committee Review

Oral presentations as requested by the Evaluation Committee

Notification of proposal award to selected vendor only

Contract signed

Submission of funding requests (Form 471) for respective services and products to the Schools and Libraries Program.

6.0 Questions from vendors All questions must be written and directed to erate@ecsonline.org. In addition, all Vendors are encouraged to view the website at http://www.ecsonline.org/erate frequently for any new information and clarifications regarding the RFP and the desired services.

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7.0 Evaluation Criteria The following criteria will be used to select vendors:

Factor Weight Cost

30%

Strong marketplace adoption and ratings of vendor-specified equipment

20%

Interoperability and compatibility with existing equipment

20%

Staff competence demonstrated by vendor certification levels, and verifiable references

25%

Completeness of Proposal

5%

8.0 Scope of Services Environmental Charter Schools is soliciting proposals from vendors to obtain necessary equipment, software, and installation and configuration services to provide adequate LAN, WLAN connectivity with the schools identified in this section. Scope of Work 1: Facility Expansion – Environmental Charter Middle School - Inglewood ECS will be expanding one facility by adding three classrooms. These classrooms will require adequate connectivity to ensure students are able to access network and Internet-based resources. These needs include:

LAN switching equipment

Wireless LAN equipment

Uninterruptible power supplies adequate to protect network electronics

All Local Area Network CAT6 and multimode fiber optic cabling, inclusive of termination equipment, cable routing and management.

Proper testing, labeling, and as-built documentation of network wiring above Specifically, we have identified these needs:

60 CAT 6 cable runs not to exceed 300 feet per run

24 CAT 6 wall plates and jacks

Standard 42U 19" communication equipment rack

48 port patch panel with terminations

24 port patch panel with terminations

48 port PoE gigabit switch

1500VA UPS

6 dual band gigabit wireless APs (compatible with existing wireless controller)

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Classroom Expansion – Environmental Charter Middle School - Inglewood

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9.0 Proposal Format Vendors will submit a detailed Bill of Materials detailing all equipment part numbers, quantities, shipping, tax, manufacturer maintenance and support contracts, and labor cost to implement. In addition, vendor must provide technical data sheets of equipment and all E-Rate eligible and ineligible components. Bids must display prominently the Service Provider’s Identification Number (SPIN) and must certify to the Environmental Charter Schools that Service Provider has filed its annual Service Provider Annual Certification with USAC. Proposal must follow the following sequence:

I. Executive Summary which includes the total project cost per location

II. Company information, including statements and indications of: a. Company management team b. Financial Performance c. Certification of employee Technical and Project Management Competence d. Evidence of insurance coverage to $1M e. Company Service Provider Identification and Service Provider Annual Certification

III. Vendor quotations for each Scope of Work in Section 8 to be considered

This includes a Bill of Materials (if applicable), which includes: a. Detailed item list, including makes, models, and manufacturer part number or SKU b. Equipment costs, if any c. Labor cost d. Percentage of eligibility of each component

IV. Equipment and Material Data Sheets for all equipment V. Explicit statement of Compliance with each provision of Appendix A of this Request for Proposal

VI. References (3), two of which must be from K-12 schools

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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. 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, at a minimum, a working knowledge of the federal Universal Service Support Mechanism for Schools and Libraries (commonly known as “E-rate”). 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. USF Participation and Cooperation Vendor shall agree to participate in the E-rate Program and to cooperate fully and in all respects with the Environmental Charter Schools, the Universal Service Administrative Company (“USAC”), and any agency or organization administering the E-rate Program to ensure that the Environmental Charter 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 the Environmental Charter Schools staff and/or the Environmental Charter 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 the Environmental Charter Schools may need to prepare its E-rate applications and/or to document transactions eligible for E-rate support. Invoicing Procedures Vendor shall itemize, price, and invoice separately any materials or services that are ineligible for E-rate funding. Vendor must include the following information on all invoices to the Environmental Charter Schools for E-rate eligible equipment and/or services:

Date of Invoice

Dates of Service

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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 the Environmental Charter Schools’ contract specifications, Form 470 and Form 471 descriptions of same

Clear, concise breakdown of amount(s) to be billed to USAC (discounted portion of eligible charges) and amount(s) to be billed to the Environmental Charter Schools (non-discounted amount of eligible charges)

Invoice on Vendor’s letterhead or on a Vendor-generated form

Environmental Charter Schools’ Billed Entity Number

Environmental Charter 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

USF Discounted Invoicing Process Vendor shall invoice the Environmental Charter Schools only for the non-discounted amounts due on E-rate-approved 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 the Environmental Charter Schools, E-rate approved materials or services, when delivery of such services triggers a payment obligation under Vendor’s contract with the Environmental Charter Schools, Vendor must invoice the Environmental Charter 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 Environmental Charter Schools will NOT be liable to Vendor and Vendor shall have no recourse against the Environmental Charter 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 Environmental Charter Schools shall not be liable to Vendor and Vendor shall have no recourse against the Environmental Charter Schools for any discounted amount that Vendor submits to USAC for payment if Vendor is at fault for USAC’s refusal to pay; if the Environmental Charter Schools is at fault, the Environmental Charter Schools shall not be liable to Vendor and Vendor shall have no recourse against the Environmental Charter Schools for the amount at issue until both the Environmental Charter Schools and the Vendor have exhausted their administrative remedies of appeal to USAC and/or the FCC. Environmental Charter Schools Approval. Vendor shall submit to the Environmental Charter 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 the Environmental Charter Schools. The Environmental

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Charter 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 the Environmental Charter 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 the Environmental Charter Schools has had a reasonable opportunity to review and approve them. Delayed USF Funding Commitment. Vendor understands that, due to circumstances beyond the Environmental Charter Schools’ control, the Environmental Charter 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 Environmental Charter 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 the Environmental Charter Schools only for the non-discounted amount(s) that the Environmental Charter Schools would have owed to Vendor, if E-rate support had been approved on time for the Vendor’s eligible services, and only if the Environmental Charter 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 1st of the funding year or to whenever approved service to the Environmental Charter 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 the Environmental Charter Schools. All such records shall be retained for five (5) years following completion of services and shall be subject to inspection and audit by the Environmental Charter Schools. Vendor shall include in all subcontractor agreements for services, provisions requiring subcontractors to maintain the same records and allowing the Environmental Charter 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:

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 the Environmental Charter Schools’ 470 and 471

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Ensuring that services or products are not provided to the Environmental Charter Schools without the Environmental Charter Schools’ express written permission or official purchase authorization

Ensuring that Environmental Charter Schools-approved substitute services or products are prominently noted on invoices submitted to USAC and the Environmental Charter 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 the Environmental Charter Schools, was actually provided to the Environmental Charter 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 the Environmental Charter 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 the Environmental Charter Schools with detailed information for each item (model number, serial number, product description) and made available to the Environmental Charter Schools in electronic format

Contract Term Modification The Environmental Charter 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 The Environmental Charter Schools require certification by the awarded Vendor, prior to project commencement, concerning criminal and sex offender records check in accordance with applicable laws. Indemnification Vendor shall indemnify, defend, and hold harmless Environmental Charter Schools, all of its affiliates, subsidiaries and parents, and their respective agents, officers, directors, managers, and employees from and against any and all claims, damages (including, without limitation, court costs, investigative costs and reasonable attorneys’ fees), judgments, liabilities, fines, costs and expenses (including, without limitation, legal expenses) as a result of (i) any claim or action arising out of any actual or alleged death or injury to any person, or any damage or destruction of property attributable to Vendor’s products or

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services; or (ii) any willful misconduct or negligence of Vendor or an authorized Vendor representative. Such indemnification obligations shall survive the cancellation or expiration of the Purchase Order. Insurance Vendor represents that as of the date of the signed contract award letter issued by Environmental Charter Schools, Vendor maintains and will continue to maintain through the project comprehensive general liability insurance in an amount not less than $1,000,000 combined single limit, worker’s compensation insurance as required by law and automobile liability insurance for all vehicles to be used by Vendor in the performance of services or delivery of products under the contract. Upon request, Vendor shall provide proof of such insurance coverage naming Environmental Charter Schools or Environmental Charter Schools-designated affiliate certificate holder and additionally insured in respect to their operation and representatives. Environmental Charter Schools reserves the right to increase the mandatory insurance limits. Permits Vendor is responsible for obtaining all applicable permits to perform work prior to commencement date. Vendor must furnish evidence of permits.