GENERAL SPECIFICATIONS FY 2008-09

Information provided herein are minimum specifications. These specifications are for E-Rate Requests for Proposal (RFPs) posted by Kellogg & Sovereign Consulting, LLC for the 2008-09 funding year. Items listed are NOT intended to be a complete listing of the SLD Eligible Services List. All Bidders must carefully read and abide by the Eligible Services List on the Schools & Libraries Web site: http://www.sl.universalservice.org/reference/eligible.asp

OVERALL GUIDELINES

READ The Eligible Services Framework to gain an overall understanding of what products and services are eligible for E-Rate discounts: Eligible Services Framework

READ carefully any section of these specifications and the USAC Eligible Services List that is related to your products and/or services prior to posting any bids.

ALL bidders should READ ALL of the Miscellaneous and Special Eligibility sections of the Eligible Services List.

If you will be bidding on maintenance and/or warranty services, READ carefully the Eligible Services List information regarding Maintenance & Technical support. Erate discounts are available ONLY for BASIC MAINTENANCE. If even $1.00 of ineligible maintenance is included in your bid, SLD may deny 100% of the funding request. You MUST include a list of equipment including the qty, make and model # covered by your bid. Additionally, all bids for basic maintenance MUST provide pricing (line item detail pricing) for each item covered. See: Required Additional Documentation for Maintenance, Support Equipment, and Servers.

If you are placing bids for internal connections, you will need to price your bids by site (i.e. Elementary School, Middle School, High School, or shared services (District)).

All internal connections bids must provide:

** NEW FOR 2008-09**. When you place your bid online, any ineligible items should be INCLUDED with the regular bid. You will need to then list the ineligible items in a separate line item online as a negative amount so they will be subtracted from the total E-Rate amount requested.

We cannot emphasize enough how important it is for you to READ the Eligible Services List!

TELECOMMUNICATIONS SERVICES

To be eligible for support, Telecommunications Services must be provided by a telecommunications carrier, that is, a company that offers telecommunications services on a common carriage basis.

A telecommunications service is “the offering of telecommunications for a fee directly to the public, or to such classes of users as to be effectively available directly to the public…” [47 U.S.C. 153(46)]. Telecommunications is defined as "the transmission, between or among points specified by the user, of information of the user’s choosing, without change in the form or content of the information as sent and received" [47 U.S.C. 153(43)].

  • PAGING SERVICE-AIRTIME ONLY
    Please list the quantity of pagers and the monthly cost of airtime service. Include any activation fee and/or special billing fees as separate items.

    THE PAGERS THEMSELVES ARE NOT ELIGIBLE FOR E-Rate DISCOUNTS. DO NOT INCLUDE THE COST OF THE PAGERS NOR THE COST TO LEASE PAGERS IN YOUR BID. PROVIDE THIS INFORMATION SEPARATELY.
  • LONG DISTANCE (TOLL)
    Bids for long distance service should include the rate for both intrastate and interstate plus any activation fees, special billing fees, or minimums.
  • CENTREX
    Bids for Centrex services may include cost of features provided by central office software and extended to the school's premises via local distribution facilities. The charge assessed to recover the cost of central office-based software features that are common to the CENTREX group or feature package are also eligible for discount.
  • DIGITAL TRANSMISSION SERVICES (CIRCUITS)
    Digital Transmission Services refer to data links that connect multiple points, using any available technology. Commonly called "wide area networks" (WANS) if used to link local networks. Leased data circuits for voice, video and/or data that connect an eligible school or library facility to other locations beyond the school or library, including an Internet Service Provider, are eligible for discount. Bidders must list the quantity and location of all circuits, and describe the technology employed including bandwidth/speed. Technologies employed may include but are not limited to: Asynchronous Transfer Mode (ATM), Digital Subscriber Line (DSL), DS-1, DS-2, DS-3, Fiber optics, Frame Relay, Integrated Services Digital Network (ISDN, BRI, PRI), OC-1, OC-3, OC-12, OC-n, Satellite service, Switched Multimegabit Data Service (SMDS), T-1, T-2, T-3, Fractional T-1 and Wireless.
  • VOICE MAIL SERVICE (CALL NOTES)
    Voice mail service is an information service that allows users to receive voice messages left by telephone callers, and may have other features such as message forwarding. Voice mail services provided for one or more telephone lines are eligible for discount. Voice mail service need not be provided by an eligible telecommunications provider to be eligible. END-USER PRODUCTS SUCH AS ANSWERING MACHINES ARE NOT ELIGIBLE FOR DISCOUNT.

INTERNET ACCESS

Internet access is an information service. Briefly, an information service is “the offering of a capability for generating, acquiring, storing, transforming, processing, retrieving, utilizing, or making available information via telecommunications….” [47 U.S.C. 153(20)].

Support in this funding category is only available for basic conduit access to the Internet or for services that are an integral component part of basic conduit access. Support in this category of service is not available for content, equipment purchases by applicants, or services beyond basic conduit access to the Internet.

To qualify as Internet access, all services must reach the boundary of public Internet space. Service providers for Internet access need not be telecommunications carriers.

  • INTERNET ACCESS
    **New for 2007**A wireless Internet access service designed for portable electronic devices is eligible to be funded if used for educational purposes. (e.g. Blackberry, Palm Treo). Note that text messaging is also eligible for E-Rate discount.
    ** New for 2007 ** Voice Over IP Service is eligible for E-Rate discount.

    The following items are NOT eligible for E-Rate discounts:

    • Internet Content
    • Web Site Creation Fees
    • Charges to access Internet content
    • Charges for distance learning or video conferencing (i.e. web meetings)
    • Internet2 fees
    • Dark Fiber service
    • Internet Filtering
    • Caching Service
    • Internet Training
    • Web Casting

  • EMAIL SERVICE
    Email service may be provided as part of the applicant's Internet service. To place bids for email as a separate service, we recommend that you place blanket bids and provide a range of prices based on the number of email accounts that may be requested.

  • WEB HOSTING SERVICE
    Web Hosting service may be provided as part of the applicant's Internet service. To place bids for web hosting as a separate service, we recommend that you place blanket bids and provide a range of prices based on the size of the web site that may be requested. Eligibility is limited to the hosting service only, and not the creation or modification of content, which is not eligible.

    • ** New for 2008 ** The FCC has added clarification on the eligible components of a web hosting service. Funding for web hosting is limited strictly to the following ELIGIBLE web hosting functions:

    • Provision of web sit traffic (bandwidth)
    • Provision of disk space for storing applicant provided content
    • Provision of File Transfer Protocol (FTP) transfer or a Web interface to upload files.

    If your web hosting service includes INELIGIBLE items, you must enter a separate line item that lists the ineligible items and show the total ineligible items as a negative amount. For examples, see: Step by Step Bidding Instructions.


INTERNAL CONNECTIONS

Internal Connections are components located at the applicant site that are necessary to transport information to classrooms, publicly accessible rooms of a library, and to eligible administrative areas or buildings. Internal Connections include connections within, between or among instructional buildings that comprise a school campus or library branch, but do not include services that extend beyond the school campus or library branch.

Components at the applicant site are eligible only if they are an essential element in the transmission of information within the school or library. The components must be necessary to transport information all the way to individual classrooms or public areas of a library.

Internal Connections do not include services that extend across a public right-of-way beyond the school or library facility.

All Internal Connections bids:

  • MUST list manufacturer (make), model number, part number, and associated price for EACH INDIVIDUAL ITEM.
  • Line item detail with associated pricing is REQUIRED for all bids.
  • All bids should be entered online BY SITE (i.e. Elementary School, Middle School, High School, District if services will be shared by all sites). Any bid detail submitted separately must also be subtotalled by site.
  • Network Wiring projects may list cabling, fiber, switches, patch panels, etc. as a total project as long as subtotals are provided by site. However, bids for a total solution for the entire district (shared services) should be entered as "District." A district-wide solution will "tag" all sites for the Two-in-Five Rule.
  • PBX and VOIP phone systems, Routers, Servers & Server Software, Firewalls, and Network Maintenance for existing equipment should all be listed separately.
  • List installation/configuration, maintenance/warranty, travel, per diem and delivery charges as individual line items WITH the associated service.

** NEW FOR FY 2008-09 **

  • List ALL items in your bid INCLUDING ineligible items. You may provide general description on your online bid, then send us a detailed spreadsheet. The detailed bid file name must include your company name and the school/library name. Your detailed bid must be sent by email to :erate@kelloggllc.com.
  • Show ineligible items on a separate line item with a negative amount so it will be subtracted from your total bid. For examples, see: Step by Step Bidding Instructions
  • DO NOT submit price lists online. You may list only one solution per bid. If you want the school/library to consider other options you have available, you may list in the description of your bid a link (URL) to your price lists posted on your website.
  • If you are submitting a bid for supporting equipment (i.e. UPS, Equipment rack), you must provide us with a list of all the equipment that will be supported. For example, a UPS may be supporting a PBX system. In this case, you would need to provide the make, model, and part number of the PBX equipment supported by the UPS. See: Required Additional Documentation for Maintenance, Support Equipment, and Servers.
  • If you are submitting a bid for servers, your bid must provide cost allocation for the eligible functions of each server. See: Required Additional Documentation for Maintenance, Support Equipment, and Servers.
  • All installed equipment shall be permanently labeled with the following: E-Rate funding year, Form 471 application number, Funding Request Number, and Installation Date.

  • PBX or VOIP Phone System
    The switchboard or console and related wiring are all eligible for E-Rate discounts. All quotes for a new phone system MUST include UPS equipment.
    Voice messaging or voice mail and Voice over IP (VoIP) Equipment is eligible for discount.

    The following items are NOT eligible for E-Rate discounts:

    • Telephones, hand sets, telephone instruments
    • 911/E911 Enhancements to PBX (E911 Reader Board IS eligible)
    • Automatic Call Sequencer
    • Automatic Call Distribution system (ACD)
    • Call Accounting System
    • Homework Hotline Equipment
    • Station Message Dial Recording (SMDR) and Call Detail Recording (CDR)
    • Intercom System if a stand alone system and NOT bundled component of PBX
    • Paging equipment-dial access unit to a PBX


  • PVBX (Video PBX)
    The PVBX integrates the functionality of a PBX by providing video integrated into the switching matrix of the PVBX. The PVBX acts as as video distribution system linking classrooms and administration as well as traditional PBX methodologies. A PVBX follows the same eligibility requirements as a PBX. The switchboard or console and related wiring are all eligible for E-Rate discounts. These bids should detail all items and must list the prices for each item included in the bid.


  • VIDEO EQUIPMENT
    *** NEW FOR 2008-09***
    Bids for video equipment must list ALL items including ineligible components in the total bid (first line item entered online). All ineligible items must be listed in detail on the second line item bid online with the ineligible amount shown as a negative amount. If the ineligible portion is a % of the eligible total, write in the description field "____% of the ____________ is eligible for E-Rate discount. Ineligible portion is _____%". The online bidding program will then show your total for your bid as the E-Rate eligible amount.
    For examples, see: Step by Step Bidding Instructions

    Eligible Video Equipment Includes:
    • A CODEC ("coder/decoder")-a device comprising of an encoder and decoder in the same equipment. The CODEC produces a coded output and compresses and decompresses audio and video signals.
    • Enhanced Multimedia Interface (EMMI)
    • Master Control Unit (MCU)-a device that controls the main operating functions of a video system.
    • MPEG Video Encoder (MPEG).
    • Multipoint Control Unit (MCU)-a bridging or switching device used in support of multipoint videoconferencing. It is eligible for discount if used in the transport of information for individual classrooms or publicly accessible rooms of a library.
    • Video amplifiers-equipment necessary to deliver video services to the classroom
    • Video Channel Modulator-distribution box which takes standard video and audio input from video cameras, recorders, security systems, satellite receivers, disk players and video games and distributes the signals to the end user.
    • PVBX

    The following video equipment is NOT eligible for discount:
    • End user video equipment including document cameras, microphones and monitors
    • Media Retrieval Equipment
    • Television, video monitor
    • VCR/DVD/CD Players or Recorders
    • Video Camera
    Be sure to list maintenance, installation, delivery, travel, and per diem charges as long as these charges are listed separately.

  • SERVERS
    Vendor bid shall state all company and installer certifications such as Novell, Microsoft, and Cisco.
     Servers should be bid as separate items and not included in bids for network wiring. Include network software in your bid, but provide itemized pricing for the software.

    Server Bids MUST SPECIFY intended use of server. See: Required Additional Documentation for Maintenance, Support Equipment, and Servers.

    Eligible Uses Include:

    • Dynamic Host Configuration Protocol (DHCP),
    • Domain Name Services (DNS),
    • E-Mail,
    • Firewall or Proxy
    • Terminal or
    • Web Server.

    Ineligible Server uses include Application Server (e.g., providing application software to end users), Database Server, Data Warehouse Server (including storage of non-e-mail end user files), Archive Server, Caching Server, and Print Server. In the case of the last two functions, however, an eligible server may provide these features (Caching, Print) coincidentally if the principal functionality of the server is for other eligible purposes and the ineligible features are included as an intrinsic part of the core network operating system.

    All server bids should include UPS and CD-RW/DVD drive for backup (must include recording software). Servers should also have a minimum of three years on-site warranty service. Clearly SPECIFY if there is a charge for years 2 and 3 of warranty service.

    All bids for servers must include the server cost allocation form. See: Required Additional Documentation for Maintenance, Support Equipment, and Servers.

  • NETWORK WIRING & ELECTRONICS

    Vendor bid shall include a listing of certifications (i.e. NACSE certifications) of staff. In addition, please state whether your staff has attended any training classes that cover engineering, design, and project management.

    Please also list at least three K-12 school data cabling installations you have completed.

    All network wiring bids should include all electronics and all connections between buildings if any are needed. Connections between buildings should be fiber and may be overhead or underground depending on individual conditions. If overhead, include lightning protection. Wireless solutions may also be submitted.

    All parts and installation will meet or exceed EIA/TIA 568A standards and National Electrical code standards. All materials and equipment must be guaranteed to be new. All cable runs are to be bi-directionally tested and certified with written test results per run.

    All cable, unless otherwise specified is to be category 5e, 4 pair UTP with appropriate jacket; jacket is to be labeled as verified category 5e, UL rated, and plenum or nonplenum. All patch cables are to be factory manufactured.

    All connectors are to conform to T56B designated pin/pair assignments.

    All fiber shall be multimode 62.5/125 um cable and meet the performance specifications of EIA/TIA standards for fiber optic cable. The Fiber optic cable is to be minimum of 6 (recommend 12) fibers with jacket appropriate to inside or outside use with ST II connectors.

    All station outlets are to be modular in design and contain two (2) wired 8 pin/8 conductor outlets. All jacks are to be stamped "Cat 5e" or "Category 5e" on the jack surface. Face plates are to be ivory and flush mounted.

    All wiring is to be installed in the wall where practical. Where surface-mount is required, all wire must be in conduit or surface raceway. All surface mount products must be industrial grade and of a professional appearance.

    Vendor to provide drawings and schematic of installed network showing physical cable layout, components, and node locations with numbered pinouts.

    All installed equipment and cable will be labeled.

    Warranty of installation workmanship, material and performance from vendor will be at least 15 years. If system is a multi-vendor installation, separate warranties from each manufacturer must be provided. All warranty information must be included with proposal.

    Do not include servers, network software, or maintenance agreements in your network wiring/cabling bids.

    Wireless Networks. All wireless components must be IEEE 802.11b compliant.
    Network Interface Cards (NICs) are eligible for discount if they are separately priced on a contract or are sold separately.

    Network wiring bids must be submitted for each separate site (i.e. elementary school, middle school, high school). Exception for total project across district with services to be shared. All components must be individually listed with associated costs wherever possible.

  • FIREWALLS
    A firewall is a hardware and software combination that sits at the boundary between an organization's network and the outside world, and protects the network against unauthorized access or intrusions. A firewall is necessary to ensure operation of the network, and is eligible for discount. Maintenance bids should cover the equipment for a period of one year.

  • ROUTERS
    Routers and associated items should be bid separately from Internet Access. Minimum requirements are listed below:
    • FOR T-1 CIRCUITS:
      • Cisco 2811 Ethernet Modular router w/ Cisco IOS IP Software or equivalent.
      • 256MB DRAM Memory
      • 1-port T1/Fractional T1 DSU/CSU WAN Interface Card
      • Cisco SMARTnet Maintenance (1 year next day)
      • Configuration/Installation

    Please include configuration/installation charges, but list them as separate line items associated with the service "router" on your bid. Maintenance bids should cover the equipment for a period of one year.

  • VIRTUAL PRIVATE NETWORK COMPONENTS
    *** NEW FOR FY 2006-07.*** VPN Components are now eligible for discount if they provide basic and reasonable security protections to prevent unauthorized access to the information, software, and systems of an applicant's eligible components.

  • NETWORK SWITCHES
    Switches and associated items should be bid along with Network Wiring and LAN components. Minimum requirements are listed below:
    • Switch for General Purpose PC connectivity: Cisco Catalyst 2950G or equivalent
    • Power over Ethernet Switch for IP Telephony: Cisco Catalyst 3560 or equivalent

  • VOICE OVER IP EQUIPMENT:
    Otherwise eligible Internal Connections components may include technology for providing real-time or near real-time voice or video over IP (VoIP). If possible, list pricing for VoIP components separately.
    As of 10/19/2006, the FCC announced that Interconnected voice over Internet Protocol (interconnected VOIP) ha been added to the eligible services begining with FY 2007.

BASIC MAINTENANCE FOR E-RATE ELIGIBLE EQUIPMENT

Basic Maintenance ensures the necessary and continued operation of eligible internal connection components at eligible locations. Basic maintenance services are generally provided by contract. No funding for a technical support contract will be provided if it includes services that exceed basic maintenance as defined in this section. All requests in this category are for services to be delivered within the July 1 to June 30 Funding Year. Although Internal Connections is subject to the provisions of the “Two-in-Five Rule,” this rule does not apply to Basic Maintenance.

BASIC maintenance is eligible for discount only if it is a component of a maintenance agreement or contract for eligible services or products, and these maintenance services are cost effective.

Basic Maintenance usually includes maintenance of the network server(s), network operating system including software updates, router(s), hubs, switches, firewalls, and all other LAN components required for the network to function.

Maintenance bids need to be as detailed as possible. BIDS MUST LIST all items INCLUDING MANUFACTURER AND MODEL NUMBER that will be covered by the maintenance contract. Provide separate costs wherever possible. For servers, you must specify eligible use ( i.e. DHCP, DNS, E-Mail, Firewall, Proxy, Terminal, Web Server). See: Required Additional Documentation for Maintenance, Support Equipment, and Servers.

The following products and services are generally eligible:

  • repair and upkeep of eligible hardware,
  • wire and cable maintenance,
  • basic technical support and
  • configuration changes.

The following products and services are ineligible:

  • on-site technical support (i.e., contractor duty station at the applicant site) when off-site technical support can provide basic maintenance on an as-needed basis,
  • services such as network management and 24-hour network monitoring,
  • help desks that provide a comprehensive level of support beyond basic maintenance of only eligible components, and
  • technical support contracts that are more than basic maintenance.
MAINTENANCE ON END-USER EQUIPMENT SUCH AS INDIVIDUAL WORKSTATIONS AND PRINTERS IS NOT ELIGIBLE FOR E-RATE DISCOUNTS. PLEASE LIST THIS INFORMATION SEPARATELY.

MONITORING AND FILTERING SOFTWARE IS NOT ELIGIBLE FOR E-RATE DISCOUNTS AND SHOULD NOT BE INCLUDED IN THE BID. YOU MAY LIST THIS INFORMATION SEPARATELY.

These specifications are for E-Rate Requests for Proposal (RFPs) posted by Kellogg & Sovereign Consulting, LLC for the 2008-09 funding year. Items listed are NOT intended to be a complete listing of the SLD Eligible Services List. Specifications provided by the SLD Eligible Services List must be followed by all Bidders.
Email questions to: E-Rate@kelloggllc.com

Updated August 6, 2007 to incorporate changes made with release of FY 2008 DRAFT Eligible Services List.