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Meeting Date:
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11/16/2021 - 5:30 PM
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Category:
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ITEMS OF BUSINESS
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Type:
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Action
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Subject:
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10. Action on Request to Waive Administrative Policy 3.09(9)(e) and Issue Contracts with ENA Services, LLC; CDW Government LLC; and Sentinel Technologies, Inc. for eRate Services
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Strategic Plan Compatibility Statement:
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Goal 3 Effective and Efficient Operations
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Attachments
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Action on Request to Waive Administrative Policy 3.09(9)(e) and Issue Contracts with ENA Services, LLC; CDW Government LLC; and Sentinel Technologies, Inc. for eRate Services: Proposed Award and Supporting Documents
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File Attachment:
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Background:
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The Administration is requesting authorization to waive the three-year term limit of Administrative Policy 3.09(9)(e) and enter into contracts with ENA Services, LLC for Internet Access Service and Connectivity; CDW Government LLC for Wireless Access Points, Switches, Controllers, Transceivers and Licenses; and with Sentinel Technologies, Inc. for installation of Wireless Access Points and Switches.
Three separate competitive RFPs: 1055; 1058; and 1060 were issued in July, August and September respectively and were posted for the requisite time period required by E-Rate rules.
It is anticipated that E-Rate will pay an estimated 90% of the amount deemed E-Rate-eligible for Internet Access Service and Connectivity; and 85% of the Wireless Access Points, Switches, Controllers, Transceivers and Licenses. However, due to the E-rate budget cap based on $167 per student times the 2020 student enrollment for this category of service, sufficient E-rate funds are not available to also pay for the installation of Wireless Access Points and Switches.
Given the significant amount of work required to implement a new vendor for these complex services, the Administration requests a waiver of Administrative Policy 3.09(9)(e), to allow for the possibility of contract terms longer than three years. The contracts will run from July 1, 2022, through June 30, 2023 (the “Initial Term”) with four additional one-year options to extend. The Administration will return to the Board each year to request authorization.
RFP 1055 Internet Access Service and Connectivity
TOTAL CONTRACT AMOUNT: $ 247,200.
ANTICIPATED E-RATE REIMBURSEMENT: $ 222,480.
ANTICIPATED MPS SHARE: $ 24,720.
RFP 1058 Wireless Access Points, Switches, Controllers, Transceivers, and Licenses
TOTAL CONTRACT AMOUNT: $11,419,422.
ANTICIPATED E-RATE REIMBURSEMENT: $ 9,394,952.
ANTICIPATED MPS SHARE: $ 2,024.470.*
*$366,537 of total costs are ineligible under E-Rate. As such, the 85% E-Rate share is based on total E-Rate eligible costs of $11,052,884.
RFP 1060 Installation of Wireless Access Points and Switches
TOTAL CONTRACT AMOUNT: $ 148,806.
ANTICIPATED E-RATE REIMBURSEMENT: $ -0-**
ANTICIPATED MPS SHARE: $ 148,806.
**Unless the FCC changes its five-year budget formula, E-rate funds based on a per student formula are insufficient to pay for the installation of equipment.
Upon Board approval, the District will sign the contracts prior to filing E-Rate applications. The Administration will make a request for funds to pay its share of the contract costs during the FY22-23 budget process.
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Fiscal Impact Statement:
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PIN-0-0-TLN-DW-ETEL ….(E-Rate Contracts) ….....$11,815,428.00
HUB PARTICIPATION
Required ……………………………………………0%
Proposed ……………………………………………N/A
$ Value …………………………………………….N/A
STUDENT ENGAGEMENT (hours per 12-month contract)
Paid Student Employment-Hour Commitment: 0
Student Career-Awareness Commitment: 0
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Implementation and Assessment Plan
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Upon approval by the Board, Contracts will be executed as indicated in the attachments.
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Recommendation:
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The Administration recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and approve contracts for ENA Services, LLC; CDW Government LLC; and Sentinel Technologies, Inc., as set forth in the attachments to this item.
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Approvals:
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Recommended By:
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Signed By:
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Luther Albinger - Coordinator I
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Signed By:
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Jiquinna Cohen - Supplier Diversity Analyst I
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Signed By:
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Janine Adamczyk - Manager I, Procurement
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Signed By:
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Martha Kreitzman - Chief Financial Officer
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Signed By:
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Calvin Fermin - Deputy Superintendent
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Signed By:
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Keith Posley, Ed.D. - Superintendent
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