COMMODITIES/MATERIALS/MAINTENANCE AGREEMENTS BOARD RECOMMENDATION Board Meeting of: Division: Type of Agenda Item: Title of Agenda Item: Prepared by: Vendor Name: March 18,2020 Finance COMMODITIES/MATERIALS/SUPPLIES/MAINTENANCE AGREEMENTS Essential Telecommunication and Broadband Service – Federal E-rate Program – Year 23 (2020-2021) Myra Burden, Chief Technology Officer Alternative Information Systems Crown Castle Total Dollars Encumbered to Date (F/Y) Alternative Information Systems ($2,511,928) Crown Castle ($129,960) Service Term: Cost: Fund Number: If multi-year, list years and dollar amounts: 7/01/2020 to 6/30/2021 Up to: $3,024,072 (BPS E-rate Discount up to 90%) Multiple (See Detail of Vendor Matrix) School(s) (Identify) or District Wide Purchase? District-Wide Background Information, Description of the Need: The Federal Communications Commission’s (FCC) Schools and Library Division (SLD) E-Rate reimbursement program provides discounts to assist schools and libraries in the United States obtain essential telecommunications and Internet service. Participating school districts receive discounts on the costs of these essential services based on poverty rate. BPS discount is up to 90%. Four categories are funded:  Telecommunications equipment & service  Internet access and Broadband  Network equipment (Ex. Wireless, switches, LAN Drops)  Basic maintenance of network equipment It is respectfully recommended that the Buffalo Board of Education approve the purchase of essential telecommunications equipment and service critical to sustain the District’s instructional mission and business operations. This includes the following: 1-Broadband for Middle Early College – Broadband circuit for the new location for Middle Early College HS to connect to the BPS Wide Area Network (WAN) for Internet, data center, security, and phone services. 2-Direct Internet Access – Fiber connection from BPS network to the Internet 3-Aruba and Avaya Network Equipment Maintenance - Maintenance on the district’s wired and wireless network. 4-Wireless Access Points – Purchase of 4,275 wireless access points for a district-wide refresh with new WiFi 6 technology. 1.18.17 COMMODITIES/MATERIALS/MAINTENANCE AGREEMENTS BOARD RECOMMENDATION Intended Purpose of Purchase: This purchase will provide BPS with essential telecommunications service and equipment under the FCC’s E-Rate reimbursement program. As a participating school district, BPS is expected to receive discounts of up to 90%. Bid Number: Bid Opening Date: Number of Bids Distributed See attached matrix See attached matrix Bids were distributed nationally through the FCC’s Form 470 website. Also locally on BPS website. See attached matrix # of Bids Received (Exclude null bids) If only one bid is received, explain and describe procedures followed to ensure costs are reasonable. Include a summary of null bids. Details of Bids Received (either list or attach ratings matrix): Was the lowest responsible Bidder(s) Awarded: If not, explain (either include here or attach ratings matrix) If No RFP/Bid, explain in detail how vendor was chosen: Rationale for Cost: 1.18.17 See attached matrix See attached matrix ☒Yes ☐No NA Pricing is in alignment with industry standards