RFP 27 Posted

WNY RBHN HCF RFP 27

** All proposals are due by email 11:59:59 PM – 02/26/2020

Download the RFP and Network Plan by going to https://rhc.usac.org/hcf/public/searchPosted.htm and entering the following search criteria:

Fund Year: “2020”

HCP Number: “17268”

Find the posting date of 01/29/20 and click “Details”

Review the PDF under “Request for Proposals” to ensure you are looking at RFP 27.


Pricing Format:

Bidders must use our standard pricing format for broadband pricing (Section 9.2 equipment pricing may still be proposed in the bidder’s own format):

Pricing-Format. (download)

Follow the instructions at the top of the spreadsheet.

Include the finished spreadsheet as a separate file within the electronic bid proposal copy.

Questions about the RFP can be emailed to us here. Any incoming questions and corresponding answers will be posted on this page.


Reminder: Important 2020 Changes to RFP:

    • Proposals must be emailed to rfp@r-ahec.org
    • Responses due by 11:59:59 PM on day preceding USAC Allowable Contract Sign Date.

Questions and Answers:

All questions must be submitted by email. Please thoroughly read the RFP before asking questions; your answer may be found within the RFP.

1. When submitting the Pricing Proposal for the Equipment, do we follow the Proposal Format outlined in 3.3? Many of the bullet points do not seem applicable if we are only proposing hardware for one entity on the bid.

A: You need to follow the bullet points which are applicable, in the order shown in the RFP. If you are only responding to equipment, some of these bullet points will not be applicable and therefore you don’t need to follow them (for example, the Description of Proposed Broadband Solution and/or Public Internet Service).

2. How is the RFP actually scored? Who makes the final decision on awarding contracts?

A: The RFP scoring process is a multi-step procedure. First, R-AHEC reviews each bid in its entirety and scores each vendor based on the Scoring Criteria found at the end of the RFP. R-AHEC then creates a proposal summary for each individual organization from the RFP, and sends that summary along with the responses and internal scoring sheet to each respective organization. Each organization then has a chance to score the bidders on their own. R-AHEC then meets with each organization to discuss the bids and select winners based on the organization’s review and feedback. It is ultimately the organization’s decision which bidder is selected.

3. As a bidder can we respond only to portions of the RFP, or must we respond to all requests?

A: You can choose to respond only to certain portions of the RFP if you wish. However, you must follow all the guidelines of the RFP, so it is important to thoroughly read the entire RFP to ensure you are complying with all provisions.

4. The date on the attachment lists 1/16/2020, however, your email below states RFP 27 was posted by USAC on 1/29/20. Which date do we use as the date?

A: We encourage vendors to go to the USAC (official) site, https://rhc.usac.org/hcf/public/searchPosted.htm

The official posting date is 01/29/20. The first allowable contract sign date is 02/27/20. The RFP was submitted to USAC on 01/16/20. Please remember that equipment may not be invoiced or shipped prior to July 1, 2020.

5. 3.4.1 TERM lists 12, 24, and 36 months. I am assuming this applies to the Broadband portion only. What support term do you want for the Hardware? Typically that is quoted as 1, 3, or 5 years.

A: The drop-down menu on USAC Form 462 lists expense types “Maintenance Contract (3 year) and Maintenance Contract (5 year). So you are correct, 1, 3, or 5 years are acceptable.

6. In 9.2 it is written “keep in mind the FCC will only fund upfront (one time) installation costs of up to $5,000 per HCP (health care provider). Since hardware is for OGH and BRMC, does that mean you would fund $10,000 total ($5,000 per site)? If the Installation Costs being proposed are more than $10,000, who pays the difference? The HCP?

A: Per FCC 12-150 54.638 (a), “Upfront payments include all non-recurring costs for services, equipment, or facilities, other than reasonable and customary installation charges of up to $5,000.” This would be per site. The HCP would pay amounts over this.

7. Also in 9.2 it is written “the hardware subsidy for urban hospitals with 400+ beds is limited to $70K in funding every 5 years”. With OGH having 186 beds and BRMC having 107 beds, I am assuming this does not apply, correct?

A: Correct.

8. There is a required Form provided to quote the Broadband portion of this RFQ, but not one for the Hardware. Do we just quote on our own paper?

A: Vendors quoting hardware only can use any method they choose to transmit pricing. We prefer the items/costs in a spreadsheet or other electronic format to limit re-keying.

9. Is it possible to get the Facility B information for the Ethernet Requests for the following:

Brooks Memorial Hospital

Cuba Memorial Hospital

Olean General Hospital

A: The request for 1000 Mbps ethernet circuits are for dual connection components of a mesh network that provide redundancy to the sites with “truly segregated second connections.”