Network Equipment and Licenses

Agency:	Roanoke City Public Schools
State:	Virginia
Type of Government:	State & Local
NAICS Category:	511210 - Software Publishers 541519 - Other Computer Related Services
Posted Date:	Nov 13, 2025
Due Date:	Jan 7, 2026
Solicitation No:	RFP 3189
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Purchasing Department

P. O. Box 13145 • Roanoke, VA 24031

(540) 853-1348 FAX (540) 853-2836

November 13, 2025

Request for Proposal

RFP 3189

Notice is hereby given of the intention of the School Board for the City of Roanoke, Virginia (“School Board,” “Owner”) to

contract for:

NETWORK EQUIPMENT AND LICENSES

E-RATE FUNDING YEAR 2026

Proposal Submission Requirements

Proposals must be received by the Due Date and Time at bids.purchasing@rcps.info.

Due Date and Time: January 7, 2026; 3:00 P.M. (EST)

Announcement of Award: Upon the award or the announcement of the decision to award a contract

as a result of this Request for Proposal (“RFP”), the Director of Purchasing will publicly post such notice on the

Roanoke City Public School’s web site (https://www.rcps.info/departments/fiscal-services/purchasing) for

a minimum 10-day period.

This procurement is for contract services, the costs of which Roanoke City Public Schools intends to request funding from the

Schools and Libraries Universal Service Support Mechanism (E-Rate) program regulated by the Federal Communications

Commission, which contains certain requirements that bidders must meet, as set forth herein. The Roanoke City School Board

reserves the right to reject any proposals that do not comply with these requirements, and/or to not make an award. The

winning proposal will be based on the quality of the proposal, the Offeror’s reputation, and the price as explained in more

detail herein. The Roanoke City School Board will award a contract(s) where in the judgment of the Division, such award is in

the best interest of the Division.

ROANOKE CITY SCHOOL BOARD

Eric Thornton

Purchasing Director

**********************************************************************************************

Electronic Invitation to Bid/RFP Retrieval Instructions: Full copies of Requests for Proposals, Bids, and Addenda

must be retrieved over the Internet at the following addresses: https://opendata.usac.org/stories/s/ejcg-sjaz;

https://www.rcps.info/departments/fiscal-services/purchasing

In accordance with the E-Rate program requirements the RFP documents are also available online at

https://opendata.usac.org/stories/s/ejcg-sjaz.

To view the FCC Form 470 PDF document, click* on the URL listed in the third column "Form PDF."

To view Request for Proposal (RFP) documents click* on the URLs listed in the sixth column "Request for Proposal

Documents."

*Note: Depending on the internet browser used, PDF files may open in the current browser tab navigating away from

the tool; to open the PDF document in a new tab, hold the ctrl key while clicking on the URL.

Interested bidders are responsible for monitoring the E-Rate Form 470 download tool, and the Roanoke City Public

Schools (RCPS) web site link above for any updates published regarding this procurement.

***********************************************************************************************

THIS PUBLIC BODY DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS

TABLE OF CONTENTS

Request for Proposal

RFP 3189

NETWORK EQUIPMENT AND LICENSES

E-RATE FUNDING YEAR 2026

TABLE OF CONTENTS

I. PURPOSE ....................................................................................................................................................... 1

II. STATEMENT OF NEED AND TECHNICAL SCOPE OF WORK ............................................................................ 1

III. PRICING ......................................................................................................................................................... 2

IV. FCC E-RATE REQUIREMENTS......................................................................................................................... 2

V. SITE INFORMATION, INCLUDING SITE VISITS AND VENDOR INQUIRIES....................................................... 4

VI. CONTRACT PERIOD AND PERFORMANCE ..................................................................................................... 4

VII. PROPOSAL PREPARATION AND MANDATORY SUBMITTAL REQUIREMENTS ............................................... 4

VIII. EVALUATION AND AWARD OF CONTRACT: .................................................................................................. 7

IX. GENERAL TERMS AND CONDITIONS ............................................................................................................. 8

X. SPECIAL TERMS AND CONDITIONS ............................................................................................................. 11

XI. ADDITIONAL FORMS ................................................................................................................................... 14

STATE CORPORATION COMMISSION FORM............................................................................................... 14

PROPRIETARY AND CONFIDENTIAL INFORMATION FORM......................................................................... 15

ANTI-COLLUSION CERTIFICATION ............................................................................................................... 16

MINORITY & WOMEN-OWNED BUSINESS ENTERPRISE CERTIFICATION.................................................... 16

W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION ....................................... 18

CERTIFICATION OF COMPLIANCE WITH VIRGINIA CODE............................................................................ 19

REFERENCE FORM....................................................................................................................................... 20

CERTIFICATION OF PROPOSAL .................................................................................................................... 21

RFP 3189

E-RATE NETWORK EQUIPMENT AND LICENSES

E-RATE FUNDING YEAR 2026

I. PURPOSE

The purpose and intent of this Request for Proposal (“RFP”) is to solicit sealed proposals and enter into a

contract(s) for the purchase of specified network equipment from a Vendor (“Offeror”, “Proposer”) that is

needed to operate the Roanoke City Public Schools’ broadband Wide Area Network service and Internet access

service, and to make the network fully functional. The Roanoke City Public Schools (“RCPS”) is also referred to as

the School Board of the City of Roanoke (“Owner”, “Division”).

The Division intends to apply for discounts on the equipment/services listed herein through the federal E-Rate

program. Several criteria and restrictions pertinent to the E-Rate program are included herein and must be met

by the successful vendor in order for the proposal to be considered a Qualified Proposal. The Division also

intends to use this contract as a master service agreement to be able to make purchases via this agreement

outside of the E-Rate process.

II. STATEMENT OF NEED AND TECHNICAL SCOPE OF WORK

A. The Vendor shall furnish and deliver the equipment according to the specifications in Appendix A. There are

two worksheets in Appendix A.

1. Tab 1 Cisco Meraki equipment/licenses.

2. Tab 2 Functional equivalent alternative manufacturer equipment for Tab 1.

B. A preferred equipment manufacturer and product numbers are listed in Appendix A, Tab 1 but the Division

will consider proposals for equipment manufactured by other companies that is equivalent to the quality,

functionality, and design of the equipment listed in Tab 1 of Appendix A subject to the restriction set forth in

Subsection D below. Should a Vendor wish to include equipment manufactured by a different company in

place of the equipment listed in Tab 1, they should complete Tab 2. The Division will be solely responsible

for evaluating the equipment and determining whether the equipment is functionally equivalent. The

Division’s determination shall be binding.

C. The Offeror must not propose to sell equipment, or equipment that includes any components manufactured

by any company that is deemed to pose an unacceptable risk to the national security of the United States or

the security and safety of United States persons (“covered list”) pursuant to FCC regulations (47 C.F.R. §

1.50002. As of the issuance date of this RFP, the covered list includes telecommunications and/or video

surveillance equipment and associated services manufactured by the companies listed at the FCC’s web

page: https://www.fcc.gov/supplychain and https://www.fcc.gov/supplychain/coveredlist. Vendors are

responsible for monitoring the FCC’s web site links to determine whether any other manufacturers are

added to the covered list.

D. The equipment that is proposed in Tab 1 and Tab 2 of Appendix A must be interoperable with and compatible

with the Division’s existing network equipment that is manufactured by Cisco Meraki. Bids for Tab 2 must

contain a certification of interoperability by the Offeror. The equipment must be fully supported and managed

with the online management interface of Meraki.cisco.com and compatible with all operations of the

management interface including reporting.

E. The equipment must be new in box and authorized for sale by Cisco Meraki in the United States. The

equipment may not be “gray market” or refurbished. The Offeror must be authorized in the United States to

sell the manufacturer’s equipment listed in the Offeror’s price proposal.

III. PRICING

A. Proposals must include the completed, signed Appendix A with the full completion of the applicable tabs,

with all required information, showing per unit prices and percentage of E-Rate eligibility for each

component.

B. RCPS reserves the right to adjust quantities (increase or decrease) for the contract award and

implementation of the contract to best meet the Division’s needs. This includes the possibility of purchasing

some, but not all, the products proposed by the Vendor.

C. Prices must be inclusive of all taxes, surcharges and shipping charges. The Division will not pay for any costs

that exceed the prices quoted in the Vendor’s sealed bid.

D. Proposals must include all items listed in Tab 1 or Tab 2, or both Tab 1 and Tab 2.

E. Offerors may propose alternative bids and must explain the difference between the various alternatives.

IV. FCC E-RATE REQUIREMENTS

A. RCPS intends to apply for discounts on the services/equipment listed in this RFP through the federal Universal

Service Support Mechanism for Schools and Libraries, commonly known as “E-Rate” and must receive funding

approval in order to proceed with the project. The Division intends to apply for E-Rate funding on the eligible

portion of the Internet charges that qualify for E-Rate funding. Billing of E-Rate eligible charges separately

from non-E-Rate eligible charges will be an essential requirement of this procurement.

B. Offerors submitting proposals under this RFP must agree to meet the following E-Rate Program

requirements:

1. The Division anticipates notifying the vendor with the highest bid evaluation by January 30, 2026, and to

immediately commence contract negotiations. The Offeror must agree to execute a contract on or

before March 3, 2026 that reflects the General Terms and Conditions set forth in Section XI and other

terms and conditions specific to the services being requested that are mutually negotiated.

2. The Offeror must have a valid E-Rate SPIN number (Service Provider Identification Number) and must

provide that SPIN in the Proposal submission.

3. The Offeror must agree submit to the USAC a completed Form 473, Service Provider Annual Certification

form by the required deadline. The Offeror must also agree to provide a copy of the completed Form 473

to RCPS.

This page summarizes the opportunity, including an overview and a preview of the attached documents.

Network Equipment and Licenses

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