VCBB BEAD Program Support
| Agency: | State of Vermont |
|---|---|
| State: | Vermont |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14408069922495647 |
| Posted Date: | Mar 27, 2024 |
| Due Date: | Apr 21, 2024 |
| Source: | Members Only |
| TITLE | QUESTIONS DUE | ANSWERS POSTED | DUE DATE | NO POSTING AFTER |
| VCBB BEAD Program Support |
04/10/2024 11:59PM |
|
04/21/2024 11:59PM |
|
Attachment Preview
Vermont Community Broadband Board (VCBB)
Department of Public Service
112 State Street | Montpelier VT 05620-2601
publicservice.vermont.gov/vcbb
SEALED BID
REQUEST FOR PROPOSAL
Broadband Equity, Access, and Deployment Program
(BEAD) Program Support
ISSUE DATE
QUESTIONS DUE
RFP RESPONSES DUE BY
March 27, 2024
April 10, 2024 – 11:59 PM (EDT)
April 21, 2024 – 11:59 PM (EDT)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT
www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFP.
STATE CONTACT
EMAIL
Alexei Monsarrat, Rural Broadband Technical Assistance
Specialist
VCBB.info@vermont.gov
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1. OVERVIEW
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP), the Vermont Community
Broadband Board (VCBB), Department of Public Service (hereinafter “State” or “VCBB”) is seeking to
establish contracts with one or more companies (hereinafter “Bidder” or “Supplier”) that can provide
support to the VCBB as it implements the federal Broadband Equity, Access, and Deployment (BEAD)
Program.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of up to 24 months/2 years
with an option to renew for three (3) additional years at the discretion of the State. The State anticipates
the start date for such contract(s) will be no earlier than May 13, 2024.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.
1.5. QUESTION AND ANSWER PERIOD: Any Bidder requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later
than the deadline for question indicated on the first page of this RFP. Questions may be emailed to the
point of contact on the front page of this RFP. Questions or comments not raised in writing on or before
the last day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State’s web site
www.bgs.state.vt.us/pca/bids/bids.php. Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the
issuance of an Addendum to this RFP and posted online at www.bgs.state.vt.us/pca/bids/bids.php.
Modifications from any other source are not to be considered.
1.7. SOURCE OF FUNDS: This project is being funded in whole or in part using federal monies. If a Bidder
requires assistance in preparing their proposal or registering with SAM.gov, or needs guidance on
socioeconomic certifications, the Bidder may contact the Agency of Commerce & Community
Development (ACCD), Department of Economic Development (DED), APEX Accelerator. The Vermont
APEX Accelerator (formerly the Procurement Technical Assistance Center (PTAC) specializes in helping
small businesses navigate the documentation associated with State and Federal procurement. There is
no cost to the Bidder for assistance provided by APEX Accelerator.
2. DETAILED REQUIREMENTS & DESIRED OUTCOMES
2.1. The State requests bids for services to support the State’s implementation of the Vermont Broadband
Equity, Access, and Deployment (BEAD) Program. Bidders may bid on one or more scopes, or portions
thereof, as outlined in sections 2.3 through 2.7 below.
2.2. BACKGROUND
2.2.1.VERMONT COMMUNITY BROADBAND BOARD (VCBB): Vermont Act No. 71 of 2021, An act
relating to accelerated community broadband deployment, established the Vermont Community
Broadband Board (VCBB) to coordinate, facilitate, support, and accelerate the development and
implementation of universal community broadband solutions. The VCBB develops policies and
programs to accelerate community efforts that advance the State’s goal of achieving universal access
to reliable, high-quality, affordable, fixed broadband.
The VCBB provides funding, oversight, and support for the State in its efforts to connect every
address to high-speed broadband. The State’s strategy for broadband deployment focuses on public
entities called Communication Union Districts (CUDs), established by Vermont Act 71, to construct
and operate fiber optic networks. A CUD is an organization of two or more towns that join together as
a municipal entity to build communication infrastructure. Currently, 216 Vermont towns are involved in
CUDs with 404 volunteer board members and alternates supporting Vermont’s effort to get everyone
connected. Over 90% of Vermont’s unserved and underserved addresses are covered by CUDs.
2.2.2.BROADBAND EQUITY, ACCESS, AND DEPLOYMENT (BEAD) PROGRAM: The Broadband
Equity, Access, and Deployment (BEAD) Program provides $42.5 billion in federal funding through
the National Telecommunications and Information Administration (NTIA) to expand high-speed
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internet access by funding planning, infrastructure deployment and adoption programs in all 50 states,
Washington D.C., and U.S. Territories. The BEAD Program aims to bridge the digital divide by
providing funding to eligible entities for the deployment of broadband infrastructure in unserved and
underserved areas. VCBB will implement the BEAD Program in Vermont.
2.2.3.FIVE-YEAR ACTION PLAN: Vermont’s vision for broadband equity, access, and deployment is that
Vermonters have universal access to reliable, high-quality, affordable, fixed broadband at speeds of
at least 100/100 Megabits per second (Mbps), and that all Vermonters and institutions have the tools
and skills to maximize the value Internet connectivity can offer. To achieve this vision, the Vermont
Community Broadband Board (VCBB) is implementing The State of Vermont’s Broadband Equity,
Access, and Deployment Five-Year Action Plan. The plan outlines five (5) actionable goals,
subsequent objectives, and indicators of success to be achieved by December 31, 2030. Specific
priorities, plans, and activities are described in the section titled Implementation Plan.
2.2.4.INITIAL PROPOSAL VOLUME 1: Vermont’s Broadband Equity, Access, and Deployment Initial
Proposal Volume 1 describes the initial stages of BEAD Program implementation, identifies existing
efforts to deploy broadband and close the digital divide, designates unserved and underserved
locations within Vermont, and explains the roles of community anchor institutions (CAIs) in Vermont’s
efforts to achieve universal broadband access.
2.2.5.INITIAL PROPOSAL VOLUME 2: Vermont’s Broadband Equity, Access, and Deployment Initial
Proposal Volume 2 further describes VCBB’s proposed plan, submitted for NTIA approval, to award
and administer subgrants (subrecipient awards) with BEAD funding, to achieve the goals of the BEAD
Program and Vermont’s vision for universal broadband access. The BEAD Program is a competitive
program open to all types of eligible applicants and not subject to the restrictions of Vermont Act 71.
2.2.6.FINAL PROPOSAL: To receive all $228.9 million in allocated BEAD funding (and award up to $220
million in approximately ten BEAD subgrants), VCBB must submit a Final Proposal to NTIA that
outlines deployment plans, expected outcomes, and a budget required to complete the project.
2.3. SCOPE A: VERMONT BROADBAND EQUITY, ACCESS, AND DEPLOYMENT (BEAD) GRANT
PROGRAM DESIGN & SUBGRANTEE SELECTION PROCESS
Estimated Timeline: Present – December 2024
VCBB seeks a Supplier to assist with BEAD program design and management of the subgrantee selection
process. This scope includes process development and planning; assisting with communications with, and
providing assistance to, prospective applicants; supporting VCBB with gating review, evaluation and
scoring; providing award recommendations to VCBB; supporting award process management and
communications; drafting of grant agreements (with legal review provided in-house by VCBB); drafting
BEAD program post-award templates that adhere to State of Vermont Bulletin 5 and 3.5 and federal
guidelines including but not limited to NTIA; and helping VCBB execute the program.
2.3.1.SUBGRANTING PROJECT PLAN: Draft a project plan for the entire end-to-end BEAD subgrantee
selection process, including the following activities:
• Gating review (See BEAD Subgrantee Qualifications Evaluation Guide.)
• Evaluation and scoring
• Award recommendations to VCBB
• Award process management and communications
• Drafting of subgrantee award agreements aligning with state and federal guidelines and requirements
• Creating all necessary grant program post-award documentation
• Submitting all deliverables and project reports in a timely manner to VCBB
2.3.2.COMPLIANCE & PRIORITIZATION MANUAL: Draft a compliance and prioritization manual to
ensure that the planned Vermont BEAD Program subgrantee selection process abides by Vermont
state statute and principles of the NTIA BEAD Notice of Funding Opportunity (NOFO),and does not
conflict with federal guidelines. Topics will include but are not limited to the following:
• Awarding broadband infrastructure projects in a manner that prioritizes unserved service projects
first and then prioritizes underserved service projects, followed by prioritization of eligible community
anchor institutions (CAIs).
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• Prioritizing broadband infrastructure projects that propose end-to-end fiber-optic facilities to each
end-user location that meet speed, latency, reliability, consistency, scalability, and cost-efficiency
standards unless the cost-per-location exceeds the state’s cost threshold.
• Awarding projects that constitute a single unserved or underserved location, or a grouping of
broadband serviceable locations in which not less than 80% of broadband-serviceable locations
served by the project are considered unserved or underserved locations.
• Taking into consideration an applicant’s prior grants and other financial incentives awarded by the
state and federal government for the deployment of broadband service.
• Prioritizing broadband infrastructure projects that will expand access to and adoption of broadband
service in designated areas in which the highest percentage of broadband serviceable locations are
unserved or underserved locations.
• Prioritizing broadband infrastructure projects that will expand access to broadband service to public
and private primary and secondary schools and institutions of higher education.
• Giving preference to an applying broadband service provider that provided the proper mapping
information requested by the VCBB under Vermont Act 71.
• Taking into consideration whether an eligible applicant has forfeited federal funding for defaulting on
a project to deploy qualifying broadband service.
2.3.3.TECHNICAL WORKSHOP: Organize and deliver a technical workshop to provide support to
potential subgrantees in the application process and help eligible applicants understand the
technical and operational details of the subgrantee application and selection process. Supplier will
create training materials and provide technical support to all eligible applicants during the
application period.
2.3.4.FINANCIAL ANALYSIS: Conduct financial analysis required for cost modeling and cost
benchmarking and calculate the extremely high-cost threshold VCBB will set during the
subgrantee selection process for each project area. This includes meetings with NTIA’s cost
model provider to gather information on NTIA’s model assumptions and limitations, providing
detailed model inputs and assumptions, and review of VCBB’s cost model developed for accuracy
and assumptions.
2.3.5.UNIVERSAL COVERAGE PLAN
• Advise VCBB on identifying prospective subgrantees willing to expand their existing or proposed
service areas if VCBB does not receive proposals to serve unserved and/or underserved locations,
as outlined in Vermont’s BEAD Initial Proposal Volume 2.
• Assist VCBB in negotiating with other eligible providers to ensure all unserved and underserved
BEAD eligible addresses are served, including by considering inducements or possible benefits
during the grant selection process to incentivize such projects.
2.4. SCOPE B: FINAL PROPOSAL DEVELOPMENT
Estimated Timeline: October 2024 – December 2024
VCBB seeks a Supplier to assist in development the BEAD Program Final Proposal, to be submitted 365
calendar days after NTIA’s approval of Initial Proposal Volume 2. The Final Proposal will offer a
comprehensive plan for deploying broadband infrastructure in unserved and underserved areas and
demonstrate VCBB's capability to successfully implement the BEAD Program while fully complying with
NTIA's requirements.
• The Final Proposal will include, but not limited to, responses to requirements for the subgrantee
selection process, project commitments related to priority, implementation timelines, accountability
and oversight processes, local coordination, and the outcomes of the challenge process, among
other responses.
• The Final Proposal will detail the selected subgrantees responsible for connecting all unserved,
underserved, and if remaining funding allows, any Community Anchor Institution locations identified
as unserved or underserved in Vermont.
• The Final Proposal will also address implementation status of plans outlined in the Initial Proposal
Volume 2, including labor and workforce activities and the engagement of minority business
enterprises and women’s business enterprises.
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• The Final Proposal will include a complete project budget, including the integration of Vermont’s
BEAD Planning Budget and Initial Proposal Funding Request (IPFR), to be submitted as Vermont’s
Final Proposal Funding Request (FPFR).
• Supplier will develop Vermont’s Final Proposal, integrating all components into a comprehensive
submission to the NTIA and manage the review, curing, and approval process and any reporting in
a timely manner.
2.5. SCOPE C: ENVIRONMENTAL AND HISTORIC PRESERVATION (EHP) INFRASTRUCTURE
PERMITTING ASSISTANCE
Estimated Timeline: July 2024 – June 2025
VCBB seeks a Supplier to develop a comprehensive permitting plan for broadband infrastructure
deployment and expansion for subgrantees that addresses existing infrastructure, proposed coverage
areas, local, state, and federal permitting, and regulatory compliance, including National Environmental
Policy Act (NEPA) review and approval. (See BEAD What is permitting?, December 2022)
2.5.1.TRACKING TOOL: Develop a process to track permits, easements to access government or private
assets, and environmental and historic preservation (EHP) considerations statewide.
Provide stakeholders with access to accurate geospatial data relevant regulatory information to
streamline the permitting process.
2.5.2.COORDINATION & SUPPORTING DOCUMENTATION: Draft and submit enforceable agreements
and NEPA plans and supporting documentation to appropriate state and federal agencies. Assist
VCBB in ensuring compliance with environmental and cultural resource review requirements and
provide detailed reporting as required.
• Consult with local, state, and federal government entities to preserve potentially affected
environmental or historic locations.
• Facilitate coordination among broadband providers, local governments, subgrantees and other
stakeholders involved in broadband deployment efforts to ensure compliance with all applicable
environmental and historic preservation laws.
2.6. SCOPE D: VERMONT BEAD PROGRAM MONITORING PLAN
Estimated Timeline: July 2024 – June 2025
VCBB seeks a Supplier to develop a program compliance and monitoring plan to provide guidance to
subgrantees to ensure all broadband infrastructure deployment projects adhere to specific BEAD program
requirements, other state and federal requirements, and Vermont’s broadband access goals. This will
include assisting VCBB with the following:
• Establishing subgrantee reporting performance metrics for broadband infrastructure projects to
demonstrate effectiveness in improving high quality broadband availability, reliability, affordability,
and adoption.
• Establishing subgrantee project milestones and criteria that demonstrate project status and
progress towards completion.
• Developing a tracking system to ensure appropriate use of project funds including detailed
reporting that all Build America, Buy America (BABA) procurement, equitable and diverse
workforce development, and labor standards and protection requirements are met, and that
applicable exceptions and waivers are filed.
• Establishing subgrantee accountability procedures and scheduled reports for the VCBB to
implement that will provide project updates, challenges faced, etc. to ensure effective program
management and oversight.
2.7. SCOPE E: VERMONT BEAD GRANT PROGRAM TECHNICAL ASSISTANCE
Estimated Timeline: January 2025 – End of BEAD Grant Period
VCBB seeks a Supplier to provide technical assistance to ensure that broadband infrastructure is installed
according to the project plan, specifications, and standards and that all project documentation is complete
and accurate before, during, and after broadband infrastructure deployment. Activities may include, but not
limited to, producing guidance documents, providing technical workshops, and one-on-one assistance
including technical troubleshooting for subgrantees.
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