McAlester Public Schools YR E-Rate Category Two Request for Proposal

Transcription

1 McAlester Public Schools YR E-Rate Category Two Request for Proposal

2 The McAlester Public Schools (MPS) plans to apply for telecommunications services, Internet access, and internal connections for E-Rate Year The E-Rate Year 2015 will commence July 1, 2015 and end June 30, 2016 (or beyond for multiyear contracts). This Request for Proposal (RFP) specifically serves as notice that MPS will accept bid proposals from qualified vendors for labor and materials for data/fiber optic cabling, network equipment, network racks, network caching servers/appliance and any related software and licenses. All work pursuant to this RFP shall be contingent upon funding from the Schools and Libraries Universal Service Administration (E-Rate). In the event of lack of funding, MPS may, or may not, accept all or parts of the bid proposal, at the discretion of MPS. Should your company wish to respond, please follow these directions: 1) All items are to be bid as shown on accompanying specifications but may exceed minimal specifications. Once bid, no substitutions will be allowed except in the case of updated editions. A Service Substitution Request will be submitted to USAC and approved prior to installation in this case. 2) Bids should be itemized and all inclusive with any delivery, installation and/or labor charges. Items that are not e-rate eligible must be clearly separated out from items that are E-rate eligible. 3) Bids are expected to be firm quotations and should not be presented as estimates. Any deviations from the bid price accepted by the Board of Education will take an approved change order. 4) All deliveries are to be made between the hours of 8:00am and 4:00pm, Monday through Friday, except on holidays. All items shall be properly crated or packaged by the supplier to ensure delivery in good condition. All freight and delivery charges shall be paid by the vendor and included in the bid price. The vendor shall, at his own expense, amend and make good any defective or unsatisfactory items. 5) The Superintendent of McAlester Public Schools must approve all subcontractors before the contractor makes a commitment to the subcontractor. 6) Vendor agrees to work cooperatively with the district technical staff to insure a smooth implementation of all items listed in this document. 7) Vendors wishing to bid on internal connections must attend one of the mandatory walkthrough dates and stay through its entirety unless other arrangements are made in advance. Walk-throughs have been scheduled for Tuesday December 16 th from 1:00 3:00 pm and Wednesday December 17 th from 9:00 11:00 am. Walk-throughs shall begin at 200 E. Adams, McAlester Oklahoma. Vendors not arriving within 15 min of beginning of walk through or leaving the walk through early will not be counted as present. 8) All vendors must meet or exceed the Vendor Qualifications and provide a Vendor Profile as indicated in this document. 9) If bidding on Internal Connections, Vendor must meet or exceed the minimum requirements listed in the Internal Connections section of this document. Pg. 2

3 Proposal Modifications MPS reserves the right to contact a respondent for clarification of information submitted and/or to negotiate modifications of proposed specifications and prescribed terms and requirements during the selection process. MPS is the only agency authorized to change or clarify the specifications and conditions of the RFP. Any changes or clarifications of specifications will be posted for all bidders to see on the MPS Website: under the Central Office Technology section and on the RFP posted at Proposal Submission and Deadline All bids must be submitted to Kellogg & Sovereign Consulting by Thursday January 8 th. Bids must be submitted online at no later than 11:59 p.m. CST on the bid closing date. Bid packets/contracts should be mailed to Kellogg & Sovereign Consulting, 1101 Stadium Drive, Ada, OK or ed to forms@kellogllc.com, or uploaded to Selection Process MPS reserves the right to accept or reject any or all bids or any items therein, to waive any irregularities or informalities, and to contract in the best interests of MPS. Proposals will be evaluated by MPS staff. Proposals will be evaluated based on technical specifications, vendor reliability and cost. The respondent selected will be chosen on the basis of the greatest benefit to MPS, not necessarily on the basis of the lowest price. Any or all bids may be rejected due to failure to respond adequately to the RFP. MPS reserves the right to contact parties that have used the respondent s previous services and use any other information that would assist in the evaluation. MPS reserves the right to interview respondents to clarify proposals. Questions regarding this RFP should be ed to Michelle Tindle, Technology Director, at mtindle@mcalester.k12.ok.us. All questions and responses will be posted online at Central Office - Technology. All inquiries should be ed, no phone calls please. ================================================================== Pg. 3

4 Vendor Qualifications: Any vendor responding to this proposal must include in the bid document a statement about the background and nature of their company, and their commitment and support of large scale wireless, network solutions, cabling, etc. Information relevant to the company's experience in dealing with equipment of the nature requested, and a list of similar scale K-12 projects are part of the requirements of this bid. Contact persons and phone numbers at such installations must also be included. Minimum Vendor Profile should include: Years of experience in each area of expertise. Training Certifications. Copies of appropriate Vendor Certifications (i.e. Microsoft, Cisco, ShoreTel, etc.) Qualifications and Number of Support Personnel. Maintenance Facilities/Service Policy. Training Availability. Authorized Cisco Systems provider for preference points Satisfactory list of references for: Desktop, File Servers, Voice, Data, Cabling installations and network electronic installations for Wireless/ LAN/Voice Over IP solutions for similar K-12 projects. Certificate of liability insurance. Vendor must also meet the following requirements: Be a registered service provider with the Schools and Libraries Division (SLD) of the Federal Communications Commission (FCC), have a Service Provider Identification Number (SPIN) and comply with all SLD service provider requirements. Have a minimum of three years experience in the area of expertise of this RFP. Have highly-qualified network engineers and technicians on staff. Comply with the competitive bidding requirements of the SLD for Universal Service Fund services and support, along with state and local bid laws. Be able to provide at least five references from customers with similar projects. Agree to keep disruption of service during school hours to an absolute minimum with majority of work being completed when school is not in session or after school hours. Any work to be completed during school hours must be prearranged with and approved by district administration. Provide information regarding availability of on-site technical support. Vendors must have a maximum travel time of 3 hrs to McAlester Public Schools and must be available upon request. (Internal Connections only) Note: Failure to comply with the above may result in disqualification of the bidder. Pg. 4

5 Category Two Internal Connections McAlester Public Schools (MPS) requests bids for the following Category Two services. All vendors wishing to bid must meet these requirements: 1) All items below have individual specifications which must be met or exceeded. 2) The successful system vendor shall warrant all equipment supplied by them. In addition, the successful vendor shall guarantee all other equipment furnished by them to be standard new equipment of the latest model, and of regular stock. Further, the successful vendor shall warrant all components and labor in the system for a period of one (1) year from the date of acceptance by MPS. Any defects in material and/or workmanship shall be corrected promptly with a minimum loss of operating time, and at no cost to MPS. All products quoted shall carry with them a manufacturer s or dealer s warranty for all parts and labor of no less than twelve (12) months. Any additional warranty option (for no charge or for a fee) should be noted in the bid proposal. 3) Critical emergency service (as determined by MPS) shall be provided within twenty four (24) hours following notification of suspected failure. Non-critical emergency service shall be provided within forty eight (48) hours following notification of suspected failure. McAlester Public MPS shall constitute what is a critical emergency. 4) Vendor shall guarantee that all equipment bid is compatible with the district s existing equipment that is not being replaced by this project. Any additional parts and/or labor necessary to ensure the existing and new equipment will operate together should be included in the bid. If bidding vendor does not bid and/or win all parts of this RFP, they will work cooperatively with other vendors and MPS to ensure their equipment will work effectively with equipment supplied by other vendors. 5) Proposal shall include all parts, installation, configuration and training costs for a turn-key solution whether or not they are specified in this RFP. 6) The vendor shall provide training covering the configuration, administration and basic troubleshooting of any and all proposed system(s) for up to three (3) staff members. 7) The vendor shall provide all documentation to MPS prior to final payment. MPS will withhold final payment until documentation is acceptable to MPS. Documentation includes but us not limited to: a. All product documentation b. Final installed configurations in hard copy and electronically 8) For final acceptance, all installed systems shall run error free, in MPS administration s opinion, for 30 consecutive days from the date the vendor declares the system ready from acceptance. MPS may withhold final payment until the installed system runs error free, in MPS administration s opinion, for 30 consecutive days from the date the vendors declares the system ready from acceptance. Pg. 5

6 Network - This proposal shall include installation of network wiring and equipment and must meet the following minimum requirements: All bidders must perform an on-site inspection of the buildings to be cabled and/or connected to the Internet before submitting a bid. It is the bidder s responsibility to obtain measurements and not rely solely on any drawings provided, which are not to scale and may contain inaccuracies. The winning bidder is responsible for all items, whether specifically itemized in the RFP or not, to ensure a complete and operational wired 100/1000Mbps data LAN and g/n/ac wireless LAN. If applicable, the fiber connections on the switch must connect with fiber modules on the connecting switch. No fiber to Cat 5/6 converters will be allowed. The proposed installation must meet the following minimum requirements: 1) A site survey/walkthrough will be required to be completed with the district Technology Director in order to confirm location and number of cables/jacks prior to installation. 2) Installation, testing and labeling is to be done in a professional manner and must be in accordance with the current TIA/EIA Telecommunications Building Wiring Standards. Documentation must be provided. 3) Bid shall include 3-5 ft (whatever length is needed) CAT6 patch cables for wiring closets and 14ft CAT6 patch cables for classrooms/labs. 4) All new cable, unless otherwise specified, is to be plenum rated category 6; jacket is to be labeled as verified category 6. Color of cable shall be agreed upon with the District Technology Director to easily identify new cabling against existing cabling. All patch cables are to be factory manufactured category 6 and of an agreed upon color. 5) All new fiber, unless otherwise specified, is to be 6-strand multimode cable. All fiber runs shall either be in protective sheathing or conduit from end to end in order to protect from damage from rodents and/or routine building maintenance. 6) All wall jacks shall be marked and have the connection number listed on the outlet. All patch panels shall be clearly marked to correspond with the attached wall jack. Patch panel and wall jack labeling scheme must be coordinated with the District Technology Director. 7) Data and communications cabling shall not be exposed except for where they terminate to the MDF/IDF. All horizontal cables must be supported every 4-5 feet in accordance with TIA/EIA standards. All drops must include a service loop at each end. 8) Bidders will bid to supply all needed racks, patch panels, network switches (one of which shall be a layer 3 switch at each building), and any necessary fiber modules. The District reserves the right to use existing switches instead of the proposed. Each MDF/IDF must allow for 20% growth on the data connections. 9) Appropriate wire management devices to maintain the neatness of the wiring closets or cabinets must accompany all patch panel and switch additions. 10) All wiring cabinets, unless otherwise specified, shall be wall mounted, enclosed, ventilated with fans and lockable. 11) All building networks shall be configured for a 10G backbone. Switches and Fiber modules bid must support this standard. Pg. 6

7 12) All recommended switches must be new Cisco, or comparable, layer2 POE+ switches to match district standard, unless otherwise agreed upon with the District Technology Director, in writing, prior to acceptance of contract. 13) All recommended wireless solutions must be a controller based system with load balancing, fault tolerance and centralized configuration. The system must be G/N/AC compliant and include coverage of all instructional and administrative areas of each building listed. It shall also include designated outside areas of the building. Quote should include enough access points and antennas to provide adequate coverage for multiple wireless laptop and/or tablet labs throughout the buildings of up to 30 laptops /tablets each. Wireless quote should include addition of necessary EN drops and POE switches for the proposed solution. All of EN drops for the Access Points (APs) must be terminated in a surface mount box inside the ceiling with a 3ft patch cable ran to the AP. These EN drops should be priced separately from others requested in this RFP. APs shall be mounted in ceiling grid or on walls close to ceiling as agreed upon with the District Technology Coordinator. 14) Bidders will bid to supply adequate Uninterruptible Power Supplies (UPS) in each MDF/IDF. The District will work with the winning service provider to determine the quantity and type of UPS s needed. Bid should include a UPS large enough to maintain power of the entire rack in the event of an outage for min. The District reserves the right to use existing UPS s in place of the proposed. 15) Upon completion, the entire system must be certified to run from point to point. Paper and electronic copy of test results and drop locations are to be provided to the District before final payment is issued. 16) Winning bidder must provide District with schematic layout of all patch panel/switch connections and wireless access point and antenna locations before final payment is issued. 17) A three-year minimum warranty is to be provided on all cabling materials and installation. Pg. 7

8 District Equipment: Caching Equipment or Service Implementation of an Internet traffic proxy, caching and reporting solution in order to save Internet bandwidth. The solution should also include automated rules-based application-level dynamic traffic shaping as per the live current usage of the network, and transparent traffic compression. Minimum Specifications: Support up to 3,000 client devices. Support high video usage and growth. Maintain up to 40-50% bandwidth saving over time. Capable of providing throughput minimum 500 Mbps/ cache processor or engine. Capable of supporting 1 Gbps of Internet bandwidth throughput. Work seamlessly with existing filtering software unless filtering software is built in. (Shelterbelt by TwoTrees.) Internet and users usage Monitoring and Reporting. High availability. Advanced caching of web 2.0 type content (e.g., itunes, windowsupdate, ) Web based video content caching (e.g, youtube.com, discoveryeducation.com, ) Automatic bypass function in case of overload/failure. Optional: Web Content Filtering & content control, Optional: Preventing spyware and other malicious content. Optional: Traffic compression. Optional: Automated traffic shaper as per the current usage of the network. If a server or other hardware device is bid it shall: Have redundant power supplies, shall automatically fail-over and fully function on a single power supply and automatically restore after power is returned. If server: Have hot swappable, redundant hard drives in a RAID 5 configuration and configured as a virtual server or servers. Have redundant 1 Gbps network interface cards (10 Gbps capable without equipment replacement), Automatically fail-over and fully function on a single 1 Gbps network interface card and automatically restore after connectivity is returned. New Firewall capable of handling 1G incoming Internet bandwidth. Installation charges must be separated out from price of unit. Filtering may be included as a component of the bid appliance but must be priced out separately as it is not E-Rate eligible. Cisco Wireless Controller to work with our existing wireless controller for load balancing. Additional Wireless Controller if a system from a manufacturer other than Cisco is bid. UPS s (Quantity as recommended) large enough to support new equipment for at least 20 min. Vendor agrees to work cooperatively with district staff and, if applicable, filtering and WAN providers to ensure a smooth implementation of all equipment. Pg. 8

9 Washington ECC (WECC): Complete rip and replace of all EN cabling to upgrade to CAT 6 standards. (Do not remove existing yellow cabling for wireless access points) 50 network drops: 4 EN drops in every classroom, 2 EN drops on the stage, in the Cafeteria, work room and each office. 2 drops for HW in the boiler or maintenance room and 2 drops in the Kitchen area as indicated. 1 UPS large enough to maintain switches for minutes. 4 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 2 existing wireless access points as indicated. Jefferson ECC (JECC): Complete rip and replace of all EN cabling to upgrade to CAT 6 standards. (Do not remove existing yellow cabling for wireless access points) 66 network drops: 4 EN drops in every classroom, 2 EN drops in the Cafeteria, offices, workroom and stage. 2 drops for HW in the boiler or maintenance room and 2 drops in the Kitchen area as indicated. 1 UPS large enough to maintain switches for minutes. 6 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 4 existing APs as indicated including new drops if necessary. Pg. 9

10 William Gay ECC (WGECC): Complete rip and replace of all EN cabling to upgrade to CAT 6 standards. (Do not remove existing yellow cabling for wireless access points) 62 network drops: 4 EN drops in every classroom, 2 EN drops in the Cafeteria, offices work room and stage. 2 drops for HW in the boiler or maintenance room and 2 drops in the Kitchen area as indicated. 1 UPS large enough to maintain switches for minutes. 5 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 2 existing APs as indicated including new drops if necessary. Emerson Elementary: Complete rip and replace of all EN cabling to upgrade to CAT 6 standards. (Do not remove existing yellow cabling for wireless access points) 176 network drops: 4 EN drops in every classroom, 4 EN drops in Cafeteria, rooms 103A, 103B, 104, Music and Art. 2 EN drops the offices and work rooms as indicated. 4 EN drops in the Library, 28 drops in each computer lab and 2 drops for HW in the boiler or maintenance room and 2 drops in the Kitchen area as indicated. 3 UPS s large enough to maintain each switch rack for minutes. 5 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 5 existing APs as indicated including new drops if necessary. Pg. 10

11 Will Rogers Elementary: 30 CAT6 EN drops as needed. (Possibly for 1 new lab) 3 UPS s large enough to maintain switches for minutes. 12 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 7 existing APs as indicated including new drops if necessary. Edmond Doyle Elementary: Complete rip and replace of all EN cabling to upgrade to CAT 6 standards. (Do not remove existing yellow cabling for wireless access points) 84 network drops: 4 EN drops in every classroom, 4 EN drops in Cafeteria and 2 EN drops the offices and work rooms as indicated, 4 EN drops in the Library and 2 drops for HW in the boiler or maintenance room and 2 drops in the Kitchen area as indicated. 2 UPS s large enough to maintain switches for minutes. 5 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 2 existing APs as indicated including new drops if necessary. Pg. 11

12 Parker Intermediate Center: 30 CAT6 EN drops as needed. (Possibly for 1 new lab) 3 UPS s large enough to maintain switches for minutes. 19 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 13 existing APs as indicated including new drops if necessary. Each classroom should have an AP when additions and moves are complete. Puterbaugh Middle School: 30 CAT6 EN drops as needed. (Possibly for 1 new lab) 3 UPS s large enough to maintain switches for minutes. 19 new Cisco wireless access points (or ones relocated from MHS if a solution other than Cisco Relocation of 13 existing APs as indicated including new drops if necessary. Each classroom should have an AP when additions and moves are complete. Pg. 12

13 McAlester High School: Complete rip and replace of all EN cabling to upgrade to CAT 6 standards. (Do not remove existing yellow cabling for wireless access points) 650 network drops: 4 EN drops in every classroom unless otherwise indicated. 4 EN drops in each Cafeteria, 2 drops in each kitchen, 12 drops in the main office and 2 drops in all other offices, library and work rooms as indicated. 30 drops in each lab as indicated, 4 EN drops in the Library and 2 drops for HW in the boiler or maintenance rooms. 2 Outdoor CAT6 drops to the observatory building. 2 new enclosed wall mount wiring cabinets for fine arts building and first floor of main building. 7 UPS s large enough to maintain switches for minutes. Vendor may bid a complete wireless solution for MHS other than Cisco if documentation is provided showing that the recommended solution is at least as reliable and robust as the Cisco system we have installed now. Relocation of existing wireless access points to other MPS schools should be included this design and bid. The proposed solutions may include leased managed wireless if more cost effective. IF CISCO SOLUTION IS BID: 53 additional wireless access points as needed indicated the facility and network cabling necessary. Relocation of 26 existing APs as indicated including new drops if necessary. Each classroom should have an AP when additions and moves are complete. ***Network documentation and building maps will be given out at mandatory walk-throughs. Pg. 13