Request for Proposal Wireless Network

Transcription

1 MSD of Washington Twp Request for Proposal Wireless Network Version 1.1 By: Mike Kneebone and Tim Toepp

2 This project is part of a USAC application for federal E-RATE funding. All providers wishing to bid must have a valid SPIN number and be in good standing with USAC. Proposers are expected to assist in the determination of individual component eligibility as outlined in the current USAC Eligible Services List. Proposals will be evaluated with price as highest criteria followed by experience with schools and the erate program. All work described in this Request For Proposal is contingent upon funding approval. MSD of Washington Township reserves the right to terminate any contract, agreement, or work schedule if FCC / USAC "E-RATE" funding is cancelled, altered, or denied. Request For Proposal # Overview The RFP process invites suppliers to submit competitive proposals for project work or products. This process encourages competition and provides prospects with fair and honest dealings with suppliers. The RFP process also allows the prospect to review multiple options within the prospect's preset parameters. This RFP is for Vendors to submit their proposal for adding density to our District Wide Wireless Network. PART 1 - REQUIREMENTS - SCOPE OF WORK 1.1 GENERAL: A. The Metropolitan School District of Washington Township (MSDWT) currently has a District Wide Wireless Network containing 350 Ruckus 7363 Wireless APs throughout instructional area. We are seeking proposals for increasing the density of this wireless network and start the introduction of ac capability: 1. Proposal to increase the amount of Ruckus APs: a. Based on the heat maps provided your proposal would be for increasing the amount of APs b. Your proposal may include the movement of current APs c. If you proposal is to increase the AP count above 400 APs you must include the replacement of our Zone Director Your proposal is to include moving 100% of the current configuration over to the new Zone Director with no loss of configuration. d. Your proposal for new APs must include wiring costs in your proposal. Your wiring must conform to the existing wiring standards that the District has established. Your proposal is to include patch cables from the patch panel to the PoE switch and from the network jack to the AP. e. Your proposal must include any mounting hardware for ceiling mounted APs. f. g. Your proposal will include all the APs, Licenses and Controller costs including yearly warranty costs over a period of 5 years. 2. Proposal for a Multi-Manufacturer environment: a. We are open to a cost saving proposal of moving complete buildings to another vendor other than Ruckus and the selected vendor would move those Ruckus APs to another building to provide higher density. b. Your proposal may not include a building with mixed vendor APs, each building will need to either be Ruckus or be your proposed AP manufacturer. c. Your proposal will mirror the current configuration of the current Wireless Network including VLANs, SSID and passkeys as examples but not inclusive of the configuration. d. Your proposal for new APs placements must include wiring costs in your proposal. Your wiring must conform to the existing wiring standard that the District has established. This includes patch cables from the patch panel to the PoE Switch and from the network jack to the AP. 12/1/14 MSDWT Request for Proposal Page 2

3 e. Your proposed manufacturer must meet or exceed the performance and feature set of the current Ruckus Wireless Network the District has in place. This includes amount of clients per AP, centralized management and feature sets of the AP and the Centralized Controller/Server. f. Your proposal must include all mounting hardware for the APs to be ceiling mounted. g. Your proposal will include all the APs, Licenses and Controller costs including yearly warranty costs over a period of 5 years. 3. Proposal for a Manufacturer Replacement: a. You are proposing a replacement of the existing Wireless Network b. Your proposal must include all the costs required to migrate the existing configuration of the Ruckus Zone Director to the new manufacturer so the transition is seamless. c. Your proposal will mirror the current configuration of the current Wireless Network including VLANs, SSID and passkeys as examples but not inclusive of the configuration. d. Your proposal for new APs placements must include wiring costs in your proposal. Your wiring must conform to the existing wiring standard that the District has established. This includes patch cables from the patch panel to the PoE Switch and from the network jack to the AP. e. Your proposed manufacturer must meet or exceed the performance and feature set of the current Ruckus Wireless Network the District has in place. This includes amount of clients per AP, centralized management and feature sets of the AP and the Centralized Controller/Server. f. Your proposal must include all mounting hardware for the APs to be ceiling mounted. g. Your proposal will include all the APs, Licenses and Controller costs including yearly warranty costs over a period of 5 years. Building plans denoting the locations of the MDF and IDFs in each building will be provided upon request. These building maps do not display the locations of the cable tray location or J-Hook locations which are present throughout each building. When selected vendor is pulling their network cable they may utilize existing cable trays and pull strings to pull their cable. Any used pull strings are to be replaced with an equivalent pull string that they utilized. Failure to replace any pull strings will back charged to the vendor for pull string replacement at Time and Material rate from our Wiring Vendor. Any concerns or questions relative to this RFP should be directed to ttoepp@msdwt.k12.in.us. Answers to questions will be posted on a linked page from labeled Answers to MSDWT Wireless RFP Questions. Phone Calls with questions will not be taken. Questions will be answered via website postings (individual responses should not be expected) The above measures are to insure equality and transparency. Proposers requesting a walkthrough of existing campus buildings and existing systems shall request via with subject header Walkthrough Request to ttoepp@msdwt.k12.in.us. Reminder that we are a School District and educating our children is our primary goal. So a scheduled walk through may not be until after the children have exited the building. If multiple walk through requests are received we will schedule a set time for the walk through for all the vendors to be done at a one-time occurrence. Final Submittals: Electronic submission is mandatory. Must be made via attachment Word.doc or Adobe.pdf format to erate@msdwt.k12.in.us with subject heading MSDWT Wireless Network Proposal Mailed or hand delivered submittals are not desired and shall not substitute for electronic submission requirement. All submissions are to be submitted in the proper erate submission policy and procedure. 1.2 APPLICABLE STANDARDS: (The most current ratified industry standards as of proposal date shall be used if they differ from those listed herein.) 12/1/14 Request for Proposal Wireless Network Page 3

4 A. EIA/TIA-569-B. "Commercial Building Standard for Telecommunications Pathways and Spaces." B. EIA/TIA-568-C(x). "Commercial Building Telecommunication Standards." C. EIA/TIA-TSB 67. "EIA/TIA Telecommunications Systems Bulletin, Additional Transmission Specifications for Unshielded Twisted-Pair Cabling Systems." D. IEEE 802.3(xx) "Carrier Sense Multiple Access with Collision Detection." E. IEEE (xx) Wireless LAN Medium Access Control (MAC) and Physical Layer (PHY) Specifications. 1.3 CONTRACTOR QUALIFICATIONS: [ALL MUST BE MET] A. The systems contractor must possess the required license classification, a performance history, experience in the installation and placement of Wireless Access Points and Wireless Networks, and proof of time in business as required by the general conditions. Contractor must be trained and certified for the communications cable and hardware which it installs, and must furnish proof of certification. B. The systems contractor must hold a valid SPIN [Service Provider Identification Number] from the SLC [Schools and Libraries Corporation]. C. The systems contractor must possess a valid Contractor's License for the State of Indiana. D. The systems contractor must have successfully performed at least three projects of similar scope, within three years of this RFP. Proof of performance shall be in the form of reference sheets which shall include a brief description of the project, the beginning and ending dates, and the name, address, and telephone number of a project contact. This information may be requested by the engineer or owner prior to award of the contract. E. The systems contractor must be able to prove to the satisfaction of Owner that it has significant experience in the installation of Wireless Networks. Installation must include installation of Wireless Controller(s), Wireless Access Points, VLAN knowledge, a knowledge of interconnect equipment, and a thorough knowledge of testing procedures. 1.4 SYSTEM DESCRIPTION: A. Each Wireless Access Point shall terminate in each buildings MDF or IDF that is the shortest distance. All new Ethernet cables shall be the proper type for the location installation where the cable trays and J- Hooks may be in plenum areas. Each building has some form of cable management either in the form of a cable tray or J-Hooks down the hallways and penetration into each room. B. All Products shall be new, and brought to the job site in original manufacturer's packaging. Electrical components shall bear the Underwriter's laboratories label. All communications cable shall bear flammability ratings where required as follows: 1. CM Communications Cable 2. CMP Plenum Rated Communications Cable 3. CMR Riser-Rated Communications Cable 1.5 SCOPE OF WORK: A. Contractor shall provide materials for and install a complete, functional Wireless Network. All Wireless Access Points will need to ceiling mounted securely, connected to the centralized controller(s), allow clients connections and all SSID are tested prior to signoff. 12/1/14 Request for Proposal Wireless Network Page 4

5 B. The installation shall include any necessary cabling to be installed and follow the established District wiring. In addition to material and equipment, Contractor shall provide labor and any incidental material required for installation. All needed equipment, material and labor costs will need to be included in the project cost and is not to billed separately following the installation of the project. C. The work performed under this specification shall be of good quality and performed in a workmanlike manner. In this context "good quality" means that the work shall meet industry technical standards and quality of appearance. The engineer or owner reserves the right to reject all or a portion of the work performed, either on technical or aesthetic grounds. D. All Wireless APs will need to run off of Cisco 3750 or 3750X PoE switches, if the manufacturer cannot support Cisco PoE then they need to provide a managed PoE switch with all necessary cables and transceivers to connecting their managed PoE into the Customers Cisco 3750 switches. 1.6 MANUFACTURERS: A. Throughout this specification, Ruckus and other manufacturers are cited, along with specific part numbers. These citations are for the purpose of establishing compatibility criteria s. Components that meet or exceed these citations are acceptable and deemed equivalent. B. Cable Manufacturers are left up to the discretion of the vendor, suitable cable manufacturer that the District has used are Leviton, Belkin and Black Box to name a few. If the manufacturer of the cable does not carry a warranty for 5 years then it is the responsibility of the vendor to cover the remaining period that the warranty does not cover. This includes not only the cable, but cable ends, jacks, data biscuits and patch cords used for this project. 1.7 FUNCTION AND OPERATION: A. The intended purpose of the Wireless Network is for not just District owned wireless equipment but also for the Students and Staff that BYOD (Bring Your Own Device) to connect. There are two segments of the Wireless Network, a private network and a Guest Network. For those connecting to the Guest Wireless Network they will be required to view and accept our AUP (Acceptable Use Policy) before being able to access the Wireless or Internet. B. Upon completion of the Wireless Network the end users should be unable to notice a difference or experience a problem with connecting to the Wireless Network from the old system. It should appear transparent to them in regards to the current configuration of their device and how it will connect to the wireless network. C. This Wireless Network is critical to MSD of Washington Township due to the amount of capital that we have invested in wireless equipment to date. We average across the District devices connected via wirelessly and we have plans to increase that amount over the next 5 years. At this time there is not a District Initiative to move to a 1-to-1 deployment, but the wireless network should be designed with this possibility in mind along with ac standard. D. Currently we have approximately 40 wireless carts across the District that contains either Wireless Laptops or ipads all of which are connecting via the Wireless Network. It is not uncommon for these carts to be used in side by side rooms and it is expected that the Wireless Network will be able to handle these situations. 12/1/14 Request for Proposal Wireless Network Page 5

6 PART 2 - PRODUCTS 2.1 GENERAL A. Equipment shall be provided and installed in accordance within the manufacturer requirements. General instructions are as follows: 1. Equipment cabinet / racks: For the Centralized Controller, they will be installed and connected to one of our Core Switches located at North Central HS. It will be installed in a standard 19 wide data cabinet with a UPS connection for a 110V power cord or cords. The room is climate controlled and the UPS has the capacity of run time for 20 minutes with a backup generator connection. 2. The Wireless Access Points are to be ceiling mounted and properly secured to ensure that cannot be easily removed. Each new AP is to be inventoried with their MAC address and a label is to be placed on each AP that is visible when standing below the AP. The vendor is to provide the customer a spreadsheet using the spreadsheet form that will be provided at the completion of the project. The Wireless Access Points are to be noted on the building map showing their location and will also be delivered in both paper and electronic format at the completion of the project. 3. Labeling: hand written labels are not acceptable. All labels shall be machine printed on white tape, stenciled onto adhesive labels, or type written onto adhesive labels. The font shall be at least oneeighth inch (1/8") in height, block characters, and legible. The text shall be of a color contrasting with the label such that it may be easily read. If labeling tape is utilized, the width of the tape shall not exceed 1/2", and the font color shall contrast with the background. 4. All new wiring installed is to be labeled in accordance with the established District Standards, this includes the District Standard Wiring labeling. Failure to comply with this Standard will require at the cost of the vendor to be done properly when discovered and all labor and material costs to correct this will be solely paid for by the vendor. 2.2 NETWORK ELECTRONICS: A. All network manage switches shall meet the capabilities of those manufactured by Cisco Systems Catalyst 3750 Series if additional managed switches are to be installed. Of particular note is the potential number of VLANS supported (450) and the need for protocol based device discovery (100% Cisco Discovery Protocol compliant). B. The sole purpose of the vendor to install any additional managed switches is for the purpose of providing PoE to the Wireless APs that are non-cisco PoE compatible. These switches will need to configured to interface properly with the Districts existing Cisco 3750 and 3750X switches. Each buildings MDF will have a cabinet to install the vendors switch. The other IDFs will contain either a data cabinet or a 2-post telco rack, it is the responsibility of the approved vendor to mount the required switch into each of the closets and connect via 110V. C. All Wireless APs are to be silent devices with no moving parts such as cooling fans. The devices must be able to sustain temperature changes when the schools HVAC equipment may be shutdown during Summer and Winter Breaks or during maintenance windows. D. Remote access to our Network: The customer will not provide any type of POTS or Centrex lines to the vendor for the purpose of remote access to perform troubleshooting. The customer will provide VPN or VPN tunnel access to the network for remote troubleshooting. If it is required for the vendor to have a dial in connection to troubleshoot the equipment it is their sole responsibility that they are to handle the installation and all one time or monthly costs that necessitate this requirement and it cannot be billed separately of the proposal. 12/1/14 Request for Proposal Wireless Network Page 6

7 PART 3 EXECUTION 3.1 EQUIPMENT A. Contractor shall test each Wireless Access Point that is new or has been relocated. The Owner reserves the right to have a representative present during all or a portion of the testing process. If the Owner elects to be present during testing, test results will only be acceptable when conducted in the presence of the Owner. 1. New Network connection: Each new network connection will be tested and proof of testing it to be provided along with a note field on which jack this connection corresponds to 2. Moved Network connection: Only moved network connections that undergo a re-termination will need to be re-tested. If a connection was move without disconnecting and re-termination it will not be required to be re-tested. a) If a patch cable is replaced with a different patch it will need to be re-tested and certified b) If an existing data biscuit was disconnected in order to feed the connection through a conduit it will need to be re-tested and certified. c) If a data drop was moved down a hallway and there was no re-termination or a patch cable replaced then the cable does not need to be re-tested unless it is non-functional following the relocation. 3. Network Equipment: All network equipment including APs, switches and transceivers are to be thoroughly tested and burned in for a period of 24hrs. a) Network Equipment is to be tested to ensure it can meet the bandwidth speed for the connection to the Cisco switches existing. b) Wireless APs that are new, re-purposed or re-located are to be retested to ensure client access through both the private and Guest SSIDs. B. Contractor shall provide documentation to include test results, as-built drawings, and port resolution maps or cut sheets 3.2 ACCEPTANCE 1. Cable Test Results: The results of the cable testing shall be delivered to the customer at time of requested signoff in both a physical copy in a 3 ring binder and in a scanned electronic form (provide CD). Only signed original copies will be acceptable. Signatures required on the Test Results are those of the engineer/contractor that did the work and the project manager. Acceptable Cable Testing results can be in the form of the output from the Cable Tester or in a document created showing the test results. As mentioned above, the patch panel port number will need to be noted on the test result or in the notes section for each network connection. 2. As-Built Drawings: Contractor will be provided clean copies of the building drawings depicting the locations of all the Wireless APs per building including new, existing and re-located APs. A. Acceptance of the Data Communications System, by the Engineer or Owner, shall be based on the results of testing, functionality, and the receipt of documentation. With regard to testing, all data cable segments and all UTP data cables must meet the criteria established. With regard to functionality, Contractor must demonstrate to Owner that Wireless connections are functional at all buildings of this project and that data signals can be successfully transmitted, bi-directionally. The number of AP locations to be tested shall be determined by the owner. With regard to documentation, all required documentation shall be submitted to Owner. 3.3 MINIMUM WARRANTY 12/1/14 Request for Proposal Wireless Network Page 7

8 A. The warranty on the material, services, and operation of the Wireless Network to this specification must be for the period of up to 5 years. This includes all items that were installed by the vendor. The District is to not incur any additional costs for the ongoing maintenance for the first year and the Vendor shall provide within their proposal costs for the following year as well as total cost for 5 years of maintenance on the hardware and software. All costs are to be included in the overall project costs and the District will refuse to pay any additional costs that are added following the signing of the contract. B. The warranty must include the following statements regarding the cabling system: "Will be free from defects in material or faulty workmanship. All of the cabling system including connectors are to be warrantied against breaks that occur through from nature, rodents or humans. All material and labor costs are to be paid by the vendor and included in their proposal the ongoing maintenance of these Network connections for a period of 5 years. C. The warranty must include full repair or replacement at the cost of the vendor with the same or better equipment or material. In the event the cost of the repair or replacement equipment has increased higher than forecasted by the vendor it is the responsibility of the vendor to absorb those costs. The District is not responsible for incurring the additional costs. D. The warranty must include any damage to the network cables or network equipment by the Vendor or Sub-Contractor during installation. This is to include breaks and damage to and of the new or existing cable or APs and it is the responsibility of the Vendor to recover any and all costs the Vendor or their subcontractors incur while repairing the cable or wireless equipment from the person or persons responsible to the break or damage. This includes any and all costs for parts, material, labor and any legal costs. 3.4 WARRANTY REPAIR In the event of a failure in all or portions of the Wireless Network the Manufacturer is to repair or replaced the equipment within 7 business days. It is the responsibility of the vendor to initially establish the warranty with the manufacturer for all installed equipment. All replaced/repaired equipment must be able to reconnect with the controller regardless of the version of the AP or Controller and download and update itself the exact version that the other APs are running and download the configuration for the AP that it has replaced. The Vendor must specify if the warranty of the APs are Depot repair or advance replacement in their proposal. Wireless Controllers are only to be advance replacement warranty and the advance replacement must specify in the proposal if it is 4 or 6 hour replacement same day or next business day. The Vendor is to provide a 5 year warranty on all hardware and software for any managed switches that are part purchased as part of the Vendors proposal. The Vendor is to specify if the warranty repair/replacement is depot or advance replacement in their proposal that includes managed switches. 3.5 PRODUCT MODIFICATIONS In the event of a need by the vendor to disrupt services such as a software update or replacement of a failing piece of hardware, these will need to be communicated to the customer by the vendor. If the vendor or manufacture has to update the software, they need to communicate to the customer what features are being added or removed with the software update in addition to any bug fixes or found bugs that will be on the software update. 12/1/14 Request for Proposal Wireless Network Page 8

9 PART 4 - EXCLUSIONS MSD of Washington Township has additional building that are not e-rate Eligible but are to be included as addoptions separated from the e-rate Proposal. We are asking that you include these locations if you are designing a full Wireless Replacement and to bill separately of your erate Wireless Proposal as the District will need to pay for these locations without the assistance of erate Funding. These locations are to not be included in the erate proposal in any way, the proposal for these locations should be distinctly separated from the erate Proposal. These locations will adhere to the same installation and warranty requirements as the erate Funded buildings A. Hilltop Developmental Preschool B. J. Everett Light Career Center C. H Dean Evans Community and Education Center D. Transportation Department E. Maintenance Building Vendors wishing to submit a proposal for our RFP for our Wireless Network MUST do so in writing. Proposals MUST be submitted electronically via to: erate@msdwt.k12.in.us with subject line MSDWT Wireless Network Proposal Proposals MUST be received by MSD of Washington Township no later than 4:00pm on January 14 th 2014 According to USF Regulations MSD of Washington Township MUST select a contractor, award a contract, AND file a form 471 No Later Than 11:59 PM on March 14 th NO CONTRACT MAY BE SIGNED PRIOR TO February 28 th 2015 {USF REGULATIONS} 12/1/14 Request for Proposal Wireless Network Page 9