RFP NUMBER: BG-FY BLACK GOLD COOPERATIVE LIBRARY SYSTEM REQUEST FOR PROPOSAL (RFP) MPLS Network Posted: October 28, 2015 Due: November 25, 2015

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1 RFP NUMBER: BG-FY BLACK GOLD COOPERATIVE LIBRARY SYSTEM REQUEST FOR PROPOSAL (RFP) MPLS Network Posted: October 28, 2015 Due: November 25, CONTACT INFORMATION RFP BG-FY E-Rate MPLS Network Black Gold Cooperative Library System 391 Front Street, Suite F Grover Beach, CA (voice) (fax) gsee@blackgold.org ( ) Point of contact: Gary See 2. SUMMARY The Black Gold Cooperative Library System (BGCLS or the System) consists of 31 locations in 3 counties on the Central California coast. We currently maintain a private MPLS network via T1 circuits (except data center which is currently DS3) for connection to a secure, reliable library circulation computer system. In addition we support separate internet (cable, DSL, cellular) connections for most sites to allow public and wireless Internet. The System is beginning the process of transitioning to a high-speed network for our sites that will include all public and private connections. Due to size and geographic factors, some sites will require high-speed bandwidth sooner than others. Our desire is to enter into a contract that would allow us to begin with high-speed bandwidth in many locations as of July 1, 2016, and transition all sites to same over the next few years. This RFP indicates the bandwidth we anticipate for the upcoming e-rate cycle for all sites but also requests pricing for higher speeds should we be able to provide it for more sites sooner than anticipated. Black Gold Cooperative Library System is requesting proposals from vendors to provide high speed data connections and a private communications network (MPLS or equivalent) to interconnect our data center and each branch library with one of contract terms detailed below. It is desired that each vendor will provide pricing for all contract options and for all three speed options for each site specified in the site table list in section 5. Also an additional price for optionally connecting the MPLS network to the internet is requested. This solicitation does not commit the library to award a contract, pay any costs incurred in preparation of a proposal, nor to procure any services that may be offered. Page 1 of 6

2 3. BID INSTRUCTIONS TO VENDOR The deadline for submission is no later than 4:30 PM PST on Wednesday, November 25, 2015 in the Black Gold Cooperative Library office at the address shown above. Bids should be marked on the outside of the envelope RFP BG-FY E-Rate MPLS Network. No consideration of the award will be made at the opening and only the names of respondents will be announced (if requested). Black Gold Cooperative Library System reserves the right to reject any and all proposals or to cancel this request in its entirety. Any current contracts or agreements may be used as competing proposals. All proposals will be treated as public information unless it is specifically requested that portions of the proposal be treated as Trade Secrets under the Freedom of Information Act. These must be clearly marked as such. Any questions relating to this proposal must be submitted in writing to Mr. Gary See (full contact information shown above). You may fax your questions to (805) or send by to If a public response is issued, both the question and answer will be posted to the library s web site at The Vendor proposal in response to this RFP will be incorporated into the final agreement between Black Gold Cooperative Library System and the selected vendor. The submitted proposal at a minimum should include the following information: Vendor Qualifications and Experience List of References include a minimum of 3 client references Service Provider Identification Number (SPIN) Specifications for all services and/or equipment Implementation Plan include Installation and Transition plans Black Gold and Vendor Responsibilities Detailed Pricing for: 1.) MPLS (or equivalent) Private Network Services 2.) Network Connections - itemized by location and speed 3.) Internet access option to/from MPLS network. 4.) Installation fees (if any) itemized by location 5.) Surcharges and taxes (if any) Exclusions Legal Terms and Conditions RFP response must include any/all costs associated with switching services from our current supplier. Bidder s presentation of a bid response is an acknowledgement of this requirement. All quotes offered on this bid solicitation should include delivery charges (if any) and should be quoted F.O.B. delivered to Black Gold Cooperative Library System. Black Gold Cooperative Library System reserves the right to reject any and all bids without recourse from the vendor. In the case of duplicate, similar, or equal proposals, the decision of the library will be considered final. Page 2 of 6

3 4. CONTRACT TERMS AND CONDITIONS The desired contract for the services/equipment listed in this RFP will be one of the following contract terms: 1.) fixed 3 year contract term (for the period July 1, 2016 through June 30, 2019), 2.) initial three (3) year renewable term followed by three each one (1) year extensions (for the initial period July 1, 2016 through June 30, 2019 and possibly extendable to June 30, 2022), 3.) initial one (1) year renewable term followed by up to five (5) each one (1) year extensions (for the initial period July 1, 2016 through June 30, 2017 and possibly extendable to June 30, 2022). The vendor should clearly detail the pricing for each of the above three contract options. BGCLS will decide the selected contract option during review and evaluation of all submitted proposals. Vendors that provide pricing for all three contract options specified above will receive preference in the scoring of the submitted proposals. Decisions on renewing each of the one year extensions are completely at the discretion of BGCLS. Pricing for each one year extension will be at the monthly amount negotiated for the initial contract period, or better. The vendor may propose, as an option, other contract periods and/or other initial contracts that include additional contract extensions on a year-by-year basis. This library system is seeking USAC E rate funds for these services and the vendor must agree to meet this program s requirements. The contract may be cancelled at any time by the library, with a 30 day written notice of cancellation in the event services prove to be unsatisfactory or funds are no longer available to the library. 5. SCOPE OF WORK The Black Gold Cooperative Library System currently has a private MPLS network interconnecting its member libraries in 3 counties on the Central California coast. This network currently consists of 29 locations and is used for secure, reliable operation of its library circulation computer system. This RFP is soliciting proposals to replace the current network and library connections and provide the following: Network connections to each library that provide the symmetric port speed options shown in the table below as a minimum but additional alternative port speeds at a competitive cost are desirable and will be considered. Where local infrastructure limits bandwidth availability, a non-symmetric solution may be offered where the majority of the bandwidth is allocated to the download side. An MPLS (or equivalent) private network will provide the port speeds (shown below) as a minimum but alternative port speeds at a competitive cost are desirable and will be considered. A connection from the MPLS network to the Internet to allow optional routing of the private network data to the internet. Technical support must be available 7x24 (with a maximum 10 minute initial response time) to respond to problems or outages. Page 3 of 6

4 Successful bidder must pay for any temporary installations to maintain operation of the old network while the new network is installed and tested. For example duplicate extended demarcs may be required to provide a timely transition to the new network. All costs of conversion from current providers will be included in the evaluation of best provider. Vendor must provide billing detail information in electronic form such as a web-based billing system or CD ROM or application software in addition to traditional paper billing. Additionally, please note the following: Interruption of services shall be kept to a minimum. Successful bidder shall complete all necessary paperwork for installation and setup, at no cost to the library. The new service should be equal or superior to the current contract. The network must be highly available and extremely reliable. The service locations and desired port speeds at each location are shown in the following table. This table lists three speed options -- minimum, workable, and ideal. Please provide pricing for all three speed options for each site. We are requesting individual pricing for each speed circuit at each serviceable location to insure we have a solution at each location that meets our budget needs. Until we know detailed pricing for each site, it will be difficult to create a comprehensive network with the optimum speeds at each site. Except for the T1 (1.54 mbps), all speeds are nominal so please propose your best solution near the specified speeds listed on this list. Preference will be given to the proposals that can provide service to all locations. BGCLS reserves the right to split the network among multiple vendors if pricing and/or serviceability warrants. If desired, any vendor may submit additional pricing options differentiating partial network pricing vs. complete network pricing. For additional information or clarification on any details of this request, send written or inquiries to the contact information shown above. Page 4 of 6

5 MPLS NETWORK SERVICE LOCATIONS LOC # LIBRARY NAME ADDRESS CITY ZIP CODE PHONE NUMBER CLASS MINIMUM WORKABLE IDEAL 1 Network Data Center 1050 Monterey Street San Luis Obispo H 100 mbps 2 gbps 10 gbps 2 Arroyo Grande 800 West Branch Arroyo Grande H 1.5 mbps 500 mbps 1 gbps 3 ATS - Black 391 Front Street, Gold Suite D Grover Beach L 1.5 mbps 20 mbps 100 mbps 4 Buellton 140 West Highway 246 Buellton L 1.5 mbps 10 mbps 100 mbps 5 Cambria 900 Main Street Cambria L 1.5 mbps 10 mbps 100 mbps 6 Carpinteria 5141 Carpinteria Avenue Carpinteria L 1.5 mbps 10 mbps 100 mbps 7 Cayucos 248 South Ocean Cayucos L 1.5 mbps 10 mbps 100 mbps 8 Creston 6290 Adams Creston L 1.5 mbps 10 mbps 100 mbps 9 Cuyama 60 Newsome Cuyama L 1.5 mbps 10 mbps 100 mbps 500 North Fairview 10 Goleta Goleta M 1.5 mbps 100 mbps 1 gbps Avenue 11 Guadalupe 4719 West Main Street Guadalupe L 1.5 mbps 10 mbps 100 mbps 12 Lompoc Main 501 East North Avenue Lompoc M 1.5 mbps 100 mbps 1 gbps 13 Los Alamos 405 Helena Street Los Alamos L 1.5 mbps 10 mbps 100 mbps 14 Montecito 1469 East Valley Road Montecito L 1.5 mbps 10 mbps 100 mbps 15 Nipomo 918 West Tefft Street Nipomo L 1.5 mbps 10 mbps 100 mbps 16 Oceano th Street Oceano L 1.5 mbps 10 mbps 100 mbps 17 Orcutt 175 S. Broadway, Suite 101 Orcutt L 1.5 mbps 10 mbps 100 mbps 18 Paso Robles Main 1000 Spring Street Paso Robles M 1.5 mbps 100 mbps 1 gbps 19 San Miguel th Street San Miguel L 1.5 mbps 10 mbps 100 mbps 20 Santa Barbara 1102 East Montecito Eastside Street Santa Barbara M 1.5 mbps 100 mbps 1 gbps 21 Santa Barbara 40 East Anapamu Central Street Santa Barbara H 1.5 mbps 500 mbps 1 gbps 22 Santa Margarita 9630 Murphy Street Santa Margarita L 1.5 mbps 10 mbps 100 mbps 23 Santa Maria 421 South McClelland Main St. Santa Maria H 1.5 mbps 500 mbps 1 gbps 24 Santa Paula Main 119 North 8th Street Santa Paula M 1.5 mbps 30 mbps 500 mbps 25 Shandon 240 East Centre Street Shandon L 1.5 mbps 10 mbps 100 mbps 26 Shell Beach 230 Leeward Avenue Shell Beach L 1.5 mbps 10 mbps 100 mbps 27 Simmler Soda Lake Road Simmler L 1.5 mbps 10 mbps 100 mbps 28 Solvang 1745 Mission Drive Solvang L 1.5 mbps 10 mbps 100 mbps 29 Village 3755 Constellation Road Lompoc L 1.5 mbps 10 mbps 100 mbps Page 5 of 6

6 6. SCHEDULE OF EVENTS The following is the desired schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful vendor. Schedule: Event Date 1. Release of RFP October 28, Deadline for Proposal Submission November 25, Complete Evaluation of Responses January 1, Finalize Contract February 1, Begin New Network Design Coordination March 1, Begin New Network Installation June 1, New Network Fully Operational July 1, 2016 Page 6 of 6

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