MARTINSVILLE CITY PUBLIC SCHOOLS RFP FOR INTERNET SERVICES NOVEMBER 1, 2014 Overview Martinsville City Public Schools District (hereafter collectively referred to as MCPS) seeks a Request for Proposal (RFP) for Internet Services Provider (ISP services), including secondary ISP, for a two (2) year period beginning July 1, 2015, and ending June 30, 2017, with an option to extend for an additional three (3) year term, one year at a time, if both parties agree, and if prices remain the same or are agreeably negotiated. Proposals must state all recurring and non recurring costs to MCPS associated with the proposed ISP service. The objective of this RFP is to accomplish a fair, open, and competitive procurement. Bidding Sealed proposals must be received in the office of the Coordinator of Technology, Steve Tatum, at Martinsville City Public Schools District Office; located at 746 Indian Trail, Martinsville, VA 24112, prior to 2:00 pm on December 1, 2014. Only the names of those submitting proposals will be given on this date. There will not be a public opening. Only written paper copies of proposals will be accepted; no proposals will be accepted by electronic means (i.e., fax, email). MCPS may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement for reason why a particular proposal was not deemed to be the most advantageous in accordance with Section 2.2 4359D, Code of Virginia. Applications from vendors without an E rate SPIN will be disqualified. MCPS assumes no responsibility for delays caused by the U.S. Postal Service or any other delivery service. Late proposals will not be accepted. Responding vendors may request clarifications regarding specifications outlined in this RFP. Clarifying questions will be answered directly. Requests for clarifications can be directed to the MCPS Technology Department via email to: Steve Tatum, Coordinator of Technology statum@martinsville.k12.va.us Martinsville City Public School System Request for Proposal (ISP) 1
Vendor E Rate Compliance Vendors submitting proposals under this RFP must provide a written statement that they agree to meet the following conditions relating to the E rate program: Service Provider Identification Number (SPIN) and FCC Registration Number (FCCRN) The vendor shall provide a valid E rate SPIN number (Service Provider Identification Number), in the Proposal submitted in response to this bid opportunity. The SPIN must be recognized by the SLD and FCC as an eligible telecommunications provider and therefore qualified to receive discounts under the Telecommunications Services bucket of the program. The Vendor also shall provide the company s FCC Registration Number. Separate Itemization of E rate Eligible and Ineligible Products and Services The Vendor shall separately itemize the cost of E rate eligible and ineligible products and separate installation costs, if any. To determine what items are eligible, visit the E rate Eligible Services List at http://www.universalservice.org/sl/applicants/beforeyoubegin/eligible services list.aspx or call the SLD at 888 203 8100. Compliance with E rate Contract Signing Rules The Vendor must acknowledge in its Proposal that the Vendor will make every effort to have any contract addendums that may arise from this RFP signed in accordance with the E rate contract signing rules. Further, the Vendor must acknowledge in its Proposal that if the contract or addendum is signed outside of the e rate contract signing window, the vendor will disclose to the District, before soliciting the District s execution of the contract, that the contract is not eligible for E rate funding. Guarantee to Meet Service Start Date The Vendor must be prepared to provide service starting July 1, 2015. If Vendor does not meet this service start date, the Vendor must guarantee to cover the loss of E rate funding for the total discount that would have otherwise been received from the current provider during the interim period until Vendor is able to provide service. Evaluation Criteria This contract will be awarded based on best value to MCPS and is constituent districts, as well as evaluation criteria set forth in this document, as follows: 1. Meeting Technical and Site Specifications. 2. Support & Maintenance. 3. Cost of Services. 4. MCPS Vendor Familiarity. 5. Vendor is well established within Virginia. 6. References. Provide 3. 7. Value added for any extra incentive. Martinsville City Public School System Request for Proposal (ISP) 2
Bid Judging Process At minimum of three (3) MCPS employees will be used in the judging process. Specifications 1. Specifications: a. ISP shall provide pricing on the following levels of Service 500 mbps; 1 Gbps; and 2 Gps duplex business class of Internet transit. b. ISP shall provide connectivity via the following: 100 mbps Backup Circuit for BGP (located at Martinsville School District Administration Facility located at 746 Indian Trail, Martinsville, VA 24112). 1 Gbps (GE) interface for 500 mbps Service and 1 Gbps Service (Primary Service) 10 Gigabit Ethernet (GE) interface or 2 (two) bonded (MLT) Gigabit Ethernet (GE) interface for 1 and 2 Gbps Internet (Primary Service). c. ISP shall provide proof of contract with upstream providers. d. ISP shall provide bandwidth 24 hours per day, 365 days per year. e. ISP shall have network engineering support 24 hours per day, 365 days per year. f. ISP shall maintain network monitoring capability and notification to MCPS at the point of any disruption of service. g. ISP shall provide web based bandwidth utilization reporting. h. ISP shall provide a contiguous range of 1 Class C /24 Public IP addresses. i. ISP shall grant MCPS control over DNS services as primary with authoritative control. j. ISP shall install all services and equipment included in proposal. k. ISP shall guarantee quality of service minimum uptime 99% per month with minimum of 1 hour response and resolution to problems, with documented discounts given for outages exceeding 4 hours. MCPS will allow for brief pre arranged outages during off hours for vendor maintenance. l. ISP shall place 2 Routers capable of performing BGP Routing <See Drawing 1> Router 1: Placed at Martinsville Middle School 202 Brown Street, Martinsville VA 24112 (Primary Router 500mbps, 1Gbps, or 2 Gbps) Router 2: Placed at Martinsville City School Administration Building, 746 Indian Trail, Martinsville, VA 24112 (Secondary Router; 100 mbps) Vendor will provide one /28 for this circuit. Two 1 Gbps Optical circuits interconnecting two BGP Routers. Point to Point Connection ISP shall own, monitor, and maintain BGP Devices. BGP Split shall be determined at a later date. Vendor shall make necessary programming to BGP Devices Ensuring proper set up and testing. Vendor must cut and test both circuits ensuring failover is properly working. Vendor must log repopulation time and provide a copy to the Director of Technology Martinsville City Public School System Request for Proposal (ISP) 3
m. ISP must provide Backup or secondary circuit. The circuit must show proof of Peering with separate IS Circuit. Peer can be the same ISP Provider but Different Upstream Provider than that of primary Circuit. 2. Additional Information Required: a. ISP s Service Level Agreement. b. ISP s policy on bursting bandwidth utilization. c. ISP s E rate SPIN number. d. Proof that ISP s E rate annual SPAC has been submitted. 3. Pricing: a. Pricing shall be quoted on a two (2) year contract initial term, and include an option to extend for an additional three year term. This shall be specified in the contract and purchase order. Maximum duration of the agreement, including all extensions, shall be five (5) years. b. Pricing shall be quoted per mbps and Gbps of bandwidth purchased. c. Pricing shall be tiered for levels of service (e.g. price per mb of bandwidth 500 mbps, 1 Gbps, 2 Gbps. MCPS will choose the most advantageous offer for their primary circuit. d. 100 mbps back up circuit shall be priced separately. e. Pricing shall show monthly recurring costs and one time installation costs. f. For BGP Routers and interconnection Price Non Recurring and Installation charges Price monthly recurring maintenance charge for each router Price Gbps interconnection between the two routers MCPS reserves the right to accept or reject any and all proposals, to waive any informalities, and to award this proposal as determined to be in the best interest of the Martinsville City Public Schools. Martinsville City Public School System Request for Proposal (ISP) 4
DRAWING 1 Martinsville City Public School System Request for Proposal (ISP) 5