WIDE AREA NETWORK (WAN) SERVICE FOR OAKLAND UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSALS (RFP) FOR E-RATE 17 ( )

Transcription

1 WIDE AREA NETWORK (WAN) SERVICE FOR OAKLAND UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSALS (RFP) FOR E-RATE 17 ( ) 1.0 OVERIVEW The Oakland Unified School District (OUSD) is seeking managed Wide Area Network (WAN) services for its district as described in this Request for Proposal (RFP). This RFP is being released in conjunction with the filing of USAC Form 470, which was posted on January 18, The WAN will provide Internet protocol (IP) access services between 130 sites that combine a high-speed, dedicated connection with consolidated application management. The WAN will include proactive, 24x7 network monitoring, enhanced network security features, and maintenance of the communications link between the 130 district sites. It is expected that the vendor will provide the required equipment, configure and install the equipment at OUSD s locations, and maintain the WAN service end to end. This proposal does not include Internet access, but rather network connectivity between sites using metropolitan Ethernet or comparable technology. 2.0 MINIMUM QUALIFICATIONS Throughout this RFP, and unless otherwise stated, the terms proposer and vendor are used synonymously. Any proposal that does not demonstrate that the vendor meets these minimum requirements will be deemed non-responsive and will not be considered. Vendor Requirements The vendor may provide shared or dedicated managed fiber. Fiber must connect each to each site (See Appendix A) to allow for a flat Ethernet between sites. The following performance characteristics are required: 99.95% service availability A Call Center/Support Center/Help Desk as the initial escalation point. In addition, the OUSD must be able to contact the NOC directly for network emergencies, if it chooses to do so. A web-based reporting and monitoring system available to OUSD is preferred. A written escalation policy with contact names, phone numbers, coverage hours, procedures, and automatic escalation based on duration of issue. The OUSD requires notification in writing five business days prior to any changes to the contact information. A specific maintenance window as part of the Service Level Agreement. The vendor must agree to make any scheduled maintenance that could affect the OUSD s WAN connectivity during the specified maintenance window. In addition, the vendor must notify the OUSD s designated contact at least one week prior to any actual scheduled maintenance. The notification must be made during

2 normal business hours of 8:00 a.m. to 5:00 p.m., Pacific Time, Monday through Friday. The notification can be done via but it must arrive at least one week prior to the actual scheduled maintenance. 3.0 PROPOSAL FORM AND CONTENT Vendor shall provide their response to the RFP in the following manner and with the information as described below. Request RFP from and become a registered proposer. Due Date and Location Responses shall be submitted by not later than February 17, 2014 at 2 pm PST to: John Krull, IT Officer OUSD Technology Services 1011 Union St Oakland, CA Inquiries Questions regarding the RFP shall be directed to: mharken@csmcentral.com. Answers to all questions will be sent to all registered proposers. Vendors are hereby explicitly directed not to contact Oakland Unified School District personnel for any reason other than pertaining to existing services. Resulting Agreement OUSD s Request for Proposals, and the Proposer's response, will be incorporated into the Agreement as Exhibits. An individual authorized to legally bind Proposer must sign the response. Evaluation Proposals will be evaluated based on the following categories: a. Cost b. The proposer s performance based on references c. Products Proposed d. Proven ability adjust network services in a timely manner e. Ability to meet schedule Network Infrastructure Vendor shall provide diagrams and/or descriptions. Vendor should be able to demonstrate redundancy within its core infrastructure. Financial Stability Vendor shall supply current annual report and/or other supporting documentation to substantiate financial solvency.

3 References Vendor shall include the organization name, contact, contact title, and phone number of at least three customers with similar applications that have had vendor s services for a period of at least one year in California. Customer Support Vendor shall provide the following: Contact information and background of technical support team. Trouble ticket procedures and escalation intervals Billing dispute resolution process Description of web-based interface for billing, trouble reporting, etc., if available. 4.0 TECHNICAL SPECIFICATIONS General A span of 100Mb/s to 10 GBps of fixed, dedicated synchronous access with the ability to upgrade as demands change. Service to be delivered to OUSD via 10 GBps full duplex fiber Ethernet ports on OUSD s equipment located at: 1011 Union St., Oakland, CA On-premise Equipment OUSD will allow vendors to include customer premise equipment as part of the service they provide. 5.0 GENERAL TERMS AND CONDITIONS Each vendor shall meet all of the specifications and proposal terms and conditions as set forth in this Request for Proposal. By virtue of the proposal submission, the vendor acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the proposal. Non-substantial deviations may be considered provided that the vendor submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is nonsubstantial will be determined by OUSD in its sole discretion. These terms and conditions shall be adhered to relative to any project for which the selected Vendor provides services. OUSD reserves the right to delete or alter these terms and conditions or to add additional terms and conditions at its discretion. Insurance Supplier shall maintain Commercial General Liability insurance with per occurrence limits of at least $1,000,000 and general aggregate limits of at least $2,000,000. Supplier shall also maintain, if applicable to Supplier's operations or performance of this contract, Business Automobile Liability insurance covering Supplier's owned, non-owned, and

4 hired motor vehicles and/or Professional Liability (errors and omissions) insurance with liability limits of at least $1,000,000 per occurrence. Such insurance policies shall be endorsed to be primary and not contributing to any other insurance maintained by the OUSD. The Supplier shall maintain all employee related insurances, in the statutory amounts, such as unemployment compensation, worker's compensation and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract. Supplier shall also maintain "all risk" property insurance at replacement cost applicable to Supplier's property or its equipment. The Supplier's insurance carriers and policy provisions must be acceptable to the OUSD's Risk and Insurance Manager and remain in effect for the duration of the Contract. The OUSD shall be named as an additional insured on the Commercial General Liability insurance policy. Supplier will cause any of its subcontractors, who provide materials or perform services relative to this contract, to also maintain the insurance coverage and provisions listed above. The Supplier shall submit certificates of insurance as evidence of the above required coverage to the OUSD prior to the commencement of this Contract. Such certificates shall provide OUSD with thirty (30) calendar days written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the above address. Additional Bandwidth During the life of the contract, the OUSD reserves the option to increase/decrease the bandwidth of its Internet connection above the initial amount of bandwidth. Such an change would not extend the term of the contract. Relationship of the Parties In assuming and performing the obligations of any Contract, the OUSD and any supplier shall each be acting as independent parties and neither shall be considered or represent itself as a joint venture, partner, or employee of the other. Compliance with all Law The selected vendor shall comply with all applicable laws, ordinances, executive orders and regulations of the federal, state, and local government, as well as all applicable Equal Opportunity No supplier of goods and/or services under this RFP or any Contract shall discriminate against any employee, applicant for employment, or recipient of services on the basis of veteran status, race, religion, color, sex, sexual orientation, age, disability, or national origin. Taxes - Supplier's Responsibility Suppliers shall be responsible for and pay all taxes which may be levied or incurred against the supplier in connection with the performance of any services under a Contract, including taxes levied or incurred against supplier's income, inventory, property, sales, or other taxes. Non-Appropriation of State and or Government Funds

5 Carrier agrees that if funds are not appropriated or are otherwise not available to Customer for all or a portion of the Services due to regulatory changes or program cancellation ("Non-Appropriation"), Customer may, upon thirty (30) days written Notice to Carrier, terminate this Agreement or specific Service(s) under this Agreement. Customer may so terminate without any liability (including any liability for cancellation or termination or Underutilization charges that might otherwise apply). E-rate Requirements Prices must be held firm for the duration of the associated funding year fiscal year ending June 30, 2015 or until all work associated with the project(s) are complete (including any SLD approved extensions) These services depend on partial funding from the E-rate program. Applicant expects each Service Provider to make themselves thoroughly familiar with any rules or regulations regarding the E-rate program. All contracts entered into as a result of this RFP will be contingent upon the specific funding of the FRN at the percentage rate submitted for. The maximum percentage the Applicant will be liable for is the pre-discount amount minus the funded amount as shown on the form 471 Block 5. The Service Provider will be responsible for invoicing the Schools and Libraries Division for the funded amount. NO E-rate billing or E-rate eligible work can take place before July 1, In the event of questions during the E-Rate audit process, the successful vendor is expected to reply within 3 days to questions associated with their proposal. All work is subject to the 100% approval of the project or purchase by the FCC under the E-rate discount program of the Telecommunications Act of The Service Provider will be required to send copies of all forms and invoices submitted to SLD prior to invoicing the SLD to the District for our records. All Service Providers will be responsible for procuring the discounted amount from the SLD. Applicant will not provide the form 472 (BEAR form reimbursement process). The Applicant reserves the right to deny any or all proposals associated with this RFP, even with SLD funding approval. OUSD reserves the right to accept the pricing proposal solely dependent upon SLD approval. In addition, the district reserves the right to fund, (proceed with project or purchase) or not to fund regardless of E-rate approval. Execution of the project, in part or in whole, is solely at the discretion of the District. Only applicants holding a valid Service Provider Identification Number (SPIN) are eligible to respond to this RFP. Entities holding Red-Light Status with the FCC are not eligible for funding under this RFP and no proposals submitted by such entities will be considered.

6 6.0 SCOPE OF WORK The Scope of Work is a general guide and is not intended to be a complete list of all work necessary to complete the project. The following work tasks are assumed to be necessary to establish the Internet connection from the vendor s site to the OUSD. Proposers may suggest a modified scope as part of their proposal. 1. Install required fiber connections and coordinate installation with OUSD s technical staff. a. The OUSD Primary Data Center at 1011 Union St and the OUSD Secondary Data Center at 1050 Second Ave. are to serve as the aggregation points for the network. b. All OUSD remote school sites shall aggregate to the data centers with egress of Gb/s. c. All remote school sites shall have egress capable of up to 1Gb (CDC school sites only) and up to10 Gb circuits at middle and high schools, adult school, and office sites (including the Alameda County Office of Education) all with full duplex capability minimum. 1 Gb circuits will have a fee schedule that scale from 100 Mb to 1 Gb while 10 Gb circuits will have a fee schedule to scale from 1 Gb to 10 Gb. Data centers at 1011 Cole and nd will have Gb/s. See Attachment 1 for specific bandwidth needs for each site. Sites are subject to change and vendor agrees to work in good faith to adjust pricing for changes. d. The district desires the ability to increase bandwidth in the future to meet demand. Proposals should include rates for higher bandwidth connections and should describe the vendor s ability to scale the proposed solution in a timely manner to meet greater bandwidth demands. Growth of the network, by number of circuits, or increases in bandwidth for installed circuits, should be included in any proposal and/or contract. e. The Contractor/Carrier shall deliver the full bandwidth at each school directly to the data center(s) on a full availability basis, 24/7. This service can be aggregated at the design of the carrier so as not to have individual circuits terminating directly at the data centers. This is the preferred method of providing the service. f. OUSD will prefer a vendor that can provide dynamic routing from all school sites to its secondary data center at nd Avenue, Oakland. g. The service at all sites shall terminate with a fiber 1 or 10 Gigabit full duplex handoff depending on site. The exact site of the demarc in the MDF at the sites listed in Attachment 1 of this RFP shall be determined by OUSD technical staff.

7 h. The data centers will require a minimum aggregated bandwidth of 20 Gb into the data center to support all the campus access rates. This can be two 10 GigE connections. A schedule should be given for 10 Gb to 80 Gb at 10, 20, 40, 60, and 80. i. The District will have full capability to route, partition, initiate QoS, and manage the network. Whether physical or virtual, the OUSD staff should receive a flat Ethernet network with the speeds required. The network should emulate a local area network (LAN). The circuits shall be capable of carrying multiple data services such as data networks, Voice over IP, digital video (streaming/ondemand), PRI/Voice, etc. This will be accomplished by provisioning of virtual LANs, and Quality of Service (QOS) offerings. The Vendor is directed to describe in detail how this will work in their proposal. j. The vendor shall specify that this network is a managed solution and the vendor will provide all necessary hardware and software accordingly. k. OUSD is requiring a turnkey installation of any CPE electronics and associated management software required to implement the services contemplated by this RFP. Vendor shall acquire and provide all rights of way, labor, equipment, materials, permits, supplies, tools, transportation and services necessary for, or reasonably incidental to, the complete performance of any agreement resulting from this RFP. Vendor MUST include in its Price, all design, engineering, permit, delivery, installation, testing, taxes and warranty costs associated with the proposed Services and Systems. l. All customer premises equipment including but not limited to routers/switches, cabling, connectors, necessary to provide this connectivity shall be provided by the vendor. All installed equipment shall operate with the electrical capacity provided by a dedicated 20 AMP service per equipment rack. m. Network outage resolution should be coordinated with OUSD technical staff. Please provide a methodology/procedure of how you would handle troubleticketing or outage resolution with the District. n. An uptime guarantee of 99.95% or better shall be provided 24 hours/day, 7 days/week. The vendor must provide easy access to help desk and repair service. A clear procedure must be defined for severe problem escalation with response times delineated in proposal. o. Vendor will work with OUSD to walk through each site to define the entry paths and MDF for vendor s equipment. Detailed walk through will be done after the awarding of the contract.

8 p. Current MDF s have either four-post or two-post racks in each location with a minimum of 2U available space for vendor equipment. Vendor is responsible for providing any additional racks or hardware needed for mounting vendor equipment. q. The network is to be partially operational by 3/30/2015. The term partially operational is defined as reliable 100 mbps or more (as defined by site specification) network connectivity, per circuit, delivered from site to primary data center without failures for at least 72 hours at 20 sites. The remainder of the sites should be operational by 8/30/2015. OUSD will pay for operational sites. r. Contract must provide cancellation of services without penalties if a school is closed or moved. District may cancel services to the school without penalties after a 30-day notice to vendor. s. The sites and physical addresses to which the services shall be delivered are detailed in Attachment 1 of this RFP. Schools within the same physical site will each have it s own MDF, CPE, and fiber strand unless otherwise directed. t. Vendor guarantees that all contracted work shall be managed by a qualified and designated Vendor project manager, who shall: 1. attend all scheduled project status meetings; 2. be available to OUSD at all reasonable times and respond to OUSD s questions, problems and/or concerns in timely manner; 3. be on-site at scheduled times to inspect work progress; 4. be on-site during critical phases of work, including systems testing and cutover. u. The designated Vendor project manager for this project, whose name and phone numbers (office and cellular) shall be provided to OUSD prior to any on-site work under the Agreement shall: 1. be Vendor's single-point-of-contact to OUSD; 2. have the authority to make necessary decisions and enlist necessary resources to ensure successful completion of all contracted work in the required timeframes. 3. be trained in and responsible for identification of any hazardous materials relative to any construction portion of this project.

9 Service Level Agreement If network trouble occurs, the provider will deliver swift, state-of-the-art problem detection, diagnosis, and resolution. Vendor shall describe commitments and compensation for non-performance. PRICING & TERM Vendor shall provide the following pricing information for 5 years with options for 2 more years. For Each site: Non-recurring Costs for requested service (1 Gb and 10 Gb ports) One-time cost for installation and setup Monthly Recurring Costs at requested service levels (100mb 10Gb) Monthly Charges Please provide any optional pricing that the proposer feels pertinent. Optional Service Quality of Service (QoS) Network Redundancy Network Time Protocol (NTP) Services Monthly Cost