REQUEST FOR PROPOSAL # Wireless and VoIP Infrastructure. RFP # Wireless and VoIP Infrastructure Page 1 of 20

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1 REQUEST FOR PROPOSAL # Wireless and VoIP Infrastructure Wireless and VoIP Infrastructure Page 1 of 20

2 1.1 PURPOSE Light of Christ Roman Catholic Separate School Division #16 (LOCCS) is requesting Proposals from vendors for the supply and provisioning of an integrated Wireless LAN (Local Area Network) and VoIP telephony structure in each of it s seven schools and central office. (Please see Appendix B for list of sites and site diagrams are included as part of the package) 1.2 ISSUING OFFICE Light of Christ RCSSD #16 TEL: th Ave North Battleford, SK S9A 3N5 Attention: Tom Hawboldt 1.3 KEY DATES The following schedule of key dates is provided only as a guide to Proponents and may not be strictly adhered to. The one exception is Section 1.3 b - Proposals due date, which will only be changed by written addendum. a) Issuance of RFP March 2, 2015 b) Proposals due 4:00 PM, March 31, 2015 c) Selection of Vendor April 10, CLOSING DATE AND TIME The Proposal, signed and dated, must be received by the Issuing Office (see Section 1.2 Issuing Office) in a sealed package not later than 4:00 p.m. Central Standard Time (CST) on March 31, 2015, and marked RFP # Wireless and VoIP Infrastructure. Proposals received after the deadline date and time will not be considered. 1.5 PROPOSALS This Request for Proposal, including all attached or referenced documents and subsequent addenda, are for the sole purpose of preparing a Proposal response. Please acknowledge receipt of this RFP by faxing the Receipt Confirmation form (see Appendix A) to the Issuing Office (see Section 1.2). One (1) paper copy is requested. Faxed and ed Proposals will not be evaluated. 1.6 CONFIDENTIALITY The Vendor acknowledges that LOCCSD are a Local Authority within the meaning of The Local Authority Freedom of Information and Protection of Privacy Act (the Act ). The Vendor may review the Act (which may be obtained at and is responsible for marking documents which the Vendor wishes to remain confidential under the Act. 1.7 REQUIREMENTS A. Wireless Infrastructure a. Each site must have wireless access ( a/b/g/n minimum) in all instructional and work areas. b. All access points must be POE (Power over Ethernet). c. Infrastructure must be capable of segregation into three networks, seamless roaming and based on mesh topology. Wireless and VoIP Infrastructure Page 2 of 20

3 B. VoIP Infrastructure (see Appendix C for handset numbers) a. Handsets in each instructional and work space (see Appendix C for handset numbers). b. Executive handsets in each administrator office space. c. Receptionist stations where appropriate. d. Ability to use analog trunks (and the current # of lines into) existing from Sasktel at each site. e. Power backup for VoIP system infrastructure. C. Options for Managed Services a. Each system must have the option for managed (hosted / cloud based) services as well as in house services. b. Preference will be given to systems that allow for a unified control system between the wireless and VoIP infrastructure. 1.8 VENDOR REQUIREMENTS A. The contract must provide for periodic price reviews to ensure that pricing is competitive throughout the life of the contract. a. The contract must include penalties tied to inability to meet Service Level Agreement commitments, including a clause to terminate the contract without penalty if the service provider fails to meet SLA commitments for 3 consecutive months. b. Supplier location cannot be used to limit liability. 1.9 VENDOR QUALIFICATIONS AND REFERENCES A. All vendors must provide the following information in order for their proposal to be considered: A brief outline of the vendor company and services offered, including: Full legal name of the company; Year business was established; Number of people currently employed; Provide any information the Proposer believes demonstrates its financial strengths, professional strengths, and abilities that make them qualified; Clearly identify any and all third parties or subcontractors that will support the project and submit separate capability and suitability information to demonstrate the subcontractor s qualifications; An outline of the services they currently support; description of their geographic reach and market penetration; An outline of their partnerships and relationships to date; B. Project Management: Please include list of individuals, including titles, who would be involved in the management, implementation, and maintenance of this project and detail their responsibilities. Please include details on major task start dates, end dates and milestone dates. Please show the start and end dates, and milestone dates of implementation and transition. Please propose a Service Level Agreement including standard and optional services. The proposal shall also include a flat rate for labour, devices, and implementation should the sites change prior to implementation. Workers Compensation The Proposer and or its sub-contractors shall be registered with the Workers Compensation Board of Saskatchewan, shall provide and maintain Workers Compensation coverage throughout the term of the Contract and shall provide LOCCS with evidence thereof upon request. Insurance - The Proposer shall provide and maintain commercial general liability insurance, adequate to cover potential liability all inclusive, with LOCCS being added as an additional insured, with a cross liability clause, to remain in place at all times during the Wireless and VoIP Infrastructure Page 3 of 20

4 performance of the Work. Deductibles shall be borne by the Proposer. Proposer shall provide LOCCS with evidence thereof upon request. Redundancy and Disruptions of Services Provide a description of your system s capabilities with regard to a wide area network. Describe any possible solutions for redundancy/backup service with your system. Describe the maximum time to restore service after a disruption and service reliability. Monthly Service, Repairs, and Connectivity - Please provide a detailed description of the level of service offered as part of the maintenance charges. Information on current clients, including: Total number of current clients; A list of clients with similar needs using similar services; Evidence of successful completion of a project of a similar size and complexity. References: Contact information for three references (if possible) from projects similar in size, application, and scope and a brief description of their implementation REQUIREMENTS All vendors must ensure that their project costing is broken down as follows (this being the minimum detail needed) for the implementation of their solution for LOCCSs project as described in this RFP. Costs should be identified as either capital or non-capital in nature, maintenance, service, etc. The vendor must agree to keep these prices valid for 90 days as of April 10, Site visits will be encouraged so the vendor may determine wiring and labour cost (flat rate) which must be included as part of the implementation cost. All relevant hardware to be included in the project costs. (Switches, UPS, mounting hardware, etc) Deployment shall be completed by August 1st, Site Name VoIP Infrastructure Wireless Infrastructure Management Services Implementation Services Ongoing Costs (including training)) Wireless and VoIP Infrastructure Page 4 of 20

5 1.11 COMMUNICATION Verbal communication shall not be effective unless formally confirmed in writing by the specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication. A. Vendors Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between LOCCS and service providers as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to: Light of Christ RCSSD #16 Attention: Tom Hawboldt, Manager of Technology th Ave. North Battleford, SK S9A 3N5 Telephone: B. Informal communications shall include, but are not limited to: requests from/to service providers or service providers representatives in any capacity, to/from any LOCCS employee or representative of any kind for information, comments, speculation, etc. Inquiries for clarifications and addenda may be submitted verbally to the above named at any time. C. Formal communications shall include, but are not limited to: Questions concerning this RFP must be submitted in writing and be received prior to March 20, 2014, 4:00pm CST. Errors and omissions in this RFP and enhancements. Service providers shall bring to LOCCS any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, service providers shall recommend to LOCCS any enhancements, which might be in LOCCSs best interests. These must be submitted in writing and be received prior to March 20, 2014, 4:00pm CST. Inquiries about technical interpretations must be submitted in writing and be received prior to March 20, 2014, 4:00pm CST. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process. Verbal and/or written presentations and pre-award negotiations under this RFP. Addenda to this RFP. D. Addenda. LOCCS will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within 3 business days. All addenda will be posted to our Web site only: LOCCS will not respond to any questions/requests for clarification that require addenda, if received by LOCCS after March 20, 4:00 PM CST METHOD OF AWARD A. Method of Award The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, best functionality, and price as determined solely by LOCCS. The purpose of this Wireless and VoIP Infrastructure Page 5 of 20

6 RFP is to identify those suppliers that have the interest, capability, and financial strength to supply LOCCS with a solution identified in the Requirements. Shortlisted Proposers may be required to attend an interview and make a presentation. The purpose of the interview is to discuss the proposal including the description of the work. The ability of Proposer(s) to fulfill all requirements as outlined in the Request for Proposal will of course be assessed. LOCCS does not bind itself to accept the lowest or any tender. Evaluation Criteria: B. Selection and Notification Proposer s fit to requirements and proven ability. Network design proposal, scope of service, technical merit. Financial stability of vendor. Total cost and value for money. Quality Control and Assurance. Maintenance and Service agreement. The Division reserves the right to accept in whole or in part or reject any proposal or any part thereof, and to annul the process and reject all proposals at any time, without thereby incurring any liability to the affected proposers or any obligation to inform the affected proposers of the grounds for the Division s action. Service providers determined by LOCCS that possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail. Wireless and VoIP Infrastructure Page 6 of 20

7 APPENDIX A: RECEIPT CONFIRMATION RFP No Wireless and VoIP Infrastructure Please complete this form Light of Christ RCSSD #16 and fax IMMEDIATELY to: th Ave, North Battleford, SK S9A 3N5 Attention: Thomas Hawboldt Manager of Technology Fax: (306) Failure to return this form may result in a termination of communication regarding this RFP. COMPANY NAME: (Please print) ADDRESS: CITY: PROVINCE: POSTAL CODE: CONTACT PERSON: (Salutation / First Name / Last Name) PHONE NO: FAX NO: ADDRESS: I have received a copy of the above noted RFP. Yes, I will be responding to this RFP. I also authorize the Boards to send further correspondence that it deems to be of an urgent nature by the following method: Courier collect Facsimile No, I will not be responding to this RFP. I understand that if I do not submit a Proposal, this will not affect our company s status as a potential Proponent to the Boards in the future. I also understand that if I do not return this form, our company will not receive any further notices with regard to this RFP. NON-DISCLOSURE AGREEMENT The content of this RFP is regarded as proprietary to the Boards and the Proponent. This RFP, any subsequent Contract and all pertinent information, are deemed confidential and may not be disclosed to any third party without the prior written permission of both parties. SIGNATURE: TITLE: DATE: Wireless and VoIP Infrastructure Page 7 of 20

8 APPENDIX B: Sites SITE Address P. Code Phone Fax 1 - John Paul II th St. North Battleford S9A 0K Holy Family th Ave. North Battleford S9A 2W Rivier Box 678 Spiritwood S0J 2M St. Mary th St. North Battleford S9A 2J Ecole Monseigneur Blaise Morand th St. North Battleford S9A 0H St. Peter s Box 598 Unity S0K 4L Notre Dame th Str. North Battleford S9A 1S Central Office th St. North Battleford S9A 3N Wireless and VoIP Infrastructure Page 8 of 20

9 APPENDIX C: Handset Numbers Receptionist Executive Standard St. Peter s Rivier Notre Dame Ecole Monseigneur Blaise Morand John Paul II Collegiate Holy Family Central Office St. Mary Totals Wireless and VoIP Infrastructure Page 9 of 20

10 Site One: John Paul II Collegiate: Main Floor Wireless and VoIP Infrastructure Page 10 of 20

11 Site One: John Paul II Collegiate: 2 4 Floors Wireless and VoIP Infrastructure Page 11 of 20

12 Site Two: EMBM: Main Floor Wireless and VoIP Infrastructure Page 12 of 20

13 Site Two: EMBM: Basement Wireless and VoIP Infrastructure Page 13 of 20

14 Site Two: EMBM: Second Floor Wireless and VoIP Infrastructure Page 14 of 20

15 Site Three: Holy Family Wireless and VoIP Infrastructure Page 15 of 20

16 Site Four: Rivier: Main Floor Wireless and VoIP Infrastructure Page 16 of 20

17 Site Five: St. Peters: Main Floor Wireless and VoIP Infrastructure Page 17 of 20

18 Site Six: Notre Dame: Main Floor Wireless and VoIP Infrastructure Page 18 of 20

19 Site Seven: St. Mary: Main Floor Wireless and VoIP Infrastructure Page 19 of 20

20 Site Eight: Central Office: Main Floor Wireless and VoIP Infrastructure Page 20 of 20

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