1 Request for Proposal For: High-Speed Internet Service MPLS Site to Site Network St. Andrew's Parish Parks & Playground Commission Bid Deadline: July 17, 2015 at 12 Noon
2 Request for Proposal P a g e 2 Table of Contents 1. Confidentiality Statement Submission Details...3 Pre-Submission Questions...3 Submission Deadlines...3 Submission Delivery Address...4 Submission Questions...4 Electronic Submissions Introduction and Executive Summary Business Overview & Background Scope of Work and Technical Requirements...5 General...5 Internet Services...5 Installation Services...6 Help Desk Services...6 Additional Information: Assumptions & Constraints Pricing / Monthly Billing Proposal Requirements Selection Criteria Process Schedule...8
3 Request for Proposal P a g e 3 1. Confidentiality Statement This document, and any attachments thereto, regardless of form or medium, is intended only for use by the addressee(s) and may contain legally privileged and/or confidential, copyrighted, trademarked, patented or otherwise restricted information viewable by the intended recipient only. If you are not the intended recipient of this document (or the person responsible for delivering this document to the intended recipient), you are hereby notified that any dissemination, distribution, printing or copying of this document, and any attachment thereto, is strictly prohibited and violation of this condition may infringe upon copyright, trademark, patent, or other laws protecting proprietary and, or, intellectual property. In no event shall this document be delivered to anyone other than the intended recipient or original sender and violation may be considered a breach of law fully punishable by various domestic and international courts. If you have received this document in error, please respond to the originator of this message or him/her at the address below and permanently delete and/or shred the original and any copies and any electronic form this document, and any attachments thereto and do not disseminate further. Thank you for your consideration, Please respond to with any questions or concerns. 2. Submission Details Pre-Submission Questions Prior to submitting your response, you may contact the following person if you have any questions or require clarification on any topic or the scope of work covered in this Request for Proposal: Susan Klugman Finance Director Tel: ext Submission Deadlines All submissions in response to this request must be submitted on paper and delivered to our office, as stated below, no later than: Friday, July 17, 2015 No later than 12 Noon Proposals must be submitted in a plainly marked and sealed envelop with the bidder's name and addressed Attn: ISP/MPLS RFP.
4 Request for Proposal P a g e 4 Any submission received at the designated location after the required time and date shall be considered late and non-responsive. Late proposals be rejected and will not be evaluated for award. Submission Delivery Address The delivery address to be used for all submissions is: 1095 Playground Rd Charleston, SC Attn: ISP/MPLS RFP Submission Requirement Questions You may contact the following person if you have any questions regarding the RFP submission requirements: Susan Klugman Finance Director Tel: ext Electronic Submissions Electronic submissions in response to this Request for Proposal will not be accepted. 3. Introduction and Executive Summary (StAPPC) is currently seeking proposals from qualified Internet Service Providers who will provide redundant high-speed internet services and MPLS connections for and between two separate geographic locations in South Carolina and Michigan. 4. Business Overview & Background St. Andrew's Parish Parks & Playground Commission was created by the General Assembly of the State of South Carolina in In addition to three public parks and a full service fitness center, the Commission owns, manages and operates a server based, real time recreation management software system, etrak-plus, with clients in 15 states comprising of state, county and local parks and recreation departments.
5 Request for Proposal P a g e 5 5. Scope of Work and Technical Requirements General St. Andrew's Parish Parks & Playground Commission seeks to contract with a Regional Tier 1 or Tier 2 telecommunications internet service provider to provide fiber optic high-speed, low latency broadband internet services for our parks & recreation software management division, etrak-plus. The high-speed data connection shall provide symmetric connectivity of 20/20 mbps upstream/downstream to the corporate office located at 1095 Playground Road, Charleston, South Carolina and symmetric connectivity of 20/20 mbps upstream/downstream to our remote site located at Hubbard Road, Livonia, Michigan Concurrently, StAPPC seeks to contract with a qualified Regional Tier 1 or Tier 2 internet service provider for a 1.5mbps MPLS site-to-site network between the corporate office in South Carolina and the remote site in Michigan. Internet Services The qualified VENDOR shall provide and/or maintain and/or install as part of its contract the following: (Please provide details as part of the RFP response.) a) No less than 20mbps of duplex business class of Internet transit. b) Connectivity via one Gigabit Ethernet (GE) interface. c) Proof of two redundant upstream providers. d) Bandwidth 24 hours per day, 365 days per year. e) Network engineering support 24 hours per day, 365 days per year. f) Maintain network monitoring capability and notification to StAPPC at the point of any disruption of service. g) Web-based bandwidth utilization reporting. h) Contiguous range of five Public IP addresses. i) StAPPC shall maintain control over DNS services as primary with authoritative control. j) Install all services and equipment included in proposal. k) Minimum uptime % per month with minimum of four (4) hours response and resolution to problems, with documented monetary discounts given for outages exceeding four (4) hours. StAPPC will allow for brief pre-arranged outages during off-hours for vendor maintenance. (Please provide detailed information concerning your resolution of network outages.)
6 Request for Proposal P a g e 6 Installation Services Please provide detailed information regarding the extension of services from the DEMARC/MPOE which will include ethernet handoff to the installation point at each site's equipment location. Help Desk Services Please provide a detailed breakdown of the following help desk service areas: a) 24 x 7 x 365 Support b) Quality of Services (QoS) c) Life-Cycle Management of Help Calls d) Single Point-of-Contact e) End-User Satisfaction Surveys f) Real-Time Updates regarding Moves, Adds and Changes g) Problem Resolution Additional Information: Please provide the following additional documentation as part of your RFP response: a) VENDOR's complete service level agreement (SLA). b) VENDOR's policy on bursting bandwidth utilization. c) VENDOR's E-rate SPIN number. d) Proof that VENDOR's E-rate annual SPAC has been submitted. 6. Assumptions & Constraints I. The VENDOR shall assume responsibility for meeting project deadlines regardless of weather and shipping delays. II. The VENDOR will be required to comply with all applicable laws for the State of South Carolina and the State of Michigan including but not limited to Labor Laws, Wages and Workers Compensation. III. The VENDOR must be acquainted with the nature and location of the project; the local conditions especially those associated with the handling and storage of materials, availability of labor, water, electric power and roads, the condition of the facilities; and the character of equipment and facilities needed before and during the performance of the work. IV. The VENDOR is responsible for procuring all Federal, State and local permits and licenses, becoming familiar with, following and meeting all regulations and standards including those of South Carolina Department of Health and Environmental Control (DHEC) and Federal Occupational
7 Request for Proposal P a g e 7 Health and Safety Administration (OSHA) and the American with Disabilities Act (ADA); paying all charges, fees and taxes; and giving and posting all notices necessary in performing the work. VENDOR shall supply a list of sub-contractors involved in the project. VENDOR shall show proof that all sub contractors are licensed and bonded. V. The VENDOR must be prepared to provide services in both locations beginning September 1, VI. The VENDOR must be available to attend (either in person or via teleconference) the initial project meeting on Monday, July 20, 2015 at 9:00 am EDT. 7. Pricing / Monthly Billing I. Pricing shall be quoted on a three (3) year contract initial term, and include an option to extend for an additional two (2) 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. II. Pricing shall be quoted per mbps of bandwidth purchased per each location. III. Pricing may be tiered for levels of service IV. Pricing shall show monthly recurring costs and one-time installation costs. V. Invoicing must be done monthly, payable Net 30 and shall include detailed breakdown of services including dollar amount per mbps of bandwidth per location. 8. Proposal Requirements I. Proposal Cover Statement a. The RFP Response must include a cover letter with original signature of the authorized Vendor Representative, which must be attached to the original RFP response and must precede the narrative. II. Table of Contents RFP a. Please provide a table of contents for your RFP response. III. Organization s Narrative: a. State your organization s name (include parent name if applicable.) b. Give a brief history and description of your organization and the business(es) in which you are engaged. (When was your organization founded? What is your mission and vision statement? How long have you been in the current business? Who are your customers? How is your organization governed and managed? c. Provide a list of your Charleston, SC and Livonia, MI offices and current staff. If office locations are not local, describe how your organization intends to provide responsive and quality services to StAPPC.
8 Request for Proposal P a g e 8 d. List any accreditation and/or affiliation your organization may have with local, state, or national oversight organizations. e. Describe the experience of your staff in delivering your service, including their credentials. f. Identify the Project Manager and other key personnel who will be administering the contracted services. g. Tell us anything else you would like us to know about your organization that is relevant to your RFP response. h. Provide three professional references for projects similar in scope and size. i. Please limit your organization narrative to no more than two pages. IV. Technical Details / Scope of Work: a. Detail how your organization intends to deliver and/or maintain and/or install the services as outlined in the Scope of Work (Internet Services, Instillation Services, Help Desk Services and Additional Information) and the proposed timeline for each segment or part. V. Cost/Fee Information: a. Detail the total costs and fees for providing the services as well as training and technical assistance on the utilization of the service as outlined in the Scope of Work and as specified under Pricing / Monthly Billing. 9. Selection Criteria I. VENDOR selection shall be based on a two-part rubric that includes a Vendor Selection Scorecard and the Average Score given by provided references. II. This RFP does not commit the Commission to award a contract, pay any cost incurred in the preparation of a proposal in response to the RFP or to procure or contract for any services. III. This project will not necessarily be awarded to the lowest bidder. All responses to this RFP will be evaluated based on the response that is the most advantageous to StAPPC and will provide the highest quality of service at a fair and competitive price. Furthermore, St. Andrew's Parks and Playground reserves the right to award in whole or in part and / or reject any and all bids. 10. Process Schedule Release of Request for Proposal: Wednesday, Deadline for Pre-bid Questions: Wednesday, July 15, 20151:30 pm EDT RFP Sealed Submissions Due: Friday, July 17, 2015 at 12:00 noon EDT Vendor Evaluations: Friday, July 17, 20151:00 pm - 4:00 pm EDT
9 Request for Proposal P a g e 9 Letter of Award: Friday, July 17, :00 pm EDT Notice to Proceed and Project Meeting with Selected Vendor: Monday, July 20, 2015 at 9:00 AM EDT Planned System Cut-Over: August 28, 2015 through August 31, 2015
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