1 Request for Proposals St Charles CUSD 303 ERATE PROGRAM INTERNET SERVICES
2 Table of Contents 1. BACKGROUND 3 2. EVALUATION CRITERIA PURPOSE AND SCOPE GENERAL CONFIGURATION & REQUIREMENTS 7 5. VENDOR RESPONSIBILITIES AND REQUIREMENTS GENERAL REQUIREMENTS REFERENCE AND EXPERIENCE PROPOSAL PRICING.. 15
3 Request for Proposals St Charles CUSD 303 ERATE PROGRAM INTERNET SERVICES Background 1.1 St Charles CUSD 303 is seeking proposals for Internet access. The District is part of a group of districts including St. Charles CUSD 303, Geneva CUSD 304, Central CUSD 301 and Kane County seeking services. Information about the District and its schools can be obtained at the district web site Currently, the District is part of the group of districts referenced above, excluding Central CUSD 301. Service is provided by a single vendor and each of the three participating districts has an allocation of 125 mbps. Traffic is routed to the Internet from a meet point in the DuPage Technical Park. 1.3 The District is interested in securing a contract for Internet service as the group of districts included herein. The total speed of the service sought will be determined by the responses received, but will be at minimum the sum of the bandwidth outlined below The combined group s bandwidth will, at a minimum, consist of the total of 125 mbps for Batavia CUSD 101, 50 mbps for Central CUSD 301, 125 mbps for Geneva CUSD 304, 250 mbps for St. Charles CUSD 303 and 200 mbps for Kane County The combined group wishes to split the total bandwidth into two (2) internet connections, each internet connection being allocated 50% of the combined bandwidth Each member of the group wishes to receive a proposal with identical responses to the other members, other than pricing related to the specific bandwidth requested by the District.
4 1.4 Using Kane County fiber, the group has four preferred meet points: Dupage Technology Park where Kane County rents a ½ rack of space; The Kane County Circuit Court Clerk building at 540 S. Randall Road, St. Charles, Il; or Kane County Judicial Center at 27W775, Route 38, St. Charles, IL Elgin Community College, B which is building B, room A one (1) or two (2) vendors will be selected by the group of districts, but individual contracts will be executed The winning vendor (s) will invoice each participating agency separately. 1.6 Response Requirements: Proposals must be submitted to the District before 11:30 am CST, Monday, January 28, Proposals received after 2:00 PM will not be considered. Proposals must be submitted to: Mr. John Reichling St Charles CUSD S. Peck Rd St. Charles, IL Responders must supply one (1) original, four (4) printed copies, and one CD or thumb drive of the response Responders must be registered with the School and Libraries Division (SLD) of the USAC. The website is Respondents must provide the SPIN assigned by the SLD Proposals are to be formatted such that any requested information is provided directly beneath each numbered section in which the information is requested, or in the specific forms provided within the this document.
5 1.7 Questions on this procurement should be directed, in writing, via to: Tom Jakobsen 1.8 The schedule for this procurement is as follows in Table 1. Selection Process Step Table 1 Estimated Date(s) Publish /21 RFP/Bid Issued 12/21 Final Date for Questions 1/11 Publish Addendum 1/15 Proposals Due 1/28 Contract Negotiations Complete Presentation of Recommendation to Board TBD TBD 1.9 General Related Documents The General Provisions of the Contract apply to the work in this Specification General Requirements The Contractor shall be responsible for the protection of his work until such time that the Owner issues written acceptance of the INTERNET Services The Contractor or Subcontractor warrants that he is familiar with and he shall comply with Federal, State, and local laws, statutes, ordinances, rules, and regulations, and the orders and decrees of any courts or administrative bodies or tribunals in any manner affecting the performance of the contract, including, without limitation, Workmen's Compensation Laws, minimum salary and wage statutes and regulations, laws with respect to permits and licenses and fees in connection therewith, and laws regarding maximum working hours. No plea of misunderstanding or ignorance thereof will be considered Whenever required, the Contractor or Subcontractor shall furnish the Owner with satisfactory proof of compliance with said Federal, State and local laws, statutes, ordinances, rules, regulations, orders, and decrees.
6 1.11 Qualifications of Responder The Contractor shall be licensed to do business in the State of Illinois The Responder may be requested, prior to award of contract, to submit written evidence of financial position and current commitments. Refer to the Terms and Conditions for additional requirements The Owner may make such further investigations of contractors as he deems necessary to determine the ability of the contractor to perform the work and the contractor shall furnish to the Owner all such data for this purpose as the Owner may request. The Owner reserves the right to reject any RFP if the evidence submitted, or investigation of such contractor, fails to satisfy the Owner that such contractor is properly qualified to carry out the obligations of the contract and to complete the work contemplated The subcontractor shall assume all rights and obligations toward the Contractor that the Contractor assumes toward the owner Coordination The Contractor is to coordinate their activities with the Owner s Project Manager on the project and attend project management meetings as directed Prior to the project kick-off meeting, the successful Contractor is to prepare and furnish to the group s Project Manager (PM) a detailed installation schedule of events for the Internet services installation. The schedule is to indicate daily work of the project. This schedule will be utilized to track the progress and status of the installation. The schedule must comply fully with the completion dates included in the Contract Documents unless modified by issuance of an Addendum The preparation and agreement to an installation schedule is to be coordinated between the Contractor and the group s PM.
7 Evaluation Criteria 2.1 All proposals will be evaluated using the following general evaluation criteria: Table Evaluation Criteria Criteria Points Price 30 Technical Functionality 25 Completeness and Accuracy of Proposal 10 References & Experience 25 Service and Support 20 Total The evaluation process will consist of review and evaluation of proposals received by a team consisting of personnel from each of the districts and consultants. 2.3 The evaluation team will review and score each proposal based on the criteria listed in Table Purpose and Scope The purpose of the Request for Proposal (RFP) is to solicit proposals from vendors to provide Internet Service for the District. The Internet Services will provide connectivity for all District locations. The District requires highly reliable and resilient services to ensure continuous use by students, staff, and administration as well as voice communications with the larger community. General Configuration & Requirements 4.1 Internet Services - The District s current internet contract expires June 30, The district is interested in provisioning a total of 100 Megabit per second (Mbps) to the Internet. The District expects to contract with two internet access providers, each in a minimum amount of 50% of the total contracted by the District. The District wishes to share the bandwidth with the other agencies listed in this RFP. 4.2 Term of the Agreement The District will evaluate alternative 1, 2, and 3 year agreements at the sole discretion of the District for the Internet services. Proposers are required to provide ongoing maintenance, support, and Network Operations Center services throughout the term of the agreement. 4.3 Growth Flexibility Given the term of these agreements, the District has a requirement for growth flexibility. Describe the process for expansion of bandwidth for all of the facilities sizes listed in the Pricing section of this document. Be specific about timing, down-time, and cost of moving to larger access facilities. The District
8 will not extend the time frame of the initial contract to secure these expanded facilities, nor will the District accept financial penalties for increasing bandwidth. 4.4 Internet Services Requirements The District requires provision of high bandwidth, highly reliable, and resilient Internet access to provide service to all District locations: The District requires load balanced Internet access from two of four potential hand-off locations as described elsewhere in this document Please describe the vendor equipment required at the potential hand-off location Please describe any vendor facilities requirements (power, rack space, HVAC) at the potential hand-off location Please describe the exact method of interconnecting District network to vendor provided Internet access. 4.5 Describe the capabilities of the service, particularly in regard to shared capacity The service should be burstable, until the share capacity is fully subscribed. 4.6 Each District wishes to receive a monthly summary of bandwidth used and District bursts over the subscribed minimum. Graphical reporting would be preferred Please describe how each subscriber s bandwidth would be monitored and reported. 4.7 The District requires load balanced Internet access from two distinct vendors Describe load balancing capabilities, particularly in regard to load balancing with ICN Describe load balancing capabilities, particularly in regard to other providers. 4.8 The District requires pricing for various bandwidth sizes to be available at any of the four possible Data Center locations Vender to provide a minimum of 3 class C address blocks for use by the Districts Vender to provide reverse DNS services for use by the Districts.
9 4.9 Describe the process for increasing the amount of bandwidth to any location. Bandwidth changes may exceed 1 Gb during the term of the contract. Be specific about equipment changes, timing, costs, etc Discuss whether the District can upgrade to IPV6 during the term of the agreement Discuss vendor IPV6 readiness Discuss any charges that may apply Discuss potential duration of an IPV6 upgrade Please outline the proposed service level agreement (SLA) that the District can expect for the service Please outline any applicable penalties for missing the proposed SLA Provider must maintain a minimum of two Tier 1 internet access connections in a fully redundant environment Provide a discussion of the implementation and testing process, including the latest possible agreement date from which the provider will guarantee service availability by June 30, The Internet Services must be a turnkey offering. The vendor must provide complete installation of the Internet, including extending the Internet Services inside County buildings from any entry or demarcation point to the designated County communications room County will provide computer room rack space in designated County buildings Vendor to provide computer room rack space in Dupage Technology Park location The vendor must provide ongoing maintenance and repair of the Internet on a 24X7 basis for the term of the agreement. Pricing for this service is to be included in the cost detailed in Section 4. Provide a copy of a sample Maintenance Agreement Please describe response times provided by the proposer for issues related to this service Please describe Service Desk ticketing procedures in use by the proposer for this service.
10 Please describe escalation procedures for outages related to this service As a participant in the cooperative, each District reserves the right to call in trouble tickets, escalate existing tickets and participate as a full partner to problem resolution. Vendor Responsibilities and Requirements 5.1 The Vendor will be responsible for the installation and configuration of the Internet Services as specified above. 5.2 The Vendor shall name a project coordinator who shall work with the District s Project Manager to provide and approve a project schedule. The schedule shall take into account all aspects of the project, including site survey, design, installation, extension of services to building computer rooms, location and configuration, and proof of performance testing. When installing the System in a facility with other construction occurring simultaneously, the Vendor shall coordinate with the Construction Project Manager for the District. 5.3 All products, hardware, and software should be original manufacture, new, shipping, and current as of the bid due date. 5.4 Vendor Completion Criteria - Vendor s work at each location shall be considered complete after the following has been accomplished: The District s Project Manager has inspected all installations and reviewed proof of performance tests and accepted the installation The Vendor has provided the County and the District with a formal knowledge exchange consisting at a minimum of: Documentation of all network device configurations (may be in electronic form) A diagrammatic overview of all device interconnections, such as Visio, CAD, etc Milestones that are to be scheduled, as a minimum, are: Inspect each site requiring fiber optic installation Meet with the District Project Manager to review potential entry points, pathways, and equipment location
11 With the District s approval, finalize the bill of material and order the necessary equipment Installation of equipment Turn up and final testing Post-implementation documentation Post-implementation support Additional coordination with the Owner s PM is to be performed to ensure that work scheduled around the other trade activities does not delay the project General Requirements 6.1 The RFP must be returned to: Mr. John Reichling St Charles CUSD S. Peck Rd St. Charles, IL NOT LATER THAN: Monday, January 28, 2013 at 2:00 PM. 6.2 All envelopes MUST be sealed and marked: ERATE PROGRAM INTERNET Services Procurement 6.3 RFP RESPONSES MAY NOT BE FAXED 6.4 The Board of Education reserves the right to reject any or all RFPs 6.5 Reminder - Double Check for enclosures and signatures 6.6 All pricing will be honored through September If the Vendor will not hold pricing, the proposal will be rejected. The Vendor must indicate if pricing will be maintained through September 2013.
12 Reference and Experience 7.1 Provide at least three (3) references of similar services by the using the tables provided below expanding them as necessary to include all relevant information. The references must be for similar size K-12 or higher education customers with similar environments and end users. Table Reference #1 Reference (use same format for all references) Customer Name Contact Name Contact Address Contact Telephone Number Contact Installation Date of Comparative System Description of Comparative Systems include information on number of locations, time frame of completion, applications implemented, etc. Table Reference #2 Reference (use same format for all references) Customer Name Contact Name Contact Address Contact Telephone Number Contact Installation Date of Comparative System Description of Comparative Systems include information on number of locations, time frame of completion, applications implemented, etc.
13 Table Reference #3 Reference (use same format for all references) Customer Name Contact Name Contact Address Contact Telephone Number Contact Installation Date of Comparative System Description of Comparative Systems include information on number of locations, time frame of completion, applications implemented, etc.
14 Proposal 8.1 To be considered, the Proposer must complete the certifications forms attached below: 8.2 CONTRACTOR'S CERTIFICATION OF COMPLIANCE WITH SCHOOL DISTRICT POLICY RE: CONTRACTOR EMPLOYEES CONVICTED OF CERTAIN OFFENSES 8.3 SEXUAL HARASSMENT POLICY CERTIFICATION 8.4 Acknowledgements - By submission of this Proposal, the Proposer certifies that: 8.5 The supplier has verified prices and the conditions of this Proposal. That this Proposal has been reviewed and accepted by all appropriate parties constituting this offer. 8.6 The individual signing this Proposal certifies that he/she is a legal agent of the Proposer and is further authorized to represent the offering and is legally responsible for the decision as to the prices and supporting documentation provided. 8.7 Completion Time The Owner will not be responsible to the Contractor for additional costs incurred by the Contractor in meeting guaranteed completion dates for performing the work of the Specifications including work performed on evenings, weekends, or holidays.
15 Pricing 9.1 Provide detail on the timing and method of payment from the District for the Internet services up-front construction and/or installation costs, annual or monthly payments for service, annual or monthly payment for maintenance and repair, etc. 9.2 Internet Pricing Table - Complete the tables below for Internet connectivity as defined in Section 4, based on a 1-year agreement, a 2-year agreement and a 3- year agreement. The District, in conjunction with the agencies involved in this RFP, will have sole discretion in determining contract duration. The contract duration will be consistent across all jurisdictions. Service 50 Mb 100 Mb 200 Mb 300 Mb 400 Mb 500 Mb 750 Mb 1 Gb Table Internet Pricing 1-Year One-time Ongoing Monthly Installation Cost Cost Total 12- month Cost
16 Service 50 Mb 100 Mb 200 Mb 300 Mb 400 Mb 500 Mb 750 Mb 1 Gb Table Internet Pricing 2 Years One-time Ongoing Monthly Installation Cost Cost Total 24- month Cost Service 50 Mb 100 Mb 200 Mb 300 Mb 400 Mb 500 Mb 750 Mb 1 Gb Table Internet Pricing 3-Years One-time Ongoing Monthly Installation Cost Cost Total 36- month Cost 9.3 Point of Presence Specify which point of presence or points of presence the proposer wishes to utilize as a part of the above pricing. 9.4 Sample Contract Provide a copy of the standard agreement offered by the proposer. The District is interested in negotiating a final agreement based on the vendor-provided document.
17 Required Signatures Authorization: Signature of Authorized Company Representative: Name of Authorized Rep. - (Typed): Signature: Date: Employer Identification Number: Company Name: Street Address: City, State, Zip: Notarization: My being duly sworn deposes and says that the information provided herein is true and sufficiently complete so as not to be misleading. Subscribed and sworn before me this day of, 2012 Notary Public: (Signature) (Printed Name) My Commission expires: (Notary Seal)
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