1 1501 E. Valencia Road, Fort Mohave, AZ Office: Fax: Request for Proposals Wi-Fi Internet Connections, Wireless Network Security and Maintenance Funding Year: 7/1/2015-6/30/2016 Form 470 USCN: The required Posting period for this RFP will expire on 02/23/15. Young Scholar s Academy is seeking to add a wireless capability (Wireless Access Points, wireless NIC s, PoE Switches). Complete installation, basic maintenance services, and managed Wi-Fi is sought. Young Scholar s Academy consists of eleven buildings, which include twenty-one classrooms, one library, one tech lab, one gym, and four offices (please see attached property schematic). 1. Requirements: a. It is the responsibility of the contractor to properly configure the system. Failure to configure the system properly is wholly the responsibility of the contractor. Young Scholar s Academy will demand the proper configuration of the finished system without additional expenses whatsoever to the school. This school is not to be considered an expert in the technical field of computer networks. Young Scholar s Academy is supplying the contractors with maximum and minimum capacities in an effort to locate the most efficient and effective system solution. The contractor shall guarantee all equipment for a period of at least five years after date of acceptance of equipment by Young Scholar s Academy and shall repair or replace any or all such equipment, together with any other equipment which may be displaced in so doing, that may prove defective in workmanship and/or materials within five years from date of acceptance without expense whatsoever to Young Scholar s Academy, ordinary wear and tear, unusual abuse or neglect excepted, appropriately. 2. Current Services a. Internet Service Provider i. Young Scholar s Academy is currently contracted with Suddenlink Communications for Fiber Optic Internet Services. b. Wireless Service and Internet Access i. Each building s network connections are routed through Cisco Small Business Switch SG or 36. ii. Young Scholar s Academy currently uses residential routers to deliver wireless connections. 3. Services Requested a. Internal Connections and Upgrades i. Young Scholar s Academy desires to upgrade our existing computer network with wireless access points needed to serve our entire campus. It is our desire to create a BYOD environment that is secure, reliable, and manageable.
2 1501 E. Valencia Road, Fort Mohave, AZ Office: Fax: Procurement a. Ordering of all or any of the equipment and software listed above is contingent upon successful application by and funding being available to Young Scholar s Academy from the E-Rate discount program of the Telecommunications Act (SLC). Young Scholar s Academy reserves the right to modify or limit the scope of this request at its discretion. Potential vendors must be able to comply with the provisions of the E-Rate program. 5. Instructions for Submitting Proposals The following instructions are intended to help vendors submit their bids in response to the Request For Proposals (RFP). a. General Instructions: i. All proposals must be submitted in writing to Young Scholar s Academy. ii. iii. iv. Original bids and photocopies must be submitted in hardcopy form. No electronic submissions will be accepted. Include the Universal Service Control Number ( ) in the heading information of the proposal or bid. Bidders must include the original and a minimum of five (5) photocopies for board review. 6. Timeline: a. In accordance with the terms of the E-Rate program, Young Scholar s Academy posted Form 470, USCN: in the SLC website for a minimum of 28 days. This proposal was posted 01/09/15 and will remain until 02/23/15. b. Young Scholar s Academy s deadline for proposals, bids or contracts is 02/23/15 unless otherwise specified on the website or by directly from the Director of Young Scholar s Academy, Mrs. Tonnie Smith or Director of Technology, Jay Wielkie. c. After bids are received, they will be reviewed by the school administration and school board. At that time, the administration will decide whether to proceed with this project or to cancel it, and if it elects to proceed, will choose the contractor for the project. 7. Selection Criteria a. Young Scholar s Academy reserves the right to select bids on criteria other than cost. Criteria which will be considered may include reputation, location and prior history of vendors with Young Scholar s Academy or other schools of similar size, availability of the contractor to schedule and complete the project at a time convenient to Young Scholar s Academy, and cost effectiveness. 8. Mandatory Aspects of the Bid Process a. Young Scholar s Academy specifically reserves the right to modify the scope of projects proposed, including decreasing the size of, postponing, or eliminating the project altogether, at its sole discretion.
3 1501 E. Valencia Road, Fort Mohave, AZ Office: Fax: Responsibilities of Bidders a. The contractor will be the prime contractor and shall be licensed in the State of Arizona to perform proposed work. In addition, the contractor shall be responsible, in total, for all work of subcontractors and for the quality of all materials supplied by the contractor or subcontractors. All subcontractors must be listed in the bidder s proposal, bid or contract. b. All costs for developing and delivering responses to this RFP and any subsequent presentations are entirely the responsibility of the bidder. c. All materials submitted in response to this RFP become the property of Young Scholar s Academy upon delivery and will be incorporated in the contracts. d. The proposer shall keep themselves informed of, and shall comply with all applicable laws, ordinances, rules, regulations and orders of the County of Mohave, State of Arizona, and Federal or public bodies having jurisdiction affecting any work to be done to provide the services required. The proposer shall provide all necessary safeguards for safety and protection, as set forth by the United State Department of Labor, Occupational Safety and Health Administration (OSHA), as well as by any applicable state and local laws. e. The contractor shall pay for all applicable taxes, royalties and license fees. The contractor shall defend all suits or claims for infringement of any patent rights and hold Young Scholar s Academy harmless from loss when a particular process, design, or the product of a particular manufacturer(s) is specified. f. The proposer certifies that the prices included in this proposal are no higher than the lowest price it charges to similarly situate non-residential customers for similar services (lowest corresponding price). 10. Contact Information a. All questions or correspondence, should be directed to the attention of Jay Wielkie at the following: (Preferred): Telephone: Fax: Mailing address (for bid submission): Jay Wielkie Young Scholar s Academy 1501 E. Valencia Rd. Fort Mohave, AZ 86426
4 Young Scholar s Academy Property Schematic 1501 E. Valencia Road, Fort Mohave, AZ Office: Fax:
5 Gym 7th/8th 7th/8th 7th/8th SPED Speech ART Storage 1st Storage 1st Kinder Kinder Boys Pre Each classroom/office is Each building with two classrooms is 30' x 56' (1680 sq/ft) The distanst between buildings is The gym has a regulation basketball court with bleachers Uniforms Copy Room nd Girls 6th 6th 5th 5th Library Tech Lab 4th 4th Teacher Lounge 3rd 3rd 2nd
6 1. Does the DMARC reside in the admin building or at each school? a. We have one school. The phone control panel is in the office and the fiber modem is in the Tech Lab 2. Total number of MDF closets? a. One it is located in Tech Lab 3. Total number of IDF closets per Campus or building a. Each building has a Cisco SG or 36 switch that feeds CAT5 lines to two classrooms connecting a minimum of 5 devices 4. Total number of buildings that have IDF closets a. 8 buildings with single switch/1 building with 2 switches/1 building with 4 switches/1 building with non (Gym). 5. Student Count for Campus a. 420 students/40 staff 6. # of classrooms per building a. 8 building with 2 classrooms/1 building with 4 classrooms and 3 offices 7. Active Directory a. No we are not locally supported with servers 8. Type of ceiling? a. Drop ceiling 9. # of Devices expected per student a. Minimum of 1 but would like to plan for 2 each 10. Base speed download x upload a. Down 8.74 Up Single-Mode or Multi-Mode Fiber? a. I don t know the answer to this one. Suddenlink provides the fiber. 12. Was additional floor plans per building available and attached? a. I can provide those. Another contractor has requested sq. footage. We are in the process of compiling that information and will have it shortly. 13. Who will manage the firewall? a. We can but need to understand the how to for this. 14. Who will manage the content filtering? a. We use OpenDNS and will most likely manage it ourselves. However, we would be interested in alternate solutions. 15. Content filtering already in place? a. Yes OpenDNS free service 16. How many common areas need service? a. Library, Gym (we use this for all events), inner area of school (we sometimes host events on our basketball courts) 17. Section 2, b, I states Each building s network connections are routed through Cisco Small Business Switch SG or 36. What is considered a building just the gym and the horseshoe shaped building with classrooms? a. On the schematic the bolded outline areas are building that house at least two classrooms. 18. Where is the MDF? If there are IDFs, where are those located?
7 a. The MDF is in the Tech Lab and we have a switch mounted in each building on the middle wall separating the classrooms. 19. How many switch ports exist currently? a. One switch for each building with 18 ports. 10 are currently used. 20. How much bandwidth is currently available to the internet? a. 10mb and we are requesting a bump to a max od 50mb. 21. Is there any other WAN connectivity (ie, to another school)? a. No, we are a single school 22. The introduction mentions wireless NICs. How many wireless NICs are required and in what devices will they be installed? Exact requirements are needed in order to specify the appropriate hardware. a. At this point, none of our devices require NICs. These was placed in the RFP as a just in case. 23. The introduction also mentions managed Wi-Fi. Does this mean managed services for the wireless network? If so, which of the following are desired: Customer owned solution, vendor managed or owned solution, vendor managed a. Yes Please line item bid for all solutions 24. Are there any outdoor locations that will require wireless coverage? If so, please specify in detail. a. The middle play area does not require Wi-Fi, however a line item bid for coverage would be good to look at. 25. How many wireless devices must be supported by the wireless network, in total? How many devices per classroom? How many devices in the gym? a. Total: we can plan on at least one device for each student and staff. Each classroom houses at least 24 students and 2 staff. The gym is a multipurpose area that we host events such as graduation, Christmas plays, science fair, literacy fair, etc. It would be a high density area from students, staff, and parents. 26. What type of user/device authentication will be required for access to the wireless network? a. Security is a priority. At a minimum, user id and password for direct network access (Staff and Admin). Access to internet with content management for students (ID and password). Guest pass for internet with content control only. 27. Do you require dual band access points, meaning support for both 2.4GHz and 5GHz clients? a. I don t require, but would like a system built that will support future activity. 28. Is support for ac clients required? a. Only if this is the growing trend and it would save to install now as opposed to installing a year or two from now. 29. Are to-scale architectural diagrams available for all in-scope areas requiring wireless coverage? a. If required, we can, at your cost, order copies. 30. Is there a preference of brand? a. There is no preference 31. Can you provide a current network diagram? a. No. Please call me for details. 32. Is there available Rackspace to house wireless components (wireless LAN controllers, management appliances, PoE switching, etc)?
8 a. We have one rack in the Tech Lab. 33. Do you have an existing virtual environment that could support a virtual management appliance (ie, Cisco Prime Infrastructure)? a. We do not have any servers running at this school. 34. Are UPS considered in-scope for this project? a. Yes 35. Is Category 5e or Category 6 data cabling the preference for the new WAP cables? a. Please line item bid for each of these. 36. If there is not a network IDF in each building, is there existing conduit with sufficient space for the running of the new data cabling to the nearest IDF location in a different building? a. We have Cat5 connecting each building. 37. Are any of the new WAP locations estimated to be more than 295 from an existing network IDF which would require new fiber optic backbone to be installed to establish a new network IDF for the distant area? If so, is there an existing conduit structure for the installation of new fiber optic cable? a. No 38. Do all of the building have lift out ceiling tiles, or would the new cables need to be run through the attic of some or all buildings? a. Yes 39. Is there an existing J-hook support system above the ceilings of all buildings for the existing data cables that can be used for the new data cables or would a new cable support system need to be installed in each building? a. No
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