Request for Proposal: Network Switches

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1 Request for Proposal: Network Switches January 20, 2015 School District Waverly Heywood Street PO Box 426 Waverly, NE Erate Identifier: Category Two RFP Network Switches 1

2 Table of Contents Overview Project Specifications Maintenance and Support Pricing and Payment Structure Evaluation Process Discrepancies and Omissions Contingencies Questions and Clarifications...6 Appendix A: Pricing Structure...7 Appendix B: Bid Evaluation Rubric...9 Appendix C: References

3 Overview School District 145 Waverly is seeking proposals for eighteen (18) Cisco Catalyst or Cisco Meraki equivalent 48-port and 24-port Layer 3 switches including forty-one (41) compatible 10-Gigabit s. See Appendix A for further information on part numbers and quantities requested. All proposals which are highly equivalent to or exceed specifications of either the Cisco Catalyst FQ-L, Cisco Catalyst PD-L or Cisco Meraki MS320-48FP, Cisco Meraki MS320-24P will be considered. Top two Resellers may be asked to present their proposal to the district technology staff in person. Vendors will have 24 hours after vendor selection is announced to raise any questions. Questions will be addressed via the web site posting answers to all questions. The District will have the final authority to the resolution of all questions. Installation and implementation is not part of this RFP. Equipment will be drop shipped to the dock at the location at Waverly Middle School, Amberly Road, Waverly, NE It is anticipated that some or all of the costs associated with this proposal shall be eligible for the E-Rate discount under the Federal Communications Commission (FCC) Universal Service Provision (FCC ); therefore, the winning Bidder must understand and comply with all FCC rules and regulations relative to E-Rate. The winning Bidder must be E-Rate eligible and file an FCC form 499A to provide the services requested as well as have a valid Service Provider Identification Number (SPIN) as part of this RFP. Proposals are due in either hardcopy or in electronic form (PDF format) on or before Wednesday, February 18 th, 2015 at 4:00 P.M. CST at School District Waverly, Attn: Lucas Bingham, Erate RFP Response, Heywood Street, PO Box 426, Waverly, NE or ed to ed documents will be time-stamped from the receiving computer. Proposal opening to be on Thursday, February 19 th, 2015 at 2:00 P.M. CST at School District 145 Waverly Central Office Board Room, Heywood Street, Waverly, NE. Questions should be addressed, no later than Friday, January 30 th, 2015, to: Lucas Bingham Ph: Questions and Answers will be posted on district website ( by Wednesday, February 4 th,

4 1.1 Product Specifications. School District 145 Waverly is seeking proposals for 48-port and 24-port Layer 3 switches and 10-gigabit s which meet or exceed specifications of either: Cisco Catalyst FQ-L or Cisco Meraki MS320-48FP Qty 16 (WS-C FQ-L) Cisco Catalyst PD-L or Cisco Meraki MS320-24P Qty 2 (WS-C PD-L) Compatible 10-Gigabit SFP+ Long Range Fiber Modules Qty 36 Compatible 10-Gigabit SFP+ Long Range Fiber Modules Qty Maintenance and Support First two years of licensing/maintenance must be included in the proposal cost (Eligible for Erate funding). If lifetime warranty is included, this needs to be noted in the proposal. Warranty and license of purchased switch will begin upon successful installation and configuration of the switch into the District s network, and not at time of purchase. If lifetime warranty is included, this needs to be noted in the proposal. Full warranty and licensing information needs to be included in the proposal. 3.1 Pricing and Payment Structure Vendors are required to complete Appendix A, by building, as part of their proposal. Final authorization by School District 145 for the purchase of any or all goods or services, MAY be contingent upon the award of funding (a funding commitment decision letter) from the Schools and Libraries Division of USAC for the 2015 E-Rate Funding Year. This RFP will automatically become part of any contract awarded to a vendor. The total dollar amount shown on responses should be the amount of responsibility to the district (non-discounted portion), denoting the subtracted Erate discounts the vendor is responsible for collecting. School District 145 will only accept discounts on invoices; therefore, the winning Bidder will file an FCC Form 474 (SPI Form) to request payment of the discount amount for eligible services after billing the applicant for the non-discount share of the cost of those services. The Bidder shall itemize the cost of E-Rate eligible and ineligible items and will forward copies of all invoices to School District 145 for reconciliation purposes. Payment terms are outlined below. 45 days after receipt of all equipment 30 days after installation and testing by district 90% of contract 10% of contract (2% per building) 4

5 4.1 Evaluation Process Please refer to Appendix B for further details regarding the evaluation process. All responses are required to provide at least three (3) references by filling out and including Appendix C with their response. 5.1 Discrepancies and Omissions Vendors finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns to Lucas Bingham, School District 145 Waverly, Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP. This RFP and its addenda will be part of any possible future contract with successful vendor(s). It is the Bidder s responsibility to assure that all addenda have been reviewed. 6.1 Contingencies This RFP should not be considered as a Contract to purchase goods or services, but is a Request for Proposal in accordance with the Terms and Conditions herein and will not necessarily give rise to a contract. However, RFP responses should be as detailed and complete as possible to facilitate the formation of a contract based on the RFP response(s) that are pursued should School District 145 Waverly decide to do so. Proposals stating that pricing is valid dependent upon availability and/or subject to prior sale will be considered as non-responsive. Completion of this RFP form and its associated Appendices are a requirement. Failure to do so will disqualify your RFP response submittal. Vendors must submit sealed RFP responses by the due date and time as specified herein. Electronic submissions will be accepted if created in PDF format and e- mailed by the due date and time as specified herein. Date and time stamp of receiving computer will govern all s. Vendors will be considered nonresponsive if the above requirements are not submitted as requested. The School District 145 Waverly has the right to reject all submitted proposals and resubmit for new proposals through a revised RFP. School District 145 also reserves the right to adjust, add or terminate services during the course of this contract. School District 145 may, at its discretion, choose to cancel its offer for the purchase of any and all goods or services requested in this bid if E-Rate funding is not approved by USAC, there is a reduction in funding, there are changes in the physical structure of a school (i.e., renovations, demolitions), or for any reason. In the event there are School District 145 budget restraints, the E-Rate program is cancelled, or any other reasons, School District 145 reserves the right to re-negotiate costs with the selected provider. The total quantities of items purchased may change._ School District 145 has provided quantities to best describe the scope of this RFP. 5

6 7.1 Vendor Questions and Clarifications. Questions should be addressed, no later than Friday, January 30 th, 2015, to: Lucas Bingham Ph: Questions and Answers will be posted on district website ( by Wednesday, February 2 nd,

7 Appendix A TABLE 4.1: EAGLE ELEMENTARY SCHOOL Erate Eligible Services Description Qty Unit Total 48-port switch 3 24-port switch 0 10-Gigabit SFP+ long range 10-Gigabit SFP+ short range Maintenance Initial 2 years 6 1 TABLE 4.2: HAMLOW ELEMENTARY SCHOOL Erate Eligible Services Description Qty Unit Total 48-port switch 3 24-port switch 0 10-Gigabit SFP+ long range 6 10-Gigabit SFP+ short range 1 Maintenance Initial 2 years 7

8 TABLE 4.3: WAVERLY INTERMEDIATE SCHOOL Erate Eligible Services Description Qty Unit Total 48-port switch 3 24-port switch 0 10-Gigabit SFP+ long range 10-Gigabit SFP+ short range Maintenance Initial 2 years 6 1 TABLE 4.4: WAVERLY MIDDLE SCHOOL Erate Eligible Services Description Qty Unit Total 48-port switch 3 24-port switch 1 10-Gigabit SFP+ long range 8 10-Gigabit SFP+ short range 0 Maintenance Initial 2 years TABLE 4.5: WAVERLY HIGH SCHOOL Erate Eligible Services Description Qty Unit Total 48-port switch 4 24-port switch 1 10-Gigabit SFP+ long range Gigabit SFP+ short range 2 Maintenance Initial 2 years 8

9 Appendix B Evaluation Rubric School District Waverly Erate: Category Two RFP Wireless 1. Cost of eligible equipment and/or eligible maintenance points Cost of Equipment will be released at time of bid opening. Points will be awarded during the evaluation of the proposal(s). 2. Compatibility with currently owned district devices points Compatibility is very important. Points will be awarded during the evaluation of the proposal(s) and determination of compatibility with existing equipment will be done at that same time. Zero (0) points will be awarded for non-compatible devices and twenty (20) points will be awarded for full 100% compatibility. 3. Features included points All documented features of the device in the RFP will be evaluated and points award as such. Points will not be awarded for features that are not included in the cost of the device as presented in the RFP. 4. Support of hardware points Technical support will be contacted and will be evaluated on its technical knowledge, English as the primary language, and ease of use. 5. Reliability points Reliability score will be determined using the following criteria: a. References given in the RFP b. Known other users of the device/vendor c. Personal experiences 6. Solution Qualification points The understanding of functional requirements and presentation of solution(s) to the requirements will be evaluated. Appropriate implementation and transition plans are included as well as any technical knowledge or background on the product(s) necessary to make it a qualified solution. 7. References points References will be contacted and points awarded on their responses. 9

10 Appendix C References Organization Contact Name Contact Phone 10

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