Hudson School District. Request for Proposal (RFP) Internal Connections: Cabling RELEASE DATE: JANUARY 12, 2016 RESPONSES DUE: FEBRUARY 19, 2016

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1 Hudson School District Request for Proposal (RFP) Internal Connections: Cabling RELEASE DATE: JANUARY 12, 2016 RESPONSES DUE: FEBRUARY 19, 2016 EQUIPMENT/SERVICES SPECIFICATIONS: OVERVIEW The Hudson School District is requesting proposals from qualified vendors interested in providing compliant Data Network Cabling (Structured Cabling System) to enhance classroom connectivity. Three schools are targeted to receive these enhancements. Locations: Alvirne High School Derry Road, Hudson, NH Dr. H.O. Smith School - 33 School Street, Hudson, NH Dr. H.O. Smith School Annex (Library Street School) - 22 Library Street, Hudson, NH Bidder is responsible for providing evidence that all materials and installation practices will meet or exceed BICSI specifications for CAT6 (minimum) materials and installation. Vendor will provide parts, materials, installation, and testing. A school layout for each site is included in this request. RELEVANT DATES Event Date Release bid to Bidders January 12, 2016 Mandatory Walkthrough Deadline for bid Questions Deadline for Proposal Submission February 02, :00 pm EST February 09, 2016, 12:00 pm EST February 19, 2016, 2:00 pm EST Date of E-Rate Service July 1, 2016 through September 30, 2017

2 THE SCOPE OF THE PROJECT INCLUDES: Installation of Category 6 (minimum) (ANSI/TIA/EIA 568 B.2 1 & ISO/IEC Ed. 2.0) plenum (NFPA 262) cabling for data locations. The drop counts listed in the summary are the likely minimum number of drops that the District is requesting. It is possible that the District may request additional drops or that the District may reduce the drop count depending on the cost per drop. Please factor these two possibilities into your response. Provide new data grade wiring from IDF/MDFs to designated classrooms. Termination of data cables at provided network patch panel. Cables should be in available cable tray, suspended every 4 feet in drop ceilings or attics using J or D style hooks or in enclosed conduit Labeling patch panels and wall plate jacks with indelible labels/ink indicating closet location and unique identified port number the district s predefined labeling standards. Provide testing with documentation of cable runs to meet specifications end to end Work will need to take place outside the normal school operating hours (during vacation periods). The vendor must supply all supervision, tools, equipment, hardware, material, transportation, and construction, and all other related services unless specific provisioning by the customer has been denoted. The vendor is responsible for providing all necessary working/building permits required under this contract, which includes, local, state, or federal permits, as needed. The vendor will be responsible for repair of all damage to the building due to the negligence of its workers. During the contract period the vendor will abide by all fire and safety regulations. District/School Security Policies must be observed at all times. Upon completion of any repair, replacement or installation activity, the vendor must provide evidence of the completion with a successful test on said system with results provided to owner. The vendor will be responsible for the prompt correction of all defects in the system. The vendor must leave the premises clean and neat including having all ceiling tiles in place after each work session. Vendor must assume total responsibility for the actions of any/all subcontractors. CABLING/INSTALLATION SPECIFICATIONS Responsive bidders will provide a complete design and itemized quotation for a Structured Cabling System consisting of: 1. Each identified classroom shall receive three independent CAT6 4 pair PVC Jacketed wires (plenum where needed per building / fire codes). 2. Cable color (blue) and jack color (blue) coordinated with the District. 3. Each classroom shall receive one plastic wire molding (similar to Hubbell LanTrack, Non-Metallic Raceway) to protect / conceal all three CAT6 wires. a. Each wire molding should be terminated with a double gang plastic electrical box and 6 port keystone faceplate. b. Wire molding and electrical boxes must be fastened to the wall with screws and or anchors (no adhesive). c. Molding and electrical box will be installed next to existing power or audio visual terminations. Normally between 16 and 32 off the floor. Exact locations within each classroom will vary and be identified by the School District prior to installation.

3 4. Each cable will be terminated at the DCT end in an RJ45 keystone jack and at the Wiring Closet (IDF) end in an RJ45 Modular Patch Panel port. 5. The District will provide rack space and required patch panels. 6. Bidder is responsible for providing evidence that all materials and installation practices will meet or exceed BICSI specifications for CAT6 (minimum) materials and installation. 7. Bidder is responsible for inspecting all existing structures, cableways, IDF/MDFs, wiring closets and fiber infrastructure to determine if they are adequate for the purpose. 8. Cableways must be utilized where available. a. If a sleeve does not exist in the existing corridor walls a new (minimum size is 1 ) conduit should be installed for penetrations through walls or floors and shall be sealed with intumescent firestop system in accordance with the UL testing detail. Grout mixture or firestop system should be used to seal the perimeter of the new conduit installed in the corridor walls. 9. Cabling shall not be laid on ceiling grid structure, ceiling tiles or supported on any structure not specifically designed for supporting cables. If a cable tray is not present, provide cable supports at intervals of every 4 6 feet. Cable supports shall be J hooks or other supporting devices with a minimum 1 inch cable resting surface. Cable support devices shall be independently suspended from or attached to building structure or walls. Cable sag between supports shall not exceed 12 inches. All cables shall be neatly bundled and secured with appropriately rated fasteners. 10. Cables should not be installed within 4 feet of transformers/motors, when running parallel of power conduits or fluorescent light fixtures maintain a 1-foot separation. REFERENCES: Design, manufacture, test, and install telecommunications cabling networks per manufacturer s requirements and in accordance with NFPA 70, IEEE C2, state codes, local codes, requirements of authorities having jurisdiction, and particularly the following standards: 1. ANSI/NECA/BICSI Standard for Installing Commercial Building Telecommunications Cabling ANSI/TIA/EIA Standards a. ANSI/TIA/EIA 568 B.1 Commercial Building Telecommunications Cabling Standard, Part 1: General Requirements b. ANSI/TIA/EIA 568 B.2 Commercial Building Telecommunications Cabling Standard, Part 2: Balanced Twisted Pair Cabling Components c. ANSI/TIA/EIA 569 B Commercial Building Standard for Telecommunications Pathways and Spaces d. ANSI/TIA/EIA 606 (A) The Administration Standard for the Telecommunications Infrastructure of Commercial Buildings 2. Install cabling in accordance with the most recent edition of BICSI publications: a. BICSI Telecommunications Distribution Methods Manual b. BICSI Installation Transport Systems Information Manual c. BICSI Network Design Reference Design Manual d. BICSI Outside Plant Design Reference Manual e. BICSI Wireless Design Reference Manual f. BICSI Electronic Safety and Security Design Reference Manual g. Infocomm / BICSI AV Design Reference Manual

4 SUMMARY BY SCHOOL & FLOOR: The drop counts listed below are the likely minimum number of drops that the District is requesting. It is possible that the District may request additional drops or that the District may reduce the drop count depending on the cost per drop. Please factor these two possibilities into your response. 1. Alvirne High School 117 total drops a. 1 st Floor i. 1 st floor IDF is in room 106. All cables terminated there. ii. 4 Offices, 11 Classrooms iii. Cables run in suspended ceiling. b. 2 nd Floor i. 2 nd floor IDF is on the 3 rd floor. All cables penetrate 3 rd floor into 2 nd in room 208. ii. A 3 conduit will be provided between the 2 nd and 3 rd floors in room 208. iii. A 3 conduit will be provided into the hallway from 208. iv. Cables run in suspended ceiling. v. 14 Classrooms c. 3 rd Floor i. 3 rd floor IDF is in the Library. ii. A 3 conduit will be provided in each of the identified firewalls. iii. Cables are run in attic. iv. 10 Classrooms 2. Dr. H. O. Smith School 75 total drops a. Basement i. Basement IDF is 2 nd Floor work Room. All cables penetrate 2 nd floor into PIT. A 3 conduit will be provided. ii. No suspended ceilings are available. Cables will need to be lashed to the wall or otherwise secured at the highest possible point. iii. 7 Classrooms b. Main Level i. All rooms designated in the 200 s will be run to the Work Room IDF. ii. All rooms designated in the 300 s will be run to the Staff Lounge IDF. iii. Some drop ceilings are available. Cables will need to be lashed to the wall or otherwise secured at the highest possible point where not available. iv. 13 Classrooms c. 3 rd Floor i. 3 rd floor IDF is to be the Main Level Staff Lounge IDF. A 2 conduit will be available between the 2 nd and 3 rd floor. ii. Some drop ceilings are available. Cables will need to be lashed to the wall or otherwise secured at the highest possible point where not available. iii. 5 Classrooms 3. Annex (Library Street School) 48 total drops a. Main Level

5 i. Some drop ceilings are available. Cables will need to be lashed to the wall or otherwise secured at the highest possible point where not available. ii. Copy IDF will be the termination point for all cables. iii. 16 Classrooms TERMS AND CONDITIONS A mandatory pre-bid conference will be conducted on Tuesday, February 2 nd, 2016 at 3:00pm. Participants will meet at the Alvirne High School Main Office (200 Derry Road, Hudson, NH). Immediately after this walkthrough participant will be required to travel to Dr. H.O. Smith School Annex (Library Street School) (22 Library Street, Hudson, NH) and Dr. H. O. Smith School (33 School Street, Hudson, NH) for walkthroughs of those buildings. One (1) clearly identified sealed original of your proposal as well as one (1) digital media (CD, DVD, USB drive) copy is required for district evaluation. The digital version must include pricing in a spreadsheet format not PDF. The printed version should be loosely bound. Both versions should be mailed in the same package. Pricing spreadsheets must be requested by contacting Maggie Taylor at metaylor@epicinc.org. All responses must have the bid name Hudson School District Data Cabling notated on the outside of the sealed package. TIMELINE If there are any questions for this bid, please direct those to: metaylor@epicinc.org. Deadline for questions will be February 09, 2016 at 12:00 pm EST. No questions will be accepted after this time. Deadline for response submission is February 19, Anticipated start date of project is sometime between July 1 st, 2016 and September 30 th, Execution of project is contingent on approved E-Rate funding and Board of Education approval of local budget. A timeline no greater than 120 calendar days shall be agreed upon by both the chosen vendor and School District. Failure to complete the project within this 120-day timeframe will result in a weekly penalty of 3% of the projects total cost. LOWEST CORRESPONDING PRICE Per FCC rules, vendors must offer the Lowest Corresponding Price when submitting proposals. Lowest Corresponding Price (LCP) is defined as the lowest price that a service provider charges to nonresidential customers who are similarly situated to a particular E-rate applicant (school, library, or consortium) for similar services. See 47 CFR, Part 54, Section (f). Service providers cannot charge E-rate applicants a price above the LCP for E-rate services. See 47 CFR Section (b). There is a rebuttable presumption that rates offered within the previous 3 years are still compensatory

6 VENDOR REQUIREMENTS Vendor must provide proof of: Comprehensive Liability Insurance o (Bodily Injury, Personal Injury, and Property Damage, coverage to include contractual liability coverage) with the Hudson School District named as other insured with the minimum policy limits of: o Per Occurrence: $1,000,000 o Per Aggregate: $3,000,000 In addition, during the entire contract period, the Contractor, at its own expense, shall maintain for its employees all Workers Compensation coverage required by New Hampshire Law. Vendor must not be on Red Light status with the FCC or be delinquent on a debt to a state or federal government agency or entity. Vendor must have an E-Rate SPIN number. ACCEPTANCE OF SUBMISSIONS The District reserves the right to accept or reject any or all submissions received `as a result of this solicitation, to waive minor irregularities, or to negotiate with any respondent, in any manner necessary, to serve the best interests of the District. INCURRED EXPENSES Any costs incurred by the respondent in preparing and submitting a response to this RFP will be the sole responsibility of the respondent and will not be reimbursed by the District. ECONOMY OF PREPARATION Submission packages should be prepared simply and economically, providing a straightforward, concise description of the respondent s ability to fulfill the requirements of this solicitation. DISCREPANCIES AND CLARIFICATIONS The District reserves the right to request clarification of any aspect of materials received or to request further information that might be required to adequately evaluate credentials and qualifications. AWARD The award shall be made to the responsible and responsive bidder whose bid is determined to be the most advantageous to the District based on (but not limited to) the following evaluation criteria. The awarding authority is the Hudson, NH School Board which reserves the right to select the bid which, in its totality, is in the best interest of the District.

7 Factor Competitive Pricing for E Rate Eligible Products and Services Other Cost Factors (including price of ineligible goods and services, price of changing providers, price for breaking contract, etc.) Prior Experience working in and providing the needed products/services to public school environments Management and Personnel Qualifications as well as Quality of Response Points Environmental Objectives 10 E Rate Expertise - understanding and ability to execute in conformance with the Federal E Rate program Total GENERAL INFORMATION There is no expressed or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. The District reserves the right, where it may serve the District s best interest, to request additional information or clarification from bidders, or to allow correction of errors or omissions. The District reserves the right to reject, in whole or part, any or all proposals and to accept deviations from the requirements of this Request for Proposals when it is in the best interest of the District. The District reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in the Request for Proposals, unless clearly and specifically noted in the proposal submitted and confirmed in any resulting contract between the District and the firm selected. Each respondent is solely responsible for the timely delivery of its package by the deadline stated above. The Hudson School Board through its appointed designee is the awarding authority and reserves the right to accept and/or reject any proposal or any part there of as it is determined to be in the best interested of the Hudson School District. RSA XII 155:66 Prohibits smoking on public educational facilities at any time. The Price Proposal should include: Price Proposal Spreadsheet Itemized Bill of Materials with pricing Certificate of non-collusion Reference List of at least four (4) organizations (School District s preferred) similar in magnitude, which the vendor has been awarded in the past five (5) years Scope of work for installation

8 Any proposal which does not contain the requested documents may be rejected as non-responsive. 1. Taking into consideration, the evaluation criteria set forth in the Request for Proposals, the Hudson School Board shall determine the most advantageous proposal from a responsible, responsive, and eligible vendor. 2. The Hudson School Board reserves the right to accept or reject any or all proposals, in whole or in part, as may be considered in the best interests of the School District. 3. Proposal prices in all cases must be firm and complete and follow the instructions on the proposal forms attached. Deviations from the proposal form instructions will render the proposal nonresponsive.

9 BID SUBMISSION FORM RETURN WITH YOUR RESPONSE CONTRACT IDENTIFICATION: Hudson School District Data Cabling THIS PROPOSAL IS SUBMITTED TO: Hudson School District Ms. Maggie Taylor Bainbridge Road Suite H Solon, OH The undersigned Submitter proposes and agrees, if this Proposal is accepted, to enter into a Contract to deliver the product as specified or indicated for the prices and within the times indicated in this Proposal in accordance with the other terms and conditions of the Request for Proposal Documents. The Submitter accepts all of the terms and conditions of the Request for Proposal Documents. GUARANTEED MAXIMUM Price: (Amount in Words) And 100th Dollars (Amount in Figures) COMPANY NAME COMPANY ADDRESS E-RATE SPIN NUMBER RESPONSIBLE PERSON S NAME AND AUTHORIZED SIGNATURE NAME SIGNATURE DATE: CONTACT TELEPHONE: CONTACT

10 VENDOR COST SUMMARY The undersigned proposes to furnish and install all labor, materials, and services in accordance with the accompanying specifications for the contract price as specified below: Alvirne High School Qty. Model # Description Unit Cost Extended Cost Subtotal: Taxes (if applicable): Total: Dr. H.O. Smith School Annex (Library Street School) Qty. Model # Description Unit Cost Extended Cost Subtotal: Taxes (if applicable): Total:

11 Dr. H.O. Smith School Qty. Model # Description Unit Cost Extended Cost Subtotal: Taxes (if applicable): Total: Additional Other Costs Available with your Service: These pricing pages are included for reference. Please use the pricing spreadsheets provided with this RFP to submit your pricing. Copies may be requested by ing metaylor@epicinc.org.

12 CERTIFICATE OF NON-COLLUSION The undersigned certifies under penalties of perjury that this proposal is in all respects bona fide, fair and made without collusion or fraud with any other person. As used in this section the word "person" shall mean any natural person, joint venture, partnership, corporation, or other business or legal entity. Authorized Name: Authorized Signature: Date: Social Security # or Federal ID # Legal Name of Business Entity: City & State: Corporate Seal Here (if applicable)

13 EVIRONMENTAL OBJECTIVES The following list is an example of the environmental objectives for consideration during the evaluation of the responses. Quality and Responsiveness of Proposal the degree to which responder answered the bid questions; completeness and clarity of response; conformance to instructions; conformance to terms and conditions; conformance to bid specifications. Technical Merit of the Proposed Solution Did the responder demonstrate a comprehensive understanding of the project and familiarity with the requirements and specifications? Substantial Responsiveness Does the proposal fulfill the requirements and the technical specifications or propose a different design that does not offer substantial equivalence in critical performance parameters or in other requirements? Technology Evaluation The technology platform and architecture being proposed needs to be evaluated to make sure that the equipment can meet the application and service demands that will be placed on the Internal Connections. Relevant Experience Does the responder have experience in the configuration and installation of Internal Connections similar to the scale and scope that you intend for your district? Availability of Technical Support Are there readily available technicians who will provide troubleshooting? Check Internal Connections References Contact references to verify quality and technical performance of Internal Connections installed by responders. Reliability of Service/Continuance of Service What is the responder s record of reliability? What is the maximum length of downtime for transition, upgrade, and repair (the period of time during which service is not provided) of Internal Connections? Flexibility Responders willingness and experience in adapting to mid-course corrections. Scalability Is the solution architecture scalable for future growth and enhancements? User Experience Ease of use; compatibility with existing systems/hardware. Open Standards Does the solution utilize Proprietary or Open Standards based equipment? Review of Terms and Conditions Does the responder have SLAs? What is their detailed plan that will enable them to meet the SLA? Vendor s Financial Stability Review the financials of the bid responders to ensure they have the financial livelihood to deploy the project. Warranty Extended warranty offer; length of time on individual components, replacement components and parts; quick and efficient exchange and replacement process.

14 SCHOOL FLOOR PLANS All rooms highlighted in PINK are to receive one set of three Cat6 cables. Please note maps (especially Dr. H.O. Smith School and Library Street School) may not be scaled properly. Measurements are provided as reference only. Please confirm or make any other necessary measurements during the onsite walkthroughs.

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18 Library Street School Floor Plan Room 412 Closet Stage Closet Teacher Lounge SPED Sec. Office Counsel. C. Fitzgerald Room 413 Room 414 Asst. Prin. Conf. Rm Hallway 156' Courtyard Reading E.Yen Gym Hallway Courtyard Hallway 97' Room 426 Changing Room Room 425 Staff Bathroom Girls Cellar Room 417 Room 419 Room Room 421 Room 423 Prin. Office Hallway 235' Boys Room Boys and Girls Rooms Room 415 Room 416 Room 418 B Copy IDF Main Office Entry Way Nurse Room 420 Room 422 Room 424

19 Room 208 Dr. H.O. Smith School Main Level Hallway 25' E. YEN Rm 300 G Storage Boiler Room Cafeteria Kitchen Hallway 125' D / Stair 200 C Asst. Mens Principal Prin. Room 207 B G Conf Rm Prin. Nurse Sped Sec. D.H. Room 206 Hallway 105' Hallway 192' Door Staff Work Exit Mail Rm Main Office Room 205 Lounge Room (IDF) (IDF) C Room 204 Room 203 Room 301 Title I & Inter Room 302 Speech M. Labrecque Room 303 ABA and Intensive Needs Room 304 OT/PT and Equipment Room 202 Room 201

20 Dr. H.O. Smith School Basement

21 Dr. H.O. Smith School 3 rd Floor