Request for Proposals 2014-2015 E-Rate Wireless Project Bolivar High School Bolivar R-1 School District Notice to Bidders Notice is hereby given to interested bidders that the Bolivar R-1 School District will receive written, sealed bids until the hour of 12:00 PM, on January 9th, 2015, at the Bolivar R-1 School District Central Office at 524 S. Madison, Bolivar, MO 65613. Bids will be opened at 2:00 on January 9th, 2015, in the District Central Office. Schedule of Events: Event Date(s) Release of RFP to vendors 11/21/2014 Site Visits (Mandatory) 12/18/2014 1:00 PM Deadline for Submission of Proposals 01/09/2015 12:00 PM Opening of Proposals (Bolivar District Office) 01/09/2015 2:00 PM 4 copies of the proposals must be submitted in a 2 binder with the following tabs clearly marked: Tab 1 Attachment A Tab 2 Letter of Introduction stating interest in the project Tab 3 Proof of erate Green Light Status Tab 4 Proof of liability insurance for company and all sub-contractors Tab 5 Proof of Workman Compensation Insurance for company and all subcontractors Tab 6 Engineering certification of the person who will be completing the network connectivity. CCNA is a minimum requirement. Tab 7 Surety Bond for $150,000 Tab 8 State of Missouri Business License Tab 9 3 references from similar project preferable in the k-12 setting Tab 10 Detailed proposal of cost for items listed in the RFP
Bolivar R-1 School District 2014-2015 E-Rate Wireless Project The District has standardized on a cloud-controller CISCO/Meraki wireless platform, however the District will entertain proposed solutions from other manufacturers, it is the vendor s responsibility and obligation to provide documentation and other evidence that a non-cisco product is functionally equivalent or better. Equipment that is shown to be equivalent in function and warranty is acceptable. In the instance that the solution is non-cisco, proof of equal functionality must be shown. Failure to show equal functionality may result in the disqualification of the bid. The quotes provided must include all materials, equipment and accessories required to furnish a complete Wireless Infrastructure as indicated on the parts list. All quotes must be from a CISCO/Meraki gold, silver, or premier partner or equivalent. In addition to equipment pricing the district wishes to have pricing for installation, configuration and integration for the attached equipment list. This pricing includes: 1. Delivery of each component to its designated secured location. 2. Staging and configuration of the specified equipment to the local area and wide area networks using District provided configuration information. 3. Install the specified network electronics equipment. 4. Perform configuration for the site. 5. Perform power on system test. 6. Establish switching across the local WAN and LAN. 7. Perform a verification of network connection. 8. Verify access to the Internet 9. Document, in the site network installation document, all part numbers, quantities, and serial numbers of network electronics being installed. All prospective vendors must complete a mandatory walkthrough on December 18 th, 2014 beginning at 1pm, at Bolivar High School, 1401 N Hwy D, Bolivar MO 65613 in order to be eligible to submit a bid. Proposals from vendors who do not complete the walkthrough WILL NOT be considered. Bids will be due on January 9 th 2015, at 12:00 PM. For more information, contact Arla Monroe, Technology Director, via e mail: amonroe@bolivarschools.org
General The specifications herein are provided to convey the intent of the system and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide. Prices quoted shall be an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, any necessary cabling, training, technical support and trash removal and represent complete installation and integration with the existing network where necessary. All equipment included in vendor s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered. Prices quoted in the vendor s response will remain in effect for a period of twelve (12) months from the time of the contract signing. Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services. Should the vendor have questions or find discrepancies in, or omissions from this RFP, or shall be in doubt to its meaning, the vendor shall at once notify Bolivar R-1 School District. All questions should be addressed to Arla Monroe as outlined below. The preferred mode of contact is via email. Arla Monroe, Director of Technology Bolivar R-1 School District amonroe@bolivarschools.org Questions must be submitted to the email address: amonroe@bolivarschools.org All questions and responses will be posted immediately on the district s E Rate Procurement page at http://technology.bolivarschools.org. It is the sole responsibility of the respondent to visit this page prior to bid submission to ensure they have the latest information.
BID SUBMISSION INSTRUCTIONS Bids will be opened at 2:00 PM, Friday, January 9 th, 2015 in the School District Central Office, 524 S. Madison, Bolivar, MO 65613. Bids must be submitted marked as follows: 4 copies of the proposals must be submitted in a 2 binder with the following tabs clearly marked: Tab 1 Tab 2 Tab 3 Tab 4 Tab 5 Tab 6 Tab 7 Tab 8 Tab 9 Tab 10 Attachment A Letter of Introduction stating interest in the project Proof of erate Green Light Status Proof of liability insurance for company and all sub-contractors Proof of Workman Compensation Insurance for company and all subcontractors Engineering certification of the person who will be completing the network connectivity. CCNA is a minimum requirement. Surety Bond State of Missouri Business License 3 references from similar project preferable in the k-12 setting Detailed proposal of cost for items listed in the RFP The Bolivar R-1 School District Board of Education reserves the right to reject any and/or all bids and waive any informalities. The first page showing in the bid submission packet must be Attachment A so the total bid price may be easily seen for the bid tabulation. Failure to comply may result in bid disqualification. Bolivar R-1 School District 2015-2016 E-Rate Wireless Project Bolivar High School should be clearly marked on the face of the binder as well as the opening date of January 9 th, 2015. It is the sole responsibility of the respondents to ensure their responses arrive in a timely manner. Late arrivals will be rejected. The Bolivar R-1 School District is not responsible for delays of any commercial carrier or delays incurred by the respondents. Oral, telephone, telegraphic, FAX, or E-Mail bids will not be considered. Signatures
on the proposals must be in longhand and executed by a principal duly authorized by the vendor to make a contract. Evaluation Methodology The Bolivar R-1 School District Board of Education will award a contract based on the vendor submission that best meets the needs of the school system with regard to the current Technology Plan, future growth, RFP specifications, and not necessarily the lowest price even though price will be the priority factor. The following factors will be considered when evaluating responses: Price of goods and services Adherence to the provisions in the RFP Preference will be given for prior positive experience with the Vendor Preference will be given to Missouri based vendors Financing Portions of this project will be funded from E-Rate Funds. This project is subject to funding availability and contingent upon E-Rate funding commitment. Vendor Qualifications The Bolivar R-1 School District may make such investigations as deemed necessary to determine the ability of the bidder or subcontractors or suppliers to perform the work, and the bidder shall furnish to the Bolivar R-1 School District all such information and data for this purpose as the Bolivar R-1 School District may request. The Bolivar R-1 School District reserves the right to reject any bid if the evidence submitted by or investigation of such Bidder fails to the satisfy the Bolivar R-1 School District that such bidder is properly qualified to carry out the obligations of the contract and/or to complete the work contemplated therein within the time required. The bidder is specifically advised that any person, firm or other party to whom it proposes to award a subcontract or purchase order under this contract must be acceptable to the Bolivar R-1 School District. The successful vendor (contractor) must have or be certified with the following: Be able to supply all products and services. Be an authorized dealer in the State of Missouri for all products. Have current liability insurance and workers compensation insurance (please enclose a copy of each with your bid). Surety bond. Provide the documentation of the vendor s wireless, switching and cabling certifications. A qualified engineer with a minimum certification of CCNA or equivalent shall perform all network configurations.
Participate in a mandatory site walkthrough that will be held on December 18 th, 2014 at 1pm. Any bid submitted by a vendor who does not complete the mandatory walkthrough will be considered. There will be no exceptions. Provide a minimum of three client references for projects of similar size and complexity, preferably in the k-12 setting. Disqualification of Bidder The Bolivar R-1 School District reserves the right to award to other than the lowest bidder when, in the judgment of the district administration, it is in the best interest of the district do so. A Bidder may be disqualified for such reasons as: Bidder s failure to sign Bidder s Proposal Form or to otherwise properly complete the Proposal Form. Bidder s failure to attend and complete the mandatory site walkthrough. Bidder being in litigation with the Bolivar R-1 School District. Bidder having defaulted on a previous contract. Bidder having preformed unsatisfactorily on a previous contract, including but not limited to the Bidder s failure to fulfill the warranty obligations of a previous contract with the Bolivar R-1 School District. Bidder s failure to include documentation for required certifications and authorizations. Bidder s failure to provide a minimum of three client references for projects of similar size and complexity. The above is not an inclusive list. Equipment & Installation Specification Cabling for Access Points All cable and cabling components including jacks and patch panels used in this proposal will be Category 6 rated. Bid must include cabling and all necessary components (patch cables, patch panels, jacks and mounts, crimp ends, etc.) Bid must include cost of labor and installation. Wireless Infrastructure The Bolivar R-1 School District is requesting an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, any necessary cabling, any additional necessary training, technical support and trash removal and will represent complete installation and integration with the existing network where necessary. All equipment included in vendor s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered. Must support up to 130 access points and up to 1000 clients simultaneously. Must support extensible licensing (adding of additional access points over time up to 100) Must support guest access
Must have management system with the access points capable of 802.11a/b/g/n/ag. Powered via 802.3af PoE. Capable of connecting to wired network via 10/100/1000BASE-T RJ-45. Must be IPv6/IPv4 dual stack capable and able to manage IPv6/IPv4 clients. Access Points Must support 802.11n/ag at 2.4GHz and 5GHz Must use enterprise-class radios for maximum RF performance and coverage Must support rogue access point detection and denial of service attack protection Must support management frame protection Must support coverage for legacy 802.11b/g clients Must support client load-balancing across frequencies in mixed client environments Must support radio resource monitoring, dynamic channel assignment, interference detection Must be cable of at least 300 Mbps on 5 Ghz 802.11n connections, preferably dual radio. Access points must be IPv6/IPv4 dual stack capable and able to manage IPv6/IPv4 clients. Access Points must support 802.11n/ag (both 2.4 GHz and 5 GHz) Access Point must be capable of supporting autonomous and central control operation Access Point must offer features to optimize multicast, quality of service, and video delivery Access Point must be certified for use with antenna gains up to 6 dbi (2.4 GHz and 5 GHz) Bid must include cost of configuration and installation and 8 hours of training on configuration and maintenance for the Bolivar R-1 School District s IT Department. Other Considerations Vendor installed Switches, Patch Panels and Cabling The vendor will supply all necessary switches to connect the access points to the Bolivar R-1 District current network. All cables run by the vendor will be terminated into a patch panel on one end and a RJ45 connector on the other end. All Cables will be Orange Cat6 rated cable The vendor will install patch panels in existing racks. The vendor will install Orange patch cables from patch panels to switches. Vender will be responsible for labeling and testing all connections and providing a document showing all drop locations as well as test results. All wiring must be concealed either in wall, ceiling or conduit. No exposed cable runs will be allowed.
Power injectors will not be allowed, all access points must be connected to a POE switch. Current Equipment All current equipment will remain the property of the Bolivar R-1 School District regardless of its use or non-use in the successful proposal. The Bolivar R-1 School District network is made up of mostly HP Procurve Switches. All ports are 100Mbps minimum. Any switches added to this proposal MUST be able to connect to the HP Procurve Switches Wiring/Fiber Optic There are 4 IDF closets in the Bolivar High School, each IDF closet within the building must be connected by fiber to the main MDF. The successful proposal will contain the cost for materials, labor and installation of fiber optic connections between the IDF closets and the MDF of the building. The fiber optic cable must be 12 strand, MultiMode 50 micron fiber with SC terminations at the fiber patch panel. Fiber patch cables needed to connect the fiber connection to the switch will be supplied by the vendor. The cables will need to be SC to LC and the appropriate length to accommodate switch placement. E Rate This proposal request is for services to be subsidized under the Universal Services E Rate Program for Schools and Libraries. No purchase order will be issued, no installation will occur and no services will be provided until approval of the form 471 application that is issued as a result of the proposals being submitted in response to this request. Right to Reject The Bolivar R-1 School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the school system. The Bolivar R-1 School District reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms the vendor proposes. The Bolivar R-1 School District reserves the right to reject the proposal of a vendor who has previously failed to perform properly or completed on time contracts and to reject the proposal of any vendor who in the opinion of the Bolivar R-1 School District Board of Education, is not in a position to adequately perform the contract. The Bolivar R-1 School District Board of Education reserves the right to reject any and all proposals, any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of the Bolivar R-1 School District. Contracts will be awarded to the vendor submitting the proposal determined to be in the best interests of the Bolivar R-1 School District.
ATTACHMENT A INFORMATION FORM (Type or Print ONLY) Name of Company Address of Home Office City of Home Office State of home Office County of Home Office Zip Code of Home Office Phone Number of Home Office Federal EIN E-Rate SPIN Number Total Cost of Proposal Contact Name Contact Phone Number Contact Email Address By signing below, the vendor acknowledges that the prices listed on this sheet are the prices being bid for this project and that the vendor understands that portions of this Project may be funded from E-Rate Funds. This project is subject to funding availability and contingent upon E Rate funding. PRINTED NAME TITLE SIGNED DATE
Attachment B Equipment/Installation Listing DELIVERED TO Bolivar R-1 School District Attn: Arla Monroe 524 S Madison Bolivar, MO 65613 This form may be used to submit pricing for the proposal. Manufacture Part Number/Product Meraki MR18 Wireless Access Point Meraki Enterprise License for MR18 access points 5 years Meraki MR 34 Wireless Access Point Meraki Enterprise License for MR34 access points 5 years Meraki Cloud Managed 48 Port Gigabit PoE Switch - 48x 1GbE Ports 4x 10G (SFP+) Uplink Interfaces MS42P- HW Description Quantity Unit Price erate Eligible Price MR18 Dualradio 2x2 MIMO 802.11n access point 5 year license on wireless access points Cisco Meraki MR34 Cloud- Managed 3x3 MIMO - 802.11 a/b/g/n/ac Dual Band wireless access point 5 year license on wireless access points Meraki Cloud Managed MS220 Series 48 Port Gigabit PoE Switch - 48x 1GbE Ports 4x 10G (SFP) Uplink Interfaces 100 100 10 10 3 erate Ineligible Price
Meraki Enterprise License for 48 port MS220 Switches 5 years Meraki Cloud Managed 24 Port Gigabit PoE Switch - 48x 1GbE Ports 4x 10G (SFP+) Uplink Interfaces MS42P- HW Meraki Enterprise License for 24 port MS220 Switches 5 years 10gb SFP compatible gbic with Meraki MS220 1G (sfp port. LC connector Cabling/Installation 370W PoE/PoE+ MS220-48LP Meraki Enterprise License for Meraki MS220-48FP Cloud managed GB Switch 5 years Meraki Cloud Managed MS220 Series 48 Port Gigabit PoE Switch - 24x 1GbE Ports 4x 10G (SFP) Uplink Interfaces 370W PoE/PoE+ MS220-48LP Meraki Enterprise License for Meraki MS220-24FP Cloud managed GB Switch 5 years MultiMode Gbic compatible with Meraki MS220 switch 10 GB SFP ports. CAT6 cabling, labor install of access points, patch 3 3 3 12 1
Fiber Optic panels as stated in RFP Fiber cabling, labor and install as stated in the RFP. The fiber will be 12 strand, MultiMode 50 micron fiber with SC terminatio ns at the fiber patch panel. Fiber patch cables The cables will need to be SC to LC and the appropriat e length to accommo date switch placement. 1 Training on the system once complete Technology staff training 8 hours Total
ATTACHMENT C Site Visit Form (Contact information for changes/updates/clarifications) Date Vendor Name Contact Name Address Phone Number Email Address Check preferred method of contact: Email Phone