MAYA ANGELOU PUBLIC CHARTER SCHOOL REQUEST FOR PROPOSAL For RFP FY16 School Network Infrastructure 1. Overview Maya Angelou Public Charter School (the School ) is a Public Charter School operating in Northeast Washington DC, and is the only school in its school district. The school s primary source of funding is through formula grants issued by The Office of the State Superintendent of Education. The overall technology project covered in this RFP addressed the replacement of existing server equipment, procurement of network appliances and computers; provisioning resources to provide remote and occasional onsite technical support, and maintenance of partner-based appliance and software support services. In addition to routine annual technology procurement, the School plans a comprehensive upgrade to its core network infrastructure. Deploying a server cluster/data center to replace some aging infrastructure is the highest priority covered in this RFP. The key objectives and expectations include: Deploying a high performing cost-effective server cluster leveraging current infrastructure and present recurring support solutions; Integrating high availability cloud-based remote access to desktop and network resources with enterprise class performance; Identifying redundant data and server backups; Mitigating network downtime; Providing consistent and responsive support Being sensitive to low priority/high impact concerns An abbreviated illustration of the School s topology is attached to this RFP. 2. RFP Process and Instructions Interested vendors will respond to the advertised Notice of RFP via upload to SmartSheet link provided below. https://app.smartsheet.com/b/form?eqbct=3f4894394c244a359166278973be9618 2.1 Submission of Proposals Proposals must be submitted using the Response Format provided, and must be received by 8:00 am on April 4, 2016. Proposals received later than the date and time specified will not be considered. Proposals will be accepted through SmartSheet upload only. The contract(s) must be executed by 1:00 pm on date April 15, 2016 Page 1 of 5 R F P F Y 1 6 S c h o o l N e t w o r k I n f r a s t r u c t u r e
2.2 Evaluation of Proposals Qualified vendors will be evaluated using the following criteria: Qualifications Statement regarding Personnel and Relevant Professional Experience; Responsiveness to the Proposed Scope of Work; References; Price for Services (Highest Weighted Factor). 2.3 Questions Vendors must submit any and all questions on the scope of work to mayaangelou@erateassist.com. Answers to all questions will be distributed to each interested party s primary contact via email, prior to the submission deadline. 3. Scope of Work Internal Connections (for E-Rate only) 3.1 Planned Scope of Work for Internal Connections Service Provider All services and necessary equipment related to the software installation and setup requirements in 3.2 including all costs and fees (shipping, installation, etc.). 3.2 Solution Requirements a. Cisco Catalyst 2960-X w/ 1YR SmartNET (qty 2) b. Meraki MR632 WAPs w/5yr support (qty 6) c. Sonicwall NSA 3600 Firewall with 1yr 24/7 support (qty 1) 3.3 Scope of Service and Performance Requirements 1. Contractor must be an E-Rate Service Provider or provide proof of registration prior to the deadline of this RFP. Note, School s E-Rate consultant will provide necessary phone support to assist contractor in becoming an E-Rate Service Provider at no expense to contractor. http://www.usac.org/sl/service-providers/step01/default.aspx 2. The contractor will be required to provide comprehensive services to assess current infrastructure and complete the entire process of the infrastructure upgrades at the site(s) specified. These services will include planning, equipment acquisition, staging, scheduling, reporting, documentation updates, communication and coordination with other parties involved in the overall project. The selected contractors must be willing to work in a cooperative manner with the School. 3. The School will provide contractor with appropriate topology information to aide in development of an enhanced server cluster/data center strategy. The contractor will be expected to provide experienced Page 2 of 5 R F P F Y 1 6 S c h o o l N e t w o r k I n f r a s t r u c t u r e
staff with adequate expertise in project management and LAN technologies to comply with the implementation standards required by the School. 4. The contractor will be responsible for all tasks requested in this RFP under the direction of a project manager designated by the School. The contractor will not sub-contract, or enter into any subcontracting agreements pertaining to this contract without prior written agreement by the School. Any intention to subcontract parts of this project should be clearly stated in the contractor's response to this RFP. 5. The requirements for the project manager include commitment to ownership of this project, organization skills, familiarity with the technical aspects of the project, prompt and forthright communication, attention to details, honoring all commitments, ability to work cooperatively, willingness to conform to the School processes/procedures, timely materials management, hands on management of work crews, and on-site presence during campus installations. The project manager must closely supervise the work crews. Details of daily schedules and progress must be reported to the School project manager accurately. Weekly summary reports to School project manager will also be required. 6. It is anticipated that the server cluster/data center project will begin late July 2016 and completed early August 2016. This schedule is provided as an example. It will be subject to change at the discretion of the School. The contractor must commit to meeting proposed schedule. The contractor will be expected to do whatever is necessary to meet the schedule. The contractor must be willing to address any contingencies that arise to stay on schedule. 3.4 Other Proposal Requirements 1. Throughout the RFP year School intends to purchase certain hardware to either supplement or supplant network infrastructure. At the time of RFP submission, contractor will submit quotes to purchase all hardware outlined in ADDITIONAL HARDWARE chart on Page 5. Note, hardware cost should include shipping. Costs for installation, configuration and extended warranties should be included as a separate line item if they exist. 2. The School has several ongoing technology support agreements brokered through an authorized channel partner for each respective service (e.g., Cisco, Microsoft, Dell, VMWare, etc). The contractor is expected to register as School s authorized channel partner for each distributor outlined in CHANNEL PARTNER LICENSING MANAGEMENT chart on Page 5. Contractor has the right to charge a fee for these collective services or provide as at no additional expense to School. 3. Contractor is required to submit hourly rates for each of three categories outlined in T&M SUPPORT chart on Page 5. These hourly rates will remain in effect beginning July 1, 2016 through June 30, 2017. For any work performed outside this scope, an hourly rate will be mutually agreed upon between contractor and School. Page 3 of 5 R F P F Y 1 6 S c h o o l N e t w o r k I n f r a s t r u c t u r e
Response Format 1. Preface The Proposer shall provide an Executive Summary of two (2) pages or less, which gives in brief, concise terms, a summation of the proposal. 2. Proposal The vendor s proposal itself shall be organized in the following format and informational sequence: Section I Summary of Experience Full name and address of the Proposer submitting the proposal and a brief summary of the Proposer s corporate experience and individual experience for personnel who will provide this product or service. Section II - Scope of Service A description of services, strategies, solutions, and capabilities as outlined in the Scope of Service and Performance Requirements sections of this RFP. A summary of experience for the vendor s Service Delivery Coordinator(s) that will be assigned to this project. Clearly state any exceptions taken to the specifications of this RFP, or any conditions of the proposal. Section III - Financial Proposal This section shall outline financial proposal and include a straightforward, concise delineation of the Proposer s fees to satisfy the requirements of this RFP. Note, hardware cost should include shipping. Costs for installation, configuration and extended warranties should be included as a separate line item if they exist. Section IV References A list of at least four (4) references from current customers similar in scope to this procurement shall be provided. References are to be from government agencies and/or firms, which are substantially serviced by the vendor (references most similar to the School should be provided). Each reference must contain the reference s name, email address, physical address, telephone number, and point of contact. Page 4 of 5 R F P F Y 1 6 S c h o o l N e t w o r k I n f r a s t r u c t u r e
COST CHART ADDITIONAL HARDWARE TOTAL COST Sonicwall NSA 3600 Firewall with 1yr 24/7 support 1 Windows 13" Laptop (4GB, i5, 500gb HD, no DVD, 5Ghz) 30 Windows 13" Laptop (8GB, i5, 128 SSD, no DVD, 5Ghz) 8 Meraki MR26 Wireless Access Point w/5yr support 6 Bretfort Laptop Charging Cart - Sova 30L 1 Chromebooks (Intel Processor, 13", 5Ghz) w/white Glove 30 Cisco Catalyst 2960-X 2 T&M SUPPORT (Hourly Rate Only) LAN Cabling Vendor tech support (server infrastructure and Valcom) Microsoft tech support (pay per incident or hourly) RATE CHANNEL PARTNER LICENSING MANAGEMENT Microsoft Volume Licensing -- 150 staff Dell Sonicwall Licensing Cisco SmartNET (17-2960's, 2-3650's) VMWare (vsphere, vcenter, vmotion) Onsite and Cloud Backup (12 servers) FEE Page 5 of 5 R F P F Y 1 6 S c h o o l N e t w o r k I n f r a s t r u c t u r e
50/50 DIA 100/100 DIA ISP managed site-to-site VPN, 3MB DIA See Forever Foundation Maya Angelou Public Charter School IP subnet 1 IP subnet 2 WDS Server DC DC DC (VM) File, Print, Database Server IP Phone Server File, Print, Database Server