Request for Proposal WIRELESS NETWORKING EQUIPMENT AND SERVICE Responses to an RFP will be received by the Purchasing Coordinator, Sumner County Board of Education, 1500 Airport Road, Gallatin, TN 37066 for WIRELESS NETWORKING EQUIPMENT AND SERVICE until 9:00 A.M. Local Time Tuesday October 18, 2011. Responses will be opened at that time, taken under advisement and evaluated. Any questions concerning the RFP should be directed to Bryce Embry 451-6514. All proposals are subject to the Board of Education s conditions and specifications which are available from Vicky Currey, Purchasing Coordinator (615) 451-6560. All bids can be viewed on line at www.sumnerschools.org.
Sumner County Board of Education Request for Proposals : Dr. Del Philips, III, Director of Schools 695 East Main Street Gallatin, TN 37066-2472 Phone: (615) 451-5200 Fax: (615) 451-5216 Wireless Networking Equipment and Services 0. Objective: The Sumner County Board of Education is seeking a contract for the purchase of enterprise-class wireless networking equipment with related installation and support services. 1. Description: The Sumner County School District, located north of Nashville, TN, serves over 27,000 students in 46 schools. The district currently relies on an eclectic collection of consumer-grade devices to provide wireless network access in our buildings. We are seeking to standardize on an enterprise-class wireless solution to be implemented initially at the central office and gradually in all schools. We are seeking proposals for a vendor who can sell the networking equipment and also provide on-site planning, installation, training and support services as needed. 2. Wireless Hardware Requirements The proposed hardware solution must meet the following requirements. If no vendor is able to meet all requirements, the district has the discretion to consider responses that meet most requirements. 2.1 Hardware Manufacturer 2.1.1 Proposed wireless networking equipment is from a single manufacturer. 2.1.2 Manufacturer has a broad product catalog which includes indoor wireless, outdoor wireless, and mesh wireless routers. 2.1.3 Manufacturer is a stable company that has been in operation for at least 7 years. 2.1.4 Wireless product line is stable, having been supported by the manufacturer for at least 3 years. 2.2 Hardware Features 2.2.1 802.11 b/g/n support 2.2.2 Power over Ethernet support 2.2.3 Plenum-rated hardware 2.2.4 Product line includes both fat WAPs with built-in controllers and thin WAPs that rely on a centralized controller. 2.2.5 Maximum operating temperature of at least 100 2.2.6 Minimum of 1 year warranty. Lifetime warranty preferred. Page 1
2.3 Wireless Features 2.3.1 Wireless solution is a self-contained overlay that does not require replacement of existing switches or network hardware. 2.3.2 Solution can be deployed initially as a wireless mesh and later converted into a controllerbased solution using the same APs. 2.3.3 Solution supports auto-negotiation among APs for dynamic load-balancing, channel allocations, and other network services. 2.3.4 Each AP can support multiple SSIDs 2.3.5 Solution includes pro-active security capabilities including the detection and containment of rogue access points. 2.3.6 Solution includes quality of service capabilities, including limitations on network bandwidth for guest logins 2.3.7 Solution supports roaming across APs without the need for special client-side software 2.4 Management and Controller Features 2.4.1 Management console is browser-based and user-friendly 2.4.2 APs and local controllers throughout the WAN (in multiple buildings and on separate subnets) can be managed through a single control application 2.4.3 Controller provides basic visibility and management of APs from other vendors. 3. Service Provider Requirements Service provider refers to the organization that will be providing on-site planning, installation, training and support. This group may be a service branch of the hardware manufacturer or a separate service organization. The service provider must meet the following criteria. 3.1 Strong relationship with proposed manufacturer. 3.1.1 Service provider has a partnership arrangement with the proposed wireless manufacturer 3.1.2 Staff is trained to install and support the proposed wireless solution 3.2 Professional Services 3.2.1 Service provider has been providing network and wireless services for at least 5 years 3.2.2 Service provider is certified to install low-voltage network wiring and wireless devices 3.2.3 Service provider has staff that can provide training on the proposed wireless solution 3.3 Accessible Services 3.3.1 Service provider is located within a reasonable driving distance from the school district 3.3.2 Service provider can be reached quickly during regular business hours 3.3.3 Service provider can be contacted outside of regular business hours in case of emergency Page 2
Sumner County Board of Education 4. Bid Requirements Dr. Del Philips, III, Director of Schools 695 East Main Street Gallatin, TN 37066-2472 Phone: (615) 451-5200 Fax: (615) 451-5216 Bids must contain all of the following elements in order to be considered. 4.1 Evidence that the bid meets the requirements listed in sections 2 and 3. 4.2 Pricing 4.2.1 Percentage off list price. The vendor will provide the school district with a fixed percentage off the manufacturer s list price for the duration of the contract. The bid response must clearly identify the discount percentage being offered and any catalog items, such as licenses, which may not be included in this discount. A catalog of current pricing is recommended. 4.2.2 Explanation of licensing program including all available licenses, required annual support fees, etc. 4.2.3 Special Offers. 4.2.3 Hourly rates for service provider. Rates should be specified for each area of service including planning, installation including network wiring, training and support. 4.2.4 Sample quote. To clarify any ambiguity in the bid the vendor is asked to submit a sample quotation based on the bid prices. This sample must include the hardware, licenses, and services necessary for an initial wireless setup for a single building. The vendor should assume the building will require 24 APs for complete coverage and that the school district will provide all necessary wiring to the APs. This quote is intended as a sample and will not be based on an actual building. 4.3 References 4.3.1 Hardware References. Provide the Technology Director s contact information for at least three organizations of equal or larger size who currently use this wireless product line. 4.3.2 Services References. Provide the names and contact information for at least three organizations who have used the service provider. If possible, these organizations should be school districts, colleges, or government entities. 5. Bid Details 5.1 Bid Format: Sealed bids only. Fax and email bids are not acceptable. 5.2 Bid Authorization: Bid must be signed by an authorized representative of the company placing the bid. 5.3 Contract Award Criteria: Bids that meet the criteria will be scored based on price, usability of the proposed solution, stability of the manufacturer and service provider, references, ability to execute, and value added services. Page 3
5.4 Contract Term: The initial contract with the vendor will be valid for three years with an option to extend the bid for an additional three years by mutual consent. If at any time the supplier is unable or unwilling to provide products or services as outlined in the bid the school district will have the option to terminate the agreement at its discretion. 5.5 Contractual Purchases: Sumner County Schools is not making a contractual agreement to purchase a specific quantity of devices from the vendor. The district reserves the right to increase or decrease the quantities to be purchased over the life of the agreement. 5.6 Acceptance of Contract: It is understood that a contract is not formal between the successful bidder and Sumner County Schools until a purchase order is issued by Sumner County Schools. 5.7 Payment: Payment will be made within forty-five (45) days of the date the vendor bill is received by Sumner County schools. 5.8 Deadline: Proposals must be submitted by 9:00 a.m. Local Time October 18 th, 2011. Any questions concerning the request for proposals should be directed to Bryce Embry at 451-6514 or Bryce.Embry@sumnerschools.org. Page 4
NOTICE TO RESPONDENTS Responses to a Request for Proposal will be received by the Purchasing Coordinator in the SUPORT SERVICE FACILITY CONFERENCE ROOM, Sumner County Board of Education, 1500 Airport Road Gallatin, TN 37066. They will be received until 9:00 A.M. Local Time TUESDAY OCTOBER 18, 2011 for WIRELESS NETWORKING EQUIPMENT AND SERVICE, at which time the responses will be opened, taken under advisement and evaluated. BIDS WILL BE POSTED ON www.sumnerschools.org ------------------------------------------------------------------------------------------------------------------------------- GENERAL REQUIREMENTS AND CONDITIONS 1. The Sumner County Board of Education reserves the right to accept or reject any and/or all responses in whole or in part, and to waive informalities therein. 2. Any responses received after the scheduled closing time for the receipt for responses will not be considered. 3. If a mistake is discovered after the responses are received, only the Sumner County Board of Education may allow the respondent to withdraw the entire response. 4. Partial payments will not be approved unless justification for such payment can be shown. Terms will be net 30 days. 5. Payment will not be made until the said WIRELESS NETWORKING EQUIPMENT AND SERVICE are inspected and approved as meeting all specifications by persons appointed by the Sumner County Board of Education. 6. Responses submitted must be in a sealed envelope and marked on the outside as follows: RESPONSE: WIRELESS NETWORKING EQUIPMENT AND SERVICE DEADLINE: 9:00 A.M. TUESDAY, OCTOBER 18, 2011 7. Facsimile responses will not be considered. 8. If a successful bidder violates any terms of their bid, the contract, school board policy or any law they may be disqualified from bidding for a period of two years for minor violations or longer for major violations. Bids from disqualified bidders will not be accepted during the period of disqualification. 9. Prices quoted on the response (if any) are to be considered firm and binding until the said WIRELESS NETWORKING EQUIPMENT AND SERVICE are in the possession of the Sumner County Board of Education. 10. No purchase or contract is authorized or valid until the issuance of a Board Purchase Order in accordance with Board Policy. No Board Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. 11. Any deviation from these stated terms, specifications and conditions must be coordinated with and approved in writing by the Purchasing Coordinator, Vicky Currey (615) 451-6560. 12. All bids that exceed $25,000 must have the Company Name, License Number, Expiration Date thereof and License Classification of Contractor listed on outside of sealed envelope. As required by State of Tennessee Code Annotated 62-6-119. 13. All bids that exceed $100,000 must have a security bond or cash in lieu of bond in the amount of 25% of the contract price. As required by State of Tennessee Code Annotated 12-4-201.