Distributed by: Ecorse Public Schools 27225 West Outer Drive Ecorse, MI 48229 Section 1 - Introduction The purpose of this (RFP) is to obtain pricing of Computer Network Infrastructure within the Ecorse Public School (EPS) environment by allowing companies that sell and install computer networking equipment the opportunity to bid their product to the EPS in a fair and competitive manner. EPS operates and maintains four schools, one which also includes a centralized administration site. These four buildings serve the local community by providing quality education for K-12 school aged children in Ecorse. EPS has a need to purchase new and/or replacement existing wiring with CAT6 cable. The method and timing of replacement will be governed by many factors. Subsequent to this RFP EPS may negotiate a purchase agreement or blanket pricing for the replacement of older equipment and new purchases. In order to maintain the highest levels of reliability, efficiency and cost effectiveness for its users and members EPS would like to identify the best of breed competitors in this field.
EPS requires quality solutions to be used in the delivery of mission critical applications. Section 2 Response Format and Eligibility All vendors must comply with all EPS Purchasing Division registration requirements. Vendors must submit 2 written copies and an electronic copy on CD in Microsoft Word format, of the responses to the RFP. Responses must be organized in the following format: Section 1 Section 2 Section 3 Section 4 Copy of original RFP The copy must be completed and signed in accordance to EPS Purchasing Division requirements. Executive Overview A maximum of one page single-sided may be submitted introducing your company and product(s). Specifications A separate copy of the specifications and description worksheets of this RFP must be completed for each solution submitted for consideration. Each worksheet must include part numbers, part descriptions, and pre-requisite accessories or other requirements. Multiple models and configurations may be submitted. Vendor Questionnaire The responses to the vendor questionnaire in section 4 of this RFP must be included here. A maximum two page, single-sided, response may be submitted per question. A separate 10 x 13 envelope may be submitted for any supplemental information the vendor may wish to submit including product brochures, white papers, case studies, etc. Vendors should be aware that such materials are optional and are not assured review as part of the RFP selection process. Responses to the RFP will be reviewed by a committee selected from the technical staff of EPS. The committee members will evaluate responses based on, but not limited to the following factors: (Order does not represent importance or weighting of factors): Compliance with specifications Additional features beyond minimum specifications Warranty period coverage and type Annual maintenance / support cost Extended service plans available Product cost Total cost of ownership. Other options or services available Interviews for the purpose of clarifying bid responses will be granted at the sole discretion of the evaluation committee. Vendors are to submit all questions and responses to the purchasing agent in writing. Vendors must not directly contact any member of the evaluation committee, their supervisors, or managers. Page 2 of 5
Section 3 - Specifications A maximum 1 page summary should be supplied for each solution offered. At a minimum it must address the following and anything else the vendor feels is relevant or of value to EPS: Complete this section for each different model your company would like to offer. All proposals must indicate the time period for which each model will be available without change in the specification. All responses must include vendor installation cost if proposed equipment requires vendor installation to maintain warranty or service contract. Any pre-requisite or requisite specification, hardware, switches, wiring or supporting applications must be clearly defined. Proposed Systems should have the following characteristics: Wiring into rooms must terminate to jacks in the wall with female RJ-45 connectors and wall plate Wiring must be properly labeled at both termination ends and documented In addition: Complete the following response worksheet for each device recommended. Replace sample answer and suggestions with your answers: Vendor: Manufacturer: Model Name: Model Cost: Break cost down as much as possible with options listed separately Specifications Response Alternatives Device Type Rack Mount, Table Top, Drop Ceiling Mount, etc. Environmental Conditions: Operating Temp Storage Temperature Operating Humidity Storage Humidity (%) Ethernet (RJ-45) Jack Device Security Features Dimensions and Weight Warranty Other Available Accessories REQUIRED Max Min REQUIRED Max - Min PXE and/or WINPE preferred, highly desirable. Specify brand and model. Physical and software Page 3 of 5
Here is total needs: CAT 6 wiring: 144,200 ft. Here they are broken down by school: Grandport Academy: 60,170ft. Bunche Academy: 10,310 ft. Ecorse Community High School: 66,775 ft. Central Office and Hope Academy: 6,945 ft. Section 4 Vendor Questionnaire Note: A maximum response of two pages, single-sided may be submitted per question. 1. Please describe the unique qualities of your company that would be of value to EPS should your company be selected to supply our school district with the infrastructure to allow us to run a One-to- One technology environment. 2. Please provide general financial background of your company including number of employees, number of years in business, annual sales, number of branch offices, nearest office to EPS, etc. EPS requires proof of Insurance and Bonding such as Accord Certificates. Please describe. 3. Please describe your business relationship with EPS. If you are selected to supply equipment to EPS in the future what marketing model would be used? Describe availability of State Contracts, authorized representatives or resellers, ordering process, service request process, and RMA process. Please indicate if the extended warranty is provided directly or through other means (third party). 4. Please describe the unique qualities of the System or Service offered by your company that sets it apart from the service proposed by other vendors. 5. List three organizations in which your company has provided equipment and services similar to what is being requested in this. Provide the organizations name, location, contact person, telephone numbers, and emails for reference checking purposes. 6. Please describe in detail maintenance, support and warranty options your company may provide as part of any purchase. Include standard and extended warranties, accidental damage warranty or service and whether such warranties are direct with the manufacturer or a third party. RESPONSE REQUIRED Page 4 of 5
Organize the request for proposal into sections as identified in Section 2. Failure to do so will result in disqualification. The proposal submission should follow the instructions contained in 001900 SOL document. INFORMATION TECHNOLOGY ADMINISTRATOR: The administrator for this project within EPS Department of Technology will be: Charles Lackey Department of Information Technology 27225 West Outer Drive Ecorse, MI 48229 (313) 294-4750 clackey@ecoremi.gov Page 5 of 5