Washington County Board Of Education P.O. Box 716 501 Industrial Drive Sandersville, GA 31082 (478) 552-3981 FAX (478) 552-3128 Description Wired and Wireless Network Request for Proposal New Washington County High School Facility RELEASE DATE: Thursday, January 24, 2013 OPENING DATE: Monday, February 25, 2013 MANDATORY WALK-THROUGH: February 1, 2013 The Washington County Board of Education (WCBOE) is accepting proposals for the installation of a wired and wireless local area network in the new Washington County High School facility with opening planned for August, 2014. This RFP is for a turnkey installation of professional-grade network equipment and installation services necessary for a fully functional, fully integrated Wireless Local Area Network (WLAN) and switched network for the new high school facility. This proposal is being submitted for Universal Services E-Rate Funding therefore, all vendors who provide equipment, materials, or service for which E-Rate funding is sought must meet/understand the program rules and regulations. Service providers must meet the following: The proposer must agree to comply with all state and local procurement rules and regulations. The proposer must indicate they are familiar with the E-Rate Program and the responsibilities of E-Rate service providers. The proposer must have successfully filed the Form 498. The proposer must have been issued and provide a Service Provider Identification Number (SPIN) issued by the USAC and evidence of the Service Provider Annual Certification. The proposer must provide their SPIN as part of the proposal response. Proposer must specify any and all items that are ineligible for E-rate funding; such items shall generally be cost-allocated and/or invoiced separately, in a manner compliant with the rules of the E-Rate Program. No more than 40% of the cost of any project pursuant to the RFP shall be ineligible for E-Rate discounts. Of the items that are E-rate eligible, the proposer must indicate the percentage of E-Rate eligibility. If approved, the total amount of E-Rate funds committed to this project may cover up to 90% of the total cost. The Washington County School District is only responsible for the remaining percentage the E-Rate Program does not
cover. If your company cannot or prefers not to wait for reimbursement from the E-Rate Program, do not submit a bid for this RFP. Project Installation The project will be conducted in phases, and the data cabling infrastructure will need to be installed during the various phases. Phase 1, which is nearing completion, was mostly grounds work and athletic venues. Phase 2 general: Main part of new facility. o The facility will have: General purpose classrooms, Special purpose classrooms Business education computer labs, A general purpose computer lab, Office/admin spaces. Media Center with a multi-station computer room. Multiple computers in some other labs Theatre, Cafeteria, band and chorus spaces This phase will include 4 IDF s and one MDF/Data Center. Plans and a basic drop list by room will be made available on web site. General guide for network drops: o Two drops for each office space. One standard blue RJ-45 jack for data. One red RJ-45 for PoE Data/VoIP phone. o Standard Classrooms: One standard blue RJ-45 jack for data at teacher s desk One red RJ-45 for PoE Data/VoIP phone at teacher s desk One cable with plug only in ceiling for projector. o Computer labs will be on drop list. Extra drops, (more than computers pictured, to be included for networked printers A complete 802.11B,G & N WiFi system with centralized controller. Additional Items: o Existing structures that will still be in use o Future Structures to be built in later phases o Athletic venues: Fiber to be pulled to football stadium Press Box, both home and visitor concession areas at Football Stadium, Soccer Field/Running Track. Conduits with pull strings, tracer strips and pull boxes provided from MDF to Football Stadium
Conduits with pull strings, tracer strips and pull boxes provided from Theatre Data Closet to Soccer Field/Running Track Proposal should include a small, lockable cabinet to house fiber termination and network switch, in each location. Network cabling for 6 drops in press box and 4 drops in each concession area for VoIP telephones and WiFi Access points. Network switches described in Switch area below. o New Field House / concession area Phase 3: o Begins after completion and occupation of main facility in Phase 2. o Will include: o Cafeteria / dining areas o Kitchen o Auditorium / Staging areas /dressing rooms o At least 1 IDF data closet, connected via fiber back to MDF. Phase 4: o Renovations on existing structures around old cafeteria and gymnasium o At least 2 IDF data closets, connected via fiber back to MDF. o New data cabling to all areas, which will include classrooms and four 20 station computer labs. The successful proposal will be responsible for insuring that all items, whether specifically itemized in the RFP or not, to ensure a complete and operational wired 10/100/1000 Mb/s data LAN, data closets, and WiFi infrastructure. General Instructions The proposed installation must meet the following minimum requirements: 1. Installation, testing and labeling is to be done in a professional manner and must be in accordance with the current TIA/EIA Telecommunications Building Wiring Standards. 2. The winning vendor will provide documentation after job is completed, to include: a. A schematic layout of all patch panel/switch connections and wireless access point locations. CAD, (DWG or DWX), Visio VSD, or PDF with drop numbers for each room and corresponding patch panel ports. b. Upon completion, the entire system must be certified to run from point to point. Paper and electronic copy of test results is to be provided to the District. 3. All cable, unless otherwise specified, is to be a. category 6, 4 pair UTP with appropriate jacket;
b. jacket is to be labeled as verified category 6, c. UL rated, d. Plenum rated. e. Tested and certified all cable data connections to 1000 Mbps f. All patch cables are to be factory manufactured. 4. All outlets shall be marked as data and have the connection number listed on the outlet. Patch panel and work area outlet (WAO) labeling scheme must be coordinated with the District. 5. Device wall plates will be: a. Satin finish stainless steel b. Mid-sized c. Data jacks will be color coded, marked as Data and labeled with corresponding closet and patch panel port. i. Standard data RJ-45 jacks will be blue ii. PoE RJ-45 jacks will be red d. If 5 drops are specified, a 6 jack plate, with a blank will be utilized. No dead jacks or open jack slots. e. If 2 drops are specified, a 3 or 4 jack plate, with blanks will be utilized. No dead jacks or open jack slots. f. If 1 drop is specified, a 2 or 3 jack plate, with blanks will be utilized. No dead jacks or open jack slots. 6. A site survey/walkthrough will be required to be completed with a member of the Washington County School District s technology staff in order to confirm location of cables/jacks prior to installation. (Provide details.) 7. Data and communications cabling shall not be exposed except for where they terminate to the MDF/IDF. 8. All horizontal cables must be supported every 4 to 5 feet in accordance with TIA/EIA standards. Hangers and or tie straps must be provided. Cable will not be tied directly to bar joist. Hangers and tie straps must be plenum rated. 9. Each MDF/IDF must allow for 20% growth on the data connections. 10. Fiber Optic Cabling a. Fiber runs between MDF and IDFs will be: i. Rated for gigabit full duplex Ethernet ii. Multimode iii. 12 strand in armored tube type jacket, (no zip cord) iv. All 12 strands are to be terminated on both ends v. Each pair will be run to a fiber distribution panel at the MDF and respective IDF. vi. All pairs will be labeled at MDF fiber distribution panel with IDF number and pair number vii. All fiber runs will be tested and certified viii. Fiber patch cables will be provided to connect to switches ix. Fiber will connect directly to switch or module in switch. Fiber to copper media convertors will not be used.
b. From MDF to Football Stadium i. Separate 4 strand, armored tube for each location: 1. Press box 2. Home Concession 3. Visitor Concession ii. All 4 strands are to be terminated on both ends iii. Each pair will be run to a fiber distribution panel at the MDF and respective IDF. iv. All pairs will be labeled at MDF fiber distribution panel with destination location and pair number v. All fiber runs will be tested and certified vi. Fiber patch cables will be provided to connect to switches vii. Fiber will connect directly to switch or module in switch. Fiber to copper media convertors will not be used. c. From MDF to Soccer Field/Running Track Concession i. Ceiling pull to Theatre Data Closet, then underground conduit ii. Separate 4 strand, armored tube iii. All 4 strands are to be terminated on both ends iv. Each pair will be run to a fiber distribution panel at the MDF and respective IDF. v. All pairs will be labeled at MDF fiber distribution panel with destination location and pair number vi. All fiber runs will be tested and certified vii. Fiber patch cables will be provided to connect to switches viii. Fiber will connect directly to switch or module in switch. Fiber to copper media convertors will not be used. d. From MDF to Baseball/Softball Concession i. This item will be part of final phase ii. Ceiling pull to Theatre Data Closet, then underground conduit iii. Separate 4 strand, armored tube iv. All 4 strands are to be terminated on both ends v. Each pair will be run to a fiber distribution panel at the MDF and destination cabinet. vi. All pairs will be labeled at MDF fiber distribution panel with destination location and pair number vii. All fiber runs will be tested and certified viii. Fiber patch cables will be provided to connect to switches ix. Fiber will connect directly to switch or module in switch. Fiber to copper media convertors will not be used. e. From MDF to Digital Signage i. Separate 4 strand, armored tube ii. All 4 strands are to be terminated on both ends iii. Each pair will be run to a fiber distribution panel at the MDF
iv. All pairs will be labeled at MDF fiber distribution panel with destination location and pair number v. All fiber runs will be tested and certified vi. Connection to sign to be determined with sign installer. 11. MDF, Provide and install: a. Two (2) full height (84 ), enclosed 48U cabinets with: i. Standard 19 equipment rack. comparable to TrippLite SR42UB ii. Mesh front door iii. Integrated surge protector plug strips comparable to TrippLite PDUMV30 b. Two (2) 84 Open relay racks. One for patch panels, one for switches and other electronics. Racks will be braced to rear wall or by ladder tray c. Horizontal Ladder Rack over Racks and cabinets extending from wall to wall. d. Vertical Ladder rack for cable management at ceiling penetrations. e. Vertical and horizontal, covered wire management on Patch Panel and Switch Racks. Vertical down both sides of open racks. Horizontal as needed Comparable to Panduit WMP1E, and WMPV45E or WMPV22E f. All racks and cabinets will have a ground wire, green in color, ran back and connected to provided ground bar. 12. IDF, Provide and install: a. Two (2) 84 Open relay racks. One for patch panels, one for switches and other electronics. Racks will be braced to rear wall or by ladder tray b. Horizontal Ladder Rack over Racks and cabinets extending from wall to wall c. Vertical Ladder rack for cable management at ceiling penetrations. d. Vertical and horizontal, covered wire management on patch panel and switch racks. Vertical down both sides of open racks. Horizontal as needed comparable to Panduit WMP1E, and WMPV45E or WMPV22E e. All racks and cabinets will have a ground wire, green in color, ran back and connected to provided ground bar. 13. Network switches. a. Basic Switch Requirements: i. Proposals are required on products that are the functional equivalent or better than the brands listed below. Referenced to brand names, trade names, model numbers and other descriptions are made to establish a required level of quality and functional capabilities and are not intended to exclude other products of that level. Specific names of products listed below are intended to convey the type of equipment sought. ii. Functionally Equivalent to HP Procurve Switches 1. Core Switch in MDF functionally equivalent to HP 5400zl
2. Each data closet to have a main switch functionally equivalent to HP 3500-48G-PoE+ yl 3. Sub switches functionally equivalent to HP 2620-48-POE+ 4. Remote switches, ie Athletic venues, will be functionally equivalent to HP 2615-8-PoE. Must have at least 1 10/100/1000 port for Wireless Access Point and module for GB fiber uplink, iii. Speed requirements: 1. PoE switches for Wifi will need to operate at 1GB/s to support 802.11N radios. 2. PoE switches for VoIP can have 100Mb/s ports as phones do not support GB 3. PoE 100Mb/s ports for Security Cameras 4. PoE 100Mb/s ports for Intercom system 5. PoE 100Mb/s ports for Emergency Notification System b. MDF Switches i. Core Switch 1. Layer 3 2. 10 GBe support 3. Redundant power supplies 4. Static Routing capability 5. Multicast Support ii. Adequate Switch ports to: 1. Cover all network drops installed as part of this project 2. Additional ports allow for 20% growth 3. PoE ports for all PoE devices, plus 20% additional 4. Fiber ports to adequately connect all IDF s, remote locations, signage, and WAN 5. Gigabit Ethernet PoE ports for 802.11N WiFi devices iii. WAN Fiber connection: 10GBe SFP+ Single Mode Fiber module iv. 4GB trunks to each IDF (4 GBICs) (4 pairs of fiber) v. 1GB fiber module (GBIC) to each remote location, 1. Football stadium press box 2. Football stadium concession 3. Visitor concession 4. Soccer/running track 5. Baseball/softball complex c. IDF Switches i. Adequate Switch ports to: 1. Cover all network drops installed as part of this project 2. Additional ports allow for 20% growth 3. PoE ports for all PoE devices, plus 20% additional 4. Fiber ports to adequately connect to MDF 5. Gigabit Ethernet PoE ports for 802.11N WiFi devices
6. MDF Fiber connections: 4GB trunks to MDF d. Remote location switches: i. Switches in Football Stadium Press Box, Home and Visitor concession areas, Soccer Field/ Running Track concession, Baseball /Softball concession area. ii. 8 port, managed 10/100 switch iii. Gigabit fiber uplink 14. WiFi: a. WiFi coverage of entire facility, to include athletic venues. b. 802.11B, G, and N c. Coverage for 1200+ WiFi devices in full classroom concentrations d. Centralized management e. WEP, WPA encryption f. VLAN assignments to SSIDs 15. Uninterruptible Power Supplies (UPS) in each MDF/IDF capable of providing 10 minutes backup for switches with PoE load. 16. All room/building penetrations must be sleeved and properly fire stopped if through fire rated walls. Fire stopping must be by certified fire stopping personnel. 17. Proposal should also include installing fiber to the following: a. Digital signage in front of building. Conduit to be provided. b. Athletic Venues: i. Football Stadium press box. ii. Soccer field / running track. iii. Conduits / pull boxes provided The service provider must meet the following minimum requirements: 1. Have a minimum of three years experience in installation of data systems, including the installation, configuration and securing of wireless LANs 2. Certify that a current Registered Communications Distribution Designer (RCCD) plan the system 3. Possess a current Georgia Electrical Contractor s license Submit license number with bid 4. On-site vendor support should be available within a twenty-four (24) hour period 5. Provide proof of liability insurance and worker s compensation insurance 6. Provide references of three completed projects of similar size and complexity with bid Include contact person s name, address, and telephone number 7. Ability to complete the project within the negotiated time frame 8. Provide a Service Provider Information Number (SPIN) and agree to receive a portion of the payment from the Schools and Libraries E-Rate Funding program if such funding is awarded
Proposals The Washington County School District reserves the right to reject any or all responses. The District will disqualify any proposal that is determined to be incomplete or nonresponsive. The District reserves the right to negotiate with the apparent acceptable vendor(s). Price alone will not be the determining factor. Award will be based upon those considerations, which are in the best interest of the District and will be made to the most responsive, responsible bidder whose proposal is judged to be the most effective and economical for the purpose intended, according to the requirements and specifications stated in the Request for Proposal. Proposals will be evaluated on the following criteria: E-rate Eligible Product Pricing 30 points Proposed products meet functional specifications 20 points Vendors experience and ability to perform 20 points E-Rate experience and Compliance 10 points E-rate Ineligible Product Pricing 10 points References 10 points All proposals must be received in the Board of Education Office by Friday, February 25, 2013 at 2:00 p.m. Any vendor interested in submitting a proposal must attend a mandatory walk-through on February 1, 2013 Please meet at 501 Industrial Drive, Sandersville, GA 31082 at 10:00 AM. Please let us know in advance if you will be attending. All questions and answers will be posted at: http://www.wacoschools.org/rfp/wchs-nw-qa.html Documents associated with this RFP can be downloaded at: http://www.wacoschools.org/rfp/