RFP NUMBER: BG-FY2016-4 BLACK GOLD COOPERATIVE LIBRARY SYSTEM REQUEST FOR PROPOSAL (RFP) Internet Service - Libraries Posted: October 28, 2015 Due: November 25, 2015 1. CONTACT INFORMATION RFP BG-FY2015-1 E-Rate Internet Service - Libraries Black Gold Cooperative Library System 391 Front Street, Suite F Grover Beach, CA 93433-1553 805-543-6082 (voice) 805-543-9487 (fax) gsee@blackgold.org (email) Point of contact: Gary See 2. SUMMARY Black Gold Cooperative Library System is requesting proposals from vendors to provide Internet Service to San Luis Obispo County and Lompoc vicinity public libraries. The Black Gold Cooperative Library System currently provides internet service to the 22 member libraries in San Luis Obispo County, the Lompoc area, and Guadalupe via a variety of independent Internet Service Providers (ISPs) with each location separately negotiated, managed, and billed. The goal of this RFP/contract is to consolidate these internet services with a single (or few) vendor(s). Internet Service to each library may be provided via DSL, Cable, T1, Wireless, Cellular, Fiber, Ethernet, EOC, etc. or a combination of any of these. The detailed list of library locations is shown in section 5. 3. BID INSTRUCTIONS TO VENDOR The deadline for submission is no later than 4:30 PM PST on Wednesday, November 25, 2015 in the Black Gold Cooperative Library office at the address shown above. Bids should be marked on the outside of the envelope RFP BG-FY2015-1 E-Rate Internet Service - Libraries. No consideration of the award will be made at the bid opening and only the names of respondents will be announced (if requested). Black Gold Cooperative Library System reserves the right to reject any and all proposals or to cancel this request in its entirety. Any current contracts or agreements may be used as competing proposals. All proposals will be treated as public information unless it is specifically requested that portions of the proposal be treated as Trade Secrets under the Freedom of Information Act. These must be clearly marked as such. Any questions relating to this proposal must be submitted in writing to Mr. Gary See (full contact information shown above). You may fax your questions to (805) 543 9487 or send by email to Page 1 of 5
gsee@blackgold.org. If a public response is issued, both the question and answer will be posted to the library s web site at http://ats.blackgold.org/joomla3/index.php/erate-rfps. The Vendor proposal in response to this RFP will be incorporated into the final agreement between Black Gold Cooperative Library System and the selected vendor. The submitted proposal at a minimum should include the following information: Vendor Qualifications and Experience List of References include a minimum of 3 client references Service Provider Identification Number (SPIN) Specifications for all services and/or equipment Implementation Plan include Installation and Transition plans Black Gold and Vendor Responsibilities Detailed Pricing for: 1.) Internet Services - itemized by location (include speed of each) 2.) Installation fees (if any) itemized by location 3.) Surcharges and taxes (if any) Exclusions Legal Terms and Conditions The RFP response must include any/all costs associated with switching services from our current supplier. Bidder s presentation of a bid response is an acknowledgement of this requirement. All quotes offered on this bid solicitation should include delivery charges (if any) and should be quoted F.O.B. delivered to Black Gold Cooperative Library System. Black Gold Cooperative Library System reserves the right to reject any and all bids without recourse from the vendor. In the case of duplicate, similar, or equal proposals, the decision of the library will be considered final. 4. CONTRACT TERMS AND CONDITIONS The desired contract for the services/equipment listed in this RFP will be one of the following contract terms: 1.) A one (1) year term for the period July 1, 2016 through June 30, 2017. 2.) An initial one (1) year renewable term followed by two each one (1) year extensions for the initial period July 1, 2016 through June 30, 2017 and possibly extendable to June 30, 2019. 3.) An initial two (2) year renewable term followed by two each one (1) year extensions for the initial period July 1, 2016 through June 30, 2018 and possibly extendable to June 30, 2020. During the contract period, the connection speed of any location may be adjusted up or down to meet business needs with a mutually agreed price change. Page 2 of 5
The vendor should clearly detail the pricing for each of the above three contract options. BGCLS will decide the selected contract option during review and evaluation of all submitted proposals. It is desired that each vendor will provide pricing for each of the contract options specified above. Vendors that provide pricing for multiple or all contract options specified above will receive preference in the scoring of the submitted proposals. This solicitation does not commit the library to award a contract, pay any costs incurred in preparation of a proposal, nor to procure any services that may be offered. Decisions on renewing each of the one year extensions are completely at the discretion of BGCLS. Pricing for each one year extension will be at the monthly amount negotiated for the initial contract period, or better. The vendor may propose, as an option, other contract periods and/or other initial contracts that include additional contract extensions on a year-by-year basis. This library system is seeking USAC E rate funds for these services and the vendor must agree to meet this program s requirements. The contract may be cancelled at any time by the library, with a 30 day written notice of cancellation in the event services prove to be unsatisfactory or funds are no longer available to the library. 5. SCOPE OF WORK The Black Gold Cooperative Library System currently provides internet service to the 22 member libraries in San Luis Obispo County, the Lompoc area, and Guadalupe via a variety of independent Internet Service Providers (ISPs) with each location separately negotiated, managed, and billed. The goal is to consolidate these internet services with a single vendor (including billing and management). This RFP is soliciting proposals to replace the current separate providers and provide internet service to the 22 libraries as follows: Provide Internet Service to each library on the list below at the minimum download speed and number of connections shown via any of the following methods: DSL, Cable, T1, Wireless, Cellular, Fiber, Ethernet, EOC, etc. It is desirable to have a single vendor provide service to all sites but we realize this is unlikely; therefore each vendor should attempt to provide service to as many sites as possible. You will not be disqualified for only being able to provide service to some sites. Vendors that can provide service to more sites may be given preference. Partnering with other suppliers to provide a unified solution is acceptable. The desired service will provide the port speeds shown below as a minimum but increased port speeds at a competitive cost are acceptable and will be considered. Black Gold reserves the right to only subscribe to service at selected locations from a given vendor and/or select multiple vendors to provide these services based on technical offerings received. Technical support must be available 7x24 to assist with problems or outages. The new service should be equal or superior to the current services. All costs of conversion from the current providers will be included in the evaluation of best provider. Page 3 of 5
During installation, interruption of existing services shall be kept to a minimum. Successful bidder must pay for any temporary installations to maintain operation of the old connections while new connections are installed and tested. Successful bidder shall complete all paperwork necessary, at no cost to the library. For additional information or clarification, address written inquiries as detailed in the contact information section above. The service locations and minimum service speed at each location is shown in the following table. LOC NBR LIBRARY NAME INTERNET SERVICE LOCATIONS NUMBER CONNECTIONS MINIMMUM DOWNLOAD SPEED PER CONNECTION (MBPS) ADDRESS CITY ST ZIP CODE PHONE NUMBER 1 Arroyo Grande 2 50 800 West Branch St. Arroyo Grande CA 93420 805-473-7161 2 Atascadero 2 50 6555 Capistrano Ave Atascadero CA 93422 805-461-6161 3 ATS - Black Grover 1 30 391 Front Street, Suite F Gold Beach CA 93433 805-543-6082 4 Cambria 1 50 1043 Main Street Cambria CA 93428 805-927-4336 5 Cayucos 1 30 310 B Street Cayucos CA 93430 805-995-3312 6 Creston 1 3 6290 Adams St. Creston CA 93432 805-237-3010 7 Guadalupe 1 30 4719 West Main St. Guadalupe CA 93434 805-343-1405 8 Los Osos 1 50 2075 Palisades Ave. Los Osos CA 93402 805-528-1862 9 Morro Bay 1 50 625 Harbor St. Morro Bay CA 93442 805-772-6394 10 Nipomo 1 30 918 West Tefft St. Nipomo CA 93444 805-929-3994 11 Oceano 1 30 1551 17 th Street Oceano CA 93445 805-474-7478 12 Paso Robles 1 50 1000 Spring St. Paso Robles CA 93446 805-237-3871 13 San Miguel 1 30 254 13th Street San Miguel CA 93451 805-467-3224 14 San Luis San Luis 2 50 995 Palm Street Obispo Obispo CA 93401 805-781-5991 15 Santa Margarita 1 30 9630 Murphy St. Santa Margarita CA 93453 805-438-5622 16 Shandon 1 3 240 East Centre St. Shandon CA 93461 805-237-3009 17 Shell Beach 1 30 230 Leeward Ave. Shell Beach CA 93449 805-773-2263 18 Simmler 1 1 13080 Soda Lake Rd. Simmler CA 93453 805-475-2603 19 Buellton 1 30 140 West Highway 246 Buellton CA 93427 805-688-3115 20 Lompoc 1 50 501 E. North Avenue Lompoc CA 93436 805-875-8775 21 Village 1 30 3775 Constellation Road Lompoc CA 93436 805-733-3323 22 Los Alamos 1 10 405 Helena St. Los Alamos CA 93440 805-344-1025 * Or alternatively provide a single connection at a speed greater than the sum of the multiple connections. Page 4 of 5
6. SCHEDULE OF EVENTS The following is the desired schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful vendor. Schedule: Event Date 1. Release of RFP October 28, 2015 2. Deadline for Proposal Submission November 25, 2015 3. Complete Evaluation of Responses January 1, 2016 4. Finalize Contract February 1, 2016 5. Begin Design Coordination March 1, 2016 6. Begin Installation of new services June 1, 2016 7. New Services Fully Operational July 1, 2016 Page 5 of 5