Worth County School District Request for Proposal (RFP ...Worth County School District Request for Proposal (RFP) Wireless Network RFP ID: 75913RFP01 Inquiries and requests regarding

Worth County School District

Request for Proposal (RFP) Wireless Network RFP ID: 75913RFP01

Inquiries and requests regarding this RFP should be directed to: Jim McMickin, Director of Technology Worth County Schools 103 Eldridge Street Sylvester, GA 31791 229-776-8600 (PHONE) 229-776-8603 (FAX) [email protected]

Sealed proposals and bids must be delivered no later than 2:00 PM on February 11, 2013 to: Worth County Schools ATTN: Martha Rutherford, 75913RFP01 103 Eldridge Street Sylvester, GA

Please note that all proposals must be received at the designated location by the stated deadline. All responses must include (1) Original response, (1) Copy. Late proposals will be returned unopened and shall be considered void and unacceptable. After the deadline, proposals will be evaluated for this RFP. Not all proposal information is considered public, and only the final contract and costs of award will be available to the public. No proposal information will be shared until after the award.

WORTH COUNTY SCHOOL DISTRICT RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS AND PROPOSALS AND TO AWARD IN PART OR IN TOTAL WHICHEVER IS DEEMED TO BE IN THE BEST INTEREST OF THE SCHOOL DISTRICT.

RFP ID: 759RFP01 Release Date: 01/04/2013

SECTION 1—GENERAL INFORMATION 1.1 – Background

Worth County is located in southwest Georgia. The county seat is Sylvester, and all facilities are located there. We have one primary school, one elementary school, one middle school, one high school, a bus shop, and a district administration office. Total enrollment for the district is approximately 3400 students and the school system employs approximately 365 people. Worth County School District seeks bids for total replacement of wireless coverage at Worth County Primary School, Worth County Elementary School, Worth County Middle School, and the Worth County Board of Education Office. This RFP provides the requirements and evaluative criteria. Responses from all prospective vendors should address pricing, service descriptions, and maps identifying access point locations. 1.2 – Intent of the RFP It is the intent of this Request for Proposal (RFP) to provide bidders with sufficient information to prepare a proposal for the purchase and installation of wireless network for three schools and the office of the board of education. The response should include all equipment, cabling, and software to meet the RFP’s requirements. Technical specifications and requirements are detailed in Section 3. Implementation of this project is dependent on e-rate funding. Our goal is to achieve 100% wireless coverage and the capacity for each student to connect with a system-owned or personal device (Bring Your Own Device - BYOD). This wireless system would be setup to provide both coverage and capacity. All wireless appliances would need to be 802.11a/g/n compliant. 1.3 -- Evaluation Criteria Selection will be based upon technical quality, project management, costs, and system features. The evaluation criteria will consider the following factors:

1. Bidder's total proposed price 2. Product quality/appropriateness/compatibility/performance 3. Bidder's qualifications/experience 4. Bidder's support/service 5. Bidder's warranty/maintenance 6. Proposed product meeting the district’s present needs as well as future needs

through enhancements and upgrades


Worth County School District reserves the right to seek clarification of any or all bidders in order to assist in the evaluation process. To assist Worth County Schools, the award evaluation criteria is based on, but not limited to, the following:

1. All specification terms and conditions as outlined in the RFP are complied with and met. 2. Suitability of proposed solution with respect to the district’s needs and objectives. 3. Bidder participation and responsibility clearly defined. 4. The participation and responsibilities of Worth County Schools are clearly defined. 5. Hardware and peripheral product quality and content including, but not limited to,

durability, performance, integration, serviceability, warranty, maintenance, meets or exceeds industry standards, and fulfillment of criteria specified in this RFP.

6. Bidder's service and support hours clearly defined. 7. Due to technical nature of the equipment, bidder has addressed all applicable future

system use, future expansion possibilities, and possible upgrading. 8. Price of proposal including, but not limited to, individual system pricing,

upgrades/downgrades pricing, installation support, warranty support, training, and any other relevant options with associated pricing.

9. Experience and/or references of the company submitting proposal. 10. Submission of satisfactory reference checks with proposal 11. Installation procedures clearly defined if applicable. 12. Bidder agrees to provide an on-site proof of concept at no cost if requested. 13. Acknowledgement in writing that any software will be licensed for Worth County Schools.

1.4 -- Contract Negotiation Worth County School District reserves the right to negotiate with any company/supplier submitting a response to alter, clarify, or further enhance the company's proposals and/or any contract arising out of the acceptance of the response. In the evaluation of the proposal, the pricing submitted will be considered the best and final pricing.


SECTION 2 – SUBMITTAL REQUIREMENTS 2.1 – Company Experience and/or References Worth County School District reserves the right to fully investigate the qualifications of any bidder(s) based on references supplied and publicly available information. Bidder(s) are encouraged to supply evidence of experience on projects of similar nature and/or magnitude listing: customer name, address, contact names, and telephone/fax numbers. The bidder(s) may also supply third party ratings to demonstrate their success in the IT marketplace. The winning respondent must provide:

1. Certificate of Insurance naming Worth County Schools as an additional insured. 2.2 – Confidential Material Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by Worth County Schools to the extent allowable. 2.3 – Supplemental/Supporting Materials Please include descriptive literature/brochures, if available, in the proposal. All user/owner/technical reference manuals should be included with and submitted upon delivery of equipment. 2.4 – RFP Attachments (Must be included with response)

1. Attachment A – Certification Letter 2. Attachment B – Immigration Form 3. Attachment C – Debarment Form 4. Attachment D – Non-collusion Affidavit 5. Attachment E – E-rate Certification


SECTION 3 – TECHNICAL REQUIREMENTS 3.1 -- General Requirements The wireless solution will:

1. Be compatible with 802.11 standards operating in both 2.4 GHz and 5 GHz bands 2. Support legacy 802.11a/g/n devices in a mixed mode environment 3. Have the ability to perform QoS to allow for traffic prioritizations if multiple WLANs

are implemented as well as different traffic types using the same SSID/WLAN with time-sensitive videoconferencing or wireless VoIP

4. Provide redundancy for failed neighboring access points and will be capable of easily provisioning new or replacement access points

3.2 – Technical 3.2.1 Network Design The submitted design should avoid any single points of failure. 3.2.2 Management Only wireless systems that are capable of being centrally managed will be considered. Central management of the wireless access system should include, but not be limited to, the following capabilities:

1. Lists of clients connected to each AP 2. The ability to make global configuration changes 3. Layer 7 Traffic Shaping 4. SSID availability 5. Network Access Control (NAC) 6. Device finger printing 7. Generate and view real�time and historical statistics on user and device access 8. Provide bandwidth management capabilities 9. Provide a real�time health monitor for access points and wireless network 10. Allow for dynamic power level adjustment 11. Detect and remediate rogue access points without loss of coverage

3.2.3 Wireless Access Point Access Points submitted in this proposal should be compliant with 802.11 standards A, G, and N. All access points should provide the following capabilities as well:

1. Layer 3 Mobility, i.e., seamless roaming between access points 2. Dynamically load balance 3. Be centrally managed from a single point of administration 4. Support multiple VLANs on single access point 5. Support multiple SSID on single access point 6. Accept IEEE 802.3af standard Power over Ethernet


3.2.4 Number and Location of Access Points The purpose of this RFP is to provide each site with full wireless coverage. The vendor will perform a site survey to determine the ideal locations for APs. General locations are specified on attached documentation.

No AP should support less than 30 simultaneous connections. Media Centers should support 60 simultaneous connections. Cafeterias and gymnasiums should support 150 simultaneous connections. 3.2.4 Cabling All access points shall be POE and shall be wired to the most convenient MDF or IDF above the suspended ceiling. The standard connector for all data outlet connections is a Category 5E RJ45 jack (keystone style). Unless otherwise specified, unconditionally guarantee in writing the materials, equipment, and workmanship for a period of not less than fifteen (15) years from date of acceptance by the owner. Acceptance shall be deemed as beneficial use by the owner. Station wiring runs shall be 350 MHz plenum category 5E (Cat5E) wire for telephone/data.

Four-pair 24 AWG, solid-copper station cable with the following minimum specifications:

Characteristic impedance -- 100 ohms plus/minus 15% at 10 MHz. Attenuation - 20 dB maximum per 1000 ft at 10 MHz. Worst pair near end crosstalk (NEXT) - 47 dB minimum at 10 MHz.

Cables shall not be tie wrapped or routed along electrical or gas conduit. Horizontal cable run in hallways above a suspended ceiling shall be in J hooks or cable tray. Once in work areas, if conduit is not "home-run" to outlet, it may be secured to the wall directly above the suspended ceiling or to the concrete ceiling structure every three feet by cable hangers. Cable ties must be trimmed off cleanly at a locking hole. Cables shall be secured at every corner. Cables shall be run in a uniform fashion and shall not be woven among other utilities. At the outlet end, enough additional cable (slack) must be left to reach the farthest corner of the wall, plus five feet. At the MDF/IDF end, at least 15 feet of additional cable (slack) must be provided past the center point of the appropriate telephone or data racks. All internal building network infrastructure shall adhere to ANSI/EIA/TIA 568B (Commercial Building Telecommunications Cabling Standards), ANSI/EIA/TIA 569 (Commercial Building Standard for Telecommunications Pathways and Spaces), and National Electric Code standards. Penetrations through floor and fire-rated walls shall utilize intermediate metallic conduit (IMC) or galvanized rigid conduit (GRC) sleeves and shall be firestopped after installation and testing, utilizing a firestopping assembly approved for that application.

Labeling shall conform to ANSI/TIA/EIA-606 standards. In addition, provide the following:

1. Label each outlet with permanent self-adhesive label with minimum 3/16 in. high characters. 2. Label each cable with permanent self-adhesive label with minimum 1/8 in. high characters in the


following locations: a. Inside receptacle box at the work area. b. Behind the communication closet patch panel or punch block.

3. Use labels on face of data patch panels. Provide facility assignment records in a protective cover at each telecommunications closet location that is specific to the facilities terminated therein.

4. The labeling for data drops should include the IDF letter, then the patch panel number and the two digit number of the port on the patch panel.

Testing shall conform to TIA/EIA TSB-67 Transmission Performance Specifications for Field Testing of Unshielded Twisted Cabling Systems as well as ANSI/TIA/EIA-568-A-1 Propagation Delay and Delay Skew Specification for 100 ohm 4-pair cable. Testing shall be accomplished using level II field testers. Test each pair and shield of each cable for opens, shorts, grounds, and pair reversal. Correct grounded and reversed pairs. Examine open and shorted pairs to determine if problem is caused by improper termination. If termination is proper, tag bad pairs at both ends and note on termination sheets. Perform testing of copper cables with tester meeting TIA/EIA TSB-67 and ANSI/TIA/EIA-

568-A-1 requirements. If copper cables contain any bad pairs, remove and replace the entire cable. Installation personnel shall meet manufacturer’s training and education requirements for implementation of extended warranty program. 3.3 – Financial Please provide quotes detailing your solution for Worth County Schools. The quote should include all necessary hardware, cabling, and software needed to complete a full installation. The vendor is responsible for due diligence and a site survey before submitting a bid. If additional information is needed to figure this amount, please contact the Director of Technology. Responses should include a five year price summary. This should include all initial costs and any annual costs for the next five years. 3.4 – Warranty Warranty terms on the hardware and any associated software should be clearly defined. 3.5 – Delivery and Installation Any delivery and installation charges should be clearly defined as separate line items. All equipment installation will be done after normal school hours of operation or in the summer, so as not to leave any school disabled for any significant amount of time.


Figure 1 – Access Point Allocation

WLAN WLAN

School AP's

Needed Placement Locations

Primary School 30 (5) in each of the six hallways

1 Gym

1 Administrative Area

1 Lunchroom

1 Media Center

2 Each end of the hallway connector

Primary School 36 Total

Elementary School 15 Green Hallway = 14+1

15 Blue Hallway = 14+1

15 Red Hallway = 14+1

1 Gym

1 Right before Gym

1 Cafeteria

1 Administrative Hallway outside gym

1 Media Center


Elementary School 52 Total

Middle School 16 6th Grade Hall (Area E)

16 7th Grade Hall (Area F)

16 8th Grade Hall (Area B)

4 Classrooms A36 ‐ A46

6 Connections (Area C)

1 Gym

1 Chorus (Not pictured ‐ adjacent to gym)

1 Band

1 Cafeteria

1 Media Center


Middle School 64 Total

District Office 13 As Needed


BID SHEET This page must be completed and submitted as part of any response to this RFP, along with an

explanation of the total wireless solution being presented.

Vendor Name: _______________________________________________ Vendor Contact Information: ____________________________________ ____________________________________________________________ ____________________________________________________________ *Additional cost for maintenance annually is for subsequent years after the initial period covered under this RFP and manufacturer’s warranty. WCPS Price (Equipment, Installation, Warranty) __________________

Additional cost for maintenance annually __________________ WCES Price (Equipment, Installation, Warranty) __________________ Additional cost for maintenance annually __________________ WCMS Price (Equipment, Installation, Warranty) __________________

Additional cost for maintenance annually __________________ WCBOE Price (Equipment, Installation, Warranty) __________________

Additional cost for maintenance annually __________________ TOTAL PRICE __________________


Attachment A CERTIFICATION LETTER:

(Must be completed and returned with bid)

I certify that I have read and understand the terms and conditions herein. I further state that I am and/or my company is capable, able to, and will provide the requested products and/or service described herein. I am the owner or agent of the company stated below and am authorized and empowered to contract. By my signature on this RFP response, I/we guarantee and certify that all items included in my bid meet or exceed specifications. I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the RFP and certify that I am authorized to sign this bid for the Contractor.

SUBMITTED BY_______________________________________________ DATE _____________________

TITLE____________________________________EMAIL: ________________________________________ COMPANY NAME_________________________________________________________________________ ADDRESS____________________________________________CITY______________ST_____ZIP_______ TELEPHONE NUMBER__________________________FAX NUMBER______________________________ COMPANY WEBSITE ______________________________________________________________________ SIGNATURE ______________________________________________________________________________


Attachment B Immigration Form

(Must be completed and returned with bid) GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT:

Contractor hereby certifies its compliance with the Immigration Reform and Control Act of 1986 (IRCA), D.L. 99-603 and the Georgia Security and Immigration Compliance Act by registering at https://www.vis-dhs.com/EmployerRegistration and verifying information of all new employees; and by executing any affidavits required by the rules and regulations issued by the Georgia Department of Labor set forth at Rule 300-10-1-.01 et seq. Further, the Contractor certifies that each subcontractor shall be required to verify through the Status Verification System the employment status of each employee of the respective subcontractor, and that subcontractor shall certify such to the prime or general contractor prior to the notice to the subcontractor to perform the work.

Organization Name Name(s) and Title(s) of Authorized Representative(s) Signature Date


Attachment C (Must be completed and returned with bid)

Certificate Regarding Debarment, Suspension, Ineligibility

The Worth County School District is a recipient of Federal monies. As such we require that participating vendors not be debarred, suspended, ineligible or excluded from doing business with the Federal government or any agency thereof. The prospective participant certifies, by submission of the bid, that neither it, nor its principals, is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from participation in this transaction by any Federal department or agency. Organization Name Name(s) and Title(s) of Authorized Representative(s) Signature(s) Date


Attachment D Non-Collusion Affidavit

(Must be completed and returned with bid) I state that I am _________________________________ of ________________________________________ (Title) (Name of Company) And that I am authorized to make this affidavit on behalf of my firm, and its owners, directors, and officers. I am the person responsible in my firm for the price(s) and the amount of this bid and I state that this bid is made in good faith. I state that: 1. The price(s) and amounts of this bid have been arrived at independently and without consultation,

communication or agreement with any other contractor, bidder, or potential bidder; neither the approximate price(s) have been disclosed nor will they be disclosed before bid opening to any other contractor, bidder or potential bidder.

2. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complimentary bid.

__________________________________________________, its affiliates, subsidiaries, officers, directors and (Name of Company) employees are not currently under investigation by any government agency and have not in the last three years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from the Worth County Board of Education of the true facts relating to submission of bids for this contract. ________________________________ ________________________________ Name/Date Title or Position

________________________________

Signature


Attachment E E-RATE CERTIFICATION

(Must be completed and returned with bid) I, _______________________________________, certify that____________________________________, is a (Print or Type Name) (Company Name) Service Provider as defined by the E‐Rate Program and has not been suspended or disbarred from participating by the Federal Communications Commission. Our SPIN # is ____________________________________________, and

(Type Service Provider ID) have operated under this SPIN for _________years.

(Number)

I also certify to the acceptance of the following: 1. If requested, a digital copy of this response will be supplied to the District or its agent. 2. All information necessary to respond to any PIA (Program Integrity Assurance), Item 25 Selective Review, or Audit performed by the FCC, the SLD, or their designated authority, will be furnished completely and in a timely manner sufficient to meet the any response deadlines; 3. In the event an appeal is necessary, all the information necessary to complete the appeal will be furnished completely and in a timely manner to the Worth County School District, it’s attorney(s) or authorized agent; 4. Any contract awarded based upon RFP#01-026 in contingent upon the receipt of a Funding Commitment Decision Letter (FCDL) from the SLD that awards the requested discounts in full. In the event that partial funding or no funding is granted, the Worth County School District reserves the right to cancel the contract in whole or in part; 5. The Worth County School District will be invoiced for the only the matching funds portion, and it our responsibility, as the E‐Rate Service Provider, to invoice the SLD for the remaining “non‐discount” portion. This billing method is known as the SPI (Service Provider Invoice) method; 6. In the event the Worth County School District wishes to perform a SPIN change, as afforded by the COPAN decision, permission will be granted within the contracted terms, provided 14 days prior written notice is given. ___________________________________________________ _________________________ (Original Signature in Blue or Black Ink) (Today’s Date) ___________________________________________________ (Print or Type Name) ___________________________________________________ (Title)






Documents

Worth County School District Request for Proposal (RFP ...Worth County School District Request for Proposal (RFP) Wireless Network RFP ID: 75913RFP01 Inquiries and requests regarding