RFP - Distributed Antenna System.pdf

GLCS Mobile Phone Coverage RFP 2018-2019 Glen Lake Community Schools

NOTICE TO BIDDERS

Glen Lake Community Schools (GLCS) is seeking proposals for equipment, installation and configuration of a Distributed Antenna System (DAS) to provide cellular telephone coverage throughout its facility as described in this Request For Proposals (RFP).

GENERAL PROPOSAL INFORMATION

I. RFP Schedule:

RFP release- 8/21/2018

Facilities walk-through for prospective bidders- 9/6/2018, 4:00 PM Glen Lake Community Schools Central Office

Proposals due*- 9/14/2018 at 12:00PM to the Glen Lake Community Schools Central Office, ATT: LeAnn

Eustice (eusticel@mylakers.org). Public opening and reading of submitted proposals will also occur at

12:00PM

*GLCS reserves the right to extend the deadline for proposals.

A facilities walk-through is not required to bid on this project but may be required prior to bid acceptance. With or without a walk-through, bidders are responsible for making sure that their proposals, if implemented, will cover the entire facility for the cost quoted.

II. RFP Contact Information:

Please direct any bid-related questions and/or correspondence concerning this RFP via email to LeAnn Eustice (eusticel@mylakers.org.)

Please direct any technical questions and/or correspondence concerning this RFP via email to Marcus Mead (meadm@mylakers.org)

III. Submission of Proposals:

Digital copies of the proposal must be emailed to this e-mail address: eusticel@mylakers.org

Proposals will be received until 12:00 PM on September 14th, 2018.

mailto:eusticel@mylakers.org mailto:meadm@mylakers.org

Table of Contents

Section 1: Rules and Regulations to be Observed in Submitting Quotations

Section 2: Company Information

Section 3: Proposal Requirements

Section 4: Familial Relationship Disclosure

Section 5: CERTIFICATION OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Section 6: Submission of Bid

Section 1: Rules and Regulations to be Observed in Submitting Proposals

● All proposals must include this form and attached sheets.

● Sections 4, 5, and 6 must be signed by the bidder.

● When a specific date is set for delivery of merchandise, or the performance of said work, merchandise must be delivered or work performed, in accordance with the specifications or description herein contained on or before said mutually agreed upon date. If the merchandise, or performance of said work is not installed or completed on or before said date, 1% of total purchase price will be deducted from total purchase price for each business day the merchandise, or performance of said work is delinquent. If a total of 10 working days have lapsed past said date, the entire order of merchandise or the performance of said work may be cancelled by the Board of Education and awarded to another vendor. Special consideration may be granted, if requested by vendor and agreed upon by GLCS. If cancelled due to failure of timely performance, the vendor shall be indebted to GLCS, as liquidated damages, in the amount of 5% of the purchase order for the merchandise and/or work cancelled.

● The Superintendent, Director of Facilities and Operations, and Director of Administrative and Instructional Technology or other person duly designated by the GLCS has the full power and authority to reject any and all materials furnished, which in their opinion, are not in strict compliance and conformity with the requirement of the specifications. All articles so rejected shall be promptly removed from the premises of GLCS at the cost of the vendor.

SELECTION PROCESS

General Terms and Conditions

Each vendor shall meet all of the specifications and proposal terms and conditions as set forth in this Request for Proposal, including all sections, attachments and appendices hereto. By virtue of the proposal submission, the vendor acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the proposal. Nonsubstantial deviations may be considered provided that the vendor submits a full description and explanation of and justification specific to the proposed deviations. Whether any proposed deviation is nonsubstantial will be determined by GLCS in its sole discretion. These terms and conditions shall be adhered to relative to any project for which the selected Vendor provides services. GLCS reserves the right to delete or alter these terms and conditions or to add additional terms and conditions at its discretion.

● COMPLIANCE WITH ALL LAWS – The selected vendor shall comply with all applicable laws, ordinances, executive orders and regulations of the federal, state, and local government, as well as all applicable District policies, rules, and procedures which may in any manner affect the performance of the Contract.

● HOLD HARMLESS AND INDEMNIFICATION – Selected Vendor agrees to defend, and hold harmless GLCS and all of its schools, Board members, agents, officials, officers, representatives and employees, from and against all claims, lawsuits, liabilities or damages of whatever nature arising out of or in connection with, or relating in any manner to any act or omission of Vendor, its agents, employees, and subcontractors, and employees thereof, pursuant to the performance or non-performance of this Contract. The Vendor shall thoroughly investigate any and all claims and indemnify GLCS and its schools and do whatever is necessary to protect GLCS and its schools, their agents, officials, officers, representatives and employees as to any such claims, lawsuits, liabilities, expenses, or damages arising out of this contract.

● RELATIONSHIP OF ALL PARTIES – It is expressly understood and agreed by the Vendor and GLCS that the Vendor, its officers, employees and agents and all of them are not employees of GLCS. The Vendor’s relationship to GLCS is that of an independent contractor.

● NON-LIABILITY OF PUBLIC OFFICIALS – Under no circumstances shall any board member, officer, employee, or agent of GLCS, acting within the course and scope of his/her District responsibility, be personally liable to the Contractor, or any party through or on behalf of the Vendor, with regards to this contract, including but not limited to its negotiation, execution, performance, or termination.

Selection Criteria

GLCS reserves the right to reject any and all bids.

Proposals will be evaluated based on the following criteria:

● The quality of the proposed solution,

● The bidder's reputability, reliability, experience, service options, references, and cost.

● Total cost of ownership of the proposed system

● Adherence to the requirements of this RFP

GLCS Responsibilities:

● Glen Lake Community Schools will provide access to and assistance with existing systems as required to implement the proposed solution, in a manner designed to not interfere with school operations.

Section 2: Company Information

Name:

Address: City/State/Zip:

Representative: Telephone:

Please answer all questions as completely as possible.

Please describe your company and the services it offers, especially as related to cellular communication:

Please list references of other K-12 Instructional Institutions and/or businesses for which you have completed similar projects. You may attach additional sheets for additional references.

K-12 Instructional Institution or Business Contact Person Telephone

Please list the names of your employees (not contracted services) who will provide GLCS with purchases, equipment, and/or services as outlined in this RFP, the number of years experience each has had in this area, and the average hours they work for your company in an average week.

Employee Name and role in this RFP Years Experience and Certifications Hr/Week

Do you offer a money-back guarantee if we are not satisfied with your installation? (Yes/No) (Explain)

Do you anticipate subcontracting any portion of this bid? (If yes, please explain and complete this form for the subcontractor.)

Do you guarantee response to any questions GLCS may have? If yes, what is the guaranteed response time?

What is the guaranteed resolution time to any problems related to items you are proposing in this RFP?

Explain your firm's process for administering change orders and the impact change orders will have on pricing and meeting deadlines.

If necessary, do you provide any training for GLCS technical staff? If yes, list the technical training support offered and the associated costs that you provide below:

Do you provide extended warranties for the equipment for which you have proposed prices on? If yes, please explain. If subcontracting work, will you be the main point of contact for warranty work, or will we need to contact individual subcontractors and suppliers for individual components or services.

Does your proposed solution boost cellular data, and if so, can that functionality be disabled (to prevent students from bypassing school internet filters via their cellular data plans)?

List support, training or other services that your organization would provide to GLCS that has not been addressed in this RFP. Indicate those items that are available at no additional cost.

Section 3: Proposal Requirements

Overview

Mobile telephones are mostly unable to obtain wireless service from the cellular network within the GLCS facility. The very few places where this functionality is available are covered by signal boosters connected to antenna mounted on the outside of the building. The goal of this project is to provide effective signal boosting capability throughout campus in the most cost effective manner possible.

Project Details

Proposals must work with the two mobile phone carriers that have the most market share in the area, which are AT&T and Verizon. Proposals must result in universal and reliable cell phone coverage of the within the Glen Lake Community Schools.

Coverage Requirements: DAS design will need to meet the system coverage requirements of 95% coverage (at 2.1GHz) is needed in all areas with -95dB or better signal. A comprehensive initial radio frequency (RF) survey must be done beforehand to confirm before and after readings.

Monitoring Requirements: Proposed solutions must include the ability for Glen Lake staff to perform management and reporting function. GLCS IT must have access to real-time performance the system. This must be remotely visible from off-site. If the system is malfunctioning, it must include the ability to automatically notify Glen Lake staff.

DAS System Requirements:

● Active DAS system

● Digital system to allow independent channel control to resolve BDA unequal coverage problems by

Carrier

● It is the preference of Glen Lake Community Schools that the proposed DAS system NOT boost cellular data, if possible, or that the system allow data to be switched “on” and “off”.

● MIMO capable.

● Detailed Enterprise remote monitoring (as above).

● Equipment is carrier approved and guaranteed network safe.

● Self-maintaining (automatically adjusts to changes on the carriers networks).

● System will be expandable (ports not maxed) and scalable.

● System must be programmable and upgradable.

● Services: LTE, Cell, UMTS & PCS, AWS

● Carriers: AT&T and Verizon at a minimum. Bidders may quote additional cost for Sprint.

● Frequency bands required: 700MHz, 850MHz, 1900 MHz and 1.9/2.1GHz

Proposals must include all needed equipment and installation services. All related costs, including any future service contracts or licensing fees, must be disclosed in proposals.

Existing infrastructure may be utilized in this project. Proposals must detail any planned uses of that infrastructure and any modifications that would need to be made. If any additional equipment, cabling or other installation service is needed, that equipment and/or service must be included in the proposal, and in the case of hardware (such as network switches if needed), must match existing equipment.

The existing network infrastructure that may be helpful in the project consists of an Ethernet network running on Cisco switches. Singlemode fiber extends from a central networking room to each of three remote locations throughout the building. Copper cabling extends from those locations to hundreds of data drops throughout the facility. The network may include extra capacity that could be used in this project as long as that can be accomplished without degrading existing service. Should additional networking hardware (switches, etc.) be required, such hardware must match existing equipment deployments.

GLCS prefers solutions that have minimal visual impact on the facility. Any needed antennae should be out of site if possible. Any that need to be visible within the building should be visually consistent with the construction of the building as much as possible.

Submission Details

Proposals must include the following:

● Completed forms from the appendices of this RFP

● Part number, description and price of each product needed for this project, as well as manufacturer's

Product Data Sheets for installed equipment.

● Recurring costs (if applicable)

● Monitoring software specifications

● Technical specifications of each product

● Evidence of the anticipated end-of-life designation for each product from the manufacturer

● References with contact information for projects of similar scope already completed, preferably from other Michigan public schools

Section 4: Familial Relationship Disclosure

I/We, the undersigned, acknowledge the following board members and superintendent of Glen Lake Community Schools

(GLCS):

Glen Lake Community Schools Board of Education:

Laura Aylsworth-Bonzelet Ross Hazelton Patrick Middleton Lisa Niergarth Jennifer Omerza Fran Seymour Lisa Siddall

Glen Lake Community Schools Superintendent: Sander Scott Glen Lake Community Schools Director of Administrative and Instructional Technology: Marcus Mead Glen Lake Community Schools Director of Facilities and Operations: Doug Dowdy

I/We have included the following list disclosing any familial relationships that exist between the owners or any employee of the vendor and any member of the school board and/or superintendent.

I/We understand that NOT completing this sworn, signed, and notarized statement and including it with our proposal will make our proposal incomplete and void.

Vendor

By

Title

Date

Subscribed and sworn to before me this ___________ day of _______________________

Notary Public, _______________________________ County, Michigan

My commission expires: ______________________________________

Section 5: Iran Economic Sanctions Act Certification

I am the _________________________ of ____________________________ or (Title) (Bidder)

I am bidding in my individual capacity (“Bidder”), with authority to submit a binding bid for the provision of wireless networking equipment to Glen Lake Community Schools (GLCS). I have personal knowledge of the matter described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq. (“Act”). I am fully aware that GLCS will rely on my representations in evaluating bids.

I certify that ______________________ is not an Iran-linked business, as (Bidder) that term is defined in the Act. I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(Signature)

(Printed Name)

(Date)