RFP Mar Lee Network 2019 V2.pdf

Mar Lee School Confidential Request for Proposal, Network Equipment

Mar Lee School Request for Proposal Network Equipment

E-Rate Funding year 2019-2020 January 10th, 2019

Mar Lee School Confidential

Table of Contents

1 STATEMENT OF WORK 3

1.1 PURPOSE 3

1.2 COVERAGE & PARTICIPATION 3

2 GENERAL INFORMATION 3

2.1 ORIGINAL RFP DOCUMENT 3

2.2 THE ORGANIZATION 3

2.3 EXISTING TECHNOLOGY ENVIRONMENT 3

2.4 SCHEDULE OF EVENTS 4

3 PROPOSAL PREPARATION INSTRUCTIONS 4

3.1 VENDOR’S UNDERSTANDING OF THE RFP 4

3.2 GOOD FAITH STATEMENT 4

3.3 USF PARTICIPATION 4

3.4 SPIN 5

3.5 E_RATE CERTIFICATION 5

3.6 USAC INVOICING 5

3.7 DISQUALIFICATION 5

3.8 GIFTING 5

3.9 PROJECT FUNDING 5

3.10 COMMUNICATION 6

3.11 PROPOSAL SUBMISSION 7

3.12 CRITERIA FOR SELECTION 8

3.13 SELECTION AND NOTIFICATION 8

4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS 8

4.1 FUNCTIONAL REQUIREMENTS 8

4.2 TECHNICAL SPECIFICATIONS 8

4.3 VENDOR STEPS 8

4.4 Specifications 9

4.5 ENGAGEMENT METHODOLOGY 11

5 VENDOR QUALIFICATIONS & REFERENCES 11

6 BUDGET & ESTIMATED PRICING 11

7 ADDITIONAL TERMS & CONDITIONS 11

7.1 PERSONAL INFORMATION 11

7.2 NON-DISCLOSURE AGREEMENT 12

7.3 COSTS 12

7.4 INTELLECTUAL PROPERTY 12

7.5 RESPONDENT’S RESPONSES 12

7.6 GOVERNING LAW 12

7.7 NO LIABILITY 12

7.8 ENTIRE RFP 12

APPENDIX A VENDOR CERTIFICATION 13

APPENDIX B Additional Vendor Information………………….…….…….………...15

APPENDIX C GIFTING CERTIFICATION……………….….………….……………16

1 Statement of Work

1.1 Purpose

The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to provide an upgrade to our current network equipment that covers all steps from the initial site survey to equipment acquisition and complete installation, including, if necessary, cabling, racks, UPS and upgrades to existing infrastructure for Mar Lee School. The RFP provides vendors with the relevant operational, performance, application, and architectural requirements of the system. Questions received, if any, and responses will be posted on Mar Lee School website as an addendum to this solicitation. It is the responsibility of all interested parties to monitor and download this information.

Proposals will be used for an E-Rate application with the Schools and Libraries Division (SLD) of Universal Service Administration Company (USAC). The awarded vendor shall be in compliance with rules and regulations of the E-Rate program and is responsible for providing a valid SPIN (Service Provider Identification Number) at the time the bid is submitted.

1.2 Coverage & Participation

The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use by all faculty, staff, and students at Mar Lee School. Mar Lee School reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount.

2 General Information

2.1 Original RFP Document

Mar Lee School shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification.

2.2 The Organization

Mar Lee School is a public K-8 school located in Marshall MI.

2.3 Existing Technology Environment

The following is a listing of our current technology environment as best as it can be described.

Current Internet access is a 1 GB fiber connection

Firewall service provided by Fortigate firewall 1 Cisco Cataylst 2960X 1 Cisco Catalyst 3550

4 Cisco Catalyst 2960 15 Aerohive AP230 Wireless Access Points

2.4 Schedule of Events

The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unforeseen circumstances. Any changes will be posted to our Web site only under the About/Info/Forms tab labeled RFPs

Issuance of RFP January 11, 2019, 5:00pm EST Technical walkthrough (optional) January 23, 2019, 3:00pm EST Technical Questions/Inquiries due February 8, 2019, 5:00pm EST RFP Closes / Bids due February 15, 2019, 5:00pm EST Complete Evaluation February 19, 2019, 5:00pm EST Final Award Notification February 22, 2019, 3:00pm EST

3 Proposal Preparation Instructions

3.1 Vendor’s Understanding of the RFP

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Mar Lee School as necessary to gain such understanding. Mar Lee School reserves the right to disqualify any vendor who demonstrates less than such understanding.

Further, Mar Lee School reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Mar Lee School.

The vendor is responsible for verifying eligibility of any proposed line item.

Vendor must clearly indicate any cost not covered directly by USF.

3.2 Good Faith Statement

All information provided by Mar Lee School in this RFP is offered in good faith.

Individual items are subject to change at any time. Mar Lee School makes no certification that any item is without error. Mar Lee School is not responsible or liable for any use of the information or for any claims asserted there from.

3.3 USF Participation

The successful vendor will be required to participate in the Universal Service Fund (USF) (AKA “E-rate”) and will provide the appropriate discounts if applicable to this project. The successful vendor also agrees to file Form 474 (Service Provider Invoice) to collect the USF portion of the funded project and will bill the school only for the non-discounted portion and for non-eligible items.

3.4 SPIN

Bids must include the Service Provider Identification Number (SPIN) in the RFP response. Vendors must provide your SPIN identification number and USF listed company name. The vendor must also provide, at the end of the annual contracted period and without additional cost, a complete copy of all serviced bills from all contacted locations, for use in facilitating USF applications.

If the school does not receive USF funding for this project, the school may choose not to purchase these services.

3.5 E_Rate certification

By submitting a bid, vendor certifies that the vendor does have a valid (non-red light status) SPIN for the E-rate program at the time of submission. Should Mar Lee School discover that the vendor is on red light status, or if the FCC classifies the vendor as on red-light status before work is performed and invoices are paid, the contract will be null and void and the applicant will have no payment obligations to the vendor.

3.6 USAC Invoicing

Vendor must agree to bill Mar Lee School for only the non-discounted portion of the bill, and agrees to invoice USAC for the discounted portion (via Form 474 – Service Provider Invoice).

The proposed contract should include three years of warranty on all aspects of this RFP. This includes warranties on all equipment and items associated with the installation. It is understood that if purchased with E-rate funding, any ineligible warranties will be excluded from the contract. Quoted prices must remain effective for the entirety of the E-rate funding year of July 1, 2019- June 30, 2020.

3.7 Disqualification

Vendor will be automatically disqualified if Mar Lee School determines that the bidding company has offered any employee of Mar Lee School any gift or anything of value.

3.8 Gifting

Vendor must sign a statement stating no gift from vendor to Mar Lee School occurred. See and Sign Appendix C.

3.9 Project Funding

Projects are contingent upon E-rate funding and final board approval.

Depending on E-rate funding, the school may choose to proceed with all or part of the projects, at the school’s discretion.

3.10 Communication

Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.

3.10.1 Vendors’ Inquiries

Applicable terms and conditions herein shall govern communications and inquiries between Mar Lee School and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:

Attn: Sue Wilson, Technology Coordinator Information Technology Department 21236 H Dr N, Marshall, MI 49068

E-mail: WilsonSP@Calhounisd.org

3.10.2 Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’ representatives in any kind of capacity, to/from any Mar Lee School employee or representative of any kind or capacity or information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time.

3.10.3 Formal Communications shall include, but are not limited to:

● Questions concerning this RFP must be submitted in writing and be received prior to February 8, 2019, 5:00pm EST.

● Errors and omissions in this RFP and enhancements. Vendors shall recommend to Mar Lee School any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to Mar Lee School any enhancements, which might be in Mar Lee School best interests. These must be submitted in writing and be received by February 8, 2019, 5:00pm

EST.

● Inquiries about technical interpretations must be submitted in writing and be received prior to February 8, 2019, 5:00pm EST. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the buyer named above at any time during this process.

● Verbal and/or written presentations and pre-award negations under this RFP.

● Addenda to this RFP.

3.10.4 Addenda: Mar Lee School will make a good-faith effort to provide a written response to each question or request for clarification that requires addenda within 5 business days. All questions, answers, and addenda will be shared with all recipients. It is the vendors responsibility to review. All Addenda will be posted to our web site under the About/Info/Forms tab labeled RFP’s.

Mar Lee School will not respond to any questions or requests for clarification that require addenda after February 8, 2019, 5:00pm EST.

3.11 Proposal Submission

Bids must be received by February 15, 2019, 5:00pm EST. No oral, e-mailed, or faxed proposals will be accepted. All bids MUST be sealed, clearly marked with “Mar Lee Network Equipment Bid” and sent to the following:

Attn: Sue Wilson, Technology Coordinator

Mar Lee Network Equipment Bid Information Technology Department 21236 H Dr N, Marshall, MI 49068

Response Format Each response is to be delivered to the location identified above on or before the due date in the following formats:

· One printed copy of the entire response

· One electronic copy of the entire response with all information on USB drive, Google shared folder, or CD/DVD (Acceptable formats are PDF, Google Docs, or Microsoft Office Documents)

3.12 Criteria for Selection

The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply Mar Lee School with a system identified in the Scope of Work.

3.13 Selection and Notification

Vendors determined by Mar Lee School who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail. Those vendors not selected for the negotiation phase will not be notified.

4 Scope of Work, Specifications & Requirements

4.1 Functional Requirements

This project is to provide Mar Lee School with a strong, viable, reliable, scalable, and robust network fully capable of providing high throughput wired and wireless network and internet transmission that is easily configurable and maintained. Future capabilities include higher density use. The installed network must replicate the existing network topology of multiple VLANs and subnets to accommodate, faculty, staff, student, guest, surveillance, security, and other data needs.

4.2 Technical Specifications

The following are Mar Lee School’s minimum specifications for a network infrastructure replacement.

VENDOR NOTE:

This document contains a sample of what vendors will be responsible for as well as what the minimum specifications for the wireless solution will be. While no major changes are planned before the final version is released, some modifications may be made. The following is for reference only, so vendors may get an idea of exactly what the end result of this project should look like.

4.3 Vendor Steps

The intent is to supplement our current wireless access points. If the project is too large/costly, the project may be reduced in scale. If the project is reduced in scale, plans to accommodate the major needs and plan a second and/or third phase has to be considered and new hardware must fully integrate with the remaining existing network.

Vendors are expected to perform the following steps when conducting site surveys:

1. Determine if current access point locations are optimal. Considerations include:

a. Wired network access, cell coverage and overlap, channel selection, and mounting locations for the Access Point and any external antennas (if required).

b. The final ratio of Access Points to wireless users should be a minimum of 30:1 in classrooms and minimum of 45:1 in common areas.

c. A signal-to-noise ratio of at least 25dBm should be maintained throughout the solution.

2. Vendors should perform a physical survey in order to verify Access Point locations if necessary. Vendors should make sure to use the same Access Point model for the survey that will be used in the final wireless solution.

3. Based on optimal Access Point location, determine the most efficient way to route cabling back to an MDF/IDF.

4. Document findings. Record locations and log signal readings for each Access Point, as well as data rates at outer boundaries. Prepare a map or detailed summary of how many cable drops are needed and where, what infrastructure needs to be installed, and what electrical changes need to be made in the MDF/IDFs. Documentation should also identify any existing hardware that can be re-used for the wireless platform, and any hardware that would be rendered unusable.

4.4 Specifications

The following sections provide steps, procedures, and details that all vendors should adhere to when designing a wired switch upgrade & WLAN solution for Mar Lee School.

4.4.1 Specifications for Network Equipment

The vendor must provide a Network solution meeting the following requirements at a minimum:

• Aerohive AP 230 or Equivalent (To be added to existing Aerohive controller) Additional 10 needed, Licenses, 3 Year Support

• Cisco 2960X or Equivalent - replace 5 existing, 3 Year Support

• Network Cabinet with new cabling

• UPS in MDF

4.4.2 Firewall and Content Filter

Mar Lee School currently utilizes Fortigate firewall which is not being replaced.

4.4.3 Bid Specifications for Network Cabling and Interconnects If necessary, any physical network connections must meet the following:

• Cabling type is not mandated but must support at least 1 up to 10 gb speeds.

• All cable connections must be identifiable at both ends.

• Cabling must be neatly run.

• Any copper cabling must be Cat6 or equivalent and be certified for gigabit throughput. No cable shall exceed its maximum recommended length (i.e. 100m for Cat6) including any patch cables at termination points.

• Cabling must adhere to appropriate ratings (plenum, wall, etc.) and meet all codes.

• Cabling will interface with existing network backbone at core junction points.

• Cabling will terminate into patch panels and/or network boxes with appropriate faceplates and keystones. All terminations shall be done with the appropriate end connectors or patch panels (Cat6 or greater).

• Where feasible, cabling below a ceiling is to be placed into conduit and properly terminated into network boxes with appropriate faceplates and keystones. Existing building conduits may be utilized where available/appropriate. Low voltage Ethernet cables should not be run through the same conduit as high voltage lines.

• After installation, all cabling must be tested to verify connectivity between MDF/IDFs and Access Points, to ensure that all runs have been installed and terminated correctly, and that that the run meets industry standards regarding crosstalk and packet loss. Cable testing results must be provided to Mar Lee Schools.

• All wall penetrations must be properly sealed according to Fire Marshall specifications.

• Cables and panels must be appropriately labeled and easily traced using a schema agreed upon with the School’s IT Department.

• Vendor must provide a post-installation schematic detailing all cabling routes and termination points.

4.4.4 Post Installation

Warranty / Technical Support Mar Lee School expects full replacement warranty for a minimum of 12 months from the time of functional turnover, we would anticipate up to 36 months of warranty.

4.4.5 Other Related Bid Specifications

The proposed contract should include three years of warranty on all aspects of this RFP. This includes warranties on all equipment and items associated with the installation. It is understood that if purchased with E-rate funding, any ineligible warranties will be excluded from the contract or purchased with non-Erate funds. Quoted prices must remain effective for the entirety of the E-rate year of July 1, 2019 - June 30, 2020.

The successful vendor will be required to participate in the Universal Service Fund (USF) and will provide the appropriate discounts if applicable to this project. The successful vendor also agrees to file Form 474 (Service Provider Invoice) to collect the USF portion of the funded project and will bill Mar Lee School only for the discounted portion and for non-eligible items. If Mar Lee School does not receive USF funding for this project, Mar Lee School may choose not to purchase these services. Please provide your SPIN identification number and USF listed company name. The vendor must also provide, at the end of the annual contracted period and without additional cost, a complete copy of all serviced bills from all contacted locations, for use in facilitating USF applications.

5 Vendor Qualifications & References All vendors must provide the following information in order for their proposal to be considered:

1. A brief outline of the vendor company and services offered, including:

● Full legal name of the company

● Year business was established

2. An outline of the product line-up and/or services they currently support.

3. Information on its current clients, including:

● Total number of current clients.

● A list of clients with similar needs using similar products and/or services.

● Evidence of successful completion of a project of a similar size and complexity.

4. References: Contact information for five references (if possible) from projects similar in size, application, and scope and a brief description of their implementation.

6 Budget & Estimated Pricing The vendor must agree to keep all prices valid until June 30, 2020.

Sales tax is not applicable.

7 Additional Terms & Conditions

7.1 Personal Information

Depending on the circumstances, Mar Lee School may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested. Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent. Mar Lee School will treat this information in accordance with the provisions of this Section 7.

7.2 Non-Disclosure Agreement

Mar Lee School reserves the right to require any Respondent to enter into a non-disclosure agreement.

7.3 Costs

The RFP does not obligate Mar Lee School to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of Mar Lee School, subject to claims of confidentiality in respect of the Response and supporting documentation.

7.4 Intellectual Property

The Respondent should not use any intellectual property of Mar Lee School including, but not limited to, all logos, registered trademarks, or trade names of Mar Lee School, at any time without the prior written approval of Mar Lee School, as appropriate.

7.5 Respondent’s Responses

All responses (in its entirety); including, but not limited to: design, parts list, pricing, specifications, or warranty will be the sole property of Mar Lee Schools and not restricted in any way.

7.6 Governing Law

This RFP and the Respondent’s Response shall be governed by the laws of Michigan

7.7 No Liability

Mar Lee School shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

● Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or

● As a result of the use of any information, error, or omission contained in this

RFP document or provided during the RFP process.

7.8 Entire RFP

This RFP, any addenda to it, and any attached schedules, constitute the entire RFP.

APPENDIX A

Vendor Certification This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 180 calendar days as of January 14th, 2019.

The undersigned further certify that their firm (check one):

IS

IS NOT

currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Mar Lee School of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for purposes of this RFP are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

APPENDIX B

Additional Vendor Information

This form is designed to provide additional information about vendors. Information provided does not guarantee vendor qualification or disqualification. All responses will be made available to Mar Lee School with the final version of the MPA.

Company Name: _______________________________ Address: _______________________________

Please indicate the Original Equipment Manufacturer(s) hardware your company is qualified to install and support.

□ Cisco □

□ Aerohive □ Other(s):

Please list any industry-standard certifications/endorsements that your company or managing employees hold.

Please list any Michigan school districts and other schools that your company has worked for in the past.

This page must be included in responses to this RFP for a vendor to be considered for qualification.

APPENDIX C

GIFTING CERTIFICATION

Vendor must sign the following statement, if the vendor does not sign the following statement, the bid will be disqualified.

I certify that I (or any employee of my company) have never offered nor provided a gift of any value to any employee of Mar Lee School. Signed:

Vendor Signature Date

Printed Vendor Name

Company Name

Funding Year 2019/2020 Category 2 -Internal Connections 470 Application - Bid Attachment

Provide the manufacturer part number and full description for all components/services of the bid response. The e-rate eligible amount must be provided.

Model/Part Number

Description QTY Unit Cost Ext. Cost E-rate Eligible Amount

Further detail may be required.