Village-of-Palatine-Wi-Fi-System-RFP.pdf

NOTICE: INVITATION TO PROPOSE

VILLAGE OF PALATINE

Upgrade of Wi-Fi System

The Information Technology Department is seeking proposals for the procurement, engineering, and integration of a Wi-Fi system for the Village of Palatine office buildings, with installation services to be included as a separate, optional component at the Village's discretion.

Submittal Requirements: To be considered, your proposal must be received by 4:00 p.m. Central Time on July 22, 2026. The original proposal and one (1) copy must be submitted together in a sealed envelope or container, to the attention of Rhonda Malcolm, Director of IT, Village of Palatine, 200 E. Wood St., Palatine, 60067, stating on the outside:

Contractor’s name Address Telephone number Due date Proposal title “Village of Palatine - Upgrade of Wi-Fi System” Proposal # VoPIT-2026-02

The Village of Palatine reserves the right to reject any or all proposals, to waive any informality, and to accept any proposal which the Village Council deems most favorable to the interest of the Village.

Copies of the proposal details may be downloaded from our website at www.palatine.il.us, picked up Monday through Friday, 8:00 a.m. to 4:00 p.m. at the Village of Palatine Information Technology office, 200 E. Wood Street, Palatine, IL, or by contacting Rhonda Malcolm at 847-963-6271 or at rmalcolm@palatine.il.us.

Questions and/or comments should be directed Monday – Friday, 8:00 – 4:00, to the Director of Information Technology – Rhonda Malcolm, 847-963-6271.

Date Published: June 17, 2026

Village of Palatine – Request for Proposal VoPIT-2026-02

Village of Palatine

Village of Palatine - Upgrade of Wi-Fi System

Proposals due no later than 4 PM CT on July 22, 2026

A. Introduction

B. Scope of Work

C. Current Environment

D. Requirements for System

E. Requirements for Proposal

F. Terms and Conditions

G. Procedures for Submitting Proposals

H. Vendor Signature

• Specifications/Requirements may be obtained from and any inquiries directed at:

Rhonda Malcolm Director of Information Technology 200 E. Wood Street Palatine, Il 60067 Phone: 847-963-6271 Email: rmalcolm@palatine.il.us

• Proposals will be received at:

Director of IT 200 E. Wood Street Palatine, Il 60067

• Proposals are due July 22, 2026, no later than 4:00 PM Central Time

• Any objections to the specifications/requirements set forth must be filed in writing on or before July

10, 2026, at 4 PM Central Time.

• The Village reserves the right to accept the submission that is, in its judgment, the best and most favorable to the interests of the Village and the public; to reject the low price submittal; to accept any item in the Provider’s submittal or a portion thereof; to reject any/all submissions; to accept and incorporate corrections, clarifications or modifications following the opening of the Provider’s submission when to do so would not, in the Village’ opinion, prejudice the procurement process or create any improper advantage to any Provider; and to waive irregularities and informalities in the procurement process or in any submission; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future defects or informalities, and the Provider should not rely upon, or anticipate, such waivers in submitting their submissions. The enforcement of this Reservation of Rights by the Village shall not be considered an alteration of the response. In addition to the Village’s rights above, the Village reserves the right to reject any and all responses if the evidence submitted by, or investigation of such Provider, fails to satisfy the Village's expectations or accepts any item in the Provider’s submittal or a portion thereof.

All Providers are prohibited from making any contact with any official or employee of the Village (collectively, “Municipal Personnel”) with regard to the work, other than in the manner and to the person(s) designated herein. The Village Manager of Palatine reserves the right to disqualify any Provider that is found to have contacted Municipal Personnel in any manner regarding the work. Additionally, if the Palatine Village Manager determines that the contact with Municipal Personnel was in violation of any provision of 720 ILCS 5/33E, the matter will be turned over to the Cook County State’s Attorney for review and prosecution.

A. Introduction

The Village of Palatine is accepting proposals for the Procurement, Engineering, Installation (quoted separately), and Integration of a new Wi-Fi system for the Village of Palatine buildings. All possible solutions will be evaluated.

Proposals shall include delivery of fully functional equipment F.O.B., engineering, installation, and integration services to the Village of Palatine, 200 E Wood Street, Palatine, Illinois 60067. The proposed system and scope of work quoted on the proposal form shall be firm, and the Village retains the right to cancel all orders not delivered within the quoted time allotment. Extensions of time allowed for delivery may be obtained from the Village if there is just cause, but this should be done well in advance.

Separation of Implementation Services: Procurement of installation and deployment services remains strictly at the Village of Palatine's discretion. Vendors are required to provide a fully unbundled pricing model that details installation costs as a distinct, standalone line item. The Village of Palatine reserves the right to strike installation from the final scope of work without affecting the unit pricing of the goods provided.

In the event that a bidder wishes to withdraw a submitted proposal for any reason, it may be withdrawn without penalty until 8:00 a.m. on the day of the proposal opening. After that time, the bidder, should the proposal be deemed accepted, will be held in default and therefore liable for any and all additional costs incurred by the Village in obtaining the equipment & services in question. The same shall be true should a successful bidder be unable to provide the equipment in accordance with the contracted proposal and/or the proposed delivery time regardless of cause or reason whether natural, man-made, or labor-related.

The successful bidder shall warrant and guarantee that the bid price will be firm and that there will be no escalation at the time of delivery. All manufacturer warranties must be in effect and commence on the date that the operational unit is delivered to the Village. The bidder's execution of the bid forms and submission thereof constitute acknowledgment and acceptance of the terms and conditions of the bidding documents. The awarded proposal shall become the binding contract between the Village and the successful proposer upon the Village Council's award.

Payment for the equipment shall be made by the Village through its normal payment process. The successful bidder shall receive payment within sixty days of receipt of the completed project, an original invoice, and all other required documentation, including a certificate of origin and a warranty statement.

The Village of Palatine reserves the right to reject any or all proposals, to waive any informality in proposals, and to accept any proposal or portion thereof which the Village Council deems most favorable to the interests of the Village.

B. Scope of Work

Provide system procurement, engineering, installation (quoted separately), and integration for the implementation of the Village of Palatine Wi-Fi system.

Warranty – The system must provide all hardware & software support for 3 years. Consulting services & support must be provided for at least 90 days from implementation.

Installation – Procurement of installation and deployment services remains strictly at the Village of Palatine's discretion. Vendors are required to provide a fully unbundled pricing model that details installation costs as a distinct, standalone line item. The Village of Palatine reserves the right to strike installation from the final scope of work without affecting the unit pricing of the goods provided.

Training & consulting on the implementation is required as part of the proposal.

C. Current Environment

Section I – Current Access Points The current system of Access Points consists of 44 internal Cambium Access Points and 6 exterior Cambium Access Points spread across 9 buildings within the Village of Palatine. The access points are currently primarily single-radio access points, providing A/B/G/N/AC wireless connectivity.

Wiring to the access points consists of a single CAT 5e or higher cable to each unit, connected to an Extreme Networks switch that provides 802.3bt Type 4 PoE (90W) or Type 2 PoE+ (30W) power.

All buildings are interconnected via at least 400Mb links for backhaul of data to the internet or other resources.

The proposed solution must allow for access point expansion as needs arise.

Section II – Authentication

Village of Palatine currently utilizes the following methods of authentication for wireless clients to connect:

1) Pre-shared Key

2) System and/or user-level certificates with AD integration

3) Radius authentication (Active Directory / Entra ID)

4) Public (open) access with captive portal agreements

5) Pre-registering / approval for employee access to public Wi-Fi

Section III – Clients / Village applications

The client mix for access points is the following:

Laptops – standard laptop utilizing Wi-Fi in conference room / temporary locations Tablets – iPad, Android tablet, Windows tablets – Utilized for uploading/downloading inspection reports and other business systems In-car camera system - Axon in-car camera systems upload video from cars utilizing Wi-Fi Phones – iPhone and Android phones utilized with public Wi-Fi Public Wi-Fi – the Village provides public Wi-Fi in our building after acceptance of terms.

D. Requirements for System

The Village of Palatine is looking for the most cost-effective solution to:

a) Provide secure & reliable wireless bandwidth to Village applications

b) Provide general internet access to pre-approved devices without authentication

c) Provide intranet & internet access to authenticated users

d) Provide Wi-Fi to the public with agreement of terms

e) Provide central management solution for configuration and management of access points

Wi-Fi must provide the additional features from our current system of:

1. Environment

1.1. Any support equipment must be rack-mountable in a standard 19” rack

1.2. Reporting

1.2.1. The system must support the reporting of at least the following information

1.2.2. All connections/disconnections of devices, including general device description/type/MAC address

1.2.3. All denied connections including general device description/type/MAC address

1.2.4. All activities to system and users’ permissions

1.2.5. Provide RF analysis for interference identification

1.2.6. Provide bandwidth utilization reports by SID/VLAN

1.2.7. Provide messages to standard syslog/CrowdStrike servers

2. Security

2.1. The system must provide unlimited active/inactive user accounts to be defined in the system

2.2. The system will provide Active Directory integration for user accounts and password authentication

2.3. The system will provide levels of access providing security granularity based upon roles or permissions

2.4. The system will provide standard wireless encryption methods for clients

2.5. The system will provide wireless intrusion detection capabilities

2.6. The system will provide at least the following authentication methods for clients

2.6.1. None

2.6.2. None with agreement of terms.

2.6.3. Pre-shared key

2.6.4. Certificate (both user and system level)

2.6.5. Pre-registered Equipment

2.6.5.1. The system shall provide a method for an employee to self-register a limited number of devices for association

3. Equipment

3.1. All equipment adheres to at least Wi-Fi 7 (IEEE 802.11be) specification

3.2. The system must support at least 50+ associations per access point

3.3. The system must be able to apply an SSID across multiple bands/frequencies on a single access point

3.4. Any access points designated for outdoor installation must be purpose-built, ruggedized, and weather-rated. Proposed outdoor hardware must feature at least an IP66/IP67 weatherproofing rating and support an operational temperature range of -40°F to 140°F.

4. Discretionary Installation Services

4.1. The Submission of a complete proposal for installation, configuration, and integration services is mandatory for all vendors. However, the procurement and execution of these services remain at the Village's sole discretion. The Village reserves the right to purchase the proposed hardware and software independent of these services, without any penalty or alteration to the unit pricing of the goods provided.

4.2. Installation services will be contracted at the sole discretion of the Village. Vendors must itemize all installation, onboarding, and configuration costs separately from the core hardware and software fees

4.3. If the Village elects to proceed with the optional installation services, the selected vendor must include and deploy appropriate surge protection and grounding hardware for all outdoor access points. All outdoor installations must comply with local electrical codes and manufacturer specifications for surge suppression.

5. Management

5.1. The system must provide multiple SSIDs per access point

5.2. The system must provide the ability to configure per-user bandwidth limits on specific SSIDs where desired.

5.3. The system must provide the association of SSIDs to VLANS

6. Warranty

6.1. All equipment must supply a 3-year warranty for hardware

6.2. All software must supply a 3-year support/maintenance agreement for software

6.3. All services must be warrantied for 1 year after implementation

7. Training

7.1. The supplier will provide on-premises or remote administrative training to 7+ users. State in your proposal the number of hours to be included, the type of training (on-premises or remote), and additional costs of extra training if requested by the Village.

E. Requirements for Proposal

Village of Palatine prefers proposals to be concise and easy to understand. Do not include unnecessary or extraneous information. Please format the proposal with the following sections. Include all information requested.

Section I – Executive Summary

This section must include a brief overview of the key elements of your proposal. Highlight any features or areas that differentiate your services and products from competitors.

Section II – Technical Specifications

List the technical specifications of the hardware and associated costs. Provide delivery and installation projections (installation must be optional and quoted separately) for an order date of August 18, 2026.

Technical specifications must include any project or site conditions which require additional facility/environment improvements.

Section III – Required Solutions

Identify solutions for all requirements identified by the Village of Palatine. Please identify the technical solution/item required to fulfill the requirements. Any requirement that did not provide a solution must also be identified.

Section IV – Proposed project plan

List the technical specifications of the hardware and associated costs. Provide delivery projections with order date of August 18, 2026.

Section V – Costs The proposals must identify all equipment costs for State & Local government entities. Pricing must be fixed for the proposal.

Any recurring/annual fees must be identified and highlighted in the RFP response.

F. Terms and Conditions

1) Village of Palatine reserves the right to accept or reject any RFP, or any portion thereof.

The Village intends to negotiate an agreement for this work based upon responses to this RFP. If an acceptable agreement cannot be negotiated within an acceptable time period from the date of provider selection, negotiations with the next-ranked provider may be initiated.

2) The contracted firm will correct any and all errors and omissions that they make at their own expense.

3) The contractor and subcontractors must adhere to all aspects of the Illinois Prevailing Wage Act, 820 ILCS 130/0.01, et seq, if optional installation is chosen.

G. Procedures for Submitting Proposals

Questions about the RFP must be directed to:

Contact: Rhonda Malcolm

Director of IT E-mail: rmalcolm@palatine.il.us Phone: (847)963-6271 Mailing Address: 200 E. Wood Street, Palatine, IL 60067

Proposals will be received at:

Director of IT 200 E. Wood Street Palatine, Il 60067

1) Proposals must arrive at the above-listed address no later than 4:00 PM Central Time, July 22, 2026, to be considered. Responses received after this time will be marked “LATE” and will remain unopened. No faxed / email responses will be received.

2) No questions will be accepted after July 10, 2026, at 4 PM Central Time.

3) The original must be submitted in a sealed envelope or container, to the attention of Rhonda

Malcolm, Director of IT, stating on the outside:

Contractor’s name Address Telephone number Due date RFP title “Village of Palatine Upgrade Wi-Fi System”

RFP # VoPIT-2026-02

4) Proposals must contain a manual signature of an authorized representative of the responding firm(s).

5) Village of Palatine is not liable for any costs incurred by proposers prior to the issuance of a written Notice to Proceed.

6) All submittals become the property of the Village of Palatine.

7) The contents of the Proposal of the successful firm may become part of any subsequent contractual obligation.

H. Vendor Signature

By submission of this proposal, the offeror certifies that he/she has arrived at costs independently, without consultation, communication, or agreement for the purpose of restricting competition.

Business Contact Representative

Operational Contact Representative

Vendor’s Name Federal ID #

Address

Vendor’s Web Site

Phone Fax

Email

Authorized Signature Date

Typed Name & Title