Invitation for Bid
IFB ADM17-1367
TELECOMMUNICATIONS, INTERNET ACCESS, NETWORK ELECTRONICS, EQUIPMENT MAINTENANCE AND TECHNICAL SUPPORT
FOR THE CHINLE UNIFIED SCHOOL DISTRICT # 24
CHINLE, ARIZONA
PLEASE SEND RESPONSES TO BE RECEIVED NO LATER THAN 4:00 PM MDST ON THURSDAY, MARCH 31ST, 2016, TO:
MS. CARMELITA NORCROSS, PURCHASING AGENT
CHINLE UNIFIED SCHOOL DISTRICT ADMINISTRATION OFFICES
US HWY 191 & NAVAJO ROUTE #7
CHINLE, ARIZONA 86503
(All responses must be received in hard copy, 1 original and 3 copies and a CD as well as a completed and notarized copy of the Non-Collusion Affidavit (See Attachment 5))
(Questions regarding the bidding requirements may be directed to Ms. Carmelita Norcross via e-mail at )
DATE OF IFB ISSUANCE: Wednesday, March 2nd, 2016
Note: All Attachments listed in this document can be found here: http://www.chinleusd.k12.az.us/it-department/e-rate-programs/
SECTION I: IFB Terms and Conditions (Please see Attachment 4: Standard Terms and Conditions and Attachment 5: Non-Collusion Affidavit)
The Chinle Unified School District reserves the right to:
· Reject any or all Proposals received in response to this IFB;
· Request clarification from any Bidder on any or all aspects of its proposal;
· Cancel and/or reissue this IFB at any time;
· Retain all Proposals submitted in response to this IFB; and,
· Invite some, all, or none of the Bidders for interviews and further discussion.
Provisions: If any provisions in a resultant agreement are held to be invalid, void, or unenforceable, the remaining provisions shall continue in full force and effect without being impaired or invalidated in any way.
Apart from a contact required for any on-going business at the Chinle Unified School District, vendors are specifically prohibited from contacting any individual at, or associated with the CUSD regarding this IFB. Vendor communication shall be limited to the Business Operations Department contact named on the cover page of this document. A vendor’s failure to adhere to this prohibition may, at the Chinle Unified School District’s sole discretion, disqualify the vendor’s Proposal.
Cancellation for Lack of Funding: A resultant agreement may be canceled without any further obligation on the part of the Chinle Unified School District in the event that sufficient appropriated funding is unavailable to assure full performance of its terms. The vendor shall be notified in writing of such non-appropriation at the earliest opportunity.
Resultant Agreements Contingent upon Approval and Acceptance of E-Rate Funding for E-Rate Funding Year 19 (2016-2017): The Chinle Unified School District intends to apply for E-rate funding for E-rate Funding Year 19. Any agreements resulting from this IFB are expressly contingent upon the approval and acceptance of E-rate funding for E-rate Funding Year 19.
Termination of Agreement: Consistent failure by the vendor to meet the terms and conditions of a resultant agreement deemed by the CUSD, in its sole discretion, to be a material subject of the agreement, including, but not limited to delivery, required service-levels, quality, and invoice inaccuracies, will constitute a default of the agreement by the vendor. In the event that said default continues for a period of thirty (30) days after the vendor receipt of notice-of-default from the CUSD district, the CUSD reserves the right to immediately terminate the agreement. Termination shall in no way limit the CUSD’s right to recover damages that occur as a result of the vendor’s breach. Either party may cancel a resultant agreement after ninety (90) days from the effective date of the agreement by giving the other party thirty (30) days prior written notice of intent.
Quote: Response must be valid for 90 days.
Contract Term: The contract term will commence on or after July 1, 2016 and continue until June 30, 2017. For the maintenance portion of this agreement, pricing will remain firm for the duration of the contract. At the end of the initial 1-year period, the contract may be renewed for up to an additional 4, 1-year periods (at the same terms and conditions), upon the signed mutual agreement between the CUSD district and the awarded vendor. The CUSD will review requests for price increases for each of the 4 renewal periods.
IFB Response Format: Responses must address all aspects of the IFB and should follow the chronology of the IFB. Provide four (4) copies of your response; one (1) of the copies should clearly be labeled “MASTER”. Should a discrepancy arise between copies of the response, the information contained in the “MASTER” copy shall prevail. Submit, also, 1 complete copy of your proposal in digital format on a CD, properly labeled, using both PDF and Microsoft Excel for any of the spreadsheets. Also include a completed and notarized copy of the Non-Collusion Affidavit (Please see Attachment 5).
Responses may be submitted in a 3-ring binder or loose-leaf on 8-1/2 X 11 letter sized paper. Each response should be prepared simply and economically.
Bid Package Requirements Checklist
The Chinle Unified School District reserves the right to request from (at its sole discretion) some or all of the respondents, any further information or documentation that it deems necessary for the issuance of a purchase order or CUSD district contract.
Specifications (Background and Scope of Work Parameters)
TELECOMMUNICATIONS, INTERNET ACCESS, NETWORK ELECTRONICS, EQUIPMENT MAINTENANCE AND TECHNICAL SUPPORT: INVITATION FOR BID:
Part 1: CHINLE UNIFIED SCHOOL DISTRICT - Telecommunications and Internet Access
TELECOMMUNICATIONS AND INTERNET ACCESS VENDORS SHOULD QUOTE THE FOLLOWING SERVICES:
Service / Quantity and/or CapacityCellular Service / Approximately 18 cellular/portable electronic devices with data capability; please quote voice services separately
Voice Service – PRI w/LD / Approximately 2 PRIs with 1000 DIDs and long distance service. Please quote DID prices separately
Local Service and Long Distance / Approximately 17 business lines, approximately 34 PBX trunks, 1 two-wire VG Circuit, & 1 ‘800’ number
Internet Access/Transport / Internet Access/Transport at 400 Mbps to Chinle Data Center
Transport / 100 Mbps from Chinle Data Center to EACH Tsaile ES and Many Farms ES; 50 Mbps from Chinle Data Center to Chinle Admin Building
High Bandwidth / Approximately 1 DSL/Cable Modem to EACH Chinle Data Center and Chinle Admin Building; and approximately 3 T-1s between Chinle Data Center and Chinle Admin Building
Please identify and quote separately E-rate eligible and non-eligible services. Quotes should include all pertinent one time charges and fees.
For all Telecommunications Vendors: CHINLE wishes to keepand maintain its current telephone numbers (See also Attachment 1) and its current emergency responder. Also,you are required to present a design explaining how your company will serve CHINLE with DID’s, POTS, and business lines andto work on a unified system similar to the current configuration or better (i.e. phone numbers will remain, 1000 DID’s, (or configure a reliable VoIP from service provider) all integrated with District-owned routers, firewalls, CIPA filters and WAN designed with the four remote sites as one big campus.
PART 2: Chinle Unified School District – District Wide Network Electronics, Maintenance and Technical Support
See also, Attachment 2 (Internal Connections Equipment) for bidding new equipment; and Attachment 3 (Inventory of Supported Equipment for Maintenance and Technical Support). The listing of this equipment is for illustrative purposes only. Bidders are welcome to provide pricing for this or equivalent equipment.
The Chinle Unified School District is seeking proposals for maintenance and upgrades to its technology at all schools in the District that are eligible for E-Rate funding. We seek vendors with a proven track record of service to their customers. The District presently has a Cisco equipped data communications network with Cisco Call Manager providing telephone services to all Schools and Departments. The Chinle Unified School District (“CHINLE”) seeks qualified vendors to provide network electronics and related on-call, off-site maintenance and technical support for a district-wide network electronics project for which costs shall not be incurred and work shall not begin earlier than the E-rate Funding Year 19, commencing July 1, 2016 and ending June 30, 2017, subject to the contingencies set forth in Section 1 IFB Terms and Conditions, and CUSD Board approval.
All equipment must be new and unused, of the latest design, field tested and proven. Currently all existing buildings in the district utilize Cisco hardware and software. Please see Attachment 3 for inventory of existing supported equipment for maintenance and technical support purposes.
Additional Detail provided / required for proposal responses being asked for in this IFB (see also Attachments 2 & 3):
· Internal Connections (See also Attachment 2):
o Caching Engines at Chinle ES, Tsaile ES, and Many Farms ES
· Basic Maintenance of Internal Connections (See also Attachment 3):
o Data Cabling: all existing fiber and CAT 5e and 6 Drops recertification District-Wide
o Switches: core and edge in all existing buildings
o Routers: all existing buildings
o Servers: all existing buildings
o Firewalls: all existing buildings
o Wireless Access Points: all existing buildings
o Wireless controllers: all existing buildings
o UPS: all existing buildings
PLEASE PROVIDE ITEMIZED COSTS OF THE APPROPRIATE EQUIPTMENT IN THE BID PACKAGE. Please identify and quote separately E-rate eligible and non-eligible services and equipment. Please provide pricing for the listed electronics projects in the above Internal Connections List and/or Attachment 2 and provide pricing for each item of equipment being maintained in the above Basic Maintenance of Internal Connections List and/or Attachment 3 of the equipment spreadsheets. The listing of this equipment is for illustrative purposes only. Bidders are welcome to provide pricing for this or equivalent equipment.
SECTION 2 - REQUIREMENTS
A. Please provide prices for the base project scope to include the following work:
1. Provide all equivalent equipment that will functionally replace the existing equipment shown on the attached lists and any specification sections, plans, and logical and physical network drawings. To insure quality workmanship of networking equipment, CHINLE prefers that vendors are at the highest level manufacturer certified equipment providers, and verify such as part of the response.
2. Provide unit pricing for network electronics products so that quantities may be altered during the design process. On-going construction projects at CHINLE may dictate the need for additional equipment that may be added to the network. Provide unit pricing that is valid for both additions and deletions of all equipment identified in order to accommodate changes to the actual quantity required in this project.
3. Make (required) site visits to become familiar with the specific requirements of each site.
4. Unpack and prepare all equipment for installation. Dispose of all packing materials that CHINLE does not wish to retain.
5. Installation practices will typically require vendor to arrange for a staging location where it will be configured for the location(s) it will service. Replace any equipment that has failed during the testing. Provide all failure records to the project engineer including equipment type, model number and serial number.
6. Assemble all equipment as required to meet data and telephony requirements and as directed by the manufacturer and the project engineer. Mount all equipment in the final locations using hardware designed for the purpose. Provide any additional hardware, connecting cables, and peripheral components required to deliver a complete and fully functional system.
7. Provide copper and fiber patch and line cords as required for equipment as outlined on the attached equipment lists. Provide patch and line cords of the correct length and coordinate color of cords with owner.
8. Work with CHINLE and the project engineer to map a thorough logical design prior to implementation. Such logical design for any voice requirements shall include station features, calling access, voice mail, IP addressing, VLAN requirements, and protocol use at each location.
9. Configure the equipment as directed by the manufacturer, the project engineer, and the Chinle Director of Technology. Provide all products, configurations, quality control, and general execution of the required work per the terms stated in the project specifications.
10. Work with CHINLE to set a mutually agreeable schedule for the work at each location. Re-configure the communications closets where required, and install all the new equipment. Complete all work at each site so as to minimize telephone and network outages. All outages should be scheduled and agreeable to CHINLE. Complete all work at each location, prepare inventory and location spreadsheets, label all items with E-rate year and FRN, and obtain owner sign-off.
11. Provide any required relocation of fiber circuits, T1, analog telephone, or other communications circuits with existing providers (if applicable). Coordinate all arrangements with owner.
12. Installation/completion schedule shall be negotiated with CHINLE and are dependent upon E-rate funding. Schedule will ultimately include:
______- Equipment delivery
______- Equipment installation completion
______- Complete implementation and 1-year warranty on all equipment
______- Annual basic maintenance as requested and identified
13. Work at the Network Operations Center (NOC) shall be started and completed first with all equipment placed and operating off-line. Existing NOC and voice/data equipment shall remain in service during this period. As new equipment is installed at each location it shall be co-located with existing voice/data equipment and both systems shall remain functional. Any replaced equipment will remain functional and serve the district until such time as it is agreed by the CHINLE, project engineer, and the vendor that all sites are ready for cut-over to the new system(s).
14. Equipment installed may require user training. All user training shall be completed before final cut-over is made. Minimum training requirements are as follows:
§ All training to be performed by a manufacturer’s authorized representative.
§ Trainer(s) to be familiar with owner’s systems.
15. Provide training session for CHINLE Network Engineers for any and all equipment proposed. Provide training in all facets of operation and to include but not be limited to:
§ System administration: Including, but not limited to: moves, adds and changes.
§ Voice Applications: Including, but not limited to; adding and deleting extensions and mailboxes, changing name assignments, configuring features, configuring class of service, changes to auto attendant greetings.
§ Review of Owner Specific Manual.