Request for Proposals 2017-2018 E-Rate Wireless Project
Clinton Schools Wireless Project 2018
Clinton Technical School
Henry Elementary
Clinton Early Childhood Center
Notice to Bidders
Notice is hereby given to interested bidders that the Clinton 124 School District will receive written, proposals until the hour of 11:59 pm Pacific time, on November 7th, 2017. All bids must be submitted via the CRW Consulting web site
Schedule of Events: Event / Date(s)Release of RFP to vendors / 09/28/2017
Site Visits (Mandatory) / 10/10/2017 1:00 PM Central Time
10//12/2017 9:00 AM Central Time
Deadline for Submission of Proposals / 11/07/2017 11:59 PM Pacific Time
Document 1 / Attachment A
Document 2 / Letter of Introduction stating interest in the project
Document 3 / Proof of eRate Green Light Status
Document 4 / Proof of liability insurance for company and all sub-contractors
Document 5 / Proof of Workman Compensation Insurance for company and all sub-contractors. Vendors must comply with all Prevailing wage rules and regulations for the state of Missouri and furnish proof of Prevailing wage payments to the Clinton School District upon project completion
Document 6 / Engineering certification of the person who will be completing the network connectivity. CCNA is a minimum requirement.
Document 7 / Surety Bond $300,000
Document 8 / State of Missouri Business License
Document 9 / 3 references from similar project preferable in the k-12 setting
Document 10 / Detailed proposal of cost for items listed in the RFP
Clinton 124 School District 2017-2018 E-Rate Wireless Project
The District is requesting a bid for a wireless infrastructure for, Clinton Technical School, Henry Elementary School, Clinton Early Childhood School. The Clinton School District is looking to purchase between 80-100 Wireless Access points, associated switching and cabling. The District is requesting a 2 year contract with 2 available 1 year extension to purchase the equipment. Bids for this equipment must be compatible with our existing Cisco/Meraki equipment. The District has standardized on a cloud-controller CISCO/Meraki wireless platform, however the District will entertain proposed solutions from other manufacturers. It is the vendor’s responsibility and obligation to provide documentation and other evidence that a non-Cisco productcompatibility with Cisco/Meraki. Equipment that is shown to be compatibleis acceptable. In the instance that the solution is non-CISCO, proof of compatibility must be shown. Failure to show compatibility willresult in the disqualification of the bid. The quotes provided must include all materials, equipment and accessories required to furnish a complete Wireless Infrastructure as indicated on the parts list. Bids for equipment not compatible with Cisco/Meraki or does not prove compatibility will be disqualified.
In addition to equipment pricing the district wishes to have pricing for installation, configuration and integration for the attached equipment list. This pricing includes:
1. Delivery of each component to its designated secured location.
2. Staging and configuration of the specified equipment to the local area and wide area networks using District provided configuration information.
3. Install the specified network electronics equipment.
4. Perform configuration for the site.
5. Perform power on system test.
6. Establish switching across the local WAN and LAN.
7. Perform a verification of network connection.
8. Verify access to the Internet
9. Document, in the site network installation document, all part numbers, quantities, and serial numbers of network electronics being installed.
All prospective vendors must complete a mandatory walkthrough in order to be eligible to submit a bid. Two options will be available for the mandatory walk thru, October 10th, 2017 beginning at 1pm, at Clinton Technical School, 602 SW. 5th, Clinton MO 64735 OR October 12th, 2017 9am Central Time at Clinton Technical School, 602 SW. 5th, Clinton MO 64735.
Proposals from vendors who do not complete the walkthrough WILL NOT be considered.
Bids will be due on November 7th, 2017 at 11:59 PM Pacific Time. Bids will be due on November 7th, 2017 at 11:59 Pacific Time. All bids must be submitted through the CRW portal.
General
The specifications herein are provided to convey the intent of the system and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide.
●Prices quoted shall be an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, any necessary cabling, training, technical support and trash removal and represent complete installation and integration with the existing network where necessary.
●All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered. Prices quoted in the vendor’s response will remain in effect for a period of twelve (12) months from the time of the contract signing.
●Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligation to the complete and satisfactory delivery, operation and support of any services.
Should the vendor have questions or find discrepancies in, or omissions from this RFP, or shall be in doubt to its meaning, the vendor shall at once notify Clinton 124 School District. All questions should be addressed CRW Consulting as outlined below. Vendors are required to submit questions via CRW Consulting website
BID SUBMISSION INSTRUCTIONS
Bids must be submitted to as follows:
Document 1 / Attachment ADocument 2 / Letter of Introduction stating interest in the project
Document 3 / Proof of eRate Green Light Status
Document 4 / Proof of liability insurance for company and all sub-contractors
Document 5 / Proof of Workman Compensation Insurance for company and all sub-contractors
Document 6 / Engineering certification of the person who will be completing the network connectivity. CCNA is a minimum requirement.
Document 7 / Surety Bond
Document 8 / State of Missouri Business License
Document 9 / 3 references from similar project preferable in the k-12 school setting
Document 10 / Detailed proposal of cost for items listed in the RFP Listed in 5 separate bids, one for each site.
The Clinton 124 School District Board of Education reserves the right to reject any and/or all bids and waive any informalities.
It is the sole responsibility of the respondents to ensure their responses are posted to CRW Consulting in a timely manner. Late arrivals will be rejected. Signatures on the proposals must be in longhand and executed by a principal duly authorized by the vendor to make a contract.
Evaluation Methodology
The Clinton 124 School District Board of Education will award a contract based on the vendor submission that best meets the needs of the school system with regard to the current Technology Plan, future growth, RFP specifications, and not necessarily the lowest price even though price will be the priority factor. The following factors will be considered when evaluating responses:
●Price of eRATE Eligible goods and services
●Adherence to the provisions in the RFP
●Preference will be given for prior positive experience with the Vendor
●Preference will be given to Missouri based vendors
●Price of ineligible eRATE goods and services
●Determination of vendor is a Certified Platinum, Gold or Silver Cisco/Meraki Reseller
Financing
Portions of this project will be funded from E-Rate Funds. This project is subject to funding availability and contingent upon E-Rate funding commitment.
Vendor Qualifications
The Clinton 124 School District may make such investigations as deemed necessary to determine the ability of the bidder or subcontractors or suppliers to perform the work, and the bidder shall furnish to the Clinton 124 School District all such information and data for this purpose as the Clinton 124 School District may request. The Clinton 124 School District reserves the right to reject any bid if the evidence submitted by or investigation of such Bidder fails to the satisfy the Clinton 124 School District that such bidder is properly qualified to carry out the obligations of the contract and/or to complete the work contemplated therein within the time required.
The bidder is specifically advised that any person, firm or other party to whom it proposes to award a subcontract or purchase order under this contract must be acceptable to the Clinton 124 School District.
The successful vendor (contractor) must have or be certified with the following:
●Be able to supply all products and services.
●Be an authorized dealer in the State of Missouri for all products.
●Have current liability insurance and workers compensation insurance (please enclose a copy of each with your bid).
●Surety bond.
●Provide the documentation of the vendor’s wireless, switching and cabling certifications. A qualified engineer with a minimum certification of CCNA or equivalent shall perform all network configurations.
●Participate in a mandatory site walkthrough that will be held on October 10th, 2017 OR October 12th, 2017 Any bid submitted by a vendor who does not complete the mandatory walkthrough will not be considered. There will be no exceptions.
●Provide a minimum of three client references for projects of similar size and complexity, preferably in the k-12 setting.
Disqualification of Bidder
The Clinton 124 School District reserves the right to award to other than the lowest bidder when, in the judgment of the district administration, it is in the best interest of the district do so. A Bidder may be disqualified for such reasons as:
●Bidder’s failure to sign Bidder’s Proposal Form or to otherwise properly complete the Proposal Form.
●Bidder’s failure to attend and complete the mandatory site walkthrough.
●Bidder being in litigation with the Clinton 124 School District.
●Bidder having defaulted on a previous contract.
●Bidder having performed unsatisfactorily on a previous contract, including but not limited to the Bidder’s failure to fulfill the warranty obligations of a previous contract with the Clinton 124 School District.
●Bidder’s failure to include documentation for required certifications and authorizations.
●Bidder’s failure to provide a minimum of three client references for projects of similar size and complexity.
●Bidder’s solution is not compatible with Cisco/Meraki solution
●Bidder fails to provide documentation of compatibility with Cisco/Meraki
Equipment & Installation Specification
Cabling for Access Points
●All cable and cabling components including jacks and patch panels used in this proposal will be Category 6 rated.
●Bid must include cabling and all necessary components (switch racks, patch cables, patch panels, jacks and mounts, crimp ends, etc.)
●Bid must include cost of labor and installation.
Wireless Infrastructure
The Clinton 124 School District is requesting an all-inclusive solution including all applicable taxes, shipping costs, installation of equipment, configuration of equipment, any necessary cabling, any additional necessary training, technical support and trash removal and will represent complete installation and integration with the existing network where necessary.
All equipment included in vendor’s proposal must be new equipment purchased from an authorized reseller. No grey market, third party, or used equipment will be considered.
●Must support up to 130 access points and up to 1000 clients simultaneously at each building.
●Must support extensible licensing (adding of additional access points over time up to 100 per each building )
●Must support guest access
●Must have management system with the access points capable of 802.11a/b/g/n/ag. Powered via 802.3af PoE. Capable of connecting to wired network via 10/100/1000BASE-T RJ-45.
●Must be IPv6/IPv4 dual stack capable and able to manage IPv6/IPv4 clients.
Access Points
●Must support 802.11n/ag at 2.4GHz and 5GHz
●Must use enterprise-class radios for maximum RF performance and coverage
●Must support rogue access point detection and denial of service attack protection
●Must support management frame protection
●Must support coverage for legacy 802.11b/g clients
●Must support client load-balancing across frequencies in mixed client environments
●Must support radio resource monitoring, dynamic channel assignment, interference detection
●Must be cable of at least 300 Mbps on 5 Ghz 802.11n connections, preferably dual radio.
●Access points must be IPv6/IPv4 dual stack capable and able to manage IPv6/IPv4 clients.
●Access Points must support 802.11n/ag (both 2.4 GHz and 5 GHz)
●Access Point must be capable of supporting autonomous and central control operation
●Access Point must offer features to optimize multicast, quality of service, and video delivery
●Access Point must be certified for use with antenna gains up to 6 dBi (2.4 GHz and 5 GHz)
Bid must include cost of configuration and installation and 4 hours of training on configuration and maintenance for the Clinton 124 School District’s IT Department.
Other Considerations
Vendor installed Racks, Switches, Patch Panels and Cabling
●The vendor will supply all necessary switches to connect the access points to the Clinton 124 District current network.
●All cables run by the vendor will be terminated into a patch panel on one end and a RJ45 connector on the other end.
●All Cables will be Orange Cat6 rated cable
●The vendor will install patch panels into racks.
●The vendor will install Orange patch cables from patch panels to switches.
●Vender will be responsible for labeling and testing all connections and providing a document showing all drop locations as well as test results.
●All wiring must be concealed either in wall, ceiling or conduit. No exposed cable runs will be allowed.
●Power injectors will not be allowed, all access points must be connected to a POE switch.
Current Equipment
All current equipment will remain the property of the Clinton 124 School District regardless of its use or non-use in the successful proposal.
The Clinton 124 School District network is made up of mostly Cisco switches. All ports are 100Mbps minimum. Any switches added to this proposal MUST be able to connect to the existing Cisco Switches.
Wiring/Fiber Optic
There are IDF closets at the Clinton High School and Clinton Middle School, each IDF closet within the building must be connected by fiber to the main MDF. The Clinton Technical School, Clinton Intermediate School, Henry Elementary School Clinton Early Childhood Center only have one MDF.
The successful proposal will contain the cost for materials, labor and installation of fiber optic connections between the IDF closets and the MDF of the building as indicated. The fiber optic cable must be 12 strand, MultiMode 50 micron fiber with LC terminations at the fiber patch panel. Fiber patch cables needed to connect the fiber connection to the switch will be supplied by the vendor. The cables will need to be LC to LC and the appropriate length to accommodate switch placement.
E‐Rate
This proposal request is for services to be subsidized under the Universal Services E‐Rate Program for Schools and Libraries. No purchase order will be issued, no installation will occur and no services will be provided until approval of the form 471 application that is issued as a result of the proposals being submitted in response to this request.
Right to Reject
The Clinton 124 School District reserves the right to accept or reject all proposals or sections thereof when the rejection is in the best interest of the school system. The Clinton 124 School District reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms the vendor proposes. The Clinton 124 School District reserves the right to reject the proposal of a vendor who has previously failed to perform properly or completed on time contracts and to reject the proposal of any vendor who in the opinion of the Clinton 124 School District Board of Education, is not in a position to adequately perform the contract. The Clinton 124 School District Board of Education reserves the right to reject any and all proposals, any part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities, make modifications or specifications, and award any or the entire contract in a manner that is in the best interest of the Clinton 124 School District. Contracts will be awarded to the vendor submitting the proposal determined to be in the best interests of the Clinton 124 School District.
ATTACHMENT A
INFORMATION FORM (Type or Print ONLY)Name of Company
Address of Home Office
City of Home Office
State of home Office
County of Home Office
Zip Code of Home Office
Phone Number of Home Office
Federal EIN
E-Rate SPIN Number
Total Cost of Proposal
Contact Name
______
Contact Phone Number
______
Contact Email Address
______
By signing below, the vendor acknowledges that the prices listed on this sheet are the prices being bid for this project and that the vendor understands that portions of this Project may be funded from E-Rate Funds. This project is subject to funding availability and contingent upon E‐Rate funding.
PRINTED NAME ______
TITLE______
SIGNED ______
DATE ______
Attachment B
Equipment/Installation Listing
This form must be used to submit pricing for the proposal
Henry Elementary School
Manufacturer Part Number/Product / Description / Quantity / Unit Price / eRate Eligible / eRate IneligibleMeraki MR33 Wireless Access Point / MR33 General Purpose 802.11ac Wave 2 / 50
Meraki Enterprise License for MR33 access points
5 years / 5 year license on wireless access points / 50
Meraki MR 53 Wireless Access Point / Cisco Meraki MR53 Cisco Meraki MR53 802.11ac Wave 2 with Bluetooth Beacon & Multigigabit Ethernet / 6
Meraki Enterprise License for MR53 access points
5 years / 5 year license on wireless access points / 6
Meraki Cloud Managed 48 Port Gigabit PoE Switch - 48x 1GbE Ports 4x 1G (SFP+) Uplink Interfaces / Meraki Cloud Managed MS225 Series 48 Port Gigabit PoE Switch - 48x 1GbE Ports 4x1gb (SFP+) uplink 740W PoE/PoE+ MS225-48FP / 1
Meraki Enterprise License for 48 port MS225 Switches
5 years / Meraki Enterprise License for Meraki MS225-48FP Cloud managed GB Switch—5 years / 1
Meraki Cloud Managed 24 Port Gigabit PoE Switch - 24x 1GbE Ports 4x 1G (SFP+) Uplink Interfaces / Meraki Cloud Managed MS225 24P Series 24Port Gigabit PoE Switch - 24x 1GbE Ports 4x1gb (SFP+) uplink 370W PoE/PoE+ MS225-24P / 1
Meraki Enterprise License for 24 port MS225 Switches
5 years / Meraki Enterprise License for Meraki MS225-24P Cloud managed GB Switch—5 years / 1
1gb SFP compatible gbic with Meraki MS225 1G (sfp port. LC connector / MultiModeGbic compatible with Meraki MS225 switch 1 GB SFP ports. / 4
Cabling/Installation / CAT6 cabling, labor install of access points, patch panels and Racks as stated in RFP / 1
Fiber Optic / Fiber patch cables will need to be LC to LC and the appropriate length to accommodate switch placement / 2
Total
This form must be used to submit pricing for the proposal