ON ALL CORRESPONDENCE / REQUEST FOR QUOTATION
THIS IS AN INQUIRY, NOT AN ORDER. PLEASE QUOTE PROMPTLY
PLEASE QUOTE US PRICES ON ITEMSCALHOUN COUNTYBOARD OF EDUCATION
LISTED BELOW. NOTE DELIVERYP O BOX 2084
REQUIREMENTS AND STATE FIRMANNISTON, ALABAMA36202
DELIVERY DATE.(256) 741-7400
DATE: March 10, 2006 / ADDRESS REPLY TO:
H. Jacky Sparks, Superintendent / REPLY DUE BY:
2:00 p.m.March 28, 2006
ITEM / QUANTITY / DESCRIPTION / PRICE
The CalhounCounty Board of Education invites bids for
LAN Cabling
See Attached Specifications and Instructions
SEALED BIDS ONLY
MARK BIDS “PVE LAN Cabling Bid 2006-02”
THE BOARD OF EDUCATION RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.
VENDOR: PLEASE COMPLETE THIS INFORMATION.
2.F.O.B. POINT
3.TERMS BY______
4.DATE OF QUOTATIONPURCHASING AGENT/AUTHORIZED SIGNATURE
______INDICATE IF YOUR COMPANY QUALIFIES FOR
SIGNATURE AND TITLE MINORITY CERTIFICATION______
VOICE PHONE______FAX______□ YES □ NO
It is the policy of the CalhounCounty Board of Education that no person shall, on the grounds of race, color, disability, sex, religion, national origin, or age, be excluded from participation in any purchasing process or be subjected to discrimination.
CalhounCountySchool System
LAN Cabling
Request for Proposal
Refer to Bid #2006-02
BID INSTRUCTIONS
General Overview
The Calhoun County School System is seeking proposals for a Structured Cabling System with a minimum15-year warranty to cable new construction and then to connect it to the existing Local Area Network and Wide Area Networks for one school site. This project also includes installation of the associated Ethernet hubs, switches, and fiber transceiver modules as required. Additional drops at existing sites may also be included (option A).
The scope of this RFP is for the materials, installation, supervision, and technical assistance for additions to a complete cabling system. The bid, if awarded, will be on the basis of the total cost of the wiring system. The Calhoun County School System will not consider awarding individual sections of the RFP. The labor required to place any raceway, backboards, cable, cabinets, equipment and outlet boxes including the design, termination, testing, and documentation for each location will be the requirement of the successful bidder.
Format
This solicitation contains sections that provide general information about cable runs and component requirements. Bidders should itemize all materials separately from the labor costs in their proposal. Bidders are advised to configure the hardware to meet the total needs of the distribution system including cabinets and associated hardware.
Component costs are solicited for internal cost allocation purposes and the bidders should not imply that RFP sections would be separately awarded. Bidders' responses will be considered the total and complete price quote for installation of all Ethernet equipment, MTRJ connectors, patch panels, raceway and other miscellaneous equipment necessary for a complete structured system installation at the school.
Site Locations
This RFP is issued for the additions currently being built at the following site(s):
- PleasantValley Elementary- 16classrooms
General Characteristics of Cable Design
This RFP describes requirements for a Local Area Network and must be in compliance with EIA/TIA 568 standards. The data station cabling will be Enhanced Category 5, UTP, 4 pair copper station wire and associated jacks, connectors, and patch panels. 6-Strand multi-mode fiber meeting FDDI specifications will serve as the backbone feed from the main hub (MDF) and the IDF.
Bidder qualifications:
Bidders must document for the Calhoun County School System that they:
- Have been established in business for three years
- Have verifiable accounts of similar size and complexity
- Have appropriate certification for installing and terminating category 5e/6 and multimode fiber cables
- Have a minimum $1,000,000 in liability insurance
- Service facility within 75 miles of CalhounCounty
RFP Schedule
- RFP issuedMarch 10, 2006
- Vendors ConferenceMarch 15, 20061:00 pm (Technology Dept.)
- Proposal SubmissionMarch 28, 20062:00pm(Board of Education Office)
- Vendor SelectionTBA
- Installation Start DateApril 1, 2006 (or when building is ready)
- Completion Dateno later than July 15, 2006
(All work must be coordinated with the general contractor or architect for the construction. Delays will be discussed with the System’s Director of Technology as soon as possible.)
Vendor inquires
Vendors may address questions and comments regarding this RFP to:
Ms. Lisa Russell
Director of Technology
CalhounCounty Board of Education
4400 McClellan Blvd.ORP.O. Box 2084
Anniston, Alabama36206Anniston, AL36202
Phone: 256-741-7475 FAX: 256-237-9316
Email:
All questions must be submitted in writing byMarch20, 2006.
Additions, Deletions, Modifications
If additions, deletions, modifications or clarifications to the RFP become necessary, such changes will be communicated in writing to all vendors.
Vendor's Conference
A vendor’s conference will be held on March 15, 2006 at 1:00 PM at the Board of Education, Technology Department, 1024 Highway 431 South, Anniston, AL. Blueprints for the project will be available at the conference. On-site visits may be arranged. Only companies represented at the conference will be considered for this award.
Bid Submission
Each vendor must prepare a proposal that includes the format and content of this RFP. All pages of the response must be numbered and each item addressed as to acceptance or denial of the specific information requested. (i.e. accepted by Your Company Name) A copy of the bid is available in Word format on the system website:
Vendor Responses
Each vendor must respond to all items in this RFP as thoroughly as possible. Unclear or ambiguous statements must be avoided. Failure to follow the prescribed format may result in the proposal being out of compliance with these specifications and, therefore, may be deemed unacceptable. A complete bid will contain:
- Copy of bid using format provided
- Proof of insurance
- Cat 5/6E and fiber certifications
- All requested vendor information
- Bid Bond
Authorized Signature
An authorized representative of the vendor’s company shall sign each proposal. Additionally it should include and list individuals who are authorized to negotiate with the School System representative.
Number of response copies
Three (3) original copies of the bid response must be submitted to the following address: (These should be clearly labeled as “Original”, “Copy 1” and “Copy 2”)
Lisa Russell
Director of Technology
CalhounCounty Board of Education
4400 McClellan Blvd.
Anniston, Alabama36206
Submission Date
The bids should be submitted on or before March 28, 2006 at 2:00pm.
Bids not received by this date and time will be automatically disqualified from consideration. Bid Proposals must be submitted in a sealed envelope with the company name, bid due date and time, and the words “SEALED BID FOR: Calhoun County Schools’ PVE LAN Cabling Bid 2006-02” all clearly noted on the outside.
Oral, telephone, FAX, or email bids shall not be considered, nor will modifications of proposals by such communication be considered.
Basis of Award
The Calhoun County School System will review all proposals to ensure compliance with the design criteria for the distribution system and for compliance to the specifications. Quality of products, individual and total prices, as well as compatibility of items bid with existing equipment will all be considered when reviewing bids. Only vendors with installed, verifiable structured distribution systems and services will be considered by the School System. Only vendors that present component products manufactured by known verifiable manufacturers will be considered. The system design submitted with the bid should clearly layout the intent of the construction and the component list of materials to be used.
The Director of Technology for the School System will be considered the expert in determining quality of equipment, assembly, and installation. Equipment and/or components may be called in for evaluation prior to awarding the bid.
Vendor shall be expected to provide free phone support during reasonable working hours and next day on-site service for warranty items. Vendor’s ability to provide such support will be determined by The Director of Technology for the School System. The decision will be based on the information provided in the vendor profile including information from references.
Customer Acceptance / Rejection
The School System reserves the right to accept or reject any and all bids, to take exception to these RFP specifications, or waive any formalities. Vendors may be excluded from further consideration for failure to comply with the specifications.
Bid Validity
Prices
Pricing should be for new materials only. The Calhoun County School System may award additional work based on the unit prices submitted within this proposal. (Option A).
Contractual Relationship
Nothing herein creates any contractual relationship between the School System and the bidder. However, statements contained in the responses of the successful bidder will become part of the contract for installation, equipment and services. Such contract will remain valid until March 28, 2007.
Vendors should submit, as part of their proposal, a copy of their standard contract with terms and conditions.
Bid/Performance Bond
Bidder must provide Bid Bond or Certified check in the amount of 10% of the total bid but not more than $10,000. Bid bonds will be returned to unsuccessful bidders once a vendor is selected and a contract signed. Bid bond of the selected vendor will become a performance bond and will be retained until work has been performed to the system's satisfaction. Bond will be forfeited if the system fails to perform as specified in the vendor’s response, if the vendor fails to meet specified time frames, or vendor fails to fulfill other obligations contained in this RFP.
Delays
If after award of the contract, the bidder becomes aware of possible problems that could result in delay of the completion of the system or schedule; the bidder must immediately notify the Director of Technology in writing, with confirmation by telephone, giving the cause and probable effect, with recommendations for alternative actions.
Breach of Contract
Nothing in the above item will be interpreted as relieving the vendor of the contractual responsibilities; however, failure to notify the School System promptly will be the basis for determining that the vendor is in an indefensible breach of contract in an otherwise excusable delay.
Statutory Requirements
All applicable Federal, State, Local laws, all fire and building codes, rules and regulations of local authorities having jurisdiction over communications and electrical construction will apply to the contract throughout. They will be deemed to be incorporated into the contract.
Exceptions to the RFP
It is anticipated that vendors may find instances where their proposed distribution system may not be consistent with the specification of this RFP. In such instances, it is permissible to take exception to the RFP and exceptions should be submitted with the proposal response outlining the scope of the exception, their ramifications and the description of the advantages to be gained by the Calhoun County School System by accepting the proposed alternatives.
Liability
The Calhoun County School System will not be liable for any cost incurred in the preparation and presentation of the bid proposal.
Nondiscrimination Policy
It is the policy of the Calhoun County Board of Education that no person shall, on the grounds of race, color, disability, sex, religion, national origin, or age, be excluded from participation in any purchasing process or be subjected to discrimination.
OBJECTIVES OF THIS RFP
The objective of this RFP is to secure a structured Local Area Network Cable Distribution System and supporting Ethernet equipment capable of supporting 10/100/1000Base-T and future multi-media applications.
This solicitation calls for a Multi-mode fiber between each IDF and the existing MDF, Enhanced Category 5 cable drops, and associated hardware to be placed at one school location. Patch panels, patch cables, cabinets and/or racks of appropriate size and specification will also be required.
Conduit provided by General Contractor will extend into communications room.
CABLING SYSTEM REQUIREMENTS
A reliable 15-year structured distribution system utilizing proper design, implementation and testing is a requirement of the Calhoun County School System. The basis for these communication cabling specifications are the EIA/TIA 568 standards. Site plans and drawings will be available at the vendor’s conference.
Design Basis
The cabling system will originate from designated IDF’s in each building. The average cable run length is 150 feet for those runs that do not terminate within the same room as the patch panel. The equipment cabinet to house the patch panels, switches, and the connection to the server at the IDF will be located in a designated room of each wing of the building. The Category 5e cable runs shall not exceed 275 feet. All wall penetrations above the suspended ceiling shall be sleeved and firestopped as required by applicable building and fire codes.
Media Types
The media type used for transmission in the design of the distribution system is as follows:
- Enhanced Category 5 Non-plenum
- Enhanced Category 5 plenum rated where required
- Multi-mode fiber meeting FDDI specifications, with MTRJ connectors.
- Indoor/Outdoor aerial fiber (where needed) meeting FDDI specifications, with MTRJ connectors.
Cable Requirements
All cable used must be UL approved and meet the requirements of the National Electrical Code, section 800 and section 770 when used in communications applications.
- Equipment racks should be bid as standard 7’ in height. Such as the APC AR201. Equipment racks should also be installed securely to the floor.
- Innerduct should be used in building to building conduits to protect fiber cabling.
Equipment Rooms/Satellite Closets (MDF’s and IDF’s)
Cross Connect Administration and Specifications
Category 5e patch panels with RJ45 jacks and wiring terminated in accordance with the half inch rule of EIA 568 is required for all cables. The fiber must be terminated in a Lightguide Interface Unit or a multimedia box designed to terminate fiber optic cable. Bidders will document each wire run and terminating panel location along with test data in written and electronic form prior to acceptance of the cabling system. The fiber will be tested to verify continuity and dB loss.
Terminating hardware
The configuration of the patch panels should be in an arrangement to minimize patch cord lengths. The Category 5e horizontal cables to the workstations will be directly connected to the 110 displacement hardware associated with each port on the patch panel. The jacks and patch panels will be wired to the EIA 568B standard. Patch Panels and switches must be mounted in a standard 7’ x 19” equipment rack.New IDF will be connected to the existing MDF with a 6-strand multi-mode fiber cable and existing IDF in separate building. All Patch Panels shall be 24 port Category 5e, of the same manufacturer as the Category 5e jacks with horizontal cable management panels placed between each patch panel and each switch.
The cable and associated materials shall meet the following standards.
- EIA/TIA 568B "CommercialBuilding Wiring Standard; Telecommunications; Connection Hardware Specifications”
- TIA/EIA TSB40 "Telecommunications Systems Bulletin- additional Transmission Specifications for Unshielded Twisted Pair Connecting Hardware"
- ISO 8877, “1st Edition, Information Processing Systems”
- “Data, Video, Wireless and Voice Communications Wiring Standards” of the Alabama Technology Plan for K-12 Education, dated December 1996.
- “Local Area Network Standards” of the Alabama Technology Plan for K-12 Education, dated December 1996.
Horizontal Subsystem
Information Outlets
The distribution system includes information outlets at all designated work locations, which are referred to as a drop location. Each drop location will consist of two cables unless otherwise noted. There will be three drop locations typically within each classroom. Preferably, one drop location will be near the teacher’s desk, and the other two on either the opposite wall or an adjacent wall as specified on the prints. Each specific drop location shall be within three feet of an electrical outlet. In those classrooms that do not have an electrical outlet for each drop location, the two drop locations on the same wall shall be at least 4 feet apart. Drop locations are also required in office areas as specified on the drawings.
Labeling
Each information outlet should be labeled with the IDF and port number. Corresponding labels should be installed on the patch panels in the IDF cabinet.
Information Outlet Definitions
The Category 5 outlet is defined as an 8 pin modular jack or connecting block, terminating 4 pair of 24 AWG unshielded twisted copper wire.
Horizontal Wiring Requirements
The user requires high speed data cabling conforming to EIA/TIA TSB 36 Enhanced Category 5 for all cable requirements.
Ethernet Equipment
The Ethernet system for the Calhoun County School System shall be the Cisco 2950-T and 2950-SX (fiber connections) switches.
Switches will be provided by the school system to the vendor. Installation of the switches will be the responsibility of the successful bidder.
INSTALLATION, TEST AND ACCEPTANCE
Customer responsibilities
The Calhoun County School System will, during the process of the installation, allow the vendor and it’s employees free access to the premises and facilities at all reasonable hours or at such hours as the customer and vendor may agree.
The system shall also take such action as necessary to ensure that the premises are dry and free from dust and hazardous materials and in such condition as not to be hazardous to the installation personnel or material to be installed.
Inspections will be made promptly when notified by the vendor that the system or any part thereof is ready for acceptance.
Vendor Responsibilities
The Vendor must provide all supervision, labor, construction tools, equipment, hardware and cabling materials as required. This includes transportation, erection, construction, unloading, inspecting, inventory, and returning spare or unused materials as specified in attached contract documents. Whenever in this RFP the terms provide, furnish, supply or install etc. shall be interpreted as requiring the vendor to both furnish and/or install materials, unless specific provisioning or installation of the materials by the School System is denoted.