Lease of Cisco Networking Hardware and Services

RFP #12-9359-12CS

December 21, 2012

REQUEST FOR PROPOSAL

LEASE OF CISCO NETWORKING HARDWARE AND SERVICES

HENRICO COUNTY PUBLIC SCHOOLS

Your firm is invited to submit a proposal to provide for leasing of CISCO Networking Hardware and Services for High Schools in accordance with the enclosed specifications. The submittal, consisting of the original proposal and eight (8)additional copies marked, "A Proposal to provide “Lease of CISCO Networking hardware and Services for High Schools”,will be received no later than 2:00 p.m., February 1, 2013, by:

IN PERSON OR SPECIAL COURIERU.S. POSTAL SERVICE

County of HenricoCounty of Henrico

Department of General ServicesDepartment of General Services

Purchasing Office ORP.O. Box 90775

1590 E. Parham RoadHenrico, Virginia 23273-0775

Henrico, Virginia 23228

This RFP and any addenda are available on the County of Henrico website at: The Bids and Proposals link is listed under the Henrico Business Section on the home page. To download the IFB, click the link and save the document to your hard drive. To receive a printed copy of this document please call (804) 501-5660 or To receive an email copy of this document please contact

Time is of the essence and any proposal received after 2:00p.m., February 1, 2013 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of General Services. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Office personnel by the deadline indicated.

A pre-proposal conference will be held onJanuary 16, 2013 at10:00 a.m. in the Purchasing Office Conference Room, 1590 E. Parham Road, Henrico, VA 23228. Offerors are strongly encouraged to attend the pre-proposal conference. ONLY two (2) representatives per team will be allowed to be present for the meeting. A teleconference number has been established for suppliers who are unable to travel to the County of Henrico. To join the meeting, call 804-501-7555 and enter meeting ID#7002and password #1593. It is limited to one caller from each supplier. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.

The awarding authority for this contract is the Henrico County Public Schools School Board.

Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.

Technical questions concerning this Request for Proposal should be submitted via email to no later than January 18, 2013.

Very truly yours,

Christopher L. Winstead, P.E.

Director of General Services

Cecelia H. Stowe, CPPO, C.P.M.

Purchasing Manager

1590 E. Parham Road/P.O. Box 90775/Henrico, Virginia 23273-0775

(804) 501-5660 Fax: (804) 501-5693

REQUEST FOR PROPOSAL

LEASE OF CISCO NETWORKING HARDWARE AND SERVICES

FOR HIGH SCHOOLS

HENRICO COUNTY PUBLIC SCHOOLS

I.Purpose

1.The intent and purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified firms to establish a contract for a lease for all equipment, installation, labor, , supplies, to perform a logistical refresh of the High School and Datacenter CISCO Networking Equipment to include Main Distribution Frame (MDF) Core, Intermediate Distribution Frame (IDF) Network Switches, Wireless Controller solution and Wireless Access Points (WAP) for Henrico County Public Schools (HCPS).

2.Offerors must submit a proposal for the replacement of CISCO MDF, IDF and Wireless networking equipment. It is anticipated that the deployment shall occur according to the timelines in this document, and subject to School Board approval. Any adjustments to deployments or timelines shall be made a part of the contract documentation and subject to School Board approval.

II.Background

The HCPS network is comprised of over 70 facilities connected back to the datacenter through a variety of WAN connections, providing access to a switched LAN infrastructure for approximately 40,000 computing devices across the district. School LANs are both wired and wireless and provide 10/100/1,000 Mbps connections to the device. Servers/services are provided in a hybrid deployment centralized out of the datacenter as well as dispersed locally to schools.

Each school’s LAN is comprised of a MDF containing layer-three enterprise-level core switch which controls multiple Virtual Local Area Networks VLANS. IDF Distribution frames are connected with multiple pair fiber providing interconnectivity to layer-two switches. Student and faculty access is secured by managing layer-three access control lists, which separate the student and faculty networks. This applies both to clients and servers.

All student laptops communicate to the HCPS network via Cisco wireless access points that are strategically located throughout each secondary school. While staff laptops may also access this wireless subnet, staff must physically connect to the wired network (Ethernet) for any work involving grades or other confidential information. Information on the wireless subnet is limited to web-based Internet access, server file shares, and selected services hosted at the central data center, including email. (Students do not have HCPS-provided email accounts.)

All access points and all classroom machines connect back to an IDF (Intermediate Distribution Frame), which have Cisco Layer 2 Switches. All IDFs connect back to the MDF (Main Distribution Frame) via fiber and connect to a Cisco Layer 3 Switch. HCPS operates a combination of Autonomous access point managed by WLSE. Light Weight Wireless access points controlled by WLC and managed by WCS.

The wide area network is comprised of a series of TLS (Transparent Lan Service) high-speed telecommunication lines. One hundred megabit lines serve all secondary schools. Internet services are provided by Windstream and TLS services are provided by Verizon.

HCPS requires all Cisco network equipment to ensure the proper and successfully integration to the existing Cisco based infrastructure. The Cisco brand of equipment will ensure the proper and continued operations of existing EIGRP and CDP protocols that support our current network infrastructure and Cisco VoIP platform. Other vendor based solutions do not support EIGRP nor fully operate or support Cisco’s CDP and QOS protocols.

The Successful Offeror shall be thoroughly familiar with the equipment requirements and shall demonstrate successful implementation of networking equipment in the K-12 environment.

The names and addresses of High Schools, Tramption Warehouse and Data Center can be found on Attachment G.

III. HCPS Financing Requirements, Finance/Lease Contract

A.Offerors must provide a copy of all proposed lease/purchase options, including proposed payment schedules.

B.The initial contract leasepayment will be September 30, 2013, subsequent to full deployment and acceptance of the “System” by HCPS.

C.For both leasing options shown below, Offerors must provide a listing of all costs included in each proposed lease/purchase option, (i.e. equipment, training, installation, and all other required services and support.

D.Proposals must include any lease interest costs for the following two options:

1. Six-Year lease/purchase option with a $1.00 purchase (buy-out for the System) option at the end of the lease. Other buy-out options can be submitted in the proposed lease options with detailed information on the buy-out option. This option should include all leased equipment. All costs and terms for a comprehensive solution should be submitted using Attachment H.

1. Eight-Yearlease option with the return of all equipment at the end of the lease. All costs and terms for a comprehensive solution should be submitted using Attachment I.
2. The Successful Offeror shall be responsible for any costs and logistics required to return the units leased in accordance with this RFP for either the six or eight year option selected by HCPS.

IV.Scope of Work

1. Listed below are HCPS’ CISCO Network Infrastructure Equipment requirements. The equipment is broken out into 23 lots based on location and/or equipment type. The successful Offeror proposal must include all equipment request described on this list.

B.Delivery\Installation Requirements