REQUEST FOR PROPOSAL WIRELESS EQUIPMENT & SURVEY INSTRUCTIONS TO BIDDERS

Transcription

1 REQUEST FOR PROPOSAL WIRELESS EQUIPMENT & SURVEY INSTRUCTIONS TO BIDDERS 1. INTRODUCTION - Van Dyke Public Schools is requesting proposals for the purchase of Wireless Equipment and Site Surveys. The request is for equipment, installation, and testing. The submission of a bid on the included bid proposal form shall constitute an offer on behalf of the vendor to provide equipment. If a vendor proposes a specific contract be used, it must be included with the proposal submission. 2. TIMELINE RFP issued: December 11, 2015 Deadline for written requests for clarification: December 18, 2015 Questions will be answered by: December 23, 2015 RFP Anticipated Board Action: February 8, SUBMISSION OF BIDS & REQUIREMENTS A. Due Date: Sealed bids clearly labeled Proposal for Wireless Equipment & Survey will be received by Van Dyke Public Schools until Wednesday, January 20, 2016, at 2pm local time, at which time bids will be publicly opened and read. Bids must be submitted on the forms provided, in a sealed envelope, clearly labeled Proposal for Wireless Equipment & Survey, and delivered by the date and time stated above to: Van Dyke Public Schools Attn: A. Agrusa, Director of Business & Operations MacArthur Blvd. Warren, MI B. Late Proposals: Proposals received after the date and time stated above will not be accepted or considered. The School District is not liable for any delivery or postal delays. All proposals received after the deadline will be returned unopened. C. Signed Original Proposal: Each proposal submitted must be an original hard copy and signed by an authorized member of the company. This member should be the highest-ranking officer at the local level. No oral, faxed or ed proposals will be accepted. To be considered, each proposal must include all of the following: a. Attachment A Bid Proposal Form b. Attachment B Business Reference Form c. Attachment C Familial Relationship Disclosure Statement d. Attachment D - Iran Linked Business Affidavit e. Attachment E Legislation f. Bid Bond/Certified Check 1

2 D. Copies of Proposal: The bidder shall also submit with its original proposal, three (3) complete copies of the signed original proposal. E. Questions: Questions concerning the bid specifications may be ed to James Blackburn at Questions will be answered by December 23, A Q&A document will be posted on the district website at under District Info/Bids & RFPS. F. Addenda to this RFP: If it becomes necessary to revise any part of this RFP, all addenda will be posted on the School District s website and all addenda shall become a part of the RFP. Each Contractor must in its Proposal, acknowledge all addenda which it has received. The failure of a Contractor to receive, or acknowledge receipt of, any addendum shall not relieve the Contractor of the responsibility for complying with the terms thereof. G. Good Faith Deposit: Each Proposal must be accompanied by a bid bond or certified check in an amount equal to 5%, as a guarantee of bidder s good faith. The good faith deposit shall be forfeited to the district as liquidated damages, not a penalty, if the bidder withdraws its proposal after the due date, or upon award of its proposal, the bidder fails to execute the form of the contract and provide insurance acceptable to the School District, within fifteen (15) days of awarding the RFP. H. Reservation of Rights: The School District reserves the right to accept or reject any or all bids, to award to other than the low bidder, to accept any and all alternates, to split award by items, to waive irregularities and/or informalities, and, in general, to make the award in any manner deemed by it, in its sole discretion, to be in the best interest of the School District. I. Irrevocability of Proposals: Bids prices will be considered firm and may not be withdrawn for a period of one hundred eighty (180) days after the scheduled time of opening bids. J. Award: It is the intent of the district to award the bid by February 8, Submission of a bid will be construed as a conclusive presumption that the bidder is thoroughly familiar with the Instructions to the Bidders and that bidder understands and agrees to abide by each and all of the stipulations and requirements contained therein. The following criteria shall be considered in making an award: Cost of Equipment Conformity to listed specifications Delivery within the required time schedule Service and warranty provided References 4. INSTRUCTIONS TO BIDDERS A. Award of this bid is 100% contingent upon the District receiving universal service discounts under the current fiscal year funding. The District reserves the right to reduce scope or rescind the bid depending upon the level of funding received. 2

3 1) All equipment and services provided as part of this bid shall qualify for universal service discounts. Refer to the current fiscal year Eligible Services List located at 2) IDENTIFICATION NUMBER - The vendor s Universal Service Fund (USF) Service Provider Identification Number (SPIN) MUST be included in the bid proposal and must be updated for the 2016 funding year. Questions regarding the USF project should be directed to the Schools and Library Division at (888) ) YEAR 19 FUNDING - This project qualifies for Year 19 USF funding. Construction may begin as early as April 1, 2016, however no invoices can be dated prior to July 1, ) CONDITIONAL UPON USF - This contract is 100% conditional upon Universal Service Funding. Further, the District reserves the unrestricted right to reduce the contract amount by reducing the scope of work and/or components in order to meet budget requirements in the event the level of the USF discount is reduced. Unit pricing, as specified in the bid proposal, will be used to control contract adjustments. Any such action will be taken before specific work on a building, or on a project component, has commenced. 5) DISCOUNT IMPLEMENTATION - The District reserves the unrestricted right to specify the reimbursement filing option for implementing the USF E-rate discounts; Billed Entity Applicant Reimbursement (BEAR) or Service Provider Invoice (SPI). 6) As part of your bill of materials submission, identify USF eligible equipment and/or services separately from any ineligible equipment and/or services. Your bill of materials shall be broken down on a building by building basis. 7) The District shall determine the USF filing category for each product and/or service provided as part of this bid. B. All equipment must be new and not remanufactured or from a previous installation. C. Preliminary building maps will be provided on request to participating vendors. D. Bidders must clearly state in the bid any exceptions to the enclosed specifications. The listing of exceptions, if any, is mandatory. Any exceptions found in review not listed, could be a basis for rejection of the bid. In addition to providing the brand name, bidder must include the model number and manufacturer s number. E. It is understood that the district is a governmental unit, and as such, is exempt from the payment of all State and Federal Taxes applying to the products specified in this document. Therefore, the prices quoted by the Bidder should not include any allocation for taxes. F. All bid proposals must be based upon the base requirements established in the request for proposal. In addition to a base bid proposal, the submission of voluntary alternates is acceptable. If a voluntary alternate is submitted for consideration, it shall be expressed on the 3

4 bid form. If a voluntary alternate is submitted, the bidder shall also submit supporting documentation clearly identifying the equipment specifications, cost, model and part numbers. G. The bidder must submit the names of three (3) school districts that have an equal or larger amount of equivalent networking equipment and have had the equipment for at least three years. Please provide district name, contact name, address, phone number, and number of years the Bidder has serviced the district. 5. SUMMARY OF WORK A. Ethernet switching will be installed by the Van Dyke Public Schools Technology Department and configured as required. B. The wireless access points will be mounted and PoE cable installed by the Van Dyke Public Schools Technology Department. C. The contracted vendor will complete an analysis to determine ideal access point deployment locations. 1) Each building will be surveyed after the contract is awarded. Establish the ideal configuration for the wireless access points on a per-building basis. Analyze the building s material in order to determine radio frequency propagation expectations, hardware mounting concerns, and wiring difficulties. 2) The vendor will complete a spectrum analysis with heat map for each building. The resulting information will be documented in an illustrated building map and written description. Locations for wireless access points will be labeled in the map with the estimated signal coverage. Maps will be submitted in printed and electronic format. 3) Document all findings, compile a list of equipment needed, give an overview of the solution, and provide the final equipment breakdown. D. Provide any additional items, not specifically mentioned herein, necessary to meet system requirements as specified, without claim for additional payment. Such items may include hardware, firmware, software, licenses and other devices for proper installation. E. Miscellaneous Materials The contractor will supply the required Multi-mode fiber and/or copper patch cables to complete the surveys. F. Software Assurance The contractor must include the manufacturer s software assurance plan for a one-year period. Software assurance from the manufacture shall guarantee system compliance, manufacturer support and software upgrade availability for a period of 1-year. G. Proposal must include all labor to complete the installation limiting any downtime of the current system to non-school hours. H. Rackspace and power will be provided by the District. 4

5 6. SYSTEM DESCRIPTION A. In Phase 1, (Winter 2016), the District is replacing the current Cisco WiSM with a fully redundant Ethernet wireless management system that will run in parallel with the wired Ethernet system. This will provide WiFi management for the six (6) schools from the centrally located data center. Each building is connected by fiber optic cable terminated in an MDF. Each MDF has recently installed Cisco PoE switches supporting Cisco access points. B. In Phase 2, (Summer/Fall 2016), Install first round of AC access points and survey each school building. C. In Phase 3, (scheduled for 2017), switching and access points, will be installed to meet the ac standard. 7. GUARANTEE, SERVICE & TRAINING A. All new systems and components shall be guaranteed free of defects in materials and workmanship for a period of one (1) year from the date of acceptance. The date of acceptance shall be defined as the date the Certificate of Completion shall be signed by the contractor and the Owner. B. Controllers, Gateways, and ancillary equipment shall be repaired or replaced by the manufacturer within 24 hours of the outage. C. The contractor shall be available on call and shall respond on site within twenty four hours (24- hours) notice, and without cost to the Owner, during the first twelve (12) months operation to assist the Owner with any problems that may arise during the initial period of operation. 8. INSTALLATION - GENERAL A. If, in the opinion of the Installing Contractor, an installation practice is desired or required, which is contrary to these specifications, a written request for modification shall be made to the Technology Department. Modifications shall not be implemented without the written approval from the Technology Department. B. All materials and labor shall be furnished whether mentioned or not to form a complete system operational. Include delivery, unloading, placement, fastening to walls, floors, ceiling, counters, or other structures where required, interconnecting wiring of the system components, and all other work and materials necessary to form a complete operational system. C. The Contractor shall not fasten supports to pipes, ducts, mechanical equipment or conduit. 5

6 D. The Contractor shall obtain permission from the Owner or the Technology Designer before drilling or cutting structural members. E. The Contractor shall provide any necessary screws, anchors, clamps, tie wraps, distribution rings, miscellaneous grounding and support hardware, etc., necessary to facilitate the installation of the system. F. It shall be the responsibility of the Contractor to furnish any special installation equipment or tools necessary to properly complete the system. This may include, but is not limited to, tools for terminating cables, communication devices, jack stands for cable reels, or cable wenches. G. The Contractor will supply all jacks, racks, wire, cabinetry, connectors, materials, parts, equipment and labor necessary for the complete installation of the systems, in full accordance with the recommendations of the equipment manufacturers and with the requirements of the Specifications. 9. LABELING & INVENTORY A. Contractor will apply a District provided asset tag to all physical components such as, controllers, gateways, etc. B. Contractor will provide a Microsoft Excel equipment inventory spreadsheet containing the following information for all equipment installed under this contract: 1) Install date 2) Owner supplied asset tag number 3) Equipment description 4) Manufacturer model number 5) Manufacturer serial number 10. CONTRACTOR SYSTEM CHECKOUT A. Before final testing is scheduled, the Contractor shall perform his own systems checkout. He shall furnish all required test equipment and shall perform all work necessary to determine and/or modify performance of the system to meet the requirements of these specifications. This work shall include the following: 1) All firmware updates are applied to each component 2) All equipment is registered with OEM for warranty support 3) Each building MDF is communicating properly with the central switch 4) All access points are recognized by management system 5) All licensing is registered within the management system 6) Generic administration passwords are changed 7) Contractor and Owner have administration access to each component 8) Systems are operating within the designed IP subnet 9) SIDD assignments are setup and working 6

7 ATTACHMENT A PROPOSAL FORM PAGE 1 of 2 DATE: TO: Van Dyke Public Schools Attn: Andrea Agrusa Mac Arthur, Warren, MI FROM: Company Name Business Address, City, State, Zip PROPOSAL PRICE FOR WIRELESS EQUIPMENT: The following is an equipment list that meets the system requirements outlined in this request for proposal. This is not the only option for providing a complete system and can be duplicated using other manufacturers equipment and services. Itemize the cost for each line item bidding Cisco equipment or equivalent. If bidding equivalent equipment complete the alternative worksheet. PROPOSAL FORM - CISCO EQUIPMENT Line # Item Number Description Qty Unit Price Extended 1 WS-C2960S-48LPD-L Cisco Catalyst 2960S-48LPD 5 2 GLC-SX-MM Cisco GLC-SX-MM Compatible 1000Base-SX MMF SFP 5 3 AIR-CAP2702I-A-K9 Cisco Aironet 2702i Controller-based - wireless access point 5 TOTAL BID PRICE FOR CISCO EQUIPMENT: PROPOSAL FORM - ALTERNATE / EQUIVALENT EQUIPMENT Line # Item Number Description Qty Unit Price Extended TOTAL BID PRICE FOR ALTERNATIVE EQUIPMENT: PROPOSAL PRICE FOR INSTALLATION SERVICES: As detailed in section 5, Summary of Work, provide the service costs to complete the installation and testing. Building maps are available upon request. PROPOSAL FORM - INSTALLATION SERVICES Line # Location Description Qty Unit Price Extended 1 Lincoln High School Wireless Building Survey 1 2 Lincoln Middle School Wireless Building Survey 1 3 Lincoln Elementary School Wireless Building Survey 1 4 Carlson Elementary School Wireless Building Survey 1 5 McKinley Elementary School Wireless Building Survey 1 TOTAL BID PRICE FOR INSTALLATION SERVICES: 7

8 BID PROPOSAL FORM PAGE 2 of 2 ATTACHMENT A Bidder, in compliance with the Request for Proposals (RFP) having carefully examined the bidding documents proposes to furnish equipment and services as are necessary to perform all work stated in accordance with the contract documents for the base bid and alternate amounts stated below. BASE BID: Bidder agrees to perform all work as described in the contract documents, for the sum stated below. Wireless Equipment and Site Survey: Wireless Equipment Installation Services Total Bid: Amount Percent off list price for additional equipment or modifications thru August 2016: % Delivery: For the initial purchases, the delivery date will be a maximum of calendar days after the issuance of the purchase order by the Owner. ATTACHMENTS: Bidders are to include the following with their bid proposal: Attachment A Proposal Form o included cut sheets for all systems and peripherals included in the base bid and voluntary alternates Attachment B Business Reference Attachment C - Familial Disclosure Statement Attachment D - Iran Linked Business Affidavit Attachment E Legislation Bid Bond/Security Check The undersigned understands that the School District reserves the right to accept or reject in whole or in part any and all proposals, to waive informalities and irregularities therein, to award the contract to other than the lowest bidder, and to award the contract to one or more contractors. The undersigned submits this proposal pricing form in accordance with the terms and conditions of this RFP and hereby affixes authorized signature(s) representing (check one): An individual doing business as A partnership A limited liability company, organized in (enter state) A corporation, organized in (enter state) Joint venture formed between and Signature Printed Name Date Title Company Name Phone # Address, City, State, Zip 8

9 BUSINESS REFERENCE FORM ATTACHMENT B Bidder: The Bidder must provide 3 business references (school preferred). 1. Reference Name Contact Address Phone# Address Description and date(s) of service provided: 2. Reference Name Contact Address Phone# Address Description and date(s) of service provided: 3. Reference Name Contact Address Phone# Address Description and date(s) of service provided: 9

10 ATTACHMENT C FAMILIAL RELATIONSHIP DISCLOSURE STATEMENT Important: This disclosure statement must be included with your bid as required by state law (Public Act 232 of 2004). As required by Public Act 232 of 2004, all bids shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner of any employee of the bidder and any member of the Van Dyke Board of Education or the Superintendent of Schools. The Board of Education shall not accept a bid that does not include this sworn and notarized disclosure statement. The undersigned, the owner or authorized officer of (the Bidder ), pursuant to the familial disclosure requirement provided in the Van Dyke Public Schools invitation to bid, hereby represent and warrant, except as provided below, that no familial relationships exist between the owner(s) or any employee of the company and any member of the Van Dyke Board of Education or the Superintendent of Schools. (Listing of names follows.) If such a Van Dyke relationship exists, please explain: Signature: Printed Name/Title: Company Name: Date: Subscribed and Sworn to Before Me: This day of, 20 A.D., in and for the County of, Michigan. My commission expires. Signature of Notary 10

11 ATTACHMENT D AFFIDAVIT OF COMPLIANCE IRAN ECONOMICS SANCTIONS ACT Michigan Public Act 517 of 2012 Important: This disclosure statement must be included with your bid as required by state law (Public Act 517 of 2012). The undersigned, the owner or authorized officer of the below-named bidder (the Bidder ), pursuant to the compliance certification requirement provided in the Van Dyke Public Schools (the district ) Request For Proposal (the RFP ), hereby certifies, represents and warrants that the Bidder (including its officers, directors and employees) is not an Iran linked business within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the Act ), and that in the event Bidder is awarded a contract as a result of the aforementioned RFP, the Bidder will not become an Iran linked business at any time during the course of performing services under the contract. The Bidder further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250, or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date that it is determined that the person has submitted the false certification. Signature: Printed Name/Title: Company Name: Date: Subscribed and Sworn to Before Me: This day of, 20 A.D., in and for the County of, Michigan. My commission expires. Signature of Notary 11

12 ATTACHMENT E LEGISLATION The undersigned, the owner or authorized officer of (the Bidder ), certifies to Van Dyke Public School District, that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder s employees, agents, vendors, subcontractors or consultants, and who will work at or on any District property, shall at all times be in compliance with MCL , a, c, d, and g and have not been convicted of any listed offenses. The Bidder further warrants and represents that all persons who work directly or indirectly for the Bidder, including, but not limited to, Bidders employees, agents, vendors,, subcontractors or consultants, and who will work on or at the Districts property, shall at all times be in compliance with MCL , a, c, d and g. In this regard, Bidder agrees, without limitation, to report within three (3) business days to the District when any such person is charged with a crime listed in Section 1535a(1) of the Revised School Codes or a subsequently convicted, pled guilty or pled no contest to that crime. Bidder: By: Its: 12