IRVING INDEPENDENT SCHOOL DISTRICT PURCHASING DEPARTMENT 2621 West Airport Freeway IRVING, TX 75062 PHONE: (972) 215-5440 FAX: (972) 215-5442 This is NOT AN ORDER. It is an invitation to bid or propose. Company Name: DATE March 28, 2008 SEALED BID PROPOSAL #08-38 Cisco Wireless Networks Address: PRICE F.O.B. Installation City and State: Zip: Please RESPOND on the following not later than 2:00 PM April 24, 2008 (PRICES MUST BE EXTENDED) ITEM QTY ARTICLES AND DESCRIPTION UNIT PRICE AMOUNT Cisco Wireless Networks per attached specifications. SUBMIT ONE ORIGINAL AND TWO COPIES OF PROPOSAL. Specifying brand names is not meant to limit competition. The named brands are known to meet the requirements and bidding an alternate must provide the same capability for the intended use. Provide brochures and/or specifications with brand and item numbers bid and detail any variations from the specifications. Mark sealed envelope "Proposal #08-38 Cisco Wireless Networks, opening 2:00 PM, April 24, 2008" and deliver to the Purchasing Office address at the top of this form or mail to: Charles Norwood, Director of Purchasing Irving ISD P.O. Box 152637 Irving, TX 75015-2637 In determining the award of contracts, the District shall consider factors in accordance with Section 44.031(b) Texas Education Code. The District reserves the right to reject any or all bids or proposals, waive any informalities, and award a contract in the best interest of the District. Bids or proposals must be valid for at least 90 days and the District reserves the right to accept a second vendor, without rebidding or re-advertising, if the first selected vendor fails to deliver. NOTE Use this form. If necessary to go into details, attach a letter. The right is reserved to accept or reject quotations on each item separately or as a whole. By: IRVING INDEPENDENT SCHOOL DISTRICT Charles Norwood, Director of Purchasing DELIVERY DATE TERMS (Signed) Date Printed Name Telephone Fax E-Mail
Vendors shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. Bidder certifies that the company complies with Executive Order 11246, entitled Equal Employment Opportunity, as amended by Executive Order 11375 and as supplemented in Department of Labor Regulations. NON-COLLUSIVE BIDDING CERTIFICATE By submission of this bid or proposal, the Bidder certifies that: a) This bid or proposal has been independently arrived at without collusion with any other Bidder or with any Competitor; b) This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids, or proposals for this project, to any other Bidder, Competitor or potential Competitor; c) No attempt has been or will be made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal; d) The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties being applicable to the Bidder as well as to the person signing in its behalf. Texas Education Code Section 44.034. Notification of Criminal History of Contractor. a) A person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Vendor response (initial): negative or see attached information b) A school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. c) This section does not apply to a publicly held corporation. Initial if (c) applies Signature below certifies to all three sections above. Signature Printed Name Company Name Telephone Number 2
Conflict of Interest: Effective May 25, 2007, Section 176.006, Local Government Code requires that persons or agents who enter or seek to enter into a contract with a local government entity shall file a completed conflict of interest questionnaire (Form CIQ), if they have an employment or other business relationship with an officer or family member of an officer of the entity or have given the officer or family member gifts in excess of $250 aggregated over a twelve-month period. Failure to disclose this information is a Class C misdemeanor. This requirement will be addressed in all request for bids or proposals but vendors doing business with the district by purchase orders must also complete this form. Negative responses are not required. VISITOR REGISTRY SYSTEM Pursuant to Section 38.022 of the Texas Education code, vendors must present a valid state or government-issued photo ID before access into the school is granted. This ID will be scanned into a registered sex offender database; any vendor found to be an offender will be denied access into the school. Local law enforcement will be contacted should this occur. EPCNT: Approximately 37 school districts in the area have formed, through an interlocal agreement, the Educational Purchasing Cooperative of North Texas (EPCNT). Should any of these entities decide to participate in this bid, would you (the vendor) agree that all terms, conditions and specifications apply? NO, YES, with pricing valid until. If vendor checks yes, the following will apply: Members and participants of the EPCNT will be eligible, but not obligated, to purchase materials/services under the contract awarded as a result of this solicitation. All purchases by members and participants other than the Irving ISD will be billed directly to that entity and paid by that entity. Irving ISD will not be responsible for another entity's debts. Each governmental entity will order their own materials/services as needed. 3
Irving Independent School District RFP 08-38 for Cisco Wireless Networks 1 Requirement a. The intent of this Request for Proposal (RFP) is to provide a turn-key purchase and installation of IEEE 802.11a/g wireless Ethernet networks as described at Attachment 1 at the following Irving ISD schools: Nimitz High School Elliott Elementary School Stipes Elementary School Townley Elementary Farine Elementary Lee Elementary b. All campuses will have inline power switches already available in each closet. The District will provide individual Cat 5e wiring to each AP from the designated wiring closets. c. Installation, configuration, testing and documentation must be completed, and all systems shall be fully operational no later than August 15, 2008. d. The vendor shall use the results of site surveys to be provided by the Irving ISD to install and configure this wireless network. The IEEE 802.11a/g wireless Ethernet network will include installation and configuration as per paragraph 7. 2. Contract Process: Irving ISD will use the following criteria, evaluated on a scale of one to ten, when evaluating the proposal. 35% - Purchase price - the primary criteria for selection. 15% - Extent to which the goods or services meet the district s needs. 15% - Total long term cost to the District to acquire the vendor s goods and services. 10% - Quality of the Vendor s goods and services. 10% - Vendor s past relationship and performance with the district. 10% - Reputation of the vendor and of the vendor s goods or services. 5% - Impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses. 4
The vendor shall submit a sample contract with the proposal that can be evaluated and negotiated by the District prior to approval. Purchase orders will be issued to the successful Vendor for the specific requirements identified in this RFP. This proposal and the Vendor s response will each be added by reference as an Addendum to the contract. 3. Format of Response: a. Offers will be received and publicly acknowledged at the Irving Independent School District Purchasing Conference Room, at 2:00 PM on April 17, 2008. All proposals shall be received by the 2:00 PM deadline. Late proposals shall be returned unopened. The School District shall not be responsible for delays due to the mail service or any public carriers. b. All responses must include references of three similar installations. The references must include contact name, telephone number, and a description of the project. c. Itemized Pricing: The vendor shall provide a price for each item specified at Attachment 1, and include an installation cost per campus. All other costs shall be identified and itemized. d. Because the District has standardized on Cisco equipment to minimize maintenance, reduce network personnel training and operations costs, and to reduce expensive sparing and multiple maintenance costs, the vendor may not propose equipment other than the Cisco products specified. e. All equipment must be new. No reconditioned equipment may be substituted or proposed. f. One signed original and two copies of the response will be submitted to: Irving Independent School District Attn: Director of Purchasing 2621 Airport Freeway Irving, TX 75062 g. Any and all questions prior to the closing date should be directed to: Lee Watts Irving Independent School District 2621 Airport Freeway Irving, TX 75062 (972) 215-5288 5
h. No other District employee, School Board member or District consultant shall be contacted during this proposal process without prior approval of Mr. Watts. Failure to comply may result in disqualification. i. The School District reserves the right to reject any or all proposals. The School District also reserves the right to award a partial contract in the event that they deem it in the School District s best interest. 4. Insurance: a. Before commencing work and within 10 working days of notification of contract award, the Contractor shall be required, at the Contractor s own expense, to furnish the School District with certified copies of proof of insurance, showing the coverage requirements as stated below, to be in force throughout the term of the contract. b. Commercial General Liability Insurance at the minimum combined single limits of $1,000,000 per occurrence and $2,000,000 general aggregate for bodily injury and property damage, which coverage shall include products/completed operations, ($1,000,000 products/completed operations must be maintained for at least two (2) years after the installation is completed). Coverage must be written on an occurrence form. Contractual liability must be maintained with respect to the contactor s obligations contained in the contract. The general aggregate limit must be two (2) times the pre-occurrence limit. A perproject aggregate endorsement must be included. c. Workers Compensation Insurance at statutory limits, including employer s liability coverage at minimum limits of $500,000 per occurrence each accident/$500,000 by disease per occurrence/$500,000 by disease aggregate. d. Commercial Automobile Liability Insurance at minimum combined single limits of $1,000,000 per occurrence for bodily injury and property damage, including owned, nonowned and hired vehicle coverage. e. The required limits may be satisfied by a combination of primary, excess, or umbrella liability insurance, provided the primary policy complies with above requirements and the excess umbrella is following form. The Contractor may maintain reasonable and customary deductibles, subject to approval by the Irving Independent School District. f. With reference to the foregoing insurance requirement, the Contractor shall specifically endorse applicable insurance policies as follows: The Irving Independent School District (IISD) shall be named as an additional insured with respect to general liability. 6
A waiver of subrogation in favor of the IISD shall be contained in the Workers Compensation, and General Liability coverage. All insurance policies shall be endorsed to require the insurer to immediately notify the IISD of any material change in the insurance coverage. All insurance policies shall be endorsed to the effect that the IISD will receive at least thirty (30) days notice prior to cancellation, non-renewal, or termination of the insurance. All copies of Certificate of Insurance shall reference the Project/Contract number for which the insurance is being supplied. 5. Project Cost: Cost is to include all materials, labor, permits, insurance, document preparation costs, and any other charges or fees that may be required for project completion. Itemized estimates for the total project shall be provided as part of this proposal response. 6. Other: The Contractor is to provide any other information that may be beneficial to aid the District in the vendor selection process. 7. Technical Specifications a. The vendor will install, according to the installation plan, a wireless AP as to be specified in a District-provided site survey. b. Wireless IEEE 802.11a/g Ethernet Access Points (AP) The vendor shall provide and install Cisco Aironet series as specified in the site survey to be provided. These Aironet APs must be backwards compatible with the installed base of IEEE 802.11b network interface cards that are currently used. The Access Points and associated components to be installed at each campus are listed in Attachment 1: c. The AP will be ceiling mounted. The District will provide a Cat 5e cable to each access point. The vendor shall connect the AP to the cable provided. d. The AP will be capable of configuring both the power and the frequency. The power and frequency will be preset as per the site survey. e. The AP will include the proper mounting kit and antenna for each access point. The vendor shall install the AP on this mounting kit as per mounting kit instructions. f. The IISD will provide the appropriate IP addresses and configuration information to the vendor for the APs provided as a part of this proposal. The vendor shall configure each AP as required. g. Any ceiling tiles that are damaged during the installation shall be replaced at installer's expense. h. The vendor shall unpack each AP and discard all excess materials. i. The vendor shall record serial numbers of all equipment and provide it to the District as a deliverable. 8. Acceptance Testing - The acceptance test shall consist of a successful one hour IEEE 802.11a/g wireless connection between a laptop with one of the District s wireless NICs installed connecting to the Internet as the initial test. a. The vendor will display the connection statistics between the APs and the Ethernet switches showing no packet loss, or CRC errors. b. The vendor will demonstrate a successful connection between a laptop computer and each AP installed in the school. This test will indicate the AP that is hosting the connection and demonstrate a successful a connection. 7
Attachment 1: Cisco Equipment Listing: Elliott Elementary School Wireless Cnfg 37 Stipes Elementary Wireless Cnfg 33 Townley Elementary Wireless Cnfg 29 Farine Elementary School Wireless Cnfg 30 Lee Elementary School Wireless Cnfg 30 Nimitz High School Cnfg 65 8