North Scott Community School District Request for Proposal Cisco SmartNet Renewal, For Cisco Wireless System Prepared by Mary McCleary June 7, 2017 North Scott Community School District Request for Proposal 1 P a g e
Cisco SmartNet Renewal, For Cisco Wireless System 251 E Iowa Street Eldridge, Iowa 52748 Fax: 563-285-6075 Important Notes: Proposer please read the entire RFP carefully. 1.1 Purpose of RFP A. This RFP is for the renewal of the SmartNet support and software assurance of all of the Cisco controllers and Prime software related to our Wireless solution. B. These renewals will be for a term of 1 year, service starting on July 1, 2017 and running through June 30, 20. C. All prices quoted are to be free of all federal, state and state and local taxes unless otherwise imposed by a governmental body and applicable to the material on bid. D. If the selected vendor refuses or fail to provide service on July 1, 2017, the Board of Education may, by written notice, terminate the contract. The forfeiting vendor will then be liable for any losses and costs incurred by the district, of uncovered (failure with lapsed SmartNet) equipment listed on page 6, while a new vendor is being sought. E. The supplier shall provide the standard patent infringement indemnity clause which shall hold and save the Board of Education and its officers, agents, servants and employees harmless from liability of any patented or non-patented invention, process, article, or appliance manufactured or used in the performance of the contract, including its use by the Board of Education. F. Hold Harmless: The vendor agrees to protect, defend, indemnify and hold the North Scott Public School District, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands obligations, actions, proceedings, or causes of action of every kind and character in connection with or arising directly or indirectly out of the error, omission or negligent or intentional act of the vendor, its agents or employees. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, infringement of any patent, trademark, copyright or application of any thereof or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statue, ordinance, administrative order, rule, or regulation, or decree of any court, shall be included in the indemnity thereunder. The vendor further agrees to investigate, handle, respond to, provide defense for and defend any such claims, etc., at its sole expense and agrees to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent. G. The District reserves the right to reject any and all bids. 2 P a g e
1.2 Evaluation Process The evaluators will consider how well the vendor's proposed solution meets the need of the District as described in the vendor's response to each requirement and form. It is important that the responses be clear, concise and complete so that the evaluators can adequately understand all aspects of the proposal in a succinct fashion. The evaluation process is not designed to simply award the contract to the lowest cost vendor. Rather, it is intended to help the District select the right vendor or vendors with the best combination of professional attributes, experience, recommendations and relevant skill-sets, including that of price, based on the evaluation factors. The District reserves the right to require that a subset of finalists make a presentation to the evaluation team for consideration. At the completion of the RFP process, the North Scott Community School District will determine the viability of moving forward and complete negotiations with the chosen vendor or vendors to provide equipment and services, representing, but not limited to, solutions that best meet the need of the District's criteria in design, cost, vendor requirements and references. Proposals will be evaluated on the following factors: No Factors Total Points Available 1 Prices/charges 50 Capability of the bidder to successfully complete the installation 2 within the required time period. 20 3 Recommendations of current customers 4 Understanding of needs 10 5 Prior experience of NSCSD with vendor 5 15 Total Points 100 1.3 Schedule E-Mail copy responses and related material must be delivered by June 25th, 2017, 2:00 PM, as specified in the RFP. Late responses will be rejected. An approximate schedule for selection is as follows: 3 P a g e
Issue RFP / Publish to the District Website 6/6/2017 Deadline for Questions 06/12/2017 Proposals Due 06/25/2017 Tentative Vendor Selection 06/25/2017 PO Issued to Vendor 07/01/2017 Coverage Date Must Begin 07/01/2017 1.31 Deadline for Questions Questions with regard to the RFP maybe asked via phone call or facility tours. Official answers will be e-mailed to all proposing vendors. In order to make information available to all proposing vendors, no questions will be answered past June 12, 2017 as stated in schedule in Section 1.3. 1.4 RFP Submission Please submit copy of the proposal, in its entirety, by e-mail to: mary.mccleary@north-scott.k12.ia Subject: Cisco Smart Net 1.41 Proposal Validity Period Submission of the proposal will signify the vendor's agreement that their proposal and the content thereof are valid for 0 days following the submission deadline and will become part of the contract that is negotiated between the District and the successful vendor / vendors. 1.5 Vendor Communication Upon release of this RFP, all vendor communications concerning the overall RFP should be directed to the District Technology Director listed below. Unauthorized contact regarding this RFP with District employees will not help. Any oral communications will be considered unofficial and non-binding to the District. Vendors should rely only on e-mailed statements issued by the District Technology Director. Mary McCleary E-mail: mary.mccleary@north-scott.k12.ia.us 4 P a g e
1.6 Right of Selection/Rejection - Waiver of Informalities or Irregularities The District reserves the right to reject any or all proposals 1.7 RFP Revisions The District reserves the right to change the schedule or issue amendments to the RFP at any time. The District also reserves the right to cancel or reissue the RFP at any time. Amendments or a notice of cancellation will be posted to the District's technology website. It is the sole responsibility of the proposer to monitor the District's technology website for the posting of such information. https://www.north-scott.k12.ia.us/departments/technology/current-bids-library 1.8 Compensation No payment of any kind will be provided to the submitting vendor or vendors, or parties they represent, for obtaining any of the information solicited. Procurement of all equipment and services will be in accordance with subsequent contractual action. 1.9 Commitments All quotes should be submitted initially on the most complete basis and with the most favorable financial terms available. The selected vendor or vendors proposals or partial proposals may, at the North Scott Community School District s option, be made part of the final purchase contract and all representations in the vendor's proposal may be considered commitments to supply the system as described. Vendors may submit more than one proposal in response to this RFP. However, each proposal must be a separate, complete package, which can be considered independently of any other proposals from the same vendor. The contracted vendor will also be liable for any charges incurred if unable to fulfill the contract and a new vendor would need to be sought. 2.0 Contract Award and Execution The District reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendors can offer. It is understood that the proposal will become a part of the official file on this matter without obligation to the District. The general conditions and specifications of the RFP and the successful vendor's response, as amended by agreements between the District and the vendor, will become part of the contract documents. Additionally, the District will verify vendor representations that appear in the proposal. Failure of the vendor's products to meet the mandatory specifications may result in elimination of the vendor from competition or in contract cancellation or termination. The vendor selected as the apparently successful vendor will be 5 P a g e
expected to enter into a contract with the District on terms similar to those presented in the copy of the District s standard Professional Services Agreement. If the selected vendor fails to sign and return the contract within ten (10) business days of delivery of the final contract, the District may elect to cancel the award and award the contract to the next-highest-ranked vendor. No cost chargeable to the proposed contract may be incurred before the vendor has received a fully executed contract and before July 1, 2017. The contracted vendor will also be liable for any charges incurred if unable to fulfill the contract and a new vendor would need to be sought. This RFP is for: 1. The renewal of Cisco SmartNet support and software assurance For the following Cisco Products. ITEM NAME QUANTITY SITE ID SERVICE LEVEL BEGIN DATE END DATE L-MGMT3X-PI-BASE 1 1363839 ECMU 7/1/2017 6/30/20 R-PI30-SW-K9 175 1363839 ECMU 7/1/2017 6/30/20 L-P-PI3X-LF-25-U 1 1363839 ECMU 7/1/2017 6/30/20 L-P-PI3X-LF-100-U 1 417573658 ECMU 7/1/2017 6/30/20 L-P-PI3X-LF-100-U 1 417573658 ECMU 7/1/2017 6/30/20 L-P-PI3X-AS-25-U 1 1363839 ECMU 7/1/2017 6/30/20 Contract Type Contract # Item Name Serial Number Item Begin Date Item End Date SNT 93695395 AIR-CT5508-25-K9 FCW1424L056 7/1/2017 6/30/20 SNT 93695395 AIR-CT5508-25-K9 FCW1424L05S 7/1/2017 6/30/20 SNT 93695395 AIR-CT5508-25-K9 FCW1424L05Y 7/1/2017 6/30/20 SNT 93695395 AIR-CT5508-25-K9 FCW1424L065 7/1/2017 6/30/20 SNT 93695395 AIR-CT5508-12-K9 FCW1424L09G 7/1/2017 6/30/20 SNT 93695395 AIR-CT5508-12-K9 FCW1425L08Y 7/1/2017 6/30/20 SNT 93695395 AIR-CT5508-12-K9 FCW06L043 7/1/2017 6/30/20 SNT 94319496 AIR-CT5508-12-K9 FCW1336L07W 7/1/2017 6/30/20 6 P a g e
North Scott Community School District Request for Proposal Cisco SmartNet Renewal We submit the following RFP for North Scott Schools: Contractor: Address: City, State, Zip Authorized Signature: Phone # Fax # Proposals included: One (1) year term of Smart Net for listed components. Yes No Attach Proposals to this form for submission. North Scott Community School District reserves the right to accept proposals for all buildings, or individual buildings or any combination of buildings as deemed in the best interest of the district and the enhanced delivery of technology. North Scott Community School District reserves the right to cancel this RFP at any time. 7 P a g e
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