NYU Hospitals Center
Student Dorms & Residential Managed Services WIFI
Request for Proposal
January 6, 2015
Presented by:
NYU Hospitals Center
Table of Contents
1. RFP Overview 3
2. Request for Proposal Scope 4
3. Milestone Calendar 5
4. Required RFP Response Format 5
5. Proposal Due Date, Delivery Instruction and Communication 6
6. Proprietary Information, Non-Disclosure 6
7. Costs Incurred 6
8. NYULMC Reserves Right to Reject Any and All Bids 6
9. Effective Period of Prices 6
10. Pricing 7
11. Past Performance and References 7
12. Company Profile and Financial Stability 8
13. Work Experience 8
14. High Level Timeline 8
1. RFP Overview
NYU Langone Medical Center (NYULMC) and NYU School of Medicine (NYUSOM) is seeking WIFI Managed Services for its Student Dorms and Residential locations encompassing four building locations along First Avenue, between 25th Street and 34th Street.
The purpose of this project is to seek a long term relationship with a managed services solution capable of providing hotel style or recreation/ venue style WIFI services. These services will be ongoing 7 days a week, 24 hours per day to our students and residents in the locations listed below.
The chosen vendor will own all WIFI Technology equipment and will also be responsible for all RMA’s of that equipment. NYULMC will not be responsible for any service management, security, remote access, Telecom circuits, POTS or Internet access to support the managed WIFI. VOIP is not a requirement of this agreement/ engagement and will not be requested from the chosen vendor in this RFP. Students using VOIP services (i.e. Vonage, Skype) will be allowed to do so and not have access blocked. Vendors replying to this RFP must have at least 5-10 years experience in this area of expertise and be able to submit examples of the work being requested.
Building locations and related information:
1. 334 East 26th Street (Vilcek Hall) – This is an NYULMC owned residential building with student only occupancy. This building has 25 stories and is comprised of 212 apartments. There are two elevators, two stairwells, a basement with laundry room, gym area, and a security post in the lobby area.
2. 334 East 25th Street – This is also an NYU owned residential building with a mix of students and employees. This building is comprised of 75 apartments. There is a Student Health Center, one elevator, two stairwells, and a security type post in the lobby area.
3. 545 First Avenue (Greenberg Hall) – This building has a mixed occupancy of students and employees. There are 185 apartments on floors 1-5 and 7-10. The apartments are made up of studios, 1-bedroom, and 2-bedroom units subdivided to house three students each. At the end of 2015, the 6th floor will be converted from current office space to residential use by students and staff. Below ground is comprised of C, SC1 & SC2 levels which are not part of this RFP. There is a laundry room, three elevators, two stairwells, and a security type post in the lobby area.
4. 564 First Avenue (Lipton Hall) – This building has a mixed occupancy of students, employees, and faculty. There are 289 apartments on floors 11-23. Students live in studios or shared apartments. Apartment sizes range from studios to 3-bedroom units. There are three elevators, two stairwells, and a security type post in the lobby area.
All locations currently have WIFI services except for Lipton Hall (Location #4). NYULMC will not have chosen vendor assume any responsibility of existing NYULMC WIFI services. The vendor winning award of this RFP will install all new WIFI services.
Access to floor plans/ drawings can be found in BOX at the following URL: https://nyumc.box.com/s/vt5dpjsrv7qbwng0yint
2. Request for Proposal Scope
The chosen vendor will install, manage, update, and support the chosen WIFI solution for a period no less than 60 months with renewal opportunities of up to 72 months.
Proper WIFI coverage includes all floors, lobbies, hallways, apartments, stairs, laundry rooms, break-rooms, study halls, and elevators. Excluded are mechanical rooms, roofs, and outdoor spaces. The chosen vendor is only responsible to provide each student with 50 Meg minimum speeds for Datacom, Internet, Video Streaming, Education, and Gaming. As technology improves and increased speeds become necessary, the chosen vendor will work to improve WIFI speeds to 100 Meg beginning Year 3 of the agreement term.
Detailed responsibilities and requirements are as follows:
Vendor Responsibility
- Define the WIFI solution including all hardware/ component models and necessary adjunct equipment. Include cabling and infrastructure requirements.
- If monitoring tools exist to monitor the health and reliability of the proposed solution, include this with WIFI solution.
- If system security controls/mechanisms exist to detect intrusion, include this with WIFI solution.
- Provide a complete diagram of proposed WIFI solution.
- Provide a high level timeline for implementation of WIFI solution (See Section #14)
- Chosen vendor will provide all controller hardware, WAPS, cabling, and support. Aruba and Cisco equipment are preferred NYULMC hardware solutions but not mandatory. Any WIFI equipment not Aruba or Cisco must be submitted for approval.
- Chosen vendor will provide all new cabling as needed to ensure CAT 5E or CAT 6 specifications are met. Cabling vendor must be CWA licensed and meet all NYULMC Insurance particulars outlined in the Vendor Master Services Agreements for 3rd parties.
- Chosen vendor must secure WIFI units to prevent theft or damage (WAP enclosures can be used as long as they are accessible for maintenance).
- Chosen vendor will supply 7X24 Help Desk support for WIFI related issues.
- Define SLA for day-to-day support of proposed WIFI system.
- Chosen vendor will provide a Help Desk Toll Free service line answered by a live person and operational 7X24.
- Define how Help Desk services are provided. If managed within a division of the company or outsourced.
- SLA response to students & residential WIFI incidents must be within 24 hours.
- Define how students/ residents engage the Help Desk for WIFI issues.
- Chosen vendor will provide tech support 7 days a week (Monday through Friday including Saturday) and be on-call only on Sunday.
- Normal Hours of Operation are 9am to 5pm, EST. After-hours Operation is 5:01pm to 8:59am, EST.
- Provide swim lane diagram of how the Help Desk will function.
- Define response time for both minor and major WIFI issues where hardware would need to be replaced. Include availability of spare inventory.
- Define redundancy or failover for short-term and extended outages.
Customer Responsibility
- Customer will agree to pay a monthly fee to chosen vendor for a period of 60 to 120 months depending on negotiations. Renewals to this agreement will be negotiated in months 59, 71, and 95 depending on the terms of the Master Agreement.
- Customer agrees to 45 day payment terms, via ACH, direct deposit or check.
- Customer will provide all necessary HVAC, power, and room for equipment.
- Customer will support and assist with coordinating efforts required to gain access into Student Dormsand common spacesfor the purpose of setting up WAPS units, WIFI controlling hardware, and cable setup.
- Chosen vendor will be provided with NYULMC security badges and be granted access to technology spaces where Dorm WIFI solutions exist for 7X24 maintenance and troubleshooting.
3. Milestone Calendar
The following calendar of events is based on planned New York University Langone Medical Center (NYULMC) activities and anticipated vendor delivery capabilities. It is presented for illustrative purposes only. These milestones will be reviewed as necessary at the time a contract is awarded to a vendor.
Milestones / Date / TimeRFP Release Date / 1/6/15 / 5:00 PM EST
Additional Question due / 1/12/15 to 1/16/15 / 12:00 PM EST
Answer to Vendors due / 1/19/15 to 1/23/15 / 12:00 PM EST
Site visits with candidates / 1/26/15 to 2/13/15
Proposal due / 2/27/15 / 5:00 PM EST
Candidate Interviews / 3/2/15 to 3/6/15 / NO TIME. Only dates to be provided
Evaluation Period / 03/9/15 to 3/20/15
Vendor Shortlist Issued / 3/25/15
Contract Awarded / 3/31/15
4. Required RFP Response Format
Vendors are required to submit their Proposal in the specified electronic format. Vendor will submit their entire RFP response and all completed forms electronically via e-mail to NYULMC with vendor’s information and responses provided in the appropriate places therein. The required electronic applications formats are Microsoft Word and Microsoft Excel. Any supporting graphic or presentation-based slides may be submitted in a separate PowerPoint file. PDF format is not acceptable for any submitted text, graphics or slides.
5. Proposal Due Date, Delivery Instruction and Communication
All Proposals are due by Febuary 27, 2015 no later than 5:00 P.M. EST
Send your complete electronic response via email to:
Bidders Note: All questions regarding interpretation or specifications must be submitted in writing to only. Under no circumstances shall vendor contact any employee of NYULMC. Any dialogue initiated by the bidder not addressed to contacts above will result in an immediate disqualification. Discussions on other business matters and not related to this RFP are permitted.
6. Proprietary Information, Non-Disclosure
Vendor shall have no rights in this document or the information contained therein and shall not duplicate or disseminate said document or information outside the vendor's organization without the prior written consent of NYULMC.
7. Costs Incurred
All costs incurred in the preparation and presentation of the Proposal shall be borne by vendor. By submitting a Proposal, vendor agrees that the rejection of any Proposal in whole or in part will not render NYULMC liable for incurred costs and damages.
8. NYULMC Reserves Right to Reject Any and All Bids
Nothing in this RFP shall create any binding obligation upon NYULMC. Moreover, NYULMC, at its sole discretion, reserves the right to reject any and all bids as well as the right not to award any contract under this bid process. NYULMC reserves the right to award portion of this bid. All bids should be governed by NYULMC standard Policy and Procedure and Terms and Conditions.
9. Effective Period of Prices
All pricing Proposals by vendor will remain fixed and firm until December 31, 2015.
10. Pricing
Utilizing the attached worksheet provide a detailed price estimate by phase or sub-project, including a summary of all costs and a detailed list of each item proposed and its associated cost. Please distinguish each proposed cost into categories, for example: consulting, training, travel, etc.
11. Past Performance and References
Please provide a list of three Financial, Hospital or Commercial customers who have received services as outlined by this RFP and include the information below (refer to template).
§ Client name and headquarter address
§ Contact name
§ Telephone number
§ Email address
§ Length of time using your services
§ Brief description of the service provided
Failure to provide suitable references to NYULMC will result in the vendor’s bid being rejected without further consideration.
VENDOR NAMEOrganization Name / Contact Name / Headquarter Address / E-mail / Phone / Length of Time Using Your Services / Brief Description of Services Provided
12. Company Profile and Financial Stability
Please provide information that will enable us to evaluate your company’s financial stability. We require that you include the following:
§ Company description: including ownership, number of years in business, strategic direction, mission, history, acknowledgements or awards
§ Recent financial results
§ Partner relationships
§ Description of selection criteria for contractor or co-implementation partners
§ Work force distribution by country, city, state, etc.
§ Total number of employees: include number of project managers, implementation specialists, development engineers, % full time versus contracted, etc.
§ Average number of years of application and implementation experience and business process definition for consultants and managers
13. Work Experience
Please provide information that will enable us to evaluate your company’s track record and capabilities. We require that you include the following:
§ Provide a list of implementations completed over the past five years.
§ Detailed description of the most complex design and/or implementation at a customer site
§ Provide detailed description of value added services that differentiate your company from your competitor
14. High Level Timeline
Provide a high level strategy or approach for the project as defined in this RFP, include milestones, phase deliverables and integration points between requirements. Include a high level timeline based on this approach.
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