The New York Public Library
REQUEST FOR PROPOSAL
Wi-Fi equipment and/or installation at
Schomburg Center for Research in Black Culture
Issue Date: January 15, 2015
Due Date: February 17, 2015
RFP Table of Contents
SECTION DESCRIPTION PAGE
Section 1.0 Library Overview 3
Section 2.0 Objective 3
Section 3.0 Scope of Work – Equipment Provisioning 3
Section 4.0 Scope of Work – Equipment Installation 3
Section 5.0 RFP Timeline 5
Section 6.0 RFP Process Conditions 5
Section 7.0 Proposal Requirements 6
Section 8.0 Proposal Submission 6
Section 9.0 RFP Supplier Questions and Answers 7
Section 10.0 Vendor Questions 7
Section 8.0 M/WBE Diversified Supplier Commitment 7
Section 10.0 Selection Process 8
Section 11.0 Proposal Evaluation Criteria 8
1.0 LIBRARY OVERVIEW
The New York Public Library (“NYPL”) invites responsible parties (“Respondents”) to submit a quote to provide and/or install wireless access points at the Schomburg Center for Research in Black Culture, located at 515 Malcolm X Boulevard, NY, NY 10037.
2.0 OBJECTIVE
The New York Public Library System currently offers WiFi networks at all of our 94 library facilities, located in The Bronx, Manhattan and Staten Island. These networks provide:
· Free public Internet access from personal devices
· Free public Internet access via NYPL-provided laptops borrowed by patrons for use within the Library
· Network services for NYPL-provided laptops and tablets used in formal training classes, to access NYPL electronic resources (e.g. databases, our digital library), the Catalog system, or for general Internet access.
Portions of the NYPL Wi-Fi network were initially installed in 2001, with all locations completed by 2007. This initial network was built using Cisco 1200 series wireless equipment. In 2011 NYPL began replacing this network with Aerohive wireless equipment, and to date over 500 Aerohive access points (mainly 320 and 330 series) have been installed at 42 NYPL locations.
This request for proposal is for either provisioning of equipment, installation of equipment, or both. Respondents may bid on either, or both, scopes of work. NYPL will award the scopes jointly, or separately, as it deems in its best interest. Total cost will be the main consideration in awarding contract(s). NYPL recognizes that it is in its interest that a single vendor perform both scopes of work, and will factor this during evaluation of proposals.
3.0 SCOPE OF WORK – EQUIPMENT PROVISIONING
The selected respondent(s) will provide 47 new Wi-Fi access points for the Schomburg Center for Research in Black Culture. The new Wi-Fi access points will all be Aerohive model AH230 (Aerohive Part# AH-AP-230-AC-FCC), or equivalent. NYPL will procure any required use or support licenses separate from this RFP process, through a separate bid process.
4.0 SCOPE OF WORK – EQUIPMENT INSTALLATION
Under the general supervision of NYPL Technology staff, the selected respondent for equipment installation will install 47 new Wi-Fi access points at the Schomburg Center for Research in Black Culture. The selected respondent will also perform a post-installation Wi-Fi site survey, with the deliverable being to sample Wi-Fi signal strength throughout each branch, and deliver to NYPL a report showing a “heat map” (visual depiction of the signal strength) overlaid on a NYPL-provided floor plan.
NYPL will provide the selected vendor with the following:
· Access to a Google spreadsheet containing the hostnames, IP addresses, network and radio policies to be configured on the APs
· Access to floor plans in jpg or pdf format.
· Asset tags (one for each AP).
· NYPL Technology staff member on-site to aid with building access and to provide general supervision of vendor staff. NYPL technology staff will be present at each location during installation to provide access to the building, and provide general oversight, but will not supervise contractor’s staff. Contractor is responsible for directing and monitoring the activities of their staff.
· Cabling to PoE switch ports configured with the appropriate vlan trunking to support the selected network policies.
Vendor will perform and complete the following Installation Tasks prior to the branch opening to the public:
· Affix an NYPL-provided asset tag on each new AP
· Connect each new AP to a port on one of NYPL’s Cisco network switches within the branch and verify that the AP boots up and registers with NYPL’s instance of Aerohive HMOL (or equivalent). If the AP does not register, then associate the AP with NYPL’s instance of HMOL.
· Using HMOL, or equivalent, configure each new AP with a hostname and IP address from the Google spreadsheet.
· Using HMOL, or equivalent, configure each new AP with NYPL’s standard configuration policies, and associate with the appropriate topology map.
· Record each new AP’s MAC address, serial number, and asset tag # in the Google spreadsheet
· Update the new AP’s firmware, if it is below NYPL’s then standard version.
· Reboot the AP to force a complete upload. Verify that the upload completes.
· Remove the existing Cisco APs throughout the branch, and replace each with one of the new APs. Some of the new APs are additions, rather than replacements. In these cases NYPL will install cable to the new locations before the Wi-Fi installation date. Vendor will securely affix the new AP mount plate over or adjacent to the existing techplate, and then attach the new AP to the mount plate. Most APs were typically installed on walls (drywall, cinder block, etc.), above or below drop ceilings, or surface mounted on hard ceilings, up to 15’ above floor. Several APs are installed on walls over 20’ above floor. Bidder must be prepared to fasten mounting plates to all these surfaces. Bidder must provide own ladder, lift, etc. to reach these locations. Bidder may not use NYPL ladders, lifts, etc. to perform work.
· Verify that each AP boots successfully once mounted.
To minimize impact on our public service, the installation of equipment in public use spaces will be performed before the building opens to the public. Installation in staff areas can be performed after the building opens to the public. Vendor is required to arrive at a branch at 8AM for an 11AM opening, or 9AM for a noon opening.
The selected installation vendor must also perform the following Site Survey Tasks using Ekahau Site Survey or equivalent program (may be performed during the first hour that the branch is open to the public):
· Using vendor supplied laptop, verify access to the “NYPL” SSID via each newly installed AP. This includes opening a browser, verifying that NYPL’s splash page is presented, and accessing www.nypl.org once the splash page has been acknowledged.
· Load the NYPL provided floor plan jpg files into vendor’s copy of Ekahau Site Survey (or equivalent program). With site survey function activated, walk the perimeter of each floor, and also the perimeter of each major room (reading room, training lab, community room, children’s room, young adult’s room, and any other space larger than 200 sq. ft.) and record the signal strengths of the associated APs.
· Transmit a pdf file containing the site survey report to NYPL via email.
· The site surveys will be performed after the new system is installed and prior to system acceptance.
Project Schedule
The selected vendor is expected to complete the physical installation of equipment during one calendar week.
5.0 RFP TIMELINE
This section provides a schedule of the critical RFP events and dates.
Vendors should carefully examine and make certain they have a clear understanding of the requirements of the specified project milestones and the associated dates. Note that NYPL reserves the rights, at its sole discretion, to adjust this schedule as it deems necessary.
Event / DateRFP Issued / January 15, 2015
Proposals Due / February 17, 2015
6.0 RFP PROCESS CONDITIONS
The vendor agrees to adhere and accept the following conditions:
a) The Library reserves the right to qualify, accept, or reject any or all vendors as deemed to be in the best interest of the Library
b) The Library reserves the right to accept or reject any or all proposals and to waive any irregularities or technicalities in the RFP and in any proposal as deemed to be in the best interests of the Library
c) The Library reserves the right to negotiate any alterations to bid specifications due to oversight or error
d) The Library reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of this RFP
e) The Library reserves the right to seek clarification, in writing, from vendors about areas of their RFP response during the evaluation process
f) The Library will not pay for any information requested herein, nor will it be liable for any costs incurred by the vendor in preparing a proposal
g) The Library reserves the right to contract for a project that is not the lowest in price, provided that, in the sole judgment of the Library, the project offered under the higher bid has additional value or function which justifies the difference in price
h) All proposals become the property of the Library and will not be returned to the vendor.
7.0 PROPOSAL REQUIREMENTS
Each vendor responding to this request shall submit a cover letter signed by a person with authority to bind your vendor along with a copy of this RFP document with detailed answers to all questions listed in section 7.0 – 8.0 below.
Ø A cover letter signed by an official authorized to commit your organization.
Ø Quote
Ø Provide any other information that might be beneficial for NYPL to know regarding your ability to complete the requested engagement
8.0 PROPOSAL SUBMISSION
One (1) original of the proposal along with three (3) print copies shall be enclosed in a sealed envelope that is clearly marked: “RFP RESPONSE-PROPOSAL ENCLOSED”. The proposal and copies, accompanied by your cover and transmittal letter, are due at the address specified below not later thanFebruary 17, 2015 at12:00 Noon. No individual extension of this deadline will be granted for any reason.
The proposal and letter shall be addressed and shall be delivered or mailed to:
New York Public Library
Attn: FredFarley
445 Fifth Avenue, 8th Floor
New York, NY 10016
While it is not required that you respond using a special mailing service, we recommend that you do so for your records.
Please do not send a copy of your response to any other NYPL employee. Likewise, the information in this RFP should not be discussed or shared with any other business, firm, professional or personal contacts. Failure to comply with this request can result in the automatic termination of your invitation to submit your RFP response.
9.0 RFP SUPPLIER QUESTIONS AND ANSWERS
Please e-mail any questions that you may have pertaining to this RFP .
10.0 VENDOR QUESTIONS
Each vendor responding to this request shall submit answers to the following:
a) What is the legal name of your business?
b) How is your business organized (corporation, LLC, etc.)?
c) Which Aerohive or other Wi-Fi related certifications do your business or employees hold?
d) Do you have a current USAC (E-rate) SPIN?
If so, what is your USAC (E-rate) SPIN?
A Service Provider Identification Number (SPIN) will be needed prior to any contract execution.
e) Will you be subcontracting any of the proposed scope of work?
If yes, which items, and to whom?
f) Provide three customer references for projects similar to the proposed scope of work. Include name of customer, name/phone/email of contact at customer, brief description of the project.
11.0 M / WBE DIVERSIFIED SUPPIER COMMITMENT
NYPL is committed to diversity and believes in providing equal opportunity to diversifiedsuppliers, otherwise known as minority and women-owned business enterprises (M/WBE). As such, we make every effort to utilize M/WBE vendors to the fullest extent possible. NYPL is also committed to establishing long-term agreements with other Suppliers who share our vision and dedication to the principles set forth in our policy, regarding minority and women-owned business enterprises.
As a potential Supplier to NYPL, in your response to this RFP, please submit information that demonstrates a high level of commitment to the inclusion and participation of diversified suppliers (M/WBE) in support of our requirements. Participation will be measured based on the amounts that you would pay to diversifiedsuppliers (M/WBE) under your Proposal. It is the position of NYPL that, in the long run, doing business with minority and women-owned business enterprises is a win/win for NYPL, you, as a supplier, and all diversifiedsuppliers (M/WBE) involved.As a part of your response to our request for a proposal, please provide the following:
11.1 Include the name and address of any participating diversifiedsupplier vendors (M/WBE) specifically pertaining to fulfillment of this contract.
11.2 Attach a brief list of the specific commodities, products or services that will be purchased from diversifiedsuppliers and used in support of this contract.
12.0 SELECTION PROCESS
All proposals will be reviewed, evaluated and ranked by a duly authorized committee of qualified personnel from NYPL. After an initial review of all submitted proposals, some respondents may be invited for interviews for the purpose of clarifying their proposals. NYPL will use a combination of factors to determine which proposal provides the services that most closely meet the Library’s needs.
The scope of work included in this RFP is conditioned upon receipt of Universal Service Discount Program funding. The selected respondent must comply with all applicable USD requirements.
NYPL will procure any required HMOL licenses separate from this RFP process, through a separate bid process.
13.0 PROPOSAL EVALUATION CRITERIA
RFP Evaluation
In evaluating qualified bids, the following considerations will be taken into account:
· Cost – most heavily weighted
· Experience working on similar projects
· Compliance with critical requirements
· Previous experience
· Vendor’s service and delivery capabilities and history
· Accuracy and quality of deliverables, adherence to schedules and relative success of program
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