Stratton School District R-4
Stratton, Colorado
Request for Proposal
For 802.3Wired Network Equipment Prime Vendor
Abstract
Stratton School District seeking Prime Vendor for802.3Wired Network Equipmentto serve two school facilities and 212 students on the Eastern Plains of Colorado.The project isintended to replace an existing wireless infrastructure which has been outmoded by new 802.3 standards.
Table of Contents
Request for Proposal Cover Sheet
1.Introduction
2.Term
3.Statement of Purpose
4.Scope
5.Schedule of Activities
6.Questions
7.Proposal Submission
8.Additional Material
9.Bid Opening
10.Confidential / Proprietary Information
11.Non-Discrimination
12.Independent Contractor Clause
13.Indemnification
14.Governing Law / Venue
15.Insurance Requirements
16.Contractual Obligations
17.Selection of Proposal
18.Award of Contract
19.Partnerships and Subcontracting
20.Availability of Funds
21.Statement of Work
21.1Overview
21.2ProposalInstructions
22.Offeror Qualifications / Experience
23.Technical Requirements
23.1Technical Approach
23.1.1802.x Standards
23.1.2Port Quantity & Stacking
23.1.3Power Supply
24Costs
25.Evaluation Criteria
25.1GeneralInformation
25.2Scoring
Attachment A.SiteLocations
AttachmentB.E-rateinformation
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Request for Proposal Cover SheetDate / February 20, 2015
Proposaltitle / 802.3 Wired Equipment Vendor
Proposalswillbereceiveduntil / March 20, 2015
4:30p.m.,localstandardtime
At Stratton School Districtoffice
219 Illinois Ave; Stratton, CO 80836
Goodsorservicestobedeliveredtoor performedat / 219 Illinois Ave; Stratton, CO 80836
Foradditionalinformationpleasecontactthe ProjectManager / Jarred Masterson
719-775-2342 ext 118
EmailAddress /
Ifyourequireadditionalinformation,contact theProject Manager from the above table.
Theundersignedherebyaffirmsthat(1)he/sheisadulyauthorizedagentofthevendor,(2)he/shehasreadalltermsandconditionsandtechnical specificationswhichweremadeavailableinconjunctionwiththissolicitationandfullyunderstandsandacceptsthemunlessspecificvariationshave
beenexpresslylistedinhis/heroffer,(3)thattheofferis beingsubmittedonbehalfof thevendorinaccordancewithanytermsandconditionssetforthin thisdocument,and(4)thatthevendorwillacceptanyawardsmadetoitasaresultoftheoffersubmittedhereinfora minimumofninetycalendardays
followingthedateofsubmission.
PRINTORTYPEYOURINFORMATION
NameofCompany / PhoneAddress / Zip
City/State / Phone
ContactPerson / Title
Earliest Delivery Date / Email
System Bid Price
Authorized
Representative’sSignature / Title
PrintedName / Date
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1.Introduction
Stratton School District is inviting proposals for the purchase of 802.3 Wired Networking Hardware and associated services. These proposals are to replace existing system currently in use.
Proposals must be received at the Stratton School District offices in Stratton, Colorado NOLATER THAN 4:30 PM,on the day of the deadline listed on the “Request For Proposal Cover Sheet” earlier in this document.
2.Term
Preliminary project planning presumes a30-day implementation period.Respondents to this RFP should scale their proposal to services and equipment that can be delivered within the implementation period beginning after the July 1, 2015. Services sought in this RFP are to be purchasedonJuly 1, 2015. If an offeror cannot make delivery within the 30 day implementation period following the opening of the budget period then this should be identified within the bid response.
3.Statement of Purpose
The purpose of thisRFP is to identify one or morelead vendors or contractorswho canprovide, incombination or individually, the services necessary to implement the equipment and or servicesrequired by the district. Broadly, the areain which proposals are solicited is:Layer 2/3 802.3 Wired Networking Switch Hardware.Local providers are encouraged to submit proposals for services they can provide.
4.Scope
This RFP is specific to theprovisionof Layer 2/3 Switching Hardware for two instructional facilities. The scopeincludes services necessary for the ongoing maintenance, updates and operation of the equipment.This RFP provides instructions governing the proposal to be submitted and the material thatmust be included; mandatory requirementsthat must be met tobe eligible for consideration; and other requirements to be met in each proposal.
5.Schedule of Activities
1. RFP Issued / February 20, 20154. Written Questions due from potential bidders / March 13, 2015
4. Responses due to questions from vendors / March 16, 2015
5. Three Written Copies of Final Proposals Due from vendors at the East Central BOCES Office / March 20 2015
6. Initial opening of bids / March 23, 2015
7. Award of Contract / March 24, 2015
6.Questions
Vendors may submit written questions regarding the RFP,technical requirements, proposal responserequirements, etc. by e-mail orfax to:
Subject: Stratton Layer 2/3 Switching – RFP Inquiry
E-mail:
Fax: 719-775-9714
The deadline for submission of queries is listed in Section 5- Schedule of Activities. A summary document of queries and responses will be made available at
7.Proposal Submission
All submissions must be provided in written form. Proposals must bereceived onor before the dateand time indicated in the Section5 - Schedule of Activities.Late proposals will not be accepted.It is the responsibility of theofferorto ensure that Stratton School District receives the proposal on or beforetheproposal due date and time. Offerors mailing their proposals shall allow sufficient mail delivery time to ensure receipt oftheir proposalsby the time specified. All submissions must be on site by 4:30 PM (late submissions will not be opened).The proposal package shall bedelivered or sent by mail to:
Jeff Durbin
Stratton School District
802.3 Wired RFP Bid
219 Illinois Ave.
Stratton, CO 80836
The proposal package should contain a signed original (marked "ORIGINAL") and 2copies of the complete proposal document.
8.Additional Material
No prepared marketing material is to be includedin the RFP response. Allmaterials must be printed out and sized to fit an 8 1/2" by11" document, although pagefolding (fortables, maps, etc.) is allowed. Proposers should provide one digital copy of their proposal in addition to the required hard copies.
Unless requested by members of the reviewingcommittee, no additional material may be submitted after the RFP submission date.
9.Bid Opening
Initial bid opening will occur as specified in Section 5 - Schedule of Activitiesat:
219 Illinois Ave.
Stratton, CO 80836
After bids have been submitted, the name and address of vendors submitting complete bids will be disclosed along with the cost of their systemproposal.
10.Confidential / Proprietary Information
Only the Stratton School Districtevaluation committee members andStratton School project facilitation consultants willreview submitted proposals.The entire proposaldocument and the proposed pricing information included in it will notbe considered confidential or proprietary to the evaluation committee members; provided, however, that proposals are exempt from disclosure under the Colorado Open Records Act as confidential commercial data, until a recommendation for award is made. The RFP review committee mayask additional questions of finalists who willthen be permitted to provide additional orconfidential information in support of their proposals.
11.Non-Discrimination
The proposer (also sometimes referred to herein as “vendor” or “vendor/contractor” or “offeror”) shall comply with all applicable state and federal laws, rules and regulations involvingnon-discrimination on the basis of race, color, religion, nationalorigin, age, sexual orientationor sex.
12.Independent Contractor Clause
All personal service contracts must contain the following clause:
"THE CONTRACTOR SHALL PERFORM ITS DUTIES HEREUNDER AS AN INDEPENDENT CONTRACTOR AND NOT AS AN EMPLOYEE.NEITHER THE CONTRACTOR NOR ANY AGENT OR EMPLOYEE OF THE CONTRACTOR SHALL BE OR SHALL BE DEEMED TOBE AN AGENT OR EMPLOYEE OF STRATTON SCHOOL DISTRICT. CONTRACTOR SHALL PAYWHEN DUE ALL REQUIRED EMPLOYMENT TAXES AND INCOME TAX
WITHHOLDING, SHALL PROVIDE AND KEEP IN FORCE WORKER'S COMPENSATION (AND SHOW PROOF OF SUCH INSURANCE) AND UNEMPLOYMENT COMPENSATION INSURANCE IN THE AMOUNTS REQUIRED BY LAW, AND SHALL BE SOLELY RESPONSIBLE FOR THE ACTS OF THE CONTRACTOR, ITS EMPLOYEES AND AGENTS."
13.Indemnification
To the full extent permitted by law,the vendor/contractorshall indemnify, save and hold harmless Stratton School District,its employees and agents, against any and all claims, damages, liability and court awards including costs, expenses, and attorney feesincurred as a result of any act oromission by the vendor/contractor or its employees, agents, subcontractors, or assigneespursuant to the terms ofthe contract resulting from this RFP.
14.Governing Law / Venue
The laws of the State of Colorado, U.S.A. shall govern the bidding, formation,performance, and the legal enforcement of any resulting contract. Venue for any dispute concerning the RFP or resulting contract shall be exclusively in the federal court located in Colorado or the state court located in Lincoln County, Colorado.
15.Insurance Requirements
The vendor/contractorselected for contract award shall furnish a certificate of liability insurance (and certification ofinsurance for each of its subcontractors/partners). The vendor/contractor shall be responsible for all workers compensation, automotive liability,and personal injury insurances and any claims thatmay arise from the project. Stratton School District also may require a labor and material payment bond and performance bond for anyconstruction elements of the project.
16.Contractual Obligations
Local, State and Federal Compliance Requirements: Successful Vendors/Contractorsshall be familiar andcomply with all local, state, and federal directives, ordinances, rules, orders, and laws applicable to, and affected by, this contract including,but not limited to, Equal Employment Opportunity(EEO) regulations, Occupational Safety and HealthAct (OSHA), and Title II ofthe Americans withDisabilities Act (ADA).
17.Selection of Proposal
An Evaluation Committee will review and score offers submitted and make a rankedrecommendation for award.
A proposal submitted in responseto thisRFPshall constitute abinding offer, committed to by a signature of an officerof the offeror, legally authorized to executecontractual obligations.
Pricing information will be the largest single factor considered in determining the apparent successful offeror but it will not be the only factor.Estimated, or "ballpark" proposalprices are not acceptable. Proposal prices will be considered a best and final offer.Long-term predictability and control of cost is an essential requirement of the project.Proposalswith indefinite pricinginformation will not be considered.
Stratton School District reserves the right to accept or reject any or all proposals; waive or decline to waive any informalities and irregularities in proposals; and to accept the proposal that, in its sole determination, serves the best interests of the Stratton School District.
18.Award of Contract
The highest-scoring proposal will be selected foraward of the contract. This will be announced as a
"Notice of Intent to Award." All offerors will be informed of the award selection. In the event that the number one selection cannot contract for the required services for any reason, the offer may become available to the offeror of the second ranking proposal orStratton School District may elect to cancelthe RFP.
19.Partnerships and Subcontracting
Stratton School District encourages the participation of small, preferably locally-based companies inthis project.All anticipated partnerships and subcontracting arrangementsmust be identified in the initial proposal.In the event of an award and subsequent contract, any changes to the proposed partnership or subcontracting plan, if applicable,will require approvalof Stratton School District. Significant changes in partnership or subcontracting arrangementscould result in withdrawal of the award.
20.Availability of Funds
If the resulting contract is spans more than one appropriation period, a non-appropriation clause shall be in effect. This clause provides that should a contract be canceled for reasons of non-appropriation of funds, cancellation would take effect on the last day of the appropriation period for which funding was budgeted and appropriated. The date would be June 30th of any year during which the contract is in effect. In the event of cancellation for non-appropriation of funds Stratton School District will not be obligated to purchase any additional service or items from the contract holder. In the event of non-appropriation of funds the successful vendor will be notified a minimum of sixty (60) days prior to the appropriation period’s close.
21.Statement of Work
21.1Overview
Stratton School District is soliciting proposals to purchase 802.3 Wired Switching Networking Hardwarethat will providedistribution forInternet and local network resources for all classroom facilities in within Stratton School District. A preliminary description oftheservice including delivery location options can be foundin Section 23 and Attachment Aof thisRFP document, respectively. Potential bidders must specify how their proposed offering will meet the requirements set forth in this document.
This RFP seeks a vendor/contractorthat will assume responsibility as a Prime Contractor to deliver the hardware and necessary support for the functionality and warranty service of a new 802.3 Wired Network infrastructure.
21.2ProposalInstructions
Simple, brief, and direct proposals are encouraged. The proposal document must bein12-point type, in a font belonging to the sans-serif font family and all body pagesmust haveone-inch margins. Attached material such as pricing tables ormaps do not have to meet type or margin requirements.
The proposal document should be organized asfollows with the following divisions identified:
RFPDivisions:
(1)Request for Proposal Cover Sheet
(2)Title page
(3)Executive Summary (6 pages max)
(4)Offeror Qualifications/ Experience
(5)TechnicalRequirements / Physical Infrastructure
(6)Pricing
(7)Attachments
22.Offeror Qualifications / Experience
This section identifiesthe minimum acceptable qualifications that must be met for an offeror torespond to this RFP.The primary concern of this section of the RFP is to identify the qualificationsand experienceof theprime contractor or major partners. The prime vendor shall be responsible for all work performed or delivered. Stratton School District reserves the right to refuse any proposed contractors or sub-contractors. Describe your organization's qualifications and related experience that demonstrate both financial stability and thecapability to maintain the required services as follows:
Provide a description of theservice provider and an organizational history, including:
1. Yearsinbusiness
2. Locationof offices
3. Formof business(corporation,partnership,jointventure,LLC,etc.)
4. Size(numberof employeesand non proprietaryannualfinancialsummaries)
5. CurrentClientbase
6. Threereferenceswheresimilarprojectshavebeenconducted:includingcompanyname, individual’sname,telephonenumber,e-mailaddress, and the locations of the project installations.
7. Qualifications of the service provider
8. Keystaff(whowouldworkontheproposedproject)andtheirbackgrounds
9. Technicalandmanagementcontactinformation
10.E-rateproviderstatusandSPINnumber
11.Whatsetsyourorganizationapartfromothersinthesamebusiness?
12.Experienceorparticipationinplanning,designing,implementing,a projectof similarscopetotheonesoughtinthisRFP.
13.Identifyproposedsubcontractors/partnersandprovidebriefinformation(asabove)foreach.
Note: Award of this contract may require that the offerorprovide, on request, the most recent audited financial statement and/or a banking reference and a credit rating by a rating service.
23.Technical Requirements
The preliminary design of this project calls for delivery 802.3 Layer2/3 Network SwitchingHardware.
23.1Technical Approach
The primary technical requirement of the proposalis a description of theproposed system’stechnical specifications.
23.1.1802.x Standards
Provide detailed information on what 802.x standards the proposed system supports, observe a minimum requirement of 802.3ab, 802.3at, 802.1q, 802.1D-2004 and 802.1X. This list should be considered a minimum standard rather than all-inclusive
23.1.2Port Quantity & Stacking
Stratton School District is seeking four Ethernet switching platforms. The details of port quantities and install locations can be located in Attachment A. When considering port quantity requirement for each system, offerors are encouraged to consider both cost and operational tradeoffs ofmodular chassis switches vs. stackable. All switch systems should include a minimum of 4 SFP module slots and offer the ability to expand RJ-45 port counts in the future.
23.1.3Power Supply
Offerors should provide switching systems, which feature dual power supply modules.
24Costs
Provide a comprehensive budget of your proposed implementation, including options – if any.Keep in mind the projectgoalof providing long term cost controls for the district.The offeror's proposalshould identify any Total Cost of Ownership (TCO) advantagestheir proposal may provide. The proposal should also identify any e-rate ineligible elements.
25.Evaluation Criteria
25.1GeneralInformation
The primary evaluation criteria will be the affordability and long-term cost controls ofthe proposal. A secondary, but still crucial, considerationwill be how well the offeror's proposed solution meets the performance requirements of districts. Also, evaluators will be looking athow the proposed implementation will "keep rural dollars rural," with local job creation or the involvement of local companies in the provision of services.
25.2Scoring
Affordability (capital costs, leasing, e-rate eligibility, long term cost controls) - 40 points
Technical Approach (design, meeting RFP service requirements, SLA terms) - 30 points
Ongoing operations and maintenance (references, technical support) - 20 points
Implementation plan / growth plan (timing, future growth) - 10 points
Management & Technical Confidence (similar projects within state, references) – 10 points
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Attachments
Attachment A. SwitchLocation Information
Attachment B. E-rate information
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Attachment A.SiteLocations
LOCATION / ROOM / SWITCH / SITE / SITE / RJ-45 PORTNAME / DESCRIPTION / STREET ADDRESS / CITY / ZIP / LATITUDE/LONGITITUDE / QUANTITIY MIN
High School / MDF / HS Access / 219 Illinois Ave / Stratton / 80836 / 39.304240 °N 102.601092 °W
ALT 1345m / 192
High School / MDF / HS Core / 219 Illinois Ave / Stratton / 80836 / 39.304240 °N 102.601092 °W
ALT 1345m / 48
High School / VoAg-IDF / VoAg Access / 219 Illinois Ave / Stratton / 80836 / 39.304240 °N 102.601092 °W
ALT 1345m / 48
Elementary School / MDF / Elem Access / 6 Main St / Stratton / 80838 / 39.304291 °N
102.598023 °W
ALT 1345m / 144
AttachmentB.E-rateinformation
Stratton School Districtrequiresthatofferors makeuseof e-rateeligibilityreferencematerial availableat
Thisinformationis availableinthereferencematerialsareaof the website.
General e-Rate information can be located at:
Please refer to the Eligible Services List for more specifics:
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