IMPORTANT NOTIFICATION:
The Purchasing Office has moved to a new location. The new address is 8600 Staples Mill Road, Henrico VA 23228. The Office is located near the intersection of Staples Mill Road and Parham Road in Henrico County, VA.
Bidders/Offerors who elect to deliver their IFB’s/RFP’s in person or by special courier are encouraged to allow extra time to assure timely receipt of documents. Call (804) 501-5691 for further information.
RFP #15-1096-12CS
December 11, 2015
REQUEST FOR PROPOSAL
LEASE OF CISCO NETWORKING HARDWARE AND SERVICES
FOR ELEMENTARY SCHOOLS
HENRICO COUNTY PUBLIC SCHOOLS
Your firm is invited to submit a proposal to provide for leasing of CISCO Networking Hardware and Services for Elementary Schools in accordance with the enclosed specifications. The submittal, consisting of the original proposal and seven (7) additional copies and one (1) electronic copy of proposal submittal to include EXCEL Spreadsheets contained in Attachment I and J marked, "A Proposal to provide “Lease of CISCO Networking Hardware and Services for Elementary Schools”, will be received no later than 2:00 p.m., January 6, 2016, by:
IN PERSON OR SPECIAL COURIER U.S. POSTAL SERVICE
County of Henrico County of Henrico
Department of Finance Department of Finance
Purchasing Division OR Purchasing Division
8600 Staples Mill Road - NEW LOCATION P O Box 90775
Henrico, Virginia 23228 Henrico, Virginia 23273-0775
This RFP and any addenda are available on the County of Henrico Purchasing website at http://www.co.henrico.va.us/genserv/purchasing/ To download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document, please send a request to:
Time is of the essence and any proposal received after 2:00 p.m., January 6, 2016 whether by mail or otherwise, will be returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance. Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing Division personnel by the deadline indicated.
The awarding authority for this contract is the Henrico County Public Schools School Board.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all proposals submitted.
Technical questions concerning this Request for Proposal should be submitted via email to no later than December 15, 2015.
Very truly yours,
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Director
8600 Staples Mill Road/P.O. Box 90775/Henrico, Virginia 23273-0775
(804) 501-5660 Fax: (804) 501-5693
REQUEST FOR PROPOSAL
LEASE OF CISCO NETWORKING HARDWARE AND SERVICES
FOR Elementary SCHOOLS
HENRICO COUNTY PUBLIC SCHOOLS
I. Purpose:
A. The intent and purpose of this Request for Proposal (RFP) is to solicit sealed proposals from qualified firms to establish a contract for a Capital Lease (“Lease”) for all equipment, installation, labor and supplies to perform a logistical refresh of the Elementary School, Special Programs and Datacenter Cisco Networking Equipment to include Main Distribution Facility (MDF) Core, Intermediate Distribution Facility (IDF) Network Switches, Wireless Controller solution and Wireless Access Points (WAP).
B. Offerors must submit a proposal for the replacement of Cisco MDF, IDF and Wireless networking equipment. It is anticipated that the deployment shall occur according to the timelines in this document. Any adjustments to deployments or timelines shall be made a part of the contract, which is subject to School Board approval.
II. Background:
The HCPS network is comprised of over 70 facilities connected back to the Datacenter through a variety of WAN connections that provide access to a switched LAN infrastructure for approximately 40,000 computing devices across the district. School LANs are both wired and wireless and provide 10/100/1000 Mbps connections to the device. Servers/services are provided in a hybrid deployment centralized out of the Datacenter as well as dispersed locally to schools.
Each school’s LAN is comprised of a MDF containing a layer-three enterprise-level core switch which controls multiple Virtual Local Area Networks VLANS. IDF distribution frames are connected with either 1 GB or 10 GB multiple pair fiber providing interconnectivity to layer-two switches. Student and faculty access is secured by managing layer-three access control lists that separate the student and faculty networks. This applies both to clients and servers.
All student laptops communicate to the HCPS network via Cisco wireless access points that are cabled with CAT5e or better to the local IDF strategically located throughout each school using a dedicated open student SSID. While staff laptops may also access this wireless subnet, staff must physically connect to the wired network (Ethernet) for any work involving grades or other confidential information. Information on the wireless subnet is limited to web-based Internet access, server file shares, and selected services hosted at the central data center, including email. (Students do not have HCPS-provided email accounts.)
All access points and all classroom machines connect back to an IDF which have Cisco layer-two switches. All IDFs connect back to the MDF via fiber and connect to a Cisco layer-three switch. HCPS operates a combination of autonomous access points managed by Wireless LAN Solution Engine (WLSE). Light Weight Wireless access points are controlled by a centralized Wireless LAN Controller (WLC) and managed by Wireless Control System (WCS). We currently use Access Control Lists (ACLs) to manage resource access.
The wide area network is comprised of a series of TLS (Transparent LAN Service) high-speed telecommunication lines. 100Mbps lines serve all schools. Internet services are provided by COMCAST Business Services and TLS and ENS services are provided by Verizon and COMCAST Business Services. See Attachment L for Topology of HCPS Network.
HCPS requires all Cisco network equipment to ensure the proper and successful integration to the existing Cisco-based infrastructure because other vendor-based solutions do not support EIGRP nor fully operate or support Cisco’s CDP and QOS protocols. The Cisco brand of equipment will ensure the proper and continued operations of existing EIGRP and CDP protocols that support our current network infrastructure and Cisco VoIP platform. Currently HCPS does not support VoIP over wireless.
HCPS participates in the Federal ERATE program and will request reimbursement under ERATE Category 2 guidelines for Internal Connections, Managed Internal Broadband Services, and Basic Maintenance of Internal Connections. It is therefore a mandatory requirement of this solicitation that the Offeror be properly registered with the School and Libraries Division and that the Offeror obtain the identifying SPIN number and that the SPIN number is provided on their response (ATTACHMENT B). The Bidder shall be cognizant and shall comply with the milestone dates established in the anticipated schedule, since these dates were established within the requirements of the ERATE program. It is essential that a contract be awarded and signed no later than one week prior to the March 2016 submission deadline for the 471 form, as established by the Schools and Libraries Division. All aspects of this procurement must comply with the competitive bidding requirement for the Universal Service Fund (USF) support and services.
The names and addresses of the Elementary schools, Trampton Warehouse, and Data Center can be found on Attachment G. No renovations are currently scheduled for any of the Elementary schools that would prevent equipment implementation per the lease/contract schedule.
III. HCPS Financing Requirements, Finance/Lease Contract:
A. The Successful Offeror shall be thoroughly familiar with the equipment requirements and shall demonstrate successful implementation of networking equipment in the K-12 environment.
B. Offeror must provide the written terms of all proposed lease/purchase options, including proposed payment schedules.
C. The initial contract lease payment will be no later than September 30, 2015, subsequent to full deployment and acceptance of the “System” by HCPS. In this RFP, the “System” means the totality and combination of the equipment, labor and services that the Successful Offeror is required to provide under a contract between it and the School Board, to implement this RFP.
D. Offeror must provide a listing of all costs included in each proposed lease/purchase option (i.e., equipment, training, installation, and all other required services and support).
E. Proposals must include any lease interest costs for the following:
1. Six-Year lease with a $1.00 purchase option (buy-out for the System) at the end of the lease. Other buy-out options can be submitted in detail in the proposals. All options proposed should include all leased equipment. All costs and terms for a comprehensive solution should be submitted using Attachment I. If lease structure is tax-exempt, an IRS 8038G would be executed by Henrico County. The County reserves the right to review and approve any lease documents in advance.
2. HCPS would prefer to have the ability to prepay the lease balance, plus accrued interest, without penalty on any lease payment date. Offerors shall provide full amortization schedules to include interest rates and pre-payment options if any.
3. In the event HCPS does not exercise its option to purchase the System, the Successful Offeror shall be responsible for any costs and logistics required to return the leased units at the end of the six year lease.
F. Proposals must include an option for the Successful Offeror to recover and dispose of all assets at the end of the lease, including computers and servers. In addition, Offerors are encouraged to propose a mechanism to pay HCPS at the end of the lease period to forego exercising its contractual right to purchase the assets for $1.00. This mechanism should compensate HCPS for the value of the assets, which the Successful Offeror will retain title to, and take possession of, in the event HCPS agrees to forego exercising its purchase option at the end of the lease.
IV. OFFEROR ERATE Qualifications:
A. The Offeror shall have, at a minimum a working knowledge of the Universal Service Fund (“USF”) program for schools and libraries, commonly referred to as the “E-rate Program.”
B. The Offeror shall be Category 2 service provider as defined by the E-rate Program at the time of the proposal submission.
C. The Offeror shall agree to participate in the E-rate Program and cooperate fully and in all respects with the Henrico County Public Schools (“HCPS”) and any agency or organization administering the E-rate Program to ensure that HCPS receives all of the E-rate funding for which it has applied and which it is entitled in connection with the bidder’s services and/or products.
D. The Offeror shall submit with their proposal a Service Provider Identification Number (“SPIN”). (Attachment B)
E. The Offeror shall provide the HCPS staff in a timely manner, within the posted E-rate deadlines, all of the information and documentation that the Contractor has or that Contractor reasonably can acquire that HCPS may need to prepare E-rate applications and/or to document transactions eligible for E-rate support.
F. At HCPS’s discretion and consistent with E-rate Program regulations, the Offeror shall:
1. Apply the approved E-rate discount to all services and/or products approved for funding and invoice the Universal Service Administrative Company for the balance or
2. Remit to HCPS the E-rate discount pursuant to the Billed Entity Application Reimbursement Process or any other reimbursement process in effect.
G. Offerors shall list, price, and invoice separately any services that are ineligible for E-rate funding.
V. Scope of Work:
A. Listed below are HCPS’ CISCO Network Infrastructure Equipment requirements. The equipment is broken out into 51based on location and/or equipment type. Offeror proposal must include all equipment described on the Bill of Material (BOM) list below.
B. All equipment on the Bill of Material list must be in “New” condition and never unboxed and placed in production. No refurbished or used equipment will be considered and only the most up to date and latest revision of equipment model being requested will be accepted.
BILL OF MATERIALLot1 / Trampton Data Center
Wireless Controller Licensing
Qty. / Part # / Description / Manufacturer
1 / C1-AIR-K9 / Cisco ONE - Wireless License Suite / Cisco
1 / CON-ECMU-C1AIRK / SWSS UPGRADES Cisco ONE - Wireless / Cisco
1420 / C1FPAIR1000K9 / Cisco ONE Foundation Perpetual - Wireless (>=1K qty tier) / Cisco
1420 / CON-ECMU-C1FPAI1K / SWSS UPGRADES C1 Fndn Perpetual-Wireless (>1K T) / Cisco
1 / Request 72 Months of SmartNet Coverage / Cisco
Configuration, Delivery and Installation Services
Lot 2 / Adams Elementary School
Qty. / Part # / Description / Manufacturer
Core MDF
1 / WS-C4500X-32SFP+ / Catalyst 4500-X 32 Port 10G IP Base Ft-to-Bk cooling / Cisco
1 / CON-SNT-C45X32SF / SMARTNET 8X5XNBD Catalyst 4500-X 32 Port 10G IP Base Fro / Cisco
1 / C4KX-NM-BLANK / Catalyst 4500X Network Module Blank / Cisco
1 / C4KX-PWR-750AC-R / Catalyst 4500X 750W AC front to back cooling power supply / Cisco
1 / C4KX-PWR-750AC-R/2 / Catalyst 4500X 750W AC front to back cooling 2nd PWR supply / Cisco
2 / CAB-US515-C15-US / NEMA 5-15 to IEC-C15 8ft US / Cisco
1 / S45XUK9-37E / CAT4500-X Universal Crypto Image / Cisco
1 / C4500X-IP-ES / IP to Ent Srvc license for 32 Port Catalyst 4500-X / Cisco
1 / SFP-H10GB-CU1M / 10GBASE-CU SFP+ Cable 1 Meter Version 2 / Cisco
2 / SFP-H10GB-CU5M / 10GBASE-CU SFP+ Cable 5 Meter Version 2 / Cisco
6 / GLC-SX-MMD= / GE SFP LC connector SX transceiver / Cisco
IDF's – Access Switches
3 / WS-C2960X-48FPD-L / Catalyst 2960-X 48 GigE PoE 740W 2 x 10G SFP+ LAN Base / Cisco
3 / CAB-16AWG-AC / AC Power cord 16AWG / Cisco
3 / PWR-CLP / Power Retainer Clip For Cisco 3560-C and 2960-C Compact Switch / Cisco
7 / WS-C2960X-48FPS-L / Catalyst 2960-X 48 GigE PoE 740W 4 x 1G SFP LAN Base / Cisco
7 / CAB-16AWG-AC / AC Power cord 16AWG / Cisco
7 / PWR-CLP / Power Retainer Clip For Cisco 3560-C and 2960-C Compact Switch / Cisco
1 / WS-C2960X-24PS-L / Catalyst 2960X 24 GigE PoE 370W 4 x SFP LAN Base / Cisco
1 / CAB-16AWG-AC / AC Power cord 16AWG / Cisco
1 / PWR-CLP / Power Retainer Clip For Cisco 3560-C and 2960-C Compact Switch / Cisco
Flex Stack Cables and Modules
3 / CAB-STK-E-1M= / Cisco FlexStack 1m stacking cable / Cisco