GREENFIELD PUBLIC SCHOOLS

Newton School-Wireless Access Project

NEWTON SCHOOL WIRELESS PROJECT

Request for Proposal, January5, 2016

For the Purchase ofAerohive Wireless Access Hardware, Aerohive HiveManager cloud-based network management, cable runs, patch cables, switches, UPS devices,and related equipment and servicesforNewton School,70 Shelburne Rd, Greenfield,MA 01301.

Proposals with completed Appendix A Bid Formsshall be deliveredto:

Carol S. Holzberg, PhD, CETL

Direct of Technology

Greenfield Public Schools

141DavisStreet

Greenfield,MA01301

(413) 772-1322

Proposal will consist of 2 printed copies and 1 digital copy in Microsoft Word/Microsoft Excel formatfor all documents.

Proposals must be clearly marked "Proposal for the Newton School Wireless Project, 70 Shelburne Rd.,Greenfield,MA 01301.”

All Proposals are due byJanuary13, 2016 at 12:00 P.M.

The“Owner”asdefinedinthis document identifies the Greenfield Public Schools,Greenfield,MAonbehalfofitsusersat the NewtonSchoolandthe“Owner’sProject Manager” as defined in this document identifies Carol S. Holzberg, PhD, CETL, Director of Technology.

The Owner may award contract(s) byJanuary 20, 2016, if not sooner. Delivery and installation ofequipmentmust be 100% completeby February 29, 2016.

TheOwnerreservestherighttorejectanyorallproposalsandto accept any proposals,inwholeorinpart,whichit considersservingthebest interest of the project. Amendments or withdrawal of proposal received after the opening duedateandhourspecifiedwillnot beconsidered.

The Owner desires that the Vendor/Systems Contractor(s) awarded this contract be on theMassachusetts State approved contractor(s) list andcapableoffurnishingandinstalling the equipment and services described herein as per approved by ITC47, ITC54, ITT50, and OFF40 state contracts. When you submit your proposal, please identify theMassachusetts state contract(s) that applies (apply).

TheOwnerreservestherighttoplace awards to multiple MassachusettsStateContractors, on a basis of eachitem, or as agroup,whicheverisinthebestinterestof the School District.Any discrepancy between unitandtotalpriceswillbegovernedby unit prices as quoted on the bid forms.

TheOwnerreservestherightto make a partial award.Shouldtheneedariseto make apartial award, the quoted unit itemprice will beusedin order to calculate the total costforthequantityof items selected.

PART 1: GENERAL

1.1SUMMARYOFEQUIPMENT AND SERVICES

InformationTechnologyEquipmentandServicestoincludethefollowing

  • Createpredictive wireless Heat Map.
  • Mount and testall AccessPoints.
  • Ensure all Access Points can be found on the Newton network
  • Installall patch cables and cable runs
  • Install PoE+switches
  • Patch cables into the PoE+ switches and label all connection.
  • Unpack and test all UPS devices
  • Owner will set up and configure: 1) all switches, and 2)HiveManager cloud-based management software

Detailed Specifications:

1)Hardware, Online cloud-based network management, cables and cable runs

Item Description / Quantity
AEROHIVE - AP230 Access Points, with 3-Year HiveManager Online(8x5 Support) and wall/ceiling mount hardware as needed / 21
AEROHIVE AP390 (Locations: 1 Gym, 1 Cafeteria), with 3-Year HiveManager Online(8x5 Support) and wall/ceiling mount hardware as needed / 2
AP390, AP350 articulated indoor antenna kit (3x2.4Ghz 4dBi and 3x5Ghz 4dBi) / 2
AP Wire Cage for Gym / 1
HP ProCurve 2920-48G-POE+ Switch:
Switch - managed - 44 x 10/100/1000 (PoE+) + 4 x combo Gigabit SFP (PoE+) – rack-mount PoE+ switch.7 x Expansion Slots - 48, 3, 4 x Network, Expansion Slot, Expansion Slot - Twisted Pair -Gigabit Ethernet - Shared SFP Slot - 4 x SFP Slots - 4 Layer Supported - Power Supply - 1UHigh / 2
3M Fiber Cable as needed / 1
48-port Patch Panels (one for branch switch closet and one for the server room) as needed / 2
Cat 6 patch cables to connect from patch panel to respective POE+ switch (as many as needed) / 50
APC Smart-UPS 1500VA LCD RM 2U 120V (SMT1500RM2U) / 2
Cable runs as necessary from AP devices to server and IDF closets / 23
Shipping/Handling as necessary
Installation as necessary

2)Installation, Setup, and Training

Item Description
Create predictive wireless Heat Map. Vendor/Systems Contractor must confirm prior performed Aerohive heat map based on floor maps for the facility and verify optimal locations for placing wireless access radios for maximum coverage of the facility. Confirm with the Owner the placement/mounting location and method for furnishing and installing wireless access points.
DROPS and DROP CABLING from AP on walls to the switch in each BRANCH SWITCH CLOSET (MDF) or IDF closet, MATERIALS (including CAT6 Network Patch Cables from AP to Switch Port in BRANCH SWITCH CLOSET (MDF) or IDF closet). All cables and software for a complete installation. All DROP CABLING must be Category 6. Document and label each access point for proper installation. Run patch cables from AP location to the respective patch panel and from the patch panel to its PoE/PoE+ switch.
Mount supplied WAPS and back plate into room\
Core holes into rooms as needed to mount WAP’s
Pipe Raceway/Wiremold through walls for hanging of WAP where needed
Dress patch cords into finished rack mount switches and restrain using Velcro ties
Test all cables and WAPS after activation
Supply and install horizontal wire management as required
  1. The Vendor/Systems Contractor(s) shall be an authorized distributor/representative and/or reseller for all of the products that he/she is bidding. The Vendor/Systems Contractor(s) must supply written information from the manufacturer that he/she is authorized to sell and provide warranty and warranty support on all products being proposed.
  2. Permits and Compliance with Codes: The Vendor/Systems Contractor(s) shall obtain and pay for all necessary insurance certificates for equipment, appliances, and work, and shall conform to all applicable safety and fire codes.
  3. The Vendor/Systems Contractor(s) shall take all required precautions to protect his/her equipment against damage, theft, and deterioration on the site(s). He/she shall respect the work of others, and anyaccidental damage incurred to the work of others shall be promptly repaired or replaced at the expense of the Vendor/Systems Contractor(s).
  4. All equipment shall be stored in a designated location within the building and installed in strict accordance with all manufacturer’s directions and maintenance manuals. Coordinate location with the Owner, Owner’s Representatives, and Owner’s Project Manager.
  5. The Owner reserves the right to reject any or all proposals/bids, and to waive technical defects if deemed to be in the best interest of the project.
  1. GENERAL REQUIREMENTS
  1. All equipment will be delivered based on technical specifications.
  1. All software will be purchased on an academic licensing basis.
  1. The Vendor/Systems Contractor(s) will deliver all equipment, or coordinate delivery should equipment be shipped directly to the site. Vendor/Systems Contractor(s) shall confirm delivery of all components, etc. Deliveries made when personnel are not on site will not be accepted.
  1. Acceptance of delivery will be contingent upon demonstration by the Vendor/Systems Contractor(s) of proper working order of all equipment purchased. Following installation, the owner shall be given 90 days to conduct an acceptance test to be sure that all systems function properly. The Vendor/Systems Contractor(s) must commit to correcting all errors discovered during the testing process. The Owner shall be entitled to a refund if the Vendor/Systems Contractor is unable to correct all errors, within a reasonable period of time during the acceptance testing process.
  1. Prices listed on the bid form must reflect total cost to the school district including materials, labor to install, freight and delivery costs to the project and trash removal.
  1. Final delivery schedules will be coordinated with the Vendor/Systems Contractor(s) at the time of the award.
  1. Systems Contractor’s employees, servants and agents that will be working on school property will be required to complete a Criminal Offender Record Information (CORI) form. CORI Forms of all those working on the school property along with a valid ID (Driver’s License) must be submitted before installation commences.
  1. Site walkthrough is mandatory for all bidders. Bidders shall inspect all existing conditions that will impact their work. Bidders shall notify Owner of any challenges or a potential difficulty with existing project conditions prior to the final question due date in case an addendum or clarification is required.
  1. Prior to the final selection of a Vendor/Systems Contractor(s) and the award of a contract, the Owner and/or Owner’s Project Manager, reserves the right to meet with any of the bidders of their choosing, for the purpose of clarifying a proposal response, and for answering any questions pertaining to a bidder’s proposal.
  1. Any equipment, hardware, or software that the Owner and/or Owner’s Project Manager determines is not equal or superior in quality to the hardware or software specified will be cause for rejection of that bidder’s proposal.

1.3EVALUATION CRITERIA

  1. Vendors/Systems Contractor(s) proposals will be evaluated based on the following criteria: Overall and unit pricing structure, completeness and quality of all requested submittals, ability to map the project to the district’s existing wireless AerohiveHiveManager cloud-based configuration, references, personnel’s professional qualifications, and the general quality of the proposal itself.
  1. Awards will be made to the lowest responsible bidder considering the quality of the services, supplies, materials or equipment to be supplied, conformity with the specifications, the purpose for which required, date of delivery, and ultimate cost thereof to the School District; the intent being to purchase in a manner that will best secure the greatest possible economy consistent with the grade or quality of services, supplies, materials, and equipment best adapted for the purpose needed.

1.4PROJECT DESCRIPTION

  1. The project is currently scheduled for completionby February 29, 2016.
  1. All equipment, hardware, software, and materials shall be furnished as new, and in strict accordance with the specifications listed in these documents.
  1. The Owner may elect to deviate from the type and quantity of specific equipment, and configurations of the equipment and services specified, if it is deemed in the interest of the Owner to do so.

1.5SUBSTITUTIONS AFTER AWARD

  1. Requests for acceptance of proposed equivalents made following the award of contract will be considered by the Owner only in the following cases:

1.The proposed equivalent in the opinion of the Owner is equal or superior to the named product and its use is to the advantage of the Owner.

  1. A formal request must be made for the substitution documenting fully the above reason with complete product and cost data on the proposed substitution, showing detail comparison of proposed substitution with the product specified.

1.6QUALITY ASSURANCE

  1. Provision of all equipment, software, installation, wiring, testing, and warranties shall be the responsibility of the Vendor/Systems Contractor(s).
  1. The Vendor/Systems Contractor(s) may arrange for sub-contract work to be done by others; however, responsibility for such work remains with the Vendor/Systems Contractor(s).
  1. The Vendor/Systems Contractor(s) shall maintain the same systems engineer in charge of the work throughout the entire installation.
  1. The Vendor/Systems Contractor(s) shall provide an “in-house” single call point of service for all issues related to the work governed by this Specification as well as warranty work.
  1. The Vendor/Systems Contractor(s) shall schedule/coordinate a weekly project update conference call with the Owner to provide updates on the state of project completion and discuss, needs, concerns or issues that may have arisen during the week.

1.7POST INSTALLATION SUBMITTALS

  1. Post construction submittal must be submitted for approved by the Owner and/or Owner’s Representative prior to authorization for final payment to the Vendor/Systems Contractor(s) and in accordance with the project schedule described herein. Provide electronic copy in Microsoft Word/Excel and Adobe PDF formats.

1.8DELIVERY, STORAGE AND HANDLING

  1. Schedule, arrange, and coordinate with all involved parties/trades for: shipments,arrivals,acceptance,storage, security of equipment and materials, and assure that these activities do not interfere with the ongoing operation of the school. The Vendor/Systems Contractor(s) shall provide on-site representation to accept shipments and deliveries. There must be at minimum a 48-hour notice of all deliveries. The awarded Vendor/Systems Contractor(s) shall be responsible for coordinating and advising all parties (Owner, Owner Project Manager, etc.) of delivery schedules and contents.
  1. Equipment, packages, and materials showing evidence of damage may be rejected by the Owner and/or Owner’s Project Manager whether equipment exhibits symptoms of damage or not.

1.9JOB CONDITIONS

  1. CommencementofWorkwillindicateacceptanceofallexistingconditionsand requirements.
  1. Staffjobappropriatelytokeeppacewiththeprojectscheduleasdescribedherein.Staffincreasesrequiredtoadheretotheprojectscheduleshallbeprovided without additionalexpensetotheOwner.
  1. AbidebythedecisionoftheOwnerorOwnerProjectManagerincaseofconflictorinterference.
  1. Refuse:TheVendor/SystemsContractor(s)willcleanallworkareasaffectedand remove allrefusefromthejob site tothesatisfactionoftheOwner.
  1. All installations shall be ADA compliant.

1.10WARRANTY

  1. The Vendor/Systems Contractor(s) will warranty the installation including all equipment, subsystems and components as part of this section to be free of faulty workmanship and defects, and from damage due to contamination from the site, from the date of proven functional operation and project sign-off by Owner’s Project Manager. Within the warranty period, any part found to be defective will be repaired or replaced at no cost to the Owner.
  1. All equipment supplied by the Vendor/Systems Contractor(s) under this proposal must contain only factory-approved devices, which will not void any equipment warranty.
  1. Vendor/Systems Contractor(s) shall provide an “in-house” single call point of service for all warranty issues related to the work governed by this Specification.

PART 2: PRODUCTS

2.1GENERAL

  1. All materials and equipment will be new and unused.
  1. All permanently installed data network cabling is Category 6 cabling.
  1. Vendor/Systems Contractor(s) will meet with the Owner Representatives to develop and finalize installation schedules and location of all equipment.
  1. Vendor/Systems Contractor(s) will install all network components according to Manufacturer recommendations and industry approved installation methods.

2.2CONFIGURATION

A.Unbox and install equipment in the various rooms as identified.

B.Dispose of all refuse from site.

C.Connect switches to UPS equipment

D.Connect all wireless networking equipment as required.Install station side patch cords (provided by Vendor/Systems Contractor) for connecting terminal end equipment.Verify Operation.

E.Assign proper IP information in accordance with Owner’s needs and verify connectivity and operation of all switch ports whether in service or not.

2.3Schedule:

CompletionDate / February 29, 2016

PART 3 – EXECUTION

3.1EXAMINATION

A.Site Verification of Conditions: Commencement of Work of this Scope indicates acceptance of existing conditions.

B.Pre-installation: Meet with the Owner, Owner Representative, and other designated parties, as specified by the Owner for coordination meeting prior to commencement of Work.

3.2PROJECT PHASING AND SEQUENCING

A.It is a requirement of the Vendor/Systems Contractor(s) to take an active role in assisting the Owner with developing and implementing a deployment plan for all new equipment that will best satisfy the needs of the Owner within the context of this wireless implementation project. This includes but is not limited to all Access Points, switches, and wiring.

B.Vendor/Systems Contractor(s) shall deliver and install only the equipment that satisfies the requirements of the Owner during a particular phase of construction as indicated.

C.Coordinate schedule and exact number of systems to be installed with Owner’s Project Manager.

3.3INSTALLATION

A.General

1.Withinseven(7)daysofawardofcontractandNoticetoProceedbytheOwner,Vendor/SystemsContractor(s)willsubmitalistoftheprincipalstaffassignments,includingtheindividualsinchargeoftheProject,andallotherpersonnelthatwillbeinattendanceatthesite.Identifyindividualsbyname,theirdutiesandresponsibilities,address,telephonenumber, and pager.

2.Vendor/Systems Contractor(s) will schedule weeklytelephone progressandcoordinationmeetingswith the Owner and/orOwner’sProjectManageras requested.

3.TheOwner’s right to perform school/education related operations limits the Vendor/Systems Contractor’s use of the premises.

4.AllequipmentinstalledbyVendor/SystemsContractor(s)shouldbeinstrictaccordancewithapprovednetworkdesignandmanufacturer’sinstallation instructions and recommendations.

5.Inspectallmaterialsorequipmentimmediatelyupondeliveryandagainpriortoinstallation.ItwillbetheVendor/SystemsContractor’sresponsibility to reject anyandall damaged and defective items.

6.Takeprecautionsasnecessarytopreventandguardagainstelectro-magnetic and electro-static interference.

7.TheVendor/SystemsContractor(s)isrequiredtorepair,replace,orreimbursetheOwnerforanydamagescausedbytheVendor/SystemsContractor(s) duringthecourseofthisProject.

8.Providehardware,accessoriesandmiscellaneouspartsandlaborasmaybe required to provide completeandfunctionalinstallation.

9.Incidentalmaterials,tools,andtestequipmentneededtocompletetheProjectasdefinedbythisSpecificationaretheresponsibilityoftheSystemContractortoprovide.

10.Allworkistobeperformedwithanemphasisonfunctionality,reliability,service-ability, and aesthetics.

11.All work on site shall occur betweenthehoursof7:30 a.m. and3:30 p.m.

B.Cables, Connectors, and Miscellaneous Equipment

1.Dressallpatchcablesinconvenientlysizedbundles,andfixintoparallel runwithsufficientsupporttoensurethatnostrainisplacedonanyconnectionsorconnectors.

2.Organizecablesandcablebundlesinpatchbaystopermiteasyaccesstothe equipment for adding or removing cables.

3.Installequipment in racks to permitaccess to all equipment for service.

C.Grounding

1.Usepropergroundingtechniquestominimizegroundloopandgroundplaininterference.

2.Insulateallconductorsinconduitandcabletray,includingshields,from the conduit, cabletray,backboxes,andfromeach other for theentire length of the cable.

D.Pre-Installation Meeting

1.Vendor/Systems Contractor(s) shallfacilitate a Pre-InstallationMeeting(s).Meetingsshallinclude but notbelimitedtothe followingitems:

  1. IP Addressing scheme
  2. Coordination with existing owner hardware
  3. Deployment location
  4. Hours of operation
  5. Security policy and procedures for students/admin and staff
  6. Primary on-site contact during installation
  7. VLAN creation for wired and wireless systems as required
  8. Subnet schemes
  9. WAN environment as related to project
  10. Wireless policies for all groups
  11. Wired policies for all groups
  12. Domain structure
  13. User and group creation

2.Wireless Preparation:

a)Identifyareas ofcoverage.

b)Create predictive wireless HeatMap.

c)CreatelocationID/Naming convention.

d)Documentand labeleachaccesspointforproperinstallation.

(1)Confirmheatmap basedona setofthearchitectural plansofcompletedfacility.

(2)Verifyoptimallocationsforplacingwirelessaccessradiosfor maximumcoverageof thefacilityutilizingexistingcablingdesignatedforwirelessaccesspoints.

e)Coordinatethemountinglocationandmethodforfurnishingandinstallingwirelessaccesspointsincludingfourexternalaccesspoints.

3.4IDENTIFICATION LABELING

A.Install Code 39 standard barcodes on all equipment supplied. A Microsoft Excel 2010/2013/2106asset database shall also be provided with corresponding product part number, description, manufacturer, serial number, date installed, warranty end date, phone number of dealer to contact in case of warranty related questions, and architectural room number where equipment is installed.

B.Attach permanently, the system serial number, IP address, and MAC address on the front of each and every network device installed. Use letter quality, mechanically generated labels. Hand printed or handwritten labels will not be accepted.

3.5TESTING/COMMISSIONING

A.All equipment and systems in each space shall be fully tested by theVendor/Systems Contractor(s) to ensurethat all equipment and systems arefully functional. Systems are defined asfunctionalwhen equipment isconnectedtogetherandworkingasintended.Testing shouldincludebutnotbe limitedto:

1.Interconnection between all communications closets.

2.Successful installation and integration of network management software