REQUEST FOR PROPOSALS: Pelham City Schools Charlie Maison

Transcription

1 REQUEST FOR PROPOSALS: Requestor: RFP Contact: Pelham City Schools Charlie Maison BEN: IT Director 203 Mathewson Ave. Tel: Pelham, GA For: Pelham City Middle School EIN: 34592

2 Project Objectives: 1.0 Objective Pelham City Schools intends to upgrade a Structured Network Cable System and associated LAN devices to create a total turn-key technology project package. We expect a single-vendor, turn-key installation. 1.1 Evaluation Methodology Each proposal will be evaluated based on criteria and priorities defined by the Pelham City Schools Board of Education and SLD requirements. The BOE will decide the best submissions that are in the best interest of the long-term technology plan, not necessarily the lowest price, but price will be the most heavily weighed factor. The evaluation criteria include, but are not limited to, the following: 1) Vendors overall performance record based on available references, reliability, and meeting of the requirements as defined in the Vendor Qualifications List listed on the Pelham BOE web site. 2) Vendor s performance history based on the length of time installing proposed products. Client citations from prior installations with a minimum of 8 (eight) ERATE educational references in K-12 school districts for projects that are similar. These new school projects must show extensive network electronics installation & configurations, network file servers, and postinstallation support. 3) Vendor s ability to meet all the requirements detailed in the RFP. All components should be a national brand name and where possible, the BOE technology preferred model. 4) Ability of Vendor to provide a single vendor, turnkey solution for this RFP. 5) Best overall value and in the best interest of the Pelham City Schools Board of Education

3 TERMS AND CONDITIONS OF REQUEST FOR PROPOSAL (RFP) Response Submission Responses to this RFP must be submitted and delivered to the Pelham City Schools Board of Education by no later than 03/01/12. The response must be submitted to Mr. Charlie Maison, I.T. Director, Pelham Board of Education. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. The Customer reserves the right to reject all late arrivals. Envelopes containing RFP's shall be so marked as to be easily identified as containing RFP proposals. The outside of the envelope shall be identified as follows: ERATE TECHNOLOGY BID Mr. Charlie Maison, I.T. Director Pelham City Schools Board of Education 203 Mathewson Ave. Pelham, Georgia Oral, telephone, or fax bids shall not be considered, nor will modifications of proposals by such communication be considered. Digital PDF files are acceptable and the BOE will use digital time stamp for deadline use. If not submitting a response via electronic mail, a digital copy must be included with any packet responses. The digital format on disc can include.doc(x),.xls(x),.rft, or.pdf (preferred). Delivery of the proposals will be considered authorized by The Vendor to contract if awarded. 2.1 Bidders Conference/Site Visit Vendors are recommended to view the school location (s) as needed. Appointments may be made by calling Charlie Maison, Technology Department, at the Pelham City Board of Education offices ( ) between the hours of 9 a.m. and 2:00 p.m. for the purpose of reviewing plans or information requests. Vendors who schedule appointments must be qualified as per vendor qualifications listed in this RFP. 2.2 Subcontractors Subcontractor work is not acceptable by the Pelham City BOE for technology projects. We expect The Vendor to perform all service with in-house personnel. Microsoft/Novell Engineers, RCDD and Ga. Low Voltage holders must be full time employees. Each vendor must be contractor certified in their respective hardware (ie; wireless controllers, servers, etc). All employees must be insured. Borrowed certifications will result in bid rejection and certification proof will be checked by the Pelham BOE. 2

4 2.3 Addenda Any interpretation, correction, or change of the RFP will be made by ADDENDUM. 2.4 Insurance The vendor must have liability insurance of General Aggregate Liability of $2,000,000 and Personal Injury of $1,000, Proof of coverage must be included with the bid 2.5 Financing After notification of award, The Vendor will receive purchase order(s) for the products and services for which The Vendor will be responsible as a result of the RFP. This project is projected to be funded through ERATE. The actual installation of this project is totally contingent on ERATE approval. Each vendor must supply a SPIN number on your bid response. Purchase order(s) will show the amount that is the responsibility of the local school system. The final payment of this project will be made only after an extensive final walk-through at the completion of the installation. The Pelham BOE will strictly enforce the bid guidelines and the quality of the installation. Final testing will take place in the presence of a designated technology staff member. The Pelham City Schools Technology Staff will have total discretion to request any needed changes to meet current national, state, or industry standards. 2.6 Warranty The Vendor shall fully warrant with the manufacturer s warranty all items provided under this RFP against defects in material and workmanship for the ERATE funding year. Primary warranty response is to come from the awarded vendor and should be on a per equipment basis on the RFP and detailed in the Bid Proposal. The vendor will also be expected to provide on-site service in addition to the manufacture warranty, so please list this service in detail. 2.7 Right to Reject The Customer reserves the right to accept or reject all proposals or sections thereof and when the rejection is in the best interest of the Pelham City School District. The Customer reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms that The Vendor can propose. The BOE reserves the right to reject the proposal of a Vendor whom in the opinion of the Technology Department is not in a position to adequately perform the contract. Contracts will be awarded to the highest ranked Vendor using an ERATE formula where it is in the best interest of the Pelham City School System. 3

5 2.8 Vendor Qualifications The Vendor will be required to furnish evidence that they meet the industry qualifications and maintain an in-house staff that conforms to the Vendor Qualification List that is posted in detail in this RFP and the BOE web site. 2.9 Bid Scale In addition to RFP specifications, evaluation of all proposals will be based on the following grid criteria: Factor Weight Price 40% Preferred Make/Model 30% Response Completeness 15% Technical Certifications 10% Prior Experience w/ PCBOE 5% Total 100% 4

6 NETWORK ELECTRONICS SCOPE OF PROJECTED WORK The scope of this project is to add new network electronics to an existing Structured Network Plant for the Middle School building and upgrade plant cabling infrastructure backbones between distribution closets. In order to provide ease of administration, the Pelham Technology Department desires to use Alcatel-Lucent electronics. Vendors may bid any quality brand of electronics, but preference will be given to Alcatel. This project is a long-term investment to the BOE. Therefore to protect this investment we require a comprehensive post-install warranty/services package. This package will be a critical part of this project, therefore we recommend each vendor to detail the bid response to the postinstall service/warranty needs. A detailed parts list of ALL items to be installed must be included with the bid. Supply & install: (8) Alcatel 6850E P 48x 10/100/1000 Chassis Switch with 10GB fiber port to MDF. Include 12 month AVR & Vendor Supplied On-site Break/Fix. (4) Alcatel 6850E P 24 port 10/100/1000 Chassis Switch with 2 x 10GB ports. (1) Alcatel LX 10GB GBIC for MDF. (1) Alcatel MM GBIC for each IDF. Include all fiber patch cables as needed 6 Strand Laser Enhanced OM3 fiber backbone from MDF to all IDF S (1) APC 3000RM UPS to the MDF and (1) 1500RM UPS to each IDF. Configure Layer 3 to the WAN. Enable other configurations as per BOE. Provide latest firmware updates and install. Test and certify LAN/WAN communication. Project must be field supervised by a MCSE and Alcatel Certified Engineer. Include detailed Visio drawings in digital format and (1) printed copy in a professional binder. 5

7 WIRELESS NETWORK PROJECT SCOPE OF WORK (Pelham City Middle School) Supply & install (1) Alcatel 4604; 32 Port/Lisc. Wireless Controller OAW US Supply & install (22) Alcatel AP-105N Wireless AP OAW-AP105 Supply & install (22) Alcatel AP-105 Wireless AP Mount Kit OAW-AP105-MNT Supply & install (22) CAT-6 Cable Drop OAW for Wireless Access Points Supply & install (4) Alcatel Mid-Span to Gym area. 1 Day System configuration to tech staff Configure WEP, Alcatel security modules Test & certify LAN communication. Vendor Qualifications For ERATE Technology Projects Due to the complexity and potential liability of technology implementation, the Pelham BOE Technology Department requires the below industry certifications. These certifications are required in order to submit a bid, due to the fact that current vendors under contract already meet or exceed these requirements Vendor must be a Gold Microsoft Reseller. Vendor must be a Certified Alcatel-Lucent Business Partner or equivalent for products proposed. Vendor must have on staff a MCSE 2008 Engineer. Vendor must have on staff a RCDD and Ga. Low Voltage holder. Vendor must provide all service, no sub-contract or third party service is accepted. Vendor must be a Certified Drug Free Workplace Vendor must show proof of $2,000,000 of liability insurance. Vendor must furnish printed proof of all certifications listed in the RFP. Vendor must provide a reference list of (5) ERATE installations. 6