Request for Proposals
Central CUSD 301
ERATE PROGRAM –INTERNET SERVICES
Table of Contents
1.
BACKGROUND……………………………………………………………………………… 3
2.
EVALUATION CRITERIA…………………………………………………………………. 7
3.
PURPOSE AND SCOPE…………………………………………………………………….. 7
4.
GENERAL CONFIGURATION & REQUIREMENTS……………………………… 7
5.
VENDOR RESPONSIBILITIES AND REQUIREMENTS……………………….10
6.
GENERAL REQUIREMENTS…………………………………………………………… 11
7.
REFERENCE AND EXPERIENCE……………………………………………………...12
8.
PROPOSAL…………………………………………………………………………………… 14
9.
PRICING……………………………………………………………………………………….. 15
Request for Proposals
Central CUSD 301
ERATE PROGRAM INTERNET SERVICES
Background
1.1
Central CUSD 301 is seeking proposals for Internet access. The District is part of a
group of districts including St. Charles CUSD 303, Geneva CUSD 304, Central CUSD
301 and Kane County seeking services. Information about the District and its
schools can be obtained at http://www.burlington.k12.il.us/
1.2
Currently, the District is part of the group of districts referenced above, excluding
Central CUSD 301. Service is provided by a single vendor and each of the three
participating districts has an allocation of 125 mbps. Traffic is routed to the Internet
from a meet point in the DuPage Technical Park.
1.3
The District is interested in securing a contract for Internet service as the group of
districts included herein. The total speed of the service sought will be determined by
the responses received, but will be at minimum the sum of the bandwidth outlined
below.
1.3.1 The combined group’s bandwidth will, at a minimum,
consist of the total of 125 mbps for Batavia CUSD 101, 50
mbps for Central CUSD 301, 125 mbps for Geneva CUSD 304,
250 mbps for St. Charles CUSD 303 and 200 mbps for Kane
County.
1.3.2 The combined group wishes to split the total bandwidth
into two (2) internet connections, each internet connection
being allocated 50% of the combined bandwidth.
1.3.3 Each member of the group wishes to receive a proposal
with identical responses to the other members, other than
pricing related to the specific bandwidth requested by the
District.
1.4
Using Kane County fiber, the group has four preferred meet points:
1.4.1 Dupage Technology Park where Kane County rents a ½
rack of space;
1.4.2 The Kane County Circuit Court Clerk building at 540 S.
Randall Road, St. Charles, Il; or
1.4.3 Kane County Judicial Center at 27W775, Route 38, St.
Charles, IL.
1.4.4 Elgin Community College, B184.08 which is building B,
room 184.04
1.5
A one (1) or two (2) vendors will be selected by the group of districts, but individual
contracts will be executed.
1.5.1
1.6
The winning vendor (s) will invoice each participating agency separately.
Response Requirements:
Proposals must be submitted to the District before 11:30 am CST, Monday, January
28, 2013. Proposals received after 2:00 PM will not be considered.
Proposals must be submitted to:
James Manley
Director of Technology
CUSD 301
275 South St
Burlington, IL 60109
1.6.1
Responders must supply one (1) original, four (4) printed
copies, and one CD or thumb drive of the response.
1.6.2
Responders must be registered with the School and
Libraries Division (SLD) of the USAC. The website is
www.universalservice.org. Respondents must provide the
SPIN assigned by the SLD.
1.6.3
Proposals are to be formatted such that any requested
information is provided directly beneath each numbered
section in which the information is requested, or in the
specific forms provided within the this document.
1.7
Questions on this procurement should be directed, in writing, via e-mail to:
Tom Jakobsen
TJakobsen@clientfirstcg.com
1.8
The schedule for this procurement is as follows in Table 1.
Table 1
Selection Process Step
Estimated Date(s)
Publish 470
12/21
RFP/Bid Issued
12/21
Final Date for Questions
1/11
Publish Addendum
1/15
Proposals Due
1/28
Contract Negotiations Complete
TBD
Presentation of Recommendation to Board
TBD
1.9
General
1.9.1
1.10
Related Documents – The General Provisions of the Contract apply to the work in
this Specification.
General Requirements
1.10.1 The Contractor shall be responsible for the protection of his work until such time
that the Owner issues written acceptance of the INTERNET Services.
1.10.2 The Contractor or Subcontractor warrants that he is familiar with and he shall
comply with Federal, State, and local laws, statutes, ordinances, rules, and
regulations, and the orders and decrees of any courts or administrative bodies or
tribunals in any manner affecting the performance of the contract, including,
without limitation, Workmen's Compensation Laws, minimum salary and wage
statutes and regulations, laws with respect to permits and licenses and fees in
connection therewith, and laws regarding maximum working hours. No plea of
misunderstanding or ignorance thereof will be considered.
1.10.3 Whenever required, the Contractor or Subcontractor shall furnish the Owner with
satisfactory proof of compliance with said Federal, State and local laws, statutes,
ordinances, rules, regulations, orders, and decrees.
1.11
Qualifications of Responder
1.11.1 The Contractor shall be licensed to do business in the State of Illinois.
1.11.2 The Responder may be requested, prior to award of contract, to submit written
evidence of financial position and current commitments. Refer to the Terms and
Conditions for additional requirements.
1.11.3 The Owner may make such further investigations of contractors as he deems
necessary to determine the ability of the contractor to perform the work and the
contractor shall furnish to the Owner all such data for this purpose as the Owner
may request. The Owner reserves the right to reject any RFP if the evidence
submitted, or investigation of such contractor, fails to satisfy the Owner that
such contractor is properly qualified to carry out the obligations of the contract
and to complete the work contemplated.
1.11.4 The subcontractor shall assume all rights and obligations toward the Contractor
that the Contractor assumes toward the owner.
1.12
Coordination
1.12.1 The Contractor is to coordinate their activities with the Owner’s Project Manager
on the project and attend project management meetings as directed.
1.12.2 Prior to the project kick-off meeting, the successful Contractor is to prepare and
furnish to the group’s Project Manager (PM) a detailed installation schedule of
events for the Internet services installation. The schedule is to indicate daily
work of the project. This schedule will be utilized to track the progress and
status of the installation. The schedule must comply fully with the completion
dates included in the Contract Documents unless modified by issuance of an
Addendum.
1.12.3 The preparation and agreement to an installation schedule is to be coordinated
between the Contractor and the group’s PM.
Evaluation Criteria
2.1
All proposals will be evaluated using the following general evaluation criteria:
Table 2.1.1 – Evaluation Criteria
Criteria
Price
Technical Functionality
Completeness and Accuracy of Proposal
References & Experience
Service and Support
Total
Points
30
25
10
25
20
100
2.2
The evaluation process will consist of review and evaluation of proposals received by
a team consisting of personnel from each of the districts and consultants.
2.3
The evaluation team will review and score each proposal based on the criteria listed
in Table 2.1.1.
Purpose and Scope
The purpose of the Request for Proposal (RFP) is to solicit proposals from vendors to
provide Internet Service for the District.
The Internet Services will provide connectivity for all District locations. The District
requires highly reliable and resilient services to ensure continuous use by students, staff,
and administration as well as voice communications with the larger community.
General Configuration & Requirements
4.1
Internet Services - The District’s current internet contract expires June 30, 2013.
The district is interested in provisioning a total of 100 Megabit per second (Mbps) to
the Internet. The District expects to contract with two internet access providers,
each in a minimum amount of 50% of the total contracted by the District. The
District wishes to share the bandwidth with the other agencies listed in this RFP.
4.2
Term of the Agreement – The District will evaluate alternative 1, 2, and 3 year
agreements at the sole discretion of the District for the Internet services. Proposers
are required to provide ongoing maintenance, support, and Network Operations
Center services throughout the term of the agreement.
4.3
Growth Flexibility – Given the term of these agreements, the District has a
requirement for growth flexibility. Describe the process for expansion of bandwidth
for all of the facilities sizes listed in the Pricing section of this document. Be specific
about timing, down-time, and cost of moving to larger access facilities. The District
will not extend the time frame of the initial contract to secure these expanded
facilities, nor will the District accept financial penalties for increasing bandwidth.
4.4
Internet Services Requirements – The District requires provision of high
bandwidth, highly reliable, and resilient Internet access to provide service to all
District locations:
4.4.1
The District requires load balanced Internet access from two of four potential
hand-off locations as described elsewhere in this document.
4.4.1.1 Please describe the vendor equipment required at the potential hand-off
location.
4.4.1.2 Please describe any vendor facilities requirements (power, rack space, HVAC)
at the potential hand-off location.
4.4.1.3 Please describe the exact method of interconnecting District network to
vendor provided Internet access.
4.5
Describe the capabilities of the service, particularly in regard to shared capacity.
4.5.1
4.6
The service should be burstable, until the share capacity is fully subscribed.
Each District wishes to receive a monthly summary of bandwidth used and District
bursts over the subscribed minimum. Graphical reporting would be preferred.
4.6.1 Please describe how each subscriber’s bandwidth would be monitored and
reported.
4.7
The District requires load balanced Internet access from two distinct vendors
4.7.1.1
Describe load balancing capabilities, particularly in
regard to load balancing with ICN.
4.7.1.2
Describe load balancing capabilities, particularly in
regard to other providers.
4.8
The District requires pricing for various bandwidth sizes to be available at any of the
four possible Data Center locations.
4.8.1 Vender to provide a minimum of 3 class C address blocks
for use by the Districts.
4.8.2 Vender to provide reverse DNS services for use by the
Districts.
4.9
4.10
Describe the process for increasing the amount of bandwidth to any location.
Bandwidth changes may exceed 1 Gb during the term of the contract. Be specific
about equipment changes, timing, costs, etc.
Discuss whether the District can upgrade to IPV6 during the term of the agreement
4.10.1 Discuss vendor IPV6 readiness.
4.10.2 Discuss any charges that may apply
4.10.3 Discuss potential duration of an IPV6 upgrade.
4.11
Please outline the proposed service level agreement (SLA) that the District can
expect for the service.
4.11.1 Please outline any applicable penalties for missing the
proposed SLA.
4.12
Provider must maintain a minimum of two Tier 1 internet access connections in a
fully redundant environment.
4.13
Provide a discussion of the implementation and testing process, including the latest
possible agreement date from which the provider will guarantee service availability
by June 30, 2013.
4.14
The Internet Services must be a turnkey offering. The vendor must provide
complete installation of the Internet, including extending the Internet Services inside
County buildings from any entry or demarcation point to the designated County
communications room.
4.14.1 County will provide computer room rack space in
designated County buildings.
4.14.2 Vendor to provide computer room rack space in Dupage
Technology Park location.
4.15
The vendor must provide ongoing maintenance and repair of the Internet on a 24X7
basis for the term of the agreement. Pricing for this service is to be included in the
cost detailed in Section 4. Provide a copy of a sample Maintenance Agreement.
4.15.1 Please describe response times provided by the proposer
for issues related to this service.
4.15.2 Please describe Service Desk ticketing procedures in use
by the proposer for this service.
4.15.3 Please describe escalation procedures for outages related
to this service.
4.15.4 As a participant in the cooperative, each District reserves
the right to call in trouble tickets, escalate existing tickets and
participate as a full partner to problem resolution.
Vendor Responsibilities and Requirements
5.1
The Vendor will be responsible for the installation and configuration of the Internet
Services as specified above.
5.2
The Vendor shall name a project coordinator who shall work with the District’s
Project Manager to provide and approve a project schedule. The schedule shall take
into account all aspects of the project, including site survey, design, installation,
extension of services to building computer rooms, location and configuration, and
proof of performance testing. When installing the System in a facility with other
construction occurring simultaneously, the Vendor shall coordinate with the
Construction Project Manager for the District.
5.3
All products, hardware, and software should be original manufacture, new, shipping,
and current as of the bid due date.
5.4
Vendor Completion Criteria - Vendor’s work at each location shall be considered
complete after the following has been accomplished:
5.4.1
The District’s Project Manager has inspected all installations and reviewed proof
of performance tests and accepted the installation.
5.4.2
The Vendor has provided the County and the District with a formal knowledge
exchange consisting at a minimum of:
5.4.2.1 Documentation of all network device configurations (may be in electronic
form)
5.4.2.2 A diagrammatic overview of all device interconnections, such as Visio, CAD,
etc.
5.4.3
Milestones that are to be scheduled, as a minimum, are:
5.4.3.1 Inspect each site requiring fiber optic installation
5.4.3.2 Meet with the District Project Manager to review potential entry points,
pathways, and equipment location
5.4.3.3 With the District’s approval, finalize the bill of material and order the
necessary equipment
5.4.3.4 Installation of equipment
5.4.3.5 Turn up and final testing
5.4.3.6 Post-implementation documentation
5.4.3.7 Post-implementation support
5.4.3.8 Additional coordination with the Owner’s PM is to be performed to ensure
that work scheduled around the other trade activities does not delay the
project
General Requirements
6.1
The RFP must be returned to:
James Manley
Director of Information Services
Central CUSD 301
275 South St
Burlington IL 60109
NOT LATER THAN:
Monday, January 28, 2013 at 2:00 PM.
6.2
All envelopes MUST be sealed and marked: “ERATE PROGRAM –INTERNET Services
Procurement”
6.3
RFP RESPONSES MAY NOT BE FAXED
6.4
The Board of Education reserves the right to reject any or all RFPs
6.5
Reminder - Double Check for enclosures and signatures
6.6
All pricing will be honored through September 2013. If the Vendor will not hold
pricing, the proposal will be rejected. The Vendor must indicate if pricing will be
maintained through September 2013.
Reference and Experience
7.1
Provide at least three (3) references of similar services by the using the tables
provided below – expanding them as necessary to include all relevant information.
The references must be for similar size K-12 or higher education customers with
similar environments and end users.
Table 7.1.1 – Reference #1
Reference (use same format for all references)
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative System
Description of Comparative Systems – include
information on number of locations, time frame of
completion, applications implemented, etc.
Table 7.1.2 – Reference #2
Reference (use same format for all references)
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative System
Description of Comparative Systems – include
information on number of locations, time frame of
completion, applications implemented, etc.
Table 7.1.3 – Reference #3
Reference (use same format for all references)
Customer Name
Contact Name
Contact Address
Contact Telephone Number
Contact E-mail
Installation Date of Comparative System
Description of Comparative Systems – include
information on number of locations, time frame of
completion, applications implemented, etc.
Proposal
8.1
To be considered, the Proposer must complete the certifications forms attached
below:
8.2
Acknowledgements - By submission of this Proposal, the Proposer certifies that:
8.3
The supplier has verified prices and the conditions of this Proposal. That this
Proposal has been reviewed and accepted by all appropriate parties constituting this
offer.
8.4
The individual signing this Proposal certifies that he/she is a legal agent of the
Proposer and is further authorized to represent the offering and is legally responsible
for the decision as to the prices and supporting documentation provided.
8.5
Completion Time
8.5.1
The Owner will not be responsible to the Contractor for additional costs incurred
by the Contractor in meeting guaranteed completion dates for performing the
work of the Specifications including work performed on evenings, weekends, or
holidays.
Pricing
9.1
Provide detail on the timing and method of payment from the District for the
Internet services – up-front construction and/or installation costs, annual or monthly
payments for service, annual or monthly payment for maintenance and repair, etc.
9.2
Internet Pricing Table - Complete the tables below for Internet connectivity as
defined in Section 4, based on a 1-year agreement, a 2-year agreement and a 3year agreement. The District, in conjunction with the agencies involved in this RFP,
will have sole discretion in determining contract duration. The contract duration will
be consistent across all jurisdictions.
Table 9.2.1 – Internet Pricing – 1-Year
Service
50 Mb
100 Mb
200 Mb
300 Mb
400 Mb
500 Mb
750 Mb
1 Gb
One-time
Installation Cost
Ongoing Monthly
Cost
Total 12month Cost
Table 9.2.2 – Internet Pricing – 2 Years
Service
One-time
Installation Cost
Ongoing Monthly
Cost
Total 24month Cost
50 Mb
100 Mb
200 Mb
300 Mb
400 Mb
500 Mb
750 Mb
1 Gb
Table 9.2.3 – Internet Pricing – 3-Years
Service
One-time
Installation Cost
Ongoing Monthly
Cost
Total 36month Cost
50 Mb
100 Mb
200 Mb
300 Mb
400 Mb
500 Mb
750 Mb
1 Gb
9.3
Point of Presence – Specify which point of presence or points of presence the
proposer wishes to utilize as a part of the above pricing.
9.4
Sample Contract – Provide a copy of the standard agreement offered by the
proposer. The District is interested in negotiating a final agreement based on the
vendor-provided document.
Required Signatures
Authorization:
Signature of Authorized Company Representative:
Name of Authorized Rep. - (Typed):
Signature:
Date:
Employer Identification Number:
Company Name:
Street Address:
City, State, Zip:
Notarization:
My being duly sworn deposes and says that the information provided herein is
true and sufficiently complete so as not to be misleading.
Subscribed and sworn before me this ____day of
, 2012
Notary Public:
(Signature)
(Printed Name)
My Commission expires:
(Notary Seal)