Request for Tender template for Wireless in Schools (March 2015)
Request for Tender (RFT):
[Add name of school here]
Introduction:
This document provides the requirements for a wireless network (WLAN) in [Add school name here].
A school layout diagram is provided as a separate attachment.
1. School specific details
School Specifics
School Name
School Address
School Roll Number
Type of school
(Primary, Post Primary)
Details
Number of permanent school
buildings
Number of temporary
buildings
Number of listed buildings
Number of general classrooms
New Build (Yes/No)
Can existing wiring be used to
connect Access Points
Is a school layout drawing
available to providers (Yes/No)
Other School Specifics to be
added below:
Contact Details:
General Points:
The wireless network is required to ensure high quality access from mobile devices (Laptops, Netbooks,
tablet pupil devices, smart phones, printers etc) in the school to local and external cloud based
resources.
 Local Resources include local printers, servers etc.
 External resources including internet, online services, email, video conferencing etc.
Schools are among the most demanding environment for wireless solutions. This is mainly due to:
1. The potential number (or density) of mobile student devices that will need to be supported
as mobile devices are introduced to all students in the school.
2. One cannot assume that student will only have one device. Over time student may have a
range of devices (Tablet, phone, and possibly other ‘wearable’ technologies, such as
glasses, watches, etc., and all of which will be wi-fi enabled.
3. In schools today post-primary students typically move from one class to another ever 40
minutes. As such student and teacher mobile devices are dynamically moving, during the
schools day. This means that users are constantly moving between access points (APs).
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Request for Tender template for Wireless in Schools (March 2015)
4. Unlike other environments with similar numbers of users, the pattern of student movement
in schools is not individual student movement. Instead students in general move in class
groups, so in wireless AP terms groups of students regularly leave one AP area and move
en-masse with their class group to another AP area in the school.
Important note regarding compliance with stated requirements.
Respondents must clearly state the level of compliance regarding all stated RFT requirements and
should avoid ambiguous responses where possible. Interpretation of responses is at the discretion
of the evaluation team. For each requirement below respondents must clearly state if their response is
either:
a) Fully Compliant: Respondent fully complies with stated requirements. In this case respondents
may provide supporting details.
b) Partially Compliant: Respondent partially complies with stated requirements. In this case
respondents should provide additional details of the level of compliance.
c) Non Compliant: Respondent does not comply with stated requirements
2. Providers
Respondents must clearly state the level of compliance to each of the following requirements:

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

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Respondents must have a proven and fit-for-purpose product that is suitable for schools and
meets the minimum recommended requirements and specification outlined in this document.
Respondents need to provide evidence of having a proven track record in providing and
supporting schools with wireless solutions.
Excellent references must be provided from post-primary schools in Ireland and/or other areas
where high density scalable wireless solutions have been successfully provided.
Respondents must be financially viable so that they are in a strong position to support its clients
into the future. A supporting statement of revenues and over the last 2 years must be provided.
One Respondent must clearly have responsibility for the RFT tender response, eg., where more
than one party is involved in providing elements of the end to end solution, such as installation
and support. All parties, including subcontractor details must be provided.
3. Fixed Network
The following requirements are to be met by any new fixed LAN elements which are required to be
installed to support the Wireless network.
Respondents must clearly state the level of compliance to each of the following requirements:
a) Where new cable runs are required, including new wiring to Access Points, a minimum of
Category 6 enhanced / Class D to ISO 11801: latest edition is required.
b) Gigabit Ethernet, IEEE 802.3, supporting 10/100/1000 Ethernet with RJ-45 connections
c) Support for IPv4 and IPv6
d) Any new LAN Switches for APs must support Power over Ethernet (PoE)
4. Wireless Network (WLAN)
The following requirements are to be met by the proposed Wireless network.
The specification provides the requirements for the WLAN system to be deployed. The provider is
responsible for the entire installation.
Respondents must clearly state the level of compliance to each of the following requirements:
a) The wireless network for the school should be planned as one integrated wireless LAN to work
seamlessly with the existing fixed school LAN. The proposed wireless design and architecture
should be included in the response. This should include how the solution integrates with the
wired LAN.
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Request for Tender template for Wireless in Schools (March 2015)
b) Wireless coverage must include all areas of the school, including all teaching and learning areas
of the school, unless the RFT specifies otherwise. Where a provider response proposes to
exclude certain areas, these areas must be clearly specified on the school layout in the response.
c) A site survey must be carried out by the provider, who should contact the school to arrange, a
suitable time.
d) The WLAN network architecture must be based on a central management, monitoring and
reporting on all components that comprise the WLAN architecture. The central controller can be
based either locally or in the cloud.
e) Security on the WLAN shall be provided through encryption and access control. Clients shall be
authenticated as they log on to the wireless network, and as they roam seamlessly from one
Access Point to another. ‘Guest access’ must be provided for.
f) The WLAN system access points (AP) must be powered using Power over Ethernet (PoE).
g) The WLAN must support the delivery of a combination of real-time applications such as voice,
data and video, IP, video streaming, IPTV and video conferencing and should support quality of
service (QoS). Facilitate the transmission of high quality video over the wireless network.
h) The WLAN architecture must be scalable to meet future school needs. The proposal should
detail how new APs are added in the future, and include relevant upgrade options.
i)
Specific products proposed should be included in the response. Specifications of the products
should be provided including relevant data sheets (eg., for controller, APs etc)
j)
The response should support
i.
multiple VLANs,
ii.
seamless client roaming,
iii.
mesh support and
iv.
support both IPV4 and IPv6.
k) Support a wide range of wireless devices, such as laptops, netbooks, tablets and smartphones,
and ‘bring your own device’ (BYOD) environments.
l)
The response should confirm the different client operating systems including Apple’s iOS and
Mac OS, Google’s Android and Chrome, Microsoft Windows and open source operating
systems including versions of Linux that are supported, and indicate if any operating systems
are not supported.
m) The response should describe the resilience and redundancy of the proposed wireless network
(e.g. , if an access point, controller or network management system fails what is the effect on
the network and users
n) The response should detail how the system will be operationally managed, monitored and
include reporting on utilisation, availability and other key metrics from the controller, network,
and APs. It should provide details of system administration features supported, including
visibility of all APs and client devices. Screenshots of the system administration interface
should be included.
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Request for Tender template for Wireless in Schools (March 2015)
o) Provide support for indoor and outdoor APs. Provide details on proposed outdoor APs (if
required)
p) The response should describe the security features supported, and propose how to implement
and maintain security, in a school setting. Detection and control of un-authorised, rogue or
external devices attempting to access the school network.
q) Support various authentication methods for both device and users. Be capable of leveraging
certificate based authentication for both device and user authentication.
r) Facilitate the connection of certain areas if necessary using wireless ‘bridging’ (e.g. temporary
buildings, classrooms, or prefabs.
s) The solution should be tested and verified at times of high occupancy and high usage to ensure
that it meets the schools requirements. Providers should refer to section on ‘acceptance testing’.
t)
The response should provide details on how APs are cabled and installed.
u) The installed WLAN equipment shall meet all relevant safety standards applicable to wireless
communications systems, and for a school environment.
v) WLAN equipment must be installed to manufacturers guidelines.
5. Scope of work
Respondents must clearly state the level of compliance to each of the following requirements:
The scope of the work, which is applicable to both the fixed and wireless segments of the solution shall
include:
a) Co-ordination of the works with the School.
b) A cabled infrastructure, where required, will form part of the response
c) Supply and installation of appropriate communications cabinets to house any Access Switch(s)
and/or WLAN Controllers, and terminate cables, where required, will form part of the response
d) Comprehensive commissioning and end user testing of the service
e) A training plan must be included in the response
f) Post Installation support service including:
i. An agreed service level agreement (SLA)
ii. Single point of contact for school
iii. Hardware support
iv. Warranty – Next business day on site for all parts and associated labour (3 year, 5 year)
g) End user materials/documentation to assist schools in managing the system
6. Cabling Requirements
Respondents must clearly state the level of compliance to each of the following requirements:
a) The WLAN including wireless APs may be connected to the PoE Access Switch(s) via either
existing LAN cabling or via new installed cabling.
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Request for Tender template for Wireless in Schools (March 2015)
b) Where existing school LAN cabling is used to connect the wireless system, including wireless
APs, each cable must be tested and verified to ensure it meets the necessary wireless
requirements.
c) Where new cabling is installed to connect the wireless system, including wireless APs, a
minimum of Cat 6 must be used. Also following installation each cable segment must be tested
to verify that it meets the necessary wireless requirements.
7. Access Point Requirements
Respondents must clearly state the level of compliance to each of the following requirements:
a) PoE Access Switches must provide sufficient power over Ethernet for access points.
b) The provider shall propose locations and mounting details for all APs.
c) Access Points (APs) must meet the following minimum requirements.
1. Must support IEEE 802.11 a/b/g/n
2. In addition APs must support IEEE 802.11ac
3. Must support IEEE 802.3af ‘Power over Ethernet (PoE)
4. Must support IEEE 802.1q VLAN Tagging
5. Support for simultaneous broadcasting of up to 16 SSID’s
6. Per-SSID security and authentication settings and policies
7. Support 10/100/1000 Gigabit Ethernet (IEEE 802.3), RJ-45 connection to LAN
8. Support channels allocation standards for use in Europe/Ireland
9. Support Wi-Fi Protected Access 2 (WPA2) and WPA
10. Support IPv6 and IPv4
11. Capability to turn off any flashing lights/LEDs that may exist on AP (ie., as these may be
distracting in an educational setting)
8. WLAN Controller
The WLAN Controller must meet the following minimum requirements.
Respondents must clearly state the level of compliance to each of the following requirements:
a) The solution must have a central wireless controller (either local or cloud based)
b) Providers must provide details of the controller, and state whether it is located locally or is
cloud based.
c) Continuously monitor and manage the wireless spectrum and adjust automatically to any change
in demand (e.g., additional users, movement within the school) or environmental changes.
d) Support load balancing across the network
e) System must be scalable to support a minimum of 3,000 simultaneous active mobile devices.
Refer to section on References later in the document.
f) Support seamless user roaming between APs
g) Provide the ability to segregate WLAN traffic by SSID
h) Configure the ability to hide or broadcast SSIDs on a per SSID basis
i) Be able to enable or disable SSIDs on an individual basis
j) Support a minimum of 16 SSIDs (which can be set up for teacher, student, admin, guest etc.,)
k) Support a minimum of 64 VLANs
l) Allow an SSID to be assigned to an individual AP
m) Support for VLAN tagging
n) Support multiple public and private SSIDs and be capable of connecting each SSID to a
disparate authentication provider and VLAN
o) Provide support for indoor and outdoor APs
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Request for Tender template for Wireless in Schools (March 2015)
p) Facilitate the connection of other areas using wireless ‘bridging’ (e.g. temporary buildings,
classrooms, or prefabs, Facilitate the connection of peripheral areas using wireless bridging (if
necessary)
q) Support smart/green power management, so as to reduce power when system demand is at a low
level, either based on demand or in a time controlled manner.
9. Relevant reference customers
Respondents must clearly state the level of compliance to each of the following requirements:
It is essential that the provider can demonstrate that the wireless product being proposed has already
been successfully deployed in highly demanding second-level, or secondary schools or equivalent
schools. A minimum of 3 reference school sites meeting this requirement are required. Note third
level colleges do not meet this requirement.

In at least 1 of these 3 reference second-level schools, where the wireless product being
proposed has already been successfully deployed, a minimum of 3,000 active wireless
mobile devices must be currently in use.

In at least two other reference schools, where the wireless product being proposed has
already been successfully deployed, a minimum of 2,000 active wireless mobile devices
must be currently in use.

A list of post-primary schools in Ireland where the product has been successfully deployed,
including number of APs, and approx’ numbers of mobile devices in use.
As it may be unlikely that there are post-primary school reference customers that meet this
requirement in the Republic of Ireland, references from second-level schools in other countries may
be proposed. (Note third level colleges do not meet this requirement). As it is likely that these
reference sites will be contacted, it is important that the contact person in the reference site is aware
of this, and is in a position to verify relevant details provided in the proposal, and can communicate
effectively in English. A letter of reference from the designated contact person in each of the 3
reference sites would be appropriate to include in the RFT response.
School Reference Customers
Respondents must clearly state the level of compliance to each of the following requirements:
Providing high quality post-primary high density reference customers is very important, so that the
school can be confident that the proposed solution will successfully work into the future to meet
growing demands. Providers should three quality ‘references’, name, contact and summary details from
other schools here.
School Name
Name of Contact
Contact details
Contract details
including cost
1:
2:
3:
10. Acceptance Testing
Acceptance testing in the school is required to ensure that the newly installed wireless system is
operating successfully in the school.
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Request for Tender template for Wireless in Schools (March 2015)
Respondents must clearly state the level of compliance to each of the following requirements:
Given the central and critical role that the wireless system is required to perform in schools it is
critical for both the school and the provider that a process is put in place that both parties agree to
before the installation phase is completed. It is critical for the school that providers demonstrate that
the wireless network works successfully in everyday school scenarios.
Acceptance testing and handover process needs to be formalised between the school and the
provider. Once the wireless system is set up, it needs to be formally tested to both the satisfaction of
the school and the provider.
Given a successful series of tests, an acceptance approval form can then be signed by both
parties. If any test result/performance is not acceptable to the school, this should be
highlighted to the provider, who will need to address the issue.
School Testing Coordinator: One person nominated by the school needs to be in a position to
coordinate the testing with the provider, and at the end of the testing to be in a position to either
sign-off that the testing was successful or not if not successful. Before the testing takes place they
will review the tests outlined in the scenarios below, so that the logistics of the testing are in place.
The provider should also be aware of the testing process and have the appropriate monitoring and
reporting tools in place to both evaluate the testing and to share the test results with the school
contact.
Testing: As it is not practical to set up a full loaded system, with over 3,000 simultaneous active
users, instead the following everyday ‘micro scenarios’ are proposed:
Scenario 1: A general classroom in a newly installed ‘wireless enabled’ area
Test Objective: To ensure that a range of representative learning related online activities can
be successfully completed on wirelessly enabled mobile devices:
a) A teacher and 30 students are needed for the testing process.
b) A combination of 30 or more student mobile devices, and one teacher mobile device are
required. A variety of wireless devices should be used, such as tablets, laptops or a
combination of both, that are typically used in the school. All devices are initially turned
off.
c) Then when the test is ready to begin all devices are turned on simultaneously.
d) All student users login using the ‘student wireless password’ while the teacher logs onto the
‘teacher wireless password’. The login process should happen quickly, so as not to delay the
classroom learning activities. Any login difficulties should be resolved before proceeding. If
problems arise which are unrelated to the wireless network (such as laptop or tablet specific
issues), these may be set aside in order to not delay the testing process.
e) Once logged in, users should perform a range of typical classroom online activities where
they are accessing online content via the wireless network and the schools broadband
connection. The situation should be evaluated after each test to check if the test was
successful for all users.
f) A range of activities should be carried out including but not limited to the following:
a. 30 students simultaneously accessing and each playing a different video (for
example from websites such as RTE, BBC, youtube, vimeo)
b. Carrying out Skype sessions involving Video and audio (headsets may be required)
c. 30 students simultaneously download a variety of online documents.
d. Other typical classroom online activities that the school testing coordinator may
want to run as they may be specific to a particular subject etc.
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Request for Tender template for Wireless in Schools (March 2015)
g) If any test result/performance is not acceptable to the school, this should be highlighted and
discussed with the provider, who will need to address the issue to the satisfaction of the
school.
Scenario 2: Test involving 2 side-by-side classrooms
Test Objective: To ensure that two or more side-by-side active classrooms can operate
effectively on the wireless network:
a) A teacher and 30 students in two or more side-by-side classrooms are needed for the testing
process.
b) The same type of tests listed in ‘Scenario 1’ are run simultaneously, and performance
evaluated.
c) At the discretion of the school these types of tests can be completed in different areas in the
school, as this will give the school experience of performance in different areas.
h) If some areas or classrooms perform poorly, while others perform well, this should be
highlighted to the provider, who will need to address the issue to the satisfaction of the
school.
Scenario 3: Users moving/roaming between classrooms within the school, as they would
normally do so between class periods.
Test Objective: To ensure that the wireless network can effectively manage the
movement/roaming of mobile devices within the school (between different APs):
a) The class of 30 students and their teacher activate their mobile devices in a typical
classroom scenario, where all users are wirelessly enabled and accessing online content.
b) The class of 30 students and their teacher walk quickly (but safely) from the Scenario 1
classroom in one section of the school to a classroom in a very different ‘wireless enabled’
section of the school.
c) On arrival all 30 students and teacher should immediately either login again or if they are
already logged in should access online content. Once logged in or online, users should
perform a range of typical classroom online activities where they are accessing online
content. The situation should be evaluated after each test to check if the test was successful
for all users.
d) If any test result/performance is not acceptable to the school, this should be highlighted to
the provider, who will need to address the issue.
Summary: Testing process
Respondents must clearly state the level of compliance to each of the following requirements:
a) As stated earlier given a successful series of tests, an acceptance approval form can then be
signed by both parties. If any test result/performance is not acceptable to the school, this
should be highlighted to the provider, who will need to address the issue to the satisfaction
of the school, and in this case an acceptance approval form should not be signed.
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Request for Tender template for Wireless in Schools (March 2015)
11. Evaluation and Contract Award
The school proposes to award the wireless networks contract to the successful provider on the basis of
applying the following criteria.
AWARD CRITERIA
1. Understanding of the requirements as specified and of the necessary solutions
required to meet these requirements
2. The quality of the proposed wireless network solution to meet specified
requirements.
3. Quality of proposed integration with existing school fixed network
4. Experience of implementing fit-for-purpose wireless networks in other
specified schools
5. Provision and quality of three or more suitable references.
6. Support and warranty
(Notes: Responses must achieve a minimum of 70% of the marks in this category
to be considered further)
Costs: This will include all costs including equipment, upgrades, licencing and ongoing support over the period of the contract
Total Marks
%
60%
40%
100%
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Request for Tender template for Wireless in Schools (March 2015)
12. Costs:
Respondents must clearly state the level of compliance to each of the following requirements:
Parties interested in providing a response to this Request for Tender should provide a fully costed
proposal to the school in the specified format below. The response should clearly address pricing for all
options and, where applicable, licensing costs for 3, 5 and 10 years.
A number of cost models may be proposed in the response as follows:
1. School purchase all wireless equipment (including wireless controller and APs) up front and
owns all equipment.
2. School purchases APs only, while the wireless controller is based at an external (cloud based)
provider location.
3. School pays for a managed service (rented) /per month/quarter: i.e., no purchase of any
equipment.
4. Other models may also be proposed
Costs should be stated as clearly an unambiguously as possible, using the following template as a basis.
Item, Description
Unit cost (Ex
Vat)
Quantity
Total cost (ex
VAT)
Fixed network upgrade (add details)
Fixed network upgrade proposed (eg., any
upgrade to existing fixed network,
switches, cabinet etc)
New cabling required
Wireless Equipment
Wireless Controller
POE Switches
Access Points (indoor)
Access Points (outdoor)
Cost per Access Point
Licence Costs (Year 1)
Licence Costs (subsequent years)
Training Costs (provide details)
Annual Recurring costs
Support & Licencing costs over 3 years
Support & Licencing costs over 5 years
Support & Licencing costs over 10 years
Other costs
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Request for Tender template for Wireless in Schools (March 2015)
13. Service level Agreement (SLA)
Respondents must clearly state the level of compliance to each of the following requirements:
The following Service level Agreement (SLA) is being proposed.
Months and Hours of Service
The hours that service is required are Mon- Friday 9am to 5pm
The service will generally not be required during July and August, or other school holidays.
The service will generally not be required during school holidays and Irish bank holidays.
Method of reporting issues
Issues are to be reported by email and telephone
Technical Support
Contact details
Providers Help desk
Landline
Mobile
Email address
14. Priority Reporting:
The school recognises that not all reported problems are ‘Priority 1’ issues. As such the school proposes
the following levels of priority.
Priority Level
Example
Action and Service Level required (SLA)
Priority 1
(Highest
Priority)
Wireless System
is down (Impact whole school is
affected)
A response is required within one hour from a phone or email
message from the school. Remote Access diagnosis should be
used to try and resolve the problem. If this is not successful a
call out to the school is required to resolve the issue later that
day (or by agreement)
Priority 1
Single Access
Point down
(one area
affected)
A response is required within one hour from a phone or email
message from the school. Remote Access diagnosis should be
used to try and resolve the problem. If this is not successful a
call out to the school is required to resolve the issue later that
day (or by agreement)
Priority 2
Priority 3
Wireless network
running but with
slower
performance than
usual
Intermittent bug
(low impact)
A response is required within one working day from a phone or
email message from the school. Remote Access diagnosis
should be used to try and resolve the problem (If this is not
successful a call out to the school is required if necessary to
resolve the issue within one working day)
A response is required within one working day from a phone or
email message from the school. Remote Access diagnosis
should be used to try and resolve the problem, best efforts
by mutual agreement.
End of Document
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