E rate installation of electronic equipment RFP
E-RATE YEAR 15 (2012/2013) RFP
Network Electronics
For the
North Bergen School District
February 3, 2012
North Bergen School District is seeking proposals for the upcoming Year 15 round of E-Rate.
The District is soliciting proposals for the purchase and installation of a VoIP telephony
system with the district providing the needed POE ports from their existing Cisco network
at eight sites.
This RFP is for the successful vendor to provide all electronic equipment, associated parts,
network cabling and the necessary labor to provide a complete installation of this VoIP
Cisco Solution.
The vendor must be a certified Cisco partner who is Certified on the Cisco VoIP products.
Service Provider Criteria and Contract Requirements
North Bergen School District wishes to take advantage of E-Rate funding
Discounts.
The successful bidder(s) will be responsible for participating in the Federal E-Rate program.
In addition, the District may use this bid to issue purchase orders and pay for items on a purchase
order that are not eligible for E-RATE discounts. The District will pay the vendor using District
funds for these purchases.
Prices must be held firm for the duration of the E-Rate Year 15 fiscal year ending September 30,
2013 or until all work associated with the project(s) are complete (including any SLD approved
extensions).
These projects and services depend on majority funding from the E-rate program.
Applicant
expects each Service Provider to make them (the vendor) thoroughly familiar with
any rules or regulations regarding the E-rate program.
All
contracts entered into as a result of this RFP will be contingent upon the specific funding of
the FRN at the percentage rate submitted for.
The maximum
percentage the Applicant will be liable for is the pre-discount amount minus the
funded amount as shown on the Form 471 Block 5. The Service Provider will be responsible for
invoicing the Schools and Libraries Division for the funded amount.
NO billing or
work can take place before July 1, 2012
.
In
the event of questions during the E-Rate audit process, the successful vendor is expected to
reply within 3 days to questions associated with their proposal.
The contractor
is responsible for providing a valid SPIN (Service Provider Identification
Number) at the time the bid is submitted.
The contractor
is responsible for providing an FCC Registration Number (FRN) with their
proposal. Any potential bidder found to be in Red-Light Status will be disqualified from
participation in the bidding process and will be considered nonresponsive.
All
work is subject to the 100% approval of the project or purchase by the FCC under the Erate discount program of the Telecommunications Act of 1996.
No
change orders will be allowed for the work resulting from this posting.
The Service Provider
will be required to send copies of all forms and invoices submitted to
SLD prior to invoicing the SLD to the District for our records.
All Service Providers will be responsible for procuring the discounted amount from the SLD.
Applicant will not provide the Form 472 (BEAR form reimbursement process).
The Applicant reserves the right to deny any or all proposals associated with this RFP, even with
SLD funding approval. The district reserves the right to accept the pricing proposal solely
dependent upon SLD approval.
In addition, the district reserves the right to fund, (proceed with project or purchase) or not to
fund regardless of E-rate approval.
The District requires certification by the awarded contractor, prior to project commencement,
concerning criminal records check in accordance with local laws (Vendor must provide proof of
background checks on any vendor employee’s working in the district).
Participating contractors must have an active (SPIN) Service Provider Identification Number
with the SLD.
Proposals must be received by our office no later than Friday, March 2, 2012 by 1:00 p.m.
All proposals are to contain costs for taxes and shipping as separate items.
All proposals must show all eligible and ineligible products for this bid.
Proposals must be submitted in writing to:
North Bergen School District
Attn: Steven Somick
7317 Kennedy Boulevard
North Bergen, NJ 07047
Late proposals will not be accepted.
All requests for information (RFI) should be made in writing via e-mail to
ssomick@northbergen.k12.nj.us
All interested parties will be copied on the questions and responses.
Proposal Evaluation
It is anticipated that a contract will be made with the provider whose proposal is determined to
be in the overall best interest of the District. The main evaluation considerations are price,
industry experience, geographic location and qualifications.
SCOPE OF WORK
The District has standardized on a CISCO platform and is unable to accept any alternative
manufacturer’s solution(s). However, an alternative of functional equivalency within the CISCO
Equipment lists will be acceptable.
All equipment must be new and from an authorized Cisco reseller.
No refurbished or grey-market gear will be accepted.
The quotes provided to the North Bergen School District under this section must include all
labor, materials, equipment and accessories required to furnish, configure, install, and integrate a
complete data electronics VoIP telephony system as indicated on the parts list.
Bidder must supply and install all required patch cords as part of the installation. No field
terminated cords are allowed.
The attached document contains a list of equipment for each of the sites.
(See attachment “A”).
In addition to equipment pricing the district wishes to have pricing for installation, configuration
and integration for the attached equipment list.
This pricing includes:
1. Delivery of each component to its designated secured location.
2. Staging and configuration of the specified equipment to the local area and wide area networks
using North Bergen School District provided configuration information. All Cisco Telephony
equipment must be compatible with the Districts current Cisco gear.
3. Install the specified network electronics equipment.
4. Perform configuration (set parameters) for each site.
5. Perform “power on” system test and COMMISSION the installed system witnessed by the
Districts Project Manager.
6. Verify integration with clients existing LAN and that all VLANS and QoS are working as
configured.
7. Document, in the site network installation document, all part numbers, quantities, and serial
numbers of network electronics being installed.
8. A 3 year warranty must be included for the entire installation.
9. Installation Vendor is responsible for a complete and operating Telephony VoIP system.
10. Vendor must also COORDINATE with the Districts Telco Carrier all porting of numbers,
due dates, PRI installs, analog line installs and all associated issues with coordinating telco
carrier circuits and cutover procedures.
11. Vendor must coordinate all site cutover schedules and get District approval.
12. Along with the equipment in attachment “A”, the successful vendor must provide the
following:
a. Seventy Five (75) Category 6 UTP plenum cable runs. These runs will be terminated and
tested by the vendor. These runs are 200’ through dropped ceiling from IDF to classroom.
b. This must also include 20’ of furnished and installed wire mold raceway for each run.
c. The vendor is to provide the jacks for each run and all associated patch panels (4-24 port) and
termination components.
13. The vendor must provide training for 6 people on this Cisco Voice system so they can
administer their own moves and changes.
14. The vendor is to provide 3 copies final documentation of the final configuration to the North
Bergen School District.
15. The vendor must be a Minimum Cisco Silver Partner with Advanced partner
certifications NJ WSCA
16. Belden certified installer or equal installer with experience in the district. Past
experience with school districts of comparable size.
17. The vendor is to also provide 4 voice project references for projects of similar size
and scope
Equipment List By Facility for North Bergen School District
Call
Manager
242
Cisco Unified Call Manager 8.0
Enhanced User Connect License
242
Cisco 3 Year Operate Svs Essential Software (ESW) for (1) Call
Manager License
242
2
Cisco 3 Year UCSS For Unified Call
Manager 1 User
Cisco Unified Call Manager 8.0
7825-I4 Appliance
Unity Connection
300
Cisco One Unity Connection 8.X
User All Features
300
Cisco 3 Year Operate Svs Essential Software (ESW) for (1)
Unity Connection License
300
Cisco 3 Year Unity Connection
UCSS for 1 User - Messaging
1
Cisco Unity Connection 8.0 MCS
7825 IBM Appliance
1
APC Smart-UPS XL 2200VA Rack
Mountable UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R, 2 x
NEMA 5-20 R
Dimensions: 5.25” Height x 19”
Width x 26” depth Weight 126 lb, 3U
Network Equipment to Support VoIP
BOE
MDF
Cisco 2951 Voice Gateway
1
Cisco 2951 Integrated Services
Router- Voice Bundle with PVDM332 FL-CME-SRST-25 UC License
Pack
15
Cisco SRST Feature License for 5
Seats
2
Cisco 2-Port T1/E1 Multiflex Trunk
Voice/WAN Interface Card
1
Cisco 4 Port Voice Interface Card
(VIC) - 4 x FXO WAN
1
Cisco 4 Port Voice Interface Card FXS & DID
1
Cisco Catalyst 2960 48port 10/100
POE + 4 T/SFP LAN 48 Port
1
Cisco 1000 Base-T SFP
1
31
1
Cisco Upgrade PVDM3 32CH 128CH
Factory
Category 6 Network Patch Cable 3ft
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
FRANKLIN & ANNEX
MDF
Cisco 2901 Voice Gateway
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
Note: (1) RJ-11 Cable per FXO Port.
(4) Cords Needed per 4 Port FXO
4
1
Cat 6 Network Patch Cable 3ft
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R,
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
IDF MAIN OFFICE
9
Category 6 Network Patch Cable 3ft
IDF 214
1
1
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable 3ft
IDF ANNEX
1
2
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable 3ft
HIGH SCHOOL
IDF Basement -
1
13
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Category 6 Network Patch Cable 3ft
IDF 1st Floor
26
1
IDF 140
13
Category 6 Network Patch Cable 3ft
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Category 6 Network Patch Cable 3ft
IDF 2nd Floor School Store
1
10
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Category 6 Network Patch Cable 3ft
IDF 3rd Floor
1
6
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Category 6 Network Patch Cable 3ft
Horace Mann
MDF - 4 VOIP
Cisco 2901 Voice Gateway
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco SRST Feature License for 5
Seats
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
4
Category 6 Network Patch Cable 3ft
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
1
IDF 1st Floor
11
Category 6 Network Patch Cable 3ft
IDF 2nd Floor
Category 6 Network Patch Cable 3ft
3
J.F. Kennedy
MDF
Cisco 2901 Voice Gateway
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
1
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
IDF 1st Floor
7
Category 6 Network Patch Cable 3ft
IDF 2nd Floor
1
1
1
1
Cisco Catalyst 3560 12 port 10/100
POE + 1 T/SFP LAN Standard Image
Cisco 19inch Rack Mount for
Catalyst 3560
Cisco Standard AC Power Cord for
Compact POE Switches
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Category 6 Network Patch Cable 3ft
9
Lincoln School & Annex
MDF
Cisco 2911 Voice Gateway
1
Cisco 2911 Voice Bundle With
PVDM3-32 FL-CME-SRST-25 UC
License Pack
2
Cisco SRST Feature License for 5
Seats
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
4
2
1
2
RJ-11 Modular Telephony Cord
Cisco Four-port Voice Interface
Card - FXS (Universal)
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable 3ft
IDF 1st Floor
6
Category 6 Network Patch Cable 3ft
IDF 2nd Floor
1
2
IDF Annex
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable 3ft
1
1
Cisco Catalyst 2960 48 Port 10/100
POE + 4 T/SFP LAN
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Category 6 Network Patch Cable 3ft
24
McKinley
MDF
Cisco 2901 Voice Gateway
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
1
2
1
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable 3ft
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
IDF Main Office
9
Category 6 Network Patch Cable 3ft
IDF 203
1
1
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable 3ft
Pre-School Trailer
MDF
Cisco 2901 Voice Gateway and ASA Firewall
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
3
Category 6 Network Patch Cable 3ft
1
1
1
1
1
Cisco ASA 5505 Bundle - With
Software Unlimited Users 8 Ports
3DES/AES
Cisco Catalyst 3560 8 port 10/100
POE + 1 T/SFP Standard Image
Cisco 19inch Rack Mount for
catalyst 3560
Cisco Standard AC Power cord for
Compact POE Switches
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
Robert Fulton
MDF Stockroom
Cisco 2901 Voice Gateway
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
3
1
Cisco Unified IP Phone Power
Injector
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” Depth Weight 47 lb, 2U
IDF Faculty
12
Category 6 Network Patch Cable - 3
ft.
IDF 214
5
Category 6 Network Patch Cable - 3
ft.
Robert Fulton Annex
MDF
Cisco 2901 Voice Gateway
1
Cisco 2901 Voice Bundle With
PVDM3-16 FL-CME-SRST-25 UC
License Pack
1
Cisco Four-port Voice Interface
Card - FXO (Universal)
1
Cisco Four-port Voice Interface
Card - FXS (Universal)
4
RJ-11 Modular Telephony Cord
5
10
1
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch cable –
3ft
APC Smart-UPS SC 1500VA Rack
Mountable Tower UPS
Requires: NEMA 5-15 P
Provides: 6x NEMA 5-15R
Dimensions: 3.5” Height x 17” Width
x 18.24” depth Weight 47 lb, 2U
IDF Nurse
4
8
Cisco Unified IP Phone Power
Injector
Category 6 Network Patch Cable- 3ft
POE Switches
3
Cisco Catalyst C2960S 24 Port
10/100/1000 PoE Stackable Ethernet
Switch + 4 SFP - 370W AC PS for
the MDF
75
Category 6 Network Patch Cable 3ft
1
Cabling Drops – Cat 6
Cisco
VoIP
Phones
172
Cisco IP Phones 7942
60
Cisco IP Phone 7962
10
Cisco 7915 IP Phone Grayscale
Expansion Module
10
Cisco Single Module Foot stand for IP
Phone Expansion 7914/16 No Power
10
Cisco IP Phone Power Transformer for
the 7900 Phone Series
10
Cisco IP 7900 Series Transformer
Power Cord North America
10
Cisco Unified 7937G IP Conference
Station
10
Cisco 2 Pack External Microphones for
7937G