Internet WAN RFP. Request for Proposal for Internet WAN. Colquitt County Schools. Issuance of RFP 02/25/2015

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1 Request for Proposal for Internet WAN Issuance of RFP 02/25/2015 RFP Closes 03/25/ :00pm Complete Initial Evaluation 03/25/2015 Final Award Notification 03/26/ :00pm 1

2 Table of Contents 1 STATEMENT OF WORK PURPOSE COVERAGE & PARTICIPATION GENERAL INFORMATION ORIGINAL RFP DOCUMENT INVOICING THE ORGANIZATION SCHEDULE OF EVENTS PROPOSAL PREPARATION INSTRUCTIONS VENDOR S UNDERSTANDING OF THE RFP GOOD FAITH STATEMENT COMMUNICATION PROPOSAL SUBMISSION CRITERIA FOR SELECTION EVALUATION RUBRIC SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS TECHNICAL SPECIFICATIONS COSTS VENDOR QUALIFICATIONS & REFERENCES ADDITIONAL TERMS & CONDITIONS NON-DISCLOSURE AGREEMENT COSTS INTELLECTUAL PROPERTY RESPONDENT S RESPONSES GOVERNING LAW NO LIABILITY ENTIRE RFP... 9 VENDOR CERTIFICATION... 9 APPENDIX A Q/A FOR SCHOOL DISTRICT REFERENCES

3 1 Statement of Work 1.1 Purpose Colquitt County School system invites vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (RFP). This RFP provides the requirements and evaluative criteria for WAN Connectivity and Internet services. Detailed requests for BOTH services from all prospective vendors, including pricing and service descriptions, are required in a specified format. Vendors must submit quotes for both WAN and Internet service. Our goals in selecting a WAN Connectivity and Internet services provider include reducing operating costs and improving our existing WAN services through increased product and service features, enhanced accessibility and speed, and greater flexibility in pricing options. The work and/or equipment proposed in these specifications are dependent upon receipt of E-Rate Funding for Category 1 Services. 1.2 Coverage & Participation The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of all departments at along with any satellite offices. reserves the right not to enter into any contract, to add and/or delete elements, or to change any element of the coverage and participation at any time without prior notification and without any liability or obligation of any kind or amount. 2 General Information 2.1 Original RFP Document shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the vendor s submission, is grounds for immediate disqualification. 2.2 Invoicing Vendors submitting responses to this Request for Proposal agree to provide discounted billing for products and/or services associated with the projects and seek reimbursement of the discount according to the invoicing guidelines of the Schools and Libraries Division. The Owner will pay for the discounted portion of all invoices when all products and/or services listed on the invoice are delivered in accordance with the contract. Should E-rate funding not become available, the Owner stands ready to pay the full contracted amount. Vendor also agrees to submit the required Item 21 attachment information if awarded services. Terms of contract will be five years, 07/01/ /30/ The Organization is a multi-site organization comprised of many schools and support sites located in Moultrie, Georgia, Colquitt County. Our student enrollment is approximately 10,000 students in 18 separate locations. We presently have approximately 3500 computers in the system and all sites are presently connected through leased fiber optic connectivity. Office Locations Zip Codes: 31768, 31788, 31776, 31744, 31753, 31756, See addresses next page. 3

4 WAN Internet School/Site Address Phone Service Access 1GB Facilities 425 Industrial Drive Moultrie, GA (229) GB Transportation 2228 County Farm Rd NE Moultrie, GA (229) GB Cox th Ave SE Moultrie, GA (229) GB Doerun 111 Mathis Ave Doerun, GA (229) GB Funston 137 N Academy Funston, GA (229) GB Gray th Ave NW Moultrie, GA (229) GB Hamilton 5110 GA Hwy 111 Hartsfield, GA (229) GB Norman Park 249 W Weeks St Norman Park, GA (229) GB Odom 2902 Sardis Church Rd Moultrie, GA (229) GB Okapilco 3300 GA Hwy 33 N Moultrie, GA (229) GB Stringfellow th Ave SW Moultrie, GA (229) GB Sunset 698 Hwy 319 S Moultrie, GA (229) GB Williams th St SW Moultrie, GA (229) GB Wright nd St SE Moultrie, GA (229) GB Vereen 60 Greenwood Ave Moultrie, GA (229) GB 2GB Achievement 1800 Park Ave Moultrie, GA (229) with Center/Central possible Office upgrade to 4GB 10GB Colquitt High 105 Darbyshire Rd, Moultrie, GA (229) GB Central Office th Ave SE Moultrie, GA (229) Schedule of Events The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization s needs or unforeseen circumstances. Changes will be communicated by to all invited bidders. Issuance of RFP 02/25/2015 RFP Closes 03/25/ :00pm Complete Initial Evaluation 03/25/2015 Final Award Notification 03/26/ :00pm 3 Proposal Preparation Instructions 3.1 Vendor s Understanding of the RFP In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to as necessary to gain such understanding. Colquitt County Schools reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Colquitt County Schools reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to. 3.2 Good Faith Statement All information provided by in this RFP is offered in good faith. Individual items are subject to change at any time. makes no certification that any item is without error. Colquitt County Schools is not responsible or liable for any use of the information or for any claims asserted there from. 4

5 3.3 Communication Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication Vendors Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to: Emily Nichols Director of Technology enichols@colquitt.k12.ga.us Informal Communications shall include, but are not limited to: requests from/to vendors or vendors representatives in any kind of capacity, to/from any employee or representative of any kind or capacity with the exception of Emily Nichols for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time will not respond to any questions or requests for clarification that require addenda, if received by after 03/24/ Proposal Submission RFPs should be submitted in a sealed envelope addressed to the following no later than 11 AM EST, Monday, March 11, Bids must be received at the Colquitt County Board of Education by this date. No faxed copies will be accepted. The acceptance of any or all alternatives will be at the discretion of the School System. Emily Nichols, Director of Technology th Ave SE Moultrie, GA Vendors are to mail the submission. The submission must include pages 7 and 8 of this RFP. may upon review of the proposals request a presentation by the vendor to include a question and answer session. 3.5 Criteria for Selection The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The following rubric will be used to score RFPs. The following CCS staff members will score the rubric: Emily Nichols, Director of Technology, CCS Greg Ponder, Director of Network Services, CCS 5

6 3.6 Evaluation Rubric Criteria Weight 1. Value of service for BOTH WAN and Internet located in section % 2. Satisfactory response to assurances located in section % (5% per assurance) 3. School district references located in section 5 10% 4. Implementation plan that minimizes disruption of business. 15% Total percentage earned by vendor Internal Use Only: Vendor Name: Comments: Evaluator Name (Print): Evaluator Signature: 6

7 4 Scope of Work, Specifications & Requirements 16 sites will be connected with a 10GB fiber optic dedicated line and 2 will be connected with a 1GB fiber optic line. All sites will share a minimum of 2GB Internet connectivity. Vendor must indicate provisions for continued service in the event of vendor fiber damage or outage. Layer 3 dynamic routing is preferred. The service provider should include layer 3 managed devices, routing between the sites on the service provider backbone, and BGP. A mesh design is preferred wherein the service provider gives the required circuit bandwidth to each site. Reasonable expectation for technical support includes the ability to communicate directly with support personnel who have the requisite training and authority to expedite resolution. 4.1 Technical Specifications Vendors: Please provide details indicated on the following pages. Include pages 7 and 8 with your RFP submission Costs Please complete the chart below and include with RFP submission. Quantity Description Cost 1 Recurring (monthly) Service and Maintenance for 1GB Fiber Connection 1 Recurring (monthly) Service and Maintenance for 10GB Fiber Connection 1 2GB Shared Internet Access (monthly) 1 4GB Shared Internet Access (monthly) Technical Support with 4 or less hours of response time (monthly) Mon-Fri 8am-5pm Technical Support with 1 hour or less of response time 1 (monthly) Other Define other related costs: Total Cost Vendor may submit additional pricing documentation, but this section must be completed in full Assurances and Documentation Please complete the chart below and include any documentation to validate claim. Description Initial to validate/reference page number of additional documentation 1. All sites will share a minimum of 2GB connection to the Internet. 2. Provisions for continued service in the event of vendor fiber damage or outage. 3. Availability of layer 3 dynamic routing. 4. Support group is experienced, credentialed, and capable. 5. Available staff to support E-rate process. *Provide documentation of implantation plan that minimizes disruption of business. 7

8 5 Vendor Qualifications & References All vendors must provide three school district references who may be contacted to complete a Q/A as seen in Appendix C. School District Name Contact Person Title Phone Suggested Cost Categories: 6 Additional Terms & Conditions 6.1 Non-Disclosure Agreement reserves the right to require any Respondent to enter into a non-disclosure agreement. 6.2 Costs The RFP does not obligate to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of, subject to claims of confidentiality in respect of the Response and supporting documentation. 6.3 Intellectual Property The Respondent should not use any intellectual property of including, but not limited to, all logos, registered trademarks, or trade names of, at any time without the prior written approval of, as appropriate. 6.4 Respondent s Responses All accepted Responses shall become the property of and will not be returned. 6.5 Governing Law This RFP and the Respondent s Response shall be governed by the laws of the state of Georgia. 6.6 No Liability shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind: Arising out of, by reason of, or attributable to, the Respondent responding to this RFP; or As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process. 8

9 6.7 Entire RFP This RFP, any addenda to it, and any attached schedules, constitute the entire RFP. Vendor Certification This certification attests to the vendor s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to Internet WAN issued by. The undersigned is a duly authorized officer, hereby certifies that: (Vendor/Company Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 90 calendar days as of 03/11/2015. Person authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Title: Date: 9

10 Appendix A Q/A for School District References is seeking a qualified vendors for WAN. Please rate the following items based on your experience with the vendor. 1 is the lowest and 5 is the highest. Please this information to enichols@colquitt.k12.ga.us General Information School District Name: Your Name and Title: Initial date of contract with vendor: 1. Rate the quality of service by the vendor Rate the quality of support by the vendor Rate the quality of meeting specific requirements Rate the quality of network integration Rate the quality of equipment Comments: 1