Request for Proposal 1705A Wireless The Town of Canmore (the Town) is soliciting proposals from qualified vendors (the proponent) to provide and implement a solution for a Wireless (Wi Fi) as detailed below. In order to receive consideration, a vendor must meet the requirements outlined in this document. PROPOSAL SUBMISSION Interested parties are requested to submit responses in PDF format to tthorsteinson@canmore.ca with the subject line RFP 1705A Response. Do not submit proposals via facsimile as they will not be accepted. Please note that the Town will not be held responsible for any transmission problems or other errors that could occur. Closing date: 12:00 p.m. (Noon) MDT on May 18, 2017. The Town accepts no responsibility for any expenses incurred by the proponent in the preparation and presentation of a response to this request, such expenses to be borne exclusively by the proponent. PROJECT MANAGER Direct inquiries regarding this Request for Proposal to: Trevor Thorsteinson, Administrator Town of Canmore Phone: 403.678.1508 Email: tthorsteinson@canmore.ca (preferred) Background The Town of Canmore has a population of 13,077 permanent residents according to the 2014 Census and additional non permanent population is estimated at 3,900. Canmore is located in Alberta, roughly 100 kilometers west of Calgary on the Trans Canada Highway at an elevation of 1,309 meters in the Canadian Rocky Mountains next to the Bow River. The Town Information Technology department purchases, deploys and maintains all servers, infrastructure, computers, software and systems in use throughout the organization. The Town s server infrastructure is highly virtualized on four host servers using VMware vsphere. Both Windows Server and Linux guest operating systems are virtualized and all data is stored in a NetApp based Storage Area (SAN). Wireless s (Wi Fi) are currently deployed in six (6) Town facilities as follows: Page 1 of 14
Civic Centre 902 7 th Avenue Elevation Place 700 Railway Avenue Recreation Centre 1900 8 th Avenue FireHall 1021 Railway Avenue Public Works 100 Glacier Drive Municipal Recycling Facility 102a Bow Valley Trail These networks were deployed in 2012 and are based on AeroHive access points and a virtualized controller. These networks provide authenticated secure wireless access for Town staff as well as providing guest and public internet access in some locations. Access point distribution is as follows: Civic Centre Elevation Place Firehall Public Works Rec Centre Senior's Centre AP121 2 4 3 1 3 2 1 AP330 4 4 1 AP170 1 Municipal Recycling Other details: ing systems are based on a collapsed core model, with all client access switches being gigabit capable and supporting at least 802.3af PoE. A management VLAN is distributed throughout the network. Secure client VLANs are routed between buildings over Point to Point or VPN. Some facilities provide a network for staff use that is separate from the corporate network but has no agreement or captive portal requirements. Sites providing public or staff internet connections have a local internet connection for this traffic. Public internet access is not provided in Elevation Place or the Recreation Centre as a public network operated by Telus exists in these facilities. A network map is provided at the end of this document. The Town s network is connected to the Alberta Supernet at a speed of 100Mbps full duplex and our primary Internet connection is provided by Axia FiberNet via the Supernet connection in the Civic Centre. Terms and Conditions 1. Scope Proponents are to submit a proposal to provide wireless infrastructure plan that meets the following requirements: Page 2 of 14
1.1. Base Requirements 1.1.1. Proponents are to provide a site survey for the purpose of identifying hardware requirements and signal coverage. 1.1.2. Access points should be 802.3af PoE capable. 1.1.3. Support 802.1x and Radius authentication. 1.1.4. The network should be capable of providing a guest network mapped to a separate VLan and SSID. 1.1.5. The network should be capable of utilizing captive portal technology to allow guest access. Captive portals should be able to display terms and conditions, and require a valid e mail address to allow access at a minimum. 1.1.6. The network should provide an interface to manage the system, either hosted, onsite or cloud based, that provides deployment, configuration, maintenance and reporting on the operation of the system, clients and usage from a single interface. 1.1.7. Proponents are to provide Service Level Agreement (SLA) information as well as a copy of their standard SLAs. 1.1.8. The Town has data sovereignty requirements for all information that can identify an individual; Town owned or controlled data of this nature must remain within Canada. While this may not have an impact on an on premise implementation, it will be a consideration for a hosted or cloud based solution. 1.2. Additional Services The following services are desirable, but not strictly necessary to this RFP. Proponents should indicate if their proposed solutions are able to provide each of the following services and the additional cost for doing so. 1.2.1. Management and monitoring via SNMPv3. 1.2.2. Management apps for mobile devices. 2. Proposal Requirements Please limit responses to a maximum of 20 pages and 15MB in size. Responses are to consist of: 2.1. Cover letter indicating name, phone number and email address of primary proponent contact for the proposal 2.2. The proponent s detailed proposal including time required to provision and implement. 2.3. The proponents official quotation in Canadian dollars indicating: A unique quotation number, Date issued, Page 3 of 14
Quotations to remain valid for 30 days from the date issued, Any applicable taxes are to be shown separately. 3. Proposal Evaluation 3.1. Compliance Proposals must be received prior to the closing time and date. Proposals will first be reviewed for compliance with the criteria of this RFP; any Proposal not complying with the criteria may be considered non compliant and not receive further consideration. 3.2. Evaluation Matrix The Town will evaluate the proposals on the basis of project understanding and methodology, qualifications of the proponent, past performance, and price. The following evaluation matrix will be used in establishing Proponent scores: Criteria Weight Rating Score Project Understanding and Proposed Solution 30 Firm History, Experience & Client References 20 Additional Available Services 10 Proposal Costs, both initial and annual reoccurring 40 Total /1000 3.3. Ratings and Scoring Proposals will be evaluated and ranked according to the outline below. The evaluation will be based on a 0 to 10 scale. The score of each criterion will be determined by multiplying the criteria weight by the rating. The sum of all scores will be the total score. The Town reserves the right to reject any proposal that receives a rating of two (2) or less on any criterion. Rating Description Exceeds expectations; Proponent clearly understands the requirement, 10 excellent probability of success. Somewhat exceeds expectations; Proponent has a very good understanding 8 of the requirement, very good probability of success. Meets expectations; Proponent has good understanding of requirement, 6 good probability of success. Somewhat meets expectations; minor weakness or deficiencies, Proponent 4 understands the requirement, fair probability of success. Does not meet expectations or demonstrate understanding of the 2 requirements, low probability of success. Lack of response or complete misunderstanding of the requirements, no 0 probability of success. 3.4. Description of Criteria 3.4.1. Project Understanding, Proposed Technology Page 4 of 14
Proponent s understanding of the key requirements and the methodology used in undertaking the project will be evaluated. 3.4.2. Firm History, Experience & Client References Proponent s experience implementing systems for similar sized organizations will be evaluated including checking of references provided. 3.4.3. Additional Available Services Proponent s response to optional available services and/or solutions as listed in section1.2 will be evaluated. 3.4.4. Proposal Costs Cost ratings will be determined by the price proposal price as follows: Lowest Price Cost Rating = x 10 Proponent Price 4. Planned Schedule RFP issued May 3, 2017 Final date for Question submittal May 10, 2017 Closing date for Submissions May 18, 2017 at 12:00 p.m. (Noon) MDT Proposal Selection & Award May 24, 2017 Please note that with the exception of the closing date, this schedule may be subject to change. Every effort will be made to notify all involved parties of any changes to the schedule. 5. Submissions 5.1. Statutory Requirements The proponent acknowledges that any information or documents provided by it to the Town may be released pursuant to the provisions of the Freedom of Information and Protection of Privacy Act. This acknowledgement shall not be construed as a waiver of any right to object to the release of any information or documents. The proponent should familiarize themselves with all provincial legislation and regulations, Town bylaws and policies or such other matters that may affect their proposal. 5.2. Questions All questions regarding this RFP must be directed to the project manager at least four working days prior to the closing date. Enquires will be recorded and may, at the Town s discretion, be distributed to all known proponents participating in the RFP. A proponent has the responsibility to notify the project manager of any ambiguity, error, omission, oversight, contradiction or any item open to interpretation in this RFP, as it is discovered, and to request instruction, a decision, or direction required in preparing their quotation. If required, the Town s reply will be Page 5 of 14
in the form of an addendum, a copy of which will be forwarded to all known proponents prior to the deadline for quotation submission. 5.3. Addenda Addenda may be issued by the Town up to two days prior to the stated deadline for submissions. All addenda become part of the Request for Proposal and must be acknowledged in the proponent s response. 5.4. Proposal Amendments Proponents may amend or withdraw their quotation prior to the closing date by submitting written notice to the project manager. All proposals become irrevocable after the closing date. The onus is on the proponent to ensure timely receipt by the Town of any modifications to what has been quoted. 5.5. Closing Date Extension The Town may, by written addendum, extend the time for receiving of the responses. 5.6. Confidentially of Evaluation The Town of Canmore routinely releases a list of bidders, the successful bidder and the amount of the successful bid. Information contained in proponent submissions are protected by Section 16, 17, 24 and 25 of the Freedom of Information and Protection Act. Protected aspects of each proposal will be kept confidential. Proposals will be evaluated by Town of Canmore employees only and no detail of any proposal or evaluation will be disclosed without prior notification and where applicable, the consent of the Proponent. 5.7. RFP Acceptance and Rejection Proposals received after the specified time on the closing date will be rejected. Responses which do not meet a minimum level of quality against the above criteria will not be considered. The Town may disqualify responses that are incomplete. The lowest quotation will not necessarily be the winning quotation. The Town reserves the right to: award the RFP in part or in whole to one or more proponents; accept or reject any or all proposals and to waive irregularities and informalities at its discretion; and withdraw the request for proposals. By submitting a proposal, the proponent waives any right to contest in any legal proceeding or action the right of the Town to award the project to whomever it chooses, in its sole discretion, and for whatever reasons the Town deems appropriate. Page 6 of 14
Map Overview Page 7 of 14
Access Point deployment by Building Civic Centre 1 st Floor Civic Centre 2 nd Floor Page 8 of 14
Elevation Place 1 st Floor Page 9 of 14
Elevation Place 2 nd Floor Page 10 of 14
Firehall Page 11 of 14
Public Works Page 12 of 14
Rec Centre 1 st Floor Rec Centre 2 nd Floor Page 13 of 14
Senior s Center 1 st Floor Page 14 of 14