Montgomery Independent School District Network Equipment Refresh Project Request for Proposal (RFP) RFP#: 12-13-16-10-B4 Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 1 of 13
Montgomery Independent School District 13159 Walden Road, Montgomery, TX 77356 REQUEST FOR PROPOSALS Network Equipment Refresh Project RFP #: 12-13-16-10-B4 The MONTGOMERY INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as MISD or the District, is accepting sealed proposals for the installation, configuration, and management of our network infrastructure equipment which is to include switches, routers, firewall, VPN, and DMZ to be installed in a phased approach. This solution will meet the needs of our district now and as we grow over the next ten (10) years at a minimum. Any resulting maintenance agreements shall be in effect for no less than one (1) calendar year from the date of installation and configuration completion as determined by MISD. Maintenance agreements may be renewed annually up to ten (10) years if the vendor and the District mutually agree and no increase in cost is incurred except for the growth of the District. Respondents must provide information for each item requested below. Proposal must be formatted by sections if specified below. Note any item you are unable to offer. MISD invites qualified vendors who are interested in being included in the District s vendor pool to submit one (1) original and two (2) copies of their proposal. FAXED AND E-MAILED PROPOSALS ARE NOT ACCEPTED. Sealed proposals, one (1) original and two (2) duplicate copies, must be received by the PURCHASING OFFICE before the hour of opening on the date specified. The original proposal must be in a three (3) ring bound binder and organized by specific sections listed below. FAILURE TO SUBMIT your RFP RESPONSE IN DUPLICATE WILL RESULT IN REJECTION OF OFFER. Any proposal received later than the specified time, whether delivered in person or mailed, shall be disqualified. There is no guarantee of award either expressed or implied. MISD reserves the right to accept one, parts of more than one, or none of the submitted bids if there is not a solution that adequately meets the technical, logistical, or budgetary needs of MISD determined solely by MISD. Any and all costs associated with preparing a proposal in response to this RFP is at the sole discretion and expense of the bidder. Note that the firewall, VPN, and DMZ proposed may be evaluated independent of each other. Please ensure you take this into consideration. This project is being implemented in a phased approach. The finalist(s) selected as part of this RFP process will be asked to move to the next step which is the final detailed review and contract and/or Statement of Work negotiations for phase one on the project. Minimum deliverables for this RFP is a quote for the required phase one deliverables located further in this document and a Gross Maximum Price (GMP) for all phases of the project. At this point, there are still no guarantees of award to any bidder either expressed or implied. No award of any agreement is final until approved by the MISD Board of Trustees. There is no obligation for the Board of Trustees to approve any proposal nor is there an obligation to seek the approval of the Board of Trustees for any proposal that does not fully meet the needs of MISD as solely determined by MISD. Any resulting agreement, contract or lease must include a Funding Out Clause if applicable. Regardless of length of agreement, any resulting contract for the acquisition, including lease, of real or personal property is a commitment of the District s current revenue only. The District retains the continued right to terminate the agreement or contract at the expiration of each budget period during the term of the contract without penalty should funding not be appropriated due to unforeseen budgetary shortfalls. The agreement or contract must be conditioned on the best faith efforts attempt by the District to obtain and appropriate funds for the payment of the resulting agreement or contract. By submitting a response to this RFP, you are acknowledging that you and any other co-entity who holds an interest in a resulting agreement or contract understand this clause and Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 2 of 13
agree that it will supersede any terms within a resulting agreement or contract. This clause cannot be altered without the express written consent of the MISD Board of Trustees. Any discrepancies found in this document will result in the option that most benefits MISD as determined by MISD. If this is unclear, please document any concerns in writing for clarification prior to submitting your proposal. For the purpose of this RFP, anytime the Montgomery High School campus is referenced, that is to also include all sports and agriculture buildings and the ninth grade center which is physically attached to Montgomery High School. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 3 of 13
Proposals must be clearly marked and the completed documents must be submitted to: Schedule of Events Montgomery Independent School District Attn: Kelly Cole, Purchasing Department RFP # 12-13-16-10-B4 Network Equipment Refresh Project 13159 Walden Road Montgomery, TX 77356 RFP Posting to Paper: November 11, 2016 Opening of Proposals: November 29, 2016 at 10:30am. Award of Contract: This will be determined at a later date, but if there is an award, it will be approved at one of the scheduled Board of Trustees meetings. Unless all proposals are rejected, there will be no information released as to the finalist until the proposal has been approved by the Board of Trustees. Discrepancies and Questions Any discrepancies found in this document will result in the option that most benefits MISD as determined by MISD. If this is unclear, please document any concerns in writing for clarification prior to submitting your proposal. All questions must be submitted in writing to RFP12131610B4@misd.org. The RFP number must be included at the beginning of the subject line. Vendors shall not contact any other district personnel with regard to the proposal process, status of evaluation, questions, or contents of proposals. Failure to abide by these requirements may be cause to reject the proposal of the vendor and/or all proposals. If Applicable, vendors who attend the Question and Answer meeting will automatically be listed as potential bidders and will automatically receive all responses to all properly submitted questions. All questions must be submitted before November 24, 2016 at 10:00am (timestamp on receiving computer). Response Format To have a proposal considered, you must respond to this RFP in the following format. The original proposal must be in a three (3) ring bound binder and organized by the specific sections listed below. It is recommended that your clearly separate firewall, VPN, and DMZ solutions in the sections below if you wish for them to be considered independent of switches and routers. Important Note: If providing a switch and routing solution, the proposal should assume the current drop count at each MDF/IDF will be replaced at a minimum one-for-one for that particular location. Any recommendations for upgrades should be made in section five (5) under options. Minimum deliverables for this RFP is a quote for the required phase one deliverables located further in this document and a Gross Maximum Price (GMP) for all phases of the project. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 4 of 13
Sections 1. Introduction - Introduction to your company. 2. Bidder Qualifications - Bidder qualifications as outlined under Bidder Qualification Deliverables excluding client references. 3. References - References as described in number three (3) and number four (4) under Bidder Qualification Deliverables. 4. Proposal Your detailed proposed solution including the total price at the end of this section. The total cost must include, at a minimum, deployment and reoccurring costs for one (1) year. Vendors should highlight any further quantity discount pricing or price breaks to the District based on volume purchases. This total price does not have to include any option that is not required to meet the stated deliverables. Your GMP, should you move to phase two, must also be included in this section. Minimum deliverables for this RFP is a quote for the required phase one deliverables located further in this document and a Gross Maximum Price (GMP) for all phases of the project. 5. Options - Any optional products and/or services related to your proposal that are not required to meet the stated deliverables. Please clearly itemize all optional costs. Options should not be included in the total price stated in section four (4). 6. Itemized Pricing - An itemized price schedule by service and product including options. This section is used to help better explain your costs if needed. It must though include the hardware and licensing costs associated with adding equipment or individual features to the solution after the original installation. For example, the cost of adding additional individual devices or new solution licensing for those specific additions of various types. All pricing must be guaranteed for a minimum of one (1) year. There are to be no hidden costs. This section MUST clearly indicate all associated costs including those for termination, implementation and configuration, and/or cost to remove devices at the end of any agreement should the devices not remain the property of MISD. 7. Reoccurring Costs This section must include all possible reoccurring charges, maximum percentage of increase per year, and a detailed description of the cost for years two (2), three (3), four (4), and five (5). You must include the cost of maintaining any component which will remain in place from the current solution if applicable to this RFP. 8. Warranties and Life Expectancies - Detailed description of all warranties and life expectancies of hardware and software proposed. Clearly identify if warranties and/or maintenance are provided by the manufacturer, the bidder if not the manufacturer, or a third party. You must include any manufacturer warranties and the life expectancy of components which will remain in place from the current solution if applicable. 9. Assumptions by Bidder- Assumptions / responsibilities of MISD, even if they are listed in section four (4). 10. Timeline - Projected timeline to complete implementation even if included in section four (4). 11. Service Level Agreements (SLA) The proposal must include detailed Service Level Agreements including up-time and response times itemized in this section. This section must also include concessions for not meeting those Service Level Agreements. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 5 of 13
12. Non-Deliverables The requirements and deliverables of this RFP will supersede any resulting agreement or contract. Any deliverable or requirement that cannot be met must be clearly identified in this section along with any alternate options for that deliverable or requirement. 13. Conflict of Interest The attached Conflict of Interest form must be completed and included with your proposal. Note about pricing. Any resulting contract must include fixed pricing for the life of the agreement (minimum of one (1) year, five (5) years preferred) with a guarantee that future pricing will not increase by more than five percent (5%) at each contract renewal. Each renewal must also contain a pricing guarantee for the life of the contract. Resulting contracts must include a set structured pricing formula for co-termed devices being added mid contract. The addition of new campuses mid contract can result in an additional contract for that one campus as long as all conditions and pricing meet the original agreement. Preference will be given to those proposals which guarantee pricing for the three (3) new campuses scheduled to open within the next four (4) years. Preference will be given for creative leasing agreements which include one year out renewal options if applicable. Bidder Qualification Deliverables 1. Documented minimum of five (5) year history of providing the services and/or solutions described (or equivalent) to commercial and or educational institutions in the Montgomery County area or areas adjacent to Montgomery County, Texas. (Preference is given for K-12 experience). 2. Bidders must be certified to implement and support a solution of this size by the manufacturer of the solution being proposed. Verification of certification is required. 3. Bidder must provide a minimum of three (3) client references, at the approximate user base as MISD, who have received the same or like services as described in this RFP from the bidder. (Preference is given for K-12 experience) 4. Provide a description of service provided to the clients listed in #3 above in sufficient detail for MISD to verify it is equivalent to the solution described in this RFP. 5. Bidder is to list any state or local purchasing or buying cooperatives to which they are a qualified vendor. a. Examples of such cooperatives are Texas DIR, TASB Buyboard, Region 4 Cooperative, etc. 6. Bidder is to note if they are a HUB as defined by the state of Texas. 7. Where not sealed by a court of law prior to the release of this RFP, document any K-12 or Higher Education entity in the state of Texas within the past five (5) years who has pursued any form of legal action to reclaim funds paid to the bidder, or sub-contractor of the bidder who will be expected to deliver any form of goods or services as part of your proposal. Failure to provide this information is grounds for the cancelation of any resulting contracts without penalty to MISD. 8. Vendors who are awarded contracts with MISD will be required to complete a Criminal Background Check and a Felony Conviction Notification form for all contractors physically working on MISD property. The Conflict of Interest form must be included in with your Proposal. 9. Bidder(s) shall be required to furnish a copy of their current Certificate of Insurance prior to any final contract approval if required by the District. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 6 of 13
Project Phases Phase One: Installing New Core Phase Two: Installing VPN solution Phase Three: Installing campus/building router and edge devices Phase Four: Upgrade firewall and DMZ Current Network Equipment MISD currently utilizes an assortment of Cisco equipment in our wired network which are listed below. Model Cisco 6506E Cisco 2621 Cisco 2851 Cisco ASA 5520 HP 2920 24G Cisco C2960 24PC S Cisco C2960S 24PS L Cisco C2960S 48FPD L Cisco C2960S 48FPS L Cisco C2960X 48FPS L Cisco C3560 8PC Cisco C3570 12S Cisco C3570G 12S Cisco C3750G 24PS Cisco C3650C 8PC S Cisco C3650G 24TS Cisco C3750G 48PS P Cisco C3750G 48TS Cisco C3750 12S Cisco C3750 24P Cisco C3750 24TS Cisco C3750 48TS Cisco C3750 48P Cisco C3750E 48TD Cisco C3750X 12S Cisco C3750X 24 Cisco C3750X 24P Cisco C3750X 48P Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 7 of 13
While a summary of drops is provided below, a full outline of MDF / IDF including switch counts and available ports per distribution location will be made available to qualified bidders only. Please follow the directions for submitting requests or questions. Number of Total Devices Total Switch Ports Total Ports Available 191 7166 1733 Deliverables: Phase One: Equipment (These are in addition to those specifics outlined in the Response Format section) MISD wishes to utilize the following equipment to upgrade our district core network routers. Bids must include configuration and installation at a minimum of 80 hours quoted. At the end of this phase, this new core equipment will be running side-by-side and communicating with our current Cisco network equipment in preparation for phase three of the project. Our physical locations will be phased off of our current network equipment onto the new network equipment without interruption to the end-users. We expect only fully qualified bidders to submit proposals. Configuration and installation must be provided by a product certified integrator. Proposals for equivalent products will be accepted. Specific requirements and/or deliverables (or equivalent): Part Description Quantity J9821A 5406R ZL2 SWITCH 2 J9829A#ABA 5400R 1100W POE+ ZL2 POWER SUPPLY 4 J9827A 5400R ZL2 MANAGEMENT MODULE 2 J9993A 8P 1G/10GBE SFP+ V3 ZL2 MOD 8 J9986A 24P 10/100/1000BT POE+ V3 ZL2 MOD 2 J9283B PROCURVE 10-GBE SFP+ 3M CABLE 4 J9151A PROCURVE 10GB SFP+LR TRANSCEIVER LIMITED 20 H1MW8E 5YR 4HR PC EXCH ARUBA 5406R ZL2 SW SVC 2 Deliverables: Phase One: GMP The following information is provided to assist the bidders with creating their Gross Maximum Price (GMP) for the remainder of the phases. MISD wishes to replace our current wired network infrastructure equipment which is to include switches, routers, firewall, VPN, and DMZ with a more robust, feature rich, and user friendly solution that has an expected manufacturer supported life of at least ten (10) years. MISD currently hosts an Aruba wireless infrastructure. Preference will be given to those solutions that include like Aruba wired components that are fully compatible with our wireless infrastructure or fully equivalent. MISD is expecting a turn-key solution which is engineered, implemented, and released to MISD in a fully ready to use condition. The Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 8 of 13
solution must be implemented in a phased approach while maintaining connectivity through the entire network (new and old) and without interruption to the users during normal business hours as defined by MISD. This would include performing any pre-proposal walkthroughs or assessments needed to provide a solution that meets the needs and goals of MISD. Part of engineering a proper solution includes knowing the MISD network environment prior to proposing the appropriate recommendations needed for a successful solution even if it is not a stated requirement or deliverable within this document. This includes, but not limited to security, power, bandwidth requirements, connectivity between sites, and switching requirements. Put in simple terms, the RFP is a guide, we expect you to be the expert which includes knowing what we do not know about a successful turn-key implementation. We expect only fully qualified bidders to submit proposals. All costs must be identified in the original proposal. Some of the specific requirements and/or deliverables for the overall project are as follows: The goal of your proposal should be to increase productivity while support cost. All proposed devices must be managed; the solution must include the ability to centrally manage all devices within the solution. SLA to include a four (4) hour resolution of technical issues without involvement of District Technology Staff. Detailed monthly health reporting is required. Quarterly solution reviews are required. These reviews/reports must include, but are not limited to, benchmarking, performance outages and other statistics that will help maintain the health and stability of the network. Preference will be given to the bidder who can fully support as an authorized manufacture service provider both our wired and wireless infrastructure after installation. The solution must include a plan and tools to manage and monitor the stability and performance of the network 24X7X365. The winning bidder must have the manpower to physically rollout each device in a timely manner as outlined in the final contract. Rollout can only be conducted on weekdays the District is open for business between the hours of 4:00pm and 12:00am CST when school is in session and 8:00am and 4:30pm CST when school is not in session. No single physical location or campus rollout may take longer than one day or longer than the allotted hours in any given day. It is your responsibility to ensure you have the resources to meet these requirements. The winning bidder must program all hardware devices to MISD standards and provide training on the management of all devices prior to the scheduled rollout dates and times. The winning bidder must also provide a fully trained resource onsite from 8:00am until 5:00pm for twenty (20) consecutive working days after the product is released to MISD. This resource should be expected to perform post install one-on-one and group end-user training and assistance based on the MISD configuration selected if applicable. All costs associated with this service including travel expenses between campuses must be included in the quote. This deliverable is in addition to any other requirement for training. All ports must support a minimum of 1Gbps Switches must conform to POE+ specifications (IEEE 802.3at PoE+) Power over Ethernet (POE) available to all ports supporting ensure devices Management via serial, Telnet/SSH, and web interface Port and VLAN based QOS configured by the solution provider Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 9 of 13
IEEE 802.1AB Link-Layer Discovery Protocol (LLDP) capable Port mirroring IPv6 connectivity capable Spanning Tree capable STP BPDU port protection Port trucking and link aggregation LACP (IEEE 802.3ad Link Aggregation Control Protocol) Preference given to solutions that offer lifetime hardware warranty at no addition cost Preference given to solutions that offer lifetime software feature updates, bug fixes, and patches at no additional cost Devices must be configured to support appropriate number of SFP Gigabit Transceivers that are full-duplex, hot swappable, supports fiber connections used at MISD without replacing or patching fiber, and supports the single and multimode fiber types used in our network. Outline of Support Deliverables Warranties / Maintenance / Service Unless otherwise stated in this RFP, all products and services must come with a minimum of one (1) year warranty and maintenance clearly detailed in your proposal. Preference will be given to solutions that include a lifetime warranty on products. All hardware and software must have the ability to be covered by a maintenance agreement throughout the expected life of the product. Warranties should be itemized in section eight (8) of your response. Reoccurring maintenance should be clearly outlined in section seven (7) as requested. Vendor must honor all manufacturer warranties at a minimum. Vendor will be required to perform full-service support for all solution devices within the pricing proposed. Vendor must perform all preventative maintenance services on all devices at the manufacturer s suggested intervals and will guarantee the use of only original manufacturer s parts and supplies. Vendor must maintain a four (4) hour service response, two (2) hour call-back, and four (4) hour on-site. The four (4) hour requirement is calculated from the time the first phone call is made for support to the vendor until the appropriately trained, manufacture certified technician is on site. The solution must include monitoring tools that are used by both MISD and the supporting service provider for proactive and (where appropriate) reactive problem notification. Preference will be given to the solution that will replace, without cost to the District, any device that has four (4) repeat service calls or there is more than a three (3) day delay in parts until the original device is repaired and recertified by the manufacturer. Preference will be given to proposals that agree to replace the defective unit outright, without cost to the district, if the device meets the above conditions for recertification more than once in its expected life within the MISD district. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 10 of 13
Additional Information Discrepancies and Technical Questions Any discrepancies found in this document will result in the option that most benefits MISD as determined by MISD. If this is unclear, please document any concerns in writing for clarification prior to submitting your proposal. All technical questions must be submitted in writing to RFP12131610B4@misd.org. The RFP number must be included at the beginning of the subject line. Vendors shall not contact any other district personnel with regard to the proposal process, status of evaluation, questions, or contents of proposals. Failure to abide by these requirements may be cause to reject the proposal of the vendor and/or all proposals. Vendors who attend the Question and Answer meeting will automatically be listed as potential bidders and will automatically receive all responses to all properly submitted questions. Proposal Evaluations In accordance with Education Code 44.031(b), in evaluating qualified proposals for contract award, Montgomery ISD will use the Best Value Method to determine the awarded Bidder(s). In determining Best Value, the District shall consider the following. It is not the policy of the MISD to purchase on the basis of low proposals alone. NOTE: Order does not represent priority: 1. Purchase price. 2. Reputation. 3. Value of Service Level Agreements. 4. Quality. 5. District s needs. 6. Past relationship. 7. Use of historically underutilized businesses. 8. Total long-term cost to the District. 9. For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: a. Has its principal place of business in this state; or b. Employs at least 500 persons in this state. 10. Any other relevant factor specifically listed in the request for bids or proposals. 11. Implementation timeline. 12. Experience designing, implementing, and maintaining switching and routing in a large enterprise environment with preference given to K-12 environments. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 11 of 13
Hold Harmless Vendor shall indemnify and hold MISD harmless from all claims for personal injury, death, and/or property damage arising from any and all causes whatsoever, resulting directly or indirectly from vendor s performance. Vendor shall procure and maintain, with respect to the subject matter of this proposal, appropriate insurance coverage including, as a minimum, public liability and property damage with adequate limits to cover vendor s liability as may arise directly or indirectly from work performed under terms of this proposal. Where deemed appropriate by the buyer the limits of coverage will be included in the Special Instructions/Specifications. Certification of such coverage must be provided to the buyer upon request. Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 12 of 13
CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person who has a business relationship with local governmental entity. FORM CIQ 2. Check this box if you are filing an update to a previously filed questionnaire. OFFICE USE ONLY Date Received (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No. Describe each employment or business relationship with the local government officer named in this section. 4. Signature of person doing business with the governmental entity Date Network Equipment Refresh Project RFP #: 12 13 16 10 B4 Page 13 of 13