Scope of Work - DOC 1 by 6ur85O


									Tucson Unified School District


        REQUEST FOR PROPOSAL 12-84-22

RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative       Page 2 of 34

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Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                                                                                      Page 3 of 34

Table of Contents

1     Statement of Purpose................................................................................................................... 4
    1.1      Background ..............................................................................................................................................................4
    1.2      Purpose of this RFP ...............................................................................................................................................4

2     Historical Perspective ................................................................................................................. 6
    2.1      Who We Are ..............................................................................................................................................................6
    2.2      Current Status of IT Infrastructure .................................................................................................................7
    2.3      Desire to Move Forward ......................................................................................................................................8

3     Vision for Modernization.......................................................................................................... 10
    3.1      Schedule and Timeline Expectations ........................................................................................................... 10
    3.2      Scope ........................................................................................................................................................................ 11
    3.3      Standards, Capacity, and Capability ............................................................................................................. 11
    3.4      Support for Operations Management .......................................................................................................... 12
    3.5      Migration from Existing Infrastructure ...................................................................................................... 12
    3.6      Sustainment and Continuous Growth and Improvement .................................................................... 13
    3.7      Internal Improvements to Support Modernization ............................................................................... 13

4     Scope of Work ............................................................................................................................... 14
    4.1      General .................................................................................................................................................................... 14
    4.2      Inter-Site (Wide Area) ....................................................................................................................................... 15
    4.3      Sites .......................................................................................................................................................................... 16
    4.4      Data Center Infrastructure .............................................................................................................................. 18
    4.5      Continuity of Operations .................................................................................................................................. 19
    4.6      Planning, Management, and Related Services .......................................................................................... 19
    4.7      E-Rate Considerations ....................................................................................................................................... 20
    4.8      Implementation Plan and Schedule ............................................................................................................. 21

5     RFP Schedule and Process........................................................................................................ 23
    5.1      Schedule ................................................................................................................................................................. 23
    5.2      Solicitation, Evaluation, and Selection Process ....................................................................................... 23

6     RFP Response Format ................................................................................................................ 25
7     Contact Information ................................................................................................................... 28

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                     Page 4 of 34

1 Statement of Purpose
1.1    Background
      TUSD’s IT infrastructure has fallen behind and is not adequately meeting the needs of the District. Our
      telephone system has experienced frequent outages and routinely insufficient capacity, WAN links are often
      at 90% or above capacity, and building LAN’s are not adequate for our schools. The data center’s
      infrastructure doesn’t meet the needs of our Enterprise Information Systems, and the overall IT infrastructure
      lacks sufficient redundancy to ensure acceptable levels of availability. There are critical single points of
      failure that place the District’s ability to continue operations at high risk.

      For the first time since 2002, the District has received commitments for significant E-Rate funding from the
      Schools and Libraries Division. While this welcome development provides much needed reimbursements for
      previously incurred expenses and basic upgrades to some school networks, the amount of work to be done to
      bring TUSD’s IT infrastructure to current standards is substantial. In short, we must improve our
      infrastructure, beginning this school year, and we are committed to that goal.

      In keeping with that goal, TUSD has launched a district-wide IT infrastructure modernization initiative. The
      scope of this initiative includes all data and voice telecommunications and networking, at the wide and local
      areas, and the internal and external (DMZ) data center infrastructure. Given TUSD’s size and complexity we
      anticipate a multi-year rollout. As the first major step in the initiative, TUSD conducted a Request for
      Information (RFI) process during the month of September, 2011. The RFI commenced with an Open Forum
      on September 8 at the Morrow Center, and concluded on September 22 , with several vendors having
      provided written responses that have been quite informative and helpful.

      While we must meet our basic IT Infrastructure needs with modern technology and services, we also intend
      to make every effort to meet the requirements of Arizona’s and the U. S. Department of Education’s
      technology expectations for a 21st Century capable school district. The solution(s) we ultimately acquire
      must be fully compatible with the Federal E-Rate program and be fiscally responsible overall. In particular, all
      "telecommunications services" (as defined by the 2012 E-Rate Eligible Services List) must be provided by a
      telecommunications carrier, or “common carrier,” who has filed FCC Form 499A. Interconnected VoIP and
      dark fiber are not subject to this rule. Moreover, to sustain the adequacy of our infrastructure over time, we
      will need a robust capacity model for the entire District that is flexible to meet our changing needs, as well as
      an effective maintenance and support program.

1.2    Purpose of this RFP
      This RFP represents the second major step in the Modernization Initiative. Its purpose is to solicit proposals
      from the vendor community for solutions meeting the District’s IT infrastructure needs over the next 5-10
      years. Specifically, our goal is to enter into a contractual partnership, by early March of 2012, with one or
      more companies that will work with TUSD to plan and implement district-wide data and voice infrastructure
      that will meet the 21 Century needs of our students, staff, and faculty. Within that overall goal, the District
      shall conduct an open and competitive process for soliciting proposals, evaluating them, and awarding the

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                    Page 5 of 34

     The District’s preference is to award a single contract, pursuant to this RFP, to a company that will meet all of
     the stated requirements either alone or as a prime contractor with vendor partnerships as necessary. That
     stated, the District is willing to consider making multiple awards resulting from this RFP if doing so is seen to
     be in TUSD’s best interests. The district reserves the right to award no contracts or to make contract awards
     contingent on approval of E-Rate funding.

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                  Page 6 of 34

2 Historical Perspective
2.1    Who We Are
      Tucson Unified School District is a large school district in an urban setting. The second largest district in
      Arizona, we serve approximately 52,000 students covering over 250 square miles (see Appendix A for more
      details). We share the same socio-economic status as the City of Tucson. The district-wide weighted E-Rate
      discount level is currently 78%. Additionally, over half of our schools are eligible for 90% discounts, with
      several more at the 80% level. These percentages do change over time in keeping with Tucson’s and the
      District’s shifting demographics.

      The District has many different types of technology customers.

              Teachers provide instruction to the students and assess student progress. Their uses of technology
               are widely varied and often very innovative. They use both academic and administrative software
               that can be server based, desktop based or online. There is a large and growing demand for high-
               bandwidth usage, such as video streaming, for teacher and students.

              Students engage in the learning process provided by the teachers. Their needs also are extremely
               diverse, often based on age and educational interests. As with teachers, they use a variety of
               software products – both academic applications and common-use tools - often much more
               extensively even than the teachers. Usage of technology is always heavy, and can increase at certain
               times of year, such as when assessments are implemented across all students and across all schools.

              Administrative front offices at each school not only run the schools but also provide communication
               between the school and the parents and community. They often are entering data or extracting
               reports from the same systems as the Administrative Departments. The usage of technology is

attachments and possible amendments, numerous references may have been made to products or services from
specific vendors, generally in the context of providing information about TUSD's existing telecommunications and
technology infrastructure. For example, it is noted that many of the desktops in use run the Windows operating
system and that servers support Active Directory. TUSD hereby strongly emphasizes its belief in open and fair
competitive bidding compliant with the rules of the E-Rate program as well as all applicable state and local rules,
without brand biases. Mention of brands is purely intended to convey functional or quantitative information about
the products and services in use; there is no implied mandate or preference toward particular brands or vendors.
For each such reference, either the phrase “compatible with existing" or the phrase “or equivalent functionality" is
hereby inserted by reference as appropriate to the context, especially where a description might be interpreted to
convey possible future services sought. TUSD seeks the most cost-effective solutions consistent with the RFP
requirements and does not prefer any manufacturer, vendor or brand.

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                    Page 7 of 34

               always heavy, but increases dramatically when certain mandates must be met such as inputting data
               for state required reports, or enrolling students at the beginning of the school year.

              Departments, such as Academic Leadership, Communications, Transportation, Human Resources,
               Accountability and Research, Technology Services, Food Services, Budgeting, Finance, Maintenance
               and Safety, provide planning and operational support for the entire district. They use many of the
               large enterprise systems of the District, such as the ERP system, student information system, bus
               routing, food services/POS, library and textbook management, and many others.

              The Public, which is made up of parents, guardians, and local communities, interacts with the school
               district at all levels through voice and data. Some of their needs can be cyclical, such as during heavy
               enrollment periods, tax credit donations, or calls to the schools or transportation office at the
               beginning of school to find out about the bus route for their student(s).

      Besides our different types of customers, the District also has many different types of building IT
      infrastructure needs. We have single buildings and complexes that house most of our administrative
      departments. There are only a few such sites but their demand for IT infrastructure is very high. We then of
      course have the schools, which vary widely in size, capacity, and physical configuration. TUSD includes
      elementary (some K-2, K-6, K-8 and other combinations), middle and high schools. Additionally, we have a
      number of alternative instructional centers, which tend to be much smaller, and we have one online school.
      On average (in 2011-2012) we have about 393 students in each elementary school, 643 students in each
      middle school, and 1494 students in each high school. Yet we have outliers, such as Tucson Magnet High
      School, which has over 3070 students, and our alternative programs only had 43 students on average last
      school year. Therefore, while telecommunications and networking standards are feasible and highly
      desirable, capacity demands and other specific infrastructure needs vary widely throughout the District.

      Furthermore, each school may have specific programs that require higher bandwidth capacity. For example, a
      special reading program might require each student to be online accessing special instruction. Or a high
      school media arts class might require each student to watch online videos and then create their own.

      To add to the diversity of our needs, our district has open enrollment. This allows students anywhere in the
      District to choose which school they want to attend, usually based on the special programs within the school.
      The school district is very proud of the over 100 different learning environments it is able to provide the
      Tucson community. Therefore, the schools will continue to be innovative in the ways they teach their
      students. This innovation, usually involves increased usage of technology and therefore IT infrastructure.
      TUSD schools will become even more diversified over time.

2.2    Current Status of IT Infrastructure
      In previous years TUSD has been plagued with issues affecting our ability to provide adequate IT
      infrastructure. Leadership within the school district has changed often in the past several years, resulting in
      frequent changes in direction and priority for use of funds.

      Until very recently TUSD had not received E-Rate funding for many years (since 2002 E-Rate funding year).
      This severely limited the District’s ability to upgrade its IT infrastructure. Much of our data and voice
      infrastructure was installed in the mid to late 1990’s. Many of our schools still only have a single T-1 WAN

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                    Page 8 of 34

     connection, severely restricting online systems, video-streaming, and other web-based content that can be
     used at those schools. Our telephony network is based on Passport hubs that are well past end of life and not
     directly upgradable. Moreover, since voice and data traffic shares the same WAN circuits those Passport
     hubs represent high risk, single points of failure for both voice and data. Overall, the severely limited capacity
     cannot meet instructional and administrative needs of the District. Additionally, our limited bandwidth and
     old equipment have reduced the District’s ability to meet requirements that will soon be mandated by the
     Arizona Department of Education or the Federal government, such as online assessments across all grade

     The most severe take away from this is that our teachers and students must engage in instruction and
     learning in an environment that currently does not approach commonly available 21 Century capabilities.

     TUSD recently received E-Rate funding commitments for three prior year submissions (totaling $10.2M), with
     a fourth expected in addition to the current 2011-12 funding request. We therefore have a variety of
     network projects in progress (see Appendix A for more details). In particular, during the 2010-11 school year
     we were able to upgrade WAN connectivity at two administrative centers and 24 schools (the new K-8 school
     also has high-speed infrastructure), using a combination of connections to the City of Tucson fiber network
     and a number of microwave radio links. This year we are upgrading an additional 34 sites’ WAN connectivity
     using microwave.

     Please refer to All TUSD Sites Data.xls, for details about our schools. We have provided detailed information
     about 8 “exemplar sites” within TUSD (Technology at Exemplar Sites.xls, Telephony at Exemplar Sites.xls and
     MDF and IDF at Exemplar Sites.xls). These sites were chosen because they collectively represent TUSD
     schools, as well as showcasing some of the differences within sites (grade grouping, WAN, number of
     buildings, etc.). We used a combination of the criteria found in columns F - Q in the All TUSD Sites.xls to select
     the 8 exemplar sites. Each other school is mapped to the exemplar school (All TUSD Sites Data.xls column E,
     Exemplar Site) that most closely matches its needs and configuration. Additional information about several
     schools has also been included. Note too that our server operating systems are all Windows based. Further,
     approximately 90% of the District’s desktops and notebook computers are Windows-based, with the balance
     being Macintoshes. Some Macintosh servers are utilized to manage Macintosh devices at several sites.

     Please refer to the TUSD Wide Area Network.pdf, TUSD Passport Network.pdf, and TUSD PBX and Passport
     Hub Data.pdf for further details regarding current infrastructure components. TUSD Data Center.pdf has
     details about our data center environment.

     2.3 Desire to Move Forward
     We are very serious about moving forward. As already mentioned, we believe we are back on track for E-
     Rate funding, and have created a new Technology Plan that focuses on rebuilding the Foundational
     Technology of the District.

     In the spring of 2011, TUSD established a Strategic Technology Planning Council made up of both academic
     and administrative personnel at the director and school principal level. This group, in collaboration with the
     CIO and other executive leaders, as well as with the Technology Services Department, developed the
     technology strategy and wrote the District’s new Technology Plan. The overall plan was coordinated with the
     Technology Oversight Committee (TOC), received Governing Board approval, and was forwarded to the

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                   Page 9 of 34

     Arizona Department of Education in June, 2011. The thrust for the 2011-12 school year is to increase the
     District’s Foundational Technology through various initiatives (IT infrastructure, end-user devices, servers,
     copiers and printers, security, maintenance, and external and internal web presence). The first and largest of
     these is the IT Infrastructure Modernization initiative, which is the subject of this RFP. Beginning with school
     year 2012-13 we expect to launch a series of mission-critical IT programs and systems designed to support
     academic needs and to drive improvements in student achievement.

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                    Page 10 of 34

3 Vision for Modernization
      TUSD leadership recognizes that this modernization initiative represents a significant and substantial
      investment of time, effort, and funding and will result in a great deal of change throughout the District. For
      this and many other reasons we have no intention of specifying or otherwise dictating a specific technical
      solution or set of technologies that interested vendors ultimately must propose. That is indeed why we
      launched the initiative with the RFI and Open Forum process.

      That said we do have a vision for what “modernization” means to TUSD and what we intend to accomplish
      with the initiative. Now that the RFI process is complete, we are in a far better position to transform the
      vision into a sensible and feasible set of requirements that not only faithfully represent the District’s needs
      but also clearly communicate to interested vendors and allow for the maximum breadth of open, meaningful

      The components of our modernization vision are summarized in the following sections.

3.1    Schedule and Timeline Expectations
      Given the size and scope of this initiative, we understand that a multi-year implementation is likely.
      Moreover, once a contract (or contracts) is awarded, time will be required at the beginning of the contract
      period for our vendor partner(s) to conduct detailed assessments across the District and at each site in order
      to facilitate development of precise engineering specifications. Also, the constraints of the E-Rate program
      are such that generally no E-Rate eligible services can begin or equipment be purchased until July 1, 2012,
      following contract award. (The E-Rate program does permit certain types of infrastructure costs relating to
      Priority 1 projects to be incurred before July 1, if specific conditions are met.)

      Due to the constraints of E-Rate and our desire both to maximize our E-Rate benefits and to modernize the
      entire district quickly regardless of E-Rate, we expect the project to evolve in multiple phases:

           1.   Some services may proceed between contract award and July 1, 2012. These could include items
                that are not E-Rate eligible such as planning and preparation as well as the capacity model that
                is necessary to the modernization effort. These may optionally include
                infrastructure implementation for sites whose discount percentages are so low as to make E-Rate
                Priority 2 funding highly unlikely.

           2.   A second phase of services will proceed during the Y15 E-Rate funding year, July 1, 2012 to June 30,
                2013. These will include Priority 1 services (telephone, long distance, Internet access, and WAN) to
                sites feasible as part of the planned roll-out, and Priority 2 services (Internal connections) to a
                selected set of sites. Since it is possible that we will not have enough detail at contract award time
                to complete the required Item 21 attachments for the Y15 application we suggest an
                implementation plan that, in this second phase, addresses those sites whose discount percentage
                is so low (< 80%) that E-Rate funding is highly unlikely. We would prefer that all Priority 1 eligible
                items be completed during this phase, if possible.
 For details, please refer to Step 6_ Priority 1 Components_ Timeline for Installation - Schools and Libraries –

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                     Page 11 of 34

           3.    The remainder of services will proceed during the Y16 E-Rate funding year, July 1, 2013 to June 30,
                2014. These will include Priority 1 and Priority 2 services at all remaining sites. By early in 2013 we
                will have and use detailed information to complete E-Rate applications for the Priority 2 services not
                yet implemented so that we may receive E-Rate discounts during the Y16 funding year.

           4.   Any Priority 2 services yet undone will be completed during the Y17 E-Rate funding year, under E-
                Rate funding to the extent possible.

      We are anticipating that once actual rollout commences, full implementation should be completed within 2-
      3 years. Depending on cost implications, a different rollout period may be preferable.

      At this stage in the process, we are open to any reasonable schedule that meets TUSD requirements, is cost-
      effective, and results in the entire district’s infrastructure modernized in no longer than 3 years, specifically
      by the end of school year 2013-14.

3.2    Scope
      As stated in Section 1, the scope of our vision and of this initiative includes all data and voice
      telecommunications and networking throughout TUSD, at the wide and local areas, and the internal and
      external (DMZ) data center infrastructure. In short, we envision district-wide telephony that is cost-effective
      and provides modern, reliable internal and external voice communications capabilities, a data
      telecommunications capability that fully supports academic and operational needs with sufficient capacity
      and 21 Century tools, and a data center network infrastructure that is fully secure and supports high-speed
      movement of data and transaction processing among multiple computing nodes.

3.3    Standards, Capacity, and Capability
      As described earlier, TUSD represents a wide variety of schools, departments, and programs that place broad
      ranges of demands on the IT infrastructure. While such diversity in demand is not unusual in any large
      enterprise, as a school district educating students of all ages and backgrounds we expect our teachers and
      instructional leaders to innovate on a regular basis. This results in a fairly rapidly changing landscape for
      which the capacity demands are difficult to predict.

      Nonetheless, successful implementation and sustainment of a modernized IT infrastructure requires a
      rational and comprehensive capacity planning model, so the development of such a model is a fundamental
      and early deliverable in our modernization initiative. The model should represent all sources of demand
      across the entire district – voice and data communications, information systems, environmental and safety
      controls, etc. Additionally, the model will need to be sufficiently flexible to accommodate changing inputs,
      such as student and employee populations, new and closing school locations, new or replacement
      information systems, etc.

      Regarding standards, we are convinced that with a robust capacity model and full understanding of our sites’
      needs, it is both feasible and desirable to establish detailed infrastructure standards that can be applied
      throughout the District. These standards should address everything from overall voice and data architecture

  Internal Connections projects may be completed through September 30 for a funding year running from July 1 of
the prior year to June 30.

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                     Page 12 of 34

      to equipment, numbers and types of drops per classroom, wireless access, cabling, power, etc. We intend to
      apply the standards developed during this project to support growth and additional modernization over the
      next 5-10 years.

      From a capability perspective, the District’s IT infrastructure must – at a high level – support development of
      a 21 Century learning environment for over 52,000 students and support all of the systems and tools
      required to operate a 9,000 employee enterprise efficiently. While we define capability needs more precisely
      later in this document, we are basing our thoughts around capability on current state and federal guidelines.
      Specifically, the Arizona Department of Education and the U. S. Department of Education have established
      requirements for fully integrating technology into the classroom. “In order to ensure that all students have
      the skills and capacity to solve the complex problems facing society today and in the future, Arizona’s
      strategic long-range technology plan makes a series of recommendations that guide efforts to enhance
      student learning through technology…” from the Long Range Strategic Goals, Transforming Education:
      Enabling Learning for All Arizona Students, The Arizona Long-Range Strategic Educational Technology Plan,

3.4    Support for Operations Management
      With limited staff it is essential for the District to consider all reasonable suggestions regarding how to
      manage and support infrastructure operations. Currently, TUSD has no real Network Operations Center.
      Visibility into the operational status details of the infrastructure is limited, as is our ability to remotely
      manage infrastructure nodes and other devices. Management of voice and data operations is not integrated
      at all even though the voice and data are more or less converged on the non-upgraded parts of the existing

      Therefore, we are open to suggestions from the vendor community with regard to a wide range of
      approaches to managing operations. Approaches may range from fully vendor-managed services to fully
      staffed and equipped internal (i.e. TUSD) management, or a combination of the two.

      Our vision is to establish and sustain the ability to provide infrastructure operations/services to a set of
      rational, 21 Century service levels. We are very interested in innovative approaches to achieving this.

3.5    Migration from Existing Infrastructure
      While much of the existing infrastructure is very old and in dire need of replacement, the District has been
      implementing a series of upgrades starting last school year and continuing this year. 17 sites are connected
      to the City of Tucson fiber network at 1Gbps capacity. An additional 11 sites were each connected last year
      to selected fiber-connected sites via microwave radio. Microwave bandwidths are 100Mbps for elementary
      schools, 300Mbps for middle schools, and 500Mbps for the one high school so connected. This school year
      we are upgrading an additional 34 middle and elementary schools with microwave links. Those upgrades are
      scheduled for completion by the end of February, 2012. We have the contract ability to extend the
      microwave upgrades to the remaining schools, and each of the radios is capable of supporting up to 1Gbps.

      Also as previously noted, the District recently received E-Rate funding commitments from the Schools and
      Libraries Division for LAN upgrades and improvements at several schools.

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                  Page 13 of 34

      While these upgrades are all important and are providing much needed additional capacity, we are willing to
      entertain suggestions for modernization that incorporate existing infrastructure components. Specifically,
      the District will consider proposals that:

              Fully incorporate existing viable infrastructure components into a district-wide modernization

              Initially incorporate existing infrastructure components but phase them out over a period of time,
               replacing them with new “district-standard” components;

              Replace the entire infrastructure from the beginning.

      TUSD clearly has a substantial investment in IT infrastructure, including the recent and planned upgrades.
      Therefore, the approach to dealing with existing infrastructure must in any case be cost-effective so that, to
      the extent practical and sound from an engineering perspective, the solution honors prior investments by
      TUSD and its funding sources including SLD.

3.6    Sustainment and Continuous Growth and Improvement
      Finally, the District is committed to sustaining and continuously improving its modernized infrastructure
      indefinitely. This means that we envision a solution that can grow gracefully with our needs over time. While
      technology capabilities and uses change rapidly and in some cases unpredictably, we do expect that over the
      next several years our modernized infrastructure will meet changing needs and be able to keep pace with
      growth. A robust capacity planning capability is essential to this, but the architecture itself must be
      sustainable and fully supportive of anticipated growth.

      Important components of sustainability that we envision are the other key “-abilities” – i.e. reliability,
      availability, and survivability. In addition to being old and fragile, our current infrastructure has almost no
      redundancy or other ability to recover from either natural or human-caused disasters. The ability to maintain
      availability and to recover from disasters is critically important to TUSD and even has a close relationship to
      the District’s ability to keep its students, employees, and visitors safe.

      Similar to the need for remote diagnostics and issue resolution tools, addressing growth and improvement
      requires the use of data collection and analysis tools. Such tools not only provide critical inputs to the
      capacity planning process, but also allow senior leadership to make informed decisions regarding planned
      upgrades and addition of entirely new capabilities in the infrastructure.

3.7    Internal Improvements to Support Modernization
      We understand that the vision and needs described above rely not only on a solid IT infrastructure
      foundation, but also on a firm and comprehensive set of policies, services management, and procedures. That
      is one reason the CIO has undertaken a transformational process within TUSD’s Technology Services
      Department. We are working on defining the organizational capabilities needed to provide IT services to the
      District based on industry best practices. Though early in this process, we fully expect it to improve the
      District’s ability to support the modernized IT infrastructure.

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                   Page 14 of 34

4 Scope of Work
      Please read and consider this section carefully. Its purpose is to describe detailed requirements that must be
      addressed in vendors’ proposals. While details are provided, much of the section remains fairly high level.
      This is in keeping with our desire to allow vendors to propose innovative solutions that are not tied to specific
      predetermined technologies. On the other hand, we do realize that a certain level of detail in requirements is
      necessary in order to enable respondents to include an appropriate Statement of Work and accurate pricing
      proposals. We believe that this section, along with associated appendices and exhibits, provides the
      minimum information necessary to meet this need.

4.1    General
      TUSD will consider proposals for planning, implementation, and management of a district-wide, centrally
      managed, unified network and telecommunications infrastructure that will support its 21 Century voice,
      data, content, and security needs. At minimum, proposed solutions must meet the minimum standards
      described in the Arizona Long-Range Strategic Educational Technology Plan, 2009, except where exceeded by
      TUSD requirements described herein.

      TUSD requires solutions that are transparent to the user, deliver high performance and reliability, are easy to
      maintain and configure, are effective, scalable and able to adapt to the changes that will occur over the next
      decade as technology takes a more active role in delivering curriculum and testing. We need the capability to
      implement the most up-to-date technologies so as to provide district-wide equitable access for all students,
      staff, and faculty. The Total Cost of Ownership (TCO), assuming continued availability of appropriate E-Rate
      funding, must be in keeping with TUSD’s responsibility to be a good steward of taxpayers’ funds.

      While the District is quite a ways from a true “one-to-one” teaching and learning environment, the trend is in
      that direction. Additionally, our schools are growing their use of 21 Century tools such as:

              “Smart Testing” or adaptive assessment
              “Electronic textbooks” and a variety of one-to-one devices and applications to support them
              Electronic learning systems, including assistive/adaptive technologies
              Mobility-based applications for voice, video and data services to provide instruction and
               communication resources to students, parents and teachers anytime, anywhere
              Online testing for Federal and State initiatives and assessments, including but not limited to Race to
               the Top (RTT), National Assessment of Educational Progress (NAEP), Arizona Instrument to Measure
               Standards (AIMS), etc.

      We are also interested in solutions that have the least negative impact to the customer. For example, we
      would prefer a solution that doesn’t increase noise or heat in the classroom. We prefer solutions that use
      open standards and specifications, allowing for easy integration with other technologies. Additionally, all
      aspects of the solution must include the ability to provide quick and easy district-wide disaster recovery.

      TUSD takes its responsibility for environmental protection seriously. We are interested in understanding the
      extent to which each vendor’s proposal employs “green” technologies and other environmentally responsible

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                    Page 15 of 34

      Specific top level requirements include the following:

              Converged (unified) voice, data, and content telecommunications within and connecting all TUSD
               sites to the Internet
              Combination of wired and wireless telecommunications with unified security for both
              Fully meshed (multi-path) connectivity
              Modern (i.e. IP based, 3G, 4G) telephony
              Robust ability to manage Quality of Service (QoS)
              Re-architected core network to replace the District’s main single point of failure (Cisco 6513 – see
               footnote 1) with a fail-safe solution
              Integration of fixed and mobile voice services, including security management
              High-speed, secure connectivity for all TUSD user populations, both throughout the District and to
               the Internet
              Robust support for user mobility
              Support for non-TUSD devices on a “public” portion of the network, both wired and wireless. Note
               that all aspects of the solution, both internal and public must remain CIPA compliant.
              Ability to grow aggressively in the direction of one-to-one computing for students over the next 5
              Sufficient capacity and robustness to support
                    o Voice and video streaming
                    o Web 2.0 capabilities
                    o Other 21 Century teaching, online assessment, and learning tools
              Ability to grow call center capacity substantially (i.e. queuing, call distribution, etc.) during peak
              Support for existing and planned Enterprise Information Systems (EIS)
              Capacity to support peripheral applications, such as GPS, RFID, Video Surveillance, Site intercoms,
               IVR, etc.)
              Assessment and redesign, if necessary, of the District’s Active Directory structure (see footnote 1)
              Applications support and provisioning
              Automatic provisioning of network configuration data and applications
              Support for building security and environmental controls
              Primary and backup support for emergency telecom services
              Capacity to support integrated, district-wide network and data management tools (monitoring,
               software application and anti-malware updates, data backups, etc.)

4.2    Inter-Site (Wide Area)
      Bandwidth/Capacity: As described elsewhere in this document, 17 sites currently are connected to the TUSD
      WAN via City of Tucson fiber at a speed of 1Gbps. 11 sites are connected to the WAN via microwave radio
      links, and 34 more will be connected by March, 2012. Microwave capacities are as follows:

              100Mbps for elementary schools
              300Mbps for middle schools
              500Mbps for one high schools (one only)

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      Proposals may incorporate these current WAN connections, but we ask bidders that do so to include
      schedules for upgrading all sites to a minimum of 1Gbps by the end of the 2013-14 school year. Otherwise,
      all new/replacement WAN connections must provide a minimum of 1Gbps bandwidth.

      Given the extremely limited bandwidth of TUSD’s current WAN, demand for high-bandwidth usage, such as
      video streaming (currently prohibited at T1 connected sites), large file transfers, audio streaming, etc., are
      either prohibited or at least artificially constrained. It is therefore difficult to model what demand for this
      type of usage might be in a modernized environment. At this point our operating assumption is that
      approximately 25-30% of a site’s user population might be engaged in high-bandwidth usage at any point
      during the school day. Usage may further increase as personal devices are allowed on the “public” network.
      Clearly, the trend in applications is moving toward cloud-based or at least central server-based distributed
      applications, so the modernized network must be able to support that trend initially, with the ability to grow
      capacity over time.

      Proposals may make use of existing WAN and LAN infrastructure. In any event, it is essential that proposals
      include all equipment, services and related costs associated with connecting the site infrastructure to the

      Internet Service Provider Bandwidth: TUSD currently has a contract with an external internet service
      provider. The bandwidth of the connection to the ISP is 800Mbps, upgradable to 1Gbps. While this
      connection speed is adequate for our current needs, it may be necessary in the future to increase the
      capacity beyond the 1Gbps level. Therefore, proposals may include, as an option, the replacement of the ISP
      connection sometime during the life of this contract. Please ensure that, if include, that option be priced

      CIPA Compliance: E-Rate eligibility and Federal law require that the District comply with the Children’s
      Internet Protection Act (CIPA). Accordingly, TUSD replaced its Internet Content Filtering solution in the spring
      of 2010. Since then, TUSD has been using multiple Cisco IronPort systems to comply with this requirement
      and has already adopted plans to implement outer anti-malware protection using products from Sophos and
      WebRoot. TUSD does not intend to replace our content filtering solution in this RFP. Vendors’ proposals
      should be compatible with these solutions.

      Multi-Path Capability: Current E-Rate/FCC rules state that equipment and services whose primary purpose is
      redundancy are not eligible for E-Rate funding. The District will have to decide, based on proposals received,
      when and where to acquire fully redundant capabilities without E-Rate support. However, SLD has also
      indicated that “route protect” technology is eligible under appropriate circumstances. At a minimum,
      proposals must incorporate route protection, multi-path technology or equivalent functionality in order to
      provide some measure of fault tolerance regarding WAN link availability.

4.3    Sites
      This RFP includes detailed descriptions of current infrastructure configurations and other information for
      eight “exemplar schools”. These schools were chosen because they collectively represent the spectrum of
      current conditions at TUSD schools. Each of the other schools is mapped to one of the exemplar sites so that
      vendors can develop the most effective and accurately priced proposals possible (short of conducting actual
      site walks for all sites, which will be possible after contract award). See All TUSD Sites Data.xls, Technology at

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     Exemplar Sites.xls, Telephony at Exemplar Sites.xls and MDF and IDF at Exemplar Sites.xls for this school
     As TUSD begins to implement instructional and assessment models that more closely reflect 21 Century life
     and experiences, the trend in our schools is toward maximum mobility and flexibility enabled with
     technology. Today, instructional spaces within schools are configured in a static manner; with most being
     traditional classrooms (with one or several computers in the room) and others configured as computer
     and/or science labs with approximately 30 wired computer workstations. In support of limited mobility, the
     District also deploys “COWS” (Computers on Wheels), essentially carts with docking stations, wireless access
     points, and up to 30 notebook computers or “mini-notes”. While reasonably effective, the COWS are limited
     in number and somewhat difficult for teachers to deploy in a timely manner. Additionally, virtual desktops
     are not expected to be implemented within the next four (4) years.

     Recently, TUSD has begun to implement other mobile learning situations that require more mobility and
     flexibility, such as project-based or blended learning models. While that trend is in its early stages within the
     District, it is real – the new Mary Belle McCorkle K-8 Academy fully supports project-based learning – and we
     expect demand for it to grow quickly. Such new instructional models increase the demand for one-to-one

     Online assessments are becoming a reality for TUSD, as well. By 2014 the Arizona Department of Education
     will require online delivery of the AIMS test. TUSD currently delivers some internal assessments online and
     that demand will grow quickly as well. It is infeasible to build and support enough dedicated labs to support
     widespread online assessments, so our modernized infrastructure must support rapid, non-intrusive
     reconfiguration of regular classrooms to support this requirement.

     At a more technical level, while most of our sites’ cabling is CAT 5 or CAT 5e, there is excessive daisy-chaining
     of intermediate switches, even to the point of violating spanning tree standards. We expect this
     modernization initiative to address building level cabling and switching deficiencies where appropriate.

     Following are specific requirements that vendors’ proposals must address:

              Internal network (LAN) capacity of at least 1Gbps.
              Site/campus-wide wireless access supporting at a minimum the 802.11n standard. Site-wide
               wireless coverage must extend throughout the entire site, or campus, including common areas and
               sports complexes.
              For copper cabling TUSD prefers to remain with category 5/5e cabling as opposed to category 6.
              Fiber cabling solutions should adhere to at a minimum the 50 micron, multi-mode standard.
              The District prefers to keep its site PBX’s; they may be upgraded or IP enabled as required.
              Use of existing TDM telephone handsets. Ultimately, the District will replace the handsets with IP
               devices, but initial implementation must make use of existing TDM sets.
              Normal office access to telephones. Each classroom must have direct access to telephone service.
              Site LANs that can support building security systems (door alarms, intrusion systems, intercoms).
              Site LANs that can support peripheral applications and devises such as GPS, RFID, video surveillance.
              Infrastructure support for rapid reconfiguration of classrooms and building use (both data and

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               911 emergency services. Caller locations must be identifiable to responders (regardless of telephone
                set movement) and backup emergency telecom must be available even during site or district-wide
                interruptions in primary telecom services.

       TUSD has the right to reasonable adjustments of minimum standards to match industry trends, provided that
       equivalent or greater functionality can be provided for equivalent or lower cost.

4.4      Data Center Infrastructure
       TUSD’s data center infrastructure is currently a significant bottleneck in general data telecommunications and
       in particular regarding backup operations. The server/platform environment itself consists of a variety of
       discrete servers (i.e. “pizza boxes”) and blades. Some platforms are virtualized, using both VM Ware and
       Hyper V technology. Off-server storage – which collectively amounts to approximately 150 terabytes – is
       stored on a combination of SAN and NAS devices. The District will be upgrading its SAN environment within
       the next 6-12 months. SANS solutions will not be considered as part of this RFP process.

       The data center’s telecom backbone runs at a maximum of 1Gbps, although that capacity is rarely actually
       available due to bottlenecks and other inefficiencies. Most internal data center traffic runs through the
       District’s single Cisco 6513 switch (see footnote 1), along with virtually ALL district-wide area traffic. This
       represents not only a high-risk single point of failure, but the 6513 is also highly over-subscribed, leading to a
       substantially high rate of packet loss and associated retransmission volume. The high volume of data center
       traffic switched by that device greatly exacerbates the problem.

       Many of the data center’s servers are old, with 10/100Mbps NIC’s. One hundred seventeen servers are being
       replaced within the next several months, and the additional capacity of the new servers will place an even
       greater load on the already over-taxed data center infrastructure. While the district is currently replacing
       some of its aging servers, servers are not within the scope of this RFP.

       Details of our current data center are in TUSD Data Center.pdf. For the next 3-5 years, the District will require
       sufficient flexibility within the data center to accommodate both discrete and virtualized environments.
       Further, our goal is server consolidation across the District, so we do expect to continue centralizing many
       servers that are currently deployed to non-central locations. That said, some of our remote servers will have
       to remain at school sites because of software licensing requirements. During the same period (3-5 years) the
       District also expects to implement several new and significant mission-critical information systems in support
       of academic and operational functions. The amount of data being moved throughout the data center is
       therefore expected to increase substantially – at least by 50% over the next 3-5 years.

       The following are minimum specific requirements to be addressed in vendors’ proposals:

               Minimum data center backbone telecommunications capacity of 10Gbps
               Re-architecting of core switching to minimize internal data center traffic (especially including backup
                operations) and eliminate the Cisco 6513 as a single point of failure
                Failover and avoidance of single points of failure (see next section)

    We understand that this is known to be ineligible for E-Rate but still an engineering best practice.

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4.5    Continuity of Operations
      TUSD currently does not have acceptable Business Continuity or Disaster Recovery Plans (BCP/DRP).
      Moreover, the existing data backup capability is home-grown and not sufficiently reliable. While the creation
      of BCP/DRP’s and acquisition of backup tools/capabilities are not within the scope of this RFP, it is essential
      that proposals address aspects of the infrastructure that will support and enable such plans and capabilities.

      Availability and disaster prevention are addressed elsewhere in this RFP, such as emergency telephone
      service, the requirement for multi-path connectivity, and avoidance of single points of failure. Nonetheless,
      while the District understands that E-Rate funds generally cannot be used to acquire redundant capabilities
      and/or equipment, we expect that vendor proposals shall include architecture design and implementation of
      capabilities that will provide capacity and capabilities for averting disaster and supporting effective district-
      wide data backup capabilities. To the extent that those aspects of a proposal require equipment or any other
      items not eligible for E-Rate funding, please price those items separately from E-Rate eligible items.

      For planning purposes, the district currently backs up approximately 600 gigabytes of critical data in nightly
      incrementals (data that has changed since the last full back up) at the sites. Additionally 2.8 terabytes of
      critical data is backed up in weekly full back ups at the sites. There is 66.83 TB of total DASD at the sites and in
      the future the district would like to bare metal back up (disk image back up) all of it monthly and back up the
      changes daily. In the data center, the district currently backs up 1.4 terabytes of critical data nightly and an
      additional 9.8 terabytes of critical data weekly. There is 83.32 TB of total DASD and in the future the district
      would like to bare metal back up all of it monthly and backup the changes daily. We expect these volumes to
      grow by at least 50% over the next 3-5 years.

4.6    Planning, Management, and Related Services

       4.6.1 Capacity Planning and Standardization
      After contract award, an early deliverable shall be a comprehensive and dynamic capacity model. This model
      shall address all aspects of our infrastructure voice and data, WAN, LAN and data center. The capacity
      planning model is also a tool that TUSD staff may continue to use to plan growth. The selected contractor(s),
      working with the District, shall also establish detailed infrastructure standards that can be applied throughout
      the District as renovations and new sites are designed. These standards should address everything from
      overall voice and data architecture to equipment, numbers and types of drops per classroom, wireless access,
      cabling, power, etc.

      Accordingly, proposals must include a section describing the approach for creating a capacity model.
      Infrastructure standards should be integrated within the model such that varying those standards – in a
      “what-if” scenario, for example – should be reflected appropriately in the capacity model. Vendor experience
      with capacity planning work as well as any special processes or tools available should be included as well.
      Please separate pricing for creating the capacity model from other pricing.

       4.6.2 Operations Management
      The District is open to a variety of managed service options from fully managed services to a combination of
      vendor managed services and TUSD managed services. Each proposal should discuss what managed services

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      the vendor is proposing, including how the services might be integrated with management of the District’s
      current technology, such as our fiber or microwave WAN (if the proposal includes plans to do that).

      We understand that many vendors differentiate themselves based on their unique services and offerings to
      their clients. This makes it difficult to compare, in an apples-to-apples manner, the managed services from
      different vendors. So, to help district staff better understand and compare the different options, we suggest
      that proposals break out operations management services to the smallest level of detail practical. Each line
      item should describe what is included and not included and what, if any, TUSD collaboration is needed.
      Please provide pricing at the same level of granularity. If any services are E-Rate eligible, such pricing must be
      in the proper E-Rate eligible part of the proposal’s pricing spreadsheet.

      Regardless of the specifics of Operations Management – i.e. whether fully vendor managed, TUSD managed,
      or a combination – it is essential that the management solution include a robust Network Operations Center
      (NOC) that has visibility with all infrastructure components throughout the district, and has tools and
      capabilities to manage remote components centrally. Voice and data management must be integrated. NOC
      tools must provide robust monitoring, diagnostic, and reporting capabilities.

       4.6.3 Service Levels
      Each proposal must clearly describe service levels associated with each service provided. Further, proposals
      must describe normal and emergency escalation procedures, as well as remedies for TUSD should service
      levels fall below one or more standards for a prescribed period of time or frequency within a timeframe. If
      there are pricing implications for optional service levels, please provide those in the pricing spreadsheet.

4.7    E-Rate Considerations
      The majority of the services and equipment is potentially eligible for E-Rate discounts, and TUSD intends to
      maximize its use of E-Rate funds throughout this initiative. The implementation schedule, projected E-Rate
      application windows, and wide variety of site-level E-Rate discount levels throughout TUSD necessitate an
      acquisition and rollout strategy that maximizes use of E-Rate funds while recognizing appropriate constraints.

      It is critical that bidders carefully note the following explanation:

      The District intends to award the contract (or contracts) for this work prior to the end of the upcoming E-Rate
      application window – that is, in early March of 2012. TUSD’s E-Rate application for school year 2012-13 will
      therefore include all E-Rate eligible services and equipment acquired under this contract(s) and projected for
      implementation in that year. We recognize, however, that since Priority 2 requests require a great deal of
      specificity regarding equipment, cabling, etc. on a site-by-site basis, and that those details cannot precisely be
      known at contract award time, the District will not submit a Priority 2 request (with respect to this initiative)
      for school year 2012-13. Instead, we will provide vendors with a list of school sites whose E-Rate discount
      rate is less than 80% and for which we can reasonably assume will never receive E-Rate funds. We will work
      with the selected vendor to begin site infrastructure upgrade work on those sites as soon as possible after
      contract award. We will plan site infrastructure upgrades for all remaining schools with higher discount rates
      for school year 2013-2014 and will include the associated Priority 2 E-Rate requests in the submission for that
      school year (likely in March of 2013).

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      The District does intend to include requests for eligible Priority 1 services associated with this initiative and
      contract award in March of 2012 for Priority 1 work to be performed during school year 2012-13. Other
      things being equal, for proposed services eligible for Priority 1 E-Rate discounts, TUSD has a preference, but
      not a requirement, that any required Customer Premise Equipment [CPE] meet the SLD requirements for
      treatment of the CPE as Priority 1. For details, please refer to:

      In view of this strategy, we ask that vendors note and adhere to the following in their proposals:

              Price all E-Rate eligible services and equipment separately from ineligible items.
              Show pricing for eligible Priority 1 items separately from eligible Priority 2 items.
              Provide pricing for Priority 2 items on a per-site basis. That is, based on information provided in this
               RFP, provide a per-site price for each site itemized in All TUSD Sites Data.xls.

4.8    Implementation Plan and Schedule
      The following is a general, high-level post contract award implementation schedule. Proposals should
      generally conform to this schedule, but there is considerable flexibility for modification where required.
      Proposals that require significant variation from this schedule should include detailed rationale for the
      adjustment, including any pricing and/or E-Rate application implications.

      Details regarding site-specific rollout schedules will be developed in partnership between the winning
      vendor(s) and TUSD staff after contract award.

              Year 1 – Contract Award through June 30, 2012

                    o    Initial planning and development of detailed project plan, including site-specific rollout
                    o    Finalization of architecture, design details
                    o    E-Rate request for school year 2012-13 (Priority 1 only)
                    o    Development of capacity model and district infrastructure standards documentation
                    o    Site walk-through for Year 2 sites
                    o    Central/core network implementation and core Priority 1 work
                    o    Priority 1 and 2 project implementations at sites with E-Rate discounts lower than 80%

              Year 2 – July 1, 2012 through June 30, 2013

                    o    Priority 1 and site work at less than 80% discount sites completed from prior year
                    o    Detailed site design completion for sites with greater than79% E-Rate discount level
                    o    E-Rate request for school year 2013-14 (Priority 1 and 2)

              Year 3 – July 1, 2013 through June 30, 2014

                    o    Complete all Priority 1 and 2 work
                    o    Continuing delivery of completed Priority 1 services, district-wide

              Year 4 through 10 – July 1, 2014 through June 30, 2022

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                    o    Maintenance and services
                    o    Continuing delivery of completed Priority 1 services, district-wide

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5 RFP Schedule and Process
5.1    Schedule
      Following is the projected schedule for this RFP process. Dates are subject to change. If changes are
      necessary, TUSD Purchasing Department will provide updates.

               Jan 6 , 2012                      RFP Release
               Jan 12 , 2012                     Written questions to TUSD Purchasing Department
               Jan 13 , 2012                     Bidders’ Conference
                     th    th
               Jan 17 – 22 , 2012                Walk through of Exemplar Sites
              Feb 6th, 2012                     RFP Proposals Due

5.2    Solicitation, Evaluation, and Selection Process

       5.2.1 Proposal Solicitation
      The RFP execution process begins with the release of this RFP by TUSD. We will post the RFP on the TUSD
      website, as well as emailing it to appropriate vendors on the TUSD vendor list. Additionally, the Schools and
      Libraries Division will post the corresponding E-Rate form 470 on the USAC/E-Rate website. Upon release of
      the RFP, all communications must be directed to the TUSD Purchasing Director, Mr. Leon George
      (, 520-225-6094).

      TUSD’s Purchasing Department will host a Vendor/Bidders’ Conference at the District’s main administration
      building. While we encourage all potential bidders to attend, attendance is not mandatory. The purpose of
      the Bidders’ Conference is to allow potential bidders to ask questions about the RFP contents and process.
      TUSD staff from Purchasing and Technology Services will be present to answer as many questions as possible.
      All questions and answers – including those that cannot be answered on the spot – will be captured in writing
      and sent to all vendors who provide contact information. To ensure all questions are answered, we
      encourage companies to submit written questions to the Purchasing Department prior to the Bidders

      To allow vendors an opportunity to review the 8 exemplar sites, TUSD will allow vendors, if they choose, an
      opportunity to walk the 8 sites. We will post a confirmation of those date and the exact locations and time of
      each walk through shortly after the RFP release.

       5.2.2 Proposal Evaluation
      TUSD process will be compliant with the purchasing rules of Arizona and SLD.

      A Statement of Work (SOW) shall be submitted with each proposal. The SOW must include all elements that
      will be part of the final negotiated price. During the BAFO process, the selected finalist is entitled to ask
      clarifying questions that may be used to update final pricing on listed items. However, there is no ability to
      negotiate any aspect of the SOW after the BAFO process is complete. Also, once proposal evaluation begins
      no new items may be added to a proposal; any new work items require a separate bid/proposal solicitation
      process. Therefore, TUSD shall favorably weigh proposals that offer SOW’s that are complete, detailed, and
      unambiguous relative to the requirements stated herein.

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       5.2.3 Selection Criteria
         They are listed in the RFP in Section 1. INSTRUCTIONS TO OFFERORS.

       5.2.4 Questions about the RFP Process
         See the section in the RFP entitled III. SPECIAL TERMS AND CONDITIONS

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6 RFP Response Format
     The written proposal includes all items to be included in the vendor’s response to this RFP. We ask that these
     be included in your proposal with folder tabs delineating each section, and section markers indicating the tab.

     Each bidder must supply one original proposal marked with the company name and “ORIGINAL” on the cover
     in large, easy-to-read read letters and twelve (12) full copies of each proposal, each marked with the
     company name and sequentially numbered “COPY NO. 1”, “COPY NO. 2”, “COPY NO. 3”, etc on the cover in
     large easy-to-read letters. In addition, we require one electronic copy of the written proposal on CD, DVD or
     Flash Drive. The electronic copy of the written proposal may be in Microsoft Word or PDF. The Excel
     Spreadsheets must be returned in Microsoft Excel® version 97-2003 or 2007 format, even if also included in a

     The following paragraphs prescribe the overall organization of RFP proposals.

     Tab 1: Executive Summary
     In this section the vendor shall submit an executive summary, briefly discussing the history of the company,
     address, and how long the company has been providing the specified services. Also in this section, please
     give an overview of the proposed services, highlighting aspects of the proposal which make it superior or
     unique in addressing TUSD’s needs. Finally, please provide a summary of the company’s experiences within
     education in general and, if applicable, the K-12 education market in particular.

     Tab 2: Statement of Work (SOW)
     As every vendor likely has a standard format for their Statement of Work, we do not dictate the order in
     which the SOW must be organized. At minimum, the following topics are required:

              Description of the Proposed Solution and How it Meets TUSD’s Needs
              Architectural Description
              Capabilities and Capacities of the Solution, in General, Wide Area, Sites, Data Center, and
               Management Services
              Standards and Protocols Employed
              How Continuity of Operations is Maximized and Single Points of Failure are Minimized
              Service Level Agreements, including Escalation and Remedies
              Use of Existing TUSD Infrastructure, as Applicable
              Ability of the Solution to Grow
              Power and other Specific Facilities Requirements; include requirements for and pricing associated
               with any special power or facilities needs
              Description of E-Rate Eligible Services and Equipment, by Priority 1 and 2
              Approach to Capacity Planning
              Proposed Maintenance Services for a ten year period
              Overall Implementation Schedule
              Project Approach and Implementation Methodology, including Testing and Cut-Over
              Project Staffing Requirements for Vendor and TUSD

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              Other TUSD Responsibilities
              High Level Project Plan
              Project Deliverables
              Process and Pricing for Engaging with Vendor for Additional Services
              Change Order Process
              Other Terms and Conditions

     Tab 3: Cost Proposal
     Vendors should provide pricing based on the requirements and terms found in this RFP. Pricing must be all-
     inclusive and cover every aspect of the Project to include hardware and hardware warrantees and
     maintenance, software licensing and maintenance, other maintenance, implementation, training, travel and
     expense, and post go-live support. If additional space is required for the response, please add rows to the
     Cost Schedules provided in the Excel Workbook entitled VendorCost.xls. SOW and Pricing sheet must reflect
     all costs that TUSD will incur during the project and subsequent maintenance period.

     Tab 4: Vendor Background
     Each Vendor must complete the Vendor Profile and Background Matrix located in the attached Excel
     workbook entitled VendorResponse.xls. Bidders must be certain to include their E-Rate SPIN Number, FCC
     Registration Number, whether or not you or any of your partners are an Eligible Telecom Provider and
     evidence of up-to-date SPAC filing. Also, whether the organization or any officer of the company has ever
     been suspended or debarred from participation in the E-Rate program.

     Tab 5: Company Financials
     Publicly traded companies should provide audited financial statements for the past 2 years. Include annual
     reports and 10-K filings if available. If the responding company is the subsidiary of a large corporation,
     include the holding company annual report.

     Privately held companies that cannot disclose financial information should provide the company’s Dunn and
     Bradstreet Number and information in this section.

     The Excel Workbook VendorResponse.xls has further clarifying questions regarding company financials in the
     Vendor Profile and Background Matrix.

     Tab 6: Customer Base and References
     Using the Excel Workbook VendorResponse.xls, provide the total number of K-12 customers for whom the
     company has implemented similar infrastructure solutions, and which of those clients (by district name) have
     over 20,000 students.

     Provide a list of at least three K-12 entities of similar size to TUSD that have acquired and implemented a
     similar solution from the company that we may contact as a reference check. TUSD will contact these
     references only at the end of the selection process as part of the due diligence phase of Vendor selection.

     Include for each reference:

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              District Name Contact Name
              Contact Title
              Contact Address
              Contact Telephone Number
              Contact FAX Number
              Contact E-mail Address
              Number of Students
              Service/Solution Provided

     Tab 7: Vendor Partnerships
     If the solution proposal incorporates the services of one or more vendor partners, please list them in this
     section and for each provide a brief description of the role the partner will play in delivering and/or
     maintaining the solution.

     Tab 9: Requirements Satisfaction Matrix
     Each vendor is requested to complete the detailed requirements matrix as a part of its RFP response. The
     matrix (located in the VendorResponse.xls worksheet that accompanies this RFP) is designed to convey
     TUSD’s interests and requirements for functionality, capacity, etc. and provides an indication of the solution’s
     current capabilities and potential future state.

     Tab 10: Key Project Team Resumes
     Bidders must provide resumes for key members of the proposed implementation team, or resumes that are
     representative of the experience you intend to provide. The resumes provided should correspond with the
     list provided in the cost proposal. If representative resumes are provided in the proposal, TUSD will ask for
     the actual names and resumes of key implementation team members to be included in the selected vendor’s

     Tab 11: Required Forms
     Provide a signed copy of the Offer and Acceptance Page and all addenda. Proposals submitted without an
     original, signed copy of this document may be considered nonresponsive. Addenda are posted on the District
     web site

     Tab 12: Supplemental Information
     Provide any pertinent supplementary information regarding the company’s services or experience that may
     enable TUSD to become aware of the company's qualifications. Please use eco-friendly consideration and
     consumables when preparing the response. Elaborate brochures, expensive paper, bindings, visuals,
     presentation aids and packaging beyond that sufficient to present a complete and effective proposal are not

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                Page 28 of 34

7 Contact Information
     All communication regarding this RFP and the RFP process should be directed to:

     Leon George
     Purchasing Director
     Tucson Unified School District
     1010 E. 10 Street, Bldg. B
     Tucson, AZ 85719

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                Page 29 of 34

                                        Tucson Unified School District

                                                 Purchasing Services

                               REQUEST FOR PROPOSAL

                                                       APPENDIX A


    1. The Tucson Unified School District serves approximately 53,000 students.
    2. There are about 9,000 – 9,500 full and part-time employees during the school year.
    3. TUSD supports 55 elementary schools, 14 middle schools, 8 K-8 schools, 11 high schools, 7 alternative
       schools and 15 administrative locations.
    4. The District covers a 250 square mile area.
    5. There are approximately 20,000 end user devices on Windows and Macintosh platforms (not counting
       printers, scanners and copiers); approximately 200 servers in Operations and 400 site and dedicated servers.
    6. Please refer to Disclaimer Regarding Brand Names, in the main body of this RFP (see footnote 1).
    7. Details below are subject to frequent change and should be regarded as approximate, best current
       estimates (such as, say, number of computing devices currently in use).


We have enormous limitations due to our current IT infrastructure.
           a. Legacy devices more than 10 years old restrict usage. It may take the District up to three years to
              reach a point where all equipment is under warranty.
           b. Number of devices per location is limited by available bandwidth and hard wired/wireless access.
           c. Location of devices is limited by availability of hard wired/wireless access.
           d. Oversubscription of line cards creates phone line failure.
           e. Video streaming is unavailable to end users due to bandwidth constraints at sites with T-1 lines.


TUSD has multiple information systems required by students, faculty and administrative staff that use the IT
infrastructure of the District.

         Mission Critical Systems

                  Student Information System
                  Lawson ERP
                  PeopleSoft HR/Payroll (for another 18 months)

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative              Page 30 of 34

                  Timekeeping (Clocks/Kiosks – This launches in 12 months)
                  Transportation/Bus Routing
                  Library Circulation and Textbook Management
                  Food Services Management

         Secondary Systems

                  Professional Development Management
                  School Finances
                  Online Recruiting
                  Substitute Management
                  Maintenance and Technology work orders

         Classroom Systems
             (some require centralized databases)

                  Waterford
                  SuccessMaker
                  Plato
                  Achieve 3000
                  Rosetta Stone
                  Online Assessments

         Basic Capabilities and Communications

                  Email (MS Exchange®)
                  Web browsing
                  Video streaming
                  Video conferencing
                  Teleconferencing

Other centralized services include:
        Facilities (available at some sites based on system or building upgrades):
             o Intercom
             o Clocks and Bells
             o Building Controls (Fire, HVAC, Alarms, etc.)
             o Video Monitoring

            o Forefront (Anti-virus program)
            o WSUS (Windows Update Services)
            o Data Backup
            o End User Management (Altiris)
            o Data Collection
            o IronPort Content Filtering & Proxy Services

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                                  Page 31 of 34


    1. Telecommunications & Data Services:

              a.   voice services for the District’s +8,500 Telephones (including a Telephone in every Classroom)
              b.   E911
              c.   Voice Mail services and Teleconference Bridges
              d.   DSL = 1
              e.   DS3 = 13
              f.   PRI = 22
              g.   DS1 = 128
              h.   DID = 17,180
              i.   1FB = 515
              j.   CSU/DSU = 138
              k.   Passport = 108 + 8 closed sites
                             Nortel 6400 Series (6420, 6440, 6480)
              l.   PBX = 107
                             Option 81C - 1
                             Option 61 C - 3
                             Option 11C (now CSE 1000) – 98
                    PBX Software revisions
                             Release 23.55
                             Succession 4.5
                             Succession 7.5 (at McCorkle Elementary)

    2. Bandwidth distribution:
            a. 1 GB (Fiber) – 1 elementary, 2 middle, 10 high school and 2 service centers (District Office/LIRC)
            b. 800 Mbps – Internet connection from District office
            c. 500 Mbps – 1 high school
            d. 300 Mbps – 5 middle schools
            e. 100 Mbps – 5 elementary schools
            f. 1.5 Mbps – 42 sites (not part of the 2011-12 upgrade, see # 7 below)

    3. Projected Bandwidth Upgrades 2011-12. TUSD is in phase two of a planned network upgrade. The schools
         are currently connected via T-1 lines at 1.5 Mbps and will be upgraded based on bandwidth needs and
         District standards.
              a. 100 Mbps – 24 Elementary schools
              b. 100 Mbps – 1 Alternative school
              c. 300 Mbps – 9 Middle schools

    4.   Scheduled E-Rate Upgrades 2011-12:
             a. MDF/IDF – 33 locations
             b. IDF – 1 location
             c. Classroom /Wi-Fi – 9 locations

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative   Page 32 of 34

    5. WAN Devices:
           a. 73 Routers
               Cisco 2620 – 21
               Cisco 2621 – 18
               Cisco 3620 – 27
               Cisco 3640 – 4
               Cisco 3625 – 2
               Cisco 7206 – 1

    6.   LAN Devices:
             a. Managed Switches – 1051

                   Cisco 4506 – 3
                   Cisco Catalyst 355024 PWR – 1
                   Cisco Catalyst 356024 PS – 7
                   Cisco Catalyst 356048 PS – 31
                   Cisco Catalyst 37xx Stack – 112
                   Cisco Catalyst 2960S-24PS – 12
                   Cisco Catalyst 3560-12PC-S – 8
                   Cisco Catalyst 2924CR – 1
                   Cisco Catalyst 295012 – 29
                   Cisco Catalyst 295012G – 89
                   Cisco Catalyst 295024 – 1
                   Cisco Catalyst 295024C – 1
                   Cisco Catalyst 295024G – 105
                   Cisco Catalyst 295048G – 121
                   Cisco Catalyst 3508G–XL – 24
                   Cisco Catalyst 3512–XL – 36
                   Cisco Catalyst 3524–XL – 233
                   Cisco Catalyst 3524t–XL–EN – 1
                   Cisco Catalyst 3548–XL –52
                   Cisco Catalyst 355024 – 8
                   Cisco Catalyst 355048 – 29
                   Cisco Catalyst 3560-24TS – 5
                   Cisco Catalyst 3560-48TS – 9
                   Cisco Catalyst 3560-8PC – 31
                   Cisco Catalyst 3560-G24PS – 66
                   Cisco Catalyst 3560-G24TS – 1
                   Cisco Catalyst 3560-G48PS – 21
                   Cisco Catalyst 3560-G48TS – 2
                   Cisco Catalyst 6506 – 1
                   Cisco Catalyst 6509 – 9
                   Cisco Catalyst WSC 6504 – 2

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative                         Page 33 of 34

                   Cisco Catalyst 6513 – 1

              b.   Unmanaged Switches – Unknown
              c.   Managed/Unmanaged Data Ports – 70,852

    7.   Cabling:
             a. The District’s structured cabling is predominately CAT5/CAT5E
                     i. Less than 5% of Administration areas still have CAT3 cabling
             b. Connections between local campus building are mainly 62.5/125 micron multimode fiber
                     i. Some sites have updated 50/125 micron multimode fiber
                    ii. Connections to some portables rely on wireless bridges
    8.   Wireless:

              a.   Wi-Fi presence
                   High Schools – Computers on Wheels
                   Middle Schools – Computers on Wheels
                   Elementary – Computers on Wheels

              b.   Campus wide coverage
                   High Schools – 2
                   Middle Schools – 0
                   Elementary – 3
                   K-8 – 1
                   K-12 – 1

              c.   Sites with Wireless LAN Controllers
                   Cisco 4400 Series – 19
                   Cisco 5508 Series – 2
                   Cisco Wireless Service Modules – 3

              d.   Managed Access Points - 698
                   Cisco 1131 Access Points – 168
                   Cisco 1142 Access Points – 16
                   Cisco 1242 Access Points - 380
                   Cisco 3500 Access Point – 133

              e.   Unmanaged Access Points - 194
                   Cisco 1120 Access Point – 17
                   Cisco 1121 Access Point – 39
                   Cisco 1131 Access Point – 112
                   Cisco 1142 Access Point - 12
                   Cisco 1242 Access Point – 9
                   Apple AirPorts – 5

Tucson Unified School District
RFP for TUSD’s District-Wide IT Infrastructure Modernization Initiative            Page 34 of 34

    9.   Data Center:
             a. HP Brocade 4/8 SAN Fiber Switch – 2 (Fabric OS Version v5.3.1a)
             b. HP Brocade 4/16 SAN Fiber Switch – 2 (Fabric OS Version v6.2.0a)

Tucson Unified School District

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