Response to Questions from E-Rate RFP Vendor meeting Tuesday, January 4, 2005 1:00 PM
William G. Andrekopoulos Superintendent Milwaukee Public Schools James Davis, Director, Department of Technology
ADDENDUM NUMBER 1 - January 6, 2005 To the Request for Proposal‟s For: RFP 449 through 457
ALL RESPONSES TO RFP’S 449-457 ARE DUE AT 10:00 AM CENTRAL TIME ON JANUARY 13, 2005 PURSUANT TO THE NOTICE OF DUE DATE CHANGE DATED JANUARY 6, 2005.
PLEASE NOTE: As part of each proposals response all respondents shall include written confirmation or written acknowledgement of this addenda and due date change on company letterhead.
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This Addendum is issued to modify, explain, or correct the original Request for Proposal and is hereby made a part of the Contract Documents. This Addendum is only available through the MPS E-Rate listing web page. http://www2.milwaukee.k12.wi.us/e-rate/ General Questions Q: In a letter from MPS to prospective vendors, dated December 13th, it was indicated that all ERate bids are due on January 10th at 10:00, however, the web page with the downloads indicates that some bids (specifically455 and 456) are due on January 13th at 10:00. A: MPS has changed the due dates for ALL posted E-Rate RFP‟s to 10:00 AM on Thursday, January 13, 2005. Originally some of the RFP‟s (449-454) were posted on December 10th and then more were posted on Dec 13th (455-457), thus the difference in due dates. RFP-449 Cisco SmartNet Maintenance Q: It appears that the request is only for the purchase of the Cisco Maintenance (re: section 1.2). However, later in section 1.4 it appears you are looking for a vendor who also has 7X24X365 technical support and can respond to any network outage in (4) hours. The two sections above appear to be mutually exclusive of each other and separate services. In the past RFP‟s from Milwaukee Public Schools (MPS) for the Cisco SmartNet, it was determined in fact, MPS only
needed to buy the Cisco SmartNet contracts (not an additional tech support service and network outage service). Is this still the case? A: RFP 449 Cisco SmartNet Maintenance is for replacement parts only on the 113 - 90% eligible erate schools Cisco 5500 switches. MPS is also asking the vendor to extend the same pricing to the 55 non-erate funded MPS schools. . In addition MPS is not requiring 4 hour response time but next business day service on parts. Typical Cisco 5500 configuration are listed below:
Typical BackBone Site Cisco 5500 Chassis Module-Type 1000BaseX Supervisor IIIG MM OC-3 Dual-Phy ATM 10/100BaseTX Ethernet Route Switch 100BaseFX MM Ethernet 100BaseFX MM Ethernet 100BaseFX MM Ethernet 100BaseFX MM Ethernet ASP/SRP (see hardware listing for ATM below) Other SUP Modules that are used are Other 10/100BaseTX Ethernet Modules used are Other 100BaseFX MM Ethernet Modules used are -
Mod 1 2 4 5 6 7 8 9 13
Slot 1 2 4 5 6 7 8 9 13
Module WS-X5550 WS-X5158 WS-X5224 WS-X5302 WS-X5236 WS-X5236 WS-X5236 WS-X5236
WS-X5530 WS-X5534 WS-X5225R WS-X5201
Slot 10/0 10/1 11/0 11/1 12/0 12/1 13/0 13/1
Typical BackBone Site ATM Hardware Listing Ctrlr-Type Part Number CE-T1 PAM 73-2176-03 QUAD DS3 PAM 73-2197-03 B0 CE-T1 PAM 73-2176-03 QUAD DS3 PAM 73-2197-03 B0 CE-T1 PAM 73-2176-03 155MIXED PAM 73-2168-02 ATM Swi/Proc FC-PFQ 73-1402-07 73-2281-04
Module WAI-T1C-4RJ48 WAI-T3-BNC WAI-T1C-4RJ48 WAI-T3-BNC WAI-T1C-4RJ48 WAI-OC3-1S3M L1010-ASP-BFCPFQ L1010-ASP-BFCPFQ
Slot 11/1 12/0 12/1 13/0 13/1
Typical Edge Site ATM Hardware Listing Ctrlr-Type Part Number QUAD DS3 PAM 73-2197-03 B0 CE-T1 PAM 73-3914-01 155MM PAM 73-1496-03 ATM Swi/Proc 68-0651-01 FeatureCard1 73-1405-05
Module WAI-T3-BNC WAI-T1C-4RJ48 WAI-OC3-4MM L1010-ASP-B-FC1 L1010-ASP-B-FC1
RFP 450 Novell Operating System SLA Q: .In section 1.2 on page 13, it states the Project Description is for an Agreement only. Then in section 3.19 under Acceptance, it discusses installation and configuration of equipment. Do you need pricing for the license agreement only or for licensing and installation across the district? If you need installation, can we submit a bid for licensing only? A: MPS is asking for license agreement pricing only. No installation costs are required or necessary. Q: In section 1.2 it states the license should be for Netware only. Novell's School Agreement requires 1 of 4 bundles. Each includes Netware, but they all include a couple of different programs along with that. Which should we quote for this RFP? I've listed them below: -Netware, Groupwise, BorderManager, SUSE LINUX Enterprise Server for X86 -Netware, Groupwise, ZENworks Desktop Management,ZENworkds Server Management, SUSE LINUX Enterprise Server for X86 -Netware, ZENworkds Suite, SUSE LINUX Enterprise Server for X86 -Netware, ZENworkds Desktop manager, BorderManager, SUSE LINUX Enterprise Server for X86 A: MPS is requesting the Netware, ZENworks Desktop Management, ZENworks Server Management, SUSE LINUX Enterprise Server for X86 bundle. Novell has a formula for removing the other Netware bundled software in order to comply with the erate specifications/regulations. RFP-451 PBX Maintenance & Voice Mail Services Q: What is the Software release version on the PBX Systems? A: Backbone sites: Redundant SX2000 Microlight. Version of saved software: MS2012-F-NA00, Edition SX.T24.6.4 FD Edge site: Non-Redundant Mitel SX2000 Version of saved software: MS2012-F-NA-00, Edition SX.T24.6.4 FD Q: What is the Software release version on the Voice Mail? A: Baypoint software 6.1B RSD #3 Q: The configuration of the system (# of digital cards, analog cards, T1, etc) A: All backbone sites are Mitel SX2000 Redundant Light systems Version of saved software: MS2012-F-NA-00, Edition SX.T24.6.4 FD The cards within the PBX are as follows: (2) Main Controller IIIE cards
(18) Fiber interface cards (8) Power converters (2) CSM II cards (2) T-1 cards (6) DS1 Formatter cards (1) LS/GS card (1) E&M card (13-15) ONS cards (4-6) DNI cards All edge sites are Mitel SX2000 Microlight systems The cards within the PBX are as follows: (1) Main controller III E card (7-9) Fiber interface cards (2-4) DNI Cards (4-8) ONS cards (1) E&M card (1) LS/GS card (2) Universal T1 cards (1) DS1 Formatter card (1) Control resource card All peripheral nodes that should be included in maintenance coverage are co-located with the main system. There are no remote peripheral nodes. Q: Does MPS own the Site Event Buffers or must new ones be included (for monitoring) A: MPS owns them. Q: If MPS owns the seb's what make and model this includes the 3300's as well. A: Models SEBIHS 2.4 and SEBIHS 14.4 Q: What schools make up the 90%? A: See Link on RFP WEB Site Q: Are any of these schools part of the backbone? A: See Link on RFP WEB Site Q: Is OPS manager part of the maintenance? A: Yes Q: If so, we require the software level and the number of sites with OPS manager.
A: 4 Sites Ver. 6.1 RFP-452 Internet Service Provider Q: On RFP-452, paragraph 1.24 on page 7, it states that there are "leased lines to the SBC "653" central office at 5906 - 10 Ave, Milwaukee, WI". Is this a error? The 653 NXX works out of the Kenosha Main central office which is located at 5906 - 10 Ave, Kenosha, WI. A: Disregard the wording in this section. This section should read as follows: Section 1.24 General
The Milwaukee Public Schools operates a 160 site wide area network consisting of Cisco routers and switches in a redundant configuration. This network connects schools and remote sites for voice and data via a combination of SONET, DS-3 and DS-1 services provided by SBC. Internet access is currently provided by TDS (via a DS-3 from SBC) and WiscNet (via an OC3c from SBC). The WiscNet connection provides MPS with its access to Internet 2. RFP-453 Network Operating System Maintenance Q: Are we correct in understanding, that you are only requesting the hourly rates for on site field engineering services in RFP-453? A: Yes Q: RFP 453 - Page 14 addresses “Pricing and Recommended Approach in Sections 4.2 and 4.3” 4.2 references that the vendor needs to quote hourly rates for network cabling services. Assuming this is a mistake, what does MPS require in Section 4.2? A: Disregard the wording in this section. Section 4.2 should read as follows: 4.2 Recommended Approach. The proposal should: The vendor needs to quote their hourly rate for onsite network support services as described in section 1.2 Project Description including but not limited to: Installation Troubleshooting Parts replacement Re-configurations Q: Please clarify how MPS wants the pricing – is it straight hourly? A: Straight hourly based on 2000 hours.
Q: In the past, MPS asked for hourly rates for a network administrator and a senior network administrator and listed estimated yearly hours needed – can MPS specify what they are seeking? A: MPS is seeking the rate information for on onsite senior level network support for the equipment listed in section 1.2. Q: The RFP for Network Operating System Maintenance asks the respondent to “honor the unit prices quoted for an additional 55 Cisco 5500 and 55 Cisco 2610” under section 1.2. What does this refer to? If the purpose of this RFP is for services, then, what does this mean? A: Because erate covers those schools that have a free and reduced lunch rate of 90% first, MPS is asking that any pricing that is quoted for those 90% schools are extended to the non-90% schools which include an additional 55 MPS schools with essentially the same configurations. Q: Can MPS please clarify what is meant by Section 3.19 “Acceptance”? If this RFP is a “services only” RFP, then does this section apply? A: This is standard contract language and refers to vendors that may be providing equipment and training as part of their proposal. This section does not apply directly to this RFP. Q: The RFP indicates that there isn‟t a hub requirement – does MPS still require the responded to provide all HUB forms as indicated for Section 3 of the RFP? Additionally, in section 3.16, it states that HUB participation is a matter of bid responsiveness and that bids will not be considered if you have not met the requirement. A: A vendor certified as EBE may complete the HUB Affidavit of Business Status form. Complete both halves of the form, making sure to identify yourself as a Minority or Womanowned business, or both. Form must be notarized and returned to the HUB Program Office at P.O. Box 2181, Milwaukee, WI 53201-2181..The form is available on the E-RATE listings web page.
RFP-455 E-Mail System Q: Should we consider deployment of MAPI clients to Power Users currently using POP3 or IMAP4 A: Yes. A MAPI client for power users is a good assumption. Q: Of the current user number how many of those are considered concurrent. What of the envisioned environment? A: You can assume normal spikes in usage (morning, lunch, late afternoon). With the number of concurrent users at 1000, this may be high. The design should be flexible, to accommodate growth (e.g., increasing the number of front-end web servers).
Q: Is there a server standard that we should be accommodating in terms of hardware? A: MPS currently standardizes on Dell PowerEdge servers for Windows based applications. SUN Solaris for UNIX based application servers and HPUX servers as database servers and EMC for data storage Q: Is email for students as critical as that of Power Users? This may change how the data is backed up and/or logged. A: Student e-mail is not as critical. Backup is required, but flexibility exists (e.g., how mailbox stores are designed, recoverability requirements, etc.) Q: Where will the servers be located? Centralized or De-Centralized? A: Centralized at two data center locations 52nd Vliet and 66th and Capitol (approximately 5 miles apart). Q: What is MPS‟s preferred OS? Will MPS consider a full or partial Linux based solution? A: Sun Solaris and Windows 2003 Server. An open-source Unix-based system will also be considered. Q: These questions are necessary for an accurate and thorough response – when are the answers expected back? A: January 06, 2005. Q: Does MPS have any existing message stores (mailboxes) that need to be migrated as part of this effort. A: No data required to be migrated. This will be done on an exception basis by MPS. Q: The RFP (page 7) states that MPS currently has 38,000 current active email accounts. To properly configure the hardware environment, we need to know what the percentage of these users are concurrently active at any time. For example, if 3800 users are actively using email at any one time the concurrency rate is 10%. A: You can assume normal spikes in usage (morning, lunch, late afternoon). With the number of concurrent users at 1000, this may be high. The design should be flexible, to accommodate growth (e.g., increasing the number of front-end web servers). Q: Do we need to size the recommendation for the current usage (38,000) or for the proposed future requirements of 73,000 users. A: Current usage requirements, with room for growth to handle up to 73,000 users.
Q: What is the current email concurrency rate at MPS as it relates to current usage and future usage – both average and peak? A: This information not readily available. Q: Does MPS require that the hardware costs need to be spec'd out? If so, #3 needs to be answered. A: No. Q: Would a calendaring system, integrated with email, be of importance to MPS? If not, what calendaring system does MPS use? A: MPS currently utilizes Meeting Maker for calendaring. An integrated calendaring system is not a requirement. If the proposed e-mail solution comes with an integrated calendaring system, that cannot be unbundled, MPS would consider switching calendaring products. Q: Does MPS require any additional functionality such as Document Mgmt, “File”, Wireless & Voice, Web conferencing? Voicemail and fax? A: Not as immediate needs. Q: Does MPS require email access from outside the firewall? A: MPS requires e-mail be available internally (from the MPS network) and externally (from the Internet). The proposed e-mail solution should be planned for a DMZ infrastructure. Q: Does MPS use Outlook Forms? A: No. Q: How many Distribution Lists does MPS currently support or use? A: Approximately 500 distribution lists. Q: Please provide average message size A: 10 KB Q: Does MPS have a preference for the mail client? For instance, does MPS wish to continue using Eudora and Outlook or is MPS open to other alternatives? A: Eudora preferred, Outlook if available on client machines. Also open to cost-effective alternatives. Only “Power Users”, 5% of the users would require an e-mail client. Q: Do any MPS applications require Exchange or Outlook?
A: No. Q: Does MPS have any email archiving requirements established or is MPS governed by any body that has stated requirements? A: City Attorney. Seven-year retention. Q: What Anti-Virus and Anti-Spam platforms is MPS using – both at the server level and desktop? A: Symantec Anti-Virus Gateway v3.1.1.32 (Anti-Virus and SPAM blocking), Server Level, Symantec Enterprise Anti-Virus v8.1.1 and v9.0.2, Desktop SAV v9.02 Q: What version of internet browser(s) does MPS utilize? A: Mixed versions of Internet Explorer 4.x, 5.x, 6.x. Q: OID<->AD integration: MPS states this is currently in process. Does the consulting that we propose require that we address this integration? A: MPS was providing background information regarding its Directory Services infrastructure. The only requirement would be to integrate the proposed e-mail solution into MPS‟s Directory Services infrastructure for authentication purposes. Q: Who is performing the AD roll-out to the MPS schools? A: MPS internal staff. Q: NDS <-> OID integration: Do we as a respondent need to do anything in this area? Is MPS requiring that the services component address this integration? A: MPS was providing background information regarding its Directory Services infrastructure. NDS is being phased out. Q: Integration with Plumtree portal: Who is going to implement this? Is it just adding an email link to their existing portal or do they expect anything more than that. A: MPS will implement e-mail into Plumtree using portlets. The proposed e-mail solution must be compatible with the current e-mail portlets available from Plumtree. Refer to Plumtree website. Q: Email web client: They talk about both IE and Eudora? What is their primary client? A: Currently, Eudora is the primary e-mail client.
Q: Email Archiving: Please provide the details of their requirements such as individual mailbox archiving/mail domain level archiving, how often do they want to archive and how long do they want to retain the archives. What do they consider is a restore process? A: MPS is looking for guidance in this area. Seven-year retention requirement. Q: Their new email system would handle just IMAP or both IMAP and POP? A: IMAP-based or similar solution would be required. POP would be optional. Q: What is their current mail gateway? Is there a plan to use their current mail gateway in the new system? A: sendmail Q: What are the uptime requirements (99.5%?)? A: Yes. Q: MPS indicated that training should be considered as part of the response – can you specify if you mean „formal‟ training – who and how many are to be trained? A: MPS is looking for knowledge transfer training, or “informal” training, probably with 2 individuals. Q: MPS specified that the Email Storage (under separate RFP) is about 2 TB usable disk – yet if we calculate out 78,000 users – the required amount of storage seems much higher – what is MPS basing the storage requirements on? A: E-mail storage should be based on 38,000 users (Active Used E-Mail Accounts). Q: Does MPS plan to use Blackberry technology for Email? A: No. Q: Can MPS provide number of sites and # of users per site? A: Approximately 200 sites. # of users per site varies. Refer to RFP for total # of users. Q: What HUB vendors has MPS worked with that are Oracle certified both from procurement of product and services status? A: You may look at responses from past awardees to identify HUB firms they used in the Procurement Office, located in Room 1 of the MPS Central Services building. You may also contact the HUB Program Office for a list of certified HUB vendors in a specific area of product
or service. Please note, determination of vendor qualification is determined based on your organization‟s standard. Questions for RFP 456 – Email Storage Q: RFP 456 states that HUB participation is 0 % do we need to complete all HUB paperwork that is required (Proposal Response Section 3 Mandatory HUB Appendix A) A: Yes. Additional information about the prime company‟s ethnic/gender composition is recorded, as well as any “good faith” HUB vendor participation. Q: Does MPS consider EBE "Emerging Business Enterprise" as certified HUB partners? A: A vendor certified as EBE may complete the HUB Affidavit of Business Status form. Complete both halves of the form, making sure to identify yourself as a Minority or Womanowned business, or both. Form must be notarized and returned to the HUB Program Office at P.O. Box 2181, Milwaukee, WI 53201-2181..The form is available on the E-RATE listings web page. Q: RFP 456 Storage – Page 14 addresses “Pricing and Recommended Approach in Sections 4.2 and 4.3” 4.2 references that the vendor needs to quote hourly rates for network cabling services. Assuming this is a mistake, what does MPS require in Section 4.2? Assuming Section 4.3 requires pricing for the actual email storage, does the verbage change? A: Yes this is a mistake. The section should read as follows: 4.2 Recommended Approach. The proposal should: Provide a detailed quote for approximately 2 usable terabytes of data storage drives (mirrored) for our existing SAN environment as outlined in section 1.2 Project Description. Q: Specific to RFP #456 (Email Storage) – how many servers associated with email will be connected to the storage? What type/OS are the servers? (The RFP requires that any peripheral devices be included – we‟d need to know the required port count.) A: If vendor is submitting a proposal for E-Mail System, based # of servers and type on proposed solution. Otherwise, adjustments to e-mail storage quotes would be required upon selection of e-mail system to reflect any additional peripheral devices to be included. Q: Does the storage need to be based on current usage or future usage (statistics were provided in the email RFP) A: Current.
Q: MPS specified that the Email Storage (under separate RFP) is about 2 TB usable disk – yet if we calculate out 78,000 users – the required amount of storage seems much higher – what is MPS basing the storage requirements on? A: Refer to same question in E-Mail Section. Q: Please provide clarification on Section 3.19 - Does this section mean that MPS will pay for services related to the planning, design, installation and configuration of the system, but will not pay for license costs until after the acceptance period? Is the testing period described over and above the normal testing that occurs during a project of this type? Are we talking about acceptance testing? Please provide overall clarification of this section of the RFP. A: Yes, Storage planning, design, installation and configuration costs should be part of the response. No licensing costs are associated with this project. The testing period is not above and beyond the normal testing that occurs during a project of this type. RFP-457 Cisco 535 Firewalls Q: Please clarify the number of firewalls you are requesting in RFP-457. Is it 1 primary and 1 failover, or 2 primary and 2 failover? A: The Milwaukee Public Schools is interested in procuring two sets of Cisco 535 firewalls (2 primary and 2 failover)
PLEASE NOTE: As part of each proposals response all respondents shall include written confirmation or written acknowledgement of this addenda and due date change on company letterhead.
PLEASE RETURN THIS PORTION OF THE ADDENDUM IMMEDIATELY UPON RECEIPT BY WAY OF RETURN FAX
Mr. JASON COWAN–PURCHASING- ROOM 1 - Fax Number: (414) 475-8104
Division of Purchasing P.O. Box 2181 Milwaukee, WI 53201-2181 Receipt is acknowledged of ADDENDUM NO. 1, dated January 6, 2005 to the REQUEST FOR PROPOSALS – RFP 449 THROUGH 457, covering the sections named in the Scope of Addendum No. 1 and acknowledgment of due date change. Proposals due THURSDAY, January 6, 2005 at 10:00 A.M. FIRM: SIGNATURE: _________________________
ADDRESS: ______________________________TITLE:_______________________________ CITY: __________________________________DATE:_______________________________ STATE: ________ ZIP: TELEPHONE NUMBER: _____________________