Year 12 E-Rate Request for Proposal (Y12RFP) Sabinal Independent School District 409 W. Cullins Sabinal, Texas 78881 Ph: 830.988.2472 ext 130 Fax: 830.988.7151 Contact: Howard Karre, Technology Coordinator Email: howard.karre@sabinal.k12.tx.us Section 01: Introduction Sabinal Independent School District is soliciting sealed proposals for projects eligible for funding through the Universal Service Support Mechanism of the Schools and Libraries Division (E-rate) for Internal Connections. All projects and services will be for Year 12 of the E-rate Program. Section 02: Intent to Bid Interested parties are required to contact Howard Karre via email at howard.karre@sabinal.k12.tx.us. Notice of Intent window of submission will be, December 19th, 2008 thru January 19th, 2009 Subject line of message should state: Intent to Bid Y12RFP Body of the message should include: Name of Company: Contact Person: Contact Title: Address: City: State: Zip: Phone: Fax: Contact Email: Service Provider Identification Number (SPIN): Will bid for Internal Connections: Packages A, B and/or C With few exceptions Sabinal Independent School District seeks bidders to provide services on all Internal Connections components. Responders are encouraged to include a digital “Return Read Receipt” as no other confirmation will be provided for the receipt of the “Intent to Bid” message.
In the event addendums or clarifications are required for this (RFP), they will be posted to the Sabinal ISD Website at http://www.sabinal.k12.tx.us/rfp.html .
Section 03: Response requirements Vendors are requested to submit their response no later than 12:00 pm, January 30th, 2009 Send to: Sabinal Independent School District C/O Howard Karre P.O. Box 338 409 W. Cullins Sabinal, Texas 78881 (2) Copies of the vendor response are required: (1) Hard Copy (1) Digital Copy (acceptable format is: PDF) Digital Copy must be emailed to Sabinal Independent School District’s Technology Coordinator Howard Karre howard.karre@sabinal.k12.tx.us. One Copy does not stand alone! Both copies must be submitted for approval. If additional copies are required, Sabinal Independent School District will request copies in writing or via email from Howard Karre, Sabinal Independent School District Technology Coordinator. Important: Signature, in blue ink, of person authorized to contract for the company must be included. Include Service Provider Identification Number (SPIN) Information regarding Service Provider registration with the Schools and Libraries Division can be located at the following: http://www.sl.universalservice.org/vendor/ Section 04: Bid Award(s) The winning vendor(s) will be required to enter into an executor contract at the time of bid award. The contract will be in compliance with guidelines of the Universal Service Program. The contract will provide for voluntary extensions of the contract expiration and service substitutions. Execution of the contract and inception of the projects will be contingent on, a FUNDED Commitment Decision Letter from the Schools and Libraries Division for the associated Funding
Request Number (FRN), and issuance of a Purchase Order from Sabinal Independent School District referencing the contract number and (FRN). Evaluation of all proposals will be based on the following criteria: Factor: Price/Charges Equipment Preference Prior Experience Personnel Qualifications References Terms Total: Section 05: Invoicing Vendors submitting responses to this Request for Proposal agree to provide discounted billing for products and/or services associated with the projects and seek reimbursement of the discount according to the invoicing guidelines of the Schools and Libraries Division. Sabinal Independent School District will pay for the non-discounted portion of all invoices when all products and/or services listed on the invoice are delivered in accordance with the contract. Section 06: Vendor Requirements Subcontracting will not be allowed without the approval of Sabinal Independent School District. Prefer Bid responders to be a Cisco Certified Vendor or have Cisco Certified Network Professionals on staff where Cisco equipment is preferred. Prefer Bid responders to be a DELL Certified Partner or have DELL Certified Technicians on staff where DELL equipment is preferred. All bid responders be advised that the Technology Coordinator for Sabinal Independent School District will verify all Accreditations. All Bid responders for the LAN Cabling Infrastructure upgrade, Voice over IP (VoIP) Infrastructure installation, Wireless Network Infrastructure installation of the RFP will be required to perform a walk through. The walk through will be conducted at Sabinal Independent School District, January 23rd, 2009 at 4:45pm. References are required. The bidder and installer must be the manufactures authorized dealer and provide the installation, warranty and continuing service work for the proposed solution. All equipment proposed must provide at least one year warranty on installation service and equipment. The bidder is agreeing to provide training to the Sabinal Independent School District Technology staff on the care and troubleshooting of all installed systems. Weight: 83% 5% 4% 4% 3% 1% 100%
This section of the RFP includes five packages, A, B, C, D and E. Bidders are required to bid on at least one package and can bid on any combination. Sabinal Independent School District reserves the right to pick a separate Vendor for each package, pick one Vendor for all packages or any combination thereof. Section 07: Internal Connections Sabinal Independent School District is requesting bids for internal connection services for the complete Sabinal Independent School District, consisting of two campuses (Sabinal Jr. /Sr. High School and Sabinal Elementary). Layouts of the buildings and locations are found in the Appendices. The services requested are as follows:
A. LAN Infrastructure upgrade to support Gigabit Ethernet Upgrade current wiring, cables, routers, switches, jacks, raceways, faceplates to support Gigabit Ethernet connectivity. All routers and switches will be rack mountable in a 19” rack enclosure. System will include 19” rack enclosures. System will include adequate power protection in the case of power failure, surges, and spikes. Sabinal Independent School District prefers the use of new CISCO branded equipment. Location: Sabinal Independent School District – To include the Jr. /Sr. High School and the Elementary School campuses. Quantity: 2 Locations Contract Stipulations: Minimum bandwidth of 1Mbps.This solution must be compatible with current fiber backbone or backbone must be replaced as part of upgrade. Sabinal Independent School District requires that all routers and switches installed must be new equipment. All equipment types and quantities are to be determined during a walk through. The walk through will be scheduled in January, 2009. Upgraded system must be backwards compatible with current 10/100 Ethernet technology. Other details will be provided once a submission of intent to bid is received. For questions please contact the Technology Coordinator at howard.karre@sabinal.k12.tx.us. B. Voice over IP (VoIP) Infrastructure Install a Voice over IP solution, solution should include all routers, switches, cabling and other equipment required to interface the system with local and long distance systems. All routers and switches will be rack mountable in a 19” rack enclosure. System will include adequate power protection in the case of power failure, surges, and spikes. Sabinal Independent School District prefers the use of new CISCO branded equipment. Location: Sabinal Independent School District – To include the Jr. /Sr. High School and the Elementary School campuses. Quantity: 2 locations
Contract Stipulations: System will integrate with local phone service to provide both inbound and outbound calling capabilities. System will be capable of transferring calls between the two campuses. All equipment types and quantities are to be determined during the walk through. Other details will be provided once a submission of intent to bid is received. For questions please contact the Technology Coordinator at howard.karre@sabinal.k12.tx.us. C. Wireless Infrastructure Install a Wireless Infrastructure to cover the main campuses and buildings in the Sabinal Independent School District. Solution will include all routers, switches, cabling and other equipment required to interface the system with the LAN. All routers and switches will be rack mountable in a 19” rack enclosure. Installation includes security features that will allow general filtered internet access but restrict access to core equipment. System will include adequate power protection in the case of power failure, surges, and spikes. Sabinal Independent School district prefers the use of new CISCO branded equipment. Location: Sabinal Independent School District – To include the Jr. /Sr. High School and the Elementary School campuses. Quantity: 2 locations Contract Stipulations: System will integrate with the LAN and provide the ability to access email and filtered internet. System will have wireless management capability and the ability to VPN in to the core equipment from wireless access points. System will provide for maximum coverage and should be available anywhere on campus. All equipment types and quantities are to be determined during the walkthrough. Other details will be provided once a submission of intent to bid is received. For questions please contact the Technology Coordinator at howard.karre@sabinal.k12.tx.us. D. Email Server Solution is a turnkey installation of a District wide email server. Solution includes both hardware and a software component. Hardware must be mountable in a 19” rack enclosure. System will include adequate power protection in the case of power failure, surges, and spikes. Sabinal Independent School District prefers new DELL branded server equipment. Location: Sabinal Independent School District – Server Room Quantity: 1 Contract Stipulations: Server will run on a MS Windows platform or Unix/Linux platform, provide for a global address book, provide for anti-virus scanning of all inbound and outbound emails, and provide a way to archive email messages for five years. System will include a quick recovery mechanism and an easy way to backup and restore individual email boxes as well as the entire system. Other details will be provided once a submission of intent to bid is received. For questions please contact the Technology Coordinator at howard.karre@sabinal.k12.tx.us.
E. Web Hosting Sabinal Independent School District is seeking a web hosting service that will provide a Content Management System for the purpose of website creation, content editing and content posting. Location: Remotely hosted location or Sabinal Independent School District – Server Room (If equipment is to be physically co-located). Quantity: 1 Domain Contract Stipulations: Solution will cover the entire district and will provide teachers and staff the ability to design and upload files and content to their own personal web pages. Solution will also provide a district wide calendaring solution as well as the ability to generate flyers and newsletters via email. Other details will be provided once a submission of intent to bid is received. For questions please contact the Technology Coordinator at howard.karre@sabinal.k12.tx.us.
Sabinal Independent School District will not be liable for any cost incurred by the respondents in preparing responses to this RFP or negotiations associated with award of a contract.