Cole R-1 School DistrictOffice of the Superintendent13600 Route CRussellville, Missouri 65074

Request for Proposal

Cole R-1 Russellville Network Cabling and Switching Upgrade

Network Wireless Upgrade

Bid Due: March 3, 2016

Advertisement for BidsCole R-1 Russellville Network Cabling,

Switching and Wireless upgradeFebruary 4, 2016

Sealed bids are requested from qualified contractors to reinstall network cabling and switching at both the High School and K8 Building at Cole R-1 Schools in Russellville, Missouri. Sealed bids are also being requested for a wireless upgrade at both campuses.

A mandatory pre-bid meeting and walkthrough will be conducted at Cole R-1, 13600 Route C, Russellville, Missouri in Room 201, on February 18, 2016 at 10:00 am.

Bids are to be submitted at www.crwconsulting.com/rfp. Late bids due to no fault of Cole R-1 Schools will not be accepted. Bidders may bid on any or all projects as outlined in the Scope of work below.

All bidders must adhere to the SLD invoicing requirements for ERATE funding and be an approved contractor with a SLD Spin# in order to be considered for the RFP. This proposal will be subsidized under the Universal Services E-rate Program for Schools and Libraries (USAC) and is in conjunction with the filing of E-rate form 470 for 2016 year funding. The project may become a multi-year project.

No purchase order will be issued, no installation will occur and no services will be provided until approval of the form 471 application.

All bidders must comply with the Missouri Division of Labor Standards, Annual Prevailing Wage Order No. 18 for Cole County, MO.

A bid bond in the amount of 10% of the bid must accompany the bid. The successful bidder must provide a performance and payment bond in the amount of 100% of the contract amount.

Cole R-1 Public SchoolsBoard Of Education

Debbie Malzner, PresidentShawn Erhardt, Secretary

REQUEST FOR PROPOSAL General

Information

Introduction and Intent: This document constitutes a Request for Proposal by Cole R-1 Public Schools. This RFP seeks qualified Contractors to remove existing network cabling and install network cable/network equipment at Cole R-1 High School, 13600 Route C, Russellville, Missouri 65074 and Cole R-1 Elementary and Middle School, 13111 Park Street, Russellville, Missouri 65074. This RFP also seeks an upgrade and expansion of our wireless infrastructure. Contractors can bid on one or more parts of this RFP. The intent of this RFP is to provide the potential Contractors with sufficient information to enable them to prepare an acceptable response to this RFP.

Timeline: RFP Release Date....................................................2/4/2016 Mandatory Pre-Bid Conf/Walkthrough................2/18/2016 Questions Due.....................................................2/25/2016

Bids Due..................................................................3/3/2016

Bids Opened............................................................3/7/2016

Contractor Selection.............................................3/24/2016

Work Scope Dates...................................................6/1/2016

Test and Acceptance.............................................10/1/2016

Pre-Bid Meeting: All interested bidders must attend a mandatory pre-bid meeting at the Cole R-1 High School in Room 201, on February 18, 2016 at 10:00 am. A walkthrough of the entire building will commence at the end of the pre-bid meeting. Bidders are encouraged to bring measuring devices with them if they would like to measure hallways.

Implementation Schedule: The winning contractor will start the project on June 1, 2016 and finish by September 30, 2016. Building hours during summer will be 6:30am- 4pm. The District will work with the contractor for access to the building after 4pm. The building will be closed on Monday, July 4, 2016.

Due Date: Bids will be received until March 3, 2016. Late responses will NOT be opened or considered. Submit bid responses at www.crwconsulting.com/rfp.

Prevailing Wage: The contractor must pay all workers not less than the prevailing wage as determined for Cole County MO. Current Prevailing Wage Order #18 is in effect. The contractor will forfeit a penalty to the District in the amount of $100.00 per day if a worker is paid less than the prevailing wage for any work done under the contract by the contractor (or subcontractor).

Before final payment can be made, the general contractor and all subcontractors must file an “Affidavit of Compliance”, and all certified payrolls.

Substation Completion and Liquidated Damages: The contractor shall complete the project no later than 9/30/17. Failure to complete the project on time will result in a $100 per day assessment of liquidated damages.

Contract Document: Contractor acknowledges that the awarding of the project is on condition of a signed contract between the District and the Contractor. The Board of Education will review the contract for approval on or about April 21, 2016. The contract will contain all of the plans, specifications as outlined in the RFP, projected schedule and any addendums.

Payment: One payment will be made after completion of the project and final acceptance of all terms of the contract. There will be no partial payments made during the course of the project.

School Policies: Cole R-1 Public Schools are a ‘Tobacco Free’ District. No smoking or other tobacco products are permitted on school property. The use of profanity, illegal drugs, and alcohol are also prohibited. The contractor is responsible for safekeeping of their tools, equipment, and materials.

Insurance: The contractor must provide a certificate of insurance to the District in the amount of not less than one million dollars ($1,000,000) of general liability, including Worker’s Compensation statutory limits. This must be received prior to starting the project.

Bonds: A bid bond in the amount of 10% must accompany each bid to be considered. The successful bidder must provide a performance and payment bond in the amount of 100% of the contract. The performance bond must be received prior to the start of work. The bond shall also include faithful performance of the prevailing wage law that is in effect.

Substitutions: All bidders must provide requested components specified in this RFP. Bidders can offer equivalent components, and must be marked in RED. Any bid that does not have requested components listed will not be considered.

Scope of Work -1Removal of Existing Cable

Introduction: The existing network cable will need to be removed.

Requirements: Each data run in both buildings will need to be removed completely for the length of the run. This is to include, but is not necessarily limited to, removal of existing faceplates, modular jacks, & connectors. The contractor will be responsible for discarding the cable in accordance with any existing environmental laws. Any existing raceway that will not be replaced during installation of new cable will not have to be removed. The District will be responsible for removal of unused raceway.

Removal must be completed with minimal disruption to office staff who may be working during summer months. Care must be taken not to destroy current building infrastructure such as ceiling tile, etc. when removing old cabling. The area must be cleaned up each day.

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Scope of Work -2Installation of New Cable

Introduction: The contractor shall furnish all labor, materials, tools, and equipment necessary to complete an acceptable installation of the data cable plant. This will include, but not necessarily be limited to, modular jacks, connectors, patch panels, cable, and a data cabinet. The contractor will also be responsible for testing each cable for compliance specifications in accordance to ANSI/TIA/EIA-568B. Attached is a drawing of each building to show layout. Drawing is not to scale. Sample cable layout is included but the district is open to vendor modifications that improve functionality or reduce cost. District wants vendor to propose a new network design using cabling / fiber that will best support the connectivity between data center and end devices.

Requirements: The contractor shall provide blue Category 6 cable, and UL-listed comparable to Panduit. No other color will be accepted. Each cable will be pulled and terminated by vendor in accordance to the ANSI/TIA/EIA-568B standards, and thoroughly tested and certified for 100% functionality of all conductors, with a designed support of 1000Mbps (1Gbps). Cables for Wireless Access Points and projectors will be located mid-ceiling. The student and teacher cables will be terminated as a location to be determined once work commences. Cables will be terminated at patch panel and in classrooms according to industry standards. The contractor shall provide the District with either a hardcopy or electronic media of the test results prior to the District’s acceptance of the project from the contractor.

High School:There are approximately 270 data runs in the High School (6 per classroom: 2 for teacher, 2 for wireless, 1 for projector and 1 for student). There are also 3 labs that require 35 runs in each and a small lab in the library that will require 15 drops. Labs may require power poles with data in the middle of each room. Lab PCs can be connected via cables directly from the PC back to patch panel in closet or to a small mount cabinet in the room containing two 24-port switches that meet the specs in the “Installation of Switches and Racks” section. Switch cabinet would then be connected to patch panel in closet. Cables must be run to connect to Exalt wireless antennae that connect the High School Campus and K8 Campus. All rooms uplink back to main switch(s). These numbers are close to real but could change slightly. Vendor must be willing to make adjustments and district understands cost could change (up or down) comparable to change in design.

K8 School:There are approximately 390 data runs in the K8 School (6 per classroom: 2 for teacher, 2 for wireless, 1 for projector and 1 for student). There are also 3 labs that require 35 runs. Labs may require power poles with data in the middle of each room. Lab PCs can be connected via cables directly from the PC back to patch panel in closet or to a small mount cabinet in the room containing two 24-port switches that meet the specs in the “Installation of Switches and Racks” section. Switch cabinet would then be connected to patch panel in closet. Cables must be run to connect to Exalt wireless antennae. All rooms uplink back to main switch(s). A 1 Gb fiber connection is to be ran between the 2 switch closets noted on the drawing. These numbers are close to real but could change slightly. Vendor must be willing to make adjustments and district understands cost could change (up or down) comparable to change in count/design.

All cabling installed shall meet or exceed all local fire codes. It is the contractors’ responsibility to know local fire codes. Cables will be routed behind walls whenever possible. Raceway will be used where necessary. All cable will be supported using acceptable forms of cable suspension, which can include, but not limited to, horizontal ladders, D-rings, or J Hooks. It will be the contractor’s responsibility to choose the suspension type, and to use it in accordance to manufacturer’s instructions. Cables will not be allowed to lie on ceiling tiles or attached to electrical conduit.

Cables will be terminated at the rear of the patch panels and at the surface mount conduit and termination boxes only. There will be no splicing of any cables installed. Cables are to be horizontal from switch to room and access horizontal to outlet. Short patch cables need to be provided to connect patch panel to switch port. Desire configuration of patch and switches to alternate (patch panel, switch, patch panel, switch, etc.).

There will need to be a 10ft service loop above the ceiling for every drop location. In the MDF and IDF, there will need to be enough cable slack to ensure proper rear door cabinet opening without stressing the cable.

Modular Jacks and Surface Mount Boxes: Contractor must use Allen Tel AT55-15 white modular jacks or comparable product. Surface mount boxes will be Allen Tel AT33D-15 (2-port) or AT44D-15 (4-port) or equivalent, and be secured to the wall with the provided tape and with a screw. Blanks will be used where needed. Faceplates will be up to the contractor, but must be white and work with AT55-15 or comparable modular jacks.

Raceway: Each cable will need to be hidden from view in each location. Use of straight raceway, corners, and other methods will be employed to ensure this requirement.

Raceway and associated components will be WHITE in color. Various widths of raceway will be needed depending on cable count per raceway. It will be up to the contractor to utilize the type of raceway with the correct amount of cable using the manufacturer’s specifications. Installed raceways will need to use the tape backing along with several support brackets. Raceway is NOT to be secured with just the tape backing.

Label Scheme: The contractor will work with District Technology to go over the labeling scheme prior to the project start date. Cables, however, will be labeled in a logical and consistent sequence.

Patch Cables: The contractor will provide 100 6ft and 25 5ft red patch cables (non-boot).

Warranty: The contractor will warranty work performed, including any installed materials, for a period of not less than three years.

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REQUEST FOR PROPOSAL -3Installation of Switches and Racks

Introduction: The District will require new network hardware, racks, and patch panel(s) to replace existing equipment and to accommodate the network. Any switch not mounted in the closet or server room must be mounted inside a small mount locking switch box.

Requirements: Each patch panel shall meet the 19-inch EIA mounting-width specifications, with 24/48-ports. Each port patch panel section must be 1U in height. Contractors can provide patch panels with more than 24-ports, but each 24-port section must be 1U in height. Patch panels with less than 24-ports per U will not be accepted. Patch panels must meet or exceed Cat6 specifications. Switches and patch panels are to alternate so it only requires short patch cables between them. Cables need to be punched down and dressed in a neat and uniform manner. Use of zipties or velcro is allowed.

Cabinet: The contractor will need to provide cabinets for the server rooms that will accommodate all connections for patch panel and switches. To accommodate all patch panels, switches, and servers, more than one cabinet will likely be necessary.

High School:The rack/cabinet in the High School will need to house all switches and patch panels. The district will need additional space to accommodate current servers. There are 5 large servers that are approximately 29 ½” long x 9” wide by 17 ½” tall, 4 hosts that are approximately 16 ½” long x 7” wide by 14” tall. There is also one small server that is 17” long x 7” wide x 16” tall. The cabinet needs to be black in color, front glass (smoke or clear), ventilated and lockable. The contractor will be responsible for installing the cabinet. A backboard for the cabinet is highly recommended. District prefers a locking full enclosure or 4 post rack (54u) and 10u for small racks. Cabinet will require a fan kit.

K8 School:The rack in the K8 School will need to house all switches and patch panels. The district will need additional space to accommodate current hosts. There are 6 hosts that are approximately 16 ½” long x 7” wide by 14” tall. The cabinet needs to be black in color, front glass (smoke or clear), ventilated and lockable. The contractor will be responsible for installing the cabinet. A backboard for the cabinet is highly recommended. District prefers a locking full enclosure or 4 post rack (54u) and 10u for small racks. Cabinet will

require a fan kit.

In the event the contractor, during the bid process, cannot find a suitable cabinet that will fit in the small server room, all parties will be informed of other possible solutions.

Electrical power suitable to support the server rooms and small switch cabinets must be installed. A small work area is needed for technical support

Switches: The contractor will need to provide switches and secure them in the appropriate racks. Switch or chassis must meet the following criteria; minimum 24 port, fully managed, fully PoE+ capable, iPv6 minimum, fully populated, 14 watts per port, and have 4 additional 10 Gb ports (10 Gb capable).

District interested in HP 2920-48G J9728A (with lifetime warranty) or better switch. Aerohive SR2148P 48port 802.3at PoE+ with 4 10 Gb SFP/SFP+ or better switch would also be acceptable.

High School: Racks and switches will be installed in the room noted on the network map attached. Current servers and UPS devices will also need to be incorporated into the design of the server room. High school has approximately 390 planned cable drops that will connect to patch panel /server. A minimum of 20% open port growth is to be added to total number of ports. It is projected that we will need approximately 11-13 switches.

K8 School:Racks and switches will be installed in the rooms noted on the network map attached. UPS devices will also need to be incorporated into the design of the server room. The K8 facility has approximately 495 planned cable drops that will connect to patch panel /server. A minimum of 20% open port growth is to be added to total number of ports. It is projected we will need approximately 14-16 switches.

Configuration/Installation: The contractor will not have to configure network equipment. The contractor’s responsibility is to purchase and install the equipment for the District. The District Technology Services department will configure the equipment.

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REQUEST FOR PROPOSAL -4Installation of Wireless Access Points

Introduction: The District is looking to expand their Aerohive wireless network. The district currently has 14 Aerohive 230 wireless access points at the High School and one at the K8 facility.

Requirements: The district is seeking expanded wireless throughout both the High School and K8 campus. An Aerohive 230 or comparable wireless access point is to be installed in each classroom and office area. Aerohive 350 or equivalent devices are to be used in each gym, library and cafeteria. A quantity of 3 is needed in the gymnasiums, 2 in cafeterias, and 1 in each library. Yearly license and maintenance fees are to be included. Installation can be included separately in the quote. However, it is the intention of the district to install the access points. The network cabling project is detailed above in proposal 2.

If the vendor chooses to bid a competing solution to Aerohive, it will be the vendor’s responsibility to ensure complete interoperability with the district’s current Aerohive infrastructure. District prefers to manage all wireless devices from one console. The district will not reconfigure current Aerohive devices to ensure compatibility with other wireless manufacturers.

DIAGRAMS: Diagrams that follow are to be used for no other purpose than the RFP and project scope. Data locations on the diagrams are ‘general’ locations only. It will be up to the contractor to ensure they install raceway and other necessary components that do not interfere with whiteboards, bulletin boards, and cabinets.

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Vendor Profile

Vendor is to provide the following information. Information may be typed below or attached to this document.

Corporate Name and Address – The vendor shall list their full corporate name and address. The Vendor shall also state their status, i.e. manufacturer, distributor agent, contractor, etc.

Sales, Installation and Support Office – the vendor shall list their office that will support the connection.

Warranty Information – Provide information about the warranty coverage that your company offers on this connection.

Terms – Provide information about payment terms. Certification – List the name and certification of each technician that will be working on

this project. Also list certificates or status your company holds from manufacturers (i.e. Cisco CCNA). Attach copies of those certificates to his proposal.

Availability of phone support – List the phone number(s) and daily hours available for technical support.

Service Level Agreement – list response times Cole R-1 School District can be guaranteed for technical support (i.e., 2 hour phone response time, 2 day repair window, etc.)

References – list 2 jobs that have been in place over a year that we can visit. Provide contact information and type of installation.

District Information to Vendors:

Funding: Cole R-1 is applying for E-rate funding for this project. If this project or any part thereof is not funded by E-rate, the district reserves the right to change or cancel any or all projects or parts thereof. The winning vendor will be notified if the project requires changes or cancellation due to non-funding.

Required Information: Each bidder shall furnish a detailed proposal. The bidder shall sign the proposal page (at the end of this section), all addenda, and their Cost Proposal Sheet. The person signing the BID must initial erasures or other changes. Proposals signed by an agent must be accompanied by evidence of the agent’s authority.

Proposals must be firm. If the bidder believes it necessary to base his/her price on price adjustment, such proposal may be considered, but only as an alternate. The district is not

required to pay Federal Excise Taxes and Missouri and local retail sales and use taxes (except ‘Resale Items’). Tax exemption certificates will be provided upon request.

The District expects that all proposals will remain valid until sixty (60) days after the bid opening or until contracts are signed and operational, whichever comes first. If a bidder indicates in the BID that he/she may withdraw the proposal in less than 60 days, this factor will be considered in awarding a contract.

The bidder warrants that it will ensure its compliance with current Missouri Employment laws, and will register and participate in the status verification system for all newly hired employees.

Submission of Proposals: Bids are to be submitted at www.crwconsulting.com/rfp.

This RFP does not commit the District to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for the articles of goods or services.

Evaluation Factors: The District will award contracts to the bidders who submit the ‘lowest and best value’ proposal.

The District reserves the right to: Award the entire bid to one bidder Award the bid (or portions) to more than one bidder Award the bid under the most beneficial terms for the District Extend the opening time and date Re-bid proposal

Proposals will be deemed “Responsive” if they are received by the March 3, 2016, 12:00 pm PST deadline and contain all of the required information and complete quotation sheets. Responsive proposals will be reviewed by a District panel and evaluated by the following criteria:

1. Price of Eligible Goods and Services (35 points)2. Service History (10 points)3. Compatible with current infrastructure (25 points)4. Understanding of needs/completeness of bid (10 points)5. Price of Ineligible Goods and Services (10 points)6. Location of company (10 points)

Applicable Law: This bid shall be governed by the laws, rules and regulations of the state of Missouri General Assembly which are effective and in force on the date of this bid together with any and all laws of the United States, Ordinances of the County of Cole, Missouri and the City of Jefferson City, Missouri and the policies and procedures of the Cole R-1 School District.

Hold Harmless: Bidder shall fully indemnify, save and hold harmless the District, its officers, employees, and agents (hereafter “the indemnities) against any and all liability, damage, loss, claims, demands and actions of any nature whatsoever on account of personal injuries (including, without limitation on the foregoing, worker’s compensation and death claims), property loss or damage of any kind whatsoever, which arise out of or in any manner are related to or connected with, or are claimed to arise out of or be in any manner connected with, the performance of the BID and its awarded products/services. Bidder shall, at its own expense, investigate all such claims and demands, attend to their settlement or other disposition, defend all actions based thereon and pay all charges of attorneys and all other costs and expenses of any kind arising from any such liability, damage, loss, claims, demand and/or actions.

School Policies: Cole R-1 Public Schools are a ‘Tobacco Free’ District. No smoking or other tobacco products are permitted on school property. The use of profanity, illegal drugs, and alcohol are also prohibited.

The awarded Bidder shall: Meet jointly with representatives of the District to exchange information and agree on

details of equipment arrangements and installation interfaces for the cabling project. Have sufficient resources in order to complete the SOW within the allotted timeframe. Furnish all labor, supervision, tooling, and miscellaneous mounting hardware and

consumables for the cabling system installed at the District. Furnish, install, and terminate data jacks at each location according to the Product and

Services Specifications. Attend the mandatory walk-through. Install all cable in accordance with the Product and Services Specifications and/or

manufacturer’s recommendations and best industry practices. Develop and submit for approval a labeling system for the cable installation. At a

minimum, the labeling system shall clearly identify all components of the system; racks, cables, panels, and outlets. Sample labels must be approved by the District.

Test (100%) all cables and termination hardware for defects in installation and to verify cable performance under installed conditions. Testing procedures must be included in proposal documentation.

Supply documentation of testing and footage of each cabling run in proposal documentation.

Abide by and responsible for all electrical and fire code regulations. Abide by all federal, state, and local regularions. Provide a written guarantee/warranty covering the installed cabling system against

defects in workmanship, components, and performance, and follow-on support after project completion for a period of three (3) years.

Bid/RFP title: Network CABLING / SWITCHING /WIRELESS Upgrade

By signing below I certify that:

No federal or state suspension or debarment is in place. No criminal history of the firm/contractor or its employees exists. There is no collusion involved in presenting the BID or its components. The minimum insurance requirements are in place.

Signature: My signature certifies that, as agent for:

Company/Firm Name

I have read and will abide by each portion of the BID component “Instructions to Contractors”for the Jefferson City Public School District

Signature Date

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