Download RFP FY16 – School Network Infrastructure

MAYA ANGELOU PUBLIC CHARTER SCHOOL
REQUEST FOR PROPOSAL
For
RFP FY16 – School Network Infrastructure
1. Overview
Maya Angelou Public Charter School (the “School”) is a Public Charter School operating in Northeast
Washington DC, and is the only school in its school district. The school’s primary source of funding is
through formula grants issued by The Office of the State Superintendent of Education.
The overall technology project covered in this RFP addressed the replacement of existing server
equipment, procurement of network appliances and computers; provisioning resources to provide
remote and occasional onsite technical support, and maintenance of partner-based appliance and
software support services.
In addition to routine annual technology procurement, the School plans a comprehensive upgrade to its
core network infrastructure. Deploying a server cluster/data center to replace some aging
infrastructure is the highest priority covered in this RFP. The key objectives and expectations include:
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Deploying a high performing cost-effective server cluster leveraging current infrastructure and
present recurring support solutions;
Integrating high availability cloud-based remote access to desktop and network resources with
enterprise class performance;
Identifying redundant data and server backups;
Mitigating network downtime;
Providing consistent and responsive support
Being sensitive to low priority/high impact concerns
An abbreviated illustration of the School’s topology is attached to this RFP.
2. RFP Process and Instructions
Interested vendors will respond to the advertised Notice of RFP via upload to SmartSheet link provided
below.
https://app.smartsheet.com/b/form?EQBCT=3f4894394c244a359166278973be9618
2.1 Submission of Proposals
Proposals must be submitted using the Response Format provided, and must be received by 8:00 am on
April 4, 2016. Proposals received later than the date and time specified will not be considered. Proposals
will be accepted through SmartSheet upload only. The contract(s) must be executed by 1:00 pm on date
April 15, 2016
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FY16 – School Network Infrastructure
2.2 Evaluation of Proposals
Qualified vendors will be evaluated using the following criteria:
• Qualifications Statement regarding Personnel and Relevant Professional Experience;
• Responsiveness to the Proposed Scope of Work;
• References;
• Price for Services (Highest Weighted Factor).
2.3 Questions
Vendors must submit any and all questions on the scope of work to [email protected].
Answers to all questions will be distributed to each interested party’s primary contact via email, prior to
the submission deadline.
3. Scope of Work – Internal Connections (for E-Rate only)
3.1 Planned Scope of Work for Internal Connections Service Provider
• All services and necessary equipment related to the software installation and setup
requirements in 3.2 including all costs and fees (shipping, installation, etc.).
3.2 Solution Requirements
a. Cisco Catalyst 2960-X w/ 1YR SmartNET (qty 2)
b. Meraki MR632 WAPs w/5YR support (qty 6)
c. Sonicwall NSA 3600 Firewall with 1yr 24/7 support (qty 1)
3.3 Scope of Service and Performance Requirements
1. Contractor must be an E-Rate Service Provider or provide proof of registration prior to the deadline of
this RFP. Note, School’s E-Rate consultant will provide necessary phone support to assist contractor in
becoming an E-Rate Service Provider at no expense to contractor.
http://www.usac.org/sl/service-providers/step01/default.aspx
2. The contractor will be required to provide comprehensive services to assess current infrastructure
and complete the entire process of the infrastructure upgrades at the site(s) specified. These services
will include planning, equipment acquisition, staging, scheduling, reporting, documentation updates,
communication and coordination with other parties involved in the overall project. The selected
contractors must be willing to work in a cooperative manner with the School.
3. The School will provide contractor with appropriate topology information to aide in development of
an enhanced server cluster/data center strategy. The contractor will be expected to provide experienced
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staff with adequate expertise in project management and LAN technologies to comply with the
implementation standards required by the School.
4. The contractor will be responsible for all tasks requested in this RFP under the direction of a project
manager designated by the School. The contractor will not sub-contract, or enter into any
subcontracting agreements pertaining to this contract without prior written agreement by the School.
Any intention to subcontract parts of this project should be clearly stated in the contractor's response to
this RFP.
5. The requirements for the project manager include commitment to ownership of this project,
organization skills, familiarity with the technical aspects of the project, prompt and forthright
communication, attention to details, honoring all commitments, ability to work cooperatively,
willingness to conform to the School processes/procedures, timely materials management, hands on
management of work crews, and on-site presence during campus installations. The project manager
must closely supervise the work crews. Details of daily schedules and progress must be reported to the
School project manager accurately. Weekly summary reports to School project manager will also be
required.
6. It is anticipated that the server cluster/data center project will begin late July 2016 and completed
early August 2016. This schedule is provided as an example. It will be subject to change at the discretion
of the School. The contractor must commit to meeting proposed schedule. The contractor will be
expected to do whatever is necessary to meet the schedule. The contractor must be willing to address
any contingencies that arise to stay on schedule.
3.4 Other Proposal Requirements
1. Throughout the RFP year School intends to purchase certain hardware to either supplement or
supplant network infrastructure. At the time of RFP submission, contractor will submit quotes to
purchase all hardware outlined in “ADDITIONAL HARDWARE” chart on Page 5. Note, hardware cost
should include shipping. Costs for installation, configuration and extended warranties should be included
as a separate line item if they exist.
2. The School has several ongoing technology support agreements brokered through an authorized
channel partner for each respective service (e.g., Cisco, Microsoft, Dell, VMWare, etc). The contractor is
expected to register as School’s authorized channel partner for each distributor outlined in “CHANNEL
PARTNER LICENSING MANAGEMENT” chart on Page 5. Contractor has the right to charge a fee for these
collective services or provide as at no additional expense to School.
3. Contractor is required to submit hourly rates for each of three categories outlined in “T&M SUPPORT”
chart on Page 5. These hourly rates will remain in effect beginning July 1, 2016 through June 30, 2017.
For any work performed outside this scope, an hourly rate will be mutually agreed upon between
contractor and School.
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FY16 – School Network Infrastructure
Response Format
1. Preface
The Proposer shall provide an Executive Summary of two (2) pages or less, which gives in brief, concise
terms, a summation of the proposal.
2. Proposal
The vendor’s proposal itself shall be organized in the following format and informational sequence:
Section I – Summary of Experience
Full name and address of the Proposer submitting the proposal and a brief summary of the Proposer’s
corporate experience and individual experience for personnel who will provide this product or service.
Section II - Scope of Service
A description of services, strategies, solutions, and capabilities as outlined in the Scope of Service and
Performance Requirements sections of this RFP. A summary of experience for the vendor’s Service
Delivery Coordinator(s) that will be assigned to this project. Clearly state any exceptions taken to the
specifications of this RFP, or any conditions of the proposal.
Section III - Financial Proposal
This section shall outline financial proposal and include a straightforward, concise delineation of the
Proposer’s fees to satisfy the requirements of this RFP.
Note, hardware cost should include shipping. Costs for installation, configuration and extended
warranties should be included as a separate line item if they exist.
Section IV – References
A list of at least four (4) references from current customers similar in scope to this procurement shall be
provided. References are to be from government agencies and/or firms, which are substantially serviced
by the vendor (references most similar to the School should be provided). Each reference must contain
the reference’s name, email address, physical address, telephone number, and point of contact.
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FY16 – School Network Infrastructure
COST CHART
ADDITIONAL HARDWARE
Sonicwall NSA 3600 Firewall with 1yr 24/7 support
Windows 13" Laptop (4GB, i5, 500gb HD, no DVD, 5Ghz)
Windows 13" Laptop (8GB, i5, 128 SSD, no DVD, 5Ghz)
Meraki MR26 Wireless Access Point w/5YR support
Bretfort Laptop Charging Cart - Sova 30L
Chromebooks (Intel Processor, 13", 5Ghz) w/White Glove
Cisco Catalyst 2960-X
TOTAL
T&M SUPPORT (Hourly Rate Only)
LAN Cabling
Vendor tech support (server infrastructure and Valcom)
Microsoft tech support (pay per incident or hourly)
RATE
CHANNEL PARTNER LICENSING MANAGEMENT
Microsoft Volume Licensing -- 150 staff
Dell Sonicwall Licensing
Cisco SmartNET (17-2960's, 2-3650's)
VMWare (vsphere, vcenter, vmotion)
Onsite and Cloud Backup (12 servers)
FEE
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COST
1
30
8
6
1
30
2
FY16 – School Network Infrastructure
50/50 DIA
100/100 DIA
ISP managed site-to-site VPN, 3MB DIA
Maya Angelou Public Charter School
See Forever Foundation
IP subnet 2
IP subnet 1
WDS Server
DC (VM)
DC
DC
File, Print, Database Server
IP Phone Server
File, Print, Database Server