Request for Proposal, January 5, 2016

NEWTON SCHOOL WIRELESS PROJECT

Request for Proposal, January 5, 2016

Direct of Technology

Greenfield Public Schools

141 Davis Street

Greenfield, MA 01301

(413) 772-1322

carhol1@gpsk12.org
Proposal will consist of 2 printed copies and 1 digital copy in Microsoft Word/Microsoft Excel format for all documents.
Proposals must be clearly marked "Proposal for the Newton School Wireless Project, 70 Shelburne Rd., Greenfield, MA 01301.”
All Proposals are due by January 13, 2016 at 12:00 P.M.
The “Owner” as defined in this document identifies the Greenfield Public Schools, Greenfield, MA on behalf of its users at the Newton School and the “Owner’s Project Manager” as defined in this document identifies Carol S. Holzberg, PhD, CETL, Director of Technology.
The Owner may award contract(s) by January 20, 2016, if not sooner. Delivery and installation of equipment must be 100% complete by February 29, 2016.
The Owner reserves the right to reject any or all proposals and to accept any proposals, in whole or in part, which it considers serving the best interest of the project. Amendments or withdrawal of proposal received after the opening due date and hour specified will not be considered.
The Owner desires that the Vendor/Systems Contractor(s) awarded this contract be on the Massachusetts State approved contractor(s) list and capable of furnishing and installing the equipment and services described herein as per approved by ITC47, ITC54, ITT50, and OFF40 state contracts. When you submit your proposal, please identify the Massachusetts state contract(s) that applies (apply).
The Owner reserves the right to place awards to multiple Massachusetts State Contractors, on a basis of each item, or as a group, whichever is in the best interest of the School District. Any discrepancy between unit and total prices will be governed by unit prices as quoted on the bid forms.
The Owner reserves the right to make a partial award. Should the need arise to make a partial award, the quoted unit item price will be used in order to calculate the total cost for the quantity of items selected.
PART 1: GENERAL

1. 
   SUMMARY OF EQUIPMENT AND SERVICES
   

• 
  Create predictive wireless Heat Map.
  
• 
  Mount and test all Access Points.
  
• 
  Ensure all Access Points can be found on the Newton network
  
• 
  Install all patch cables and cable runs
  
• 
  Install PoE+ switches
  
• 
  Patch cables into the PoE+ switches and label all connection.
  
• 
  Unpack and test all UPS devices
  
• 
  Owner will set up and configure: 1) all switches, and 2) HiveManager cloud-based management software
  

Detailed Specifications:

1. 
   Hardware, Online cloud-based network management, cables and cable runs
   

2. 
   Installation, Setup, and Training
   

1. 
   The Vendor/Systems Contractor(s) shall be an authorized distributor/representative and/or reseller for all of the products that he/she is bidding. The Vendor/Systems Contractor(s) must supply written information from the manufacturer that he/she is authorized to sell and provide warranty and warranty support on all products being proposed.
   
2. 
   Permits and Compliance with Codes: The Vendor/Systems Contractor(s) shall obtain and pay for all necessary insurance certificates for equipment, appliances, and work, and shall conform to all applicable safety and fire codes.
   
3. 
   The Vendor/Systems Contractor(s) shall take all required precautions to protect his/her equipment against damage, theft, and deterioration on the site(s). He/she shall respect the work of others, and any accidental damage incurred to the work of others shall be promptly repaired or replaced at the expense of the Vendor/Systems Contractor(s).
   
4. 
   All equipment shall be stored in a designated location within the building and installed in strict accordance with all manufacturer’s directions and maintenance manuals. Coordinate location with the Owner, Owner’s Representatives, and Owner’s Project Manager.
   
5. 
   The Owner reserves the right to reject any or all proposals/bids, and to waive technical defects if deemed to be in the best interest of the project.
   

1. 
   GENERAL REQUIREMENTS
   

1. 
   All equipment will be delivered based on technical specifications.
   

2. 
   All software will be purchased on an academic licensing basis.
   

3. 
   The Vendor/Systems Contractor(s) will deliver all equipment, or coordinate delivery should equipment be shipped directly to the site. Vendor/Systems Contractor(s) shall confirm delivery of all components, etc. Deliveries made when personnel are not on site will not be accepted.
   

4. 
   Acceptance of delivery will be contingent upon demonstration by the Vendor/Systems Contractor(s) of proper working order of all equipment purchased. Following installation, the owner shall be given 90 days to conduct an acceptance test to be sure that all systems function properly. The Vendor/Systems Contractor(s) must commit to correcting all errors discovered during the testing process. The Owner shall be entitled to a refund if the Vendor/Systems Contractor is unable to correct all errors, within a reasonable period of time during the acceptance testing process.
   

5. 
   Prices listed on the bid form must reflect total cost to the school district including materials, labor to install, freight and delivery costs to the project and trash removal.
   

6. 
   Final delivery schedules will be coordinated with the Vendor/Systems Contractor(s) at the time of the award.
   

7. 
   Systems Contractor’s employees, servants and agents that will be working on school property will be required to complete a Criminal Offender Record Information (CORI) form. CORI Forms of all those working on the school property along with a valid ID (Driver’s License) must be submitted before installation commences.
   

8. 
   Site walkthrough is mandatory for all bidders. Bidders shall inspect all existing conditions that will impact their work. Bidders shall notify Owner of any challenges or a potential difficulty with existing project conditions prior to the final question due date in case an addendum or clarification is required.
   

1. 
   Prior to the final selection of a Vendor/Systems Contractor(s) and the award of a contract, the Owner and/or Owner’s Project Manager, reserves the right to meet with any of the bidders of their choosing, for the purpose of clarifying a proposal response, and for answering any questions pertaining to a bidder’s proposal.
   

2. 
   Any equipment, hardware, or software that the Owner and/or Owner’s Project Manager determines is not equal or superior in quality to the hardware or software specified will be cause for rejection of that bidder’s proposal.
   

1. 
   EVALUATION CRITERIA
   

1. 
   Vendors/Systems Contractor(s) proposals will be evaluated based on the following criteria: Overall and unit pricing structure, completeness and quality of all requested submittals, ability to map the project to the district’s existing wireless Aerohive HiveManager cloud-based configuration, references, personnel’s professional qualifications, and the general quality of the proposal itself.
   

2. 
   Awards will be made to the lowest responsible bidder considering the quality of the services, supplies, materials or equipment to be supplied, conformity with the specifications, the purpose for which required, date of delivery, and ultimate cost thereof to the School District; the intent being to purchase in a manner that will best secure the greatest possible economy consistent with the grade or quality of services, supplies, materials, and equipment best adapted for the purpose needed.
   

1. 
   PROJECT DESCRIPTION
   

1. 
   The project is currently scheduled for completion by February 29, 2016.
   

2. 
   All equipment, hardware, software, and materials shall be furnished as new, and in strict accordance with the specifications listed in these documents.
   

3. 
   The Owner may elect to deviate from the type and quantity of specific equipment, and configurations of the equipment and services specified, if it is deemed in the interest of the Owner to do so.
   

1. 
   SUBSTITUTIONS AFTER AWARD
   

1. 
   Requests for acceptance of proposed equivalents made following the award of contract will be considered by the Owner only in the following cases:
   

1. 
   The proposed equivalent in the opinion of the Owner is equal or superior to the named product and its use is to the advantage of the Owner.
   

2. 
   A formal request must be made for the substitution documenting fully the above reason with complete product and cost data on the proposed substitution, showing detail comparison of proposed substitution with the product specified.
   

1. 
   QUALITY ASSURANCE
   

1. 
   Provision of all equipment, software, installation, wiring, testing, and warranties shall be the responsibility of the Vendor/Systems Contractor(s).
   

2. 
   The Vendor/Systems Contractor(s) may arrange for sub-contract work to be done by others; however, responsibility for such work remains with the Vendor/Systems Contractor(s).
   

3. 
   The Vendor/Systems Contractor(s) shall maintain the same systems engineer in charge of the work throughout the entire installation.
   

4. 
   The Vendor/Systems Contractor(s) shall provide an “in-house” single call point of service for all issues related to the work governed by this Specification as well as warranty work.
   

5. 
   The Vendor/Systems Contractor(s) shall schedule/coordinate a weekly project update conference call with the Owner to provide updates on the state of project completion and discuss, needs, concerns or issues that may have arisen during the week.
   

1. 
   POST INSTALLATION SUBMITTALS
   

1. 
   Post construction submittal must be submitted for approved by the Owner and/or Owner’s Representative prior to authorization for final payment to the Vendor/Systems Contractor(s) and in accordance with the project schedule described herein. Provide electronic copy in Microsoft Word/Excel and Adobe PDF formats.
   

1. 
   DELIVERY, STORAGE AND HANDLING
   

1. 
   Schedule, arrange, and coordinate with all involved parties/trades for: shipments, arrivals, acceptance, storage, security of equipment and materials, and assure that these activities do not interfere with the ongoing operation of the school. The Vendor/Systems Contractor(s) shall provide on-site representation to accept shipments and deliveries. There must be at minimum a 48-hour notice of all deliveries. The awarded Vendor/Systems Contractor(s) shall be responsible for coordinating and advising all parties (Owner, Owner Project Manager, etc.) of delivery schedules and contents.
   

2. 
   Equipment, packages, and materials showing evidence of damage may be rejected by the Owner and/or Owner’s Project Manager whether equipment exhibits symptoms of damage or not.
   

9. 
   JOB CONDITIONS
   

1. 
   Commencement of Work will indicate acceptance of all existing conditions and requirements.
   

2. 
   Staff job appropriately to keep pace with the project schedule as described herein. Staff increases required to adhere to the project schedule shall be provided without additional expense to the Owner.
   

3. 
   Abide by the decision of the Owner or Owner Project Manager in case of conflict or interference.
   

4. 
   Refuse: The Vendor/Systems Contractor(s) will clean all work areas affected and remove all refuse from the job site to the satisfaction of the Owner.
   

5. 
   All installations shall be ADA compliant.
   

10. 
    WARRANTY
    

1. 
   The Vendor/Systems Contractor(s) will warranty the installation including all equipment, subsystems and components as part of this section to be free of faulty workmanship and defects, and from damage due to contamination from the site, from the date of proven functional operation and project sign-off by Owner’s Project Manager. Within the warranty period, any part found to be defective will be repaired or replaced at no cost to the Owner.
   

2. 
   All equipment supplied by the Vendor/Systems Contractor(s) under this proposal must contain only factory-approved devices, which will not void any equipment warranty.
   

3. 
   Vendor/Systems Contractor(s) shall provide an “in-house” single call point of service for all warranty issues related to the work governed by this Specification.
   

1. 
   GENERAL
   

1. 
   All materials and equipment will be new and unused.
   

2. 
   All permanently installed data network cabling is Category 6 cabling.
   

3. 
   Vendor/Systems Contractor(s) will meet with the Owner Representatives to develop and finalize installation schedules and location of all equipment.
   

4. 
   Vendor/Systems Contractor(s) will install all network components according to Manufacturer recommendations and industry approved installation methods.
   

2. 
   CONFIGURATION
   

1. 
   Unbox and install equipment in the various rooms as identified.
   

2. 
   Dispose of all refuse from site.
   

3. 
   Connect switches to UPS equipment
   

4. 
   Connect all wireless networking equipment as required. Install station side patch cords (provided by Vendor/Systems Contractor) for connecting terminal end equipment. Verify Operation.
   

5. 
   Assign proper IP information in accordance with Owner’s needs and verify connectivity and operation of all switch ports whether in service or not.
   

3. 
   Schedule:
   

Completion Date

February 29, 2016

1. 
   EXAMINATION
   

1. 
   Site Verification of Conditions: Commencement of Work of this Scope indicates acceptance of existing conditions.
   

2. 
   Pre-installation: Meet with the Owner, Owner Representative, and other designated parties, as specified by the Owner for coordination meeting prior to commencement of Work.
   

2. 
   PROJECT PHASING AND SEQUENCING
   

1. 
   It is a requirement of the Vendor/Systems Contractor(s) to take an active role in assisting the Owner with developing and implementing a deployment plan for all new equipment that will best satisfy the needs of the Owner within the context of this wireless implementation project. This includes but is not limited to all Access Points, switches, and wiring.
   

2. 
   Vendor/Systems Contractor(s) shall deliver and install only the equipment that satisfies the requirements of the Owner during a particular phase of construction as indicated.
   

3. 
   Coordinate schedule and exact number of systems to be installed with Owner’s Project Manager.
   

3. 
   INSTALLATION
   

1. 
   General
   
   1. 
      Within seven (7) days of award of contract and Notice to Proceed by the Owner, Vendor/Systems Contractor(s) will submit a list of the principal staff assignments, including the individuals in charge of the Project, and all other personnel that will be in attendance at the site. Identify individuals by name, their duties and responsibilities, address, telephone number, and pager.
      
   2. 
      Vendor/Systems Contractor(s) will schedule weekly telephone progress and coordination meetings with the Owner and/or Owner’s Project Manager as requested.
      
   3. 
      The Owner’s right to perform school/education related operations limits the Vendor/Systems Contractor’s use of the premises.
      
   4. 
      All equipment installed by Vendor/Systems Contractor(s) should be in strict accordance with approved network design and manufacturer’s installation instructions and recommendations.
      
   5. 
      Inspect all materials or equipment immediately upon delivery and again prior to installation. It will be the Vendor/Systems Contractor’s responsibility to reject any and all damaged and defective items.
      
   6. 
      Take precautions as necessary to prevent and guard against electro- magnetic and electro-static interference.
      
   7. 
      The Vendor/Systems Contractor(s) is required to repair, replace, or reimburse the Owner for any damages caused by the Vendor/Systems Contractor(s) during the course of this Project.
      
   8. 
      Provide hardware, accessories and miscellaneous parts and labor as may be required to provide complete and functional installation.
      
   9. 
      Incidental materials, tools, and test equipment needed to complete the Project as defined by this Specification are the responsibility of the System Contractor to provide.
      
   10. 
       All work is to be performed with an emphasis on functionality, reliability, service-ability, and aesthetics.
       
   11. 
       All work on site shall occur between the hours of 7:30 a.m. and 3:30 p.m.
       

2. 
   Cables, Connectors, and Miscellaneous Equipment
   
   1. 
      Dress all patch cables in conveniently sized bundles, and fix into parallel run with sufficient support to ensure that no strain is placed on any connections or connectors.
      
   2. 
      Organize cables and cable bundles in patch bays to permit easy access to the equipment for adding or removing cables.
      
   3. 
      Install equipment in racks to permit access to all equipment for service.
      

3. 
   Grounding
   
   1. 
      Use proper grounding techniques to minimize ground loop and ground plain interference.
      
   2. 
      Insulate all conductors in conduit and cable tray, including shields, from the conduit, cable tray, back boxes, and from each other for the entire length of the cable.
      

1. 
   Pre-Installation Meeting
   
   1. 
      Vendor/Systems Contractor(s) shall facilitate a Pre-Installation Meeting(s). Meetings shall include but not be limited to the following items:
      

1. 
   IP Addressing scheme
   
2. 
   Coordination with existing owner hardware
   
3. 
   Deployment location
   
4. 
   Hours of operation
   
5. 
   Security policy and procedures for students/admin and staff
   
6. 
   Primary on-site contact during installation
   
7. 
   VLAN creation for wired and wireless systems as required
   
8. 
   Subnet schemes
   
9. 
   WAN environment as related to project
   
10. 
    Wireless policies for all groups
    
11. 
    Wired policies for all groups
    
12. 
    Domain structure
    
13. 
    User and group creation
    

1. 
   Wireless Preparation:
   

1. 
   Identify areas of coverage.
   
2. 
   Create predictive wireless Heat Map.
   
3. 
   Create location ID/Naming convention.
   
4. 
   Document and label each access point for proper installation.
   

1. 
   Confirm heat map based on a set of the architectural plans of completed facility.
   
2. 
   Verify optimal locations for placing wireless access radios for maximum coverage of the facility utilizing existing cabling designated for wireless access points.
   

5. 
   Coordinate the mounting location and method for furnishing and installing wireless access points including four external access points.
   

4. 
   IDENTIFICATION LABELING
   

1. 
   Install Code 39 standard barcodes on all equipment supplied. A Microsoft Excel 2010/2013/2106 asset database shall also be provided with corresponding product part number, description, manufacturer, serial number, date installed, warranty end date, phone number of dealer to contact in case of warranty related questions, and architectural room number where equipment is installed.
   
2. 
   Attach permanently, the system serial number, IP address, and MAC address on the front of each and every network device installed. Use letter quality, mechanically generated labels. Hand printed or handwritten labels will not be accepted.
   

5. 
   TESTING/COMMISSIONING
   

1. 
   All equipment and systems in each space shall be fully tested by the Vendor/Systems Contractor(s) to ensure that all equipment and systems are fully functional. Systems are defined as functional when equipment is connected together and working as intended. Testing should include but not be limited to:
   

1. 
   Interconnection between all communications closets.
   
2. 
   Successful installation and integration of network management software
   
3. 
   Proper connection of all switch equipment to networked devices within each communication closet.
   
4. 
   Proper connection of all wireless access point hardware and peripherals and connection to the network.
   

2. 
   All testing shall be completed in accordance with the project schedule.
   

3. 
   Provide a test report detailing the date of testing, type of tests conducted, and the results of testing in each space. Schedule testing/commissioning with Owner’s Project Manager.
   

6. 
   CLEANING
   

1. 
   During handling and installation, protect equipment from construction in progress. Apply protective covering where required to ensure protection from damage. Supervise installation activities frequently and as necessary through the Project to ensure that no aspect of the Project, completed or in progress, is subject to harmful, dangerous, damaging, or otherwise deleterious exposure during the Project period. Such exposures include, but are not limited to: excessive static or dynamic loading; excessive high or low temperatures; excessive high humidity, air contaminants; water or ice; solvents, chemicals, theft, and vandalism.
   

2. 
   Prior to presentation for acceptance by client, equipment and work areas of this Scope will be cleaned. This Work will include, as necessary, vacuuming and wiping of work areas, removal of streaks, stains, etc., and assurance that systems and components as represented are new and undamaged.
   

7. 
   SYSTEM ACCEPTANCE
   

1. 
   Vendor/Systems Contractor(s) must obtain written acceptance from the Owner or the Owner’s representative at the completion of system installation, testing, documentation, and training. Failure of the Vendor/Systems Contractor(s) to obtain sign off will result in the Vendor/Systems Contractor(s) remaining responsible for extending, at no charge to the Owner, conditions of the warranty and guarantees until such time that sign off had occurred. Time included in the above condition will be presented to the Owner in addition to the standard warranties.