RFP# EPSD.TECH.2018.0004-V2 East Providence School District - Billed Entity # 120848 – Erate 2018

EAST PROVIDENCE SCHOOL DISTRICT

INFORMATION REGARDING INTERNAL CONNECTIONS.

SCOPE OF PROPOSAL: East Providence School District (EPSD) is a K-12 public-school district supporting the City of East Providence in

Rhode Island. The district has eight lower elementary schools, two middle schools, one high school, a Career and

Technical School and administrative offices. Many components of the internal network are near or past their End

of Life (EOL) and nearing End of Support (EOS) by their manufacturer. We are seeking proposals from well-

qualified vendors/integrators to upgrade our district’s infrastructure to the current best-practice architecture. The

network will be used to support our district’s current 1:1 Chromebook and interactive classroom learning with

smartboards and tablets. Proposals must be inclusive of infrastructure, cabling, installation services and training

for support staff. The architecture needs to allow for growth and expansion with classroom curriculum adding

Computer Science and Robotics.

RFP SCHEDULE RFP OPEN – 470 FILING 1/17/2018

MANDATORY WALK THROUGH 2/13/2018

WALK THROUGH (I.C.E) DATE (SNOW

CLOSURE OR SIMILAR) 2/14/2018

BID DUE DATE (5PM EASTERN) 3/1/2018

BOARD APPROVAL TBD

CONTENTS Scope of Proposal: ..................................................................................................................................................... 1

Please read and adhere to all requirements of this Request for Proposal (RFP) ...................................................... 3

REQUEST FOR PROPOSAL (RFP) RESPONSE ............................................................................................................... 3

Minimum Specifications for all Specified Technology: .................................................................................................. 7

Switching: .................................................................................................................................................................. 7

Power redundancy:.................................................................................................................................................... 7

Data closets ............................................................................................................................................................... 7

Wireless ..................................................................................................................................................................... 7

Network Security and management .......................................................................................................................... 7

Drawings: ................................................................................................................................................................... 8

Cut Sheets: ................................................................................................................................................................. 8

Cleanup and use of facilities: ..................................................................................................................................... 8

General Items: ........................................................................................................................................................... 8

Cabling Specifications: ................................................................................................................................................... 9

List of Schools and Internal Connection Requirement (estimates) Actual counts to be determined by MANDITORY

walk-through ............................................................................................................................................................... 11

PLEASE READ AND ADHERE TO ALL REQUIREMENTS OF THIS REQUEST FOR PROPOSAL (RFP) • All correspondence for this RFP must be submitted to the following contact information. Attempts to

contact EPSD staff directly may lead to exclusion during bid selection.

o Please reference above RFP# in all correspondence

o EPSD E-Bidding Email Account: e-bids@epschoolsri.com

o (401) 433-9671

o Phone and email inquiries will be reviewed at a pre-determined time(s) and responses will be

sent to all parties having responded to the RFP. Responses will be uploaded as an attachment to

the Form 470.

• The East Providence School District requires a Mandatory walk through of all buildings included on this

RFP for proposal to be considered. Please email e-bids@epschoolsri.com notifying of your interest to join

walkthrough and date will be sent to you when scheduled. The date, location and time of arrival will be

firm; there will be no late entries. It is your responsibility to plan accordingly for traffic and weather. We

are asking that all prospective bidders email e-bids@epschoolsri.com notifying of your interest to join

walkthrough to confirm your attendance at the walk through and to send a list of attendees.

• This project is dependent on E-Rate funding and East Providence budget approval. The school district

reserves the right to reject any portion of a bid dependent on available funding from E-Rate and district

• District reserves the right to exclude any bids that do not meet or exceed the requirements of this RFP.

REQUEST FOR PROPOSAL (RFP) RESPONSE • Please reference above RFP# in all correspondence

• EPSD E-Bidding Email Account: e-bids@epschoolsri.com

• A single PDF attachment containing all vendor information, solution design documentation, manufacturer

specifications, references, and proposal must be delivered by the proposal date stated above

EVALUATION PROCESS

The highest weighting of selection will go to the lowest qualified and responsible bid. The district will review all bids

for completeness, review vendor certifications and references from prior work. Proposals found to be incomplete

or not accurate may be rejected as non-responsive; and proposals not deemed to be competitive vendors/solutions

not qualified will be rejected.

The East Providence School District may choose to ask clarification questions or request additional information. All

responses will be required in writing; incomplete or unclear responses will result in rejection of proposal.

East Providence School District reserves the right to amend the vendor selection process.

E-RATE REQUIREMENTS

The Telecommunications Act of 1996 established a fund by which Schools and Libraries across the Country could

access discounts on eligible telecommunications products and services. The program is commonly known as the E-

rate Program. The eligibility for discounts on internet access, telecommunications products and services, internal

connection products, services and maintenance is determined by the Federal Communications Commission (FCC).

Funding is made available upon application approval by the Schools and Libraries Division (SLD) of the Universal

Service Administrative Company (USAC), which was established by the Act. The amount of discount is based on the

numbers of students receiving free and reduced price meals.

1. The project herein is contingent upon the approval of funding from the Universal Service Fund’s Schools

and Libraries Program, otherwise known as Erate

2. The District expects Service Providers to make themselves thoroughly familiar with any rules or

regulations regarding the E-rate program.

3. Service Providers are required to be in full compliance with all current requirements and future

requirements issued by the SLD throughout the contractual period of any contract entered into as a result

of this RFP.

4. Service Providers are responsible for providing a valid SPIN (Service Provider Identification Number). More

information about obtaining a SPIN may be found at this website:

http://www.usac.org/sl/providers/step01/

5. Service Providers are responsible for providing a valid Federal Communications Commission (FCC)

Registration Number (FRN) at the time the bid is submitted.

6. More information about obtaining an FRN may be found at this website:

https://fjallfoss.fcc.gov/coresWeb/publicHome.do

7. Service Providers are responsible for providing evidence of FCC Green Light Status at the time the bid is

submitted. Any potential bidder found to be in Red Light Status will be disqualified from participation in

the bidding process and will

8. be considered non-responsive. More information about FCC Red and Green

http://www.fcc.gov/debt_collection/welcome.html

9. Products and services must be delivered before billing can commence. At no time may the Service

Provider invoice before July 1, 2018.

10. Prices must be held firm for the duration of the associated E-rate Funding Year(s) or until all work

associated with the project is complete (including any contract and USAC approved extensions).

11. The Service Provider agrees to bill and receive a portion of the payment for the provisions of goods and

services described herein directly from USAC via the Form 474 Service Provider Invoice (SPI). The District

will only be responsible for paying its non-discounted share of costs and does not intend to use the BEAR

process (Form 472). The maximum percentage the District will be liable for is the pre-discount amount

minus the funded amount as shown on the FCC Form 471 Block 5 and any identified ineligible costs.

Alternatively, should the District decide that it is in the best interest of the District to file a Form 472, the

District will inform the Service Provider of its intent.

12. All Service Provider invoicing to USAC must be completed within 120 days from the last day of service.

Should the Service Provider fail to invoice USAC in a timely manner, the District will only be responsible

for paying its nondiscounted share.

13. Service provider shall retain all documentation related to the purchase, payment, delivery and/or

installation, including Forms 474 and receipt of payment from USAC, for all products and services

provided to the applicant. Related documentation must be retained for a period of 10 years from the last

date of service.

14. Even after award of contract(s) and/or e-rate funding approval is obtained, the District may or may not

proceed with the project, in whole or in part. Execution of the project, in whole or in part, is solely at the

discretion of the District.

15. Within one (1) week of award, the awarded Service Provider must provide the District a bill of materials

using a completed USAC “Item 21 Template”. Subsequent schedules of values and invoices for each site

must match Item 21 Attachment or subsequent service substitutions.

16. In the event of questions during an e-rate pre-commitment review, post commitment review and/or audit

inquiry, the awarded Service Provider is expected to reply within 3 days to questions associated with its

proposal.

17. No change in the products and/or services specified in this document orders will be allowed without prior

written approval from the district and a USAC service substitution approval with the exception of a Global

Service Substitutions.

18. The Service Provider acknowledges that all pricing and technology infrastructure information in its bid

shall be considered as public and non-confidential pursuant to §54.504 (2)(i)(ii).

19. The Service Provider acknowledges that its offer is considered to be the lowest corresponding price

pursuant to § 54.511(b). Should it not be the lowest corresponding price, the service provider must

disclose the conditions leading to the applicant being charged in excess of lowest corresponding price.

20. This offer is in full compliance with USAC’s Free Services Advisory

http://www.usac.org/sl/applicants/step02/free-services-advisory.aspx. There are no free services offered

that would predicate an artificial discount and preclude the applicant from paying its proportionate non-

discounted share of costs. The service provider agrees to provide substantiating documentation to

support this assertion should the applicant, USAC, or the FCC request it.

21. The awarded Service Provider is required to send copies of all forms and invoices to the District prior to

invoicing USAC for pre-approval. Failure to comply with this requirement may result in the District placing

the vendor on an “Invoice Check” with the USAC

http://www.usac.org/sl/applicants/step07/invoicecheck.aspx.

22. Service providers must comply with the FCC rules for Lowest Corresponding Price ("LCP"). Further details

on LCP may be obtained at USAC's website: http://www.usac.org/sl/service-

providers/step02/lowestcorresponding-price.aspx

The awarding of any proposal(s) and any ensuing contracts are contingent upon receiving approval for E-Rate

discount, and the availability of specifically budgeted District Technology funds. The vendor agrees to honor any

proposal and costs submitted through the E-Rate Funding Year of July 1, 2018 through September 30, 2019, with

(3) optional one year extensions.

In the event that E-Rate discounts are not approved, or only partially approved, the District reserves the right to

cancel any or all of the work awarded as a result of this RFP.

MINIMUM SPECIFICATIONS FOR ALL SPECIFIED TECHNOLOGY:

SWITCHING:

- Aruba Networks (or equivalent enterprise-grade solution)

- 802.3at PoE or greater all ports

- Minimum 1Gigabit – all ports

- Optional Mgig ports preferred

- 10 Gigabit fiber (OM3 or better) uplink between all switch closets (include all required optics/transceivers)

- Include all Cat6/Cat6a and OM3 (or better) patch cords for interconnections

- Lifetime hardware replacement warranty

POWER REDUNDANCY: - APC (or equivalent or equivalent enterprise-grade solution)

- All data facilities (MDF/IDF) must have properly sized Uninterruptible Power Supply(ies) (UPS)

- When available, multiple source power circuits should be used to connect UPS

- Cloud management for Power redundancy with automated notifications of power loss and routine health

reporting

DATA CLOSETS

- If not present or properly installed in data facility, network rack equipment and cable management must be

included in proposal

- Proper rack mounting of all equipment following business best practices for location and installation (please see

cabling specifications below for details)

- 30% additional space should be available in all racking/mounting areas for future growth

- AV-Tech (or equivalent) Cloud-managed temperature, power, humidity and water/leak sensor with automated

notifications of power loss and routine health reporting for each data facility

WIRELESS

- Aruba Networks Instant Access Point Series 335 (or equivalent enterprise-grade solution)

- Must meet latest current Wi-Fi standard at time of proposal (802.11ac Wave 2)

- Enterprise features including: Secure wireless, multiple SSIDs, VLAN tagging, and guest Wi-Fi

- Support for up to 100 concurrent devices/access point

- Each educational space will require a dedicated access point

NETWORK SECURITY AND MANAGEMENT

-Aruba Network ClearPass (Or equivalent enterprise-grade solution), up to 10,000 endpoints of Network Access

Control (district-wide)

- Aruba Airwave (or equivalent enterprise-grade solution) management platform to manage and monitor all

infrastructure component.

- Cisco/Meraki MX Series Security Appliance (Or equivalent enterprise-grade solution)

- Cloud management (1 year)

- Advanced Security Licensing (Web Content Filtering/Malware protection/Intrusion prevention)

- High Availability at select locations

- Auto-VPN/SD-WAN

DRAWINGS:

Upon completion, the Vendor shall provide drawings for each school site. The drawings will show all installed

fiber, copper, IDF/MDF and electrical locations with labels.

• Drawings should be in Visio or CAD format. Include PDFs.

• Provide 2 printed and bound copies, and 2 CD/DVDs.

CUT SHEETS: • Vendors shall provide cut sheets for all items proposed in response to this bid.

CLEANUP AND USE OF FACILITIES: • Vendor is responsible for daily cleanup and trash removal in all areas accessed.

• Vendor is responsible to ensure all doors are shut and locked after end of work shift.

• Vendor is responsible to ensure all classrooms and offices are left in the same manner in which they were

found.

GENERAL ITEMS: • Cut-Overs shall be scheduled with the District.

• It is the vendor’s responsibility to schedule work so that classroom or office impact is limited. Work

should also be scheduled to minimize downtime of any network resources. In most locations, classroom

availability is best from 2pm-7pm on weekdays.

• It is the vendor’s responsibility to provide adequate numbers of staff to complete the project within the

timelines set by the District.

CABLING SPECIFICATIONS:

• Standard classroom CAT6 and CAT6a drop configuration is; 2 CAT 6 cable runs/classroom (wall mounted),

1 CAT6 for Clock/Speaker, and 1 CAT6a drops in ceiling for AP, for a total of 4 drops per classroom.

• Cabling must be tested and labeled upon completion

• Existing cabling may be reused/repurposed only if it meets the specifications listed on this RFP and is

tested and labeled properly

• Vendor must guarantee all cabling in the event of installation error for 1 year from the date of project

completion

• Cabling contractor or subcontractors must maintain Rhode Island Telecommunication Service Contractor

(TSC) license and all technicians maintain the Telecommunications Service Technician (TST) license. For more

information, please visit http://www.dlt.ri.gov/profregs/TelcommMain.htm

• Cabling contractor is responsible to pull permit(s) as necessary with City of East Providence for all low

voltage electrical work to be performed.

1. Copper Cabling:

a. CAT 6a (or better)

b. Cable Color Yellow

c. CM, CMR or CMP rated (as required)

d. Excessive cable bundles shall be avoided

2. Fiber Cabling:

a. 8 Strand, Multi mode (MM), 10Gbps rate, minimum

b. Indoor/ Outdoor (OFNR)

c. CM, CMR or CMP rated (as required)

d. 50/125um, Tight Buffer, Loose tube (no gel)

e. Water and Rodent resistant

f. Utilize innerduct where possible

3. Existing Cabling:

a. Existing CAT 6/5e cabling and drops shall be left intact

b. CAT5 or other cabling shall be removed by the vendor

c. Existing that does not meet or exceed 10G standard shall be removed by the vendor

4. Terminations/ Outlets:

a. Terminate CAT6a cabling to EIA/TIA 568B Standard •

b. Terminate MM fiber cabling with SC connectors and couplers.

c. Wall drops are to be flush mounted wherever possible.

5. CAT6a Patch Panels:

a. Provide rear cable management bar for cabling support

b. Cables shall be laced, in a neat and clean fashion, so that cable weight is distributed evenly. Only use

Velcro for cable ties in all IDF/MDF locations

c. Finger style wire management is NOT used

6. Pathways:

a. If existing pathways allow for additional fill, they are to be used in this project. It will be the

responsibility of the vendor to determine the best pathways for both copper and fiber cabling.

b. Where allowed, copper cable must be supported above t-bar or ceiling by JHooks, spaced no farther

than 5’ apart.

c. Walls should be fished where possible. Surface mount raceway used where required.

d. Fiber should be installed in vendor provided UL rated innerduct, where feasible.

e. Contractor shall provide and install EMT conduit sleeves as required through any intervening

walls/fire-walls to properly route the station cabling to the required locations.

f. Conduit sleeves provided by Contractor, or existing sleeves utilized by Contractor, to properly route

station cabling from the station to the appropriate MDF, IDF, shall be properly fire-caulked by

Contractor.

g. All exposed conduit ends and sleeves shall be properly protected with plastic bushings.

h. All wire (copper, fiber, and ground) will enter and or exit equipment closets by passing through

contractor provided and installed EMT conduit fastened where needed by unistrut.

i. Pull strings must be left in all conduits and sleeves exceeding four (4) feet in length.

j. Penetrated firewalls will must be returned to their original fire rating using UL approved firestop

system or sleeve

7. IDF / MDF Device Installation Order:

a. Patch panel and switchgear installation order is as follows:

i. Fiber Patch Panel (1U*) (Top, if any)

ii. CAT6 Patch Panel 48P (2U)

iii. Switchgear 48P (1U)

iv. CAT6 Patch

v. Panel 48P (2U)

vi. Switchgear 48P (1U)

vii. Etc…

viii. UPS mounted near bottom of rack (minimum of 8 inches off floor)

b. All distribution frames shall be mounted on a backboard that is attached to no less than three (3)

studs on the wall by lag bolts. Lag bolts shall penetrate the studs by no less than 3 inches. IDF/MDF

cabinet shall be attached to the mounted uni-struts with 3/8ths spring nuts and bolts.

c. All distribution frames shall be permanently Grounded both the main unit as well as the door if plastic

hinges are used

8. IDF Cabinets/ Racks:

a. All floor mount Racks are to be grounded and installed with Seismic kits (Ladder racks and floor brackets

bolted to the floor).

b. Cabinets shall have solid front door. Double swing, configurable left or right swing. Conduit sleeves

shall be used for penetrations.

c. Wall mounted cabinets shall be installed on a white back board min ¾” thick. Backboards shall be

mounted securely to support the weight of cabinet and gear.

d. All fiber mounted in the racks must have a 10’ service loop.

e. All fiber service loops must be labeled.

f. All copper mounted in the racks must have a 10’ service loop.

g. All cables are to be dressed in the Data Racks using Velcro cable tie wraps.

LIST OF SCHOOLS AND INTERNAL CONNECTION REQUIREMENT (ESTIMATES) Actual counts to be determined by MANDITORY walk-through

School Name Firewall Specs MDF/IDF UPS Switches WAP’s Cabling (ft)

Martin Middle School

Meraki MX100 (2x for HA) Or equivalent

1/6 8 8 75 11,250

East Providence High School

Meraki MX250 (2x for HA) Or equivalent

1/5 8 15 90 15100

Whiteknact School Meraki MX84 Or equivalent

1/0 1 2 18 1990

Kent Heights School

Meraki MX84 Or equivalent

1/0 1 2 18 1990

Myron J. Francis School

Meraki MX84 Or equivalent

1/1 2 3 20 2300

Silver Spring School

Meraki MX84 Or equivalent

1/0 1 2 19 2100

Agnes B. Hennessey School

Meraki MX84 Or equivalent

1/1 2 3 15 2250

Riverside Middle School

Meraki MX100 (2x for HA) Or equivalent

1/2 3 5 60 9000

Oldham School Meraki MX84 Or equivalent

1/0 1 2 14 2100

Waddington School

Meraki MX84 Or equivalent

1/1 2 2 34 5100

Orlo Avenue Meraki MX84 Or equivalent

1/0 1 2 15 2250

City Hall Meraki MX84 Or equivalent

1/0 2 2 5 500

Career Technical Center (CTC)

Meraki MX84 (2x for HA) Or equivalent

1/3 5 10 12 1850