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School District of Beloit-Request for Proposal RFP #2013-0005
School District of Beloit
Request for Proposals
RFP # 2013-0005
Information Technology (IT) Management and Support Specifications
5/1/2013
Prepared by:
Janelle Marotz, CPA, SFO
Executive Director of Business Services
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School District of Beloit-Request for Proposal RFP #2013-0005
Technology Services (RFP-2013-0005) Bid Response Cover
Questions regarding this RFP must be sent via e-mail to Janelle Marotz, Executive Director
of Business Services, at [email protected]. Sealed paper bid responses must be hand
delivered or mailed to:
School District of Beloit
Attention: Janelle Marotz, CPA, SFO
1633 Keeler Avenue
Business Services Office, Room 108
Beloit, WI 53511
Technology Services RFP (RFP-2013-0005)
Company Name:
By (Authorized Signature):
Printed Name:
Date:
Title:
City, State, Zip Code:
Telephone Number:
Fax Number:
Email Address:
By signing this document, I am agreeing on behalf of my company, to the specifications in this RFP and
I am accepting without exception or amendment, the Terms and Conditions listed herein. Any Purchase
Order or subsequent contract issued as a result of this RFP will be subject to these terms and
conditions. This page must be signed in ink. Unsigned responses will be disqualified.
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School District of Beloit-Request for Proposal RFP #2013-0005
Table of Contents
Technology Services (RFP-2013-0005) Bid Response Cover.........................................................2
I. GENERAL INFORMATION...................................................................................................5
I.1. Updates/Cancellations ..................................................................................................6
I.2. Contract Document .......................................................................................................6
I.3. Clarifications ................................................................................................................6
I.4. Applicable Law.............................................................................................................6
I.5. Non-Discrimination ......................................................................................................6
I.6. Taxes .............................................................................................................................6
I.7. Code of Ethics ..............................................................................................................6
I.8. Warranty .......................................................................................................................7
I.9. Indemnity ......................................................................................................................7
I.10. Disputes ........................................................................................................................7
I.11. Waiver ..........................................................................................................................7
I.12. Open Records ...............................................................................................................7
II. SCOPE OF THE PROJECT .....................................................................................................7
III. TERMS AND CONDITIONS .................................................................................................9
III.1. Length of Contract ........................................................................................................9
III.2. Clarification and/or Revisions to the Specifications and Requirements .....................10
III.3. Vendor Conference .....................................................................................................10
III.4. Calendar of Events ......................................................................................................10
III.5. Evaluation Criteria ......................................................................................................10
IV. GENERAL REQUIREMENTS OF CONTRACTOR AND ADDITIONAL
PROPOSAL/CONTRACT CLARIFICATIONS...........................................................................11
IV.1. Contract Length ..........................................................................................................11
IV.2. Terms of Contract Agreement and Termination .........................................................12
IV.3. Payment for Contract Performance ............................................................................12
IV.4. Status as Independent Contractor ...............................................................................14
IV.5. Contractor Compliance with Laws .............................................................................14
IV.6. Ownership of Software Programs Developed ............................................................14
IV.7. Confidential Information ............................................................................................14
IV.8. Proposal Costing .........................................................................................................15
IV.9. Board of Education Rights..........................................................................................15
V. SCOPE OF CONTRACT DUTIES .......................................................................................15
V.1. Application Programming/Development ....................................................................20
V.2. Database Management ................................................................................................20
V.3. Technology-Related RFP Development .....................................................................20
V.4. Technology-Related Pricing, Ordering & Vendor Relations ......................................20
V.5. Maintaining Inventory of District Hardware and Software ........................................20
VI. CONTRACT CURRENT STAFFING LEVELS ..................................................................21
VI.1. General Information....................................................................................................21
VI.2. Building Technicians ..................................................................................................21
VI.3. Shop Manager .............................................................................................................21
VI.4. Web and Software Support Services ..........................................................................22
VI.5. Engineer ......................................................................................................................22
VI.6. Technology Director ...................................................................................................23
VI.7. Skyward Support/Phone System Support ...................................................................23
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School District of Beloit-Request for Proposal RFP #2013-0005
VI.8. Mobile Device Management/Procurement/Helpdesk .................................................24
VI.9. Digital Support............................................................................................................24
VI.10. Hardware Support .......................................................................................................24
VII. INSTRUCTIONS TO VENDORS ........................................................................................24
VII.1. Proposal Preparation...................................................................................................24
VII.2. Company Information ................................................................................................25
VII.3. Staff Qualifications.....................................................................................................26
VII.4. References ..................................................................................................................26
VII.5. Insurance ....................................................................................................................27
VIII. Cost Summary Sheet .............................................................................................................28
IX. Certification Sheet ................................................................................................................29
X. APPENDIX A – NETWORK DIAGRAM DETAIL ...........................................................30
XI. APPENDIX B – KNOWN PENDING UPCOMING LARGE PROJECTS ........................31
XII. APPENDIX C – TECHNOLOGY ORGANIZATION CHART .........................................32
XIII. APPENDIX D – NUMBER AND TYPE OF SERVERS AND SWITCHES .....................33
XIV. APPENDIX E – DISTRICT ORGRANIZATION CHART ...............................................38
XV. APPENDIX F – HARDWARE DIAGRAM DETAIL ........................................................39
XVI. APPENDIX G – LAB SNAPSHOT .....................................................................................40
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School District of Beloit-Request for Proposal RFP #2013-0005
I. GENERAL INFORMATION
Background
The School District of Beloit, Wisconsin (“The District”) educates and nurtures close to
7,200 students in 10 elementary schools with limited class sizes, 2 middle schools and 1 high
school. Four-year-old kindergarten, alternative programming and charter schools are available.
The Mission of the School District of Beloit, committed to excellence and strengthened and
enriched by diversity, is to prepare each student to compete, contribute and thrive as an
admirable citizen in a rapidly changing world by engaging students in a wide variety of high
quality, relevant programs in partnership with families, schools and the Stateline community.
The District passed a 70 million dollar referendum that includes new additions and renovations
to many of its locations as well as the addition of a brand new intermediate school. The District
will be reconfiguring grades and levels and closing buildings as well as operating new sites.
The District plans on upgrading and installing wireless infrastructure throughout the District.
The District values partnership with its vendors and is looking for a vendor with a strong
background of District and community partnership with the ultimate goal of creating a state of
the art technology platform.
The District recognizes the importance of digital learning and is currently exploring 1:1
initiatives as well as technology school implementation. This exploration will be adjusted as
needed depending on fiscal implications.
The District will provide office space for technology staff at no cost.
The District uses Skyward for student management and finance management systems and also
utilizes many other software programs. A list of primary software programs will be supplied if
requested.
The District has the following locations:
School Name Street City State Zip Enrollment
Current
Grades
Aldrich 1859 Northgate Dr Beloit WI 53511 685 6-8
Burdge 321 Olympian Blvd Beloit WI 53511 241 4-5
Converse 1602 Townline Ave Beloit WI 53511 368 K-3
Cunningham 910 Townline Ave Beloit WI 53511 316 4-5
Eastside Intermediate Lee Lane Beloit Wi 53511 N/A N/A
Gaston 610 McKinley Ave Beloit WI 53511 420 K-3
Hackett 533 West Grand Ave Beloit WI 53511 358 K-3
Kolak Center 1633 Keeler Ave Beloit WI 53511 N/A Admin
McLenegan 2639 Sunshine Ln Beloit WI 53511 237 4-5
McNeel 1524 Frederick St Beloit WI 53511 734 6-8
Memorial 1225 Fourth St Beloit WI 53511 1661 9-12
Merrill 1333 Copeland Ave Beloit WI 53511 253 K-3
Morgan 1811 Lee Ln Beloit WI 53511 245 4-5
RCAA – Hendricks 600 Henry Ave Beloit WI 53511 79 Alternative
Robinson 1801 Cranston Rd Beloit WI 53511 390 K-3
Royce - Beloit Early Learning 825 Liberty Ave Beloit WI 53511 421 PK
Todd 1621 Oakwood Ave Beloit WI 53511 335 K-3
Wright - Beloit Learning
Academy 1033 Woodward Ave Beloit WI 53511 107 Alternative
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School District of Beloit-Request for Proposal RFP #2013-0005
The purpose of this document is to provide interested Vendors with information to enable
them to prepare and submit a proposal for providing information technology (IT)
management and support for the District. The intent of this request for proposal (RFP) is to
provide potential vendors with sufficient information to enable them to prepare an accurate
response.
This request for proposal can be reviewed and downloaded from the following website:
http://wsx.sdb.k12.wi.us/sites/Business/RFPs/default.aspx
The Vendor is strongly encouraged to read the entire solicitation prior to submitting.
I.1. Updates/Cancellations: The District may modify or cancel the RFP at any time prior to
the due date by issuance of an addendum or cancellation to all vendors who are participating in
the bid process. Any addendums or cancellations will be posted on the District’s RFP website:
http://wsx.sdb.k12.wi.us/sites/Business/RFPs/default.aspx
Vendors must monitor the website for any updates or cancellations to this RFP. Any verbal or
email modifications to the RFP shall not be binding upon the District.
I.2. Contract Document: Vendor acknowledges that the awarding of this proposal is on
condition of a signed contract between the District and Vendor. The contract will contain the
specifications as outlined in this RFP, any addendums, and options negotiated between the
Vendor and District.
I.3. Clarifications: The Vendors must agree to the components specified in this RFP. Bidders
must include a list of clarifications and/or assumptions if they are looking to change the
specifications as outlined in this RFP, or any addendums issued.
I.4. Applicable Law: This bid shall be governed by the laws, rules and regulations of the state
of Wisconsin which are effective and in force on the date of this proposal together with any
and all laws of the United States, Ordinances of the County of Rock, Beloit and the City of
Beloit, Wisconsin and the policies and procedures of the School District of Beloit.
I.5. Non-Discrimination: The Contractor agrees not to discriminate against any employee or
applicant for employment because of race, religion, color, national origin, age, sex, or
handicap, which shall include, but not be limited to: recruitment advertising; employment;
upgrading; demotion or transfer; layoff or termination; rates of pay or other forms of
compensation; selection for training, including apprenticeship. A violation of this provision
shall be sufficient cause for the School District of Beloit to terminate the contract.
I.6. Taxes: The District is exempt from Federal Excise Tax and Wisconsin State Sales Tax. If
applicable, bids should be submitted without such taxes. Tax exemption certificates will be
provided upon request.
I.7. Code of Ethics: No person may offer to give to any employee of the School District of
Beloit or his/her immediate family, may solicit or receive anything of value pursuant to an
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School District of Beloit-Request for Proposal RFP #2013-0005
understanding that such officers or participants' vote, official action or judgment would be
influenced thereby.
I.8. Warranty: The contractor agrees that the equipment, supplies or services furnished under
this contract shall be covered by the most favorable commercial warranties the contractor gives
to any customer for such equipment, supplies and services.
I.9. Indemnity: Contractor(s) shall indemnify, keep and save harmless the School District of
Beloit, its agents, officials and employees, against all injuries, death, loss, damage, patent
claims, suits, liabilities, judgments, costs and expenses; which may otherwise accrue against the
School District of Beloit in consequence of the granting of a contract or which may otherwise
result therefrom, if it shall be determined that the act was caused through negligence or
omission of the contractor or his employees, of the subcontractor or his employees, if any; and
the contractor shall, at his own expense, appear, defend and pay all charges of attorneys and all
costs and other expenses arising therefrom or incurred in connection therewith; and if any
judgment shall be rendered against the Jurisdiction in any such action, the Contractor shall at
his own expense, satisfy and discharge the same. Contractor expressly understands and agrees
that any performance bond or issuance protection required by this contract, or otherwise
provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the School District of Beloit as herein provided.
I.10. Disputes: For any disputes, the laws of the State of Wisconsin apply.
I.11. Waiver: One or more waivers by any party of any term of the contract will not be
construed as a waiver of a subsequent breach of the same or any other term. The consent or
approval given by any party with respect to any act by the other party requiring such consent or
approval shall not be deemed to waive the need for further consent or approval of any
subsequent similar act by such party.
I.12. Open Records: The District's RFP responses and bid and award documents may be
subject to disclosure if requested under the Wisconsin Open Records Law, Wisconsin Statute
Sect. 19.31-19.39.
II. SCOPE OF THE PROJECT The School District of Beloit will need the following technology services. The Vendor selected to
provide these services will facilitate implementation of the District technology plan, vision and
technology operations via technical support of all technology functions within the District.
Vendors who respond to this RFP will have extensive experience, a knowledgeable background
and possess qualifications in the following areas. Please note if you are unable to provide a
particular service.
Qualified to provide information and technology leadership services for a public school
district.
Analysis and subsequent recommendations for enhancing/supplanting operating hardware and
software systems.
Restructuring of all information and technology protocols, e.g., work orders, personnel
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School District of Beloit-Request for Proposal RFP #2013-0005
assignments, estimated response time, procurement etc.
Comprehensively inventorying all software and hardware systems.
Long and short-term acquisition planning for all hardware and software systems.
Providing visionary 21st century leadership in relation to hardware and software system and
implementation needs.
Facilitating a state-approved, cutting-edge District technology plan.
Advising the Superintendent and Executive Team regarding resources and planning required
instituting a District wide wireless student centered, digital learning environment including 1:1
device initiative program planning and implementation and/or technology instructional
program planning such as a STEM school.
Ability to engage and coordinate all District administrators, facility and staff pragmatically
using information technology for the purpose of attaining student achievement goals.
Experience in collaborating with a public communications department to create and maintain a
provocative, customer friendly website, voicemail greetings and/or other communication
technology tools.
1) The District is looking for a highly qualified professional partner who is capable of performing
the aforementioned scope of work. It is expected that the contract pricing will consist of fixed
hourly costs or a not to exceed annual cost for all positions and duties needed to complete the
related services for the District. Further scope of duties follows:
a) The District currently maintains phone systems for local and long distance and voicemail.
Please include training and maintenance.
b) The District owns and manages approximately eighty (80) servers. Your organization will
need to provide maintenance on all servers, provide antivirus software, provide an active
directory for users, students contacts etc. Please indicate your procedures for back up of
data. For further details on servers and switches please see Appendix D of this RFP.
c) Network Systems Administration: Design, Configuration, Management,
Monitoring, Repair and Support
d) Smartboard and Projector and Printing devices Support and Installation
e) System PC and Peripheral Support
f) End-User Technology Support for all District Schools and Locations
g) Application Programming/Development
h) Database Management
i) Hardware Acquisition and Specification
j) Software Acquisition and Specification
k) Technology-Related RFP Development (when necessary)
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School District of Beloit-Request for Proposal RFP #2013-0005
l) Technology-Related Pricing, Ordering, and Vendor Relations
m) Installation and Set Up including PC’s, tablets, printers, smart boards and projectors
n) Maintaining Inventory of District Hardware and Software
o) Monitoring Software Licensing
p) Coordination/Utilization/Imaging/App Management/Support for tablets and/or other mobile
devices
q) Telephone administration, configuration, monitoring, repair and support
r) Install, upgrade, troubleshoot and maintain network switches and wifi access points
s) Monitor Hardware Warranty
t) Plan for and maintain Equipment and Software Replacement Schedules
u) Assist with gathering data from student and finance software systems for accurate state
reporting as well as other District reporting needs
v) Oversee backup and recovery processes including preserving a reliable disaster recovery
plan
w) Duplicating and printing oversight
x) Supports district reporting activities (MAP, WKCE)
y) Represents district at meetings and conferences
III. TERMS AND CONDITIONS
The Contractor is expected to furnish turnkey informat ion technology ( IT) management
and support for the School District of Beloit. The Contractor will be the IT department and
support for the School District of Beloit. The Contractor will coordinate their activities with
District administration primarily with the District’s Executive Director of Business Services.
III.1. Length of Contract
The initial contract term will be for three (3) years from July 1, 2013, through June 30, 2016
with the opportuni ty for two (2) optional one-year extensions. Both the District and
Contractor have to agree to an extension six months prior to the expiration of contract.
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School District of Beloit-Request for Proposal RFP #2013-0005
III.2. Clarification and/or revisions to the specifications and requirements
Any questions concerning this RFP must be submitted in writing by e-mail on or before
May 15, 2013 to:
Janelle Marotz, CPA, SFO
Executive Director of Business Services
Please type “2013-0005 RFP Questions” in the subject line.
III.3. Vendor Conference
A mandatory pre-bid vendor conference will be held on May 22, 2013 at 9:00 AM at the
School District of Beloit’s District Office located on the first floor of the administration
building in room 108, 1633 Keeler Avenue in Beloit to review the specifications, to clarify
any questions, and to provide any needed additional instruction to vendors on the submission
of proposals. Included in the conference will be a District-sponsored walk-thru and
presentation of relevant IT facilities and equipment.
III.4. Calendar of Events (subject to change)
The schedule listed below is tentative and represents our intentions the day before this
document was published. School activities and other related issues will have a higher priority
and may affect this timeline. All vendors must adhere to the schedule. Unless otherwise noted,
deadlines for each item are 5:00 p.m. local time.
Date Event
May 1, 2013 Date of issue of the RFP
May 15, 2013 Deadline for submitting questions
May 22, 2013 Mandatory vendor conference including walk through – 9:00 AM
School District of Beloit District Office
1633 Keeler Avenue, Room 108, First Floor
Beloit, WI 53511
May 29, 2013 Sealed proposals due from vendors by 3:30 PM CST
June 2-June 7, 2013 Proposal Evaluation and Possible vendor interviews for finalists
June 11, 2013 Board Committee Review
June 25, 2013 Board Approval
June 26, 2013 Notification of intent to award sent to vendors
July 1, 2013 Intended contract start date (transition planning, not fully staffed)
III.5. Evaluation Criteria
The criteria for the selection of the Contractor shall be at the District’s sole discretion. The
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School District of Beloit-Request for Proposal RFP #2013-0005
following table will be used as a guide to evaluate and weight proposals.
Description Percent
Total long-term cost to the District to acquire the Vendors goods and services
(although fees is an important factor in the evaluation of proposals, the District is not required to choose the
lowest bidder)
20
Reputation of the vendor and the vendors services 15
Vendor’s staff’s qualifications and certifications 15
Vendor’s experience with a contract of this size and scope 15
Vendor’s experience in a school environment 15
Vendor’s ability to follow RFP required services on a timely basis 10
Vendor’s corporate partners or affiliations (i.e. authorized service provider)
5
Quality of the Vendors services 5
Total 100
The District reserves the right to: Reject any and all bids 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 Rebid and/or fail to make an award
The District will review each submitted bid, and will select proposals for a detailed review and evaluation. As part of this detailed review of proposals, selected Vendors may be required to make oral presentations of their proposals to the District. This will provide an opportunity for the Vendor to clarify their proposals and to answer any questions the District may have. The District plans to make a bid award on or before July 1, 2013.
IV. GENERAL REQUIREMENTS OF CONTRACTOR AND
ADDITIONAL PROPOSAL/CONTRACT CLARIFICATIONS
IV.1. Contract Length
The contract term will be for three (3) years from July 1, 2013, through June 30, 2016 with
two (2) optional one-year extensions. Both the District and Contractor have to agree to an
extension six months prior to the expiration of contract. The District reserves the right to
reevaluate the contract during the contract period and cancel the contract due to
unsatisfactory service without penalty.
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School District of Beloit-Request for Proposal RFP #2013-0005
IV.2. Terms of Contract Agreement and Termination
Either the District or the Contractor shall have the right to unilaterally terminate the
agreement for any reason upon one hundred twenty (120) days prior written notice to the
other party. The Contractor shall immediately notify the District if the Contractor is
unable to complete the responsibilities outlined in the agreement, in which case the
District shall have the right to immediately terminate the agreement. The District
reserves the right to immediately terminate the agreement for cause if the Contractor
materially breaches any of the provisions of the agreement.
IV.3. Payment for Contract Performance
Upon complete performance of the contract by the Contractor, and after the acceptance of said
performance by the School District of Beloit, the School District of Beloit shall pay the
Contractor any balance then remaining due and payable under the terms of this contract for said
work, material, services, items, supplies or equipment, within thirty (30) days after receipt of a
properly documented invoice.
Payment Application Processing To expedite the Payment Application Request/Approval/Funds Disbursement process, the
Contractor shall process payment applications electronically through eznetpay®. eznetpay® is
an online application to transmit payment applications between the Contractor and District as
opposed to other methods such as email, FTP, or paper. eznetpay® serves as collaborative web
environment, which expedites and organizes the payment application requests, approval, and
funds disbursement process and saves substantial resources by minimizing administration,
printing, shipping, and courier costs.
The Contractor is responsible to consider the anticipated prompt payment discounts to use
eznetpay® within their bidding documents. Please see - PAYMENT TERMS below for these
anticipated discounts. Discounts are calculated on a transaction basis by each individual
payment application. CASH DISCOUNTS FOR EARLY PAYMENTS ARE CONSIDERED
IN THE AWARD PROCESS.
The prompt payment discounts shall be calculated from the start of the contract through final
completion and apply to all payment requests including Change Order amounts. There is no
separate user license as there may be an unlimited number of
Users per project. ezPay , LLC shall provide a training session via web conference for the
design and contractor team if necessary. No hardware or software purchase is required to
operate eznetpay®. eznetpay® can be operated with access to the internet and a standard email
account. Visit www.eznetpay.com or call 888-699-5151 for additional information on
eznetpay®.
Electronic Payment Application Delivery eznetpay® is accessed on the internet at https://go.eznetpay.com. Users must enter their Logon
ID and password to log on. Individual Users of eznetpay® are assigned their own unique and
confidential Logon ID and a temporary Password to use the system. Upon first time log on,
Users will be required to update their Password. Payment applications are electronically
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School District of Beloit-Request for Proposal RFP #2013-0005
processed through eznetpay’s automated process. Users may download electronic copies of
payment applications as PDF files.
Payment Application Logs Security levels, access to information, and authorization is pre-determined and controlled by an
eznetpay® Contract Administrator.
An automated activity log tracks eznetpay® User activity and can be accessed by the Contract
Administrator.
Digital signatures track action steps taken by individual Users. Users may view digital
signatures of all authorized persons within the contract that they are assigned. It is not required
that the Contractor maintain separate activity logs.
Supporting Documentation All supporting documentation relating to payment application requests such as pictures and
documents shall be uploaded and stored electronically within the assigned eznetpay® contract.
Funds Disbursement The District shall electronically disburse funds to the Contractor through an escrow account
established and maintained by ezEscrow, LLC (ezEscrow), an entity with the purpose to
electronically match and record the payment application request amount, transaction fee
deduction amount, and electronic funds transfer. An ACH remittance notification is
electronically sent to the District and Contractor when funds have been disbursed for each
application.
The federal banking system processes ACH transactions Mondays thru Thursdays. Deposits
made Friday thru Sunday are processed the following Monday. Deposits normally take two to
four hours to process but may take up to 24 hours, dependent upon the time of day the deposit
is made. The exception is that no ACH transactions can be processed on United States Federal
Reserve Bank Holidays because their offices are closed. Several calendars online list the
Federal Reserve Bank holidays and how that affects processing.
The Contractor shall submit their bank profile information in eznetpay® to establish the route
to receive electronic payments. eznetpay® will automatically request this information.
Prompt payment discounts will be automatically deducted from the District’s disbursement
prior to the disbursement to the Contractor and are recorded on the ACH remittance
notification.
Payment Terms The District reserves the right to apply a prompt payment discount schedule as follows:
Period Prompt Payment Discount
0 to 10 days 2.0%
11 to 30 days 0.0%
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School District of Beloit-Request for Proposal RFP #2013-0005
IV.4. Status as Independent Contractor
Contractor is an independent contractor and shall not be considered an employee, partner or
agent of the District and neither Contractor nor any of the Contractor’s agents, employees,
or subcontractors will be entitled to any proceeds, insurance, rights or benefits under the
District insurance, pension or benefit plans or for purposes of any Workers’ Compensation
law.
Contractor agrees that it shall pay all wages, salaries, and other amounts due to its employees
in connection with performing their obligations covered by this proposal and shall be
responsible for all reports and obligations respecting the Contractors and its employees
relating to social security, income tax withholding, unemployment compensation, workers’
compensation and similar matters. Contractor shall cover or insure all of its employees
performing services related to this proposal in compliance with applicable laws relating to
workers’ compensation and employer’s liability insurance.
Contractor is solely responsible for all applicable federal, state and local taxes and
assessments and will pay the taxes and assessments required by the Internal Revenue
Code and any state and local agency of similar concern.
IV.5. Contractor Compliance with Laws
Contractor shall comply with the Fair Labor Standards Act and the Occupational Safety and
Health Act and all other applicable federal, state, county and local laws, ordinances,
regulations and codes in the performance of duties related to this proposal.
IV.6. Ownership of Software Programs Developed
All software programs developed by the Contractor for the District shall be and will remain
the District’s property. Contractor irrevocably assigns to the District any rights of
Contractor in software programs developed by the Contractor for the District and all other
works for hire, as defined by U.S. Copyright Law. The
Contractor may use the structural ideas of the software developed for the District with or
for other clients and potential clients, but agrees to protect the District’s
property interest in their basic software. The District agrees that all such use by the
Contractor of such structural ideas is fully authorized.
IV.7. Confidential Information
The Contractor will have access to Confidential Information. Confidential Information means
all information of the District relating to the District’s existing or potential non-public
business strategies, existing or proposed bids, finance, marketing strategies and customers. In
addition, Confidential Information includes all personal identification and information of
District management, employees and students, (FERPA), including confidential health-related
information (HIPAA). At no time will any Confidential Information be disclosed to any
person including, but not limited to legal or financial advisors and immediate family.
Contractor agrees that all such information is confidential and that Contractor will not use or
disclose such information to any outside person or entity for any reason whatsoever, with the
District’s express written consent.
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School District of Beloit-Request for Proposal RFP #2013-0005
IV.8. Proposal Costing
The Contractor is expected to furnish turnkey IT management and support for the School
District of Beloit. The Contractor will be the IT department and support for the School
District of Beloit. The Vendor proposal shall be a sum total proposal to provide turnkey
IT management and support. No additional costs beyond the accepted proposal amount will
be paid by the District should the IT management and support require additional time of the
Contractor. (Additional clarification on staffing can be found in Section VI) No additional
costs beyond the accepted proposal amount will be paid for incidental expenditures such as
mileage, postage, copies, etc.
The District is attempting through this document and the mandatory vendor conference to
provide a thorough description of duties expected by the Contractor. Due to the nature and
complexity of the relationship, all expected duties cannot be spelled out in exact detail.
Contractors shall price their proposal accordingly to incorporate and anticipate contingencies
for any variations.
IV.9. Board Of Education Rights
The School District of Beloit reserves the right to reject any or all Proposals. Proposal
award will not be made on the basis of price alone; additional criteria such as Vendor
experience, references and staffing credentials will also be considered. The School
District of Beloit shall be the sole judge of these factors. In all instances, the decision
rendered by the School District of Beloit shall be final and not subject to contest by others.
V. SCOPE OF CONTRACT DUTIES
1. General Information
This document is not intended to be an all-inclusive list of every duty and
expectation required of the Contractor. Rather this document provides a summary of the
major scope of work that is related to this contract and represents the primary
responsibilities expected of the contractor.
The Contractor is expected to furnish turnkey IT management and support for the School
District of Beloit. The Contractor will be the IT department and support for the School
District of Beloit. The Contractor will coordinate their activities with District administration
primarily with the District’s Executive Director of Business. The Vendor’s proposal shall
encompass all duties necessary to furnish turnkey IT management and support for the School
District of Beloit.
The Contractor is responsible for the oversight of other contractors working for the District in
or associated with the technology department including any subcontractors employed by the
Contractor.
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School District of Beloit-Request for Proposal RFP #2013-0005
2. Network Systems Administration: Design, Configuration, Management,
Monitoring, Repair and Support, Upgrade and Expansion
The current network infrastructure is primarily HP ProCurve switching equipment. Fiber optic
links (SMF WAN and MMF internal) provide MDF and IDF connectivity. Except for the
Core Switch to Main server cluster and SAN connect ions which are 10Gb
copper, al l WAN, IDF links, and clients are linked at 1Gb. Network upgrades have been
completed at the High School main server room and at the District Administrative
Center.
Other locations will be upgraded individually in future budget years via a dedicated
budget allocation. The district has LANs implemented for the security camera system and for
a VoIP system district-wide. The phone system currently consists of a mix of Mitel Digital
phone systems, Mitel VoIP phones over Ethernet, and a limited number of AT&T analog lines
at each building for 911 failover, fax machines, and utility-monitoring modems.
The new main server cluster is composed of 3 G8 HP Proliant servers and 4 HP LeftHand
NAS units holding 20 TB of storage space currently at 80% capacity. The School District of Beloit i s a cross platform environment. Server operating systems
include Novell NetWare 6.5, Novell OES, Novell SLES, Windows 2000 Server,
Windows 2003 Server, Windows 2008R2 Server, Mac OS X Servers, Linux Servers, and
FreeBSD. Primary authentication and file storage runs on Novel eDirectory. Novell
Zenworks is used for PC management, policy deployment, hard drive imaging, and desktop
remote control. JAMF Casper is used to manage iPads and Macintosh workstations and
laptops.
Firewall services i s c o n t r o l l e d b y A s t a r o Sophos Network Security run on 2
i d e n t i c a l H P P r o l i a n t s e r v e r s w i t h H i g h A v a i l a b i l i t y a n d f a i l - o v e r .
Web Content Management is run by Cymphonix Network Composer with SSL filtering
enabled. Backups of a l l V i r t u a l M a c h i n e s d a t a a r e s e n t v i a L e f t H a n d
s n a p s h o t s t o V S A s l o c a t e d a t t h e D i s t r i c t O f f i c e . T h e V S A s a r e
r u n n i n g o n e a r l i e r g e n e r a t i o n H P P r o l i a n t s e r v e r s a n d H P S A N s .
L o c a l snapshots are created nightly for 3 days, and o f f - s i t e backups are s to red on
the VSAs fo r 7 days . An add i t ional c loud -based backup se rv i ce i s u sed
fo r impor t an t da t abases and f i l e s pul l ed o f f o f s e l ec t ed servers .
3. System PC and Peripheral Support
Workstation counts per building, all Windows XP or Windows 7 except for Apple Mac machines:
Building Workstations Laptops Tablets Printers
Burdge
Elementary 50 60 42 3 printers
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School District of Beloit-Request for Proposal RFP #2013-0005
2 copiers
1 color inkjet, 1 fax
Converse
Elementary 32 5 76 3 printers
2 copiers, 1 fax
Cunningham
Elementary 51 37 16 2 printers
2 copiers, 1 fax
Gaston
Elementary 37 36 65 3 printers
2 copiers, 1 fax
Hackett
Elementary 71 20 55 4 printers
3 copiers, 1 fax
McLenegan
Elementary 50 11 20 1 printer
2 copiers, 1 fax
Merrill
Elementary 94 3 68 2 printers
2 copiers, 1 fax
Morgan
Elementary 50 6 53 3 printers
2 copiers, 1 fax
Robinson
Elementary 65 5 58 3 printers
2 copiers, 1 fax
Todd Elementary 68 4 20 2 printers
2 copiers , 1 fax
Aldrich Middle
School 207 109 270 18 printers
2 copiers, 1 fax
McNeel Middle
School 186 100 330 14 printers
3 copiers, 1 fax
RCAA Charter
School 90 36 0 5 printers
1 copier, 1 fax
Beloit Learning
Academy 144 5 0 9 printers
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School District of Beloit-Request for Proposal RFP #2013-0005
1 copier, 1 fax
Royce Early
Learning Center 44 2 21 1 printer
1 copier, 1 fax
Brother Dutton
Even Start 80 4 0 2 printers
1 copier, 1 fax
Beloit Memorial
High School 775 122 30 69 printers
8 copiers
1 ROTC inkjet, 1 fax
Kolak: District
Administrative
Center
254 121 25 22 printers
12 copiers
6 fax
2 inkjets
TOTAL 2348 686 1149 166 printers
50 copiers
4 inkjets
23 fax
It is the goal of the District to meet or decrease its current 7-year workstation life cycle.
Currently all workstations (besides those noted above) are Windows 7 or Windows XP.
These workstations have been provided by a number of vendors, primarily HP, ByteSpeed,
OmniTech, and Apple. The oldest systems are OmniTechs, and district-built Antecs, which
are being systematically e-cycled to leave only dual-core HP 5800s or higher model PCs
within the next year. The oldest HPs are receiving RAM upgrades along with software
upgrades of Windows XP to Windows 7, and Office 2003 upgrades to Office 2010.
Approximately 2/3 of the district have been upgraded to Windows 7 at this time. iMacs prior
to Intel-based aluminum are being systematically e-cycled and replaced with aluminum iMacs. The Contractor is responsible for maintaining the image of all workstations. This includes
ensuring software installation is on a global and individual basis for systems throughout
the district. Antivirus software is maintained on these systems and managed by a central
server at the High School. The Contractor is responsible for the distribution of all newly purchased
workstations throughout the district. Approximately 400 workstations per year are purchased,
based on budget allocation. Deployment of said machines is performed primarily during the
summer and around the summer school schedule, but continues throughout the year over
breaks and for individual users.
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School District of Beloit-Request for Proposal RFP #2013-0005
The Contractor is responsible for the installation and setup of all new hardware and software
purchased for the network or end user. The Contractor is responsible for disposing of machines after their life cycle is complete.
Disposal is handled by coordinating with an approved E-cycling company. Historically, it
is the goal of the District to remove the majority of old computers when replaced by a new
computer to limit licensing requirements for old, out-dated, or unused computers.
4. End-User Tech Support for all District Schools and Locations
4.1 Building level support is provided by technicians responsible for end user support. Four
technicians are responsible for all buildings. Oversight is provided by a shop manager. The
District has a print management contract that provides support for many printing devices as
well as copying machines. 4.2 Technology support tickets are submitted by staff members into a Sharepoint site on the
District website. This application was developed by current technology staff. Tickets are
manually assigned to the appropriate technicians. Certain administrative users are given
access to see all tickets in the district. 4.3 Support is provided for all District applications used, including financial, student
management and curriculum environments. Often these are software solutions provided by
outside vendors. If the contractor is not able to resolve the issue with a vendor’s software
package and a support contract is in place with that vendor, the vendor will be contacted to
provide additional support. This also includes updating software packages per the vendor’s
recommended upgrade path. A considerable amount of time is required by technicians to
ensure that new or upgraded classroom and testing software are tested and working
properly before rolling out to staff and students.
4.4 Th e D i s t r i c t ho l ds w eek l y t e chn o l og y d ep a r t m en t m ee t in gs a s w e l l
a s cu r r i cu l um b us in e ss m ee t in gs an d ex ecu t i v e t e am m ee t i n gs w i t h t he
T echn o l o g y D i r ec to r , Ex ecu t i v e Di rec t o r s and Su p er in t en d en t at the
District Administrative Center. Members of the District including Principals and Curriculum
and Director of Faci l i t ies also attend as needed. The goal of the meetings is to
discuss and p l an new in i t i a t i ves , open issues, brainstorm solutions, and hear any
problems that need to be addressed. 4.5 The district utilizes Skyward Finance and Skyward Student software for management
in respective departments. Currently, the District provides server and database management
for these systems, as well as daily school year and summer school setup, configuration, end-
user support, and trainings of teachers, administrative, and support staff. ProPalms running
on Remote Desktop server is used to connect to PAC, while a web browser is used to
access other applications within the Skyward Suite. 4.6 The Contractor is responsible for providing training to District staff on existing, new,
or upgraded hardware, peripherals and software.
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School District of Beloit-Request for Proposal RFP #2013-0005
V.1 Application Programming/Development
The District has developed a number of custom applications for the district, including
extensive Sharepoint data systems, server side utilities, support ticket management systems,
and content management systems. These applications are written in languages such as ASP,
HTML, PHP, Visual Basic, MS Access, and Java. Where applicable, data is stored in SQL
databases. Additional projects and programming will be required periodically.
V.2 Database Management
Transactional and Analytical processing databases currently in use include Microsoft SQL,
MySQL, and ProgressDB. The technology department provides performance review,
backups and maintenance of these databases.
V.3 Technology-Related RFP Development
The Contractor will, in conjunction with the Executive Director of Business Services,
develops Request for Proposals (RFPs) to allow vendor proposals on technology-related
items. The Contractor verifies that the technology will meet the needs of the project and
will last throughout the life cycle expectancy. When proposals are received from vendors,
a recommendation is made to administration based off technical aspects of the quote. All
proposals are provided to administration for final review and decision making. The
Contractor may be required to attend Board of Education and/or Finance Committee
meetings to explain and review proposals.
V.4 Technology-Related Pricing, Ordering and Vendor Relations
For technology purchases, the Contractor gathers a minimum of three quotes from approved
vendors directly. Large dollar quotes are input into the District’s financial management
system as a purchase order (PO). Small purchases are made using a District purchasing
card. Once a PO is approved, the PO is sent to the vendor for ordering. The hardware or
software is provided to the technician or staff member when received, if applicable, for
installation. Approval of the vendor’s invoice is also handled in conjunction with the
business department. The Contractor will be the primary contact for third-party technology
vendor relations.
V.5 Maintaining Inventory of District Hardware and Software
All hardware technical information is gathered, organized and recorded with an equipment
identifier and location. Excess hardware inventory for repair and replacement usage is also
organized physically into a large parts and small parts room. Software inventory is
maintained by software, location/District licensing, and number of copies. The software
information and installation discs are kept at a central location and physically stored in the
software inventory room.
Software licensing management is a continuous process. License tracking must be
maintained in an electronic format.
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School District of Beloit-Request for Proposal RFP #2013-0005
VI. CONTRACTOR CURRENT STAFFING LEVELS
VI.1. General Information
The staffing positions, qualifications and staffing levels outlined in this section are based
upon the District’s current assessment of staffing. The District cannot reasonably project its
need for these services which will be used on an “as needed” basis.
The annual staffing commitment for the technicians is considered the minimal time
requirements and additional time may be required on a weekly or seasonal basis depending on
need.
Staffing commitments are considered the average annual requirements and will fluctuate up
and down on a weekly or seasonal basis. The Vendor proposal shall be a sum total proposal to provide turnkey IT management and
support. No additional costs beyond the accepted proposal amount will be paid by the
District should the IT management and support require additional time of the Contractor.
In the event that the District requests that another position be added, a new staffing cost would
need to be agreed to between the District and Contractor and the contract amended. The Vendor may include with their proposed cost deductions, an hourly amount for each
position; including full time positions. They should also include their plan for interviewing
current District employees for possible employment with the Vendor.
VI.2. Building Technicians
Four Building Technicians are currently in place for forty (40) hours per week onsite for each
Building Technician for 52 weeks in a year. (4x40x52) Building Technicians are the first and primary responders to end-user IT needs.
Responsibilities include response to repair requests, assisting District staff with technology-
related needs and installation and maintenance of workstations, peripherals and software.
Responsibilities also include Smartboard, ceiling mounted projector installation, printer
installation and repair. Minimum requirement is that Building Technicians have equivalent experience, or be
progressing toward, an associate’s degree in the technology f ield .
A high level of customer service is expected, and as such, good communication, interpersonal
skills, and additional certifications such as Microsoft certifications are required.
VI.3. Shop and IT Procurement Manager
One shop and IT procurement manager is currently in place for forty (40) hours per week for
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School District of Beloit-Request for Proposal RFP #2013-0005
52 weeks in a year. The majority of time is to be onsite. Some work may be done remotely.
The Shop Manager manages the Building Technicians on technology tickets, coordinates
and/or mediates Building Technicians work with District administrators, instructional staff
and support staff, and is often manages the District’s wiring needs. The Shop and IT
Procurement manager also handles project management for sourcing projects as well as
conducting spend analysis and acquiring IT procurement solutions.
The District’s minimum requirement is that the Shop Manager have a Bachelor’s degree or
five (5) years of experience in procurement and technology experience as well as product
knowledge including hardware, software and printing. Good communication, interpersonal
and organization skills are required.
Prefer additional certifications such as Microsoft certifications, Linux certifications and Cisco
or HP Networking Certifications.
VI.4. Web and Software Support Services
The District employees a full time software integration specialist for forty (40) hours per
week for 52 weeks in a year. Some work may be done remotely. The software specialist builds and provides support and training for websites, surveys, and
SharePoint sites, as well as working in specialized areas for interfacing between software
programs, including state reporting and data transfers from and to third-party
vendor hardware and software. The software specialist also oversees the District scanning and
archiving support needs including programming forms for OCR reading, set up of scanning
folders and troubleshooting and hardware support of scanners. A bachelor’s degree or five (5) years experience in supporting users in an educational
environment is required. Also experience in web design, online survey creation, and web
content management systems as well as video creation and editing is required in addition to the
ability to work with data imports, exports and transfers across multiple platforms.
It is required that this position have strong communication and public relation skills.
VI.5. Network Engineer
The District employees a full time network engineer for forty (40) hours per week for 52
weeks in a year. Some work may be done remotely. The engineer handles network and server-related issues and installations. They also may
coordinate projects and/or design databases or programs to increase staff and network
efficiencies. Required qualifications include a bachelor’s degree, network certifications, or three (3) years
related work experience. The ability to support Novell, OES, GroupWise, OSX Server,
Zenworks and Windows AD Servers as well as the ability to support VMWARE and vSphere
server clusters. Experience supporting network infrastructures including switches, routers,
wiring and wireless is essential.
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School District of Beloit-Request for Proposal RFP #2013-0005
The network engineer is also responsible for using the network operating systems to create
computer images, set and deploy policies, and package and deploy applications to end users as
needed.
Also required are excellent communication and organizational skills and the ability to
complete tasks on time. Resume information should include network certifications and experience in designing
and building network infrastructures.
VI.6. Technology Director
The Director of Technology is scheduled for forty (40) hours per week for 52 weeks in a
year. Some work may be done remotely. The Director of Technology coordinates all aspects of the technology department with
the District, is the primary contact for the technology administration, oversees
technology staff, and collaborates with the Executive Director of Business for long-
range and annual strategic planning for network, hardware and software upgrades
including the prioritization of technology budget and purchasing.
Bachelors or master’s degree in information technology is required along with a minimum of
five (5) years with information technology. It is required that the Director of Technology has good communication and
interpersonal skills along with management and project oversight experience.
VI.7. Skyward Support/Phone System Support
Two Skyward support positions are scheduled for forty (40) hours per week for 52 weeks
in a year. Some work may be done remotely. One position provides software support and training for Skyward Student Software including
Skyward Fee Management while the other position provides software support and training for
Skyward Finance Software. This position handles software updates, implementation of new
processes or procedures including training, creating training documentation as well as
helpdesk support including one on one assistance as needed with staff. The position handling
Skyward Finance Support also handles E-rate applications, filing and follow up as well as
telephone system configuration, support, and troubleshooting.
It is required that the Skyward Support specialists have good communication and interpersonal
skills, along with management and project oversight experience. It is essential that this position have Skyward management experience including database
management, data mining and reporting, strong interpersonal and communication skills, and
project management skills.
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School District of Beloit-Request for Proposal RFP #2013-0005
VI.8. Mobile Device Management/Procurement/Helpdesk
Two support positions are scheduled for approximately fifty (50) hours per week for 52
weeks in a year. Some work may be done remotely. One position provides clerical and helpdesk support as well as mobile device management via
our JAMF Casper server, and via Apple Configurator stations located at all of our schools. The
other position handles the assignment of technology requests, inputting of asset additions,
removals, and moves, and the ordering and processing of technology procurement.
It is required that these positions have good communication and interpersonal skills along with
excellent organizational skills.
VI.9. Digital Support
Two part time support positions are scheduled for approximately three (3) hours per month.
This work must be done onsite. These roles are to record District Board of Education televised meetings once per month, to
record other Board of Education sessions as requested, and to record other events held in the
Board room throughout the year as requested. Other events are also recorded around the
district as requested such as graduation and other ceremonies.
It is required that the technicians have digital creation and editing experience.
VI.10. Hardware Support
A temporary part time support position is scheduled for approximately ten (10) hours per
month. This work must be done onsite. This role is to assist with technology hardware support projects such as updating labs,
upgrading RAM or moving of technology equipment.
VII. INSTRUCTIONS TO VENDORS
The District’s expectations with respect to the performance by each Vendor are set forth in the
Instructions to Vendors section. Vendors who fail to examine and comply with the bid
documents do so at their own risk. The District expects Vendors will comply with the stated
requirements of the proposal in developing their response.
VII.1. Proposal Preparation
Any explanation desired by a bidder regarding the meaning or interpretation of any portion of
these documents must be requested via email and directed to the Executive Director of
Business Services at [email protected] by May 15, 2013. Oral explanation or
instructions given before the opening of the proposals will not be binding. Any information
given to one prospective bidder will be furnished to all prospective bidders a Proposal
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School District of Beloit-Request for Proposal RFP #2013-0005
Addendum and will be located on the Districts’ website for RFPs, if such information would be
prejudicial to a uniformed bidder.
Each bidder shall furnish the information required by these documents. The bidder shall sign
the proposal page, all addenda, and 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. Any exception to the terms and conditions of this proposal must be
included in writing in the proposal.
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 sixty (60) days, this
factor will be considered in awarding a contract.
This RFP is being made available by electronic means. Vendors agree to provide the District
with a valid e-mail address to receive this correspondence.
Provide 5 (5) sets of proposal materials. All restrictions on the use of the data contained within
a proposal and all confidential information must be clearly stated. Proprietary information
submitted in a proposal or in response to the RFP, will be handled in accordance with the
applicable Wisconsin State Statute(s). Submissions must be in a sealed envelope with the RFP
title and number clearly marked outside of the envelope. Submission must be hand carried or
mailed to Business Services Department, 1633 Keeler Avenue, Beloit, WI 53511. Responses
must be received and stamped at the Business Services Office on or before the opening date
and time. Responses presented after the time and date of the opening process will NOT be
accepted. The District will not be held responsible for late mail or other carrier delivery.
Faxed or emailed responses will not be accepted. The District will not return proposals.
This RFP does not commit the District to award a contract, to pay costs incurred in the
preparation of the proposal, or to procure or contract for services.
Bid proposals may be modified or withdrawn by written notice received by the Business
Services office prior to the exact hour and date specified for receipt of the bids. All
modifications must be presented in a sealed envelope. A proposal may be modified or
withdrawn in person by the bidder or an authorized modification or withdrawal, and only if the
modification or withdrawal is made prior to the exact hour and date set for the receipt of
proposals.
VII.2. Company Information
Please provide an executive summary of your company’s qualifications to serve as the
Districts technology services partner including a detailed transition plan and
organizational chart.
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School District of Beloit-Request for Proposal RFP #2013-0005
Provide the following company information (please indicate whether you have an office
located within the school District and what services are provided by that office):
• Company Legal Name
• Years in business
• Number of similar projects
• Main Contact Person
• Full Mailing Address
• Telephone Number
• Fax Number
• Insurance Company
• Number of Full-Time Employees
• Number of Part-Time Employees
• Organizational Chart
VII.3. Staff Qualifications
Provide personal data sheets describing the educational, work and project experiences for each
of the staff members who would be assigned to the project. In addition, include any
certifications individuals may have. Provide summary resumes of the proposed service team,
and indicate each person’s tenure with your company.
Please describe in detail your company’s plan to interview the District’s current employees for
possible employment with your company. (If some positions would need to be filled or
added upon being awarded the contract, please describe processes and qualifications utilized
to select individuals.)
VII.4. References
Provide Business/Entity Name and a Contact name with phone and email:
• Provide references for your three largest accounts.
• Provide references for your three largest governmental and/or hospital accounts
(excluding K-12). • Provide references for your three largest K-12 accounts.
• Provide references for three accounts within 75 miles of Beloit.
• (The same reference may apply to more than one area above. If unable to provide
three references for each area, please list “No Further References Available” for
each type of reference that you are unable to provide three contacts for.) Vendors must possess extensive knowledge of network systems, equipment and software
equal to or similar to what the School District of Beloit currently operates with and
must have at least three (3) years’ experience with the same system(s) in a similar
environment.
Preference will be given to Vendors with references for IT support at organizations most
similar in size and/or environment as the District.
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School District of Beloit-Request for Proposal RFP #2013-0005
VII.5. Insurance
Vendor must have General Liability and/or Owners and Contractors Protective Liability
Coverage--$2,000,000 combined single limit per occurrence for bodily injury, personal
injury and property damage. The general aggregate shall be twice the required occurrence
limit. Minimum general aggregate shall be no less than
$5,000,000 per operation and/or location. Worker’s Compensation insurance as required by the Worker’s Compensation statutes of the
State of Wisconsin. Unemployment insurance as required by laws of the State of Wisconsin. A certificate of insurance showing proof of coverage shall be submitted with proposal. Upon being awarded the contract, the Contractor shall furnish the District with certificates
of insurance naming the District, its officials, agents, employees and volunteers as additional
insured. The certificates must be approved by the District prior to the start of the contract
period.
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School District of Beloit-Request for Proposal RFP #2013-0005
VIII. Cost Summary Sheet
2013-2014 2014-2015 2015-2016 2016-2017 Extension
2017-2018 Extension
Annual Contract Cost
Biweekly Cost (Bi-Weekly Payroll Cost)
Potential Deducts: Insert hourly or full position deduct rate or explain in
detail alternates in lieu of this chart Building Tech Hourly
Building Tech Full Positions
IT Director Hourly
IT Director Full Position
Skyward Support Hourly
Skyward Support Full
Position
Network Engineer Hourly
Network Engineer Full Position
Shop/IT Procurement
Manager Hourly
Shop /IT Procurement Manager Full Position
Software Specialist Hourly
Software Specialist Full Position
Mobile Device/Procurement/ Help Desk Hourly
Mobile Device/Procurement /Help Desk
Full Position
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School District of Beloit-Request for Proposal RFP #2013-0005
IX. Certification Sheet
CERTIFICATION: IT MANAGEMENT AND SUPPORT
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 exist There is no collusion involved in presenting the bid or its components
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 Vendors” for the School District of Beloit
Signature Date
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School District of Beloit-Request for Proposal RFP #2013-0005
X. APPENDIX A – NETWORK DIAGRAM DETAIL
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School District of Beloit-Request for Proposal RFP #2013-0005
XI. APPENDIX B – KNOWN PENDING UPCOMING
LARGE PROJECTS Google migration, idea completion before the 2013-2014 school begins:
A. Transfer GroupWise Email, Calendar and Contacts to Gmail B. Configure staff directory sync to Google, student directory sync and create Gmail account
for all students
Wireless Infrastructure and Implementation, Summer 2013-Summer 2015 6 Primary Schools, 1 High School, 1 new intermediate School, 2 intermediate Schools, possible temporary wireless for elementaries to be closed Windows Migration Phase 1
A. Migrate from Novell to Windows Servers Microsoft Windows Server Software/Client Access Licenses 1:1 mobile device implementation, likely to be grade level or content level but could be district wide Move from District Website SharePoint Management to a Content Management System
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School District of Beloit-Request for Proposal RFP #2013-0005
XII. APPENDIX C TECHNOLOGY SERVICES
ORGANIZATION CHART
School District of Beloit Technology Department
Technology Director
Network
Server Maintenance & Performance
(Patches/Upgrades)
Disaster Recovery & Restore (Records
Retention)
Troubleshooting & Analysis
NetworkConf iguration &
Security
ShopManager
User accounts, Email permission,
Web f ilters,
Antivirus,
Technology Support Employee
Oversight
Bidding & PricingProposals, Order
Processing
Hardware Warranty& Maintenance
Order Tracking & Delivery
Ensure compliance with procurement policies, laws &
regulations
Sof tware Licensing & Use Monitoring
Technology Support
Specialist (3)
Diagnose & Repair PC's,
Smart boards,
Laptops, Printers
Install & Conf igure PC's, Smart
boards, Laptops,
Printers, etc.
Phone System
FinanceSystem
Server Maintenance & Performance
(Patches/Upgrades)
Disaster Recovery &Restore
(Records Retention)
Data Oversight & Reporting
User Support
User Training
SharePoint/Video(Surveys, Data
Collection & Data
Sharing)
Software Integration
Assess Staf f Needs
User Support
Onsite Observation &
User Training
Software Integration Specialist
Inventory Tracking& Replacement
Schedule
Student System
Server Maintenance & Performance
(Patches/Upgrades)
Disaster Recovery &Restore
(Records Retention)
Data Oversight & Reporting
User Support
User Training
Executive Director of Business Services
Superintendent
Print Shop
Accept and ProcessPrint Orders
Order Print Supplies
Track Print orders and schedule
delivery or pickup
Secretary
Enter PurchaseRequisitions
Monitor and Assign Technology Support
Requests
Assist with Inventory and Mobile Device App Management
Montitor Technology Orders
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School District of Beloit-Request for Proposal RFP #2013-0005
XIII. APPENDIX D NUMBER AND TYPE OF SERVERS
AND SWITCHES
Server Location OS Physical or VM
In Use
Description
Web Server BMHS Win 2k8 Physical Yes District Web Server
Sharepoint BMHS Win 2k3 Physical Yes District Sharepoint Server
Domain Controller BMHS Win 2k3 Physical Yes Former web server---now one of four AD domain controllers
Alexandria KEC Win 2k8 VM Yes District Alexandria Server--Services all building IMCs
BES KEC Win 2k3 VM No Blackberry Enterprise Server-Used as a trial but license was not purchased-Not Used
Clone Skyward 2008 R2 KEC Win 2k8 VM No Copy of the Skyward Server
Data Warehouse KEC Win 2k8 VM Yes Skyward Data Warehouse Server
FitnessGram KEC Win 2k3 VM Yes FitnessGram Server--Used by all PE teachers to track student progress
Moodle KEC Win 2k3 VM Yes District Moodle Server
Sage App KEC Win 2k3 VM Yes Finance Application Server--Web / Alio Access
Sage DB KEC Win 2k3 VM Yes Finance Database Server--DB Backend for Alio
SkyDB Training KEC Win 2k3 VM Yes Training server for Skyward users
AutoDesk License Server BMHS Win XP VM Yes License management server for Autodesk Software used at BMHS
Crystal Reports Server BMHS Win 2k3 VM Yes Server with Crystal Reports installed
Groupwise Webaccess BMHS Win 2k3 VM Yes Server used for web version of Groupwise Mail
Copier Server BMHS Win 2k3 VM Yes Keeps track of copy jobs and authenticates users
NWEA Student Data BMHS Win 2k3 VM Yes Contains MAP testing info--Used for reporting
Pictures Server BMHS Win 2k3 VM Yes Stores photos used in Skyward
Procurve Manager Plus BMHS Win 2k3 VM No Procurve Manager Plus--Not currently in use
Project 2010 BMHS Win 2k8 VM Yes Server for MS Project 2010
Remote 3 Skyward 2005 – 2008 BMHS Win 2k3 VM No Archive of Skyward server
Remote A BMHS Win 2k3 VM Yes Used for Skyward PAC access
Remote B BMHS Win 2k3 VM Yes Used for Skyward PAC access
Scholastic Achievement Manager BMHS Win 2k3 VM No Was used for Read 180 and Math Apps--License not continued
Domain Control License Server BMHS Win 2k3 VM Yes District's SIF ZIS
SIF Server BMHS Win 2k3 VM No Old SIF ZIS
SkyShare BMHS Win 2k3 VM Yes Not sure of the purpose of this system
Skyward 2008-2009 BMHS Win 2k3 VM No Archive of Skyward server
Skyward 2008R Skyward BMHS Win 2k8 VM Yes Currently Skyward Server
S-Old SkyDB BMHS Win 2k3 VM No Archive of Skyward Database Server
Symantec AV BMHS Win 2k3 VM Yes Symantec AV Update Server
Symantec Endpoint BMHS Win 2k3 VM Yes Symantec Endpoint Protection Update Server
Syslog BMHS Win 2k3 VM Yes Central logging server
Virtual Center Server BMHS Win 2k8 VM Yes Controls all VM cluster hosts--VMWare Vsphere Server
WebJet Admin BMHS Win 2k3 VM No HP Jet Admin Server--Not currently used
WSUS BMHS Win 2k3 VM Yes Windows Update Server
Backup Server BMHS Win 2k3 Physical Yes District's Backup Server--Stores and sends data to Amazon S3
Identipass BMHS Win 2000 Pro Physical Yes Controls Keycard Access to BMHS, McNeel, and Aldrich
Mitel Management BMHS Win 2k3 Physical Yes Manages District Phone System
Remote 2 BMHS Win 2k3 Physical Yes Remote Access Server for System Administration
Email Archive BMHS Win 2k8 Physical Yes Archives Email
Email Vault BMHS Win 2k8 Physical Yes Archives Email
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School District of Beloit-Request for Proposal RFP #2013-0005
Server Location OS Physical or VM
In Use
Description
Remote 3 BMHS Win 2k8 Physical Yes Remote Access Server for System Administration
Johnson Control Server McNeel Win 2k3 Physical Yes Controls HVAC for all connected district facitlities
Video Collectors—How many? Various Embedded Windows Physical Yes
Captures video from security cameras--Do not know how many are currently in use.
Sharepoint 2010 BMHS Win 2k8 VM Yes New Sharepoint Server--Data will be migrated from existing server to this one
SQL Server BMHS Win 2k8 VM Yes Central MSSQL Server
Cable Access Video Generator Server KEC Win 2000 Svr Physical Yes Used for District's Cable Access Channel
Bell Control at BMHS BMHS Win 95 Physical Yes Controls lighting and bells at BMHS--On it's last legs for the past 10 years
Windows Server at Hackett Hackett Win 2k3 Physical No Was used for an application the building purchased. Server is no longer in use.
Apps BMHS Netware 6.5 Physical Yes Stores applications and system images--Will be migrated to SLES Apps
Login BMHS Netware 6.5 Physical Yes Stores user home directories--Will be migrated to SLES Login
IT BMHS Netware 6.5 Physical Yes Runs Identity Manager
Zenworks BMHS Netware 6.5 VM Yes Performs Zenworks Workstation Imports
Mail BMHS SLES 10 VM Yes District Email Server
Finance KEC Netware 6.5 VM Yes Stores data for KEC--Will be migrated to SLES Finance
SLES Finance KEC SLES 10 VM Yes New Server for Finance
ZCM2 KEC SLES 10 VM Yes Backup Zenworks Server for District
SLES Apps BMHS SLES 10 VM Yes New Server for Apps
SLES Login BMHS SLES 10 VM Yes New Server for Login
ZCM1 BMHS SLES 10 VM Yes Zenworks Server for District
Datasync KEC SLES 11 VM Yes Allows mobile devices to access email, calendar, and contacts
Wiki / Blogs BMHS OSX Server Physical Yes Stores District Wikis and Blogs
Mem OSX BMHS OSX Server Physical Yes Used for Mac labs at BMHS
Aldrich OSX Aldrich OSX Server Physical No No Longer in Active Use
McNeel OSX McNeel OSX Server Physical Yes Used for Mac lab at McNeel in Band Room
Merrill OSX—No longer in use Merrill OSX Server Physical No No Longer in Active Use
SDBVM1 BMHS ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On
SDBVM2 BMHS ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On
SDBVM3 BMHS ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On
SDBVM4 KEC ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On
SDBVM5 KEC ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On
Mail VM BMHS ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On
Primex AMP KEC Linux VM Yes Controls Clocks and Bells at Gaston
Shop File Server KEC Trustix Linux Physical Yes Stores data for KEC Tech Dept.
Shop Image Server KEC Trustix Linux Physical Yes Stores old images for KEC Tech Dept.
Astaro Firewall 1 BMHS Astaro Linux Physical Yes District Firewall
Astaro Firewall 2 BMHS Astaro Linux Physical Yes District Backup Firewall
Old Backup Firewall 1 BMHS Astaro Linux Physical No Old Firewall--No Longer in Use
Old Backup Firewall 2 BMHS Astaro Linux Physical No Old Firewall--No Longer in Use
Cymphonix Content Filter BMHS Embedded Linux Physical Yes District Content Filter
Safari Internal BMHS Open BSD Physical Yes Serves internal district users--Video Streaming Server
Safari External BMHS Open BSD Physical Yes Serves external users--Video Streaming Server
Mitel AWC BMHS Mitel Linux VM Yes Mitel Audio Web Conferencing Server
Mitel Voicemail BMHS Mitel Linux Physical Yes Serves all voicemail users
35
School District of Beloit-Request for Proposal RFP #2013-0005
Server Location OS Physical or VM
In Use
Description
Mitel 3300 Phone Controller BMHS Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Aldrich Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller McNeel Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller KEC Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller HEC Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Burdge Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Converse Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Cunningham Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Gaston Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Hackett Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller McLenegan Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Merrill Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Morgan Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Robinson Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Todd Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Royce Mitel Linux Physical Yes Controls building's digital and IP phones
Mitel 3300 Phone Controller Wright Mitel Linux Physical Yes Controls building's digital and IP phones
Physical Servers 56 Virtual Servers 46 Windows 2003 Servers 33 Windows 2008 Servers 12 Linux Servers 33 Active Servers--Online 88 Inactive Servers--Offline 14 Total Servers 102
Building Switch Name Switch IP Software Version
Startup Config Backup Name Use
Aldrich ALD 140 SW1 10.5.1.6 K.15.04.0003 ALD_140_SW1_050211_K_14_60.cfg Building Edge
ALD IMC SW1 10.5.1.5 K.15.04.0003 ALD_IMC_SW1_050211_K_14_60.cfg
Building Edge
ALD Main SW1 10.5.1.2 K.15.04.0003 ALD_Main_SW1_050211_K_14_60.cfg
Building Core
ALD TC1 SW1 10.5.1.3 K.15.04.0003 ALD_TC1_SW1_050211_K_14_60.cfg
Building Edge
ALD TC2 SW1 10.5.1.4 K.15.04.0003 ALD_TC2_SW1_050211_K_14_60.cfg
Building Edge
Burdge BUR Main SW1 10.18.1.2 K.15.04.0003 BUR_Main_SW1_050211_K_14_60.cfg
Building Core
Converse Con Main SW1 10.17.1.2 K.15.04.0003 CON_Main_SW1_050211_K_14_60.cfg
Building Core
Cunningham CUN Main SW1 10.16.1.2 K.15.04.0003 CUN_Main_SW1_050211_K_14_60.cfg
Building Core
Gaston GAS Main SW1 10.15.1.2 K.15.04.0003 GAS_Main_SW1_050211_K_14_60.cfg
Building Core
36
School District of Beloit-Request for Proposal RFP #2013-0005
Building Switch Name Switch IP Software Version
Startup Config Backup Name Use
HEC EEC Automotive 5406zl 10.19.1.253 K.15.04.0003 HEC_Auto_SW1_050211_K_14_60.cfg Building Edge
HEC TC1 10.19.1.252 K.15.04.0003 HEC_TC1_SW1_050211_K_14_60.cfg
Building Edge
EEC-MDF-5412XL 10.19.1.254 K.15.04.0003 HEC_Main_SW1_050211_K_14_60.cfg
Building Core
Hackett HAC Main SW1 10.14.1.2 K.15.04.0003 HAC_Main_SW1_050211_K_14_60.cfg
Building Core
KEC KEC AUDITORIUM 10.4.1.190 K.14.60 KEC_AUD_SW1_050211_K_14_60.cfg
Building Edge
KEC 2nd Floor Lounge 10.4.1.200 K.14.60 KEC_2nd_SW1_050211_K_14_60.cfg
Building Edge
KEC Main Switch 10.4.1.2 K.14.60 KEC_Main_SW1_050211_K_14_60.cfg
KEC TECH WING 10.4.1.90 K.15.04.0003 KEC_TECH_SW1_050211_K_14_60.cfg
Building Edge
McLenegan MCL Main SW1 10.13.1.2 K.15.04.0003 MCL_Main_SW1_050211_K_14_60.cfg
Building Core
McNeel MCN Main SW1 10.6.1.2 K.15.04.0003 MCN_Main_SW1_050211_K_14_60.cfg
Building Core
MCN Main SW2 10.6.1.3 K.15.04.0003 MCN_Main_SW2_050211_K_14_60.cfg
Building Edge
MCN TC1 SW1 10.6.1.4 K.15.04.0003 MCN_TC1_SW1_050211_K_14_60.cfg
Building Edge
MCN TC2 SW1 10.6.1.5 K.15.04.0003 MCN_TC2_SW1_050211_K_14_60.cfg
Building Edge
Memorial Mem 1st Floor Switch 10.3.1.242 K.15.04.0003 MEM_1st_SW1_050211_K_14_60.cfg
Building Edge
Mem 2nd Floor Switch 10.3.1.239 K.15.04.0003 MEM_2nd_SW1_050211_K_14_60.cfg
Building Edge
Mem 3rd Floor Switch 1 10.3.1.240 K.15.04.0003 MEM_3rd_SW1_050211_K_14_60.cfg
Building Edge
Mem 3rd Floor Switch 2 10.3.1.241 K.15.04.0003 MEM_3rd_SW2_050211_K_14_60.cfg
Building Edge
Mem 3rd Floor Training 10.3.3.200 Y.11.16
Building Edge
Mem B103 10.3.1.232 K.15.04.0003 MEM_B103_SW1_050211_K_14_60.cfg
Building Edge
E-Wing Switch 10.3.3.2 K.15.04.0003 MEM_EWING_SW1_050211_K_14_60.cfg
Building Edge
Mem Ground Floor Switch 1 10.3.1.244 K.15.04.0003 MEM_GRDFL_SW1_050211_K_14_60.cfg
Building Edge
Mem Ground Floor Switch 2 10.3.1.254 K.15.04.0003 MEM_GRDFL_SW2_050211_K_14_60.cfg
Building Edge
Memorial C006 Lab 10.3.1.142 K.15.04.0003 MEM_C006_SW1_050211_K_14_60.cfg
Building Edge
Mem C014 10.3.1.253 K.15.04.0003 MEM_C014_SW1_050211_K_14_60.cfg
Building Edge
Memorial Core Switch 5400 10.3.1.2 K.15.04.0003 MEM_Core_SW1_050211_K_14_60.cfg
District Core
Mem Fieldhouse 10.3.3.1 K.15.04.0003 Mem_Fieldhouse_SW1_050211_K_14_60.cfg
Building Edge
37
School District of Beloit-Request for Proposal RFP #2013-0005
Building Switch Name Switch IP Software Version
Startup Config Backup Name Use
Merrill MER MAIN SW1 10.12.1.2 K.15.04.0003 MER_Main_SW1_050211_K_14_60.cfg Building Core
Morgan MOR_MainSW1 10.11.1.2 K.15.04.0003 MOR_Main_SW1_050211_K_14_60.cfg
Building Core
MOR Trailer SW1 10.11.1.3 K.15.04.0003 MOR_Trailer_SW1_050211_K_14_60.cfg
Building Edge
Robinson Robinson Main SW1 10.10.1.2 K.15.04.0003 ROB_Main_SW1_050211_K_14_60.cfg
Building Core
Royce Roy_Main_SW1 10.9.1.2 K.15.04.0003 ROY_Main_SW1_050211_K_14_60.cfg
Building Core
Todd TOD Main SW1 10.8.1.2 K.15.04.0003 TOD_Main_SW1_050211_K_14_60.cfg
Building Core
TOD Lab SW1 10.8.1.3 K.15.04.0003 TOD_Lab_SW1_050211_K_14_60.cfg
Building Edge
Wright WRI Main SW1 10.7.1.2 K.15.04.0003 WRI_Main_SW1_050211_K_14_60.cfg
Building Core
Total Switches 43
38
School District of Beloit-Request for Proposal RFP #2013-0005
XIV. APPENDIX E-DISTRICT ORGANIZATION CHART
39
School District of Beloit-Request for Proposal RFP #2013-0005
XV. APPENDIX F – HARDWARE DIAGRAM DETAIL
School Name Grades
# of
SMART
Boards
# of rooms that
need SMART
Boards
# of classroom
amplification &
microphones
# of
document
cameras
# of SMART
Response
systems
Aldrich 6-8 26 8 0 26 1
Burdge 4-5 10 2 0 10 1
Converse k-3 18 7 0 18 1
Cunningham 4-5 14 2 0 14 1
Gaston k-3 17 7 0 17 1
Hackett k-3 15 7 0 15 1
Kolak Admin 5 0 0 5 0
McLenegan 4-5 15 2 0 15 1
McNeel 6-8 30 8 0 30 1
Memorial 9-12 66 18 0 66 1
Merrill k-3 16 7 0 16 1
Morgan 4-5 13 2 0 13 1
RCAA k-3 2 2 0 2 0
Robinson k-3 18 7 0 18 1
Royce Pre-k 3 17 0 3 0
Todd k-3 18 7 0 18 1
Wright
Learning
Academy
Alternative 8 0 0 8 0
TOTAL 294 103 0 294 13
40
School District of Beloit-Request for Proposal RFP #2013-0005
XVI. APPENDIX G – LAB SNAPSHOT SNAPSHOT OF OUR LARGEST SCHOOL AND ASSOCIATED LAB COMPUTER DETAILS:
BMHS Computer Labs
Room # Department # of Computers Age of Computers Notes
E007 FACE 19 < 3
C014 Tech Ed. 27 < 3
C015 Tech Ed. 30 1
D013 Business 25 1
D015 Business 29 1
D017 Business 30 1
D019 Business 30 1
D020 Business 28 1
E006 Music 25 < 3 Macs OS 10.5
B101 Open 22 < 3
B103 Open 30 < 3
B105 Open 30 < 3
D120 Science 17 > 5
Mobile Science 22 > 3
IMC Open 38 < 3
D206 English 30 < 3
D216 Social Studies 28 < 3
B214 Special Ed. 19 < 3
D302 Open 30 > 3
D306 Art 25 > 3 Macs OS 10.4
D308 Business 28 < 5
Total Labs 21
Total Lab Computers 562