REQUEST FOR PROPOSALS FOR TECHNOLOGY DESIGNER SERVICES FOR 2015 BOND PROJECTS
BIRMINGHAM PUBLIC SCHOOLS Attention: Kayleen Krahn 31301 Evergreen Beverly Hills, Michigan 48025 Telephone: (248) 203-3050 Fax: (248) 203-3072 Email: kkrahnrt4birmingham.kI2.mLus
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I.
OVERVIEW
1.1.
PURPOSE
Birmingham Public Schools (the "School District") was successful in passing its Bond Proposition for 2015 School Building and Site Bonds ("Bond") and is seeking proposals from professional Technology Designers for the purpose of assisting the School District with designing and implementing its Bond Projects. The purpose of this Request For Proposals For Technology Designer Services (the "RFP") is: 1) to establish a contractual relationship with an experienced and qualified entity to provide the Technology Designer Services requested herein to the School District in the most efficient and cost-effective manner possible, as well as establish, subject to the terms and conditions of the Contract, a mutually beneficial relationship with an experienced professional entity under which the Technology Designer Services will be performed; and 2) to designate the selected entity to provide technology design services to the School District for other projects outside the scope of the Bond Projects. If the School District selects a technology designer to contract for such non-Bond Services, the School District shall have the right, but not the obligation, to renew such contract every five (5) years, in the School District's sole and absolute discretion. The School District may select one or more experienced and qualified entity(ies) to proceed with the negotiation process from those submitting Proposals. The process will include the review and evaluation of methods and procedures used to provide effective Technology Designer Services for the School District within the scope of this RFP. Past experience will also be judged through the references of each entity. Staffing and experience with other public school districts shall be included in the entity's qualifications. A major portion of the negotiations will include the financial terms of the Contract. All entities submitting a Proposal should be prepared to make a presentation to a committee of the School District, not to be more than thirty (30) minutes in length. Each Proposal must detail the Technology Designer's experience and expertise in order to allow the School District to properly and promptly evaluate each Proposal, and the failure to do so may cause the School District to reject said Proposal. The School District will select the Proposal, if any, that it deems most qualified to serve the best interests of the School District, in its sole and absolute discretion. The School District, in its sole and absolute discretion, reserves the right to request post-Proposal interviews from all, some or none of the entities submitting Proposals. 1.2.
SCHOOL DISTRICT PROFILE
The School District is located in Oakland County, Michigan. The School District consists of approximately fifteen (15) school buildings, and approximately three (3) administrative/support/operations buildings (each a "Facility" and collectively the "Facilities"). These Facilities contain approximately 1.8 million square feet. The School District's Bond issue is for $66,000,000.00 with approximately $26,000,000.00 of the total allocated for technology spending. Non-technology spending will consist of remodeling of existing buildings, including, but not limited to, HVAC, boilers, roofs, asbestos removal, parking lots, safety/security entries and improvements to auditoriums and athletic facilities. Technology spending will include teacher and student computers, wiring, data communications, video surveillance, interactive displays and network improvements. At this time it is the School District's intent that its selected Owner's © 2015
Representative, if any, will NOT assist the School District with its procurement of technology. Interested technology designer firms are strongly encouraged to visit the School District's website (www.birmingham.kI2.mi.us) and click on the "Investment for the future" logo at the bottom of this website page to view the 2015 Bond Proposal Cost Summary Sheets for the proposed Projects and to gain an understanding about the School District's comprehensive needs. 1.3.
SELECTION TIMELINE NOTE: TbJ:ougboul the remaind ~r f this RFP, a pro p Live Technol gy Designer Servjces entity is referred to as the "Designer."
The School District's anticipated timeline for its selection process is: May 22, 2015
Issuance ofthjs RFP
10:00 a.m. - June 5, 2015
Deadline for Written Intent To Respond Deadline for Written Requests For Clarifications
5:00 p.m. - June 8,2015
2:00 p.m., June 16,2015
DUE DATE FOR PROPOSALS Designer Interviews
Week of July 6-10,2015
School District's Award of the Contract, if any
July 21 or August 4,2015
Commencement of Services
July 27 or August 6, 2015
PLEASE NOTE: The School District reserves the right, in its sole and absolute discretion, to make modifications to the above selection timeline as it determines to be in its best interest.
1.4
PROPOSAL SUBMISSION DEADLINE AND REQUIREMENTS The Due Date for receipt of Proposals is: June 16,2015 at 2:00 p.m. local time (the "Due Date")
1.4.1
Proposal Envelope: The opaque envelope containing your Proposal must be marked in the lower left hand comer as follows: SEALED PROPOSAL ENCLOSED BIRMINGHAM PUBLIC SCHOOLS TECHNOLOGY DESIGNER SERVICES [Designer's Name] [Designer's Address] [Designer's Telephone Number]
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The envelope must also be addressed and delivered as follows: BIRMINGHAM PUBLIC SCHOOLS Attention: Kayleen Krahn 313 01 Evergreen Beverly Hills, Michigan 48025 1.4.2
Late Proposals: Each Designer is responsible for submission of its Proposal. Proposals or Proposal revisions received after the Due Date will not be accepted or considered. The School District is not liable for any delivery or postal delays.
1.4.3
Returned Proposals: All Proposals received after the Due Date will be unopened and made available to the respective Designer for pick-up, at their sole cost and expense for a period of two (2) weeks.
1.4.4
Signed Original Proposal: Each Proposal must be an original and hard copy, and signed by an authorized member of the Designer's firm. This member should be the highest-ranking officer at the local level. NO ORAL, FAX or E-MAILED Proposals will be accepted. Each Proposal must be submitted on the Proposal Forms attached to this RFP.
1.4.5
Copies of Proposal: The Designer shall also submit with the signed original Proposal, six (6) complete copies of the signed original Proposal and one (1) copy on a flash drive.
1.4.6
Opening of Proposals: At the specified location and Due Date stated above, all submitted Proposals shall be publicly opened and dated. Any interested parties may attend. No immediate decision will be rendered.
1.4.7
Intent To Respond: Each Designer who intends to submit a Proposal in response to the RFP shall submit an "Intent To Respond" via e-mail to Kayleen Krahn at
[email protected], on or before 10:00 a.m., June 5, 2015 (Subject Line: Designer RFP Intent To Respond). The Intent To Respond shall include the name of the Designer, the name of a contact person and that person's e-mail address. Failure to submit an Intent To Respond by the aforementioned deadline does not preclude a Designer from submitting a Proposal; however, Designers who do not submit an Intent To Respond by the aforementioned deadline will not receive notifications of Requests For Clarification and Addenda and it shall be the Designer's sole responsibility to check the School District's website for the same.
1.4.8
E-Mail Clarifications: The School District intends to communicate with Designers via e-mail (e.g., RFP clarifications and addenda). Except for the delivery of the Proposal itself, references in this RFP to "written" form of communications include e-mail.
1.4.9
Additional Requests For Clarification: Prospective Designers may request that the School District clarify information contained in this RFP. All such requests must be made in writing via email. The School District will attempt to provide a written response to all written Requests For Clarification within three (3) business days after the receipt of such request. The School District will not respond to any Request For Clarification received after 5:00 p.m. on June 8, 2015. Requests For
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Clarification and inquiries must be made VIa e-mail. All Requests For Clarification must be directed to Kayleen Krahn at
[email protected] (Subject Line: Technology Designer RFP Request For Clarification). No response will be made to any oral questions. All questions and answers will be posted on the School District's website. It is each Designer's responsibility to check the School District's website prior to the RFP Due Date to ensure that it has received all of the information, including, but not limited to, all Addenda to this RFP.
1.4.10 Restrictions On Communication: From the issue date of this RFP until a Designer is selected and the selection announced, a prospective Designer shall not communicate about the subject of this RFP or a Designer's Proposal with the School District, its Board of Education, or any individual member, administrators, faculty, staff, students, employees, or its Owner's Representative, Architect or Construction Manager, if any, except for additional Requests For Clarification in accordance with Paragraph 1.4.9 above, or as otherwise required by applicable law. 1.4.11 Addenda to the RFP: If it becomes necessary to revise any part of this RFP, notice of the revision will be e-mailed in the form of an addendum to all parties that submitted an Intent To Respond. All addenda will be issued through the School District's website and all addenda shall become a part of this RFP. Each Designer must in its Proposal, to avoid any miscommunication, acknowledge all addenda which it has received, but the failure of a Designer to receive, or acknowledge receipt of, any addendum shall not relieve the Designer of the responsibility for complying with the terms thereof. 1.4.12 RFP/Proposal Information Controlling: The School District intends that all Designers shall have equal access to information relative to this RFP, and that this RFP contains adequate information. No information communicated, either verbally or in writing, to or from a Designer shall be effective unless confirmed by written communication contained in an addendum to this RFP, a Request For Clarification or other written response thereto, or in the Proposal. 1.4.13 Finality of Decision: Any decision made by the School District, including the Designer selection, shall be final. 1.4.14 Resel'Vation of Rights: The School District reserves the right, in its sole and absolute discretion (for this provision and all other provisions contained in this RFP), to accept or reject, in whole or in part, any or all Proposals with or without cause. The School District further reserves the right to waive any irregularity or informality in the RFP process or any Proposal, and the right to award the Contract to other than the Designer(s) submitting the best financial Proposal (low bidder). The School District reserves the right to request additional information from any or all Designers. The School District reserves the right to negotiate with the Designers concerning their Proposals. The School District reserves the right to select one or more Designers to perform the Services on behalf of the School District. In the event Designer's Proposal is accepted by the School District and Designer asserts exceptions, special considerations or conditions after acceptance, 4
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the School District, in its sole and absolute discretion, reserves the right to reject the Proposal and award the Contract to another Designer. 1.4.15 Release of Claims: Each Designer by submitting its Proposal releases the School District from any and all claims arising out of, and related to, this RFP process and selection of a Designer. 1.4.16 Designer Bears Proposal Costs: A recipient of this RFP is responsible for any and all costs and liabilities incurred by it or others acting on its behalf in preparing or submitting a Proposal, or otherwise responding to this RFP, or any negotiations incidental to its Proposal or this RFP. 1.4.17 Irrevocability of Proposals: All Proposals submitted shall not be withdrawn and shall be irrevocable for a minimum period of ninety (90) calendar days following the Due Date for receipt of Proposals set forth above. 1.4.18 Collusive Bidding: The Designer certifies that its Proposal is made without any previous understanding, agreement or connection with any person, firm or corporation making a Proposal for the same Services and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. 1.5.
PROPOSAL REQUIREMENTS AND FORMAT This outlines the information that must be provided by each Designer and the required format for its Proposal. Any Proposal not providing the required information, or not conforming to the format specified, may be disqualified on that basis. Please also refer to Sections 104,4.2,5.1 and 5.2 of this RFP for additional Proposal requirements. Proposals must: (i) demonstrate an understanding of the scope of Technology Design Services requested under this RFP and the Contract; (ii) demonstrate the ability to accomplish the Technology Designer Services (as defined below) set forth in this RFP and the Contract (as described below and in Section III of this RFP); and (iii) include all necessary information to enable the School District to thoroughly evaluate each Designer's overall experience, expertise, qualifications and ability to deliver the Technology Designer Services in accordance with the requirements and obligations of this RFP and the Contract. Each Proposal shall also include any other information or explanations that the Designer feels is/are significant with respect to the School District making an informed decision relative to its Proposal. Attached to this RFP is a form of Contract under which the Technology Designer Services (also referred to herein as the "Services") requested under this RFP shall be provided by the successful Designer (the "Contract" and referred to throughout the Contract as the "Agreement") (See also Section 3.1 of this RFP). The Contract contains many details relali ve to the r ices request d by tl1 School Di trict. the terms and conditions lm IeI' which the Services shall be provided by the Designer, and should be I' iew d ar fully by ach Design I' prior t submitting:l Proposal. Any exceptions to the terms and conditions contained in this RFP or the form of ontnct attached to this RFP, or any other special considerMions or condition requested or required bv the Designer MUST be specificallv enumcl'ated by the Designer and he suhmitted as part of its Proposal, together with an explanation as to
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the reason such terms and conditions of the RFP or form of Contract cannot be met by, or, in the Designer's opinion, are not applicable to, the Designer. The Designer shall be required and expected to meet the specifications and requirements as set forth in this RFP and the form of Contract in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the Designer's Proposal and those exceptions or special considerations or conditions are expressly accepted by the School District. All Pricing factors must be clearly indicated in the mannel' required on the Proposal Forms provided as part of this RFP.
Each Proposal must include, at a minimum, the following: 1.5.1
A cover letter with background information regarding the Designer, which will serve as an introduction of the Designer, on business letterhead.
1.5.2
Background and qualifications of the personnel who will be involved in carrying out the Services required under this RFP and the Contract. Describe the chain of command and reporting relationships. Include a proposed organization chart to demonstrate how the Designer personnel will carry out the required Services. The School District desires a Designer with the following minimum qualifications: .1
Have been in business for at least the last five (5) consecutive years providing Technology Designer Services for Michigan public school technology/construction projects, with familiarity with applicable laws, bonds, codes, safety, environmental requirements, etc.
.2
Be familiar with and have experience in the Educational sector including having at least ten (l0) educational clients within the last five (5) years.
.3
Have completed technology design projects of at least $5,000,000 for at least five (5) Educational clients within the last ten (l0) years.
1.5.3
A detailed list setting forth any exceptions to this RFP and/or the Contract, or other special considerations or conditions of the Designer, including explanations of such exceptions or the reason such terms and conditions of the RFP or form of Contract cannot be met by, or on the Designer's opinion are not applicable to, the Designer.
1.5.4
References - Each Proposal must include detailed evidence that the Designer has provided or is currently providing technology designer services for at least five (5) other K-12 public school districts or educational institutions. The Designer must provide this information, including contact names, addresses, phone numbers and type and scope of services provided. This should include school districts of similar size and scope as the School District and located in the State of Michigan.
1.5.5
Evidence of the Designer's ability to provide adequate insurance coverages as required by this RFP and the Contract to protect the interests of the Designer and the School District.
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1.5.6
Documentation of sufficient financial resources and capacity to provide the Services and carry out the Designer's requirements and obligations under this RFP and the Contract.
1.5.7
Demonstrate that the Designer understands and will comply with all regulatory laws, codes, and requirements of any Local, State, and Federal law that apply to the requirements and obligations under this RFP and the Contract, including, but not limited to, the Michigan Revised School Code (MCL 380.1 et seq.), and any rules and regulations promulgated thereunder.
1.5.8
Describe any other resources to be provided by the Designer, not listed above, which would demonstrate or enhance the Designer's ability to carry out the Services required under this RFP and the Contract.
1.5.9
If the Designer does not exclusively provide Technology Designer Services, the Designer should identify the percentage of its business devoted to exclusively Technology Designer Services over the past ten (l0) years, as well as any relationships - legally, contractually or otherwise - that could be perceived as a conflict of interest.
1.5.10 The Designer shall identify any software or other management systems in place to account for all direct and indirect program costs, to keep and maintain the Project schedule, and to maintain all key Project documentation (design documents, RFIs, submittals, invoices, correspondence, contracts, Project manual, Specifications, etc.). 1.5.11 The Designer shall describe its methodes) of budget/cost control, quality control, and time schedule adherence that will be used for the Project. 1.5.12 The Designer shall list any instances in which it was terminated for cause or for convenience prior to completion of a project, along with an explanation of same. 1.5.13 The Designer shall describe its method of on-site inspection that it will use for the Project, including how it will ensure a same-day response if the School District needs on-site advice. 1.5.14 A signed letter setting forth the Designer's agreement to be bound by the terms and conditions of this RFP and the Contract. 1.5.15 A completed Proposal Pricing Form provided as ATTACHMENT D. 1.5.16 A completed Familial Disclosure Affidavit provided as ATTACHMENT E. 1.5.17 A completed Iran Linked Business Affidavit provided as ATTACHMENT F. 1.6.
ORAL INTERVIEWS The School District may require selected Designers to participate in an oral interview and negotiation process to discuss their Proposal and to answer any questions the School District may have regarding the RFP and Designer's Proposal. In that case, the School District will notify the Designer's contact name as listed in its Proposal. In accordance with the RFP selection timeline, it is anticipated that interviews will be scheduled during the week of July 6-10, 2015.
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1.7.
SCOPE OF SERVICES Each Designer should understand that it is the intent of this RFP that the Technology Designer Services shall be performed in accordance with this RFP and the Contract. The selected Designer's firm will be ineligible to bid on any and all request for proposals prepared by the Designer or the School District relative to the 2015 Projects.
1.7.1 As indicated, the purpose of this RFP is to obtain quotations from qualified entities to assist the School District with designing and implementing the Bond Projects identified in the School District's Specifications attached hereto as ATTACHMENT A (the "System"). Generally, "Technology Designer Services" includes, but are not be limited to, the following: 1.7.1.1 Create a Technology Design in accordance with the School District's Specifications attached hereto as ATTACHMENT A. This design must include an itemized listing of hardware, software, and infrastructure along with an estimated cost for all of these items. 1.7.1.2 The Designer shall review and analyze the needs of the School District to ascertain the requirements of the Project and shall arrive at a mutual understanding of such requirements with the School District and shall commit its understanding of the requirements to writing and shall submit a copy to the School District for approval before proceeding with drafting the preliminary designs. Once this writing is approved by the School District, it shall become the "program of services." Based upon this program of services, the Designer shall provide to the School District a preliminary design and a Project schedule. Additionally, the Designer shall review with the School District alternative approaches to design and implementation of the Project as per the agreed upon program of services. Finally, based on the mutually agreed upon program of services, schedule, budget requirements, and preliminary design, the Designer shall prepare, for approval by the School District, detailed design documents consisting of drawings and specifications setting forth in detail the requirements for the Project. These documents shall include a detailed description of the proper operating environment (i.e., required electrical, air conditioning, lighting, furniture, etc.) for all equipment which is to be installed as part of the Project. 1.7.1.3 The Designer shall provide the services of professionals qualified by training and experience in their respective fields as needed to address the requirements of the Project. The design documents shall comply with all applicable laws, statutes, ordinances, codes, rules and regulations and School District policies and procedures. The Designer shall warrant that all such documents shall, when properly implemented, yield a completed Project which conforms to the program of services and the expectations of the School District. Following the approval of the detailed design documents by the School District, the Designer shall assist the School District in obtaining bids for the various Projects and assist School District 8
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in awarding and implementation.
preparmg
contracts
for
construction
and/or
1.7.1.4 The Designer will reduce the design to a set of bid specifications and assist the School District in selecting vendors. The Designer will draft a request for proposal for the System for the School District's review and approval, send out the request for proposals, evaluate the proposals with the School District and secure contracts with the successful vendors. The Designer will oversee the installation of the System, develop and implement an acceptance testing procedure for the System and certify to the School District that the System is performing in accordance with the Designer's design specifications. The Designer will certify payment to the vendors. The Designer will guarantee and be responsible for the implementation and integration of all the areas of technology so that a totally integrated System of technology will be delivered as a final solution. 1. 7.1.5 The Designer shall be required to administer all contracts with vendors on
behalf of the School District. This responsibility shall commence with the award of each vendor contract and shall terminate when all Systems are installed, integrated, and operating properly to the satisfaction of, and accepted by, the School District. To this end, the Designer shall monitor all work in progress by vendors and keep the School District informed of the progress and the quality of the work and shall guard the School District against defects and deficiencies in the work and the vendors failure to carry out the work in accordance with the design documents prepared by the Designer and approved by the School District. The Designer shall develop an acceptance testing procedure which integrates all work being performed by all vendors, to the satisfaction of the School District, which shall insure that all work which is properly implemented shall be in accordance with the design documents and the School District's expectations of the System to be delivered by the design documents. 1.7.1.6 Based upon the Designers inspections of the work and the evaluations of the vendors applications for payment, the Designer shall review and certify the amounts due to the various vendors to the School District. All said certifications for payment shall constitute a representation to the School District that the work has progressed to the point indicated, that the quality of the work is in accordance with the design documents and the acceptance testing procedure and that the work has been performed in a good and workmanlike fashion. This issuance of a certificate for payment shall further constitute a representation that the vendor is entitled to payment in the amount certified. 1.7.2
The Designer will be ineligible to bid on any equipment needed to implement the approved System. The Designer represents and warrants that it is an entity independent from any and all vendor(s) eligible to bid on any of the request for proposals prepared by the Designer in connection with the System herein. The 9
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Designer further represents and warrants that it will receive no consideration, commission or remuneration of any kind from any vendor bidding on any contract herein. 1.7.3
The design should utilize existing School District equipment, where appropriate, in the most cost efficient manner.
In addition to these general specifications, the scope of the Technology Designer Services and other obligations of the Designer are set forth in the remainder of this RFP, the Services described in ATTACHMENT B as well as the other Attachments to this RFP which are all incorporated herein by reference, and the Contract (as described in Section III of this RFP). These specifications should, therefore, be referred to as a minimum guide for, rather than a limitation to, the Designer's Services. 1.8.
INDEPENDENT CONTRACTUAL RELATIONSHIP It must be understood that this RFP provides for the selection of a professional entity(ies) to provide the Services for the School District on an independent contractor basis. However, as noted in the Contract, the School District may maintain a liaison to facilitate administration of the Contract and communication between the Designer and the School District.
II.
SCHOOL DISTRICT BOND PROJECTS INFORMATION This information is provided to assist the Designer in evaluating the School District and submitting a Proposal, and should neither supplant the terms and conditions of the Contract (as described in Section 3.1 below) nor a careful review of the Contract by the Designer. The following information and attachments to this RFP are a summary of the School District's projected scope of Bond Projects and are provided so that the Designer can sufficiently and effectively evaluate the School District in submitting its Proposal.
2.1.
SCHOOL DISTRICT FACILITIES INFORMATION The School District operates eighteen (18) Facilities. Included in ATTACHMENT A is a list of the School District's Facilities.
2.2.
PROJECTED BOND PROJECTS Also included in ATTACHMENT A, which is attached hereto and incorporated by reference, are the proposed Bond Projects the School District intends to undertake for the Facilities. The School District's Facilities are used daily for both educational and extracurricular activities. The Facilities are also used for various after-school and weekend activities. The Designer shall coordinate with the School District and perform the Services in manner that does not interfere with the School District's operations or educational activities.
2.3.
REQUIRED DUTIES OF DESIGNER The Designer must perform the Services in accordance with the terms and conditions of this RFP, ATTACHMENT B, and the Contract. In addition to the specifications set forth in this RFP a detailed list of the Services required of the Designer are set forth in the attached form of Contract. 10 © 2015
2.4.
SCHOOL DISTRICT BOARD OF EDUCATION POLICIES The School District's Board of Education has adopted various policies and procedures applicable to the usage of the School District's Facilities. The Designer will be required to abide by and comply with all applicable School District Board of Education policies and procedures, which can be found on the School District's website: ~V\~J\!: l})rDliQgh,1111 ,1<.1 ~:!11i1!:::.
III.
CONTRACTUAL OBLIGATIONS
3.1.
FORM OF CONTRACT
Form of Contract: This is a Request For Proposals only. Proposals will be treated as offers to enter into the Contract (as defined above) with the School District. The School District and successful Designer shall memorialize their contractual relationship and obligations using the form of Contract attached hereto as ATTACHMENT C. The Contract contains many details relative to the Services required under this RFP, as well as the terms and conditions under which the Services shall be provided by the successful Designer. The Contract should be reviewed carefully by each Designer prior to submitting a Proposal. Any exceptions to the terms and conditions contained in the Contract, or any other special considerations or conditions requested or required by the Designer relative to this RFP or the form of Contract shall be expressly/specifically enumerated by the Designer and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions cannot be met by, or, in the Designer's opinion are not applicable to, the Designer, provided however, that exceptions or special conditions of the Designer will not be binding upon the School District unless those exceptions or special conditions are expressly accepted by the School District, and incorporated into the final Contract. Following the selection of the successful Designer by the School District, the Contract will be finalized by the parties. The final Contract shall be subject to the review and approval by the School District's legal counsel. The below sections contain information relative to selected provisions of the Contract and/or the expectations of the School District relative to the provision of the Services. This information is provided to assist the Designer in evaluating the School District and submitting a Proposal, and should neither supplant the terms and conditions of the Contract nor a careful review of the Contract by the Designer.
IV.
PRICING QUOTES
4.1.
COST INDEXING The Designer's fees for all Services described in this RFP MUST be fixed in accordance with the terms and conditions of the Contract and ATTACHMENT D.
4.2.
PRICING Pricing is to reflect an award by the School District of Services contemplated in, and in accordance with, the terms and conditions of the RFP and the Contract. 4.2.1
The School District is seeking Proposals that include the costs and pricing quotes that is based on a percentage of the Cost the Work based upon anticipated technology spending for the Services, but ultimately will be converted to a lump sum fixed fee. 11
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4.2.2
Include all costs and Reimbursable Expenses, insurance, etc., except for the costs of a performance bond.
v.
PROPOSAL
5.1.
PROPOSAL FORMS Each Designer shall submit its Proposal using the Proposal Pricing Form attached hereto as ATTACHMENT D, along with any other information required by this RFP or deemed necessary and appropriate by the Designer for evaluation of its Proposal.
5.2.
PROPOSAL CHECKLIST In addition to the Proposal Pricing Form and any information required under Section 1.5 above, please attach copies of the following documents to your Proposal: 5.2.1
Letter ofIntroduction of Designer and Designer's Background and Qualifications.
5.2.2
A detailed list setting forth any exceptions to the RFP and/or Contract, or other special considerations or conditions of the Designer, including explanations of such exceptions or the reason such terms and conditions of the RFP or form of Contract cannot be met by, or are not applicable to, the Designer.
5.2.3
List of K-12 school districts previously serviced by or currently being serviced by Designer.
5.2.4
List of at least five (5) Designer's References, preferably Michigan K-12 school districts.
5.2.5
Designer's Verification of addenda to the RFP, ifany.
5.2.6
Designer's Insurance Certificate(s).
5.2.7
Designer's List of any and all Litigation or Regulatory Proceedings.
5.2.8
Designer's proposed Project Schedule.
5.2.9
Familial Disclosure Affidavit.
5.2.10 Iran Linked Business Affidavit.
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ATTACHMENT A LIST OF SCHOOL DISTRICT FACILITIES AND PROJECTS
BIRMINGHAM PUBLIC SCHOOLS BUILDING & ADDRESS BEVERLY ELEMEMTARY 18305 BEVERLY BEVERLY HILLS MI 48025 BINGHAM FARMS 23400 W THIRTEEN MILE RD. BINGHAM FARMS, MI 48025 GREENFIELD ELEMENTARY 31200 FAIRFAX BEVERLY HILLS, MI 48025 HARLAN ELEMENTARY 3595 NORTH ADAMS RD. BLOOMFIELD HILLS, MI 48304 PEMBROKE ELEMENTARY 955 N. ETON RD. BIRMINGHAM, MI 48009 PIERCE ELEMENTARY 1829 PIERCE STREET BIRMINGHAM, MI 48009 QUARTON ELEMENTARY 771 CHESTERFIELD BIRMINGHAM, MI 48009 WEST MAPLE ELEMENTARY 6275 INKSTER BLOOMFIELD HILLS, MI 48301 BCS 1525 COVINGTON RD. BLOOMFIELD HILLS, MI 48301 BERKSHIRE 21707 W. FOURTEEN MILE RD BEVERLY HILLS, MI 48025 DERBY 1300 DERBY RD. BIRMINGHAM, MI 48009 GROVES HIGH SCHOOL 20500 W. THIRTEEN MILE RD BEVERLY HILLS, MI 48025 SEAHOLM HIGH SCHOOL 2436 W. LINCOLN RD. BIRMINGHAM, MI 48009 EDUCATION & ADMINISTRATION CENTER 31301 Evergreen Beverly Hills MI 48025 TRANSPORTATION 2205 HOLLAND STREET BIRMINGHAM, MI 48009 MEADOW LAKE CENTER 7100 LINDENMERE BLOOMFIELD HILLS, MI 48301 MIDVALE 2121 MIDVALE BIRMINGHAM, MI 48009 FACILITY OPERATIONS 2305 COLE STREET BIRMINGHAM, MI 48009
BIRMINGHAM PUBLIC SCHOOLS FACILITIES - SQUARE FEET BUILDING BEVERLY BINGHAM FARMS ENVIRONMENTAL GREENFIELD HARLAN PEMBROKE PIERCE QUARTON WEST MAPLE TOTAL ELEMENTARY
August-13
65,370 56,182 5,000 64,025 67,340 62,808 78,272 70,980 116,571 586,548
COVINGTON
BERKSHIRE DERBY GROVES SEAHOLM ANNEX BUILDING TOTAL SECONDARY TOTAL SCHOOLS
149,600 142,089 360,218 441,981 13,113 1,107,001 1,832,389
ADMIN. BLDG. Track Shed Grounds Building Groves Grounds Building Concession Stand
MAINT. BLDG. Meadow Lake Midvale Holland-Trans./garage
TOTAL SUPPORT
3,500 119 10,442 49,500 34,900 17,500 128,905
Sub Total
Total SQ. FT.
REP
5/13/2015
facility square footage--bond.xls
Character Community
Technology Needs Study Study Includell: ., Phased Implementations ., Detailed Budget Analysis ., Full Project Scope Definitions ., Instructional Impact Summaries· All Projects ., Prioritization Based On Nature of Problem, Need & Weighting
iD~
Prepared by Integrated Design Solutions January 2015
Birmingham Public Schools Technology Needs Study
_______ T_a_b_le_o_f_c_o_n_t_e_n_t_s
1
Technology Planning Detail Sheets
1
Expenditures by Building (includes Assumptions)
2
Expenditures by Year
3
Expenditures by Original Deployment Years
4
Expenditures - Pie Chart
5
Instructional Impact Sheets (including Project Scopes)
6
'0
BPS Technology Bond Projects - v47 1-27-15.xlsx
1/28/2015
Other Costs=
1
BPS Technology Planning Document Annual inflation factor=
Proj Deploy Num Year
Project Category
Project Title
2.50%
MDE Project Project Project Project Useful Life Nature Need Weight Total Last Upgrade (Yrs)
Budget (2014 Dollars)
14.00%
Includes contingencies, technology design fees, project management, Bond costs, printing and other soft costs.
Contingencies, tech design, Extended project Extended Budget Budget (annual inflation x management, other costs w/Contingency deploy years)
Factors
Quantity
Other Project Coordination/ Unit Pricing Sequencing
Pricing notes and details
Distrib Method
Network infrastructure - collapse to one network core and upgrade to 10G on WAN. Separate VLAN for 3rd party services (Andover, Johnson Controls, etc)
Dist Tech Only
1
1
Network System Projects
Core network equipment
1
1
1
3
2006
10
$522,000
$522,000
$73,080
$595,080
1
$
2
1
Network System Projects
Edge switches
1
1
1
3
2006
10
$1,250,000
$1,250,000
$175,000
$1,425,000
1
$ 1,250,000 w/phone system
Replace outdated edge switches
Dist Tech Only
3
1
Network System Projects
Firewall, security systems
1
1
1
3
2007
10
$250,000
$250,000
$35,000
$285,000
1
$
Firewall - install two firewalls for redundancy and load balancing. Integrate content filter with A/D for more granular filter exceptions
Dist Tech Only
4
5
Network System Projects
Wireless network upgrades (802.n)
2
1
1
4
2011
10
$1,300,000
$1,430,000
$200,200
$1,630,200
1
$ 1,300,000
Wireless - 802.11n will be a later project (5 yrs or more). Goal is district-wide wireless with enough density & higher bandwidth to support increased wireless devices. New wireless standard 802.11ac is targeting 1 GB/sec wireless connection.
Dist Tech Only
5
5
Network System Projects
Wireless security system
2
1
1
4
2007
10
$250,000
$275,000
$38,500
$313,500
1
$
250,000
Clean Access
Dist Tech Only
6
1
Network System Projects
Network performance tools
2
2
1
5
2011
10
$35,000
$35,000
$4,900
$39,900
1
$
35,000
Used for diagnostics and management
Dist Tech Only
7
1
Network System Projects
DHE Fire suppression
2
1
1
4
New
10
$40,000
$40,000
$5,600
$45,600
1
$
40,000
Chemical-based fire suppression systems.
Dist Tech Only
8
1
Network System Projects
DHE room upgrades
2
2
1
5
2000
10
$50,000
$50,000
$7,000
$57,000
1
$
50,000
Floor treatment, 12 new racks, airflow management, card access (consolidated budget)
Dist Tech Only
9
1
Network System Projects
DHE UPS
2
1
1
4
2007
10
$164,000
$164,000
$22,960
$186,960
2
$
82,000
One replaced 2007. Increase UPS capacity
Dist Tech Only
10
2
Network System Projects
Disaster Recovery
2
1
1
4
New
10
$90,568
$92,832
$12,997
$105,829
1
$
90,568
New generator required with architectural wall/security.
Dist Tech Only
11
1
Network System Projects
Data Warehousing
2
1
1
4
New
10
$250,000
$250,000
$35,000
$285,000
1
$
250,000
Document Storage and retrieval (add as a new project) Possibly using DocuShare (Ricoh)
Dist Tech Only
12
1
Network System Projects
BYOD & document portability
2
2
1
5
New
10
$350,000
$350,000
$49,000
$399,000
1
$
350,000
General Services - easy & direct access to files from any location, printing from wired or wireless devices DropBox functionality
Dist Tech Only
13
3
Building System Projects
Unified Time System with Alert/Alarm Capabilities
2
2
1
5
1995
10
$432,000
$453,600
$63,504
$517,104
14
1
Building System Projects
Phone Gateways, Handset, Services
1
1
1
3
2003
10
$800,000
$800,000
$112,000
$912,000
15
4
Building System Projects
Video Security Systems VMS/Storage
1
1
1
3
New
10
$150,000
$161,250
$22,575
$183,825
16
4
Building System Projects
Video Security Systems- New & Legacy
1
1
1
3
2010
10
$349,000
$375,175
$52,525
17
1
Classroom System Projects
Interactive Projectors
2
2
1
5
New
5
$123,000
$123,000
$17,220
60KVA ea & static transfer switch
45/EL, 90/MS, 160/HS
522,000 w/phone system
250,000
Clocks - need for synched time across the district, currently using wireless clock system by Sapling at Berkshire and Derby. Sapling system offers visual fire, bell, and weather alerts. Power from AC or battery. Includes 100 additional clocks per Bldg Square Feet recommendation of BPS Facilities. $360 cost each was increase to $400 based on need for 110V poser for new clocks (30% of fleet)
1080
$
400
1
$
800,000
2
$
75,000
$427,700
150
$
2,327
10 new per HS, 62 legacy at Seaholm, 68 legacy at Groves
$140,220
30
$
4,100
Install new interactive systems in the original prototype classrooms.
75TB each bldg
E-911 compliance, replace 17 phone gateways, provide unified messaging, replace voicemail, replace 1600 handsets . Includes 5-year warranty
Bldg Square Feet
HS Only
HS Only
FTE
Developed by IDS for Birmingham Public Schools - Page 1 of 3
BPS Technology Bond Projects - v47 1-27-15.xlsx
Proj Deploy Num Year
Project Category
Project Title
MDE Project Project Project Project Useful Life Nature Need Weight Total Last Upgrade (Yrs)
Budget (2014 Dollars)
Contingencies, tech design, Extended project Extended Budget Budget (annual inflation x management, other costs w/Contingency deploy years)
Factors
1/28/2015
Quantity
Other Project Coordination/ Unit Pricing Sequencing
Pricing notes and details
Distrib Method
2,100
Replacement Projectors - currently about 350 projectors and currently 30 classrooms that do not have interactive technology. Roughly 5% of the classrooms do not have any interactive systems. Use legacy AV cabling (or add $1000). Form factor to be determined
FTE
18
5
Classroom System Projects
19
1
Classroom System Projects
Interactive whiteboards
2
2
1
5
2011
5
$66,000
$66,000
$9,240
$75,240
10
$
6,600
Install new interactive systems in classrooms that do not have any interactive equipment. Requires new cabling and electric.
FTE
20
3
Classroom System Projects
Interactive whiteboards
2
2
1
5
2009
5
$451,400
$473,970
$66,356
$540,326
74
$
6,100
Replace interactive whiteboards as needed.
FTE
21
5
Classroom System Projects
Interactive whiteboards
2
2
1
5
2010
5
$323,300
$355,630
$49,788
$405,418
53
$
6,100
Replace interactive whiteboards as needed.
FTE
22
3
Classroom System Projects
Sound field
2
1
1
4
2010
5
$198,000
$207,900
$29,106
$237,006
165
$
1,200 w/classroom amp project Replacement of existing classroom audio enhancement systems, IR-based.
23
1
Classroom System Projects
Renovate New Classroom Spaces w/Technology
2
2
1
5
New
10
$300,000
$300,000
$42,000
$342,000
1
$
24
3
Classroom System Projects
Emerging Technologies
2
1
1
4
New
5
$2,000,000
$2,100,000
$294,000
$2,394,000
1
$ 2,000,000
25
2
Hardware System Projects
Desktops - general
2
1
1
4
2007
5
$4,550,000
$4,663,750
$652,925
$5,316,675
3500
$
1,300
26
2
Hardware System Projects
Desktops - point of sale
2
1
1
4
2007
5
$47,600
$48,790
$6,831
$55,621
28
$
1,700
27
2
Hardware System Projects
Graphic arts - workstations
2
1
1
4
2007
5
$130,000
$133,250
$18,655
$151,905
40
$
3,250
Graphics Arts workstations bundled with appropriate software
1,500
Replace laptops in two waves based on age Form factor to be determined. Package with Office suite - select from Microsoft, Open Office, Google Docs, Graphics - Photshop Elements or equal. REMC Licenses - Office $53, Photo Elements $37, Premier Elements $35 Total = $125 Office suite. Distribution cart included (10 or 15 units per cart)
FTE
Replace laptops in two waves based on age Form factor to be determined. Package with Office suite - select from Microsoft, Open Office, Google Docs, Graphics - Photshop Elements or equal. REMC Licenses - Office $53, Photo Elements $37, Premier Elements $35 Total = $125 Office suite. Distribution cart included (10 or 15 units per cart)
FTE
28
1
Hardware System Projects
Interactive Projectors
2
2
1
5
2011
5
$735,000
$808,500
$113,190
$921,690
350
$
Instructional Laptops/Mobile Devices
2
1
1
4
2007
5
$1,218,000
$1,218,000
$170,520
$1,388,520
812
$
300,000
Provide technology tools and connectivity for newly renovated classrooms. Funding required for 3 classrooms per year at $20,000 each
EL FTE
FTE
FTE Desktops - Replace desktops in one wave. Bundled with appropriate software. Device form factor not defined.
Special
FTE
HS Equal
29
3
Hardware System Projects
Instructional Laptops/Mobile Devices
2
1
1
4
2009
5
$2,475,000
$2,598,750
$363,825
$2,962,575
1650
$
1,500
30
1
Hardware System Projects
Tablets - Growth
2
1
1
4
New
5
$575,000
$575,000
$80,500
$655,500
1000
$
575
31
4
Hardware System Projects
Tablets - Legacy
2
1
1
4
2011
5
$575,000
$618,125
$86,538
$704,663
1000
$
575
Replace legacy tablets obtained prior to bond
FTE
32
5
Hardware System Projects
Tablets - Legacy
2
1
1
4
2015
5
$575,000
$632,500
$88,550
$721,050
1000
$
575
Replace tablets obtained in year 1
FTE
33
3
Hardware System Science lab - equip & software Projects
2
1
1
4
2007
5
$465,000
$488,250
$68,355
$556,605
31
$
15,000
34
3
Hardware System Projects
Robotics - equip & software
2
1
1
4
2007
5
$70,000
$73,500
$10,290
$83,790
2
$
35,000
35
3
Hardware System Projects
Tech Ed - equip & software
2
1
1
4
2007
5
$180,000
$189,000
$26,460
$215,460
3
$
60,000
MS/5, HS/8
FTE
Probes, microscopes
MS/HS Only
HS Equal
3D printing, etc
MS ONLY
Developed by IDS for Birmingham Public Schools - Page 2 of 3
BPS Technology Bond Projects - v47 1-27-15.xlsx
Proj Deploy Num Year
Project Category
Project Title
MDE Project Project Project Project Useful Life Nature Need Weight Total Last Upgrade (Yrs)
Budget (2014 Dollars)
Contingencies, tech design, Extended project Extended Budget Budget (annual inflation x management, other costs w/Contingency deploy years)
Factors
1/28/2015
Other Project Coordination/ Unit Pricing Sequencing
Pricing notes and details
150
$
359
Language Lab equipment bundled with appropriate software.
HS Equal
2
$
56,900
$50,000 per lab is derived from $37,500 for student equipment, $12,500 for teacher equipment and cabling. Bundle with appropriate software
HS Equal
Quantity
Distrib Method
36
1
Hardware System Projects
Language labs - equip supplement
2
1
1
4
2007
5
$53,813
$53,813
$7,534
$61,346
37
2
Hardware System Projects
Music labs - equipment
2
1
1
4
2007
5
$113,800
$116,645
$16,330
$132,975
38
2
Hardware System Projects
Printers - personal monochrome laser
2
1
1
4
2007
5
$462,500
$474,063
$66,369
$540,431
925
$
500
39
2
Hardware System Projects
Printers - workgroup monochrome laser
2
1
1
4
2007
5
$117,000
$119,925
$16,790
$136,715
100
$
1,170
40
2
Hardware System Projects
Printers - workgroup color laser
2
1
1
4
2007
5
$144,000
$147,600
$20,664
$168,264
80
$
1,800
FTE
41
2
Hardware System Projects
CADD plotters
2
1
1
4
2007
5
$67,500
$69,188
$9,686
$78,874
9
$
7,500
HS Equal
42
1
Hardware System Projects
Document cameras
2
1
1
4
2007
5
$263,250
$263,250
$36,855
$300,105
400
$
658
Provides 100 new document cameras and replaces 300 legacy document cameras.
FTE
43
2
Hardware System Projects
Peripherals
2
1
1
4
2007
5
$58,000
$59,450
$8,323
$67,773
1
$
58,000
Cameras@$200, Scanners@$100. EL/45 cams & 30 scans, MS/90 cams & 30 scans, HS/100 cams & 50 scans
FTE
Totals Nature of Problem 1-Student/Staff Safety or Hazards 2-Daily Operations Impacted or Inteerruption 3-Instructional Services Impacted or Deteriorization 4-Non-instructional Services Impacted or Utility 5-Energy Use/Savings
$22,619,731 Need 1-Critical Need 2-Urgent Need 3-Necessary Item 4-Desirable Item
$23,476,705
SEA/GRO MIDI, etc.
FTE
50 PPM
FTE
$3,286,739 $26,763,443
Weighting Factor 1-High Importance 2-Important 3-Significant
Developed by IDS for Birmingham Public Schools - Page 3 of 3
Summary of Expenditures by Building Priority 1 Only
2
1 Sum of AADMIN BLDGS$
Sum of ASum of AMIDVALE$ TECHNOLOGY$
Network System Proje $ $ Building System Projec $ 37,376 $ 26,119 Classroom System Pro $ $ 27,503 Hardware System Proj $ 405,499 $ 72,918 Grand Total $ 442,875 $ 126,540
$ $ $ $ $
ASSUMPTIONS
5,368,069 2,619 173,785 5,544,473
Sum of EBEVERLY$
$ $ $ $ $
48,885 235,888 549,130 833,903
Sum of EBINGHAM FARMS$
$ $ $ $ $
45,788 180,965 414,210 640,963
Sum of EGREENFIELD$
$ $ $ $ $
47,916 204,350 463,071 715,337
Sum of EHARLAN$
$ $ $ $ $
50,397 257,770 590,327 898,494
Sum of EPEMBROKE$
$ $ $ $ $
47,005 208,540 483,296 738,841
Sum of EPIERCE$
$ $ $ $ $
58,578 371,615 890,911 1,321,104
Sum of EQUARTON$
Sum of EWEST MAPLE$
$ $ 53,121 $ 300,788 $ 718,129 $ 1,072,039
$ $ 87,241 $ 374,218 $ 834,421 $ 1,295,880
Sum of MBERKSHIRE$
$ $ $ $ $
111,959 473,404 1,396,065 1,981,428
Sum of MCOVINGTON$
$ $ $ $ $
99,790 382,118 1,147,643 1,629,551
Sum of MDERBY$
Sum of HGROVES$
Sum of HSEAHOLM$
Sum of TOTAL
$ $ $ $ $ 106,338 $ 575,346 $ 642,151 $ $ 475,160 $ 725,614 $ 837,967 $ $ 1,384,989 $ 2,254,609 $ 2,519,842 $ $ 1,966,487 $ 3,555,569 $ 3,999,960 $
5,368,069 2,040,629 5,055,900 14,298,846 26,763,443
District core technologies "Network Systems" are allocated to the District's NOC (Network Operations Center) located at BCS. Clocks and phone systems are allocated by square feet per building. Classroom systems are allocated per buildng FTE among the buildings that will receive the specified technology (i.e. CADD plotters, Project 41, are allocated to high schools only, therefore HS only for this item). Computer hardware is allocated per FTE plus a factor for central administrative locations - Central Office, Facilities, Transportation, etc.
Expenditures by Year
3 Priority
1
Sum of Extended Budget wjContingency Row Labels
Years
Building System Projects Classroom System Projects Hardware System Projects Network System Projects
Grand Total
Grand Total 1 2 4 3 5 $517,104 $611,525 $912,000 $2,040,629 $557,460 $3,171,332 $1,327,108 $5,055,900 $2,405,471 $6,649,232 $3,818,430 $704,663 $721,050 $14,298,846 $3,318,540 $105,829 $1,943,700 $5,368,069 $7,193,471 $6,755,061 $7,506,866 $1,316,187 $3,991,858 $26,763,443
Developed by IDS for Birmingham Public Schools - Page 1 of 1
Expenditures by Original Deployment
BPS Technology Bond Projects - v47 1-27-15.xlsx
4
Priority 1 Expenditures Only
1
Sum of Extended Budget w/Contingency Initiatives BYOD & document portability CADD plotters Core network equipment Data Warehousing Desktops - general Desktops - point of sale DHE Fire suppression DHE room upgrades DHE UPS Disaster Recovery Document cameras Edge switches Emerging Technologies Firewall, security systems Graphic arts - workstations Instructional Laptops/Mobile Devices Interactive Projectors Interactive whiteboards Language labs - equip supplement Music labs - equipment Network performance tools Peripherals Phone Gateways, Handset, Services Printers - workgroup color laser Printers - personal monochrome laser Printers - workgroup monochrome laser Renovate New Classroom Spaces w/Technology Robotics - equip & software Science lab - equip & software Sound field Tablets - Growth Tablets - Legacy Tech Ed - equip & software Unified Time System with Alert/Alarm Capabilities Video Security Systems - VMS/Storage Video Security Systems- New & Legacy Wireless network upgrades (802.n) Wireless security system Grand Total
Column Labels 1995
2000
2003
2006
2007
2009
2010
2011
2015 $
$ $
78,874
595,080 $ $ $
5,316,675 55,621 $
$
57,000 $
186,960
$
300,105
$ $
1,425,000 $ $ $ $
285,000 151,905 1,388,520 $ $
$
$ $
61,346 132,975
$
67,773
$ $ $
168,264 540,431 136,715
$ $
83,790 556,605
2,962,575 540,326 $
$ 405,418 $
921,690 75,240
$
39,900
$
912,000
$
$
237,006 $ $
$ $
704,663 $
721,050
215,460
517,104 $ $
427,700 $
$
517,104 $
57,000 $
912,000 $
$ 313,500 2,020,080 $ 10,040,519 $
3,502,901 $
1,070,124 $
1,630,200 3,371,693 $
721,050 $
New Grand Total 399,000 $ 399,000 $ 78,874 $ 595,080 285,000 $ 285,000 $ 5,316,675 $ 55,621 45,600 $ 45,600 57,000 $ 186,960 $ 105,829 $ 105,829 $ 300,105 $ 1,425,000 2,394,000 $ 2,394,000 $ 285,000 $ 151,905 $ 4,351,095 140,220 $ 1,061,910 $ 1,020,984 $ 61,346 $ 132,975 $ 39,900 $ 67,773 $ 912,000 $ 168,264 $ 540,431 $ 136,715 342,000 $ 342,000 $ 83,790 556,605 $ $ 237,006 655,500 $ 655,500 $ 1,425,713 $ 215,460 $ 517,104 183,825 $ 183,825 $ 427,700 $ 1,630,200 $ 313,500 4,550,974 $ 26,763,443
Developed by IDS for Birmingham Public Schools - Page 1 of 1
BPS Proposed Bond - Technology Expenditures Priority 1 Only
$26,763,443
Hardware
$14,298,846 53%
5
Instructional Impact - Table of Contents Network System Projects Project Name
# 1 2 3 4 5 6 7 8
9 10 11 12
Core Network Equipment. Edge Switches Firewall Security Systems Wireless Network Upgrades Wireless Security System Network Performance Tools District Head End Fire Suppression District Head End Room Upgrades District Head End UPS Disaster Recovery Data Warehousing BYOD & Document Portability
Page T01 T02 T03 T04 T05 T06 T07 T08 T09 T1 0 T11 T12
Building System Projects 13 14 15 16
Unified Time System with Alert/Alarm Capabilities Phone Gateways, Handset, Services Video Security Systems - VMS/Storage Video Security Systems- New & Legacy
T13 T14 T15 T16
Classroom System Projects 17 18 19 20 21 22 23 24
Interactive Projectors Interactive Projectors Interactive Whiteboards Interactive Whiteboards Interactive Whiteboards Sound Field Systems Renovate New Classroom Spaces with Technology Emerging Technologies
T17-T18 T17-T18 T19-T21 T19-T21 T19-T21 T22 T23 T24
Hardware System Projects 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43
Desktops - General Desktops - Point of Sale Graphic Arts - Workstations Instructional Laptops/Mobile Devices Instructional Laptops/Mobile Devices Tablets Instructional- Growth Tablets Instructional- Legacy Tablets Instructional- Legacy Science Lab - Equipment & Software Robotics - Equipment & Software Tech Ed - Equipment & Software Language Labs - Equip Supplement.. Music Labs - Equipment.. Printers - Personal Monochrome Laser Printers - Workgroup Monochrome Laser Printers - Workgroup Color Laser CADD Plotters Document Cameras Peripherals
T25 T26 T27 T28-T29 T28-T29 T30-T32 T30-T32 T30-T32 T33 T34 T35 T36 T37 T38 T39 T40 T41 T42 T43
Birmingham Public Schools Instructional Impact Sheet Item Number:
T01
Project Name: Core Network Equipment
-----_..........._-----------
Work Scope: (what's included, how it functions, etc.) • • • • • • • •
Deploy Year 1 Network core switches route digital communications among BPS facilities. Core switches route data, voice and video signals to the proper senders/receivers. This project will standardize core switches in BPS. Standardized core switches greatly reduce data traffic on BPS Wide Area Network. New core switches will standardize communications with all BPS facilities at faster speeds. New core switches will reduce single-points of failure in BPS networks. New core switches will provide support for an enhanced wireless network (Project T04).
Instructional Impact: (how students/staff will utilize the technology) • Student/staff/administration digital traffic speeds and bandwidth will be significantly enhanced. • Access time/speeds to the Internet will be enhanced. • Data traffic within BPS will be more secure. • Enhanced network will provide access to mandated online testing program for students. Buildings that will receive this technology:
/Elementary ~Middle School ~High School /Other: _A_II
Budget detail information: Cost Analysis: Priority Classification:
_
$595,080 1
Budget detail comments: • New core switches will support the phone system upgrade proposed for Year 1 (Project T14). • Technical training for BPS tech staff to be included in bid specifications.
Anticipated operational budget impact (+/-): (personnel, staff development, supplies, etc.) • None Other Comments: (what other technologies are required to support this, etc.) • New network core switches will work directly with new network edge switches (Project T02). • New network core switches will work directly with wireless network upgrade (Project T04).
•• Manufactured by multiple vendors
Developed by IDS - January 2015
Page T01
Technology Planning Document Instructional Impact Sheet Item Number:
T02
Project Name: Network Edge Switches
Work Scope: (what's included, how it functions, etc.) • Deploy Year 1 • All BPS facilities include multiple Ethernet network edge switches. Edge switches are the electronics that allow each computing device to connect with BPS network core. • All existing edge switches communicate at 10 or 100 megabyte speeds. • New computers and edge switches in today's market all operate at 1,000 megabytes (1 Gig). • New edge switches operate at 10 times the speed of current switches. • Includes Power over Ethernet (PoE) for wireless access points/new phones. Instructional Impact: (how students/staff will utilize the technology) • Student and staff data communication speeds will increase significantly. • New edge switches will allow increased bandwidth for digital video distribution. • BPS networks will meet mandated speeds for online testing. • New edge switches will support a new, cost-effective phone system (Project T14). • New edge switches will support BYOD (Bring Your Own Device) (Project T12). • New edge switches will support new security cameras (Project T16).
Buildings that will receive this technology:
./Elementary ~Middle School ./Other: All facilities
~High
School
Budget detail information: Cost Analysis: $1.425.000 Priority Classification: 1 Budget detail comments: • Budget includes some spare edge switches for prompt repairs/diagnostics. • New edge switches will support the phone system upgrade proposed for Year 1 (Project T14). • Technical training for BPS tech staff to be included in bid specifications.
Anticipated operational budget impact (+/-): (personnel, staff development, supplies, etc.) • New edge switches consume less energy during operation. Other Comments: (what other technologies are required to support this, etc.) • New network edge switches will work directly with new network core switches.
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Birmingham Public Schools Instructional Impact Sheet Item Number:
T03
Project Name: Firewall Security Systems
Work Scope: (what's included, how it functions, etc.) • • • • • • • •
Deploy Year 1 A firewall protects BPS network from threats posed by hackers, worms, viruses, etc. BPS techs establish firewall rules to control network access. System includes a redundant firewall for continuous protection in event of a failure. Includes Internet filtering device as required by federal law. Internet filter provides granular control of website access based on BPS user role. Redundant Internet filter prevents open access to Internet in event of a failure. Replaces legacy firewall system purchased in 2007.
Instructional Impact: (how students/staff will utilize the technology) • Students and staff are protected from service interruptions caused by network attackers. • Secure, reliable network allows students to access network/Internet resources. • Granular filtering allows students and staff to access appropriate Internet resources. • New online testing programs will be supported by this system.
Buildings that will receive this technology:
./Elementary ~Middle School ~High School ./Other: All
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Budget detail information: Cost Analysis: $285,000 Priority Classification: 1 BUdget detail comments: • Firewall security system coordinates with Core Network Equipment (Project T01). • Technical training for BPS tech staff to be included in bid specifications.
Anticipated operational budget impact (+/-): (personnel, staff development, supplies, etc.) • None
Other Comments: (what other technologies are required to support this, etc.) • Firewall security system coordinates with Wireless Network Upgrades (Project T04).
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Technology Planning Document Instructional Impact Sheet Item Number:
T04
Project Name: Wireless Network Upgrades
Work Scope: (what's included, how it functions, etc.) • • • • • •
Deploy Year 5 Wireless access points (WAP) allow wireless devices to connect to the BPS network. This project addresses future needs for increased speed and network density. New wireless network will utilize updated wireless standards (increased bandwidth & density). The new WAPs will connect to the new edge switches (Project T02). WAPs will be managed and monitored remotely by BPS tech staff at Covington.
Instructional Impact: (how students/staff will utilize the technology) • WAPs will work with legacy and new wireless devices. • WAPs will align with the mandated electronic testing program demands. • WAPs will allow students/community wireless BYOD (Bring Your Own Device). • Students/staff can access wireless data anytime/anywhere within BPS buildings. • Students/staff/community can leverage higher speeds on new WAPs. • New network will support a larger number of wireless devices in a specific location (density).
Buildings that will receive this technology: ~Elementary ~Middle School ~High School ~Other: All facilities Budget detail information: Cost Analysis: Priority Classification:
$1.630.200 1
Budget detail comments: ( • Works very well with new, higher-speed edge/core switches. ( • Replaces previous wireless network with more robust system. • Technical training for BPS tech staff to be included in bid specifications.
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Anticipated operational budget impact (+/-): (personnel, staff development, supplies, etc.) • Some increased electrical power requirements.
Other Comments: (what other technologies are required to support this, etc.) • Additional edge switch ports (Project T02).
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