washtenaw community college - rfp


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WASHTENAW COMMUNITY COLLEGE REQUEST FOR PROPOSAL # 5445 Classroom Wireless Network Solution Summary Washtenaw Community College (“WCC” or the “College”) is located in Ann Arbor, Michigan. WCC is requesting proposals to expand and /or replace the College’s wireless infrastructure. The new design should put a special emphasis on wireless connectivity in the classrooms. Any new design must adequately support current and future wireless needs of the College.

Receipt of Proposals Proposals following the guidelines outlined in this document are due on or before Thursday, March 26, 2015 at 3:00 pm EDT, at the following location: Washtenaw Community College Attn: Kathy Tuttle RFP # 5445 Classroom Wireless Network Solution Purchasing Office, Room 326 3rd Floor Student Center Building 4800 E. Huron River Drive Ann Arbor, MI 48105 Submit eight (8) copies of your proposal. There should be two separate envelopes within your submission: Technical Specifications and Pricing/Other. One (1) copy of Technical Specifications as well as one (1) copy of Pricing/Other must have original signatures and the other seven (7) copies can have photocopied signatures. The proposal name must be clearly marked on all boxes, envelopes, and/or packages. Faxed and emailed replies are not acceptable and will be rejected. It is the responsibility of the vendor to ensure that proposals are received at the location stated above on or before the due date and time. The vendor assumes all responsibility for delivery to the location given above regardless of the method of shipment and delivery used and the time received to the specified location on campus. Note that overnight packages via the US Post Office will be delayed by one day. Late proposals will NOT be accepted. For driving directions and campus map, please access the WCC web site at http://www.wccnet.edu/about-us/room-locator/room/SC3/(upper-right corner is SC 326).

Questions Questions may be addressed to Kathy Tuttle at [email protected]. Do not contact the Director of Networking and Communications or his staff directly. The deadline to submit questions is Thursday, March 12, 2015 at 11:00 am EDT. All questions received by the deadline date will be posted with WCC responses on the WCC Budget and Purchasing website (http://www4.wccnet.edu/departments/purchasing/ ) by Thursday, March 12, 2015 at 5:00 pm EDT. 1

WASHTENAW COMMUNITY COLLEGE – RFP 5445 Mandatory Meeting All vendors invited to respond to this RFP must attend a mandatory meeting to receive additional information about the project. CAD drawings may be available. A tentative equipment list may be available. The meeting will be conducted by Patrick Hughes, Washtenaw Community College Director of Networking and Communications. If the company/vendor representative (s) does NOT attend this meeting, this vendor’s response will be considered non-responsive and will NOT be considered. The mandatory meeting is scheduled: Wednesday, February 25, 2015 at 10:00 am EST Washtenaw Community College Information Technology Services Office, Conference room 314B 3rd Floor Student Center Building 4800 E. Huron River Drive Ann Arbor, MI 48105

Information Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, and the recommendations put forth by the vendor. Information about the College, including directions, campus maps, and building maps may be obtained through our web site at www.wccnet.edu The College reserves the right to reject any and all proposals and waive any irregularities. Proposals which fail to comply fully with any provisions of this document may be considered invalid and may not receive consideration. The College also reserves the right to negotiate terms and conditions of a contract with the chosen vendor. The College reserves the right to award a contract based on any combination of the specifications described herein. All responses must be signed or they will be considered invalid. As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act. As required by law, any information submitted in response to this request for proposal could become public information. Vendors responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified in writing as such and accepted by the College as proprietary. Any documents submitted may be reviewed and evaluated by any person at the discretion of the College, including non-allied and independent consultants retained by the College now or in the future. This request for proposal in no manner obligates the College to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed

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WASHTENAW COMMUNITY COLLEGE – RFP 5445 by written agreement, and may be terminated by the College without penalty or obligation at any time prior to the signing of an agreement, contract, or purchase order. Expenses for developing and presenting proposals shall be the entire responsibility of the vendor and shall not be chargeable to the College. All supporting documentation and manuals submitted with this proposal will become the property of the College unless otherwise requested by the vendor, in writing, at the time of submission and agreed to, in writing, by the College.

Insurance Proof of insurance shall be maintained and a copy shall be provided to the College. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Insurance shall be maintained for the following coverages in the amounts stated below. Commercial general liability insurance (occurrence form) with respect to the premises, including contractual and products/completed operations coverages. The limits of liability are not to be less than $1,000,000 combined single limit of bodily injury and property damage per occurrence and $2,000,000 combined single limit of bodily injury and property damage annual aggregate. Automobile liability insurance with limits not less than $1,000,000 combined single limit of bodily injury and property damage per accident. Statutory workers’ compensation employer’s liability. Umbrella or excess liability with limits not less than $2,000,000 per occurrence and aggregate. Professional liability insurance. Specify amounts carried.

Timeline Solicitation of RFP Mandatory Meeting Vendor Questions due WCC Responses to questions Site Visits by suppliers Proposals due to WCC Option 2 installation dates Option 3 installation dates Award to Vendor

Thursday, February 12, 2015 Wednesday, February 25, 2015 @ 10:00 am EST Thursday, March 12, 2015 @ 11:00 am EDT Thursday, March 12, 2015 @ 5:00 pm EDT Monday, March 2 – Wednesday, March 11, 2015 Thursday, March 26, 2015 @ 3:00 pm EDT estimated June 1, 2015 – May 31, 2016 estimated June 1, 2015 – August 15, 2015 Thursday, May 28, 2015

Specifications Each of the following items must be addressed clearly and completely in the proposal. If necessary include copies and/or samples of any reports or forms that would clarify these 3|Page

WASHTENAW COMMUNITY COLLEGE – RFP 5445 specifications and help explain how the contractor and the College would interact. Address each item in the order given. Technical: 1. The supplier will complete a digital site survey. The classrooms’ wireless connectivity is emphasized although common area conductivity is also required. The digital site survey will become the property of Washtenaw Community College if this supplier is awarded a contract. 2. The goal is -40db to -60db campus wide signal strength. 3. The Wireless Network Solution must be controller based 4. Access Points must support both 2.4 Ghz and 5 Ghz. 5. The Controller must be capable of handling a minimum of 500 access points. 6. A failover controller must be included. 7. The supplier must recommend changes to WCC’s wired Network to support the new wireless infrastructure. 8. The supplier must recommend management software packages that would benefit the College in maintaining and securing the wireless network. Explain why this software package is recommended. 9. The supplier will provide a complete equipment list needed for this project. 10. List any contractors or subcontractors to be used if installation is required. Provide references. 11. Provide a list of contact people within your company who will be assigned to this project. Also, list “urgent” contact people with their corresponding phone numbers and email addresses. Pricing/Other: 1. Provide site survey cost (digital and paper copy). List what is included in this cost. 2. Provide equipment costs. List each equipment item separately and state warranty period. Price each item separately. Pricing must include shipping, handling and delivery to WCC. List what is included in this cost. 3. Installation Options: a. Option 1: Installation will be done by WCC personnel. b. Option 2: Provide installation costs for one year period beginning approximately on June 1, 2015 through May 31, 2016. List what is included in this cost. Note: Installation will take place only during “off hours” or 10:00 pm – 8:00 am weekdays and weekends. Installer/contractors must conform to all state, federal and College construction rules and regulations. c. Option 3: Provide installation costs for shorter period beginning approximately on June 1, 2015 through August 15, 2015. List what is included in this cost. Note: Installation will take place only during “off hours” or 10:00 pm – 8:00 am weekdays and weekends.

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WASHTENAW COMMUNITY COLLEGE – RFP 5445 Installer/contractors must conform to all state, federal and College construction rules and regulations.

References Include with your proposal any references for similar projects that were done by your company at other community colleges, universities, colleges or facilities. List the facility, a contact person’s name, a phone number and email address (if available). Provide any other relevant information or alternate options that may be useful to evaluate this proposal.

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WASHTENAW COMMUNITY COLLEGE – RFP 5445

This page must be signed and submitted with the proposal. Signature ________________________________ Company Name

______________________________ Signature

________________________________ Printed Name

______________________________ Title

________________________________ Address

______________________________ Address

________________________________ City, State, Zip

______________________________ Phone

________________________________ Fax

______________________________ Email

EIN/W-9

Indicate if your company is minority-owned ___ or woman-owned___. Include documentation to verify status if available. The vendor agrees to comply with all applicable federal, state, local and College laws, rules and regulations in providing goods and services under this agreement.

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