Invitation for Request for Proposal/Quote
Wireless and Phone Switch Request for Proposal/Quote and Guidelines for Submittal
ISSUED: May 15, 2014 PROPOSALS DUE ON OR BEFORE:
May 22, 2014 @ 3:00 P.M. SEND PROPOSALS TO THE FOLLOWING ADDRESS:
West Bend School District C/O Timothy Harder Director of Technology 735 South Main Street West Bend WI, 53095 e-mail:
[email protected]
West Bend School District Page 1
Wireless and Phone Switch
STATEMENT OF INTENT
West Bend School District is requesting proposals/quotes for replacement and additional switches for our voice over IP phone system and wireless system. Switch Requirements: HP 3800-48G-PoE+-4SFP+ Switch (J9574A) plus 1-J9580A power supply 10G SFP+ LR (addon/oem type brand OK) 2 per switch Quantity: 55 to 70 switches
West Bend School District Page 2
Wireless and Phone Switch
GENERAL CONDITIONS
1. The Director of Technology of the West Bend School District (hereafter "District") will receive sealed Proposals for Network Switches from qualified manufacturers and their distribution partners (hereafter "Vendor"). 2. The Vendor must submit a complete Proposal covering all requirements identified in this RFP package in order to be considered. All Proposals will be carefully scrutinized to ensure that such requirements can be met. Proposals submitted must be the original work product of the Vendor. 3. The Vendor must submit three original copies of the Proposal in a sealed envelope plainly marked with the name "Wireless and Phone Switch”. The Vendor must also submit one electronic copy of the Proposal. Proposals should be delivered to: Timothy Harder Director of Technology West Bend School District 735 South Main Street West Bend WI 53095 tharder@west- bend.k12.wi.us 4. Proposals will be received until 3:00 p.m., CDT, May 22, 2014. Facsimile offers will not be considered in response to this RFP, nor will modifications by facsimile notice be accepted. Postmarks will not be considered. a) Questions can be submitted via email to both
[email protected] and
[email protected] May 20th by 3:00pm. Answers to these questions will be posted on our website at http://goo.gl/DAGzrunder vendor documents. Answers to all of the questions above will be posted online May 21st. b) Proposals/Quotes are due in good form by 3:00 pm on May 22, 2014. 5. Proposals may be modified or withdrawn by written notice or in person by the Vendor or its authorized representative, provided its identity is disclosed on the envelope containing the Proposal and such person signs a receipt for the Proposal, but only if the modification or withdrawal is made prior to the deadline. 6. The information presented in the RFP is not to be construed as a commitment of any kind on the part of the District. There is no expressed or implied obligation for the District to reimburse responding firms for any expenses incurred in preparing Proposals in response to this request. 7. All Proposals must be submitted on the District forms as attached with this specification. Proposals submitted on forms other than the enclosed may be rejected. Non-compliance with RFP specifications will disqualify Proposals from further consideration. West Bend School District Page 3
Wireless and Phone Switch
8. The District reserves the right to reject any or all Proposals and to waive informalities and minor irregularities in Proposals received. The District, in its sole discretion, will determine whether an irregularity is minor. 9. Proposals, prices, terms and conditions shall remain firm for a period of One Hundred Twenty (120) days from the due date for Proposals. 10. The Vendor is responsible for verifying any and all information related to this RFP. 11. No oral interpretation will be made to any Vendor as to the meaning of the RFP. Any oral communication will be considered unofficial and non-binding on the District. Unauthorized contact by the Vendor with other District employees regarding the RFP may result in disqualification. 12. Requests for interpretation must be made electronically and e- mailed to
[email protected] and
[email protected] later than May 20, 2014 before 3:00 pm. Any information given to a Vendor concerning the RFP will be furnished to all Vendors at http://goo.gl/DAGzr by the end of day May 21 under vendor documents. 13. The District may award a contract based upon the initial Proposals received without discussion of such Proposals. Accordingly, each initial Proposal should be submitted with the most favorable price and service standpoint. 14. To facilitate consideration of the Proposals, the District may, at its option, conduct interviews and evaluations after receipt of the Proposal. If this is necessary, the Vendor will be contacted to arrange a time for an interview and product evaluation. 15. The Vendor shall not, under penalty of law and immediate disqualification of the Proposal, offer or give any gratuities, favors or anything of monetary value to any employee of the District for the purpose of influencing favorable disposition toward a submitted Proposal or for any reason while a Proposal is pending or during the evaluation process. 16. No vendor shall engage in any activity or practice, by itself or with other vendors, the result of which may be to restrict or eliminate competition or otherwise restrain trade. Violation of this instruction will result in immediate rejection of the Vendor's Proposal. 17. In the event of a conflict between the Proposal and the RFP, the District shall resolve any inconsistency in favor of the RFP. Additionally, the District shall in good faith decide all inconsistencies and/or disputes pertaining to the RFP and the Proposal. The Vendor agrees to abide by the decisions of the District. 18. The District shall not be responsible for any RFP expenses of any vendor. 19. This RFP will be posted on the West Bend School District website accessible at the WBSD West Bend School District Page 4
Wireless and Phone Switch
Vendor Page. Any Addenda including, without limitations, extensions of the Closing Date and Time will be posted to this website. Vendors are responsible for monitoring the website on a periodic basis for any modifications to the RFP. The District is not required to issue individual notifications.
RIGHTS RESERVED AND RFP AWARD The right is reserved to reject any or all proposals, or to waive any informality in any proposal received or to accept any part or all of any bid considered advantageous to the District. It is the practice of the District to contact only the winning bidder(s). However, any Vendor is welcome to contact the Director of Technology to obtain bidding results. In submitting, a proposal, the Vendor represents that: They have thoroughly reviewed and understands the RFP and the proposal is made in full accordance with these documents and addenda issued thereto. They have thoroughly reviewed informational reports and the available documents, visited the project site, become familiar with the actual local conditions under which the work is to be performed and have correlated their evaluations and personal observations with the requirement of the RFP documents. That the proposal is based without exception upon the products, materials, equipment and systems required by the Vendor and RFP documents.
COSTING All prices shall be quoted with all work completed per the specifications. Include all discounts and all materials, delivery, and miscellaneous charges in the final proposal price. Quote all prices NET TAX-FREE with net 60 days on payment and include shipping and handling.
West Bend School District Page 5
Wireless and Phone Switch
DISTRICT TECHNOLOGY PROFILE
Enrollment: 6970 Students PK-12 Staff: 1100 Buildings Served: 13 Campuses: 12 Computers: 3120 Network: Windows Active Directory Phone System: Mitel VOIP Mxe 3300 + Mitel IP Phone 5212 Wireless:
HP MSM765 a/b/g/n HP WESM a/b/g Cisco 5508 H3C WX4005
Server Platform: Windows Server 2008R2 on VMWARE Windows Server 2008R2 standalone
SCOPE OF SERVICES AND REQUIREMENTS
Product Line of Service: Current System:
Various HP Switching
Proposal Due Date:
3:00 PM, May 22, 2014
West Bend School District Page 6
Wireless and Phone Switch
1) The scope of qualified product features and deliverables are as follow a. Switch must meet the following specifications: HP 3800-48G-PoE+-4SFP+ Switch (J9574A) plus 1-J9580A power supply 10G SFP+ LR (addon/oem type brand OK) 2 per switch b. Switches must be delivered by June 25th, 2014.
2) Financing and Pricing Options Vendor shall provide as part of the proposal any available financing options or special purchase programs available as provided by the manufacturer or third party financial institutions. Vendor must provide quantity price breaks if available.
West Bend School District Page 7
Wireless and Phone Switch
PROPOSAL FORMAT AND EVALUATION 1. Proposals must be concise and in outline format. Pertinent supplemental information should be referenced and included as attachments. All Proposals must be organized and tabbed to allow for easy reference. 2. The Proposal shall include a Letter of Transmittal that provides an introduction to the Vendor and includes an expression of the Vendor's ability and desire to meet the requirements of the RFP. 3. The Proposal shall include an Executive Summary that briefly describes the Vendor's approach to meeting the District's requirements as outlined in the RFP, indicates any major requirements than cannot be met, and highlights the major features of the Proposal. The reader should be able to determine generally how well the Proposal meets the District's requirements by reading the Executive Summary. 4. The Proposal shall include attachment 1, Summary of Fees. 5. The Proposal shall include a quote for the switches requested. 6. The Proposal shall include attachment 2, Vendor Identification Form. 7. The Vendor shall complete attachment 3, References and Experience, thereby providing the District a listing of all school districts of like size for which the Vendor currently provides Network Switches similar to the requirements in this document. The Vendor shall additionally provide the District a listing of all public school clients that have discontinued service from the Vendor in the past two years due to poor performance or non-performance. Proposals will be evaluated by the District. The following will serve as the basic criteria for the selection of the vendor eventually chosen. 1. 2. 3. 4. 5.
A clear understanding of the services required by the District as evidenced by the Vendors proposal The reliability and scalability of the product Total resources of the Vendor available to the District The total cost of the services offered to the District The total implementation costs as calculated by District to implement the services based upon solution design, equipment and labor costs 6. Cost to sustain and maintain the implementation
West Bend School District
Wireless and Phone Switch Page
8
ATTACHMENT 1: SUMMARY OF FEES Please indicate all costs related to your proposal with the form below. Additional costs may be stated at the bottom of this form.
Description
Units
HP 3800-48G-PoE+-4SFP+ Switch (J9574A) plus 1-J9580A power supply 10G SFP+ LR (addon/oem type brand OK) 2 per switch
55-70
Shipping
55-70
Other costs
55-70
Unit Cost
Total Cost Price Range Based upon number of units
Total cost range:
Please provide Quantity Price Break information here:
West Bend School District
Wireless and Phone Switch Page
9
ATTACHMENT 2: VENDOR IDENTIFICATION FORM Designate one individual as the Vendor's representative to the District during the term of the Agreement. The representative will be contacted to solve any and all problems that may arise concerning the Proposal during the evaluation period. The undersigned Vendor hereby agrees to be bound by the terms of the RFP and that the enclosed Proposal is submitted in accordance therewith. Once completed and returned, this Proposal becomes the primary basis for evaluation and selection of the Vendor to provide the services required by the District for the specified period. By signing this Vendor Identification Form, the Vendor certifies that there are no "PARTIES OF INTEREST" or "CONFLICTS OF INTEREST", as defined by state and/or federal regulations, existing between the Vendor and the District or any of its employees, agents or Board of Education members.
Legal Name
Representative's Name
Address
City/State/Zip
Title
Telephone #
Fax #
E-mail Address
Years in Operation
Years under current structure and/or under previous structure
1) Name of Vendor's Officers:
NAME
TITLE
2) The undersigned hereby acknowledges the receipt of the following addenda: Addendum Date Number Date Issued Acknowledged
____________ ____________ ____________ ____________
_____________________ _____________________ _____________________ _____________________
______________ ______________ ______________ ______________
Signature
_________________________ _________________________ _________________________ _________________________
3) The undersigned hereby acknowledges that the Vendor has read and agrees to the terms and conditions set forth in the RFP, and that the terms and conditions set forth in the Proposal will remain open for at least 90 days from the deadline for submission of Proposals.
Vendor Officer's Name: ______________________________________________________
Signature:__________________________________________________________________ Date:______________
West Bend School District
Wireless and Phone Switch Page
10
ATTACHMENT 3: REFERENCES AND EXPERIENCE Each Vendor must submit a minimum of five (5) references. Each reference must be presently using the services similar to those requested in this RFP List as primary references any current contracts for RFP bid services currently in force with public school districts of similar demographics; include contacts and telephone numbers for each reference. Use additional pages for additional contracts. 1)
District Name: District Address:
_____________________________________________________________________ __________________________________________________________________
Name/Title of Contact: __________________________________________________________________ Phone Number of Contact: ________________ E-Mail Address: __________________________________ Contract Length: ___________________________ 2)
District Name: District Address:
_____________________________________________________________________ __________________________________________________________________
Name/Title of Contact: __________________________________________________________________ Phone Number of Contact: ________________ E-Mail Address: __________________________________ Contract Length: ___________________________ 3)
District Name: District Address:
_____________________________________________________________________ __________________________________________________________________
Name/Title of Contact: __________________________________________________________________ Phone Number of Contact: ________________ E-Mail Address: __________________________________ Contract Length: ___________________________ 4)
District Name: District Address:
_____________________________________________________________________ __________________________________________________________________
Name/Title of Contact: __________________________________________________________________ Phone Number of Contact: ________________ E-Mail Address: __________________________________ Contract Length: ___________________________ 5)
District Name: District Address:
_____________________________________________________________________ __________________________________________________________________
Name/Title of Contact: __________________________________________________________________ PhoneSchool NumberDistrict of Contact: West Bend ________________ E-Mail Address: __________________________________ Wireless and Phone Switch Page 11
References and Experience (continued)
All Contracts terminated for default within the last five (5) years should be noted below. Termination for default is defined as notice to stop performance due to Vendor's nonperformance or poor performance. Submit full details of all terminations for default experienced. The District will evaluate the facts and may at its sole discretion reject the Vendor's proposal if the facts discovered indicate that the completion of a Contract resulting from this RFP may be jeopardized by selection of the Vendor. If the Vendor has experienced no such terminations for default in the past five (5) years, so indicate.
TERMINATED CONTRACTS WITHIN THE LAST TWO YEARS. 1
2
3
Vendor Name Business Address Name of Contact Telephone number of Contract Contract Length Contract value
West Bend School District
Wireless and Phone Switch Page
12
