FY2015_470_RFP

Philadelphia Electrical & Technology Charter High School

Erate FY 2015 – 2016

Re: 470# 857610001328979

Summary

This page provides detailed information concerning the Form 470 filing by Philadelphia Electrical & Technology Charter High School (PETCHS) for Categories 1 & 2 for FY2015. Any questions concerning this information or the services requested must be submitted via email to Bill Carberry at: [email protected]. When responding please include the specific service/equipment Item # in the subject line of your email.

Submitting a Proposal

Vendors wishing to submit a proposal for any of the services listed below must include all of the following:

  • A cover letter which provides a brief summary of the company and indicates the services which are covered by the proposal.
  • Complete rates for all services included in the proposal.
  • A complete listing of all implementation costs for the proposal.
  • An estimate of the total annual charges for the proposal, based on the utilization information provided in this document.
  • If you are planning on submitting a bid for the lit fiber service, a site survey at your own expense must be completed prior to submitting the bid.
  • A pre-signed contract letter for prices quoted must be included as part of your response package.

All vendor proposals must be received by 10A.M. Tuesday, March 17th, 2015 in order to be considered for the E-Rate FY2015 filing year. Vendor proposals shall be delivered to:

Bill Carberry, IT Coordinator

Philadelphia Electrical & Technology Charter High School

1420-22 Chestnut Street, Philadelphia, PA 19102

*Please note the Item # for the services and/or equipment for which you are bidding on the outside of the package/envelope.

Items #1a and #1b

Construction of a Functional, Lit Fiber Optic LAN Backbone for the School

The school is seeking fiber optic and CAT. 6 dual drop cabling proposals to address the building’s LAN network needs.  Installation of listed services is to include all corresponding required fiber and CAT. 6 patch cables, testing/certifications, labeling (as per school’s directive on wrap-around, tear-resistant labels)

Item 1A:

Seeking 12-strand fiber optic backbone infrastructure from each of the building’s remote IDF network closets back to the main building MDF closet.  Fiber must be capable of addressing initial GB-level traffic and migrate to future 10GB traffic. Any needed fiber termination cabinets, network racks, inter-duct, corresponding fiber patch cables (to be coordinated with equipment vendor), etc. is to be included and detailed accordingly. 

School also seeking “per-dual Cat. 6 drop” pricing to address any sporadic copper drop needs. Any such drops will include appropriate Cat. 6 color-coded patch cables (TBD by school), conduit, wall jacks, cover plates, and Cat.6-level patch panels.

The proposal should include all costs, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

Item 1B:

School is seeking corresponding network equipment to light the fiber backbone being installed as defined above.  Each closet should contain a main fiber-uplink layer 3 10/100/100 switch to address backbone connectivity and interconnection of other existing switches and new switches being obtained.  An MDF main switch is being sought which addresses the interconnecting of all remote IDF network fiber connections back to the main closet at GB speeds…with a desire for potential 10GB future upgrade.  Said switch(es) solution should also have a minimum of 8 (eight) 10/100/1000 RJ45 ports and with potential 10GB port opportunities for future considerations.

Also seeking a firewall solution for the MDF with capacity of several LAN 10/100/1000 RJ45 ports and potential 10GB upgrade options along with corresponding WAN/Internet Service uplinks (minimum of 2 ports).  Firewall will be servicing over 600+ students/staff traffic in an educational setting leveraging internal resources and new 100+MB Internet Access service.

ALL EQUIPMENT SOLUTIONS MUST INCLUDE BREAKDOWN OF ALL COSTS (MODULES, LICENSES, INSTALLATION/CONFIGURATIONS, ETC.) AND BE JUNIPER-BASED OR JUNIPER COMPATIBLE.  ALL JUNIPER-EQUIVALENT PROPOSALS WILL BE ACCEPTED AND EVALUATED.

The proposal should include all costs, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

SERVICE PROVIDER CRITERIA AND CONTRACT REQUIREMENTS

Philadelphia E & T will be utilizing the E-Rate funding discounts, and require any bids to clearly indicate anything that is not covered by the E-Rate program and their associated costs. Any and all bids/quotes are understood to be valid from April 1st, 2015 through September 30th, 2017, as we may opt to not move forward with this initiative, or reduce scope if funding is not received.

         In order to be considered for this project, all vendors must complete a site survey prior to submitting their bid. Site surveys will take place on the following two Fridays in 2015 between 9AM and 11AM:  February 27th & March 13th.  Respondents are responsible to check back with the website for any potential schedule changes.

Item #2

High Speed Internet Access

We are requesting a proposal to enter into a month-to-month contract for internet access service and delivery of said service to a single identified site. The service contract will extend from a period ranging from July 1st, 2015 through June 30th, 2016. We will also accept pricing on multi-year contracts for a 2 or 3 year term with option for 1 year contract extension at school’s option. No auto-renewals will be accepted. PETCHS reserves the right to extend the contract on a MTM basis if so needed or cancel services at any time without penalty. The service will commence sometime after July 1st 2015 and will/may correspond with receipt of the SLD funding letter for the services.

We are specifically requesting pricing for unbundled access to the internet to be located at PETCHS at the bandwidth connections speeds and length of time specified. Additionally, the provider will make available whatever number of global IP addresses required for the school’s needs. Initial request is for six global IPs to be routed back to the PETCHS network. Handoff to PETCHS must be RJ45 Ethernet and at the termination location identified by the school. Please contact Bill Carberry at [email protected] if you need a site visit.

Please indicate pricing for speeds of 50MB, 100MB, 200MB & 500MB including the cost per month, as well as any installation costs.

Note that any build out costs must be identified and that said build out(s) can/may commence April 1st, 2015 to ensure service startup of July 1st, 2015.

The proposal should include all costs, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

Item #3

Local and Long Distance Voice Services

We are requesting a proposal to enter into a month to month contract for local and long distance voice service and delivery of said service to a single identified site. The service contract will extend from a period ranging from July 1st, 2015 through June 30th, 2016. PETCHS reserves the right to extend the contract on a MTM basis if so needed or cancel services at any time without penalty. The service will commence sometime after July 1st 2015 and will/may correspond with receipt of the SLD funding letter for the services.

We are specifically requesting pricing to sustain the schools telecommunication service needs. Vendor must retain the existing phone numbers and must leverage existing on premises equipment in order to facilitate service implementation and reduce customer’s costs.  Please contact Bill Carberry at [email protected] if you need a site visit.

Also, the customer reserves the right to increase or decrease services as the need arises without penalty. Listed below are the services to be bid. We are also accepting bids on newer technologies available to accomplish same goals. Please note that the services listed are meant to address numerous current and possible projected needs and there is no guarantee of listed quantities and/or particular services.

The proposal should include all costs, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

Item #4

Wireless Access Points

We are requesting a proposal to purchase or lease at least 8 wireless access points to tie into our existing WLAN. With this being said, the access points we are requesting should be Aruba (or compatible) Instant IAP-225 Wireless Access Point, 802.11n/ac, 3x3:3, dual radio, integrated antennas. Include corresponding mounting hardware and installation (physical and configuration) for fully functional integrated operation with LAN and WLAN.

We would like these access points to be compatible with our existing Aruba Wireless access points that are currently on our wireless network. Equivalent solutions will be accepted and evaluated.

The proposal should include all costs, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

Item #5

Network Switches

We are requesting a proposal to purchase at least two Juniper (or compatible) EX2200-C compact, fan-less switch with 12-port 10/100/1000BaseT (12-ports PoE+) and two Dual-Purpose (10/100/1000BaseT or SFP) uplink ports. We are requesting a proposal to purchase at least four Juniper (or compatible) EX 2200, 24-port 10/100/1000BaseT (24-ports PoE+) with four SFP uplink ports. We would like these switches to be compatible with our existing Juniper switches that are currently on our network. Equivalent solutions will be accepted and evaluated.

The proposal should include all costs, including installation, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

Item #6

Uninterruptible Power Supplies (UPS)

We are requesting a proposal to purchase at least 1 uninterruptible power supply for our data closets. This UPS should be either rack mountable (pricing for mounting kits must be included) or a floor model. Please price both options.

The proposal should include all costs, clearly identifying specific costs of items/services and what is and what is not e-rate eligible.

Item #7

Router

We are requesting a proposal to purchase a business class gigabit router. This router should be able to handle our wired and wireless LAN traffic. The router should be able to support up to 650 users, with expected traffic to consist of numerous, concurrent streaming video/internet access. Should have a minimum of two 10/100/1000 RJ45 ports and optional slot capable of accepting 10GB service/WAN uplink module. LAN portion should have a minimum of twelve 10/100/1000 ports and have capacity/options to address 10GB LAN connection(s) if needed. Pricing should include corresponding installation costs for physical mounting, patching and configuration to provide an integrated, fully operational system.

Bid Conditions:

         Applicant expects each Service Provider is fully aware of any rules or regulations regarding the E-rate program, and must strictly adhere to these rules.

         All contracts entered into through this RFP will/may be contingent upon Philadelphia E & T receiving all of the funding we are applying for.

         Philadelphia E & T will not be liable for anything more than the pre-discount amount minus our funded amount as shown on our 471. The winning Service Provider will be responsible for invoicing the SLD for the funded amount directly upon confirmation of funding and corresponding receipt of the school’s P.O.

         No billing can take place before July 1, 2015, however; various build-outs/services can be started on April 1st, 2015. The school will inform vendors of these pre-July build-out opportunities when/if needed.

         During any E-Rate audit process, the winning bidder is expected to reply within 3 days to any questions regarding their proposal.

         All bidders must provide a valid SPIN at the time the bid is submitted on their quote.

         All work is subject to the 100% approval of the project by the FCC under the E-rate discount program of the Telecommunications Act of 1996 as to its funding and eligibility.

         The Vendor must understand we are a school, and sometimes they will have to work around our operating hours to complete the project. Expectations regarding site availability should assume off hour/day availability/access.

         All bids must be specific to our RFP, generic bids will be denied.

         SPAM and/or robotic responses will not be considered valid responses.

Bid Scoring Criteria:

All equipment and service items will be evaluated and scored via the criteria listed below with pricing being the most heavily weighted as per mandated by the E-Rate program.

·         Criteria #1: Pricing at 40% of total score potential

·         Criteria #2: Vendor’s solution proposal’s alignment and integration with requirements outlined in this document for said services/equipment. 30% score value.

·         Criteria #3: Vendor’s solution proposal’s alignment and integration other items/services specified in bid and school’s existing infrastructure as noted. 30% score value.

 

 

 

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