BENTON HARBOR AREA SCHOOLS

BASIC MAINTENANCE REQUEST FOR PROPOSAL

Section 1: Overview and Instructions

1.1 General

The purpose of this bid document is to invite bidders to submit bids for Benton Harbor Area Schools' (the district) basic maintenance of internal connections. If further information is desired before submitting proposals, please contact or direct inquires to: John Schneider, Director of Technology, Information Technology, Benton Harbor Area Schools, 750 E Britain Ave, Benton Harbor, MI 49022, Tel: 269-605-1115, E-mail: John.Schneider@bhas.org.

Before submitting a proposal, the bidder is to be thoroughly familiar with all the documents comprising the bid document, as it is conclusively understood that all bids are based upon full compliance with the various provisions in said documents. Should the bidder find discrepancies in, or omissions from the specifications, instructions and bid proposal forms, or should bidder be in doubt as to the meaning, bidder should notify at once Mr. John Schneider who will send written instructions to all appropriate bidders. The owner shall not be responsible for any oral instructions. The owner shall not be responsible for any cost or expense the bidder incurs during the preparation of this bid.

1.2 Proposal Due Date

Benton Harbor Area Schools will receive proposals for this project until 11:00 a.m. EST, on the eighth (8^th) day of December 2009 at the Business Office. Sealed bids plainly marked on the outside “BID FOR BASIC MAINTENANCE” shall be delivered to Benton Harbor Area Schools, 823 Riverview Drive, Business Office, Benton Harbor, MI 49022, Attn: John Schneider, Director of Technology, Information Technology on or before the date and time specified. A bid received after the due date and time will be returned unopened.

The bidder shall utilize Bid Forms, or exact facsimiles, as supplied in the bid document. One set of documents will be available to each bidder. Two complete sets are to be returned, properly signed and executed.

1.3 Universal Service Administrative Company

Implementation and completion of this project is contingent upon the district receiving approved funding from the Universal Service Administrative Company. The project may be revised or terminated if the funds from the USF discount program are not approved or do not meet the expectations of the Benton Harbor Area Schools. If the application is approved for the USF discount program, the successful bidder will be required to participate. It is the bidder's responsibility to understand and comply with all rules and procedures required by the Schools and Libraries Division and the Universal Service Administrative Company. All contracts awarded based upon this RFP will be subject to approval of the project by the Schools and Libraries Division, and must contain a clause stating so.

1.4 Errors and Omissions

It shall be the responsibility of the bidder to be knowledgeable of this RFP document before submission of the bid. The bidder will assume all responsibility for any errors or omissions in the bid. The successful bidder shall comply with all federal, state, and local laws, permits, regulations, codes, and ordinances.

1.5 Independent Contractors

Successful bidder agrees that they are an Independent Contractor and not an Officer, Agent or

Employee of the Benton Harbor Area Schools while performing any portion of this Basic Maintenance Project.

1.6 Delivery Schedule of Supplies and Materials

Delivery of all specified materials and supplies must be completed Sixty Days (60) after issuance and receipt of authorized purchase order, unless otherwise agreed to by both parties.

1.7 Guarantees and Manufacturer’s Certification (Attachment "A”)

Each bidder shall submit a letter on company letterhead, signed by an officer of the company, outlining the guarantee he proposes to furnish. The bidder shall also submit, as part of their proposal, an outline for service and support of any and all items bid, including but not limited to; warranty period, on-site service during any warranty period, promptness of response to problems and breakdowns, and installation timeline. The bidder shall further guarantee that all materials be of superior quality and free of defects in workmanship, construction and raw materials.

1.8 Payment Schedule

Payment will be made in accordance with established practices of the Benton Harbor Area Schools, and in compliance with the guidelines of the Schools and Libraries Division and the rules governing the Universal Service Administrative Company. The successful bidder shall submit to the Benton Harbor Area Schools the non-discount portion (10% estimate) of each invoice. Payment of the district’s portion will be made within 30 days of receipt of invoice. The successful bidder shall also bill the Universal Service Administrative Company Fund Administrator directly for the school district’s discount portion (90% estimate) in accordance with the Universal Service Provisions of the Federal Telecommunications Act of 1996.

Effective November 1, 2004, USAC will follow new collections and disbursement policies when it implements a new rule, found at 47 C.F.R. §1.1910 and commonly referred to as the “red light rule.” Under the Red Light Rule, USAC will not disburse any Federal benefits to an entity that shares the same taxpayer identification number (TIN) as an entity that has delinquent debt owed to the Commission or its reporting components until such debt is paid, formally appealed, or until other arrangements, satisfactory to the FCC, are made for payment. For Red Light Rule purposes, “entity” includes contributors, beneficiaries, or other organizations or individuals who are delinquent to the USF. For additional information regarding the Red Light order, please refer to the public notice on the FCC’s website.

1.9 Other Provisions

Any ensuing contracts shall coincide with e-rate funding cycles, i.e., July 1 through June 30 of the applicable calendar year(s).

Attachment B., “Insurance Requirements” is incorporated herein by reference and made a part of this request, and any ensuing contracts.

Attachment C., “Additional Requirements” is incorporated herein by reference and made a part of this request, and any ensuing contracts.

Attachment D., “Bidder Qualifications Form” is incorporated herein by reference and made a part of this request, and any ensuing contracts.

It is a specific condition of this request that bidder shall not use or allow to be used any aspect of this request for publicity or advertisement purposes. Bidder may request a waiver of the foregoing but shall not deviate there from unless so authorized in writing by the Benton Harbor Area Schools.

The appearance of any statement on any material or data submitted hereunder will not establish a confidential relationship between bidder and the Benton Harbor Area Schools unless a specific written agreement to this effect is negotiated prior to the submission of the data.

1.10 School District’s Reservation of Rights

The Benton Harbor Area Schools reserves the right to reject any or all proposals and bids, including that of the lowest bidder; or to accept bids either in whole or in part; to award contracts by individual items or by lump sum total; or to waive any informalities, defects or omissions in any bid, should it be deemed to be in the best interests of the Benton Harbor Area Schools to do so. Any bid submitted will be firm for ninety (90) days from the bid opening date.

1.11 Equal Employment Opportunity/Anti-Discrimination

Bidders certify by signing this bid that they will comply with Title VI of the Civil Right Act of 1964 (P.L. 88-352). In accordance with Title VI of that Act, no person in the United States shall, on the grounds of race, color, sex, age, national origin or handicap, be excluded from participation in, be denied the benefits of, or otherwise subjected to discrimination under any ensuing contract.

1.12 BID REQUIREMENTS FOR NON-INSTRUCTIONAL FACILITIES

Bidders must quote instructional facilities (i.e. school buildings with students) separate from non-instructional facilities (i.e. buildings with no students) for each portion of the service bid on. There must be a total annual fee indicated for instructional facilities and then a separate line item for total annual fee for non-instructional facilities.

Section 2: Network Electronics

2.1 General Specification

2.1.1 Approved Products

BHAS has a large installed base of Cisco Systems network equipment and has standardized on Cisco equipment. All wireless, firewall and router equipment provided shall be from Cisco Systems.

2.1.2 New Equipment

All equipment provided shall be new and of the latest model available.

2.1.3 Genuine Product

All equipment provided shall be genuine Cisco product sourced only from approved Cisco distributors. Third-party and clone products will not be accepted. Vendor will be required to show proof of purchase for all products from a Cisco authorized distributor.

2.1.4 Vendor Requirements

2.1.4.1 Authorizations Required

Vendor shall have, at a minimum, a Cisco Premier Partner authorization. All engineers working on this project must have Cisco CCNP or CCDP certifications and must have three (3) or more years of field experience.

Network electronics contractor shall be a WLAN Specialized Partner with Cisco Systems. Provide proof of your authorization level and copies of all engineer certification certificates in your bid response.

2.1.4.2 Experience

Network electronics contractor shall have a minimum of five (5) years of experience installing network of similar size and complexity.

2.1.4.2 Locality

Network electronics contractor shall maintain a fully staffed office within 120 miles of the Benton Harbor Area Schools. All engineering staff assigned to this project must be permanently based in the local office.

2.1.5 General Installation

The Vendor will be responsible to furnish, set in place, and install all equipment, unless otherwise noted. The installation process includes, but is not limited to the following:

Receive all equipment on behalf of the District.

Provide inventory receipt of all equipment to Owner.

Store all equipment until the equipment is installed according to specifications.

Transport devices and all components to designated locations.

Cable, configure and label all components using the Schools and Libraries Program guidelines.

Demonstrate successful installation.

Maintain inventory and status documents and discard all trash packaging at locations designated by the district.

After the installation process listed above is complete and verified by Owner, the vendor will provide check off procedures of the installation process for each site and a detailed inventory of all equipment installed at each site.

2.2 Wireless Network

2.2.1 Introduction

A wireless network based on IEEE 802.11a/b/g WLAN technology is installed to provide complete WLAN coverage of selected buildings.

2.2.2 Access Points

WLAN hardware is Cisco Aironet 1200 Series Access Points supporting IEEE 802.11 a/b/g. At this time only 802.11 b/g is implemented.

2.2.3 Access Point Power

Access Points are to be connected to switch ports providing power over Ethernet.

2.2.4 Model Details

Refer to the provided table for AP model and antenna model for each building.

2.2.5 Pre-installation Site Survey

Network electronics contractor has performed a detailed site survey prior to the installation of wireless equipment. This site survey was used to determine the RF propagation characteristics of the completed building and to determine the exact access point location and antenna types required for coverage. Owner has the site survey results.

2.2.6 Coverage Area

Wireless laptop workstations are utilized throughout the building and seamless roaming is supported.

Coverage is defined as a minimum signal strength reading of 30% and a minimum quality reading of 80%.

2.2.7 Exterior Coverage

To increase WLAN security, tuned RF cell sizes, selected antenna types and oriented antennas were done to minimize exterior WLAN coverage.

2.2.8 Access Point Locations

Current access point locations meet all requirements of the Owner. The data-cabling contractor provided a data drop at the locations above the ceiling tile. This drop was provided with a 30-foot maintenance loop of additional cable to allow for relocation of the drop as required.

The bidder is responsible for relocating access point cable drops as required to provide required coverage.

2.2.9 Antenna Types

Antenna type for each access point has selected by the network electronics contractor to optimize WLAN coverage.

Antennas are patch or omni-directional and are diversity antennas to minimize multi-path problems.

Antennas provide a minimum gain of 5 dBi.

2.2.10 IP Addressing

Coordinate assignment of any new IP addresses to access points with Benton Harbor Area Schools or consultant.

2.2.11 VLANs

Access points support multiple wireless VLANs. Each VLAN has separate authentication requirements and access privileges.

The Management VLAN is available only from the Ethernet port of the access point and provides access to AP management functions.

The Owner VLAN is used for all school owned equipment and requires 802.1x authentication and provide dynamic WEP key using an EAP method. Coordinate with Owner on the maintenance of access rights for this VLAN.

The Voice Wireless VLAN is used for VoIP traffic and will require 802.1x authentication and static

128-bit WEP keys.

The Public Access Wireless VLAN will be available to allow guests to the building to access the Internet and will be an open network. This VLAN will be limited to basic web access via firewall ACLs.

2.2.12 SSID/SSID

An established and documented standard for ESSID/SSID and security settings are used by the district. A single ESSID/SSID per VLAN is functional for all access points installed within the district.

2.2.13 Management Credentials

All access points use the RADIUS server to authenticate management access to the device, with a fail over authentication to a local username and password included in the device configuration.

2.2.14 Security

Access points require 802.1x authentication for each VLAN designated to require such authentication.

Access points provide per session 128-bit RC4 WEP keys dynamically assigned by the Authentication Server using an EAP method for each VLAN designated to require WEP keys.

2.2.15 Physical Installation

Access points and bridges have been installed to discourage theft or vandalism. All fire codes and plenum ratings must continue to be observed during equipment relocation(s)/modification(s).

Contractor will provide all labor required for maintaining electronics, antennas, and cabling. Contractor shall clean up all packaging and installation debris.

2.2.16 Access Point Hostname

A unique hostname to each access point has been assigned in the format:

(DEVICE TYPE) (MODEL)(802.11 TYPE)- (BUILDING)-(CLOSET ID)-(SEQUENCE NUMBER)

(DEVICE TYPE) = AP for Access Point; BR for Bridge, WGB for Workgroup Bridge

(MODEL) = Cisco model number

(802.11 TYPE) – A for 802.11a, B for 802,11b, G for 802.11g

(BUILDING) = NHS for New High School

(CLOSET ID) is provided on the network diagrams for each wiring closet box.

(SEQUENCE NUMBER) starts at 01 for the first AP wired to a closet and increments for each additional AP wired to a closet

For example hostnames for AP in the MDF are:

AP Hostname

1st 1200 with G radio in MDF AP1200G-NHS-M-01

2nd 1200 with A & G radio in MDF AP1200AG-NHS-M-02

1st 1200 with A & G radio in IDF A AP1200AG-NHS-A-01

2nd1200 with G radio in IDF A AP1200G-NHS-A-02

2.2.17 Access Point Labeling

Apply machine printed labels as needed to each access point providing the following information:

Access point host name

Access point IP address

Access point channel number

2.2.18 Access Point and Bridge Installation Tasks

For each access point or bridge perform the following maintenance tasks as needed:

Upgrade IOS to the current release

Assign management IP address

Assign device name

Create RADIUS management authentication usernames and passwords and remove all existing default accounts and passwords.

Assign non-default SNMP community strings and remove existing SNMP community strings

Assign 802.11b/g radio channel

Enable 802.1q Trunking and setup required VLANs

Disable broadcast of ESSID/SSID on non-public VLANs

Configure and enable 128-bit WEP via EAP to RADIUS server with NDS for authentication

Clearly label equipment with device name, IP address, and 802.11b/g channel number

Securely mount equipment in a safe location

Install and aim external antennas as required

Install lightning protection and ground for all external antennas

Patch into inline power switch utilizing available cable management

2.2.19 As-built Site Survey Diagram

The Installation Contractor performed an as-built site survey after the installation of access points was completed to establish that all required areas were covered, and has provided survey results in the form of a floor plan of the building with the signal strength and quality measurements recorded on the floor plan at the site of the measurements.

2.2.20 Documentation

The Installation Contractor provided a documentation binder with the following information for all WLAN equipment. The selected bidder will maintain this information in printed form and on a CD-ROM in TXT, PDF, DXF or Excel formats.

All installed access points sorted by wiring closet, with the following information for each access point:

Host name

Model

Radio type

Assigned channel number

IP address and mask

Default gateway

Serial number

IOS version

Record for all devices the following information:

Local user names and passwords

ESSID/SSID settings

WEP/EAP settings

SNMP community strings

Copies of the configuration files

Maintain any changes to the final as-built WLAN map created in a CAD system showing:

Location of all WLAN equipment (Access Points and Bridges)

New cable drops installed for WLAN equipment

Indicate wiring closet serving each AP or Bridge

Device name of equipment

IP address of equipment

Assigned 802.11b/g channel number

2.2.21 Training

The selected bidder will provide four hours of on-site training for up to two staff members. Training will cover client configuration, WEP/EAP, ESSID/SSID settings, and general troubleshooting.

Demonstrate configuring workstations for access to the Public Access Wireless VLAN.

Section 3: SERVER INFRASTRUCUTRE

3.1 Overview

The owner has a virtual server infrastructure based on HP DL580 servers and VMWARE ESX Server software. The majority of BHAS existing file servers are migrated to this virtual environment and where possible their function consolidated. As part of this migration servers will be upgraded to the latest versions of Novell OES.

3.2 Approved Products

BHAS has standardized on HP server hardware. All server equipment provided for the Owner shall be from Hewlett Packard.

3.3 New Equipment

All equipment provided for maintenance and repairs shall be new and match (or be newer than) the Owner’s current model, unless otherwise agreed to by both parties.

3.4 Vendor Requirements

3.4.1 Certifications

This is a complex environment that requires advanced knowledge of the hardware and software involved. Engineers working on this project must have appropriate certifications for the work they are performing.

Provide proof of your authorization level and copies of all engineer certification certificates in your bid response.

3.4.1.1 Hewlett Packard

AIS (Accredited Integration Specialist) for HP Proliant servers
APS (Advanced Platform Specialist) for MSA series SANs

3.4.1.2 Microsoft

MCSE (Microsoft Certified Systems Engineer) for Windows 2003 Server

3.4.1.3 Novell

CNE (Certified Novell Engineer) for Netware 6.x

CLP (Certified Linux Professional)

3.4.1.4 Cisco

CCNA (Cisco Certified Network Administrator)

CCNP (Cisco Certified Network Professional)

3.4.1.5 VMWare

VCP (VMware Certified Professional)

3.4.2 Experience

Vendor shall have a minimum of three (3) years of experience installing SAN based systems and virtualized servers.

3.4.3 Locality

3.5 General Installation

Whenever equipment is needed, the Vendor will be responsible to furnish, set in place, and install all equipment, unless otherwise noted. The installation process includes, but is not limited to the following:

Receive all equipment on behalf of the District.

Provide inventory receipt of all equipment to Owner.

Store all equipment until the equipment is installed according to specifications.

Transport devices and all components to designated locations.

Cable, configure and label all components using the Schools and Libraries Program guidelines.

Demonstrate successful installation.

Maintain inventory and status documents and discard all trash packaging at locations designated by the district.

3.6 Server Hardware

The main server infrastructure is based on a pair of HL DL580 servers equipped with quad dual-core processors and 32 gigabyte of RAM memory. The server includes mirrored 72 GB hard drives for server operating system. Remote management is supported using ILO cards.

A MSA1500 SAN with active/active controllers and two MSA30 drive bays provide network storage. A total of fourteen 300 GB U320 SCSI drives are currently installed. Drives are distributed evenly between MSA30 enclosures to optimize SCSI transfer speeds. Drives are organized into 600 GB of RAID0+1 storage for high performance I/O and into 2,600 GB of RAID5 storage for general server I/O.

Each DL580 server is dual fiber channel attached to the MSA1500.

A HP DL380 hosts the management components of the virtual server infrastructure and is fiber channel connected to the MSA1500. All fiber channel connections operate at a minimum speed of 2 Gbps.

3.7 Server Software

The server environment is based in VMWARE Infrastructure 3, Enterprise edition. Each of the DL580 servers run Infrastructure 3 Enterprise. VWMARE Physical to Virtual Assistant is available to aid in server migrations.

The DL380 server runs Windows 2003 server, Microsoft SQL2005 and Virtual Center Management tools. This server also runs HP InsightManager and monitors all HP hardware health.

Section 4: Basic Maintenance

4.1 GENERAL DESCRIPTION

Benton Harbor Area Schools is seeking bids for basic maintenance of internal connections on a district-wide basis as follows:

4.1.1 Network Components

112 Cisco AIR-AP1242AG-A-K9 Access Point

75 Cisco AIR-PWRNINJ3= Power Injector

16 Cisco AIR-ANT3213 Omni

59 Cisco AIR-ANT2012 Patch

Three foot CAT 6 patch cords for wireless components

Maintenance for wireless components

Novell Network Operating System (NetWare, ZENworks, BorderManager) SLA - 4,000 users

Novell GroupWise/NetMail SLA - 4,000 users

Novell ZENworks Patch Management SLA - 4,000 users

Microsoft CAL – 1500 devices

4.1.2 Network Maintenance and Technical Support

Basic network maintenance and support - including routers, switches, CSU/DSUs and Compaq servers, HP Servers

Cisco SmartNet Maintenance

1 On-site 24X7X24 hour support for Cisco WS-C4507R

1 On-site 24X7X4 hour support for Cisco 7206VXR router

21 On-site 24X7X4 hour support for Cisco 3620 router

1 On-site 24X7X4 hour support for Cisco 2691 router

1 On-site 24X7X4 hour support for Cisco 2912MF switch

112 On-site 8X5 NBD for Cisco AIR-AP1242AG-A-K9

36 On-site 8X5 NBD for Cisco WS-3560G-24PS-S

2 On-site 8X5 NBD for Cisco WS-C3750G-12S-E

7 On-site 8X5 NBD for Cisco WS-C3750G-24PS-S

7 On-site 8X5 NBD support for Cisco CE-507 cache engine

4 On-site 8X5 NBD support for Cisco CE-510 cache engine

1 On-site 8X5 NBD support for Cisco PIX-515-R-DMS-BUN firewall

Adtran basic maintenance

2 On-site 24X7X4 hour support for Adtran MX2820 chassis

4.1.3 Wire and Cable Maintenance

Wire and cable maintenance agreement to provide local premise telecommunications/data wire and cabling service, including adds, drops, moves and trouble calls.

4.1.4 Telephone System Maintenance

Telephone system maintenance agreement and technical support on District owned telephone systems to include repair, programming and trouble calls.

Tadiran Coral IPx 500 PBX Telephone System

168 Analog (SLT) Ports

792 Digital Ports

152 Direct Trunk Ports

405 UGW Ports

120 T1/PRI Interface

4 CSU

1 24 Port Voice Mail System

1 Call Accounting System

204 Digital Telephones (Flex Set 280s)

436 Digital Telephones (Flex Set 120)

4.1.5 Virtual Server VMWARE ESX Server Software

VMWare Infrastructure 3 Enterprise Bundle – 8 Processor (VI-AK-C) Includes repair, programming and support/trouble calls.

VMWare Infrastructure 3 Enterprise Bundle Annual (1 year) Support Contract

4 VMWare VI Enterprise Gold Support for 2 Processors (VI-ENT-SSS-C)

1 VMWare Virtual Server Management Server Gold Support (VI-VCMS-G-SLS-C)

1 VMWare P2V Assistant 2 Starter Ed. Gold Support (P2V2-STR-G-SSS)

Section 5: Proposal Forms

Benton Harbor Area Schools, Benton Harbor, Michigan 49022

Basic Maintenance Bid Form

5.1 BIDDER INFORMATION

Total Bid Cost for Network Components, Network Maintenance and Technical Support:

$___________________________________

Total Bid Cost for Wire and Cable Maintenance:

$___________________________________

Total Bid Cost for Telephone System Maintenance:

$___________________________________

Company Name: ___________________________________________________________

Address: ___________________________________________________________

___________________________________________________________

Contact Name: ___________________________________________________________

Phone: ___________________________________________________________

Fax: ___________________________________________________________

E-Mail Address: ___________________________________________________________

Authorized Signature: ___________________________________________________________

Title: ___________________________________________________________

Date: ___________________________________________________________

Note: Cost sheets (pages 13 through 22) must be attached to bid form

5.3 NETWORK MAINTENANCE AND TECHNICAL SUPPORT

Description/Item	Unit Cost	Total Cost
Basic network maintenance and technical support – including routers, switches, CSU/DSUs and Compaq Servers
100 Service Hours
200 Service Hours
300 Service Hours
Travel Cost Per Call
Annual Service Contract

Cisco SmartNet Maintenance
Qty.	Description/Item	Unit Cost	Total Cost
1	On-site 24X7X4 Hour Support for Cisco WS-C4507R
1	On-site 24X7X4 Hour Support for Cisco 7206VXR Router
21	On-site 24X7X4 Hour Support for Cisco 3620 Router
1	On-site 24X7X4 Hour Support for Cisco 2691 Router
1	On-site 24X7X4 Hour Support for Cisco 2912MF Switch
112	On-site 8X5 NBD for Cisco AIR-AP1242AG-A-K9
36	On-site 8X5 NBD for Cisco WS-3560G-24PS-S
2	On-site 8X5 NBD for Cisco WS-3750G-12S-E
7	On-site 8X5 NBD for Cisco WS-C3750G-24PS-S
7	On-site 8X5 NBD Support for Cisco CE-507 Cache Engine
4	On-site 8X5 NBD Support for Cisco CE-510 Cache Engine
1	On-site 8X5 NBD Support for Cisco PIX-515E Firewall
	TOTAL

Basic Maintenance
Qty.	Description/Item	Unit Cost	Total Cost
2	On-site 24X7X4 Hour Support for Adtran MX2820 Chassis

5.4 WIRE AND CABLE MAINTENANCE

Description/Item	Unit Cost
Wire Maintenance Agreement – cost to provide local premise telecommunications/data wire and cabling service, including adds, drops, moves and trouble calls
Cost Per Hour
Cost Per Call
Travel Cost Per Call

5.5 TELEPHONE SYSTEM MAINTENANCE

Cost to provide basic maintenance and technical support to district owned telephone systems.

Eligible for E-rate
Qty.	Description/Item	Unit Cost	Total Cost
136	Analog (SLT) Ports
672	Digital Ports
128	Direct Trunk Ports
285	UGW Ports
1	24 Port Voice Mail System
4	CSU
120	T1/PRI Interface
	TOTAL

Ineligible for E-rate
Qty.	Description/Item	Unit Cost	Total Cost
32	Analog (SLT) Ports
120	Digital Ports
24	Direct Trunk Ports
120	UGW Ports
1	Call Accounting System
	TOTAL

Ineligible for E-rate – Digital Telephones
Qty.	Description/Item	Unit Cost	Total Cost
204	Digital Telephones – Flex Set 280s
435	Digital Telephones – Flex Set 120
	TOTAL

5.6 SERVER SOFTWARE

VMWARE ESX Infrastructure 3 software for 8 processors, virtual center management, Physical to Virtual migration tools and support and update service.

ATTACHMENT “A”

GUARANTEES AND MANUFACTURER’S CERTIFICATION

Each bidder shall submit a letter on company letterhead, signed by the officer of the company, outlining the guarantee he proposes to furnish. The bidder shall submit, as part of their proposal, an outline for service and support of any and all items bid, including but not limited to; warranty period, on-site service during any warranty period, promptness of response to problems and breakdowns, and installation timeline. The bidder shall further guarantee that all materials be of superior quality and free of defects in workmanship, construction and raw materials.

___________________________________________________________________________________

ATTACHMENT “B”

INSURANCE REQUIREMENTS

The Contractor shall not commence work under this contract until he has obtained the insurance required under this paragraph. All coverages shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverages shall be with insurance carriers acceptable to the Benton Harbor Area Schools.

Workers’ Compensation Insurance: The Contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance including Employers’ Liability Coverage, in accordance with all applicable statutes of the State of Michigan.

Commercial General Liability Insurance: The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per contract aggregate.

Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable No-Fault coverages, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

Owners Contractors Protective Liability: The Contractor shall procure and maintain during the life of this contract, an Owners & Contractors Protective Liability Policy with limits of liability not less than $1,000,000 per occurrence and/or aggregate, combined single limit Personal Injury, Bodily Injury and Property Damage. The Benton Harbor Area Schools shall be “Named Insured” on said coverage. Sixty (60) days Notice of Cancellation shall apply to this policy.

Additional Insured: (Commercial General Liability and Vehicle Liability) The following shall be Additional Insureds: The Benton Harbor Area Schools and including all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and their board members, employees, and volunteers.

This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage is primary, contributing or excess.

Cancellation Notice: Worker’s Compensation Insurance, Commercial General Liability Insurance and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Sixty (60) days Advance Written Notice of Cancellation or Non-Renewal shall be sent to:

Sheletha Bobo

Benton Harbor Area Schools

823 Riverview Drive

Benton Harbor, Michigan 49022

ATTACHMENT “B” - Continued

Proof of Insurance Coverage: The Contractor shall provide the Benton Harbor Area Schools at the time the contracts are returned for execution, Certificates of Insurance and/or policies, acceptable to the Benton Harbor Area Schools, as listed below:

a) Two (2) copies of Certificate of Insurance for Workers’ Compensation Insurance;

b) Two (2) copies of Certificate of Insurance for Commercial General Liability Insurance;

c) Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance;

d) Original Policy, or binder pending issuance of policy for Owners Contractors Protective Liability Insurance;

e) If so requested, Certified Copies of all policies shall be furnished.

Continuation of Coverage: If any of the above coverages expire during the terms of this contract, the Contractor shall deliver renewal certificates and/or policies to Benton Harbor Area Schools at least ten (10) days prior to the expiration date.

ATTACHMENT “C”

ADDITIONAL REQUIREMENTS

Mutual Waiver of Subrogation – Owner/Contractor: To the extent permitted by law, the Owner and Contractor waive all rights against each other and any of their subcontractors, sub-subcontractors, agents and employees, and the architect, architect’s consultants, separate contractors, if any, and any of their subcontractors, sub-subcontractors, agents and employees for damages caused by fire or other perils to the extent covered by property insurance obtained pursuant to this agreement or other property insurance applicable to the work. The policies shall provide such waivers of subrogation by endorsement or otherwise. A waiver of subrogation shall be effective as to a person or entity even though that person or entity would otherwise have a duty of indemnification, contractual or otherwise, did not pay the insurance premium directly or indirectly, and whether or not the person or entity had an insurable interest in the property damaged.

Indemnification: To the fullest extent permitted by law, the Contractor agrees to defend, pay on behalf of, indemnify, and hold harmless the Benton Harbor Area Schools, its elected and appointed officials, employees and volunteers and others working on behalf of the Benton Harbor Area Schools against any and all claims, demands, suits, or loss, including all costs connected therewith, and for any damages which may be asserted, claimed, recovered against or from the Benton Harbor Area Schools, its elected and appointed officials, employees, volunteers or others working on behalf of the Benton Harbor Area Schools, by reason of personal injury, including bodily injury or death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with this contract.

Service Contract – Non-Appropriation of Funds: Benton Harbor Area Schools (Buyer) intends to remit all Contract Payments and other payments to Contractor for the entire Contract term ("Contract Term") if funds are legally available. In the event Buyer is not granted an appropriation of funds at any time during the Contract Term for the Services subject to this Contract, or for services which are functionally similar to the Services, and operating funds are not otherwise available to Buyer to pay the Contract charges and other payments due and to become due under this Contract, and there is no other legal procedure or available funds by or with which payment can be made to Contractor, and the non-appropriation did not result from an act or omission by Buyer, Buyer shall have the right to terminate this Contract on the last day of the fiscal period for which appropriations were received, without penalty or expense to Buyer, except as to the portion of Contract charges for which funds shall have been appropriated and budgeted. At least thirty (30) days-prior to the end of Buyer’s fiscal year, Buyer’s chief executive officer (or legal counsel) shall certify in writing that (a) funds have not been appropriated for the fiscal period, (b) such non-appropriation did not result from any act or failure to act by Buyer, and (c) Buyer has exhausted all funds legally available for the payment of Contract charges. If Buyer terminates this Contract because of non-appropriation of funds, Buyer may not purchase, contract, or rent during such fiscal period, services similar to those provided by the Contractor for a period of twelve (12) months. This Section shall not permit Buyer to terminate this Contract in order to acquire any other services or to allocate funds directly or indirectly to perform essentially the application for which the Services are intended.

Equipment Lease – Non-Appropriation of Funds: Lessee intends to remit all Lease Payments and other payments to Lessor for the entire Lease term ("Lease Term") if funds are legally available. In the event Lessee is not granted an appropriation of funds at any time during the Lease Term for the Equipment subject to this Lease, or for equipment which is functionally similar to the Equipment, and operating funds are not otherwise available to Lessee to pay the Lease charges and other payments due and to become due under this Lease, and there is no other legal procedure or available funds by or with which payment can be made to Lessor, and the non-appropriation did not result from an act or omission by Lessee, Lessee shall have the right to return the Equipment at Lessee’s expense and terminate this Lease on the last day of the fiscal period for which appropriations were received, without penalty or expense to Lessee, except as to the portion of Lease Charges for which funds shall have been

ATTACHMENT “C” - Continued

appropriated and budgeted. At least thirty (30) days-prior to the end of Lessee’s fiscal year, Lessee’s chief executive officer (or legal counsel) shall certify in writing that (a) funds have not been appropriated for the fiscal period, (b) such non-appropriation did not result from any act or failure to act by Lessee, and

(c) Lessee has exhausted all funds legally available for the payment of Lease Charges. If Lessee terminates this Lease because of non-appropriation of funds, Lessee may not purchase, lease, or rent during such fiscal period, equipment performing functions similar to those performed by the Equipment for a period of twelve (12) months. This Section shall not permit Lessee to terminate this Lease in order to acquire any other Equipment or to allocate funds directly or indirectly to perform essentially the application for which the Equipment is intended.

ATTACHMENT “D”

BIDDER QUALIFICATIONS FORM

Bidder is required to complete this “Bidder Qualifications Form” as a part of this bid document.

1. Number of years in network equipment installation, maintenance and support: ______ Years

2. Number of years in business providing local premise telecommunications/data wire and cabling service, including adds, drops, moves and trouble calls: ______ Years

3. Number of years in business providing telephone system maintenance on Coral telephone systems:

______ Years

4. Provide at least four (4) references (minimum of three educational) where bidder has sold, installed, configured and provided similar network equipment, maintenance and support:

Educational Facilities:

1) Name of school district: _____________________________________________

Size of district (number of students/buildings): ___________________________