Covert RFP 2010

Covert Public Schools

Request for Proposal

Allowable Contract Date: January 27, 2010

Covert Public School District

35323 M 140 Highway
Covert MI 49043

Phone: (269) 764-3700
Fax: (269) 764-8598

E-Mail contact preferred:

Important Notes:

This RFP is for products and services for existing networks/systems.
All quotes must be submitted with the understanding that implementation may be dependent upon:
- E-rate funding approval by the SLD
- Student enrollments
- Existing budgetary requirements.
The intent is that contingent contracts will be let between January 27, 2010 and February 3, 2010. Purchase and installation of products and services must be between Jul 1, 2010 and Jun 30, 2011.
Please mail, email, or fax all quotations to the above addresses/fax clearly marked "To the Attention of USF-RFP." Emailed bids should be sent to the following email addresses:
Hardware must allow for distribution of voice, video, or data signal to other buildings within the district as necessary. Capacity must allow for all users.
The following specifications are to be used as guidelines in quoting a solution. Although specification changes are permitted, the quality of the product/service requested must be based upon industry standards at time of delivery.
The items requested within this RFP may or may not be USF eligible. All non-eligible products and services must be itemized. Please use the 2010 USF Eligible Services List for guidance. (Note: It is the vendor's responsibility to check for updates and corrections prior to submitting bids/quotations.)

The district reserves the right to accept or reject any or all quotations.

Telephone Service

Local Dial Tone Service
- # of Buildings = 3
- # of Lines = Minimum of 6
- DID lines = Minimum of 180
Long Distance Service
- # of Buildings = 3
- # of Lines = Minimum of 6
Existing PBX
ISDN/PRI = Minimum of 2
T-1 for voice and video = Minimum of 2
Frame Relay
- Minimum of 1 FRS-UNI Port and Access DS1-1
- Minimum of 1 FR CIR 3-64 kbs
- Minimum of 1 FR CIR 513-768 kbs
E911 for the district
Cellular Service
- # of Cell Phones = Minimum of 40
- # of pooled minutes = Minimum of 9,500
- Nationwide calling
- Wireless Internet service for minimum of 11 phones
Leased Cellular Repeater
- Provide and install equipment and cabling necessary to ensure at least 90% coverage for our cell phone equipment within the district. This may include external antennas, coaxial cable runs, and sufficient internal antennas to achieve the desired performance. An on-site survey would be expected to ensure a proper installation.

Telecommunications add-alternates for a multi-year contract may be considered for each of the telecommunication services described above.

Alternate 1: Telephone and/or cellular service as described above with 2-year contract.
Alternate 2: Telephone and/or cellular service as described above with 3-year contract.

Telephone service includes, but is not limited to, those items/components that are USF eligible. Any additional telephone service not covered by USF eligibility, must be itemized and quoted separately. Please contact Craig Roby (robya@covertps.org) or Dawn Everett (everetta@covertps.org) for details.

Internet Access

Portable wireless Internet service
- For minimum of 11 cell phones
E-Mail
- Minimum of 1,500 email accounts
Web Hosting
- Appropriate amount of data storage
- Appropriate amount of transfer per month
- Web interface for sub-domains
- Web interface to add users and security
Air Connection Cards
- Minimum of 10

Internet access includes, but is not limited to, those items/components that are USF eligible. Any additional service not covered by USF eligibility must be itemized and quoted separately. Please refer to the 2010 USF Eligible Services List. It is the intent of the district to obtain the highest value at the most reasonable price.

Add-alternates for a multi-year contract may be considered.

Alternate 1: Internet access as described above with 2-year contract.
Alternate 2: Internet access as described above with 3-year contract.

Please contact Craig Roby (robya@covertps.org) or Dawn Everett (everetta@covertps.org) for details.

Internal Connections

Install video distribution system to provide video throughout the district, including the media centers, classrooms, and labs. This installation should provide video cabling to each location and a center point with equipment sufficient to easily attach video devices directly to the distribution network without purchasing any additional equipment.
- Installation, programming, and configuration needed
Servers
- Virtual servers to consolidate existing district servers, including, but not limited to, DNS, DHCP, web, email, proxy, and boarder
- Backup device for the above listed servers (may not be USF eligible)
- Bids must cost allocate the ineligible functions
- Site survey is necessary to determine the scope of the project

Basic Maintenance

Maintenance contract for existing Telco/LAN infrastructure, including, but not limited to email, DHCP, web, DNS, proxy, and boarder servers, wireless, routers, and switches for the district.
- Must be for re-occurring on-site visits
Maintenance contract for the district PBX and telephone system.
Maintenance contract to cover existing Cisco hardware (Smartnet).

All hardware specifications above are minimum. It is expected that wiring/components/software will meet industry standards and current versions at the time of installation. Please contact Craig Roby (robya@covertps.org) or Dawn Everett (everetta@covertps.org) for details.

Bid Evaluation

Although the cost of the product/service is of primary concern, the ability to accommodate growth and change and the total cost of operation (TCO) within the district are, in many ways, more important. Do not assume the lowest bid will be awarded the project.

To achieve this goal, bids will be evaluated on several factors.

Prices/charges
Prior experience
Understanding of needs
Financial stability
Personnel qualifications
Comply with the spirit of the district's long range technology plan
Compatibility with district hardware/software standards as set forth within district's long range technology plan
Provide lower long-term cost of ownership
Ability to upgrade and adapt to technological advances
Completeness of response and adherence to bid specifications
Summary of project implementation plan
Capability of the bidder to successfully complete the installation within the required timeframe.