Introduction Request for Proposals Fiber Optic Network Backbone Upgrades RFP Released on February 18, 2015 The Dexter R-11 Public School District is seeking proposals from qualified service providers to upgrade the aging fiber optic cable backbone connections on the campus network. All of Dexter R-11 Public School District s current Request for Proposals can found at: http://www.dexter.k12.mo.us/erate/currentrfpdocs.html These fiber optic connection upgrades are a necessary part of an ongoing project to improve the district s technology overall. This larger project includes increasing the network s total traffic capacity and installing a campus-wide high capacity wireless network. These improvements will allow Dexter R- 11 Public School District to add more devices, internet bandwidth, and will allow for growth of the network in general. Instructions and Requirements for Vendors The contract is contingent upon Dexter R-11 Public School District receiving sufficient E-rate funding to proceed with the agreement before December 31, 2015. Dexter R-11 Public School District shall be the sole party determining whether any approved E-rate funding is sufficient for the applicant to proceed with the project. This contract may be voluntarily extended on the same terms and conditions, for up to 2 periods of 12 months each after its expiration date of September 30, 2016. Dexter R-11 Public School District and the successful bidder will act in a reasonable manner and comply with any Schools and Libraries Universal Service Fund Program requirements. Vendor s bids must be presented in a format that includes all information required for inclusion in the new form 471. 1. Proposals must be signed and submitted in a sealed envelope to the district office at 1031 Brown Pilot Lane Dexter, Missouri 63841 by 10:00 AM local time (CST) on March 18, 2015 to Corey Mouser, Assistant Superintendent of Schools. Sealed envelopes should be clearly labeled Bid Enclosed, Attention: Corey Mouser, Assistant Superintendent of Schools. Proposals may be mailed or hand delivered to the district office. Proposals received after the exact time and date noted will NOT be considered for the bid process. 2. The Dexter R-11 Public School District will not be responsible for any proposal that: Does not indicate the Request for Proposal 470 application number, closing date and proponent s name Is submitted in a manner other than described above Proponents may not amend their proposal after the closing date and time, unless as a result of negotiations commenced by the Dexter R-11 Public School District, but may withdraw their proposal at any time. 3. All questions or inquiries concerning this Request for Proposals must be submitted only by e- mail to Steve Sparlin in the technology department (ssparlin@dexter.k12.mo.us) no later than 2
business days prior to the proposal deadline. Verbal responses to any enquiry cannot be relied upon and are not binding to either party. 4. If a contract is to be awarded as a result of the Request for Proposals, it shall be awarded to the proponent who is responsible and whose proposal provides the best potential value to Dexter R-11 Public School District. Responsible means the capability in all respects to perform the contract requirements and the integrity and reliability to assure performance of the contract obligations. 5. Notice in writing to a proponent and the subsequent execution of a written agreement shall constitute the making of a contract. No proponent shall acquire any legal or equitable rights or privileges whatever until the contract is signed. 6. The contract will contain the relevant provisions of this Request for Proposals and of the successful proposal, as well as such other terms as may be mutually agreed upon, whether arising from the proposal or as a result of any negotiations prior or subsequent thereto. 7. In the event of any inconsistency between this Request for Proposal, and the ensuing contract, the contract shall govern. 8. The Dexter R-11 Public School District has the right to cancel this Request for Proposal at any time and to reissue it for any reason whatsoever without incurring any liability and no proponent will have any claim against the Dexter R-11 Public School District as a consequence. 9. Any amendments made by the Dexter R-11 Public School District to the Request for Proposals will be issued in writing and sent to all that have received the documents. 10. The Dexter R-11 Public School District is not liable for any costs of preparation or presentation of proposals. 11. An evaluation committee will review each proposal. The Dexter R-11 Public School District reserves the exclusive right to determine the qualitative aspects of all proposals relative to the evaluation criteria. 12. The proposal and accompanying documentation submitted by the proponents are the property of Dexter R-11 Public School District and will not be returned. 13. Vendor proposal in response to the RFP will be incorporated into the final agreement between Dexter R-11 Public School District and the selected vendor. The submitted proposal at a minimum should include the following sections: Services rendered, project schedule and scope of work Itemized pricing detailed by each building on campus Total sheet summary detailed by each building on campus Exclusions Dexter R-11 Public School District and vendor responsibilities Fees and payments Legal terms and conditions
14. Vendors must include references for projects of similar size and scope that have been completed within the past two years. These references must be schools or school districts and contain the following: Job location Contact name and telephone numbers Dates of contract Project description Equipment installed 15. Vendors are to indicate which equipment or material of their proposal is ineligible for funding according to the SLD s rules. 16. A mandatory vendor meeting and site walk through will be conducted February 25, 2015 at 9:00 AM (CST) for any vendors who wish to bid on this project. The meeting will begin at the district office located at 1031 Brown Pilot Lane Dexter, Missouri 63841. No proposals will be accepted from vendors who do not attend this mandatory meeting and walk through. Vendors should be prepared to take photos, measure distances, and record any other data that may be required for their proposal at this time. 17. Proposals should not contain sales tax. The Dexter R-11 Public School District is a tax exempt entity in the state of Missouri. 18. All work performed and all material and equipment furnished under this contract shall be free from defects and shall remain so for a period of at least 1 year from the date of acceptance. The full cost of maintenance, labor and materials required to correct any defect during this one year period shall be included in the submittal bid. 19. Upon completion of the contract the vendor will provide Dexter R-11 Public School District with accurate and thorough documentation of all installed cables. All cables shall be tested with certified test equipment to ensure they meet all applicable industry standards for their type and termination. Results of these tests should be included in the documentation. 20. All fiber optic cables described in this RFP document as outdoor or building-to-building runs shall contain no less than 24 strands of fiber. All cables described as indoor building runs shall contain no less than 12 strands of fiber. All fiber installed shall be terminated with LC connectors. Evaluation of Proposals Any award to be made pursuant to this RFP will be based upon the proposal with the appropriate consideration given to operational, technical, cost and management requirements. Evaluations of offers will be based upon the vendor s responsiveness to the RFP and the total price quoted for all the items covered by the RFP.
The following elements will be the primary considerations in evaluating all submitted proposals and in the selection of a vendor: 1. Cost including unit prices, labor rates, travel/trip charges, etc. (40%) 2. Proposal preparation, thoroughness and responsiveness to this request for proposal. (10%) 3. Vendor s experience, overall installation, integration and maintenance capabilities based upon performance record and availability of sufficient high quality vendor personnel with the required skills and experience for the specific approach. (20%) 4. Client references and/or citations from prior installations where equal services have been provided for projects of similar size and scope. (15%) 5. The extent to which the vendor s financial stability and proposed solution fulfills Dexter R-11 Public School District s stated requirements as set out in this RFP. (15%) Dexter R-11 Public School District, at their discretion and without explanation to the prospective vendors, at any time may choose to discontinue this RFP without obligation to such prospective vendors. Proposal Requirements and Scope All fiber optic cable currently installed on campus is 62.5/125 micron multimode fiber. These links all currently run at 1 gigabit per second (gbps). Dexter R-11 Public School District desires to upgrade all fiber optic backbone connections within the scope of this project to link speeds of 10 gbps. There are currently 10 fiber optic cable runs on campus that fall under the scope of this project. These runs go to 10 different network switch stacks (IDFs) from a single point (MDF) where they are all connected to a single network core switch. There are currently 4 outdoor building-to-building runs which are mostly in underground conduit. There are 6 additional internal building runs. Each IDF has a fiber optic uplink which connects it back to the network core switch at the MDF in the high school. Four of the internal building runs are coupled together with fiber pairs in the outdoor building-to-building runs to deliver their connection directly back to the MDF with no switches in between the two points. No switches in the scope of this project are, nor shall they be, uplinked to any switch other than the network core switch located in the MDF at the high school. Due to the nature of the fiber optic cabling distances and physical layout, Dexter R-11 Public School District requires that all fiber optic links within the scope of this project shall be replaced with single mode fiber optic cable. Some links will require a coupling together of fiber optic cables. Bids that propose coupling different types of fiber together will not be accepted. More detailed specifications for vendor bids and details of the network topology and physical layout of the fiber optic cables on campus will be provided at the mandatory vendor meeting. Documentation of the exact lengths and paths of existing fiber runs may not be complete.
Current Fiber Runs and Known Details MDF, High School Building The MDF is in the high school building. All fiber stands should be terminated into a patch panel at the MDF in a manner that allows for easy connection to the network s core switch. High School, Bearcat Event Center The existing fiber to the high school s Bearcat Event Center (BEC) IDF is an internal building run. The length of this run is unknown and the cable contains 12 strands. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. High School, Ag Building The existing fiber to high school s ag building IDF is an internal building run. The length of this run is unknown and the cable contains 4 strands. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. District Administration Office The existing fiber to the district office IDF is an outdoor run and is contained in a buried conduit. The length of this run is believed to be approximately 900 feet. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. Middle School The existing fiber to the middle school IDF is an outdoor run and is contained in a buried conduit. The length of this run is believed to be approximately 1300 feet. The cable contains 12 strands. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. Central Elementary, Third Grade Hall The existing fiber to the third grade hall IDF at Central Elementary is an outdoor run and is contained in a buried conduit. The length of this run is believed to be approximately 2200 feet. The cable contains 12 strands. These 12 strands all terminate into a patch panel at the third grade hall IDF. From here, one pair is coupled to an indoor fiber run to the fourth grade hall IDF. A second pair is coupled to an indoor fiber run to the fifth grade hall IDF. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches.
Central Elementary, Fourth Grade Hall The existing fiber to the fourth grade hall IDF at Central Elementary is an indoor run of unknown length and contains 4 strands. It originates at the third grade hall IDF, where it is coupled to a pair that runs back to the MDF in the high school. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. Central Elementary, Fifth Grade Hall The existing fiber to the fifth grade hall IDF at Central Elementary is an indoor run of unknown length and contains 4 strands. It originates at the third grade hall IDF, where it is coupled to a pair that runs back to the MDF in the high school. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. Southwest Elementary, Mid-Building The existing fiber to the mid-building IDF at Southwest Elementary is an outdoor aerial run along utility poles. The length of this run is unknown. The cable contains 12 strands. These 12 strands all terminate into a patch panel at the mid-building IDF. From here, one pair is coupled to an indoor fiber run to the west wing IDF. Two additional pairs are coupled to an indoor fiber run to the kindergarten hall IDF. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. Southwest Elementary, West Wing The existing fiber to the west wing IDF at Southwest Elementary is an indoor run of unknown length and contains 4 strands. It originates at the mid-building IDF, where it is coupled to a pair that runs back to the MDF in the high school. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches. Southwest Elementary, Kindergarten Hall The existing fiber to the kindergarten hall IDF at Southwest Elementary is an indoor run of unknown length and contains 6 strands. Two pairs of fiber are in use here and they originate at the mid-building IDF, where one is coupled to a pair that runs back to the MDF in the high school and the second pair connects to a switch at the mid-building IDF. The existing fiber to this IDF shall not be removed or made inoperable in any way. Fiber to this IDF shall be terminated into a patch panel mounted in the IDF for easy connection to the network switches.
Physical Addresses District Administration Office 1031 Brown Pilot Lane Dexter High School 1101 W. Grant T.S. Hill Middle School 1107 Brown Pilot Lane Central Elementary 1213 Central Drive Southwest Elementary 915 W. Grant St