Request for Proposal

Arp ISD

Wiring Infrastructure for New Build Arp Jr High

1. Summary and Background

Arp ISD is requesting proposals for infrastructure in the new build Junior High School Building.

The proposal must include integration of Category 6A Siemens Plenum shielded twisted pair cabling/outlet infrastructure wiring (or industry comparable) to place 4 student, 4 teacher, 1 cart, and 1 projector  port in each classroom, 4 in each common area, 4 in each office, 2 per serving line; ANSI/EIA/TIA-942 standards for data center connectivity between the 2 data closets in the facilities; (1) (12pair)  Single Mode (outdoor rated) 10Gb/s 50 Micron laser optimized fiber meeting ANSI/EIA/TIA-942 standards for data enter connectivity between the Junior High and district NOC at the H.S Facilities.  Additional ports are listed in the architectural plans which can be accessed through mcraig@eharchitects.com.

Current Capabilities:  Arp ISD has a fiber backbone of 12 pair per campus currently connecting at 1 Gbps and a 100 Mbps transport to our ISP (SuddenLink).

The NOC services 48 PWR 1 Gps ports and 168 (10/100) ports.

HS MDF services 96 (10/100) and 24 PWR ports for VoIP.

HS IDF 1 services 24 PWR ports and 96 (10/100) ports

HS IDF 2 services 24 PWR ports and 96 (10/100) ports

The new build JR H will need to be completed in June, 2016 and will house 1 MDF and 1 IDF each configured for 1 Gbps to the desktop and capable of 10Gbps to the NOC.

2. Proposal Guidelines

This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 5pm CST January 15, 2016. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal.

If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.

All costs must be itemized to include an explanation of all fees and costs. Costs should indicate per piece and the extended cost. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by Arp ISD’s legal consultant and will include scope, budget, schedule, and other necessary items pertaining to the project.

This project will be scheduled to begin no later than March 1, 2016 and end no later than August 10, 2016.

3. Project Purpose and Description

The purpose of this project is as follows:
Arp ISD’s current infrastructure was implemented in 2001 and senior level management has determined that it is not effective in providing the access, speed, and reliability needed for all Arp ISD students and stakeholders.  Additionally,
the new build will be completed in the summer of 2016 and all proposals must meet with this timeline and allow for full operations for the 2016-17 school year.

Project Description:

Arp ISD is seeking a provider to utilize the latest technology to create a reliable, robust, and future-ready network. The design should incorporate the latest and most reliable components, which are easy for a small district technology team to manage and maintain.

The finished network must allow Arp ISD’s IT group to easily monitor and maintain each component while being easy to troubleshoot, diagnose, and update.  All components need to be laid out neatly, labeled with connection information & date of installation, and should be aesthetically pleasing, simple for the IT team to determine connectivity and easily accessed. Please provide descriptions of all services, management training provided, references, and contact information. Each component must also be completely tested and certified. All sites should be neatly organized, well labeled and mapped properly. A schematic of the project is also required. Complete certification of the network must be done before final checklist completion.

4. Project Scope

The scope of this project includes all design, setup, licensing, and installation of all components, connections, optics, ties, wire management and tech team training. All documentation will be provided to the selected bidder by Arp ISD Technology department for inclusion in the design of the new network.

The selected bidder will be responsible for planning and conducting a thorough installation and certification test for all sites. The following criteria must be met to achieve a successful project:


5. Request for Proposal and Project Timeline

Request for Proposal Timeline:

All proposals in response to this RFP are due no later than 5pm CST January 15, 2016.

Evaluation of proposals will be conducted from January 16, 2016 until February 9th, 2016. If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified.

The selection decision for the winning bidder will be made no later than February 20th, 2016.

Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by February 28, 2016 and presented to the Arp ISD Board of Trustees by first board meeting in March, 2016.

Notifications to bidders who were not selected will be completed by March 15, 2016.

Project Timeline:

Project must be completed, tested, and certified by August 1, 2016

6. Budget

All proposals must include proposed costs to complete the tasks described in the project scope. Costs should be stated as one-time or non-recurring costs (NRC) or monthly recurring costs (MRC). Pricing should be listed for each of the following items in accordance with the format below:

Project Initiation, Planning and Engineer Consultation

Itemized Pricing for each Site

Training & Staff Development

Installation & Deployment

Certification & Documentation

Any Additional

NOTE: All costs and fees must be clearly described in each proposal.

7. Bidder Qualifications

Bidders should provide the following items as part of their proposal for consideration:

8. Proposal Evaluation Criteria

Arp ISD will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:

Each bidder must submit 2 copies of their proposal to the address below by January 15th, 2016 at 5pm CST:

Arp ISD Technology Dept

101 Toney Drive, PO 70

Arp, TX 75750