Alpha Kappa Alpha Head Start, Inc. Request for Proposal # 2013-01 E-rate Form 470# 611320001089358

Reaching

Children – Touching Families

Date Posted: 02-06-13 Deadline for Questions: 03-01-2013 at 12:00 pm RFP Responses Due: 03-06-13 at 1:00 pm Original Copy Delivered to 620 W. Madison Avenue, El Cajon, CA 92020 And emailed to [email protected] All documents and Addenda pertaining to this acquisition are located at: 1

www.akaheadstart.org/erate.html

Table of Contents PROPOSAL INTRODUCTION ..................................................................................... 3 VENDOR REQUIREMENTS ........................................................................................ 3 RFP EVALUATION ...................................................................................................... 3 NETWORK ELECTRONICS SPECIFICATIONS ........................................................ 3 GENERAL SPECIFICATIONS ..................................................................................... 4 NETWORK ELECTRONICS NEEDED AT EACH SITE ............................................ 5 ALPHA KAPPA ALPHA HEAD START PROGRAM LOCATIONS......................... 6 RFP RESPONSE QUESTIONNAIRE SPECIFICATIONS & PRICING FORM ......... 7 A. VENDOR QUESTIONS ........................................................................................ 7 B. SPECIFICATIONS AND PRICING FORM ......................................................... 9 Appendix A: Technology Strategic Plan ...................................................................... 10

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PROPOSAL INTRODUCTION The AKA Head Start Program seeks a qualified technology vendor to provide, install and help configure upgraded network electronics (routers, switches, etc.) at each of our 14 Head Start locations. AKA Head Start is a 90% E-Rate eligible organization that serves approximately 2,000 children at fourteen locations in San Diego County.

Appendix A provides excerpts from our Technology Strategic Plan. The GOALS and Objectives are provided to give the bidder an overall appreciation of how technology will be used to improve instruction at AKA HeadStart. This RFP does not intend to resolve all the needs identified in Appendix A, but will serve as a basic guideline of where we want to be within a three-year period.

VENDOR REQUIREMENTS The vendor must be “local” to the AKA program with “local” being defined as within 70 miles. Vendor must provide proof of E-rate program participation (current SPIN# and a “Green” USAC program status. Vendor must hold manufacturing certificates indicating their ability to properly install, configure and maintain the equipment proposed.

RFP EVALUATION The following criteria will be used to select the awarded service vendor. Based on vendor responses, AKA may award all items, or may elect to non-award any or all RFP items. This project is contingent on receipt of E-rate funding and contracts may be cancelled without penalty if Erate funding is not acquired. Responses will be evaluated as follows: 1. 2. 3. 4. 5.

Cost of product or service 30% Overall suitability of vendor to meet needs of AKA program 20% After sale support and service 20% Experience with the Erate program 15% References and recent experience with schools and other programs such as AKA 15%

NETWORK ELECTRONICS SPECIFICATIONS The following “General Specifications” relate to all Head Start locations. The equipment to be provided in this proposal is listed on the “Specifications and Pricing Form” on

page 9 below.

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GENERAL SPECIFICATIONS 1. Include all labor, equipment and materials necessary for providing a complete data networking system as described therein. 2. Acceptable manufacturers are shown on the pricing forms below. 3. Firms and their personnel must be regularly engaged in the installation of networking electronics equipment for systems of similar type and scope. The contractor must have a full service office able to respond to emergency callouts during the warranty period. The contractor must provide documentation from manufacturers indicating their qualifications for installation of this system in compliance with the manufacturer’s warranty requirements as a warrantied contractor. Certification must be in effect at time of bid. Firms with no, expired or inferior certifications will be scored accordingly by AKA. 4. Equipment qualifications: It is the intent of these specifications that each bidder provide all hardware, components and installation services that are necessary to ensure a fully operational networking system. 5. In order to ensure project cohesion, a single point of contact is required to provide a “TURNKEY” solution. The work covered under this section of the specification consists of furnishing all labor; equipment; software; supplies; materials; and training. The Contractor will perform all operations necessary for the “TURNKEY” and fully completed installation in accordance with the specifications herein. As such, the successful contractor must be factory trained on all aspects of system hardware. 6. Although detailed pricing is expected with the bid, additional detailed information is required within 20 working days after the award of the contract when the contractor will provide a complete bills of quantities, including all materials, components, devices, and equipment required for this work. The bills of quantities shall be tabulated for each and every system and shall contain the description and quantity of each item, the manufacturers name and model number, the manufacturer’s specification sheet and warranty information. This revised list will account for any equipment model and/or lower pricing that may have changed due to E-rate funding delays. 7. Twenty working days after the bills of quantities have been approved in writing by the district, the contractor will provide a labeling plan which identifies the proposed scheme for identifying all components including racks, patch panels (fiber and copper), ports and cables (fiber and copper) as well as CAD drawings of each MDF/IDF wiring and rack plan. 8. The following equipment items shall be provided complete with all fiber/ copper terminations, management modules, connection hardware, software and all other accessories including mounting hardware, cables, inserts and other modules necessary to provide a complete and operational system. 9. Category-6 patch cords shall be installed as follows: a. Category-6 (patch panel end) patch cords with pre-molded boot, provide quantity equal to 100% of the total data cable drops provided. Verify with Customer all ports which will be activated and the desired colors for patch cord identification. All patch cords to be installed, labeled and tailored by

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contractor. Allow for 25% of total copper patch cords required to be (7) feet in length, and all remaining patch cords to be (4) feet in length. Patch cords shall be Made in America, clearly labeled and shall be in compliance with manufacturer’s warranty requirements. 10. Provide Fiber optic cable for each switch, as needed. Optical fibers shall be 62.5/125 micron graded index multimode optical glass fibers, 62.5 micron fiber and 125 micron fiber cladding for dual operation at 850nm and 1300nm wave length. Fiber optic patch cords shall be terminated with duplex SC connectors with ceramic ferrules. 2.6.2 Acceptable cables shall be: Lucent Technologies - #LL2SC-SC-10. AMP - #50497-3. Siecor - #5757-02K5141-003-M. 11. Each piece of electronic equipment must be securely fastened into the equipment rack, connected to all networking and power sources per manufacturers recommendations. 12. The installation shall include all software configuration of all electronic components. The owners representative shall be present to supervise the software installation and configuration. 13. All electronic equipment shall be tested to comply with the manufacturer’s instructions. Upon completion, the contractor shall provide written verification that all components have been installed and are operating per the manufacturer’s instructions. 14. Wireless systems shall be tested with specific District wireless devices and will perform consistently and favorably in a classroom with more than 20 simultaneous users. Wireless connectivity will remain constant without signal fluctuations, dropped connections or other issues that cause clients to fail with Internet connectivity in a 1:1 classroom setting.

NETWORK ELECTRONICS NEEDED AT EACH SITE The AKA Head Start Program has an Administrative Office and thirteen (13) remote sites located within San Diego County as shown below. As noted above, the list of equipment for all 14 locations is listed below on the pricing forms. The Administrative Office is considered the Network Operations Center and each remote site has one MDF of like-equipment and configuration. The vendor will work with AKA technical staff to identify the existing MDF locations for sites that are not shown in the table below.

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ALPHA KAPPA ALPHA HEAD START PROGRAM LOCATIONS La Mesa Head Start- 68 7520 El Cajon Blvd. La Mesa, CA 91942 (619) 463-1093 Fax (619) 463-9853 Center Director- Tina Cruz Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 370806460

Administrative Office 620 West Madison Ave. El Cajon, CA 92020 (619) 444-0503 Fax (619) 444-5668 Agency Director- Norma Johnson Office Hours: 8:00 a.m.-4:30 p.m. Casa de Oro Head Start- 88 10235 Ramona Drive #A Spring Valley, CA 91977 (619) 660-9772 Fax (619) 660-9811 Center Director- Deborah Durham Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Full Day Class 6:00 a.m.-6:00 p.m. Lic: 376600135 Darnall Head Start- (108+12 HB=) 120 6020 Hughes St. San Diego CA 92115 (619) 955-8730 Fax (619) 955-8732 Center Director- Stephanie Robinson Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Full Day Class 6:00 a.m.-6:00 p.m. Lic: 376700840 Encanto Head Start- 74 6785 Imperial Ave. San Diego CA 92114 (619) 795-6910 Fax (619) 795-6914 Center Director- Clarise Fernandez Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 376700849 Farragut Circle Head Start- 172 490 Farragut Circle El Cajon, CA 92020 (619) 593-8010 Fax (619) 593-2604 Center Director- Charlene Tenner Session I Classes: 8:15 a.m.-11:45 a.m. Session II Classes: 12:45 p.m.-4:15 p.m. Full Day Classes: 6:00 a.m.-6:00 p.m. Lic: 370806089

Marilla Head Start- 102 9745 Marilla Drive Lakeside, CA 92040 (619) 443-9266 Fax (619) 561-4967 Center Director- Adonica Goettsch Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 370805287 Redwood Head Start- 68 1145 Redwood Avenue El Cajon, CA 92019 (619) 579-0366 Fax (619) 593-9457 Center Director- Hortensia Murillo Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 370805797 Rolando Head Start- (68+12 HB=) 80 6620 Marlowe Dr. San Diego CA 92115 (619) 795-4650 Fax (619) 795-4652 Center Director- Melanie Roberts Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 376700841 San Martin de Porres Head Start- 78 9119 Jamacha Rd. Spring Valley CA 91977 (619) 461-8200 Fax (619) 461-8203 Center Director- Leslie Stopani Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 376700848 San Miguel Head Start- 122 7059 San Miguel Avenue Lemon Grove, CA 91945 (619) 460-6611 Fax (619) 460-6761 Center Director- Betty Smith Session I Classes: 8:15 a.m.-11:45 a.m. Session II Classes: 12:45 p.m.-4:15 p.m. Full Day Classes: 6:00 a.m.-6:00 p.m. Lic: 376600133

Family Child Care- 64 638 W. Madison Ave. El Cajon, CA 92020 (619) 749-2745 Fax (619) 749-2880 Center Director- Kathi Early Office Hours: 8:00 a.m. - 4:30 p.m. Granada Head Start- 108 3920 North Granada Avenue Spring Valley, CA 91977 (619) 670-6101 Fax (619) 670-6735 Center Director- Valerie York Session I: 8:15a.m.-11:45p.m. Session II: 12:45a.m.-4:15p.m Full Day Class: 6:00a.m.-6:00p.m. Lic: 376600456 Grand Avenue Head Start- 68 905 Grand Avenue Spring Valley, CA 91977 (619) 460-6710 Fax (619) 460-5955 Center Director- Gloria Sanchez Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Lic: 370806386

Spring Street Head Start- 70 3845 Spring Drive Spring Valley, CA 91977 (619) 713-2262 Fax (619) 713-2263 Center Director- Deborah Richardson Session I: 8:15 a.m.-11:45 a.m. Session II: 12:45 p.m.-4:15 p.m. Full Day Class 6:00 a.m.-6:00 p.m. Lic: 376700492 Vista La Mesa- 20 3900 Violet Street La Mesa, CA 91941 (619) 825- 5600 Ex. 2360 Fax (619) 825-5635 Center Director: Danielle Angeletta 8:30 a.m. - 5:00 p.m. Lic: 376700466

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RFP RESPONSE QUESTIONNAIRE SPECIFICATIONS & PRICING FORM Submitted by:

Authorized Signature Vendor ___________________________________ E-Rate Spin No.____________________________ Address __________________________________ City _________________State _____ Zip________ Telephone No. _____________________________ Name ____________________________________ Title ______________________________________ By ________________________________________

A. VENDOR QUESTIONS Please provide responses to the following questions. Each question will be evaluated as part of the RFP review process. Complete the attached “Specifications and Bidder Response Bid Pricing Form” on page 9 below with your best and final pricing. 1.

Describe your company and your ability to provide the services required by this RFP. Provide three local references that have completed work similar to this project.

2.

Identify the local account team, project lead and installation and repair crews that you have secured to complete this project.

3.

AKA requests a block of 10 hours for assistance with configuring, programming and/or trouble-shooting the installed systems. This block will be used as needed and billed only as work is completed. What would be the hourly rate for this type of “Network Engineering” support? Describe your ability to do remote troubleshooting. What is your minimum time requirement, travel charges, hours of operation, escalation procedures, etc.

4.

Provide a detailed description of the installation activities you are proposing. Include as a minimum two meetings to discuss and prepare project plan, E-rate asset tracking, burnin, rack-stack, configure, test and documentation.

5.

Provide a detailed description of the testing and performance certifications you will complete.

6.

Use the “Specifications and Bidder Response” pricing form below for you to clearly represent total costs. Provide a detailed unit and extended cost for each item that clearly identifies equipment (manufacturer, model, description), supplies, installation, manufacturing warranty, project management, licenses, fees ,etc.

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7.

Describe how your solution meets the converged needs for data, video, wireless access, and VOIP. Describe, in detail, the rack-mounted network core equipment (racks, routers and/or switches, UPS’s, telephone system, etc.) that you will install, plan, configure and test as a result of this proposal. Include ALL components included with each core equipment item (cables, inserts, software/versions, etc.).

8.

Describe any minimum physical plant MDF/IDF room requirements (electrical, footprint, air conditioning, security, etc.) that are required for your design.

9.

Describe any recommended equipment standard variances that you have included in your RFP Response. Justify why your equipment is equal to or better than the equipment listed in the RFP.

10.

Include a proposed timeline for the project that includes planning, equipment acquisition/staging, configuration, installation, testing and acceptance that complements E-rate schedules. This project is contingent upon E-rate funding, which may be delayed. Project work may not begin until funding is awarded and no sooner than July 1, 2013. Explain any recommended implementation changes that you would make.

11.

Provide the level of support needed by AKA Head Start facilities and technology staff to support your proposal.

12.

Provide license numbers and/or copies of current certifications to verify that you hold the necessary technology and manufacturer certifications to complete this project. Provide evidence that you are in “Green” or good standing with USAC.

13.

Discuss the after-sale support that you offer, including Help Desk, On-Site, Remote, Warranty replacement services, etc. What additional services do you recommend for our consideration and at what cost?

14.

Describe your experience with E-rate Internal Connections projects; specifically address how you inventory, control, track, swap-out and report installation and maintenance activities.

15.

Discuss the warranty period for each type of equipment and any optional plans (such as SmartNet) that you believe we should consider for after-warranty support.

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B. SPECIFICATIONS AND PRICING FORM

Vendor Name:__________________________

Line Nbr.

Item

Model

Features

Qty

1.01

PaloAlto Router

PA-500

1

1.02

PaloAlto Router

PA-200

1.03

PoE Switch

Cisco 500 Series

1.04

PoE Switch

Cisco 500 Series

1.05

PoE Switch

Cisco 500 Series

1.06 1.07

Cat 6 and/or Fiber Patch Cables VoIP Telephones

Belden/ AMP ShorePhone IP230

Router, VPN Tunneling, Filtering Router, VPN Tunneling, Filtering 48 Port PoE Managed Switch 100Mbs 24 Port PoE Managed Switch 1GBs 24 Port PoE Managed Switch Various Length/colors Black

1.08 1.09

ShorePhone IP115 ARUBA Networks IAP-92 220T1A ShoreGear 50 ShoreGear 30 SG Rack Mnt Tray ShoreTel ShoreTel ShoreTel SWD (SWE 455)

Black Instant Access Point

64 31

Main VOIP Switch VOIP Site Switch VOIP Site Switch Gen4

1 9 4 15 82 2 15 14

APC Smart-UPS 1500VA LCD RM 2U 120V

Rack Mount, Rear facing, 6 Outlets

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1.20

VoIP Telephones Wireless Access point PoE 802.11a/b/g/n ShoreGear T1 Switch ShoreGear Switch ShoreGear Switch ShoreGear Rack Mount Tray Extension $ Mailbox License ShoreWare Operator License Site License MDF Wall mounted 36” cabinet, locking, w/cable management. MDF rack mount UPS to protect and support above equipment at each site for minimum 15 minutes during power outage Rack Mount NAS

Buffalo Terestation III

Rack Mount 16TB

1

1.20 1.22 1.23 1.24 1.25

Supplies, Materials, etc. SUB-TOTALS SALES TAX @ 9% SHIPPING GRAND TOTAL

1.11 1.12 1.13 1.14 1.15 1.16 1.17 1.18 1.19

14 1 1 14 200 28

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Unit Cost

Extended Cost

Licenses / Other costs (specify)

One-Time Installation Labor Costs

Total Cost

Optional AfterWarranty Costs Such as SmartNet

Appendix A: Technology Strategic Plan GOAL: Improving the learning opportunities and environment of all AKAHS students through technical resources Objective – Offer age appropriate classroom computing resources to help with the daily curriculum as well as develop basic computing skills.  Evaluate existing classroom computers for effectiveness.  Purchase additional computers/software/computer stations for identified classrooms.  Deploy computers with appropriate securities and software to ensure classroom friendly experience and maximum stability.  Purchase hardware with dedicated web content and site filters. Objective – Create managed WiFi with full coverage at each site  Purchase Power Over Ethernet (PoE) managed Access Points (AP’s)  Purchase software and licenses necessary to manage AP’s. GOAL: Communication between key staff members Objective – Communication of key staff members and mobile members visiting site to site for contact and Business Continuity (BC)/ Disaster Recovery (DR).  Purchase 7 cellular phones for key BC/DR Staff members.  Purchase 8 cellular phones for Staff who travels from site to site. GOAL: Improving external community relations through technical resources Objective – Offer a parent Resource Center at each AKAHS location. Resources center should include a computer with access to the internet for job searches, online classes, webinars, and personal email.  Purchase of 24 computers.  Indentify/Create space at each Head Start center for computer equipment and additional parent resources.  Deploy computers with Windows Steady State to ensure availability and to harden the system to excessive use. Objective – Creation of online application submissions for program participants  Development of the online application  Integration of application into the company website  Publicize application through traditional channels GOAL: Improving internal community relations through technical resources Objective – Creation of a company fully mesh intranet  Purchase Power Over Ethernet (PoE) managed switches  Purchase VPN Routers to utilize existing internet/data service.  Create enterprise-wide shares for access by all sites.  Increase bandwidth at all sites to accommodate increased traffic.  Switch two sites to another local provider which will allow for a higher bandwidth product. Objective – Implementation of a unified telephone system  Save on local calling by interconnecting all sites with a single telephony system.

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 

Purchase VoIP phone switches for each site Virtualize the telephony master computer with existing hardware

GOAL: Improved Disaster Recovery (DR) Scenario for OCHS technical resources Objective – Upgrade of AKAHS technical infrastructure to support improved DR  Identify critical existing technologies, servers, and software suites  Research/Purchase software/hardware necessary for upgrade  Implement DR ready software/hardware upgrade.  Migrate existing services to upgraded platform and ensure functionality  Develop and implement new backup/checklist procedures internally  Train IT staff on procedures and technology Objective – Implement Disaster Recovery site and simulate disaster procedure.  Identify critical existing technologies, servers, and software suites  Research/purchase software/hardware necessary for DR site.  Install/configure/”seed” DR site hardware with existing AKAHS data. COLLABORATION SERVICES: WAN Current Administration Office  2.0 MBs upload and 10.0 MBs download from a local provider, growth 4/20 Grantee Centers (13 locations) 2/10  1.0 MBs upload and 5.0 MBs download from a local provider (11 Centers)  0.3 MBs upload and 1.0 MBs download from a local provider (2 Centers) INFRASTRUCTURE Current Administration Office  1 physical and 2 virtual servers for active directory management, file sharing, print services, SQL services for MAS500 Accounting.  1 computer for proxy url/content web filtering.  1 RV082 VPN firewall/routers; 1 spare.  3 multi-port switches  52 semi-centralized in-wall premise Cat6 wiring runs; flush wall mount terminations at the client end and rack panel terminations in the centralized copier network room. 95% currently utilized.  10 semi-centralized in-wall premise Cat6 wiring runs: flush wall mount terminations at the client end and 66 Block panel termination in the North-West hallway. Grantee Centers (25 locations)  13 routers for Internet and VPN Intra-office connectivity total  13 multi-port switches total  13 centralized Cat6 wiring runs with wall mount terminations at the client end per location COMPUTERS, PRINTERS, & COPIERS Current Administration Office  36 dedicated staff workstations  4 dedicated training workstations  4 dedicated parent/guest workstations

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 

8 dedicated staff network printers 7 dedicated staff local printers

Grantee Centers (24 locations)  90 workstations in the following configuration 15 classroom educational computers 30 workstations dedicated to classroom educators 45 workstations dedicated to center-based staff  27 dedicated staff network/shared printers CELLULAR DEVICES 

10 Cellular Devices o 93 Tier 1 Phones (no texting, no data/email) o 6 3G embedded data cards on iPad devices. o 3 Tier 3 Phones (texting and data/email) o 1 USB Mobile Broadband Card

TELECOMMUNICATIONS Current Administration Office  3 POTS lines business use  2 POTS lines for fire alarm/FAX Grantee Centers (24 locations)  58 POTS lines for voice/data/fax/alarm/fire COMPUTER SOFTWARE      

OS (servers) = Windows Server 2003, Windows Server 2008 R2 OS (Proxy Server) = Ubuntu (for web filtering) OS (workstations) = Microsoft Windows XP Professional, Windows 7 Professional Microsoft Office 2003/2007/2010 Professional Suite, Adobe Professional, ACCPAC Sage MAS 500 Various network management software Email is hosted by Microsoft via Office 360

Staff Training Staff trainings are designed to improve the skill set of AKAHS staff so that they can better serve our families and children and overall improve the learning environment. Staff training is made available through staff orientations, on-going training seminars, and online training tools. Staff has been trained on ChildPlus DataEngine, Microsoft Windows, Microsoft Office, in-house online automated processes, E-Mail and Basic Internet Security practices. Staff training is initially offered during new employee orientation as a basic introduction to the technologies offered and general responsibilities. On-going training is conducted through training seminars offered by IT staff at our corporate office. IT Department Staff oversees all technical training activities. Onsite trainings that are offered are documented through sign-in sheets and training documentation of the material covered. Follow-up trainings and evaluations of skills learned will also be documented through sign-in sheets and skills evaluation records.

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