Request for Proposals – Wireless Network RFP Released on February 18, 2015

Introduction The Dexter R-11 Public School District is seeking proposals from qualified service providers to install a complete enterprise grade wireless network. The installation of this wireless network is a part of the ongoing project to upgrade the network’s capacity and prepare for future technologies and growth. 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.

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 email to Steve Sparlin in the technology department ([email protected]) 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, including any recurring license fees that may apply • Legal terms and conditions • Specific manufacturer’s name, model, and part numbers for all products included

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 26, 2015 at 9:00 AM (CST) for any vendors wishing to bid on this project. 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. 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. (35%) 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. (10%) 4. Client references and/or citations from prior installations where equal services have been provided for projects of similar size and scope. (10%) 5. The extent to which the proposed products in the proposal meet or exceed the specifications for products and vendor’s requirements as defined in this RFP document. (35%)

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 Dexter R-11 Public School District is seeking a high quality, scalable, and well planned wireless network deployment. The scope of this project is the entire campus. Proposals submitted for this project should meet the following requirements: 1. All hardware should be installed by the vendor according to the manufacturer’s guidelines. 2. All installed cabling should be properly terminated, tested, labeled, and documented. All access points should be named and physically labeled according to the technology department’s guidelines and their locations should be documented. 3. All proposed network switches included in proposals shall integrate into existing switch stacks with compatible stacking modules and cables. Proposals that include switches that must be uplinked via Ethernet and/or fiber optic cabling will not be accepted. Switches should provide power according to the 802.11at (PoE+) standard. 4. All access points shall be powered only by PoE+ switches. 5. Appropriately sized battery backups (UPS) for proposed PoE+ switches should be included in submitted proposals. 6. The proposed wireless network should reflect a properly planned deployment by an experienced wireless network engineer. High quality hardware that is well supported by the manufacturer should be selected by vendors for this project. 7. Proposals should include all materials required to perform a complete installation and configuration of the wireless network proposed. This includes, but is not limited to, all mounting hardware, cabling, connectors, patch cables, and other materials required. 8. Proposed solutions should meet or exceed the following list of specifications and features: • • • • • • • • • • •

802.11 A/B/G/N/AC support Dual radios supporting 2.4 ghz and 5 ghz band operation 2x2 MIMO or better Multiple SSID and VLAN support WEP, WPA, WPA2-PSK, WPA2-Enterprise, 802.1X AES & TKIP encryption Captive web portal Active Directory client authentication Centralized configuration and management Automatic channel selection and power tuning Seamless user roaming

• • • •

Client isolation Client band steering Client rate limiting Rogue AP detection and containment

Physical Addresses District Administration Office 1031 Brown Pilot Lane Dexter, MO 63841 Dexter High School 1101 W. Grant Dexter, MO 63841 T.S. Hill Middle School 1107 Brown Pilot Lane Dexter, MO 63841 Central Elementary 1213 Central Drive Dexter, MO 63841 Southwest Elementary 915 W. Grant St Dexter, MO 63841 Bus Garage 1131 Central Drive Dexter, MO 63841