COMPARE-CONTRAST ESSAY

Minoa Elementary School East Syracuse – Minoa School District Request for Proposals Local Area Network Infrastructure Upgrade Project E – RATE Funding Year 2017 – 2018 Contents 1.

B ACKGROUND I NFORMATION …………………………..

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3 1.1 O RGANIZATIONAL P ROFILE …………………………..

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3 1.2 Overview of Current Ne twork …………………………..

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3 1.3 Overview of New Network …………………………..

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4 1.4 Goals of New Network …………………………..

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4 2.

G ENERAL I NFORMATION …………………………..

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5 2.1 Original RFP Document …………………………..

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5 2.2 Schedule of Events …………………………..

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5 3.

P ROPOSAL P REPARATION I NSTRUCTIONS …………………………..

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6 3.1 Vendor’s Understanding of the RFP …………………………..

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6 3.2 Good Faith Statement …………………………..

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6 3.3 USF Participation …………………………..

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6 3.4 SPIN …………………………..

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6 3.5 E – Rate certification …………………………..

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6 3.6 USAC Invoicing …………………………..

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7 3.7 Disqualification …………………………..

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7 3.8 Gifting …………………………..

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7 3.9 Project Funding …………………………..

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7 3.10 Communication …………………………..

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7 3.11 Proposal Submission …………………………..

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8 3.12 Criteria for Selection …………………………..

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9 3.13 S ELECTION AND N OTIFICATION …………………………..

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9 4.

S COPE OF W ORK , S PECIFICATIONS & R EQUIREMENTS …………………………..

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9 4.1 Scope of Work …………………………..

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9 The scope of the project will include:

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9 4.2 Milestones …………………………..

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10 4.3 Functional Requirements …………………………..

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10 4.4 Specifications …………………………..

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10 4.5 Technical Specifications …………………………..

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11 4.6 Vendor Steps …………………………..

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V ENDOR Q UALIFICATIONS , R EFERENCES , R EQUIREMENTS …………………………..

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B UDGET & E STIMATED P RICING …………………………..

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16 7.

A DDITIONAL T ERMS & C ONDITIONS …………………………..

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18 7.1 Personal Information …………………………..

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18 7.2 Non – Disclosure Agreement …………………………..

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18 7.3 Costs …………………………..

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18 7.4 Intellectual Property …………………………..

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19 7.5 Respondent’s Responses …………………………..

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19 7.6 Governing Law …………………………..

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19 7.7 No Liability …………………………..

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19 7.8 Entire RFP …………………………..

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19 APPENDIX A …………………………..

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20 APPENDIX B …………………………..

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20 APPENDIX C …………………………..

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22 APPENDIX D …………………………..

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23 APPENDIX E …………………………..

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24 B IBLIOGRAPHY …………………………..

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25 1.

Background Information 1.1 O RGANIZATIONAL P ROFILE Minoa Elementary School is a public school located in Minoa, NY in the East Syracuse – Minoa School District. We currently have stu dent enrollment of 300+ students and a staff count of 45. There are 21 classrooms, cafeteria, gymnasium and 1 office. Each grade has one computer for staff use. Teachers and administration utilize very old, primarily XP, with several W7 desktops.

The sc hool has received approval through the East Syracuse – Minoa School District to upgrade their current network infrastructure. Various Federal and State technology grants and discounts including the Smart Bond Act of 2014 and the Federal Communications Commis sion E – rate Program discounts have been secured toward that end.

The school’s goals are to build a sense of confidence in every child, instill a child’s self – resect and respect for others, to create an environment that fosters inquisitiveness and drive, to foster a positive relationship between parents and teachers in the educational process, to maintain small classroom sizes, to extend discovery and knowledge beyond traditional curriculum, set academic standards that challenge students’ grow personally a nd academically, provide teaching staff with the most current and up to date skills, equipment and training to aid their students’ success, and provide residents of the district with a qualified staff of teachers.

1 1.2 Overview of Current Network Minoa E lementary School currently has an outdate network infrastructure that is no longer cost effective that will not support technologies that the school would like to and in some cases is required to integrate .

The current network backbone consists of unmanag ed piggy backed switches.

The switches are under – capacity and at the end of life causing several failures.

The existing Cat 3 cable will not support the features of the updated network infrastructure that the school would like to incorporate , nor allow for future expansion .

The following is a list of our current technology environment as best as it can be described :

Workstations:

 10 desktop PCs o Microsoft Office 2007 o Windows 7 operating system  1 networked printer 1 Technology Plan 2014 – 2015.

The New School. 2014. Accessed July 7, 2016.

https://www.thenewschool.org/uploaded/Academics/STEAM/2015NewSchoolTechnologyPlan.pdf .  1 networked copier  1 fax machine Network I nfrastructure Equipment:

 Current Internet access is Cat 3 supplied  Firewall & Content filter service provided by the current RIDE internet consortium  CISCO 2812 single port router  CISCO small business unmanaged 16 port switch 1.3 Overview of New Network Minoa Elementary School is seeking a request for proposal for Cisco switches, access points, controller and necessary network cabling from the provider for the schools network infrastructure.

The project will replace the current outdated infrastructure and equipment with a new network inclusive of a wireless access system. The Internet access requires speeds of no less than 100 megabits per second (Mbps) and a target speed of 1 gigabit per second (Gbps). The project will meet these standards along with The U.S. Department of Education recommendations of “a minimum connectivity speed of 100 Mbps and a target speed of 1 Gbps per 1000 students for schools by 2018. This translates to a per – student target of at least 1 Mbps to meet the 2018 ConnectED Initiative goal.” The new network will allow t he school to incorporate a desktop computer in each classroom, integrate ChromeBooks into 5th grade classrooms and include a computer lab. The new network will also meet New York State’s technology requirements for compu ter based testing. The updated infrastruc ture will meet these needs, allow for future expansion of the network, and an increase in users if the Chromebooks were to be integrated into the lower classrooms in the future.

In addition, the following software s hould be included in the proposal :

 MS Office 10 :

Upgrading from MS Office 7 will bring the student and teachers the most current versions of Word, Excel and PowerPoint to enhance their technological education.

The OneDrive feature will enable students to u pload homework so that it can be worked on at home or at school. In addition, it will be updated free for the life of the devices.

 PrimaSoft Library Software :

The software w ill make management of the book inventory, borrower information, and circulation tr ansactions more efficient  Desktop Fa x Software:

Software that will allow faxes to be sent from computer desktops, using web – based email service, as well as from any application that can send its documents as email attachments.

1.4 Goals of New Network  Secu re Service: A reliable Local Area Network (LAN) which will p rovide opportunities for the use of outside technologies to be utilized through a safe and secure network  Wireless Internet Access: Cisco Meraki wireless access system to allow integration of Chro meBooks to access on line educational tools.

 Reliable Internet Access: Adequate network bandwidth and speed to support current and future needs.

 Information Processing: A network that will enable users to retrieve, process and store data for staff and stud ents.  Scalability: A network infrastructure that is scalable to support future technological needs.

 Adequate S torage : Storage capabilities for data retention, virtualization and disaster recovery needs.

2.

General Information The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to provide a network infrastructure upgrade and wireless solution that covers all steps from the initial site survey to equipment acquisition and c omplete installation, including repl acement of cabling and upgrades to existing infrastructure equipment for Minoa Elementary School. Vendors should consider e xisting equipment buy back / trade – in.

The RFP provides vendors with the relevant operational, performance, application, and archit ectural requirements of the system.

The RFP will be posted on the school district website at http://www.http://www.esmschools.org//AboutUs/RFP.aspx .

Questions received, if any, and responses will be posted on the East Syracuse – Minoa School District website as an addendum to this solicitation. It is the responsibility of all interested parties to monitor and download this information.

Proposals will be used for an E – Rate applicatio n with the Schools and Libraries Division (SLD) of Universal Service Administration Company (USAC). The awarded vendor shall be in compliance with rules and regulations of the E – Rate program and is responsible for providing a valid SPIN (Service Provider I dentification Number) at the time the bid is submitted.

2 .1 Original RFP Document The East Syracuse – Mino a School District shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. A ny modification of these, in the vendor’s submission, is grounds for immediate disqualification.

2.2 Schedule of Events The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organization’s needs or unfore seen circumstances.

Changes will be communicated by e – mail to all invited vendor s.

Date Event 10/3/16 Mandatory Building W alk – Through 2:30 p.m.

– 7:30 p.m.

10/18/16 Deadline for Inquiries 10/ 21 /16 Answers to Inquiries Issued 12/2 /16 Deadline for Proposa ls, Tuesday, April 25 th at 3:00 p.m.

12/5/16 – 12/16/16 Evaluation of Proposals 12/27/16 Estimated Date for Approval by the Board of Education 3.

Proposal Preparation Instructions 3.1 Vendor’s Understanding of the RFP In responding to this RFP, the vend or accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to the East Syracuse – Minoa School District as necessary to gain such understanding.

The East Syracuse – Minoa School District reserves the rig ht to disqualify any vendor who demonstrates less than such understanding.

Further, t he East Syracuse – Minoa School District reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award , if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to the East Syracuse – Minoa School District .

3.2 Good Faith Statement All information provided by the East Syrac use – Minoa School District in this RFP is offered in good faith. Individual items are subject to change at any time.

The East Syracuse – Minoa School District makes no certification that any item is without error.

The East Syracuse – Minoa School District is no t responsible or liable for any use of the information or for any claims asserted there from.

3.3 USF Participation The successful vendor will be required to participate in the Universal Service Fund (USF) (AKA “E – rate”) and will provide the appropriate d iscounts if applicable to this project. The successful vendor also agrees to file Form 474 (Service Provider Invoice) to collect the USF portion of the funded project and will bill the school only for the discounted portion and for non – eligible items.

3.4 SPIN Bids must include the Service Provid er Identification Number (SPIN) in the RFP response.

Vendors must provide their SPIN identification number and USF listed company name. The vendor must also provide, at the end of the annual contracted period and without additional cost, a complete copy of all serviced bills from all contacted locations, for use in facilitating USF applications.

If the school does not receive USF funding for this project, the school may choose not to purchase these services.

3.5 E – Rate certification By submitting a bid, vendor certifies that the vendor does have a valid SPIN for the E – rate program at the time of submission. Should the East Syracuse – Minoa School District discover that the vendor is on red light status, or if the FC C classifies the vendor as on red – light status before work is performed and invoices are paid, the contract will be null and void and the applicant will have no payment obligations to the vendor . 3.6 USAC Invoicing Vendor must agree to bill the East Syra cuse – Minoa School District for only the non – discounted portion of the bill, and agrees to invoice USAC for the discounted portion (via Form 474 – Service Provider Invoice).

The proposed contract should include three years of warranty on all aspects of th is RFP.

This includes warranties on all equipment and items associated with the installation. It is understood that if purchased with E – rate funding, any ineligible warranties will be excluded from the contract. Quoted prices must remain effective for the entirety of the E – rate funding year of July 1 , 201 7 – June 30 , 201 8 .

3.7 Disqualification Vendor will be automatically disqualified if the East Syracuse – Minoa School District determines that the bidding company has offered any employee of the East Syracu se – Minoa School District any gift or anything of value.

3.8 Gifting Vendor must sign a sta tement stating no gift from vendor to the East Syracuse – Minoa School District occurred. See and Sign Appendix E .

3.9 Project Funding Project is contingent upon E – r ate funding and final board approval.

Depending on E – rate funding, the school may choose to proceed with all or part of the projects, at the school’s discretion.

3.10 Communication Verbal communication shall not be effective unless formally confirmed in writing by a specified procurement official in charge of managing this RFP process. In no case shall verbal communication govern over written communication.

3.10.1 Vendors’ I nquiries .

Applicable terms and conditions herein shall govern communications an d inquiries between the East Syracuse – Minoa School District and vendors as they relate to this RFP. Inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:

East Syracuse – Minoa School District Dr. Donna J.

DeSiato, Superintendent of Schools 407 Fremont Rd East Syracuse, NY 13057 Phone: (315) 434 – 3000 Fax: (315) 434 – 3025 3.10.2 Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’ representatives in any kind of capacity, to/from any East Syracuse – Minoa School District employee or representative of any kind or capacity with the exception of Dr. Donna J. DeSiato for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time.

3.10.3 Formal Communications shall include, but are not limited to:

 Questions concerning this RFP must be submitted in writing and be received prior to March 15, 2017 , 3 :00 pm, ES T.

 Errors and omissions in this RFP and enhancements. Vendors shall recommend to the East Syracuse Minoa School District any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to th e East Syracuse Minoa School District any enhancements, which might be in Minoa Elementary School’s best interests. These must be submitted in writing and be received by March 15, 2017, 3 :00p m, ES T.

 Inquiries about technical interpretations must be submitt ed in writing and be received prior to March 1 5, 2017 , 3 :00pm, ES T .

Inquiries for clarifications/information that will not require addenda may be submitted verbally to the superintendent of schools at any time during this process.

 Verbal and/or written p resentations and pre – award negations under this RFP.

 Addenda to this RFP.

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10 .4 Addenda:

The East Syracuse Minoa School District will make a good – faith effort to provide a written response to each question or request for clarification that requires adde nda within 5 business days. All questions, answers, and addenda will be shared with all recipients.

The East Syracuse Minoa School District will not respond to any questions or requests for clarification that require addenda after March 15 , 201 7 , 5:00pm, ES T.

************ All addenda will be posted to our Web site only:

************* http://www.http://www.esmschools.org//AboutUs/RFP.aspx under the ABOUT US tab labeled RFPs 3.11 Propos al Submission Proposals must be delivered sealed to:

East Syracuse – Minoa School District Dr. Donna J. DeSiato, Superintendent of Schools 407 Fremont Rd East Syracuse, NY 13057 on or prior to Tuesday, April 25th at 3:00 p.m.

Vendors are to submit one ori ginal copy of proposal marked “Original” and five Copies , marked “Copy.” Each original and copy must be individually bound.

Please provide one electronic copy on a CD.

The East Syracuse Minoa School District will not accept proposals delivered via e – mail.

The East Syracuse Minoa School District shall not accept proposals received by fax.

3.12 Criteria for Selection The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply the East Syracuse Minoa School District with a system identified in the Scope of Work.

Technical Review Criteria A number of factors will influen ce the decision in determining whether or not a vendor is qualified. These factors include:

Price of goods and service 35% Prior positive experience 15% Existing equipment buy back / trade – in 05 % Proposed equipment specified 15 % Understanding of the Work 15 % Company references 05 % Local RI vendor 05 % Work Plan/Business and Technical Experience, Capacity of the Vendor to Effectively Administer the Project 0 5% Total 100% 3.13 S ELECTION AND N OTIFICATION Vendors determined by the East Syracuse Min oa School District who possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via mail. Those vendors not selected for the negotiation phase will not be notified.

4.

Scope of Work, Specifications & Requirements 4.1 Scope o f Work The scope of the project will include:

 Configuration and design of a new network infrastructure that meets the school’s goals and provides for future expansion and/ or upgrades  Configuration of network/internet security  Removal and disposal of Cat 3 cables  Replacement of Cable Trays if Required  Installation of Cat 6a Cables  Installation of wireless access system  Procurement of all project materials  Procurement of all team members  Configuration and installation of computer lab  Procurement and installation of office equipment/printers/desktop computers  Integration of ChromeBooks  Software for Library Inventory (PrimaSoft Library preferred) , Desktop Fax Software  Upgrade Microsoft Office 7 to Microsoft Office 10  End user training on ChromeBooks, network functions and applicable software applications 4.

2 Milestones The following are the major project milestones identified at this time. As the project planning moves forw ard and the schedule is developed, the milestones and their target completion dates will be modified, adjusted, and finalized as necessary to establish the baseline schedule.

Milestones Target Date Project Approval 1/7/2017 Phase 1: Initiation Complete 2/2 /2017 Phase 2: Planning and Analysis Complete 3/6 /2017 Phase 3: Implementation Complete 8/2 5 /2017 Phase 4: Project Termination 8/31/2017 4.3 Functional Requirements This project is to provide Minoa Elementary School with a strong, viable, reliable, scalable , and robust network fully capable of providing high throughput wired and wireless network and internet transmission that is easily configurable and maintained. Future capabilities include VOIP and higher density use.

The installed ne twork must h ave multiple VLANs and subnets to accommodate, faculty, staff, student, guest, surveillance, security, and other data needs.

In addition, adequate storage capabi lities for data retention, virtualization and disaster recovery needs is required .

4.4 Specific ations Minoa Elementary School is looking for a vendor to provide a network design, hardware, software, trai n ing and implementation services. All proposals will including the following s (See Section 6 for quoting) :

 Vendor Information  Written references for which you company has provided a similar project scope to  Technical specifications for hardware and software quoted  Quote for Cables o Removal and disposal of Cat 3 o Cat 6a o Cat 6a o Cable Trays if required  Quote for Hardware o Firewall o Routers o Switches o Load Balancer o 8 Wireless Access Points  Quote for Software o Library Database o Desktop Fax Service o Operating System o Microsoft Office 10  Quote for Devices o Desktop Computers o Chromebooks o All – in – one printer/copy/scanner o Printers  Quote for Services o Network Design o Imple mentation o Documentation o Training  Quote Detailing Ongoing Maintenance Costs  Detailed Warranty Information 4.5 Technical Specifications The following section provide s details that all vendors should adhere to when designing a n upgraded network infrastructu re solution for Minoa Elementary School .

The work that will be performed will include the design and install of a fully switched extended star network. This includes the installation and setup of all network devices, cabling and interfaces which will inclu des workstations, firewalls, servers, switches, routers, racks and all related software . See Section 6 for quote guidelines .

 Development of the logical design: Design a logical topology for the new network including network layer addressing, naming, and s witching and routing protocols.

This logical design should also include security and network management.

 Development of the physical design:

Design the physical design and specify technology and equipment to realize the logical design.

QoS (Quality of Ser vice) must be supported throughout the entire solution proposed by the vendor which meet s the following r e quirements using Cisco equipment :

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5 .1 Specifi cations for Cisco Meraki Wireless System 2 The vendor must provide a Cisco Meraki Wireless System inclu ding configuration that meet s the following requirements at a minimum:

• Access points must be powered by IEEE standard PoE (802.3af) or PoE+ (802.3at).

2 Heinrich, Erik. “Focus on K – 12: 6 Best Practices for Modernizing and Upgrading a School District’s IT.” EdTech Magazine. N.p., n.d. Web. 11 Aug. 2016.

• Wired and wireless platform must support latest secure authentication and encryption standards.

• QoS (Quality of Service) must be supported throughout the entire solution proposed by the vendor.

• Access Points must support multiple SSIDs and fast, secure roaming and handover.

4.5.

2 Firewall and Content Filter 3 Configure separate access for guests, teach ers and students that complies with the Children’s Internet Protection Act with the following specifications:

 Intrusion prevention  Antivirus/Malware scanning  Application visibility and management  QoS control via all common industry standards  Content filter  Redundancy /Failover to second device  WAN failover  Routing  IEE E 802.1Q VLAN 4.

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3 Specifications for Router s 4 The r outers must prov i de the following features:

 Security  QoS  Voice over IP (VoIP)  Network Address Translation (NAT)  Dynamic Host Configuratio n Protocol (DHCP)  Virtual private network (VPN)  Intrusion detection 4.

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4 Specifications for Switch es 2 , 5 The district is looking for a vendor that can provide Cisco end point switches, a Cisco Core switch, a Cisco controller, and needed network cabling t o support the new 802.11ac access point requirements.

 Core Cisco switch. There are 17 c lassrooms that need to be connected to the core switch at a minimum of 1GB.

In addition, the layer 3 core switch must support the library, nurse ’ s office, art room, musi c room, cafeteria, gymnasium and administrative offices.

3 Oyster River Cooperative School District – Network Infrastructure Request for Proposal (May 2013) 4 Pearson Education Corporation, Chapter 3: Planning a Network Upgrade http://catalogue.pearsoned.co.uk/samplechapter/1587132109.pdfhapter 3: Planning a N etwork Upgrade 5 Milwaukee Environmental Sciences – RFP # 101 – Switches, Core Switch, Access Points, Controller, and Cabling https://www.theenvironmentalschool.org/assets/mes – rfp – 101 – switches, – access – points, – controller, – network – cabling.pdf  The required amount of 8 port PoE switche s comprised of 10/100/1000 switched Gigabit Ethernet ports  RJ – 45 Autosensing 10/100/1000 PoE (IEEE 8 – 02.3af)/ PoE+ (IEE 802.3at) • Multiple conne ctivity option s comprised of 10/100/1000 switched Gigabit Ethernet ports • Must store /log source IP address, MAC address, host name, user name, and activity status for all ports • Must support redundant power options 4.5.5 Specifications for Network Cabling and Interc onnects 5 T he physical network connections must meet the following:

 Cat6a cable  All cable connections must be identifiable at both ends.

 Cabling must be neatly run.

 No cable shall exceed its maximum recommended length (i.e. 100m for Cat6 a ) including any patch cables at termination points.

 Cabling must adhere to appropriate ratings ( plenum , wall, etc .

) and meet all codes.

 Cabling will interface with existing network backbone at core junction points.

 Cabling will terminate into patch panels with approp riate faceplates and keystones. All terminations shall be done with the appropriate end connectors or patch panels .

 Existing building conduits may be utilized where available/appropriate. Low voltage Ethernet cables should not be run through the same con duit as high voltage lines.

 After installation, all cabling must be tested to verify connectivity between MDF/IDFs and Access Points, to ensure that all runs have been installed and terminated correctly, and that that the run meets industry standards reg arding crosstalk and packet loss.

 All wall penetrations must be properly sealed according to Fire Marshall specifications.

 Cables and panels must be appropriately labeled .

 Vendor must provide a post – installation schematic detailing all cabling routes an d termination points.

4.

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6 Post Installation Warranty / Technical Support The East Syracuse – Minoa School District expects full replacement warranty for a minimum of 12 months from the time of functional turnover, we would anticipate up to 36 months of warranty.

Minoa Elementary School expects full access to 24×7 technical support for a minimum of 12 months from the time of functional turnover, we would anticipate up to 36 months of access to technical support 4.5.7 System Training Following the suc cessful completion of the proj ect, the vendor is to provide training. This training shall be performed on – site at a mutually agreed upon date at the Minoa Elementary School in the following areas:  M inimum of 1 day of training on the proper configuration, daily operation, and maintenance of the system.

 Minimum of 1 day of training on network shared functions  Minimum of 1 day training on Desktop Faxing  Minimum of 3 days of training on Microsoft Office 10  Minimum of 3 days of training on PrimaSoft Library  Minimum of 3 days of training on Chromebooks The vendor will provide at minimum 2 copies of all installation, configuration, and network sharing, desktop faxing, Microsoft Office 10 and Primasoft Library training materials. This includes any and all mater ials offered by the vendor deemed to be helpful in the day to day use of the system and applications . In addition, a digital copy of these materials would be preferred but n ot required.

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8 Other Related Bid Specifications T he proposed contract shoul d include three years of warranty on all aspects of this RFP. This includes warranties on all equipment and items associated with the installation. It is understood that if purchased with E – rate funding, any ineligible warranties will be excluded from the contract or purchased with non – E – R ate funds.

Quoted prices must remain effective for the entirety of the E – rate year of July 1 , 201 7 – June 30 , 201 8 .

The successful vendor will be required to participate in the Universal Service Fund (USF) and will provi de the appropriate discounts if applicable to this project. The successful vendor also agrees to file Form 474 (Service Provider Invoice) to collect the USF portion of the f unded project and will bill Minoa Elementary School only for the discounted portion and for non – eligible items. If Minoa Elementary School does not receive USF funding for this project, the school may choose not to purchase these services. Please provide your SPIN identification number and USF listed company name. The vendor must also pr ovide, at the end of the annual contracted period and without additional cost, a complete copy of all serviced bills from all contacted locations, for use in facilitating USF applications.

4.6 Vendor Steps The intent is to replace the entire network bac kbone and equipment and incorporate wireless access.

Vendors should consider an existing equipment buy back / trade – in portion for all replaced equipment when planning the new system.

Vendors are expected to perform the following steps when conducting the site survey:

1.

Obtain a facility diagram in order to identify the potential RF (Radio Frequency) obstacles.

2.

Obtain a building floor plan and perform a site survey to determine initial RFP propagation expectations, equipment location, mounting concerns, access point locations, etc.

3.

Vendors are required to perform a physical survey in order to determine cable needs for a new computer lab, classrooms, cafeteria, gymnasium, and nurse’s office and to verify if current cable trays will support Cat 6a cables. 4.

Determine preliminary Access Point (AP) locations. Considerations include:

a.

Wired network access, channel selection, and mounting locations for the.

b.

The final ratio of APs to wireless users should be a minimum of 20:1 in classrooms and minimum of 20:1 in common areas.

c.

Vendors should make sure to use the same AP model for the survey that will be used in the final wireless solution.

5.

Inspect the technical room to determine necessary equipment rack(s).

6.

Considerations must be Cat 6a compatible.

7.

Det ermine if existing system power capacity is capable of supporting the new infrastructure equipment.

8.

Prepare a map or detailed summary of current cable drops, where cable drops are needed, what infrastructure needs to be installed, and if any electrical changes need to be made. Documentation should also identify any existing hardware that can be re – used for the wireless platform, and any hardware that would be rendered unusable.

5.

Vendor Qualifications, References , Requirements All vendors must pr ovide the following information in order for their proposal to be considered:

1. A brief outline of the vendor company and services offered, including:

 Full legal name of the company  Year business was established 2. An outline of the product line – up and/or servi ces they currently support.

3. Information on its current clients, including:

 Total number of current clients.

 A list of clients with similar needs using similar products and/or services.

 Evidence of successful completion of a project of a similar size and co mplexity.

4. References: Contact information for five references (if possible) from projects similar in size, application, and scope and a brief description of their implementation.

5. Proof of compliance with New York Education Law §3001 – d – c ontractors working in a school environment are required to have a background check performed.

( Appendix A) 6. Proof of compliance with New York Education Law §3035 – contractors working in a school environment requires the submission of fingerprints.

( Appendix A) 7. Additional p roject requirements that will be included: Part 100.12 of the Regulations of the Commissioner of Education New York State Department of Education (New York Education Law, § 753), Regulations of the Commissioner of Education (Instructional Computer Technolo gy Plans part 100.12), East Syracuse New York’s building and code regulations as well as New York Codes, Rules and Regulations (NYCRR, §155.5 Uniform Safety Standards for School Construction and Maintenance Projects of the Official Compilation of Codes, Ru les and Regulations of the State of New York, Title 8. Education Department, Chapter II.

Regulations of the Commissioner, Subchapter J. Buildings and Transportation) and compliance with the Federal Communications Commission, Children’s Internet Protection Act. ( Appendix A) 6.

Budget & Estimated Pricing 6 The vendor must agree to keep all prices valid until June 30, 201 7 .

Sales tax is not applicable.

Project Component 1 – Network Infrastructure Equipment, Materials, and Software Upgrade Network Equipment Equipment (Itemize on separate sheet) $________________________ Materials $________________________ Warranty (3 years, describe on separate sheet) $________________________ Related Services $________________________ Miscellaneous (Itemiz e on separate sheet) $________________________ Total cost of Network Equipment $________________________ Network Equipment Racking Equipment Rack $________________________ Materials $________________________ Miscellaneous (Itemize on se parate sheet) $________________________ Total cost of Network Equipment Racking $________________________ Network Software Software and related Materials $________________________ Warranty (up to 5 years, describe on separate sheet) $________ ________________ Related Services $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Total cost of Network Sof t ware $________________________ Network Maintenance \ Support Services (after installation) Describe service in detail on separate sheet Fixed Monthly Charge (8 to 5, 5 Days \ week) $________________________ Fixed Monthly Charge (24 hrs, 7 Days \ week) $________________________ Per Hour Charge $________________________ Miscellaneous (It emize on separate sheet) $________________________ Total Monthly Cost of Support $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Total Cost $________________________ Total cost of Project Com ponent 1 $_____________ ___________ Discounts or rebates (Explain on separate sheet) $________________________ Project Component 2 – Implementation of Cisco Meraki W ireless System Wireless Access System $________________________ Wireless Acces s Points ( 8 ) $________________________ Equipment and Related Materials $________________________ Annual Charge (5 years) $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Total Cost of W ireless Solution $________________________ 6 Sonora Elementary School District RFP Http://www.ses.k12.ca.us/site/handlers/filedownload.ashx?moduleinstanceid=159&dataid=150&FileName =RF P%20For%20LAN%20Infrastructure%20Upgrade.pdf Project Component 3 – Network Infrastructure Cable Upgrade Removal of Cat 3 Cable $________________________ Disposal of Cat 3 Cable $________________________ Cat 6a Upgrade Materials (Itemize on separate sh eet) $________________________ Cat 6a Patch Panel(s) $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Warranty ( 3 years, describe on separate sheet) $________________________ Total cost of Project Comp onent 3 $________________________ Discounts or rebates (Explain on separate sheet) $________________________ Project Component 4 – Network Devices End User Devices:

Desktop Workstations (50) $________________________ Software $___________ _____________ Equipment and Related Materials $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Warranty (describe on separate sheet) $________________________ Google ChromeBooks (60) $_______________ _________ Charging Racks (3) $________________________ Equipment and Related Materials $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Warranty (describe on separate sheet) $________________________ Total Cost of End User Devices $________________________ Peripheral Devices:

All – in – one printer/copy/scanner machine (1) $________________________ Printers (27) $________________________ Warranties (describe on separate sheet) $___________ _____________ Total Cost of Peripheral Devices $________________________ Total cost of Project Component 4 $________________________ Discounts or rebates (Explain on separate sheet) $________________________ Project Component 5 – Application Training Describe service in detail on separate sheet Microsoft Office 10 $________________________ Library Software $________________________ Desktop Fax Software $________________________ Per Hour Charge $________________________ T raining Materials $________________________ Miscellaneous (Itemize on separate sheet) $________________________ Total cost of Project Component 4 $________________________ Discounts or rebates (Explain on separate sheet) $_____________________ ___ Project Component 6 – Labor (Refer to Section 4.2 ) Phase 1 Labor Costs $________________________ Phase 2 Labor Costs $________________________ Phase 3 Labor Costs $________________________ Phase 4 Labor Costs $______________________ __ Total cost of Project Component 6 $________________________ Total Cost of all Project Components $____________________ 7.

A dditional Terms & Conditions 7.1 Personal Information Depending on the circumstances, The East Syracuse – Minoa School District may require information related to the qualifications and experience of persons who are proposed or available to provide services. This may include, but is not limited to, resumes, documentation of accreditation, and/or letters of reference. The Respondent should not submit as part of its Response any information related to the qualifications, experience of persons who are proposed or available to provide services unless specifically requested.

Unless specifically requested, any such information, whether in the form of resumes or other documentation, will be returned immediately to the Respondent.

The East Syracuse – Minoa School District will treat this information in accordance with the provisions of this Section 7.

7.2 Non – Disclosure Agreement Th e East Syracuse – Minoa School District reserves the right to require any Respondent to enter into a non – disclosure agreement.

7.3 Costs The RFP does not obligate The East Syracuse – Minoa School District to pay for any costs, of any kind whatsoever, which ma y be incurred by a Respondent or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of The East Syracuse – Minoa School District , subject to claims of confidentiality in respect of the Res ponse and supporting documentation.

7.4 Intellectual Property The Respondent should not use any intellectual property of the East Syracuse – Minoa School District including , but not limited to , all logos, registered trademarks, or trade names of the East Sy racuse – Minoa School District , at any time without the prior written approval of the East Syracuse – Minoa School District , as appropriate.

7.5 Respondent’s Responses All accepted Responses shall become the property of the East Syracuse – Minoa School District and will not be returned.

7.6 Governing Law This RFP and the Respondent’s Response shall be governed by the laws of New York .

7.7 No Liability The East Syracuse – Minoa School District shall not be liable to any Respondent, person, or entity for any loss es, expenses, costs, claims, or damages of any kind:

 Arising out of , by reason of , or attributable to, the Respondent responding to this RFP; or  As a result of the use of any information, error, or omission contained in this RFP document or provided during the RFP process.

7.8 Entire RFP This RFP, any addenda to it, and any attached schedules, constitute the entire RFP. APPENDIX A The State Education Department, The University of the State of New York, Office of Educational Design and Technology Minimu m Technology Requirements for New York State Computer – Based Testing H ttp://www.p12.nysed.gov/technology/CBT/NYS_TechReqs_for_CB_09_25_2015.pdf U.S. Department of Education, Office of Educational Technology ConnectED Initiative Future Ready Schools: Buildi ng Technology Infrastructure for Learning Http://tech.ed.gov/wp – content/uploads/2014/11/Future – Ready – Schools – Building – Technology – Infrastructure – for – Learning – .pdf New York Education Law , Title 4 – 3001 – D Criminal history record checks and conditional appo intments ; nonpublic and private schools Http://codes.findlaw.com/ny/education – law/edn – sect – 3001 – d.html New York Education Law § 30 35 Submission of Fingerprints http://www.highered.nysed.gov/tsei/ospra/ch180laws2000.html Federal Communications Commission Children’s Internet Protection Act H ttps://www.fcc.gov/consumers/guides/childrens – internet – protection – act >.

New York State Consolidated Laws Computer Technology Requirements Article 16. Computer Technology § 753 Education Http://www.p12.nysed.gov/technol ogy/funding/documents/753NewYorkConsolidatedLaws.pdf New York State Department of Education Instructional Computer Technology Plans: EMSC:NYSED Regulations of the Commissioner of Education, Part 100 Regulations.

100.12 Http://www.p12.nysed.gov/part100/pag es/10012.html East Syracuse, New York Building and Code Enforcement Http://www.villageofeastsyracuse.com/building – and – code – enforcement .

New York State Education Department Rules of the Regents and Regulations of the Commissioner of Education NYS Codes, Rules & Regulations Facilities Planning, Part 155 Regulations.

http://www.p12.nysed.gov/facplan/Laws_Regs/8NYCRR155.htm .

School and Libraries Program Overview E – Rate, SPIN Http://www.usac.org/_res/documents/sl/pdf/handouts/E – rate – Overview.pdf Federal Communications Commission USF Participation Https://www.fcc.gov/general/universal – service APPEND IX B VENDOR CERTIFICATION _____________________________________________________ This certification attests to the vendor’s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is dul y completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to 112021 – 0274 issued by the East Syracuse Minoa Elementary School District . The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provis ions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 18 0 calendar days after submission .

The undersigned further certify that their firm (check one):

 IS  IS NOT c urrently debarred, suspended, or proposed for debarment by any federal entity. Th e undersigned agree to notify the East Syracuse Minoa School District of any change in this status, should one occur, until such time as an award has been made under this procurement action.

Person[s] authorized to negotiate on behalf of this firm for pur poses of this RFP are:

Name:

Title:

Signature:

Date:

Name:

Title:

Signature:

Date:

Signature of Authorized Officer:

Name:

Title:

Signature:

Date: APPENDIX C Schedule “A” NOTICE OF INTENTION RFP – ID 112021 – 0274 NOTICE OF INTENTION REQUEST FOR PROPOSAL From:

[ VENDOR ORGANIZATION NAME ] [ AUTHORIZED REPRESENTATIVE ] [ TELEPHONE NO.

] [ FAX NO.

] [ E – MAIL ] Please state your intention with regard to the Request for Proposal [RFP ID] by selecting one of the following:

[ ] Intends to respond to the East Syracuse – Minoa School Request for Proposal [ ] Does not intend to respond to the East Syracuse – Minoa School District Request for Proposal TO: East Syracuse – Minoa School District Dr. Don na J. DeSiato, Superintendent of Schools 407 Fremont Rd East Syracuse, NY 13057 ________________________ _______ _____________________________________________________________ ________ ___________________________________________ __________________________ ___________________________________________ __________________________ ___________________________________________ __________________________ _________________________________ __________ __________________________ _____________________________________________________________________ _________________________________________ ____________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ APPENDIX D A DDITIONAL VENDOR INFORMATION This form is designed to provide additional information about vendors. Information provided does not guarantee vendor qualification or disqualification. All responses will be made available to the East Syracuse – Minoa School District with the final version of the MPA.

Company Name:

_______________________________ Address:

_______________________________ Please indicate the Original Equipment Manufacturer(s) hardware your company is qualified to install and support.

□ Cisco □ Meraki □ Aruba □ Other(s):

□ HP _________________________ □ Extreme _________________________ □T rendNet _________________________ □ Juniper _________________________ Please list any industry – standard certifications/endorsements that your company or managing employees hold.

Please list any New York school districts and other school that your company has worked for in the past.

This page mu st be i ncluded in responses to this RFP for a vendor to be considered for qualification. _______________________________________ __________________ _______________________________________ _______________________________________ APPENDIX E GIFTING CERTIFICATION Vendor must sign the following statement, if the vendor does not sign the following statement, the bid will be disqualified.

I certify that I (or any employee of my company) have never offered nor provided a gift of any value to any employee of the East Syracuse -Minoa School District . Signed:

Vendor Signa ture Date Printed Vendor Name Company Name Bibliography Heinrich, Erik. “Focus on K -12: 6 Best Practic es for Modernizing and Upgrading a School District’s IT.” EdTech Magazine . N.p., n.d. Web. 11 Aug. 2016. Info -Tech Research Group tools and template documents https://www.infotech.com/browse/list/templates -and -policies Milwaukee Environmental Sciences -RFP # 101 – Switches, Core Switch, Access Points, Controller, an d Cabling https://www.theenvironmentalschool.org/assets/mes -rfp -101 – switches, -access -points, -controller, -network -cabling.pdf Oyster River Cooperative School District – Network Infrastructure Request for Proposal http://www.orcsd.org/images/ORCSD20Network20Infrastructure20RFP20May2020132028 229.pdf Pearson Education Corporation, Chapter 3: Planning a Network Upgrade http://cata logue.pearsoned.co.uk/samplechapter/1587132109.pdfhapter 3: Planning a Network Upgrade Sonora Elementary School District RFP Http://www.ses.k12.ca.us/site/handlers/filedownload.ashx?moduleinstanceid=159&dataid= 150&FileName=RFP%20For%20LAN%20Infrastructure%20Upgrade.pdf “Technology Plan 2014 -2015.” The New School. 2014. Accessed July 7, 2016. https:/ /www.thenewschool.org/uploaded/Academics/STEAM/2015NewSchoolTechnologyPl an.pdf.

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