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EL DORADO SCHOOL DISTRICT #15 . Technical Services

THIS DOCUMENT IS ONLY TO BE USED FOR COLOR SCHEMES FOR CABLING. DO NOT USE THIS DOCUMENT FOR ANY OTHER PURPOSE IF YOU ARE BIDDING THE E-RATE PROJECT. THIS IS AN OLD RFP THAT ONLY PROVIDES

COLOR INFORMATION FOR E-RATE CABLING.

REQUEST FOR PROPOSAL

FOR

EL DORADO SCHOOL DISTRICT #15 REWIRE PROJECT ___________________________________

Request for Proposal No.

Date of Issue: Proposal Closing Date:

Proposal to be returned PRIOR TO date and time above.

RETURN TO:

El Dorado School District #15 Purchasing & Contracting Department

200 West Oak Street El Dorado, Arkansas 71730

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME THIS IS NOT A COMPETITIVE BID. The request for proposal process allows the District to select the vendor that best meets the needs of the District, taking into consideration vendor qualifications, price, products, and service capabilities.

PROPOSER’S CERTIFICATION We offer to furnish to the District the products, services, and equipment requested in accordance with the specifications described herein: Proposer:_______________________________ Address:________________________________ City:_____________ State___ Zip Code_______

Telephone No. ___________________________ Name:__________________________________

Title:___________________________________ Signature:_______________________________

Email:___________________________________

200 West Oak Street, El Dorado, AR 71730 Phone: 720.433.0060 Fax: 870.863.3309 eldoradopublicschools.org

REQUEST FOR PROPOSAL

RFP NO.

El Dorado School District #15 is requesting sealed proposals from qualified firms or individuals for Chaparral High School Rewire Project. Proposals are to be addressed and delivered to the Purchasing & Contracting Department of El Dorado School District #15, in accordance with the Instructions to Proposers and all other requirements as referenced in this document. Proposals will be received until Month , Day YEAR at which time a representative of the Purchasing Department will announce publicly the names of those firms or individuals submitting proposals. No other public disclosure will be made until after award of contract. The District will use the following tentative schedule for the selection process: • Mail requests for proposals

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME • Proposal submission deadline

• Interviews with selected proposers TBD

• Recommendation to the Board of Education TBD

EL DORADO SCHOOL DISTRICT #15 Scott GoldManager of Technical Services

TABLE OF CONTENTS Page

A. Instructions to Proposers 4

B. Contract Administrator 6

C. Special Instructions - Mandatory Walk Through 10

D. Scope of Work 11

E. Award of Contract 18

F. General Terms & Conditions 19

G. Proposal Response Format 21

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME

H. Certification Regarding Debarment & Suspension 24

I. Section 17701 25

INSTRUCTIONS TO PROPOSERS

1. Firms responding to this Request for Proposal (“RFP”) must submit their

proposals in the overall format as outlined in this solicitation. 2. Each vendor proposal shall consist of one marked original copy, one electronic

copy and three (3) copies in the format specified within Proposal Format. The proposals are to be submitted no later than 2:00 P.M., to:

El Dorado School District #15 Technology Department 200 West Oak Street El Dorado, AR 71730 3. Proposals must be submitted in a sealed package or envelope listing the following

information on the outside: • RFP Title: ESD Rewire Project

• RFP Number:

• RFP Due Date: • Proposer’s name and address:

No telephone, electronic, or facsimile proposals will be considered. 4. Proposals must be sent by mail or hand delivered, allowing sufficient delivery time

to ensure receipt in the Purchasing & Contracting Department by the deadline specified. Time and date validation will occur in the Purchasing Department. All


proposals received after the deadline will be automatically rejected and will be returned to the proposer unopened.

5. Proposals must be dated and signed by a duly authorized partner or corporate

officer, with that person’s name and title clearly identified. All of the proposal contents and fees must be guaranteed for ninety (90) days from the proposal date.

6. The content of all proposals must conform to the following:

• Proposers must respond to the questions in the order presented.

• Proposers may provide additional supporting documentation pertinent to clarification of the proposal.


7. The District reserves the right to:

• Reject any and all proposals received as a result of this RFP.

• Waive or decline to waive any informalities and any irregularities in any proposal or responses received.

• Adopt all or any part of the proposer’s proposal.

• Negotiate changes in the scope of work or services to be provided.

• Withhold the award of contract.

• Select the proposer it deems to be most qualified to fulfill the needs

of the District. The proposer with the lowest proposal will not necessarily be the one most qualified, since a number of factors other than price are important in the determination of the most acceptable proposal.

8. The selected proposer will be required to assume responsibility for all goods and

services offered in the proposal, whether or not the proposer produces them. Further, the selected proposer shall be the sole point of contact and responsibility with regard to all contractual matters, including payment of any and all charges resulting from the contract. The selected proposer shall not assign or transfer any interest in the contract without prior written consent of the District.

9. The District shall not be liable for any costs incurred by the proposer in the

preparation and production of the proposal or for any work performed prior to the execution of a contract.

10. All proposals and other materials submitted shall become the property of the

District. 11. No reports, information, or data given to or prepared by the selected proposer shall

be made available to any individual or organization by a respondent or the selected proposer without prior written approval of the District.

12. All changes in the RFP documents shall be through written addendum and

furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal.


INSTRUCTIONS TO PROPOSERS (Continued)


13. The selected proposer may be required to enter into a written contract with the District on the District’s approved form. All information contained in this request for proposal and acceptable provisions of the proposer’s response will be attached to and made part of the executed contract.

14. Proposers who have questions concerning the submission of proposals or the RFP

process, must contact: Scott Gold Manager of Technical Services El Dorado School District #15

Telephone: 870.814.8984 Fax: 870.433.0061

15. The proposals will be reviewed by a selection committee. The committee may

request additional information from proposers or request personal interviews with one or more proposers. Final evaluation and selection may be based on, but not limited to, any or all of the following:

• Information presented in the proposal.

• Ability of the proposer to provide quality and timely products and services.

• Qualifications and experience of the proposer.

• Reference checks.

• Personal interview.

• Total cost.

• Proposed time lines.

• Applicable EPP considerations may factor in the evaluation process of this Proposal


16. The District is an equal opportunity employer. Businesses owned and operated by

minorities or women are encouraged to submit proposals. Proposers to whom a contract is awarded shall not discriminate on the basis of age, race, color, national origin, gender, creed, or disability.

17. The District reserves the right to renew and extend the executed contract

agreement pertaining to all current prices, terms, conditions and specifications upon mutual agreement between the District and the Vendor for an additional one (1) year but not to exceed four (4) additional one (1) year periods.

18. Contract Termination with Cause: ESD shall have the right at any time and at

all times to terminate this Contract for cause. It is agreed that the violation by the awarded Contractor of any covenant or provision contained in this Contract, or the failure or refusal of the awarded Contractor to abide or carry out any covenants or provision of this Contract, shall constitute sufficient cause for which the District may terminate this Contract. In the event the District shall elect to terminate this contract for cause, the District shall notify the awarded Contractor in writing and shall specify the cause for such termination and the date that such termination shall be effective. Whereupon the awarded Contractor shall have no further rights and the District shall have no further obligation to the awarded Contractor, pursuant this Contract subsequent to the date that the Contract is terminated for cause as aforementioned by ESD.

19. Contract Termination without Cause: ESD shall have the right at any time and

at all times to terminate this Contract without cause, upon written notice of such termination not less than 90 days prior to the date that such termination shall be effective. Such right to terminate this Contract without cause is hereby reserved by and to the District. In the event the District shall elect to terminate this Contract without cause, the District shall notify the awarded Contractor in writing and shall specify the date (not earlier than 90 days after the date of delivery of written notice by the District to the awarded Contractor) on which this Contract will terminate. Upon receipt of written notice, the awarded Contractor agrees to abide and perform all covenants and provisions of this Contract until the date of termination specified in the written notice of termination. The awarded Contractor shall have no further rights, and the District shall have no further obligation to the awarded Contractor, subsequent to the date of termination of this Contract as specified in the written notice.

20. Contractors Personnel: Qualifications of new people working under this

contract will be submitted to the District in writing for approval prior to them



conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function.


21. Communications: Contractor must provide a means to receive direct

communications from ESD. A copy of all written communication concerning contract discrepancies, issues or concerns from the District and the Contractor shall be forwarded to the Assistant Director of Purchasing upon issuance.

22. Contract Administration: ESD will periodically inspect work to assure that the

requirements of this contract are being met. Should it be found that the requirements specified herein are not being satisfactorily maintained, the Contractor shall be contacted and any discrepancies, inconsistencies or items not meeting the specifications contained herein corrected immediately at no additional cost to ESD. A second discrepancy notice shall serve as notification that any future discrepancies, inconsistencies or items not meeting specifications contained herein will result in termination of the Contractors’ right to proceed further with this work. In such event the Contractor will be paid only for materials used. The Contractor and his sureties may be liable to ESD for any additional cost incurred by ESD to complete the job. At this point the Contractor shall be considered in default and the contract subject to termination.

Failure of the Contractor to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of El Dorado School District #15. ESD reserves the right to terminate this contract in whole or in part should the need for the services cease to exist.

Contractor shall be subject to periodic performance evaluations by ESD personnel. Continued unsatisfactory ratings shall be cause to find the Contractor in default of the contract. Performance ratings may be considered during award of future contracts by ESD.

23. Illegal Immigrants: Successful contractor shall provide documentation

regarding Arkansas law (A.C.A. §19-11-105), Restriction of Public Benefits. Arkansas law (A.C.A. §19-11-105) requires that state agencies are not allowed to


enter into contracts for professional, technical or general services, or any category of construction with any contractor who employs persons who are illegal

immigrants. Nor may agencies renew any existing contract with such a contractor. Before entering into a contract with a state agency, a prospective contractor must

certify that the contractor does not employ or contract with persons who are illegal immigrants. Likewise, if a contractor uses a subcontractor, the subcontractor must

also certify they don't employ illegal immigrants.

24. Sustainability: The El Dorado School District #15 is committed to protecting the environment, and the health of the community and its employees. In accordance with this policy, ESD schools and departments are directed to procure cost-competitive products and services that minimize resource consumption and negative impacts on the environment and human health.

Vendors, when applicable, are to follow standards and recommendations of the United States Environmental Protection Agency EPP (Environmentally Preferable Purchasing) program, the Green Seal organization, and standards and practices specified by the U.S. Green Building Council, including the Leadership in Energy and Environmental Design (LEED) program.

Vendors, when providing products that would qualify as EPP products please be specific as to the standards or which program has approved your solution.

25. Background Checks: The successful Vendor will be required to complete, at

their own expense, a Criminal record check on all employees working on or reasonably likely to work on school district property for this contract. Employees who have been convicted of, pled nolo contendere to, or received a deferred sentence or deferred prosecution for a felony, or a misdemeanor crime involving unlawful sexual behavior or unlawful behavior involving children, will not be allowed to work on District property for this contract.

The successful Vendor must complete a Verification of Background Check form indicating that they have done a background check on all of their employees working on school district property. The successful Vendor will be responsible to adhere to any Federal, State, and Local privacy and confidentiality requirements and other laws, regulations or policies governing employee background checks.

26. Certification Regarding Debarment and Suspension: All vendors will be required to sign a certification regarding debarment and suspension indicating they have not been debarred by any federal department or agency. The District will be



using the Excluded Parties List System (EPLS) to verify that the vendor has not been debarred.


SPECIAL INSTRUCTIONS

Mandatory Pre-Bid Walk Through: A MANDATORY Pre-Bid walk throughs will be held beginning, December 7th, 2015 at 8:00am Central Standard time at El Dorado School District Offices 200 West Oak Street El Dorado, Arkansas 71730 for Barton Junior High School, 400 W Faulkner St, El Dorado, AR 71730. Additional School walk throughs will be on the 8th, 9th, 10th and 11th. Washington Middle School 601 Martin Luther King Jr Blvd El Dorado, AR 71730, Retta Brown Elementary School 505 Dixie Dr El Dorado, AR 71730 and Murmil Heights Education Center 2000 Ripley St, El Dorado, AR 71730, Yocum Elementary School and Yocum Primary School, Hugh Goodwin Elementary School and Northwest Elementary School respectively. You will me each morning at the 200 West Oak Address. You will need identification to enter the school. At this mandatory pre-bid conference, the Scope of Work will be discussed in detail and any questions will be addressed individually. The purpose of this pre-bid walk through is to answer all questions to all Proposers at one time in one location. The District expects everyone in attendance to have read the RFP and developed a list of questions or items that need further clarification. The District will make every attempt to answer all questions during the pre-bid conference but if there are any questions that need to be further clarified we will do so to the entire Proposer group in an email, after the conference. At least one designated representative from each prospective bidder must attend this mandatory pre-bid walk through to familiarize themselves with all conditions, requirements and specifications for each site being bid. Proposals will not be accepted by Vendors that did not attend the mandatory pre-bid conference. Questions will be received by Scott Gold whose email address is [email protected] until Monday, December 21, 2015 at 4:00pm. The response to these questions will then be posted on ElDoradoPublicSchools.org, Thursday January 13, 2016 at 4:00pm. If questions are submitted after the Monday, December 21, 2015 at 4:00pm deadline, it is the sole discretion of the District if the question will be answered.


SPECIFICATIONS/SCOPE OF WORK

Background District Profile: The El Dorado School District #15 (ESD) is soliciting proposals from qualified firms to provide El Dorado School District Rewire project efforts in the El Dorado School District #15 in accordance with the scope of service specified. Qualified firms that meet all criteria will be considered. This Request for Proposal should not be misconstrued as a formal bid. There is absolutely no commitment to purchase or enter into a formal contract. Upon completion of our evaluation of your proposal, we may recommend that a formal contract be established. The El Dorado School District #15 is currently the largest school district in the SouthernPart of the State of Arkansas. El Dorado School District #15 Starting with the class of 2007, The El Dorado Promise is a unique scholarship program established and funded by Murphy Oil Corporation. The Promise provides graduates of El Dorado High School with a scholarship covering tuition and mandatory fees that can be used at any accredited two- or four-year public or private educational institution in the US. The maximum amount payable is up to the highest annual resident tuition at an Arkansas public university. Within El Dorado School District #15’s boundaries are 4 elementary schools, 1 middle school, 1 junior high school and 1 high schools. In addition to the permanent structures, there are multiple modular buildings associated with these sites. Our remaining buildings house administration, alternative programs and support service functions; over 4534 students and 650 staff members occupy these buildings year round, in most cases. The District continues to grow at a rate of approximately 150 new students each year requiring new school sites in the future.

Project Description: This project is for the installation cat6A wiring from our point of origin (MDF or IDF) to each classroom identified in scope of work. Project includes testing, labeling and documentation. Scope of Work: Barton Junior High School has 8 building connected by an existing fiber backbone. In the some building the fiber will need to be fusion spliced or in some cases re terminated. There are 4 Portable buildings that will need new fiber runs. Please see Walk through for additional information.


SCOPE OF WORK (Continued)

Washington Middle School will need a complete rewiring of its classrooms, portable buildings, offices and other network drops. Four jacks per room, office and any other locations plus existing computer labs are to be re-done. See walk through for details.The exception to this is new construction in the 700 Building will not be changed and new construction in the 100 building will not be changed. Additional wiring is to be added to the 100 building.

Hugh Goodwin Elementary School will need wiring pulled from Hugh Goodwin’s MDF to the ceiling center of each classroom for Access Points in each room that will have cabling terminated in the MDF and run to the ceiling center of each room for Access Points to complete Hugh Goodwin School’s BYOD program and provide High Density and High Availability wireless network connectivity for today and the futures technology rich environments evenly across it’s campus.

Yocum Elementary School will need wiring pulled from existing hallway switch cabinets to the ceiling center of each classroom for Access Points in each room that will have cabling terminated in the switchboxes and run to the ceiling center of each room for Access Points to complete Yocum School’s BYOD program and provide High Density and High Availability wireless network connectivity for today and the futures technology rich environments evenly across it’s campus.

Yocum Elmentary Schood will have two addition terminations in the ceilings of the cafeteria for Access Points and two additional line drops in each room off of the cafeteria stage.

Yocum Primary School School will need wiring pulled from new hallway switch cabinets to the ceiling center of each classroom for Access Points in each room that will have cabling terminated in the switchboxes and run to the ceiling center of each room for Access Points to complete Yocum School’s BYOD program and provide High Density and High Availability wireless network connectivity for today and the futures technology rich environments evenly across it’s campus.

Hugh Goodwin Elementary will need a complete rewiring of its classrooms, portable buildings, offices and other network drops. Four jacks per room, office and any other locations plus existing computer labs are to be re-done.



Hugh Goodwin Elementary School will need wiring pulled from Hugh Goodwin’s MDF to the ceiling center of each classroom for Access Points in each room that will have cabling terminated in the MDF and run to the ceiling center of each room for Access Points to complete Hugh Goodwin School’s BYOD program and provide High Density and High Availability wireless network connectivity for today and the futures technology rich environments evenly across it’s campus.

Northwest Elementary School will need a complete rewiring of its classrooms, portable buildings, offices and other network drops. Four jacks per room, office and any other locations plus existing computer labs are to be re-done.Northwest Elementary School will need wiring pulled from Northwest Elementary’s MDF and IDF locations to the ceiling center of each classroom for Access Points in each room that will have cabling terminated in the MDF and run to the ceiling center of each room for Access Points to complete Northwest Elementary School’s BYOD program and provide High Density and High Availability wireless network connectivity for today and the futures technology rich environments evenly across it’s campus.

All drops are to be terminated with Leviton cat 6a 110 plug on Access Point Ends.

Patch Cables for the MDF/IDF will need to be changed out. Patch Cables for classrooms will be installed by the school. You will install the cat6A cabling in a similar path being used currently if not the exact path. You will use 2” J-hooks with retainers where there is currently no J-hooks. Spacing shall not be greater than 4’. If J-hooks are currently used, make sure the spacing is under the 4’ max, add additional when necessary. Bridal rings will not be allowed. MDF cabling will be done as neatly as possible. Cable ties will be used to maintain orderly cabling as to easily identify its path. (See photo examples) All data drops will be neatly installed and labeled with Patch Panel and port number. (see photo example) Patch panel will be labeled with corresponding room and drop number (drop and port number the same). All old cat5 cable will be removed and taken with you. On site trash is not to be used. Directive: Install cat6a cable in accordance to ESD Standards.



Schedule and Invoicing: As soon as the Regular term school is out work can begin. I would like one room to be completed prior to starting another room when doing the computer labs. This is to allow the school to conduct any classes or training if a computer room is needed. You will have 4 weeks to complete the project. Upon completion you can submit your invoice to me. I will inspect the work and documentation. If all work has been completed correctly, I will sign off that the invoice can be paid.

Responsibility of ESD: • Provide PDF drawing of the school showing rooms to be rewired and MDF/IDF

locations. • Provide ESD cabling document. • Quality Control of all work, • Test drops. • Review Documentation. • Look for labeling. Responsibility of Vendor Install all cable to ESD standards. Test each cable to pass. Remove all old cat5 cable. Maintain a clean environment, and be courteous to everyone. Care must be taken to ensure no damage to other cabling or equipment happens. This is especially true in the MDF/IDF rooms. If something is accidently unplugged, call me immediately. We have alarm controls on all of our systems that will need to be taken care of.

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME Access: Awarded vendor will need to submit the proper paperwork for background checks in order to receive any ESD construction badges, access cards and/or keys. Assumptions: • Clean up all work environment. • No class will be disrupted while work is being done. This means no noise that could

disturb the classrooms. (Example: drilling, cutting, hammering etc) • ESD maintains a non-tobacco environment. No tobacco products are allowed on

school grounds at anytime day or night. Anyone who wishes to use tobacco products must leave school grounds.


Requirements: Vendors must be able to do the following but not limited to: 1. Install J-hooks in high places if necessary. ESD has not reviewed pathways so be

prepared for anything. 2. Pull cat6A cabling without damage to other low voltage cabling and equipment. 3. Install terminators on all drops. 4. Test all drops to pass. 5. Work in tight areas as necessary. 6. Company Logoed shirts must be worn at all times.


AWARD OF CONTRACT

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME Selection shall be made of one or more Offerors deemed to be fully qualified and best suited among those submitting proposals. Negotiations and interviews may be conducted with one or more qualified Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, ESD shall select the Offeror which in its opinion, has made the best proposal, and shall award the contract to that Offeror. ESD may cancel this RFP; reject proposals or any portion thereof at any time prior to an award. Should ESD determine at its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. The award shall be in the form of a firm fixed price contract. The award document will be a contract incorporating by reference all the requirements, terms, and conditions in this solicitation and the contractor's proposal as negotiated.


TERMS & CONDITIONS

1. All participating proposers, by their signature, agree to comply with all of the conditions, requirements, and instructions of this request for proposal (“RFP”)as stated or implied herein. Should the District omit anything from this document which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the proposer shall secure written instructions from the Technology Director of the District at least 48 hours prior to the time and date of the scheduled opening of the proposals.

2. The proposer warrants that all equipment, materials, and work will conform

within applicable drawings, specifications, samples, and/or other descriptions given to the District, and that they will be free from defects. Without limitation of any rights that the District may have at law or in equity, goods that are not as warranted and/or that are not in conformance with applicable drawings, specifications, samples, and/or other descriptions may be returned by the District at the proposer’s expense within a reasonable time after delivery, for either credit or replacement, as the District may direct.

3. The successful proposer shall be required to indemnify and hold the District

and its agents and employees harmless from and against all suits or actions of any kind, including workers’ compensation claims, brought against them for or on account of any damages or injuries received or sustained by any parties, by or from the acts of the successful proposer or its agents or employees. The successful proposer shall maintain insurance for workers’ compensation as required by law, and shall additionally maintain general liability insurance with limits not less than $1,000,000.00 for bodily injury and $1,000,000.00 for property damage. Comprehensive automobile liability insurance coverage is also required.

4. The successful proposer shall comply with all applicable federal, state, and

local laws, regulations, administrative rulings, and codes, and shall secure all necessary licenses and permits in connection with this RFP and any goods or services to be provided hereunder.

5. By submission of the proposal, the proposer certifies that the proposal has been arrived at independently and submitted without collusion with any other proposer, and that the contents of the proposal have not been communicated by the proposer, or to the proposer’s best knowledge and belief, by any one of its employees or agents, to any person not an employee or agent of the proposer, and will not be communicated to any person prior to the official opening of the proposals.


TERMS & CONDITIONS (Continued)

6. All information included as part of this proposal shall be subject to the Arkansas Open Records Act. Merely marking information as confidential is not necessarily sufficient to prevent disclosure. The following information concerning the proposal shall not be considered as confidential commercial information even if it is clearly marked as such: prices, non-financial information concerning compliance with specifications, guarantees, and warranties.

7. The successful proposer shall indemnify and hold the District harmless from

any and all claims, causes of action, suits and liabilities, including attorneys’ fees and costs, arising out of or relating to disclosure of any information included in the successful proposer’s proposal.

8. Venue for any and all legal action regarding or arising out of or related to the

RFP, response to RFP, or work performed thereunder shall be solely in the District Court in and for Union County, State of Arkansas. The transactions covered herein shall be governed by and construed in accordance with the laws of the State of Arkansas.

9. The District is exempt from sales, use, and excise taxes. Certification of tax

exemption will be issued upon request. Any appropriate taxes shall be shown as a separate item in the proposal.

10. The District reserves the right to cancel without penalty, at any time, any

awards occurring as a result of this RFP. Time is of the essence. When a date is set for the delivery of goods or the performance of work, the goods must be delivered, and/or the work must be performed, in accordance with the proposal specifications or description on or before that date, or the order to the delinquent proposer may be canceled and re-awarded.

PROPOSAL RESPONSE FORMAT In order to maintain comparability and consistency in review and evaluation of responses, all proposals shall be organized as specified below. Avoid any elaborate promotional materials and provide only information that is required. All supporting materials should clearly reference the portion of the RFP to which they pertain. Each vendor proposal shall consist of one marked original copy, one electronic copy and three (3) copies in the format specified within this section. Proposals not meeting the requirements below may be determined to be non-responsive, non-responsive proposals will receive no further consideration.

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME A. Table of Contents: Please clearly outline and identify the material and responses

by tab and page number. Outline in sequential order the major areas of the proposal, including enclosures. All pages must be consecutively numbered and correspond to the table of contents.

B. Tab 1 - Cover Letter: Provide a cover letter indicating your firm’s understanding

of the requirements/scope of services of this specific proposal. The letter must be a brief formal letter from the Proposer that provides information regarding the firm’s interest in and ability to perform the requirements of this RFP. A person who is authorized to commit the Proposer’s organization to perform the services included in the proposal must sign the letter. Please provide a list of all persons authorized to give presentations for Proposer. Please provide name, title, address, telephone numbers (including fax) and email address.

C. Tab 2 – Qualifications: Summarize the qualifications of the firm. Where the

project team includes subcontractors or sub-consultants, qualifications of the proposed subcontractors or sub-consultants shall also be provided. Past working relationships on similar projects should be indicated.

Provide the credentials of the individual(s) from your firm that will administer the day-to-day operations of the ESD contract. Proposal must identify the person or persons to perform work with the District and give the percent of the contract each person would be expected to perform. It is expected that the services provided will require a close, positive working relationship with the District and that the personnel identified would not be changed without the prior written approval of the District. The District will reserve the right to terminate the contract if key personnel are changed or if working relationships are not satisfactory. The proposed personnel shall be available throughout the duration of the entire project. Include an organizations chart with identification of staff responsible for contract duties, and brief position descriptions.

List the service representatives available to this account. Qualifications of new people working under this contract will be submitted to the District in writing for approval prior to them conducting any service under this contract. Submit list of all employees that will be working under the current contract and any intention for additional personnel, and back-up personnel for each function. It is expected that your response will include the resumes of your most qualified personnel to perform this project. As an alternate please include a resume and


PROPOSAL RESPONSE FORMAT (Continued)

project history of your “second tier personnel”, your personnel evaluation will be based upon the least qualified personnel.

D. Tab 3 – References: Please provide five (5) K-12 Education market references.

Include name of customer, address, contact name, telephone numbers (including fax number), and email address. Please include only references within the current calendar year and previous two (2) calendar years. The District may contact these references during the evaluation process.

Each Proposer should include under this tab, in tabular form, summary information for all contracts of similar size and scope performed by the firm, or team, within the past five (5) years. Information provided for each job shall include:

1. Contract/Project name 2. Agency/department/office for which performed 3. Dates of contract 4. Owner’s contract/project manager or other representative 5. Contact person 6. Dollar value of contract

The District reserves the right to contact any and all references and to obtain, without limitation, information on the Proposer’s performance on the listed jobs.

E. Tab 4 - Scope of Services: The Proposer must acknowledge agreement with the

specific requirements of the specifications starting on page 11 or provide an alternative for the District to consider. Indicate any exceptions to the scope of services of the RFP. Summarize your approach and understanding of the services and any special considerations of which the District should be aware.

F. Tab 5 – Pricing: Provide the ESD with pricing. Ensure that the recommended

product meets the minimum specifications described herein. Proposers are encouraged to provide their best financial incentives with the initial proposal, since the District reserves the right to award a contract based on initial proposals without further discussion or negotiation.

CONTINUATION SHEET Request for Proposal No. El Dorado School District # 15 Rewire VENDOR NAME PROPOSAL RESPONSE FORMAT (Continued)

Tab 6 – Appendices: The content of this tab is left to the Proposer’s discretion. However, the Proposer should limit materials included here to those that will be helpful to the District in understanding the services provided for this specific contract.


Certification Regarding Debarment and Suspension

The respondent to this BID/RFP certifies to the best of its knowledge and belief that it and its principals:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency;

B. Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charges by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (B) of this certification; and

D. Have not within a three year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

Where the respondent is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application. Signature of Official:____________________________ Name (typed):__________________________________ Title:_________________________________________

Email:________________________________________ Firm:_________________________________________ Date:_________________________________________


DATA AND VOICE CABLING

(EL DORADO SCHOOL DISTRICT #15) 1. GENERAL 1. SUMMARY

A. Provide all labor, materials, tools, and equipment required for the complete installation, testing, termination, patch cables at each location, jumper cables in quantities indicated, certification of voice, and data cabling systems, and labeling/ mapping of network as called for in these specifications and related drawings.

B. The horizontal portion of the telecommunications cabling system extends from the work area outlet to the termination in the MDF/ IDF room. The backbone portion of the telecommunications cabling system extends between terminations in the IDF room and MDF room.

C. This section includes minimum requirements and installation methods for the following: 1. Equipment racks and cable routing hardware. 2. Copper UTP cable and terminations. 3. Coaxial Cable and terminations. 4. Testers and testing for copper cabling

2. SHOP DRAWINGS AND PRODUCT SUBMITTALS A. Shop Drawings: Provide shop drawings and product data for the following

equipment and systems: 1. Equipment Racks 2. Copper UTP Cables and terminations 3. Coaxial Cable and terminations 4. Testers and testing procedure for copper cabling 5. Testers and testing procedure for coaxial cabling

3. ACCESS PANELS

Contractor shall provide access panels for equipment which are required for accessibility by code. See Division 8 for standard type for this project.

2. PRODUCTS 1. MATERIALS

A. Equipment and materials shall be of the quality, color, and manufacturer indicated. The equipment specified is based on the acceptable manufacturers listed. Where “approved equal” is stated, equipment shall be equivalent in every way to that of the equipment specified and subject to the approval of ESD based on submittals provided. 1. Cable: BERK-TEK

a. Data/Phone cabling color is blue or owner designated color. b. Security camera cabling is black or owner designated color.

2. Outlets: BERK-TEK 3. Patch Panels: Leviton 4. Wire Managers: Leviton5. Switches: Provided by ESD


2. Remodel project requirements shall be addressed prior to bid award through addendum.

3. The above quantities represent minimum amounts of equipment racks necessary for the projects. The equipment racks will contain both horizontal cabling and District network appliances. The District equipment will occupy less than 15RU in a rack, and the contractor shall adjust accordingly. Field coordinate with Owner.

A. Cable Management: J-hooks, rack mounted vertical (double-sided Panduit WMPVHC45E) and horizontal cable management (single-sided Panduit NMF1 1RU & NMF2 2RU as required) for patch panels and patch cables, cable support bars (AMP Part #557548-1 for backside management at patch panels). Velcro cable ties are the only acceptable cable ties, and they shall ONLY be used in the communications rooms and cabinets. Cable ties are NOT PERMITTED in any other area, with the exception of being used for the service loop at the telecommunications outlet in the field (must be Plenum rated). For management along the backboard, the Contractor shall use D-rings of appropriate size. Additionally, all cable management to be used for communications cabling MAY be sprayed or otherwise marked with a paint color that matches the cable color. This can be done in order to ensure that no other Contractors will use cable management other than devices that they install themselves. Conduits can also be similarly marked and coordinated with Owner and Consultant so there is no confusion on which conduit should be used for a particular type of cabling/vendor.

Substitutions will not be accepted. B. Grounding and Bonding: All racks and "reachable" metal in the

Telecommunications Rooms (TR's) shall have connection to ground with a #6 AWG ground wire.

3. COPPER UTP CABLE AND TERMINATIONS A. All UTP cable inside buildings shall be UL listed and marked Type CMP and shall

be installed in accordance with NEC articles 300-22, 800-49, 800-50, 800-51, 800-52, and 800-53 and the following design specifications: 1. TIA/EIA-568B 2. ISO/IEC 11801 3. PN-3287 (Draft) transmission specifications for field testing twisted-pair

cabling systems. 4. PN-3193-100 5. Blue cabling or color otherwise designated by owner for data cabling.6. Crimson cabling for phone cabling. 7. Yellow cabling for Wireless Network Cabling8. Black cabling or color otherwise designated by owner for security camera

cabling. B. All exterior communications cables serving irrigation controllers, etc. shall be Shall be outdoor duct/aerial lashed in conduit. C. Patch Cables:

1. CAT 6a patch cables in 3’-0”, 5'-0" and 7'-0" lengths with one (1) each for each port on all patch panels in each communications room.


2. All patch cables will be Amp CAT 6a, 4 pr UTP booted. Wiring pinouts should be T568B. Color to be chosen by Owner during installation.

D. Category 6a Horizontal Cable 1. Specified in drawings. 2. Insulated Solid Copper Conductors.3. Length of horizontal cabling runs is NOT to exceed 320 meters.

Exceptions to this will be reviewed on an individual basis by the ESD representative).

4. Bend Radius: Not to be less than 8 times diameter of cable 5. Service Loops:

a. TR - 4m (12 ft) b. TO - 1m (3 ft)

Coordinate with Owner during project, to discuss service loop placement. 8. Independently certified and marked to meet or exceed all CAT 6a mechanical and performance characteristics as specified in ANSI/TIA/EIA - 568 B.2 including: color codes, cable diameter, breaking strength, bending radius, DC resistance, DC resistance unbalance, mutual capacitance, capacitance unbalance, characteristic unbalance, characteristic impedance, structure return loss (SRL), return loss, insertion loss, near-end crosstalk (NEXT) loss, power sum near-end crosstalk (PSNEXT) loss, equal level far-end crosstalk (ELFEXT), power sum equal level far-end crosstalk (PSELFEXT), propagation delay, propagation delay skew and performance marking.

9. Plenum-rated cabling shall be required in all locations. E. Telecommunications Outlets:

1. Modular Faceplates - Leviton, minimum of Colors should be coordinated with electrical faceplate colors and with owner.

2. Blank Covers/Faceplates a. Coordinate colors with Division 16 and owner for populated

outlets, stainless steel covers for unused outlet boxes. b. Modular Blanks: Part #1116412-1

3. Category 6a Modular Jacks As specified in drawings.

a. 8-position, 8-conductor RJ-45 outlet jack b. Designed to fit in Leviton modular faceplates. c. Jack color shall be uniform throughout the entire project, but may

change between projects per direction from the ESD.

A. communication cables to certain areas, these will be installed by Division 16 and

will have necessary conduit stubs to accessible ceiling space near the box. B. Conduit sleeves or EZ-Path devices will be required where any cabling crosses

walls. Proper firestopping methods will be applied to each conduit sleeve. 1. PATCH PANEL INSTALLATION

A. Use Leviton (Part #1499602-2 24 port, 1499603-2 48port for data applications, and


555482-1 48 port for voice applications in the telecommunications rooms) B. Install patch panels in 7'-0", floor mounted relay rack. All station cables (cables

from TO's should be terminated on patch panels located throughout the relay rack to accommodate placement of data switches by ESD personnel. The Division 17 contractor will coordinate with ESD personnel the placement of patch panels to facilitate placement of the data switches. Patch panels for voice connectivity to the tie cables and ultimately to the MC/MDF and voice patch panels, should be located near the top of the relay rack and marked as voice patch panels.

C. Mount patch panels for horizontal CAT6a cables in 7'-0", floor mounted equipment rack in the communications rooms as specified by the ESD. As stated before, all horizontal cabling will be of Amp Category 6a cable or equivalent and terminated on CAT6a patch panels in the equipment rack. Voice backbone cables (CAT3 UTP) will be terminated in the communications rooms on CAT3 patch panels near the top of the 7'-0" equipment rack and labeled accordingly. Fiber backbone cables will terminate in a wall mounted enclosure or a rack-mount patch panel (coordinate with Owner) with ST connectors and will connect to ESD switching gear via a fiber jumper cable with ST to LC or LC to LC connectors. Placement of the fiber enclosure must be coordinated with ESD personnel.

D. In all communications rooms, terminations on patch panels will follow the EIA/TIA T568B pin-pair assignment.

E. Do not untwist cable pairs more than 0.5" when terminating at patch panels or jack locations. Doing so will result in rejection of the termination and require the Contractor to re-terminate correctly.

F. End termination will be completed by pulling back internal nylon string resulting in wire exposure without risk of cutting or damaging internal wire to the sheath. Cutting sheath directly will result in rejection of the termination and require the Contractor to re-terminate correctly.

G. Label all copper terminations to ESD/EIA/TIA 606 standards. Pre-printed labels shall be used for faceplates and patch panels. Hand written labels are not acceptable or allowed. ESD shall provide an example of the label scheme after construction commences. Prior to final labeling of ALL terminations, the contractor shall submit the labeling for approval. All labels must show FINAL room numbers.

2. MAPPING A. Contractor shall provide network mapping of the entire CAT6a distribution

system including but not limited to all wiring, hubs, patch panels and outlets. B. Provide, and Label accordingly, the following Miscellaneous Cable Runs:

1. DDC: Three (3) CAT6a Cables 2. Irrigation Controller: One (1) CAT6a Cable per Controller or other

outdoor/riser rated cable -Coordinate with owner- 3. Boiler Room: One (1) CAT6a Cable

4. Fire Control Panel: Two (2) CAT6a Cables 5. Elevator: One (1) CAT6a Cable (Coordinate with Elevator Contractor and

General Contractor for Location of Termination) per elevator


6. Time Clocks: One (1) CAT6a cable to one (1) or more locations to be coordinated with ESD personnel

7. Security panel: One (1) CAT6a cable 8. Gas Telemeter: One (1) CAT6a cable

3. GROUNDING AND BONDING (to be provided by licensed electrician if/when necessary) A. Bond all metal raceways (conduit, cable trays, etc) located within each IDF/MDF to the Telecommunications Grounding Busbar (TGB) in the same IDF/MDF with #6 AWG grounding wire as straight as possible.

B. Bond metallic surfaces of new racks and equipment in each IDF/MDF to the TGB in the same IDF/MDF with #6 AWG grounding wire as straight as possible.

C. Copper telephone backbone cables entering buildings (Qwest responsibility) from the outside shall be installed, protected, and grounded in accordance with NEC articles 800-11, 800-12, 800-30, 800-31, 800-33, and 800-40.

D. Coaxial backbone cables entering buildings from the outside shall be installed and grounded in accordance with NEC articles 820-11, 820-33, and 820-40.

4. FIRESTOPS AND PENETRATION SEALS A. Fire-stop all sleeves and conduit openings after the cable installation is complete. B. Plug ends of conduit entering buildings with watertight conduit caulking

compound after cable installation is complete to ensure foreign matter does not enter the buildings.

5. TESTING OF COPPER CABLING A. Test 100% of installed backbone copper cabling for:

1. Wire Map. 2. Length.

B. Perform the following permanent link tests for 100% of installed Category 6a horizontal cabling as described in ANSI/TIAEIA-568-B.1, Section 11.2 and ANSI/TIA/EIA-568-B.2, Annex E: 1. Wire map. 2. Length. 3. Insertion Loss 4. Pair-to-Pair NEXT loss. 5. Propagation Delay. 6. Delay skew.

C. Perform the following permanent link tests for 100% of installed Category 6e horizontal cabling as described in ANSI/TIA/EIA-568-B.1, Section 11.2 and ANSI/TIA/EIA-6a 8-B.2, Annex E: 1. PSNEXT Loss. 2. Pair-to-Pair ELFEXT. 3. PSELFEXT. 4. Return Loss.

D. Cross-connects from horizontal to backbone cabling will not be in place for these tests.

E. The wire map test shall verify pair to pin termination at each end and check for connectivity errors. The wire map shall indicate the following for each of the eight conductors: 1. Continuity to the remote end.


2. Shorts between any two or more conductors. 3. Reversed pairs. 4. Split pairs. 5. Transposed pairs. 6. Any other mis-wiring.

F. The maximum length of the permanent link for horizontal cable shall be 320 feet. Shorten any cables runs as required at no additional cost to ESD.

G. Replace and/or repair cable and terminations as necessary to assure 100% passing performance specifications.

H. Submit printed test results report for each copper cabling permanent link to ESD before project is closed. Any cable run that fails testing will be rejected by ESD and will require that the contractor replace and retest without any additional cost to ESD.

END OF SECTION

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