REFER TO BID NO. 2002-03ON ALL CORRESPONDENCE

REQUEST FOR QUOTATIONTHIS IS AN INQUIRY, NOT AN ORDER.

PLEASE QUOTE PROMPTLY

PLEASE QUOTE US PRICES ON ITEMS CALHOUN COUNTY BOARD OF EDUCATIONLISTED BELOW. NOTE DELIVERY P O BOX 2084

REQUIREMENTS AND STATE FIRM ANNISTON, ALABAMA 36202DELIVERY DATE. (256) 741-7400

DATE: December 7, 2001 ADDRESS REPLY TO:H. Jacky Sparks, Superintendent

REPLY DUE BY:2:00 p.m. January 3, 2002

ITEM QUANTITY DESCRIPTION PRICE

The Calhoun County Board of Education invites bids forLAN Cabling for new construction of Ohatchee, Pleasant Valley, White

Plains Elementary Schools, and Saks Elementary School (optional)

See Attached Specifications and Instructions

SEALED BIDS ONLYMARK BIDS “ LAN Cabling 02-03 “

THE BOARD OF EDUCATION RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.

VENDOR: PLEASE COMPLETE THIS INFORMATION.2. F.O.B. POINT3. TERMS BY________________________________________4. DATE OF QUOTATION PURCHASING AGENT/AUTHORIZED SIGNATURE

_______________________________________ INDICATE IF YOUR COMPANY QUALIFIES FORSIGNATURE AND TITLE MINORITY CERTIFICATION_________________

VOICE PHONE____________FAX___________

It is the policy of the Calhoun County Board of Education that no person shall, on the grounds of race, color, disability, sex, religion, national origin, or age, be excluded from participation in any purchasing process or be subjected to discrimination.

Calhoun County School SystemLAN Cabling for

Ohatchee, Pleasant Valley, White Plains and Saks Elementary Schools

Request For ProposalRefer to Bid # 2002 - 03

BID INSTRUCTIONS

General OverviewThe Calhoun County School System is seeking proposals for a Structured Cabling System with a minimum 15-year warranty to cable new construction and then to connect it to the existing Local Area Network and Wide Area Networks for 3 new schools and 1 proposed addition. This project also includes installation of the associated Ethernet hubs, switches, and fiber transceiver modules as required. Additional drops at existing sites may also be included and will be priced based on per item costs as specified in the response.

The scope of this RFP is for the materials, installation, supervision, and technical assistance for a complete cabling system. The bid, if awarded, will be on the basis of the total cost of the wiring system. The Calhoun County School System will not consider awarding individual sections of the RFP. The labor required to place any raceway, backboards, cable, cabinets, equipment and outlet boxes including the design, termination, testing, and documentation for each location will be the requirement of the successful bidder.

FormatThis solicitation contains sections that provide general information about cable runs and component requirements. Bidders should itemize all materials separately from the labor costs in their proposal. Bidders are advised to configure the hardware to meet the total needs of the distribution system including cabinets and associated hardware.

Component costs are solicited for internal cost allocation purposes and the bidders should not imply that RFP sections would be separately awarded. Bidders' responses will be considered the total and complete price quote for installation of all Ethernet equipment, ST connectors, patch panels, raceway and other miscellaneous equipment necessary for a complete structured system installation at the school.

Site LocationsThis RFP is issued for the new construction being built at

Ohatchee Elementary School at 100 Cherokee Trail, Ohatchee, AlabamaPleasant Valley Elementary School on Mark Green Road, Jacksonville, AlabamaWhite Plains Elementary School on Highway 9 Anniston, Alabama

These 3 projects have already begun construction and can be visited by potential vendors. Copies of electrical auxiliary pages from the plans are included with this RFP. Additionally, plans may be viewed at the Technology Department of Calhoun County Schools.

A proposed addition to Saks Elementary School, Watson Drive Anniston, Alabama

is also included in this RFP. It may or may not be included in the final contract. Final plans are not available for this project. Proposed plans are available and will be used for bidding purposes. Changes to the initial bid will be made using the individual pricing component of the original bid.

General Characteristics of Cable DesignThis RFP describes requirements for a Local Area Network and must be in compliance with EIA/TIA 568 standards. The data station cabling will be Enhanced Category 5, UTP, 4 pair copper station wire and associated jacks, connectors, and patch panels. 6-Strand multi-mode fiber meeting FDDI specifications will serve as the backbone feed from the main hub (MDF) and server between the IDF’s.

Bidder qualifications:Bidders must document for the Calhoun County School System that they: Have been established in business for three years Have verifiable accounts of similar size and complexity Have appropriate certification for installing and terminating category 5 and multimode fiber cables Have a minimum $1,000,000 in liability insurance Have a Windows NT certified technician on staff Operate a service facility within 75 miles of Calhoun County

RFP Schedule

RFP issued December 7, 2001 Required prebid meeting December 18, 2001 1:00 pm,

CCBOE Technology Department Proposal Submission January 3, 2002 2:00 p.m. Vendor Selection TBA Installation Start Date July 1, 2002 (or when building is ready) Completion Date Before final inspection of new construction (TBA) (All work must be coordinated with the general contractor for the construction. Delays will be discussed with the director of technology as soon as possible.)

Vendor inquiresVendors may address questions and comments regarding this RFP to:

Ms. Rita Wright, Director of TechnologyCalhoun County Board of Education4400 McClellan Blvd. OR P.O. Box 2084Anniston, Alabama 36206 Anniston, AL 36202Phone: 256-741-7473 FAX: 256-237-9316Email: rwright@calhoun.k12.al.usWeb site: www.calhoun.k12.al.us

All questions must be submitted in writing by December 19, 2001. Due to limited office hours during the holiday season, it is recommended that questions be submitted via email.

Additions, Deletions, ModificationsIf additions, deletions, modifications or clarifications to the RFP become necessary, such changes will be posted on the system web site by December 21, 2001 and will be communicated in writing to all vendors.

Bid SubmissionEach vendor must prepare a proposal that includes the format and content of this RFP. All pages of the response must be numbered and each item addressed as to acceptance or denial of the specific information

requested. (i.e. accepted by Your Company Name) A copy of the bid is available in Word format on the system website: www.calhoun.k12.al.us.

Vendor ResponsesEach vendor must respond to all items in this RFP as thoroughly as possible. Unclear or ambiguous statements must be avoided. Failure to follow the prescribed format may result in the proposal being out of compliance with these specifications and, therefore, may be deemed unacceptable. A complete bid will contain: 3 Copies of bid using format provided Proof of insurance Cat 5 and fiber certifications Windows NT certifications All requested vendor information Bid Bond

Authorized SignatureAn authorized representative of the vendor’s company shall sign each proposal. Additionally it should include and list individuals who are authorized to negotiate with the School System representative.

Number of response copiesThree (3) original copies of the bid response must be submitted to the following address: (These should be clearly labeled as “Original”, “Copy 1” and “Copy 2”)

Mr. H. Jacky Sparks, SuperintendentCalhoun County Board of Education4400 McClellan Blvd.Anniston, Alabama 36206

Submission DateThe bids should be submitted on or before January 3, 2002 at 2:00 pm.Bids not received by this date and time will automatically be disqualified from consideration. Bid Proposals must be submitted in a sealed envelope with the company name, bid due date and time, and the words “SEALED BID FOR: Calhoun County Schools’ LAN Cabling Bid 2002-03” all clearly noted on the outside.

Oral, telephone, FAX, or email bids shall not be considered, nor will modifications of proposals by such communication be considered.

Basis of AwardThe Calhoun County School System will review all proposals to ensure compliance with the design criteria for the distribution system and for compliance to the specifications. Quality of products, individual and total prices, as well as compatibility of items bid with existing equipment will all be considered when reviewing bids. Only vendors with installed, verifiable structured distribution systems and services will be considered by the School System. Only vendors that present component products manufactured by known verifiable manufacturers will be considered. The system design submitted with the bid should clearly layout the intent of the construction and the component list of materials to be used.

The Director of Technology for the School System will be considered the expert in determining quality of equipment, assembly, and installation. Equipment and/or components may be called in for evaluation prior to awarding the bid.

Vendor shall be expected to provide free phone support during reasonable working hours and next day on-site service for warranty items. Vendor’s ability to provide such support will be determined by the system’s technology director. The decision will be based on the information provided in the vendor profile including information from references.

Customer Acceptance / RejectionThe School System reserves the right to accept or reject any and all bids, to take exception to these RFP specifications, or waive any formalities. Vendors may be excluded from further consideration for failure to comply with the specifications.

Bid ValidityPrices

All prices as quoted in the bidder's responses must remain the same for a period of 90 days after the bid closing date. Pricing should be for new materials only. After award of the bid, the Calhoun County School System may award additional work based on the unit prices submitted within this proposal. Once awarded, all unit pricing must remain firm for one year.

Contractual RelationshipNothing herein creates any contractual relationship between the School System and the bidder. However, statements contained in the responses of the successful bidder will become part of the contract for installation, equipment and services. Such contract will remain valid until June 30, 2003.

Vendors should submit, as part of their proposal, a copy of their standard contract with terms and conditions.

Bid/Performance BondBidder must provide Bid Bond or Certified check in the amount of 10% of the total bid but not more than $10,000. Bid bonds will be returned to unsuccessful bidders once a vendor is selected and a contract signed. Bid bond of the selected vendor will become a performance bond and will be retained until work has been performed to the system's satisfaction. Bond will be forfeited if the system fails to perform as specified in the vendor’s response, if the vendor fails to meet specified time frames, or vendor fails to fulfill other obligations contained in this RFP.

DelaysIf after award of the contract, the bidder becomes aware of possible problems that could result in delay of the completion of the system or schedule, the bidder must immediately notify the Director of Technology in writing, with confirmation by telephone, giving the cause and probable effect, with recommendations for alternative actions.

Breach of ContractNothing in the above item will be interpreted as relieving the vendor of the contractual responsibilities; however, failure to notify the School System promptly will be the basis for determining that the vendor is in an indefensible breach of contract in an otherwise excusable delay.

Statutory RequirementsAll applicable Federal, State, Local laws, all fire and building codes, rules and regulations of local authorities having jurisdiction over communications and electrical construction will apply to the contract throughout. They will be deemed to be incorporated into the contract.

Exceptions to the RFPIt is anticipated that vendors may find instances where their proposed distribution system may not be consistent with the specification of this RFP. In such instances, it is permissible to take exception to the

RFP and exceptions should be submitted with the proposal response outlining the scope of the exception, their ramifications and the description of the advantages to be gained by the Calhoun County School System by accepting the proposed alternatives.

LiabilityThe Calhoun County School System will not be liable for any cost incurred in the preparation and presentation of the bid proposal.

Nondiscrimination PolicyIt is the policy of the Calhoun County Board of Education that no person shall, on the grounds of race, color, disability, sex, religion, national origin, or age, be excluded from participation in any purchasing process or be subjected to discrimination.

OBJECTIVES OF THIS RFP

The objective of this RFP is to secure a structured Local Area Network Cable Distribution System and supporting Ethernet equipment capable of supporting 10Base-T, Fast Ethernet, and Future ATM Technologies and future multi-media applications.

This solicitation calls for a Multi-mode fiber and 2 Enhanced Category 5 cables between each IDF and the existing MDF, Enhanced Category 5 cable drops, and associated hardware to be placed at each school location. Patch panels, patch cables, and cabinets of appropriate size and specification will also be required.

CABLING SYSTEM REQUIREMENTSA reliable 15-year structured distribution system utilizing proper design, implementation and testing is a requirement of the Calhoun County School System. The basis for these communication cabling specifications are the EIA/TIA 568 standards. Site plans and drawings are attached to this RFP.

Design BasisThe cabling system will originate from designated IDF’s in the building. The average cable run length is not over 150 feet for those runs that do not terminate within the same room as the patch panel. The equipment cabinet to house the patch panels, switches, and the connection to the server at the IDF will be located in a designated room of each wing/floor of the building. The Category 5 cable runs shall not exceed 300 feet. All wall penetrations above the suspended ceiling shall be sleeved and firestopped.

Media TypesThe media type used for transmission in the design of the distribution system are as follows:

Enhanced, Category 5, UTP, Non-plenum rated, 4 pair data station wire. Multi-mode fiber meeting FDDI specifications, with ST connectors. Indoor/Outdoor aerial fiber (where needed) meeting FDDI specifications, with ST connectors.

Cable RequirementsAll cable used must be UL approved and meet the requirements of the National Electrical Code, section 800 and section 770 when used in communications applications.

Equipment Rooms/Satellite Closets (MDF’s and IDF’s)

Cross Connect Administration and SpecificationsCategory 5 patch panels with RJ45 jacks and wiring terminated in accordance with the half inch rule of EIA 568 is required for all cables. The fiber must be terminated in a Lightguide Interface Unit or a

multimedia box designed to terminate fiber optic cable. Bidders will document each wire run and terminating panel location along with test data in written and electronic form prior to acceptance of the cabling system. The fiber will be tested to verify continuity and dB loss.

Terminating hardwareThe configuration of the patch panels should be in an arrangement to minimize patch cord lengths. The Category 5 horizontal cables to the workstations will be directly connected to the 110 displacement hardware associated with each port on the patch panel. The jacks and patch panels will be wired to the EIA 568B standard. Patch Panels and switches must be mounted on a wall mount enclosed cabinet such as a Hubbell MCC24WMC19, or equivalent. Each IDF will be connected to the existing MDF with a 6-strand multi-mode fiber cable and at least two Category 5 cables. If there are more than 48 cables terminated in an IDF, an additional Category 5 cable will be required for each additional group of 24 cables or portion thereof. All Patch Panels shall be 24 port Category 5, of the same manufacturer as the Category 5 jacks with horizontal cable management panels placed between each patch panel and each hub. If the distance between IDF and MDF is over 300 feet, the Category 5 cables are not necessary.

The cable and associated materials shall meet the following standards. EIA/TIA 568B "Commercial Building Wiring Standard; Telecommunications; Connection Hardware Specifications” TIA/EIA TSB40 "Telecommunications Systems Bulletin- additional Transmission Specifications for Unshielded Twisted Pair Connecting Hardware" ISO 8877, “1st Edition, Information Processing Systems” “Data, Video, Wireless and Voice Communications Wiring Standards” of the Alabama Technology Plan for K-12 Education, dated December 1996. “Local Area Network Standards” of the Alabama Technology Plan for K-12 Education, dated December 1996.

Horizontal SubsystemInformation OutletsThe distribution system includes information outlets at all designated work locations, which are referred to as a drop location. Each drop location will consist of two cables unless otherwise noted. There will be three drop locations typically within each classroom as shown on the plans. Drop locations are also required in office areas and media centers as specified on the drawings.

Labeling

Each information outlet should be labeled with the IDF and port number. Corresponding labels should be installed on the patch panels in the IDF cabinet.

Information Outlet DefinitionsThe Category 5 outlet is defined as an 8 pin modular jack or connecting block, terminating 4 pair of 24 AWG unshielded twisted copper wire.

Horizontal Wiring RequirementsThe user requires high speed data cabling conforming to EIA/TIA TSB 36 Enhanced Category 5 for all cable requirements.

Ethernet Equipment

Switches and other associated hardware will be provided by the school system to the vendor. Installation of the switches and hardware will be the responsibility of the successful bidder.

INSTALLATION, TEST AND ACCEPTANCECustomer responsibilitiesThe Calhoun County School System will, during the process of the installation, allow the vendor and its employees free access to the premises and facilities at all reasonable hours or at such hours as the customer and vendor may agree.

Inspections will be made promptly when notified by the vendor that the system or any part thereof is ready for acceptance.

Vendor ResponsibilitiesThe Vendor must provide all supervision, labor, construction tools, equipment, hardware and cabling materials as required. This includes transportation, erection, construction, unloading, inspecting, inventory, and returning spare or unused materials as specified in attached contract documents. Whenever in this RFP the terms provide, furnish, supply or install etc. shall be interpreted as requiring the vendor to both furnish and/or install materials, unless specific provisioning or installation of the materials by the School System is denoted.

IdentificationThe vendor will identify to the School System any work necessitating cutting into or through any part of the building structure that is not indicated on the prints furnished for this installation.

PermitsThe vendor shall obtain all necessary building or work permits.

DamageThe vendor will be responsible for and repair all damage to the building due to negligence of its workmen, and report to the School System any such damage to the building which may exist or may occur during the occupancy of the quarters.

FirewallsProvide for the firestopping of all conduits and sleeves through firewalls as required to meet code and local requirements. In addition, all walls that are penetrated above the suspended ceiling will require a sleeve and firestopping.

Test and InspectionsConduct tests and inspections in the presence of the Calhoun County School System representative after installation has been completed in order that the Calhoun County School System may be assured that the requirements for the installation have been met.

Completion NotificationPromptly notify the Calhoun County School System of the completion of such portions of work ready for inspection.

DefectsThe vendor will promptly correct all defects for which the vendor is responsible.

Customer Contact

The vendor must coordinate all work with the customer contact who will be designated before the commencement of installation. Work is to be coordinated so as not to interfere with the educational process.

InsuranceThe vendor must maintain insurance as required until such time as when the system is accepted by the Calhoun County School System.

Clean-UpClean up shall be performed daily when school is in session, and completely upon finishing at a site.

TEST / ACCEPTANCE CRITERIAAll category 5 cable runs will be tested and certified with test equipment such as the Micro-Test Pentascanner. Test results must be saved, printed and included in the as-built drawings and documentation. All fiber runs will be tested with a power meter to insure proper dB loss and continuity.

DrawingsUpon completion of the installation, the vendor will furnish two complete sets of as-built drawings showing cable routes, termination points, labeling, and equipment locations. Documentation must be supplied to the school before acceptance of the system can be completed.

TerminationsVendor will be responsible for complete system termination and interconnection. System must be tested to assure all ports and system functions are operational.

System CutoverVendor will provide at least one technician on site to provide trouble shooting when the school turns up any new IDF to the MDF and/or server.

Warranty InformationProvide a detailed description of all warranties, certifications, and guarantees associated with your proposed Cabling System and Ethernet System Equipment.

POTENTIAL VENDOR

Corporate Name and AddressThe vendor shall list their full corporate name and address.

Name of Company:Address:Telephone Number:FAX Number:Web site:Contact Email:Spin Number:

Sales, Installation and Support OfficeThe vendor shall list their office (including address and other contact information) that will support the installation.

Product / Services Offerings

The vendor shall briefly describe its products and services and lines of business. The Vendor shall also state their status, i.e. manufacturer, distributor agent, contractor, etc.

Warranty InformationProvide information about the warranty coverage that your company offers on parts, labor, and service.

Terms Provide information about payment terms.

CertificationsList the names of all certified technicians that work for your company and that will be available on this project. Also list certificates or status your company holds from manufacturers. Attach copies of those certificates to this proposal.

Availability of Phone SupportList the phone number(s) and daily hours your staff will be available for technical support.

Evidence of ability to provide on-site serviceExplain how your company will be able to provide next day on site service.

ReferencesList at least three references for similar size projects that your company has completed within the past two years.

Vendor Acceptance FormAn authorized agent or representative of the vendor shall sign a vendor acceptance form, with the information and statement below.

VENDOR ACCEPTANCEName of the Authorizing OfficerTitleName of FirmAddressCity, State, Zip CodeTelephone Number

I (print or type name) accept the technical specifications outlined in this RFP for (vendor), and am proposing an appropriate system and components which will meet its mandatory requirements or have noted clearly any exceptions. It is my understanding that my proposal, if accepted, will become part of our contract, and that the quoted prices will remain in effect for 90 days from the bid closing.

Vendor Authorized Signature ______________________________

Date ____________________

LAN CABLING: Ohatchee ElementaryOverview of site: 1 MDF (room D221) – rack mount(s) to hold: 3COM switches, VG200, patch panels, ups, etc. 0 IDF (all cables runs will originate in the central MDF) Connection to WAN: fiber to Ohatchee High School terminated at MDF (provided by general contractor) Other Telecommunications: 1 – 1Fb analog voice line should be terminated in the MDF with runs to the

office work room and principal’s office. (RJ11 terminations) Classrooms: 20 (3 dual drops each) All Offices/Conference Areas: Minimum of 1 dual drop each Media Center: dual drops as shown plus 2 wireless access points (wall or ceiling mounted) Computer lab shown on plans to be finished as classroom NOT lab Reminder: Hardware is not a component of this bid. It will be provided by the system. It is specified here

only for planning purposes.Itemized pricing: (List Unit Prices for each category)

Item Manufacturer Total Quantity

Material Unit Price

Labor Unit Price

Total Price

Total Bid Price

LAN CABLING : Pleasant Valley ElementaryOverview of site:

1 MDF – (room 125) rack mount(s) to hold: 3COM switches, VG200, patch panels, ups, etc. 2 IDFs (rooms 211 & 309) – connected by 1 fiber and 2 cat5 runs Connection to WAN: fiber to Pleasant Valley HS – should be included in this proposal Other Telecommunications: 1 – 1Fb analog voice line should be terminated in the MDF with runs

to the office work room and principal’s office. (RJ11 terminations) Classrooms: 20 (2 dual and 6 single drops each) All Offices/Conference Areas: Minimum of 1 dual drop each Media Center: dual drops as shown plus 2 wireless access points (wall or ceiling mounted) Computer lab shown on plans to be finished as classroom NOT lab Reminder: Hardware is not a component of this bid. It will be provided by the system. It is

specified here only for planning purposes.Itemized pricing: (List Unit Prices for each category)

Item Manufacturer Total Quantity

Material Unit Price

Labor Unit Price

Total Price

Total Bid Price

LAN CABLING: White Plains ElementaryOverview of site:

1 MDF (room S28)– rack mount(s) to hold: 3COM switches, VG200, patch panels, ups, etc. 3 IDFs (C13, N25, C28) 2 racks, 1 4’ wall mount box; connect to MDF w/ 1 fiber & 2 CAT5 Connection to WAN: T1 line from BellSouth, terminated in MDF Other Telecommunications: 1 – 1Fb analog voice line should be terminated in the MDF with runs

to the office work room and principal’s office. (RJ11 terminations) Classrooms: 20 (3 dual drops each) All Offices/Conference Areas: Minimum of 1 dual drop each Media Center: dual drops as shown plus 2 wireless access points (wall or ceiling mounted) Computer lab shown on plans to be finished as classroom NOT lab. Reading Pit not included in

bid. Reminder: Hardware is not a component of this bid. It will be provided by the system. It is

specified here only for planning purposes.Itemized pricing: (List Unit Prices for each category)

Item Manufacturer Total Quantity

Material Unit Price

Labor Unit Price

Total Price

Total Bid Price

LAN CABLING : Saks Elementary – Addition (May or May NOT be built)Overview of site:

1 IDF – connect to existing MDF w/ 1 fiber and 2 CAT5 runs – wall mount 4’ box for equipment Classrooms: 4 (3 dual drops each) All Offices/Conference Areas: Minimum of 1 dual drop each (approximately 7 offices) Classrooms and 2 offices will connect to new IDF, other offices will connect to existing MDF. Reminder: Hardware is not a component of this bid. It will be provided by the system. It is

specified here only for planning purposes.

Itemized pricing: (List Unit Prices for each category)

Item Manufacturer Total Quantity

Material Unit Price

Labor Unit Price

Total Price

Total Bid Price

Total Bid

Location Parts Labor Total

Ohatchee Elementary

Pleasant Valley Elementary

White Plains High School

Total for Above

Saks Elementary Schools

Total with Saks Elementary Option

Company Name: _______________________________________

Authorized Signature _____________________________________ Date ______________