request for proposals for internet service provider (isp) · request for proposals for internet...

Request for Proposals

For Internet Service Provider (ISP)

The City of Colville is seeking proposals to increase bandwidth to seven (7) of its citybuildings/departments. Our contracted IT provider has evaluated the current Internetconnections and has made recommendations for improving those connections. The Cityis looking to partner with vendors that can provide business level internet accessservices for seven (7) City facilities. The City is also willing to entertain and evaluatethose that can offer bundled services that may include Telephone along with theirInternet access. Vendors are asked to submit their proposals for each locationseparately listing the different options available to that location.

As a government agency a sound robust internet access service is required to serve asthe foundation for future Colville City WAN and LAN connectivity and vendors will berequired to provide priority levels for repairs and services that will allow the City tomaintain its availability in support of government operations. We are interested incentralizing access and processes into City Hall in the near future for key software andapplications such as, but not limited to, electronic timesheets or file sharing.

Proposers are also encouraged to propose alternative solutions, designs and/orsystems capable of providing the required services, preferably at a reduced cost.

Specifications:

a) ISP shall provide at minimum the recommended connections as listed in theattachment titled "City of Colville Internet Service Recommendations".

b) ISP shall provide a static IP address for locations accessing the Internet.c) ISP shall provide bandwidth 24 hours per day, 365 days per year.d) ISP shall have network engineering support 24 hours per day, 365 days per year.e) ISP shall maintain network monitoring capability and notification to the City at the

point of any disruption of service.f) ISP shall provide web-based bandwidth utilization reporting.g) ISP shall install all services and equipment included in proposal.h) ISP shall guarantee quality of service - minimum uptime 99% per month with

documented discounts given for outages exceeding 4 hours. The City does allowfor pre-arranged outages during off-hours for vendor maintenance.

i) ISP shall state the number of calendar days in which to substantially completethe project. Time is of the essence of the contract.

j) ISP shall identify sub-contractors (if any) along with qualifications in the proposal.

Pricing

a) Pricing shall be quoted as a cost per month inclusive of any fees and taxes.b) Detail costs for setup/installation per facility.

Evaluation Process

The City will evaluate proposals based on best value including relative merit, risk andvalue for the City.

Selection shall be based on a combination of responsiveness, cost, experience,references, and time frame to deliver service. Award shall be made to the qualifiedbidder whose proposal is most advantageous to the City with price and other factorsconsidered.

The City intends to initiate services as soon as practicable.Note: There is a current contract in place for ISP service at the Public Works and StreetDepartment through 11/19/2016. For those buildings the new service would not beginuntil 11/20/16.

The City plans to enter into an agreement for one year with the option to renew for four(4) subsequent years if advantageous to the City.

The City reserves the right to negotiate with any vendor. The successful vendor(s) maybe asked to participate in negotiations and be asked to make revisions to theirproposals based on these negotiations. The City is not obligated to accept the lowestcost or any other proposal.

The City may cancel the procurement at any time or reject any or all proposals in wholeor in part choosing services from differing vendors that fit the needs and connectivityrequirements for each City facilities connection.

Proposal Submissions

All proposals must be itemized and include the per unit and total extended cost of items.Any and all delivery, shipping, and insurance charges must also be listed. Where thequantity purchased effects the price per unit, the vendor is to indicate the price breakpoints in relation to the number of units.

Alternatives, variations and exceptions must be clearly stated.

All proposals must include up to two (2) pages with information pertaining to thecompany, qualifications and experience.

All proposals must include three (3) business references preferably with at least one (1)being with a municipality of like size.

This RFP does not commit the City to award a contract, to pay any costs incurred in thepreparation of a response to this request, or to procure or contract for services orequipment.

In submitting a proposal, each vendor represents that they have read and understandthese requirements.

Bid Packages

Sealed proposals must be clearly marked "RFP - ISP" and received by the office of theCity Clerk, Holly Pannell, at City Hall located at 170 S. Oak Street, Colville, Wa. 99114,no later than 12:00 noon on November 9, 2015

No proposals will be accepted by facsimile.

The City of Colville assumes no responsibility for delays caused by the U.S. PostalService or any other delivery service to include email. Late proposals will not beaccepted.

The awarded vendor(s) to include sub-contractors will be required to register as abusiness in Colville. This pertains to any business selling a product or providing aservice of any kind, even if the business location is not within the city limits. Fees due tothe City will be required payment prior to execution of contract. Applicants must alsoprovide a statement from the Department of Revenue stating no taxes are due.

The City does not employ a staff member to provide IT services. Requests forclarifications may be directed to City Council member Nancy Foil:nancvfoll(S)colville.wa.us no later than October 27, 2015.

City of Colville Internet Service Recommendations

City Hall-170 S. Oak

11 employeesCurrent Speed: 4.5 Mbps

Recommendation: Minimum of 10 Mbps Download / 3 Mbps Upload / (Bridged / Transparent) Static IP

Fire Department-293 E. 1st

3 part-time officer volunteersCurrent Speed: 1 Mbps


Police Department - 147 E. Astor

12 employeesCurrent Speed: 4.5 Mbps


Parks & Recreation - 356 E. Dominion

3 employees plus seasonal workersCurrent Speed: 1 Mbps


Street Department - 404 W. 10 (current building destroyed in recentfireto be re-built in spring2016). There is an Ethernet cable buried between the building site and the connect point in thepublic works (water department) building.

3 employeesCurrent Speed: Unknown bridge speed to Water Department for shared connection

Recommendation: wireless Bridge from Public Works (Water Department) to Street Department building.

WWTP-353 Louis Perras Rd.

2 employees plus seasonal workersCurrent Speed: 2 Mbps


Public Works (WaterDepartment) 1044 N. Lincoln

11 employeesCurrent Speed: 5 Mbps


2015 RFP for ISPNovember 9, 2015

All rates are per month

City Hall

Police Dept.

Fire Dept.

Parks/Recreation

Street Dept.

WWTP

Water Dept. (Public Works)

Internet

SIP Voice

Subtotal monthly (includingtaxes/fees)

Desert Winds Wireless/InternetXpress

City Requested10 mbps/3

$ 165.00

$ 165-75

3 mbps/i$ 54-00

3 mbps/i$ 54-00

3 mbps/l$ 54-008 mbps/5$ 165-75

$ 658.50

Recommended15 mbps/io

$ 287.5015 mbps/15

$ 330.005 mbps/i

(expandable to15/15)

$ 79-50(Expandable to 15/15)

5 mbps/5$ 130.00

(Expandable to 15/15)

15 mbps/5$ 244.00

$ 1,071.00

Century LinkISP w/ recommendedbandwidth + static IP;

full 100% serviceuptime, no equipment$ 800.00

$ 550.00

$ 390.00

$ 390.00

$ 390.00

$ 390.00

$ 550.00

$ 3,875-20

MPLS withAdtran routers;

internet$ 855.00

$ 710.00

$ 480.00

$ 480.00

$ 480.00

$ 480.00

$ 710.00

$ 350.00

$ 5,090.40

MPLS with Adtranrouters; internet;

SIP voice$ 855.00

$ 710.00

$ 480.00

$ 480.00

$ 480.00

$ 480.00

$ 710.00

$ 350.00

$ 120.50

$ 5,225.36

Set up feesCity Hall

Cable Run CatsECable Run fiberPoint to point wireless link

Fire Dept.Set up fees

Street Dept.Setup

Subtotal Set up fees

$ 1,824.76$ 2,384.28$ i,350.oo

$ 50.00

$ 1,824.76$ 2,384.28$ 1,350.00

$ 50.00

-

II

$ 5,609.04

$ 50.00 ||

$ 5,659-04

TOTAL 6,267.54 $ 6,730.04 $ 3,875.20 $ 5,090.40 $ 5,225.36

Excel/Request for Proposals/2015 ISP RFP Summary

•* WIRELESS •••

February 3, 2016

Desert Winds Wireless d.b.a. Internet Xpress(509) 591-08086855 W. Clearwater Ave. A101-104Kennewick, WA 99336

Colville Office - Internet Xpress463 W 5th Ave, Colville, WA(509) 685-0403

Subject: Bid Proposal for The City of Colville Internet Service RFP

Attn: Nancy Foil and The City of Colville City Council,

Please find attached the revisions to the RFP for Internet Service.

After consulting with Nancy Foil, Brandon @ Vision MS and Brad Nixon @ Rural resources, thefollowing are believed to be the best methods for providing the requested interconnectivity for theCity buildings and to provide Internet access. The chosen method takes into account future growth ofelectronic and digital use and increased demands on Internet services.

This proposal is written as a complete package and is not quoted for each separate location. DWW willhandle all routing between each remote location. DHCP services will be handled by DWW. DHCPattributes will be defined by Vision MS. Subnets will be designated by Vision MS and administered byDWW.

There are 3 separate quotes. Each quote utilizes the same VLAN connection to City Hall from each ofthe remote locations, but varies in the method that City hall is connected to DWW's network. VisionMS has also requested a quote for DWW to manage and install all of the WiFi Access Points in eachremote location. This is listed on each quote under the heading of WiFi. The WiFi service does nothave to be provided by DWW, but does go hand in hand with the Internet and VLAN connectivity andmakes another single point of contact for the related services.

^V

W

••• WIRELESS •••


Colville Office - Internet Xpress463 W 5th Ave, Colville, WA(509)685-0403

Definition of terms:

LAN - Local Area Network (Is a network that connects computers and other devices in a relatively smallarea, typically a single building or a group of buildings. Most LANs connect workstations and personalcomputers and enable users to access data and devices (e.g., printers and servers) anywhere on thenetwork.)

VPN - Virtual Private Network (is a network that is constructed by using public wires — usually theInternet — to connect to a private network (LAN), such as a company's internal network (LAN). Thereare a number of devices and software that enable you to create VPN networks using the Internet asthe medium for transporting data.)See illustration:

VPN Diagram

Remote office ARemote office B

DESERT WINDSWIRELESS


Colville Office — Internet Xpress463 W 5th Ave, Colville, WA(509) 685-0403

VLAN - Virtual Local Area Network (is a group of devices on one or more LANs that are configured tocommunicate as if they were attached to the same wire, when in fact they are located on a number ofdifferent LAN segments. Because VLANs are based on logical instead of physical connections, they areextremely flexible.)See Illustration:

Internet Connection

VLAN

Cityhall - LAN

Internet Connection

Police Department - LAN

VLAN

Fire Department - LAN

VLAN

Parks & Recreation - LAN

VLAN

WWTP - LAN

Public Works - LAN Street Department - LAN

WAN - Wide Area Network (is a telecommunications network or computer network that extends overa large geographical distance.)

W••• WIRELESS •••



VPN vs VLAN comparison:

• A VPN is limited by the upload and download of the Internet connection at the local and remote

locations. The purposed VLAN would not go to the Internet, but would stay "local" to the DWW

network. This allows for reduced latency and bigger data connections between locations.

• The VLAN is managed by DWW and does not require expensive firewalls and Internet content and

security filtering routers at each location. This is because each location is only connected back to the

VLAN and not the Internet. This is a huge cost savings in equipment, yearly licensing fees and router

management expenses. A VPN will require each remote location to have expensive firewall and content

filtering routers at each location because they are each individually connected to the Internet.

• A VLAN managed and maintained by DWW provides for a single point of contact for support. If ever any

connection problems occur, DWW will be the only point of contact. No transfer of fault from one

provider to another.

• Using DWW and creating a VLAN to connect each remote location has the advantage of symmetrical

connections. The upload and download speed of a symmetrical connection is the same. Most Internet

connections have a different upload and download speed (asymmetrical). Asymmetrical Internet

connections often cause bottle necks because of slower upload speeds, when attempting the use VPN

connections.

List of Locations:

City Hall:

VLAN - 50 Mbps connection. This will connect to all of the other remote locations.

Internet - 30 Mbps connection. City Hall and all of the remote locations, excluding the PoliceDepartment, will access the Internet here. This allows one Internet security firewall and contentfiltering router to be used for all of the city.

Two possible solutions to connect City hall to DWW's network exist.

1.) Wireless connection. A high capacity, low latency wireless backhaul will connect City hall to DWW's

network.

• •< WIRELESS •••

Desert Winds Wireless d.b.a. Internet Xpress(509)591-08086855 W. Clearwater Ave. A101-104Kennewick, WA 99336

Colville Office - Internet Xpress463 W 5th Ave, Colville, WA(509) 685-0403

2.) Wired connection. This option is strongly encouraged and highly recommended. A wired connection

will allow an easy path for future increases of bandwidth and will reduce a possible point of failure. A

wired connection will require trenching across the alley way between DWW's cabinet and City hall's

phone closet. Conduit will be buried in the trench between the two locations. Ethernet cable or Fiber

Optic cable will be pulled through the conduit and will be the medium used to connect City hall to

DWW's network. Since the Police Department shares a phone closet with City hall, this conduit will also

contain the Ethernet cable or Fiber optic cable used to connect the Police Department to the Internet.

Fire Department

VLAN - 10 Mbps connection back to City hall.

Police Department

Internet -10 Mbps Internet connection. The police department is required to be separate from the

rest of the network and therefore will not be part of the VLAN, but will be routed directly to the

Internet.

Parks & Recreation

VLAN -10 Mbps connection back to City hall.

Street Department


WWTP


Public Works (Water Department)

VLAN - 10 Mbps connection back to City hall.

DESERT WINDS••« WIRELESS ••



Quote 1 - Wireless connection to City Hall

Wireless connection to City hall.Setup and Install fee for all locations: $2000Monthly service charge for VLAN and Internet connections: $1100

WiFi:Installation fee for remote locations: $400Monthly maintenance and management fee for all locations: $40

DWW Cabinet

•Trench and conduit path

DWW Tower

^V 1

W• •• WIRELESS •••

Desert Winds Wireless d.b.a. Internet Xpress(509)591-08086855 W. Clearwater Ave. A101-104Kennewick, WA 99336


Quote 2 - Wired connection to City Hall - DWW manages construction

Wired connection to City hall.Setup and Install fee for all locations: $5500Monthly service charge for VLAN and Internet connections: $1100


DWW Cabinet

• Trench and conduit path

DWW Tower

WIRELESS



Quote 3 - Wired connection to City hall - City of Colville manages construction

Wired connection to City hall.Setup and Install fee for all locations: $1500Monthly service charge for VLAN and Internet connections: $1100


DWW Cabinet

• Trench and conduit path

DWW Tower

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