IEDMONT UNIFIED SCHOOL DISTRICT

Technology Modernization: Wi-­fi Modernization PUSDRFP NO. 01-­12-­13

Prepared May 6, 2013

Proposals due by 2:00pm May 29, 2013

Proprietary and confidential

REQUEST FOR PROPOSAL

Piedmont Unified School District is requesting Proposals for a wirelesssystem refresh.

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Table of Contents

Introduction and BackgroundAdministrative

TECHNICAL CONTACTCONTRACTUAL CONTACTDUE DATESSCHEDULE OF EVENTS

Guidelines for Proposal PreparationPROPOSAL SUBMISSION

Detailed Response RequirementsEXECUTIVE SUMMARYDELIVERABLESDETAILED AND ITEMIZED PRICINGEXPERIENCE AND REFERENCESCOMPANY OVERVIEW

Evaluation Factors for AwardCRITERIA

Scope of WorkREQUIREMENTS

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Introduction and BackgroundThe Piedmont Unified School District (PUSD) is requesting Proposals for the purpose of modernizing itstechnology infrastructure. The intention of this RFP is to provide qualified vendors with enough informationabout the project(s) and the specifications for each to allow them to respond with a solution that theydetermine best meets those requirements.

The District’s award of contract, if at all, will be made in accordance with Public Contract Code section20118.2 and will be based on the District’s understanding of the Respondents’ respective skills, experience,proposed price and qualifications and overall thoroughness of the proposals and responsiveness to the RFPand during the RFP process.

The scope of this RFP will cover design, procurement and installation of a centrally managed Wi-­Finetwork to support 1:1 mobile learning at Piedmont High School, Piedmont Middle School, andMillennium High School;; and basic coverage at three elementary schools, Havens, Beach andWildwood.

Proposed solution will include plan design, wireless access points, adequate CAT6 patch cables toconnect access points to provided ceiling network drops, management components (ie controller),installation, configuration, user training, documentation and acceptance testing of installed components,including RF site survey to confirm successful implementation. Successful bids will explain how their solutionwill provide a wireless solution that will deliver optimal bandwidth, wireless coverage, effective throughput,network capacity, roaming capability and Quality of Service on the following campuses:

Piedmont High School, Millennium High, the District Office and Piedmont Middle School contiguous campuses, fiber backbone, roughly 75 classrooms, similar number of offices, 25

other learning spaces (libraries, gyms, student centers, multipurpose rooms, labs), androughly 6 outdoor learning and safety staging areas (sports fields, courts, gardening areasetc).

1650 staff and students Objective to support 1:1 density with at least 80% signal strength internally within 20 feet of

the build. Future density of up to 30 devices per classroom and 50 devices in media centers. CAT6 wired network drops available in classroom ceilings

Havens elementary school 30 classrooms, 2 library/multi-­use spaces, various offices and two outdoor spaces,

connected by 50mb opteman connection to main campus 525 staff and students Objective coverage in classrooms and offices CAT6 wired network drops available in classroom ceilings

Beach elementary school 22 classrooms, various offices, 1 outdoor space, 2 library/multiuse spaces, connected by

20mb opteman to main campus. Currently has 11 Aerohive access points 375 staff and students

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Objective coverage in classrooms and offices CAT6 wired network drops available in classroom ceilings

Wildwood elementary school 20 classrooms, 2 library/multiuse spaces, 2 outdoor spaces, various offices, 1gb fiber

connection to main campus. Currently has 9 Aerohive access points 320 staff and students Objective coverage in classrooms and offices CAT6 wired network drops available in classroom ceilings

Piedmont Unified School District (PUSD) is a public k-­12 school district in the East Bay that serves around2,500 students and has about 400 staff. It is made up of 6 schools and one district office.

All information provided by PUSD in this RFP is offered in good faith. Individual items are subject to changeat any time. PUSD makes no certification that any item is without error. PUSD is not responsible or liable forany use of the information or for any claims asserted therefrom.

The remainder of this document provides additional information that will allow a service provider tounderstand the scope of the effort and develop a proposal.

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Administrative

TECHNICAL CONTACTAny questions concerning technical specifications or Statement of Work (SOW) requirements must bedirected to:

Name Stephanie Griffin

Address 740 Magnolia Ave, Piedmont CA, 94611

FAX 510-­595-­3523

Email sgriffin@piedmont.k12.ca.us

CONTRACTUAL CONTACTAny questions regarding contractual terms and conditions or proposal format must be directed to:

Name Michael Brady

Address 760 Magnolia Ave, Piedmont CA 94611

Email mbrady@piedmont.k12.ca.us

DUE DATESAll proposals are due by 2:00 pm on 05/29/2013. Any proposal received at the designated location after therequired time and date specified for receipt shall be considered late and non-­responsive. Any late proposalswill not be evaluated for award.

1. This RFP will be posted to the PUSD (http://www.piedmont.k12.ca.us/?p=3753). Any additions orcorrections will be addressed in the form of addenda posted to the same location on the website.

2. Responses to all questions will be made by 5/21/2013 and will be posted on the district website.3. It is the responsibility of the prospective bidder to check the website for updates or addenda.4. You must provide one original and two copies of your proposal (3 total). You must also provide one

digital copy (CD or flash drive) of your proposal.

SCHEDULE OF EVENTS1. RFP Distribution to Vendors 5/8/20132. Walkthrough of site-­ required 5/16/20133. Questions Due 5/21/20134. Proposal Due Date 5/29/20135. Target Date for Review of Proposals 5/29/20136. Anticipated decision and selection ofVendor(s)

6/5/2013

7. Anticipated commencement date of work July 2013

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Guidelines for Proposal Preparation

PROPOSAL SUBMISSIONAward of the contract resulting from this RFP will be based upon the vendor(s) whose response, in thedistrict’s sole judgment, represents the best value considering program needs, technical issues, cost andother factors.PUSD reserves the right to:

Reject any or all offers and discontinue this RFP process without obligation or liability to anypotential Vendor,

Accept other than the lowest priced offer, Request that some or all of the respondents submit additional written information, Negotiate the terms and conditions of any contract for services that may hereafter be let by the

District, Award a contract on the basis of initial offers received, without discussions or requests for best and

final offers, and Award more than one contract.

Vendor's proposal shall be submitted in several parts as set forth below. The Vendor will confine itssubmission to those matters sufficient to define its proposal and to provide an adequate basis for thedistrict's evaluation of the Vendor’s proposal.

In order to address the needs of this procurement, PUSD welcomes Vendors to work cooperatively inpresenting integrated solutions. Vendor team arrangements may be desirable to enable the companiesinvolved to complement each other's unique capabilities, while offering the best combination of performance,cost, and delivery under this RFP. PUSD will recognize the integrity and validity of Vendor teamarrangements provided that:

The arrangements are identified and relationships are fully disclosed, and A prime Vendor is designated that will be fully responsible for all contract performance.

Vendor’s proposal in response to this RFP will be incorporated into the final agreement between PUSD andthe selected Vendor(s). The submitted proposals are suggested to include each of the following sections:

1. Executive Summary2. Deliverables3. Detailed and Itemized Pricing4. Exclusions5. Experience and References6. Company Overview

The details for each of the above-­mentioned sections are outlined below.

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Detailed Response Requirements

EXECUTIVE SUMMARYThis section should present a brief high-­level synopsis of the Vendor’s responses to the RFP. The ExecutiveSummary should be a brief overview of the proposed work, pricing, timeline, proposed contract performancepersonnel and their experience, and any features and benefits of the proposed work that the Vendor wishesto bring to PUSD's attention. If desired, details on scope, approach or methodology may be included.

DELIVERABLESDescribe each deliverable of the proposed work (including the task to be performed and the materials to beused) and the proposed timeline for performance.

DETAILED AND ITEMIZED PRICINGInclude a fee breakdown including labor, professional services, materials, and any other cost included withinthe fee.Breakout any ongoing licensing/support costs.Break out costs for outdoor/sports field coverage solution.Break out costs for each elementary school (Havens, Beach and Willdwood).

EXCLUSIONSIdentify any exclusions and/or exceptions to the RFP and the proposed contract terms and conditions

EXPERIENCE AND REFERENCESProvide information about your experience providing similar services during the past three years, withspecific focus on your provision of such services to school districts if applicable . Provide three currentreferences to representatives of schools, government agencies, or corporations for which you haveperformed similar work.

COMPANY OVERVIEWProvide the following for your company:

Official registered name (Corporate, D.B.A., Partnership, etc.), address, main telephone number,toll-­free numbers, and facsimile numbers.

Key contact name, title, address (if different from above address), direct telephone and faxnumbers.

Person authorized to contractually bind the organization for any proposal against this RFP. Brief history, including year established and number of years your company has been offering the

services contained in your response to the RFPl. Identify any subcontractors or vendors providing services or materials as part of your response to

the RFP, and any relationships between your company and such subcontractors or vendors.

Evaluation Factors for Award

CRITERIAAny award to be made pursuant to this RFP will be based upon the proposal offering the best value to thedistrict, with appropriate consideration given to cost, schedule, and operational, technical and management

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requirements.The following elements will be the primary considerations in evaluating all submitted proposals and in theselection of a Vendor or Vendors:

1. Completion of proposal.2. The extent to which Vendor’s proposed solution fulfills PUSD's stated requirements as set out in this

RFP.3. An assessment of the Vendor’s ability to deliver the indicated service in accordance with the

specifications set out in this RFP.4. The Vendor’s stability, experiences, and record of past performance in delivering such services.5. Availability of sufficient high quality Vendor personnel with the required skills and experience for the

specific approach proposed.6. Overall cost of Vendor’s proposal.7. Availability and commitment to completion date8. Acceptance of contract terms.

Scope of Work

REQUIREMENTSThe following information must be used in any proposal to perform the Project and in setting pricing for thisengagement:

1.0 District Requirements for a Wireless NetworkThe wireless LAN solution must provide sufficient coverage to allow seamless roaming throughout thecampus/site while maintaining optimal levels of performance in density. The wireless network -­ includingarchitecture, physical hardware, security, and management capabilities – is required to be feature rich andhighly available. It must be standards-­based and certified by the Wi-­Fi Alliance. Solutions that useproprietary technologies, extensions to established industry standards, or draft implementations of pendingindustry standards must be clearly identified as such in the proposal and may be considered by PUSD afterappropriate review.

1. All equipment and material should be new. Used, refurbished or repurposed equipment or materialwill not be acceptable.

2. Except as otherwise specified, the proposal must include the design, procurement, installation,configuration and testing of a centrally managed wireless network at our district sites. The cost ofsolutions for PHS/MHS/MHS/DO may be presented together;; the cost of solutions to sport field area(witter Field complex) and for each elementary school shall be presented separately.

3. equipment, and implementation.4. The proposed wireless solution shall provide seamless simultaneous dual-­band 802.11a/n and

802.11b/g/n radio coverage throughout all areas of the school sites for wireless access fromdesktops, laptops, tablets, handheld devices, mobile phones, and other manned or unmanneddevices equipped with IEEE 802.1x (“Wi-­Fi”) wireless interfaces.

5. The access points must be fully compliant with IEEE 802.11abg+n standards at minimum. Theequipment selected must be able to support an initial 802.1abg+n deployment.

6. All access points must be powered via industry standard PoE (802.3af / 802.3at).7. The proposed wireless solution shall provide continuous mobility for PUSD users throughout the

coverage area without having to re-­authenticate. The experience should be transparent to the user.Transitions between different connections should be smooth without disturbance in the applications

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that the user is running.8. The system must be capable of integrating with PUSD’s Active Directory service to allow only

authorized user access to the wireless networks requiring authentication and encryption. Must beLDAPS v3 compliant.

9. The system must be able to support multiple VLANs and Gigabit Ethernet speeds in order tointegrate seamlessly into the campus wired network and must provide the capability to applynetwork security filters to protect PUSD from malicious activity originating from wireless networks.The WLAN design must provide VLANs support and allow segmentation of user groups, creatingincreased system flexibility by allowing differentiation of LAN policies and services, such as securityand QoS, for different users. The proposed solution must provide coverage to outdoor commonareas coverage (PHS Quad and walk-­ways, Piedmont Park safety staging area, Witter AthleticComplex, PMS courts, blacktops at Wildwood, Beach and Havens). However, the cost of providingcoverage to each of the Witter Athletic Complex and elementary schools shall be identifiedseparately.

10. The wireless LAN must include mechanisms to mitigate and/or eliminate single points of failure forthe system. Respondents are encouraged to elaborate on the mechanisms proposed with theirsolution and the ways in which they mitigate and/or eliminate single points of failure.

11. The proposed solution must provide support for the logical segmentation of the system to supportdifferent user types (e.g. secure access for employees, secure and/or open access for public users,vendors, etc.). This must include the ability to define and manage different profiles forauthentication, encryption and other service characteristics based on the requirements of each user.

12. The proposed solution must be able to limit the amount of wireless bandwidth available per singleclient and no more than a certain amount for all public user connections as a percentage of the totalamount of bandwidth. PUSD Staff users should have priority of Wireless Network resourcescompared to public or student user Internet access.

13. A significant concern is the breadth of security measures supported by the proposed WLAN systemas well as the ability to safeguard the District and utilize the system as a mechanism for detectingand locating rogue access points and users. The following requirements are designed to specifystandards adherence, range of security protocols supported, and future-­proofing of the system.

a. Support for “MAC” address filtering.b. Support for WEP, WPA, WPA2, TKIP, and/or AES encryption.c. Access point should have the capability of handling multiple SSIDs.d. System should provide a “splash screen” or "capture portal" for public/ guest access

authentication.e. The proposed WLAN should support wireless intrusion detection/prevention (WIDS/WIPS)

and provide countermeasures and remediation against rogue APs and denial of serviceattacks.

f. The management console should provide a single consolidated view of intrusion alarms andWLAN status.

g. The system should notify and send alerts when rogues are detected.14. A chief concern is the ability to centrally manage the wireless environment as a network resource.

a. The management system must be able set alarms,b. push centralized configurations to multiple access points on the network,c. provide traffic and usage reports,d. provide rogue access point detection/reports,e. provide real-­time client information for the entire network or per access point,f. track a particular user on the network by Mac address or username,g. provide the tools to disconnect them from network if necessary.h. The proposed management tool should allow for configuration and monitoring reports to be

generated. (Top 10 bandwidth users/groups, SLA compliance, etc)

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i. Each access point should be capable of being individually managed by a secure webinterface (https) that provides access to all system features.

15. The proposal must identify the proposed warranty for the wireless network, as well as themanufacturer warranties on the equipment.

2.0 TrainingAs part of the wireless implementation PUSD would like to ensure training is provided to all personnelinvolved in supporting the wireless environment and the use of it features. Following the successfulcompletion of the project, the vendor is required to provide a minimum of 1 day of training on the properconfiguration, daily operation, and maintenance of the system.

1. The training will be for no more than 5 individuals who work directly for the IT Department. Thevendor will provide at minimum 2 copies of all installation, configuration, and training materials. Thisincludes any and all materials offered by the vendor deemed to be helpful in the day to dayoperations of the system.

3.0 Maintenance and SupportFollowing the successful completion of the project, the vendor is required to provide the following supportinformation regarding technical support and other vendor services.

1. Materials describing the process for reporting a hardware and or software failure in any of thecomponents of the proposed system.

2. The methods available for contacting tech support (phone, email, website, etc.) including escalationprocedures.

3. Standard warranty and maintenance for each of the components proposed.4. Upgrade path for management software and any annual support fee for the software.

4.0 DocumentationAs part of the project design, a detailed physical network diagram and RF Survey shall be provided to PUSD.The diagram shall show the location of all network equipment and details of all connections betweenequipment. Details shall also include:

1. Equipment make and model2. Serial numbers3. IP Addresses4. Backbone port, media, speed and duplex settings5. VLAN assignments6. Any other special settings

RF Survey should demonstrate1. successful verification that all Access Points are visible and configurable in the "controller"2. at least 80% signal strength internally within 20 feet of the Access Point or equivalent to meet

coverage/density needs

5.0 CostAll items should be grouped in the following categories:

1. Hardware2. Software and Licenses3. Professional Services

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4. Maintenance & SupportEach item must be itemized detailing its Description, Unit Cost and Quantity. Break out costs to provideCoverage to Witter Athletic Complex, and to each Elementary School site.

6.0 Vendor List Areohive

Aerohive Networks 330 Gibraltar Drive Sunnyvale, CA 94089

Aruba Aruba Networks, Inc 1344 Crossman Ave. Sunnyvale, CA 94089-­1113

Cisco Cisco Systems, Inc. 170 West Tasman Dr. San Jose, CA 95134 USA

Ruckus Ruckus Wireless 880 West Maude Avenue Suite 101 Sunnyvale, CA 94085

7.0 Campus LocationsCampus LocationsCampus Name

Address City State Zip

Piedmont High School 800 Magnolia Ave Piedmont CA 94611District Office/MHS 760 Magnolia Ave Piedmont CA 94611Piedmont Middle School 740 Magnolia Ave Piedmont CA 94611Havens Elementary School 323 Highland Ave Piedmont CA 94611Beach Elementary School 100 Lake Ave Piedmont CA 94611Wildwood ElementarySchool

301 Wildwood Ave Piedmont CA 94611

Exhibit A Maps

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Stephanie Griffin

Stephanie Griffin

Stephanie Griffin

Library 201

Havens Schoolmates

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MPR 230

Art 315

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Read Res 229

Spec Ed 228

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Roscelli/Ellis 307

Taylor 305

Hix 357

Meredith 355

Morrow 353

Jepsen 351

Science 344

Costello 342

Knowland 338

deBlieck Miller

101

Adams/Vogel 109

Bunje 309

Valva 340

227

Wk Rm 103

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SCHOOL HOURS Wednesdays: 8:30-1:45 Grades 1-5

8:20-11:45 AM Kindergarten 10:20-1:45 PM Kindergarten

Mon,Tues,Thurs,Fri: 8:30-3:00 Grades 3-5

8:30-1:45 Morning Stagger Grades 1 & 2 9:35-3:00 Afternoon Stagger Grades 1 & 2

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