RFP: Network Rewiring

Request for Proposal
Network Rewiring
Pine Mountain Regional Library System
E-Rate Funding Year July 1, 2018 through June 30, 2019

E-Rate 471 Window – January 12, 2018 through March 14, 2018
FINAL CORRECTIONS, ADDITIONS – 3 March 2018

REQUEST FOR PROPOSAL
Network Rewiring
Pine Mountain Regional Library System

The Pine Mountain Regional Library System invites vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (RFP). This RFP provides the requirements and evaluative criteria for library network rewiring and requests a detailed response from all prospective vendors, including pricing and service descriptions, in a specified format.

The work proposed in these specifications is dependent upon receipt of E-Rate Funding for Internet Access for the Erate Funding Year July 1, 2018 through June 30, 2019

The intent of this RFP is to enter into a contract or contracts for library network rewiring for seven library buildings over a one (1) year period to begin July 1, 2018, and run through June 30, 2019.

Background Information

The Pine Mountain Regional Library System is headquartered in Manchester, Meriwether County, Georgia. The library system consists of 7 libraries within four (4) counties: Meriwether, Talbot, Taylor and Upson. The library system presently has approximately 100 computers in the system and all sites are presently connected through T-1 lines to the Internet.

Scope of Services: The vendor will install and terminate network cabling for the library’s public area, office, wireless access points and other locations as requested at the following sites:

Library name Address Square Footage
Butler Public Library 56 West Main St.
Butler ,GA 31006-0508
3,500
Greenville Area Public Library 2323 Gilbert St.
Greenville, GA 30222-071
3,500
Hightower Memorial Library 800 West Gordon St.
Thomaston, GA 30286-0631
6,350
Manchester Public Library 218 Perry St.
Manchester, GA 31816-0709
17,559
Reynolds Community Library 208 North Winston St.
Reynolds, GA 31076-0467
2,800
Talbot County Library 75 North Jefferson St.
Talbotton, GA 31827-0477
4,400
Yatesville Public Library 77 Childs Ave.
Yatesville, GA 31097-0087
2,800

Services Required for this RFP

The intent of this RFP is to enter into a contract or contracts to rewire the network cabling at all seven library locations. The work will include:

  1. Cat 6 network cabling for all library networks.
  2. Fiber cabling between the wiring closets and MDF as needed.
  3. Installation of one data drop for each library computer and required cabling and networking equipment. The vendor will be responsible for installing the wireless access points but will NOT be responsible for configuration.
  4. The vendor will terminate all runs with Cat 6 jacks that match the cabling type at the workstation location and will similarly terminate at the MDF patch panel.
  5. The vendor will label jacks according to the existing building scheme or as otherwise requested at time of installation by PMRLS.
  6. The vendor will test all runs for continuity and provide verification of testing.
  7. The vendor shall use shielded cable for runs which may experience interference from other equipment along the run’s path.
  8. The vendor will provide appropriate wire management components as requested by PMRLS.
  9. The vendor shall utilize wiring that is appropriately fire-rated and in compliance with all fire and electrical codes.
  10. The vendor shall ensure that the cabling are covered under warranty against defect for a minimum of one (1) year from the date of installation.
  11. The vendor shall be responsible for obtaining all permits and appropriate inspections/approvals as required by law.

Invoicing

Vendors submitting responses to this Request for Proposal agree to provide discounted billing for services associated with this proposal and seek reimbursement of the discount amount according to the invoicing/reimbursement guidelines of the Schools and Libraries Division of the Universal Service Fund. Pine Mountain Regional Library System will pay for the discounted portion of services provided under this proposal. Invoices should be broken down by individual library listing the appropriate discounted charge for each contracted facility. Total costs may be listed minus the applicable discount amount to arrive at the discounted amount accounted to each library in the Pine Mountain Regional Library System.

General Conditions

This RFP is not a contract offer. Acceptance of a proposal neither commits the Pine Mountain Regional Library System to award a contract to any vendor, even if all requirements stated in this RFP are met, nor limits the library’s rights to negotiate in the library’s best interests. The Pine Mountain Regional Library System reserves the right to contract with a vendor or vendors for reasons other than just price.

Failure to answer any questions in this RFP may subject the proposal to disqualification. Failure to meet qualifications and requirements will not necessarily subject a proposal to disqualification.

It is important that the vendor understand that this Network Rewiring Proposal has been submitted on Pine Mountain Regional Library System E-Rate applications which, if approved, will entitle us to approximately 80%-90% discount through the Universal Service Fund. If you are not familiar with this process, please call Lorraine Smalley at 707-846-2186, extension 113.

The table below outlines E-Rate discount levels for each library.

Erate Discount Levels:
Library name Address E-Rate Discount Level
Butler Public Library 56 West Main St.
Butler, GA 31006-0508
90%
Greenville Area Public Library 2323 Gilbert St.
Greenville, GA 30222
90%
Hightower Memorial Library 800 West Gordon St.
Thomaston, GA 30286-0631
80%
Manchester Public Library 218 Perry St.
Manchester, GA 31816-0709
90%
Reynolds Community Library 208 North Winston St.
Reynolds, GA 31076-0467
90%
Talbot County Library 75 North Jefferson St.
Talbotton, GA 31827-0477
90%
Yatesville Public Library 77 Childs Ave.
Yatesville, GA 31097-0087
80%

Right of Rejection

The Pine Mountain Regional Library System (PMRLS) reserves the right to accept or reject any or all responses to this RFP and to enter into discussion and/or negotiations with one or more qualified vendors at the same time, if such actions are in the best interest of the Pine Mountain Regional Library System. PMRLS reserves the right to reject any or all proposals or parts thereof, as deemed to be in the best interest of the System.

Cost of Proposals

Expenses incurred in the preparation of proposals to this RFP are the sole responsibility of the vendor.

Proposals for Specific Libraries, Groups, or Regions

Bidders may submit proposals for individual libraries, for a group of libraries or for all libraries in the Pine Mountain Regional Library System, as best suits their business and capabilities.

PROPOSAL DELIVERY

Proposal Submission

Proposals should be submitted in a sealed envelope addressed to the following by mail, delivery service, or hand delivery, no later than 5:00 PM EST, FRIDAY, March 9, 2018. Proposals must be received at the Pine Mountain Regional Library System Conference Room by this date and time. No faxed or emailed copies will be accepted.

Send Proposals to:

Pine Mountain Regional Library System
ATTN: Network Rewiring Proposal
P.O. Box 709 – 218 Perry St.
Manchester, GA 31816-0709

Questions

All questions pertaining to this RFP must be submitted in writing by email tolsmalley@pinemtnlibrary.org. Questions submitted up to Thursday, March 1, 2018 will be answered in the form of an addendum, which will be posted to http://www.pinemtnlibrary.org/rfp/pmrls_2018NR.html no later than 5:00pm, Friday, March 23, 2018.

Bidders are responsible for information, changes, additions, etc., posted in the addenda on the library website at http://www.pinemtnlibrary.org/rfp/pmrls_2018NR.html.

Evaluation Criteria

Pine Mountain Regional Library System will be evaluating and weighing the following criteria when considering the various Network Rewiring proposals. These standards are listed in descending order of importance.

Evaluation Criteria Weight
Cost effectiveness of service 50%
Comprehensive implementation designed to minimize disruption of current library Internet activities 25%
Experience and capabilities of account support group 15%
Locality to Pine Mountain Regional Library System 10%
Total 100%

Instructions to Bidders

This RFP document and subsequent addendum pages may be viewed, printed, downloaded from the Internet at http://www.pinemtnlibrary.org/rfp/pmrls_2018NR.html.

The Pine Mountain Regional Library System (PMRLS) reserves the right to accept and award a contract and/or contracts to the lowest responsive, responsible bidders. PMRLS reserves the right to reject any or all proposals or any part thereof. PMRLS reserves the right to award a contract or contracts based on evaluation of specific criteria found in these specifications. Proposals on forms other than those provided herewith will be rejected. PMRLS also reserves the right to reject any and all proposals.

Vendors should frequently check http://www.pinemtnlibrary.org/rfp/pmrls_2018NR.html for updated information and addenda during the proposal process.

Qualifications of Bidders

The Pine Mountain Regional Library System (PMRLS) may make such investigation as they deem necessary to determine the ability of bidder to perform the work. PMRLS reserves the right to reject any proposal if investigation of such bidder fails to satisfy the PMRLS that such bidder is properly qualified to carry out the obligations of the contract, and to complete the work contemplated therein.

Bidders may be required to submit the names and addresses of the officers or principals of the Corporation, Firm or Partnership submitting a proposal. Failure to comply could result in the rejection of such proposal as non-responsive.

All bidders must be prepared to present suitable evidence of their financial standing.

PMRLS has the right to reject any and all proposals from any bidder that is in or contemplates bankruptcy of any chapter or nature. Said bidder must notify the Pine Mountain Regional Library System in writing of any existing condition or knowledge of same.

No verbal instructions or information to bidders will be binding. The specifications will be considered clear and complete unless written attention is called to any apparent discrepancies or incompleteness thereof, before the opening of proposals. Should any written inquires be received by PMRLS, these inquiries will be answered in the form of an addendum and posted for access by all providers. All questions pertaining to this RFP must be submitted in writing by email to lsmalley@pinemtnlibrary.org. Questions submitted up to Thursday, March 1, 2018 will be answered in the form of an addendum, which will be posted to http://www.pinemtnlibrary.org/rfp/pmrls_2018NR.html no later than 5:00pm, Friday, March 2, 2018. These addenda shall then be considered a part of these specifications.

The submission of a proposal will be considered as conclusive evidence of complete examination by a bidder of all instructions, specifications, and addenda.

Proposal Form – Signature Page is provided in these specifications. This form must be used in submitting a proposal, and all pages of the form must be completely filled out, and the whole signed by the bidder.

No proposal may be withdrawn later than 4:00 PM on the day of the opening of proposals. No modifications of any proposals will be allowed after the same is sealed and delivered to PMRLS, however, a bidder may withdraw a proposal before 4:00 PM on the day of the opening of proposals and submit another proposal before the closing date and time. A bidder may submit as many proposals as they desire.

Form of Contract

The successful bidder will be required to execute a written contract with PMRLS within five (5) business days after acceptance of proposal or proposals. It is expressly understood and agreed by the bidders that the contractual obligations of PMRLS to the bidders are effective only 1) after the execution of a contract or contracts signed by all parties and 2) E-Rate funding is secured from the School and Libraries Division of the Universal Service Fund.

Specifications

These specifications are intended to cover the furnishing of all materials and the performance of all work that may be required or necessary for the complete performance of the contract, and the bidder will be required to do all things that may be necessary to fully complete the work within the purview of these specifications.

Equipment and/or material to be furnished shall meet with the approval of the Technology Services Coordinator or designated representative..

All equipment and/or material shall conform to the requirements of these specifications, and any equipment and/or material condemned by the Technology Services Coordinator as not meeting these specifications shall at once be removed and replaced with acceptable equipment.

Additions or Deductions

PMRLS shall have the right, without invalidating this RFP or any and/or all contracts, to make additions to or deductions from the work covered by these specifications, and in case such deductions or additions are made, an equitable adjustment of the addition to or deduction in cost shall be made between PMRLS and the bidder, as shown in a written amendment to the contract.

Protection by Bidder

All bidders agree to indemnify and hold harmless the Pine Mountain Regional Library System and their representatives from all suits or actions of every nature and description brought against them or any of them, on account of the use of patented or copyrighted appliances, materials, products or processes, and from all legal expenses and costs of suits regarding the same.

Bidders shall obey all Federal, State, County, and City laws or ordinances in any way pertaining to the work, and shall obtain all permits that may be necessary for its performance if required. (a) That in the hiring of employees for the performance of such contract, no bidder, sub-contractor, nor any person acting on behalf of such bidder or sub-contractor shall by reason of race, creed or color discriminate against any citizen of the United States who is qualified and able to perform the work to which the employment relates; (b) Nor shall they in any manner discriminate against or intimidate any employees hired for the performance of the work on account of race, creed or color. House Bill 87, Section 3, E-verify Form.

All bidders shall not assign, transfer, convey, sublet or otherwise dispose of the contract or any part thereof to anyone without the written consent of the Pine Mountain Regional Library System.

Reservations

PMRLS reserves the right to reject any or all proposals and also reserves the right to waive any informality in the proposals received.

Any bidder who has demonstrated poor performance during either a current or previous agreement with PMRLS may be considered as an unqualified source and their proposal may be rejected. PMRLS reserves the right to exercise this option as is deemed proper and/or necessary.

Proposal Form

Attached to these specifications is Proposal Form-Signature Page which must be completely filled out and signed by each bidder and included in their RFP submission.

All proposals must be sealed, marked, and delivered in accordance with the instructions in this RFP. Proposals will be opened and read by PMRLS administrative staff, Technology Services Coordinator, and the Library Business Manager at the closing of the due date. Recommendations will be made and the Director may award a contract or contracts as PMRLS deems appropriate.

Excemption From Georgia Sales Taxes

The Pine Mountain Regional Library System is exempt from Georgia State Sales Tax. Net prices as shown in the proposal shall exclude said State tax amounts. Bidders shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax exempt status of the Pine Mountain Regional Library System. Following a contract award, an exemption certificate will be furnished by Pine Mountain Regional Library System.