CAMERON PARISH LIBRARY RFP 2015-2016
2015-2016 REQUEST
FOR PROPOSALS
WAN AND INTERNET
RELEASED DECEMBER 9, 2014
Deadline for Submission January 26, 2015 at 2:00 pm
20152016
CAMERON PARISH LIBRARY 501 Marshall St. Cameron, La.
CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
1.
PURPOSE
CAMERON PARISH LIBRARY is seeking responses from interested E-Rate vendors for the
following products and services:
1.1
Category 1
1.1.1 Wide-Area Network
1.1.2 Internet Access
1.2
The successful bidder (s) will have the capabilities and willingness to partner with CAMERON
PARISH LIBRARY on this endeavor to offer 21st technology to the library patrons throughout
Cameron Parish.
2.
OVERVIEW
2.1
This section is provided as a general overview of the Projects and does not modify the more
specific sections that will follow and are contained within this Request for Proposal.
2.2
CAMERON PARISH LIBRARY is the third largest parish by land area and is the fourth-largest by
total area. This very rural parish has an estimated population of 6,839 people. Cameron Parish
Library system operates six branches. The Cameron Parish Library desires fiber wide-area
network connections between all branches and Internet Access at the data center. The Internet
Access is shared among all library branches.
3.
SCOPE OF SERVICES CATEGORY 1
3.1
Category 1-External Connections (Wide-Area Network and Internet Access)
3.2
Wide-Area Network Circuits
3.2.1 CAMERON PARISH LIBRARY is seeking pricing for fiber connected point-to-point
circuits with a minimum speed of 50 MBPS. Please provide quotes for higher-speeds
such as 100 MBPS and 500 MBPS, if available. Please explain any burstable solutions
and options to increase or decrease connectivity during an agreement term. The service
provider will hand-off a minimum of 50 MBPS connection between each library site and
into the CAMERON PARISH LIBRARY Data Center (Main Library). If pricing is being
provided for a solution other than fiber point-to-point, the proposal must clearly explain
the technology and include a diagram. It is important to CAMERON PARISH LIBRARY
that each “cost” and solution is evaluated and compared fairly.
3.3
Internet Access
3.3.1 CAMERON PARISH LIBRARY is seeking pricing for a minimum of 50 MBPS of
Internet Access. CAMERON PARISH LIBRARY encourages vendors to include pricing from
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CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
50 MBPS to 100 MBPS. CAMERON PARISH LIBRARY plans to expand the libraries inside
wireless networks over time and each will need additional Internet Access for the
planned expansion. Cameron Parish Library will consider a solution that includes
bundled routers and a managed firewall. Vendors must provide the make and model of
any on premise equipment being proposed. Please include any burstable options that
may be available.
4.
E-RATE OVERVIEW
4.1
This proposal request is for services to be subsidized under the Universal Services E‐Rate
Program for Schools and Libraries. No purchase order will be issued, no installation will occur
and no services will be provided until approval of the form 471 application that is issued as a
result of the proposals being submitted in response to this request. No administrative charges
related to the USAC method for invoicing (SPI or BEAR) will be accepted. This project is subject
to funding availability and may be contingent upon E-Rate funding commitment.
5.
VENDOR QUALIFICATIONS
5.1
The CAMERON PARISH LIBRARY may make such investigations as deemed necessary to
determine the ability of the bidder or subcontractors or suppliers to perform the work, and the
bidder shall furnish to the CAMERON PARISH LIBRARY all such information and data for this
purpose as the CAMERON PARISH LIBRARY may request. The CAMERON PARISH LIBRARY
reserves the right to reject any bid if the evidence submitted by or investigation of such Bidder
fails to the satisfy the CAMERON PARISH LIBRARY that such bidder is properly qualified to carry
out the obligations of the contract and/or to complete the work contemplated therein within
the time required.
5.2
The bidder is specifically advised that any person, firm or other party to whom it proposes to
award a subcontract or purchase order under this contract must be acceptable to the CAMERON
PARISH LIBRARY.
The successful vendor must meet the following qualifications:
5.2.1
Be authorized to do business in the State of Louisiana and registered with the
Louisiana Public Service Commission and Louisiana Secretary of State’s Office.
Vendors not registered in Louisiana are disqualified from bidding (WAN and
Internet)
5.2.1
Hold a current liability insurance policy and workers compensation insurance
(please enclose a copy of each with your bid).
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CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
5.2.2
Provide a minimum of three in-state references for projects of similar size and
complexity.
6.
RIGHT TO REJECT
6.1
The CAMERON PARISH LIBRARY reserves the right to accept or reject all proposals or sections
thereof when the rejection is in the best interest of the library system. The CAMERON PARISH
LIBRARY reserves the right to award without further discussion. Therefore, responses should be
submitted initially with the most favorable terms the vendor proposes. The CAMERON PARISH
LIBRARY reserves the right to reject the proposal of a vendor who has previously failed to
perform properly or completed on time contracts and to reject the proposal of any vendor who
in the opinion of the CAMERON PARISH LIBRARY, is not in a position to adequately perform the
contract. The CAMERON PARISH LIBRARY reserves the right to reject any and all proposals, any
part or parts of a proposal, waive any technicalities/informalities, increase or reduce quantities,
make modifications or specifications, and award any or the entire contract in a manner that is in
the best interest of the CAMERON PARISH LIBRARY. Contracts will be awarded to the vendor
submitting the proposal determined to be in the best interests of the CAMERON PARISH
LIBRARY.
7.
RIGHT TO DISQUALIFY
7.1
The CAMERON PARISH LIBRARY reserves the right to award to other than the lowest cost bidder
when, in the judgment of the CAMERON PARISH LIBRARY administration, it is in the best interest
of the CAMERON PARISH LIBRARY do so. A Bidder may be disqualified for any of the following
reasons:
7.2
Bidder’s failure to be registered and in good standing with the Louisiana Public Service
Commission and the Louisiana Secretary of State’s Office.
7.3
Bidder being in litigation with the CAMERON PARISH LIBRARY
7.4
Bidder having defaulted on a previous contract
7.5
Bidder’s failure to fulfill the warranty obligations of a previous contract with the CAMERON
PARISH LIBRARY
8.
EVALUATION METHODOLOGY
8.1
The CAMERON PARISH LIBRARY will award a contract based on the vendor submission that best
meets the needs of the library system with regard to the current Technology Plan, future
growth, RFP specifications, and not necessarily the lowest price even though price will be the
priority factor. In the category price of goods and services more points will be awarded to the
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CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
vendor with the lowest price. The following factors may be considered when evaluating
responses:
14.11.1 Price of goods and services
14.11.2 Preference will be given for prior positive experience with the Vendor
14.11.3 Preference will be given to Louisiana based vendors
14.11.4 Preference will be given for vendors proposing a solution that maximizes the
use of CAMERON PARISH LIBRARY’s current infrastructure
9.
CLARIFICATION
9.1
If after the completion of this project, during normal operation of the network, CAMERON
PARISH LIBRARY discovers the services will not perform to the capacity required in this RFP the
vendor will be required to do whatever is necessary to meet the specifications with no
additional cost to the CAMERON PARISH LIBRARY.
10.
TERMS
10.1
Any contract may be contingent upon the approval of E-Rate funding and governing board
approval. The Universal Service discount mechanism for schools and libraries, commonly known
as the E-Rate program, administered by the Universal Service Administrative Co. (USAC) for the
Federal Communications Commission will fund a portion of this RFP.
This proposal may be funded only if approved by USAC and if USAC appropriates the funds.
Term of this agreement shall be July 1, 2015 through June 30, 2018 (36 months). CAMERON
PARISH LIBRARY reserves the right to extend the contract annually with (2) one-year extensions;
not to exceed a total of five (5) years. In addition, the CAMERON PARISH LIBRARY reserves the
right to fund, (proceed with project or purchase) or not to deploy any or all services, regardless
of E-Rate approval.
11.
FORMAT
11.1
Proposals should be submitted in letter-size (8-1/2” x 11”) format. Proposals should follow the
format and order of presentation described below:
12.
COVER PAGE
12.1
The following information should be included under the title “Request for Proposals for
CAMERON PARISH LIBRARY “FY 2015-2016”:
Name of the firm
Firm address
Firm telephone number
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CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
Firm federal tax identification number
Name, title, address, telephone number, fax number, and email address of contact person
authorized to contractually obligate the Proposer on behalf of the firm
13.
PROPOSAL
13.1
Introduction (Cover Letter)
13.2
By submitting a proposal, the Proposer certifies that the signor is authorized to bind the
Proposer. The proposals must include:
Provide a brief statement regarding the vendor’s understanding of the scope of the work to be
performed.
13.3
Executive Summary
Provide an executive summary of the Proposer’s proposed plan as well as its area(s) of expertise
and resource capabilities it believes highlight its firm as superior or unique in addressing the
needs of CAMERON PARISH LIBRARY as stated in the scope of work.
13.4
This section shall also serve to introduce the purpose and scope of the proposal. It shall include
a stipulation that the proposal is valid for a time period of one (1) year from the date of
submission. The section shall also include a summary of the proposer’s qualifications and ability
to meet CAMERON PARISH LIBRARY’s overall requirements.
13.5
It shall include a positive statement of compliance with the contract terms. If the proposer
cannot comply with any of the contract terms, an explanation of each exception must be
supplied.
14.
ADDITIONAL QUALIFICATIONS AND EXPERIENCE
14.3.1 Must be eligible to participate in the E-Rate Program, have or apply for a service
provider identification agree to obtain or have a current Service Provider Annual
Certification Form (SPAC) on file with the SLD, and comply with all SLD service provider
requirements
14.3.2 Since CAMERON PARISH LIBRARY’s relies on E-Rate funding to pay for requested
services, vendor must be a “green light” company and agree that should the status change to
“red light” at any time during the bid process or contract period that they will immediately
notify the CAMERON PARISH LIBRARY in writing.
15.
APPROACH AND METHODOLOGIES
15.1
Vendors must provide a Realistic timeline and network diagram of the proposed WAN and
Internet solution. A description of any ineligible or one-time cost must be clearly explained.
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CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
16.
PROPOSED PLAN
16.1
Proposals should include any resources for project implementation or deployment.
16.2
Present creative solution or innovative concepts to meet the needs of the CAMERON PARISH
LIBRARY for consideration.
17.
PROJECT SCHEDULE
17.1
Delivery is a critical factor with this project. A project timeline must be submitted reflecting
milestones and durations for each task to be completed to successfully implement the proposed
solution. A final schedule of these tasks will be mutually agreed upon after a Proposer is
selected.
18.
PROPOSED FEES
18.1
If there are any E-Rate ineligible items or services contained in the equipment list, vendors must
provide a detailed itemized list the ineligible cost and clearly distinguishable from the E-Rate
eligible part of the bid. Vendor bid submissions that do not clearly describe a fair and reasonable
cost allocation where it is apparent that ineligible elements exist will not be accepted for review.
18.2
Any additional material or equipment necessary for installation and operation of the service not
specified or described the vendor’s proposal will be deemed to be part of the service at no
additional charge to CAMERON PARISH LIBRARY. Furthermore, claims for compensation will not
be allowed for extra work resulting from the lack of knowledge of any existing condition on the
part of the service provider.
19.
FINANCIAL QUALIFICATIONS (MINIMUM)
19.1
A proposer submitting a proposal shall demonstrate proof of the ability to obtain a performance
bond in an amount equal to 100% of the total annual contract amount.
20.
PRICING
Pricing must include an itemized list of ALL fees, taxes, surcharges and these fees must be
identified as E-Rate eligible or ineligible.
20.
NUMBER OF COPIES
20.1
Proposer shall submit one (1) signed original response, three (3) additional copies hardcopies
and one (1) electronic copy.
20.2
Original Response - Must contain original signatures and should be clearly marked or
differentiated from the other copies of the proposal. This copy will be retained for
incorporation by references in any contract resulting from this RFP.
20.3
Additional Hardcopies – Must contain the same information as the original response.
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CAMERON PARISH LIBRARY RFP E-RATE FY 2015-2016
Electronic Copy – Must contain the same information as the original response and must be
presented in PDF format on a flash drive, CD or DVD. Failure to provide a readable electronic
copy of the response may result in proposal disqualification.
21.
SUBMISSION OF PROPOSALS
CAMERON PARISH LIBRARY
ATTN: DEDE SANDERS, Interim Director
MAIL TO:
P. O. Box 1130
Cameron, Louisiana 70631
HAND DELIVER TO:
501 Marshall Street
Cameron, La. 70631
DEADLINE FOR SUBMISSION
JANUARY 26, 2015 AT 2:00 PM
LIBRARY OR OFFICE
ADDRESS
MAIN ADMINISTRATIVE OFFICE AND
501 MARSHALL STREET
CAMERON MAIN LIBRARY
CAMERON, LA. 70631
GRAND LAKE ADMINISTRATIVE OFFICE AND
10200 GULF HIGHWAY
LIBRARY
LAKE CHARLES, LA. 70607
GRAND CHENIER BRANCH
2863 GRAND CHENIER HIGHWAY
GRAND CHENIER, LA. 70643
HACKBERRY BRANCH
983 MAIN STEET
HACKBEERY, LA. 70645
JOHNSON BAYOU BRANCH
4586 GULF BEACH HIGHWAY
CAMERON, LA. 70631
LOWRY BRANCH
460 LOWRY HIGHWAY
LAKE ARTHUR, LA. 70549
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