RFP CR-207336 Wireless Access Points (E-Rate Eligible) **SOURCING #118886**

Agency: Dallas Public Schools
State: Texas
Type of Government: State & Local
Category:
  • 59 - Electrical and Electronic Equipment Components
  • 70 - General Purpose Information Technology Equipment (including software).
Posted: Nov 9, 2023
Due: Nov 14, 2023
Solicitation No: RFP CR-207336
Publication URL: To access bid details, please log in.
RFP CR-207336 Wireless Access Points (E-Rate Eligible) **SOURCING #118886**

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PURCHASING DEPARTMENT
9400 North Central Expressway, Suite 1510, Dallas, TX 75231
(972)925-4100
Request For Proposal 118886
RFP CR-207336 Wireless Access Points (E-Rate Eligible)
Dallas ISD rev 1.0
Page 1 of 49
Request For Proposal 118886 CR-207336 Wireless Access Points (E-Rate Eligible)
Buyer ROGERS, CORY
Email CORROGERS@dallasisd.org
1 Header Information
1.1 General Information
First Advertisement Date/Issue Date
Second Advertisement Date
Pre-Proposal Meeting
Questions Deadline
Questions Response from the District
Solicitation Due
Anticipated Evaluation & Sel
Anticipated Approval/Award
17-SEP-2023 08:00:00
24-SEP-2023 08:00:00
02-OCT-2023 11:00:00
05-OCT-2023 17:00:00
11-OCT-2023 17:00:00
09-NOV-2023 14:00:00
14-NOV-2023 17:00:00
21-DEC-2023 08:00:00
Pre-Proposal
A pre-proposal meeting will be held at 11:00 AM CST via TEAMS video conference on Monday
October 2, 2023. Please submit (in writing) any questions regarding this RFP. Only written
questions will be considered. It is highly encouraged that all potential proposers participate and
attend the pre-proposal.
Join TEAMS Meeting: https://www.microsoft.com/en-us/microsoft-teams/join-a-meeting
Meeting ID: 234 455 554 330
Passcode: hw5gwg
1.2 Terms
Initial Term: 3
Renewal 1: 1
Renewal 2: 1
Any contract that results from this solicitation and upon Mutual Agreement of the awarded vendor and the
District, may be extended not to exceed a total of 5 years(s). If either party intends not to renew the Contract,
that party must give written notice to the other party no fewer than ninety (90) days prior to the expiration of the
then current term of the Contract. If the District fails to timely exercise any of the options to renew, all remaining
options to renew shall expire and terminate
1.3 Requirements
LENGTH OF CONTRACT
The term of this proposal shall be for a three (3) year agreement with two (2) successive one (1) year
extensions based on the long-range needs of the District and mutual consent of both parties not to exceed a
total length of five (5) years.
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
The Dallas Independent School District (Dallas ISD or District) is soliciting offers for the goods and/or
services specified in this document.
1. Questions concerning this solicitation document should be addressed, in writing, to the Buyer's Email.
2. Questions must be submitted by the deadline to allow sufficient time for responses prior to receipt/opening
date/time.
3. Responses to questions other than administrative questions will be provided to all potential offerors by
means of an addendum to the solicitation.
All vendors are encouraged to participate even if vendors are the sole source providers.
This proposal is being issued in accordance with Title 2 of the Code of Federal Regulations (C.F.R.) Part
200 and (Elementary and Secondary Emergency Relief) (ESSER) requirements to procure vendors who
Dallas ISD rev 2.0
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Request For Proposal 118886 CR-207336 Wireless Access Points (E-Rate Eligible)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
provide goods purchased by Dallas ISD using federal dollars. This proposal may be used with local, state,
federal, and grant-funded programs.
PURPOSE OF REQUEST FOR PROPOSAL (RFP)
The Dallas Independent School District (Dallas ISD or the District) is promoting a cloud-first initiative to
modernize its Wi-Fi network infrastructure and is currently in the process of migrating from a controller-
based solution to a cloud-based solution. Dallas ISD is requesting an enterprise Meraki cloud-based Wi-Fi
solution or equivalent. This solution will include a complete Wi-Fi network design and refresh, which will
consist of installation and configuration of all access points and wireless equipment in addition to the
configuration of the existing switches (ports, trunks, VLANs, etc.) to accommodate the new wireless
infrastructure.
The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified respondents to
establish a contract through competitive negotiation to future-proof the Dallas ISD Wi-Fi network. It will cover
multiple large E-Rate eligible and non-E-Rate eligible projects involving the entire District Wi-Fi network.
Background:
Wi-Fi is the main way of network connectivity used by more than 150,000 users per day, across
approximately 275 campuses and administration sites.
The current wireless infrastructure is difficult to manage and update. It lacks the flexibility to rapidly adapt to
the dynamic changes in the network; additionally, there is not a single pane of glass for administration,
troubleshooting, and monitoring.
The District currently has two different enterprise Wi-Fi platforms: controller-based and cloud-based.
The controller-based platform is a Cisco enterprise on-premise solution with eighteen (18) 8540 Wireless
LAN Controllers located at the District's two (2) data centers. Two (2) additional 5508 controllers are used as
anchor controllers to tunnel guest traffic to the DMZ (Demilitarized Zone).
All Cisco access points are configured in FlexConnect mode. The controllers and access points are
monitored and managed using two (2) Prime servers, one in each data center.
Wireless access points (APs) are primarily Cisco Aironet 3602 and 3702. See Appendix C for inventory of
the Cisco gear.
The cloud-based platform is Meraki with MR-57-HW and MR-86-HW access points. See Appendix B for
inventory of the Meraki gear.
Access points are installed in classrooms, offices, and community areas, such as libraries, gymnasiums, and
cafeterias. At each campus, the District has external APs mounted on "all four directional sides" of the
facilities to project coverage for parking lots, athletic fields, student drop-off lanes, et cetera.
The current switching infrastructure is a combination of Cisco, Aruba, and HPE switches that support PoE
and PoE+.
The District intends to award a contract to a single vendor who can meet all requirements in this RFP. The
Dallas ISD rev 2.0
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Request For Proposal 118886 CR-207336 Wireless Access Points (E-Rate Eligible)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
duration of the contract is expected to be three (3) years with two (2) one-year optional renewals.
All pricing offered will be for the initial term of the contract. Pricing will be for E-Rate and Non-E-Rate eligible
projects.
Structured cabling, firewalls, and Network Electronics such as switches are NOT included in the
scope for this RFP.
NOTE: See attached Appendix A for a listing of all Dallas ISD sites and see Appendix B and C for a
detailed inventory of access points.
PROPOSAL SPECIFICATIONS:
The Wi-Fi network must be designed to support and service all users in District facilities and all users should
be considered to have as many as three Wi-Fi dependent devices connecting to the network.
The selected respondent shall include necessary design and engineering resources and expertise to
determine the proper placement of access points on an individual campus and facility basis. Reusing current
and existing locations is preferred, but not at the expense of delivering fast, reliable, and predictable wireless
experience for its staff and students.
The selected respondent shall be responsible for access point configuration, including but not limited to RF
parameters, SSIDs, 802.1x security integrated with Active Directory for authentication, guest wireless, and
others.
Project Plan/Duration:
It is Dallas ISD's desire to have the full initial implementation portion of this project completed over no more
than a three (3) year span. It is expected that as a result of this procurement the district may order between
21,000 and 25,000 access points.Please note the district is not obligated to purchase a minimum number of
access points.
The District's goal is to execute a contract resulting from this RFP for a three (3) year term, with two (2) one-
year optional renewals. All pricing offered will be for the initial term of the contract.
Although the District's fiscal year will begin July 01, 2024, an early contract start date of January 01, 2024, is
anticipated. However, any E-Rate-eligible work cannot begin earlier than April 01, 2024.
Technical Overview:
Dallas ISD requires a complete redesign of the Wi-Fi network based on best practices and the latest ratified
standards (Wi-Fi 6E 802.11ax). The selected vendor will be required to create two types of design
documents in digital form:
Logical design document: This document must include a low-level and a high-level design of the solution
describing the parameters, settings, and templates that will be configured by the selected respondent
Dallas ISD rev 2.0
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Request For Proposal 118886 CR-207336 Wireless Access Points (E-Rate Eligible)
SCOPE AND SPECIFICATIONS OF THE
PROPOSAL
Physical design document: Specific to every District site. The said document must contain the following
information at a minimum:
Recommended number and location of access points
Heat maps for 2.4 GHz, 5 GHz, and 6 GHz bands
Bill of materials (Part number, quantities, prices-per unit and total)
Evaluation of existing cable runs that can be reused, and documentation of locations where
new cable runs will be required. The District has its own cabling vendor that will install any new
required runs. The District will be responsible for the coordination of such work.
Coverage Requirements-Areas where Wi-Fi coverage is required:
Classrooms
Labs
Libraries
Auditoriums
Gymnasiums/storm shelters
Administrative offices
Clinics
Hallways
Stairwells
Locker rooms
Outdoor areas around the campuses. Coverage will be provided with APs that can be mounted
on the buildings.
Areas out of scope:
Restrooms
Mechanical rooms
Storage closets
Boiler rooms
Prior to beginning installation, the selected respondent shall work with the District to develop and understand
AP placements and submit maps for approval before project commencement.
The selected respondent shall be responsible for adding the new access points to the wireless management
systems and placing them on the campus floor maps.
A post-installation walkthrough will be conducted by the selected vendor to ensure appropriate Wi-Fi
coverage is being provided on all campuses and administration sites.
NOTE: Standard classroom ceilings are 8ft high. Gymnasiums, auditoriums, libraries, cafeterias, and music
rooms are either open-ceiling or have high ceilings and will require wall-mounted APS at 12 ft above the
finished floor level.
Technical Requirements for Wi-Fi Platform:
The new cloud-based Wi-Fi solution must meet the following requirements:
Dallas ISD rev 2.0
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