11-1213 Addendum 3 - WVM



ADDENDUM #3

FOR

NETWORK SWITCHING EQUIPMENT

AT

WEST VALLEY-MISSION COMMUNITY COLLEGE

Owner

West Valley-Mission Community College District

Saratoga, California

Request for Proposal #11-1213

March 19, 2013

WEST VALLEY-MISSION COMMUNITY COLLEGE DISTRICT

14000 Fruitvale Avenue

Saratoga, CA 95070

Request for Proposal # 11-1213

WEST VALLEY-MISSION COMMUNITY COLLEGE

NETWORK SWITCHING EQUIPMENT

ADDENDUM #3

CONSISTS OF THE

FOLLOWING

Bidders sign and return one copy of this addendum with your bid.

Failure to do so may subject bidder to disqualification.

The Addendum #3 supersedes and modifies portions of the bid and contract documents issued by the District for RFP#11-1213 for Network Switching Equipment.

Brigit M. Espinosa

Director, General Services

(408)741-2187

Date: _____________________________________________

Company Name: _____________________________________________

Signed By: _____________________________________________

Printed Name: _____________________________________________

Phone/Fax: _____________________________________________

Email: _____________________________________________

West Valley-Mission Community College District

Network Switching Equipment

Request for Proposal #11-1213

March 15, 2013

ADDENDUM No. 3

The Following Changes, deletions, additions, and/or alterations in, on and to the drawings and specifications shall apply to proposals made for and to the execution of the various parts of the work affected thereby.

Careful Note Of This Addendum shall be taken by all parties of interest so that the proper allowance may be made in all computations, estimates and contracts, and all trades affected shall be fully advised in the performance of the work which will be required of them.

In Case of Conflict Between Drawings, Specifications, and this Addendum, this Addendum shall govern. This Addendum supersedes all previous drawings, specifications, and instructions pertaining to the items.

Please note the following:

The bid number for this project is #11-1213

The following are questions asked by other bidders. The information is being shared with all potential bidders.

Question #1:

General Requirements,  Page 6, 1.  Scope of Project:

The District specifies that awards will be made for the entire manufacturer’s product lines.  Unfortunately HP Networking’s product line includes over 17,000 part numbers, each have their own individual product pricing margins.  As a result HP cannot guarantee a flat discount across our entire networking product line.  HP can and is willing to provide an approved discount for products and quantities that the District identifies for purchase within a given timeframe.  Please provide a list of quantities and timeframes for the requested products. 

Answer:

The projects timelines for each of the buildings being constructed at the District, Mission College, and West Valley College are still being developed by our Program Manager.   I can estimate that we will be purchasing approximately 50+ network switches over the next 5 years.  The number of individual parts for each switch will vary based on the type of services being provided for that individual building.

Question #2:

The District specifies that any products added to the HP product line or anticipated product purchase list shall become available to the District at the discounts bid in the RFP response.  As stated above, HP will include additional products and quantities as requested by the District and attempt to provide the same or similar pricing structure.  This is what HP and Decotech have done for the past 2 years for the District.  Please note that HP cannot guarantee in writing that we can and will do this for each and every new product unless the District is willing to make a firm commitment to a specific set of products, quantities and timelines.

Answer:

The projects timelines for each of the buildings being constructed at the District, Mission College, and West Valley College are still being developed by our Program Manager.   I can estimate that we will be purchasing approximately 50+ network switches over the next 5 years.  The number of individual parts for each switch will vary based on the type of services being provided for that individual building.

Question #3:

Page 6, 4. Prices, Item #2.  You request a 3 year maintenance support agreement pricing.  Can I assume this pricing is at the levels indicated in 5.0 Equipment Maintenance & Support Requirements?

Answer:

Yes, it is at the levels indicated in 5.0 Equipment Maintenance & Support Requirements

Question #4:

Page 7, 6. Contract Term:

Can the District consider modifying the term of the agreement from 5 years to 3 years?  By reducing the term it is easier to predict what occurrences to expect across the product line.

Answer:

Yes, the District will change this requirement to a Three (3) year agreement with a right to renew two (2) years if mutually agreed upon by both parties.

Question #5:

Page 8, 10. Warranty:

The District specifies that the warranty period begins after acceptance of installation.  HP’s standard software licensing & limited hardware warranty provides the following:

“HP warrants that the HP Networking Hardware Products that you have purchased or leased from HP are free from defects in materials or workmanship under normal use during the Limited Warranty Period. The Limited Warranty Period starts on the date of purchase or lease from HP, or from the date HP completes installation”.  (this does not apply to when HP’s Resellers complete implementation).  If possible can you please modify your warranty slightly so it will be in alignment with HP’s Warranty?

Answer:

Yes, we are flexible with adjusting the warranty as you suggest.

Question #6:

Page 9, 14. Piggyback Clause: 

HP will not allow the special pricing we provide to West Valley-Mission Community College to be utilized via a Piggyback Clause.  This pricing will be exclusive to the District. 

Answer:

The District withdraws the language requesting that the award of this bid could be used by other public agencies.

Question #7:

Page 16, Network Switching Equipment Pricing:

Please provide HP with a list of all anticipated equipment the District projects to purchase over the next 2 years, and approximate quantities for each item.  This is not a commitment upon the District, this is for HP’s pricing purposes which the District has requested.  This will enable our financial analysts to complete a margin analysis across the anticipated products that the District is considering.

Answer:

The projects timelines for each of the buildings being constructed at the District, Mission College, and West Valley College are still being developed by our Program Manager.   I can estimate that we will be purchasing approximately 50+ network switches over the next 5 years.  The number of individual parts for each switch will vary based on the type of services being provided for that individual building.

The projects timelines for each of the buildings being constructed at the District, Mission College, and West Valley College are still being developed by our Program Manager.   I can estimate that we will be purchasing approximately 50+ network switches over the next 5 years.  The number of individual parts for each switch will vary based on the type of services being provided for that individual building.

Question #8:

Page 24, 6.0 Purchase Protection:

Item #2), The District requires a letter guaranteeing the new model equipment at the same discount level….  Unfortunately HP Networking’s product line includes over 17,000 part numbers, each have their own individual product pricing margins.  As a result HP cannot guarantee a flat discount across our entire networking product line.  HP can and is willing to provide an approved discount for products and quantities that the District identifies for purchase within a given timeframe. 

The District specifies that any products added to the HP product line or anticipated product purchase list shall become available to the District at the discounts bid in the RFP response.  As stated above, HP will include additional products and quantities as requested by the District and attempt to provide the same or similar pricing structure.  This is what HP and Decotech have done for the past 2 years for the District.  Please note that HP cannot guarantee in writing that we can and will do this for each and every new product unless the District is willing to make a firm commitment to a specific set of products, quantities and timelines.

Answer:

The District understands and agrees to this.

Question #9:

Item #3), If new functionality introduced within 6 months… manufacturer/supplier will provide new replacement equipment at no charge…

HP cannot agree to this request.  What HP and the chosen HP Reseller can do is provide the District with either quarterly or semi-annual technology updates on the entire HP Networking product line under a Non Disclosure Agreement (NDA).  This proactive communication with the District will ensure that nearly all of these incidents will be eliminated.  HP will agree to commit to and schedule these meetings with the District.

Answer:

The District understands and agrees to this.

Question:

The Eaton UPS equipment in the RFP 11-1213 has been discontinued.  Eaton is not making any more of them – I checked and they do not have any of them left in stock.

 

Here are the 9PX options that should work, based on the specs on the original quote request (including both UPS and PPDM):  Is it possible to amend the RFP for new product?

Answer:

9PX5KTF5

• Output: (1) L6-30R, (2) L6-20R, (18) 5-20R 

• Does NOT include break before make

Question:

POE requirements state POE to every station port, what level of POE is required? (The 3500yl-48G supports 15.4W for 25 of the 48 ports for a total of 398W, while the 2620 and 2920 support 382W and 370W respectively).

Answer:

POE requirements vary with each deployment. We expect the products to be able to support POE and POE+ connectivity in limited quantities.

Question:

Section 1.0 states that three alternates have been included (below), but they were deleted.  Are these still a requirement, if so, what are the details for these alternates? 

a.       Wireless network design and equipment procurement

i.      How many users, any mobility requirements for VoIP

Answer:

None

Question:

ii.      Any wireless hardware currently in place

Answer:

We have a fully deployed network with about 200 APs per campus using Aerohive 350 equipment with host-based controls. That is the campus standard and the only wireless manufacturer that WVMCCD will accept.

Question:

b.      Network Access Control Hardware and Software

i.      What are the requirements and intended use

Answer

Remove from bid. We do not need a NAC solution.

Question:

c.       Network Monitoring Tool

i.      Will the tools be monitoring anything other than the HP hardware

Answer:

The HP hardware is the primary equipment.

Question:

ii.      What are the monitoring requirements

Answer:

Up/Down, Errors, Critical, Traffic/Usage per port, alerting by email, SNMP v3 traps, and general administration of the network equipment including config pushes, change management tracking, OS updates, etc..

Question:

What routing and switching protocols are currently being used today, as it would relate to this RFP and implementation?

Answer:

RIP and static routes, VRRP for redundant core routing.

Question:

For the 10gig links, was there any requirement or consideration needed for number of 10gig ports supported at line rate for each chassis?

Answer:

Yes and the current deployment is satisfactory at this time.

Change management process and notification

Question:

What is the test process or requirements for burn in?

Answer:

24 hours for fully assembled system. Burn-in at service provider’s site, not at WVMCCD.

Question:

Is this for the chassis based switches only or for all the devices?

Answer

This process is for all devices purchased.

Question:

What is the change management process for the configuration templates and firmware version and how is that communicated to the partner?

Answer:

Email notification before system deployment.

Question:

What format is the configuration template delivered in?

Answer:

Configuration template will be an Ascii text file sent securely. Individual chassis configuration changes (e.g. switch IP address, individual port names and vans, etc.) will be in spreadsheet form and will be e-mailed with firmware version requirements before system deployment.

Question:

Please elaborate on the interoperability bullet; what is meant by this and when would it be done?

Answer:

For every deployment, the service provider would need to make sure that any interoperability issues are handled.

Question:

What is the partner’s role in the rollout of the new network devices into the production network?

Answer:

Rack, stack, configure, patch, verify connectivity and network operation.

Question:

Should the services proposal include network integration activities?

Answer:

Not able to answer since we don’t know what you mean by Network Integration Activities

Question:.

Appendix A topologies; is this the proposed or current topologies and which is for West Valley and which is for Mission? Are the diagrams in Appendix A provide exact counts of 40G and 10G port counts for the core and aggregation layer switches.

Answer:

These are current topologies. Page 27 is West Valley. Page 28 is Mission College. These drawings are appropriately accurate for this bid. The network is constantly being enhanced and changed per the requirements of the users.

Question:

Section3: Provide a sample of the chassis and TOR switch configuration spreadsheets in order to assess accuracy

Answer:

Not available.

Question:

General questions:

Please define Core, High and Low connectivity switches per item 5.0 Equipment Maintenance & Support Requirements?

Answer:

Core is for the redundant backbone switches, High are areas of critical business importance (e.g. A&R, Counseling, etc.), Low is an access switch in a building or area of low network usage ( e.g. Custodial Bldg).

Question:

Is it expected that services will be required/delivered on every switch?

Answer:

Yes we are looking for a fixed price cost, by chassis, for each switch type.

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