School District of Beloitwsx.sdb.k12.wi.us/sites/Business/RFPs/Lists/RFPs/Attachments/36... · School District of Beloit-Request for ... bids should be submitted ... against all injuries,

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School District of Beloit-Request for Proposal RFP #2013-0005

School District of Beloit

Request for Proposals

RFP # 2013-0005

Information Technology (IT) Management and Support Specifications

5/1/2013

Prepared by:

Janelle Marotz, CPA, SFO

Executive Director of Business Services

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Technology Services (RFP-2013-0005) Bid Response Cover

Questions regarding this RFP must be sent via e-mail to Janelle Marotz, Executive Director

of Business Services, at [email protected]. Sealed paper bid responses must be hand

delivered or mailed to:

School District of Beloit

Attention: Janelle Marotz, CPA, SFO

1633 Keeler Avenue

Business Services Office, Room 108

Beloit, WI 53511

Technology Services RFP (RFP-2013-0005)

Company Name:

By (Authorized Signature):

Printed Name:

Date:

Title:

City, State, Zip Code:

Telephone Number:

Fax Number:

Email Address:

By signing this document, I am agreeing on behalf of my company, to the specifications in this RFP and

I am accepting without exception or amendment, the Terms and Conditions listed herein. Any Purchase

Order or subsequent contract issued as a result of this RFP will be subject to these terms and

conditions. This page must be signed in ink. Unsigned responses will be disqualified.

mailto:[email protected]

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Table of Contents

Technology Services (RFP-2013-0005) Bid Response Cover.........................................................2

I. GENERAL INFORMATION...................................................................................................5

I.1. Updates/Cancellations ..................................................................................................6

I.2. Contract Document .......................................................................................................6

I.3. Clarifications ................................................................................................................6

I.4. Applicable Law.............................................................................................................6

I.5. Non-Discrimination ......................................................................................................6

I.6. Taxes .............................................................................................................................6

I.7. Code of Ethics ..............................................................................................................6

I.8. Warranty .......................................................................................................................7

I.9. Indemnity ......................................................................................................................7

I.10. Disputes ........................................................................................................................7

I.11. Waiver ..........................................................................................................................7

I.12. Open Records ...............................................................................................................7

II. SCOPE OF THE PROJECT .....................................................................................................7

III. TERMS AND CONDITIONS .................................................................................................9

III.1. Length of Contract ........................................................................................................9

III.2. Clarification and/or Revisions to the Specifications and Requirements .....................10

III.3. Vendor Conference .....................................................................................................10

III.4. Calendar of Events ......................................................................................................10

III.5. Evaluation Criteria ......................................................................................................10

IV. GENERAL REQUIREMENTS OF CONTRACTOR AND ADDITIONAL

PROPOSAL/CONTRACT CLARIFICATIONS...........................................................................11

IV.1. Contract Length ..........................................................................................................11

IV.2. Terms of Contract Agreement and Termination .........................................................12

IV.3. Payment for Contract Performance ............................................................................12

IV.4. Status as Independent Contractor ...............................................................................14

IV.5. Contractor Compliance with Laws .............................................................................14

IV.6. Ownership of Software Programs Developed ............................................................14

IV.7. Confidential Information ............................................................................................14

IV.8. Proposal Costing .........................................................................................................15

IV.9. Board of Education Rights..........................................................................................15

V. SCOPE OF CONTRACT DUTIES .......................................................................................15

V.1. Application Programming/Development ....................................................................20

V.2. Database Management ................................................................................................20

V.3. Technology-Related RFP Development .....................................................................20

V.4. Technology-Related Pricing, Ordering & Vendor Relations ......................................20

V.5. Maintaining Inventory of District Hardware and Software ........................................20

VI. CONTRACT CURRENT STAFFING LEVELS ..................................................................21

VI.1. General Information....................................................................................................21

VI.2. Building Technicians ..................................................................................................21

VI.3. Shop Manager .............................................................................................................21

VI.4. Web and Software Support Services ..........................................................................22

VI.5. Engineer ......................................................................................................................22

VI.6. Technology Director ...................................................................................................23

VI.7. Skyward Support/Phone System Support ...................................................................23

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VI.8. Mobile Device Management/Procurement/Helpdesk .................................................24

VI.9. Digital Support............................................................................................................24

VI.10. Hardware Support .......................................................................................................24

VII. INSTRUCTIONS TO VENDORS ........................................................................................24

VII.1. Proposal Preparation...................................................................................................24

VII.2. Company Information ................................................................................................25

VII.3. Staff Qualifications.....................................................................................................26

VII.4. References ..................................................................................................................26

VII.5. Insurance ....................................................................................................................27

VIII. Cost Summary Sheet .............................................................................................................28

IX. Certification Sheet ................................................................................................................29

X. APPENDIX A – NETWORK DIAGRAM DETAIL ...........................................................30

XI. APPENDIX B – KNOWN PENDING UPCOMING LARGE PROJECTS ........................31

XII. APPENDIX C – TECHNOLOGY ORGANIZATION CHART .........................................32

XIII. APPENDIX D – NUMBER AND TYPE OF SERVERS AND SWITCHES .....................33

XIV. APPENDIX E – DISTRICT ORGRANIZATION CHART ...............................................38

XV. APPENDIX F – HARDWARE DIAGRAM DETAIL ........................................................39

XVI. APPENDIX G – LAB SNAPSHOT .....................................................................................40

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I. GENERAL INFORMATION

Background

The School District of Beloit, Wisconsin (“The District”) educates and nurtures close to

7,200 students in 10 elementary schools with limited class sizes, 2 middle schools and 1 high

school. Four-year-old kindergarten, alternative programming and charter schools are available.

The Mission of the School District of Beloit, committed to excellence and strengthened and

enriched by diversity, is to prepare each student to compete, contribute and thrive as an

admirable citizen in a rapidly changing world by engaging students in a wide variety of high

quality, relevant programs in partnership with families, schools and the Stateline community.

The District passed a 70 million dollar referendum that includes new additions and renovations

to many of its locations as well as the addition of a brand new intermediate school. The District

will be reconfiguring grades and levels and closing buildings as well as operating new sites.

The District plans on upgrading and installing wireless infrastructure throughout the District.

The District values partnership with its vendors and is looking for a vendor with a strong

background of District and community partnership with the ultimate goal of creating a state of

the art technology platform.

The District recognizes the importance of digital learning and is currently exploring 1:1

initiatives as well as technology school implementation. This exploration will be adjusted as

needed depending on fiscal implications.

The District will provide office space for technology staff at no cost.

The District uses Skyward for student management and finance management systems and also

utilizes many other software programs. A list of primary software programs will be supplied if

requested.

The District has the following locations:

School Name Street City State Zip Enrollment

Current

Grades

Aldrich 1859 Northgate Dr Beloit WI 53511 685 6-8

Burdge 321 Olympian Blvd Beloit WI 53511 241 4-5

Converse 1602 Townline Ave Beloit WI 53511 368 K-3

Cunningham 910 Townline Ave Beloit WI 53511 316 4-5

Eastside Intermediate Lee Lane Beloit Wi 53511 N/A N/A

Gaston 610 McKinley Ave Beloit WI 53511 420 K-3

Hackett 533 West Grand Ave Beloit WI 53511 358 K-3

Kolak Center 1633 Keeler Ave Beloit WI 53511 N/A Admin

McLenegan 2639 Sunshine Ln Beloit WI 53511 237 4-5

McNeel 1524 Frederick St Beloit WI 53511 734 6-8

Memorial 1225 Fourth St Beloit WI 53511 1661 9-12

Merrill 1333 Copeland Ave Beloit WI 53511 253 K-3

Morgan 1811 Lee Ln Beloit WI 53511 245 4-5

RCAA – Hendricks 600 Henry Ave Beloit WI 53511 79 Alternative

Robinson 1801 Cranston Rd Beloit WI 53511 390 K-3

Royce - Beloit Early Learning 825 Liberty Ave Beloit WI 53511 421 PK

Todd 1621 Oakwood Ave Beloit WI 53511 335 K-3

Wright - Beloit Learning

Academy 1033 Woodward Ave Beloit WI 53511 107 Alternative

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The purpose of this document is to provide interested Vendors with information to enable

them to prepare and submit a proposal for providing information technology (IT)

management and support for the District. The intent of this request for proposal (RFP) is to

provide potential vendors with sufficient information to enable them to prepare an accurate

response.

This request for proposal can be reviewed and downloaded from the following website:

http://wsx.sdb.k12.wi.us/sites/Business/RFPs/default.aspx

The Vendor is strongly encouraged to read the entire solicitation prior to submitting.

I.1. Updates/Cancellations: The District may modify or cancel the RFP at any time prior to

the due date by issuance of an addendum or cancellation to all vendors who are participating in

the bid process. Any addendums or cancellations will be posted on the District’s RFP website:


Vendors must monitor the website for any updates or cancellations to this RFP. Any verbal or

email modifications to the RFP shall not be binding upon the District.

I.2. Contract Document: Vendor acknowledges that the awarding of this proposal is on

condition of a signed contract between the District and Vendor. The contract will contain the

specifications as outlined in this RFP, any addendums, and options negotiated between the

Vendor and District.

I.3. Clarifications: The Vendors must agree to the components specified in this RFP. Bidders

must include a list of clarifications and/or assumptions if they are looking to change the

specifications as outlined in this RFP, or any addendums issued.

I.4. Applicable Law: This bid shall be governed by the laws, rules and regulations of the state

of Wisconsin which are effective and in force on the date of this proposal together with any

and all laws of the United States, Ordinances of the County of Rock, Beloit and the City of

Beloit, Wisconsin and the policies and procedures of the School District of Beloit.

I.5. Non-Discrimination: The Contractor agrees not to discriminate against any employee or

applicant for employment because of race, religion, color, national origin, age, sex, or

handicap, which shall include, but not be limited to: recruitment advertising; employment;

upgrading; demotion or transfer; layoff or termination; rates of pay or other forms of

compensation; selection for training, including apprenticeship. A violation of this provision

shall be sufficient cause for the School District of Beloit to terminate the contract.

I.6. Taxes: The District is exempt from Federal Excise Tax and Wisconsin State Sales Tax. If

applicable, bids should be submitted without such taxes. Tax exemption certificates will be

provided upon request.

I.7. Code of Ethics: No person may offer to give to any employee of the School District of

Beloit or his/her immediate family, may solicit or receive anything of value pursuant to an



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understanding that such officers or participants' vote, official action or judgment would be

influenced thereby.

I.8. Warranty: The contractor agrees that the equipment, supplies or services furnished under

this contract shall be covered by the most favorable commercial warranties the contractor gives

to any customer for such equipment, supplies and services.

I.9. Indemnity: Contractor(s) shall indemnify, keep and save harmless the School District of

Beloit, its agents, officials and employees, against all injuries, death, loss, damage, patent

claims, suits, liabilities, judgments, costs and expenses; which may otherwise accrue against the

School District of Beloit in consequence of the granting of a contract or which may otherwise

result therefrom, if it shall be determined that the act was caused through negligence or

omission of the contractor or his employees, of the subcontractor or his employees, if any; and

the contractor shall, at his own expense, appear, defend and pay all charges of attorneys and all

costs and other expenses arising therefrom or incurred in connection therewith; and if any

judgment shall be rendered against the Jurisdiction in any such action, the Contractor shall at

his own expense, satisfy and discharge the same. Contractor expressly understands and agrees

that any performance bond or issuance protection required by this contract, or otherwise

provided by the Contractor, shall in no way limit the responsibility to indemnify, keep and save

harmless and defend the School District of Beloit as herein provided.

I.10. Disputes: For any disputes, the laws of the State of Wisconsin apply.

I.11. Waiver: One or more waivers by any party of any term of the contract will not be

construed as a waiver of a subsequent breach of the same or any other term. The consent or

approval given by any party with respect to any act by the other party requiring such consent or

approval shall not be deemed to waive the need for further consent or approval of any

subsequent similar act by such party.

I.12. Open Records: The District's RFP responses and bid and award documents may be

subject to disclosure if requested under the Wisconsin Open Records Law, Wisconsin Statute

Sect. 19.31-19.39.

II. SCOPE OF THE PROJECT The School District of Beloit will need the following technology services. The Vendor selected to

provide these services will facilitate implementation of the District technology plan, vision and

technology operations via technical support of all technology functions within the District.

Vendors who respond to this RFP will have extensive experience, a knowledgeable background

and possess qualifications in the following areas. Please note if you are unable to provide a

particular service.

Qualified to provide information and technology leadership services for a public school

district.

Analysis and subsequent recommendations for enhancing/supplanting operating hardware and

software systems.

Restructuring of all information and technology protocols, e.g., work orders, personnel

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assignments, estimated response time, procurement etc.

Comprehensively inventorying all software and hardware systems.

Long and short-term acquisition planning for all hardware and software systems.

Providing visionary 21st century leadership in relation to hardware and software system and

implementation needs.

Facilitating a state-approved, cutting-edge District technology plan.

Advising the Superintendent and Executive Team regarding resources and planning required

instituting a District wide wireless student centered, digital learning environment including 1:1

device initiative program planning and implementation and/or technology instructional

program planning such as a STEM school.

Ability to engage and coordinate all District administrators, facility and staff pragmatically

using information technology for the purpose of attaining student achievement goals.

Experience in collaborating with a public communications department to create and maintain a

provocative, customer friendly website, voicemail greetings and/or other communication

technology tools.

1) The District is looking for a highly qualified professional partner who is capable of performing

the aforementioned scope of work. It is expected that the contract pricing will consist of fixed

hourly costs or a not to exceed annual cost for all positions and duties needed to complete the

related services for the District. Further scope of duties follows:

a) The District currently maintains phone systems for local and long distance and voicemail.

Please include training and maintenance.

b) The District owns and manages approximately eighty (80) servers. Your organization will

need to provide maintenance on all servers, provide antivirus software, provide an active

directory for users, students contacts etc. Please indicate your procedures for back up of

data. For further details on servers and switches please see Appendix D of this RFP.

c) Network Systems Administration: Design, Configuration, Management,

Monitoring, Repair and Support

d) Smartboard and Projector and Printing devices Support and Installation

e) System PC and Peripheral Support

f) End-User Technology Support for all District Schools and Locations

g) Application Programming/Development

h) Database Management

i) Hardware Acquisition and Specification

j) Software Acquisition and Specification

k) Technology-Related RFP Development (when necessary)

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l) Technology-Related Pricing, Ordering, and Vendor Relations

m) Installation and Set Up including PC’s, tablets, printers, smart boards and projectors

n) Maintaining Inventory of District Hardware and Software

o) Monitoring Software Licensing

p) Coordination/Utilization/Imaging/App Management/Support for tablets and/or other mobile

devices

q) Telephone administration, configuration, monitoring, repair and support

r) Install, upgrade, troubleshoot and maintain network switches and wifi access points

s) Monitor Hardware Warranty

t) Plan for and maintain Equipment and Software Replacement Schedules

u) Assist with gathering data from student and finance software systems for accurate state

reporting as well as other District reporting needs

v) Oversee backup and recovery processes including preserving a reliable disaster recovery

plan

w) Duplicating and printing oversight

x) Supports district reporting activities (MAP, WKCE)

y) Represents district at meetings and conferences

III. TERMS AND CONDITIONS

The Contractor is expected to furnish turnkey informat ion technology ( IT) management

and support for the School District of Beloit. The Contractor will be the IT department and

support for the School District of Beloit. The Contractor will coordinate their activities with

District administration primarily with the District’s Executive Director of Business Services.

III.1. Length of Contract

The initial contract term will be for three (3) years from July 1, 2013, through June 30, 2016

with the opportuni ty for two (2) optional one-year extensions. Both the District and

Contractor have to agree to an extension six months prior to the expiration of contract.

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III.2. Clarification and/or revisions to the specifications and requirements

Any questions concerning this RFP must be submitted in writing by e-mail on or before

May 15, 2013 to:

Janelle Marotz, CPA, SFO


[email protected]

Please type “2013-0005 RFP Questions” in the subject line.

III.3. Vendor Conference

A mandatory pre-bid vendor conference will be held on May 22, 2013 at 9:00 AM at the

School District of Beloit’s District Office located on the first floor of the administration

building in room 108, 1633 Keeler Avenue in Beloit to review the specifications, to clarify

any questions, and to provide any needed additional instruction to vendors on the submission

of proposals. Included in the conference will be a District-sponsored walk-thru and

presentation of relevant IT facilities and equipment.

III.4. Calendar of Events (subject to change)

The schedule listed below is tentative and represents our intentions the day before this

document was published. School activities and other related issues will have a higher priority

and may affect this timeline. All vendors must adhere to the schedule. Unless otherwise noted,

deadlines for each item are 5:00 p.m. local time.

Date Event

May 1, 2013 Date of issue of the RFP

May 15, 2013 Deadline for submitting questions

May 22, 2013 Mandatory vendor conference including walk through – 9:00 AM

School District of Beloit District Office

1633 Keeler Avenue, Room 108, First Floor

Beloit, WI 53511

May 29, 2013 Sealed proposals due from vendors by 3:30 PM CST

June 2-June 7, 2013 Proposal Evaluation and Possible vendor interviews for finalists

June 11, 2013 Board Committee Review

June 25, 2013 Board Approval

June 26, 2013 Notification of intent to award sent to vendors

July 1, 2013 Intended contract start date (transition planning, not fully staffed)

III.5. Evaluation Criteria

The criteria for the selection of the Contractor shall be at the District’s sole discretion. The


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following table will be used as a guide to evaluate and weight proposals.

Description Percent

Total long-term cost to the District to acquire the Vendors goods and services

(although fees is an important factor in the evaluation of proposals, the District is not required to choose the

lowest bidder)

20

Reputation of the vendor and the vendors services 15

Vendor’s staff’s qualifications and certifications 15

Vendor’s experience with a contract of this size and scope 15

Vendor’s experience in a school environment 15

Vendor’s ability to follow RFP required services on a timely basis 10

Vendor’s corporate partners or affiliations (i.e. authorized service provider)

5

Quality of the Vendors services 5

Total 100

The District reserves the right to: Reject any and all bids Award the entire bid to one bidder Award the bid (or portions) to more than one bidder Award the bid under the most beneficial terms for the District Extend the opening time and date Rebid and/or fail to make an award

The District will review each submitted bid, and will select proposals for a detailed review and evaluation. As part of this detailed review of proposals, selected Vendors may be required to make oral presentations of their proposals to the District. This will provide an opportunity for the Vendor to clarify their proposals and to answer any questions the District may have. The District plans to make a bid award on or before July 1, 2013.

IV. GENERAL REQUIREMENTS OF CONTRACTOR AND

ADDITIONAL PROPOSAL/CONTRACT CLARIFICATIONS

IV.1. Contract Length

The contract term will be for three (3) years from July 1, 2013, through June 30, 2016 with

two (2) optional one-year extensions. Both the District and Contractor have to agree to an

extension six months prior to the expiration of contract. The District reserves the right to

reevaluate the contract during the contract period and cancel the contract due to

unsatisfactory service without penalty.

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IV.2. Terms of Contract Agreement and Termination

Either the District or the Contractor shall have the right to unilaterally terminate the

agreement for any reason upon one hundred twenty (120) days prior written notice to the

other party. The Contractor shall immediately notify the District if the Contractor is

unable to complete the responsibilities outlined in the agreement, in which case the

District shall have the right to immediately terminate the agreement. The District

reserves the right to immediately terminate the agreement for cause if the Contractor

materially breaches any of the provisions of the agreement.

IV.3. Payment for Contract Performance

Upon complete performance of the contract by the Contractor, and after the acceptance of said

performance by the School District of Beloit, the School District of Beloit shall pay the

Contractor any balance then remaining due and payable under the terms of this contract for said

work, material, services, items, supplies or equipment, within thirty (30) days after receipt of a

properly documented invoice.

Payment Application Processing To expedite the Payment Application Request/Approval/Funds Disbursement process, the

Contractor shall process payment applications electronically through eznetpay®. eznetpay® is

an online application to transmit payment applications between the Contractor and District as

opposed to other methods such as email, FTP, or paper. eznetpay® serves as collaborative web

environment, which expedites and organizes the payment application requests, approval, and

funds disbursement process and saves substantial resources by minimizing administration,

printing, shipping, and courier costs.

The Contractor is responsible to consider the anticipated prompt payment discounts to use

eznetpay® within their bidding documents. Please see - PAYMENT TERMS below for these

anticipated discounts. Discounts are calculated on a transaction basis by each individual

payment application. CASH DISCOUNTS FOR EARLY PAYMENTS ARE CONSIDERED

IN THE AWARD PROCESS.

The prompt payment discounts shall be calculated from the start of the contract through final

completion and apply to all payment requests including Change Order amounts. There is no

separate user license as there may be an unlimited number of

Users per project. ezPay , LLC shall provide a training session via web conference for the

design and contractor team if necessary. No hardware or software purchase is required to

operate eznetpay®. eznetpay® can be operated with access to the internet and a standard email

account. Visit www.eznetpay.com or call 888-699-5151 for additional information on

eznetpay®.

Electronic Payment Application Delivery eznetpay® is accessed on the internet at https://go.eznetpay.com. Users must enter their Logon

ID and password to log on. Individual Users of eznetpay® are assigned their own unique and

confidential Logon ID and a temporary Password to use the system. Upon first time log on,

Users will be required to update their Password. Payment applications are electronically

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processed through eznetpay’s automated process. Users may download electronic copies of

payment applications as PDF files.

Payment Application Logs Security levels, access to information, and authorization is pre-determined and controlled by an

eznetpay® Contract Administrator.

An automated activity log tracks eznetpay® User activity and can be accessed by the Contract

Administrator.

Digital signatures track action steps taken by individual Users. Users may view digital

signatures of all authorized persons within the contract that they are assigned. It is not required

that the Contractor maintain separate activity logs.

Supporting Documentation All supporting documentation relating to payment application requests such as pictures and

documents shall be uploaded and stored electronically within the assigned eznetpay® contract.

Funds Disbursement The District shall electronically disburse funds to the Contractor through an escrow account

established and maintained by ezEscrow, LLC (ezEscrow), an entity with the purpose to

electronically match and record the payment application request amount, transaction fee

deduction amount, and electronic funds transfer. An ACH remittance notification is

electronically sent to the District and Contractor when funds have been disbursed for each

application.

The federal banking system processes ACH transactions Mondays thru Thursdays. Deposits

made Friday thru Sunday are processed the following Monday. Deposits normally take two to

four hours to process but may take up to 24 hours, dependent upon the time of day the deposit

is made. The exception is that no ACH transactions can be processed on United States Federal

Reserve Bank Holidays because their offices are closed. Several calendars online list the

Federal Reserve Bank holidays and how that affects processing.

The Contractor shall submit their bank profile information in eznetpay® to establish the route

to receive electronic payments. eznetpay® will automatically request this information.

Prompt payment discounts will be automatically deducted from the District’s disbursement

prior to the disbursement to the Contractor and are recorded on the ACH remittance

notification.

Payment Terms The District reserves the right to apply a prompt payment discount schedule as follows:

Period Prompt Payment Discount

0 to 10 days 2.0%

11 to 30 days 0.0%

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IV.4. Status as Independent Contractor

Contractor is an independent contractor and shall not be considered an employee, partner or

agent of the District and neither Contractor nor any of the Contractor’s agents, employees,

or subcontractors will be entitled to any proceeds, insurance, rights or benefits under the

District insurance, pension or benefit plans or for purposes of any Workers’ Compensation

law.

Contractor agrees that it shall pay all wages, salaries, and other amounts due to its employees

in connection with performing their obligations covered by this proposal and shall be

responsible for all reports and obligations respecting the Contractors and its employees

relating to social security, income tax withholding, unemployment compensation, workers’

compensation and similar matters. Contractor shall cover or insure all of its employees

performing services related to this proposal in compliance with applicable laws relating to

workers’ compensation and employer’s liability insurance.

Contractor is solely responsible for all applicable federal, state and local taxes and

assessments and will pay the taxes and assessments required by the Internal Revenue

Code and any state and local agency of similar concern.

IV.5. Contractor Compliance with Laws

Contractor shall comply with the Fair Labor Standards Act and the Occupational Safety and

Health Act and all other applicable federal, state, county and local laws, ordinances,

regulations and codes in the performance of duties related to this proposal.

IV.6. Ownership of Software Programs Developed

All software programs developed by the Contractor for the District shall be and will remain

the District’s property. Contractor irrevocably assigns to the District any rights of

Contractor in software programs developed by the Contractor for the District and all other

works for hire, as defined by U.S. Copyright Law. The

Contractor may use the structural ideas of the software developed for the District with or

for other clients and potential clients, but agrees to protect the District’s

property interest in their basic software. The District agrees that all such use by the

Contractor of such structural ideas is fully authorized.

IV.7. Confidential Information

The Contractor will have access to Confidential Information. Confidential Information means

all information of the District relating to the District’s existing or potential non-public

business strategies, existing or proposed bids, finance, marketing strategies and customers. In

addition, Confidential Information includes all personal identification and information of

District management, employees and students, (FERPA), including confidential health-related

information (HIPAA). At no time will any Confidential Information be disclosed to any

person including, but not limited to legal or financial advisors and immediate family.

Contractor agrees that all such information is confidential and that Contractor will not use or

disclose such information to any outside person or entity for any reason whatsoever, with the

District’s express written consent.

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IV.8. Proposal Costing

The Contractor is expected to furnish turnkey IT management and support for the School

District of Beloit. The Contractor will be the IT department and support for the School

District of Beloit. The Vendor proposal shall be a sum total proposal to provide turnkey

IT management and support. No additional costs beyond the accepted proposal amount will

be paid by the District should the IT management and support require additional time of the

Contractor. (Additional clarification on staffing can be found in Section VI) No additional

costs beyond the accepted proposal amount will be paid for incidental expenditures such as

mileage, postage, copies, etc.

The District is attempting through this document and the mandatory vendor conference to

provide a thorough description of duties expected by the Contractor. Due to the nature and

complexity of the relationship, all expected duties cannot be spelled out in exact detail.

Contractors shall price their proposal accordingly to incorporate and anticipate contingencies

for any variations.

IV.9. Board Of Education Rights

The School District of Beloit reserves the right to reject any or all Proposals. Proposal

award will not be made on the basis of price alone; additional criteria such as Vendor

experience, references and staffing credentials will also be considered. The School

District of Beloit shall be the sole judge of these factors. In all instances, the decision

rendered by the School District of Beloit shall be final and not subject to contest by others.

V. SCOPE OF CONTRACT DUTIES

1. General Information

This document is not intended to be an all-inclusive list of every duty and

expectation required of the Contractor. Rather this document provides a summary of the

major scope of work that is related to this contract and represents the primary

responsibilities expected of the contractor.

The Contractor is expected to furnish turnkey IT management and support for the School

District of Beloit. The Contractor will be the IT department and support for the School

District of Beloit. The Contractor will coordinate their activities with District administration

primarily with the District’s Executive Director of Business. The Vendor’s proposal shall

encompass all duties necessary to furnish turnkey IT management and support for the School

District of Beloit.

The Contractor is responsible for the oversight of other contractors working for the District in

or associated with the technology department including any subcontractors employed by the

Contractor.

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2. Network Systems Administration: Design, Configuration, Management,

Monitoring, Repair and Support, Upgrade and Expansion

The current network infrastructure is primarily HP ProCurve switching equipment. Fiber optic

links (SMF WAN and MMF internal) provide MDF and IDF connectivity. Except for the

Core Switch to Main server cluster and SAN connect ions which are 10Gb

copper, al l WAN, IDF links, and clients are linked at 1Gb. Network upgrades have been

completed at the High School main server room and at the District Administrative

Center.

Other locations will be upgraded individually in future budget years via a dedicated

budget allocation. The district has LANs implemented for the security camera system and for

a VoIP system district-wide. The phone system currently consists of a mix of Mitel Digital

phone systems, Mitel VoIP phones over Ethernet, and a limited number of AT&T analog lines

at each building for 911 failover, fax machines, and utility-monitoring modems.

The new main server cluster is composed of 3 G8 HP Proliant servers and 4 HP LeftHand

NAS units holding 20 TB of storage space currently at 80% capacity. The School District of Beloit i s a cross platform environment. Server operating systems

include Novell NetWare 6.5, Novell OES, Novell SLES, Windows 2000 Server,

Windows 2003 Server, Windows 2008R2 Server, Mac OS X Servers, Linux Servers, and

FreeBSD. Primary authentication and file storage runs on Novel eDirectory. Novell

Zenworks is used for PC management, policy deployment, hard drive imaging, and desktop

remote control. JAMF Casper is used to manage iPads and Macintosh workstations and

laptops.

Firewall services i s c o n t r o l l e d b y A s t a r o Sophos Network Security run on 2

i d e n t i c a l H P P r o l i a n t s e r v e r s w i t h H i g h A v a i l a b i l i t y a n d f a i l - o v e r .

Web Content Management is run by Cymphonix Network Composer with SSL filtering

enabled. Backups of a l l V i r t u a l M a c h i n e s d a t a a r e s e n t v i a L e f t H a n d

s n a p s h o t s t o V S A s l o c a t e d a t t h e D i s t r i c t O f f i c e . T h e V S A s a r e

r u n n i n g o n e a r l i e r g e n e r a t i o n H P P r o l i a n t s e r v e r s a n d H P S A N s .

L o c a l snapshots are created nightly for 3 days, and o f f - s i t e backups are s to red on

the VSAs fo r 7 days . An add i t ional c loud -based backup se rv i ce i s u sed

fo r impor t an t da t abases and f i l e s pul l ed o f f o f s e l ec t ed servers .

3. System PC and Peripheral Support

Workstation counts per building, all Windows XP or Windows 7 except for Apple Mac machines:

Building Workstations Laptops Tablets Printers

Burdge

Elementary 50 60 42 3 printers

17


2 copiers

1 color inkjet, 1 fax

Converse


2 copiers, 1 fax

Cunningham


2 copiers, 1 fax

Gaston


2 copiers, 1 fax

Hackett


3 copiers, 1 fax

McLenegan

Elementary 50 11 20 1 printer

2 copiers, 1 fax

Merrill


2 copiers, 1 fax

Morgan


2 copiers, 1 fax

Robinson


2 copiers, 1 fax

Todd Elementary 68 4 20 2 printers

2 copiers , 1 fax

Aldrich Middle

School 207 109 270 18 printers

2 copiers, 1 fax

McNeel Middle


3 copiers, 1 fax

RCAA Charter


1 copier, 1 fax

Beloit Learning

Academy 144 5 0 9 printers

18


1 copier, 1 fax

Royce Early

Learning Center 44 2 21 1 printer

1 copier, 1 fax

Brother Dutton

Even Start 80 4 0 2 printers

1 copier, 1 fax

Beloit Memorial

High School 775 122 30 69 printers

8 copiers

1 ROTC inkjet, 1 fax

Kolak: District

Administrative

Center

254 121 25 22 printers

12 copiers

6 fax

2 inkjets

TOTAL 2348 686 1149 166 printers

50 copiers

4 inkjets

23 fax

It is the goal of the District to meet or decrease its current 7-year workstation life cycle.

Currently all workstations (besides those noted above) are Windows 7 or Windows XP.

These workstations have been provided by a number of vendors, primarily HP, ByteSpeed,

OmniTech, and Apple. The oldest systems are OmniTechs, and district-built Antecs, which

are being systematically e-cycled to leave only dual-core HP 5800s or higher model PCs

within the next year. The oldest HPs are receiving RAM upgrades along with software

upgrades of Windows XP to Windows 7, and Office 2003 upgrades to Office 2010.

Approximately 2/3 of the district have been upgraded to Windows 7 at this time. iMacs prior

to Intel-based aluminum are being systematically e-cycled and replaced with aluminum iMacs. The Contractor is responsible for maintaining the image of all workstations. This includes

ensuring software installation is on a global and individual basis for systems throughout

the district. Antivirus software is maintained on these systems and managed by a central

server at the High School. The Contractor is responsible for the distribution of all newly purchased

workstations throughout the district. Approximately 400 workstations per year are purchased,

based on budget allocation. Deployment of said machines is performed primarily during the

summer and around the summer school schedule, but continues throughout the year over

breaks and for individual users.

19


The Contractor is responsible for the installation and setup of all new hardware and software

purchased for the network or end user. The Contractor is responsible for disposing of machines after their life cycle is complete.

Disposal is handled by coordinating with an approved E-cycling company. Historically, it

is the goal of the District to remove the majority of old computers when replaced by a new

computer to limit licensing requirements for old, out-dated, or unused computers.

4. End-User Tech Support for all District Schools and Locations

4.1 Building level support is provided by technicians responsible for end user support. Four

technicians are responsible for all buildings. Oversight is provided by a shop manager. The

District has a print management contract that provides support for many printing devices as

well as copying machines. 4.2 Technology support tickets are submitted by staff members into a Sharepoint site on the

District website. This application was developed by current technology staff. Tickets are

manually assigned to the appropriate technicians. Certain administrative users are given

access to see all tickets in the district. 4.3 Support is provided for all District applications used, including financial, student

management and curriculum environments. Often these are software solutions provided by

outside vendors. If the contractor is not able to resolve the issue with a vendor’s software

package and a support contract is in place with that vendor, the vendor will be contacted to

provide additional support. This also includes updating software packages per the vendor’s

recommended upgrade path. A considerable amount of time is required by technicians to

ensure that new or upgraded classroom and testing software are tested and working

properly before rolling out to staff and students.

4.4 Th e D i s t r i c t ho l ds w eek l y t e chn o l og y d ep a r t m en t m ee t in gs a s w e l l

a s cu r r i cu l um b us in e ss m ee t in gs an d ex ecu t i v e t e am m ee t i n gs w i t h t he

T echn o l o g y D i r ec to r , Ex ecu t i v e Di rec t o r s and Su p er in t en d en t at the

District Administrative Center. Members of the District including Principals and Curriculum

and Director of Faci l i t ies also attend as needed. The goal of the meetings is to

discuss and p l an new in i t i a t i ves , open issues, brainstorm solutions, and hear any

problems that need to be addressed. 4.5 The district utilizes Skyward Finance and Skyward Student software for management

in respective departments. Currently, the District provides server and database management

for these systems, as well as daily school year and summer school setup, configuration, end-

user support, and trainings of teachers, administrative, and support staff. ProPalms running

on Remote Desktop server is used to connect to PAC, while a web browser is used to

access other applications within the Skyward Suite. 4.6 The Contractor is responsible for providing training to District staff on existing, new,

or upgraded hardware, peripherals and software.

20


V.1 Application Programming/Development

The District has developed a number of custom applications for the district, including

extensive Sharepoint data systems, server side utilities, support ticket management systems,

and content management systems. These applications are written in languages such as ASP,

HTML, PHP, Visual Basic, MS Access, and Java. Where applicable, data is stored in SQL

databases. Additional projects and programming will be required periodically.

V.2 Database Management

Transactional and Analytical processing databases currently in use include Microsoft SQL,

MySQL, and ProgressDB. The technology department provides performance review,

backups and maintenance of these databases.

V.3 Technology-Related RFP Development

The Contractor will, in conjunction with the Executive Director of Business Services,

develops Request for Proposals (RFPs) to allow vendor proposals on technology-related

items. The Contractor verifies that the technology will meet the needs of the project and

will last throughout the life cycle expectancy. When proposals are received from vendors,

a recommendation is made to administration based off technical aspects of the quote. All

proposals are provided to administration for final review and decision making. The

Contractor may be required to attend Board of Education and/or Finance Committee

meetings to explain and review proposals.

V.4 Technology-Related Pricing, Ordering and Vendor Relations

For technology purchases, the Contractor gathers a minimum of three quotes from approved

vendors directly. Large dollar quotes are input into the District’s financial management

system as a purchase order (PO). Small purchases are made using a District purchasing

card. Once a PO is approved, the PO is sent to the vendor for ordering. The hardware or

software is provided to the technician or staff member when received, if applicable, for

installation. Approval of the vendor’s invoice is also handled in conjunction with the

business department. The Contractor will be the primary contact for third-party technology

vendor relations.

V.5 Maintaining Inventory of District Hardware and Software

All hardware technical information is gathered, organized and recorded with an equipment

identifier and location. Excess hardware inventory for repair and replacement usage is also

organized physically into a large parts and small parts room. Software inventory is

maintained by software, location/District licensing, and number of copies. The software

information and installation discs are kept at a central location and physically stored in the

software inventory room.

Software licensing management is a continuous process. License tracking must be

maintained in an electronic format.

21


VI. CONTRACTOR CURRENT STAFFING LEVELS

VI.1. General Information

The staffing positions, qualifications and staffing levels outlined in this section are based

upon the District’s current assessment of staffing. The District cannot reasonably project its

need for these services which will be used on an “as needed” basis.

The annual staffing commitment for the technicians is considered the minimal time

requirements and additional time may be required on a weekly or seasonal basis depending on

need.

Staffing commitments are considered the average annual requirements and will fluctuate up

and down on a weekly or seasonal basis. The Vendor proposal shall be a sum total proposal to provide turnkey IT management and

support. No additional costs beyond the accepted proposal amount will be paid by the

District should the IT management and support require additional time of the Contractor.

In the event that the District requests that another position be added, a new staffing cost would

need to be agreed to between the District and Contractor and the contract amended. The Vendor may include with their proposed cost deductions, an hourly amount for each

position; including full time positions. They should also include their plan for interviewing

current District employees for possible employment with the Vendor.

VI.2. Building Technicians

Four Building Technicians are currently in place for forty (40) hours per week onsite for each

Building Technician for 52 weeks in a year. (4x40x52) Building Technicians are the first and primary responders to end-user IT needs.

Responsibilities include response to repair requests, assisting District staff with technology-

related needs and installation and maintenance of workstations, peripherals and software.

Responsibilities also include Smartboard, ceiling mounted projector installation, printer

installation and repair. Minimum requirement is that Building Technicians have equivalent experience, or be

progressing toward, an associate’s degree in the technology f ield .

A high level of customer service is expected, and as such, good communication, interpersonal

skills, and additional certifications such as Microsoft certifications are required.

VI.3. Shop and IT Procurement Manager

One shop and IT procurement manager is currently in place for forty (40) hours per week for

22


52 weeks in a year. The majority of time is to be onsite. Some work may be done remotely.

The Shop Manager manages the Building Technicians on technology tickets, coordinates

and/or mediates Building Technicians work with District administrators, instructional staff

and support staff, and is often manages the District’s wiring needs. The Shop and IT

Procurement manager also handles project management for sourcing projects as well as

conducting spend analysis and acquiring IT procurement solutions.

The District’s minimum requirement is that the Shop Manager have a Bachelor’s degree or

five (5) years of experience in procurement and technology experience as well as product

knowledge including hardware, software and printing. Good communication, interpersonal

and organization skills are required.

Prefer additional certifications such as Microsoft certifications, Linux certifications and Cisco

or HP Networking Certifications.

VI.4. Web and Software Support Services

The District employees a full time software integration specialist for forty (40) hours per

week for 52 weeks in a year. Some work may be done remotely. The software specialist builds and provides support and training for websites, surveys, and

SharePoint sites, as well as working in specialized areas for interfacing between software

programs, including state reporting and data transfers from and to third-party

vendor hardware and software. The software specialist also oversees the District scanning and

archiving support needs including programming forms for OCR reading, set up of scanning

folders and troubleshooting and hardware support of scanners. A bachelor’s degree or five (5) years experience in supporting users in an educational

environment is required. Also experience in web design, online survey creation, and web

content management systems as well as video creation and editing is required in addition to the

ability to work with data imports, exports and transfers across multiple platforms.

It is required that this position have strong communication and public relation skills.

VI.5. Network Engineer

The District employees a full time network engineer for forty (40) hours per week for 52

weeks in a year. Some work may be done remotely. The engineer handles network and server-related issues and installations. They also may

coordinate projects and/or design databases or programs to increase staff and network

efficiencies. Required qualifications include a bachelor’s degree, network certifications, or three (3) years

related work experience. The ability to support Novell, OES, GroupWise, OSX Server,

Zenworks and Windows AD Servers as well as the ability to support VMWARE and vSphere

server clusters. Experience supporting network infrastructures including switches, routers,

wiring and wireless is essential.

23


The network engineer is also responsible for using the network operating systems to create

computer images, set and deploy policies, and package and deploy applications to end users as

needed.

Also required are excellent communication and organizational skills and the ability to

complete tasks on time. Resume information should include network certifications and experience in designing

and building network infrastructures.

VI.6. Technology Director

The Director of Technology is scheduled for forty (40) hours per week for 52 weeks in a

year. Some work may be done remotely. The Director of Technology coordinates all aspects of the technology department with

the District, is the primary contact for the technology administration, oversees

technology staff, and collaborates with the Executive Director of Business for long-

range and annual strategic planning for network, hardware and software upgrades

including the prioritization of technology budget and purchasing.

Bachelors or master’s degree in information technology is required along with a minimum of

five (5) years with information technology. It is required that the Director of Technology has good communication and

interpersonal skills along with management and project oversight experience.

VI.7. Skyward Support/Phone System Support

Two Skyward support positions are scheduled for forty (40) hours per week for 52 weeks

in a year. Some work may be done remotely. One position provides software support and training for Skyward Student Software including

Skyward Fee Management while the other position provides software support and training for

Skyward Finance Software. This position handles software updates, implementation of new

processes or procedures including training, creating training documentation as well as

helpdesk support including one on one assistance as needed with staff. The position handling

Skyward Finance Support also handles E-rate applications, filing and follow up as well as

telephone system configuration, support, and troubleshooting.

It is required that the Skyward Support specialists have good communication and interpersonal

skills, along with management and project oversight experience. It is essential that this position have Skyward management experience including database

management, data mining and reporting, strong interpersonal and communication skills, and

project management skills.

24


VI.8. Mobile Device Management/Procurement/Helpdesk

Two support positions are scheduled for approximately fifty (50) hours per week for 52

weeks in a year. Some work may be done remotely. One position provides clerical and helpdesk support as well as mobile device management via

our JAMF Casper server, and via Apple Configurator stations located at all of our schools. The

other position handles the assignment of technology requests, inputting of asset additions,

removals, and moves, and the ordering and processing of technology procurement.

It is required that these positions have good communication and interpersonal skills along with

excellent organizational skills.

VI.9. Digital Support

Two part time support positions are scheduled for approximately three (3) hours per month.

This work must be done onsite. These roles are to record District Board of Education televised meetings once per month, to

record other Board of Education sessions as requested, and to record other events held in the

Board room throughout the year as requested. Other events are also recorded around the

district as requested such as graduation and other ceremonies.

It is required that the technicians have digital creation and editing experience.

VI.10. Hardware Support

A temporary part time support position is scheduled for approximately ten (10) hours per

month. This work must be done onsite. This role is to assist with technology hardware support projects such as updating labs,

upgrading RAM or moving of technology equipment.

VII. INSTRUCTIONS TO VENDORS

The District’s expectations with respect to the performance by each Vendor are set forth in the

Instructions to Vendors section. Vendors who fail to examine and comply with the bid

documents do so at their own risk. The District expects Vendors will comply with the stated

requirements of the proposal in developing their response.

VII.1. Proposal Preparation

Any explanation desired by a bidder regarding the meaning or interpretation of any portion of

these documents must be requested via email and directed to the Executive Director of

Business Services at [email protected] by May 15, 2013. Oral explanation or

instructions given before the opening of the proposals will not be binding. Any information

given to one prospective bidder will be furnished to all prospective bidders a Proposal


25


Addendum and will be located on the Districts’ website for RFPs, if such information would be

prejudicial to a uniformed bidder.

Each bidder shall furnish the information required by these documents. The bidder shall sign

the proposal page, all addenda, and cost proposal sheet. The person signing the BID must

initial erasures or other changes. Proposals signed by an agent must be accompanied by

evidence of the agent’s authority.

Proposals must be firm. Any exception to the terms and conditions of this proposal must be

included in writing in the proposal.

The District expects that all proposals will remain valid until sixty (60) days after the bid

opening or until contracts are signed and operational, whichever comes first. If a bidder

indicates in the BID that he/she may withdraw the proposal in less than sixty (60) days, this

factor will be considered in awarding a contract.

This RFP is being made available by electronic means. Vendors agree to provide the District

with a valid e-mail address to receive this correspondence.

Provide 5 (5) sets of proposal materials. All restrictions on the use of the data contained within

a proposal and all confidential information must be clearly stated. Proprietary information

submitted in a proposal or in response to the RFP, will be handled in accordance with the

applicable Wisconsin State Statute(s). Submissions must be in a sealed envelope with the RFP

title and number clearly marked outside of the envelope. Submission must be hand carried or

mailed to Business Services Department, 1633 Keeler Avenue, Beloit, WI 53511. Responses

must be received and stamped at the Business Services Office on or before the opening date

and time. Responses presented after the time and date of the opening process will NOT be

accepted. The District will not be held responsible for late mail or other carrier delivery.

Faxed or emailed responses will not be accepted. The District will not return proposals.

This RFP does not commit the District to award a contract, to pay costs incurred in the

preparation of the proposal, or to procure or contract for services.

Bid proposals may be modified or withdrawn by written notice received by the Business

Services office prior to the exact hour and date specified for receipt of the bids. All

modifications must be presented in a sealed envelope. A proposal may be modified or

withdrawn in person by the bidder or an authorized modification or withdrawal, and only if the

modification or withdrawal is made prior to the exact hour and date set for the receipt of

proposals.

VII.2. Company Information

Please provide an executive summary of your company’s qualifications to serve as the

Districts technology services partner including a detailed transition plan and

organizational chart.

26


Provide the following company information (please indicate whether you have an office

located within the school District and what services are provided by that office):

• Company Legal Name

• Years in business

• Number of similar projects

• Main Contact Person

• Full Mailing Address

• Telephone Number

• Fax Number

• Insurance Company

• Number of Full-Time Employees

• Number of Part-Time Employees

• Organizational Chart

VII.3. Staff Qualifications

Provide personal data sheets describing the educational, work and project experiences for each

of the staff members who would be assigned to the project. In addition, include any

certifications individuals may have. Provide summary resumes of the proposed service team,

and indicate each person’s tenure with your company.

Please describe in detail your company’s plan to interview the District’s current employees for

possible employment with your company. (If some positions would need to be filled or

added upon being awarded the contract, please describe processes and qualifications utilized

to select individuals.)

VII.4. References

Provide Business/Entity Name and a Contact name with phone and email:

• Provide references for your three largest accounts.

• Provide references for your three largest governmental and/or hospital accounts

(excluding K-12). • Provide references for your three largest K-12 accounts.

• Provide references for three accounts within 75 miles of Beloit.

• (The same reference may apply to more than one area above. If unable to provide

three references for each area, please list “No Further References Available” for

each type of reference that you are unable to provide three contacts for.) Vendors must possess extensive knowledge of network systems, equipment and software

equal to or similar to what the School District of Beloit currently operates with and

must have at least three (3) years’ experience with the same system(s) in a similar

environment.

Preference will be given to Vendors with references for IT support at organizations most

similar in size and/or environment as the District.

27


VII.5. Insurance

Vendor must have General Liability and/or Owners and Contractors Protective Liability

Coverage--$2,000,000 combined single limit per occurrence for bodily injury, personal

injury and property damage. The general aggregate shall be twice the required occurrence

limit. Minimum general aggregate shall be no less than

$5,000,000 per operation and/or location. Worker’s Compensation insurance as required by the Worker’s Compensation statutes of the

State of Wisconsin. Unemployment insurance as required by laws of the State of Wisconsin. A certificate of insurance showing proof of coverage shall be submitted with proposal. Upon being awarded the contract, the Contractor shall furnish the District with certificates

of insurance naming the District, its officials, agents, employees and volunteers as additional

insured. The certificates must be approved by the District prior to the start of the contract

period.

28


VIII. Cost Summary Sheet

2013-2014 2014-2015 2015-2016 2016-2017 Extension

2017-2018 Extension

Annual Contract Cost

Biweekly Cost (Bi-Weekly Payroll Cost)

Potential Deducts: Insert hourly or full position deduct rate or explain in

detail alternates in lieu of this chart Building Tech Hourly

Building Tech Full Positions

IT Director Hourly

IT Director Full Position

Skyward Support Hourly

Skyward Support Full

Position

Network Engineer Hourly

Network Engineer Full Position

Shop/IT Procurement

Manager Hourly

Shop /IT Procurement Manager Full Position

Software Specialist Hourly

Software Specialist Full Position

Mobile Device/Procurement/ Help Desk Hourly

Mobile Device/Procurement /Help Desk

Full Position

29


IX. Certification Sheet

CERTIFICATION: IT MANAGEMENT AND SUPPORT

By signing below I certify that:

No federal or state suspension or debarment is in place No criminal history of the firm/contractor or its employees exist There is no collusion involved in presenting the bid or its components

Signature: My signature certifies that, as agent for:

Company/Firm Name I have read and will abide by each portion of the Bid component “Instructions to Vendors” for the School District of Beloit

Signature Date

30


X. APPENDIX A – NETWORK DIAGRAM DETAIL

31


XI. APPENDIX B – KNOWN PENDING UPCOMING

LARGE PROJECTS Google migration, idea completion before the 2013-2014 school begins:

A. Transfer GroupWise Email, Calendar and Contacts to Gmail B. Configure staff directory sync to Google, student directory sync and create Gmail account

for all students

Wireless Infrastructure and Implementation, Summer 2013-Summer 2015 6 Primary Schools, 1 High School, 1 new intermediate School, 2 intermediate Schools, possible temporary wireless for elementaries to be closed Windows Migration Phase 1

A. Migrate from Novell to Windows Servers Microsoft Windows Server Software/Client Access Licenses 1:1 mobile device implementation, likely to be grade level or content level but could be district wide Move from District Website SharePoint Management to a Content Management System

32


XII. APPENDIX C TECHNOLOGY SERVICES

ORGANIZATION CHART

School District of Beloit Technology Department

Technology Director

Network

Server Maintenance & Performance

(Patches/Upgrades)

Disaster Recovery & Restore (Records

Retention)

Troubleshooting & Analysis

NetworkConf iguration &

Security

ShopManager

User accounts, Email permission,

Web f ilters,

Antivirus,

Technology Support Employee

Oversight

Bidding & PricingProposals, Order

Processing

Hardware Warranty& Maintenance

Order Tracking & Delivery

Ensure compliance with procurement policies, laws &

regulations

Sof tware Licensing & Use Monitoring

Technology Support

Specialist (3)

Diagnose & Repair PC's,

Smart boards,

Laptops, Printers

Install & Conf igure PC's, Smart

boards, Laptops,

Printers, etc.

Phone System

FinanceSystem


(Patches/Upgrades)

Disaster Recovery &Restore

(Records Retention)

Data Oversight & Reporting

User Support

User Training

SharePoint/Video(Surveys, Data

Collection & Data

Sharing)

Software Integration

Assess Staf f Needs

User Support

Onsite Observation &

User Training

Software Integration Specialist

Inventory Tracking& Replacement

Schedule

Student System


(Patches/Upgrades)

Disaster Recovery &Restore

(Records Retention)

Data Oversight & Reporting

User Support

User Training


Superintendent

Print Shop

Accept and ProcessPrint Orders

Order Print Supplies

Track Print orders and schedule

delivery or pickup

Secretary

Enter PurchaseRequisitions

Monitor and Assign Technology Support

Requests

Assist with Inventory and Mobile Device App Management

Montitor Technology Orders

33


XIII. APPENDIX D NUMBER AND TYPE OF SERVERS

AND SWITCHES

Server Location OS Physical or VM

In Use

Description

Web Server BMHS Win 2k8 Physical Yes District Web Server

Sharepoint BMHS Win 2k3 Physical Yes District Sharepoint Server

Domain Controller BMHS Win 2k3 Physical Yes Former web server---now one of four AD domain controllers

Alexandria KEC Win 2k8 VM Yes District Alexandria Server--Services all building IMCs

BES KEC Win 2k3 VM No Blackberry Enterprise Server-Used as a trial but license was not purchased-Not Used

Clone Skyward 2008 R2 KEC Win 2k8 VM No Copy of the Skyward Server

Data Warehouse KEC Win 2k8 VM Yes Skyward Data Warehouse Server

FitnessGram KEC Win 2k3 VM Yes FitnessGram Server--Used by all PE teachers to track student progress

Moodle KEC Win 2k3 VM Yes District Moodle Server

Sage App KEC Win 2k3 VM Yes Finance Application Server--Web / Alio Access

Sage DB KEC Win 2k3 VM Yes Finance Database Server--DB Backend for Alio

SkyDB Training KEC Win 2k3 VM Yes Training server for Skyward users

AutoDesk License Server BMHS Win XP VM Yes License management server for Autodesk Software used at BMHS

Crystal Reports Server BMHS Win 2k3 VM Yes Server with Crystal Reports installed

Groupwise Webaccess BMHS Win 2k3 VM Yes Server used for web version of Groupwise Mail

Copier Server BMHS Win 2k3 VM Yes Keeps track of copy jobs and authenticates users

NWEA Student Data BMHS Win 2k3 VM Yes Contains MAP testing info--Used for reporting

Pictures Server BMHS Win 2k3 VM Yes Stores photos used in Skyward

Procurve Manager Plus BMHS Win 2k3 VM No Procurve Manager Plus--Not currently in use

Project 2010 BMHS Win 2k8 VM Yes Server for MS Project 2010

Remote 3 Skyward 2005 – 2008 BMHS Win 2k3 VM No Archive of Skyward server

Remote A BMHS Win 2k3 VM Yes Used for Skyward PAC access

Remote B BMHS Win 2k3 VM Yes Used for Skyward PAC access

Scholastic Achievement Manager BMHS Win 2k3 VM No Was used for Read 180 and Math Apps--License not continued

Domain Control License Server BMHS Win 2k3 VM Yes District's SIF ZIS

SIF Server BMHS Win 2k3 VM No Old SIF ZIS

SkyShare BMHS Win 2k3 VM Yes Not sure of the purpose of this system

Skyward 2008-2009 BMHS Win 2k3 VM No Archive of Skyward server

Skyward 2008R Skyward BMHS Win 2k8 VM Yes Currently Skyward Server

S-Old SkyDB BMHS Win 2k3 VM No Archive of Skyward Database Server

Symantec AV BMHS Win 2k3 VM Yes Symantec AV Update Server

Symantec Endpoint BMHS Win 2k3 VM Yes Symantec Endpoint Protection Update Server

Syslog BMHS Win 2k3 VM Yes Central logging server

Virtual Center Server BMHS Win 2k8 VM Yes Controls all VM cluster hosts--VMWare Vsphere Server

WebJet Admin BMHS Win 2k3 VM No HP Jet Admin Server--Not currently used

WSUS BMHS Win 2k3 VM Yes Windows Update Server

Backup Server BMHS Win 2k3 Physical Yes District's Backup Server--Stores and sends data to Amazon S3

Identipass BMHS Win 2000 Pro Physical Yes Controls Keycard Access to BMHS, McNeel, and Aldrich

Mitel Management BMHS Win 2k3 Physical Yes Manages District Phone System

Remote 2 BMHS Win 2k3 Physical Yes Remote Access Server for System Administration

Email Archive BMHS Win 2k8 Physical Yes Archives Email

Email Vault BMHS Win 2k8 Physical Yes Archives Email

34



In Use

Description

Remote 3 BMHS Win 2k8 Physical Yes Remote Access Server for System Administration

Johnson Control Server McNeel Win 2k3 Physical Yes Controls HVAC for all connected district facitlities

Video Collectors—How many? Various Embedded Windows Physical Yes

Captures video from security cameras--Do not know how many are currently in use.

Sharepoint 2010 BMHS Win 2k8 VM Yes New Sharepoint Server--Data will be migrated from existing server to this one

SQL Server BMHS Win 2k8 VM Yes Central MSSQL Server

Cable Access Video Generator Server KEC Win 2000 Svr Physical Yes Used for District's Cable Access Channel

Bell Control at BMHS BMHS Win 95 Physical Yes Controls lighting and bells at BMHS--On it's last legs for the past 10 years

Windows Server at Hackett Hackett Win 2k3 Physical No Was used for an application the building purchased. Server is no longer in use.

Apps BMHS Netware 6.5 Physical Yes Stores applications and system images--Will be migrated to SLES Apps

Login BMHS Netware 6.5 Physical Yes Stores user home directories--Will be migrated to SLES Login

IT BMHS Netware 6.5 Physical Yes Runs Identity Manager

Zenworks BMHS Netware 6.5 VM Yes Performs Zenworks Workstation Imports

Mail BMHS SLES 10 VM Yes District Email Server

Finance KEC Netware 6.5 VM Yes Stores data for KEC--Will be migrated to SLES Finance

SLES Finance KEC SLES 10 VM Yes New Server for Finance

ZCM2 KEC SLES 10 VM Yes Backup Zenworks Server for District

SLES Apps BMHS SLES 10 VM Yes New Server for Apps

SLES Login BMHS SLES 10 VM Yes New Server for Login

ZCM1 BMHS SLES 10 VM Yes Zenworks Server for District

Datasync KEC SLES 11 VM Yes Allows mobile devices to access email, calendar, and contacts

Wiki / Blogs BMHS OSX Server Physical Yes Stores District Wikis and Blogs

Mem OSX BMHS OSX Server Physical Yes Used for Mac labs at BMHS

Aldrich OSX Aldrich OSX Server Physical No No Longer in Active Use

McNeel OSX McNeel OSX Server Physical Yes Used for Mac lab at McNeel in Band Room

Merrill OSX—No longer in use Merrill OSX Server Physical No No Longer in Active Use

SDBVM1 BMHS ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On



SDBVM4 KEC ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On

SDBVM5 KEC ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On

Mail VM BMHS ESXi 4.1 Linux Physical Yes VMWare ESXi Host--Physical Server that Virtual Servers Run On

Primex AMP KEC Linux VM Yes Controls Clocks and Bells at Gaston

Shop File Server KEC Trustix Linux Physical Yes Stores data for KEC Tech Dept.

Shop Image Server KEC Trustix Linux Physical Yes Stores old images for KEC Tech Dept.

Astaro Firewall 1 BMHS Astaro Linux Physical Yes District Firewall

Astaro Firewall 2 BMHS Astaro Linux Physical Yes District Backup Firewall

Old Backup Firewall 1 BMHS Astaro Linux Physical No Old Firewall--No Longer in Use

Old Backup Firewall 2 BMHS Astaro Linux Physical No Old Firewall--No Longer in Use

Cymphonix Content Filter BMHS Embedded Linux Physical Yes District Content Filter

Safari Internal BMHS Open BSD Physical Yes Serves internal district users--Video Streaming Server

Safari External BMHS Open BSD Physical Yes Serves external users--Video Streaming Server

Mitel AWC BMHS Mitel Linux VM Yes Mitel Audio Web Conferencing Server

Mitel Voicemail BMHS Mitel Linux Physical Yes Serves all voicemail users

35



In Use

Description

Mitel 3300 Phone Controller BMHS Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Aldrich Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller McNeel Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller KEC Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller HEC Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Burdge Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Converse Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Cunningham Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Gaston Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Hackett Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller McLenegan Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Merrill Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Morgan Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Robinson Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Todd Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Royce Mitel Linux Physical Yes Controls building's digital and IP phones

Mitel 3300 Phone Controller Wright Mitel Linux Physical Yes Controls building's digital and IP phones

Physical Servers 56 Virtual Servers 46 Windows 2003 Servers 33 Windows 2008 Servers 12 Linux Servers 33 Active Servers--Online 88 Inactive Servers--Offline 14 Total Servers 102

Building Switch Name Switch IP Software Version

Startup Config Backup Name Use

Aldrich ALD 140 SW1 10.5.1.6 K.15.04.0003 ALD_140_SW1_050211_K_14_60.cfg Building Edge

ALD IMC SW1 10.5.1.5 K.15.04.0003 ALD_IMC_SW1_050211_K_14_60.cfg

Building Edge

ALD Main SW1 10.5.1.2 K.15.04.0003 ALD_Main_SW1_050211_K_14_60.cfg

Building Core

ALD TC1 SW1 10.5.1.3 K.15.04.0003 ALD_TC1_SW1_050211_K_14_60.cfg

Building Edge

ALD TC2 SW1 10.5.1.4 K.15.04.0003 ALD_TC2_SW1_050211_K_14_60.cfg

Building Edge

Burdge BUR Main SW1 10.18.1.2 K.15.04.0003 BUR_Main_SW1_050211_K_14_60.cfg

Building Core

Converse Con Main SW1 10.17.1.2 K.15.04.0003 CON_Main_SW1_050211_K_14_60.cfg

Building Core

Cunningham CUN Main SW1 10.16.1.2 K.15.04.0003 CUN_Main_SW1_050211_K_14_60.cfg

Building Core

Gaston GAS Main SW1 10.15.1.2 K.15.04.0003 GAS_Main_SW1_050211_K_14_60.cfg

Building Core

36




HEC EEC Automotive 5406zl 10.19.1.253 K.15.04.0003 HEC_Auto_SW1_050211_K_14_60.cfg Building Edge

HEC TC1 10.19.1.252 K.15.04.0003 HEC_TC1_SW1_050211_K_14_60.cfg

Building Edge

EEC-MDF-5412XL 10.19.1.254 K.15.04.0003 HEC_Main_SW1_050211_K_14_60.cfg

Building Core

Hackett HAC Main SW1 10.14.1.2 K.15.04.0003 HAC_Main_SW1_050211_K_14_60.cfg

Building Core

KEC KEC AUDITORIUM 10.4.1.190 K.14.60 KEC_AUD_SW1_050211_K_14_60.cfg

Building Edge

KEC 2nd Floor Lounge 10.4.1.200 K.14.60 KEC_2nd_SW1_050211_K_14_60.cfg

Building Edge

KEC Main Switch 10.4.1.2 K.14.60 KEC_Main_SW1_050211_K_14_60.cfg

KEC TECH WING 10.4.1.90 K.15.04.0003 KEC_TECH_SW1_050211_K_14_60.cfg

Building Edge

McLenegan MCL Main SW1 10.13.1.2 K.15.04.0003 MCL_Main_SW1_050211_K_14_60.cfg

Building Core

McNeel MCN Main SW1 10.6.1.2 K.15.04.0003 MCN_Main_SW1_050211_K_14_60.cfg

Building Core

MCN Main SW2 10.6.1.3 K.15.04.0003 MCN_Main_SW2_050211_K_14_60.cfg

Building Edge

MCN TC1 SW1 10.6.1.4 K.15.04.0003 MCN_TC1_SW1_050211_K_14_60.cfg

Building Edge

MCN TC2 SW1 10.6.1.5 K.15.04.0003 MCN_TC2_SW1_050211_K_14_60.cfg

Building Edge

Memorial Mem 1st Floor Switch 10.3.1.242 K.15.04.0003 MEM_1st_SW1_050211_K_14_60.cfg

Building Edge

Mem 2nd Floor Switch 10.3.1.239 K.15.04.0003 MEM_2nd_SW1_050211_K_14_60.cfg

Building Edge

Mem 3rd Floor Switch 1 10.3.1.240 K.15.04.0003 MEM_3rd_SW1_050211_K_14_60.cfg

Building Edge

Mem 3rd Floor Switch 2 10.3.1.241 K.15.04.0003 MEM_3rd_SW2_050211_K_14_60.cfg

Building Edge

Mem 3rd Floor Training 10.3.3.200 Y.11.16

Building Edge

Mem B103 10.3.1.232 K.15.04.0003 MEM_B103_SW1_050211_K_14_60.cfg

Building Edge

E-Wing Switch 10.3.3.2 K.15.04.0003 MEM_EWING_SW1_050211_K_14_60.cfg

Building Edge

Mem Ground Floor Switch 1 10.3.1.244 K.15.04.0003 MEM_GRDFL_SW1_050211_K_14_60.cfg

Building Edge

Mem Ground Floor Switch 2 10.3.1.254 K.15.04.0003 MEM_GRDFL_SW2_050211_K_14_60.cfg

Building Edge

Memorial C006 Lab 10.3.1.142 K.15.04.0003 MEM_C006_SW1_050211_K_14_60.cfg

Building Edge

Mem C014 10.3.1.253 K.15.04.0003 MEM_C014_SW1_050211_K_14_60.cfg

Building Edge

Memorial Core Switch 5400 10.3.1.2 K.15.04.0003 MEM_Core_SW1_050211_K_14_60.cfg

District Core

Mem Fieldhouse 10.3.3.1 K.15.04.0003 Mem_Fieldhouse_SW1_050211_K_14_60.cfg

Building Edge

37




Merrill MER MAIN SW1 10.12.1.2 K.15.04.0003 MER_Main_SW1_050211_K_14_60.cfg Building Core

Morgan MOR_MainSW1 10.11.1.2 K.15.04.0003 MOR_Main_SW1_050211_K_14_60.cfg

Building Core

MOR Trailer SW1 10.11.1.3 K.15.04.0003 MOR_Trailer_SW1_050211_K_14_60.cfg

Building Edge

Robinson Robinson Main SW1 10.10.1.2 K.15.04.0003 ROB_Main_SW1_050211_K_14_60.cfg

Building Core

Royce Roy_Main_SW1 10.9.1.2 K.15.04.0003 ROY_Main_SW1_050211_K_14_60.cfg

Building Core

Todd TOD Main SW1 10.8.1.2 K.15.04.0003 TOD_Main_SW1_050211_K_14_60.cfg

Building Core

TOD Lab SW1 10.8.1.3 K.15.04.0003 TOD_Lab_SW1_050211_K_14_60.cfg

Building Edge

Wright WRI Main SW1 10.7.1.2 K.15.04.0003 WRI_Main_SW1_050211_K_14_60.cfg

Building Core

Total Switches 43

38


XIV. APPENDIX E-DISTRICT ORGANIZATION CHART

39


XV. APPENDIX F – HARDWARE DIAGRAM DETAIL

School Name Grades

# of

SMART

Boards

# of rooms that

need SMART

Boards

# of classroom

amplification &

microphones

# of

document

cameras

# of SMART

Response

systems

Aldrich 6-8 26 8 0 26 1

Burdge 4-5 10 2 0 10 1

Converse k-3 18 7 0 18 1

Cunningham 4-5 14 2 0 14 1

Gaston k-3 17 7 0 17 1

Hackett k-3 15 7 0 15 1

Kolak Admin 5 0 0 5 0

McLenegan 4-5 15 2 0 15 1

McNeel 6-8 30 8 0 30 1

Memorial 9-12 66 18 0 66 1

Merrill k-3 16 7 0 16 1

Morgan 4-5 13 2 0 13 1

RCAA k-3 2 2 0 2 0

Robinson k-3 18 7 0 18 1

Royce Pre-k 3 17 0 3 0

Todd k-3 18 7 0 18 1

Wright

Learning

Academy

Alternative 8 0 0 8 0

TOTAL 294 103 0 294 13

40


XVI. APPENDIX G – LAB SNAPSHOT SNAPSHOT OF OUR LARGEST SCHOOL AND ASSOCIATED LAB COMPUTER DETAILS:

BMHS Computer Labs

Room # Department # of Computers Age of Computers Notes

E007 FACE 19 < 3

C014 Tech Ed. 27 < 3

C015 Tech Ed. 30 1

D013 Business 25 1

D015 Business 29 1

D017 Business 30 1

D019 Business 30 1

D020 Business 28 1

E006 Music 25 < 3 Macs OS 10.5

B101 Open 22 < 3

B103 Open 30 < 3

B105 Open 30 < 3

D120 Science 17 > 5

Mobile Science 22 > 3

IMC Open 38 < 3

D206 English 30 < 3

D216 Social Studies 28 < 3

B214 Special Ed. 19 < 3

D302 Open 30 > 3

D306 Art 25 > 3 Macs OS 10.4

D308 Business 28 < 5

Total Labs 21

Total Lab Computers 562

Documents

School District of Beloitwsx.sdb.k12.wi.us/sites/Business/RFPs/Lists/RFPs/Attachments/36... · School District of Beloit-Request for ... bids should be submitted ... against all injuries,