INVITATION TO BID

January 20, 2012

PROJECT
Library-wide Wireless Service Project 2012

PROJECT DESCRIPTION
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To provide library-wide wireless service to all areas of both the 1515 SW 10 Avenue building and the
1020 Washburn building. This may require that each building be done in different phases. Each building
should be bid separately. (Bidders must participate in the e-rate program.)

BID RECEIVING
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Date: Thursday, February 24 , 2012
Time: 10:00 AM
Place: Menninger Room (2nd floor), Topeka and Shawnee County Public Library, 1515 S.W. 10th
Avenue, Topeka, KS

OWNER
Topeka & Shawnee County Public Library
1515 S.W. 10th Avenue
Topeka, KS 66604-1374
 Topeka & Shawnee County Public Library 2
Project: Library-wide Wireless Project 2012

INSTRUCTIONS TO BIDDERS

Date: January 20, 2012

PROJECT: Library-wide Wireless Service Project 2012

DEFINITIONS:
Bidding documents include Invitation to Bid, Instructions to Bidders, and Bid Form including any Addenda
issued prior to bid receiving.

ADDENDA:
Addenda are written or graphic instruments issued prior to bid receiving which modify or interpret the
bidding documents, including specifications, additions, deletions, clarifications, or corrections.

Prior to bid receiving, Addenda will be mailed or delivered to each bidder recorded by the Owner as having
received the bidding documents.

Bidders shall acknowledge receipt of Addenda on the Bid Form.

EXAMINATION OF BIDDING DOCUMENTS:

Each bidder shall examine the bidding documents carefully. Any interpretation or correction will be issued
as an Addendum by the Owner. ONLY A WRITTEN INTERPRETATION OR CORRECTION BY
ADDENDUM SHALL BE BINDING.

SITE VISIT (MANDATORY):

Each bidder must visit the site. The mandatory site visit will be held on Wednesday, February 8th at 10:00
AM at the Topeka & Shawnee County Public Library. Acknowledge site visit on the BID FORM.

BID PREPARATION
A single bid will be received for the installation of library-wide wireless service (two buildings). Each
building should be bid separately. Bidders must participate in the e-rate program.

The Owner is a political subdivision of the State of Kansas, eligible for government contract prices, and is
exempt for the Kansas Retailers' Sales Tax Act and Kansas Compensating Tax Act under the provisions
of Kansas Statutes Annotated (K.S.A.) Supplement 79-3606(b).
Bids shall be made upon the BID FORM included with these specifications. Fill in all blanks on the BID
FORM clearly with typewriter or ink. Erasures or other changes in a bid must be explained or noted over
the signature of the bidder. Signature shall be in longhand by a principal duly authorized to sign contracts.
Bids shall contain no alterations or recapitulation of the work.

Bids shall be prepared and submitted in accordance with these INSTRUCTIONS TO BIDDERS.
 Topeka & Shawnee County Public Library 3
Project: Library-wide Wireless Project 2012

Mail or deliver the BID FORM to: Sheryl Weller

Chief Financial Officer
TOPEKA & SHAWNEE COUNTY PUBLIC
LIBRARY
1515 S.W. 10th Avenue
Topeka, KS 66604-1374.

Enclose the BID FORM in a sealed opaque envelope bearing the legend:
BID FORM
Project: Library-wide Wireless Service Project
Bidder: (your company name)
Address: (your company address)

COORDINATOR: The Coordinator shall assume general coordination and direction of the project.
The Coordinator is:

Michael Perkins
Digital Services Supervisor
Voice: (785) 580-4605
Fax: (785) 580-4496
E-Mail: mperkins@tscpl.org

BIDDER'S REPRESENTATION:
The bidder, by responding to this bid, represents that
1. The bidder read and understood the INSTRUCTIONS TO BIDDERS.
2. The bidder carefully examined all bidding documents pertaining to the project.
3. The bidder acknowledges receipt of Addenda, if any.
4. The bidder acknowledges the mandatory site visit on February 8th, 2012 at 10:00 AM.

BID RECEIVING:
The Owner will receive and publicly open and read bid proposal forms at the time and place indicated in
the INVITATION TO BID.

The bid proposal shall include all costs for the library-wide wireless service project.

No oral or telephone bids will be considered. Telephone modifications will be considered only on BID
FORMS delivered to Owner prior to time set for bid receiving.

BID WITHDRAWAL:
A bidder may withdraw a BID FORM in writing or by telephone to Owner prior to time fixed for bid
receiving. The term “in writing” shall include withdrawals by email to the coordinator.
 Topeka & Shawnee County Public Library 4
Project: Library-wide Wireless Project 2012

Unless otherwise provided in any supplement to these INSTRUCTIONS TO BIDDERS, no bidder shall
modify, withdraw, or cancel the bid, or any part thereof, for thirty (30) calendar days after the time for
receiving bids.

AWARD OF CONTRACT:
A contract will be awarded as soon as possible to the responsible bidder submitting the lowest acceptable
bid (the lowest bid is not required to be accepted) provided:
1. Evidence of the experience, qualifications and fiscal responsibility of the responsible bidder and
the time of completion are all acceptable to the Owner.
2. The total of acceptable bids is within the Owner's financial budget for the project.
3. The contract can be cancelled if e-rate funding is not approved.
4. The bidder provides a statement of work which should include the following:
1. Date for when the equipment should arrive.
2. Date of installation (should be after July 2012)
a. Steps of the installation process
b. Testing - Phase
c. Training - Phase
3. Date for going live

REJECTION OF BIDS:
The bidder acknowledges the Owner's right to reject any and all bids and to waive any formality or
irregularity in any bid received. The bidder recognizes the Owner's right to reject any bid, which fails to
submit the data required by the bidding documents, or is in any way incomplete or irregular.

OWNER:
Topeka & Shawnee County Public Library
1515 S.W. 10th Avenue
Topeka, KS 66604-1374
 Topeka & Shawnee County Public Library 5
Project: Library-wide Wireless Project 2012

SPECIFICATIONS:

Current Network Infrastructure

2 Cisco WS-C6506-E switches 6 slot Dual 110 power suppliesCAT6k MSFC 2A Slots 1 2 3 5 full
1 Cisco WS-C6509-E switches 9 slot Dual 220 power supplies 1 16 port Gbic board MSFC3 Supervisor
720 slots 1 2 3 4 5 and 9 full
1 Cisco Ws-C65-9-E switches 9 slot Dual 220 power supplies 1 16 port Gbic board MSFC3 Supervisor
720 slots 1 2 3 4 5 6 and 9 full
2 Cisco WS-C3560G-48TS switches
Current Firewall Pix 525 10/100 ethernet
No power over ethernet on any switches. Most of the closets do not have un-punched patch panel ports
available. Should be enough space for them in all closets but the 1020 Washburn building closet.
Network wiring is cat6.
cat5E wiring was installed for phones.
Backbone has both single and multimode fiber. We are using some of the multimode.

System Requirements
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The Library is looking for a new Aruba Networks wireless system for both its 1515 SW 10 Avenue and
1020 Washburn buildings. Wireless should support 802.11 a/b/g/n wireless network standards.

Support is required for both public and staff access to the network and future voip access. The bid should
include Arubas Airwave software and all hardware, software and cabling to integrate into the Library’s
Cisco network.

The Library currently has a 50 meg pipe. Bandwidth upgrade should include a router that supports the
bandwidth needed and if connector between router and firewall is other then 10/100 a Cisco firewall
unlimited hosts.

Our network switches have 10/100/1000 ports available.

Floor plans attached.

Bidders must participate in the e-rate program.

 Topeka & Shawnee County Public Library 6
Project: Library-wide Wireless Project 2012

BID FORM--Single Contract

Owner: Topeka & Shawnee County Public Library

1515 S.W. 10th Avenue
Topeka, KS 66604-1374

In compliance with the invitation and instructions to bidders, the undersigned proposes to {DESCRIPTION
OF PROJECT}.

Unit Cost Total

Quantity
A.
B.
C.
D.
E.
TOTAL BASE BID
ADDENDA
Receipt is acknowledged of Addenda Numbers
MANDATORY SITE VISIT: A representative visited. YES_____ NO _____

TIME OF COMPLETION
It is the Owner's desire that the project be completed after July 2012. The undersigned agrees to deliver
the specified equipment within _______ calendar days after July 2012.

MAINTENANCE CONTRACT
Cost to extend maintenance two years beyond one-year warranty period.
$__________________

DECLARATION
The undersigned hereby declares that he has examined the bid specifications and submits this proposal in
compliance therewith. The undersigned understands that his competence and responsibility, time or
completion, as well as any other factors of interest to the Owner may be a consideration in making the
award. The Owner reserves the right to reject any or all proposals, to accept or reject alternate proposals
and unit prices, and waive technicalities concerning the bid proposals received as it may be in the Owner's
best interest to do so.
______________________________________ _______________________
Authorized Representative's Signature Date
______________________________________ _______________________
Title Telephone
______________________________________ _______________________
Company Fax
______________________________________ _______________________
Street Address E-Mail
______________________________________
City/State/Zip