January 28, 2014

Subject: Maitland Public Library
Request for Proposal for Internet Services

E-Rate Year 2014

The Maitland Public Library invites vendors to submit proposals for our evaluation for E-Rate funding year 2014. This Request for Proposal is for telephone (VoIP) services and internet access.


The Maitland Public Library is a city-funded 501(c)(3) non-profit that serves the citizens of Maitland, Florida.

Maitland Public Library was created in 1896. First housed in a local teacher’s living room, the library later moved to a storefront on Horatio Avenue, near the railroad tracks. The current library building on South Maitland Avenue was built in 1907, with additions made to it in 1959, 1972, and 1989. Today the collection exceeds 85,000 items.

Although the Maitland Public Library was originally established, owned, and operated by Maitland residents, and governed by a Board of Trustees comprised of Maitland citizens, it became apparent by 1972 that expansion was needed to accommodate the increasing needs of Maitland’s citizens. An agreement was forged with the City of Maitland to expand the library and its services to Maitland residents. Because the city could not use public funds to build on private property, the Board of Trustees agreed to turn over all physical assets of the library – the grounds, building, and collection – to the city in agreement for annual funding.

Current Technologies:

 4 Sonic Point NE’s.
 1 Sonic Wall Cisco Switch for backbone.
 Onsite firewall system (Sonic Wall TZ215).
 In-House Email Exchange and Website hosted.
 Category 5e cabling to the desktop; minimum speed is 100 Mbps.
 3 Servers: Dell Poweredge 840 (Handles DHCP, Website, Email, Active Directory), Dell Poweredge 4600 for content filtering, and Super Micro X9SAE for NComputing.
 Back-end software: Windows Server 2008 R2, Microsoft Internet Information Server, Crashplan Pro-E, Semantic antivirus.
 Front-end software: Windows Server 2008 R2 (N Computing for patrons), Windows 7 Professional (Staff), Microsoft Office 2013.
 UPS provides power protection.

Requested Technologies:

 Internet Access – 90 Mbps or greater.

Evaluation Criteria

Maitland Public Library is looking for one company to provide all of the services listed above. After proposals have been reviewed, some companies will be invited to come for on-site presentations. The decision to set up and schedule on-site presentations will be at Maitland Public Library’s discretion.

Although Maitland Public Library may contact vendors regarding any presentations, it is not the intent of the library to seek extensive clarity regarding proposals. Vendors should submit an explicit, detailed, and thoroughly complete proposal.

Final selection is at the sole discretion of the Maitland Public Library and the respondents to this RFP have no appeal rights or procedures guaranteed to them.

Factor Points Available
Prices of eligible products/services
Prior experience with vendor 15
Prices for ineligible services, products, fees 5
Flexible invoicing: Forms 472 or 474 5
Local or in-state vendor 5
Experience 10
Ability of the service provider to meet time deadlines 10
Quality of the work 10
Ability of the service provider to provide necessary maintenance 5
Availability 5
Cost of ineligible products and services 5
Local Vendor 5
Total 100

Calculating our NSLP discount, we are a part of the Orange County School District and according to the latest numbers we are qualifying for a discount of 80%.

Proposal Submission Requirements

All proposals should clearly address the technical information requested in the Request for Proposal. No costs associated with the proposal will be the responsibility of the library, since the vendor shall be responsible for all associated costs.

The proposal should be received no later than Monday, February 26, 2014, at 5:00 p.m. Eastern Time Zone. Proposals should be in pdf format and either emailed to: Ellen Schellhause (Director), eschellhause@maitlandpl.org, AND Rodney McElveen (Electronic and Technologies Librarian), rmcelveen@maitlandpl.org (* note as subject please state “2014 Internet Services Proposal”)

or mailed to:

Maitland Public Library
(Attention Rodney McElveen)
501 South Maitland Avenue
Maitland, FL 32751

Additionally, all submitted responses to this RFP become the property of the Maitland Public Library. Maitland Public Library reserves the right to use any of the ideas included in the responses without any obligation to the responding company.