Invitation to Bid VOIP IMPLEMENTATION VSE

Transcription

1 Invitation to Bid VOIP IMPLEMENTATION VSE Responses to an Invitation to Bid will be received by the Purchasing Coordinator, Sumner County Board of Education, 1500 Airport Road, Gallatin, TN for VOIP IMPLEMENTATION VSE until 1:00 P.M. Local Time WEDNESDAY MARCH 13, Bid responses will be opened at that time, taken under advisement and evaluated. All questions should be directed to Craig Clayton Assistant Director for Information Services All proposals are subject to the Board of Education s conditions and specifications which are available from Vicky Currey, Purchasing Coordinator (615) All bids can be viewed on line at

2 Request for Bids Vena Stuart VOIP Implementation 1. Description Vena Stuart Elementary potentially qualifies for E-rate funding for internal network connectivity. The district is seeking bids to upgrade the schools telephone and communication network by implementing a VOIP solution. 2. Vendor Requirements Vendors bidding on this contract must meet the following requirements: 2.1 Participate in the E-rate program. 2.2 Minimum of three years experience installing phone systems 3. Scope of Work 3.1 Install one voice switch Shoregear 220T1A or equivalent Voice Switch. 3.2 Provide and install 18 ShorePhone IP 230g or equivalent Phones 3.3 Include all extension and mailbox licensing fees for system if necessary. 3.4 Include any call management software necessary. 3.5 Vendor should include installation costs as necessary. 3.6 Vendor should provide one year of support for hardware and phone software. 4. Bid Requirements Bids must contain all of the following elements to be considered. 4.1 Evidence that the vendor meets the requirements listed in section 2. Vendor should provide details on the company s history, staff, experience, areas of specialty, and value added services. 4.2 Completed Bid Sheet 4.3 References: Provide the names of contact information for four organizations that the company has done phone system installation for over the past year. These organizations should be comparably sized or larger than Sumner County School District. 4.4 Bid Format: Submit a sealed bid with two copies of the bid proposal. Fax and bids will not be accepted. A Bid Summary Sheet should be the first sheet in the proposal.

3 4.5 Bid Authorization: Bids must be signed by an authorized representative of the company placing the bid. 4.6 Contract Award Criteria: Bids that meet the criteria will be scored on the following rubric: Prices / Charges 35 Points Understanding of Need 25 Points Prior Experience 20 Points Personnel Qualifications 10 Points Financial Stability 10 Points 4.7 Bid Validity: Due to the nature of this bid and the dependence on federal funding, vendors agree that their bids will remain valid for a minimum of 90 days. This project, even if awarded, is contingent upon approved funding through the e-rate program. 4.8 Mailing Address: Vena Stuart VOIP 2013 c/o Vicky Currey, Purchasing Coordinator 1500 Airport Road Gallatin, TN Deadline: Bids will be opened at 1:00 P.M. March 13, Any questions concerning the request for proposals should be directed to Craig Clayton at craig.clayton@sumnerschools.org or (615)

4 Bid Sheet Vendor Name: Account Representative: Address: Phone: SPIN: Total Hardware Costs: Total Labor Costs: Overall Bid: I hereby agree to furnish all equipment and services as specified in accordance with the terms and conditions of this proposal. Authorized Signature Authorized Title Date of Bid Company Name

5 NOTICE TO RESPONDENTS Responses to an Invitation to Bid will be received by the Purchasing Coordinator in the SUPORT SERVICE FACILITY CONFERENCE ROOM, Sumner County Board of Education, 1500 Airport Road Gallatin, TN They will be received until 1:00 P.M. Local Time WEDNESDAY MARCH 13, 2013 for VOIP IMPLEMENTATION VSE, at which time the responses will be opened, taken under advisement and evaluated. BIDS WILL BE POSTED ON GENERAL REQUIREMENTS AND CONDITIONS 1. The Sumner County Board of Education reserves the right to accept or reject any and/or all responses in whole or in part, and to waive informalities therein. 2. Any responses received after the scheduled closing time for the receipt for responses will not be considered. 3. If a mistake is discovered after the responses are received, only the Sumner County Board of Education may allow the respondent to withdraw the entire response. 4. Partial payments will not be approved unless justification for such payment can be shown. Terms will be net 30 days. 5. Payment will not be made until the said VOIP IMPLEMENTATION VSE are inspected and approved as meeting all specifications by persons appointed by the Sumner County Board of Education. 6. Responses submitted must be in a sealed envelope and marked on the outside as follows: RESPONSE: VOIP IMPLEMENTATION VSE DEADLINE: 1:00 P.M. WEDNESDAY, MARCH 13, Facsimile responses will not be considered. 8. If a successful bidder violates any terms of their bid, the contract, school board policy or any law they may be disqualified from bidding for a period of two years for minor violations or longer for major violations. Bids from disqualified bidders will not be accepted during the period of disqualification. 9. Prices quoted on the response (if any) are to be considered firm and binding until the said VOIP IMPLEMENTATION VSE are in the possession of the Sumner County Board of Education. 10. No purchase or contract is authorized or valid until the issuance of a Board Purchase Order in accordance with Board Policy. No Board Employee is authorized to purchase equipment, supplies or services prior to the issuance of such a Purchase Order. 11. Any deviation from these stated terms, specifications and conditions must be coordinated with and approved in writing by the Purchasing Coordinator, Vicky Currey (615) All bids that exceed $25,000 must have the Company Name, License Number, Expiration Date thereof and License Classification of Contractor listed on outside of sealed envelope. As required by State of Tennessee Code Annotated The awarded bidder will be required to post a performance and payment bond in the amount of 25% of the contract price if it exceeds $100,000 as stated by State of Tennessee Code Annotated