Request for Proposals

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1 Request for Proposals Elgin School District U-46 SIP Trunk RFP 1

2 Table of Contents 1. BACKGROUND PROCUREMENT INFORMATION EVALUATION CRITERIA PURPOSE AND SCOPE SCOPE OF WORK & PROJECT LAYOUT DISTRICT TECHNICAL REQUIREMENTS CUSTOMER SERVICE AND WARRANTY ADDITIONAL CAPABILITIES / FEATURE DESCRIPTIONS VENDOR RESPONSIBILITIES AND REQUIREMENTS GENERAL REQUIREMENTS SPECIFICATIONS & PRICING REFERENCE AND EXPERIENCE PROPOSAL

3 Request for Proposals Elgin School District U-46 SIP Trunk RFP 1. Background 1.1. Covering 90 square miles, School District U-46 serves portions of 11 communities in the northwest suburbs of Chicago in Cook, Du and Kane Counties. The District is approximately 45 minutes west of downtown Chicago, and the majority of our communities are easily accessible from major interstates and commuter rail lines. School District U-46 serves over 40,000 children in grades prek-12. The District ranks as the second largest in Illinois with 42 elementary schools, 8 middle schools and 6 high schools. The District is headquartered at the U-46 Educational Services Center at 355 E. Chicago Street in Elgin, IL The District is comprised of six (6) high schools, eight (8) middle schools, forty-one (42) pre-k/elementary schools and four (4) specialty facilities The District is in year two of implement a five year IT plan to upgrade and enhance all aspects of Information Technology from the implementation of structured cabling in all locations, to classroom applications, LAN equipment, wireless technology and security applications The District will leverage Priority Two E-Rate funding, if available, for financial assistance in the deployment of these enhanced technologies Response Requirements Proposals must be submitted to the District by 2:00 pm CST, Friday, October 11, Proposals must be submitted to: Mr. Rickey Sparks Director of Business Services 3

4 U-46 Educational Services Center 355 E. Chicago Street Elgin, IL Responders must supply one (1) original, four (4) printed copies and one (1) electronic of the response All prices should be F.O.B., Elgin, Illinois All envelopes MUST be sealed and marked: SIP Trunk RFP Pricing, Section 11, must be provided in a separate, sealed envelope, clearly labeled SIP Trunk RFP RFPS MAY NOT BE FAXED Proposals are to be formatted such that any requested information is provided direct beneath the numbered section in which the information is requested, or in the specific forms provided within the this document Questions on this procurement should be directed, in writing, via to: Mr. Tom Jakobsen ClientFirst Consulting Group, LLC 1.7. The schedule for this procurement is as follows in Table 1. Table 1 Selection Process Step Estimated Date(s) RFP/Bid Issued September 20, 2013 Final Date for Questions October 1, 2013 Publish Addendum October 3, 2013 Proposals Due October 11, 2013 Decision on Vendor Finalists (short-list) October 16, 2013 Vendor Finalist Presentations Week of October 21, 2013 Final Vendor Selection Recommendation to Board October 23, 2013 Presentation of Recommendation to Board November 4,

5 Contract Negotiations Complete November 14, 2013 Board Approval of Contract November 18, 2013 Project Kick-off November 19, 2013 Project Completion December 31,

6 2. Procurement Information 2.1. This document will deal with the migration from PRI telephone T1 s to SIP connectivity for inbound and outbound calls which requires the procurement of additional equipment and services for the Elgin School District General Related Documents - The General Provisions of the Contract apply to the work in this Specification This RFP is for the procurement of Cisco modular equipment, routers, and licensing Definitions Throughout this document the terms Specifications, Request for Proposal (RFP) are used interchangeably and are intended to be inclusive of the written and illustrated portions of this Request for Proposal, unless noted otherwise Throughout this document the terms Owner and District U-46 are used interchangeably and indicate the owner of the SIP Trunk system, Elgin School District U The term Vendor, Proposer and Contractor are used interchangeably and indicate the contractor responsible for installation of the SIP Trunk system The term Consultant, Designer or Engineer is intended to mean the firm and its employees that designed the structured cabling system, its drawings, and these specifications The terms Proposal and Quotation are used interchangeably and are intended to mean the pricing quotation submitted in response to this Request for Proposal General Requirements The Contractor shall furnish and install all necessary labor, material and/or equipment required to complete the work as shown on the drawings, RFP documents and as specified herein for the OWNER The Contractor shall carefully investigate the site and conditions, verify dimensions by actual measurement if necessary, and coordinate their work accordingly. The Contractor shall be responsible for the accuracy of all such measurements and the precise fitting and assembly of the finished installation The Contractor or subcontractor warrants that he is familiar with and he shall comply with Federal, State and local laws, statutes, ordinances, rules and regulations and the orders and decrees of any courts or administrative bodies or tribunals in any manner affecting the performance of the contract including without limitation Workmen's Compensation Laws, minimum salary and wage statutes and regulations, laws with respect to permits and licenses and fees in connection therewith, laws regarding maximum working hours. No plea of misunderstanding or ignorance thereof will be considered. 6

7 The Contractor shall be responsible for the protection of his work until such time that the Owner issues written acceptance of the SIP Trunk system Whenever required, the contractor or subcontractor shall furnish the Owner with satisfactory proof of compliance with said Federal, State and local laws, statutes, ordinances, rules, regulations, orders, and decrees Qualifications of Responder The Contractor shall be licensed to do business in the State of Illinois The Responder may be requested, prior to award of contract, to submit written evidence of financial position, and current commitments. Refer to the Terms and Conditions for additional requirements The Owner may make such further investigations of contractors as he deems necessary to determine the ability of the contractor to perform the work and the contractor shall furnish to the Owner all such data for this purpose as the Owner may request. The Owner reserves the right to reject any RFP if the evidence submitted, or investigation of such contractor, fails to satisfy the Owner that such contractor is properly qualified to carry out the obligations of the contract and to complete the work contemplated The Contractor shall have worked satisfactorily for a minimum of five (5) years on systems of this type and size The proposer must reveal involvement in any lawsuits or other disputes for the last five years of Customers for lack of performance The proposer must reveal any Cisco SIP Trunk installation projects during the last 5 years which they were started but not completed and the reason for noncompletion Contractor must have on payroll a minimum of one (1) fully certified CCIE/CCNP Voice Engineer Contractor to provide resume and certification(s) as a part of response The contractor shall have worked satisfactorily for a minimum of three (3) years on systems of this type and size Upon request by the engineer/designer, furnish a list of references with specific information regarding type of project and involvement in providing of equipment and systems The owner discourages the use of subcontractors. However if the use of subcontractors is approved they shall assume all rights and obligations toward the contractor that the contractor assumes toward the owner and engineer Submission of Pricing Proposal - By submitting a response, the Contractor affirms that it has had ample time and opportunity to review the design documents and understands the requirements for furnishing and installing the specified Structured Connectivity System and has included the labor and materials required for the complete system in its RFP response Coordination 7

8 The Contractor is to coordinate its activities with the Owner s Project Manager on the project and attend project management meetings as directed Prior to the project kick-off meeting, the successful Contractor is to prepare and furnish to the OWNER s Project Manager (PM) a detailed installation schedule of events for the wireless work. The schedule is to indicate daily work of the project. This schedule will be utilized to track the progress and status of the installation. Once agreed to and submitted, any deviation to this schedule must be approved by the OWNER s PM. The schedule must comply fully with the completion dates included in the Contract Documents, unless modified by issuance of an Addendum The preparation and agreement to an installation schedule is to be coordinated between the Contractor and the OWNER s PM. 3. Evaluation Criteria All proposals will be evaluated using the following general evaluation Criteria: Criteria Table 3.1 Evaluation Criteria Percentage Price 40% Completeness and Accuracy of Proposal 10% References & Experience 25% Ability to Complete Work by Due Date 15% Total 100% The evaluation process will consist of review and evaluation of proposals received by a team consisting of District personnel and consultants The procurement will be awarded to the lowest cost qualified provider at the Customer s discretion. 4. Purpose and Scope The purpose of the Request for Proposal (RFP) is to solicit proposals from vendors to migrate the current ISDN PRI infrastructure to a SIP Trunk implementation. General information about the District can be found on the District s website at The District is seeking to implement SIP technology at the administration build as specified in the RFP. This must be a turnkey solution. No other third party equipment purchases should be required for complete implementation of this technology. The procurement includes the upgrade of the current PRI T1 phone system gateway to support SIP and the addition of a second phone system gateway to provide additional SIP trunking capacity. The proposer will be responsible to migrate and oversee all existing DID moves and associated configuration settings to the new SIP Trunk system. 8

9 The current Cisco VOIP system services all main District locations a total of approximately 3,300 VoIP telephone stations. The proposer will be required to work with the existing Cisco Call Manager platform to the new Call Manager platform as part of the implementation process. The equipment to be procured as a part of this RFP is included in Table While table references the inventory of circuits. Currently, the District has the following ISDN active setup: Table (primary datacenter location circuits) Circuit Type Channels Carrier Connection Code Talk Paths In/Out PRI # , both PRI # , both PRI # , both PRI# , both PRI# , both PRI# , both Project Scope Summary: Elgin School District U-46 plans to move off the 6 ISDN PRI circuits that connect to the public switched telephone network (PSTN) and use two active SIP trunks that will route to different voice gateways at separate sites. The first site would be located at the Education Services Center (ESC) and the other site would be located at the Kenyon Woods location. This would allow for high availability active-active SIP trunking to the PSTN support to the enterprise. Proposers should assume that the SIP trunk circuits will already be provided and in place by AT&T. The district goal is to have 200 active SIP trunk sessions route between each of the two different voice gateways. These voice gateways routers are Cisco 3925 voice gateway routers which will be located at different datacenters with the Elgin U-46 network. There is one existing Cisco 3925 gateway router that will receive an upgrade and one extra Cisco 3925 that will be purchased as a part of this procurement. Some sites in the District qualify for Federal E-Rate, Internal Connection funding. The District plans to submit a Form 470 for this work. The District has decided not to wait for a decision on E-Rate funding prior to proceeding with this project. If all or part of the project is selected for E-Rate funding, the Contractor shall cooperate with the District to develop cost breakdowns for E-Rate. The District will request reimbursement through the Universal Service s BEAR form, so the E-Rate application should not affect the timeliness of payments to the Contractor. 5. Scope of Work & Project Layout 9

10 SIP Implementation Methodology The Vendor project manager and District project manager will develop an overall installation schedule for the schools in question. The schedule shall be completed by December 31 st, Router & switch configuration will be performed directly by vendor with aid from district network engineers. All installation work will be performed during off hours (a winter break installation is expected). The vendor will provide a project manager and project plan outlining the scope of work to be performed. A design meeting will take place post kick off of the project to formulate the call flow and failover options presented utilizing two separate active trunks. The methodology to be used for router configuration and SIP implementation is outlined below: 5.1. Vendor to survey ESC data center and phone closets to determine special requirements for physical installation and cutover, noting exact cable lengths and other specific requirements Vendor to adjust bill of material, noting all changes due to actual conditions for review and approval by the District District to review and approve final bill of material Vendor and District Project Managers develop a schedule for implementation According to the schedule, equipment purchased through this RFP is transported by Vendor to the Administrative office for joint configuration by Vendor and District network engineers Vendor to install one additional PVDM3-256 module into one of the existing Cisco 3925 voice gateways that the district already has in production. Activate and configure Cisco Unified Border Element (CUBE) licensing for 200 SIP trunk sessions to Cisco 3925 voice gateway Vendor to install additional brand new Cisco 3925 voice gateway router with a PVDM3-256 module in it. Activate and configure CUBE licensing in this gateway to support the 200 SIP trunk sessions from the voice gateway as well Vendor to configure Cisco Unified Communications Manager (UCM) v8.6 system so that is can use either or both active SIP trunks to places call out or receive incoming calls. District is to determine call flow setup prior to deployment or at configuration Vendor will setup the new SIP trunking in parallel with the existing 6 ISDN PRI s so that it will allow for a smoother transition to SIP trunking technology Vendor & District will work together in testing the failover functionality. Tests will be performed to fail one of the SIP trunks to confirm that all calls still flow in and out to the public switched telephone network (PSTN) over the remaining active SIP trunk. 10

11 5.11. Vendor will be available for and participate in the activations and testing of the SIP trunking with the District s carrier AT&T Vendor will aid district in adding new DIDs, as well as porting over existing DID s from ISDN PRI circuits. Vendor is required to help district in porting and/or building the first one hundred (100) DID s and train district technical staff as to how this process is done. The district will handle the remaining portion of the process once training is completed Vendor to provide post-implementation support during the week following the conversion Vendor is to help district move one of their existing Cisco UCS C210 servers to secondary failover site to ensure geographical survivability Vendor to provide, install, and dress cabling needed for equipment connectivity Vendor fully responsible for implementation of project from beginning to completion The District will be responsible for designating rack locations of the equipment, HVAC, UPS based power and other environmental controls. 6. District Technical Requirements This Request for Proposal is open to all Cisco network equipment suppliers, provided that each supplier and the proposed equipment meet the qualifications outlined in this proposal. All equipment should be 19 rack mountable and hardware for rack mounting should be included in the proposal where required. The proposed switches must meet the following general requirements: Vendor work with AT&T to port over lines The successful vendor should plan on a four (4) hour meeting to review routing, QoS Design, VLAN Design, and project plan with U-46 and its consultants The successful vendor will be responsible for reviewing all VLAN and QoS configurations on existing and replacement equipment at all locations and making any changes necessary The successful vendor shall update emergency calling information, if required, on the Cisco Emergency Responder (CER) application The successful vendor will be responsible for installation of VLANs and QoS as necessary at all locations The District will work directly with the vendor on configuration for installation of new router components District will provide sufficient power and power outlets for all replacement equipment The District will provide HVAC for all replacement equipment. 7. Customer Service and Warranty 7.1. Please describe the Customer Support Structure, including specific process and procedures. Please include or describe the following, including both product details 11

12 and cost method (per hour, per day, included with contract, etc.). Also, please indicate the roles of the manufacturer and reseller in each item Customer Assistance: support availability, hours, phone or web based, SLA response time, etc Escalation Process: Procedure or process for escalating support issues On-site support: Options available, SLA for appearance or resolution, location of nearest support technicians System Failures: Please describe the process for dealing with failures related to faulty units and system maintenance. What would be expected of District personnel as far as specialized skill required or training for component replacement, etc? Warranty: 1 year minimum. To include all parts and labor for troubleshooting, diagnostics, and resolution of problems related to the performance and stated functionality of the voice gateway. Warranty to require 24 x 7 x 365 two hour response time to initial trouble ticket creation and escalation and resolution based on a priority base SLA. Warrant to exclude carrier specific problem resolution or problems that are determined to be carrier specific as a part of the diagnostic and resolution process Maintenance & Support: Please specify options and requirements for hardware maintenance, software upgrades, and technical support in 1 year increments The District requires 24 x 7 x 2 hour onsite response time for maintenance for the proposed equipment. 12

13 8. Additional Capabilities / Feature Descriptions Please describe any features or capabilities not delineated above that would be useful for understanding and evaluation. Note any components that have extra costs associated with them. Examples of such features would include add-on monitoring or security software, remote VPN capabilities, etc. All such descriptions should be based on products that are shipping as of the bid due date. 9. Vendor Responsibilities and Requirements The Vendor will be responsible for the installation and configuration of the SIP Trunk system as specified above. The Vendor shall be responsible for on-site configuration and training of the District IT staff for the daily operation aspects, monitoring, management, and maintenance aspects of the system. The Vendor shall name a project coordinator who shall work with the District s Project Manager to provide and approve a project schedule. The schedule shall take into account all aspects of the project, including site survey, design, installation, access point installation, location and configuration, and proof of performance testing. When installing the System in a facility with other construction occurring simultaneously, the Vendor shall coordinate with the Construction Project Manager for the District. The Vendor shall be responsible for preparing a proposal for each building, based on the site survey results. This proposal shall include the following: 9.1. Documentation of the proposed installation point of voice gateway router. Rack elevation diagrams are required Documentation and labeling of all patch cables that will be moved during the conversion Documentation of the server and VLANs associated with each port to be utilized in the environment Creation and maintenance of an hour by hour plan that outlines all steps to be taken by vendor or District personnel during test or go live conversions Development of any lessons learned documentation based on test results Development, with the District of a test plan and assistance with executing the agreed upon test plan Documentation of any problems or other considerations the Vendor feels are important for the security and availability of the network Review any issues or conditions that may affect the installation, or installation schedule. 13

14 9.9. Documentation of each telecommunications closet in each building within the scope of work. Documentation format will consist of a spreadsheet to be provided by the District. Supplied Products All supplied products for this installation shall be new from vendor or distributor stock. Special order products are to be new and shall be scheduled for delivery and installation to meet the final completion dates stated in this RFP All software and firmware is to be normal, production versions, shipping at time of bid submission. No beta software, custom programming, or promised future enhancements will be accepted Used or damaged products will not be accepted. Removal and replacement of such products will be the contractor s responsibility and will be done at no additional cost to the District Equipment and materials of the type, for which there are independent standard testing requirements, listings, and labels, shall be listed and labeled by the independent testing laboratory Where equipment and materials have industry certification, labels, or standards (i.e., NEMA - National Electrical Manufacturers Association), this equipment shall be labeled as certified or complying with standards Material and equipment shall be new, and conform to grade, quality, and standards specified. Equipment and materials of the same type shall be a product of the same manufacturer throughout. Materials and Workmanship The Vendor shall perform all work required for the completion of the installation in a skillful and craftsman-like manner All installations are to be made secure, plumb, true, and square. Align all installations with adjacent existing conditions, unless shown otherwise on the drawings, bid documentation, and/or specifications Materials used for the completion of the installation shall be new, the best of their respective kind, and manufactured for the purpose that they are being used There shall be no substitution of the materials listed for installation and/or the expected method of installation without the prior written approval of the District s project manager. Any changes in materials and/or installation from that shown on the drawings, bid documentation, and general specifications without written approval shall be the responsibility of the Vendor to correct, to the satisfaction and approval of the Project Manager, at no cost to the District The installation of all materials and devices shall be in accordance with the latest manufacturer's published procedures, specifications, and recommended procedures All materials shall be delivered in their original, unopened packaging and stored in an enclosed, secured area providing adequate protection from damage and/or loss. 14

15 Damaged or deteriorated materials shall be removed from the building property immediately and replaced at no cost to the District. Vendor Completion Criteria Vendors work at each location shall be considered complete after the following has been accomplished: All items listed in the vendors approved proposal have been completed All Labels are in place All construction debris and Materials have been removed The District s Project Manager has inspected all installations and reviewed proof of performance tests and accepted the installation The Vendor has provided the District with a formal knowledge exchange, consisting at a minimum of: Complete documentation of all device configurations (may be in electronic form) Documentation of the location of all network switches; including device inventory, model number, serial number, etc A diagrammatic overview of all device interconnections, in Visio Responder / Owner Responsibility - It will be assumed that any task required for a complete and operational local area network switching system not specifically stated to be an OWNER s responsibility will be that of the Responder Changes and Discrepancies - Any minor change in the configuration of network switching equipment or UPS equipment, etc., from that initially indicated, if directed by the OWNER s PM, prior to the installation of the location, shall be made without charge. A "Minor Change" is defined as "Not adding any degree of difficulty to the original installation requirement" Close-out and Final Acceptance The completed installation shall consist of a network switching and UPS system constructed in strict accordance with the RFP documents and specifications. Any labor, materials and/or equipment which is not indicated in the RFP documentation or specifications herein, but is necessary and/or incidental to completing the entire installation, as shown and intended, must be furnished and installed at no additional cost to the OWNER At time of completion of the installation, the Contractor shall request, in writing, to the OWNER s PM for a walk through of the installation for the purpose of preparing a final punch list towards acceptance of the installation. Once the items on the final punch list have been corrected by the Contractor, they are to submit another request to review the punch list items and acceptance of the installation Contractor is required to submit "As-Built" computer generated (AutoCAD, Visio or Adobe Acrobat) record drawings, which will reflect the exact location of each switch location. The Contractor shall submit (1) hardcopy set of the drawings, 15

16 and an electronic version on CD-ROM at the completion of the project and prior to final acceptance by the Owner Prior to final acceptance and payment, the Contractor shall provide the OWNER with a warranty certificate and registration for this installation Cleaning - The Contractor shall, daily, at the completion of the work, remove and dispose of all rubbish, surplus materials, equipment, etc., and shall leave the site absolutely clean and in good order to the satisfaction of the Owner Safety - The Contractor is responsible for the safe passage of pedestrian traffic for the duration of the job. Any precautionary measures, necessary warning signs, etc., required to assist the Contractor in the performance of the work shall be at the Contractor's expense and provided for his/her quoted price Material / Equipment Staging The Responder will be responsible for coordinating the delivery, acceptance, unloading and storage of their materials to the premises with the Owner s PM. The Responder must comply with all building regulations regarding hours, method and location of material delivery The OWNER will provide, within reason and at their discretion, adequate space for the Responder to store a limited quantity of material and tools, but does not agree to provide space for the entire inventory of material and tools for the project Protect equipment during transit, storage, and handling to prevent damage, theft, soiling, and misalignment. Coordinate with the owner for secure storage of equipment and materials. Do not store equipment where conditions fall outside manufacturer's recommendations for environmental conditions. Do not install damaged equipment; remove from site and replace damaged equipment with new equipment Use of Site Use of the site shall be at the owner's direction in matters in which the owner deems it necessary to place restriction Access to building wherein the work is performed shall be as directed by the owner Schedule necessary shutdowns of plant services with the owner, and obtain written permission from the owner Proceed with the work without interfering with ordinary use of streets, aisles, passages, exits, and operations of the owner Continuity of Services Take no action that will interfere with or interrupt, existing building services unless previous arrangements have been made with the owner's representative. Arrange the work to minimize shutdown time. 16

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