Phone Proposal Cover Sheet

Transcription

1 Bellevue Voice RFP Specification for Phone System for Bellevue Public Schools Greg Boettger, Director of Technology 1600 Highway 370 Bellevue, NE Phone Proposal Cover Sheet The Bellevue Public Schools is currently accepting proposals for phones service. The specifics are included as part of this Request for Proposal Instructions for Proposal: All proposals shall be delivered with this cover sheet attached in a sealed envelope no later than Friday October 25th, 2013 by 5:00 p.m. central standard time. Please have delivered to the address above. Bellevue School District is committed to a policy of equal employment opportunity and affirmative action and does not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin, or handicap. Utilization of any agency for goods and services is predicated upon its adherence to a similar policy of nondiscrimination and affirmative action. I, nor the firm, corporation, or partnership represented by signature on this Proposal, nor anyone acting for such firm, corporation, or partnership, have communicated directly or indirectly concerning this proposal, to any competitor or any other person engaged in such line of business, nor have I entered into collusion with other prospective vendors in restraint of freedom of competition by agreeing to quote at a fixed price or to refrain from quoting, or otherwise. Name of Vendor Main Contact Signature Service Provider Information Number Address City State Zip Phone

2 Summary Bellevue Public Schools is looking at updating its phone system. Bellevue is composed of 21 schools, Administration Building (Welcome Center), Lied Activity Center (Fitness), Support Center and Transportation Center. Below is a breakdown of what we have. These numbers are approximate to the best of our knowledge. Please present the proposal with the knowledge that we could drop or add numbers of phones significantly after bid is accepted. To keep all bids consistent, please use the numbers and specs listed below. After due date, all bids will be reviewed and looked at using the following criteria: If criteria is met, the vender will be asked to come in and give a group a presentation of their system. Price (25%) Customer references check (5%) Prior service quality/relationship to Bellevue Public Schools (10%) Specifications described below are met in proposal (25%) Demonstration of System (35%) All lines to be used need to be certified by the company and covered thereafter. The company will cover everything from the phone itself back to the actual service. The proposal is a turnkey approach. Everything needed for this proposal is to be included as part of the proposal. Contract is to be written on a term of 5 years Must be E Rate eligible Proposal breakdown by school Must contain at least 3 references from other school district or businesses in the Omaha Metro Area. Bellevue Public Schools does reserve the right to accept or reject any or all bids proposed. Please questions to: Greg Boettger Director of Technology greg.boettger@bpsne.net Questions will be answered on this RFP document and reposted on the website by Friday of each week. Proposals sent in a sealed envelope by October 25th, 2013 to Bellevue Public Schools Welcome Center Attention Greg Boettger 1600 Highway 370

3 Bellevue NE Service: Seats 670 Unlimited long distance for 670 Call Paths 198 Utility Lines (Fax,modems,etc) 80 Service Assurance plan for 670 Voice mail Service for all Seats Administrator and User training at all buildings Phones are voice over IP Equipment Cisco SPA525 Executive 22 (1 at each school and 1 at Welcome Center) Cisco SPA508 standard 648 Cisco SP500S Expansion Module 22 (1 at each school and 1 at Welcome Center) Polycom Soundstation 1 Switches POE 28 At the user level: Simultaneous Ring Sequential Ring Remote Office Priority Ring Call forward Caller ID name and number Call Screening Call Trace Push to talk Instant Call group Anonymous Call Rejection Do not Disturb Selective call accept/reject Speed dial 100 Ad Hoc Conferencing up to 15 Call Bridge Extension Dialing Call Hold Direct Call Pickup

4 Hunting At the Group Level Music on hold Call park/call pickup Shared Call Appearance Multiple Call Arrangement Auto Attendant On IP Phone Busy Lamp Field Configurable soft keys High Definition Sound Full Duplex Speakerphone Message waiting indicator Dedicated button access Wideband Audio Auxilary Port for Console POE On Executive Phones Bluetooth Headset support High Resolution Color Screen USB Digital Image/audio

5 SCHOOL ADDRESS (all at Bellevue, Ne) Break Down of Phone By School Welcome Center Campus 1600 Highway Bellevue East High School 1401 High School Dr 73 Bellevue West High School 1501 Thurston Ave 67 Lewis And Clark Middle School Logan Fontenelle Middle School S 38th St Kayleen Dr 44 Mission Middle School 2202 Washington St 79 Avery Elem 2107 Avery Rd 16 Bellevue Elem Timberridge Dr 16 Belleaire Elem 1200 W. Mission Ave 15 Bertha Barber Elem 1402 Main St 13 Betz Elem 605 W. 27th Ave 14 Birchcrest Elem 1212 Fairfax Dr 16 Central Elem 510 W. 22nd Ave 17 Fairview Elem Tregaron Dr 15 Fort Crook Elem S 25th St 21 LeMay Elem 2726 Kennedy Dr 17 Leonard Lawrence Elem S 29th St 19 Peter Sarpy Elem 2908 Vandenberg Ave 22 Twin Ridge Elem 1400 Sunbury Dr 12 Two Springs Elem 3001 Spring Blvd 16

6 Wake Robin Elem 700 Lincoln Rd 15 CHAP Center 1201 Gregg Road 12 Lied Center 2700 Arboretum Dr See Welcome Center Campus Support Center 2820 Arboretum Dr See Welcome Center Campus Transportation Center 2824 Arboretum Dr See Welcome Center Campus Questions/Answers: 1. How many wiring closets at each location? Wherever we have a closet we have phone equipment that ties back to the main Closet All Elementary Schools and Chap=1 Welcome Center 2 Transportation 1 Lied Center 1 Support Center 1 West High School 6 East High School 4 Logan Middle School 2 Mission Middle School 3 Lewis and Clark Middle School 2 2. Does BPS have any prejudice with a bid using a platform other than Cisco and a vendor submitting such proposal will not be penalized in the evaluation phase? As long as the device has the required capabilities listed in the Rfp, a vendor would not be penalized for using a different make of phone. 3.Does BPS have any prejudice with a hosted solution bid and a vendor submitting such proposal will not be penalized in the evaluation phase? No problem at all as it is not stated in the RFP that this has to be a hosted or non hosted system. You will not be penalized for that type of solution. 4. You are requesting a unlimited Long Distance package for all locations? Currently you have a Long Distance T1, would this be replacing that? This does not matter to me as long as Voice and data are split and we have unlimited long distance. 5. Also on the RFP it s indicating utility lines for fax, modems. Are you looking for 80 POTS Lines? The lines are already there. We would need service to all those lines utilizing the same numbers we have.

7 6. Do you have any requirements for wall mounted phones? If so, please provide the quantity required. I do not have any wall mounted phones that I know of. Please assume these are all desktop 7. For locations with multiple closets, are there available fiber optic pairs or category 5 or higher uplink cabling to the main data closet at each? Each closet is hooked back to the main closet with fiber 8. For locations with multiple closets, please provide the quantity of phones that will be served by each closet. I do not have these numbers. If this is something you would like, please make arrangements to come look at the cosets. All elementary schools have one closet. Secondary have multiple closets. 9. Can we get current copies of the bills from your current vendor so we can pull CSR s? Yes, if you are interested in this, please swing by the welcome center and see me 10. Which numbers are required to port? All numbers are required to port 11. Will you need to port all of their DID s or can we give new numbers and mask them with extensions and just keep the main numbers? If you are referring to keeping our current numbers, we would like to keep all current numbers for everyone that we currently have. 12. Install timeframes What time of day/week can we get in to install? Are there any restrictions on access we need to be aware of? This will be determined after bids are received and a vendor is selected. It could be over a break or over summer. 13. Can you be more specific in how each vendor will be looked at and graded compared to others? Yes, please see the paragraph under Summary. I added lines into the paragraph to help with this. 14. What do you have today? In some situations we may be able to offer a P1 solution that will allow you reuse some of your existing P2 equipment as well as some of your ineligible components, if you so desire. Our equipment is 7 plus years old. I would like everything new. 15. I see that you have provided a rating matrix. It may also be beneficial for you, as well as potential respondents, to create and provide a cost matrix. I would prefer not to put anything related to cost out to potential bidders. Basically I do not want to own any of the equipment. If something goes wrong, then it is up to the provider to take care of it. This is the same route I took for my WAN and Copiers. 16. What is the earliest time frame the district would accept the installation of the new service? Earliest would be winter break in december. 17. What is the deadline to have all services installed? If accepted, for sure by July 1 of Please clarify the significant increase or decrease in the number of handsets? More than likely this would be a decrease. The handset number could go as low as 400. I am going off two different estimates on phones. Bid should be for what is described in RFP with the knowledge that we may have fewer phones.

8 19. For the phones at each location how many at each location are located in the classroom? We do not have phones in the classrooms except for a few select rooms such as Special education. I do not have that exact number, but is not that many. 20. If there are classroom locations, does the district require unlimited long distance for the classroom locations. Any phone installed should have unlimited long distance. Once and if a bid is accepted, we can adjust who and what phones have long distance, but for RFP purposes, please include all. 21. Do we know if the Welcome center number of phones (115) is an aggregate of these three sites? Yes IOW: Is the Welcome center location just a summary of the three sites or is it it s own location? Yes 22. Do we have the breakout of how many phones of the (115) are allocated to each of the three locations? The welcome center is an aggregate number of all the building. There is about 50 phones in the Welcome Center. About 10 in the lied center. About 20 at the support. about 25 at transportation. These are not exact figures