MOUNTAIN EMPIRE UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSAL

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1 MOUNTAIN EMPIRE UNIFIED SCHOOL DISTRICT REQUEST FOR PROPOSAL VOIP Communication System E-Rate Funding Year 2016 RFP No Submittals due on or before: 3PM on January 15th, 2016 ATTN: Rob Foraker Information Technology Department 3291 Buckman Springs Rd. Pine Valley, CA FOR ADDITIONAL INFORMATION PLEASE CONTACT: Rob Foraker Director of Information Technology

2 TABLE OF CONTENTS DOCUMENT TITLE PAGE(S) NOTICE OF REQUEST FOR PROPOSAL(RFP)...1 PROJECT...2 PROPOSAL SUBMISSION...3 CLARIFICATION...3 GENERAL...3 INQUIRIES...4 PROPOSAL EVALUATION...4 EVALUATION METHODOLOGY...4 FINANCING...4 APPLICATION FOR PAYMENT...4 DISTRICT REGULATIONS...5 THE DISTRICT RESERVES THE RIGHT TO...5 OBJECTIVE...5 EQUIPMENT & INSTALLATION SPECIFICATIONS CURRENT EQUIPMENT E-RATE...8 VENDOR REQUIRED DOCUMENTATION...8 PROPOSAL FORM...9

3 NOTICE OF REQUEST FOR PROPOSAL (RFP) NOTICE IS HEREBY GIVEN that the of San Diego County, California, acting by and through its Board of Education, hereinafter referred to as the District, will receive up to but not later than 3:00pm on January 15th, 2016, sealed proposals for the award of a contract for On Premise and/or Hosted VOIP Services: RFP No The Installation will begin as soon as April 1 st, 2016 and Invoicing will be no earlier than July 1 st, The District is seeking Proposals from qualified Hosted or Equipment based VOIP Providers to provide the services needed for VOIP connectivity in all our schools and District Office. Each proposal must conform and be responsive to this Notice of Request for Proposal, the Information for Proposers, the Specifications, and all other documents comprising the pertinent contract documents. Copies of the contract documents are now on file and may be obtained in the District s Information Technology Department: 3291 Buckman Springs Rd. Pine Valley, CA The District intends to obtain maximum funding discounts under the Federal Communications Commission s E-Rate program and under the California Utilities Commission s California Teleconnect Fund (CTF) for eligible services procured as a result of this RFP. Qualified vendors must provide a Service Provider Identification Number (SPIN) and Federal Registration Number (FCC-FRN) with the proposal, and vendors must be willing to accept payment and provide billing per the terms of the E-Rate program. 1

4 PROJECT: The is seeking a Hosted or Equipment based VOIP provider to service all 11 of our school locations. We estimate that we will need connectivity for 200+ phones. Roughly 20 of these phones in our Administration buildings while the rest are used for teachers in classrooms. The Hosted or Equipment based VoIP system solution proposal should include hardware, software, maintenance, user training, system administration training, move, add and change (MAC) and repair support for all District locations. The solution should also include Survivable Remote Gateway hardware at each site location within the District. Technical specifications of equipment should be provided with the proposal along with the Scope of Work describing this turn-key project. The proposal must guarantee performance sufficient to fulfill the needs of the Mountain Empire Unified School District as requested within this RFP. After implementation of the successful vendor s proposal, if additional equipment is needed, the vendor will bear all cost necessary to satisfy the requirements of this RFP. There should be no reoccurring costs for further functionality. It is the vendor s responsibility to ensure that the equipment proposed meets the performance specifications of the manufacturer and the previously stated requirements. The Mountain Empire Unified School District will not release the vendor from the performance guarantee required above, because of malfunctions or defects in equipment due to manufacturer error or flaws in the equipment. Because of the diversity of possible solutions, the is asking for detailed proposals to accomplish the task. Specifications will be general and minimal to allow proposals to be as innovative as possible. All prospective vendors may schedule a district walkthrough or onsite survey before submitting a bid. To schedule a walkthrough or onsite survey, you will need to contact Rob Foraker, Technology Director via only at Proposals from vendors who do not complete an onsite survey or walkthrough MAY NOT be considered, at the Districts discretion. 2

5 PROPOSAL SUBMISSION: Companies interested in participating in this RFP should submit written proposals no later than Friday, January 15th, Proposals should address the Internal Connections services requested for the district. All proposals must be sealed with two paper copies and one copy on USB, original signature(s), and sent by mail only with outside of envelop clearly identified as follows: E-RATE - VOIP Communications System BID Information Technology Department Attn.: Rob Foraker 3291 Buckman Springs Rd. Pine Valley, CA Date of Opening: 12/11/2015 Time of Opening: 8:00am (Non-Public Opening) NOTE: Faxed, ed, oral, and telephone bids will not be considered, nor will modifications of proposals by such communication be considered. The Mountain Empire Unified School District reserves the right to reject any and/or all bids and waive any informalities. CLARIFICATION: If after the completion of this project, during normal operation of the network, the District discovers that the wireless network will not allow for the capacity required in this RFP as states in page 2 of this document, the vendor will be required to do whatever is necessary to meet the specifications with no additional cost to the Mountain Empire Unified School District. GENERAL: Provide Hosted or Equipment based VOIP Communication Services as specified herein. The specifications herein are provided to convey the intent of the systems and upgrades and do not indicate every cable or component necessary for the complete system that the proposing vendor shall provide. Price quotations are to include the furnishing of all materials, equipment, maintenance, shipping costs, delivery, installation, training, technical support, and represent complete installation and integration with the existing network where necessary. The District will not be liable for any costs beyond those proposed herein. In case of discrepancy in computed proposal prices, the unit price shall govern and the total price shall be revised accordingly. Omissions in the proposal of any provision herein described shall not be construed as to relieve the vendor of any responsibility or obligations to complete and satisfactory delivery, operation and support of any services. 3

6 Prices quoted in the vendor s response will remain in effect for a period of (18) months from the time of the contract signing. The District would like the option for voluntary extensions, up to 5 years. INQUIRIES: All correspondences and inquiries regarding this RFP must be done via If a Service Provider does not receive a response within 24 hours, it is the responsibility of the Service Provider to call Rob Foraker at (619) and confirm that the message was received. PROPOSAL EVALUATION: All proposals will be evaluated using weighted criteria including cost of the eligible products and services, prior experience, references, support and maintenance and value-added for any extra incentive provided by vendor. The proposal that is deemed to be in the best interest of the applicant will be accepted. EVALUATION METHODOLOGY: The will award a contract based on the vendor submission that best meets the needs of the school system with regard to the current Technology Plan, future growth, RFP specifications, and not necessarily the lowest price even though price will be the priority factor. The evaluation process will not be complete until the District has determined the best proposal based on the following factors: 40% Price of goods and services 30% Preference will be given for prior positive experience with the Vendor 10% Preference will be given to a California based Vendor 10% Preference will be given for Vendors proposing the use of AP devices in which the AP manufacturers offers a limited lifetime warranty on the access points with replacement within 10 days. 10% Preference will be given for Vendors whose product requires no recurring costs for future functionality. FINANCING: The Service Provider will provide a binding contract to The District for submission to the Schools and Libraries Division. After notification of award from the Schools and Libraries Division, The Service Provider will receive a Purchase Order for the products and services for which The Service Provider will be responsible as a result of this RFP. This Purchase Order will show the amount that is the responsibility of the local school system. The issuance of any purchase order will be contingent upon approval by USAC. Complete payment to the Service Provider will be subject to the rules of the Schools and Libraries Division (SLD). After notification by the Schools and Libraries Division (USAC Fund Administrator) of the acceptance of the Contract, the contingency will be removed and the Purchase Order will be submitted to the Service Provider in accordance with the rules and regulations of the SLD. APPLICATION FOR PAYMENT: All applications (invoices) for payment shall be submitted to The District according to the USAC regulations. The Service Provider must submit a Service Provider Invoice for processing of the discounted potion of the bill. Products and services will be installed after April 1 st 2016 and Invoicing must be dated on or after July 1 st

7 DISTRICT REGULATIONS: The Service Provider and his representatives shall follow all applicable school district regulations while on The District property, including the no smoking, no weapons, and drug free policies. No work shall interfere with school activities or environment unless the Principal or person in charge gives permission. All Service Provider personnel shall be easily identified by the use of identification badges and uniforms or shirts with The Service Provider s logo clearly visible. THE DISTRICT RESERVES THE RIGHT TO: Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting proposals, and to disqualify any such Service Provider it deems unqualified to provide the services requested. Reject any and all proposals if deemed necessary. Accept any alternative proposal believed to be in the best interest of the district. Waive any formality in the quote submission. Cancel any awarded bid if the service proves unsatisfactory. Vendors are advised that any person, firm or other party to whom it proposes to award a subcontract or purchase order under this contract must be acceptable to the Mountain Empire Unified School District The successful Vendor (Contractor) must have or be certified with the following: Be able to supply all products and services. Be able to provide a California Contactors License Provide the documentation of the Vendor s VOIP certifications. Participate in a walkthrough or onsite survey. Any vendor that does not participate in the walkthrough or perform an onsite survey MAY BE rejected. OBJECTIVE: The s Objective is for vendors to propose a Hosted or Equipment based VOIP Communication solution that will meet the criteria of supporting 200+ VOIP phones, which will allow the District to conduct daily business operations, including but not limited to; faxing, conferencing, inbound calls, outbound calls, routing, mobile calling, Caller ID, and E911. Should the bidding propose a solution that does not meet the specifications listed below, the vendor must provide sufficient documentation that the District s objective will be met with their solution. 5

8 EQUIPMENT & INSTALLATION SPECIFICATIONS Cabling for VOIP Phones: All cable and cabling components including jacks and patch panels used in this proposal will be a minimum of Category 6 rated. The amount needed will be determined by the vendors proposed number of VOIP Phone Extensions. Bid must include cabling and all necessary components (patch cables, patch panels, jacks and mounts, crimp ends, etc.). Bid must include cost of labor and installation. Cabling must be neatly ran and connected to the wall via J-hooks in ceiling and may not lay directly on ceiling tile. When cabling runs outside of the building it must be placed in EMT conduit and attached to walkways. REQUESTED SERVICES Vendor shall assist the District in installing a District-wide Hosted or Equipment based VoIP Communications system. Implementing and integrating this system throughout all of the identified District buildings and operations is the goal of this proposal. We would like all users to have access to all services including, but not limited to: direct inward dialing, voic with voic indicator, caller ID, building and District- wide intercom paging. The project will also include any required network infrastructure additions and upgrades. The system design must be capable of supporting a telephone communications network integrated with the existing data network. Other Considerations: Vendor Installed Patch Panels and Cabling Any cables run by the vendor will be terminated into a patch panel on one end and in a wall mounted full box jack on the other. If current cables are used, the Vendor will be allowed to use the same cables and patch panels regardless of the rating category. Vendor may use any available open port on any switch currently in use in the district. If there is insufficient room, Vendor will have to purchase another switch meeting or surpassing the same specs as all MEUSD s current switches. 6

9 WARRANTIES: All warranties by Vendor and manufacturer on both products and labor must be specified in the proposal. The Vendor s Warranties shall commence with acceptance of/or payment for the work in full. Minimum acceptable warranty on hardware, parts, and labor is 3 years. The Vendor must provide terms of service should a repair become necessary and the work materials that are not covered under warranty. CURRENT EQUIPMENT Switches: The network is made up of Cisco POE Switches. All ports are 10/100Mbps minimum. Fiber connections from the core switches to any new equipment installed by Vendor are sufficient. All fiber patch cables will be provided by the Vendor. Note: Any VLAN configurations proposed in this project necessary to meet the requirements must be configured by the Vendor using existing switches. School Sites Campo Elementary School. Descanso Elementary School. Potrero Elementary School. Pine Valley Middle School. Clover Flat Elementary School. Jacumba Middle School. Alternative Education. Mountain Empire High School Cottonwood Community. Hillside Jr/Sr. District Office. (General Floor plans will be available on request and at the walkthrough. Onsite walkthroughs will identify building materials, existing cabling, etc. Vendors will be responsible for taking any needed measurements during the walkthroughs.) 7

10 Current Network Bandwidth and WAN Configuration Each school site in the is presently connected to the District Office via fiber provided through AT&T Opt-e-man circuits. Each building in the District is connected via 1Gig Fiber. Servers and centralized devices are located in the Information Technology Building at the District Office. Each site has several switch cabinets and a main demark area. Details will be provided at the onsite walkthrough. The District has a 250Mbps Internet Connection that services the entire district which connects at the District Office (currently in process of being upgraded to 1G). Traffic from the Internet is firewalled, filtered, and regulated by devices located at the District Office. E-RATE: This proposal request is for services to be subsidized under the Universal Services E- Rate Program for Schools and Libraries. This Request for Proposals (RFP) covers services that are E-Rate eligible and must be provided by an Eligible Provider as per FCC regulations. It is the responsibility of the service provider to separate the cost of e-rate eligible services from the services that are not eligible for E-Rate. There will be a cost evaluation of E-Rate eligible services and e-rate non-eligible services. Any service provider that has questions concerning E- Rate or FCC regulations should visit To be qualified to respond to this RFP all respondents should have a valid Service Provider Identification Number (SPIN) and should have an up-to-date Service Provider Annual Certification (SPAC) on file. Visit for additional information. Vendor Required Documentation Specifications for the proposed hardware. Vendor shall provide written summary of their proposal as well as drawings of all sites labeled with the location of each access point being proposed and the path of the access points cabling to each network closet. Vendor will verify if the District has enough available switch ports and/or patch panel ports in each closet for their proposed solution. Current liability insurance and worker s compensation insurance. Documentation of the vendor s wireless, switching and cabling certifications. Must include a detailed Scope of Work describing this turnkey project. 8

11 RFP NO. [1004] [VOIP Communication System] PROPOSAL FORM Board of Education Information Technology Department 3291 Buckman Springs Rd. CA RE: Request for Proposal No TO: Members of the Board of Education The undersigned, doing business under the full and complete legal firm name as set forth below, having examined the Notice of Request for Proposal, Information for Proposers, the Agreement, and all other documents forming a part of the proposal package, hereby proposes to perform the Agreement, including all of its component parts, and to furnish all materials called by them for the entire order for the prices set forth in the quotation sheets contained in said proposal package. The entire proposal package is submitted, together with this Proposal Form. Name of Company Legal Status (i.e., sole proprietorship, partnership, corporation) (Sole Proprietorship only) Tax I.D. Number Address Authorized Representative: Signature Name (Print or Type) Title Date Telephone: ( ) Fax: ( ) Address 9

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