ESSEXVILLE HAMPTON PUBLIC SCHOOLS REQUEST FOR PROPOSALS INSTALLATION OF VOIP PHONE SYSTEM

Transcription

1 ESSEXVILLE HAMPTON PUBLIC SCHOOLS REQUEST FOR PROPOSALS INSTALLATION OF VOIP PHONE SYSTEM

2 [The following form of notice on this page shall be published at least once in a newspaper of general circulation within the school district and posted for at least 2 weeks on the Michigan Department of Management and Budget (DMB) website or another website approved by the DMB (i.e., Bid4Michigan)] NOTICE IS HEREBY GIVEN THAT THE BOARD OF EDUCATION OF ESSEXVILLE HAMPTON PUBLIC SCHOOLS WILL RECEIVE SEALED BID PROPOSALS UNTIL JULY 22, 2015 AT 11:00 AM AT THE OFFICE OF THE SUPERINTENDENT FOR ESSEXVILLE HAMPTON PUBLIC SCHOOLS LOCATED AT 303 PINE STREET, ESSEXVILLE, MICHIGAN THE BOARD OR ITS DESIGNEE WILL OPEN AND READ EACH RECEIVED BID AT A PUBLIC MEETING AT 11:00 AM ON JULY 22, 2015 AT: ESSEXVILLE HAMPTON PUBLIC SCHOOLS MARK JAFFE ADMINISTRATION BUILDING 303 PINE STREET, ESSEXVILLE, MICHIGAN THE PROPOSAL WILL BE TO INSTALL VOIP PHONE SYSTEM IN ACCORDANCE WITH BIDDING DOCUMENTS AND APPROVED SPECIFICATIONS Essexville Hampton Public Schools will not consider or accept a proposal received after the above-specified date and time for Proposal submission. At the above-specified time and place for receiving proposals, the Board of Education, acting by its designee, will publicly open and read all timely-received Proposals. The Board of Education reserves the rights to waive any irregularity or informality in its Request for Proposals ( RFP ) process, to reject any or all Proposals, to award Program components by component, group of components, or total Program, and to accept the Proposal or Proposals which the Board determines will perform in the District s best interests and will be the lowest responsible bidder as required by law. Each and every bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the District or any employee of the firm submitting the bid and the Superintendent of Essexville Hampton Public Schools or any member of the Board of Education. Proposals are to be presented in accordance with the RFP specifications. For a copy of the RFP or more information call Kate Gaiser at (989)

3 Essexville Hampton Public Schools REQUEST FOR PROPOSAL FOR INSTALLATION OF VOIP PHONE SYSTEM PART 1 -- GENERAL INSTRUCTIONS A. Instructions Qualified firms are invited to submit proposals to Essexville Hampton Public Schools ("District") for the installation of VOIP Phone System in accordance with the bidding documents and specifications ("Project"). The District's objective in issuing this Request for Proposal ("RFP") is to obtain competitive bids from which it will select a single contractor ("Contractor") to install VOIP Phone System on a turn-key basis in accordance with applicable laws. The District reserves the right to reject any or all proposals, to award Project components by component, group of components, or total Project, to accept any or all alternatives, to accept any proposal in whole or in part, to waive any irregularities or informalities which are in the best interest of the District, and to weigh proposal elements as deemed beneficial to the District. Any award shall be to the Contractor that the District considers the lowest responsible bidder. B. Proposal Submission To be considered by the District, two (2) copies of the complete proposal must be received no later than 11:00 AM, July 22, Proposals should be addressed to: Mr. Matthew Cortez Superintendent Essexville Hampton Public Schools 303 Pine Street Essexville, Michigan The lower left corner of the submittal envelope should be marked: PROPOSAL FOR VOIP PHONE SYSTEM. Submitted proposals become the property of the District and will not be returned. Further, all submitted proposals become subject to the Freedom of Information Act, unless the District reasonably believes that Contractor satisfies exemption criteria and rejects disclosure on such basis. C. Late Proposals Any proposal received by the District after the time specified above will not be considered. D. Withdrawal of Proposals Proposals may be withdrawn by written notice received at any time prior to the submission deadline. Proposals may also be withdrawn in person, provided that the firm's representative signs a receipt for the proposal prior to the submission deadline. Proposals that are not so withdrawn shall constitute a firm offer for a period of sixty (60) days to perform the work contained therein and/or required by this RFP.

4 E. Questions Concerning this RFP Inquiries may be made to Mr. Matthew Cortez at the address above, via telephone at (989) , or via at All such inquiries must be made no later than three (3) business days prior to the deadline for submission. Information about the District is available during business hours (8 a.m. - 4 p.m.). F. Economy of Preparation Proposals should be prepared simply, providing a concise description of the Contractor's ability to meet the requirements of this RFP. G. Proposal Signature Part 4 - Proposal Summary, should be signed by the person responsible for the decision as to services and costs being offered. (In the case of a joint proposal, each party must certify those services and costs being offered by its own firm. Unless otherwise agreed by the District in writing, each party to a joint proposal will be jointly and severally responsible for all services offered in the proposal, regardless of who produces them.) H. Prime Responsibilities The selected Contractor will be required to assume responsibility for all services offered in the proposal, regardless of who actually provides such services and whether the selected Contractor utilizes separate consultants. The selected Contractor shall be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. I. Proposal Preparation Costs All costs incurred for proposal preparation, site visitation and investigations, initial engineering analyses, presentations, or contract negotiation, are the responsibility of each respective Contractor and will not be reimbursed by the District. J. Acceptance of Proposal Contents The contents of the proposal of the selected firm will become contractual obligations when a contract is issued, except with regard to particular contents which are rejected by the District. Failure of the successful firm to abide by such obligations will result in cancellation of the award. K. Proposed Project Schedule A proposed project schedule must be provided for the Contractor's scope of work required or permitted by this RFP. The District and all contractors recognize that this schedule may be modified by the District, in its sole and reasonable discretion, to suit its particular needs. L. Insurance Coverage Prior to beginning work, the selected Contractor will be required to provide a copy of insurance certificates for general and professional liability coverages, with limits of liability at least as required by law or reasonably required by the District. Any consultants or subcontractors of the Contractor shall provide insurance coverage at least equal to that provided by the Contractor, and those consultants or subcontractors shall provide insurance certificates for general and professional liability coverages. Insurance must be occurrence-based, obtained prior to commencement of work, and maintained for a period of no less than 12 months beyond the date of completion. Certificates of

5 insurance shall contain a provision that coverage afforded under the policies will not be canceled, reduced, or allowed to expire until at least 60 days prior written notice has been given to the District. M. Payment of Fees The District will make payments to the Contractor as set forth in the parties' contract. All costs shall be itemized on a single invoice so that the District may issue one monthly check to the Contractor. The specific day of the month on which invoices are to be received, and checks released, will be set forth in the contract. N. Taxes The Proposal shall be deemed to include all applicable sales, use, excise and other taxes required by law. The District, upon request, will provide a properly executed tax exemption certificate, but the District makes no representation that a Contractor may utilize such information to avoid tax liability. O. Bid Bond and Performance/Payment Bonds The Contractor shall be required to provide a bid bond in the minimum amount of five percent (5%) of the total capital costs associated with the Proposal, in accordance with MCL If performance and payment bonds are required by law (MCL , et seq), then the selected contractor shall be required to provide performance and payment bonds covering 100% of the total capital costs associated with the Proposal. If performance and payment bonds are not required by law, the District may require such bonds upon written notice to the Contractor. If notice is given prior to the bid deadline, the bond costs shall be deemed included within the bid price. If notice is given after the bid deadline, the bond costs shall be reimbursed to the Contractor. P. Familial Disclosure Statement Each Proposal shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the Contractor and any member of the board or Superintendent. Bids not accompanied by a sworn and notarized statement will not be accepted by the board. Q. Iran Economic Sanctions Act Certification Each Proposal shall be accompanied by a certification required by the Iran Economic Sanctions Act that the bidder is not an Iran-linked business. Bids not accompanied by such a certification will not be accepted by the board. R. Waiver of Claims The Contractor, by its submission of its proposal, releases the District and its Board members, administrators, employees and agents from any claims arising out of, and related to, the RFP process and the selection of a Contractor.

6 Essexville Hampton Public Schools REQUEST FOR PROPOSAL FOR INSTALLATION OF VOIP PHONE SYSTEM PART 2 -- PROPOSAL REVIEW AND SELECTION PROCESS A. Time Frame for Contractor Selection It is the intent of the District to select a contractor according to the following schedule: July 8, 2015 July 14, :00am July 22, :00am July 22, 2015 TBD TBD September 1, 2015 RFP is released. Mandatory Pre-bid meeting with District in Jaffe Building Proposals are due 11:00 am Administrators begin screening proposals. Finalists make an oral presentation to Administrators Contractor begins work. Work completion. The District may modify or eliminate any portion of the above schedule in its sole discretion and to the extent consistent with law. B. Review and Selection Process The District reserves the right to reject any or all proposals that are determined not to be in the best interests of the District. The District will not necessarily select the lowest cost proposal, but will choose the lowest responsible bidder. C. Interviews It is expected that one or more Contractors providing proposals within an acceptable range of costs may be invited for interviews with District administrators and, if applicable, the Board of Education. Those Contractors may be asked to (but shall not have the right to) make a brief presentation to District administrators or the Board of Education and/or answer any questions that may exist about their proposal. D. Evaluation Criteria The District will evaluate Contractor's proposals based on cost and responsibility factors, including but not necessarily limited to the following: Cost: The total cost for all services and as broken down among the various project elements. Adherence to RFP: Conformance, in both content and presentation, to the parameters established in this request. Relevant Experience: Contractor's relevant experience with the required work, particularly at K-12 public school facilities of comparable size and complexity. Qualifications: Qualifications and experience of the Contractor's key staff to be assigned to the project. Timeliness: The Contractor's ability to complete work specified in this RFP in a timely fashion.

7 Responsiveness: The Contractor's ability to meet quickly with District officials, contractors, etc. when necessary. Team Compatibility: The Contractor's ability to work with students, District employees, parents, community members, architectural firms, contractors, and governmental officials based on references and interviews. It is understood that all labor and materials must be competitively bid and awarded, if at all, to the lowest responsible bidder. The District may consider a number of factors in determining a Contractor's "responsibility," and it is expressly understood that the District is not confined to the above-referenced list or any other information required or provided in response to this RFP. E. Awarding of the Contract All proposals may be reviewed and evaluated by District administration and consultants for the purpose of recommending a lowest responsible bidder. The ultimate determination to award a contract will be made by the District's Board of Education as required by law. The form of Contract shall be based on the document attached hereto as Attachment C ("Contract"). By submitting a proposal, each Contractor agrees to the terms of the Contract in its entirety, except and only to the extent the Contractor specifically objects in writing to any provision therein and attaches the objection(s) as a separate document to its response to this RFP, along with a proposed alternative. Notwithstanding anything herein to the contrary, the District shall have the unilateral ability, in its sole discretion, to negotiate any term of the Contract (or any other form of contract considered by the parties). The award of a Contract shall be contingent upon the successful negotiation of same, and the Contractor shall not be entitled to any remuneration unless and until a Contract is officially approved by the District's Board of Education.

8 I. CONTRACTOR INFORMATION Essexville Hampton Public Schools REQUEST FOR PROPOSAL FOR INSTALLATION OF VOIP PHONE SYSTEM PART 3 PROPOSAL DETAILS The following information will be considered by the District for the purpose of determining the Contractor's "responsibility" and present capability to perform the work. The District's determination is not limited to the information below or any other information required by this RFP. Name of Firm: Year Established: Address: Telephone Number: Facsimile Number: Contact Person Address: A. Business Organization 1. Individual Partnership Corporation Other _ 2. Identify the number of years the firm has provided the type of improvements required herein, and provide a brief history of the firm's experience with the required work. 3. List the firm's officers and the staff that will be dedicated to this project. 4. Provide the hourly rate for firm personnel in the event they provide Additional Services (i.e., services beyond the originally agreed scope of the project). 5. List any subcontractors or sub-consultants outside your firm you propose using to provide services.

9 Number of Times Firm Name City/State Specialty Affiliated With You What is your firm's present workload? Provide a list of all scheduled and unscheduled construction projects currently being handled by your firm, including an indication of approximate cost and percentage of completion for each project. 7. What is your General Liability Insurance coverage: a. Total amount of protection provided. b. Amount of deductible, if any. c. Name, address, phone #, and contact person of Insurance Company. 8. What is your Professional Liability coverage, if any: a. Total amount of protection provided. b. Amount of deductible, if any. c. Name, address, phone #, and contact person of Insurance Company. 9. Within the last 5 years have you had litigation, arbitration or a claim filed against or settled with your company by a client (in the educational market or otherwise) or have you filed the same against any other client? If yes, explain each in detail. 10. Has your firm ever been terminated, for cause or for convenience, prior to completion of a project or has your firm ever terminated a contract, for cause or for convenience, prior to completion of a project? If yes, please explain. B. Approach to Services 1. Describe how your firm stays up-to-date on construction code and regulatory requirements applicable to your work. 2. Some of the construction work may occur while school is in session. Describe how your firm will minimize any interruptions to our day-to-day operations.

10 3. Discuss the method of on-site observation and project management you will use for our Project, and how you will ensure a prompt response should same be required. 4. Add any additional information about your design and/or construction approach that you will use or this Project that you believe to be exceptional. II. PROJECT DESCRIPTION A. The project requirements are as follows: The Essexville-Hampton Public Schools is requesting proposals for furnishing, installation, and configuration of a Voice over Internet Protocol (VoIP) telephone system w/voic per the following specifications: The Essexville Hampton Public Schools reserves the right to accept any proposal, to reject any or all proposals, and to make the award in the best interest of the District. 1.1 SCOPE OF WORK The intent of the specifications is for the successful contractor to furnish all supervision, labor, hardware, software licenses, training, tools, equipment, apparatus and transportation required to complete the VoIP telephony system in conformity with the RFP document. The contractor is responsible to ensure all quantities and amounts of materials are correct to complete all work contained in the RFP documents and respective bid. All miscellaneous hardware and software required for a complete, professional installation shall be included in the Base Bid. No allowances for any additional equipment, software, hardware, cabling, or miscellaneous will be considered, unless specifically excluded from the Base Bid. 1.2 OVERVIEW EXISTING SYSTEM The current telecommunications system in the Essexville Hampton Public Schools has been in place for approximately 20 years with few upgrades or changes beyond the current manufacturer s regular reoccurring system upgrades. The system has served the needs of the District reliably and well over this time. This system will be fully replaced, leaving only predetermined POTS lines as required by statutes or laws by the government LOCATIONS Building locations are as follows Garber High School 213 Pine Street Essexville, MI Cramer Junior High School 313 Pine Street Essexville, MI Bush Elementary School 800 Nebobish Road

11 Essexville, MI Verellen Elementary School 612 West Borton Ave Essexville, MI Jaffe Administration Building 303 Pine Street Essexville, MI GENERAL REQUIREMENTS The Essexville Hampton Public Schools is requesting proposals from qualified firms interested in providing and installing a complete, turnkey IP Telephone system that provides a high level of reliability and functionality. System phone functionality must include all customary business telephone features, some of which include voic , conferencing, unified messaging, integrated fax service, and the ability for easy system administration by District staff. This system will replace the current telephone system, and needs to provide interoperability, and sustainability. The District requires an open standards VoIP system that provides four digit dialing between locations, a centralized voic system that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system that is scalable. The equipment shall be new models and in current production. Reconditioned, remanufactured or demo models shall NOT be accepted. Contractor shall coordinate the transition from the current Primary Rate Interface (PRI) trunks to Session Initiation Protocol (SIP) trunks with the trunk provider. Departmental cutovers to the new system will occur after normal business hours. Proposals must be valid for 90 days from awarded date, and is to include pricing of all materials and labor to install the system EXISTING NETWORK The District owns and maintains an existing wide area network consists of a redundant fiber optic ring which connects each location listed in section via either 1 Gigabit or 10 Gigabit Ethernet connections depending on individual building requirements. It is the intent for the new telephone system to utilize this existing network for communication. Sufficient Power over Ethernet ports will be made available at each of the locations listed in appendix A for the connection of handsets, with an additional number of non-poe ports made available as required for ancillary equipment. All ports are Gigabit speed unless otherwise noted MANDATORY MEETING There will be a mandatory walk through for this project at 11:00 am on July 14 th, DEADLINE FOR QUESTION SUBMISSIONS

12 1.3 DETAILED SPECIFICATIONS System Capabilities Included Not Included The proposed system must utilize standard TCP/IP protocols to communicate between locations, and to communicate with the enduser handsets. Additional cost for Functionality (provide additional cost and explanation) CAPACITY: The system must be expandable to at least 180 users with phone sets and be capable of expanding to support 10+ analog lines. CALL TRANSFER: The system must have the ability for internal and externally originated calls to be transferred seamlessly from one extension to another, and from one extension to an outside number if the user has sufficient permission to do so. GROUPS: The system must support hunt groups, and inbound simultaneous ring groups. DND/FORWARDING: Do not disturb function, controllable by end user, which will temporarily force calls to go directly to voic . The end user must have the ability to forward calls on no answer, busy to another extension, hunt group, ACD tree, or to an external device such as a cellular phone or a number residing on an outbound trunk. Permission to forward outside must be controllable on a per user and group basis by system administrators. Auto attendant typically used for answering a main dial in number and providing an employee/department directory of numbers. This may even be nested to lower levels such as providing addresses for different locations, hours of operation, etc. Softphone capability i.e. Windows, iphone, droid apps Conference phones specific phones designed for large conference rooms, (typically have shielding, high quality mic and speakers). Programmable speed dial per phone. Manage voic settings from outside line.

13 Voic Included Not Included The system must have Voic capability of at least one mailbox per user, and must allow for future expandability at least 30 percent through the purchase of additional licenses in the future. All required hardware to support this future expansion is required as part of this bid. Additional cost for Functionality (provide additional cost and explanation) Users must be able to access their voice mailbox locally or remotely. The system must have the ability to deliver inbound voice messages to electronic mail. Voic message management must be available from their computer i.e. review, archive or delete. Users set their own name and greeting. Users set own vacation voic message with start and end dates for the greeting. Different voice mail greeting for internal vs. external calls. Ability for user to reset their own password. Ability for a user to record their phone conversation to their personal mailbox must be provided. If there is a significant cost associated with meeting this requirement, please break out the related items in detail in your proposal.

14 Handset Capabilities and Requirements Included Not Included Handsets must have the ability to act as a network switch to provide an untagged network pass-through port to another device (i.e. allow chaining of another device to the phone). This port must be Gigabit speed. If a similar model phone is available, provide a per-unit deduct price on the attached bid response unit pricing form. Handsets must support standards based Quality of Service packet signing, and must be capable of standard 802.1q VLAN tagging of voice packets. Ability to visually or audibly distinguish between internal and external calls. Ability to tell when a call has been transferred, or forwarded from one system or location to another. Ability to view a previous call log for both inbound and outbound calls. Display caller-id notification, indicating either the internal extension number for extension calls, or the complete external caller number and name as provided by the telephone carrier for inbound calls from the public switched telephone network. Message waiting visible notification light or display indicator for voic messages waiting. Ability to see the caller-id information for an inbound call, when another call is currently in progress. Handsets must be powered and communicate through a single IEEE 802.3af Power over Ethernet connection at 7 watts or less. The phone shall not require power from a separate AC power source. Full duplex speaker phone. Additional cost for Functionality (provide additional cost and explanation) Hearing aid compatible. A minimum of 3 soft-keys. Line appearances for other extensions. The ability to pick up ringing calls via these line appearances if permission is granted by system administrator. Volume control/mute. Corporate directory lookup by name.

15 Call parking/swap the ability to park a call to an extension and then reconnect from any extension. Redial from call history log. On hold/transfer be able to transfer a call that is on hold to another internal or external extension. Quick access button to voic . Ability to connect a headset. Extension Directory Included Not Included The system must provide a web based directory of extensions that is automatically updated when new extensions/users are added. This directory will be made available internally via the District s Intranet. Call Center Features Included Not Included Automated Call Distribution. Additional cost for Functionality (provide additional cost and explanation) Additional cost for Functionality (provide additional cost and explanation) Detailed CDR (Call Data Recording). Uniform Call Distribution. Paging Included Not Included Paging groups the ability to set up paging zones, where an authorized user can pick up their phone and dial a paging group, to have their voice broadcast through a selected group of phones within their building or system-wide, with appropriate permission from system administrators. Additional cost for Functionality (provide additional cost and explanation) External Paging System Integration- You must provide equipment at each facility for integration with an external overhead amplified paging system. The paging system itself will be provided by others.

16 Paging System Integration Included Not Included System must be fully integrated with existing OVERHEAD paging systems at all four Fire Station locations. System must have the capability of integrating with other locations PA systems should they be added in the future. On-hold Announcements Included Not Included System must be able to play individual messages or music while a caller is on hold, based on the ACD group the caller dialed into, via a local building source, or a central source provided over the network. The system on-hold announcements must be able to be changed and re-recorded by District staff, either locally or by calling into the system remotely. Detailed training must be provided as part of your base bid. This procedure must be documented as part of your base bid. Call Accounting/Reporting Included Not Included The system must collect and store call accounting data for every call. All collected call accounting data must be stored for a period of at least 2 years. Minimal elements that are collected must be: Time and Date of call Additional cost for Functionality (provide additional cost and explanation) Additional cost for Functionality (provide additional cost and explanation) Additional cost for Functionality (provide additional cost and explanation) Extension Extension IP address User identification Call duration Inbound Trunk identifier Inbound/outbound Caller-ID number Inbound/outbound Caller-ID name Transferred From (if transferred)

17 Transferred To (if transferred) The call accounting system must be able to distinguish which phone originated the call regardless of the phone s physical location on the network. The system must also be able to track an outside call through to its destination, including any internal transfers form department to department. The call accounting database must be easily searchable. We must have the capability to export the data to a file in standard format such as Excel (xls), Comma Separated Value (csv) format, or another raw format that would be readable by other standard database platforms. Automated Call Distribution Features Included Not Included System must have the ability to present callers with a menu based on the direct inward dial number they have dialed. The caller must be able to select choices that would transfer them to either an extension, a group of extensions, a hunt group, a queue, or a pre-recorded message. The system must support multi-level menu trees. Additional cost for Functionality (provide additional cost and explanation)

18 Conference Calling Included Not Included System will support dynamic conference call creation. A user must have the ability to add at least two additional participants to an existing call, forming a conference bridge. These additional participants may be internal (extensions), outside numbers, or a combination of the two. System should have the capability of supporting at least 5 permanent conferencebridge extensions, which will allow multiple callers to meet by dialing its virtual extension. Trunks Included Not Included Support for up to 15 SIP trunks, to be provided over a local Ethernet connection from a service provider. Contractor will work with service provider and the District to cut over from existing PRI to these new SIP trunk lines as part of the system implementation. Additional cost for Functionality (provide additional cost and explanation) Additional cost for Functionality (provide additional cost and explanation)

19 Equipment Count and Capacity Included Not Included Contractor shall supply and install the number of wired handsets as listed in the table Appendix A Contractor shall supply and install the number of wireless telephones as listed in the table in Appendix A. Wireless handsets must fully integrate with the proposed system and provide similar features to the desktop handsets. Wireless handsets shall use DECT or n technology. 2.4 GHz frequency may not be used. Additional cost for Functionality (provide additional cost and explanation) Contractor shall supply and install the number of loud ringers similar to ALGO 8180 for locations as listed in the table in Appendix A. An appropriate number of ringers must be installed to provide appropriate coverage to the area as required. Contractor shall supply and install appropriate an appropriate number of wireless headsets as specified in Appendix A. Headsets should use modern DECT or Bluetooth technology and must be fully compatible with the installed system. Headsets shall include remote hook switch capability via a button on the headset. Contractor shall supply a Category 6 network patch cable for each wired handset of appropriate length to place the phone at the same location as the phone it is replacing. Contractor will supply an additional Category 6 patch cable in the cases where existing cable drops are being re-used, so that the computer may be plugged into the telephone. This cable must be of appropriate length for a neat and professional appearance. Contractor will supply SPARE PARTS for any system component that is mission-critical for the Owner to hold on-site for emergency replacement if needed. Please outline the parts you deem as required based on your system design in the narrative for your design. System hardware shall be capable of addition of 20% more additional handsets than are specified in Appendix A. without the addition of additional hardware other than the handset itself. Licensing for this expansion capability should not be included in your base price, but should be listed as a unit price and guaranteed for a period of one year from the date of system acceptance.

20 1.5 CABLING 1. New Cat6 building cabling will be utilized for the majority of the handsets that are to be installed as part of this system. Contractor will plug from wall to device using own cables. 2. Contractor will provide standard unit pricing on the bid response form for an additional cable drop. The provided dollar amount will be used to amend the contract should a change order be issued for additional cabling drops at buildings that may be needed during the project; therefore it must include all materials, raceway, and labor for installation and testing for one Cat6 cable back to the nearest MDF/IDF. The unit price must include a complete, certified cable to either a wall-mount or desktop telephone. We have visited each building and anticipate unforeseen cables to be minimal CABLING STANDARDS All work shall be in accordance with all guidelines specified by the latest EIA/TIA Building Telecommunications Wiring Standards, the BICSI Telecommunications Distribution Methods Manuals (TDM), and manufacturer/contractor installation guidelines. These documents and standards form the basis for the installation, testing, and acceptance of the structured communications cable system All copper cabling installed will meet or exceed the Category 6 specification 1.6 DOCUMENTATION and LABELING 1. The Contractor shall create, populate and provide a Microsoft Excel spreadsheet with the following information: a) IP address b) Identification label c) Manufacturer serial number d) Install Date e) MAC Address f) OS Version g) Asset tag number 2. The Contractor shall provide and apply an identification label for each new piece of VoIP equipment. The label shall follow the standard format of WW-XXX-YYY-Z as shown below: a. WW=building code (i.e., CH ) b. XXX=Closet (i.e., MDF ) c. YYY=equipment name (i.e., GWY ) d. Z=numbered unit (i.e., 2 if this was the second gateway in this same closet) e. The above unit would look like: CH-MDF-GWY-2 3. The Contractor shall provide a System Operating Manual which is customized for the Essexville Hampton Public Schools specific installation. This manual must include: a. Standard procedures for adds/moves/changes b. Contact information and contract numbers to obtain service for the system c. Procedures for changing system prompts, trees, voic , etc. d. Regular maintenance procedures for back-end equipment that are required in order to prevent failures and insure the system is stable and reliable e. Maps of each building showing the location of each telephone, with its extension, its MAC address, and cable identifier (base maps will be provided for overlay) 4. This documentation will be provided electronically, in some searchable format. You must also provide 2 full printed copies 5. Documentation will contain a table of contents and be presented in a professional, organized manner Page 20

21 1.7 E911 COMPLIANCY The proposed solution shall be natively E-911 compliant or compliant with a third party solution. The Contractor shall include all costs associated with E-911 compliance as part of their Bid response. If a third Party solution is required, include a breakdown of base system cost and the cost of the third party solution. 1.8 RELIABILITY AND AVAILABILITY 1. The proposed system must have the ability to maintain basic telephone services if the wide area network fails 2. The proposed system must provide local 911 access during a power outage. 3. The proposed system must have the ability to export existing departmental call processor recordings, and emergency recordings to a backup storage location 4. Contractor must provide an adequate number of VOIP servers to maintain redundancy for phone and voic with automatic failover. The design will must avoid any single points of failure. If your design includes central servers which include a single point of failure, you must describe in detail as part of your bid how you intend to provide high availability in this situation. 1.9 SYSTEM ADMINISTRATION 1. Contractor must describe the administration/management interface used with the proposed solution. Please note if the interface is command line driven or a GUI environment. 2. The proposed system must provide the ability to administer multiple remote sites through a centralized workstation. 3. The system must provide automatic set relocation for moves, adds, or changes. 4. The system must allow for multiple levels of administrators each having different capabilities or roles with regard to system access, and each with a unique password. 5. The ability to track administration activity in detail with an audit trail MONITORING AND DIAGNOSTICS 1. Remote diagnostics and administration capability 2. System health reporting 3. Automatic notification of system warnings and failures via , SMS, automated call, or similar mechanism 1.11 EXECUTION The expected execution tasks are as follows: 1. Meet with District personnel to develop a VoIP configuration and installation based on industry best practices and the District s specific needs. 2. Develop a plan to roll out and cut over to the new phone system. If work is to be completed while school is in session, it is to be performed after school hours. 3. Develop a plan to cut over from the existing PRI circuits to new SIP trunks, either as part of the physical migration to the new system, or afterwards, whichever ensures a seamless transition. 4. Install and configure the new phone system and voice mail system. 5. Install and configure call accounting software. 6. As determined by the meetings in step 1, the system must be fully programmed to meet requirements. 7. Install new VoIP telephones. Page 21

22 8. Work with the Owner s network contractor and provide any network configuration information required for the new phone system. The phone system shall operate on a separate, dedicated VLAN with QoS enabled, but will communicate on the existing physical Wide Area Network. 9. Configure the new VoIP telephone to operate on the Owner-designated VoIP VLAN. 10. Move computers that will later be connected to handsets to new PoE ports with new patch cables of appropriate length. 11. Install VoIP telephone (desktop), provide Category 6 patch cable at the phone location. 12. Configure all gateway and voice mail systems with the latest stable firmware and software. 13. Program all equipment based on the configuration requirements agreed upon during the meetings with District personnel. 14. Arrange and perform cutover to new system. 15. Provide documentation and training as specified. 16. Ensure the final VoIP installation at all Owner facilities is a defect-free installation, including E911 testing from each physical location TRAINING 1. The VoIP equipment supplier shall provide a minimum of sixteen (16) hours of instruction and training on the operation of the system and its maintenance to the Essexville Hampton Public Schools technical staff. The instruction shall be broken down into four (4) hour blocks of time. Training shall include the operation, configuration and troubleshooting of the VoIP gateways, voice mail system, call accounting system, and E911 call system. 2. All training shall be coordinated with the Manager of Technology, and training shall take place at an Essexville Hampton Public Schools facility. 3. The Contractor will provide a minimum of twenty (20) hours of on-site training for building personnel in the proper and effective use of VoIP telephones and software. These hours will be split up over 5 sessions to allow scheduling for appropriate attendance by District employees. 4. The Contractor will allow the Owner to videotape the training sessions for building personnel. The Owner will provide the equipment and labor to conduct the videotaping. The Owner will have all rights to use the videotapes for future training. 5. User training must be conducted prior to cutover to the new system, with follow up refresher training as required after approximately 3 weeks subsequent to system installation, after the users have gained some first-hand experience with the system, to answer specific questions that may come up WARRANTY AND MAINTENANCE 1. Contractor will provide 5 year on-site warranty for the installed system. Additionally Contractor will honor and provide service pursuant to the terms of each manufacturer s warranty, should the equipment manufacturer provide a standard warranty that is longer than the required 5 year warranty. 2. Contractor shall provide any software maintenance and subscriptions that are required for the first 5 years of operation. 3. Contractor will provide disclosure of expected ongoing yearly maintenance expenses after the initial warranty period in the space provided on the bid response form. This amount should include a detailed explanation, and should cover all licensing, hardware maintenance, software subscriptions and maintenance. 4. The warranty shall begin on the date the system is deemed substantially completed by the Essexville Hampton Public Schools or its agent. 5. The individual telephone handsets shall carry the standard manufacturer s warranty which may be less than 5 years. Please describe the individual telephone warranty in your proposal Page 22

23 2.1 LAWS AND PERMITS The contractor shall comply with all federal, state and municipal laws, orders, regulations, ordinances, or rules governing or affecting in any way the work under this contract. The contractor must furnish copies of all approved inspection certificates and approvals from authorities having jurisdiction within thirty (30) days of completion and acceptance of work as evidenced by applicable acceptance documents Where appropriate, all equipment and installation workmanship shall comply with specifications contained in Electronic Industries Association Standards and the Electrical Code and all equipment shall be FCC-certified, FCC type accepted and/or UL listed. All work shall be conducted according to the standards of good engineering practices. 2.2 SAFETY REGULATIONS AND CERTIFICATES This contract includes the performance of the work in accordance with all local, municipal and state laws, ordinances, rules and regulations or other bodies having jurisdiction, notwithstanding anything in the specifications to the contrary All material, equipment, furnishings, labor, etc. must conform to federal and state regulations and comply with OSHA standards. 2.3 PERMITS The contractor shall secure and pay for all permits, government fees and licenses necessary for the proper execution and completion of the work necessary to implement the VoIP Telephony System. 2.4 IMPLEMENTATION PLAN The successful contractor must prepare and submit a final implementation plan and time line as part of the final contract documents. During contract negotiations, the contractor, and the Essexville Hampton Public Schools project director will mutually determine the critical dates that must be met. The contractor will be required to be flexible towards changes in priorities of the time line and schedule during the entire project. Reference section 1.1 EXECUTION for required elements. 2.5 PROGRESS SCHEDULE The contractor shall schedule and administer work so as to meet the Time of Completion stated on the proposal form. The contractor will be responsible for providing a project manager to ensure the progress of the work schedule. 2.6 PROJECT MEETINGS The Essexville Hampton Public Schools project director shall schedule, chair and administer biweekly or weekly meetings throughout the progress of the work for the purpose of project management, coordination and expediting the work. These meetings shall bring together responsible representatives of active contractors for the purpose of planning, assessing progress and discussing issues of mutual concern. Page 23

24 2.7 PROTECTION OF PERSONS AND STRUCTURES The contractor agrees to exercise special precautions to avoid damage to facilities of Essexville Hampton Public Schools and of others. The contractor hereby accepts responsibility for any and all damage to such facilities arising out of or caused by the conduct or property of the contractor, whether by the negligence of the contractor, its employees or otherwise. The contractor shall make an immediate report to the Essexville Hampton Public Schools and owner or owners of facilities of the occurrence of any such damage. The contractor hereby agrees to repair or replace, at their expense, or to reimburse Essexville Hampton Public Schools or other owner, for expenses incurred in making necessary repairs and replacements The contractor shall assume all responsibility for bodily injury to persons, including death, or damages sustained or claimed by its employees, the employees of the Essexville Hampton Public Schools, or by any other person, and also for damage to property, including property of the contractor, the Essexville Hampton Public Schools or any other person, and also, for any interruptions to electric community antenna television or other communications service which may occur or allegedly occur because of, or result from, or in any manner are connected with, or directly or indirectly arise out of, or are caused in whole or in part by the material provided or the work performed by its agents or employees under this agreement The contractor shall assume all responsibility for and shall indemnify, protect and hold harmless the Essexville Hampton Public Schools from and against all losses, liabilities, claims, demands, payments, actions, legal proceedings, recoveries, costs, expenses, attorney fees, settlements, judgments, orders and decrees of every nature and description brought or recovered against, or incurred by the contractor, the Essexville Hampton Public Schools, or both of them, by reason of any such bodily injury to person, damage to property, or interruptions to service. Notwithstanding the foregoing, the contractor shall not be required to indemnify Essexville Hampton Public Schools against liability for damages arising out of bodily injury to persons, damages to property, or interruptions to service caused by or resulting from the sole negligence of the Essexville Hampton Public Schools, its agents or employees. 2.8 SAFETY Each contractor shall be responsible for their own safety and hazard program. Each program shall be in accordance with provisions of the Occupational Safety and Health Act (OSHA). The contractor shall maintain an effective safety program and conform to all federal, state and local safety codes. Upon written request by the Essexville Hampton Public Schools and/or the designated project director, the contractor shall provide the registered programs documenting their safety and hazard program. 2.9 PROTECTION OF WORK AND PROPERTY The contractor shall continuously maintain adequate protection of all their work from damage and shall protect the Essexville Hampton Public Schools property from damage or loss arising in connection with this contract, and make good any damage, injury or loss The contractor shall be responsible for the verification of utility locations. The contractor shall also be responsible for the repair of any damage to utilities caused by the contractor SUBCONTRACTING AND ASSIGNMENT The contractor shall be responsible to the Essexville Hampton Public Schools for the acts and omissions of its employees and all subcontractors, their agents and employees and all other persons performing any of the work under a contract with the contractor. Page 24

25 This contract, with all its rights and duties, and any part hereof, shall not be deleted, subcontracted, or assigned to another contractor without prior written permission of the Essexville Hampton Public Schools INTERRUPTION OF OCCUPANCY The installation must not interrupt normal business activity. All work that will cause disruption to existing systems and services must be accomplished during time periods when it is least inconvenient to Essexville Hampton Public Schools and completed in the shortest possible time frame (i.e. after normal business hours). The Essexville Hampton Public Schools is not responsible for any overtime and/or premium time not identified in the base bid pricing response Essexville Hampton Public Schools may occupy sites during the installation process. The contractor shall arrange with the project director to make necessary arrangements. The contractor must do all work in an approved manner and with minimum interference and inconvenience to the Essexville Hampton Public Schools Each contractor is responsible to plan, coordinate and execute their work in such a manner that there will be no disruption to Essexville Hampton Public Schools operations. If an interruption of operations is unavoidable, the work will be scheduled with Essexville Hampton Public Schools through the project director prior to beginning such work REJECTING DEFECTIVE WORK The Essexville Hampton Public Schools project director will have the authority to disapprove or reject work, which is defective, unsatisfactory, faulty, or does not conform to the requirements of the contract documents or does not meet the requirements of any inspection, test or approval. The inspecting project director will also have the authority to require special inspection or testing of the work whether or not the work is fabricated, installed or completed COMPANY HISTORY AND REFERENCES Please provide a description of how ownership is held within the company. Also, provide any details about future plans of the company (selling it, mergers, if applicable) INSURANCE Prior to beginning work, the selected Contractor will be required maintain and to provide a copy of insurance certificates for general and professional liability coverages, and workers compensation coverages with limits of liability at least as required by law or reasonably required by the District. Any consultants or subcontractors of the Contractor shall provide insurance coverage at least equal to that provided by the Contractor, and those consultants or subcontractors shall provide insurance certificates for general and professional liability coverages. Insurance must be occurrence-based, obtained prior to commencement of work, and maintained for a period of no less than 12 months beyond the date of completion. Certificates of insurance shall contain a provision that coverage afforded under the policies will not be canceled, reduced, or allowed to expire until at least 60 days prior written notice has been given to the District 3.1 INSTALLATION This section covers the installation, testing and acceptance required for the new VoIP Telephony System being installed The contractor shall provide a complete working system with all base bid and additional system features selected. This shall include software customization and special requirements made necessary by the site conditions. Only a fully operational system will be accepted by the Essexville Hampton Public Schools. Page 25