Independent School District No. 9 (Union Public Schools) Tulsa County, Oklahoma

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1 May 7, 2015 Addendum No. 1 Solicitation No RFP-12 Independent School District No. 9 (Union Public Schools) Tulsa County, Oklahoma Bidders: Please note the following changes, additions, modifications, or clarifications to the 2015-RFP-12, VoIP Phone System, Request for Proposal. This Addendum No. 1 is hereby incorporated into the solicitation package. Clarifications and Questions: 1. Will the District consider a hosted solution? Ans. No. The District is only interested in on premise solutions. 2. Reference RFP Section 4.2 CORE FUNCTIONALITY, Desktop Phones: - All phones must be SIP Compliant, Required. Change: The requirement for the desktop phones to be SIP compliant is Optional. This requirement should have been stated as Optional. Reminder and Clarification: 1. Pursuant to Section PRE-BID/PROPOSAL CONFERENCE, The pre-proposal conference will be held at the Union Education Service Center, 8506 E. 61 st, Tulsa, Oklahoma at 02:00 p.m. on Wednesday, May 13, The Pre-bid time on the cover page of the RFP incorrectly states the meeting time as 10:00 a.m. Please note this change. See attached amended cover page. End of Questions and Clarifications Please confirm receipt of this Addendum by completing the information below and the Addendum to or fax to , and include a copy of this addendum with your response submission. David Young, CPPB Director of Purchasing & Supply Management Confirmation of Receipt I, the undersigned, attest to receiving this Addendum Name (Print) Signature Company (Bidder) Date Union Public Schools 8506 East 61 st Street Tulsa, Oklahoma Purchasing Department (918)

2 MAIL OR DELIVER BIDS TO: Pages: 24 BID DESCRIPTION: Union Public Schools Independent School District No. 9 Union Public Schools Purchasing Department 8506 E. 61st Street Tulsa, Oklahoma Buyer Contact: Buyer David Young,CPPB Reference #: 2015-RFP-12 Monday, May 04, 2015 Bid Due Date: Tuesday, May 26, 2015 Time Due REQUEST FOR PROPOSAL 2:00 PM Phone New VoIP Phone System for 3 Union Schools. Pre-bid conference to be held on Wednesday, May 13, 2015 at the Union Education Service Center, 8506 E. 61st Street, Tulsa at 10:00 a.m Bidder's Acknowledgement (All spaces must be completed and signed) BIDDER NAME (PRINT ON LINE ABOVE) MAILING ADDRESS CITY/STATE/ZIP TELEPHONE FAX ADDRESS: DELIVERY: DAYS (NUMBER OF CALENDAR DAYS AFTER RECEIPT OF ORDER) BID PRICE FIRM FOR: DAYS (NUMBER OF CALENDAR DAYS) X AUTHORIZED BIDDER'S REPRESENTATIVE (PRINT) X SIGNATURE (REQUIRED) ALL BIDS ARE SUBJECT TO THE GENERAL TERMS AND CONDITIONS, SPECIAL PROVISIONS AND SPECIFICATIONS HERETO ATTACHED. SEE BID FORM FOR SPECIFIC BID INFORMATION. AFFIDAVIT OF NON-COLLUSION -THIS BID INVALID IF NOT SIGNED AND NOTARIZED BELOW STATE OF ) COUNTY OF ) A. For the purposes of this bid, I certify: 1.I am the duly authorized agent of (Company Name), the bidder and/or contractor submitting this bid or proposal which is attached to this statement, for the purpose of certifying the facts pertaining to the existence of collusion among bidders and between bidders and state officials or employees, as well as facts pertaining to the giving or offering of things of value to government personnel in return for special consideration in the letting of any contract pursuant to the bid to which this statement is attached; 2. I am fully aware of the facts and circumstances surrounding the making of the bid to which this statement is attached and have been personally and directly involved in the proceedings leading to the submission of such bid and 3. Neither the bidder nor anyone subject to the bidder's direction or control has been a party: a. to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to refrain from bidding, b. to any collusion with any state official or employee as to the quantity, quality or price in the prospective contract, or as to any other terms of such prospective contract, c. in any discussions between bidders and any state official concerning exchange of money or other thing of value for special consideration in the letting of a contract, or d. to any efforts or offers with state agency or policital subdivision officials or other to create a sole brand acquisition or a sole source acquisition in accordance with 74 O.S. Section B. I certify, if awarded the contract, whether competitively bid or not, neither contractor nor anyone subject to the contractor's direction of control has paid, given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma or political subdivision any money or other thing of value, either directly or indirectly, in procuring the contract to which this statement is attached. Certified this day of, 201 Print Name Signature Before me, the undersigned, a notary public in and for said county and state, on this day, 201. WITNESS my hand and seal on the day and year last above written. My Commission Expires: NOTARY PUBLIC [SEAL]

3 May 20, 2015 Addendum No. 2 Solicitation No RFP-12 Independent School District No. 9 (Union Public Schools) Tulsa County, Oklahoma Bidders: Please note the following changes, additions, modifications, or clarifications to the 2015-RFP-12, VoIP Phone System, Request for Proposal. This Addendum No. 1 is hereby incorporated into the solicitation package. Clarifications and Questions: 1. Please referenced the attached list of questions received during the pre-bid conference and after. 2. Please use the revised Bid Form attached. 3. Due to the Holiday Weekend and number of questions submitted, the bid due date has been changed to 09:00 a.m., Thursday, May 28, Reminder and Clarification: End of Questions and Clarifications Please confirm receipt of this Addendum by completing the information below and the Addendum to or fax to , and include a copy of this addendum with your response submission. David Young, CPPB Director of Purchasing & Supply Management Confirmation of Receipt I, the undersigned, attest to receiving this Addendum Name (Print) Date Signature Company (Bidder) 1

4 2015-RFP-12 Pre-Bid Questions 1. Will Union Public Schools provide or allow for virtual servers? a. Yes. VMWare is our platform. All necessary hardware and licenses would need to be purchased. 2. How many PRI lines are there? Are they physically demarc d? a. 11 pri-t-1 s b. Yes, they are located in the Demarc s. 3. Please confirm, what, if any, PRI gateways are required? a. Each site will have a gateway router. Only 11 gateway routers will need to have a PRI-T-1 card installed for DID trunking and incoming/outgoing call processing. 4. How many sites have POTS lines at each site? a. All sites (22) 5. How many Analog lines are there? a. 124 Pots Lines 6. How does the new system have to integrate with the existing Cisco System? a. We will require 4 digit dialing to any phone in the District. b. All of our PRI-T-1 s are shared with other schools. 7. How does the SIP functionality need to be compliant? a. Ideally, the District would like to minimize costs and try to maximize internet/tcp traffic so that the District can maximize erate discounts. We want to retain the flexibility of migrating to a full SIP compliant system if the option becomes available in the future. 8. The addendum will be for 10/100 for public access phones? a. Yes 9. What Networking does the district have? a. Cisco/Juniper switching. Each site is VLAN routed with voice traffic isolated to their own VLAN. Switches provide PoE power and some sites allow PoE+ power. 10. How many staff will need to be trained? a. 4 2

5 11. Overhead paging? a. Yes, it needs to be able to connect to our overhead paging system 12. Redundancy? a. There will not be redundant telephone lines, but the servers need to provide redundancy to eliminate as many single points of failure as possible. 13. Please provide clarification of the Bid s hardware for 3 schools vs. Districtwide. a. See revised bid form, attached. 14. Will presentations be allowed? a. Maybe. If the evaluation team determines that any are necessary for a system the District has not already evaluated. 15. How many users are required to show presence? a. Initially 150. Across the District, with full implementation of a new system, 1, Please confirm what platform. a. Office Section is changed to the follow. a. Please furnish the number of VoIP projects you are currently rolling out (customer rollouts). You do not need to provide the name of the customers. b. Please furnish references as requested on page Fax Server Solution a. Reference was made in the pre-bid conference about the bidders providing a fax server solution as part of the RFP. The District intends to issue an RFP at a later date for fax server solutions; however, if your company has an integrated fax server solution or has integrated with a third party solution for other customers, you may include information about that solution with the proposal. 3

6 8.3 COMPLETE TURNKEY INSTALLATION PROPOSAL (Revised) Per the terms of the RFP, Section , the bidder should submit an itemized price list and discount for phones and other equipment and accessories. The discount pricing may be utilized for the purchase and rollout of additional schools/site. Company Name: 3 Elementary Schools Please provide pricing based off a three elementary school project with 35 teacher phones, 5 public phones, and 5 administrative phones. Multiple phone models could be included and will be evaluated accordingly. Item SoftPhone (specify if the cost is individual license, site wide license, or unlimited access) Mobile App (specify if the cost is individual license, site wide license, or unlimited access) Voic license (specify if the cost is individual license, site wide license, or unlimited access) Server License Phone License (specify if the cost is individual license, site wide license, or unlimited access) Infrastructure Warranty (NOT individual phone) Phone Warranty Acquisition Bid Price NA NA Year 1 Year 2 Year 3 Year 4 Year 5 Support NA Installation/ Configuration Additional Cost (specify) Basic Phone (Qty 15) Mainstream/Teacher Phone (Qty 105) Advanced Phone (Qty 15) Wireless Conference Phone (Qty 3) Other cost (please specify) 4

7 Item Acquisition Bid Price Company Name: Year 1 Year 2 Year 3 Year 4 Hardware Required: Briefly describe all necessary hardware in order to bring the 3 elementary schools online with the above stated requirements. Year 5 Please provide pricing based off a three elementary school project with 1300 teacher phones, 220 public phones, and 500 administrative phones. Multiple phone models could be included and will be evaluated accordingly. Item Acquisition Bid Price Year 1 Year 2 Year 3 Year 4 Year 5 SoftPhone (specify if the cost is individual license, site wide license, or unlimited access) Mobile App (specify if the cost is individual license, site wide license, or unlimited access) Voic license (specify if the cost is individual license, site wide license, or unlimited access) Server License Phone License (specify if the cost is individual license, site wide license, or unlimited access) Infrastructure Warranty (NOT individual phone) Phone Warranty Support NA NA NA Installation/ Configuration Additional Cost (specify) Basic Phone (Qty 220) 5

8 Company Name: Item Acquisition Bid Price Year 1 Year 2 Year 3 Year 4 Year 5 Mainstream/Teacher Phone (Qty 1300) Advanced Phone (Qty 500) Wireless Conference Phone (Qty 25) Other cost (please specify) Hardware Required: Briefly describe all necessary hardware in order to bring the 3 elementary schools online with the above stated requirements. 6

9 May 21, 2015 Addendum No. 3 Solicitation No RFP-12 Independent School District No. 9 (Union Public Schools) Tulsa County, Oklahoma Bidders: Please note the following changes, additions, modifications, or clarifications to the 2015-RFP-12, VoIP Phone System, Request for Proposal. This Addendum No. 1 is hereby incorporated into the solicitation package. Clarifications and Questions: 1. Clarification on Addendum 2, Question 2: The three (3) schools' PRI lines are as follows: Boevers Elementary Dial tone is provided through gateway by PRI-T-1, circuit 23 channel located at Rosa Parks Elementary. Boevers has three (3) existing POTS lines; Briarglen Elementary same as Boevers Elementary. Briarglen has four (4) existing POTS lines; Roy Clark Elmentary Dial tone is provided through gateway by PRI-T-1 located at the Union 8 th Grade Center. Roy Clark Elementary has three (3) existing POTS lines; All equipment necessary, e.g. gateway routers, for dial tone in and out of these schools will need to be included as part of the proposal. As a point of further clarification, for sites that do not have local PRI lines, all voice traffic traverses over the WAN connection to the centralized call manager and then is routed to whatever PRI is appropriate. Any system integrating with the CISCO solution would need to be able to transmit the call over the WAN and hand off the call to the CISCO call manager. 2. Where incoming PRI s service is provided to specific schools, the Demarc is located in the communications closet at those schools. Schools with PRIs: Rosa Parks Elementary 1 Cedar Ridge Elementary - 1 Jarman Elementary -1 Union 9 th Grade Center -1 Union 6/7 th Grade Center -1 Union Education Service Center (ESC) - 2 Union High School-1 Union 8 th Grade Center 1 Union Communication Bunker (Old ESC) 2 3. Clarification of Addendum 2, Question 12: Redundancy. As a fully redundant system would be ideal, the District has a limited number of phone lines at these three elementary schools, and the District does NOT intend to install any additional lines as a means for fault tolerance or failure. The question is really centered on the bidder s equipment architectural design/topology to identify possible single points of failures and how those points could be enhanced in order to make a determination if additional expense for equipment and services is appropriate to provide fault tolerance. For example, if all calls are routed 1

10 through a single call manager, then the District would want to install at least two systems large enough to continue operations, if one failed, since the call manager would cause disruption for the entire site. However, if there is a voice router at the site that could be a single point of failure, the District might determination, that instead of buying redundant devices for every site, a single device could be purchased as a cold spare that would swap out when needed. 4. Clarification on Addendum 2; Question 13: Boevers, Briarglen and Roy Clark elementary will need approximately 280 handsets. The quantity specified on the bid sheet references the total anticipated handsets for the entire school district. 5. Reminder: Due to the Holiday Weekend and number of questions submitted, the bid due date has been changed to 09:00 a.m., Thursday, May 28, Reminder and Clarification: End of Questions and Clarifications Please confirm receipt of this Addendum by completing the information below and the Addendum to or fax to , and include a copy of this addendum with your response submission. David Young, CPPB Director of Purchasing & Supply Management Confirmation of Receipt I, the undersigned, attest to receiving this Addendum Name (Print) Date Signature Company (Bidder) 2

11 May 26, 2015 Addendum No. 4 Solicitation No RFP-12 Independent School District No. 9 (Union Public Schools) Tulsa County, Oklahoma Bidders: Please note the following changes, additions, modifications, or clarifications to the 2015-RFP-12, VoIP Phone System, Request for Proposal. This Addendum No. 4 is hereby incorporated into the solicitation package. Final Clarifications and Questions: 1. What type of interface is required for overhead paging/intercom system? Ans. The intercoms at the three schools are all Rauland Borg Telecenter Systems with (1) 250 watt amplifier. Each school will require at least eight (8) paging zones. The intercoms interface with the exiting VoIP Cisco Routers using an FXO Port on the router. The intercoms provide the dial tone out to the FXO port. 2. Is inter-site paging required? Ans. No, only intra-site paging. 3. How many analog devices and stations are there in three (3) schools specified? Ans. Boevers Elementary: 1 fax machine, and (1) DHS card reader; Briarglen: One (1) fax machine, one (1) DHS card reader; Roy Clark: two (2) fax machines, one (1) cafeteria extension bell, and one (1) DHS card reader. 4. How many simultaneous calls does the system need to accommodate over the SIP truck integration between each site and the Cisco Call Manager, including access to/from the PRI s? Ans. Based on the number of handsets for the three schools, the maximum would be 280. If all handsets were used simultaneously, which is doubtful, the total calls would be about Reminder: Due to the Holiday Weekend and number of questions submitted, the bid due date has been changed to 09:00 a.m., Thursday, May 28, Please confirm receipt of this Addendum by completing the information below and the Addendum to or fax to , and include a copy of this addendum with your response submission. David Young, CPPB Director of Purchasing & Supply Management 1

12 Confirmation of Receipt of Addendum 4 I, the undersigned, attest to receiving this Addendum Name (Print) Date Signature Company (Bidder) 2

13 May 27, 2015 Addendum No. 5 Solicitation No RFP-12 Independent School District No. 9 (Union Public Schools) Tulsa County, Oklahoma Bidders: Please note the following changes, additions, modifications, or clarifications to the 2015-RFP-12, VoIP Phone System, Request for Proposal. This Addendum No. 5 is hereby incorporated into the solicitation package. Clarifications and Questions: 1. For the purpose of evaluating the proposals, the total number of phone handsets shall be based on the descriptions and quantities, e.g. Teacher Phone-105, Basic Phone-15, on the 8.3. Turnkey Installation Proposal Bid sheet as revised and submitted in Addendum Final award and purchase quantity of handsets may be different than the quantities specified on the 8.3. Turnkey Installation Proposal Bid sheet. Bidders must submit line item pricing for the available handsets. 3. Reminder: Due to the Holiday Weekend and number of questions submitted, the bid due date has been changed to 09:00 a.m., Thursday, May 28, Please confirm receipt of this Addendum by completing the information below and the Addendum to or fax to , and include a copy of this addendum with your response submission. David Young, CPPB Director of Purchasing & Supply Management Confirmation of Receipt of Addendum 5 I, the undersigned, attest to receiving this Addendum Name (Print) Date Signature Company (Bidder) 1

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