BID SPECIFICATION PACKAGE

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1 REQUEST FOR PROPOSALS: E-RATE TELEPHONE SYSTEM & COMPLETE INTERNAL CONNECTIONS BID SPECIFICATION PACKAGE FOR: HOUSTON GATEWAY ACADEMY, INC.

2 REQUEST FOR PROPOSAL Telephone System for Houston Gateway Academy, Inc & Complete Internal Connections System I. Objective: Houston Gateway Academy, Inc. is soliciting bids for a digital phone system and a complete Internal Connections System for all campus sites. Information about solicitation procedures and deadlines, terms and conditions of the bidding process, the scope of the project, specifications for the phone system, evaluation procedures, and other related topics is provided below. This Request for Proposal is designed to provide vendors with basic information necessary for the preparation of competitive proposals. It is not intended to be comprehensive. Each vendor is responsible for determining all factors that are necessary to meet the specifications of the project, including local installation requirements, connections and power sources. II. Solicitation Procedures and Terms of Submission A. Submission of Proposal 1. Any vendor wishing to submit a proposal in response to this Request for Proposal (RFP) must do so by 4:00 p.m. Central Standard Time on February 14 th, All proposals must be typed and submitted via in Word or PDF format to the Houston Gateway Academy, Inc. at the following address by the designated date and time: It is Vendors responsibility to confirm receipt of said proposal(s). 3. A transmittal letter must be submitted as part of the proposal. The transmittal letter must conform to the requirements specified in Section II.B below. 4. Each proposal must include the names, addresses, SPIN number and phone numbers of at least three customers who are using the phone system being proposed for the school. Submission of the RFP constitutes permission for Houston Gateway Academy, Inc. to contact the references about the phone system s performance. 5. All proposals must be firm offers and shall not be made contingent upon uncertain events or engineering which has not occurred prior to submission of the proposal. 6. Oral, telephone, or fax bids will not be considered, nor will modifications of proposals by such communications be considered. 7. All proposals must be submitted to the Houston Gateway Academy, Inc. in a single electronic package. January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 2

3 8. Any proposal received after the specified deadline time and date above will not be accepted. B. Transmittal Letter 1. The transmittal letter should indicate that it is the transmittal letter, identify the vendor submitting the proposal, and indicate the name, title, address, SPIN number and telephone number of the person in the vendor s organization to be contacted concerning the proposal. 2. The transmittal letter must be signed by an officer of the vendor or another agent who may bind the vendor to the terms of the proposal. 3. By signing the transmittal letter, the vendor commits itself to providing the hardware, application software, and other features required by the RFP under the terms specified in this RFP. 4. By signing the transmittal letter, the vendor is also acknowledging that it has not agreed to pay any fee or commission to another entity or person, other than an employee of the vendor, which is contingent on the award of this contract. C. Demonstrations of Product 1. Vendors are invited, but not required, to demonstrate their product to assist Houston Gateway Academy, Inc. s evaluation committee in making a recommendation on product selection. 2. If a demonstration is provided, the demonstration must be conducted with the proposed equipment and software contained in the vendor s proposal. 3. All demonstrations should be coordinated through the Houston Gateway Academy, Inc. by ing Elizabeth McCarthy at D. Inquiries 1. Any inquiries concerning RFP requirements must be submitted by to the Elizabeth McCarthy, at by 4:30 p.m. CST on 5 th of February, If the vendor suggests modifications to the RFP, the vendor should identify specifically the nature of the modifications and describe the benefits of the modifications to court users. E. Costs Associated with RFP Submission 1. Houston Gateway Academy, Inc is not responsible for any costs incurred by the vendor which are related to the preparation or delivery of the vendor s proposal, any demonstration of the product, or any other activities related to this RFP. F. Clarification of Proposals 1. The Houston Gateway Academy, Inc. reserves the right to contact a vendor after submission of proposals for the purpose of clarifying a proposal to ensure mutual understanding. January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 3

4 2. If contacted by the Houston Gateway Academy, Inc. for this purpose, the vendor will not be given an extension, and must file an addendum before stated deadline. G. Confidentiality 1. The Houston Gateway Academy, Inc. will treat all information submitted by a vendor as public information unless the vendor properly requests that information be treated as confidential at the time the vendor submits its proposal. 2. Any request for confidential treatment of information must be included in the transmittal letter and must enumerate the specific grounds which support treatment of the material as confidential. It must also indicate why disclosure is not in the best interest of the public. The request must include the name, address, and telephone number of the person authorized by the vendor to respond to any inquiries by the Houston Gateway Academy, Inc. concerning the confidential status of the materials. 3. Any documents submitted as part of the proposal which contain confidential information must be clearly marked as confidential. 4. The vendor s failure to request confidential treatment of material pursuant to this section will constitute a waiver of any right to confidentiality which the Vendor may have had. 5. All proposals will remain confidential until the Houston Gateway Academy, Inc. Evaluation Committee has reviewed all proposals submitted by the RFP deadline and the Houston Gateway Academy, Inc. has notified all vendors submitting proposals of his decision on awarding the contract. H. Ownership of Proposals 1. All proposals submitted in response to the RFP become the property of the Houston Gateway Academy, Inc. Proposals will not be returned to the vendor. 2. By submitting a proposal, the vendor agrees that the Houston Gateway Academy, Inc. may copy or the proposal for purposes of facilitating evaluation or requests for public records. 3. Houston Gateway Academy, Inc. will have the right to the ideas or adaptations of ideas which are presented in the proposals. I. Reviewer s Decision-making Discretion 1. The Houston Gateway Academy, Inc. reserves the right to reject any and all proposals in response to this RFP at any time during the solicitation process and is under no obligation to award a contract as a result of this solicitation. 2. The Houston Gateway Academy, Inc. reserves the right to adopt a vendor s proposed modifications to the RFP if they are deemed as significant cost effective improvements to the original requirements. January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 4

5 3. The Houston Gateway Academy, Inc. reserves the right to obtain, from any and all sources, information concerning a vendor or a vendor s product, services, personnel, or subcontractors which the Houston Gateway Academy, Inc. deems pertinent to this RFP and to consider such information in evaluating the vendor s proposal. J. Quality Assurance Guarantee 1. By submitting a proposal in response to this RFP a vendor is agreeing that if it awarded the contract, it will guarantee that all equipment(s) and services furnished will be of the kind and quality described in its proposal. 2. The vendor also agrees that all maintenance and service work will be done expeditiously by qualified technicians who have been trained to service the Houston Gateway Academy, Inc. equipment(s). III. Format and Structure of Proposal A. Structure of Proposal The proposal should consist of the following elements arranged in the order indicated below: 1. Title Page a) Each proposal should have a title page conforming to the following format: PROPOSAL FOR TYPE OF SERVICE FOR HOUSTON GATEWAY ACADEMY, INC. SUBMITTED BY: DATE: ADDRESS: 2. Table of Contents 3. Letter of Transmittal 4. Proposal Addressing Specifications by Major Topic Areas 5. Costs of Product and Services a) The proposal must clearly identify the total costs and the breakdown of costs for each service. b) The proposal must specify whether any proposed modifications are included in the proposal itself or will entail additional costs. c) The proposal must clearly state the terms for payment and whether or not those terms are negotiable d) The cost for implementing the proposal should not include Texas Sales and Use Tax for products and services since state law exempts nonprofit agencies from these taxes as applicable. IV. Evaluation of Proposals January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 5

6 A. Evaluation Team 1. The Houston Gateway Academy, Inc. will appoint an evaluation team. 2. The evaluation team will be responsible for reviewing each proposal received in response to the RFP and attending demonstrations if it chooses to do so. 3. The evaluation team will make a recommendation to the Houston Gateway Academy, Inc. on which phone system to purchase based on the evaluation criteria below. B. Evaluation Criteria 1. The evaluation committee will consider the following criteria when evaluating proposals: a) Total costs; b) A favorable assessment by other customers that are using the same equipment(s) and/or services; c) Strength of the vendor s support in the State of Texas d) Vendor s experience with school (k-12) environments or other public agencies; e) History of response time for service calls; f) Vendor s compliance with RFP; g) Vendor s financial stability; h) Any other criteria that the evaluation committee deems relevant to consideration of the proposals; C. Evaluation Methodology 1. Each proposal will be evaluated based on a rated scale criteria and priorities defined by the Houston Gateway Academy, Inc. and SLD grid methodology. Due to the complexity of this project, HGA will decide the best submissions that are in the best interest of the long-term technology plan within SLD guidelines. 2. Each responsive proposal, meeting the minimum qualifications, will be evaluated using SLD grid. For any given category of service, the proposal that is deemed to be in the best interest and best fits the overall needs of Houston Gateway Academy, Inc., based on scoring these factors, shall be selected for award. Decisions are not solely based on the lowest price. After elimination of nonresponsive bids or bids that are disqualified for specific reasons described herein, proposals will be evaluated based upon the requirements described below. The evaluation criteria to be used are as follows: January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 6

7 D. SLD Bid Scale: FACTOR WEIGHT Cost of the eligible services 25% Ability to provide turnkey solutions 15% Necessary, but ineligible costs (such as possible termination penalties for existing contracts) 15% Continuity of service/migration strategy 15% Track record with E-Rate 10% Industry credentials and certifications 10% Experience in K-12 10% TOTAL 100% As is required for compliance with E-Rate regulations, price of the eligible product and services will be the highest weighted factor but not the only factor taken into consideration. V. Award of Contract A. Date of the Decision 1. The Evaluation Committee will make a recommendation to the Houston Gateway Academy, Inc. on which vendor should receive the contract no later than 4:30 p.m. on February 19, The Houston Gateway Academy, Inc. will make a final decision and notify the successful vendor no later than 12:00 noon on February 24, Finalization of the contract award may be subject to the approval of the Board of Trustees of Houston Gateway Academy, Inc. VI. Following Award of Contract A. Financing 1. After notification of award, the vendor will provide contracts for the products and services for which the vendor will be responsible as a result of the RFP. Contract will show the amount that is the responsibility of Houston Gateway Academy, Inc. The final executed contract of this project will be rendered only after proofs of all conditions are met. HGA will strictly enforce the bid guidelines and the quality of the contract. Final testing will take place in the presence of a designated staff member or members. HGA staff will have total discretion to request any needed changes to meet current contract standards. This project is being requested for funding through ERATE. If funded, all SLD payment schedules will take priority. If the project is not funded, then local funding policies will take place. In either case, the above paragraph in project guidelines will be enforced. January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 7

8 If this project or any part thereof is not funded by ERATE, HGA reserves the right to change or cancel any project. HGA staff will notify the winning vendor if projects will require changes or cancellation due to non-funding by SLD. B. Warranty 1. The Vendor shall fully warrant with the manufacturer s warranty all items provided under this RFP against defects in material and workmanship. Warranty information should be on a per equipment basis on the RFP and detailed in Bid Proposal. The Vendor will also be expected to provide on-site service in addition to the manufacture warranty, so please list the service(s) in detail. Should any defects in workmanship or material, excepting ordinary wear and tear, appear during the warranty period, the manufacturer and his representative shall repair or replace such items immediately upon receipt of a written notice from HGA. VII. Scope of Project A. Multiple Locations: A new phone system will need to be installed in New Construction locations, and they need to be made compatible/interconnected with current campuses at the following locations: 1. Evergreen Campus: 3400 Evergreen, Houston, Texas Coral Campus: 1020 Coral Street, Houston, Texas Riverstone Campus: 9777 Riverstone, Houston, Texas (New Construction) 4. Bowie Campus: 7310 Bowie, Houston, Texas Kempwood Campus: 9965 Kempwood, Houston, Texas (New Construction) B. Houston Gateway Academy, Inc. users: There are approximately 90 or more staff where new phone systems will be installed. They are to be allocated in the areas indicated above as follows: 1. Evergreen Campus: 3400 Evergreen, Houston, Texas a) Currently using ShoreTel VOIP Telephone systems b) Proposed system needs to be compatible and integrated with said current system installed (ShoreTel) 2. Coral Campus: 1020 Coral, Houston, Texas a) Currently using ShoreTel VOIP Telephone systems January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 8

9 b) Proposed system needs to be compatible and integrated with said current system installed (ShoreTel) 3. Riverstone Campus: 9777 Riverstone, Houston, Texas (New construction) a) 320 or more telephone jacks b) 2 or more fax lines c) 1 fire line d) 1 burglary line e) 5 or more analog lines 4. Bowie Campus: 7310 Bowie, Houston, Texas a) Currently using ShoreTel VOIP Telephone systems b) Proposed system needs to be compatible and integrated with said current system installed (ShoreTel) 5. Kempwood Campus: 9965 Kempwood, Houston, Texas (New Construction) a) 320 or more telephone jacks b) 2 or more fax lines c) 1 fire line d) 1 burglary line e) 5 or more analog lines C. Phone Lines: The current number of phone lines distributed as the following: 1. Evergreen Campus: 3400 Evergreen, Houston, Texas a) 12 or more phone lines b) 1 or more fax and analog lines 2. Coral Campus: 1020 Coral Street, Houston, Texas a) 12 or more phone lines b) 1 or more fax and analog lines 3. Bowie Campus: 7310 Bowie, Houston, Texas a) 20 or more lines b) 1 or more fax and analog lines 4. Riverstone Campus: 9777 Riverstone, Houston Texas (New construction) a) 20 or more lines b) 1 or more fax and analog lines c) All necessary phone jacks 5. Kempwood Campus: January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 9

10 9965 Kempwood, Houston Texas (New construction) a) 20 or more lines b) 1 or more fax and analog lines c) All necessary phone jacks VIII. Specifications for Phone System and Other Requirements A. Required Features for Phone System 1. Digital phones; 2. Compatibility to ShoreTel VOIP System; 3. Ability to interconnect (be able to transfer calls/extensions) with current ShoreTel VOIP System currently being utilized at Evergreen, Coral and Bowie Campuses; 4. Phone systems at each of the locations (listed above, III.A) will need to have the capability to be connected to the other locations. (either through Point-to-Point or VPN). That is, a call at location 1 can be transferred to a phone extension at location 2, 3 or Auto attendant functions; 6. A messaging system that allows staff to retrieve messages 7. Voice mail with the ability to turn off voice mail on selected phones; 8. Display phones with display of time; 9. Speaker phones with conference call capabilities to include at least four callers outside the school facility; 10. Intercom system; 11. User friendly switchboard console (for example, a call router in numerical order rather than random order); 12. Capability for pooling lines and grouping; 13. Call forwarding and transfer of calls; 14. Capability for phone user to place calls on hold; 15. Voice over IP compatibility; 16. Built in capacity for cost efficient expansion; 17. Compatibility with paging system 18. Internal connections as stated on Form All necessary cable drops 20. All eligible network upgrades as needed for all sites (details will be provided per onsite vendor visit. B. Desired Features: Users have expressed preferences for the features listed below. Please indicate whether your proposed system is able to provide any of these features: January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 10

11 1. Cordless phones that work the same as regular phones; 2. Ability to transfer conference calls; 3. Ability to get caller back from hold while other calls are coming in; 4. Ability to transfer intercom calls; 5. Ability to have more than one call on hold at the same time; 6. Ability to call a person on the intercom without hearing conversations that are taking place in the office you are calling; 7. Different rings to identify which phone is ringing and/or different rings for each department; 8. Outside caller identification; 9. Multiple programmable intercom buttons on each phone which are lit when that intercom is busy; 10. Wireless headsets for limited number of users 11. Feasible alternative to switchboard so that calls rotate through a defined set of phones; 12. Ability to block long distance calls on phones for public use; 13. Background music while call is on hold; 14. Ability to exit voice mail when Do not disturb button is on or when one is attempting to transfer a call; 15. Automatic transition to and from Day Light Savings Time without programming changes by technicians; 16. Ability for user to mute the call so the caller on the other end of the line can t hear conversations between staff but can still hear the caller s comments; and 17. Ability for staff to reprogram certain standard features such as the greeting, messages, office hours, adjusting time for voice mail etc. without the assistance of a technician. C. Number and Type of Phones requested for Each New Construction Location Note: There are more phones than personnel. 1. Riverstone Campus: 9777 Riverstone, Houston, Texas (New construction) a) 75 or more VOIP phones, each with its own extension b) 2 or more fax and analog lines 2. Kempwood Campus: 9965 Kempwood, Houston, Texas (New construction) a) 75 or more VOIP phones, each with its own extension b) 2 or more fax and analog lines D. Expansion Capacity and Costs of Expansion 1. The vendor s proposal must indicate whether the proposed phone system will be equipped for growth (i.e., additional cabinets will be January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 11

12 installed as part of the proposal for the indicated growth) or whether the proposed phone system will have the capacity for the anticipated growth without being equipped for it as part of the proposal. 2. The vendor s bid proposal should also indicate the approximate costs that the Houston Gateway Academy, Inc. will incur if it expands the phone system to the levels specified above within the next three years. E. Maintenance and Installation 1. The vendor shall supply all materials necessary for the effective operation of the installed phone system. All installation must be done in accordance with city, county, state and federal laws and regulations. 2. At a minimum the vendor shall provide one year of maintenance at no additional costs. Longer maintenance periods will be considered and weighted in the context of the overall proposal. 3. The installation of the phone system in all specified locations in Section VII.A must be completed by August 1, 2014, (this date may change based on construction). F. Training and Manuals 1. The vendor shall provide 2 training sessions for each site on the operation of the new phones at each of the locations. Training sessions must be coordinated with the Houston Gateway Academy, Inc. or its designee. 2. The vendor shall provide each phone user with an instructional manual explaining how to use the various features of the phone. IX. Vendor Requirements A. Vendor shall provide the appropriate information in a clear and precise table for analysis. B. Vendor shall include a separate detail quotation for each of the item 470s that is in the bid response: They should include the following: 1) One-Time Charge(s) 2) Monthly Unit pricing for each component of the service 3) Annual Charge(s) 4) Sales Tax (if not exempt) 5) Total (including sales tax) Note: normal business costs, such as, but not limited to, SURETY/BOND costs, overhead costs, etc. shall NOT be shown on the itemized quotation. January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 12

13 C. Vendor shall provide the billing terms and conditions as they pertain to E- Rate discounts. Preferences shall be given to vendors who invoice the School and Libraries Division (SLD) for the ERATE discounted portion of the bill, in accordance to the invoicing guidelines of the SLD. D. Vendors must maintain a Green light status with Federal Communications Commission for the life of contract. The customer reserves the right to cancel and/or terminate all contracts and agreements if the vendor fails to maintain this status. E. Vendor shall provide coverage maps, showing the service coverage within the state of Texas. F. Vendor shall provide detailed cost and technical information of the equipment that are required for the cellular services for voice data, and/or Internet. END OF RFP January 14, 2014 Houston Gateway Academy, Inc. E-Rate Funding Year 17 13

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