Consolidated High School District 230 VOIP Request for Proposals

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1 Consolidated High School District 230 VOIP Request for Proposals February 13, 2015

2 February 13, 2015 REQUEST FOR PROPOSALS for a Telecommunications System Dear Vendors: Consolidated High School District 230 is currently accepting proposals for a new Telecommunications System. The District may award the contract to a single contractor for the entire system. Specifications and RFP documents are available at the District. Consolidated High School District South 94th Avenue Orland Park, IL Proposal instructions are contained in the Request for Proposals (RFP) document. Please provide the requested information in the prescribed written format. Failure to comply with the prescribed format may result in disqualification. Questions: All pre-submittal questions must be sent to John Connolly at and received by 5:00 p.m. CST, February 27, 2015 Questions received after this deadline will not be accepted. Any contact or attempt to contact any other employees of the District that could be interpreted as being made for the purpose of securing privileged information or advantages in the bid process will result in the immediate disqualification of the Respondent. Proposals Due: One (1) original, Three (3) printed copies, and one (1) electronic copy on CD/Memory Stick of your proposal must be received no later than 5:00 p.m. CST, March 13, Thank you for your participation. We look forward to reviewing your proposal. Sincerely, Consolidated High School District 230 Consolidated High School District 230 Page 2 of 51

3 Telecommunications System Request for Proposal Consolidated High School District 230 TABLE OF CONTENTS 1. OBJECTIVES AND PROCESS SCHEDULE... 4 Purpose... 4 Objective... 4 General Process and Schedule... 5 Project Background EVALUATION CRITERIA... 7 Evaluation Criteria PROPOSAL INSTRUCTIONS... 8 General Proposal Instructions and Due Dates... 8 Proposal Format DATA NETWORK REQUIREMENTS Requirements Description of Current Technology: Network Description Network Equipment Routers Power Requirements Safety and Emissions Requirements Interfaces Other Features - Layer 2 Features VLAN Support Link Aggregation Port Mirroring/Spanning MAC Addresses Quality of Service (QoS) Security Device Management Standards Compliance Network Assumptions TELECOM SYSTEM SPECIFICATIONS Telecommunications System RFP Specifications and Proposal Requirements General Instructions Instructions to Proposer Voice Requirements Voice Mail System Redundancy and Disaster Recovery Issues Hosted VoIP Solution Additional Information Maintenance and Warranty Pricing Hosted Solution Pricing Delivery and Installation DISCLOSURES AND CONTRACTUAL REQUIREMENTS Consolidated High School District 230 Page 3 of 51

4 1. Objectives and Process Schedule Purpose This information was developed in a format to facilitate the preparation of responses to this Request for Proposals (RFP) and the subsequent evaluation of those responses. Because there are several vendors who provide the type of system that the District desires, it is their desire to meet their future telecommunications needs through this competitive selection process. The requirements noted in this RFP are designed to assist in the selection of the vendor that best meets the District's needs. Consolidated High School District 230 currently has a Cisco Call Manager VoIP Telecommunications system that was installed in The District has determined that the existing system provides many of the features and functions that it needs, but the core software and hardware for the telephone and voic system is at end of life and no longer supported. This situation can cause repair delays in the event of an outage. To address this issue, the District has decided to obtain proposals from qualified telecommunications system dealers to provide proposals for new systems. Vendors can propose an upgrade to the existing Cisco system providing the needed software, hardware, and labor to upgrade the core of the existing communications system and voic system and retain the existing telephone handsets. If this alternative is proposed the District requires the Cisco Partner to be a Gold Certified Cisco Partner. This RFP document describes the requirements of Consolidated High School District 230 for an IP-based telecommunication system. All features/functions discussed in this RFP shall be provided in the proposed solution unless specifically noted. The proposed IP telecommunications system shall support all the required call processing, voice, and unified messaging, system services, management, and administrative feature requirements stated in the RFP. This RFP is intended to provide a standard base from which to evaluate alternatives for the telecommunications system and to allow the Respondent flexibility in proposing the most appropriate and cost-effective system. It is the responsibility of the responding Respondents to address all aspects of this RFP. As indicated, each page of the RFP response shall be initialed and dated by the Respondent. This document contains the system specifications and the requested format for vendor proposals. If additional features or equipment are believed to be appropriate for the District s operations, please quote them as options and include supporting justification and cost detail. Objective The objective of Consolidated High School District 230 is to acquire a new or upgraded telecommunications system to serve the staff and administrative operations of the District. The District is seeking a state-of-the-art telecommunications system to serve their facilities. This document contains the system specifications and the requested format for vendor proposals. If additional features or equipment are believed to be appropriate for the District s operations, please quote them as options and include supporting justification and cost detail. The District reserves the right to the following: Consolidated High School District 230 Page 4 of 51

5 Accept the proposal that is, in its judgment, the best and most favorable to the interests of the District; To reject the low price proposal; To accept any item of any proposal; To reject any and all proposals; To waive irregularities and informalities in any Proposal submitted or in the Request for Proposals process. General Process and Schedule During the selection process, the District will review the submitted proposals and systems. Using subsequent interviews, demonstrations, reference checks, and site visits, the District will then pick a final preferred vendor. The District will negotiate final pricing and terms and conditions with the preferred vendor. The following is the current estimated schedule, as defined by the District, and can be changed at its discretion: Estimated Selection Process Step Date(s) Release and Issuance of the Request for Proposals (RFP) February 13, 2015 Final Date for Vendors to Submit Questions February 27, 2015 Date for Publishing Answers to Vendors Questions March 4, 2015 Proposals Due March 13, 2015 Vendor Demonstration Meetings (if applicable) March/April 2015 Final Vendor Selection April 2015 Estimated Approval April 2015 Implementation Start May 2015 Table 1 Estimated Selection Schedule Consolidated High School District 230 Page 5 of 51

6 Project Background The District currently has four buildings connected with private fiber. The District wishes to have these sites to be survivable sites. It is the District s intent to obtain a new telecommunications system the will continue to allow direct connectivity and enhanced communications. The District would like a new telecommunications system that uses VoIP technology. The District is open to proposals from vendors for VoIP allowing the District to potentially integrate/converge voice and data communications together in the same network. Any proposal for a new telecommunications system must use survivable remote technology for the telecommunications system. Consolidated High School District 230 Page 6 of 51

7 2. Evaluation Criteria Evaluation Criteria All proposals will be evaluated using the following general evaluation Criteria: Complied with format complete proposal and letter of introduction Overall system design and adherence to RFP Installation procedures and personnel installation timeframe system testing/turn-up System training after sale support warranty, maintenance, upgrades Similar projects references company experience Pricing (provide pricing in separate envelope) The evaluation process will consist of review and evaluation of proposals received by a team consisting of District personnel and consultants. Project Cost will be evaluated based on initial purchase and installation price and total cost of ownership over five years. Consolidated High School District 230 Page 7 of 51

8 3. Proposal Instructions This section outlines the information that must be included in the Proposal. Vendors should review this list to ensure that their Proposals include all requested information prior to submission. General Proposal Instructions and Due Dates Questions: All questions should be directed to John Connolly, using to no later than 5:00 p.m. CST, February 27, Questions received after this deadline will not be accepted. Answers to submitted questions will be posted on the District s website and a link published via on March 6, 2015 will be provided to all vendors that have confirmed their intent to propose. Printed Proposals Due: One (1) original, three (3) printed copies, and one (1) electronic version on a CD/Memory Stick in Word or PDF format must be received no later than 5:00 p.m. CST, March 13, 2015 addressed to: John Connolly Consolidated High School District South 94th Avenue Orland Park, IL Requests for extension of the submission date will not be granted unless deemed in the best interests of the District. Vendors submitting proposals should allow for normal mail or delivery time to ensure timely receipt of their proposal. Proposal Format Proposals should follow the Request for Proposals format provided in Section 4. Please include a Table of Contents at the beginning of the proposal clearly outlining the contents of each section. Please provide the following sections, at a minimum: Understanding of Project Objectives Response to Telecom System Specifications Disclosures and Contractual Requirements Appendices All proposals must be signed by a duly authorized official representing the vendor Only written communication from the District may be considered binding. The District reserves the right to terminate the selection process at any time and to reject any or all proposals. The contract will be awarded to the vendor whose overall proposal best meets the requirements of the District. The District shall not be liable for any pre-contract costs incurred by interested vendors participating in the selection process. The contents of each vendor's proposal to the District, including technical specifications for hardware and software and software maintenance fees, shall remain valid for a minimum of 90 calendar days from the Proposal due date. Consolidated High School District 230 Page 8 of 51

9 Vendors should provide copies of all sample contracts for application software and software support. Please note that all contracts are subject to negotiation. Consolidated High School District 230 will require the vendor selected to agree to include the contents of this Request for Proposals and all representations, warranties, and commitments in the Proposal and related correspondences as contractual obligations when developing final written contracts for services, equipment, and software. The District will be awarding a contract to a single vendor. Consolidated High School District 230 Page 9 of 51

10 4. Data Network Requirements 4.1. Requirements The District wishes to implement a VoIP system Following is a drawing of the current VoIP network for the District Description of Current Technology: D230 implemented a Cisco VoIP solution nearly 15 years ago. The system supports roughly 1,100 employees across its four campus locations. There is a Publisher CallManager at the Admin Office, and the three high schools each have a subscriber. D230 has a single Unity server, providing voic services for the entire District running in the Admin Office Data Center. D230 moved their PRI lines at each location onto the Comcast Fiber network in Comcast also provides all E-911 location services for D230. D230 migrated entirely from Microsoft Exchange to the Google Apps for Education platform in June ADCTR - Administration Office PRI over Comcast Fiber MCS 7835H CallManager (Publisher) v Cisco Voice Gateway 2821 with 1- VWIC-1MFT-T1 Consolidated High School District 230 Page 10 of 51

11 MCS 7845H Unity server v7.1.3es DID #'s = AAS - (Amos Alonzo Stagg High School) PRI over Comcast Fiber MCS CallManager (Subscriber) v Cisco Voice Gateway 2821 with 1- VWIC-1MFT-T DID #'s = CS - (Carl Sandburg High School) PRI over Comcast Fiber MCS CallManager (Subscriber) v Cisco Voice Gateway 2821 with 1- VWIC-1MFT-T DID #'s = VJA - (Victor J. Andrew High School) PRI over Comcast Fiber MCS CallManager (Subscriber) v Cisco Voice Gateway 2821 with 1- VWIC-1MFT-T DID #'s = There are four receptionists (one at each facility) that periodically use Cisco Web Attendant There are approximately 700 CTI virtual extensions in use There are a handful of Cisco ATA devices in use for FAX machines License Counts CallManager: Phone License Feature , in use CCM Node license - 4, in use Unity Voice Mailboxes , used 1066 (this includes non user mailboxes. ie; tech help, night attendant, various hotlines etc.) D230 currently has a PRI over fiber via Comcast to service each building. Consolidated High School District 230 Page 11 of 51

12 D230 currently utilizes a HyperV VM running Windows Server 2003 R2 with Infortel Select v software, from ISI Telemanagement Solutions, running for detailed call reporting Phone Numbers and DID information digit extension assigned to D230 Staff, some are DID and some are CTI (virtual) Users must dial 8 to place an outside call DID numbers: ADCTR: AAS: CS: VJA: Most common features used: Meet Me Conference call Forwarding Transferring Speed Dial Cisco Web Attendant console The District has listed the needed network equipment in the pricing section of the RFP document. Vendors are free to propose the network equipment of their choice. However, the District has direct experience with Cisco products and has staff familiar with this equipment Network Description As you can see, all of the buildings are connected with Fiber Optic Cable, providing the needed data network connections Vendors should plan to continue to use this cable connectivity The District currently uses Windows 7 for desktops. The proposed system should be able to operate and provide the needed functionality in this environment as well as Windows 8 or 10. Considerations should be made for Android, iphone, and Chromebook devices as well The District uses a mixture of Cisco Catalyst 3560-G and 3560-E switches in the Distribution and Access layers. The Core layer consists of 4507-E and 3750-X switches The District currently has 4 Cisco 2821 Voice Gateway Routers In conjunction and coordinated by D230, the successful vendor will be responsible for configuration of all existing and replacement data networking equipment to industry standards for VoIP and the complete integration of all switches and routers into the District s network. Consolidated High School District 230 Page 12 of 51

13 The District has included a table for you to use to list the proposed data network equipment and their costs. Completing this table is required for the required bill of materials Proposed equipment should meet the following standards and requirements: 4.4. Network Equipment Routers Due to the age of the current Cisco 2821 Routers, this Request for Proposal is open to replacing the Cisco Routers as determined by both the Vendor and the District. Any Cisco Routers proposed by each supplier must meet the qualifications outlined in this proposal. All equipment should be 19 rack mountable and hardware for rack mounting should be included in the proposal where required. The proposed Routers must meet the following general requirements: Redundant Power Supplies A non-blocking architecture for the specified configuration Policy-based QoS with bandwidth management and traffic prioritization TELNET and SSH support for remote switch access and management Multicast support Boot P/DHCP IP address support The ability to perform access control policies for network control and security at wire speed Link aggregation capabilities and port trunking for Gigabit and 10/100/1000Mb ports EIGRP must be used as the Layer 3 Routing Protocol Slots/Add-on Cards as required to support the Telecommunications technology that is proposed (SIP, PRI, etc) Capable of handling all District Voice traffic in the event of Disaster and Fail Over is required Power Requirements VAC Power Supplies Vendor must supply redundant power for any router or server that is proposed VAC, 60 Hz power supplies with standard electrical cord/plug with NEMA 5-15P or 5-20P specifications, not to exceed 20-amp rating Safety and Emissions Requirements The proposed equipment must meet the following safety standards and certifications: UL1950 3rd Edition, electrical safety certification EN60950/IEC ITE Safety CSA ITE Safety Compliant with FCC Class A EMI emission standards 4.7. Interfaces Auto-negotiable 1 ports in the quantity shown in the table below. Consolidated High School District 230 Page 13 of 51

14 x flow control on all interfaces Support for 10Base-T / 100Base TX / 1000Base - TX interface modules Support for 1000Base-X Gigabit interface modules with pluggable SFPs in the quantity shown in the table Other Features - Layer 2 Features Spanning Tree Support for IEEE 802.1d Spanning Tree Protocol (STP) Support for IEEE 802.1s Multiple Spanning Tree, or Per-VLAN Spanning Tree (PVST), when it is standardized VLAN Support Support for a minimum of 256 IEEE 802.1q VLANs Support for port, protocol, and MAC-based VLANs Link Aggregation Support for 802.3ad link aggregation to scale bandwidth and protect against link failure Port Mirroring/Spanning Support for monitoring and troubleshooting of switch ports via port mirroring MAC Addresses Support for a minimum of 1,000 MAC Addresses Quality of Service (QoS) The proposed equipment must be capable of supporting delay-sensitive applications such as Voice over IP (VoIP) and streaming media applications. The proposed system must support the following features: At least four hardware-based priority queues per port Policy-based traffic classification and prioritization based on: Security IEEE 802.1p Class of Service IP Precedence (TOS) DiffServ IP Type of Service IP source/destination address or subnet TCP/UDP port or socket number MAC address VLAN membership The ability to override the incoming Layer 2 (802.1p) and Layer 3 (IP Precedence/DiffServ) values The proposed equipment must have the ability to: Consolidated High School District 230 Page 14 of 51

15 Support for Secure Shell (SSH) for secure access to the management interface Support for RADIUS and TACACS to provide authentication security Device Management Each device shall capable of being managed by standards based management tools over the WAN, including: SNMP support RMON support Port mirroring Standards Compliance Please provide a comprehensive listing of the standards with which the proposed hardware and software complies Network Assumptions Responders to this RFP must provide specific specifications, but can assume the District will provide: Sufficient power and power outlets for all replacement equipment HVAC for all replacement equipment The successful vendor should plan on a two (2) hour routing, QoS and VLAN and QoS design and configuration review session with the District and its consultants The successful vendor will be responsible for all VoIP related VLAN and QoS configurations on existing and replacement equipment The District will provide the successful vendor with a configuration guideline for installation of new switches The selected vendor will be responsible for the successful integration of all new and existing (reused) network equipment. Consolidated High School District 230 Page 15 of 51

16 Telecommunications System RFP 5. Telecom System Specifications Telecommunications System RFP Specifications and Proposal Requirements This section of the RFP contains the specifications and details regarding the District s Telecommunications system requirements General Instructions Written proposals are required by the District for a state-of-the-art telecommunications system as described in the sections below The proposal, estimated to be awarded in April 2015, will be confirmed by a purchase order issued to the successful vendor The proposal will be awarded based on the overall proposal and in the best interests of the District. Prices should be shown for each line item The District reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the District, to reject the low price Proposal, to accept any item of any proposal, to reject any and all Proposals, and to waive irregularities and informalities in any proposal submitted or in the Request for Proposals process Equipment must be new and fully eligible for manufacturer s warranty. F.O.B. inside delivery, Consolidated High School District 230, South 94th Avenue, Orland Park, IL Freight should be included in the unit price. Inside delivery to the District. Pallets must be broken down and boxes disposed of by the selected vendor The District cannot represent or guarantee that any information submitted in response to the RFP will be confidential. If the District receives a request for any document submitted in response to the RFP, the District s sole responsibility will be to notify respondent of a request for such document to allow the respondent to seek protection from disclosure in a court of competent jurisdiction. No documentation will be provided under FOIA until the contract has been awarded The proposal shall constitute a binding offer to sell the above-noted product(s) to the District and may not be withdrawn once the District has awarded the contract to the successful vendor The vendor should clearly state which services and/or solutions they are proposing. Specifically, Carrier Services SIP Internet WAN Customer Owned VoIP Telephony Solution Hosted VoIP Telephony Solution Consolidated High School District 230 Page 16 of 51

17 5.2. Instructions to Proposer General Consolidated High School District 230 is seeking a state-of-the-art, highly reliable telecommunications system that will provide enhanced features and provide the District with superior service at a reasonable cost Any proposal for a new telecommunications system must use survivable remote technology for all locations from the primary District telecommunications system System Proposals - Under this procurement, the District will accept proposals for replacement equipment for the locations mentioned in this document Under this procurement, the District will accept proposals for replacement equipment for the locations mentioned in this document The District is interested in evaluating both premise-based and hosted telephony solutions Vendors may offer separate proposals for customer owned solutions, hosted solutions, or a hybrid of the two Vendors may also propose on carrier services. It is not required that a vendor propose on all services or solutions Please list each location separately in your proposal showing proposed equipment and costs Vendors may propose Voice over Internet Protocol (VoIP) systems. The system is to provide the following high-level features and applications: Capable of supporting PRI services for inbound and outbound Public Switched Telephone Network (PSTN) services Capable of supporting SIP services for inbound or outbound Public Switched Telephone Network (PSTN) Services Capable of supporting analog PSTN services Capable of providing a single centralized voice mail system accessible to serve all users Capable of providing survivable systems to connect the 2 major locations. The systems must function as if they were one Capable of providing shared access to local inbound and outbound and long distance inbound and outbound services provided by carriers selected by the District The District s IT Operations are currently virtualized using HyperV. The District is open to both virtualized and non-virtualized solutions As part of the base proposal, please propose the system with all needed servers and hardware Please provide detailed information regarding the proposed system regarding current or future plans to operate in a virtual environment using HyperV The existing network equipment includes all Cisco data switches. These switches are fully operational and provide the needed network Consolidated High School District 230 Page 17 of 51

18 throughput for the existing Cisco telecommunications system. The District anticipates retaining these same data switches Existing Telephone Handsets If you are proposing an upgrade to the existing Cisco Telephone system, the District intends to retain all of the existing telephones and use them with the new updated Cisco software and hardware proposed. Following lists the totals of the existing Cisco handsets Respondent Experience and Vision: The District prefers to engage a Gold Certified Cisco Partner. The District will evaluate the Respondent's experience in the engineering, implementation, and support of IP-based telephony systems and networks Unified Messaging: The proposed system should provide the ability for the District to integrate voic and (GMail, Google contacts, and Google calendaring tools into the proposed system s features and services. It is the responsibility of the Respondent to define their offering, and to provide a solution that addresses the convergence of voic , , fax, and other messaging systems. Systems to be addressed will include those provided under this RFP, and messaging systems maintained by the District. The District currently has Google Apps for Education implemented Telephone System Paging System: The proposed system should also provide the ability for users with the appropriate rights to perform paging through the speakers on the telephones. The System should provide the ability for a user to dial a code and page through all phone speakers or a zoned subset of speakers System Administration: A single point of management from any point on the network for all components including the IP-PBX, voic , auto attendant, ACD and unified messaging system, and other ancillary systems is preferred. The management interface shall provide the capability and flexibility for rapid, efficient, and cost-effective configuration changes to user profiles and IP telephone equipment through a standard browser-based interface. System Self Diagnostics and trouble reporting shall also be described Capable of providing unified messaging services Capable of providing analog telephone station, fax, modem, and overhead voice paging connectivity Capable of providing auto-attendant and dial-directory functionality for all locations. Consolidated High School District 230 Page 18 of 51

19 Capable of providing the hardware and software tools necessary to allow effective management of all communications systems from one location The District is also seeking maintenance and ongoing enhancement and other support services from the selected provider; however, the District wishes to manage the day-to-day adds, moves, and changes internally. The District may wish to manage the system remotely, please describe how this application would work and how you would address security Configuration This specification section provides further sizing, component, feature and function specifications necessary for the proposer to develop system pricing that must be detailed. However, all proposers should note the following: The component quantities detailed in Sections 2 and 3 are not necessarily the final quantities the District will purchase. Exact quantities may increase or decrease subsequent to the release of this document While the pricing information provided in response will be used to evaluate the various proposals received, the District will not enter into a contract for those quantities upon contract award, however the detailed component pricing must be valid for 90 days from date of the proposal. Component price decreases are acceptable, but price increases will not be allowed After the contract is awarded by the District to the successful vendor, the selected vendor must conduct a thorough and complete on-site station review. This station review process will identify the following: The type and quantity of all telephone stations, by District location, to be installed for District users during the implementation process The telephone station programming, by user, including, but not limited to, telephone numbering, programmed features, call flow, recordings, detailed automated attendant operation, and voice mail capability Detailed voice system security plan that addresses the liabilities of the proposed system. Each system may require different protection measures; it is our expectation that the selected vendor will provide recommendations regarding protection of this system in the District s environment The PSTN network interface information by customer location to provide for local, long distance, E911, and intra-organization calling The information developed through the station review process will be provided to the District both electronically and in hard copy. The selected vendor will detail the design to the District and gain the District s acceptance before proceeding. Phased implementation will follow. Consolidated High School District 230 Page 19 of 51

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