1 REQUEST FOR PROPOSAL R-163-A-09 Proposals for VOICE OVER INTERNET PROTOCOL (VOIP) AND LOCAL TELEPHONE SERVICE will be received by the Billings Elementary School District #2 and the Billings High School District of Yellowstone County, until 2:30 p.m., January 21, Details and specifications may be obtained from the Purchasing Department, School District #2, 1470 Industrial Avenue, Billings, Montana, Proposals must be received prior to proposal opening time. Late proposals will not be accepted. The Board of Trustees reserves the right to reject any and all proposals, and to award the contract to the organization considered to be best suited to the needs of the School District, and to waive informalities. All proposals will be considered at time of opening. The Purchasing Department reserves the right to contact providers for clarification or additional information. ALL COMMUNICATION REGARDING THIS RFP MUST BE DIRECTED TO MICHAEL DILLEY AT THE PURCHASING DEPARTMENT OF BILLINGS PUBLIC SCHOOLS AT (406) Katharin Kelker Chairperson ATTEST: Leo Hudetz December 28, 2008
2 INDEX Cover Letter Schedule of Events 1.0 Proposal Introduction 2.0 Proposal Requirements 3.0 Proposal Specifications
3 1.0 INTRODUCTION December 23, 2008 To Whom It May Concern: Billings Public Schools is enclosing a Proposal for Voice Over Internet Protocol (VOIP) and Local Telephone Service. A mandatory pre-bid meeting will be held 9 am,thursday, January 8, All responses to this Proposal are due by 2:30 pm, Wednesday, January 21, The Billings Public Schools thanks you in advance for your interest and response. If you have any questions, please contact me at (406) Sincerely, Michael Dilley Director of Purchasing
4 SCHEDULE OF EVENTS Task Description Completion Date Issue Proposal 12/23/2008 Mandatory Pre-Bid Meeting 1/8/2009 Proposal Due by 2:30 pm 1/21/2009 Evaluations of Vendors 1/21/2009 Complete Reference Check 1/21/2009 Select apparent successful Vendor After Evaluation
5 2.0 PROPOSAL REQUIREMENTS The District Purchasing Director, 1470 Industrial Avenue, Billings, Montana 59101, must receive sealed Proposals by 2:30 pm of the date and time listed in the cover letter. Proposals must meet all specifications and requirements or they will not be considered. 2.1 PRE-PROPOSAL MEETING A mandatory pre-bid meeting will be held Thursday, January 8, 2009 at 9 am in the Board Room at Lincoln Center. 2.2 PROPOSAL CHANGES OR AMENDMENTS The District may change the proposal as a result of questions submitted by vendors. The Purchasing Director will issue any attachment or revisions to the proposal to all vendors who have received the proposal. 2.3 PERIOD OF VALIDITY OF PROPOSAL The vendor must certify that its proposal will remain in effect for 45 days after the proposal due date. 2.4 QUANTITY The District reserves the right to purchase more or less quantity then originally listed or purchase additional equipment up to 45 days. If this requirement cannot be met, please specify allowance date. 2.5 PROPOSAL COORDINATOR Upon release of this Proposal, all communications concerning this acquisition must be directed to the District Purchasing Director or his representative. The address and telephone number is:
6 Michael Dilley Billings Public Schools 1470 Industrial Avenue Billings, Montana Phone (406) Fax (406) Failure to observe this requirement may result in the disqualification of the vendor from further consideration. 2.6 PROPOSAL RESPONSE DATE AND LOCATION The District Purchasing Director, 1470 Industrial Avenue, Billings, Montana 59101, must receive sealed Proposals by 2:30 p.m. of the date and time listed in the cover letter. Proposals arriving after the deadline will be returned unopened. Vendors are solely responsible for insuring that Proposals are delivered on time to the Purchasing Department. Please submit 3 copies of your proposal. NOTICE: The District assumes no responsibility for delays caused by the U.S. Postal Service or any other delivery service. Late Proposals will not be accepted, nor will additional time be granted to individual vendors unless the District extends the required submittal date to all vendors. Proposals must address all requirements in the Proposal. Failure to do so may result in the Proposal being rejected as non-responsive. 2.7 COST OF PREPARING PROPOSAL The District will not be liable for costs incurred by vendors in preparation and presentation of Proposals submitted in response to this Proposal or in the participation of demonstration.
7 2.8 ERRORS IN PROPOSAL Vendors are responsible for errors and omissions in the Proposal and any such errors and omissions will not serve to diminish their obligation to the District. 2.9 MULTIPLE PROPOSALS Vendors must submit 3 copies of the Proposal. Each Proposal must be a separate, complete package, which can be considered independently of any other Proposals from the same Vendor CLARIFICATION OF PROPOSALS The District reserves the right to obtain clarification of any point in a Vendor s Proposal or to obtain additional information necessary to properly evaluate a Proposal. Failure of a Vendor to respond to such a request for additional information or clarification may result in rejection of the Vendor s Proposal. Such requests for clarification shall be made at the sole discretion of the District, and the District s retention of this right shall in no way reduce the responsibility of Vendors to submit complete, accurate and clear Proposals REJECTION OF PROPOSALS The District reserves the right to reject any or all Proposals at any time with no penalty and to waive immaterial defects and minor irregularities in Proposals. If it is determined that a person or firm has used inside information in submitting a proposal in response to this proposal, then the proposal will be rejected.
8 2.12 PROPOSAL DISPOSITION All materials submitted in response to the proposal, except for proprietary material become the property of the District upon delivery to the Purchasing Director 2.13 INCORPORATION OF PROPOSAL AND PROPOSAL IN CONTRACT This Proposal and the Vendor s response, including all promises, warranties, commitments and representations made in the successful proposal shall be binding and incorporated by reference in the District s contract with the Vendor READABILITY Vendors are advised that the District s ability to conduct a thorough evaluation of Proposals is dependent on the Vendor s ability and willingness to submit Proposals, which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential, and is the Vendor s responsibility PRIME CONTRACT RESPONSIBILITY If a Vendor s Proposal includes hardware, software, or services to be provided by other entities, it is mandatory for the proposing Vendor to be able to act as prime contractor for the procurement of all of the products proposed to meet the mandatory specifications. In this role, the prime contractor must be the sole point of contact for any and all charges resulting from the purchase of the proposed hardware, software, and services for the initial procurement, as well as any additional items that are proposed to be supplied directly by the Vendor. The primary Vendor must take full responsibility for the demonstration, delivery, and acceptance testing of all of the items proposed to be supplied directly by the Vendor. The prime contractor must also provide maintenance and warranty for its products and pass through warranties of other Vendors.
9 The Vendor s Proposal must clearly indicate the hardware, software, or services, which are not marketed or maintained by his/her firm CERTIFICATION OF PROPOSAL The submission of the proposal shall indicate the intention of the Vendor to adhere to the provisions described in this proposal WITHDRAWAL OF PROPOSALS Vendors may withdraw their proposals in person or in writing, provided that such request must be received by the District prior to the scheduled closing time for filing proposals FINANCIAL REQUIREMENT Each Vendor s financial proposal must include all costs associated with delivering and installing a system that meets the specifications of Section 3.0. Any other costs beyond those associated with meeting the specifications in Section 3.0 must be separately identified as supplemental. Each Vendor s financial proposal must certify that the price submitted in this Proposal is inclusive of all hardware, software, delivery, installation, maintenance, training, service, and any other components. Vendors may propose prices for future purchases of components that remain constant for the term of the contract or proposed prices, which increase over time. If the proposed prices are related to a percentage increase or decrease from a price list published by the Vendor, the price list must be included and the Vendor must describe the number and names of different price lists that are published PROTEST All questions, inquiries and protests must be submitted to the Purchasing Department in writing within 72 hours after award of proposal. Upon receipt of the protest, the Purchasing Department Director shall suspend award of the proposal until the protest is resolved. The Purchasing Department will gather all necessary information regarding proposal documentation. The Superintendent or designee will evaluate the protest.
10 If such resolution does not occur to the mutual satisfactions of all parties involved, the Board will decide final action in awarding the dispute SPECIFICATIONS Only the District may determine what product is best suited and meets specifications outlined in this Proposal. Items that do not meet specifications will be rejected FREIGHT All prices should be quoted F.O.B. our dock, Billings, Montana INSURANCE Upon request, School District #2 may require proof of insurance that is required by State Law.
11 2.23 VENDOR AUTHORIZATION Vendor Name Vendor Address Vendor Phone Number Vendor Fax Number Internet Address Authorized Signature
12 3.0 SPECIFICATIONS REQUEST FOR PROPOSAL: VOICE OVER INTERNET PROTOCOL (VOIP) AND LOCAL TELEPHONE SERVICE Billings Public Schools is bidding a contract for Voice Over Internet Protocol (VoIP Services). The contract will run from July 1, 2009 June 30, The district reserves the right to renew/renegotiate the contract at the end of term. Service will be required to be in place and functional by July 1, All vendors must be E-rate approved and willing and able to abide by E-rate billing and purchasing guidelines. The district reserves the right to reject all proposals in the event of insufficient funds or failure to secure E-rate funding. The district will accept proposals for Service Based, IP Enabled and Soft Switch, etc solutions. Proposals that require purchase of equipment and/or software must include itemized list separating service from equipment for E-rate purposes. Billings Public Schools currently maintains 34 locations with approximately 1,800 DIDs and 1,750 Handsets. We anticipate the probability of reducing handsets through soft phone and other options. Buildings are connected through a Wide Area Network (WAN) comprised of 100Mbps Fiber to our elementary schools, and 1GB Fiber to our Middle and High Schools, and support locations. Network is connected by Extreme Layer 3 Switches. Internet service is an 80Mbps connection. Proposed solutions should not rely on existing Internet connection for Carrier service, rather proposed solutions should include Local Telephone Carrier Service. Local Area Networks in each building vary but in general are at a minimum Category 5 Ethernet 100Mbps backbone, 100Mbps to the desktop, with managed HP ProCurve switches. Classrooms generally have 1 4 Ethernet jacks and at least 1 network connected computer. Proposals should indicate whether the solution relies on the existing infrastructure or requires new cabling and switches. System must meet or exceed current inbound and outbound abilities. A sample bill and/or list of services is available on request.
13 Proposal must include: Identification and Location Outbound 911 must display the true physical location by street address of the 911-call origination point at emergency dispatch. 2. Installation of all equipment and service. 3. Include all necessary hardware, software and equipment. 4. Support Incoming and Outbound Caller ID 5. Support Call Forwarding, Call Waiting, Call Hold, Call Pickup, Call Transfer 6. Support Call recording 7. Support Three-way Calling 8. Support Call Restrictions include the ability to block 1-900, international, directory assistance, etc 9. Provide Voice Mail to each DID, with ability for caller to dial out of voice mailbox and pass voice mail to Centralized Administration for day-to-day management District staff must be able to centrally administer new accounts, reset passwords, set call patterns, move handsets, etc. 11. IP Telephone Handsets 12. Handset support for hands-free headset 13. Training for district technical staff and end users 14. Fax services to each location through analog or IP based services. 15. Analog services for fire alarms, security alarms and water meters. 16. Maintenance and support for all telecommunication lines and necessary equipment for the duration of the contract. Maintenance resulting in downtime must be performed between the hours of 10pm-5am. 17. Ability to guarantee quality of service minimum uptime %, and 1 hour response and resolution to problems.
14 Billings Public Schools currently has a Toshiba PBX with a mix of Toshiba digital and analog handsets in 33 buildings. Please indicate whether your solution will make use of any existing equipment. A mandatory pre-bid meeting will be held Thursday, January 8, 2009 at 9am in the Board Room at Lincoln Center. Proposals will be evaluated based on cost of service, bid evaluation, district cost of implementation, ability to meet needs, experience and references. If you have any questions regarding this RFP, please contact Karen Palmer, Director of Technology at (406) or to or Michael Dilley, Director of Purchasing at (406) or to Proposals must be received by 2:30 pm on Wednesday, January 21, 2009 at: School District #2 Warehouse Attn: Michael Dilley 1470 Industrial Avenue Billings, MT 59102