Request for Proposal On. Hosted Cisco VoIP Phone System Ballinger Independent School District 802 Conda Ave. Ballinger, TX 76821

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1 Request for Proposal On Hosted Cisco VoIP Phone System Ballinger Independent School District 802 Conda Ave. Ballinger, TX SLD 470 FRP Identifier: Y16-ER14-INTP Issue Date: December 18, 2013 Deadline Due Date: January 22, 2014 by 5:00 p.m. 1

2 SECTION I NOTICE OF PROPOSAL RESPONSES DUE ON OR BEFORE MONDAY, JANUARY 22, 2014 by 5:00 p.m. Ballinger Independent School District (hereafter BISD invites Vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (hereafter RFP ). The intent of this RFP is to seek costs and information related to the installation and operation of a Hosted Cisco VoIP Phone System Service and requests a detailed response from all prospective Vendors, including pricing and service descriptions, in a specified format. The current contract for the current BISD Hosted Cisco VoIP Phone System and related service expires June 30, It is crucial that the new Hosted Cisco VoIP Phone System Service be fully installed and operational on July 1, Initial term of service shall begin on the service commencement date July 1, 2014 and continue with voluntary extensions through June 30, Goals in selecting a Hosted Cisco VoIP Phone System Service provider include: Obtaining affordable, reliable, and fully functional services with high speed Internet. Full transitioning from the current local Cisco VoIP phone system design to the new hosted design requested by district. Ability to integrate with local district AD integration. Ability to be managed by local staff located within the district or outside the district. Ability to integrate with paging and intercom solution. Replication and backups should be the standard.. Notification systems integration with mobile app capabilities. Fully installed and tested connectivity before termination of current VoIP system. 24/7 hour support access for all staff. Unlimited voice messaging disk space. Distance learning capable. Automated disk backups with all software module updates. Single sign on with end user mobility. Two way communication on handsets with digital readouts Web page password reset. AD Integration with online forms and polling capabilities. Flash entry page with avatar capabilities. BISD intends to seek Universal Service Fund (USF) funding for this Hosted Cisco VoIP Phone System Service beginning on July 1, BISD requires that the Vendor has prior experience with the E- Rate program and is an approved Priority One provider Vendor. Copies of this RFP may be founded at: under Community Vendors RFP/RFO Section. 2

3 Please address questions about this RFP to: Tim Gau, Director of Technology Ballinger ISD 802 Conda Ave. Ballinger, TX All questions concerning this RFP must be in writing, or facsimile are acceptable. Telephone calls are not acceptable. Questions and responses will be posted on the BISD website (http://www.ballingerisd.net) under Community Vendors RFP/RFO Section. Questions can be asked until three days before the RFP deadline due date and will be accepted until January 19, 2014, 11:59 p.m. BISD reserves the right to reject any and all proposals submitted and may request additional information from all Proposers. Any contract awarded will be made to the service provider who, based on evaluation of all responses and applying all criteria and oral interviews if necessary, is determined to be the best qualified and Best Value to meet the needs of BISD. BISD intends to select and begin contract agreement negotiations with a Vendor per SLD rules and to have an agreed contract agreement in a timely manner in order to meet USF s timeline. The final selection timetable may be affected by requirements of USF funding procedures and vary from these intentions. If necessary, this RFP may be amended prior to the Due Date. All such amendments will be made by posting new information to the BISD website. 3

4 SECTION II INTRODUCTION TO BALLINGER INDEPENDENT SCHOOL DISTRICT (BISD) BUSINESS ADDRESS Ballinger Independent School District Technology Department, 802 Conda Ave., Ballinger, TX TAX EXEMPT - The Ballinger Independent School District hereby claims an exception from the payment of all taxes under Chapter 20, Title 122A, and Revised Civil Statutes of Texas for the purchase of tangible personal property purchased from the vendor shown. Ballinger Independent School District is a political subdivision of the state. Tax Identification Number is APPLICABILITY - These conditions are applicable to and from a part of all contract documents for each purchase order and a part of the terms of each purchase order for items included in the specifications, and Bid forms issued herein. E-Rate rules apply and funding is based on E-Rate discount approvals and Board of Director s approval. STATUTES - All contracts and agreements between merchants and Ballinger Independent School District shall strictly adhere to the statues as set forth in the Uniform Commercial Code (UCC) as last amended. All E-Rate rules will apply. GOVERNING LAW - The parties agree that the laws of the State of Texas and the County of Galveston shall govern the rights of the parties and the validity and interpretation of any purchase order, contract, or service agreement that shall arise from this order. PATENT RIGHTS The vendor shall indemnify and protect the District from any claim involving patent right or copyright infringement on goods supplied. APPROPRIATED FUNDS - For any fiscal year beginning September 1 the District's obligation under any purchase order, contract or service agreement is contingent upon the availability of appropriated funds from which payment for purchase orders, contracts or service agreements can be made. No legal liability on the part of the District nor any payment or continuation of any agreement may arise until funds are made available to the District for this purchase order, contract, or service agreement and until vendor receives notice of such availability. All E-Rate rules will be enforced. SLD will determine approval of discounted funds for this purchase order, contract, or service agreement and until vendor receives notice of such availability. TITLE AND RISK OF LOSS The title and risk of loss of the goods shall not pass to buyer until buyer actually receives and takes ownership possession of the goods at the point or points of delivery. Vendor will be responsible for ALL services the district does not own outright. DELIVERY ON SCHEDULE - Delivery on schedule is critical to the success of this contract. The ability to deliver as specified in the invitation for proposals will be a factor in making awards. A vendor who fails to make delivery according to terms of the purchase order may be liable for actual damages suffered by the District. 4

5 NOTIFICATION OF LATE DELIVERY - Successful Proposer(s) shall promptly notify the District Technology Department when any single line item cannot be delivered within the specified delivery time (according to the purchase order). CHANGES - No substitution of materials or extra charges of any kind or change in or cancellation of or waiver of or exception to any of the General Terms, Special Conditions or Specifications of any purchase order, contract, or service agreement will be recognized unless authorized, in writing, by the Purchasing Agent or other authorized representative of the District. DEFECTIVE WORKMANSHIP - If defective workmanship and/or materials is found after acceptance and payment has been made, the supplier shall replace/repair the defective component(s), as required, at his/her own cost, within a reasonable amount of time (normally 15 working days), and at no extra cost to the District. PAYMENT TERMS - The District shall pay all undisputed invoices for accepted merchandise and/or services within 60 days of delivery or acceptance, whichever is later, as set forth in the Terms for any purchase order, contract, or service agreement. Payment of installation and/or training will be paid only after the Director of Technology has signed off on the entire project. Services and billing cannot begin until after July 1, Vendors will be required to submit payment to the SLD for the percentage approved by the SLD and will only bill the district for the percentage NOT covered by the SLD. INVOICING REQUIREMENTS - The District's purchase order number shall appear on all invoices. All invoices shall include the following: Purchase Order #, Invoice Date, Company Name, Brief description of items, quantity, unit price & extended price, complete mailing address & telephone number, any other substantiating documentation or information as required by the purchase order. E-Rate eligible and noneligible equipment will be separated to meet SLD E-Rate and Ballinger ISD requirements. NO PLACEMENT OF DEFECTIVE TENDER Every tender or delivery of goods must fully comply with all provisions of the purchase order as to time of delivery, quality and the like. If a tender is made which does not fully conform, this shall constitute a breach. Seller shall not have the right to automatically substitute a conforming tender, where the time for performance has not yet expired. The seller may seasonably notify buyer of their intentions to cure and then make a conforming tender within the contract time but not afterwards. NON-WAIVER - Failure of the District to insist upon strict performance of any of the terms and conditions hereof, or failure or delay to exercise any rights or remedies provided here in or by Law or to properly notify successful Proposer in the event of breach, or the acceptance of or payment for any goods hereunder shall not release successful vendor from any of the warranties or obligations or any purchase order, contract or service agreement, and shall not be deemed to waiver any right of the District to insist upon strict performance hereof or any of its rights or remedies as to any such goods, regardless of when shipped, received or accepted, or as to any prior or subsequent default hereunder; nor shall any purported oral modification or rescission of a purchase order, contract or service agreement by the District operate as a waiver of any of the terms hereof. 5

6 SECTION III INSTRUCTIONS A. Proposer shall submit itemized pricing as specified on the BISD VENDOR SUBMITTAL FORM supplied by BISD in this RFP. All prices must be plain and clearly stated. FAILURE TO SUBMIT PRICING ON THE VENDOR PROPOSAL FORM WILL RESULT IN NOT BEING CONSIDERED. i. On or before 5:00 p.m., January 22, 2014, please return THREE PRINT COPIES and AN ELECTRONIC COPY VIA of your response to BISD at the following address: (A public bid opening will not occur) Tim Gau, Director of Technology 802 Conda Ave Ballinger, TX B. A proposal received after the due date and time will be disqualified. C. Facsimiles of the proposal will not be accepted. D. BISD shall not be responsible for any cost or expense the Proposer incurs during the preparation of this proposal. E. Proposals shall be in full conformity with all the conditions set for in the instructions, General Conditions, Bid Details, Internet Connectivity Standards, and Proposers Qualifications. F. Should a Proposer find discrepancies in or omissions from the Instructions, General Conditions, Bid Details, Internet Connectivity Standards, Proposers Qualifications, and BISD VENDOR SUBMITTAL FORM, or should be in doubt as to the meaning, the BISD Technology Director may be contacted via or facsimile / FAX ). BISD shall not be responsible or respond to any verbal questions. G. It is the Proposer s responsibility to note any detail or specification that, in their opinion, is not practical or functional. H. All proposals submitted shall remain firm for a period of one-hundred and eighty (180) days beginning January 22, I. BISD reserves the right to accept or reject any or all Proposals in whole or in part, or to waive any informality therein. If in the Ballinger ISD s opinion it is in their best interest, the contract may be awarded to another Vendor other than the lowest Proposer for reasons of establishing uniformity or Best Value to the district. J. BISD is a not for profit K-12 organization and IS NOT subject to Texas State or Federal taxes. No taxes should be included in the cost proposal. K. The contract shall be awarded by BISD when a Proposer has been issued a Notice to Proceed after SLD and BISD s Board of Directors give final approval no later than June 1,

7 SECTION IV GENERAL CONDITIONS OWNER RESPONSIBILITIES A. The owner is defined as: Ballinger Independent School District Tim Gau, Director of Technology 802 Conda Ave Ballinger, TX B. The Owner shall be the interpreter of all specifications covered in this document. AUTHORITY OF THE BALLINGER INDEPENDENT SCHOOL DISTRICT DIRECTOR The Ballinger Independent School District Director of Technology shall decide all questions which may arise. VENDOR RESPONSIBILITY The Vendor is defined as: The Proposer awarded the contract to provide Hosted Cisco VoIP Phone System Service specified elsewhere in this RFP. INDEMNITY The Vendor agrees to indemnity BISD, and save it harmless, from any and all claims that may be brought against BISD or the Vendor by reason of any error, act of omission of the Vendor, the Vendor s agents or it employees, in connection with this agreement. ABILITY OF BIDDER It is the intention of BISD to award the contract to a Vendor whose ability is fully equal to fulfilling the terms of this proposal in a satisfactory manner. LEGAL CONDITIONS The Vendor agrees to abide by all Federal, State, County and local laws and regulations. TERMINATION OF CONTRACT Written notice of termination at least ninety (90) days prior to the conclusion of the initial contract term or a term or a renewal term is required by the Vendor. 7

8 DEFAULT TERMINATION In the event of any default by the Vendor, BISD, without prejudice to any other right or remedy it may have, shall have the right to terminate the contracted agreement with no early out penalties, after giving the vendor thirty (30) days previous written notice. If shall be considered a default whenever the Vendor shall: declare bankruptcy, become insolvent or assign its assets for the benefit of its creditors; violate or disregard any provision of the contract agreement; fail to perform the work according to the agreed upon schedule, including amendment or modifications thereof; or fail to provide competent personnel and proper materials. PAYEMENT TERMS It is expected that the service period will begin on July 1, 2014 at which point the Vendor will seek reimbursement from the Universal Service Fund (USF). BSID prefers to pay the service provider the monthly discounted invoiced contracted amount and the service provider seeking full reimbursement for E-Rate eligible services from the Universal Services Fund. BISD will pay according to an agreement schedule monthly payments. Contract Duration: SECTION V BID DETAILS A. Pricing should be provided for a five (3) year or sixty (36) month contract. B. Vendor will be subject to a $400 per day fee for each day the service is NOT fully functional starting July 1, C. It is the Vendor s responsibility to keep the Proposers Web Services up and running 24/7 x 365 days during the entire contract duration. Contract Extension after Initial Expiration: A. The proposal should include the ability and the related cost for automatic extensions for successive twelve (12) month periods after the term of the initial contract agreement period and after twelve (12) month extension on the BISD VENDOR SUBMITTAL FORM. B. The Proposer agrees that the contract agreement will not automatically revert to a yearly contract agreement with price increases at the end of the initial contract agreement or an extended contract agreement period unless agreed to by BISD and the Vendor. 8

9 Terms & Conditions: The proposal should clearly explain how your company is proposing to handle the following items: A. Define early out penalty costs. B. Proposer must be able to guarantee that service as bid will start at 12:01 a.m., July 1, C. Proposer must agree to a daily charge of $400 for each day the Hosted Cisco VoIP Phone System is not online and fully functioning. D. The proposal should state that there will be no termination fees charged at the end of the contract agreement or any contract agreement extension. Proposal Evaluation The proposals/bids will be evaluated on the basis of the following: Total price - 50% Reliability / financial history & stability of company bidding solution - 20% Equivalent to Standard equipment currently being purchased by district and Best Value to the district - 20% Availability of technical support services with 24/7X365 SLA response time - 10% All SLD E-Rate rules will apply and final contract may hinge on E-Rate approvals, BISD School Board approval and districts financial ability to proceed with the project. Contact Agreement: A. The selected Vendor agrees to provide BISD with a signed proposed contract at the time of BISD selecting Vendor and the proposed Contracted Agreement will go into force no later than five (5) days after the Notification to Proceed by BISD prior to June 1,

10 SECTION VI HOSTED CISCO VOIP PHONE SYSTEM STANDARDS Currently, the BISD network consists of the fiber optic connectivity with 300+ Internet Connectivity. BISD is a 1:1 school district with many online resources which continue to grow yearly. Requirements for network connectivity: Unlimited bandwidth connectivity to and from the Hosted Cisco VoIP Phone System site. VENDOR SUBMITTAL FORM Support in transitioning from current design to new design with 24/7/365 support. Provide detailed SLA and provisions for billing credit for connecting outages. Provide $400/day for each day Hosted Cisco VoIP Phone System is NOT 100% online and functional starting July 1, Fully installed and tested connectivity before termination of current network contract. SECTION VII PROPOSER S QUALICATIONS A. In order for a Vendor to be considered the proposal must include the following background information: A description of your company, the number of years in business, size, location and whether it is local, regional, national or international in operations. BISD requires that the Vendor is an approved Telecommunications/Internet provider whom can provide Internet Circuits to district for Internet Connectivity and Access. Vendor has prior experience with the E-Rate Program, is an approved E-Rate Vendor and has experience servicing E-Rate eligible organizations. Describe your experience. Submit three (3) references preferably in the K-12 Public Education System if available. Submit a minimum of three fully functioning Hosted Cisco VoIP Phone System currently online and operational in the K12 Public Education System. B. Proposers must provide their USF SPIN Number, SPAC Form and FCCRN numbers in the proposal as assigned by the Schools and Libraries Division. C. Proposer may provide any additional data that may be helpful in the selection process. 10

11 BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE BALLINGER, TX VENDOR SUMITTAL FORM PAGE 1 of 6 REQUIRED FORM RETURN THIS PAGE AS PART OF PROPOSAL Company Name: Company Address: Telephone Number: Fax Number: Contact Name: Contact PROPOSAL REQUIREMENTS CHECKLIST SECTION III INSTUCTIONS Submit three proposal print copies and one electronic copy via SECTION V BID DETAILS The proposal should include the ability and the related cost for automatic extensions for successive twelve (12) month periods after the term of the initial contract agreement period and after each twelve (12) month extension on the BISD VENDOR SUBMITTAL FORM. The Proposer agrees that the contract agreement will not automatically revert to a month-to-month contract agreement with price increases at the end of the initial contract or an extended contract agreement period unless agreed to by BISD and the Vendor. Define no early out penalty costs. Proposer must be able to guarantee that service as bid will start at 12:00 a.m., July 1, The proposal should state that there will be no termination fees charged at the end of the contract agreement or any contract agreement extension. The selected Vendor agrees to provide BISD with a proposed Contract Agreement at time of BISD selecting Vendor. Contract will not go into effect unless E-Rate funds become available and BISD Board of Directors give final approval on the scope of work. 11

12 BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE BALLINGER, TX VENDOR SUMITTAL FORM PAGE 2 of 6 REQUIRED FORM RETURN THIS PAGE AS PART OF PROPOSAL Company Name: PROPOSAL REQUIREMENTS CHECKLIST continued SECTION VI HOSTED CISCO VOIP PHONE SYSTEM STANDARDS Provide detailed SLA and provisions for billing credit for connectivity outages. Provide 100% new equipment and NOT reconditioned equipment. SECTION VII PROPOSER S QUALIFICATIONS A description of your company, the number of years in business, size, location and whether it is local, regional, national or international in operations. BISD requires that the Vendor has prior Hosted Cisco VoIP Phone System experience with the E- Rate Program, is an approved (current) E-Rate Vendor, and has experience servicing E-Rate eligible organizations. Describe your recent local and or regional experience in providing Hosted Cisco VoIP Phone System Services to similar organizations. Submit three references of clients with a similar scope of service. Include their company name, contact name, address, telephone, and contact name s/ addresses for all references provided. At least one of the companies should currently be participating in the E-Rate Program as an eligible E-Rate organization. Proposers must provide their USF SPIN Number, SPAC Form and FCCRN numbers in the proposal as assigned by the Schools and Libraries Division. Proposer must provide three or more websites completed and in-service at time of proposal. Obtaining affordable, reliable, and fully functional Hosted Cisco VoIP Phone System services. Full transitioning from the current Cisco VoIP design to the new design requested by district. Ability to create secure access and administrator accounts directly from school s (SIS) Student Information System software along with AD integration. Voice must be given the highest QOS. Ability to integrate and manage into current systems. Replication of existing content, accounts, and permissions. Notification systems integration with mobile app capabilities. Fully installed and tested connectivity before termination of current services. 24/7 hour support access for all staff. Survivable Remote Site Telephone (SRST) at all sites is a must with three to six POTS lines. Automated disk backups with all software module updates with 911 notifications. and pages of all emergency notifications. Easy to read digital displays on all handsets. Integration with and intercom paging solutions. 12

13 BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE BALLINGER, TX VENDOR SUMITTAL FORM PAGE 3 of 6 REQUIRED FORM RETURN THIS PAGE AS PART OF PROPOSAL Company Name: Contract Number: COST PROPOSAL Cost for Hosted Cisco VoIP Phone System Service. The requirements of which are described in Section VI HOSTED CISCO VOIP PHONE SYSTEM STANDARDS Yearly Cost per year for 5 Year/60 Month Term with voluntary extensions. Yearly cost for Hosted Cisco VoIP Phone System Services for the entire district including three campuses and all departments. Per Year Cost of Service: Percentage Covered by E-Rate: District E-Rated Percentage: 77% Total District Cost: Signatures below: Proposer Representative Title Date BISD Representative Title Date 13

14 BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE BALLINGER, TX VENDOR SUMITTAL FORM PAGE 4 of 6 REQUIRED FORM RETURN THIS PAGE AS PART OF PROPOSAL REFERENCES List a minimum of three references of schools and/or businesses that have utilized your company for the same products or services being offered in this proposal. All references shall have current address, phone numbers, and names of contact persons

15 BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE BALLINGER, TX VENDOR SUMITTAL FORM PAGE 5 of 6 REQUIRED FORM RETURN THIS PAGE AS PART OF PROPOSAL CERTIFICATIONS FAILURE TO COMPLETE THE FOLLOWING INFORMATION WILL RESULT IN PROPOSAL DISQUALIFICATIONS Deleted RESIDENT / NONRESIDENT CERTIFICATION RESIDENT VENDOR - I certify that my company is a "resident vendor. YES NO NONRESIDENT VENDOR - As defined by Texas Government Code , a "nonresident vendor" means a vendor whose principal place of business is not in Texas, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in Texas 3. Street, City, State, Zip: FELONY CONVICTION NOTIFICATION State of Texas Legislative Senate Bill No.1, Section , Notification of Criminal History, Subsection (a), states: "a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. " Subsection (b) states "a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The District must compensate the person or business entity for services performed before the termination of the contract. This Notice Is Not Required of a Publicly Held Corporation. Check the appropriate box and sign the form. Name of Felon(s): Brief Details of Conviction(s): I (We) the undersigned, agent for the firm, named below certify that the above information is true to the best of my knowledge. Company Name: My firm is a Publicly Held Corporation; therefore, this reporting requirement is not applicable. My firm is not owned or operated by anyone who has been convicted of a felony. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Signature: Date: 15

16 BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE BALLINGER, TX VENDOR SUMITTAL FORM PAGE 6 of 6 REQUIRED FORM RETURN THIS PAGE AS PART OF PROPOSAL Deviation/Compliance Disclosure If the undersigned proposer intends to deviate from the General Terms and Conditions or Item specifications listed in this proposal invitation, all such deviations must be listed, with complete and detailed conditions and information included or attached. Ballinger ISD will consider any deviations in its proposal award decisions, and the District reserves the right to accept or reject any proposal based upon deviations indicated below or in any attachment or inclusions. In the absence of any deviation entry on this form, the proposer assures the District of their full compliance with the General Terms and Conditions, item Specifications, and all other information contained in this proposal. No Deviations Yes Deviations List any deviations your company is submitting below: 16

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