CLARK-PLEASANT COMMUNITY SCHOOLS

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1 REQUEST FOR PROPOSAL FOR CLARK-PLEASANT COMMUNITY SCHOOLS VOIP PHONE SYSTEM May 6, 2016

2 INTRODUCTION Clark-Pleasant Community Schools is a PreK-12 public school corporation located in Johnson County approximately 20 miles south of Indianapolis, IN. Clark-Pleasant Community Schools employs over 750 staff members and serves approximately 6,450 PreK-12 students and is continuing to grow. CPCSC is undertaking a grade reconfiguration project and beginning with the school year will be comprised of: one (1) PreK school, five (5) elementary schools (Grades 1 st 5 th ), one (1) middle school (Grades 6 th 8 th ), and one (1) high school (Grades 9 th 12 th ). This document includes information which outlines specifics needed for a new VoIP phone system installation throughout Clark Pleasant Community School Corporation. Our current PBX phone system has become obsolete and difficult to manage due to growth of the corporation. PURPOSE Clark Pleasant Community School Corporation is looking to install a new VoIP phone system for the corporation. This phone system will be connected to two (2) PRI lines currently installed in our Admin building located at 50 Center St., Whiteland, IN. All buildings affected will be centrally managed from this address because all buildings are currently connected with a 1 GB speed fiber connection from our service provider Johnson County Fiber Networks. No new cabling is required within the buildings. Existing cabling will be used accordingly. The rollout will include 500 phones for classroom teachers and staff, 200 phones for administration uses, and 9 door intercoms. There are approximately 250 DID phone numbers that will need ported into the new system and analog numbers to remain or integrate into the new system for our fire alarms, fax machines, elevators, etc. There will be thirteen (13) buildings that require the new phones to be rolled out to. These buildings include the main Administration Building, Whiteland Community High School, the high school Freshman Center, Clark Pleasant Middle School, Clark Pleasant Intermediate School, Whiteland Elementary School, Sawmill Woods Elementary School, Break O Day Elementary School, Clark Elementary School, Pleasant Crossing Elementary School, Transportation/Ops Building, Grounds Building, and Clark Pleasant Academy. GENERAL TERMS AND CONDITIONS Clark Pleasant Community School Corporation maintains a technology managed services contract with Five-Star Technology Solutions who provides technical expertise regarding the network infrastructure of the school district. Five-Star Technology consulted in the drafting this RFP, and may provide a response to this RFP with a recommended solution. Quotes need to incldue: the required hardware (new equipment only, no refurbished), software, system configuration, warranty, support during and after deployment, training, and system maintenance. 2

3 GOALS Clark-Pleasant Community Schools is seeking quotes for a VoIP phone system either in a VMware or Hardware environment. The goals for this project are as follows: allow voic s to be automatically sent to existing school Gmail accounts automatic backups call logging and reporting can be used with mobile devices (Apple, Android) for at least 100 users computer software for answering and transferring phone calls for at least100 users conference bridging capabilities several auto attendants the ability for 911 alerting to be scalable with our growing corporation directory that is user friendly to update if fiber links go down between buildings the buildings should still be able to make internal calls within their building (redundancy) PROPOSAL SPECIFICATIONS A. WARRANTY 1. The system should have at least a five (5) year hardware and software warranty included in the quote. 2. Please quote additional years of support in one year increments up to five (5) additional years after the initial warranty period. B. MAINTENANCE AGREEMENT Responder to provide cost for five (5) year maintenance agreement to Maintain the system software updates, adds, moves, changes, labor, and onsite trip charges. C. EQUIPMENT 1. Five Hundred (500) handsets for classroom and other locations with minimal number of programmable buttons 2. Two Hundred (200) handsets for office/administration areas with programmable buttons and allow for side cars. 3

4 3. Nine (9) call boxes located at front entrances (doors) of school buildings for guest building access 4. Each handset will need to come equipped with at least: one (1) patch cord, 3-5 feet in length, with an 8-inch pin, RJ-45 (8P8C) connector on both ends D. DEPLOYMENT & CUTOVER 1. Please describe and include cost for phone system configuration and install 2. Please describe and include cost for assistance to deploy handsets to office/classroom locations prior to cutover. 3. Please describe and include cost for assistance and training during deployment and cutover and post project support for new phone system. QUALIFICATIONS OF VENDOR Include in the proposal a list of references of K-12 School systems in which the solution you are recommending is currently functioning successfully. IMPLEMENTATION TIMLINE 1. The preferred timeline is to have the system up and running on or before July 23, 2016 for the start of the school year. 2. Assuming a School Board approval date by Wednesday, June 11, 2016; please provide an implementation schedule demonstrating a chronological lists of tasks and anticipated time frame for each step of the process. PROPOSAL SUBMISSION 1. Proposals may be either submitted on paper or electronically and should clearly be marked Proposal Phone System either on the envelope or in the subject line for on-line submissions. The following individual will be the primary contact person during the bid process. Jay Staley Clark Pleasant Community Schools 50 Center Street Whiteland, IN

5 Questions and/or clarification of items in the RFP should be communicated via e- mail to Jay. Responses to these items will be sent via Provide the address of the individual from your company with whom Jay can communicate. An acknowledgment will be sent indicating receipt of proposal. If you do not receive an acknowledgement receipt it the responsibility of the vendor to make the follow-up contact. 3. Proposals must be received by 4PM EST Tuesday, May 24, All quotes should include detailed line items and subtotals along with the total purchase price. All proposals must indicate that they are valid for no less than ninety (90) days from the proposal due date. 5. The bidder s written proposal will be the basis for selection. However, following an initial screening of all quotes received, Clark Pleasant Community may request additional information, clarification, or an on-site presentation. 6. Structure your proposal based on the information requested above. Please insure to address each section and item; it is your responsibility to address all questions in this quote. Failure to address all aspects of this quote may result in disqualification at sole discretion of Clark Pleasant Community Schools. 7. Clark Pleasant Community Schools are not bound to accept the lowest cost proposal. 8. Clark Pleasant Community Schools reserves the right to accept or reject any or all responses to the RFP and to enter into discussions and/or negotiations with more than one qualified Proposer at the same time should that action be in the best interest of the schools. 9. Vendors are not to collude with other proposers and competitors or take any other action which will restrict competition. Evidence of such activity will result in rejection of the quote. 10. By submitting a proposal, the Proposer represents that it has read and clearly understands this RFP and that it is capable of providing the required services on the agreed contract commencement date. 11. Failure to submit a Proposal Response on time may constitute grounds for the rejection of the proposal. 5

6 QUOTE EVALUATION CRITERIA Evaluation of your quote will be based upon the following criteria: 1. Pricing 2. Quality of service, support, and training 3. Additional value added support and services 4. Solution specific references in the K-12 environment GENERAL RULES APPLICABLE TO THE SELECTION PROCESS 1. Each proposer will be treated equally and fairly, with decisions being made on the stated criteria in meeting the stated goals in this RFP. 2. All contact following issuance of the RFP until submission of proposals is through Jay Staley. CPCSC may need to consult Five-Star Technologies, the technology managed service provider for the District, to obtain answers for questions technical in nature. 3. Reference checks are conducted for the selected number of top-ranking vendors 6

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