PUE IP Intercom System Project BID #231

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1 PUE IP Intercom System Project BID #231 Background The Pearl Public School District is a premier school district in the heart of Mississippi. Its stakeholders include over 4000 students and their families, 530+ employees and the City of Pearl. Pearl School District is the pride of the community it serves and is consistently setting the bar for educational excellence. During the school year, Pearl Public School District held a vote to approve a bond issue for the purpose of constructing a new Pearl Upper Elementary. The residents of the City of Pearl overwhelmingly approved the bond with an 83% approval. Construction began in July of 2016 with the expectation of occupying the facility in August of The purpose of this bid is to procure the necessary software, hardware, and services to design, install, configure an IP Intercom system that integrates with the district s telecommunications infrastructure. Contact Information All questions should be directed to Kevin W. Knuckles, Director of Technology. Mr. Knuckles may be contacted using the following contact information: Phone: kknuckles@pearl.k12.ms.us Questions that do not require a full addendum will be repeated and answered to all vendors. Addendums If any addendums are needed they will be issued by the technology department. Each addendum will be numbered as follows: PUE IP Intercom System Project :: PPSD BID #231 :: ADDENDUM #N All qualified vendors will receive the addendum via . It is responsibility of the vendor to ensure they have all addendums before they submit their bid. Site Visit/Pre-Bid Meeting A Pre-Bid meeting will be held on October 31 st, at 9:00 AM. All interested bidders must attend the pre-bid meeting. The meeting will be held at the PPSD Central Office Complex, located at 3375 HWY 80 E, Pearl MS

2 Vendor Qualifications ALL vendors are required to meet the following requirements: CCIE+Voice On Staff to Provide Design Services, oversee project, and provide initial installation, integration and configuration of necessary components. Minimum CCNA+Voice certified technician to provide on-site installation configuration Must be authorized to sell proposed equipment and software by the manufacturer of the products they represent. (Documentation should be included to show this authorization) Funding/Financing The district reserves the right to reject this bid at a later time, depending on funding availability. Bid Submission Sealed bids must be submitted via hand delivery, postal service, or package service no later than 2:00 on November 10 th, 2016 to the following address: Pearl Public School District RE: BID # HWY 80 E Pearl, MS Bids received after this time will be discarded. It is the vendor s responsibility to ensure their bid has been received by the appropriate time. It is recommended, for those mailing in via postal or package delivery services, that signatures are required upon delivery. Bid packets MUST include the following documents: Vendor Contact Sheet (Listed as Attachment A) Vendor Bid Vendor Authorization Documentation from Manufacturer of equipment they are proposing. Proof of Qualifications 3 Project References for similar installations. Any bid packet without all documents may be rejected. The Pearl Public School District Board of Trustees reserves the right to reject all bids.

3 Public Bid Opening A public bid opening will be held at the Pearl Public School District Central Office Complex, 3375 HWY 80 E, Pearl MS 39208, at 2:10 PM on November 10 th, Vendors are not required to attend the bid opening in order to be awarded the bid. Bids will be reviewed for accuracy, completeness, and comparison. The lowest and best bid will be recommended to the PPSD Board of Trustees at the November 14 th, 2016 Board Meeting. The winning vendor will be notified after board approval.

4 Existing Conditions 1. Cisco Unified Communications System (CallManager) PPSD utilizes a Cisco Unified Communications System (CallManager) based phone system for telecommunications. All phones utilize the SCCP protocol. The current version that PPSD is on is version Cisco Routing and Switching Infrastructure PPSD utilizes Cisco Routers and Switches. Communications are split into appropriate data, voice, and wireless VLANs. IDF Switches are currently Cisco Catalyst 3650 series switches, running Cisco IOS XE with IP Base level licensing. The core switch for this facility will either be the current Cisco Catalyst 4507R series chassis switch, with redundant Supervisor 7L-E consoles, running Cisco IOS XE with IP Base Level Licensing or Cisco Catalyst 3850 series switches, running Cisco IOS XE with IP Base level licensing. All routing within the district is on EIGRP. 3. Office/Admin Stations There are a total of 7 office/admin stations that will need to be able to page into rooms as well as receive paging calls from rooms. General Specifications The following specifications are requirements that all proposed systems must meet. Manufacturer documentation must be provided to show and prove that the proposed system meets or exceeds the specifications below: General 1. Must integrate with Cisco CallManager 9.1 or higher. 2. Must be able to use variety of IP endpoints including but not limited to Cisco CP-7975, Cisco CP-7962, Cisco CP-7942, IP Speakers/Clocks from Valcom, Telecor, Advanced Network Devices, or Atlas IED. Paging and Mass/Emergency Notification 1. Paging system must leverage Multicast technology on the network to efficiently send messages to all devices without flooding the network. 2. Phone Handsets must have the ability to whisper a page while users are on a phone call. 3. Paging software must have the ability to override the physical volume setting on the phones. 4. Paging software must have the ability to send page to all phones synchronously to ensure audio clarity when multiple phones are near each other. 5. Pages must be delivered to all phones in less than 30 seconds from one distribution list. 6. System must be able to monitor all phones and trigger a page to a distribution list when specified number, such as 911, is dialed. 7. System must provide hands free two-way intercom functionality between all phones. 8. System must include the ability to pre-record and auto-trigger a notification. 9. System must provide the ability to implement Alert Button that triggers a page from endpoint. 10. System must provide ability to use intercom from mobile device such as iphone or Android.

5 Bell Scheduling 1. System must have a bell scheduler for creating and managing all bells within the building. 2. System must allow for custom bell schedules to be defined per day. 3. System must quickly allow district or building level schedule exceptions to adjust schedules for events such as delayed start days, early release. 4. Bells must ring on all end points including speakers, phones, and/or computers to enable better zoning granularity. 5. System must allow for custom tone for bell. 6. Allow for manual trigger of bell from computer, phone, or mobile device. General Requirements Vendors shall include all required software licensing in proposal. This includes appropriate licenses for proposed paging system software, Cisco CallManager licenses, and other licenses as necessary to provide complete solution. All components shall include 1-year maintenance and direct support through manufacturer. Endpoint Devices Vendors shall include pricing for the following endpoint devices including physical installation and configuration/tuning. All products may be refurbished with the exception of the overhead speakers and the outdoor call-button and speaker. Accepted manufacturers for the overhead speakers, overhead two-way speakers with call buttons, and outdoor rated speaker with callbutton are: Telecor, Valcom, Advanced Network Devices, or Atlas IED. All Endpoint Devices shall be PoE or PoE+ powered devices. QTY Part Description 55 Cisco 7942G Series IP Phone 1 Outdoor Rated, Two-Way Speaker with call button 9 One-Way, lay-in ceiling tile type overhead speaker. 6 Two-Way, ceiling mounted speaker set (1 x two way, 1 x one way) with mic enabled call button. These will be mounted to steel girders.

6 Statement/Scope of Work Vendors agree to the following Statement/Scope of work: Phase 1 Project Kick-Off Vendor will schedule meeting prior to any work being carried out to act as a project kickoff. Meeting will determine a schedule of work from this SoW and any additional items discovered at this meeting may be deemed outside of this SoW and require a written change order approved by both parties Vendor will obtain current configurations from current systems as necessary Vendor project manager will be defined and present Vendor installation/implementation engineer will be defined and present Appropriate representatives from PPSD will be present and roles defined. Phase 2 Planning Vendor will work with PPSD to determine paging zones Vendor installation/implementation engineer will provide PPSD with sample configuration for implementing multicast routing on the network. Phase 3 Installation Vendor will perform physical installation and configure the following equipment o All endpoint devices o IP Intercom Software and Licensing Phase 4 Deployment Vendor will deploy any remaining software and/or licensing for IP Intercom Software Vendor will apply necessary CallManager licenses PPSD will create necessary extensions and mark endpoint product box with room number and extension for vendor installation technicians to install. Vendor will install and integrate IP Intercom Software with CallManager Vendor will create up to four (4) paging groups. PPSD will be trained at this point for creating paging groups and will create additional paging groups as necessary. Vendor will configure point to point intercom services from Administration to each classroom Vendor will test functionality of intercom and paging services and modify as necessary. Vendor will setup one bell schedule and train PPSD how to create and implement other bell schedules.

7 Phase 5 Project Deliverables At completion of the project, Vendor will deliver to PPSD documentation of the network/or systems as installed. Vendor will provide Knowledge Transfer/Training to PPSD representatives for all network equipment and system software, to include basic administrative functions. Customer Prerequisites: PPSD will: Have a dedicated staff member available for the duration of this SoW Provide physical and remote (VPN) access to all systems covered in this SoW. Have all wiring needs completed prior to work beginning Have sufficient power in place for any devices requiring utility power Provide suitable work space for Vendor technicians to work Provide VM Ware host if required by vendor proposed system

8 Attachment A Vendor Contact Sheet Company Name Company Address Representative Name Representative Address Representative Telephone # By signing below, the vendor acknowledges that the prices listed in this bid packet are being bid for the PUE Infrastructure Project. The vendor also acknowledges and understands that portions of this project may be funded from E-Rate funds and is subject to funding availability. Printed Name Title SIGNED

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