Central R-III School District is currently accepting bids for a District-Wide Phone System.

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1 Request for Bids Central R-III School District 116 Rebel Drive Park Hills, MO Contact: Chris Warden Phone: x 4202 Fax: cwarden@centralr3.org February 26 th, 2016 RFP No: 2016 District-Wide Phone System Title: Phone System Receiving Date and Time: March 25 th, :00pm Central R-III School District is currently accepting bids for a District-Wide Phone System. The bids will be accepted until 1:00 pm, CST, March 25 th, No bid will be accepted after the official time and date. If the bidder decides to utilize an overnight carrier, it is the bidder s responsibility to select a carrier that will deliver directly to Central R-3 High School, 116 Rebel Drive, Park Hills, MO C/O Chris Warden. Bids must address all components of the RFP. SUBMISSION Submissions will be accepted by Vendor s choice of one of the following: US postal service: The envelope shall be marked on its face with the name of the person, firm, or corporation plus Phone System and delivered to Central R-3 High School, 116 Rebel Drive, Park Hills, MO C/O Chris Warden. Electronic ( ): Submissions must be delivered to cwarden@centralr3.org with the Subject: Your Company Name Phone System Fax Submissions must be sent to Chris Warden at with the Subject Heading: Your Company Name Phone System All questions and inquiries should be addressed to the contact below: Chris Warden Technology Director cwarden@centralr3.org Central R-3 School District reserves the right to reject any bid which, through bidder error or omission, is found to be mathematically incorrect, otherwise incomplete, or not in compliance with Central R-3 School District bid specifications. The right to reject bids which are incomplete, inaccurate, or not in compliance shall be exercised in the best interest of Central R-3 School District. In addition, the Board of Education reserves the right to waive technicalities to select any vendor filing a proposal and to reject any or all bids. It is the policy of the Central R-3 School District in making purchases to give preference to and encourage the purchase of all commodities manufactured, mined, produced, or grown within the state, and to all firms, corporations, or individuals doing business as Missouri firms, corporations, or individuals, when quality and price are approximately the same (policy 5320). Vendors are strongly encouraged to carefully read this entire document.

2 All proposals must be submitted on the basis of the specifications attached. No alternate proposals that significantly deviate or modify the concept and ultimate objectives of this proposal will be considered. Non-compliance with specifications will disqualify proposals from further consideration. Any explanation or statement that the Vendor wishes to make must be contained with the proposal but shall be written separately and independently of the proposal proper and attached thereto. Unless the Vendor so indicates, it is understood that the Vendor has proposed in strict accordance with the RFP requirements. The District reserves the right to reject any or all proposals and to waive informalities and minor irregularities in proposals received. The District, in its sole discretion, will determine whether an irregularity is minor. The District reserves the right to decline any or all proposal submissions, or to cancel the RFP call, in whole or in part, at any time prior to making an award, for any reason, or no reason, without liability being incurred by the District to any Vendor for any expense, cost, loss, or damage incurred or suffered by the Vendor as a result of such withdrawal. While the District has used considerable efforts to ensure an accurate representation of information in this RFP document, the information contained herein is contained solely as a guideline for proposers. The information is not guaranteed or warranted to be accurate by the District, nor is it necessarily comprehensive or exhaustive. Nothing in this RFP document is intended to relieve proposers from forming their own opinions and conclusions with respect to the matters addressed in the RFP document. The Vendor is responsible for its own verification of all information provided to it. The Vendor must satisfy itself, upon examination of this RFP, as to the intent of the specifications. After the submission of the proposal, no complaint or claim that there was any misunderstanding will be entertained. No oral interpretation will be made to any Vendor as to the meaning of the RFP. Any oral communication will be considered unofficial and non-binding on the District. Questions and inquiries about the RFP should be made in writing by and submitted before 11:00 a.m. Central Time, on March 4 th, 2016, to Chris Warden (cwarden@centralr3.org). The District reserves the right to modify the specifications prior to the proposal submission deadline and will endeavor to notify all Prospective Vendors that have received a copy of the specifications, but failure to notify shall impose no obligation or liability on the District. The District may award a contract based upon the initial proposals received without discussion of such proposals. Accordingly, each initial proposal should be submitted with the most favorable price and service standpoint. To facilitate consideration of the proposals, the District may, at its option, conduct interviews after receipt of the proposal. If this is necessary, the Vendor will be contacted to arrange a time for an interview. The District reserves the right to hold negotiations in an attempt to clarify and qualify terms of any proposal. The District reserves the right to negotiate final contract terms with any Vendor, regardless of whether such Vendor was interviewed or submitted a best and final proposal. The District reserves the right to withdraw the award to a successful Vendor within 30 days of the award if, in the opinion of the District, the successful Vendor is unable or unwilling to enter into a form of contract satisfactory to the District. The District shall be entitled to do so without any liability being incurred by the District to the Vendor. In the event of a conflict between the proposal and the RFP, the District shall resolve any inconsistency in favor of the RFP. Additionally, the District shall in good faith decide all inconsistencies and/or disputes pertaining to the RFP and the proposal. The Vendor agrees to abide by the decisions of the District. Any ambiguity in the proposal

3 because of omissions, error, lack of clarity or noncompliance by the Vendor with specifications, instructions and all conditions of bidding shall be construed in the favor of the District. All of the terms and conditions of this RFP are deemed to be accepted by the Vendor and incorporated into the Vendor s proposal submission. The terms and conditions stated in this RFP and the successful Vendor s response to this RFP shall be incorporated into the contract between the District and the successful Vendor. By submitting a proposal, the Vendor certifies that it is not currently barred or otherwise prohibited from submitting proposals for contracts to any political subdivision or agency of the State of Missouri and it is not an agent of a person or entity that is currently barred or otherwise prohibited from submitting proposals for contracts by any political subdivision or agency of the State of Missouri. The successful Vendor will be responsible for the safe delivery of all hardware. If deliveries prove to be unsatisfactory, or other problems arise, the District reserves the right to withdraw the award to the successful Vendor. The District shall reserve the right to return equipment that does not meet the purchase agreement or is unsatisfactory at the cost to the Vendor within thirty (30) days of delivery. SCHEDULE OF EVENTS The following schedule lists meeting and deadlines related to the 2016 District-Wide Phone System. Deadline dates are as indicated unless otherwise changed by the Technology Director. If the Technology Director finds it necessary to change any of the dates or activities listed in this calendar, then an amendment will be issued to Prospective Vendors. Event Target Completion Date 1. Formal Issuance of RFP February 26 th, Last day for submitting inquiries about RFP by March 4 th, delivery to Prospective Vendors of answers and amendment(s) to the RFP March 11 th, Mandatory Walk-through/Meeting with Technology Department March 14 th 18 th, 2016 (One meeting, all vendors present) 5. Proposals due from Prospective Vendors March 25 th, Selection and announcement of Solution and Vendor April School Board Meeting (mid-april) 7. Execution of Agreement and estimated start date June 1 st, 2016 CRITERIA FOR AWARD OF PROPOSAL The criteria for award of this proposal will be based on a complete analysis of each proposer s response. Specifically, each proposal will be judged on its overall ability to meet the requirements as outlined in this RFP. Further, the proposer s proven ability to service a request of this size and proven references of a similar company or department will also be part of the evaluation process. And finally, the overall price performance will be evaluated. The District reserves the right to accept a part or parts of a proposal unless otherwise restricted in the proposal. During the evaluation process, the school District has the right to request additional information and presentations for clarification in order to understand the Vendor s approach to the scope of work. Any changes to a submitted proposal made before executing the contract will become part of the final Vendor contract. Important Note: The District formed a Phone System Committee comprised of the Superintendent, the Technology Director, members of the Technology Department, Principals, and Secretaries. The Committee met with 4 vendors for demonstration purposes only and saw Avaya, ShoreTel, Toshiba, and Vertical. Upon review, the Committee gave preference to Toshiba. This will also be a factor when reviewing the Phone System proposals.

4 PROJECT SCOPE AND REQUIREMENTS System must be an open standards-based solution, with the following attributes: o A single managed infrastructure o Seamlessly integrates all components o Must enable IP and SIP telephone calls and features to be passed across an IP network and be able to support PRI, POTS, and SIP Trunks o Centralized and easy administration o The ability to import and export users and/or user data o Non-Windows OS Server preferred o Non-Proprietary Hardware preferred Provide a system with paging capabilities to phones with grouping and all zones Must be able to integrate into current paging systems; provide a system and any interface pieces that will work with each building s intercom system/classroom intercoms/speakers with paging capabilities with grouping and all zones o In the proposal, explain what the system will be able to do with each building s current, particular intercom system (I.E. paging all intercoms at once, paging zones, paging each classroom). o In the proposal, if a building s intercom system will NOT work with the proposed phone system, then provide what equipment/items are required for each building (I.E. intercom system upgrade). Important Note: The District has determined at Central Elementary may be such building. Optional; the District will either purchase the equipment/items or may opt to leave as is. Must be able to integrate with current speaker setup at the Bus Garage Provide least cost routing setup Voice messaging (300 voice mail boxes) Enhanced 911 Services Support 911 Notification (When 911 is dialed, several users/devices are also notified. When 911 is dialed, other users/devices can listen to the call in progress.) Support 8 Fax Machines o efax. Optional; the District is interested in efax, but may opt to leave as is, using POTS for fax machines. Conferencing Alternate Routing Automated Attendant Transfer options (another phone/voic ) Call Forwarding Call Groups Call Queuing Intercom Calling Hot Desking (for traveling users/extensions) Phone Following to Mobile ability Mobile app/client for ios and Android devices o The ability to Record on demand o The ability to call 911

5 o The ability to customize buttons within the app/client o The ability to change voice messaging settings o Optional; include pricing for how much per user and how much for 16 users. If different mobile app/client options, include pricing for each. Computer Client Attendant Software for at least 50 users o The ability to Record on demand o The ability to see all user statuses within the software (I.E. do not disturb) o The ability to take notes from within the software related to a call o The ability to filter call logs easily o The ability to export call logs easily o The ability to customize buttons within the software o The ability to add buttons or tabs within the software that link to websites and/or files o The ability to drag and drop call transfers o The ability to make calls from within Gmail or a website/web browser by clicking on a phone number listed o Include optional pricing for how much per user after 50 as well o Include optional pricing for how much per user if less than 50 as well Instant Messaging capability via Mobile app/client and/or Computer Client Attendant Software Message Waiting Indication (on phone) Voic to integration (Google integration) Music on Hold Power Failure Transfer Phone System Failure Solution (redundancy) Call Accounting Reporting Record on demand Schedules (to allow phones to accept or not accept calls at certain times) Ability for user to easily change own phone button programming Softphone capability Chrome OS or Chromebook softphone or client Bell System Solution for High School and Middle School that will work with intercom system and/or phone system at each campus (with ability for Building Principals/Administration to make their own changes to the bell schedules). Optional; the District will either purchase or may opt out. Installation and configuration of all phones and equipment (turn-key) 242 Total Phones (243 with Optional Cordless) o (192) Classroom/Small Office Phone Full Duplex Audio Controls (Mute, Speakerphone, Volume) Conferencing capabilities Built-in Ethernet switch port (1 gig.) Display for caller ID and date and time

6 Feature keys for Intercom, Transfer, Voic , Directory, Conference and, Hold o (50) Administration Office Phone Multiple Line appearances Full Duplex Audio Controls (Mute, Speakerphone, Volume) Conferencing capabilities Built-in Ethernet switch port (1 gig.) Display for caller ID and date and time Feature keys for Intercom, Transfer, Voic , Directory, Conference, Options, and Hold o (1) Cordless Desk Phone Full Duplex Audio Controls (Mute, Speakerphone, Volume) Conferencing capabilities Built-in Ethernet switch port Feature keys for Intercom, Transfer, Voic , Directory, Conference, Options, and Hold Optional; the District will either purchase or may opt out. o 60 phones at High School, 57 phones at Middle School, 55 phones at West Elementary School, 60 phones at Central Elementary, 10 phones at Administration Building and Bus Garage, 1 Cordless at Bus Garage Licenses o Fully licensed for all phones with voic and the ability to purchase additional licensing at a later date if necessary o Fully licensed IP Phone system and all required features Services o An installation plan is required. The installation plan must be detailed and correspond with a detailed timeline. o Installation of cabling and switches and other required equipment will be the responsibility of the District and shall not be included in the bid. o Technical training, end user training, training materials, and instruction/reference manuals are required. A training plan should be submitted for proofing and approval and dates can be agreed upon at acceptance of bid. o Access to online training videos. Optional. o Phone System Administration training/certification provided to 1-2 District Technology Department staff members. Optional. Warranty and Support o Minimum 3 year service warranty for solution included with pricing for annual continued support o Phones should be new with minimum 1 year manufacturer s warranty with options of an extended warranty

7 Additional Requirements o All costs to Central R-III School District associated with the RFP must be included in the bid. Must include any necessary third-party hardware or software required for the solution and all requirements to work. o Pricing for purchasing additional equipment listed in the requirements that will be above the quantity listed o Include 5 year cost of ownership o Include all hardware/software End of Life (EOF) policy o Include at least 3 references in the proposal that will prove the ability of service