Bid Deadline: Wednesday, November 9 th 2016, 10:00 a.m. Bid Opening: Wednesday, November 9 th 2016, 10:30 a.m.

Transcription

1 STARKVILLE OKTIBBEHA CONSOLIDATED SCHOOL DISTRICT REQUEST FOR SEALED BID Host VoIP 2016 Starkville Oktibbeha Consolidated School District Technology Department 401 Greensboro Street Starkville, MS Bid Deadline: Wednesday, November 9 th 2016, 10:00 a.m. Bid Opening: Wednesday, November 9 th 2016, 10:30 a.m. NO BID ACCEPTED AFTER 10:00 AM 1

2 Hosted VoIP RFP Throughout this document, the word District refers to Starkville Oktibbeha Consolidated School District. Subject RFP for a 3 and 5-year contract, the District desires implement hosted VoIP services. The District wishes to evaluate various time frame options considering that a longer contract may prove beneficial to the District. Purpose Proposals are being sought by the District for the purpose of securing the most cost efficient Hosted Internet Protocol Telephony (VoIP) service. Background Our District s students, teachers, staff and administrators are using more and more resources that require more of the technology department s time. The District has limited resources to manage and maintain a on the premise phone system. The District is need of a solution which would be feature rich, scalable and reliable without the costly investment of purchasing a phone system and the added IT staff needed to manage the system. As technology continues to change at a rapid pace, the District needs a hosted voice solution which provides monthly services for managed hosted VoIP. The purpose of this RFP is to explore the various VoIP options. General Requirements For VoIP services the District must be able to keep their current phone numbers. The contract should include a buyout option at the end with the District keeping the equipment. The contract should also contain at least two 3 year extensions that can be executed at the sole discretion of the District. The VoIP service should have no maintenance fees. This RFP package consists of the following sections General Conditions Detailed Specifications District Responsibilities The Vendor's responsibilities 2

3 Proposal Forms Send sealed proposals (two copies) and supporting documentation to: Dr. Lewis Holloway Hosted VoIP Quote 401 Greensboro Street Starkville, MS Do Not Fax Proposals. Proposals will be received by the District at the address shown above until 10:00 am on 11/09/2016. It must be mailed to the address above in time for delivery before the closing date or hand delivered. Schedule of Events: Release of RFP to vendors 10/17/2016 Mandatory Site Visit 10/27/2016 or 10/31/2016 Deadline for Submission of Proposals 11/09/ :00 am Opening of proposals 11/09/ :30 am Inquiries All correspondence and inquiries regarding this RFP must be done via and If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call David Hill or Kelly Smith at and confirm that the message was received. All questions and responses will be post to the SOCSD website under Quick Links > VoIP 2016 Bids. Basis of Award 1. Must be approved by the Starkville Oktibbeha Consolidated School District School Board. 2. Must include three references 3. Helpdesk and Network Management System. (24x7x365) 4. Location of NOC 5. Technicians must be able to be on site within 4 hours of report of disruption of service. 6. Length of time bidder has been providing Hosted VoIP services (minimum 5 years preferred) 7. Lowest and/or best bid with price being the primary factor 8. Vendor s disaster recovery plan 3

4 General Conditions The following are the General Conditions for the work to be performed as outlined in the Detailed Specifications. Scope of Work The district is seeking a single vendor to provide all products and services requested. We expect a complete turnkey solution and expect the awarded vendor to perform all duties for a fully functional system that is approved. This RFP is for the procurement of telephone service for the District. In the case of leased equipment such as routers, contractual terms of the lease must be provided with The Service Provider s Bid. This RFP is for phone service that provides the most up to date VoIP features and functionality as a hosted service with maintenance and service remaining with the service provider. Each existing telephone will be replaced with a NEW VoIP telephone. No refurbished or used equipment will be excepted. This bid should include cabling each VoIP telephone location with Category 6 cables. It should include in-to-in ports, patch panels and switching devices needed for a functioning VoIP system. The district is seeking three classes of phones for Teachers, Administrative, and Principals. These phones should be Polycom VVX300 or ShoreTel IP420 or equivalent for Teachers. Polycom VVX410 or ShoreTel IP480g or equivalent for Administrative. And Polycom VVX600 or ShoreTel IP485g or equivalent for Principals. The bid should have flexibility to add or decrease the quantity with a per unit cost if the District deems it necessary to increase or decrease it s needs. The district seeks cost analysis of paying for the equipment cost up front plus the annual service cost as well has having them bundled together (if your company is able to provide the service(s)). Proposal Submittal In order to be eligible for submission of a quote, the Service Provider must attend the site visit. Any submissions submitted by a company that has not completed the site visit will be returned unopened. Two copies of the proposal and two copies of the other required documentation must be sent in a sealed envelope clearly marked with the words Hosted VoIP All proposals will be opened at time and date, at The District Central Office 401 Greensboro Street, Starkville Mississippi. Due to the nature and diversity of the proposals, a significant amount of time may be required to determine which proposal provides the best option for The District. The evaluation process will not be complete until The District has determined the best proposal based on all factors. 4

5 The Service Provider s Qualifications Vendor must provide a Mississippi Contractors License. Preference will be given to those who are on the Mississippi Public Service Commission s list of Telecommunications carriers. To reduce the chance of third parties in the support process, preference will be given to those who will be using their own PSTN Gateway for this proposal. It is preferred that the Service Provider has been in business for at least 5 years. A legible copy of incorporation papers must be attached and noted. Service Providers must give examples of experience with installation of similar projects for at least three such installations. Governing Law All RFPs and related documents submitted to The District by the Service Provider are governed under the laws of the State of Mississippi. Comprehensive List of References All references should include: a contact person, dates of work, mailing address and telephone numbers. References must include three (3) or more references of installations of similar complexity, preferably in Mississippi. The District reserves the right to: 1. Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting proposals, and to disqualify any such Service Provider it deems unqualified to provide the services requested. 2. Reject any and all proposals if deemed necessary. 3. Accept any alternative proposal believed to be in the best interest of the District. 4. Waive any formality in the quote submission. 5. Cancel any awarded bid if the service proves unsatisfactory. Terms of Payment The start of services for this project may begin after the SOCSD School Board approves this bid. For the duration of the contract, payments will be made on the first Friday after the first meeting of The District Board of Trustees after the submission of invoices from the Service Provider. 5

6 Vendor Requirements The vendor must meet or exceed all minimum qualification requirements. All submitted quotes must provide at a minimum, all requested information in this quote document. Any portion not included will be cause for elimination from the quote process. Each response will be reviewed to determine if it is complete prior to actual evaluation. The information should be organized as indicated in the quote requirements. Any portions of the submitted quote, which are to be treated by the District as proprietary and confidential information, must be clearly marked as such. The District reserves the right to eliminate from further consideration any response, which is deemed to be substantially or materially unresponsive to the request for information, contained in this section. Vendors must include a reference for a project of equal size and scope that has been completed within the past three (3) years and it must include the following: Job Location Contact name and telephone number Date of contract Project Description Equipment/Service Installed Training The vendor will be required to perform on site training for System Administrators and End users for ALL products purchased. The exact format and amount of training will be determined site by site. 6

7 Detailed Specifications The specifications provided in this section are intended to convey the characteristics the District desires for Hosted VoIP phone service. Hosted VoIP Service will use the current District phone numbers. The District wishes to retain the current phone numbers at all locations. Hosted VoIP Service will provide four-digit dialing between rooms and facilities; Call Forwarding, both inside and outside of the system; Call Routing System; Call Transfer and Redial; Caller ID, both the caller and receiver, provided the receiver has this feature enabled on their phone. Hosted VoIP Service will provide Enhanced 911 (E 911), Hosted VoIP Service will provide Centralized Voice Mail Solution that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system, as well as, Voice Mail that is accessible from inside and outside of the District. Hosted VoIP Service will provide analog ports for fax, alarm (security and fire), postage machine and auto attendant systems. Hosted VoIP Service will include in-state/out-of-state long distance service. Cost for this service must be included in the quote. Hosted VoIP Service will provide Centralized Call Detail Reporting (CDR) system to report calls being made and where the call originated. Handsets must be SIP compliant. VoIP gateway service. PSTN (public switched telephone network) interfaces; The PSTN interface offers a link from the IP infrastructure to the public switched telephone network to provide both connectivity to the analog phone network. Respondents should possess and use their extensive knowledge and experience within the communications industry to recommend a creative solution that will meet or exceed the School District s requirements. Preference will be given to the vendor that provides a comprehensive, cost-effective solution for current specifications, future School District requirements, and ongoing service and support. Handset Specifications Phone count by School Principals Offices Classrooms Total Fax Line Sudduth* Henderson-Ward-Stewart* East* West* Armstrong* SHS* Millsaps* Greensboro* Overstreet* Emerson* Larry Box Center* Transportation County Building* Total

8 QUOTE SUBMISSION FORM Company Name of Service Provider Corporate Headquarters Address _ City State Zip Service Provider Contact Name Service Provider Contact Phone Number Service Provider Contact Address Address of Mississippi Office City State Zip 24 Hour Toll Free Help Desk Phone Number 8

9 3 Year Contract (Worksheet) Hosted VoIP service for 673 Phones and 23 Fax Lines PAYING EQUIPMENT COST UP FRONT PLUS SERVICE(S) One Time Cost Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT BUNDLED EQUIPMENT AND SERVICE One Time Cost Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT Questions Does this proposal include the use of a PSTN gateway owned by your company? How long has your company been in business 9

10 5 Year Contract (Worksheet) Hosted VoIP service for 673 Phones and 23 Fax Lines PAYING EQUIPMENT COST UP FRONT PLUS SERVICE(S) One Time Cost Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT BUNDLED EQUIPMENT AND SERVICE One Time Cost Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT Questions Does this proposal include the use of a PSTN gateway owned by your company? How long has your company been in business 10

11 To be submitted with the worksheets above: Copy of Mississippi Contractors License Description of Help Desk Procedures Description of Service Response Procedures Description or list of service locations that will provide service and support for the District installation and the number of technicians available for that support. Description and number of each of the various handsets being proposed. 3 References for similar installations as described in the specifications. 11