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1 Charleston County School District Request for Proposals Information Technology 4 Solicitation Number: P1410 Description: VoIP Telephone System Date: February 13, 2014 SUBMIT OFFER BY: FEBRUARY 19, 2014 BY 2:00 PM QUESTIONS MUST BE RECEIVED BY: January 30, 2014 by 5:00 PM NUMBER OF COPIES TO BE SUBMITTED: ONE ORIGINAL, FIVE HARD COPIES AND ONE CD ELECTRONIC COPY (Total of 6 hard copies and 1 CD) (See page 2) PROCUREMENT OFFICIAL CONTACT: Procurement Services Attention: Robin McNeal, CPPO, CPPB 3999 Bridge View Drive North Charleston, SC Phone: The term Offer means your Bid or Proposal. Offers must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. You must submit a signed copy of this form with your offer. By submitting a bid or proposal, You agree to be bound by the terms of the Solicitation. You agree to hold your offer open for a minimum of ninety (90) calendar days after the Opening date. Print Name of Offeror (Full legal name of business submitting the offer) Date Signed Authorized Signature (Person signing must be authorized to submit binding offer to enter contract on behalf of Offeror named above.) Taxpayer Identification Title (Business title of person signing above) Telephone Number Printed Name (of person signing above) Facsimile Number Company Address (Street, City, State & Zip Code) Contact Person(if different than authorized signature) Address Telephone Number Facsimile Number Cover Page P1410 VoIP Telephone System Page 1

2 AWARDS & AMENDMENTS: Awards will be posted at the Physical Address stated above. The award will be posted by 3/30/2014. The award, this solicitation, and any amendments will be posted at the following website URL: ACKNOWLEDGEMENT OF AMENDMENTS:Offerors: Acknowledges receipt of amendments by indicating amendment number and its date of issue. See s to Solicitation in Section II Instructions to Offerors Initial Initial Initial Initial Initial Initial Initial OFFEROR S TYPE OF ENTITY: See Section VII Signing Your Offer & SWMBE Participation. Small Women Minority Business Enterprise (Please Check appropriate boxes) MBE Native American Owned MBE African American Owned MBE Asian American Owned MBE Hispanic Owned Women Owned Small Business Certified Women Owned Small Business Non-Certified Minority Owned Small Business Certified Minority Owned Small Business Non-Certified Minority Owned Small Business Certified Minority Owned Small Business Non-Certified HUB Zone Small Business Small Business Certified Small Business Non-Certified Corporation Partnership Sole Proprietor Other The District shall receive all bids by no later than 2:00 P.M. on the date shown on the Cover Page. Important: Clearly mark the outside of the envelope, box, or package with the following information. Request for Proposal #P1410 VoIP TELEPHONE SYTEM Proposals should be sent via United States Postal Service/hand delivered or courier service to: Procurement Services Attn: Robin McNeal 3999 Bridge View Drive North Charleston, SC NUMBER OF COPIES TO BE SUBMITTED: When submitting your proposal provide, 1 Original hard copy, 5 hard copies of original, 1 compact disc (CD) electronic copy with original and redacted document. The redacted document will be used for FOIA purposes. The redacted document should not disclosure any confidential or company trade secrets & etc. P1410 VoIP Telephone System Page 2

3 4 AMENDMENTS TO SOLICITATION (a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of s: (b) Bidders shall acknowledge receipt of any to this solicitation (1) by signing and returning the, (2) by letter, or (3) by submitting a bid that indicates in some way that the bidder received the. DUE TO THE INCREMENT WEATHER AND MANY REQUESTS TO EXTENDED THE DUE DATE, THE SUBMIT BY DATE HAS CHANGED TO FEBRUARY 19, RESPONSE TO QUESTIONS Question 1 3, question 25 states voice mail is N/A beyond scope of proposal - Should we include voice mail as requested in model in sect 9? Question 25: In reference to the pricing model all users will need voice mail Question 2 3, question 36 states phones at this site. Should we use the 409 total users from sect 9 model, or the : 410 total sets for the example site Question 3 How many sites are included on this solution? : See Mac Source answer. See 2 Question 15 and Question 18 Question 3 How many phones are required per site? : See Mac Source answer. Estimate for the sites contained in the RFP but use the pricing model for the example shown Question 4 Will the District consider a centralized Auto Attendant and Voice Mail at the District level or will each school be required to provide for this capability on a per site bases? : This solution may be submitted by the vendor for consideration Question 5 Can you define the number of B channels required for the PRI facility or can you provide any volume trunk reports for the High School detailed in section 9: Bidding schedule? : This information is not available Question 6 If a Server is requite to support an IP-PBX solution: (2 part question) 6.1) Will the District consider providing this component in either a premised based Server solution or in the Districts Virtual Server environment to help reduce cost to the district? : The response should include the costs of all components required to provide an operational system. 6.2) Will the district consider utilization of existing IP-PBX telephony servers already in use at other locations to provide for support of the High School as detailed in Section 9: Bidding Schedule to help reduce cost to the district? The response should include the costs of all components required to provide an operational system. P1410 VoIP Telephone System Page 3

4 Question 7 Section questions: Is Web Based, Instructor lead training acceptable? : On site training is required Question 8 Section 9: Bidding Schedule questions Is it the Intent of the RFP to provide for the utilization 291 Analog Handsets (Primarily for classroom) and if so, will these end point analog devices be reused or provided by the District? : This project should include the installation of 291 telephone sets to be used in the classroom. The type and style can be recommended by the bidder. Question 9 Is it the preference of the District for Analog fixed base type Wireless Handsets or is this aspect intended to be an integrate to the existing Wireless LAN based architecture? : The bidder is to make recommendation for the wireless components to be used. It should integrate with the district s wireless network. Question 10 If Integrated Wireless LAN based: -Please specify the details of the Wireless LAN the application would integrate with -Please specify the availability of Wireless QOS and Wireless Roaming : Cisco Wireless infrastructure with QOS Question 11 Would the District consider a Mobility solution to integrate existing Cell Phones into the design as opposed to Analog or IP-WLAN based solutions? : This solution is for a premise based telephone system or a hosted solution. Solution must provide all of the traditional features of a standard premise based telephone system. Question 12 Please define the intent of System Multiple Vectors : The system must all for multiple call vectors. Question 13 Please define what line item in section 9: Bidding schedule to place common control H/W and S/W for a premised based IP-PBX design. : see pricing proposal P1410 VoIP Telephone System Page 4

5 Revised Bid Schedule. DESCRIPTION QTY UOM UNIT PRICE EXTENDED PRICE SYSTEM EQUIPMENT 1 Each CLASSROOM PHONES PRIMARILY FOR CLASSROOM USE 291 Each DISPLAY SETS 61 Each WIRELESS SETS 57 Each CONSOLE UNIT 1 Each COMPLETE VOICE MAIL SYSTEM 1 Each INITIAL TRAINING 1 Each INSTALLATION 1 Each SUPPORT FOR YEAR 1 1 Each SUPPORT FOR YEAR 2 1 Each SUPPORT FOR YEAR 3 1 Each SUPPORT FOR YEAR 4 1 Each SUPPORT FOR YEAR 5 1 Each GRAND TOTAL FOR SYSTEM $ ALL OTHER SPECIFICATIONS REMAIN UNCHANGED P1410 VoIP Telephone System Page 5

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