The NNPS Proposal - Issue Solved

Transcription

1 PURCHASING DEPARTMENT Newport News Public Schools / FAX WARWICK BOULEVARD NEWPORT NEWS, VIRGINIA February 12, 2014 NOTICE OF INTENT TO AWARD RFP /PM PRI, DDS, VoIP and POTS Services To All Offerors: Please be advised that NNPS has completed the evaluation of proposals for PRI, DDS, VoIP and POTS Services under Request for Proposal (RFP) # /PM. Based on the evaluation factors in the RFP and the needs of the school division, the proposal from Cox Virginia Telcom, LLC has been determined to be the best proposal for NNPS and its students. It is the intention of NNPS to award the contract, effective February 24, On behalf of Newport News Public Schools (NNPS), I would like to thank you for your interest in providing PRI, DDS, VoIP and POTS Services to NNPS and your participation in the RFP process. Should you have any questions, please feel free to contact me at (757) or patricia.martin@nn.k12.va.us. Sincerely, Patricia Martin, CPPB Buyer Newport News Public Schools

2 PURCHASING DEPARTMENT Newport News Public Schools / FAX WARWICK BOULEVARD NEWPORT NEWS, VIRGINIA December 9, 2013 Addendum #1 TO: RE: ALL POTENTIAL OFFERORS RFP # /PM PRI, DDS, VoIP and POTS Service 1. The above referenced RFP is hereby amended and clarified as follows: a. Question: Any reason why the district wouldn t consider earlier replacement of the legacy PBX? Response: Projected funding needed for the upgrade to MS Lync needs to be spread over a few years. Also, current MS Servers need upgrading to support MS Lync. b. Question: What is the legacy PBX to see if we can offer SIP trunking vs. PRI lines? Response: Hybrid 3Com/HP VCX system. Data speed requirements at each site is T1 only. c. Question: How many digital data circuits (DS Mbps through DS3 45 Mbps) are in use today? Where are the circuits and at what speed? Response: NNPS does not have any digital data circuits. We are seeking a price if needed for future use. d. Question: Please clarify the number of T-1 lines needed. Response: Currently NNPS does not have any T-1 lines. We are looking to have a price if needed for future use. e. Question: Please clarify Data services pricing page 22: the estimated quantity states 300 lines. Is the pricing requested for a DS1 Circuit to each school with single aggregated circuit at the data center location (100 MG)? Response: Currently NNPS does not have any DS1 lines. We are looking to have a price if needed for future use. f. Question: Can you provide the approximate number of POTS lines at each location? Page 21 indicates 400. Response: NNPS has an average for 4 per Elementary School, 6 (six) per Middle School, 8 (eight) at High Schools and the other administration sites encompass the rest. g. Question: Please clarify under Scope of Work: there isn t a Section B, only an A and C. Response: That is correct. There will not be a B in Section III, SCOPE OF WORK in RFP # /PM.

3 RFP # /PM h. Question: Please clarify PRI installation site. Is NNPS requesting (3) PRIs installed at Warrick and (3) PRI at Washing Ave? Response: All six are currently located at Warwick Blvd, on a redundant fiber ring. In the future we will be looking to split these connections, three at each site. i. Question: Does NNPS use validated or non-validated codes? Response: Please attend the proposal conference on December 11, 2013 so we can clarify your question. j. Question: Are billing account codes required? Response: Please attend the proposal conference on December 11, 2013 so we can clarify your question. k. Question: On page 7, section 3b, can you elaborate or clarify the sentence? Is there equipment at the far(z) end? Response: Please attend the proposal conference on December 11, 2013 so we can clarify your question. l. Question: Is the response due date firm? Response: Yes, the date is firm; January 6, 2014 m. Question: The contact start date request is Is this firm? NNPS requested an installation of service date. Will this be from 9-14 as the start date, or could we install earlier per an earlier executed contract? Is there an early termination clause that is driving that date? Response: NNPS s current contract ends Our plan is to proceed early however we won t know until after the award of RFP# /PM. n. Question: Is there any additional information you could disclose about the VoIP system or design for our engineering lead to review with SIP services in the future? Response: The future VoIP system will be Microsoft Lync. o. Question: Could you elaborate on Page 9, section I, Evaluations of Proposals; 2b: Capability, skills and services? Response: Please see Section III, SCOPE OF WORK p. Question: Cox wants to run an internal audit of the sites for the bid for the Voice Service. Can we use Robert Thomas as our POC if we need to access physical sites during the next week capturing this data? They will coordinate with him if this is even necessary. Response: Please attend the proposal conference on December 11, 2013 so we can clarify your question. All information gathered during the audit must be published. q. Question: Will NNPS consider MPLS service as an alternative to point to point circuits? Response: Not at this time.

4 RFP # /PM 2. All other provisions of the RFP shall remain unchanged. This provision shall become part of the RFP package, and Offeror shall acknowledge receipt of the Addendum by signing in the space provided below and returning it with the Proposal. Signature: (Offeror) Sincerely, Patricia Martin, VPPB Buyer

5 PURCHASING DEPARTMENT Newport News Public Schools / FAX WARWICK BOULEVARD NEWPORT NEWS, VIRGINIA December 11, 2013 Addendum #2 TO: RE: ALL POTENTIAL OFFERORS RFP # /PM PRI, DDS, VoIP and POTS Service Questions from PREPROPOSAL CONFERENCE 1. The above referenced RFP is hereby amended and clarified as follows: a. Question: from Addendum #1, item c: 1) Where are the DSI circuits? n/a 2) Do you have a quantity of circuits? NNPS does not need service at this time. We are looking at standard pricing. 3) Scope of where they may be? Looking for standard rate for 1.5 to 45 MB tier pricing. 4) Could we price be listed by various speeds? Yes, please provide tiered pricing. b. Question: from Addendum #1, item d: 1) Do you have a quantity of T1 /D1 lines needed? NNPS does not need service at this time. We are looking at standard pricing. 2) Scope of where they may be? Looking for standard rate for 1.5 speed pricing. c. Question: from Addendum #1, item e: Please clarify Data services pricing page 22: the estimated quantity states 300 lines. Is the pricing requested for a DS1 Circuit to each school with single aggregated circuit at the data center location (100 MG)? 1) Response: Currently NNPS does not have any DS1 lines. NNPS does not need service at this time. We are looking at standard pricing. d. Question: Please clarify the address on Addendum #1, item h: Response: City Hall 2400 Washington Ave. 5 th Floor, Newport News, VA NNPS, Staff Support Center, Warwick Blvd, Suite A, Newport News, VA Pricing for both sites is needed. e. Question: from Addendum #1, item i: Does NNPS use validation codes? Response: NNPS does not use validation codes. f. Question: from Addendum #1, item k: Is there equipment at the far(z)end? Response: NNPS is seeking point to point connectivity with no location in between our sites. Point to point connectivity that NNPS would like if from your facility to our sites.

6 RFP # /PM g. Question: Please clarify pricing on page 22 for DS1: Response: Please see revised ATTACHMENT A h. Question: Please clarify if the DS1 line would be used for voice or data? Response: The DS1 line would be used for Data. i. Question: Does NNPS have VCX or use any four (4) or five (5) digit dialing? Response: Yes, NNPS has five (5) digit extensions that we redirect to extensions. The carrier doesn t see those calls. j. Question: Please clarify the POTS lines; does NNPS want to strip the nine (9) digit lines? Response: NNPS does use the leading 9 for outbound calling within the current setup, so the leading 9 will need to be stripped. k. Question: Please clarify your 911 expectation: Response: NNPS would like enhanced 911 delivery with DID and not the trunk based set up. l. Question: If we are able to provide SIP trunking compatible on your current system, would you like to know? Response: Yes, please provide that pricing if SIP trunking is possible. m. Question: Please clarify your 911 set up using page of RFP # /PM. Do you have 700 DID lines? Response: 300 is a better estimate. Please see revised ATTACHMENT A. n. Question: Please clarify the estimated time line NNPS needs to set up service in order to complete services for E-Rate. Response: NNPS currently has 25 fax lines that will need to be ported from the PRI circuit to POTS. Additionally, there are approximately 50 fax POTs lines that will need to be ported if the current vendor changes. All other POTS lines can have new DID numbers if the current carrier changes. o. Question: Do you have any objection to any vendor for 911? Response: No, NNPS does not have any objection. p. Question: Please clarify your preference when updating the phone numbers/addresses for 911? Response: NNPS would prefer to have web access to change numbers/addresses. We would rather not have to go through level one customer support. NNPS may have to look at multiple lines when we move to Lync because we won t be grandfathered in and need to have additional DIDs per site to designate portions of a facility. q. Question: Please clarify how NNPS is invoiced, do you receive one invoice? Response: NNPS receives one invoice. r. Question: Please clarify how your PRI lines are set up? Response: The current carrier has a fiber ring with that feeds into two (2) corners of the Wellesley location.

7 RFP # /PM s. Question: We have a question about an audit? We would like prevent visiting the sites. Could you clarify how you would like the POTS lines terminated/ or point of access line? Response: NNPS will require the D-mark to be located at the Main Distribution Frame of the building. The location could be changed to an Intermediate distribution frame when is better suited for our ease of connectivity. t. Question: Please clarify how much D-mark extending will be needed? We may be installing additional lines. Response: NNPS would like to see the additional cost for this service. Please provide pricing based on cost of POTs line porting (i.e. 4-port, 8-port, 24-port breakout equipment) Additionally, the maximum length of initial install from building edge to distribution frame and the price schedule for additional length, if there will be a charge. u. Question: Please clarify the POTS lines on page 7, item 18 of RFP # /PM. Response: NNPS does use the leading 9 for outbound calling within the current setup, so the leading 9 will need to be stripped. v. Question: Please clarify how the PRI are terminated? Response: NNPS has two (2) routers that we manage. w. Question: Please clarify the targeted award time for RFP # /PM? Response: NNPS would like to award by the end of February. NNPS has updated the evaluation structure on page 9, Section I from RFP # /PM to the following: o Capabilities and skills (maximum of 25 points) o Services to be provided (maximum of 26 points) o Cost (maximum of 40 points) o Experience (maximum of 9 points) 2. All other provisions of the RFP shall remain unchanged. This provision shall become part of the RFP package, and Offeror shall acknowledge receipt of the Addendum by signing in the space provided below and returning it with the Proposal. Signature: (Offeror) Sincerely, Patricia Martin, VPPB Buyer

8 Revised Pricing Schedule: RFP # /PM RFP RESPONSE FOR INSTALLATION OF SIX (6) PRI CIRCUITS Installation of six (6) PRI lines. Includes all equipment and labor for the installation, 6 lines testing, delivery and configuration. EACH Porting of numbers 300 EACH Direct in dial (DID) 300 EACH Maintenance of equipment/system costs 1 hour HOUR Tariffs, taxes, charges and fees for PRI lines Flat rate of maintenance of equipment/system costs once equipment is installed 6 PRI lines RFP RESPONSE FOR LONG DISTANT SERVICES Per minute call rate with increment billing rate and no minimum monthly usage charge Flat Rate Cost as part of the PRI, DS1 and POTS services Flat Rate cost as part of the PRI, POTS, and SIP Tuck line charge 6 PRI lines and 500 POTS lines 6 PRI lines and 500 POTS lines 7 PRI lines, 500 POTS lines and SIP line MINUTE RFP RESPOSE FOR INSTALLATION OF POTS LINES Installation of POTS lines. 400 EACH Porting of numbers 500 DID Direct in dial (DID) 400 EACH Maintenance of equipment/system costs 1 hour HOUR Tariffs, taxes, charges and fees Termination Points for the POTS lines are listed in ATTACHMENT B 60 EACH RFP RESPONSE FOR INSTALLATION OF DS1 CIRCUITS If required; Installation of various network speeds offer by the contractor for point to point DS1 circuits. Includes all equipment and labor for the installation, testing, delivery and configuration. (specify speed if more than one line- break out by speed and cost) 300 lines LINE Maintenance of equipment/system costs 1 hour HOUR

9 Tariffs, taxes, charges and fees Flat Rate DS service 300 lines RFP RESPONSE FOR INSTALLATION OF 911 DATABASE SERVICES 911 Database Cost per Line 300 DID RFP RESPONSE FOR INSTALLATION OF SIP SERVICES SIP trunking Equivalent 6 PRI SIP Trunking burst cost SCHEDULE Maintenance of equipment/system costs 1 hour HOUR Tariffs, taxes, charges and fees