Request for Bid Muscatine Community School District Jefferson VOIP Phone System

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1 Request for Bid Muscatine Community School District Jefferson VOIP Phone System February 27, 2015 To whom it may concern, The Muscatine Community School District is seeking bids to install one (1) new Avaya VOIP phone system for the new Jefferson Elementary. The Avaya VOIP system will be installed at 1000 Mulberry Ave, Muscatine, IA All vendors must be bonded and have qualified service technicians within 60 miles of Muscatine, Iowa. Any vendors who wish to walk through the building may do so at 10 AM until 12 PM on March 5, Please call Randy Gerdts at Please submit sealed bids to the District by 10:00 AM on Friday, March 13, Address your bid to Randy Gerdts Muscatine Community School District, VOIP Phone System, 2900 Mulberry Ave, Muscatine, Iowa The outside of your sealed envelope must be marked VOIP Phone system. Faxes and s will not be accepted. All work must be done and operational by August 1, 2015, at the latest. The selected vendor will be notified within 10 business days. The Muscatine Community School District reserves the right to reject or accept any and all bids and to waive any informality or irregularity in the bidding. If you have any questions about the bid procedures, please contact Jeff Miller at or If you have any questions regarding the bid specifications, contact Randy Gerdts at or Sincerely, Jeff Miller Facilities and Maintenance Supervisor Cell of 6

2 Current System Jefferson Elementary is a new construction. There is no current phone system in place. However, as a district we currently have an Avaya IP Office IP500v2 at Franklin Elementary and our goal is to standardize on an Avaya VOIP phone system district wide eventually. Local phone service is provided by Centurylink. Long distance is currently with Verizon Business. Below is our existing phone services at the current Jefferson building. Billing Telephone Number and Service Name/Address Service Business Line Mulberry Ave Business Line Muscatine, Iowa Business Line Business Line Business Line Business Line OPX from Central Middle School Intercom Shared lines for Fax, Permar, 2 Fire Panel lines and Trane 2 of 6

3 Requirements The proposed solution should fully address the needs and requirements outlined in this request for quotes and integrate well with the existing Avaya ip office 500v2 voip system (with 48 extensions and 8 trunks) located at Franklin Elementary. System administration should be simplified with the expectation that non technical personnel can perform daily operations. Ongoing License requirements and software updates must be minimal to nonexistent All equipment is to be new with original factory warranty. Reporting and statistical call analysis, Automatic Call Distribution (ACD), Voice Mail and integration, web interface and other associated applications should be included, and the daily use of which should be intuitive to non telecommunications oriented personnel. Must work with Centurylink and Muscatine Community School District For the cutover to the new Jefferson school. Which will be after 4:30 pm or on a weekend. Vendor is responsible for installing the VOIP system in the space provided by the owner and will work with the owner to integrate it with the existing network. Testing of system must be done after 4:30 pm. If testing is to be done on a school day. Indicate any cost for service of the system for the first year and any ongoing service costs. Provide three references for projects of a similar scope. Provide information about the company s experience and ability to perform the service. Owner will provide network infrastructure including PoE switches. Patch cables from phone to wall port must be provided by vendor as part of bid. Scope Muscatine Community School District seeks hardware, software, installation, new line termination and training to implement a cost effective, robust, scalable and turnkey IP solution. Maximizing the most recent advancements in VOIP technology. All telephones must be able to transfers calls to and from each extension and location by using our DID s numbers. 3 of 6

4 Features must include: Automated attendant All phones must have ethernet (10/100Mb minimum) pass thru capabilities and include phone to wall jack patch cable (cat 5e min) Automated Call routing Voic . 15 hour minimum capacity Voic to delivery voice messages ed as an industry standard sound file Visual voic Option to leave silent voice mail so that occupant isn t disturbed VOIP phone system integrated with overhead facility paging system Call forwarding 1 Handheld wireless IP phone (802.11a,g, or n) UPS with the capacity to run the phone system a minimum of 1 hour The ability to show a log of calls to and from the phone Attendant Phone side consoles with 48 buttons Buttons or indicators that show if person is on the phone Ability to one touch dial or transfer calls to rooms Software for 2 end user s computer desktop which allows for managing calls, accessing voic , using IM and other presence tools. Messages that let internal people know where you are and when you will be back when away from your desk Record calls as needed for a variety of reasons Speed Dialing where you can quickly and easily reach often used phone numbers The ability to sign in to any phone and have it take on your profile, right down to the buttons and message waiting key Supports Direct Inward Dialing Give callers who reach your voic an option to be transferred to your cell phone. Call Park Analog lines as required. Such as OPX,Fax, Permar (security), fire panel etc. Must be able to dial 911 per all local and state codes or regulations Software and Hardware Support In your response to this RFP, please indicate the level of support included in your quote. For example Service techs should be located no more than 60 miles from Muscatine, Iowa. During the first 3 months (August, September and October) of staff usage, a technician should be available to be onsite within 4 hours What is your standard hours of service? (i.e 8 am to 4 pm?) Do nights, weekends and holidays incur additional charges? Do you charge for your techs to install software updates? How many qualified certified techs do you have for onsite service? phone support? 4 of 6

5 Hardware/software/options Please include a detailed break down or itemized list of all hardware, software, features, support agreements, etc. in addition to filling out the following basic worksheet. Qty Description Unit Price 1 Core Hardware (include model) 1 Core Software (include version/level) 2 Attendant consoles with cordless headset and side console with minimum 48 programmable buttons with 10ft cat5e Black Patchcord (Avaya 9608 or equivalent) 1 Conference Phone With Appropriate Length Black cat5e Patch Cord (Avaya b149 or equivalent) 65* Desktop IP Phones with 10ft cat5e Black Patchcord (Avaya 1603sw IP or equivalent) 1 Wireless IP Phone With Charger,Base (Avaya 3645 IP or equivalent) 2 Computer desktop integration 1 UPS (See minimum specs above) 1 Installation and setup 1 Training for Users; Advanced Training for Phone Tech and IT 1 First year of software and hardware support Grand Total Options 1 Year 2 and beyond software/hardware support agreement (if a discount is given for multi year (2, 3 or 5 year) agreements, please list those) *Quantities may change 5 of 6

6 Vendor Information: Company Name: Contact Name: Contact Phone #: Date: 6 of 6

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