Pleasanton Independent School District is accepting competitive sealed proposals for:

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1 NOTICES AND INSTRUCTIONS Pleasanton Independent School District is accepting competitive sealed proposals for: PISD Bid # RFP: Hosted VoIP Services - VoIP Products & Services, Due 2:00 P.M. (CST), Tuesday, December 17, 2013 NOTE: Due to the Winter Holiday occurring the week after the bid opening, it is recommended that all RFP s be hand-delivered. This is a competitive, sealed proposal only and not an offer to purchase. To be considered a responsive offer, mail the Original Signed proposal, proposal sheets and any other requested information in a sealed envelope on the forms provided to: 1 Pleasanton ISD - Purchasing Dept. RFP: Hosted VoIP Services - VoIP Products & Services Bid #: ATTN: Karen Mims, Director of Purchasing 831 Stadium Pleasanton, TX Proposals will be received by the PLEASANTON ISD PURCHASING DEPARTMENT, 831 Stadium, Pleasanton, TX 78064, until the date and time specified below. All sealed proposals must physically be received prior to this time in the Purchasing Department. Facsimile or bids cannot be accepted since the sealed bid requirement cannot be satisfied by these means. In the case of a Competitive Request for Proposal (RFP) because of the potentially proprietary nature of bids and to maintain the integrity of any negotiations, bids will not be publicly exposed until a final contract is awarded. Proposal envelopes must include: Your Company name, Return address, Proposal number and the due date and time. Proposals may be hand-delivered to the Purchasing Department during normal business hours. Any proposal received later than the specified time, whether delivered in person or mailed, shall be disqualified and returned to the vendor unopened. For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at and enter a summary of their bid online. PISD has retained this firm to manage its E- RATE application and program. NOTE: A pre-bid conference meeting will take place on Friday, December 6, 2013 at 10:00am at the following location: Pleasanton ISD Central Office Board Room 831 Stadium Drive Pleasanton, TX Questions can be submitted by prior to the meeting to Executive Director of Instructional Technology, at no later than Wednesday, December 4, 2013 at 9:00am (CST). Response to questions will be issued in the form of an addendum and posted on

2 The responses will be under evaluation and not available for public review until seven business days after approval by the Board of Trustees. Pleasanton ISD reserves the right to reject any or all proposals and to accept any proposals determined to be the most advantageous to the district and to waive any informality. The Purchasing Department may open unlabeled submittals to properly identify them. Bidders are therefore advised to correctly label their submittals in order to protect the integrity of their sealed proposals and to fully avail themselves of the proposal process. Bidder accepts all responsibility for forwarding the bid to the address above within the specified time or it will be returned unopened. If the envelope does not reflect a return address, it will be opened for the sole purpose of obtaining the return address. It is the sole responsibility of the bidder to ensure their offer is received in the Purchasing Department by the time and date stated above. No excuses are acceptable, and the determination of the Pleasanton ISD Purchasing Department is final. The General Proposal Requirements and Specifications listed are to be interpreted as meaning the minimum acceptable by the district. All questions regarding this Request for Proposal must be addressed in written format via to Joel Adkins, Executive Director of Instructional Technology at no later than Wednesday, December 4, 2013 at 9:00am (CST). Response to questions will be issued in the form of an addendum and posted on On-Site Demonstration Bidders are invited to schedule an on-site demonstration of product, with the aim to present during a negotiated time on one of the following days: Wednesday, December 11; Thursday, December 12; or Friday, December 13. Contact Joel Adkins, Executive Director of Instructional Technology, to schedule your times for presenting a full demonstration of your product. Demonstration should not exceed two hours in length and vendors should demonstrate equipment and software as similar as possible to the proposed scope of work for Pleasanton Independent School District. The District reserves the right to accept or reject any and all bids, to waive all technicalities, and to accept the bid or bids that are determined to be the best value and most favorable to the District. Negotiations may be conducted with those bidders whose bids, in the determination of the District, have a reasonable opportunity of being awarded a contract. Negotiations will only be conducted under the supervision of the District s Purchasing Department. Term of this agreement shall be July 1, 2014 through June 30, 2015 for monthly recurring services or July 1, 2014 through September 15, 2015 for non-recurring services. The Pleasanton Independent School District seeks sealed bid proposals for Hosted VoIP Services - VoIP Products & Services that will be provided as a means for the district to continue with telephone operations for in-district and out-ofdistrict communications. This award will be contingent upon the District receiving E-Rate funding from the Schools and Libraries Division (SLD), of the Federal Communications Commission. No purchases are guaranteed. Any and all purchases made via this proposal are contingent upon the availability of E-Rate funding; District funding, 2

3 and Board approval. If E-Rate funding is not allocated, the District reserves the right to continue with the project with or without the funding. The bidder shall show price and total amount, where required, of each item listed. In the event of error or discrepancy in arithmetic, the unit price shall prevail. Pleasanton ISD is not obligated to pay for any expenses incurred in preparing and submitting proposals. Ongoing documentation regarding a company s past performance may be used in determining the bidder s responsibility for award purposes of this and future awards. For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at and enter a summary of their bid online. PISD has retained this firm to manage its E- RATE application and program. INTRODUCTION Pleasanton Independent School District is currently accepting bids for (A) Hosted Voice Over IP Service and/or (B) Voice Over IP Products and Services for our school District in compliance with E-Rate eligibility to be installed at six (6) current campuses and eight (8) administrative support sites. Vendors may submit proposals for either a Hosted VoIP solution (E-Rate Priority One Service.) OR VoIP Products and services to be owned by the District (E-Rate Priority Two Services). Vendors may choose to submit bids for either or both solutions. For explanation of E-Rate categories of service, see The current PISD communications system is at the end of its productive life cycle and will be replaced in its entirety. The new system is expected to have a useful productive life of at least ten (10) years, and must be designed and configured to support the future growth, expansion, and portability requirements of the organization in terms of size and functionality. It is required that the new system also be able to accommodate future technology enhancements that have the potential to increase operational effectiveness and ease implementation of new features, functions and applications. It is the purpose of this Request for Proposal (RFP) to solicit responses from qualified vendors to fulfill these expectations and requirements. Initial start-up is expected to commence July 1, This award is contingent upon funding and guarantee of a minimum amount of work is implied or expressed in this Request for Proposal. Services required shall be determined solely by the needs of the District. The Pleasanton Independent School District is seeking an experienced implementation partner that is committed to the success of both parties and is able to provide a proposal that meets all components of this bid. Multiple options will be accepted to accommodate different solutions. Respondent must clearly articulate their solution in the areas defined for each section. Any proposed system(s) must be capable of meeting future growth needs as well as they should be new models and in current production. Hardware that is reconditioned, remanufactured, and/or demo models will not be accepted. Respondents should possess and use their extensive knowledge and experience to recommend a creative solution that will meet or exceed District requirements. Preferences will be afforded to the vendor that provides a comprehensive, cost-effective solution for current specifications, integration into existing systems, future District requirements, and ongoing service and support. 3

4 Pleasanton ISD is seeking proposals to replace the current managed native IP-based voice and data communications system, through a full Turn-key solution. There are pre-existing 3Com VoIP services at all buildings and campuses identified in this RFP. Prices quoted shall be all-inclusive (including shipping costs, installation of equipment, storage, training, travel, technical support, and represent complete installation and integration with the existing network where necessary. NEW SYSTEM OBJECTIVES AND EXPECTATIONS PISD has defined several objectives and expectations for its new enterprise communication system. The most important are; Reduce administration and maintenance complexity Reduce annual cost for service Simplify system upgrades Enhance system performance Survivability and reliability Flexibility of system locations Extend core features and functionality to branch locations KEY SYSTEM FUNCTIONS IP-Based Voice capabilities and intelligent network infrastructure The proposed solution should provide for integration of voice applications utilizing a converged IP open platform solution. Reliability The proposed solution should have no single point of failure within its core framework. Voice Quality The proposed solution should provide high quality voice communications with latency no less than 35 milliseconds in one direction. Support for Open System Standards The proposed solution should support open system industry standards such as G.729, 802.1p and 802.1q, MGCP, RTP, TAPI, JTAPI, etc. The proposed system must support and be certified to work with any switch or router from any vendor. Voice Messaging The proposed solution must provide a redundant, scalable, cost-effective voice messaging solution that supports industry standards for both telephone, remote telephone, and desktop access, and support unified messaging with standard desktop solutions such as Microsoft Outlook and multi-system voic networking. System Administration The proposed solution must provide a single point of management from any point on the network for all components including the PBX, voic , auto attendant, ACD and unified messaging system through a standard browser interface. 4

5 Support/Service Capabilities The vendor must have the ability to provide remote service and technical support of the entire system and applications upon request Certified Training The vendor or manufacturer must provide a fully certified training class to designated Pleasanton ISD staff that would allow access for fast response technical support. Scalability The proposed solution must provide for modular, cost-effective growth in phones, applications, and locations over the next ten years. Forklift upgrades will not be required under the proposed solution. Simplicity of Installation The proposed solution should provide a GUI-based administrative tool for ease of administration and configuration. Training and Usage Train the Trainer type training must be provided to designated Pleasanton ISD staff prior to system installation. OVERVIEW OF CURRENT SYSTEM The current Pleasanton ISD s VoIP Telephone System consists of 3Com products. The Pleasanton ISD s local area network and wide area network infrastructure consists of a blend of 3Com, HP Procurve, Cisco, and Dell PowerConnect products; therefore Proposer must have extensive experience and knowledge of a variety of networking appliances. Any proposals containing product equivalents will be considered, but the equivalents must be fully compatible and functional with the current PISD infrastructure and network. All equivalents are subject to approval from the PISD Technology Services Department. Current communication between campuses is provided by the following: Connection to the Internet: The District uses a 3Com Core Switch (S7906E) to connect to AT&T for Internet services at 100Mps. We are currently bidding ISP services for a minimum of 250Mps and up to a 2Gbps connection. Topology of current networking system: The District does not have standards in place for the current equipment. A variety of servers, switches, and routers are providing services listed below. In addition to the equipment, the system uses Optical Fiber for connecting each building at 1Gbps. The District has approximately 3000 district-provided computers on the network and a newly initiated BYOD policy allowing students to bring in mobile devices to connect to District Internet services. The District currently uses a 3Com NBX Call Processor system for Voice over IP to provide phone services to the District. 5

6 Current VoIP Phone System 3Com SuperStack 3 NBX V5000 Call Processor (3C10202) 3Com SuperStack 3 NBX V5000 Gateway Chassis (3C10200B) Gateway Chassis: 2 4 port Analog Cards 1 Digital Line Card AdTran Atlas 550 All DID, local and long distance calls are transported on single T1 converted to PRI via Adtran 550. All metro calls transported via 8 POTS lines connected to Analog cards in gateway. DMARC is in Central Office. 23 ATA for Fax Machines 37 3Com 3101 Phones 142 3Com 3102 Phones 6 Attendant Consoles 609 Voice Mail Boxes Networking Hardware Pleasanton ISD is currently in E-Rate RFP bidding to standardize the network equipment. The vendor must make note of and provide costs associated with any network/hardware modification required as part of the proposed solution. Information to be Provided in the Proposal The vendor must provide information on the following which will be evaluated and assigned points as determined by the evaluation committee prior to bid opening by preparation of an evaluation worksheet(s) that will follow the RFP stated requirements. Evaluation worksheets are not available during the solicitation process, but are available after award under the Texas Open Meetings Act, as are all other solicitation documentation. 6 Description of Firm s experience with similar projects: The size and overall experience of the vendor with mid-sized organizations between phones should be described. Capabilities and experience in applying technology should be included. Description of Firm s experience with Texas State school districts and local government operations: Specific experience with the Texas State school districts and local governments should be described. Proposed approach to performing including timeline: The following should be included: o o o o Description of approach which will fully address the requirements of this RFP Proposed methodology for benchmarking performance A work plan for the project. For each deliverable, describe the scope, duration or milestone date and delivery, inspection and acceptance criteria that will be used by the Executive Director of Instructional Technology or a project timeline with milestones, etc. Proposed Organization and staffing for the project and staff s qualifications: The following should be addressed

7 o o o Proposed organizational chart for the project Description of responsibilities for all proposed staff Names and resumes of key staff proposed Time commitments of proposed staff (full time/part time and/or number of days/months/years per person over the course of the project For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at and enter a summary of their bid online. PISD has retained this firm to manage its E- RATE application and program. Technical Proposal The technical proposal must include detailed information relative to how you propose to accomplish the tasks described in the Key System Functions section of this document. The technical proposal must include responses to the questions outlined in Appendix B and must not include any cost figures. Cost Proposal Each vendor must present a fixed cost proposal for the work to be performed. Such cost proposal should include all costs. Use the Cost proposal in Appendix C. Supplemental Cost Data is neither required nor desired at this time. INSTRUCTIONS TO RESPONDENTS 1. PROPOSAL SUBMISSION ADDRESS AND DEADLINE Completed proposals will be received in the PISD Purchasing Department until the proposal submission deadline (closing time and date) as stated on the first page. Proposal responses received after the closing time and date will be returned to the sender unopened. Faxed or ed responses will not be accepted. 2. SIGNATURES All proposals are required to be signed by an authorized representative of the entity submitting the proposal, who has the authority to contractually bind the entity. Proposals received unsigned will not be accepted. 3. INQUIRES FROM RESPONDENTS Questions and/or clarifications will be directed in writing to: Joel Adkins Executive Director of Instructional Technology Pleasanton Independent School District Pleasanton, TX ALTERING PROPOSALS Proposals, unless approved by Pleasanton ISD, cannot be altered, amended or withdrawn by the Respondent after the submission deadline. Any inter-lineation, alteration, or erasure made before this deadline, must be initialed by the signer of the proposal, guaranteeing authenticity. 7

8 5. MODIFICATIONS AND AMENDMENTS Pleasanton ISD reserves the right to modify the specifications prior to the proposal submission deadline and will endeavor to notify all potential Respondent s that have received a copy of the specifications, but failure to notify shall impose no obligation or liability on PISD. 6. PROPOSAL WITHDRAWAL OR REJECTION PISD reserves the right to withdraw the RFP for any reason or to reject any or all proposals or parts of all or any specific proposal or proposals. PISD further reserves the right to accept part or all of any specific proposal or proposals that the school board deems as most advantageous to PISD. 7. PUBLIC INSPECTION Proposals are not available for public inspection until after the final contract award. 8. PROPRIETARY INFORMATION: All material submitted to PISD becomes public property and is subject to the Texas Open Records Act upon receipt. If a Respondent does not desire proprietary information in their proposal to be disclosed, each page must be identified and marked proprietary at the time of submittal. PISD will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary upon public request. 9. PRICES HELD FIRM All prices quoted by the Respondent will remain firm for ninety (90) calendar days, unless otherwise specified by PISD or Respondent. 10. NEGOTIATIONS PISD reserves the right to require additional information and to negotiate all elements and pricing which comprise the proposal and to accept or reject part or all of any proposal. PISD also has the right to request and negotiate a best and final offer. 11. EXCESS OR INCORRECT COMMODITIES Products or materials delivered in error or in excess of the quantity ordered may, at PISD s option, be returned at the successful Respondent s expense. 12. UNIT PRICES AND EXTENSIONS If unit prices and their extensions do not coincide, unit price shall prevail. 13. DESTINATION, DELIVERY AND INSURANCE CHARGES Any products offered shall be proposed FOB final destination, with all delivery charges to be prepaid by the Respondent. Pleasanton ISD does not accept C.O.D. or collect shipments. All prices proposed shall include all charges, including delivery and set-up fees. Any insurance will be paid by the successful Respondent. 14. TITLE/RISK OF LOSS The title and risk of loss of any goods shall not pass to PISD until PISD actually receives, takes possession, and formally accepts the goods at the point of delivery. 15. DELIVERY DATE The proposal must show the number of days required to complete the project after the receipt of the District s Purchase Order or Letter to Proceed. 8

9 16. DEVIATION FROM SPECIFICATIONS Alternate proposals and/or any deviations from specifications must be clearly shown with complete information provided by the Respondent. Deviations may or may not be considered by Pleasanton ISD. Please provide detailed information regarding any deviation. PISD shall determine if any such deviation meets PISD s requirements. 17. ASSIGNMENT The rights and duties awarded the successful Respondent may not be assigned to another without the written consent of PISD signed by PISD s authorized agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee. 18. PROPOSAL AMBIGUITY Any ambiguity in the proposal as a result of omission, error, lack of clarity or non-compliance by the Respondent with specifications, instructions and all conditions, shall be construed in the favor of PISD. 19. CHANGE ORDERS No oral statement, by any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in this proposal, or any resultant contract. All changes will be made in writing and shall not be effective unless signed by the Executive Director of Instructional Technology and the Superintendent or designee. 20. LIENS The successful Respondent agrees to and shall indemnify and save harmless PISD against any and all liens and encumbrances for all labor, goods, and services which may be provided under PISD s request, by seller or seller s vendor(s) and if PISD requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to PISD. 21. PATENT INDEMNITY The successful Respondent hereby warrants that the use or sale of the products and materials delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark covering such materials and the successful Respondent agrees to indemnify and hold harmless PISD for any and all costs, expenses, judgments, and damages which PISD may have to pay or incur. 22. GRATUITIES/BRIBES PISD may, by written notice to the successful Respondent, cancel a contract or agreement without liability to the Respondent if it is determined by PISD, at any time, that gratuities or bribes in the form of entertainment, gifts, money, or otherwise, were offered or given by the successful Respondent, or its agent or representative, to any PISD officer, employee or elected representative with respect to the performance of the contract. In addition, the successful Respondent may be subject to penalties stated in Title 8 of the Texas Penal Code. 23. PAYMENT AND TAXES PISD is exempt from Federal Excise and State Tax; therefore, tax must not be included in the price(s) proposed. A payment schedule to the successful Respondent will be negotiated at the time of the contract. PISD prefers milestone payments that are tied to the performance of the successful Respondent. Respondent to provide preferred methods. 9

10 Receipt of invoice or other billing instrument used by the successful Respondent will initiate payment. PISD will not provide payment unless a correct invoice is presented to PISD and at the appropriate and agreed upon time. 24. TERMINATION OF CONTRACT PISD reserves the right to terminate any agreement that was awarded to the successful Respondent if the successful Respondent fails to perform in a manner acceptable to PISD. A minimum of five (5) calendar days written notice shall be given the successful Respondent, which, upon delivery of such notice by PISD to the successful Respondent, the successful Respondent shall discontinue all services in connection with the performance of this agreement and shall proceed to cancel promptly any existing orders and contracts insofar as such orders or contracts are chargeable to this agreement. As soon as practicable after receipt of notice of termination, the Respondent shall submit a statement to PISD for payment of that portion of the agreement successfully performed. 25. COMPETITIVE SELECTION CRITERIA All proposals will be reviewed to ensure that all administrative requirements of the RFP package have been met. Each proposal will be reviewed to ensure that the vendor submitted a separately packaged cost proposal and technical proposal, that only technical information is included in the technical proposal and only cost information is included in the cost proposal, and that all documents requiring a signature have been signed. Failure to meet these requirements may be cause for rejection of the proposal. All proposals that meet the administrative requirements will then be turned over to the evaluation committee members for further evaluation. The evaluation committee will review all proposals that meet the administrative requirements and determine a ranking. Additionally the committee may, at its sole discretion and in the course of its evaluation, arrange for a site visit or request presentations/demonstrations with one or more vendors. Although cost is a significant factor, it will not be the dominant factor. Any proposal, which does not include all the required statement and affirmations called for in this RFP, may be rejected as not being responsive. Award of a contract may be made without discussion with Respondent s after responses are received. Proposals should, therefore, be submitted on the most favorable terms. PISD reserves the right to void the agreement if the successful Respondent has not performed within the date specified by the Respondent s response. 10

11 Evaluation Criteria: The following will be the evaluation criteria that will be used in selecting a vendor in accordance with state and federal procurement guidelines. Max Evaluation Criteria Score Sheet Points 1 Vendor s cost of E-rate Eligible products and services (PRIMARY FACTOR) 25 2 Vendor s cost of products and services NOT eligible for E-rate discount 5 3 The reputation of the vendor and of the vendor s goods and services. (Firm's profile and technical qualifications) 10 4 The quality of the vendor s goods or services. (Product features and attributes. Usability) 10 The extent to which the goods or services meet the District s 5 needs. (Technical requirements and implementation, Maintenance support and training. Customer service. ) 10 The vendor s past relationship with the District. Prior Experience of the 6 service provider with both the Pleasanton Independent School District and client references and/or citations from prior installations where equal services have been provided for projects of similar size and scope The impact on the ability of the District to comply with laws and rules relating historically under-utilized businesses The total long-term cost to the District to acquire the goods or services Proximity of vendor to Pleasanton Independent School District Other Factors (In Good Standing with Manufacturer if applicable, Professionalism, Company Stability etc.) 5 Vendor Score Notice: The evaluation and scoring shown on this evaluation document are preliminary results and are not final. This evaluation and scoring may be subject to re-evaluation, re-scoring, and/or re-examined considering additional evaluation information, such as through a Best and Final Offer (BAFO) process. Evaluations and scoring results are not final until the evaluation process officially concludes. Price of E- rate eligible products and services will be the primary factor for all evaluation levels. The award will be made to the firm making the most favorable proposal to PISD taking into account all criteria. PISD reserves the right to require additional information and to negotiate all elements and pricing which comprise the proposal and to accept or reject part or all of any proposal. 26. ADDENDA Any interpretations, corrections or changes to this RFP will be made by addenda. Addenda will be sent by PISD s Executive Director of Instructional Technology to all who are known to have received a copy of this Request for Proposal and will be posted on PISD s Technology website (www.pisd.us/bids). 27. RESPONSE INSTRUCTIONS The proposal must include one (1) original, two (2) copies and one (1) electronic copy of the respondent s proposal. Your proposal may be mailed or hand delivered to PISD. Facsimile or electronic submissions are not acceptable. Alternate proposals must be clearly marked as Alternate Proposals and follow the same guidelines as primary proposals. 11

12 28. PUBLICITY Any publicity, news releases, and/or advertising pertaining to this RFP and/or the awarding of any contract relating to the RFP shall not be made without prior written approval of PISD. 12

13 29. NOTIFICATION OF PROPOSAL SPECIFICATIONS Please check below how you learned of this Request for Proposal: [ ] Pleasanton Express Newspaper Advertisement [ ] Cold Call to PISD [ ] PISD Mailed Me a Copy [ ] PISD ed Me a Copy [ ] PISD s Web Site [ ] Other 30. TOTAL AGREEMENT The total contract shall consist of PISD s RFP, the Respondent s response to PISD s RFP, an Agreement, all other contractual documents provided by PISD and the Respondent. No exceptions. 31. RFP RESPONSE The Respondent shall provide a response for each question, preferably immediately following the question or statement OR respond as directed under the section titled EXCEPTIONS. The response or exception shall be detailed enough to sufficiently answer the question or request. If Respondent does not reply or make exception to any item or question, the response is deemed to be accepted by the Respondent. 32. RFP RESPONSE FORMAT The Respondent shall provide a neat and well organized response, in a tabular format, matching the format below Tab A Cover Letter, Authorization Letter, Proposal Overview Tab B Technical Proposal Tab C1 Cost Proposal Hosted VoIP Services (E-Rate Priority 1 Solution) Tab C2 Cost Proposal VoIP Products and Services (Erate Priority 2 Solution) Tab D Experience (similar projects, government work, personnel experience/resumes, references) Tab E Project Timeline 33. LITIGATION The Respondent will provide information and notification regarding any lawsuit, either in progress or where the Respondent has been a party to over the past two years. If applicable, please provide a brief explanation of each event and outcome. 34. EXCEPTIONS All exceptions to these requirements must be noted in the RFP under the section titled EXCEPTIONS. IMPORTANT: No response or no exceptions indicates acceptance. 35. INSURANCE & OTHER NOTICES The Contractor shall notify PISD in the event of any change in insurance coverage or cancellation and shall give such notices not less than 30 days prior to the change. The notice must be accompanied by a replacement Certificate of Insurance. All notices shall be given to PISD as follows: 13 Executive Director of Instructional Technology Pleasanton Independent School District 1011 Barnett St. Pleasanton, TX 78028

14 37. SAMPLE CONTRACT Respondent will include a sample contractual agreement outlining the Scope of Work, all warranties, etc. PISD may provide our own contract at any point in the selection process. 38. CRIMINAL BACKGROUND CHECKS PISD may require criminal background checks on any Contractor personnel/agent who works on the project. 39. CERTIFICATIONS Respondent to include certifications of individuals who will be working on this project. This can be attached with the resume. 40. OTHER Respondent is encouraged to provide additional information or data as they see fit that will assist PISD in the selection process. 41. COMPANY FINANCIAL INFORMATION Respondent will provide PISD with a copy of their last audited financial statement. The remainder of this page intentionally left blank 14

15 Appendix A 15

16 Appendix B Proposed System Provide a brief description of the proposed system. Include all central hardware and software with model/version numbers. Include a diagram that shows the logical hardware layout for the proposed system. System Architecture Describe the proposed system s ability to support other vendors equipment. (i.e. telephones, headsets, etc.) Describe how the proposed system delivers reliability for voice services including maintaining dial tone during failure of core systems and loss of individual PRI circuits at a core location. Describe the architecture of the proposed voice mail solution including how voic is accessed by users from their extension, remotely and from their desktop computer. Describe the recommended routine maintenance for each core component of the proposed system. Include an estimated annual schedule. How is the system remotely supported? Include protocols/software used. Outline the installation process from conception to completion. Explain the network requirements for supporting the proposed system to deliver high quality voice to both local and remote sites. Provide an outline of the information you would gather from PISD in preparing the system software programming. 16

17 Describe the required or recommended training for system administrators and end users for the proposed system including time. Hardware Configuration What is the maximum phone capacity for the proposed HOSTED IP communications system? (assuming licenses are available) How would PISD add capacity if we reached this maximum? What is the maximum number of simultaneous conversations supported by the proposed system? Network Infrastructure Requirements Describe the requirements to the data network to support the proposed system including any necessary or recommended infrastructure features and capabilities. Explain how you can provide easy addressing of the IP phones without having to change the addressing scheme of the existing IP data network. Explain how IP phones that are installed on the IP network are identified and added to the system. Can IP phones share existing Ethernet ports with data devices, or do the IP phones require additional Ethernet ports be added by the customer to support voice? PSTN and Legacy Integration Interfaces Identify all types of PSTN interfaces or trunks supported by the proposed system. If PRI is supported, identify supported protocols and PRI services such as ANI, DNIS, Caller ID Name and Number. 17

18 Proposed System Cabling Describe the proposed system cabling including the number of wire pairs or network connections required to support the specific hardware configuration, telephones and PSTN interfaces. Station Hardware Provide a description of each IP telephone available with the proposed system. Specify the power requirements of each IP telephone and if they require local or closet power. On power failure, is the telephone disabled or are support services such as LCD/LED devices disabled? Which proposed IP telephone(s) have headsets available? Are the headsets proprietary? What requirements must be met by 3 rd party providers for use on the proposed system? Can telephones from third parties also be used with the proposed system? State the types of third party telephones supported. System Reliability How does the proposed system provide reliability for voice services? Explain how it avoids single points of failure within the core hardware? System/Station/User Features List the system/station/user features of the proposed system (ex: call forwarding, call monitoring, etc) as configured. List each additional upgrade license available and the additional features each license type provides. 18

19 System Administration Can moves and changes be batched, that is can a block of copy or class of service changes be made to a large number of subscribers simultaneously? Can multiple administrators make system changes at the same time? Is there any limit to how many administrators can access the system simultaneously? How is security provided to prevent unauthorized access to the administration application? Is role based permissions supported limiting certain admins to a subset of features? Does the administrative application have online help? If yes, describe. Does the proposed solution provide Active Directory authentication/syncronication and/or AD Group-based security? Provide screen shots for each step involved in configuring call routing. Provide screen shots for each step involved in configuring the auto-attendant programming. System Maintenance and Upgrades Explain the back-up procedures for the proposed system configuration and information. Can system backups be automated on a schedule? How would the administrator reload the data if needed to restore a previous configuration? When the proposed system or station software updates are performed, must the system be shut down or can these types of activities take place in an online environment? During these updates, what is the average time the core system is offline? 19

20 System Monitoring and Diagnostics Describe the diagnostic tools proposed for monitoring and maintaining the system s performance. What optional tools are available or recommended? Describe the supported event logging functionality of the proposed system. What remote diagnostics are available in the proposed system? Can administrators see and access any alarms or alerts on the system from remote terminals? Can the proposed system be configured to notify the administrator of diagnostic events when they are remote or away from the system? Voice Messaging System Description Describe in detail the proposed voice messaging solution. Voic System Specifications What is the maximum number of voic boxes the proposed system supports? (assuming all licenses are purchased) How many ports are proposed to support the voic system? If additional ports are required in the future, how are these added? Explain how the system scales beyond the number of proposed ports. To meet redundancy requirements, is the voic application centralized at a single site or distributed across the different core locations in the system? Indicate the capacity limits that can be defined for a particular voic box in the proposed system. Indicate whether or not this is configurable by class of service. 20

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