MIFFLIN COUNTY SCHOOL DISTRICT 201 Eighth Street - Highland Park

Transcription

1 MIFFLIN COUNTY SCHOOL DISTRICT 201 Eighth Street - Highland Park TELEPHONE (717) Lewistown, Pennsylvania FAX (717) Information Systems RFP Strodes Mills Middle School Telecommunications System 1

2 Section 1 Introduction 1.0 Objective The Mifflin County School District is seeking to replace and augment the existing phone system located at Strodes Mills Middle School. The District is seeking to enter into a long-term partnership with suitable vendors and/or manufacturers that will benefit both parties. Proposals/Quotes must provide solutions for the following areas: Phone system purchase Phone system installation and configuration Adequate end-user training 1.1 Deadlines Proposals and/or quotes must be submitted no later than 3:00pm (EST) on January 28, Section 2 Terms and Conditions for Proposals and/or Quotes 2.0 Proposal Submissions Hard-copy response to this RFP must be submitted in sealed packages and delivered via either US Mail, express delivery, or in person to: Information Systems Department Mifflin County School District th Street Lewistown, PA Electronic submissions will be accepted. Electronic submissions should be ed in Adobe PDF format to phf12@mcsdk12.org. Electronic submissions are subject to the same deadline requirements as hard-copy submissions. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. The Customer reserves the right to reject all late arrivals. 2.1 Costs Associated with the Preparation of the Vendor s Response The Mifflin County School District will not be liable for any cost incurred by the respondents in preparing responses to this RFP or negotiations associated with award of a contract. 2

3 2.2 Interpretation of Proposals/Quotes and Additional Information Any interpretation, correction, or change of the RFP will be made by ADDENDUM. Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and The Vendors shall not rely upon such interpretations, corrections, or changes. The Mifflin County School District will issue changes or corrections. Addenda will be issued as expeditiously as possible by . It will also be posted at the district web site: It is the responsibility of The Vendors to determine whether all addenda have been received It will be the responsibility of all respondents to contact the Mifflin County School District Information Systems Department prior to submitting a response to the RFP to ascertain if any addenda have been issued, and to obtain any and all addenda, execute them, and return addenda with the response to the RFP. 2.3 Questions All questions must be ed to the Information Systems Department (phf12@mcsdk12.org). Responses to all questions received within the allowed time frame will be answered via and distributed to all Vendors in who request addenda information. No questions will be accepted after 12 pm Monday, January 24th. 2.4 Proposal Binding Period, Price Quotations, and Price Stability Prices quoted in the Vendor s response for all labor and materials will remain in effect for a period of at least one hundred-twenty (120) business days from the issuance date of The Vendor s response. Price quotations/bids are to include the furnishing of all equipment, initial maintenance and training manuals, and the provision of all labor and services necessary or proper for the completion of the work. The Customer will not be liable for any costs beyond those proposed herein and awarded. Time and materials quotes will be unacceptable. Prices and discounts shall be fixed at the time of purchase order approval by the Mifflin County School District and The Vendor. In the event of price changes, replacement equipment shall be purchased at the lower of contract or then current market price. In no case shall a price higher than the purchase order price be paid for equipment. In no case shall the price exceed the favored Vendor prices. 2.5 Omissions Omission in the proposal/bid of any provision herein described shall not be construed as to relieve The Vendor of any responsibility or obligation requisite to the complete and satisfactory delivery, operation, and support of any and all equipment or services. 3

4 2.6 Brand Name Specifications Certain phone system brands are already in wide deployment within the District. Proposals must be submitted using one of the following brands: Avaya NEC 2.7 Warranties The period of The Vendor s warranty(ies) for any items herein are not exclusive remedies, and the Mifflin County School District has recourse to any warranties of additional scope given by The Vendor to the Mifflin County School District and all other remedies available at law or in equity. The Vendor s warranties shall commence the completion of the phone system installation as approved by the Mifflin County School District. Warranty details shall be detailed by The Vendor in the RFP. If The Vendor procures equipment or materials, The Vendor shall obtain for the benefit of The Customer equipment and materials warranties against defects in materials and workmanship to the extent such warranties are reasonably obtainable. 2.8 Variations in Quantities and Configuration Equipment and capacity requirements are the best estimates currently available. The Mifflin County School District reserves the right to modify quantity and configuration requirement. 2.9 Requirements Vendors must submit a complete response to this RFP in order to be considered. The submission deadline is detailed in section Proposal/Quote Preparation All proposals must be signed by an authorized representative of the Vendor. All information requested must be submitted. Failure to submit all information requested may result in the exclusion of the submitted proposal from consideration, a lower score in the evaluation of the proposal, or the reviewing parties requesting the missing information Submitted proposals should be written in a concise manner, providing a straightforward solution to the RFP. Respondents should focus upon providing the most cost effective yet technologically sound solution to the district. 4

5 All submitted data, information prepared for the district in response to this RFP will exclusively belong to the Mifflin County School District. The information will be open to public inspection as required by law. Any trade secrets or proprietary information will not be disclosed to the public; however, such information should be brought to the attention of the district with adequate reason for such withholding Specific Requirements Vendors should provide a thorough and as detailed proposal as possible such that the Mifflin County School District will have the proper information by which to evaluate responses. Specifically, Vendors are required to submit the following information as a complete proposal: The documents/sections should be prepared, labeled and arranged as follows: I. Cover Letter II. Summary of Proposal/Bid including overview and summary costs III. Detailed description of products including: price, warranty, and training required or offered IV. Signature Page 2.10 Evaluation and Award of Responses The Mifflin County School District may at its discretion and at no fee to the district, invite any Vendor to appear for questioning during response evaluation for the purpose of clarifying statements in the response Right to Reject The Mifflin County School District reserves the right to accept or reject all proposals/quotes or sections thereof. In addition, The Customer reserves the right to award without further discussion. Therefore, responses should be submitted initially with the most favorable terms that The Vendor could propose Evaluation Criteria The criteria for selection of The Vendor will entail several specific considerations. The customer reserves the right at any time to request documentation or additional information/clarification on any of the following but not limited to: Vendor qualifications; Vendor understanding of the project scope of work and overall goal; Vendor compliance with specifications detailed in RFP; Vendor demonstrated ability to perform Award of Project The award of the project will be based upon the criteria noted in section as well as any oral presentations should they occur. The Mifflin County School District will select and award the project to the vendor felt best meeting the evaluation criteria. 5

6 The Mifflin County School District reserves the right to cancel this RFP, reject submitted proposals or portions of proposals at any time prior to the awarding of the project. The district is not required to provide a statement of reason as to why any proposal is deemed as not being most advantageous to the goals of the district. The Mifflin County School District is not obligated to commit to any products or services as a result of the publication of this document Advertising The Vendor agrees not to use the results from this RFP/BID as a part of any commercial advertising without prior written approval of The Customer. 6

7 Section 3 Technical Specifications The Mifflin County School District is seeking to replace an antiquated and malfunctioning phone system at Strodes Mills Middle School. Existing System The existing system is a Toshiba key-system with 11 phones installed. Currently, there are three trunk lines and one fax line (provided by Choice One Communications) that service this building. Further, there is a separate intercom system that connects to speakers and call buttons located in each classroom. New System Requirements New and Existing Phones The new system should replace each of the existing 11 phones and add phones for 24 classrooms. The system should have the capability to add up to five additional phones in the future. Five (principal, building leader, administrative secretary, and clerical secretary) of the existing phones are used by office staff and will require additional features (paging, hunt-groups, etc.). Many phones will be placed on desks but some may need to be wall mounted, proposals should include the possibility of wall mounting up to 20% of the phones. Phone and Data Closet Locations Each of the rooms where new phones will be placed should have an available Cat5 connection available for use by the phone system. These cables terminate in a wiring closet, where there is rack or cabinet space available for phone system installation. The existing phone system is located in the office storage room so additional wiring to connect the wiring in the existing location to the wiring closet may be needed and should be considered in the proposal. Any additional data closet to room wiring that may be needed will be completed by the Mifflin County School District and should not be part of the proposal. Please see attachment #1 for a building map. Please see attachment #2 for a list of the rooms requiring new phones. Phone and System Features Standard features of any proposed system should include hunt-groups, pickup-groups, personal voic , voic notification light, intercom, recall, conference, redial, and speaker phone. Specific configuration details of the options will be discussed after the project has been awarded. Each phone and its features should be properly labeled. The voic system should be bid to include all requisite components, including, but not limited to: voic computer, adequate licensing, etc. Training Vendors should plan on offering at least two training sessions. One should be offered when the system is installed during the summer of 2005 for administrative staff and the other should be offered in late August or early September for remaining faculty and staff. Training should be offered by someone who is an effective communicator and comfortable working with people of all proficiency levels. 7

8 Attachment #1 Strodes Mills Middle Building Map 8

9 Attachment #2 List of Rooms Requiring New Phones Industrial arts Home Economics Art Gym 23. Office area in room 903 music room 24. Office in girl s locker room 9