PUTNAM CITY SCHOOLS Information Technology Services 5401 NW 40th Oklahoma City, OK 73122

Transcription

1 Information Technology Services 5401 NW 40th Oklahoma City, OK Request for Proposal for CELLULAR SERVICE Date of release November 10, 2011 Due Date December 9, :00 p.m.

2 PREFACE This request for proposals (RFP) is issued in accordance with the Universal Service Fund (USF) E-rate process legislated by the Telecommunications Act of As documented in USF form 470 posted on the Universal Service administrative Co. (USAC) Schools and Libraries Division (SLD) website, November 10, District contact for this project: Cory Boggs, Director Information Technology Services Office phone: ext TENTATIVE TIMELINE November 10, 2011: November 18, 2011: November 21, 2011: December 9, 2011: December 9, 2011: January 23, 2012: Release RFP Pre-bid conference, 11:00 a.m. Administration Building Deadline for written questions by 3:00 p.m. RFP submitted to Betty Yates by 12:00 noon Bid opening, 3:00 p.m. Recommendation to the Putnam City Board of Education. 2

3 TABLE OF CONTENTS Scope of Work pg. 4 Non Submittal Response Form pg. 11 Vendor Information Form pg. 12 Solicitation Checklist pg. 13 Current Services Pricing Form Non-Kickback Affidavit Appendix A Appendix B Appendix C 3

4 1.0 PURPOSE 1.1 Putnam City Schools, also abbreviated as PCS for brevity, is requesting proposals from qualified vendors to provide Cellular Services including: voice, data, push to talk, and texting (SMS and MMS) service to the district. In using this method for solicitation, we are requesting your best effort in seeking the best value for our requirements. To be entitled for consideration, sealed proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the selected vendor to meet all specifications and guidelines set forth herein. Putnam City Schools, at its discretion, determines the criteria and process whereby bids are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by Putnam City Schools. 2.0 CURRENT SITUATION 2.1 Putnam City Schools has an active enrollment of 19,200 students, attending a total of 29 schools: 2 pre-k centers, 18 elementary (K-5), 5 middle (6-8); 3 high (9-12); and 1 alternative high school. Putnam City Schools covers a large geographical area and is represented within the boundaries of Oklahoma City, Bethany, and Warr Acres. Putnam City has approximately 157 cell phone users in twelve (12) departments. Each department is responsible for their individual invoices. We have a variety of departments with different needs when it comes to cell service. Specific plan requirements are listed by individual department. See Appendix A for current services. 3.0 SCOPE OF WORK The Putnam City Public School District is seeking a vendor to provide cellular services. It is the intent of Putnam City to evaluate cost-effective solutions based on features, functionality, coverage, implementation difficulties, but primarily, price. The district is requesting pricing for plans for users. Vendors must be able to provide Voice Services, Data, Multi-media Texting, Push To Talk, Wireless Broadband Hotspots with unlimited data. 4.0 GENERAL INFORMATION: 4.1 Questions or requests for clarification should be directed to Cory Boggs, Director of Information Technology Services at cboggs@putnamcityschools.org 4.2 For the purpose of this proposal, the pricing sheet, Appendix B, must be completed in its entirety. Plan names and specifics must be referenced. 4.3 Vendor s monthly bill must itemize all charges for individually identifiable components of the proposed services, materials and support communication system, including all associated installation, programming, and cabling, if applicable. Include charges for all components required to connect all applications, all design charges, telecommunications interface charges, technology security, and training charges, again if such charges are applicable. Any ambiguous and/or undisclosed add-on charges found on the district's invoice(s) will be deemed as billing errors and removed from the invoice(s) prior to payment. 4

5 4.4 It is anticipated that some or all of the district s costs under this Agreement shall be eligible for the E-Rate discount under the Federal Communications Commission (FCC) Universal Service Provision (FCC ). Vendor s invoices should itemize/breakdown the costs of all E-Rate eligible products and/or services from all non-e-rate eligible products and /or services. 4.5 PCS is under no obligation to purchase goods or services totaling the amount proposed in your response; Vendor will only be paid for services rendered. If E-Rate funds are not approved or if partial funding is committed, Putnam City Schools reserves the right to adjust project scope or services accordingly. 4.6 Payment may be made for a single line item or partial service when the item or service has been satisfactorily delivered or within thirty (30) days after the date of delivery and the receipt of a satisfactory invoice. 4.7 This Agreement states the total obligation of PCS to the vendor for compensation for the services to be performed hereunder. PCS shall pay vendor in accordance with the proposal made by the vendor and accepted by PCS. PCS shall pay vendor for the satisfactory performance of the work solicited, approved and accepted under this Agreement. Vendor acknowledges and agrees that this is a nonexclusive requirements type contract and PCS will utilize vendor's services on an as needed basis and as such PCS will only be responsible for payment for services requested that are satisfactorily performed and meet PCS's required specifications. Vendor further acknowledges and agrees that the value of this contract shall not exceed their proposed amount; however, PCS is under no obligation to solicit work totaling this amount and Vendor will only be paid for services rendered. 5.0 E-RATE PROGRAM INFORMATION AND REQUIREMENTS 5.1 The E-rate or, more precisely, the Schools and Libraries Universal Service Support Mechanism provides discounts to assist most schools and libraries in the United States to obtain affordable telecommunications and Internet access. Four service categories are funded: Telecommunications Services, Internet Access, Internal Connections, and Basic Maintenance. Discounts range from 20% to 90% of the costs of eligible services, depending on the level of poverty and the urban/rural status of the population served. Eligible schools, school districts and libraries may apply individually or as part of a consortium. 5.2 The Universal Services Program. The Supplier must participate in the E-rate Program and also has a responsibility to educate itself about the Program requirements and timelines. The Schools and Libraries Division (SLD) of USAC will hold Service Providers to the statements made in applications, registration, certification and invoice forms. For more information on E-rate participation and procedures go to SPIN: The Supplier shall obtain a valid E-rate SPIN (Service Provider Identification Number), and must provide that SPIN in the Proposal submitted in response to this bid opportunity. If a Supplier does not currently have a SPIN but would like to apply for one, the Supplier must submit a completed FCC Form 498 to the E-rate program administrator, the Schools and Libraries Division of the Universal Service Administrative Company ( SLD ). The form is available on the SLD s website at: in the Forms section. 5.4 The vendor agrees to timely submit to the SLD a completed Form 473, Service Provider Annual 5

6 Certification form, which provides updated contact information to the SLD for the Supplier. The Supplier must also agree to provide a copy of the completed Form 473 to the Owner. This form is available on the SLD s website at in the Forms section. 5.5 The vendor agrees to ship and/or deliver any goods and/or equipment in accordance with the Contract Documents for service to begin on July 1, EQUIPMENT REQUIREMENTS 6.1 Vendor should list examples of current phones and equipment. Models should include a list of those available without cost to the district, military-grade specs, Blackberry models, push-to-talk models, and wireless broadband hotspots. 6.2 Vendor should identify refresh cycle of department phones and equipment and method by which those replacements take place. 6.3 Vendor will describe the speed of their data network: 3G, 4G, etc. 7.0 BILLING 7.1 If a new vendor to the district, proposers will submit a sample copy of a customer bill for local service. 7.2 At a minimum, billing will be done on a per line basis providing the department designated identifier, service telephone number, features, and the address at which it terminates (including zip code). It will also contain the customer name and customer account number(s), a list of any individual numbers billed with the master account, all options listed individually and one-time charges listed individually, clearly detailing individual charges. 7.3 Each department should be billed individually. 7.4 Invoices will be available in hard copy and it is preferred to have the ability to access an electronic statement as well. Monthly statement will provide a user-friendly summary of services and itemization of ALL monthly charges. 7.5 Vendor shall submit monthly invoices for the services performed and payments shall be made in accordance with Putnam City School Board Policy. 7.6 The master account should be able to view each department invoices and make changes to any individual or department plan. 7.7 Each department shall have one point of contact that has the authorization to replace broken or damaged equipment, have access to technical support, and change individual plans. 7.8 Plans may be changed at any time without penalty. 8.0 SUBMISSION REQUIREMENTS 8.1 One (1) Original plus three (3) copies of the proposal shall be submitted in separate loose-leaf, three-ring binders. In addition, please submit one PDF of your entire proposal package. Send the PDF response to cboggs@putnamcityschools.org before the designated due date and time. 8.2 If any confidential and/or proprietary information is included, then each page containing such information must be stamped proprietary. It is not acceptable to label the entire proposal as confidential 6

7 and proprietary. 8.3 Proposals shall be submitted in a sealed package with the following information labeled on the outside of each package: Full company name RFP name RFP due date and time 8.4 No telephone or facsimile offers will be accepted. 8.5 Proposals shall not be withdrawn after they are delivered to PCS, unless vendor makes a request in writing to the Director of Information Technology Services prior to time set for receiving proposals, or unless the Director of Information Technology Services fails to accept or reject the proposals within sixty (60) days after the date fixed for receiving said proposals. 8.6 Proposals that contain irregularities of any kind and/or do not comply fully with solicitation documents may be rejected at the discretion of the Director of Information Technology Services. Putnam City Schools shall not be liable for any costs associated or incurred by vendor in conjunction with preparation of documents. 8.7 By submitting a response, the vendor certifies: that this proposal is made without prior understanding, agreement or connection with any corporation, company or person submitting a proposal for the same service and is in all respects fair and without collusion or fraud; that collusive pricing is understood to be a violation of State and Federal law and can result in fines, prison sentences and civil damage awards. It is agreed that all conditions of the solicitation, notice to proceed and/or purchase order of PCS shall be abided and that the person signing this proposal is authorized to bid for the vendor. 8.8 Vendor shall submit with proposal the vendor information form. Failure to provide the information requested in complete and accurate detail may result in rejection of the proposal. If further information is required to provide responsibility such as providing copies of licenses, certificates, permits, etc., the vendor will be notified, in writing and given seven (7) days from notification to comply. 8.9 Vendor shall read and complete all applicable forms and submit with your proposal Vendor shall provide with proposal a copy of their current business license upon request Vendor shall submit the following information with your proposal. You must reference each section as listed below. Business Qualifications (Response Section) A. If new vendor to the district, please provide a brief history of the company and organization with specific attention given to the appropriate divisions and subsidiaries responsible for services requested. The background history should include: Year founded. Public or private enterprise. Years involved in providing the requested service. Total number of employees. Total number of employees available in the Oklahoma City metro area to provide services for this account. 7

8 E-rate SPIN (Service Provider Identification Number) Note: If the Vendor is a joint venture, or partnership; or, if the firm will have significant participation by a subcontractor significant defined as 25% or more of the project revenues and/or responsibilities then the information in A should be provided for each of the participating entities. Relevant and Quality Experience (Response Section) A. If a new vendor to the district, provide three (3) to five (5) references from K-12 urban school districts or of a similar nature, (type of facility and size) for which your company is currently or previously (within last 2 years) providing services similar to the specifications of this solicitation. Provide the following information for each reference: Name and address of organization Name and title of primary contact with telephone number, fax number and address Description of the services provided including dates and scope of work for the job, including planning/budget/scheduled activities, and outside talents used. Outline the documentation, project tracking, and work product delivery methodologies used and which proved to be successful. Also for each reference, provide information on an alternate contact person that has first-hand knowledge of the work you have done or are doing. Cost of Services (Response Section) A. Provide pricing on the pricing form, Appendix B. Pricing should include all services requested and the correlating plans referenced. Pricing should be per department. Do not include fees, taxes, or other regulatory charges. List any fees for adding, dropping, or suspending a line or service. B. E-Rate Knowledge and Experience Please provide a brief statement about how much experience the Vendor has had working with the Schools and Libraries Division. Please designate how many staff members have received E-Rate training and the source of that training. Please describe how you plan to stay in compliance with all E-Rate Program rules and regulations. C. Training and Implementation The selected vendor will need to provide training to all designated members of the PCS staff on all website navigation and features. This training shall cover billing, customer service records, vendor processes, and service orders. Training can be conducted through a variety of means: web-based, on-site, and/or written materials. However, it should occur as soon as possible after commencement of services. Disaster Plan (Response Section) A. Because of the critical nature of some phone users including Campus Police, Central Office administrators, building administrators, describe any available contingencies in the event of a disaster 8

9 where towers are unavailable. Implementation Plan (Response Section) A. Describe the plan for rolling out the new service, if applicable. Phone number switching, as well as equipment distribution. 9

10 9.0 EVALUATION 9.1 To be entitled for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. It shall be the responsibility of the awarded vendor to meet all specifications and guidelines set forth herein. 9.2 An evaluation committee will evaluate each proposal. PCS, at its sole discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions by PCS. 9.3 Proposals that do not have pricing evaluated will not be considered for award. 9.4 Price Evaluation Formula: Criteria to be evaluated on a 100 point scale. 9.5 Proposals will be evaluated on the following: Cost 40% Technical Capabilities 20% Coverage 20% Relevant and quality experience 20% 9.6 E-Rate program rules require that the cost of E-Rate eligible goods and services be given the highest weighting in the vendor selection process. PCS will not consider the cost of ineligible products or services as it compares price proposals. 9.7 The selected vendor will be contacted via or phone after approval of the Board of Education AWARD 10.1 Please be advised that it is the policy of Putnam City Schools that all contracts be awarded on a strictly non-discrimination basis without regard to the race, gender or ethnicity of the vendor This contract shall be for one (1) base year with four (4) one-year available options to renew at the sole discretion of the Putnam City Schools Board of Education. The contract will be conditional upon the Vendor s ability to comply with requirements set forth in the solicitation documents Vendor shall not begin work without a purchase order issued by the Putnam City Schools Information Technology Services Department Itemized invoice must be submitted to: Putnam City Schools Information Technology Department, ATTN: Cory Boggs 5401 NW 40 th Street Oklahoma City, OK Invoices should include the PCS purchase order number and the ship to location where the goods and/or services were delivered. Invoices that do not include this information will be returned to the vendor. Separate invoices are required for each purchase order. 10

11 NON-SUBMITTAL RESPONSE FORM RFP Name: Cellular Services NOTE TO VENDOR: If your company s response is a non-submittal, Putnam City Schools is very interested in the reason for such response and desires to ensure that the procurement process is fair, non-restrictive and attracts maximum participation from interested companies. We therefore, appreciate your responses to this non-submittal response form. Please complete and fax this form to: (405) or cboggs@putnamcityschools.org Please indicate your reason for responding with a non-submittal : Unable to meet requirements for this solicitation. Unable to provide the goods or services specified in this solicitation Unable to meet time frame established for start and or completion of project. Received too late to submit a bid. Received on: Please remove our company s name from receiving similar type solicitations. Other (Please explain): Your response will be reviewed and placed in the solicitation file. Your input will assist PCS in determining changes necessary to increase participation in the solicitation process. Company Name Company Address ( ) ( ) Company Telephone Number Company Fax Number Primary Company Contact Address Authorized Company Official Signature Title Date 11

12 VENDOR INFORMATION FORM RFP Name: Cellular Services This form must be completed and returned with your bid. 1. Company Name: 2. Street Address: 3. City, State, Zip Code: 4. Primary Contact: 5. Telephone: ( ) Fax: ( ) Company web site: 8. State tax identification number and state issued from: 9. State of Incorporation: 9. Have any conditions or restrictions been placed by the company on this proposal that would declare it non-responsive? Yes No 10. Are you prepared to provide proof of insurance as required? Yes No 11. Has your company ever been debarred from doing business with any federal, state or local agency? If yes, please provide details including agency name, date and reason for debarment. Yes No 12. Has your company ever defaulted on a contract or been denied a bid due to non-responsibility to perform? If yes, please provide details. Yes No 12

13 SOLICITATION CHECKLIST RFP Name: Cellular Services The following items must be completed and submitted with your proposal in order for your response to be considered. Submitted Yes No Description Coverage Map(s). The original and three (3) copies of the proposal. PDF of submitted proposal. Proposal (pricing). Vendor information form. E-Rate SPIN Number. List of current no cost phones and equipment and list of recommended phones and equipment. Including pricing. Non-Kickback Affidavit. Company Name Signature of Authorized Company Representative Date 13

14 Current Cellular Services Department A Minutes, Data, 250 Multimedia Text, PTT Minutes, 250 Multimedia Text, PTT Minutes, 250 Multimedia Text, PTT Minutes, 250 Multimedia Text, PTT 39 PTT Department B Minutes, Data, Unlimited Multimedia Text, PTT Minutes, Multimedia Text, PTT 1 Mobile Broadband Hotspot (unlimited data) Department C Minutes, Data, 250 Multimedia Text, PTT Minutes, PTT Minutes, 250 Multimedia Text, PTT Minutes Minutes, 250 Multimedia Text 1 Mobile Broadband Hotspot (unlimited data) Department D Minutes, Data, Unlimited Multimedia Text Minutes, 250 Multimedia Text Department E Minutes, Data, Unlimited Multimedia Text, PTT Minutes, PTT Minutes, PTT Department F Appendix A

15 8 100 Minutes, PTT Minutes, PTT Minutes, 250 Multimedia Text, PTT 16 PTT Department G Minutes, Data, Unlimited Multimedia Text, PTT Minutes, PTT 6 PTT Department H Minutes, 250 Multimedia Text, PTT Department I Minutes Minutes Department J 10 PTT Department K 10 PTT Department L 1 Mobile Broadband Hotspot (unlimited data) Appendix A

16 Pricing Instructions to Vendors: Do not include any taxes, federal or state mandated fees in pricing quotations. Minutes listed should be regarded as approximate. List plan specified minutes in Plan Specifications detail. PTT= Push to Talk. Department A Minutes, Data, Unlimited Multimedia Text, PTT Minutes, Multimedia Text, PTT Minutes, Multimedia Text, PTT Minutes, Multimedia Text, PTT 39 PTT Department B Minutes Data, Unlimited Multimedia Text, PTT Minutes, Multimedia Text, PTT 1 Mobile Broadband Hotspot (unlimited data) Department C Minutes, Data, 250 Multimedia Text, PTT Minutes, PTT Minutes, 250 Multimedia Text, PTT Minutes Minutes, 250 Multimedia Text 1 Mobile Broadband Hotspot (unlimited data) Appendix B 1

17 Department D Minutes, Data, Unlimited Multimedia Text Minutes, 250 Multimedia Text Department E Minutes, Data, Unlimited Multimedia Text, PTT Minutes, PTT Minutes, PTT Department F Minutes, PTT Minutes, PTT Minutes, 250 Multimedia Text, PTT 16 PTT Department G Minutes, Data, Unlimited Multimedia Text, PTT Minutes, PTT 6 PTT Department H Minutes, 250 Multimedia Text, PTT Appendix B 2

18 Department I Minutes Minutes Department J 10 PTT Department K 10 PTT Department L 1 Mobile Broadband Hotspot (unlimited data) Appendix B 3

19 VENDOR: ---- Dear Vendor: We are required by law to have on file a signed and notarized affidavit from each vendor for any purchase order totaling $25, or more. To obtain your payment promptly, please sign, notarize and retum this form by mail to: Putnam City Schools Business Office 5401 NW 40 th Street Oklahoma City, OK 731"22 AFFIDAVIT STATE OF: COUNTY OF: The undersigned person, of lawful age. being first duly sworn. on oath, says that this invoice is true and correct and that (s) he is authorized to submit the invoice pursuant to a contract or purchase order. Affiant further states that the (work. services, or materials) as shown by this invoice have been (completed or supplied) in accordance with the plans, specifications, orders, requests or contract furnished or executed by the affiant. Affiant further states the (s) he has made no payment directly or indirectly to any elected official. officer or employee of Putnam City Schools, Independent School District #1. Oklahoma, or money or any other thing of value to obtain payment of the invoice or procure the contract or purchase order pursuant to which an invoice is submitted. Contractor, Supplier, Engineer, etc. Subscribed and sworn to before me this '--_ day of (SEAL) Notary Public My Commission expires: