E- RATE RFP Lumpkin County Board of Education E- Rate Hosted Voice Over IP Service REQUEST FOR PROPOSALS

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1 E- RATE RFP Lumpkin County Board of Education E- Rate Hosted Voice Over IP Service REQUEST FOR PROPOSALS General Considerations: TERMS AND CONDITIONS OF REQUEST FOR PROPOSAL (RFP) Lumpkin County Board of Education is requesting proposals for the E- Rate Priority One funding. 1. An approved contract for Priority One funding will cover the period between July 1, 2015, and June 30, Vendor must be willing to participate in the FCC E- Rate Program and is responsible for complying with all rules and regulations of this program, including providing invoices to the Schools and Library Division in order for the school system to receive appropriate discounts. 3. Vendor must provide one primary contact number for all billing inquiries. 4. This proposal is made without any previous understanding or agreement with any other person, firm or corporation submitting a proposal for the same purpose, and is in all respects fair and without collusion or fraud. Scope of Services: 1. Lumpkin County Board of Education seeks the installation of voice over IP to include a Turn Key installation of IP phones, configuration, as well as any and all other necessary components to complete a full and working voice over IP system for Lumpkin County School District. We have 190 Mitel IP phones to be converted to the new system. We have 177 analog teacher phones to be replaced with basic IP phones. We have 82 analog administrative phones to be replaced with full- feature IP phones. The phones must be to be switched to the new system on July 1, Lumpkin County Board of Education seeks to deploy voice over IP at the following District locations: Lumpkin County High School 2001 Indian Drive Lumpkin County Middle School 44 School Drive

2 Lumpkin County Elementary School 153 School Drive Long Branch Elementary School 4518 Hwy. 52E Blackburn Elementary School 45 Blackburn Rd Dawsonville, GA Lumpkin County Schools BOE 56 Indian Drive Technology Building 51 Mountainview Dr. Bus Shop DSL connection Maintenance Shop connection DSL Connection School Current IP To be flashed To be Replaced Teacher IP To Be Replaced Admin IP LCHS LCMS BES 85 LBES LCES LCBOE 29 Bus shop 2 1 Maintenance 1 Tech building 4 Total

3 3. RFP must meet the following specifications: 2 PRI lines 200 Numbers 445 Extensions No license fees Must be able to utilize 190 existing Mitel IP phones Replace 177 analog teacher phones with basic IP phones Replace 82 analog administrative phones with full- feature IP phones Port existing phone numbers Feature List: Web Management Tool Call Manager Web Interface Voic Web Interface Call Records Web Interface Time Conditions DID/Caller ID Flow Control Codes Day Night Codes Route by extension, caller id or dialed number Users can use blind or assisted transfers and call parking to route calls Block incoming or outgoing calls by DID, Caller ID or extension Connect phone system to intercom and integrate existing bell schedule Create one or many conferences where users can dial a single extension number and talk to each other in a conference Create one or more company directories of extensions. Callers can search the directory by the user s name A menu system that plays an initial recording to callers, then allows them to dial an option or an extension number The ability to upload audio files and divide the files into various categories The ability to select which category to use for particular calls in routing, queues, ring groups and on hold Voic left at an extension can be ed to the extension s address. The includes caller id, length, date and time. A wav file copy of the voic can optionally be attached. SIP or IAX trunking to other phone systems over the Internet Place extensions at remote locations over the Internet

4 Page single extensions two- way or groups of extensions one- way Selectively give users the ability to pick up calls that ring to other extensions Fax Enabled hardware device that allows your fax machine to use VoIP service to transmit faxes instead of a local analog line Added 12/3/14: Adding information to the E911 database for all of the different locations. Fax print driver installed on a PC/Mac. The PC/Mac then has a new printer to choose when printing a document. If the fax printer is selected, you then choose the fax number you would like the document faxed to. The driver sends the document to the phone system where the document is then faxed to the specified fax number. Users can optionally receive an confirming the fax has been sent. The driver can be installed on as many PCs/Macs as needed. The fax number used to send the faxes can be configured on a per PC basis as needed. Incoming faxes converted to PDFs in the phone system. The phone system then s the PDF to the address configured in the phone system for the fax number at which the fax was received. Selection Criteria: Lumpkin County Board of Education reserves the right to reject any or all proposals and select the proposal that offers the best overall benefit to the school system. Along with price, special consideration will be given to proposal of components/services that we believe offer the highest quality and usability. In addition, special consideration will be given to vendors that are stable and have established themselves in the market. Price is the primary consideration, but not the only consideration, per FCC rules for evaluating RFP s for E- Rate. Special consideration will be given to the following: Vendor Qualifications: 1. In order to submit a proposal, the vendor a. Must be registered as a service provider with the Schools and Libraries Division (SLD) of the Federal Communications Commission (FCC), have a Service Provider Identification Number (SPIN) and comply with all SLD service provider requirements. b. Must have a minimum of five years experience in the area of expertise of this RFP. c. Must have highly- qualified network engineers and technicians on staff, capable of diagnosing problems quickly and providing/recommending solutions. 2. Proposals submitted by the vendor must comply with the competitive bidding requirement of the SLD for Universal Service Fund services and support, along with state and local laws.

5 3. Vendors must be able to provide at least three references from customers with environments similar to Lumpkin County School District. Reference information must include company name/project, contact name, address, and telephone number. 4. The vendor must provide a history of the company, including years in business, licensing information, years in providing the type of proposed service, existing customer satisfaction, number of customers in Georgia, and areas covered in Georgia. 5. The vendor must certify that no federal or state suspension or debarment is in place, which would preclude receiving a state or federally funded contract. 6. The vendor must provide a certificate of liability insurance. 7. Items not covered by E- Rate must be on a separate bid sheet. IP phones are not covered by E- Rate Response Submission: Sealed responses to this RFP must be submitted and delivered to Lumpkin County School System, Attn: Pete Seabolt, 56 Indian Drive, no later than January 5, 2015 at 2:00 PM. The outside of the sealed envelope should be clearly marked with the vendor name, and E- Rate SPIN number. It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. Lumpkin County Board of Education reserves the right to reject all late arrivals. Envelopes containing RFP's shall be so marked as containing RFP s. Multiple RFP s may not be submitted in the same envelope. The outside of the envelope shall be identified as follows: Lumpkin County BOE E- Rate Hosted Voice Over IP Service Attn: Pete Seabolt 56 Indian Drive Dahlonega, Ga Contact Information: Pete Seabolt Assistant Superintendent aseabolt@lumpkin.k12.ga.us Phone: ext. 1

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