All bids are subject to the terms and conditions of the bid invitation and must be received in sealed envelopes with the following identification.

Transcription

1 BID INVITATION FOR HOSTED VOICE OVER IP SERVICE Issued By Trigg County School District 202 Main Street Cadiz, Kentucky Introduction The Trigg County Schools is soliciting bids from reputable service providers. The selected vendor will be our primary source for hosted, interconnected Voice over IP (VoIP) services. Please note that the term Universal Service Fund (hereafter to be called USF or erate) is used throughout this RFP for defining all eligible products and services for which school systems can receive discounts from the providers of these products and services. Quoted prices must be planned to be effective starting July 1, 2016 and extend through June 30, The Trigg County Schools retains the right to extend this contract for up to five more years in one-year increments from July 1, 2017, if applicable and with the agreement of the service provider. The successful vendor will be required to participate in the Universal Service Fund and will provide the appropriate discounts if applicable to this project. If Trigg County Public Schools does not receive USF funding for this project, Trigg County Public Schools may chose not to purchase these services. RFP Process Sealed bids will be received at the office of the Trigg County Schools, 202 Main Street,, until 11:00 a.m. CST, April 11, 2016, for furnishing hosted VoIP to the district. All bids are subject to the terms and conditions of the bid invitation and must be received in sealed envelopes with the following identification. Bid Hosted VoIP Services Opening 11:00 a.m. CST, April 11, 2016 ATTN: Rory Fundora Vendor Contact Name one person to be the coordinator for your RFP response and for any clarification activities that might be necessary and include the following information about your company and that person on the first page of your RFP response. Failure to include all information listed could result in the RFP being disqualified. Company: Contact Name: Title: Address: Phone: Fax: USF SPIN Number:

2 Vendor Background Material Please include the following information in your RFP response. Your company s legal name, address, and telephone number. Include parent company information if applicable. How long has your company been in business? How long has your company or division been providing hosted VoIP services in Kentucky? Please describe your company s experience hosted VoIP services. Please describe your experience with erate. Your company s erate Service Provider Identification Number (SPIN). Please describe your experience providing hosted VoIP services to any other Kentucky school districts. Please describe your experience working with Trigg County Schools. References Provide a minimum of 3 references for customers with operations similar to ours that your company has worked with in the past two years. Include contact names, telephone numbers, and addresses. Bid Award Sealed bids will be opened and acknowledged for receipt at 11:00 a.m. CST, April 11th, No awards will be made at that time. The Board of Education will select the winning vendor and award a contract at the next regularly scheduled meeting on April 18, 2016 after the review is complete. The Trigg County Schools reserves the right to accept any bid, reject any or all bids, and to waive any informalities received where such acceptance, rejection, or waiver is considered to be in the best interest of the Trigg County Schools. The Trigg County Schools also reserves the right to reject any bid where evidence or information submitted by the Bidder does not satisfy the Trigg County Schools that the Bidder is qualified to carry out the requirements of the contract documents. This RFP does not commit Trigg County Schools to any specific course of action. Trigg County Schools reserves the right to not select any vendor or purchase any goods or services resulting from this RFP. All submitted proposals will be considered the property of the Trigg County Schools. All material submitted by Trigg County Schools must be treated as confidential and cannot be used for any other purpose than the response to this RFP. Information submitted by any vendor will be considered confidential to Trigg County Schools and will not be used for any other purpose than evaluating vendor responses. General Conditions If mutually agreed to by both parties, the contract may be renewed each fiscal year for up to five additional years following fiscal year 2017 (July 1, 2016 June 30, 2017). Prices on renewed contracts may be adjusted prior to contract renewal (generally December of the year preceding the contract year) by providing, in writing, the new pricing, no later than November 1 of the year preceding the start of the new contract year. As the bids are being reviewed, agents/representatives may be contacted by the Chief Information Officer concerning their bid. Information regarding items or conditions of this bid may be obtained from Rory Fundora, CIO, Trigg County Schools, 202 Main Street,, (270) , rory.fundora@trigg.kyschools.us. In addition, it is assumed that if the Universal Service Fund requirements change to extend the year from 12 months to something else, this contract will allow for the time extension required to provide coverage for services to the extended date.

3 The District does not seek to purchase, own or maintain an in house phone system, but rather issues this RFP for phone service that provides the most up to date VoIP features and functionality as a hosted service with equipment ownership, maintenance and service remaining with the service provider. Selection Process This bid will consist of vendor hosted VoIP service, any required on-premises equipment, erate eligible installation services, and technical support. It will be the responsibility of the vendor to survey the school sites prior to submitting their response, to become familiar with the systems that are installed at each facility. The school district is not responsible for the costs associated with this survey. Contact Rory Fundora to schedule a site survey. A number of factors will influence Trigg County School s decision in selecting the vendor. These factors include a technical evaluation based upon the vendor s ability to deliver these services in a timely manner. Equally important is a vendor evaluation based upon vendor reputation, past performance with similar projects in the school district, service and support resources, knowledge of USF policies and procedures, knowledge of the KETS state network, and knowledge of KETS policies and procedures. The Trigg County Schools will use a weighting system to determine the bid award. The RFP response will be weighted as indicated on the following criteria: 30% Price 20% Experience working with Aastra brand telephones 20% Experience working with erate eligible projects 20% Experience working with Kentucky school districts 10% Knowledge and experience with Trigg County Schools telephone system environment Please note that Trigg County Schools will select the vendor based upon the best overall solution and value, and is not obligated to select the lowest price bidder. All responding bidders will participate in the FCC Universal Service Fund, where applicable. The requirement will only be in effect if the Trigg County Schools is successful in its application to the FCC, and may require, if the district is successful, that you will invoice the school district at the correct discount percentage rate as defined by the FCC. Service Requirements and Pricing Please provide a per-seat/user price as well as any erate eligible installation costs for hosted VoIP services. Detailed Specifications The specifications provided in this section are intended to convey the characteristics the District desires for hosted VoIP phone service. 1. District must be able to use their existing phone extension scheme. 2. Repair and maintain any vendor supplied equipment. 3. Provide basic technical support services for configuration of handsets and system settings. 4. Hosted VoIP Service will use the current District phone numbers. The District wishes to retain the current phone numbers at all locations. 5. Hosted VoIP Service will provide four-digit dialing between rooms and facilities; Call Forwarding, both inside and outside of the system; Call Routing System; Call Transfer and Redial; Caller ID, both the caller and receiver, provided the receiver has this feature enabled on their phone. 6. Hosted VoIP Service will provide Enhanced 911 (E 911) 7. Hosted VoIP Service will provide Centralized Voice Mail Solution that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system, as well as, Voice Mail that is accessible from inside and outside of the District. 8. Hosted VoIP Service will provide analog ports for fax, alarm (security and fire), paging systems, and postage machines.

4 9. Hosted VoIP Service will include in-state/out-of-state long distance service. Cost for this service must be included in the quote. 10. Hosted VoIP Service will meet the requirements of Category 1 eligible E-Rate funding. 11. Hosted VoIP Service will provide a Centralized Call Detail Reporting (CDR) system to report calls being made and where the call originated. 12. Hosted VoIP Service must support district s existing Aastra handsets. 13. Hosted VoIP Service and protocols must be compatible with existing Extreme Networks brand Ethernet switches. 14. Hosted VoIP Service must provide any Session Border Controller devices needed at both the school and central office locations. 15. Hosted VoIP Service must include any necessary data connections and required equipment to access hosted service. (T1, etc.) 16. Respondents should possess and use their extensive knowledge and experience within the communications industry to recommend a creative solution that will meet or exceed the School District s requirements. 17. Preference will be given to the vendor that provides a comprehensive, cost-effective solution for current specifications, future School District requirements, and ongoing service and support. Current Telephone System Description The Trigg County Schools currently uses hosted VoIP services provided by AT&T, utilizing AT&T provided equipment in the following district entities. Instructional Facilities 1. Trigg County Primary & Intermediate Schools 205 Main Street 2. Trigg County Middle School 206 Lafayette St 3. Trigg County High School 203 Main Street Non-Instructional Facilities 1. Trigg County BOE 202 Main Street Each location has the following erate eligible equipment (furnished by the service provider). Trigg County Primary & Intermediate School Total Physical Ports: 4 FXO, 4 FXS, 6 PR Type System: MSBR with FXO and FXS Voice Trigg County Middle School Total Physical Ports: 4 FXO, 4 FXS, 6 PR Type System: MSBR with FXO and FXS Voice Trigg County High School Total Physical Ports: 1 E1/T1, 4 FXS, 2 PR GE Type System: MSBR with E1/T1 and FXS Voice

5 Trigg County BOE Total Physical Ports: 4 FXO, 4 FXS, 6 PR Type System: MSBR with FXO and FXS Voice Additional, Non-eRate Services Sought In addition to the annual, erate eligible, VOIP services, the Trigg County Schools may, from time to time, require VOIP system handset installations and/or model changes that are not eligible for erate funding. Please provide an hourly rate for these types of services. Please provide your bid responses in the following form: 1. Per-seat/user Cost for erate Eligible hosted, VOIP Services: 2. Cost of erate Eligible setup/installation services: 3. Hourly Rate for non erate Eligible Services: