How To Provide A Hosted Phone Service To A School District In Mississippi

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1 Hosted VoIP RFP Throughout this document, the word District refers to HINDS COUNTY SCHOOL DISTRICT Subject RFP-For a 3, 5, and 7 year contract, the District desires implement hosted VoIP services. The District wishes to evaluate various time frame options considering that a longer contract may prove beneficial to the District. Purpose Proposals are being sought by the District for the purpose of securing the most cost efficient Hosted Internet Protocol Telephony (VoIP) service. Hosted solution must meet all criteria for E-rate eligibility as Priority One service telecommunications service. Background Our District s students, teachers, staff and administrators are using more and more resources that require more of the technology department s time. The District has limited resources to manage and maintain a on the premise phone system. The District is need of a solution which would be feature rich, scalable and reliable without the costly investment of purchasing a phone system and the added IT staff needed to manage the system. As technology continues to change at a rapid pace, the District needs a hosted voice solution which provides monthly services for managed hosted VoIP. The purpose of this RFP is to explore the various options currently supported through the E-Rate program and its Priority One services. General Requirements For VoIP services the District must be able to keep their current phone numbers. Terms used throughout this RFP USAC Universal Service Administrative Company SPAC - Service Provider Annual Certification SPIN Service Provider Identification Number This RFP package consists of the following sections General Conditions Detailed Specifications District Responsibilities The Vendor's responsibilities 1

2 Proposal Forms Send sealed proposals and supporting documentation to: Lisa Jones Hosted VoIP Quote Highway 18 West Raymond, MS Do Not Fax Proposals. Proposals will be received by the District at the address shown above until 10:00 am on Wednesday March 13, 2013 must be mailed to the address above in time for delivery before the closing date or hand delivered. Schedule of Events: Release of RFP to vendors Tuesday, February 12, 2013 Mandatory Pre-site Visit Wednesday, February 20, 2013 at 10:00 am Deadline for Submission of Proposals Wednesday March 13, 2013 at 10:00 am Opening of proposals Wednesday March 13, 2013 at 10:00 am Inquiries All correspondence and inquires regarding this RFP must be done via If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call Lisa Jones and confirm that the message was received. Basis of Award 1. E-rate approval by USAC 2. Must have current USAC SPIN. 3. Must include three references 4. Helpdesk and Network Management System. (24x7x365) 5. Must meet all FCC requirements for vendors providing telecommunications as defined on Page 6 of the E-Rate Eligible Services List for Location of NOC 7. Technicians must be able to be on site within 4 hours of report of disruption of service. 8. Length of time bidder has been providing Hosted VoIP services (minimum 5 years preferred) 9. Lowest and best bid with price being the primary factor 10. Vendor s disaster recovery plan 11. Service provider must offer discount billing to USAC 2

3 General Conditions The following are the General Conditions for the work to be performed as outlined in the Detailed Specifications. Scope of Work This RFP is for the procurement of telephone service for the District. The service must meet all eligibility for Hosted VoIP telephone service as PRIORITY ONE telecommunication service as defined by the eligible services list for the funding year This RFP is NOT to procure equipment, software, licenses, maintenance contracts or any other products or services that would be considered Priority Two Internal Connections as defined in the USAC eligible services list. In the case of leased equipment such as routers, contractual terms of the lease must be provided with The Service Provider s Bid. The term lease is used to refer to contractual arrangements whereby the ownership of the property remains with the service provider, as stipulated in the SLD Fact Sheet on Internet Services Connectivity, 2/24/98, page 1. The SLD has stated that it will not commit to discounts on a contract that is titled or described as a lease when in effect the terms of the agreement constitute a purchase. For example a lease, which includes upfront payment of capital costs, will not be eligible for discounts. This RFP is NOT seeking quotes for a District owned phone system, but rather for phone service. 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. Proposal Submittal In order to be eligible for submission of a quote, the Service Provider must attend the pre-bid visit. Any submissions submitted by a company that has not completed the site visit will be returned unopened. Two copies of the proposal and two copies of the other required documentation must be sent in a sealed envelope clearly marked with the words Hosted VoIP. All proposals will be opened at Wednesday, March 13, 2013 at 10:00 am, at The District Central Office Raymond, Mississippi. Due to the nature and diversity of the proposals, a significant amount of time may be required to determine which proposal provides the best option for The District. The evaluation process will not be complete until The District has determined the best proposal based on all factors. 3

4 The Service Provider s Qualifications The Service Provider must provide proof of registration with the (SLD) for reimbursement under E-Rate guidelines for Priority One Services. If The Service Provider fails to file the appropriate forms with the SLD or fails to receive an SLD Service Provider Number, The District is not responsible for the discounted portion of The Service Provider s bill. The Service Provider must generate an invoice for the USF portion of the bill in accordance with SLD regulations. The Service Provider is responsible for supplying SLD SPIN with the quote. Vendor must provide a Mississippi Contractors License. Preference will be given to those who are on the Mississippi Public Service Commission s list of Telecommunications carriers. To reduce the chance of third parties in the support process, preference will be given to those who will be using their own PSTN Gateway for this proposal. It is preferred that the Service Provider has been in business for at least 5 years. A legible copy of incorporation papers must be attached and noted. Service Providers must give examples of experience with installation of similar projects for at least three such installations. Governing Law All RFPs and related documents submitted to The District by the Service Provider are governed under the laws of the State of Mississippi. Comprehensive List of References All references should include: a contact person, dates of work, mailing address and telephone numbers. References must include three (3) or more references of installations of similar complexity, preferably in Mississippi. The District reserves the right to: 1. Give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting proposals, and to disqualify any such Service Provider it deems unqualified to provide the services requested. 2. Reject any and all proposals if deemed necessary. 3. Accept any alternative proposal believed to be in the best interest of the District. 4. Waive any formality in the quote submission. 5. Cancel any awarded bid if the service proves unsatisfactory. Terms of Payment The start of services for this project may not begin prior to July 1, The District will, if possible, issue an SLD Form 486 on the day services begin. For the duration of the contract, payments will be monthly after the submission of invoices from the Service Provider. 4

5 Term of Contract and E-Rate Subsidies Payment for The District s hosted Voice over Internet Protocol (VOIP) is dependent on E-Rate subsidies. The District will file for the E-Rate subsidies throughout the term of the contract. In the event that the District E-Rate subsidies were to cease, the District will notify the service provider as to the date of the cessation and the District s will be liable only for payment for services until the time of termination. If E- Rate subsidies stop, the District will not be bound by the remainder of the contract. Vendor Requirements The vendor must meet or exceed all minimum qualification requirements. All submitted quotes must provide at a minimum, all requested information in this quote document. Any portion not included will be cause for elimination from the quote process. Each response will be reviewed to determine if it is complete prior to actual evaluation. The information should be organized as indicated in the quote requirements. Any portions of the submitted quote, which are to be treated by the District as proprietary and confidential information, must be clearly marked as such. The District reserves the right to eliminate from further consideration any response, which is deemed to be substantially or materially unresponsive to the request for information, contained in this section. Vendors must include a reference for a project of equal size and scope that has been completed within the past three (3) years and it must include the following: Job Location Contact name and telephone number Date of contract Project Description Equipment/Service Installed I. General Conditions The following are the General Conditions for the work to be performed as outlined in the Detailed Specifications. 1. Location of Sites: The location of the work is on property owned by the Hinds County School District and through negotiated services on right-of-ways. 2. Scope of Work: It is understood that, except as otherwise specifically stated in this RFP, The Vendor shall provide and pay for all materials, labor, tools, equipment, transportation, temporary construction of every nature and all other services and facilities of every nature whatsoever, necessary to execute, complete and deliver the work within the specified time. Licenses necessary for the execution of the work shall be secured and paid for by The Vendor. This would include all pole rights needed for fiber services obtained through local utilities. Any work necessary to be performed after regular working hours, on weekends or legal holidays, shall be performed without additional expense to the Hinds County School District, unless the weekend or holiday work due to a delay caused by the Hinds County School District. The Vendor will be fully responsible for securing all required right-of-ways, construction permits and cross connects required to complete this project. 3. Protection in General: The Vendor shall protect all buildings, furniture, equipment, personal items, trees, shrubs, lawns and all landscaping on school property from damage. Any damaged property shall be 9 5

6 repaired or replaced at the Vendor's expense. Labor shall include all restoration (leveling, sod replacement) of grounds broken up during the installation of this network. 4. Change in Contract: The Hinds County School District will not be responsible for any change in the work involving extra costs unless approval in writing is furnished by the Director of Technology before such work is begun. 5. Existing Conditions: The Vendor, in submission of this proposal, will have visited the premises and will be assumed to have taken into consideration all conditions, which might affect this work. The location of the demark shall be in the server closet or another location specified by the Hinds County School District technical personnel. Hinds County School District must approve the location of all construction on their property to connect fiber to the building. No consideration will be given to any claims based on a lack of knowledge of existing conditions. To setup a site visit, contact Lisa Jones: ljones@hinds.k12.ms.us. If a vendor does not receive a response within 24 hours, it is the responsibility of the vendor to call Lisa Jones at and confirm that the message was received. 6. Insurance: Within ten (10) days after notification of award, The Vendor shall furnish to the Hinds County School District a Certificate of Insurance showing compliance within the following limitations: a) The Vendor agrees to comply with the provisions of Worker's Compensation Laws of the State of Mississippi. b) It shall be stated on every policy or Certificate of Insurance, as the case may be, that "The insurance company agrees that the policy shall not be canceled, changed, or allowed to lapse until ten (10) days after the Hinds County School District has received written notice as evidenced by the return receipt of registered mail, and it is agreed further that as to lapsing, such notice will not be valid if mailed more than fifteen (15) days prior to the expiration date shown on the policy." c) The Vendor shall maintain other insurance (with the limits shown below) that shall protect The Vendor and the Hinds County School District from any claim for property damage or personal injury, including death, which may arise out of operations under this contract, and the Vendor shall furnish the Hinds County School District with certificates and policies of such insurance as follows. Below is a list of the insurance coverage that must be procured by The Vendor at his own expense. The Vendor agrees to follow instructions indicated in each case:10 The Hinds County School District Protective Liability Insurance: Personal injury, including death, limits of $1,000, for each person and $1,000, for each accident. Vendor's Public Liability Insurance: Personal injury, including death, limits of $1,000, for each person and $1,000, for each accident. Property Damage limits of $1,000, for each accident and $2,000, for the aggregate. 7. Workmanship All work shall be performed in a professional manner. Personnel from the Hinds County School District may observe the work procedures and workmanship of the Vendor, but such observation will not relieve the Vendor from any responsibility of performance or constitute acceptance of the work performed. 8. Warranty The Vendor shall furnish a written warranty that describes the services proposed under these specifications. It is understood that the Vendor is not responsible for the warranty/function of' existing equipment already installed at the schools. However, limited troubleshooting of existing equipment or cabling will be provided by the Vendor free of charge to determine if the existing equipment or cabling can be reutilized. The Vendor must also show proof that their employee(s) are certified to install the proposed cabling components and electronic equipment, as assurance that a warranty can be provided. 9. Financing The Vendor will provide a binding contract to the Hinds County School District for submission to the Schools and Libraries Division. After notification of award from the Schools and Libraries Division, The Vendor will receive a Purchase Order for the products and services for which The 6

7 Vendor will be responsible as a result of this RFP. This Purchase Order will show the amount that is the responsibility of the local school system. The issuance of any purchase order will be contingent upon approval by USAC. Complete payment to the vendor will be subject to the rules of the Schools and Libraries Division (SLD), after notification by the Schools and Libraries Division (USAC Fund Administrator) of the acceptance of the Contract, the contingency will be removed and the Purchase Order will be submitted to the Vendor in accordance with the rules and regulations of the SLD. 7

8 Detailed Specifications The specifications provided in this section are intended to convey the characteristics the District desires for Hosted VoIP phone service. Hosted VoIP Service will use the current District phone numbers. The District wishes to retain the current phone numbers at all locations. 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. Hosted VoIP Service will provide Enhanced 911 (E 911), 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. Voice Mail must be accessible from inside and outside of the District. Must provide substantial voice mail storage. An example of substantial would be up to one thousand voice mails for one year per user. Hosted VoIP Service will provide analog ports for fax, alarm (security and fire), postage machine and auto attendant systems. Hosted VoIP Service will include no cost in-state/out-of-state long distance service. Cost for this service must be included in the quote. Hosted VoIP Service will meet the requirements of Priority 1 eligible E-Rate funding. Hosted VoIP Service will provide Centralized Call Detail Reporting (CDR) system to report calls being made and where the call originated. must be SIP compliant that are appropriate for office and classroom use. VoIP system must provide FAX to . VoIP gateway service. PSTN (public switched telephone network) interfaces; The PSTN interface offers a link from the IP infrastructure to the public switched telephone network to provide both connectivity to the analog phone network. 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. 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. Handset Specifications (The District is aware that at the time of this RFP, handsets either bundled, leased or purchased are not eligible for E-Rate subsidies according to the Eligible Services List) The district prefers a bundled or leased solution for handsets. VoIP Handset Specifications Executive Office Phone or Receptionist Integrated PoE support HD Voice for all audio paths with Acoustic Clarity 2 technology 320 x 160 pixel backlit grayscale graphical LCD 26 dedicated hard keys, 4 context-sensitive soft keys Support of up to three Expansion Modules USB for local call recording Two-port 10/100 Ethernet switch 8

9 Attendant Expansion Module 14 Illuminated keys configurable as a line key, or a speed dial with BLF 160 x 320 pixel greyscale/color graphical LCD with backlight Plug-and-play, hot-swappable cord-free, no AC adapter required - power and signaling are provided by the host phone Manager s/ Professional s office Integrated PoE support HD Voice for all audio paths with Acoustic Clarity 2 technology 320 x 160 pixel backlit grayscale graphical LCD 26 dedicated hard keys, 4 context-sensitive soft keys Two-port 10/100 Ethernet switch Mid-Range SIP desktop phone Integrated PoE support HD Voice for all audio paths with Acoustic Clarity 2 technology 256 x 116-pixel backlit grayscale graphical LCD 17 dedicated hard keys, 4 context-sensitive soft keys Two-port 10/100 Ethernet switch Two-line, Entry-Level Phone Integrated PoE support HD Voice for all audio paths with Acoustic Clarity 2 technology 102 x 33 pixel backlit grayscale graphical LCD 15 dedicated hard keys, 3 context-sensitive soft keys Two-port 10/100 Ethernet switch Common Areas- Break room Integrated PoE support Full-duplex speakerphone with Clarity 102 x 33 pixel graphical LCD 15 dedicated hard keys, 3 context-sensitive soft keys Two-port 10/100 Ethernet switch Vendors must agree to allow the district to upgrade the speed of connections during the time of the contract at or below the contracted rate. Vendors that include Microwave connections will not be considered. 9

10 QUOTE SUBMISSION FORM Company Name of Service Provider Corporate Headquarters Address _ City State Zip Service Provider Contact Name Service Provider Contact Phone Number Service Provider Contact Address E-Rate Service Provider Name E-Rate Service Provider Identification Number (SPIN) Address of Mississippi Office City State Zip 24 Hour Toll Free Help Desk Phone Number 10

11 3 Year Contract (Worksheet) Hosted VoIP service for 1,000 Phones and 25 Fax Lines WITH LEASED HANDSETS E-Rate Eligible One Time Cost E-Rate Ineligible one time Cost E-Rate Eligible Monthly Cost E-Rate Ineligible Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT WITH BUNDLED HANDSETS E-Rate Eligible One Time Cost E-Rate Ineligible one time Cost E-Rate Eligible Monthly Cost E-Rate Ineligible Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT Questions Does this proposal include the use of a PSTN gateway owned by your company? How long has your company been in business 11

12 5 Year Contract (Worksheet) Hosted VoIP service for 1,000 Phones and 25 Fax Lines WITH LEASED HANDSETS E-Rate Eligible One Time Cost E-Rate Ineligible one time Cost E-Rate Eligible Monthly Cost E-Rate Ineligible Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT WITH BUNDLED HANDSETS E-Rate Eligible One Time Cost E-Rate Ineligible one time Cost E-Rate Eligible Monthly Cost E-Rate Ineligible Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT Questions Does this proposal include the use of a PSTN gateway owned by your company? How long has your company been in business 12

13 7 Year Contract (Worksheet) Hosted VoIP service for 1,000 Phones and 25 Fax Lines WITH LEASED HANDSETS E-Rate Eligible One Time Cost E-Rate Ineligible one time Cost E-Rate Eligible Monthly Cost E-Rate Ineligible Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT WITH BUNDLED HANDSETS E-Rate Eligible One Time Cost E-Rate Ineligible one time Cost E-Rate Eligible Monthly Cost E-Rate Ineligible Monthly Cost Price Per Minute for Long Distance Service In-State Long Distance Out-Of-State Long Distance TOTAL FOR THE TERM OF THE CONTRACT Questions Does this proposal include the use of a PSTN gateway owned by your company? How long has your company been in business 13

14 WORKSHEET FOR HOSTED VOIP 3-Year Contract SECTION 3 1 Up to 300 Cost Per Handset/ Line E Rate Eligible One Time Cost E Rate Ineligible One time Cost E Rate Eligible Monthly Cost E Rate Ineligible Monthly Cost 301 to to to and above Analog Circuits 14

15 WORKSHEET FOR HOSTED VOIP 5-Year Contract SECTION 3 1 Up to 300 Cost Per Handset/ Line E Rate Eligible One Time Cost E Rate Ineligible One time Cost E Rate Eligible Monthly Cost E Rate Ineligible Monthly Cost 301 to to to and above Analog Circuits 15

16 WORKSHEET FOR HOSTED VOIP 7-Year Contract SECTION 3 1 Up to 300 Cost Per Handset/ Line E Rate Eligible One Time Cost E Rate Ineligible One time Cost E Rate Eligible Monthly Cost E Rate Ineligible Monthly Cost 301 to to to and above Analog Circuits 16

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18 WORKSHEET FOR VOIP HANDSETS 3 Year Contract PURCHASE Up to to to and above Receptionist Expansion Office Entry Level Common Area LEASE Receptionist Expansion Office Entry Level Common Area 18

19 WORKSHEET FOR VOIP HANDSETS 5 Year Contract PURCHASE Up to to to and above Receptionist Expansion Office Entry Level Common Area LEASE Receptionist Expansion Office Entry Level Common Area 19

20 WORKSHEET FOR VOIP HANDSETS 7 Year Contract PURCHASE Up to to to and above Receptionist Expansion Office Entry Level Common Area LEASE Receptionist Expansion Office Entry Level Common Area 20

21 Schools Bolton Edwards Elementary Middle (044) Grades K I-20 W Frontage Rd Bolton, MS Byram Middle (008) Grades Byram Bulldog Blvd Terry, MS Carver Middle (012) Grades Port Gibson St Raymond, MS Gary Road Elem. (020) Grades K Gary Rd Byram, MS Gary Road Intermediate (024) Grades Gary Rd Byram, MS Hinds County Career and Technical Center Highway 18 Raymond, MS Hinds County School District Central Office Highway 18 West Raymond, MS Main Street Restart Center (092) 130 Champion Hill Road Bolton, MS Raymond Elementary (042) Grades K Palestine Road Raymond, MS Raymond High (040) Grades Highway 18 Raymond, MS Terry High (030) Grades W. Beasley Street Terry, MS Utica Elem. Middle (028) Grades K Hwys 18 & 27 Utica, MS

22 To be submitted with the worksheets above Copy of Mississippi Contractors License Description of Help Desk Procedures Description of Service Response Procedures Vendors Disaster Recovery Plan Description or list of service locations that will provide service and support for the district installation and the number of technicians available for that support. 3 References for similar installations as described in the specifications. Full Description of the Network Service to be provided (to include bandwidth, network performance specifications and all necessary installation and equipment) for the connections for buildings. Diagram of proposed network including electronic components to which the fiber will connect noting if the proposed runs will be underground or above ground. If underground, please note if it is trenched or bored. (Note: Preference will be given to bored underground installations.) Warranty Documentation Complete description of the vendors NOC, including times of operation. Vendors should white list from ljones@hinds.k12.ms.us 22

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