Montgomery Independent School District. VoIP Hosted Phone System Upgrade Project. Request for Proposal (RFP) RFP#:

Transcription

1 Montgomery Independent School District VoIP Hosted Phone System Upgrade Project Request for Proposal (RFP) RFP#: VoIP Hosted Phone System Upgrade Project RFP #: Page 1 of 13

2 Montgomery Independent School District Attn: Kelly Cole Purchasing Department Walden Road, Montgomery, TX REQUEST FOR PROPOSALS VoIP Hosted Phone System Upgrade Project RFP #: The MONTGOMERY INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as MISD, is accepting sealed proposals for the installation, configuration, and management of a hosted VoIP telephone solution that will meet the needs of our district now and as we grow over the next ten (10) years at a minimum. This solution will include the migration to all new Direct Inward Dialing Numbers (DID) for the entire district which have already been reserved. Any resulting maintenance agreements shall be in effect for no less than one (1) calendar year from the date of installation and configuration completion as determined by MISD. Maintenance agreements may be renewed up to ten (10) years if the vendor and the District mutually agree and no increase in cost is incurred except for the growth of the District. Respondents must provide information for each item requested below. Proposal must be formatted by sections if specified below. Note any item you are unable to offer. MISD invites qualified Vendors who are interested in being included in the District s Vendor pool to submit one (1) original and two (2) copies of their proposal. FAXED AND ED PROPOSALS ARE NOT ACCEPTED. Sealed proposals, one original and two duplicate copies, must be received by the PURCHASING OFFICE before the hour of opening on the date specified. The original proposal must be in a three (3) ring bound binder and organized by specific sections listed below. FAILURE TO SUBMIT your RFP RESPONSE IN DUPLICATE MAY RESULT IN REJECTION OF OFFER. Any proposal received later than the specified time, whether delivered in person or mailed, shall be disqualified. There is no guarantee of award either expressed or implied. MISD reserves the right to accept one, parts of more than one, or none of the submitted bids if there is not a solution that adequately meets the technical, logistical, or budgetary needs of MISD determined solely by MISD. Any and all cost associated with preparing a proposal in response to this RFP is at the sole discretion and expense of the bidder. The finalist(s) selected as part of this RFP process will be asked to move to the next step which is the final contract and or Statement of Work negotiations. At this point, there are still no guarantees of award to any bidder either expressed or implied. No award of any agreement is final until approved by the MISD Board of Directors. There is no obligation for the Board of Directors to approve any proposal nor is there an obligation to seek the approval of the Board of Directors for any proposal that does not fully meet the needs of MISD as solely determined by MISD. Any discrepancies found in this document will result in the option that most benefits MISD as determined by MISD. If this is unclear, please document any concerns in writing for clarification prior to submitting your proposal. For the purpose of this RFP, anytime the Montgomery High School campus is referenced, that is to also include all sports and agriculture buildings and the ninth grade center which is physically attached to Montgomery High School. VoIP Hosted Phone System Upgrade Project RFP #: Page 2 of 13

3 Proposals must be clearly marked and the completed documents must be submitted to: Montgomery Independent School District Attn: Kelly Cole, Purchasing Department RFP # : VoIP Hosted Phone System Upgrade Project Walden Road Montgomery, TX Schedule of Events RFP Posting: September 16, 2015 Question and Answer Meeting: September 18, 2015, 1:00pm to 2:00pm at Montgomery ISD District office, Walden Road, Montgomery, Texas NOC and Campus Walkthrough if needed: September 23, 2015 starting promptly at 9:00am at Montgomery ISD Technology building, Liberty Street, Montgomery, Texas Opening of Proposals: September 30, 2015 at 10:00am. Award of Contract: This will be determined at a later date, but if there is an award, it will be approved at one of the scheduled Board of Director meetings. Unless all proposals are rejected, there will be no information released as to the finalist until the proposal has been approved by the Board of Directors. Response Format To have a proposal considered, you must respond to this RFP in the following format. The original proposal must be in a three (3) ring bound binder and organized by the specific sections listed below. Sections 1. Introduction - Introduction to your company. 2. Bidder Qualifications - Bidder qualifications as outlined under Bidder Qualification Deliverables excluding client references. 3. References - References as described in #3 and #4 under Bidder Qualification Deliverables. 4. Proposal - Your detailed proposed solution including the total price at the end of this section. The total cost must include deployment and reoccurring cost for one year. This total price does not have to include any option that is not required to meet the stated deliverables. 5. Options - Any optional products and or services related to your proposal that are not required to meet the stated deliverables. Please clearly indicate all optional costs. Options should not be included in the total price stated in section four. 6. Itemized Pricing - An itemized price schedule by service and product including options. This section is used to help better explain your cost if need. It must though include the hardware and licensing cost associated with adding new end-users or individual features to the solution after the original installation. For example, the cost of adding individual phones or new user licensing seats of various types. All pricing must be guaranteed for a minimum of one year. 7. Reoccurring Cost This section must include all possible reoccurring charges, maximum percentage of increase per year, and a detailed description of cost for year two, three, four, and VoIP Hosted Phone System Upgrade Project RFP #: Page 3 of 13

4 five. You must include the cost of maintaining any component which will remain in place from the current solution if applicable to this RFP. 8. Warranties and Life Expectancies - Detailed description of all warranties and life expectancies of hardware and software proposed. Clearly identify if warranties and or maintenance are provided by the manufacture, the bidder if not the manufacture, or a third party. You must include any manufacture warranties and the life expectancy of components which will remain in place from the current solution if applicable. 9. Assumptions by Bidder- Assumptions / responsibilities of MISD even if they are listed in section four. 10. Timeline - Projected timeline to complete project even if included in section four. 11. Service Level Agreements The proposal must include detailed service level agreements include up-time and response times itemized in this section. This section must also include concessions for not meeting those Service Level Agreements. 12. Conflict of Interest The attached Conflict of Interest form must be completed and included with your proposal. Note about pricing. Any resulting contract must include fixed pricing for the life of the agreement (minimum of one year) with a guarantee that future pricing will not increase by more than five percent (5%) at each contract renewal. Each renewal must also contain a pricing guarantee for the life of the contract. Preference will be given to those proposals which guarantee pricing for the three new campuses scheduled to open within the next four years. Bidder Qualification Deliverables 1. Documented minimum of 5 year history of providing the services and or solutions described (or equivalent) to commercial and or educational institutions in the Montgomery County area or areas adjacent to Montgomery County, Texas. (Preference is given for K-12 experience). 2. Bidders must be certified to implement and support a solution of this size by the manufacture of the solution being proposed. Verification of certification is required. 3. Bidder must provide a minimum of three client references, at the approximate user base as MISD, who have received the same or like services as described in this RFP from the bidder. (Preference is given for K-12 experience) 4. Provide a description of service provided to the clients listed in #3 above in sufficient detail for MISD to verify it is equivalent to the solution described in this RFP. 5. Bidder is to list any state or local purchasing or buying cooperatives to which they are a qualified vendor. a. Examples of such cooperatives are Texas DIR, Region 4, TASB Buyboard, Region 4 Cooperative, etc. 6. Bidder is to note if they are a HUB as defined by the state of Texas. 7. Where not sealed by a court of law prior to the release of this RFP, document any K-12 or Higher Education entity in the state of Texas within the past five years who has pursued any form of legal action to reclaim funds paid to the bidder, or sub-contractor of the bidder who will be expected to VoIP Hosted Phone System Upgrade Project RFP #: Page 4 of 13

5 deliver any form of goods or services as part of your proposal. Failure to provide this information is grounds for the cancelation of any resulting contracts without penalty to MISD. 8. Vendors who are awarded contracts with MISD will be required to complete a Criminal Background Check and a Felony Conviction Notification form for all contractors physically working on MISD property. The conflict of interest form must be included in with your Proposal. 9. Bidder(s) shall be required to furnish a copy of their current Certificate of Insurance prior to any final contract approval if required by the district. Current Phone and Network Environment MISD currently has three phone solutions that do not meet the current or anticipated future needs of the district. The solutions are Centrex hosted by the local phone company, and an internally hosted Cisco and Nortel system. While there are currently three different phone solutions, the Cisco components of our current phone solution are Cisco Unified Communications Manager version and Cisco Unity version (Windows Version). We utilize the Cisco 3750, 3560, and 2960 product lines for campus level switching and routing. A basic network diagram can be provided to qualified bidders upon written request. Please note that this information is provided as a reference and is not guaranteed to be 100% accurate. Bidders are responsible for verifying any information that will affect their final proposal. Project Deliverables (These are in addition to those specifics outlined in the Response Format section) MISD wishes to replace our current phone solutions with a more robust, user friendly hosted phone solution that has an expected manufacture supported life of at least ten (10) years. This project will include replacing all DID numbers with 3000 new numbers already reserved for MISD. MISD is expecting a turn-key project which is engineered, implemented, and released to MISD in a fully ready to use condition. We expect only fully qualified bidders to submit proposals. This would include performing any pre-proposal walkthroughs or assessments needed to provide a solution that meets the needs and goals of MISD. Part of engineering a proper solution includes knowing the MISD network environment prior to proposing the appropriate recommendations needed for a successful solution even if it is not a stated requirement or deliverable within this document. This includes but not limited to security, power, bandwidth requirements, connectivity between sites, and switching requirements. Put in simple terms, the RFP is a guide, we expect you to be the expert which includes knowing what we do not know about a successful turn-key hosted phone implementation. All cost must be identified in the original proposal. Some of the specific requirements are as follows: It is a requirement that the provider of this solution be capable of using the 3000 DID numbers already reserved for MISD. These numbers were reserved on behalf of MISD and MISD does have the right to transfer to the winning provider. VoIP Hosted Phone System Upgrade Project RFP #: Page 5 of 13

6 In addition to being hosted, the solution must at a minimum meet the features of the current Cisco solution in place. This includes system-wide and handset features. Some of these features are but not limited to 4 digit dialing between campuses and offices, call forwarding, caller ID, call waiting, call transfer, call parking, call pick-up, conference calling, DND, idevert, Individual configured speed-dialing, voic , voic forwarding, group paging and 911 service to each location. Detailed system, user and phone features must be included in the proposal. The solution must have the ability to host virtual voic boxes for some staff with a single DID number dedicated to the Voic system. We must have the ability to assign our own numbering scheme to virtual voic boxes which must be five (5) digits. The system must be able to accommodate this five (5) digit dialing. MISD highly desires a solution that can accommodate mobility features for select users which would include but not limited to the ability to use a virtual phone on a desktops, laptops and handheld devices. MISD highly desires a solution that includes call management features to allow a receptionist to operate his/her phone from the computer with added features beyond that of a standard phone and/ or sidecar. The solution must be able to accommodate voic to features for both dedicated phones and voic only users. End-user access to system, phone, or account features must be customizable with the ability for MISD system managers to control access to these individual system or portal features. The solution should have a verification process for users to manage their own forgotten passwords. The in-house solution manager must have the ability to block DID dialing from the outside if desired. The solution must be able to accommodate multi-level auto-attendant and hunt group features on desired numbers. The district must be able to create and upload customer hold audio messages by individual campus or department with the ability to easily set a global message if desired. The solution should NOT require a user to dial a preceding nine (9) to reach an outside line. The solution must be hardware-agnostic as to not limit future network growth options. The solution must be connected to the campus public address (PA) system that the administration may make an announcement over the PA system from any phone on that campus. MISD utilizes Valcom and Rauland PA systems throughout the district. There must be an external ringer attached to each of the nine (9) cafeteria manager s phone so that the manager can hear his/her phone ring from the food preparation and serving areas. The solution must also fully function on our current Cisco network. It is the vendor s responsibility to ensure our current network can accommodate the additional load without degradation to the current data traffic. (Note: No current device including handsets from any of the three current solutions may be repurposed for use in this new project). The solution may use our LAN network for simple routing to your WAN connection but cannot use our current WAN or internet bandwidth for access to the hosted site. VoIP Hosted Phone System Upgrade Project RFP #: Page 6 of 13

7 The winning bidder will be required to use the MISD contracted network engineers for any configuration changes to the current MISD Cisco network. As part of a turn-key proposal you will be required to include a supplemental pricing estimate for their services at the rate of $ per hour for the time you will need those services. You will not be required to directly subcontract with this vendor; just provide the cost associated with this service. The solution must include primary and separate backup failover route from each location to gain access to your hosted site. The solution must include redundant hosted sites in a secure NOC or Colocation for failover. The phones must have the intelligent means of supporting a daisy-chained (or pass-through) computer at a full 1Gb connection directly from the phone. The solution phones must be capable of operating on a phone V-LANed and passing through a data connection to a data VLAN. Each phone quote in the solution must have the ability to gain its power from PoE if available or from a power injector if PoE is not available. The solution must provide its own mechanizing for IP addressing the phones while allowing the connected data device to pull IP addresses from our data DHCP solution on the proper VLAN. Solution configuration shall be as such to not allow any other device to receive an IP address from your DHCP source. The winning bidder must have the manpower to physically rollout each device in a timely manner as outlined in the final contract. Rollout can only be conducted on weekdays between the hours of 4:00pm and 12:00am CST. No single physical location or campus rollout may take longer than one day or longer than the allotted hours in any given day. It is your responsibility to ensure you have the resources to meet these requirements. Each handset must have the capability of providing one location and number as part of the caller ID while provide true location information for 911 calls. The system must be E911 capable. The solution must have the ability to give priority routing to 911 calls on both the primary and backup paths. The solution must have the ability to block individual numbers and complete series of numbers as a group that require fees such as 900 series numbers at the system managers level for all phones. The solution must have the ability to issue individual long distance codes if desired. Preference will be given to solutions that include unlimited long distance to the continental United States. Proposals not including unlimited long distance calling must include detailed maps of what areas are within the proposed metro calling area for the district in section four (4) and the cost per minute associated with calls outside the proposed metro calling area in sections five (5) and six (6) of the proposal. The winning bidder must program all hardware devices and provide training at all physical locations prior to the scheduled rollout dates and times. The winning bidder must also provide a fully trained resource onsite from 8:00am until 5:00pm for twenty-five (25) consecutive working (school) days. This resource should be expected to perform one-on-one and group end-user training and assistance based on the MISD configuration selected. All cost associated with this service including travel expenses between campuses must be included in the quote. VoIP Hosted Phone System Upgrade Project RFP #: Page 7 of 13

8 The winning bidder will provide marketing materials in sufficient quantities for all parents of our district advertising the new phone numbering scheme for the district. This is to include but not limited to a refrigerator magnet no less than 5.75X8 inches in size. Sufficient quantities are estimated at Outline of Hardware and Licensing Deliverables and Quantities Hardware There is no requirement to bid three different phones if fewer can meet all requirements. Tier one phone (T1): A tier one (T1) phone would be placed in classrooms, workrooms, data closets, waiting rooms and areas where a phone is needed but the phone is not assigned to any single user. The phone should have a minimum of two lines. These phones will not have a dedicated user and will not be configured with the ability to receive voic s. While there may be a DID number assigned to these phones, for now, direct inward dialing from an outside number must be blocked at the system level. Internal four (4) digit dialing to these phones is required. This phone must meet specific deliverables mentioned above. o Your Proposal must include quantity: 775 Tier two phone (T2): A tier two (T2) phone would be placed in a location where it is dedicated to an individual user. These are locations where a dedicated phone with voic is a key resource needed to perform the job function thought the day. These locations would include but not limited to administrators, secretaries, and department specialists. The phone should have a minimum of eight (8) lines. These phones will have a dedicated user and will be configured with the ability to receive voic s. There will be a DID number assigned to these phones and they must receive direct inward dialing calls from an outside number. Internal four (4) digit dialing to these phones is required. This phone must meet specific deliverables mentioned above. o Your proposal must include quantity: 205 Tier three phone (T3): A tier three (T3) phone would be placed in a location where it is dedicated to an individual user. These are locations where a dedicated phone with voic is a key resource needed to perform the job function throughout the day. This phone would also be used for designated reception areas at campuses and departments. The phone should have a minimum of fourteen (14) lines without a sidecar or call management software. Options to extent the available lines beyond fourteen (14) should be itemized as an option. Some of these phones will have a dedicated user and will be configured with the ability to receive voic s. Others will need to be configured as a T1 phone. All will need the ability to receive incoming calls. Internal four (4) digit dialing to these phones is required. This phone must meet specific deliverables mentioned above. o Your proposal must include quantity: 40 VoIP Hosted Phone System Upgrade Project RFP #: Page 8 of 13

9 Power Injector: each model of phone quoted must have the ability to get its power from a power injector if PoE is not available. o The exact number of power injectors needed is not known at this time. Your proposal must include quantity one (1) and any pricing breaks for bulk purchases. CAT6 Data Drops: Please refer to the wiring section for more information and information on how to opt-out of this deliverable. o Your proposal must include quantity: 45 (or an entry of opt-out) Software and Licensing There are some assumptions being made as to potential tiered seat and/or user licensing. Your proposal should be adjusted using the most appropriate seat or user license your solution offers to meet the needs of the RFP. Unassigned User: Each T1 phone should be configured with seat licensing to accommodate a basic phone install with no dedicated user and no attached voic . o Your proposal must include quantity: 745 Assigned Seat: This seat license would be used for the majority of T2 and T3 phones with a dedicated user and voic . o Your proposal must include quantity: 210 Advanced Assigned Seat: if available, this seat license would meet the same requirements of a regular assigned seat with advanced features such as mobile features mentioned in the deliverables section. o Your proposal must include quantity: 40 (if available) Call Manager Licensing: MISD highly desires a solution that includes call management features to allow a receptionist to operate his/her phone from the computer with added features beyond that of a standard phone and or sidecar. o Your proposal must include quantity: 16 (if available) Voic Only Users: If there is a separate license to accommodate a voic only user account. o Your proposal must include quantity: 650 VoIP Hosted Phone System Upgrade Project RFP #: Page 9 of 13

10 Auto-Attendant Licensing: MISD highly desires a solution that includes a multi-layered Auto- Attendant feature. Quantities below are the number of lines that should have the Auto-Attendant feature. o Your proposal must include quantity: 25 (if available) (Note: Quantities listed in this RFP are estimates and are subject to change before the signing of a final contract) Wiring Specifications Bidders or their cabling contractor must be a Panduit certified installer where cabling is required. Although it is not a requirement to use Preferred Technologies Inc. to submit a proposal for this RFP, Preferred Technologies Inc. is the current Panduit certified district approved cabling vendor for the school year and preference is given for using our current approved vendors. This information is provided for reference. If a contractor is needed, it is up to the bidder to select the most appropriate contractor for their proposal. Proposals should include a structured cabling system that will be able to support interconnections to active telecommunications equipment for voice and data applications in a multi-vendor, multi product environment. The structured cabling system should adhere to ANSI/TIA/EIA 568 B; 569-A; 606-A; J- STD-607-A and EIA/TIA 942 standards with respect to pathways, distribution, administration, and grounding of the system. The structured cabling system to be installed should also follow the guidelines spelled out in this RFP in accordance to local codes and regulations. Horizontal cables will be rated at no less that Cat 6 in performance and the cables will home run back to a floor serving telecommunications room, and will terminate on individual Cat 6 rated jacks to populate a modular 48 port patch panel. All cables will be patched at cutover as an interconnection into the floor serving active equipment using RJ45 modular equipment cables rated to Cat 6 enhanced. All cables and related terminations, support and grounding hardware shall be furnished, installed, wired, tested, labeled, and documented by the bidding entity or their Telecommunications contractor as detailed in this document. This document does not replace any code, either partially or wholly. The contractor must be aware of local codes that may impact this project. All cabling related products must be Panduit and the resulting solution must be warrantable by Panduit. A Cable Products Warranty shall provide a complete warranty to guarantee a high performance cabling system that meets application requirements. The guarantee shall include all cable installed in the structured cabling system. The Cable shall be warranted for a period of at least 25 years. A Cat 6 patch cord with factory terminations must be provided that meets the cabling rating specifications for each drop installed. The patch cable shall be an appropriate length to allow for proper industry standard cable management and dressing at the IDF or MDF. VoIP Hosted Phone System Upgrade Project RFP #: Page 10 of 13

11 Horizontal cabling, patch cables and jacks must also meet the current MISD structured cabling color scheme. You may select to opt-out of providing the needed CAT6 cabling and have MISD sub-contract this deliverable directly with our authorized vendor. To do so, enter the CAT6 line item in section six (6) (Itemized Pricing) and enter opt-out instead of a price. Network Subnets / VLANs / Documentation The vendor will be responsible for working with the district contracted network engineers to ensure the VLAN's, Trunk's, and SVI's, BPDU Guard, Port Security, and QoS are all configured as required. It is the vendor s responsibility to test each component for proper functionality and ensure that traffic is passing correctly across the network. All network devices added or changed on the MISD network must be fully documented and that documentation must be integrated into the current network Visio documentation. This extends to routing, addressing, and security changes. Each Access Point added must be documented and include, model, location, address, stack, and port. It is the winning bidder s responsibility to coordinate these tasks with the current MISD contracted network engineers. Warranties All products and services must come with a minimum of one year warranty and maintenance and clearly detailed in your proposal. All hardware and software must have the ability to be covered by a maintenance agreement throughout the expected life of the product. Warranties should be itemized in section eight (8) of your response. Reoccurring maintenance should be clearly outlined in section seven (7) as requested. VoIP Hosted Phone System Upgrade Project RFP #: Page 11 of 13

12 Additional Information Discrepancies and Technical Questions Any discrepancies found in this document will result in the option that most benefits MISD as determined by MISD. If this is unclear, please document any concerns in writing for clarification prior to submitting your proposal. All technical questions must be submitted in writing to both and The RFP number must be included at the beginning of the subject line. Proposal Evaluations In accordance with Education Code (b), in evaluating qualified proposals for contract award, Montgomery ISD will use the Best Value Method to determine the awarded Bidder(s). In determining Best Value, the District shall consider the following. It is not the policy of the MISD to purchase on the basis of low proposals alone. NOTE: Order does not represent priority: 1. Purchase price. 2. Reputation. 3. Value of Service Level Agreements. 4. Quality. 5. District s needs. 6. Past relationship. 7. Use of historically underutilized businesses. 8. Total long-term cost to the district. 9. For a contract for goods and services, other than goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor's ultimate parent company or majority owner: a. Has its principal place of business in this state; or b. Employs at least 500 persons in this state. 10. Any other relevant factor specifically listed in the request for bids or proposals. 11. Implementation timeline. 12. Experience designing, implementing, and maintaining hosted phone solutions with preference given to K-12 environments. VoIP Hosted Phone System Upgrade Project RFP #: Page 12 of 13

13 CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code by a person who has a business relationship as defined by Section (1-a) with a local governmental entity and the person meets requirements under Section (a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section , Local Government Code. A person commits an offense if the person knowingly violates Section , Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person who has a business relationship with local governmental entity. FORM CIQ 2. Check this box if you are filing an update to a previously filed questionnaire. OFFICE USE ONLY Date Received (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B, C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section (1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No. Describe each employment or business relationship with the local government officer named in this section. 4. Signature of person doing business with the governmental entity Date VoIP Hosted Phone System Upgrade Project RFP #: Page 13 of 13