REQUEST FOR PROPOSALS FOR. IP Phone System. Issue Date: April 1, Submittal Date: May 1, 2015 at 12:00 P.M. Contact: Tricia A.

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1 REQUEST FOR PROPOSALS FOR IP Phone System Issue Date: April 1, 2015 Submittal Date: May 1, 2015 at 12:00 P.M. Contact: Tricia A. Pawlowski Superintendent Deckerville Community Schools (810)

2 District Phone System Overview Deckerville Community Schools is issuing this Request for Proposals (the RFP ) for design and installation of a VoIP and/or Digital phone system. The Telephone System must be equal or exceed the following minimum requirements: There will be 78 phone stations and 2 fax stations located in a K-12 building. There will be one phone station required at a Bus Garage located approximately 300 feet from the main building. There may be a requirement for a phone installed at a Field House located about 400 feet from the main building. Both of these remote sites have a wireless link to the main building available. The number of phone stations and fax lines may vary slightly, proposal shall include per item pricing. The existing Network Infrastructure consists of cat5 cabling with a Cisco 3850 core switch. A VLAN has been setup for a phone system. The rest of the switching equipment is 48 Port POE 2960S. If the phone requires a data port, it is a requirement that the phone has a VLAN switch and able to plug a computer into it. Bidder must be familiar with Cisco Command Line. Phone System Requirements The phone system must be able to connect to a PRI line with switch over date of July 31, The phone system should be capable of using a VoIP connection or able to be upgraded to do so for future service options. The phone system must be capable of Paging Groups (intercom). The Phone system must be capable of interfacing with the existing overhead PA system in the building. The existing overhead PA system is a mid-90s Simplex PBX based system. The phone system and office phones must be operational by July 29, Classroom phones must be operational by August 14, The project may be started on June 20, 2015 as long as there is no interruption of service to the existing phone system. Phone System Software may be loaded as a virtual machine on existing servers if needed. The Servers are Dell T620s running RAID 6 with 96 GB of RAM and 2 Xeon E-2630 v2 Processors with VMWare 5.5. Phone must have or be programmable to have the following buttons: Hold, Hands-free (Speaker Phone), Mute, Transfer, Forward. o 69 8 Programmable Button Phones with Display o Programmable Button Phones with Display o 2 Fax Caller ID Internally (External is optional) The system shall be E911 compliant Phone Sets must have a LCD back lit display

3 2 fax lines 1 of them via traditional pots line. Support hunt groups and up to 100 voic boxes Phone Sets using the Data Network must be gigabit o A built in VLAN capable switch minimum of 1 data port Auto-attendant capabilities Conference call and mute Provide power insertion modules as needed Full duplex speaker phones Voice and Data will share a single network connection. Training to include end user and administrator training. Warranty on phone equipment and server for 2 years or greater. Uninterruptable Power Supply for phone system server. o Additional Battery Module APC SMX120RMBP2U for switch gear. Optional Features (Please list costs associated separately) Self-labeling programmable keys 1 button call recording Desk phone to cell phone twinning synchronization (g-mail, outlook) Full duplex speaker phones with capability of supporting wireless headsets. Software and hardware support for 3 year period Please specify the bidder s requirements for the school s network and any recommendations. Bidders are encouraged to conduct a site visit prior to bidding and must schedule with Rustin Murdock. Technical Questions regarding this RFP may be directed to the Rustin Murdock, Computer Technician, rmurdock@deckerville.k12.mi.us. A building map with locations is also available. Deckerville Community Schools reserves the right to reject any and all proposals received pursuant to this RFP and to waive or not waive any informalities or irregularities in proposals or proposal procedures, and to accept or further negotiate cost, terms or conditions of any proposal determined by the School to be in the best interests of the School even though not the lowest cost proposal. Mandatory Bidding Requirements and Conditions A response to this RFP must be sealed and must include and/or comply with the following: (1)A cover letter to the Superintendent, Tricia Pawlowski with the school address: 2633 Black River St.,. (2)Descriptions and/or statements regarding labor, installation, warranties, shipping/delivery and experience regarding prior design and/or installations of similar systems.

4 (3)Statements regarding manufacturer authorization regarding proposed products. (4)Availability of training, orientation and maintenance regarding the proposed system including experience and qualifications of service technicians. (5)A timeline regarding provision of services. All Work must be completed by August 14, 2015 (6)Other items the proposer wishes to have considered. (7)References. (8) Vendor Certification Statement Pursuant"to"Michigan"Law,"the"Iran"Economic"Sanctions"Act,"2012"PA"517,"MCL" "et"se q. (Attached) (9) Familial Disclosure Statement (Attached) (10) Literature and Model Numbers of equipment being proposed. (11) Bids must be received by May 1, 2015 at 12:00 P.M. with the following on the outside of the envelope: Deckerville Community Schools Phone System Bids (12) Bids may be delivered in person, but must be sealed and delivered by noon on May 1, Opening of Bids and Selection of Proposal Proposals will be opened by the School on May 1, 2015 at 12:00 P.M. Evaluation Criteria In determining the most favorable proposal the School shall consider the following: (1) Terms of services to be provided and materials to be used. (2) Pricing. (3) References. (4) Prior knowledge or prior dealings of the proposer, as the knowledge or dealings relate to official business of the School. (5) Any other information and/or factors that the School considers relevant.

5 FAMILIAL DISCLOSURE STATEMENT All bidders must complete the following familial disclosure form in compliance with MCL (Public Act 232 of 2004) and attach this information to the bid. By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exists between the owner or any employee of the bidder and any member of the board, intermediate school board, or board of directors or the superintendent of the school district, intermediate superintendent of the intermediate school district, or chief executive officer of the public school academy. Deckerville Community Schools shall not accept a bid that does not include this sworn and notarized disclosure statement. Disclose any familial relationship and complete the form below in its entirety: The following are familial relationships as described above (provide employee name, family contact name, family contact position, and familial relationship or NONE.) Signature(s) Title: Name of Firm: State of County of On this day of, 20, before me a Notary Public in and for said county, personally appeared, agent of the said firm and who acknowledge the same to be his free act and deed as such agent. Notary Public Commission Expires

6 Deckerville Community Schools Required Attachment PUBLIC ACT 517 OF 2012 VENDOR CERTIFICATION STATEMENT Pursuant to Michigan Law, the Iran Economic Sanctions Act, 2012 PA 517, MCL et seq., before accepting any bid or proposal, or entering into any contract for goods or services with a prospective vendor, the vendor must certify that it is not an IRAN LINKED BUSINESS, as defined by law. Any bids that do not include this sworn and notarized Vendor Certification Statement shall not be accepted. Owner Name & Address: Contractor/Vendor/Respondent Information: Deckerville Community Schools Name: Address: ( ) Contact Number: The undersigned, with: 1) full knowledge of all of Vendor s business activities, 2) full knowledge of the requirements and possible penalties under the law MCL et seq., 3) the full and complete authority to make this certification on behalf of the Vendor, by his/her signature below, certifies that: the Vendor is NOT an IRAN LINKED BUSINESS as required by MCL et seq., and as such that Vendor is legally eligible to submit a bid and be considered for a contract to supply goods and/or services to Brown City Community Schools, 4) full knowledge that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs. Cont..

7 Deckerville Community Schools Required Attachment PUBLIC ACT 517 OF 2012 VENDOR CERTIFICATION STATEMENT Person Authorized to Bind the Contractor/Vendor/Respondent: Print Name Title Signature Date This instrument was acknowledged before me, a Notary Public, in and for County, on this day of, 20. State Seal: Notary Public Signature Date My Commission Expires: Acting in the County of: