CHARLOTTE-MECKLENBURG BOARD OF EDUCATION. PROCUREMENT SERVICES 4511 Monroe Road, Room 212 Charlotte, NC November 14, 2013

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1 CHARLOTTE-MECKLENBURG BOARD OF EDUCATION PROCUREMENT SERVICES 4511 Monroe Road, Room 212 Charlotte, NC November 14, 2013 REQUEST FOR PROPOSAL RFP# VOICE, PRI, SIP TRUNKING and LONG DISTANCE SERVICES Sealed Proposals subject to the conditions made a part hereof will be received until December 17, 2:30 p.m., EST (Prevailing Local Time) for furnishing services described herein. SEND ALL PROPOSALS DIRECTLY TO THE ISSUERS ADDRESS SHOWN ABOVE. IMPORTANT NOTE: Indicate firm, and RFP number on the front of each sealed proposal envelope or package, along with the date for receipt of proposals specified above. Direct all inquiries concerning this RFP to: Gifford Cordova, Jr., C.P.M. Senior Purchasing Agent 4511 Monroe Road, Room 219A Charlotte, NC g.cordova@cms.k12.nc.us NOTE: Questions concerning the specifications in this Request for Proposals will be received until 2:30 pm, December 5, 2013 by ing Gifford Cordova (g.cordova@cms.k12.nc.us), CMBE Senior Purchasing Agent. Technical questions will not be accepted after this date and time.. General non-technical questions will be accepted until the close of posted RFP timeline. When appropriate, responses will be posted at and located under the RFP # being modified. It is the offeror's responsibility to assure that all addenda have been reviewed, signed and returned. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

2 OVERVIEW The Charlotte-Mecklenburg Board of Education (CMBE) is seeking proposals for Voice, PRI, SIP TRUNKING and LONG DISTANCE Services to include PSTN/Analog and other services described in this RFP for all Schools and Administrative Buildings beginning the E-Rate funding year July 1, The term of the contract is for 3 years (July 1, June 30, 2017) with the CMBE option for two additional one-year voluntary extensions. Including optional extensions the entire term of the contract will not exceed five years. This bid may be awarded in whole or in part to one or more service providers. CMBE may decide to start, disconnect, or modify services at different times throughout the year or during the contract period. E-RATE REQUIREMENTS Winning Offeror understands and agrees to the following E-Rate terms and conditions: A. Offeror will provide an annual onsite meeting with their E-Rate Specialist to complete the Item 21 Attachment and review any USAC changes. This is approved by USAC. Submittal #9 B. Offeror must be a current participant and continue to participate in the E-Rate program, and to fully cooperate with CMBE to ensure that CMBE receives all of the E-Rate funding for which it applies and to which it is entitled in connection with the Offeror s products. C. It is anticipated that some or all of the costs associated with this proposal shall be eligible for the E-Rate discount under the Federal Communications Commission (FCC) Universal Service Provision (FCC ). D. Offeror must complete and return the FCC Form 472- Billed Entity Applicant Reimbursement (BEAR) Block 4: Service Provider Acknowledgment page as submitted by CMBE if applicable. E. CMBE may request the Offeror submit the FCC Form 474 Service Provider Invoice (SPI) to the Schools and Libraries Division of USAC. CMBE will receive copies of the Offeror s invoices for reconciliation purposes. F. Offeror shall submit the Service Certification form to the Schools and Libraries Division of USAC when applicable. G. Final authorization by CMBE for the purchase of any or all goods or services, hereafter described in this document, is contingent upon the award of funding (a funding commitment decision letter) from the Schools and Libraries Division of USAC for the 2014 E-Rate Year. H. Notification of funding may not be received until after July 1, I. No goods or services approved for funding shall begin prior to July 1, J. CMBE may, at its discretion, choose to cancel its offer for the purchase of any and all goods or services requested in this bid if E-Rate funding is not approved by USAC, there is a reduction in funding, there are changes in the physical structure of a school (i.e., renovations, demolitions), or for any reason. K. Offeror shall have an E-Rate Service Provider Identification Number (SPIN). L. Offeror must file the FCC Form 473 Service Provider Annual Certification (SPAC) Form each year to certify they will comply with program rules and shall have a current FCC Form 473 filed at the time of the bid submittal. M. Offeror shall have an FCC Registration Number. N. Offeror shall itemize the cost of E-Rate eligible and ineligible items. O. Offeror cannot charge E-Rate applicants a price above the Lowest Corresponding Price. See 47CFR Section (f). P. Offeror must have filed an FCC Form 499. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

3 CURRENT CMBE ENVIRONMENT A. Mix of centrex-based Voice System and Cisco Unified Communications with the ability to have 7 digit dialing between all CMBE locations. Currently called MegaLink Channel Service. B. Single line Centrex Service. C. Phone service is currently distributed by a Nortel DMS-100 Central Office Switch. D. Approximately 5110 active telephone numbers at approximately 189 locations throughout Mecklenburg County, North Carolina. (Approx PRI & 3700 Centrex) E. All telephone numbers are XXXX or XXXX. CMBE reserves or uses all 20,000 possible numbers in this configuration. F. Cisco Unified Communication equipment is the standard for schools and other administrative sites. G. Approximately 30 Nortel P-Phone Assigned numbers at 1 location. (includes MADN and Phantom assigned numbers) H. Cisco VoIP migration is currently in progress: i. All CMBE locations are VoIP, except 2 locations. ii. iii. Approximately 8000 Cisco handsets 12 centralized PRI s are currently in use and this number may increase or decrease throughout the contract period. I. NARS (Network Access Registers) are not divided by location and service the entire Centrex network, current CMBE total is 380. The number of NARS may increase or decrease throughout the contract period. J. CMBE currently has the ability to access the current System to administer features on our lines. K. All CMBE locations will be using Cisco VoIP handsets and centralized PRI circuits with local Foreign Exchange Lines. Any new CMBE facility will fall under the Cisco standard. L. CMBE will be maintaining PSTN/Analog service lines for Life Safety at all CMBE locations. OFFEROR S SERVICE REQUIREMENTS: Please understand that all or partial services could be awarded. CMBE reserves the right to adjust, add or terminate services during the course of this contract. A. provide proof of Insurance. Submittal #1 B. provide voice service for all current and future CMBE locations listed on pages C. provide analog trunking services for all current and future CMBE VoIP locations listed on pages D. provide detailed options and associated costs if 7 digit dialing is not available. E. provide centralized PRI circuits. F. provide CMBE with an internal dialing solution to avoid use of the PRI s. G. provide the lead time associated with the request to Port a number. Submittal #3 H. provide the lead time associated with the ordering of new service. Submittal #3 I. provide Long Distance service and associated costs per minute. Submittal #3 J. provide centralized SIP trunking service pricing and details as an option; Submittal #3 a. SIP trunking services should be flexible to coincide with peaks and valleys in CMBE call volumes and be quickly and easily adjustable as needs arise. b. Should offer the ability to connect to other ITSP s. c. Will secure encrypted connections be required? d. Will the G.711 codec or compressed voice using G.729 be used? e. Will teleworker connections be supported? f. Demonstrate the cost savings provided by utilizing SIP trunking. g. Outline IP PBX or PBX modifications needed to accommodate SIP trunking. h. SIP trunk must be able to support voice, data and video. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

4 i. SIP trunking must be able to support G.711 codec. j. SIP trunking must support pass-through FAX support or T.38 (preferred) k. SIP provider must support RFC 2833 (DTMF signaling) l. Voice quality requirements might call for the use of Multi-Protocol Label Switching (MPLS) or Virtual Private LAN Services (VPLS) network services, would this be available? m. SIP trunking must be compatible with Cisco s Unified Communications system and related 3945 gateways or Virtual. K. be a facilities-based provider and provide percentage of ownership. L. list any exceptions of service lines not directly owned. Submittal #2 M. be registered through the COmmission REgistration System (CORES) with an FCC Registration Number (refer to N. provide voice services which allow CMBE to retain the block of 20,000 telephone numbers currently reserved and utilized by the school district. ( & ) O. provide voice services which are compatible with the telephone systems and equipment in place at the start of the contract term. P. provide detail for each type of service offered and all associated costs, including taxes. Provide guaranteed all inclusive pricing for single line PSTN, Analog lines, and PRI s. Submittal #3 Q. provide a list and explanation of system and station features offered. R. be responsible for a turnkey installation, including all equipment, conduit, and installation costs, required to extend voice service to the demarc in the telecommunications room at all CMBE locations. S. conform to CMBE telecommunications infrastructure standards and Mecklenburg County building standards. T. provide an itemized list of any equipment CMBE will be required to purchase to implement the vendor s proposal for voice services. Submittal #4 U. coordinate any necessary conduit installations with the CMBE Information Systems & Support Department. V. include and identify a service charge schedule. Submittal #5 W. assign a dedicated account manager and account service team to service the CMBE account. X. be local and provide local dedicated support as needed for onsite issues to be addressed within 4 hours. Y. provide Customer Service Associates in the Eastern Standard Time Zone. Z. provide monthly PRI utilization reports at no expense to CMBE. AA. provide annual review of all services and costs incurred. BB. provide 24 X 7 Management and Maintenance Service as exhibited by the staffing of a 24 X 7 X 365 Business Repair Center and Redundant Network Reliability Center. CC. list separately any charges, one-time or monthly recurring, which are not eligible for E-Rate discounts. Submittal #3 DD. be a facilities-based provider and provide percentage of all switching equipment and associated hardware used to provide the service. EE. accept at no charge the canceling of services and/or scaling back of service provider services or options. FF. provide CMBE with monthly invoices electronically in a CSV or TXT format through our Secured FTP site and on CD. This file must be sortable by account number and/or CMBE defined department identifier to show a summary of costs per CMBE location. GG. waive any incurred late fees. HH. will not submit any unidentified charges. All charges should be accompanied by USOC and department identifier. Exceptions may include maintenance charges which should include a ticket reference for details and/or Collect Call charges which should be charged to the department identifier. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

5 CMBE SERVICE PROVIDER REQUIREMENTS A. CMBE may, at its discretion, choose to accept all or part of a proposal. B. Service Providers that refer to a State Contract should respond to this RFP and attach the State Contract. C. Voice services are to be provided under contract. All charges, including voice services provided through this contract by other telecommunications service providers, shall be consolidated on three separate monthly invoices: i. Ineligible services monthly invoice, to be determined by CMBE with service providers assistance. ii. Voice services for all schools and other administrative sites. iii. Long Distance charges. D. Any incurred late fees are to be waived by the provider. E. In the event there are CMBE budget restraints, the E-Rate program is cancelled, or any other reasons, CMBE reserves the right to re-negotiate costs with the selected service provider(s). This may also include canceling services and/or scaling back on service. F. Final authorization by CMBE for the purchase of any services, hereafter described in this document, may be contingent on the funding from the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC). G. Billable services approved for funding shall not begin until July 1, AWARD CRITERIA While price is the major consideration, CMBE will consider other criteria in evaluating these proposals. The point values associated with the award criteria are: Factor Weight Score Notes Price of the eligible services 35% E-Rate history & experience 10% Local service, support, & technical 15% experience Compliance with RFP specifications 15% and submittals Percent of all service lines owned 10% Other costs (including but not limited to 15% the cost to accommodate a change in service provider, additional costs not outlined in bid response) Total 100% PROPOSAL QUESTIONS A. Proposal questions may be submitted until 2:30 pm, December 5, 15, 2013 by ing Gifford Cordova (g.cordova@cms.k12.nc.us), CMBE Senior Purchasing Agent. Questions will not be accepted after this date and time. When appropriate, responses will be posted at and B. It is the Offeror s responsibility to assure that all addenda have been reviewed and, if need be, signed and returned as Submittal #8. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

6 CLARIFICATION OF PROPOSALS A. Qualified proposals will be evaluated and acceptance made based on the best value offered to the Charlotte-Mecklenburg Schools. B. Proposals will be evaluated according to completeness, content, and total cost. C. The Charlotte-Mecklenburg Board of Education may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the work/service proposed, and the Offeror shall furnish to the Charlotte-Mecklenburg Board of Education all such information and data for this purpose as may be requested. D. The Charlotte-Mecklenburg Board of Education reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fail to satisfy the Charlotte- Mecklenburg Board of Education that such Offeror is properly qualified to carry out the obligations of the contract and to complete the work/furnish the item(s) contemplated therein. E. The Charlotte-Mecklenburg Board of Education reserves the right to negotiate with any Offeror. The successful Offeror may be asked to participate in negotiations and make revisions to their proposal based on these negotiations. F. This proposal does not commit the Charlotte-Mecklenburg Board of Education to award a contract or pay costs incurred in the preparation of this proposal. G. At their option, the evaluators may request oral presentations or discussion with any or all Offeror s for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, Offeror s are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the Offeror. H. The Charlotte-Mecklenburg Board of Education reserves the right to accept any offer or to reject all offers with due to non compliance with any requirement, scope and specification stated within this RFP. I. Individual invoices must be issued for each purchase order received. REFERENCES: (Submittal # 10) List below references where your company has supplied equipment and or services similar to that proposed: The Charlotte-Mecklenburg Board of Education reserves the right to require upon its request a list of users of the type of equipment or services bid. The Charlotte-Mecklenburg Board of Education may contact these users to determine quality level of the offered equipment and or services. Such information may be considered in the evaluation of the bid. SITE DATE OF DELIVERY CONTACT PERSON TELEPHONE # Charlotte-Mecklenburg Schools RFP of 28 11/14/13

7 THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION Procurement Statement of Non-Preference It is the intent of The Charlotte-Mecklenburg Board of Education to procure a product in the size, quality, and parameters of the following specifications. Sometimes, for facilitation of bidding/quoting procedures only, a certain manufacturer, product, or vendor will be utilized to help streamline this process. However, The Charlotte-Mecklenburg Board of Education invites and encourages all other qualified bidders to submit equivalent bids/quotes. The primary purpose is to ensure that no interested party is excluded or limited from the bidding/quoting process. All bids are evaluated equally, based on but not limited to the following criteria: # Prices offered # The quality of the equipment offered # The general reputation and performance capabilities of the bidders # The substantial conformity with the specifications and other conditions set forth in the request for bids/quotes # The suitability of the equipment for the intended use # The personal or related services needed # Transportation charges # Location and availability of service and repair facilities and personnel # References provided for proposed equipment # Demonstration of proposed equipment, if required # The dates of delivery and performance # Such other factor(s) deemed pertinent or peculiar to the purchase in question which, if controlling, shall be made a matter of record. All bids/quotes submitted should be as closely sized, equipped, etc. to the desired specifications. Any exceptions to the specifications will be evaluated based on the best interest of The Charlotte-Mecklenburg Board of Education. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

8 SUMMARY OF COSTS Sites and services are subject to change during the course of the contract. (Submittal #3) 1. For each site below, specify: the Initial Installation (new construction, renovations, additions) the Total Monthly Lines Charges for each contract year Total Costs should be broken down to include all taxes, fees, and all additional charges. PRI per line costs should be broken down and explained in detail. All CMBE locations share the PRI circuits. The number of lines associated in the spreadsheet for our service and life safety lines cannot be modified. # Site Name Grade Address City Zip code Number of Lines Cost of Lines All other costs 1 Albemarle Rd ES Elem 7800 Riding Trail Rd Charlotte Albemarle Rd MS Middle 6900 Democracy Drive Charlotte Alexander Graham Middle 1800 Runnymede Lane Charlotte Allenbrook Elem 1430 Allenbrook Drive Charlotte Ardrey Kell High Ardrey Kell Road Charlotte Ashley Park Pre K-8 School Elem 2401 Belfast Dr Charlotte Bailey Middle Bailey Road Cornelius Bain Elem Bain School Rd Charlotte Ballantyne ES Elem Scholastic Drive Charlotte Barnette ES Elem Beatties Ford Rd Huntersville Barringer Elem 1546 Walton Rd Charlotte Berewick ES Elem 5910 Dixie River Road Charlotte Berry, Phillip O., Academy of Technology High 1430 Alleghany Street Charlotte Berryhill School Elem Walkers Ferry Rd Charlotte Beverly Woods Elem 6001 Quail Hollow Rd Charlotte Billingsville Elem 124 Skyland Avenue Charlotte Blythe Elem Hambright Rd Huntersville Bradley Middle Beatties Ford Rd Huntersville Briarwood Elem 1001 Wilann Drive Charlotte Bruns Academy Elem 501 S. Bruns Avenue Charlotte Building Services Admin 3301 Stafford Drive Charlotte Butler High 1810 Matthews-Mint Hill Rd Matthews Carmel Middle 5001 Camilla Drive Charlotte CATO Middle College High School High 8120 Grier Road Charlotte Chantilly Montessori Elem 701 Briar Creek Rd Charlotte Child Nutrition Admin 3301 Stafford Drive Charlotte Clear Creek Elem Albemarle Road Charlotte CMS Administrative Offices Admin 600 E. Fourth Street Charlotte Charlotte-Mecklenburg Schools RFP of 28 11/14/13

9 29 CMS Data Center II Admin CMS Distribution & Surplus Warehouse Cochrane Collegiate Academy 8910 Lenox Pointe Drive, Suite A Charlotte Admin 5401 Hovis Road Charlotte Middle 6200 Starhaven Drive Charlotte Collinswood Elem 4000 Applegate Rd Charlotte Community House Middle 9500 Community House Road Charlotte Cornelius Elem Catawba Avenue Cornelius Cotswold Elem 300 Greenwich Road Charlotte Coulwood Middle 500 Kentberry Drive Charlotte Crestdale Middle 940 Sam Newell Rd Matthews Croft Community School Elem 4911 Hucks Road Charlotte Crown Point Elem 3335 Sam Newell Rd Matthews David Cox Elem 4215 David Cox Rd Charlotte Davidson Elem 635 South Street Davidson Devonshire Elem 6500 Barrington Drive Charlotte Dilworth Elem 405 East Park Avenue Charlotte Dr. Carver Admin 2670 Dr. Carver Road Charlotte Druid Hills Academy Elem 2801 Lucena Street Charlotte East Mecklenburg High 6800 Monroe Rd Charlotte Eastover Elem 500 Cherokee Road Charlotte Eastway Middle 1501 Norland Road Charlotte Elizabeth Lane Elem 121 Elizabeth Lane Matthews Elizabeth Traditional Elem 1601 Park Drive Charlotte Elon Park Elem Ardrey Kell Road Charlotte Endhaven Elem 6815 Endhaven Lane Charlotte First Ward Creative Arts Academy 54 Garinger High Elem 715 N. Caldwell Street Charlotte Eastway Drive Suite E Charlotte Grand Oak ES Elem Stumptown Road Huntersville Graphic Production Center Admin 3905 Craig Avenue Charlotte Greenway Park Elem 8301 Monroe Rd Charlotte Grier, Joseph W. Academy Elem 8330 Grier Rd Charlotte Harding University High 2001 Alleghany Street Charlotte Hawk Ridge Elem 9201 Bryant Farms Rd Charlotte Hawthorne Special 1411 Hawthorne Lane Charlotte Hickory Grove Elem 6709 Pence Road Charlotte Hidden Valley Elem 5100 Snow White Lane Charlotte Highland Creek Elem 7242 Highland Creek Parkway Charlotte Highland Mill Montessori Elem 3201 Clemson Avenue Charlotte Highland Renaissance Elem 125 W. Craighead Rd Charlotte Hopewell High Beatties Ford Rd Huntersville Hornets Nest Elem 6700 Beatties Ford Rd Charlotte Hough, William A High Bailey Road Cornelius Huntersville Elem 200 Gilead Rd Huntersville Huntingtowne Farms Elem 815 Seneca Place Charlotte Charlotte-Mecklenburg Schools RFP of 28 11/14/13

10 72 Idlewild Elem 7101 Idewild Rd Charlotte Independence High 1967 Patriot Drive Charlotte Information Systems & Support Admin 1230 Alleghany Street Charlotte Irwin Academic Center Elem 329 North Irwin Avenue Charlotte JH Gunn Elem 7400 Harrisburg Rd Charlotte JM Alexander Middle Hambright Rd Huntersville Kennedy Middle 4000 Gallant Lane Charlotte Lake Wylie Elem Erwin Rd Charlotte Lansdowne Elem 6400 Prett Court Charlotte Lebanon Rd Elem 7300 Lebanon Rd Charlotte Lincoln Heights Academy Special 1900 Newcastle Street Charlotte Long Creek Elem 9213 Beatties Ford Rd Huntersville Mallard Creek E Elem 9801 Mallard Creek Rd Charlotte Mallard Creek High High 3825 Johnston Oehler Rd Charlotte Martin Middle 7800 IBM Drive Charlotte Martin Luther King Middle 500 Bilmark Ave Charlotte Matthews Elem 200 McDowell Avenue Matthews McAlpine Elem 9100 Carswell Lane Charlotte McClintock Middle 1925 Rama Rd Charlotte McKee Rd Elem 4101 McKee Rd Charlotte McLeod Center 515 Clanton Road Charlotte Merry Oaks Elem 3508 Draper Avenue Charlotte Metro Special 405 S. Davidson Street Charlotte Military and Global Leadership Academy at High 3343 Griffith Street Charlotte Marie G. Davis 96 Mint Hill Middle Idlewild Rd Matthews Montclaire Elem 5801 Farmbrook Drive Charlotte Morehead (shares data with N. Alex) 99 Mountain Island Elem Elem 7810 Neal Rd Charlotte Pleasant Grove Rd Charlotte Myers Park HS High 2400 Colony Rd Charlotte Myers Park Traditional Elem 2132 Radcliff Avenue Charlotte Nathaniel Alexander Elem 7910 Neal Rd Charlotte Nations Ford Elem 8300 Nations Ford Rd Charlotte Newell Elem 8601 Old Concord Rd Charlotte North Learning Community Admin 106 North Mecklenburg High 9425 Midas Springs Road Old Statesville Rd Huntersville Huntersville Northeast Middle 5960 Brickstone Drive Charlotte Northridge Middle 7601 The Plaza Charlotte Charlotte-Mecklenburg Schools RFP of 28 11/14/13

11 109 Northwest High 1415 Beatties Ford Rd Charlotte Oakdale Elem 1825 Oakdale Road Charlotte Oakhurst Admin 4511 Monroe Road Charlotte Oaklawn Language Academy Elem 1810 Oaklawn Ave Charlotte Olde Providence Elem 3800 Rea Rd Charlotte Olympic - International Business & Communication Studies High 4301 Sandy Porter Rd Suite C Charlotte Olympic - International Studies & Global Economics High 4301 Sandy Porter Rd Suite A Charlotte Olympic - Math, Engineering, Technology & Science High 4301 Sandy Porter Rd Suite B Charlotte Olympic - Renaissance School High 4301 Sandy Porter Rd Suite D Charlotte Olympic - School of Biotechnology Health & Public Administration High 4301 Sandy Porter Rd Suite E Charlotte Palisades ES Elem York Road Charlotte Park Rd Elem 3701 Haven Drive Charlotte Paw Creek Elem 1300 Cathey Rd Charlotte Performance Learning Ctr High 1400 N. Graham Street Charlotte Piedmont Middle 1241 E. 10th Street Charlotte Pineville Elem 204 Lowry Street Pineville Pinewood Elem 805 Seneca Drive Charlote Piney Grove Elem 8801 Eaglewind Drive Charlotte Polo Ridge ES Elem Tom Short Road Charlotte Project Lift Admin Office Admin 2324 LaSalle Street Charlotte Providence High 130 Providence Spring Elem 131 Quail Hollow Middle 1800 Pineville-Matthews Rd Providence Church Lane 2901 Smithfield Church Rd Charlotte Charlotte Charlotte Rama Rd Elem 1035 Rama Rd Charlotte Randolph Middle 4400 Water Oak Rd Charlotte Charlotte-Mecklenburg Schools RFP of 28 11/14/13

12 134 Ranson Middle 5850 Statesville Rd Charlotte Reedy Creek Elem Plaza Rd Extension Charlotte Reid Park Academy Elem 4108 West Tyvola Rd Charlotte Reid Park Annex/ Amay James Rec Ctr 138 Ridge Road MS Middle Admin 2415 Lester Street Charlotte Highland Creek Parkway Charlotte River Gate ES Elem Smith Road Charlotte River Oaks Academy Elem 141 Robinson Middle 142 Rocky River High 1015 Mount Holly- Huntersville Rd 5925 Ballantyne Commons Pkwy Truelight Church Road Charlotte Charlotte Mint Hill Sedgefield ES Elem 715 Hartford Avenue Charlotte Sedgefield MS Middle 2700 Dorchester Place Charlotte Selwyn Elem 2840 Colony Rd Charlotte Shamrock Gardens Elem 3301 Country Club Drive Charlotte Sharon Elem 4330 Foxcroft Rd Charlotte Smith School Admin 1600 Tyvola Road Charlotte Smithfield Elem 3200 Smithfield Church Rd Charlotte South Charlotte Middle 8040 Strawberry Lane Charlotte South Mecklenburg High 8900 Park Rd Charlotte Southwest Middle Steele Creek Rd Charlotte Spaugh Admin 1901 Herbert Spaugh Lane Charlotte Starmount Admin 1600 Brookdale Avenue Charlotte Statesville Rd Elem 5833 Milhaven Lane Charlotte Steele Creek Elem 4100 Gallant Lane, Rt. 2 Charlotte Sterling Elem 158 Stoney Creek ES Elem 9601 China Grove Church Rd Mallard Roost Road Pineville Charlotte ## Thomasboro Academy Elem 538 Bradford Drive Charlotte Torrence Creek Elem Ranson Road Huntersville Charlotte-Mecklenburg Schools RFP of 28 11/14/13

13 Trans - East Area; Butler, Myers Park Area; Main Garage Trans - Garinger Midwood/Northwest Trans - Harding/Waddell Area; Metro Area; West Meck Trans - Hopewell Area; West Meck; West Char Trans - Independence/Butler Trans - Mallard Creek HS\Vance Area Admin 3901 Craig Avenue Charlotte Admin 6520 Orr Rd Charlotte Admin 3101 Wilkinson Blvd Charlotte Admin 4440 North Pointe Blvd Charlotte Admin 1967 Patriot Drive Charlotte Admin 167 Trans - North Meck Area Admin 168 Trans - Olympic Area; South Area 169 Trans -Providence Area Admin 3825 Johnston Oehler Rd Old Statesville Rd Charlotte Huntersville Admin Downs Rd Charlotte Pineville-Matthews Road Charlotte Tuckaseegee Elem 2028 Little Rock Rd Charlotte Turning Point Academy Special 2400 Carmine Street Charlotte University Meadows Elem 1600 Pavilion Boulevard Charlotte University Park Elem 2400 Hildebrand Street Charlotte Vance High 7600 IBM Drive Charlotte Villa Heights Admin 800 Everett Place Charlotte Waddell, E. E. Language Academy Middle 7030 Nations Ford Road Charlotte Walter G Byers School Elem 1415 Hamilton Street Charlotte Walton Plaza Admin 700 E. Stonewall Street Charlotte Warehouse, storage & distribution 180 Washam, JV Elem Admin 3903 Craig Avenue Charlotte Westmoreland Road Cornelius West Charlotte High 2219 Senior Drive Charlotte West Mecklenburg High 7400 Tuckaseegee Rd Charlotte Westerly Hills Academy Elem 4420 Denver Avenue Charlotte Whitewater Academy Elem 185 Whitewater MS Middle White Rapids Road Running Rapids Road Charlotte Charlotte Winding Springs Elem 6601 Horace Mann Rd Charlotte Charlotte-Mecklenburg Schools RFP of 28 11/14/13

14 187 Windsor Park Elem 3910 Sudbury Road Charlotte Winget Park Elem Winget Road Charlotte Winterfield Elem 3100 Winterfield Place Charlotte Costs $0.00 $ Provide the Long Distance charges and include all fees and taxes: # Service a Long Distance, (interlata & intralata) Per minute rate including all fees & taxes 3. Provide PRI costs including the breakdown of the total cost per PRI circuit and PRI telephone numbers. This is to include all fees and taxes: # Service a b PRI Circuit Cost (24 channels) PRI Telephone Line Cost Per PRI breakdown Including all fees & taxes 4. Provide costs for the processing, installation, disconnection, and monthly rates of the services listed below. # Service a PSTN Line Service Order Processing Installation Disconnect Lead Time to implement All Inclusive Monthly Rate b T-1 Line (24 channels) c d e Analog/POTS SIP trunking pricing structure, adjustment time frame, implementation plan & capacities Porting f g NARS Centralized Exchange T1 circuits to allow 7 digit dialing through multiple central offices Charlotte-Mecklenburg Schools RFP of 28 11/14/13

15 5. Local Area Toll Plan (per minute charges) 6. Service repair costs 7. List all equipment and associated costs CMBE will be required to purchase to implement vendor s proposal: Submittal #4 8. E-Rate Ineligible Feature/Service and costs Add additional lines to this submittal as needed. > End of items in this section. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

16 SERVICE RESPONSES (Submittal #6) Respond to each item below in the space provided. If necessary, enclose other information or documentation. 1. Describe applicable Service Level Agreements that guarantee network availability. Also, define consideration and/or credits to be applied if guarantee terms and availability targets are not achieved. 2. Describe system and network support services to include: management and maintenance services, operational hours, business repair facilities, and response times. 3. Describe problem escalation procedures and management responsibility. 4. Describe the account team (administrative and technical support) that would be assigned to service the CMBE account. 5. Provide references similar in size, scale, function, and character to the proposed network. 6. Provide proof of ownership, or leasing provisions, for cabling facilities infrastructure, distribution facilities, switching equipment, and associated hardware. 7. Describe your company s local toll calling plan. Provide a document diagramming the coverage areas. 8. Describe your company s SIP trunking structure, costs and features. > End of items in this section. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

17 EXECUTION OF PROPOSAL (Submittal #7) 1. Agreement By signing this proposal, the Offeror agrees to the following items. Initial each line item below for acceptance. # Item Initial Below 1 This proposal is signed by an authorized representative of the firm. Offeror has read and understands the Terms and Conditions set forth in this RFP and 2 agrees to them with no exceptions. The Offeror understands the scope and requirements of this RFP and has included all 3 labor costs, direct and indirect, in the proposed cost. The cost and availability of all equipment, materials, and supplies, if needed, 4 associated with performing the services described herein have been determined and included in the proposed cost. Offeror is knowledgeable of the E-Rate program, understands the issues of a twotiered billing system, and has up-to-date E-Rate Service Provider Certifications. 5 6 Offeror will list, price, and invoice separately any services that are not E-Rate eligible. Offeror will be responsible for all warranty issues related to goods and services 7 provided during the factory warranty period if applicable. 2. Authorization In compliance with this RFP, and subject to all terms and conditions herein, the undersigned offers and agrees, if this proposal is accepted within 90 days from the date of the opening, to furnish the goods or services as stated in this RFP. # Item Provide Information 1 Company Name 2 Address 3 City, State, Zip 4 Telephone Number 5 Fax Number 6 Address 7 Federal Identification Number 8 E-Rate SPIN Number 9 FCC Registration Number BY TITLE DATE (Signature) COMPANY (Typed or printed name) ============================================================================= ACCEPTANCE OF PROPOSAL (Charlotte-Mecklenburg Board of Education) BY: TITLE: DATE: THIS PAGE MUST BE SIGNED AND INCLUDED IN THE BID PROPOSAL. Unsigned proposals will not be considered. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

18 ADDENDA RECEIPT RFP # Charlotte-Mecklenburg BOE Voice, PRI, SIP Trunking and Long Distance Services ADDENDUM #: DATE: I certify that this Proposal complies with the General and Specific Specifications and Conditions issued by the CMBE including all addenda issued under RFP It is the offeror's responsibility to assure that all addenda have been reviewed, signed and returned. (Please Print Name) Date Authorized Signature Title Contractor Name Charlotte-Mecklenburg Schools RFP of 28 11/14/13

19 FINAL CHECKLIST 1. Proposal information should be for submitted to: Purchasing Department Charlotte-Mecklenburg Schools Education Center Attn Gifford Cordova 4511 Monroe Road, Room 219A Charlotte, NC Proposals should be submitted no later than 2:30 pm, December 17, The proposal package should be labeled as follows: Bid # Proposal for: VOICE, PRI, SIP TRUNKING and LONG DISTANCE SERVICES Opening Date: December 17, 2:30 PM 4. Each applicant should submit 3 complete copies of the bid proposal: a. Two (2) Originals printed. b. One (1) copy (Microsoft Word format) on a CD, labeled with the Company Name, RFP #, RFP Description, and Date of RFP. 5. Each bid proposal must include the following completed proposal submittals: Failure to comply could result in evaluation deductions and/or rejection of proposals. Proposal Submittal # Item Description Page 1 Proof of Insurance Page 3 2 Lines or Services not owned Page 4 3 Summary of Costs Pages Itemized equipment list Page 15 5 Service Charge Schedule Page 14 6 Service Responses Page 16 7 Execution of Proposal Page 17 8 Copy of Addenda (if applicable) Page 18 9 Item 21 Page 2 10 References Page 6 Charlotte-Mecklenburg Schools RFP of 28 11/14/13

20 Minority, Women, Small Business Enterprise Information Charlotte-Mecklenburg Board of Education (CMBE) promotes full and equal access to business opportunities with Charlotte-Mecklenburg Schools (CMBE). Minority-owned, women-owned, and small business enterprises (collectively M/W/SBE ) as well as other responsible vendors shall have a fair and reasonable opportunity to participate in CMBE business opportunities. Prime suppliers (i.e., those who deal directly with CMBE) should support Charlotte-Mecklenburg School s M/W/SBE Program by making an effort to engage minority, women, and/or small businesses as subcontractors for goods and services for CMBE to the extent available. Prime supplier s spending with M/W/SBE subcontractors constitutes Second Tier supplier diversity spending by CMBE and the results of Second Tier spending is tracked within our program. Each bidder or respondent to the solicitation shall submit with their bid the M/W/SBE Utilization Form. A listing of M/W/SBE firms and the CMBE M/W/SBE guidelines may be obtained by contacting the M/W/SBE Administrator at Failure to complete and submit the M/W/SBE Utilization Form may render bid or proposal response invalid. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

21 MINORITY, WOMEN, SMALL BUSINESS ENTERPRISE (M/W/SBE) Utilization Form For: Purchases of Goods and Services We, (Bid Number) (Bidder) (Bid Description) $. (Dollar Amount of Bid) do certify that on the. This form must be completed regardless of the amount or lack of M/W/SBE participation attained. I will expend a minimum of % of the total dollar amount of the contract with minority, women, or small business enterprises. M/W/SBEs will be employed as vendors, suppliers, or providers of professional services. Such work will be subcontracted to the following firms listed below. Attach additional sheets if required Name and Address *M/W/SBE Category Work description Dollar Value *M/W/SBE categories: Black, African American (B), Hispanic (H), Asian American (A) Native American Indian (N), Female (F), Small (S), or Socially and Economically Disadvantaged (D) The undersigned will enter into a formal agreement with Minority/Women/ Small Business Firms for work listed in this schedule conditional upon execution of a contract with the Charlotte-Mecklenburg Board of Education. Failure to fulfill this commitment may constitute a breach of the contract. The undersigned hereby certifies that he or she has read the terms of this commitment and is authorized to bind the bidder to the commitment herein set forth. Date: Name of Authorized Officer: Signature: SEAL Title: State of, County of Subscribed and sworn to before me this day of 20 Notary Public My commission expires Charlotte-Mecklenburg Schools RFP of 28 11/14/13

22 THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION REQUEST FOR PROPOSAL INSTRUCTIONS 1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses shall be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror s response will be waived and have no effect either on this Request for Proposals or on any contract that may be awarded resulting from this solicitation. Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal. 2. COMPETITIVE OFFER: Pursuant to the provision of G.S , and under penalty of perjury, the signer of any proposal submitted in response to this RFP thereby certifies that this proposal has not been arrived at collusively or otherwise in violation of either Federal or North Carolina antitrust laws. 3. ORAL EXPLANATIONS: The Charlotte-Mecklenburg Board of Education shall not be bound by oral explanations or instructions given at any time during the competitive process or after award. 4. REFERENCE TO OTHER DATA: Only information which is received in response to this RFP will be evaluated; reference to information previously submitted shall not be evaluated. 5. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are not desired. 6. COST FOR PROPOSAL PREPARATION: Any cost incurred by offerors in preparing or submitting offers are the offerors sole responsibility; The Charlotte Mecklenburg Board of Education will not reimburse any offeror for any costs incurred prior to award. 7. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may be accepted within a period of 60 days. Although the contract is expected to be awarded prior to that time, the 60 day period is requested to allow for unforeseen delays. 8. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience only and shall have no binding force or effect. 9. CONFIDENTIALITY OF PROPOSALS In submitting its proposal the offeror agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the The Charlotte-Mecklenburg Board of Education, until after the award of the contract. Offerors not in compliance with this provision may be disqualified, at the option of The Charlotte-Mecklenburg Board of Education, from contract award. Only discussions authorized by The Charlotte-Mecklenburg Board of Education are exempt from this provision. 10. RIGHT TO SUBMITTED MATERIAL: All responses, inquiries, or correspondence relating to or in reference to the RFP, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the offerors shall become the property of The Charlotte-Mecklenburg Board of Education when received. 11. OFFEROR S REPRESENTATIVE: Each offeror shall submit with its proposal the name, address, and telephone number of the person(s) with authority to bind the firm and answer questions or provide clarification concerning the firm s proposal. 12. SUBCONTRACTING: Offerors may propose to subcontract portions of the work provided that their proposals clearly indicate what work they plan to subcontract and to whom and that all information required about the prime contractor is also included for each proposed subcontractor. 13. PROPRIETARY INFORMATION: Trade secrets or similar proprietary data which the offeror does not wish disclosed to other than personnel involved in the evaluation or contract administration will be kept Charlotte-Mecklenburg Schools RFP of 28 11/14/13

23 confidential to the extend permitted by NCAC T01:05B.1501 and G.S if identified as follows: Each page shall be identified in boldface at the top and bottom as CONFIDENTIAL. Any section of the proposal which is to remain confidential shall also be so marked in boldface on the title page of that section. Cost information may not be deemed confidential. In spite of what is labeled as confidential, the determination as to whether or not it is shall be determined by North Carolina Law. 14. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute and Executive Order #150 The Charlotte-Mecklenburg Board of Education invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled. 15. DECLINE TO OFFER: Any firm which receives a copy of the RFP but which declines to make an offer is requested to send a written Decline to Offer to the issuing office. Failure to respond as requested may subject the firm to removal from consideration on future requirements. 16. PROTEST PROCEDURES: When an offeror wants to protest a contract award pursuant to this solicitation, they must submit a written request to the Chief Finance Officer of The Charlotte- Mecklenburg Board of Education. This request must be received within (10) ten consecutive calendar days from the date of the contract award, and must contain specific sound reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation. Offerors may call the Procurement Official listed on the first page of this document to obtain a verbal status of contract award. If the Chief Finance Officer can render a decision based on the facts without a meeting, a written response with a decision will be rendered within 10 consecutive calendar days of the receipt of the protest letter. If not, The Chief Finance Officer will schedule a meeting with the protesting party to hear their complaint. This meeting will be held within 30 consecutive calendar days after receipt of the written protest. The Chief Finance Officer will respond to the protesting party in writing with a decision within 30 consecutive calendar days from the date of the protest meeting. All decisions of the Chief Finance Officer shall be the final administrative review. Charlotte-Mecklenburg Schools RFP of 28 11/14/13

24 THE CHARLOTTE-MECKLENBURG BOARD OF EDUCATION STANDARD TERMS AND CONDITIONS 1. ACCEPTANCE: Seller s acknowledgment of the terms of this purchase order (this Order ), without timely express written objection, or Seller s shipment or performance of any part of this Order, constitutes an agreement to (i) all terms and conditions set forth or referenced herein and on the face of this Order, (ii) on any attachments hereto, (iii) any applicable solicitation documentation related to this Order (including without limitation any request for proposals or invitation for bids or Seller s response thereto) that deal with the same subject matter as this Order, and (iv) any other terms and conditions of a written agreement signed by Seller and The Charlotte-Mecklenburg Board of Education ( CMBE ) that deals with the same subject matter as this Order (collectively, the Contract Documents ). The terms and provisions set forth in the Contract Documents shall constitute the entire agreement between Seller and CMBE with respect to the purchase by CMBE of the (i) goods ( Goods ) and/or (ii) services provided or work performed ( Services ) as described in the Contract Documents. The agreements set forth in the Contract Documents are sometimes referred to herein as the Contract. In the event of any conflict between any terms and conditions of the Contract Documents, the terms and conditions most favorable to CMBE shall control. This Order constitutes an offer by CMBE and expressly limits acceptance to the terms and conditions stated herein. No additional or supplemental provision or provisions in variance herewith that may appear in Seller's quotation, acknowledgment, invoice, or in any other communication from Seller to CMBE shall be deemed accepted by or binding on CMBE. CMBE hereby expressly rejects all such provisions which supplement, modify or otherwise vary from the terms of the Contract Documents, and such provisions are superseded by the terms and conditions stated in the Contract Documents, unless and until CMBE s authorized representatives expressly assent, in writing, to such provisions. Stenographic and clerical errors and omissions by CMBE are subject to correction. 2. QUANTITIES: Shipments must equal exact amounts ordered unless otherwise agreed in writing by CMBE. The award of a term contract neither implies nor guarantees any minimum or maximum purchases. 3. PRICES: If Seller's price or the regular market price of any of the Goods or Services covered hereunder is lower than the price stated in the Contract Documents on the date of shipment of such Goods or Services, Seller agrees to give CMBE the benefit of such lower price on any such Goods or Services. In no event shall Seller s price be higher than the price last quoted or last charged to CMBE unless otherwise agreed in writing. No charges for transportation, boxing, crating, etc. are allowable unless such charges are included in the Contract Documents. 4. INVOICES: It is understood and agreed that orders will be shipped at the established Contract prices in effect on dates orders are placed. Invoicing at variance with this provision may subject the Contract to cancellation. Applicable North Carolina sales tax shall be invoiced as a separate item. Invoices shall be sent to CMBE s accounts payable department with a copy to the CMBE Project Coordinator. 5. FREIGHT ON BOARD: All shipments of Goods are FOB destination unless otherwise stated in the Contract Documents. 6. TAXES: Applicable taxes shall be invoiced as a separate item. 7. PAYMENT TERMS: Payment terms are Net 30 days after receipt of correct invoice or acceptance of Goods or Services, whichever is later. 8. CONDITION AND PACKAGING: Unless otherwise provided by special terms and conditions or specifications, it is understood and agreed that any item offered or shipped has not been sold or used for any purpose and shall be in first class condition. All containers/packaging shall be suitable for handling, storage or shipment. 9. DELAY IN SHIPMENT: Time and date of delivery are of the essence, except when delay is due to causes beyond Seller's reasonable control and without Seller s fault or negligence. 10. RISK OF LOSS: Seller shall have the risk of loss of and damage to the Goods subject to the Contract Documents until such Goods are delivered to the destination and accepted by CMBE or its nominee. 11. REJECTION: All Goods and Services shall be received subject to CMBE's inspection. Goods or Services that are defective in workmanship or material or otherwise not in conformity with the requirements of the Contract Documents may be rejected and returned Charlotte-Mecklenburg Schools RFP of 28 11/14/13