Project Overview- Hosted VOIP E-Rate Service

Transcription

1 Project Overview- Hosted VOIP E-Rate Service Form 470 # seeks proposals to establish a 60 month contract (12 month contract with the possibility to offer four one year extensions) with a Service Provider to install and provide Voice Over Internet Protocol (VOIP) services to the campuses listed below and the District Office. All bidders must be able to provide the requested services and/or equipment through Arizona State contract, Mohave Educational Services Cooperative, The Cooperative Purchasing Network (TCPN), Strategic Alliance for Volume Expenditures (SAVE) or the Greater Phoenix Purchasing Cooperative (GPPCS). VOIP service must make use of currently installed Cox WAN connections between most sites and the district office. Final Proposals Due on February 15, 2013 at 3:00 p.m. by mail, delivery or to: Jordan D. Beveridge 7650 N 43 rd Ave Glendale, AZ Jordan.Beveridge@guhsdaz.org CTDS Code School Name Physical Address N. 43 rd Ave., Glendale, AZ Apollo High School 8045 N. 47th Ave., Glendale, AZ Cortez High School 8828 N. 31st Ave., Phoenix, AZ Glendale High School 6216 W. Glendale Ave., Glendale, AZ Greenway High School 3930 W. Greenway Ave., Phoenix, AZ Independence High School 6602 N. 75 th Ave., Glendale, AZ Moon Valley High School 3265 W. Cactus Rd., Phoenix, AZ Sunnyslope High School 35 W. Dunlap Ave., Phoenix, AZ Thunderbird High School 1750 W. Thunderbird Rd., Phoenix, AZ Washington High School 2217 W. Glendale Ave., Phoenix, AZ Northern Annex 4508 W. Northern Ave., Glendale, AZ Metrocenter Academy 9617 Metro Parkway West, # 2214, Phoenix, AZ DATA NETWORK Presently the schools in the are connected to the District Office via 200 MB Cox Communication fiber links and a 1 GB connection to the District Office. School campus IDF s are connected to their MDF s via gigabit fiber links. Local computer connections range from 100 MB to 1 GB. Every classroom has at least one connection provided to the data network via CAT5, CAT5E or CAT6 cabling. Metrocenter Academy is currently connected through a T1 line that provides both data and voice to this school. The district is looking to upgrade this connection. CURRENT PHONE SYSTEM Dial tone is provided by Century Link along with 1440 possible DID lines (3 PRI circuits). The district owns Cisco 7961, 7941, 7942, 7921,7911 and ATA model devices/phones. Cisco Call Mangers, Voic and phone service have been provided for the past 4.5 years through an E-rate service contract. Each school has two Century Link POTS lines connected to the system on campus for 911 service and emergencies. Each school system is connected to the local school/district intercom system to allow for specific users to dial in and operate the intercom system from their phone. Up to 4 FXO and 2 FXS connections are needed for connection to the POTS lines and intercom systems at each location. REQUESTED VOIP SERVICE The district requests bids for two different models of phone service. The district will decide which model to award at the end of the bid cycle. Companies may enter two bids if they are able to supply both models or can bid only on one model. Bids not meeting requested specifications will not be evaluated. Model 1 E-rate Service Model

2 All companies wishing to bid on Model 1 must be eligible service providers for E-rate services and currently hold a valid SPIN. The District is seeking phone service options that are able to be funded under Priority 1 services through E-rate. Items quoted that are not Priority 1 items or eligible products/services need to be broken out and listed as such. The district will continue to use its own Cisco phones and requests a Cisco or equivalent based phone system. Voic Service is needed for all users on the system. The service should allow for the district to assist in the management of simple moves, adds and changes to phones and voic . The system should not be dependent on the connection to the district office for all phone services to function (911, internal phone to phone). The local school system must be able to operate independently in this instance. 911 call notification o o 911 call provides address of actual location In the event of a 911 call District selects phones that will display warning and identify phone making the 911 call notification sent to select accounts based on school/location call originated from Connection between phone system and Intercom systems at each site Provide auto attendants for each school main line and other identified lines Provide vacation and business hour based options on specific lines to automatically change the line to specific auto attendants Provide options for fax system/service as an alternate to use of ATA o ATAs have not provided reliable fax service Provide explanation of options and separate pricing (if any) for connection of phone system to district Microsoft Lync server for operation between both systems. Identify, replicate and install same phone configurations, extensions Review district network infrastructure and switch configuration and offer suggested best practices when needed for VOIP system Model 2- District Purchase and Partial Service The district would purchase its own Cisco Call Manager, Call Manger Express devices, along with needed software licenses and equipment for the district to take over ownership of the phone system/service, voic system and provide all specific functions listed above. The district already owns the needed phones. Company would provide service for higher level programming of phone system and provide phone and onsite service for issues that the district is not able to resolve. Provide a quote for equipment, installation, and yearly maintenance and support. Number of Phones (Base quote pricing on these numbers) Faxes on Location Total ATA ATAs AHS CHS DO GHS GWHS IHS Metro MVHS

3 Northern Annex SHS THS WHS Explanation of Scoring Matrix will use a 100 point scoring matrix to evaluate all submitted proposals. Please provide the information requested below. TOTAL PRICE 25 points total Firm fixed price: All bids shall include initial, monthly and needed equipment costs. Scoring shall be based on total cost over a 60 month time period with the district E-Rate discount being taken into account. In the event a bidder responds for a term of less than 60 months, additional months, at the rate of the last monthly rate, shall be added to ensure a fair comparison of price. Contracts and purchase orders will be issued separately for the E-Rate Priority 1 Eligible Services and the Equipment or Non-eligible Services portions of this RFP Point Awards: Each total price will be divided into the lowest price and multiplied by 25 to arrive at the earned point value. Rounding will not extend past two decimal points. (i.e rounded to.89) Example: Vendor A total price: $ Vendor B total price: $95.00 Vendor C total price: $85.00 Vendor A 85/100=.85.85*25= points awarded Vendor B 85/95=.89.89*25= points awarded Vendor C 85/85=1 1*25= points awarded SERVICE LEVEL AGREEMENT 20 Points Total Provide a specific Service Level Agreement (SLA) stating the MTBF (mean time between failures) of the proposed network services, express warranties of guaranteed up-time of the network services to be provided and response times in the event of any network issue experienced by the school. Provide specific information on the monitoring of the services provided and the time(s) of day the services will be monitored. Bidder should include specific remedies for the school in the event the SLA is not upheld during the term of the contract by the service provider. The SLA will be reviewed and awarded up to 20 points. CUSTOMER REFERENCES 12 Points Total Please provide proof of successful projects via customer references. requires three references from customers where the bidder provides similar E-Rate projects equal to or near the price or size of project provided in the vendors response to this solicitation. Please include project type, project total, named contacts including telephone numbers and addresses. All references will receive a survey from the district that will be returned directly to GUHSD. These references are worth up to 12 points each. VENDOR SUMMARY 5 Points Total Write a brief history of your company that includes its philosophy of doing business. Generally, Glendale Union High School District will not accept a bid from a business less than three years old or which has failed to establish a proven record of business. Generally, will not accept a bid from a business that does not provide said services under the E-rate program. Fill out in its

4 entirety the Form W-9 which will be supplied by the School with this RFP. This statement will be reviewed and awarded up to 5 points. E-RATE CLAUSES 15 Points Total Vendor shall provide documentation on its ability to offer the needed services via Priority 1 E-Rate Services. Bidder should also explain their position and expected practice if E-rate funding were to no longer exist from the Schools and Libraries Program of the Universal Service Fund. Vendor shall provide documentation indicating their knowledge of and ability to work within the E-rate environment to maximize funding opportunities and ensure the earliest project completion. Documentation shall be provided on how the vendor prefers to deal with E-rate Forms 471, 472, 474, and 486. Vendor shall provide a position statement on how they will deal with late FCDL (funding commitment decision letters) or funding denial in future years of the contract. The E-rate clauses documentation will be reviewed and awarded up to 15 points. OVERALL DESCRIPTION OF SOLUTION 23 Points Total Vendor shall provide detailed documentation and description of the general design of the system including components such as Voic . Describe general needs of the system such as what would be required for electrical connections, UPS, POE and QoS. What of these items can be provided under Priority 1 and which would the district be responsible for providing outside of erate. Outline the protocols used by the phones that are compatible with this service (specifically are the phones SIP compliant). Provide the limits pertaining to the number of extensions, voic boxes and other components for the district or each site. Vendor shall provide detailed documentation on how moves, adds, deletes and other management functions would be handled under the service contract. 23 points will be awarded for the documentation dealing with overall description of the solution.

5 RFP Preparation Instructions One original and one copy of the response must be included. Glendale Union High School District requests that the bid be contained in three ring binders in tabbed sections as listed below. Failure to comply with these instructions may result in the scoring of the bid to be lowered by the evaluator not being able to find the required information. TAB 1: Contracts Proposed contracts should be included in this section. TAB 2: Pricing Provided pricing sheet. Attach explanations of the breakdown of charges (example- phone model and charge per phone). Clearly explain any alternatives or options to the system. Again, there must be a clear delineation of which items are E-Rate Priority 1 Eligible and which items would need to be purchased on a separate purchase order and contract. TAB 3: Service Level Agreement TAB 4: Customer References Copies of four customer references as outlined in the explanation of scoring matrix section. Please include a name, phone number and address for each reference. TAB 5: Vendor Summary TAB 6: E-Rate Clauses TAB 7: Overall Description of Solution TAB 8: Miscellaneous Additional Information Any additional bid information, including appendix with catalogs, slicks, model specifications and information, etc.

6 Model 1- Pricing Sheet VOIP Services Pricing shall be evaluated on the Total Project Cost. Contracts and purchase orders will be issued separately for the E- Rate Priority 1 Eligible Services and the Equipment or Non-eligible Services portions of this RFP Identify State Contract Number or Purchasing Cooperative Information Part 1: E-Rate Priority 1 Eligible Services Year 1 Monthly Service Cost Year 2 Monthly Service Cost Year 3 Monthly Service Cost Year 4 Monthly Service Cost Year 5 Monthly Service Cost $. X12 $. X12 $. X12 $. X12 $. X12 Network Decommission Cost (for removal of system) Total E-Rate Priority 1 Service Cost Part 2: Equipment or Non-Eligible Services Cost of Equipment or Non-Eligible Services Total Equipment / Non-Eligible Services Cost Total Project Cost $. Priority 1 and Non-Eligible Service

7 Model 2- Pricing Sheet VOIP Purchase Pricing shall be evaluated on the Total Project Cost. Identify State Contract Number or Purchasing Cooperative Information Part 1: Services Year 1 Monthly Service Cost Year 2 Monthly Service Cost Year 3 Monthly Service Cost Year 4 Monthly Service Cost Year 5 Monthly Service Cost $. X12 $. X12 $. X12 $. X12 $. X12 Network Decommission Cost (for removal of system) Total E-Rate Priority 1 Service Cost Part 2: Equipment Cost of Equipment or Non-Eligible Services Total Equipment Total Project Cost $.