NOTICE: CALLING FOR PROPOSALS VOICE-OVER IP (VOIP) EQUIPMENT AND INSTALLATION ERATE ELIGIBLE SERVICES NOTICE IS HEREBY GIVEN that the Escondido Union High School District of San Diego County, California, acting by and through its Governing Board, hereinafter referred to as the DISTRICT will receive up to, but not later than 12:00 o'clock p.m. of the 14th day of December, 2012, sealed proposals for the award of contracts for E-Rate Services for VOICE-OVER IP (VOIP) EQUIPMENT AND INSTALLATION Proposals shall be received in the District Office of the Escondido Union High School District located at 302 North Midway Drive, Escondido, CA 92027 and shall be opened at the above stated time and place (not a public reading). Each proposal must conform and be responsive to the contract documents, copies of which are now on file and may be obtained after November 14, 2012, at the District s website: http://www.euhsd.k12.ca.us. Call 760-291-3210 for information. The District reserves the right to reject any or all proposals or to waive any irregularities or informalities in any bids or in the bidding. Proposals shall be awarded based on the criteria outline in the proposal documents. No bidder may withdraw their bid for a period of ninety (90) days after the date set for the opening of proposals. Dated this 14th day of November, 2012 Jon Petersen Clerk of the Governing Board Escondido Union High School District, of San Diego County, California Publication: San Diego Union Tribune/North County Times November 14, 2012 November 21, 2012
ESCONDIDO UNION HIGH SCHOOL DISTRICT REQUEST FOR PROPOSAL (RFP) Year 2013-14- Voice over IP (VoIP) E- RATE Voice over IP (VoIP) Equipment and Installation Issuing Date: November 14, 2012 Closing Date: December 14, 2012 Escondido Union High School District 302 N. Midway Drive Escondido, CA 92027 760-291- 3200 Phone erate@euhsd.k12.ca.us
REQUEST FOR PROPOSAL (RFP) Year 2013-14 - Voice over IP (VoIP) E- RATE ESCONDIDO UNION HIGH SCHOOL DISTRICT E- RATE YEAR 16 (2013/2014) Service Provider Criteria and Contract Requirements E- rate Requirements The project herein is 100% contingent upon the approval of funding from the Universal Service Fund s Schools and Libraries Program, otherwise known as E- rate. The successful bidder agrees to bill and receive a portion of the payment for the provisions of goods and services described herein directly from the Universal Service Administrative Company ( USAC ), and/or the Schools and Libraries Division ( SLD ) via the Form 474 Service Provider Invoice (SPI). The District will NOT file a Form 472, and will only be responsible for paying its non- discounted share of costs. Should the District, at the time of project implementation, decide that it is in the interest of the District to file a Form 472, the District will inform the vendor of its intention. The District and the successful bidder will act in a reasonable manner and comply with any Schools and Libraries Universal Service Fund Program requirements. Even after award of contracts, the District may or may not proceed with the project, in whole or in part, even in the event E- rate funding is approved. Execution of the project, in part or in whole, is solely at the discretion of the District. Vendors wishing to bid do so solely at their own risk. The District is not liable or responsible for any costs, loss, fees, or expenses, of any kind, associated with bid and/or a decision not to proceed with the project, even after award of the contracts. By submitting a bid, each vendor agrees to bear all of its own costs, fees, expenses, and losses, of any and all kind, should the District cancel the project. The District expects bidders to make themselves thoroughly familiar with any rules or regulations regarding the E- rate program. Bidders are responsible for providing a valid SPIN (Service Provider Identification Number). More information about obtaining a SPIN may be found at this website: http://www.usac.org/sl/providers/step01/ Bidders are responsible for providing a valid Federal Communications Commission (FCC) Registration Number (FRN) at the time the bid is submitted. More information about obtaining an FRN may be found at this website: https://fjallfoss.fcc.gov/coresweb/publichome.do Bidders are responsible for providing evidence of FCC Green Light Status at the time the bid is submitted. Any potential bidder found to be in Red Light Status will be disqualified from participation in the bidding process and will be considered non- responsive. More information about FCC Red and Green Light Status may be found at this website: http://www.fcc.gov/debt_collection/welcome.html
The awarded vendor will be required to send copies of all forms and invoices to the District prior to invoicing the SLD for pre- approval. Within five (5) days of award, the awarded vendor will provide the District with a bill of materials suitable for the Form 471 Item 21 Attachment. Approval for any deviation from the Item 21 Attachment must be obtained from District. Subsequent schedules of values and invoices for each site must match Item 21 Attachment or subsequent service substitutions. In the event of questions during the E- Rate audit process, the awarded vendor is expected to reply within 3 days to questions associated with its proposal. NO billing or work can take place prior to July 1, 2013. Additional terms and conditions are delineated in the specifications referenced in the Form 470(s) and associated Requests for Proposal (RFP). Prospective Service Providers will be required to submit the following: Three (3) references describing Service Provider s portfolio experience with comparable projects within a K- 12 customer market; Service Provider s SPIN number; and Service Provider s FCC Registration Number (FRN). Failure by Service Provider to supply these documents shall be considered grounds for disqualification. Service Provider must meet the following qualifications to be considered for award. Documentation regarding the following qualifications MUST be included in the Service Provider s proposal. Non- inclusion of applicable documents is basis for disqualification. 1. When providing electronic equipment quotes for switches/hubs/routers, Service Provider must have at least 1 Certified Engineer or equivalent on staff. 2. When providing cable work, Service Provider must be RCDD certified. 3. When providing cable work, Service Provider must provide as- built diagrams in electronic and paper copy formats, and cable test results within 45 days of completion of work. 4. If providing cabling work, Service Provider and its subcontractors must have C- 7 or C- 10 License and maintain compliance with all required State of California Public Works/Prevailing Wage requirements. 5. If requested by the District, Service Provider must be willing to have employees fingerprinted. 6. All product pricing provided for Form 471 purposes must be functional equivalent or better, once the District has received USAC approval for purchase. 7. Service Provider shall provide references for staff to be associated with project work and implementation. 8. Service Provider shall provide one (1) original RFP Responses; and one (1) electronic copy of the RFP submittal, including the summary sheet.
Right to Reject Any and All Quotes The District reserves the right to reject any or all quotation submittals and to waive any informalities or regularities. The Service Provider s quotation submission is recognition of this right. In addition, the District reserves the right to fund (proceed with project or purchase) or not to fund, regardless of E- Rate approval.
Evaluation Criteria Escondido Union High School District, in compliance with Federal Communications Commission (FCC) rules, will award to the vendor(s) providing the most cost- effective service offering. Per the Sixth Report and Order, FCC 10-175, FCC rules dictate the following: 54.503 (c)(2)(vii) All bids submitted for eligible products and services will be carefully considered, with price being the primary factor, and the bid selected will be for the most cost- effective service offering consistent with 54.511. 54.511 Ordering Services (a) Selecting a provider of eligible services. In selecting a provider of eligible services, schools, libraries, library consortia, and consortia including any of those entities shall carefully consider all bids submitted and must select the most cost- effective service offering. In determining which service offering is the most cost- effective, entities may consider relevant factors other than the pre- discount prices submitted by providers, but price should be the primary factor considered. Therefore, Escondido Union High School District may consider factors other than price alone in the consideration of bids; price for E- rate eligible goods and services will be the primary factor considered. Trade Names and Alternatives For convenience in designation on the plans or in the specifications, certain articles or materials to be incorporated in the work may be designated under a trade name or in the name of a manufacturer. Whenever in specifications any materials, process, or article is indicated or specified by grade, patent, or proprietary name or by name of manufacturer, such specification shall be deemed to be used for the purpose of facilitating description of material, process or article desired and shall be deemed to be followed by the words "or equal," and service provider may, unless otherwise stated, offer any material, process or article which shall be substantially equal or better in every respect to that so indicated or specified. If material, process or article offered by service provider is not, in opinion of the District, substantially equal or better in every respect to that specified, then service provider shall furnish material, process or article specified. Burden of proof as to equality of any material, process or article shall rest with service provider. Service Provider shall submit request together with substantiating data for substitution of any "or equal" item within the sealed bid packet at the closing of bids. Provision authorizing submission of "or equal" justification data shall not in any way authorize an extension of time for performance of this contract. Submission Instructions Service Provider shall provide one (1) original RFP Responses; and one (1) electronic copy of the RFP submittal. Any questions regarding RFP shall be submitted in writing to the Form 470 contact contained herein. Email inquiries are acceptable. The District will not respond to phone call inquiries.
E- mail inquiries are to be sent to the following e- mail address: erate@euhsd.k12.ca.us Deadline to submit written questions: December 7, 2012, 3:00 PM All RFP responses must be submitted BY FRIDAY DECEMBER 14, 2012 NOT LATER THAN 12:00 PM (PST) to the contact information contained herein: Escondido Union High School District ATTN: Kasey Segraves 302 N. Midway Drive Escondido, CA 92027 760-291- 3200 Phone
Scope: The purpose of this Request for Proposal is to obtain a Cisco VoIP Unified Communications Manager system, or equal. The District is in the process of replacing older legacy Mitel PBX or hybrid systems with a Cisco VoIP Telephony System at each site throughout the District. The selected proposer shall completely install the new system at the site(s) identified in this RFP. Since the District will be applying for E-Rate funding, under the category of Internal Connections, the installations of these systems cannot be started before July 1, 2013. Proposers shall propose Cisco Unified Communications Manager VoIP, or equal. It is the proposers responsibility to identify how their systems would transparently integrate with the District s Cisco VoIP System that will be in place prior to the E-Rate Funding date of July 1, 2013. Upon selection of a proposer for this project, the District project team will work with the proposer s project team to identify the specific configuration requirements of the three sites. Evaluation and Scoring: Each proposal response will be reviewed based on the criteria set forth in this RFP. The District may split the evaluation and scoring process into two phases: 1) VoIP systems and 2) voice messaging system. The selection processes for the proposer(s) will include the following evaluation and point assignment/rating criteria: o Cost/Pricing (30 points maximum) - The District will consider and rate all costs submitted by the proposers. o Methodology (25 points maximum) - The District will consider and rate the proposer s cutover plan and implementation plans. o Strength of proposer and references (25 points maximum) - The District will consider and rate the financial soundness, stability, qualifications, and depth of knowledge of the proposer s staff. Also, the District will consider the strength and relevance of the references presented by the proposer. o Business Impact (20 points maximum) The District will consider and rate any financial, production and business impacts.
1. SPECIFICATIONS 1.1. Cisco VoIP Unified Communications Manager System, or equal. 1.1.1. The selected Proposer(s) shall install Cisco Systems Unified Communication Manager system (or equal), and associated equipment, at the sites identified in this RFP. 1.1.2. The Cisco VoIP Unified Communication Manager system, or equal, shall be configured as hybrid so that a combination of analog, IP phones, and IP wireless phones are supported. 1.1.3. All equipment servers, gateways, circuit cards, common control, telephone instruments, UPS, Access Points etc. -- shall be new and not refurbished or previously owned. All equipment shall be the most current versions from the manufacturer. 1.1.4. The operating software of the Cisco VoIP Unified Communication Manager system, or equal, shall be most recent release at the time that the systems are being shipped to the designated EUHSD location. 1.1.5. The Cisco VoiP Unified Communication Manager system, or equal, shall be integrated with the existing Group Wise system to provide a unified voice messaging system. 1.1.6. The District s current intent is to install IP telephones at the sites listed in the RFP. Therefore, it may be necessary for the District to upgrade and/or replace existing data network equipment at these schools. At this time, the District has not decided if it will purchase data equipment from Cisco Networks, or instead, buy the requisite networking components from an equivalent. 2. INSTALLATION 2.1. The District shall be responsible for providing an equipment room that meets or exceeds the minimum requirements for the Cisco VoIP Unified Communication Manager system, or equal. Proposers shall submit the appropriate documentation that defines these environmental parameters. 2.2. The selected Proposer must provide its own secure storage compartment if it needs to store items at a District installation site. 2.3. The District shall be responsible providing a cable infrastructure that meets or exceeds the minimum requirements for the Cisco VoIP Unified Communication Manager system, or equal. 2.4. Proposer shall be responsible for replacing, restoring or bringing to original condition, any damage to floors, walls, ceiling, furniture, grounds, pavement, planters, etc., caused by the Proposer, its employees or its subcontractors, in the execution of the contract. 2.5. Proposer shall provide turnkey implementation services to ensure a smooth transition to the new VoIP system. The Proposer s database designer shall work with the District s telecom coordinator to gather all necessary programming information. The designer shall visit the installations as often as necessary to ensure that he/she is
familiar with the telecom requirements of each school site. The designer s implementation process shall include (but not be limited to) the following tasks: Main and ancillary station line assignments Preparation of dial plans that work uniformly with the overall District-wide numbering scheme Any necessary liaison with the District s carriers Call Manager integration, design, and training. Call pick-up groups Caller menus Hunt groups Wireless Access Points and Wireless Phone Configuration Intercom groups Calling restrictions All other features required by users Emergency numbers such as District Security on their existing Motorola Radio system, fire, police, 911, school all call to existing intercom system, etc Routing. 2.6. At the conclusion of each installation, the Proposer s designer shall submit a current database in both electronic and paper format. 2.7. The Proposer s project manager shall be responsible for identifying any requested tasks that in its opinion are not within the scope of the project. Moreover, the Proposer must receive written approval via some type of change order document from his/her counterpart (i.e., District s project manager) before assigning any resources labor or material to the related tasks. 2.8. The cutovers will commence after the close of business at each school site, at a mutually agreed upon time (Typically, the cutovers will occur on a Friday after 5:00 PM). 2.9. Proposer shall perform minor software changes at no cost to the District for a 30-day period after cutover at each of the three installation sites. 3. TRAINING 3.1. To ensure that the users quickly become familiar with the system features, Proposer must provide station user training that is specific to the systems (i.e., VoIP System and/or voice messaging) purchased by the District. After contract award and before commencement of training, the vendor shall submit a training course outline for approval by the District. 3.2. During the week before the system cutover, Proposer will conduct hands-on station user training. On average, there will be approximately 100 employees who will require
station user training. The class size will be generally limited to a maximum of 15 District employees. 3.3. The District will be responsible for providing training rooms with adequate space for ten to fifteen (15) attendees at each facility. Proposer shall temporarily install ten to fifteen (15) operational telephones, with the types proportional to the quantities purchased by the District. 3.4. Proposer shall provide quick reference guides for all installed equipment and software (i.e., IP phones, voice messaging, system management software, etc.) purchased by the District. These guides shall be original materials produced by the system manufacturer. Also, Proposer must provide at least 10% spare reference guides at each school site. 3.5. During the initial two days of service for each phase from 7:00 A.M. to 4:00 P.M., Proposer shall provide one (1) fully qualified trainer at each school site. Technicians are not to be designated as trainers. 3.6. At the conclusion of the first business day of service for each installation site, the District project team shall meet with Proposer s project manager to determine if additional training support will be necessary. For example, the District may require a roaming trainer for one additional day at each facility, as well as two post-cutover training classes lasting about one hour each.
SCHOOL LOCATIONS AND FURTHER INFORMATION REGARDING EXISTING INFRASTRUCTURE ESCONDIDO COMMUNITY DAY SCHOOL 2065 E. Valley Parkway, CA 92027 Phone: 760-291- 3261 ORANGE GLEN HIGH SCHOOL 2200 Glen Ridge Road, CA 92027 Phone: 760-291- 5000 VALLEY HIGH SCHOOL 410 N. Hidden Trails Road, CA 92027 Phone: 760-291- 2254
PROPOSER PRICING SUBMITTAL Proposer shall submit all pricing as requested in the table below. Proposer shall state estimated number of calendar days from receipt of order (ARO), required to install one (1) VoIP Unified Communication System: days. Since some components are not 100 % eligible for E-Rate funding, Proposers shall provide E-rate eligible pricing in the separate column below. Proposers need to provide component descriptions (e.g., special brand and model names, quantities, part numbers, required components, call processors, PSTN gateways) Proposers must identify any recurring license fees and include the costs in the line item titled Annual service contract. One (1) Cisco Systems VoIP Unified Communications System, or equal, (Including Gateway Router/PSTN Gateway, Core) 2951 Router (24-Analog Ports, 1- Point-To-Point Interface, 1- PRI interface). Cisco VoIP Unified Communications System, or equal. Bidder to complete proposal sheets below listing components and parts required on proposed system. EST. QTY. PART NUMBER REQUIRED COMPONENTS PROPOSER COMPONENT DESCRIPTIONS UNIT PRICE EXTENDED PRICE E-RATE ELIGIBLE AMOUNT OF EXTENDED PRICE Other system components Installation labor/training Shipping Taxes TOTAL 1 System Annual service contract (excluding phones)
Cisco, or equal VoIP TELEPHONE SETS: EST. QTY. PART NUMBER REQUIRED COMPONENTS Professional IP Phone Set. Cisco 7962,or equal, & Associated Licenses PROPOSER COMPONENT DESCRIPTIONS UNIT PRICE EXTENDED PRICE E-RATE ELIGIBLE AMOUNT OF EXTENDED PRICE Entry Level/Classroom IP Phone Set Cisco 7942, or equal, & Associated Licenses Softphone & Associated Licenses IP Phone Cisco 9951,or equal, & Associated Licenses Speaker/Conference Phone & Associated Licenses IP Phone Cisco 7921, or equal, & Associated Licenses Side Cars for Professional IP Phone Cisco 7962, or equal, & Associated Licenses Installation labor/training Shipping Taxes Total Installation, shipping, and sales tax are to be included in the quotation.