OBJECTIVE: ERATE 470 REQUEST AND REQUEST FOR PROPOSAL (RFP) FOR: SCOE WIDE VOICE OVER IP AS A HOSTED SERVICE FY2017 SHASTA COUNTY OFFICE OF EDUCATION (SCOE) is seeking proposals for the upcoming Year 17 round of E-Rate. SCOE is soliciting proposals for purchasing and installation of SCOE wide, Voice over Internet Protocol (VoIP) as a hosted service. All installation, testing, and certifications are to be completed within local, state, and Erate guidelines and regulations. SERVICES REQUESTED: SCOE-wide Voice over Internet Protocol (VoIP) as a hosted service SCOPE AND HISTORY OF PROJECT: SCOE currently uses a mix of phone systems with hosted voice mail. This includes basic plain old telephone service (POTS) lines, Centrex, Key systems and some small VoIP systems. These systems do not interoperate, lack features that may be helpful to our users and, in at least one case, is no longer supported by the manufacturer. The goal of this RFP is obtain a potential company wide solution within identifiable parameters, i.e. types of services & multiple phone options. The solution would then be implemented throughout the organization in segments with potential slight modifications of phone choices within the pre-defined parameters based on managerial discretion. Parameters are designated in figure 1, approximate phone count The RFP reflects the current proposed services requested on the Erate 470 forms. SERVICE PROVIDER CRITERIA AND CONTRACT REQUIREMENTS Shasta County Office of Education wishes to take advantage of E-Rate funding discounts. The successful bidder(s) will be responsible for qualifying in the Federal E-Rate program. Items not eligible for Erate shall be itemized in the bid. SCOE will pay the vendor using county funds for these non-eligible Erate purchases. Prices must be held firm for the duration of the E-Rate Year 17 fiscal year ending September 30, 2014 or until all work associated with the project(s) are complete (including any SLD approved extensions) or the contract terms between service provider and applicant, whichever is longer. These projects and services depend on partial funding from the E-rate program. Applicant expects each Service Provider to make themselves thoroughly familiar with any rules or regulations regarding the E-rate program.
All contracts entered into as a result of this RFP will be contingent upon the specific funding of the FRN at the percentage rate submitted for. The maximum percentage the Applicant will be liable for is the pre-discount amount minus the funded amount as shown on the form 471 Block 5. The Service Provider will be responsible for invoicing the Schools and Libraries Division for the funded amount. Applicant will not provide the form 472 (BEAR form reimbursement process). NO billing or work can take place before July 1, 2014. In the event of questions during the E-Rate audit process, the successful vendor is expected to reply within 3 days to questions associated with their proposal. The contractor is responsible for providing a valid SPIN (Service Provider Identification Number) at the time the bid is submitted The contractor is responsible for providing an FCC Registration Number (FRN) with their proposal. 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. All work is subject to the 100% approval of the project or purchase by the FCC under the E-rate discount program of the Telecommunications Act of 1996. No change orders will be allowed for the work resulting from this posting. The Service Provider will be required to send copies of all forms and invoices submitted to SLD prior to invoicing the SLD to the District for our records. SCOE requires certification by the awarded contractor, prior to project commencement, concerning criminal records check in accordance with California law. Vendor understands that they may be asked to work around school schedules to avoid impacting classroom or busy office times. The Applicant reserves the right to deny any or all proposals, or any part of any proposal associated with this RFP, without penalty, even with SLD funding approval. Applicant also reserves the right to consider existing piggyback, open RFP, open 470, JPA, etc. Failure to follow the above criteria and requirements may be considered grounds for disqualification. Proposals must be received by our office via email per the procurement schedule. No late, or bids delivered other than via email, will be accepted. Name: Address: RFP Coordinator: James Alspach, Technology Supervisor Shasta County Office of Education Information Technology 1644 Magnolia Ave Redding, CA, 96001 Telephone: 530-225-0293 Fax: 530-225-0329 E-mail: jalspach@shastacoe.org
PROJECT This pricing shall cover, at a minimum, the: 1. Full proposal a. Cost breakdown per location for erate (i.e. VoIP service) and non-erate (i.e. handsets) portions of proposal b. Cost differences for lease and purchase options of phone sets and/or any other necessary equipment c. Primary feature list with description of each d. List of general phone types recommended with detail; interested in executive, staff, conference room, and lobby handsets. Wired handsets and wireless hand/headsets. e. Delivery of each component to its designated secured location. f. Vendor to propose and coordinate configurations with SCOE prior to installation, in order to provide a "turn-key" delivery. g. Install any required onsite backend equipment into provided wall mounted or free standing electronic equipment racks. h. Perform and demonstrate a verification of functionality. i. Provide documentation listing all hardware equipment, part numbers, quantities, serial numbers, Phone numbers, extensions, IP addressing and equipment naming. This documentation shall be delivered in an open CSV (Comma Separated Values) format. j. Provide various levels of training for SCOE staff Vendor is to indicate the E-rate eligibility of each part. Tax and shipping is to be included on all quotes. Hosted Voice over IP as a hosted service SCOE seeks a firm that can provide a Hosted Voice over Internet Protocol (VoIP) Telephony system that will include, but not be limited to the following: This system will integrate and support current systems and must be capable of meeting anticipated growth. VoIP system will provide four-digit dialing between rooms and facilities. Call forwarding, both inside and outside of the system. Sidecar availability to support multiple line occurrences Call routing system, Call Transfer and Redial. Caller ID, both inbound and outbound Paging capabilities and options Enhanced 911 (E 911) Centralized voice mail system that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system. Voice mail that is accessible from inside and outside of the District.
Analog ports available for fax, alarm (security and fire), and modem type equipment and auto attendant systems. Phone instruments appropriate for office and classroom use. Meet the requirements of Priority 1 eligible E-Rate funding. Centralized Call Detail Reporting (CDR) system to report calls being made and where the call originated. Hot-desking or equivalent feature set Wireless Headset Capable Soft phone option Multiple Auto Attendant Ability to receive voice mail via email System integration with Microsoft Exchange / Outlook / Active Directory System Training and technical support Respondents should possess and use their extensive knowledge and experience within the communications industry to recommend a creative solution that will meet or exceed the Shasta County Office of Education s requirements. Preference will be afforded to the solution that provides a comprehensive, cost effective answer for current specifications, future SCOE requirements, and ongoing service and support. It is understood that fine tuning of the system and other specific recommendations will occur after a vendor is selected. In anticipation of fine tuning of the system based on managerial preferences, bid responses outlining an a la carte pricing matrix for phones, handsets, headsets, service plans, etc. will be most beneficial in analyzing responses. MULTI-YEAR CONTRACT SCOE is requesting that the selected vendor enter into a multi-year contract for E-Rate Eligible Equipment and Services with the option to extend the contract on an annual basis if determined to be in the best interest of the SCOE. PROCUREMENT SCHEDULE The procurement schedule for this project is outlined below. SCOE reserves the right to adjust the schedule as necessary. Task Date Issue Erate form 470 February 5 th, 2014 Issue of RFP February 5 th, 2014 Acceptance of Bids February 5th - March 10 th, 2014 Final Bids Due Award Bid March 12 th, 2014 Sign Contracts March 17th, 2014 March 10 th, 2014 by 8:00 am PST via email; jalspach@shastacoe.org
EVALUATION PROCEDURES The evaluation will be performed by the RFP Coordinator and evaluation staff for services proposed. The evaluators will consider how well the vendor's proposed solution meets the needs and criteria set forth in the fair and competitive bidding process using the below matrix. It is important that bids be clear and complete so that the evaluators can adequately understand all aspects of the proposal. Evaluation results are confidential and the property of SCOE. SCOE will evaluate proposals from vendors using a 0 10 point scale on the basis of the following matrix: 1. 15% - The vendor's cost proposal. 2. 10% - The vendor's capability to provide a high quality solution as described in the technical documentation supplied by the vendor in response to this RFP. 3. 10% - The vendor's relevant experience, qualifications and success in providing these services and equipment. 4. 10% - The quality of the proposal, specifically: Proposals shall be prepared in a straightforward manner, and shall describe the vendor's offering(s) and equipment capabilities in a format that is reasonably consistent, comprehensible, and appropriate to the purpose. 5. 8% - The quality and duration of the vendor's proposed warranty period, specifically: items covered; period covered; items not covered; preventative maintenance plan; remedial maintenance response time; availability of trained technicians and parts; equipment upgrades; software maintenance (if applicable); engineering support; training and certification of district personnel; and any other factor that should be considered in evaluating this area of the vendor's proposal. 6. 8% - The vendor's after-warranty support program, specifically: preventative maintenance plan; remedial maintenance response time; availability of trained technicians and parts; system hardware enhancements and upgrades; software maintenance and support; engineering support; maintenance agreements; training and certification of district personnel; and any other factor that should be considered by the in evaluating this area of the vendor's quotations. 7. 8% - The contractual terms proposed by the vendor this would govern any contractual relationship with the SCOE. 8. 12% - The vendor's current references (minimum of three) and written letters of recommendation from institutions, which are comparable to SCOE. 9. 7% - The uniqueness or innovative aspects of the vendor's proposal, which are not contained in this Request for Proposals but are advantageous to the SCOE. 10. 12% - The ability of the vendor to provide satisfactory services in this physical area as determined solely by the SCOE.
Exhibits Location Executive Staff Reception Lobby Total Hilltop 1 25 1 2 29 Magnolia 13 57 1 71 Oasis 3 46 1 4 54 Transportation 1 8 9 Various sites within district 110 110 TOTAL 18 246 3 6 273 Figure 1. Approximate phone counts