Coosa County School System Request for Proposal Hosted VOIP Solution You are invited to submit a proposal to provide hosted priority one interconnected Voice Over Internet Protocol (VOIP) service to supplement or replace all existing telecommunications service and equipment. Coosa County Schools currently has a hosted VOIP solution where all schools (Central High, Middle, and Elementary Schools of Coosa County plus the Coosa County Science and Technology Center) and the Central Office can communicate. Proposed configurations must provide Coosa County Schools with a hosted VOIP solution that meets specified requirements within the RFP. 1) Vendor must provide a hosted VOIP solution that provides four-digit calling between facilities, a 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. a) The current telecommunications equipment consists of: 50 total handsets 5 Polycom 650 45 Polycom 331, including 4 shared extensions The current handsets are provided under the existing hosted contract and should not be considered available for the new hosted contract Switches are 100 mb, none of which are POE, power injectors should be provided for all handsets b) The current telecommunications services and network connectivity are: There are currently 5 incoming hosted lines in the District. 1 line for each school and 1 line for the Board of Education. 100 mb fiber connectivity between the schools. Currently 50 mb internet. Firewall currently handled by Alabama Supercomputer. 2) All pricing must include installation, setup and training fees. When installation is complete, vendor s connectivity equipment must be ready to connect to the existing Coosa County Schools network. 3) Vendor must be a valid E-rate provider with an approved SPIN provided with the bid. Vendor must also submit all applicable E-rate 471 attachments with bid. 4) Vendor must provide toll free technical support Monday-Friday from 8:00 A.M. until 4:00 P.M. as a minimum. If determined that the vendor s hardware is at fault, 24-hour on-site turnaround repair is expected. 5) Coosa County Schools will review all proposals for service utilizing guidelines outlined by the Alabama State Bid Law and USAC-SLD E-rate funding. 6) Five references for quality of services MUST be submitted with the bid. 7) All connectivity must be in place within a 48-hour period prior to activation of services July 1, 2015. Service activation must be transparent and down time, if any, must be at a time determined by Coosa County Schools. 8) Vendor may request an on-site pre-bid inspection. All questions MUST be submitted in writing prior to Bid Opening.
9) Contract will be awarded for a 36-month period (July 1, 2015 to June 30, 2018) per approval of E-rate funding on an annual basis. Contract MUST provide two one-year options to extend. 10) Coosa County Schools reserves the right to terminate services due to reduction of funding available or lack of E-rate funding and/or vendor s lack of prompt and effective service to maintain connectivity per specifications. 11) Sealed bids will be opened at 11:00 A.M. on February 20, 2015, at the Coosa County Board of Education. The following general requirements must be met: 1) All bids MUST be delivered by mail in a sealed envelope to Coosa County School District, P. O. Box 37, Rockford, AL 35136 in time to be received by specified bid opening. The following information MUST appear on the outside of the bid envelope: CCSD FY2015 Hosted-VOIP 2) It is the bidder s responsibility to comply with all local, state and federal laws as they apply to this bid. 3) Bid price is to be all-inclusive with no further charges made against the Coosa County Board of Education. 4) If a bid differs in any way from the bid specifications, the bidder must list the differences on the bid proposal form telling exactly where and how the bid deviates from said specifications. If no exceptions are listed on the bid, it will be presumed the bidder proposes to meet the specifications in every respect; and if awarded the contract, performance on this basis will be required. 5) If bid is in excess of $10,000.00, a certified check or bid bond, payable to the Coosa County Board Of Education in the amount of 5% of total bid is required. 6) Contracts over $10,000 require compliance with Equal Employment Opportunity Regulations, The Clean Air Act, The Clean Water Act and Environmental Protection Agency Regulations. 7) Coosa County Schools is exempt from all sales and use taxes under the provisions of Title 40, Chapter 23, Section 4 (15), Code of Alabama, 1975. 8) The Coosa County Board of Education is an equal educational opportunity agency and prohibits discrimination in any of its educational programs, including employment, on the basis of sex, race, religion, national origin, color, age or any handicapping condition. The Board of Education complies fully with the provisions of Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, and the appropriate Department of Education regulations. 9) Coosa County Schools will give full and proper consideration to the service, reputation, product knowledge, and experience of all companies presenting proposals, and reserves the right to: disqualify any such vendor it deems unqualified to provide the services requested; reject any and all proposals if deemed necessary; waive any formality in the bid submission; and accept any alternative proposal believed to be in the best interest of the school system. 10) Specifications are not intended to eliminate any reputable manufacturer, brand or bidder. Reference to manufacturers, brand names, suppliers catalog numbers, etc., is intended to set quality standards and does NOT exclude bids from others as long as quality standards are met. Pictures, descriptions and specifications shall accompany all bids.
11) The final awarding of this bid will be made by the Board of Education at the tentatively scheduled February 26, 2015 meeting based on a recommendation from the Superintendent. 12) THE COOSA COUNTY SCHOOL DISTRICT IS NOT LIABLE FOR ANY COST INCURRED BY THE VENDOR IN PREPARING A RESPONSE TO THE RFP. Questions will be accepted in writing by mail or by fax at 256-377-2385.
BID PROPOSAL FORM Hosted VOIP Service Total Monthly Cost for all sites One-Time Installation and/or set up costs (be specific) Other (be specific) Monthly Annual Costs Certify Solution by checking the appropriate boxes below: 1. Vendor MUST provide Bid Bond. Specifications YES NO 2. All pricing must include installation and setup fees. When installation is complete, vendor s connectivity equipment must be ready to connect to the existing Coosa County Schools network without Coosa County personnel having to do anything. 3. Vendor must be a valid E-rate provider with an approved SPIN provided with the bid. 4. Five references for quality of services must be submitted with bid. NAME OF FIRM: ADDRESS OF FIRM: AUTHORIZED SIGNATURE: PRINTED NAME: DATE: TELEPHONE:
Bid Evaluation Matrix (Points Based) Total Points Available Bid Amount Cost of Eligible Products and Services 40 Cost of Ineligible Products and Services 20 Experience 20 In-State Preference 20 Total 100