Decatur County School System Request for Proposal Cellular Phone Service
INTRODUCTION and INSTRUCTIONS TO VENDORS Decatur County School system invites vendors to submit proposals in accordance with the terms and conditions of this Request for Proposal (RFP). This RFP provides the requirements and evaluative criteria for cell phone (wireless) communication services and requests a detailed response from all prospective vendors, including pricing and service descriptions, in a specified format. Our goals in selecting a wireless communication services provider include reducing operating costs and improving our existing wireless communication services through increased product and service features, enhanced call clarity and reliability, and greater flexibility in pricing options. Invoicing Vendors submitting responses to this Request for Proposal agree to provide discounted billing for products and/or services associated with the projects and seek reimbursement of the discount according to the invoicing guidelines of the Schools and Libraries Division. The Owner will pay for the discounted portion of all invoices when all products and/or services listed on the invoice are delivered in accordance with the contract. Should E-rate funding not become available, the Owner stands ready to pay the full contracted amount. Background Information Decatur County School System is located in Bainbridge, Georgia, Decatur County. Our student enrollment is approximately 5600 students, and we employ 900 staff members in 12 separate locations. Our employees primarily travel within Georgia. General Conditions This RFP is not a contract offer. Acceptance of a proposal neither commits Decatur County School System to award a contract to any vendor, even if all requirements stated in this RFP are met, nor limits our rights to negotiate in our best interest. We reserve the right to contract with a vendor for reasons other than price. Failure to answer any questions in this RFP may subject the proposal to disqualification. Failure to meet qualifications and requirements will not necessarily subject a proposal to disqualification. It is important that the vendor understand that this service has been included on the Decatur County School System s E-Rate application which, if approved, will entitle us to approximately discount through the Universal Fund.
Valid Period of Offer The pricing, terms, and conditions stated in your submitted proposal must remain valid for 60 days from the date of delivery of the proposal to Decatur County School System. Right of Rejection We reserve the right to accept or reject any or all responses to this RFP and to enter into discussion and/or negotiations with one or more qualified vendors at the same time, if such actions are in the best interest of Decatur County School System. Cost of Proposals Expenses incurred in the preparation of proposals in response to this RFP are the sole responsibility of the vendor. Instructions and Target Dates The following section includes information governing the preparation and due dates of the proposal to be submitted. RFP Submission RFPs should be submitted in a sealed envelope addressed to the following no later than 11 AM EST, 01/28/2015. Bids must be received at the Decatur County Board of Education by this date. Envelopes should be marked "ERATE Cell Proposal. No faxed or emailed copies will be accepted. The acceptance of any or all alternatives will be at the discretion of the School System. Send RFPs to: Decatur County School System ERATE Cell Proposal ATTN: Steve Dunn - Director of Technology 100 S. West St. PROPOSAL PREPARATION Required Proposal Each proposal must include the information requested on the specified RESPONSE FORM that follows at the end of this document. EVALUATION CRITERIA Decatur County School System evaluates and weighs the follow criteria when considering our future provider of a wireless communication services. These standards are listed in descending order of importance. Vendors must include a current cell coverage area map for Decatur County. Vendors must also test each location for signal strength within buildings and provide Decatur County BOE a copy of this report. This test must include testing voice and data. 98% of Decatur County must cover with adequate voice and data. Vendor must also maintain a local store presence in Decatur County for support.
Evaluation Criteria Weight Cost effectiveness of service 45% Cell Strength and Coverage for Decatur County 40% Current DCBOE vendor 5% Experience and capabilities of account support group 5% Invoicing flexibility 5% Total 100% IMPORTANT: Vendor must submit an approved ERATE ITEM 21 Excel Spread for uploading. Vendor s bid must be broken down into pricing by voice and data/email. In addition, the quote must be all inclusive listing pricing for phones, hotspots, mobile chargers and any other item required to meet this RFP. CELL PHONE SERVICES Office Locations: 12 locations within zip codes: 39817 and 39819 Cell phone services proposed should meet or exceed the following: Service for 60 Devices Cell phones. Listed below are the break down. 40 Phones with Voice, Data, text, and email services. These phones will consist of IPhones, and Android style smart phones. 20 Cell Phones Services with Voice, text and PTT services. Service for 2 Hot Spots with minimum 4G connectivity. Total Peak minutes: 20,000 Minutes Plan Pool for users Vendor must migrate contacts and phone numbers from old phones to new phones. DCBOE will provide vendor with current cell phone names and numbers. It will be the vendor s responsibility to port over these numbers and assign them to the new cell phone according to the type of phone. Identify if push-to-talk service is included with service listed above. If not please list additional charges. Provide a breakdown of all total minutes for cell and/or radio. Include a list of equipment/phone units models and cost of each, if a cost. Quote must be broken down into cost allocation for: voice, data, equipment and SLD % eligibility. Identify all additional services included in the package plan. The School System reserves the right to reduce/increase the number of units under this plan. The School System reserves the right to make changes to individual phone plans. This will be a one-year (12 months) contract with the option to extend two additional (12 months/year) years. DCBOE will provide a list of existing cell phone numbers, type of phones and names associated with phones. Cell vendor to must program the existing cell phones so that the phone number will be correctly associated with matching phone. In addition, DCBOE must have flexibility in maintaining PTT calling plan.
FORM FOR PROPOSAL SUBMITTAL STATEMENT OF VENDOR S QUALIFICATION To accompany proposals submitted for cellular services for Decatur County School System. Name of Vendor s Firm: Name of Company Representative: Business Address: Phone Number: When Organized? Where Organized? Partnership Corporation Vendor must provide a Service Provider Information Number Assigned by the Schools and Libraries Division (SLD). SPIN Number: How many years have you been engaged in this business under the present firm name?
Please attach to this statement at least five educational references, including: (name, address, title, phone number and brief description of work performed, including dates of work)
Cell Provider: Representative: Percentage of Decatur County covered % (Attach current coverage map) YES NO Performed signal strength tests at each site. Test must include voice, PTT, and data. No more than 10% dead area at each site. (Attach results and recommendations). Will port existing cell numbers and transfer existing contacts and numbers over to new phone with no additional charge to Decatur County Schools. Meets or exceeds minimum data transfer times within Decatur County. (Attach documentation). Will provide detail billing Will provide billing discount/reduction for ERATE. In compliance with RFP. If No is selected, describe below.
Locations Decatur County Board of Education 100 S. West St. Bainbridge, GA. 39817 229-248-2200 Bainbridge High School 1 Bearcat BLVD Hwy 84 East 229-248-2230 Bainbridge Middle School 1301 E College Street 229-248-2206 Support Center 507 Martin Street Technology Center 1417 Dothan Rd Transportation Department 1417 Dothan Rd. Elcan-King Elementary School 725 Louise St. 229-248-2212 Hutto Middle School 1201 Martin Luther King Jr DR 229-248-2224 John Johnson Elementary School 1947 S. West St. 229-248-2215 Jones-Wheat Elementary School 1401 East Shotwell Street 229-248-2218 Potter Street Elementary School 725 Potter Street 229-248-2253 West Bainbridge Elementary School 915 Zorn Rd 229-248-2821