Request for Proposal

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BREITUNG TOWNSHIP SCHOOL DISTRICT

Kingsford, Michigan

DISTRICT‐WIDE TELEPHONE SYSTEM

NOTICE OF BIDDERS

________________________

Jean M. Constantini

Technology Director

[email protected]

906‐779‐2680 x 2211

Bids will be received at the above address, marked:

“TELEPHONE SYSTEM”, until Wednesday, June 15 at 10:00 am

local time.

Bid Specifications are available on our website at

www.kingsford.org/techbids

or can be obtained from Jean

Constantini, Technology Director, Breitung Township Schools,

2000 Pyle Drive, Kingsford, MI 49802.

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Section

Description

Page #

SECTION 1 GENERAL CONDITIONS

3‐5

SECTION 2 GENERAL INFORMATION

6‐8

SECTION 3 REQUIREMENTS & SPECIFICATIONS

9‐10

SECTION 4 BID FORM

11 Appendix: School Building Drawings

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GENERAL CONDITIONS

1.1 For the purpose of assuring the School District of the quality of workmanship, materials, equipment and service, the Board of Education will retain the right to qualify or disqualify bidders on the basis of available information covering their service and the suitability of their bid for the project. 1.1 All equipment and service as specified herein will be made by a reputable experienced company and shall conform with the specifications in order to promote efficiency in its use, reduce maintenance costs, and to assure durability for which it is intended.

1.2 The Board of Education reserves the right to accept or reject any bid, or part thereof, and to award the contract to other than the low bidder. The Board of Education may also elect to negotiate directly with any and all vendors concerning any proposal.

1.3 All proposals submitted shall remain firm for a period of sixty (60) days of receiving bids.

1.4 The successful bidder shall, within 30 days after receipt of written notice thereof, make good any defects in materials or workmanship which may develop during said one (1) year period, or otherwise represented by the bidder.

1.5 The bidder shall indicate the warranty period for all equipment offered, whether the warranty period is an on‐site warranty or not and also the cost of an extended warranty.

1.6 The bids will be considered on the basis of both cost, quality, technical know‐how, support and delivery. All bidders will be advised on the decision as soon as the bids have been properly evaluated.

1.7 Bidders shall furnish Owner with brochures identifying each item of the bid, with deviations from specifications noted on a separate sheet, other than literature.

1.9 Bidders shall furnish the Owner with schematics showing how their equipment will be connected to our Network System.

1.10 Include with each bid all equipment required plus monthly or yearly fees including and licensing and maintenance fees. The bidder must also include the length of the contract if different than the period requested.

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GENERAL CONDITIONS

1.11 Delivery/Installation: Delivery and successful integration are very critical to this project. Delivery requirement: No later than: August 10, 2011. The vendor is required to furnish their proposed schedule with their bid with milestones noted.

1.12 Proposals Due: Proposals will be received by The BOARD OF EDUCATION, BREITUNG TOWNSHIP SCHOOLS, 2000 Pyle Drive, Kingsford, Michigan 49802, on or before 10:00 local time on June 15, 2011.

1.13 The purpose of this document is to provide the bidder with enough information to quote firm fixed prices and delivery. It is not our intention to limit the bidder to a specific telephone system solution. The bidder has the right to quote what they feel to be the best solution for the project, at the best price. The bidder must provide documentation, schematics, specification sheets and descriptions of the VOIP and associated equipment.

1.14 Bidder Qualification: In order for a bidder’s proposal to be considered, each proposal must include the following information:

1.14.1 A description of their company location and the number of years in business. 1.14.2 A description of experience for other installations of similar projects.

1.14.3 A list of not less than three (3) references for similar projects performed.

These items should serve as evidence of ability to adequately install, service and supply the items being request and that the service is a substantial, regular and continuous part of the bidder’s business.

1.15 Proposal Requirements: The objective of this Request for Proposal is to enable Breitung Township School District to procure the highest quality product and services at a price that meets our budget.

1.15.1 Proposals shall state the warranty of the equipment and include the cost of maintenance on the equipment.

1.15.2 Training must be provided. State where training is to take place. Additionally, indicate how much training will be provided on a system and individual basis, with the minimum number of hours noted.

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GENERAL CONDITIONS

1.15.3 All proposals must provide for complete installation of the system, including any set up of hardware or software required to make the system fully operational as of the date of completion.

1.15.4 Diagnostic, programming and maintenance guide for hardware should be included. 1.15.5 Bidders are asked to also provide pricing for optional equipment, services, trade‐in of

old equipment and lease options. If the bidder would like to quote other items as options, please include those items with the prices broken out. 1.16 Additional Questions: If additional information is required, please contact: Jean M. Constantini, Director of Technology Breitung Township Schools 2000 Pyle Drive Kingsford, MI 49802 (906) 779‐2650 fax: (906) 779‐7703 [email protected]

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GENERAL INFORMATION

2.1 Purpose and Scope

The Breitung Township School District (BTS) invites proposals from qualified firms that can provide an IP‐ based (VoIP) telephone system that meets or exceeds the specifications listed in this RFP. The project requires design, installation, support and administration of a new VoIP telephone system including connection to our existing local area network and connection to our SIP trunks. The new system must provide all of the same features as our current Avaya phone system. 2.2 Locations: There are four buildings that make up the Breitung Township Schools. They include:  Kingsford High School, 431 Hamilton Avenue, Kingsford, MI 49802  Kingsford Middle School, 445 Hamilton Avenue, Kingsford, MI 49802 (note: The High School and Middle School complex are physically connected.)  Woodland Elementary School, 2000 Pyle Drive, Kingsford, MI 49802  BTS Superintendent’s Office, 2000 Pyle Drive, Kingsford, MI 49802 (note: The Superintendent’s Office and Woodland Elementary are physically connected.) Our sports facilities will also require telephone access. These are:  Stadium Press Box – Located adjacent to the High School / Middle School Complex  Athletic Field House – Located across the parking lot from the High School / Middle School Complex

2.3 Network Infrastructure: The four school building locations are connected via a local area network and the sports facilities through a wireless LAN.

(1) LAN ‐ Fiber Optics Data Connection: Single Mode fiber optic cable connects Woodland Elementary School with Kingsford Middle School. Single Mode Fiber also connects our LAN to the Dickinson‐Iron Intermediate School District (DIISD) where we will be on a shared Internet Connection.

(2) Wireless LAN to Sport Facilities: The press box and the field house are connected to the system using an EZ Bridge wireless bridge. We use a Linksys PAP2T Phone Adapter in each location to connect to analog phone lines.

(3) Internet Connection: Our Internet connection will be provided by REMC#1/Merit Networks and is a 45 MB connection that is shared between at least five school districts. The Internet connection comes in to an HP Procurve 3400cl‐24 GB switch where the Internet Access is distributed throughout the District.

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GENERAL INFORMATION

(4) Cabling and Wiring: Cat 5e data drops from individual rooms are terminated in one of six data racks located throughout the buildings. Each data drop is connected to a HP Procurve 100 MB managed switch.

(5) Data Rooms: We have 6 data rooms located in the district serve rooms that serves classrooms and offices with a 300 foot radius of the room. KHS: One Data Room that serves approximately 52 rooms (52 telephones) KMS: Two Data Rooms: (1) Serves approximately 20 rooms (20 Phones), (2) Serves approximately 48 rooms (48 Phones) WES: Three Data Rooms: (1) Serves approximately 10 rooms (10 Phones), (2) Serves approximately 31 rooms (31 Phones) (3) Serves approximately 31 rooms (31 Phones)

2.4 Existing Phone System: The existing phone system is a Merlin Legend System that was upgraded to a Merlin Magix in 2001. There are:  120 extensions at the high school/middle school complex and  72 extensions at Woodland Elementary/Superintendent’s office. The voice mail system is a Merlin Messaging system, also installed in 2001. The phone systems at the two locations are connected via E1‐T1 Modems that utilize a pair of single mode fiber. The sports complex telephones are not extension phones. There are five analog phone lines to the two sports locations. The analog phones are connected to the Linksys PAP2T Phone Adapter which is connected to the EZBRIDGE wireless bridge.

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GENERAL INFORMATION

2.5 Auto Attendants: There are four auto attendants used on the phone system, one for each building. We would like to retain this for flexibility in our system. Each auto attendant has the ability to transfer calls to up to five extensions. Extensions are four digits long and we have adopted the following system:  Extensions that begin with the number 1 are in our Kingsford High School  Extensions that begin with the number 2 are in our Kingsford Middle School  Extensions that begin with the number 3 are in our shared facility between Kingsford High School and Kingsford Middle School

 Extensions that begin with the number 5 are at Woodland Elementary or the Superintendent’s office.

The auto attendants shall be capable of being managed from one centralized management point.

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REQUIRMENTS/SPECIFICATIONS

3.1 PHONE SYSTEM: The digital phone system must be able to perform similarly to our existing phone system. We currently have 20 SIP Trunks. The system must also have the capability to connect to Priority Access T‐1 lines in the future. The system should also be cable of having four different auto‐ attendants based upon the main phone number of each building. 3.2 PHONES: Phones will plug in to our existing network. We would prefer to have the phones powered via POE switches, not 110v power bricks. Please provide pricing for the external 110 power supply for the phone if not plugged in to a POE switch. Phone Features: For purposes of this quotation, we are seeking the following types of phones: 1. Common Area Phone – Does not require additional Ethernet port. (outgoing calls only – no extension required) QTY = 14 2. 100 MB Basic phone – The basic phone features shall include a separate 100 MB Ethernet for a computer, speaker phone, volume adjustment, paging capabilities, powered via 100 MB POE switch. (Extension phone – incoming and outgoing calls) Qty = 70 3. 1 GB Basic Phone ‐ The 1 GB basic phone features shall include a separate 1 GB Ethernet for a computer, speaker phone, volume adjustment, paging capabilities, powered via 1 GB POE switch. (Extension phone – incoming and outgoing calls) Qty = 70 4. Attendant or Rollover Attendant phone ‐ Advanced Phone for operators and roll over attendants. Features of this phone to include GB Ethernet port, multi‐line capabilities, GUI interface with call presence information. 5. Analog Phones – There may be a requirement for a small number of analog phone lines in each building. Vendor shall include a provision to provide at least two analog lines and state in the quotation the maximum number of analog lines per building that can be accommodated with their system 3.3 NETWORK CONFIGURATION: Power over Ethernet (POE) switches must be included in the quotation. Quote both 100 MB POS switches and 1GB POE switches. The POE switches must be capable of using multiple VLANs. Also provide complete specifications of the POE switches, number of ports, quantity of POE switches, the manufacturer and the cost. Programming the switches and VLAN setup is the responsibility of the vendor. The POE switches will be ordered with spare ports that will be used to connect our wireless networking system (covered under a separate RFQ). 3.4 INSTALLATION, TESTING: Installation and testing must be included in the pricing along with the amount of time required. 3.5 TRAINING: Training is to be included in the pricing and performed on our site. Specify the number of hours that is included for training.

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REQUIRMENTS/SPECIFICATIONS

3.6 FINAL ACCEPATANCE: Final acceptance of the system by representatives from Breitung Township Schools is required at the end of the installation. 3.5 Software Licenses & Annual Maintenance and Support: The system shall be quoted with two options: 1 year licenses and support and 5 year licenses and support. Please provide pricing for software licenses and any annual maintenance or support that is required after the first year. 3.6 Hardware Requirements: If the system requires that we provide a server or computer system to operate or manage the phone system, the vendor shall provide the recommended specifications for such hardware. If the system requires that we purchase the server from the vendor, please provide detailed pricing including any operating system software that is required. 3.7 Optional Equipment, Services, Features:  Soft Phones – Software that allows the user to use their phone remotely via software that is installed on a computer and an Internet connection  Phone for Hearing Impaired – Please quote optional phones that would be better suited for people that are hearing impaired. Provide separate documentation and specifications fo the phone.  Wireless telephone handset  Wireless telephone headset for “hands free” operation (for operators)  Predictive Dialing Capabilities from the phone system for emergency school closures or other school information. The idea here is that all student home and parent phone numbers would be programmed into the database so that emergency calls and informational messages can be made to the phone numbers in the database. We are looking for a system that has predictive dialing that is integrated with the phone system and that does not incur any additional annual costs.  Trade‐in value of old phones and phone equipment.  Leasing Options  Redundancy – Provide a system that has redundancy built in or by means of spare parts. Provide in the quotation the redundancy method and the cost. 3.8 Brochures, Specifications, Photographs: Provide manufacturer specifications and brochures of each component of the phone system.

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BID FORM

The vendor may use their own bid form to provide pricing for the phone system and any options. Pricing should be broken down as follows:  VOIP Phone System including installation and Training  Phone Prices: List the quantity and cost of each type of phone offered including  POE Switches: List the quantity and cost of each type of POE Switch (8 port, 24 port, 48 port, 100 MB, 1 GB, etc.)  Optional Equipment and Services  1 Year, 5 Year, Annual Costs, etc.  Trade‐in value for existing equipment  Capital Leasing options  Predicative dialing feature  Warranty Period on Equipment  Lead time from receipt of order to final completion

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