REQUEST
FOR
PROPOSAL
2014 SIP Trunk Services
Kennebec Valley Community College
General Information
I. INTRODUCTION
Kennebec Valley Community College, one of the seven colleges in the Maine Community College
System, is a commuter college located on a sixty‐four acre campus in central Maine.
KVCC was organized in 1969 by the 104th Maine Legislature and first classes began in the fall of 1970,
with 35 full‐time and 131 part‐time students. Since then, KVCC has undergone many changes and has
grown to an enrollment of 2,292 full and part‐time students enrolled in credit courses for the fall
semester, 2009. In addition, KVCC offers a comprehensive schedule of continuing education courses and
business and industry outreach programs.
The College is accredited by the New England Association of Schools and Colleges, Inc. ; Commission on
Institutions of Higher Education; the Accreditation Council for Occupational Therapy Education; the
Maine State Board of Nursing; the National League for Nursing Accrediting Commission; the Commission
on Accreditation in Physical Therapy Education of the American Physical Therapy Association; the
Commission on Accreditation for Health Informatics and Information Management Education (CAHIIM);
the Commission on Accreditation of Allied Health Educations Programs on recommendation of the
Curriculum Review Board of the American Association of Medical Assistant’s Endowment; the
Commission on Accreditation of Allied Health Education Programs upon recommendation of the
Committee on Accreditation for Respiratory Care; the Joint Committee on Education in Radiologic
Technology and the Association of Collegiate Business Schools and Programs.
Thanks to a $10.85 million gift from the Harold Alfond Foundation, KVCC has acquired the central
campus of the former Good Will‐Hinckley (GWH) School, which encompasses 702 acres of land and
more than a dozen facilities including an academic building, modern recreation center, and farm.
Ultimately, development over the next two decades may include the addition of a large auditorium,
While challenges abound, the opportunities afforded by the new Alfond Campus have positioned KVCC
to grow far beyond anything envisioned before. The College will be proceeding carefully as that process
unfolds, guided by the needs of its students and a desire to be a good steward of the historic property.
II. BACKGROUND
KVCC is in the process of building out the infrastructure of its Harold Alfond Campus in Hinckley, Maine.
The infrastructure has been design to mirror, as closely as possible, the infrastructure at its existing
campus in Fairfield, Maine.
On the Fairfield campus, KVCC utilizes a SIP trunk for its primary dial tone service and the plan is to
procure an additional SIP trunk for its Harold Alfond campus in Hinckley.
Based on the College taking advantage of the possibilities to enhance the redundancy in its system, the
College is looking for a vendor that can provide two SIP trunks; one at its Fairfield/main campus and one
at the Hinckley campus.
The College’s main campus SIP trunk is under contract thru October of 2014, it is anticipated that the
chosen vendor will provision the Hinckley SIP trunk starting in May/June 2014, subject to inter‐
dependent projects and the Fairfield SIP trunk at the end of its current contract.
The College has procured multiple 207‐453‐xxxx DID blocks for each of its campuses. The DID block for
the Fairfield campus is in use, the DID block of the Hinckley campus is provisioned on temporary service
in order to hold the block.
The College currently utilizes a Telrad‐based phone switch and has ample spare parts for the system on
hand.
At this time, the College is not entertaining any proposals to put in an alternative phone system.
III. GOALS FOR THE RFP
The overall goal for this Request for Proposal (RFP) is to obtain a vendor who can provide two SIP trunks
for KVCC’s two campuses and allow for system redundancy in coordination with the College’s two PBX’s.
Major Goal(s):
1. Provide 24‐channel SIP trunk service to the Fairfield Campus
2. Provide 24‐channel SIP trunk service to the Hinckley Campus
3. Port applicable 207‐453‐xxx DID block
4. Architect/Design redundancy for SIP trunk service once services are installed at both campuses
Deliverables
Goal Deliverable(s)
1. Provide 24‐channel SIP trunk service to the
Fairfield Campus
Pre‐test of circuit for verification of serviceability &
quality
CPE delivered, installed & tested
SIP trunk provisioned to CPE & provider‐tested
System test with and acceptance by KVCC IT
2. Provide 24‐channel SIP trunk service to the
Hinckley Campus
Pre‐test of circuit for verification of serviceability &
quality
CPE delivered, installed & tested
SIP trunk provisioned to CPE & provider‐tested
System test with and acceptance by KVCC IT
3. Port applicable 207‐453‐xxx DID block
Applicable paperwork (if necessary) for porting of
applicable DID block upon provisioning of each SIP
trunk
Paperwork showing port (if necessary) completed
successfully
System test with and acceptance by KVCC IT
4. Architect/Design redundancy for SIP trunk
service once services are installed at both
campuses
Microsoft Visio document with narrative outlining
redundancy options
Detailed design of solution after acceptance by
KVCC IT
System test with and acceptance by KVCC IT
V. Assumptions
A1 ‐ Provisioning of the Hinckley campus SIP trunk will be in coordination with the provisioning
of a separate, dedicated to the SIP‐trunk, Internet connection installed at the Alfond Campus
A2 ‐ Provisioning of the Hinckley campus SIP trunk will be in coordination with the PBX
Installation & Configuration project
A3 ‐ Provisioning of the Fairfield campus SIP trunk will be in coordination with the expiration of
the current SIP trunk service in October of 2014.
A4 ‐ Redundancy design can happen at the outset of a contract but will not be able to be tested
until the Fairfield SIP trunk is provisioned based on A2.
A5 ‐ Provider will port applicable DID blocks at provisioning of the applicable SIP trunk
VII. Requirements
Service Provider must meet the following requirements
o Can assume/port/utilize 207‐453‐xxxx DID blocks
o Provide provider‐owned & maintained Customer Premise Equipment (CPE)
o CPE equipment provides PRI circuit output to connect to KVCC PBX equipment
o Provide KVCC with a “guest/view‐only” access to CPE for internal troubleshooting
purposes
o 24x7x365 monitoring of SIP trunk & CPE
o 24x7x365 monitoring of outbound calls for unusual activity with the ability to
disable calling to prevent fraudulent activity
o 24x7x365, provider owned & operated Network Operations Center (NOC) with live
representatives for repair/troubleshooting
o Ability to provide provider‐hosted greeting boxes in the event the circuit goes down Within 1 hour
o Provide KVCC with access to i911 database for KVCC‐initiated & entered updates Preferably via direct web portal
o Provide e‐mail notifications of outbound 911 calls when call is placed and processed
by the CPE
o Provide & assign local account representatives whose office is physically located in
the State of Maine
o Have support technicians physically located in the State of Maine
o Provide a high voice quality SIP trunk over a customer‐provided 1‐3Mbps
connection to the Internet dedicated for the purposes of servicing the SIP trunk
VIII. Potential Add‐Ons
These items should be identified, by item number, as costs above & beyond the base solution cost is, in
both the narrative of the proposal as well as the cost outline
None Noted
RFP Submission Instructions for Vendors
KVCC is requiring vendors who intend to submit a response to this RFP to submit a non‐binding Letter of
Intent by 4:00 PM EST on March 7, 2014.
The Letter of Intent should articulate the name of the company that intends to submit a full proposal
together with a contact name, address, telephone number and electronic mail address.
Respondents who submit a non‐binding Letter of Intent will have an opportunity to submit questions via
electronic mail during the question period. At the end of the question period, answers to all questions
received during the question period will be sent out to all respondents.
Respondents must submit three (3) paper copies and one electronic (Adobe PDF or compatible
format) copy of your response by 2:00 PM EST April 10, 2014.
Please label the shipping material “KVCC 2014 SIP Trunk Services” so that it is appropriately date and
time stamped. Both the Letter of Intent and the Proposal should be submitted to:
Ryan Connon
Dean of Technology
Kennebec Valley Community College
92 Western Ave
Fairfield, ME 04937
Electronic Copies can be submitted simultaneously on disc media, or by electronic mail to:
KVCC is anticipating a conclusion of the selection process and advising the respondents of the decision
the beginning of May 2014.
Each submission must be arranged in the following order:
1) Executive Summary
2) Vendor Qualifications
3) Vendors Solution and Advantages
4) Implementation Plans 5) Warranty 6) References 1.) Executive Summary
In two pages or less, please provide an Executive Summary describing the characteristics that distinguish
your company from others and how your organization is well suited to meet the needs of our institution.
The Executive Summary should, briefly, describe:
The organization history and qualifications including similar work (scope & timeline)
An overview of the implementation strategy and the architecture of the solution
Warranty provided on both parts & labor
2) Vendor Qualifications
This section should describe all of your qualifications. Special attention should be focused on previous
and current work within higher education systems and community colleges or like‐sized & scoped
projects
Description of organization
Should include but not be limited to:
Financial Stability
Please include the organization’s most recent financial statement as well as any relevant
information as to its financial stability.
3) Vendors Solution and Advantages
Describe:
The proposed solution with a focus on expandability
The architecture of the distribution point in the Alfond‐Averill School Documentation 4) Implementation Plans
Explain the proposed implementation strategy including a proposed project timeline.
Explain the interface between the College and your organization if selected for the project in
regards to project management
5) Warranty
Describe the warranty provided on the equipment & labor provided under your proposal,
turnaround times for warranty work, etc…
6) References
Five (5) references must be submitted for the purpose of MCCS to contact. The references must be
relevant to service performed in the last 36 months, and shall include their level of acceptance of those
services.
The reference list must include:
The organization’s name
A representative at the organization (telephone and electronic mail)
The longevity of the business relationship
Approximate date of the organization’s last implementation with your company
Projected Timeline
Summary Time Line
Date Time
Issuance 02.20.2014
Non‐binding letter of intent 03.07.2014 4:00 PM
(Electronic or Physical delivery)
Questions Due 03.14.2014 2:00 PM Answers Issued 03.28.2014 4:00 PM Proposal Due 04.10.2014 2:00 PM
Final Decision Early May (Anticipated)
NOTICE TO BIDDERS: STANDARD TERMS AND CONDITIONS APPLICABLE TO ALL MCCS CONTRACTS
The following Maine Community College System (MCCS) standard contracting terms and conditions are
incorporated and shall become a part of any final contract that will be awarded by any college or other
operating unit of the MCCS. These terms and conditions derive from the public nature and limited
resources of the MCCS.
MCCS DOES NOT agree to:
1. provide any defense, hold harmless or indemnity;
2. waive any statutory or constitutional immunity;
3. apply the law of a state other than Maine;
4. procure types or amounts of insurance beyond those MCCS already maintains;
5 add any entity as an additional insured to MCCS policies of insurance;
6. pay attorneys’ fees for any other entity;
7. promise confidentiality in a manner that could violate the Maine Freedom of
Access Act; and
8. permit an entity to change unilaterally any term or condition once the contract is
signed.
By submitting a response to a Request for Proposal or other like bid or offer to do business with a
college or other operating unit of the MCCS, your entity UNDERSTANDS AND AGREES that:
1. the above standard terms and conditions are thereby incorporated either expressly or by
reference to this notice into any agreement entered into between MCCS and your entity, and
that your entity will not propose or demand any contrary terms;
2. the above standard terms and conditions will govern the interpretation of such
agreement notwithstanding the expression of any other term and/or condition to
the contrary;
3. your entity will not propose to any college or other operating unit of the MCCS
any contractual documents of any kind that are not completely contained in one
Word or PDF document, and any references to terms and conditions, privacy
policies or any other conditions referenced and found online will not apply; and
4. all contracts must be submitted and readable in at least 11‐point font.
