VOIP E-Rate Service WAN
Glendale Union High School DistrictProject Overview- Hosted VOIP E-Rate Service
Form 470 #621550001103403Glendale Union High School District seeks proposals to establish a 60 month contract (12 month contract with the possibility to offer four one year extensions) with a Service Provider to install and provide Voice Over Internet Protocol (VOIP) services to the campuses listed below and the District Office. All bidders must be able to provide the requested services and/or equipment through Arizona State contract, Mohave Educational Services Cooperative, The Cooperative Purchasing Network (TCPN), Strategic Alliance for Volume Expenditures (SAVE) or the Greater Phoenix Purchasing Cooperative (GPPCS). VOIP service must make use of currently installed Cox WAN connections between most sites and the district office. Final Proposals Due on February 15, 2013 at 3:00 p.m. by mail, delivery or email to:
Jordan D. Beveridge
Glendale Union High School District 7650 N 43rd Ave
Glendale, AZ 85340
CTDS Code School Name Physical Address
07-05-05-000 | Glendale Union High School District 7650 N. 43rd Ave., Glendale, AZ 85301 07-05-05-206 | Apollo High School 8045 N. 47th Ave., Glendale, AZ 85302 07-05-05-204 | Cortez High School 8828 N. 31st Ave., Phoenix, AZ 85051 07-05-05-201 | Glendale High School 6216 W. Glendale Ave., Glendale, AZ 85301 07-05-05-208 | Greenway High School 3930 W. Greenway Ave., Phoenix, AZ 85053 07-05-05-209 | Independence High School 6602 N. 75th Ave., Glendale, AZ 85303 07-05-05-205 | Moon Valley High School 3265 W. Cactus Rd., Phoenix, AZ 85029 07-05-05-202 | Sunnyslope High School 35 W. Dunlap Ave., Phoenix, AZ 85021 07-05-05-207 | Thunderbird High School 1750 W. Thunderbird Rd., Phoenix, AZ 85023 07-05-05-203 | Washington High School 2217 W. Glendale Ave., Phoenix, AZ 85021 | Northern Annex 4508 W. Northern Ave., Glendale, AZ 85302
07-05-05-210 | Metrocenter Academy 9617 Metro Parkway West, # 2214, Phoenix, AZ 85051
DATA NETWORK
Presently the schools in the Glendale Union High School District are connected to the District Office via 200 MB Cox Communication fiber links and a 1 GB connection to the District Office. School campus IDF’s are connected to their MDF’s via gigabit fiber links. Local computer connections range from 100 MB to 1 GB. Every classroom has at least one connection provided to the data network via CAT5, CAT5E or CAT6 cabling. Metrocenter Academy is currently connected through a T1 line that provides both data and voice to this school. The district is looking to upgrade this connection.
CURRENT PHONE SYSTEM
Dial tone is provided by Century Link along with 1440 possible DID lines (3 PRI circuits). The district owns Cisco 7961, 7941, 7942, 7921,7911 and ATA model devices/phones. Cisco Call Mangers, Voicemail and phone service have been provided for the past 4.5 years through an E-rate service contract. Each school has two Century Link POTS lines connected to the system on campus for 911 service and emergencies. Each school system is connected to the local school/district intercom system to allow for specific users to dial in and operate the intercom system from their phone. Up to 4 FXO and 2 FXS connections are needed for connection to the POTS lines and intercom systems at each location.
REQUESTED VOIP SERVICE
The district requests bids for two different models of phone service. The district will decide which model to award at the end of the bid cycle. Companies may enter two bids if they are able to supply both models or can bid only on one model. Bids not meeting requested specifications will not be evaluated.
VOIP E-Rate Service WAN
Glendale Union High School DistrictAll companies wishing to bid on Model 1 must be eligible service providers for E-rate services and currently hold a valid SPIN.
The District is seeking phone service options that are able to be funded under Priority 1 services through E-rate. Items quoted that are not Priority 1 items or eligible products/services need to be broken out and listed as such.
The district will continue to use its own Cisco phones and requests a Cisco or equivalent based phone system.
Voicemail Service is needed for all users on the system.
The service should allow for the district to assist in the management of simple moves, adds and changes to phones and voicemail.
The system should not be dependent on the connection to the district office for all phone services to function (911, internal phone to phone).
The local school system must be able to operate independently in this instance. 911 call notification
o 911 call provides address of actual location o In the event of a 911 call
District selects phones that will display warning and identify phone making the 911 call
Email notification sent to select accounts based on school/location call originated from
Connection between phone system and Intercom systems at each site Provide auto attendants for each school main line and other identified lines
Provide vacation and business hour based options on specific lines to automatically change the line to specific auto attendants
Provide options for fax system/service as an alternate to use of ATA o ATAs have not provided reliable fax service
Provide explanation of options and separate pricing (if any) for connection of phone system to district Microsoft Lync server for operation between both systems.
Identify, replicate and install same phone configurations, extensions
Review district network infrastructure and switch configuration and offer suggested best practices when needed for VOIP system
Model 2- District Purchase and Partial Service
The district would purchase its own Cisco Call Manager, Call Manger Express devices, along with needed software licenses and equipment for the district to take over ownership of the phone system/service, voicemail system and provide all specific functions listed above. The district already owns the needed phones.
Company would provide service for higher level programming of phone system and provide phone and onsite service for issues that the district is not able to resolve. Provide a quote for equipment, installation, and yearly maintenance and support.
Number of Phones (Base quote pricing on these numbers)
Location 7911 7921 7941 7942 7961 Total ATA Faxes on ATAs AHS 10 2 129 0 4 4 7 CHS 9 0 106 0 2 4 3 DO 8 0 45 0 42 9 9 GHS 17 5 121 0 1 4 2 GWHS 11 0 122 0 7 4 5 IHS 10 0 120 2 1 3 2 Metro 0 0 6 0 2 1 1 MVHS 15 3 126 0 1 4 5
VOIP E-Rate Service WAN
Glendale Union High School District Northern Annex 0 0 20 0 3 1 1 SHS 9 2 113 0 1 4 5 THS 10 3 125 0 1 4 3 WHS 4 3 116 0 1 5 3Explanation of Scoring Matrix
Glendale Union High School District will use a 100 point scoring matrix to evaluate all submitted proposals. Please provide the information requested below.
TOTAL
PRICE
25
points
total
Firm fixed price: All bids shall include initial, monthly and needed equipment costs. Scoring shall be based on total cost over a 60 month time period with the district E-Rate discount being taken into account. In the event a bidder responds for a term of less than 60 months, additional months, at the rate of the last monthly rate, shall be added to ensure a fair comparison of price. Contracts and purchase orders will be issued separately for the E-Rate Priority 1 Eligible Services and the Equipment or Non-eligible Services portions of this RFP
Point Awards: Each total price will be divided into the lowest price and multiplied by 25 to arrive at the earned point value. Rounding will not extend past two decimal points. (i.e. .8947 rounded to .89)
Example: Vendor A total price: $100.00 Vendor B total price: $95.00 Vendor C total price: $85.00
Vendor A 85/100=.85 .85*25=21.25 21.25 points awarded Vendor B 85/95=.89 .89*25=22.25 22.25 points awarded Vendor C 85/85=1 1*25=25 25.0 points awarded
SERVICE LEVEL AGREEMENT
20
Points
Total
Provide a specific Service Level Agreement (SLA) stating the MTBF (mean time between failures) of the proposed network services, express warranties of guaranteed “up-time” of the network services to be provided and response times in the event of any network issue experienced by the school. Provide specific information on the monitoring of the services provided and the time(s) of day the services will be monitored. Bidder should include specific remedies for the school in the event the SLA is not upheld during the term of the contract by the service provider. The SLA will be reviewed and awarded up to 20 points.
CUSTOMER REFERENCES
12 Points Total
Please provide proof of successful projects via customer references. Glendale Union High School District requires three references from customers where the bidder provides similar E-Rate projects equal to or near the price or size of project provided in the vendors response to this solicitation. Please include project type, project total, named contacts including telephone numbers and E-mail addresses. All references will receive a survey from the district that will be returned directly to GUHSD. These references are worth up to 12 points each.
VENDOR
SUMMARY
5
Points
Total
Write a brief history of your company that includes its philosophy of doing business. Generally, Glendale Union High School District will not accept a bid from a business less than three years old or which has failed to establish a proven record of business. Generally, Glendale Union High School District will not accept a bid from a business that does not provide said services under the E-rate program. Fill out in its
VOIP E-Rate Service WAN
Glendale Union High School Districtentirety the Form W-9 which will be supplied by the School with this RFP. This statement will be reviewed and awarded up to 5 points.
E-RATE
CLAUSES
15
Points
Total
Vendor shall provide documentation on its ability to offer the needed services via Priority 1 E-Rate Services. Bidder should also explain their position and expected practice if E-rate funding were to no longer exist from the Schools and Libraries Program of the Universal Service Fund. Vendor shall provide documentation indicating their knowledge of and ability to work within the E-rate environment to maximize funding opportunities and ensure the earliest project completion. Documentation shall be provided on how the vendor prefers to deal with E-rate Forms 471, 472, 474, and 486. Vendor shall provide a position statement on how they will deal with late FCDL (funding commitment decision letters) or funding denial in future years of the contract. The E-rate clauses documentation will be reviewed and awarded up to 15 points.
OVERALL DESCRIPTION OF SOLUTION
23 Points Total
Vendor shall provide detailed documentation and description of the general design of the system including components such as Voicemail. Describe general needs of the system such as what would be required for electrical connections, UPS, POE and QoS. What of these items can be provided under Priority 1 and which would the district be responsible for providing outside of erate. Outline the protocols used by the phones that are compatible with this service (specifically are the phones SIP compliant). Provide the limits pertaining to the number of extensions, voicemail boxes and other components for the district or each site. Vendor shall provide detailed documentation on how moves, adds, deletes and other management functions would be handled under the service contract. 23 points will be awarded for the documentation dealing with overall description of the solution.
VOIP E-Rate Service WAN
Glendale Union High School DistrictRFP Preparation Instructions
One original and one copy of the response must be included. Glendale Union High School
District requests that the bid be contained in three ring binders in tabbed sections as listed below. Failure to comply with these instructions may result in the scoring of the bid to be lowered by the evaluator not being able to find the required information.
TAB 1: Contracts
Proposed contracts should be included in this section.
TAB 2: Pricing
Provided pricing sheet. Attach explanations of the breakdown of charges (example- phone model and charge per phone). Clearly explain any alternatives or options to the system. Again, there must be a clear delineation of which items are E-Rate Priority 1 Eligible and which items would need to be purchased on a separate purchase order and contract.
TAB 3: Service Level Agreement
Vendor statement as outlined in the explanation of scoring matrix section.
TAB 4: Customer References
Copies of four customer references as outlined in the explanation of scoring matrix section. Please include a name, phone number and email address for each reference.
TAB 5: Vendor Summary
Vendor statement as outlined in the explanation of scoring matrix section.
TAB 6: E-Rate Clauses
Vendor statement as outlined in the explanation of scoring matrix section.
TAB 7: Overall Description of Solution
Vendor statement as outlined in the explanation of scoring matrix section.
TAB 8: Miscellaneous Additional Information
Any additional bid information, including appendix with catalogs, slicks, model specifications and information, etc.
VOIP E-Rate Service WAN
Glendale Union High School DistrictModel 1- Pricing Sheet
VOIP Services
Pricing shall be evaluated on the Total Project Cost.
Contracts and purchase orders will be issued separately for the
E-Rate Priority 1 Eligible Services and the Equipment or Non-eligible
Services portions of this RFP
Identify State Contract Number or Purchasing Cooperative
Information _______________________________________________
Part 1: E-Rate Priority 1 Eligible Services
Initial Installation Cost $_________________._______
Year 1 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 2 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 3 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 4 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 5 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Network Decommission Cost (for removal of system) $_________________._______
Total E-Rate Priority 1 Service Cost
$_________________._______Part 2: Equipment or Non-Eligible Services
Initial Installation Cost $_________________._______
Cost of Equipment or Non-Eligible Services $_________________._______
Total Equipment / Non-Eligible Services Cost
$_________________._______Total Project Cost
$______________.______
VOIP E-Rate Service WAN
Glendale Union High School DistrictModel 2- Pricing Sheet
VOIP Purchase
Pricing shall be evaluated on the Total Project Cost.
Identify State Contract Number or Purchasing Cooperative
Information _______________________________________________
Part 1: Services
Initial Installation Cost $_________________._______
Year 1 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 2 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 3 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 4 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Year 5 Monthly Service Cost $______________._____ X12 $_________________._______
(Yearly Cost)
Network Decommission Cost (for removal of system) $_________________._______
Total E-Rate Priority 1 Service Cost
$_________________._______Part 2: Equipment
Initial Installation Cost $_________________._______
Cost of Equipment or Non-Eligible Services $_________________._______
