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Table  of  Contents  

1   Abstract  /  Background  ...  3  

2   Services  or  Products  Desired  ...  3  

2.1   PRI  Circuits  ...  3  

2.1.1   Locations  ...  3  

2.1.2   SIP  and  IP-­based  Alternatives  ...  3  

2.2   Analog  Circuits  ...  3  

2.3   Direct-­‐Inward-­‐Dialing  (DID)  ...  3  

2.3.1   Porting  or  Moving  Numbers  ...  3  

2.3.2   New  Allocations  ...  4  

2.4   E911  Services  ...  4  

2.5   Calling  /  Toll  Services  ...  4  

2.6   Failover,  Redundancy  and  Call  Routing  ...  4  

2.7   Additional  Features  ...  4  

2.8   Electronic  Billing  Data  ...  4  

3   Business  Considerations  ...  5  

3.1   Support  ...  5  

3.2   Billing  Period  and  Payment  Methods  ...  5  

3.3   E-­‐Rate  Program  Participation  ...  5  

3.4   Questionnaire  ...  5   3.5   Deployment  Scheduling  ...  5   4   Costs  ...  6   5   Questionnaire  ...  7   6   Vendor  Identification  ...  9   6.1   Vendor  Background  ...  10   6.2   Vendor  References  ...  10   7   Signature  Form  ...  11  

8   CERTIFICATION  OF  PUBLIC  ACT  85-­‐1295  ...  12    

     

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1 Abstract  /  Background  

Springfield  Public  School  District  #186,  Springfield,  Illinois  (SPS)  is  soliciting  proposals  for   local  and  long  distance  telephone  service  for  a  contract  period  of  5  years  –  from  July  1,   2014  through  June  30,  2019.      

 

This  RFP  is  a  component  of  the  SPS  Telecom  Update  project.  This  document  contains  the   technical,  functional,  and  service  /  support  requirements  of  the  District  as  they  pertain  to   local  and  long  distance  service  and  connection  to  the  PSTN.  Please  see  the  SPS  Telecom   Update  Project  Overview  document  for  more  information  and  additional  requirements  and   conditions.  

 

The  SPS  Board  of  Education  reserves  the  right  to  reject  any  or  all  proposals.  

2 Services  or  Products  Desired  

2.1 PRI  Circuits  

PRI  trunk(s)  should  be  installed  at  the  below  locations.  Each  PRI  should  provide  23  B   channels  and  a  single  D  channel.  These  office  locations  have  been  selected  because  of   geographic  placement  and  their  suitability  to  host  infrastructure  (space,  environment,   1Gbps  WAN  uplink,  direct  WAN  backbone  connection.)    

2.1.1 Locations  

• Location  A:  Business  Service  Center,  530  W.  Reynolds  St.   o TWO  PRIs  (or  equivalent)  

• Location  B:  Stanton  Technology  Center,  3031  Stanton  St.   o ONE  PRI  (or  equivalent)  

2.1.2 SIP  and  IP-­‐based  Alternatives  

The  District  is  requiring  any  VoIP  systems  to  support  both  PRI  and  SIP  trunks.  Thus,  as  far   as  Carrier  Services  are  concerned,  bringing  in  dedicated  IP  circuits  with  equivalent  

redundancy,  capacity,  capabilities  and  features  as  PRIs  in  this  document  is  acceptable.   However,  any  SIP/IP  trunks  must  be  brought  in  over  redundant  dedicated  lines  to  be  an   acceptable  option.  

2.2 Analog  Circuits  

Phone  service  for  approximately  100  analog  lines  will  be  required.  The  circuits  and  their   numbers  should  be  kept.  See  the  Project  Overview  document  for  a  list  of  these  numbers   and  their  location.  

2.3 Direct-­‐Inward-­‐Dialing  (DID)  

2.3.1 Porting  or  Moving  Numbers  

A  list  of  numbers  the  District  currently  has  and  wishes  to  port  over  to  the  PRI  circuits  is   included  in  the  Project  Overview  Document.    

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2.3.2 New  Allocations  

The  District  may  opt  up  front  and  over  time  additional  DID  numbers  or  sequential  blocks  of   DID  numbers.    Please  outline  your  cost  structure  for  receiving  allocations  of  DID  numbers   both  bundled  up  front,  and  if  purchased  separately  in  the  future.    Please  indicate  

considerations  of  setup  of  DIDs  as  far  as  call  routing  and  failover  configuration,  and  also   costs  to  change  DID  call  routing.  

2.4 E911  Services  

Standards  and  protocols  should  be  available  allowing  911  calls  to  be  encoded  with  location   information  and  routed  to  the  proper  Public  Safety  Answering  Point.  The  District’s  phone   system  should  be  able  to  code  E911  calls  such  that  the  PSAP  receives  detailed  location   information  such  as  which  floor  and  which  section  of  the  building  a  call  originated  from.   2.5 Calling  /  Toll  Services  

The  District  requires  its  circuits  to  originate  and  terminate  local  and  long  distance  calls,   plus  have  access  to  411  services.  The  District  should  be  able  to  set  the  outgoing  caller  ID   number  for  calls  send  out  over  its  PRI  circuits.  

 

Based  on  2010-­‐09-­‐01  to  2011-­‐06-­‐01  billing  data,  the  District  used  an  average  of  125,000   minutes  of  outgoing  local  service  per  month  (excluding  calls  to  other  district  numbers)  and   7,200  minutes  of  outgoing  long  distance  service  per  month.    

2.6 Failover,  Redundancy  and  Call  Routing  

Every  DID  should  be  set  up  such  that  if  the  primary  PRI  it  is  designated  to  be  delivered  to  is   either  busy  or  down,  that  the  call  is  routed  to  another  PRI  in  the  district,  via  a  ‘roll-­‐over’  /   ‘alternate  route’  /  ‘bonding’  or  similar  type  of  mechanism.  Ideally  there  would  also  be  a   control  that  would  allow  the  District  to  put  a  limit  on  how  many  calls  are  allowed  on  a   single  DID,  as  to  prevent  excessive  calls  on  a  single  DID  from  consuming  excessive  circuit   capacity.  

2.7 Additional  Features  

Please  include  information  on  pricing  for  Calling  Name  Delivery  and  redirected  number   Caller  ID  abilities  if  applicable.  

2.8 Electronic  Billing  Data  

The  District  requires  electronic  records  of  call  data  to  be  made  available  monthly  for   internal  billing  use.    The  data  should  be  available  via  CD-­‐ROM  or  Internet  download.  The   information  should  be  available  in  a  format  suitable  for  data  processing.    CSV  files,  tab   delimited  files,  and  SQLite  database  files  are  ideal.    In  addition  to  the  raw  data,  a  digital   copy  of  each  statement  in  PDF  format  is  desired.  

 

Information  available  in  raw  data  format  should  consist  of  at  least  the  call  time,  customer   phone  number,  destination  phone  number,  call  duration,  and  call  cost  of  every  outbound   call  –  long  distance,  local,  and  directory  service.  Ideally,  further  information  is  desired  such   as  data  file(s)  that  include  billing  summary  data,  itemized  taxes,  surcharges,  adds/changes   information,  etc.    

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3 Business  Considerations  

3.1 Support  

The  District  desires  to  be  assigned  a  personal  account  representative  (and  a  backup)  to   handle  our  account.  This  is  our  preference  because  of  our  configuration  to  work  with  an   agent  already  familiar  with  our  system  and  needs,  especially  during  deployment.  

3.2 Billing  Period  and  Payment  Methods  

The  District  requires  at  least  30  working  days  from  date  of  receipt  of  monthly  invoice  until   payment  due  date.    The  District  currently  has  direct  debit  for  bill  payment  and  is  interested   in  continuing  this  option.  

3.3 E-­‐Rate  Program  Participation  

The  successful  vendor  must  participate  in  the  “E-­‐Rate  Program”.     3.4 Questionnaire  

Included  in  this  RFP  is  a  questionnaire.  Prospective  vendors  are  requested  to  submit  the   requested  information  in  connection  with  their  proposal.  

3.5 Deployment  Scheduling  

Because  the  District  is  redoing  its  telephony  system  at  the  same  time,  Vendor  must  be   flexible  in  working  with  the  District  to  ensure  a  smooth  transition.  

 

1. Analog  lines  may  be  transferred  immediately  to  the  new  service  as  the  number  and   physical  circuits  are  unchanged.  

2. The  timing  of  when  numbers  are  ported  to  the  PRI  circuits  will  depend  on  when   each  site  is  ready  to  cut  over  to  the  new  system.      

 

The  successful  Vendor  will  provide  meaningful  guidance  on  project  scheduling  such  that   the  Carrier  and  Telephony  Vendor  may  perform  cutovers  with  minimal  impact  to  District   operations.  

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4 Costs  

Vendors  should  provide  cost  data  similar  to  the  following,  delineating  one-­‐time  costs  for   setup  and  deployment  from  recurring  costs.    Costs  may  be  fixed  figures  or  rates  as   appropriate.  

 

Description   Cost,  One-­‐Time   Cost,  Recurring  

Site  assessment/  analysis      

Installation/Configuration      

Porting  Numbers  to  PRIs      

E911  System      

PRI  Trunks  (3  PRIs  in  23B+1D  Chan.)      

Analog  Line  Circuits  (~100  lines)      

Local  Phone  Service      

Long  Distance  Phone  Service      

DID  Allocations      

Administrative  Services  Fee  (if  any)      

Any  other  costs      

Total      

 

Vendor  shall  provide  a  complete  Bill  of  Materials  for  each  item  in  the  above  cost  summary   with  detail  on  every  component  including  unit  and  extended  material  and  labor  pricing,   maintenance  and  including  any  discounts.    

 

Vendor  shall  provide  a  sample  monthly  bill  /  estimated  monthly  cost  after  deployment   based  on  information  in  this  RFP  and  the  Project  Overview  document.  

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5 Questionnaire  

1. Changeover  costs,  if  any,  to  the  District  will  be___________  per  line.    If  there  were   changeover  costs,  would  your  company  be  willing  to  absorb  these  costs?      

2. Is  there  a  limit  on  how  many  DIDs  may  be  routed  to  a  single  or  group  of  PRIs?    

3. Please  discuss  how  your  company  addresses  PRI  failover,  redundancy,  call  routing   and  such  per  our  architecture,  or  propose  other  recommendations  that  would  suite   our  need  for  resilient  service.  

 

4. Please  indicate  how  your  company  supports  E911  Service.  

a. How  much  extra  cost  is  involved  for  various  911  services  over  PRI  compared   to  911  calls  over  backup  analog  lines?  

 

b. Does  your  company  allow  customer  ALI  databases  and  PS-­‐ALI  updates?    

c. Does  your  company  allow  for  dynamic  ANI/CPN  for  E911  calls  from  central   PRI  trunks?  

 

d. Does  your  company  support  ELIN/ERL  coding?    

5. Does  your  company  offer  electronic  billing  data?  How  does  your  offering  compare   with  our  needs?    Sample  data  may  be  included  with  a  response  on  CD,  or  further   information  provided  from  an  included  web  link  or  zip  file.  

 

6. Support  

a. Provide  the  name  and  telephone  number  of  the  personal  account   representative  that  would  be  assigned  to  our  account.    

 

b. Can  this  person  be  called  regarding  all  District  questions  or  problems;  line   restrictions,  invoicing  problems,  questions  on  bills,  etc.?    

 

c. What  office  does  the  person  listed  above  work  from?    

7. Does  your  monthly  invoicing  meet  with  District  needs  and  requirements?    If  no,   please  explain.  

 

8. Is  30  working  days  from  date  of  receipt  of  monthly  invoice  until  payment  due  date   agreeable  with  your  company?  

 

9. Does  your  company  offer  the  option  of  receiving  payment  by  direct  debit?          

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10. What  is  the  percentage  discount  offered  by  your  company  to  the  District  for  local   and  long  distance?  

 

11. Please  compute  the  charges  using  your  company's  rates  on  the  attached  "sample   bill".  *  Attach  a  separate  sheet  with  the  requested  information.  

 

12. Does  your  company  participate  in  the  E-­‐Rate  Program?    

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6 Vendor  Identification  

DATE     COMPANY  NAME     ADDRESS             TELEPHONE     FAX     CONTACT  EMAIL      

TYPE  OF  FIRM  

(CHECK  ONE)   SOLE  PROPRIETOR  ________   PARTNERSHIP  ________   CORPORTATION  ________    

BIDDER  IDENTIFICATION          (Response  optional)   WOMAN  OWNED  BUSINESS   ________    

MINORITY  OWNED  BUSINESS    

(If  M.O.B.  marked,  check   ownership  category)       ________     Black     Hispanic     Asian  American    

American  Indian  /  Alaskan  Native      

Other    

Individual(s)  with  a  Physical  Disability    

    BY:     TITLE:      

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6.1 Vendor  Background  

• Please  attach  a  brief  description  and  history  of  the  company,  as  well  as  information   on  the  company  size,  length  of  time  in  this  industry,  and  any  previous  related   company  /  trade  names  (changes  due  to  acquisition,  re-­‐branding,  etc.)  

     

• Please  indicate  the  location  of  your  office  nearest  Springfield,  IL.    

   

• What  is  the  relationship  between  the  Vendor  and  the  manufacturer  of  the  product   being  proposed?  Is  the  Vendor  a  certified  partner  /  reseller  of  the  solution?  If  so,   what  certification  is  held?  

     

6.2 Vendor  References  

Identify  at  least  three  similar  installed  systems,  especially  in  the  Central  /  Downstate   Illinois  area.    Provide  pertinent  data  such  as  date  of  installation,  number  of  trunks,  number   of  analog  lines,  number  of  sites,  etc.,  as  well  as  the  type  of  support  relationship  maintained   with  the  customer.    

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7 Signature  Form  

I  hereby  acknowledge  that  the  information  submitted  for  this  proposal  including  responses   to  prompts  in  the  RFP  are  true  and  accurate  to  the  best  of  my  ability  and  knowledge.  

_______________________________ Name _______________________________ Title _______________________________ Company _______________________________ Date  

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8 CERTIFICATION  OF  PUBLIC  ACT  85-­‐1295  

The  Vendor  certifies  that  it  has  not  been  bared  from  bidding  on  or  entering  into  this   contract  as  a  result  of  Section  33E-­‐3  or  33E-­‐4  of  the  Criminal  Code  of  1961.  

 

Project  Description   SPS  Telecom  Update  Project   VoIP  Communications  System  

Vendor  Name       Vendor  Address             FEIN  Number            

(Authorized  Vendor  Representative)    

 

Notary  Seal  &  Signature                

THIS  DOCUMENT  IS  EXPRESSLY  INCORPORTATED  INTO  AND  MADE  A  PART  OF  THE   ABOVE  REFERENCED  CONTRACT.  

Figure

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