4 Costs Questionnaire Vendor Identification Vendor Background Vendor References... 10

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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.