1. 2 request for proposal (rfp) 15- 03 released rfp 15-03 on december 8, 2014 sps website e-rate...
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Request for Proposal (RFP) 15-03 Released RFP 15-03 on December 8, 2014
SPS websiteE-rate Notification SystemNotified 33 vendors from the RFP distribution list
12 vendors responded Held vendor interviews with 6 vendors
(2/18/15 - 2/20/15)
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Why VoIP?• Telephone industry is changing from an analog platform
to a digital platform.– Rapidly increasing costs for analog services– Analog systems are in place at all District locations except the
Auxiliary building – Varying features (voicemail and handsets) throughout district
buildings• FCC is phasing out E-rate reimbursements for local and
long distance voice services• VoIP system will supply all buildings with the same
features• Ownership of the VoIP system will be achieved at the
end of 5 years• VoIP system expected to last at least 10 years
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Proposed VoIP Solutions
Option 1 – Complete IP Solution with Video
Option 2 – Analog & IP Solution
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Proposed Solution Pro’s
Option 1 Solution
Unified / interconnected system allowing resources to be shared efficiently district-wide
Emergency notifications to classrooms
All phones have consistent layout and feature set
Option 2 Solution
Less expensive solution
Simple implementation
Use of existing phone equipment in classrooms (handsets)
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Proposed Solution Con’s
Option 1 Solution
More expense solution
Full deployment to all classrooms may not be accomplished by the start of the 15/16 school year
Option 2 Solution
No emergency notifications to classrooms
Classroom equipment would not be upgradable until end of the 5 years
Variable features accessible by classrooms
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Option 1 Solution Costs: Years 1 - 5
Current System
FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total (FY16- FY20)
Phone Charges
$ 250,000 $ 275,000 $ 300,000 $ 325,000 $ 350,000 $ 375,000 $ 1,625,000
Repair Charges
$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 60,000
- E-rate $ (129,500) $ (102,600) $ (76,500) $ (35,000) $ - $ - $ (214,100)
Net $ 132,500 $ 184,400 $ 235,500 $ 302,000 $ 362,000 $ 387,000 $ 1,470,900
Option 1 System
FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total(FY16-FY20)
System Charges
$194,921 $194,921 $194,921 $194,921 $194,921 $974,605
Phone Charges
$ 59,200 $61,700 $ 64,200 $71,700 $ 74,200 $ 331,000
- E-rate $ (31,950) $ (21,000) $ (9,000) $ - $ - $ (61,950)
Net $ 222,171 $ 235,621 $ 250,121 $ 266,621 $ 269,121 $ 1,243,655
Difference* (savings)
$ 65,542 $ 121 $ (51,879) $ (95,379) $ (117,879) $ (227,245)
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Option 1 Solution Costs: Years 6 - 10
Current System
FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)
Phone Charges
$ 400,000 $ 425,000 $ 450,000 $ 475,000 $ 500,000 $ 2,250,000
Repair Charges
$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 60,000
Net $ 412,000 $ 437,000 $ 462,000 $ 487,000 $ 512,000 $ 2,310,000
Option1 System
FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)
System Charges
$ 1 $ - $ - $ - $ - $ 1
Phone Charges
$ 76,700 $ 84,700 $ 87,200 $ 89,700 $ 98,700 $ 437,000
Maintenance Charges
$ 47,800 $ 47,800 $ 47,800 $ 47,800 $ 47,800 $ 239,000
Net $ 124,501 $ 132,500 $135,000 $137,500 $146,500 $ 676,001
Difference* (savings)
$ (287,499) $ (304,500) $ (327,000) $ (349,500) $ (365,500) $ (1,633,999)
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Option 2 Solution Costs: Years 1 - 5
Current System
FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total (FY16- FY20)
Phone Charges
$ 250,000 $ 275,000 $ 300,000 $ 325,000 $ 350,000 $ 375,000 $ 1,875,000
Repair Charges
$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 72,000
- E-rate $ (129,500) $ (102,600) $ (76,500) $ (35,000) $ - $ - $ (214,100)
Net $ 132,500 $ 184,400 $ 235,500 $ 302,000 $ 362,000 $ 387,000 $ 1,470,900
Option 2 System
FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total (FY16- FY20)
System Charges
$155,478 $155,478 $155,478 $155,478 $155,478 $777,390
Phone Charges
$ 59,200 $61,700 $ 64,200 $71,700 $ 74,200 $ 331,000
- E-rate $ (31,950) $ (21,000) $ (9,000) $ - $ - $ (61,950)
Net $182,728 $196,178 $210,678 $227,178 $229,678 $1,046,440
Difference* (savings)
$ (1,672) $ (39,322) $ (91,322) $ (134,822) $ (157,322) $ (424,460)
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Option 2 Solution Costs: Years 6 - 10
Current System
FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)
Phone Charges
$ 400,000 $ 425,000 $ 450,000 $ 475,000 $ 500,000 $ 2,250,000
Repair Charges
$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 60,000
Net $ 412,000 $ 437,000 $ 462,000 $ 487,000 $ 512,000 $ 2,310,000
Option 2 System
FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)
System Charges
$ 1 $ - $ - $ - $ - $ 1
Phone Charges
$ 76,700 $ 84,700 $ 87,200 $ 89,700 $ 98,700 $ 437,000
Maintenance Charges
$36,956 $36,956 $36,956 $36,956 $36,956 $184,780
Net $113,657 $121,656 $124,156 $126,656 $135,656 $621,781
Difference* (savings)
$ (298,343) $ (315,344) $ (337,844) $ (360,344) $ (376,344) $ (1,688,219)
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