pleasanton independent school district - purchasing ... · 2! note: a pre-bid conference meeting...

Pleasanton Independent School District - Purchasing Department RFP – Hosted VoIP Services - VoIP Products & Services Bid #: 2014-04 Form 470 # 869000001198827

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NOTICES AND INSTRUCTIONS BID NOTICE PLEASANTON INDEPENDENT SCHOOL DISTRICT is accepting separate sealed bids for the following items at the herein stated bid opening location until the bid/proposal due date and time stated below, when they will be publicly opened and read aloud. SOLICITATION: Hosted VoIP Telephone Upgrade (Bid #2014-04); BID DUE DATE AND TIME: Wednesday, February 12, 2014 at 2:00pm (CST); BID OPENING LOCATION: Pleasanton ISD – School Board Room, 831 Stadium, Pleasanton, TX 78064. Specifications may be obtained at the herein stated bid opening location or viewed/downloaded from Pleasanton ISD’s website at http://www.pisd.us/bids or by calling (830) 569-1215 to speak with Joel Adkins, Executive Director of Instructional Technology. Pleasanton Independent School District is accepting competitive sealed proposals for: PISD Bid # 2014-04 RFP: Hosted VoIP Services - VoIP Products & Services, Due 2:00 P.M. (CST), Wednesday, February 12, 2014 This is a competitive, sealed proposal only and not an offer to purchase. To be considered a responsive offer, mail the Original Signed proposal, proposal sheets and any other requested information in a sealed envelope on the forms provided to:

Pleasanton ISD - Purchasing Dept. RFP: Hosted VoIP Services - VoIP Products & Services Bid #: 2014-04

ATTN: Karen Mims, Director of Purchasing 831 Stadium Pleasanton, TX 78064

Proposals will be received by the PLEASANTON ISD PURCHASING DEPARTMENT, 831 Stadium, Pleasanton, TX 78064, until the date and time specified below. All sealed proposals must physically be received prior to this time in the Purchasing Department. Facsimile or e-mail bids cannot be accepted since the sealed bid requirement cannot be satisfied by these means. In the case of a Competitive Request for Proposal (RFP) because of the potentially proprietary nature of bids and to maintain the integrity of any negotiations, bids will not be publicly exposed until a final contract is awarded. Proposal envelopes must include: Your Company name, Return address, Proposal number and the due date and time. Proposals may be hand-delivered to the Purchasing Department during normal business hours. Any proposal received later than the specified time, whether delivered in person or mailed, shall be disqualified and returned to the vendor unopened. For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at www.erate470.com and enter a summary of their bid online. PISD has retained this firm to manage its E-RATE application and program.


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NOTE: A pre-bid conference meeting will take place on Friday, January 24, 2014, 10:00am at the following location:

Pleasanton ISD Central Office Board Room 831 Stadium Drive Pleasanton, TX 78064

Questions can be submitted by email prior to the meeting to Executive Director of Instructional Technology, at [email protected] no later than Friday, January 31 at 9:00am (CST). Response to questions will be issued in the form of an addendum and posted on http://www.pisd.us/bids The responses will be under evaluation and not available for public review until seven business days after approval by the Board of Trustees. Pleasanton ISD reserves the right to reject any or all proposals and to accept any proposals determined to be the most advantageous to the district and to waive any informality. The Purchasing Department may open unlabeled submittals to properly identify them. Bidders are therefore advised to correctly label their submittals in order to protect the integrity of their sealed proposals and to fully avail themselves of the proposal process. Bidder accepts all responsibility for forwarding the bid to the address above within the specified time or it will be returned unopened. If the envelope does not reflect a return address, it will be opened for the sole purpose of obtaining the return address. It is the sole responsibility of the bidder to ensure their offer is received in the Purchasing Department by the time and date stated above. No excuses are acceptable, and the determination of the Pleasanton ISD Purchasing Department is final. The General Proposal Requirements and Specifications listed are to be interpreted as meaning the minimum acceptable by the district. All questions regarding this Request for Proposal must be addressed in written format via e-mail to Joel Adkins, Executive Director of Instructional Technology at [email protected], no later than Friday, January 31 at 9:00am (CST). Response to questions will be issued in the form of an addendum and posted on http://www.pisd.us/bids On-Site Demonstration Bidders are invited to schedule an on-site demonstration of product, with the aim to present during a negotiated time between the dates of January 20-31, 2014. Contact Joel Adkins, Executive Director of Instructional Technology, to schedule your times for presenting a full demonstration of your product. Demonstration should not exceed two hours in length and vendors should demonstrate equipment and software as similar as possible to the proposed scope of work for Pleasanton Independent School District. The District reserves the right to accept or reject any and all bids, to waive all technicalities, and to accept the bid or bids that are determined to be the best value and most favorable to the District. Negotiations may be conducted with those bidders whose bids, in the determination of the District, have a reasonable opportunity of being awarded a contract. Negotiations will only be conducted under the supervision of the District’s Purchasing Department.


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Term of this agreement shall be July 1, 2014 through June 30, 2015 for monthly recurring services or July 1, 2014 through September 15, 2015 for non-recurring services. The Pleasanton Independent School District seeks sealed bid proposals for Hosted VoIP Services - VoIP Products & Services that will be provided as a means for the district to continue with telephone operations for in-district and out-of-district communications. This award will be contingent upon the District receiving “E-Rate” funding from the Schools and Libraries Division (SLD), of the Federal Communications Commission. No purchases are guaranteed. Any and all purchases made via this proposal are contingent upon the availability of E-Rate funding; District funding, and Board approval. If E-Rate funding is not allocated, the District reserves the right to continue with the project with or without the funding. The bidder shall show price and total amount, where required, of each item listed. In the event of error or discrepancy in arithmetic, the unit price shall prevail. Pleasanton ISD is not obligated to pay for any expenses incurred in preparing and submitting proposals. Ongoing documentation regarding a company’s past performance may be used in determining the bidder’s responsibility for award purposes of this and future awards. For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at www.erate470.com and enter a summary of their bid online. PISD has retained this firm to manage its E-RATE application and program.


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INTRODUCTION Pleasanton Independent School District is currently accepting bids for (A) Hosted Voice Over IP Service and/or (B) Voice Over IP Products and Services for our school District in compliance with E-Rate eligibility to be installed at six (6) current campuses and eight (8) administrative support sites. Vendors may submit proposals for either a Hosted VoIP solution (E-Rate Priority One Service.) OR VoIP Products and services to be owned by the District (E-Rate Priority Two Services). Vendors may choose to submit bids for either or both solutions. For explanation of E-Rate categories of service, see www.usac.org/sl. The current PISD communications system is at the end of its productive life cycle and will be replaced in its entirety. The new system is expected to have a useful productive life of at least ten (10) years, and must be designed and configured to support the future growth, expansion, and portability requirements of the organization in terms of size and functionality. It is required that the new system also be able to accommodate future technology enhancements that have the potential to increase operational effectiveness and ease implementation of new features, functions and applications. It is the purpose of this Request for Proposal (RFP) to solicit responses from qualified vendors to fulfill these expectations and requirements. Initial start-up is expected to commence July 1, 2014. This award is contingent upon funding and guarantee of a minimum amount of work is implied or expressed in this Request for Proposal. Services required shall be determined solely by the needs of the District. The Pleasanton Independent School District is seeking an experienced implementation partner that is committed to the success of both parties and is able to provide a proposal that meets all components of this bid. Multiple options will be accepted to accommodate different solutions. Respondent must clearly articulate their solution in the areas defined for each section. Any proposed system(s) must be capable of meeting future growth needs as well as they should be new models and in current production. Hardware that is reconditioned, remanufactured, and/or demo models will not be accepted. Respondents should possess and use their extensive knowledge and experience to recommend a creative solution that will meet or exceed District requirements. Preferences will be afforded to the vendor that provides a comprehensive, cost-effective solution for current specifications, integration into existing systems, future District requirements, and ongoing service and support. Pleasanton ISD is seeking proposals to replace the current managed native IP-based voice and data communications system, through a full Turn-key solution. There are pre-existing 3Com VoIP services at all buildings and campuses identified in this RFP. Prices quoted shall be all-inclusive (including shipping costs, installation of equipment, storage, training, travel, technical support) and represent complete installation and integration with the existing network where necessary.


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NEW SYSTEM OBJECTIVES AND EXPECTATIONS PISD has defined several objectives and expectations for its new enterprise communication system. The most important are;

• Reduce administration and maintenance complexity • Reduce annual cost for service • Simplify system upgrades • Enhance system performance • Survivability and reliability • Flexibility of system locations • Extend core features and functionality to branch locations

KEY SYSTEM FEATURE SET: Please identify which features below are standard and which are added cost. If your company offers these services, let us know additional costs associated in the bid response for these add-ons.

• Automatic call back • Voice Mail forward to Email • Unified communication • Night/After Hours Service • Call Waiting • Soft phone features • Call Forward/Busy/No Answer/All Calls • Consistent and excellent voice quality • Call Redirect • Find Me/Follow Me

• Toll charges – classes of service for toll restriction

• Call Hold/Release • Make/Drop conference • Call Park/Pickup • Add on conference • Call Transfer • Conference bridging for internal and external • Calling Line ID Name and Number • Call forward capability to external numbers • Multiple Calls per Line Appearance • Voice Mail light indicator • Prime Line Select • Custom Call Routing (CCR) • Shared Extension on Multiple phones • SIP Client capable • Bridged call appearances • Call recording • Speaker phone capable • On-system directory • Auto/Speed Dial • Phantom mailboxes • Programmable buttons w/paperless labels • Attendant console • Paging & Group Paging • Call recording functionality • Direct Inward Dial (DID) • Redundant/Failover capabilities • Extension dialing between locations • Remote Maintenance/Administration • Automatic Call Distribution Groups (ACD) • Voice Mail • Integration with leading Smart phones and

tablets (enterprise support & products for mobile)

• Group Call Pickup

• Fax/eFax Management/Fax to Email/Fax server

• Expansion • Emergency Notification Capabilities


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IP-Based Voice capabilities and intelligent network infrastructure

The proposed solution should provide for integration of voice applications utilizing a converged IP open-platform solution.

Reliability

The proposed solution should have no single point of failure within its core framework.

Voice Quality

The proposed solution should provide high quality voice communications with latency no less than 35 milliseconds in one direction.

Support for Open System Standards

The proposed solution should support open system industry standards such as G.729, 802.1p and 802.1q, MGCP, RTP, TAPI, JTAPI, etc. The proposed system must support and be certified to work with any switch or router from any vendor.

Voice Messaging

The proposed solution must provide a redundant, scalable, cost-effective voice messaging solution that supports industry standards for both telephone, remote telephone, and desktop access, and support unified messaging with standard desktop email solutions such as Microsoft Outlook and multi-system voicemail networking.

System Administration

The proposed solution must provide a single point of management from any point on the network for all components including the PBX, voicemail, auto attendant, ACD and unified messaging system through a standard browser interface.

Support/Service Capabilities

The vendor must have the ability to provide remote service and technical support of the entire system and applications upon request.

Expansion

The vendor must provide incremental pricing for VoIP solutions (either hosted or equipment purchase option) that includes current numbers for phones (179 – in District at this time – e.g. 37 3Com 3101 model phones and 142 3Com 3102 phones) to expansion of adding phones to every office and classroom (total = 525 phones) including licensing, line fees, and handset costs.

Certified Training

The vendor or manufacturer must provide a fully certified training class to designated Pleasanton ISD staff that would allow access for fast response technical support.

Scalability

The proposed solution must provide for modular, cost-effective growth in phones, applications, and locations over the next ten years. Forklift upgrades will not be required under the proposed solution.

Simplicity of Installation

The proposed solution should provide a GUI-based administrative tool for ease of administration and configuration.


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Training and Usage

‘Train the Trainer’ type training must be provided to designated Pleasanton ISD staff prior to system installation. OVERVIEW OF CURRENT SYSTEM The current Pleasanton ISD’s VoIP Telephone System consists of 3Com products. The Pleasanton ISD’s local area network and wide area network infrastructure consists of a blend of 3Com, HP Procurve, Cisco, and Dell PowerConnect products; therefore bid company must have extensive experience and knowledge of a variety of networking appliances. Any proposals containing product equivalents will be considered, but the equivalents must be fully compatible and functional with the current PISD infrastructure and network. All equivalents are subject to approval from the PISD Technology Services Department. Current communication between campuses is provided by the following:

• Connection to the Internet: The District uses a 3Com Core Switch (S7906E) to connect to AT&T for Internet services at 100Mps. We are currently bidding ISP services for a minimum of 250Mps and up to a 2Gbps connection.

• Topology of current networking system: The District does not have standards in place for the current equipment. A variety of servers, switches, and routers are providing services listed below.

• In addition to the equipment, the system uses Optical Fiber for connecting each building at 1Gbps.

• The District has approximately 3000 district-provided computers on the network and a newly initiated

BYOD policy allowing students to bring in mobile devices to connect to District Internet services.

• The District currently uses a 3Com NBX Call Processor system for Voice over IP to provide phone services to the District.

Current VoIP Phone System 3Com SuperStack 3 NBX V5000 Call Processor (3C10202) 3Com SuperStack 3 NBX V5000 Gateway Chassis (3C10200B) Gateway Chassis: 2 – 4 port Analog Cards 1 – Digital Line Card AdTran Atlas 550 All DID, local and long distance calls are transported on single T1 converted to PRI via Adtran 550. All metro calls transported via 8 POTS lines connected to Analog cards in gateway. DMARC is in Central Office. 23 ATA for Fax Machines 37 3Com 3101 Phones 142 3Com 3102 Phones 6 Attendant Consoles 609 Voice Mail Boxes Networking Hardware


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Pleasanton ISD is currently in E-Rate RFP bidding to standardize the network equipment. The vendor must make note of and provide costs associated with any network/hardware modification required as part of the proposed solution.

Information to be Provided in the Proposal The vendor must provide information on the following which will be evaluated and assigned points as determined by the evaluation committee prior to bid opening by preparation of an evaluation worksheet(s) that will follow the RFP stated requirements. Evaluation worksheets are not available during the solicitation process, but are available after award under the Texas Open Meetings Act, as are all other solicitation documentation.

• Description of Firm’s experience with similar projects: The size and overall experience of the vendor with mid-sized organizations between 500-1000 phones should be described. Capabilities and experience in applying technology should be included.

• Description of Firm’s experience with Texas State school districts and local government operations: Specific experience with the Texas State school districts and local governments should be described.

• Proposed approach to performing including timeline: The following should be included:

o Description of approach which will fully address the requirements of this RFP

o Proposed methodology for benchmarking performance

o A work plan for the project.

o For each deliverable, describe the scope, duration or milestone date and “delivery, inspection and acceptance” criteria that will be used by the Executive Director of Instructional Technology or a project timeline with milestones, etc.

• Proposed Organization and staffing for the project and staff’s qualifications: The following should be addressed

o Proposed organizational chart for the project

o Description of responsibilities for all proposed staff

o Names and resumes of key staff proposed

• Time commitments of proposed staff (full time/part time and/or number of days/months/years per person over the course of the project

For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at www.erate470.com and enter a summary of their bid online. PISD has retained this firm to manage its E-RATE application and program.

Technical Proposal The technical proposal must include detailed information relative to how you propose to accomplish the tasks described in the Key System Functions section of this document. The technical proposal must include responses to the questions outlined in Appendix B and must not include any cost figures.


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Cost Proposal Each vendor must present a fixed cost proposal for the work to be performed. Such cost proposal should include all costs. Use the Cost proposal in Appendix C. Supplemental Cost Data is neither required nor desired at this time. INSTRUCTIONS TO RESPONDENTS 1. PROPOSAL SUBMISSION ADDRESS AND DEADLINE Completed proposals will be received in the PISD Purchasing Department until the proposal

submission deadline (closing time and date) as stated on the first page. Proposal responses received after the closing time and date will be returned to the sender unopened. Faxed or emailed responses will not be accepted.

2. SIGNATURES

All proposals are required to be signed by an authorized representative of the entity submitting the proposal, who has the authority to contractually bind the entity. Proposals received unsigned will not be accepted.

3. INQUIRES FROM RESPONDENTS Questions and/or clarifications will be directed in writing to: Joel Adkins Executive Director of Instructional Technology Pleasanton Independent School District Pleasanton, TX 78064

Email: [email protected] 4. ALTERING PROPOSALS Proposals, unless approved by Pleasanton ISD, cannot be altered, amended or withdrawn by the

Respondent after the submission deadline. Any inter-lineation, alteration, or erasure made before this deadline, must be initialed by the signer of the proposal, guaranteeing authenticity.

5. MODIFICATIONS AND AMENDMENTS Pleasanton ISD reserves the right to modify the specifications prior to the proposal submission

deadline and will endeavor to notify all potential Respondent’s that have received a copy of the specifications, but failure to notify shall impose no obligation or liability on PISD.

6. PROPOSAL WITHDRAWAL OR REJECTION

PISD reserves the right to withdraw the RFP for any reason or to reject any or all proposals or parts of all or any specific proposal or proposals. PISD further reserves the right to accept part or all of any specific proposal or proposals that the school board deems as most advantageous to PISD.

7. PUBLIC INSPECTION Proposals are not available for public inspection until after the final contract award.

8. PROPRIETARY INFORMATION:

All material submitted to PISD becomes public property and is subject to the Texas Open Records Act upon receipt. If a Respondent does not desire proprietary information in their proposal to be disclosed,


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each page must be identified and marked proprietary at the time of submittal. PISD will, to the extent allowed by law, endeavor to protect such information from disclosure. The final decision as to what information must be disclosed, however, lies with the Texas Attorney General. Failure to identify proprietary information will result in all unmarked sections being deemed non-proprietary upon public request.

9. PRICES HELD FIRM

All prices quoted by the Respondent will remain firm for ninety (90) calendar days, unless otherwise specified by PISD or Respondent.

10. NEGOTIATIONS

PISD reserves the right to require additional information and to negotiate all elements and pricing which comprise the proposal and to accept or reject part or all of any proposal. PISD also has the right to request and negotiate a “best and final” offer.

11. EXCESS OR INCORRECT COMMODITIES

Products or materials delivered in error or in excess of the quantity ordered may, at PISD’s option, be returned at the successful Respondent’s expense.

12. UNIT PRICES AND EXTENSIONS

If unit prices and their extensions do not coincide, unit price shall prevail.

13. DESTINATION, DELIVERY AND INSURANCE CHARGES Any products offered shall be proposed FOB final destination, with all delivery charges to be prepaid by the Respondent. Pleasanton ISD does not accept C.O.D. or collect shipments. All prices proposed shall include all charges, including delivery and set-up fees. Any insurance will be paid by the successful Respondent.

14. TITLE/RISK OF LOSS

The title and risk of loss of any goods shall not pass to PISD until PISD actually receives, takes possession, and formally accepts the goods at the point of delivery.

15. DELIVERY DATE

The proposal must show the number of days required to complete the project after the receipt of the District’s Purchase Order or Letter to Proceed.

16. DEVIATION FROM SPECIFICATIONS

Alternate proposals and/or any deviations from specifications must be clearly shown with complete information provided by the Respondent. Deviations may or may not be considered by Pleasanton ISD. Please provide detailed information regarding any deviation. PISD shall determine if any such deviation meets PISD’s requirements.

17. ASSIGNMENT

The rights and duties awarded the successful Respondent may not be assigned to another without the written consent of PISD signed by PISD’s authorized agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee.

18. PROPOSAL AMBIGUITY

Any ambiguity in the proposal as a result of omission, error, lack of clarity or non-compliance by the Respondent with specifications, instructions and all conditions, shall be construed in the favor of PISD.


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19. CHANGE ORDERS

No oral statement, by any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in this proposal, or any resultant contract. All changes will be made in writing and shall not be effective unless signed by the Executive Director of Instructional Technology and the Superintendent or designee.

20. LIENS

The successful Respondent agrees to and shall indemnify and save harmless PISD against any and all liens and encumbrances for all labor, goods, and services which may be provided under PISD’s request, by seller or seller’s vendor(s) and if PISD requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to PISD.

21. PATENT INDEMNITY

The successful Respondent hereby warrants that the use or sale of the products and materials delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark covering such materials and the successful Respondent agrees to indemnify and hold harmless PISD for any and all costs, expenses, judgments, and damages which PISD may have to pay or incur.

22. GRATUITIES/BRIBES

PISD may, by written notice to the successful Respondent, cancel a contract or agreement without liability to the Respondent if it is determined by PISD, at any time, that gratuities or bribes in the form of entertainment, gifts, money, or otherwise, were offered or given by the successful Respondent, or its agent or representative, to any PISD officer, employee or elected representative with respect to the performance of the contract. In addition, the successful Respondent may be subject to penalties stated in Title 8 of the Texas Penal Code.

23. PAYMENT AND TAXES

PISD is exempt from Federal Excise and State Tax; therefore, tax must not be included in the price(s) proposed. A payment schedule to the successful Respondent will be negotiated at the time of the contract. PISD prefers milestone payments that are tied to the performance of the successful Respondent. Respondent to provide preferred methods. Receipt of invoice or other billing instrument used by the successful Respondent will initiate payment. PISD will not provide payment unless a correct invoice is presented to PISD and at the appropriate and agreed upon time.

24. TERMINATION OF CONTRACT

PISD reserves the right to terminate any agreement that was awarded to the successful Respondent if the successful Respondent fails to perform in a manner acceptable to PISD. A minimum of five (5) calendar days written notice shall be given the successful Respondent, which, upon delivery of such notice by PISD to the successful Respondent, the successful Respondent shall discontinue all services in connection with the performance of this agreement and shall proceed to cancel promptly any existing orders and contracts insofar as such orders or contracts are chargeable to this agreement.


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As soon as practicable after receipt of notice of termination, the Respondent shall submit a statement to PISD for payment of that portion of the agreement successfully performed.

25. COMPETITIVE SELECTION CRITERIA

All proposals will be reviewed to ensure that all administrative requirements of the RFP package have been met. Each proposal will be reviewed to ensure that the vendor submitted a separately packaged cost proposal and technical proposal, that only technical information is included in the technical proposal and only cost information is included in the cost proposal, and that all documents requiring a signature have been signed. Failure to meet these requirements may be cause for rejection of the proposal. All proposals that meet the administrative requirements will then be turned over to the evaluation committee members for further evaluation.

The evaluation committee will review all proposals that meet the administrative requirements and determine a ranking. Additionally the committee may, at its sole discretion and in the course of its evaluation, arrange for a site visit or request presentations/demonstrations with one or more vendors.

Although cost is a significant factor, it will not be the dominant factor. Any proposal, which does not include all the required statement and affirmations called for in this RFP, may be rejected as not being responsive. Award of a contract may be made without discussion with Respondent’s after responses are received. Proposals should, therefore, be submitted on the most favorable terms. PISD reserves the right to void the agreement if the successful Respondent has not performed within the date specified by the Respondent’s response.


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Evaluation Criteria: The following will be the evaluation criteria that will be used in selecting a vendor in accordance with state and federal procurement guidelines.

Evaluation Criteria Score Sheet Max Points

Vendor Score

1 Vendor’s cost of E-rate Eligible products and services (PRIMARY FACTOR) 25

2 Vendor’s cost of products and services NOT eligible for E-rate discount 5

3 The reputation of the vendor and of the vendor’s goods and services. (Firm's profile and technical qualifications) 10

4 The quality of the vendor’s goods or services. (Product features and attributes. Usability) 10

5 The extent to which the goods or services meet the District’s needs. (Technical requirements and implementation, Maintenance support and training. Customer service. ) 10

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The vendor’s past relationship with the District. Prior Experience of the service provider with both the Pleasanton Independent School District and client references and/or citations from prior installations where equal services have been provided for projects of similar size and scope. 10

7 The impact on the ability of the District to comply with laws and rules relating historically under-utilized businesses. 10

8 The total long-term cost to the District to acquire the goods or services. 10 9 Proximity of vendor to Pleasanton Independent School District. 5

10 Other Factors (In Good Standing with Manufacturer if applicable, Professionalism, Company Stability etc.) 5

Notice: The evaluation and scoring shown on this evaluation document are preliminary results and are not final. This evaluation and scoring may be subject to re-evaluation, re-scoring, and/or re-examined considering additional evaluation information, such as through a Best and Final Offer (BAFO) process. Evaluations and scoring results are not final until the evaluation process officially concludes. Price of E-rate eligible products and services will be the primary factor for all evaluation levels.

The award will be made to the firm making the most favorable proposal to PISD taking into account all criteria. PISD reserves the right to require additional information and to negotiate all elements and pricing which comprise the proposal and to accept or reject part or all of any proposal.

26. ADDENDA Any interpretations, corrections or changes to this RFP will be made by addenda. Addenda will be

sent by PISD’s Executive Director of Instructional Technology to all who are known to have received a copy of this Request for Proposal and will be posted on PISD’s Technology website (www.pisd.us/bids).

27. RESPONSE INSTRUCTIONS The proposal must include one (1) original and one (1) electronic copy of the respondent’s proposal.

Your proposal may be mailed or hand delivered to PISD. Facsimile or electronic submissions are not acceptable. Alternate proposals must be clearly marked as “Alternate Proposals” and follow the same guidelines as primary proposals.


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28. PUBLICITY Any publicity, news releases, and/or advertising pertaining to this RFP and/or the awarding of any

contract relating to the RFP shall not be made without prior written approval of PISD.


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29. NOTIFICATION OF PROPOSAL SPECIFICATIONS Please check below how you learned of this Request for Proposal: [ ] Pleasanton Express Newspaper Advertisement [ ] Cold Call to PISD [ ] PISD Mailed Me a Copy [ ] PISD Emailed Me a Copy [ ] PISD’s Web Site [ ] Other_____________

30. TOTAL AGREEMENT

The total contract shall consist of PISD’s RFP, the Respondent’s response to PISD’s RFP, an Agreement, all other contractual documents provided by PISD and the Respondent. No exceptions.

31. RFP RESPONSE The Respondent shall provide a response for each question, preferably immediately following the question or statement OR respond as directed under the section titled “EXCEPTIONS”. The response or exception shall be detailed enough to sufficiently answer the question or request. If Respondent does not reply or make exception to any item or question, the response is deemed to be accepted by the Respondent.

32. RFP RESPONSE FORMAT

The Respondent shall provide a neat and well organized response, in a tabular format, matching the format below

Tab A – Cover Letter, Authorization Letter, Proposal Overview Tab B – Technical Proposal Tab C1 – Cost Proposal – Hosted VoIP Services (E-Rate Priority 1 Solution) Tab C2 – Cost Proposal – VoIP Products and Services (Erate Priority 2 Solution) Tab D – Experience (similar projects, government work, personnel experience/resumes, references) Tab E – Project Timeline Tab F – Responses to questions listed in this RFP for vendor to complete (beginning Page 18). 33. LITIGATION

The Respondent will provide information and notification regarding any lawsuit, either in progress or where the Respondent has been a party to over the past two years. If applicable, please provide a brief explanation of each event and outcome.

34. EXCEPTIONS

All exceptions to these requirements must be noted in the RFP under the section titled “EXCEPTIONS”. IMPORTANT: No response or no exceptions indicates acceptance.

35. INSURANCE & OTHER NOTICES

The Contractor shall notify PISD in the event of any change in insurance coverage or cancellation and shall give such notices not less than 30 days prior to the change. The notice must be accompanied by a replacement Certificate of Insurance. All notices shall be given to PISD as follows: Executive Director of Instructional Technology


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Pleasanton Independent School District 1011 Barnett St. Pleasanton, TX 78028

37. SAMPLE CONTRACT

Respondent will include a sample contractual agreement outlining the Scope of Work, all warranties, etc. PISD may provide our own contract at any point in the selection process.

38. CRIMINAL BACKGROUND CHECKS PISD may require criminal background checks on any Contractor personnel/agent who works on the project.

39. CERTIFICATIONS Respondent to include certifications of individuals who will be working on this project. This can be

attached with the resume. 40. OTHER

Respondent is encouraged to provide additional information or data as they see fit that will assist PISD in the selection process.

41. COMPANY FINANCIAL INFORMATION Respondent will provide PISD with a copy of their last audited financial statement.

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Appendix A


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Appendix B

Proposed System

Provide a brief description of the proposed system. Include all central hardware and software with model/version numbers. Include a diagram that shows the logical hardware layout for the proposed system.

System Architecture

Describe the proposed system’s ability to support other vendors’ equipment. (i.e. telephones, headsets, etc.)

Describe how the proposed system delivers reliability for voice services including maintaining dial tone during failure of core systems and loss of individual PRI circuits at a core location.

Describe the architecture of the proposed voice mail solution including how voicemail is accessed by users from their extension, remotely and from their desktop computer.

Describe the recommended routine maintenance for each core component of the proposed system. Include an estimated annual schedule.

How is the system remotely supported?

Outline the installation process from conception to completion.

Explain the network requirements for supporting the proposed system to deliver high quality voice to both local and remote sites.

Provide an outline of the information you would need to gather from PISD in preparing the system software programming.


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Describe the required or recommended training for system administrators and end users for the proposed system including time.

Hardware Configuration

What is the maximum phone capacity for the proposed HOSTED IP communications system? (assuming licenses are available) How would PISD add capacity if we reached this maximum?

What is the maximum number of simultaneous conversations supported by the proposed system?

Network Infrastructure Requirements

Describe the requirements to the data network to support the proposed system including any necessary or recommended infrastructure features and capabilities.

Explain how you can provide easy addressing of the IP phones without having to change the addressing scheme of the existing IP data network.

Explain how IP phones that are installed on the IP network are identified and added to the system.

Can IP phones share existing Ethernet ports with data devices, or do the IP phones require additional Ethernet ports be added by the customer to support voice?

PSTN and Legacy Integration Interfaces

Identify all types of PSTN interfaces or trunks supported by the proposed system.

If PRI is supported, identify supported protocols and PRI services such as ANI, DNIS, Caller ID Name and Number.


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Station Hardware

Provide a description of each IP telephone available with the proposed system.

Specify the power requirements of each IP telephone and if they require local or closet power. On power failure, is the telephone disabled or are support services such as LCD/LED devices disabled?

Which proposed IP telephone(s) have headsets available? Are the headsets proprietary? What requirements must be met by 3rd party providers for use on the proposed system?

System Reliability

How does the proposed system provide reliability for voice services? Explain how it avoids single points of failure within the core hardware?

Key System/Station/User Features

List the system/station/key system feature sets of the proposed system (ex: call forwarding, call monitoring, etc) as configured.

List each additional upgrade license available and the additional features each license type provides.

System Administration

Can moves and changes be “batched”, that is…can a block of copy or class of service changes be made to a large number of subscribers simultaneously?

Can multiple administrators make system changes at the same time? Is there any limit to how many administrators can access the system simultaneously?


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How is security provided to prevent unauthorized access to the administration application? Is role based permissions supported limiting certain admins to a subset of features?

Does the proposed solution provide Active Directory authentication/syncronication and/or AD Group-based security?

System Maintenance and Upgrades

Explain the back-up procedures for the proposed system configuration and information. Can system backups be automated on a schedule? How would the administrator reload the data if needed to restore a previous configuration?

When the proposed system or station software updates are performed, must the system be shut down or can these types of activities take place in an online environment? During these updates, what is the average time the core system is offline?

System Monitoring and Diagnostics

Describe the diagnostic tools proposed for monitoring and maintaining the system’s performance. What optional tools are available or recommended?

Describe the supported event logging functionality of the proposed system.

What remote diagnostics are available in the proposed system? Can administrators see and access any alarms or alerts on the system from remote terminals?

Can the proposed system be configured to notify the administrator of diagnostic events when they are remote or away from the system?


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Voice Messaging System Description

Describe in detail the proposed voice messaging solution.

Voicemail System Specifications

What is the maximum number of voicemail boxes the proposed system supports? (assuming all licenses are purchased)

How many ports are proposed to support the voicemail system? If additional ports are required in the future, how are these added? Explain how the system scales beyond the number of proposed ports.

To meet redundancy requirements, is the voicemail application centralized at a single site or distributed across the different core locations in the system?

Indicate the capacity limits that can be defined for a particular voicemail box in the proposed system. Indicate whether or not this is configurable by class of service.

What is the length of the longest message that can be recorded by a caller in the proposed system?

How many messages can be stored in a subscriber’s mailbox in the proposed system?

What is the maximum total number of minutes of messages that can be stored in a single voicemail box in the proposed system?

Does the proposed voicemail system support multiple auto-attendants? If so, how many auto-attendants does it support?

Does the proposed system provide auto attendants with a multi-level custom call routing feature? Provide Details.


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Does the proposed system provide for information only mailboxes? If so, how many.

Voicemail System – System Features

Is the proposed voicemail system remotely accessible? Is it accessible from a standard touch-tone phone? What other types of client devices are supported?

Does the proposed voicemail system provide an interface to deliver voice messages into standard desktop email applications, such as Microsoft Exchange/Outlook, to provide unified messaging?

Describe the impact on the existing email system (Exchange 2010) to provide unified messaging. Is there any impact to the voicemail system if PISD migrated to Office 365 for education?

Is unified messaging included with the proposed system? Outline what additional license(s) requirements would provide for this functionality.

Does the proposed system allow experienced users to interrupt system prompts? In other words, is there a “fast path” for users? Can system prompts be repeated?

Does the voicemail system support a “zero out” to the attendant feature? Is this feature configurable by class of service? Can the “zero out” destination be a station rather than an attendant? If the “zero out” destination is busy, or rings unanswered, will the call be re-directed?

Does the proposed voicemail system support multiple greetings? If yes, describe all available greetings.


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Voicemail System – User Features Can users conduct the following actions:

Action Yes No

Play, Pause and Replay Messages

Record Responses and Reply to Voicemail Messages

Records Message, Send and Mark “Urgent”, etc

Forward messages to other users and append them with their own comments?

Send/forward messages to other users at any location in the system using extension addressing

Create, edit, and modify their own distribution lists

Obtain user instruction through system prompts

Record personal greetings. How many different greetings can they have?

Modify their own passwords

Set business days and hours for alternate greetings

Manage voicemail from their personal computer or inside their email inbox

Voicemail System – System Administration

Which browser(s) does the administrative application support?

How many classes of service are definable? List all configurable options available in a class of service.

Explain the back-up procedures for the proposed voicemail system. Can system backups be automated on a schedule?

Is the proposed voicemail administration integrated with the administration of users or via a separate administration console?

Project Management


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Project Plan – Vendors are required to supply a complete description of the key activities required for the installation of the proposed system.

Transparency – It is essential that the installation of the new system be as transparent as possible to the users. There should be no telephone service interruptions, no interim changes in dialing procedures and no perceived degradation in the quality of service.

Responsibility Matrix and Project Schedule – A master project schedule must be included along with a work responsibility matrix, identifying the tasks the vendor will perform and the tasks PISD is expected to perform to successfully implement the new system.

Training

The successful vendor will provide factory certified training to two (2) PISD personnel, who will become qualified to perform all adds, moves, changes and programming parameters of the system on a daily basis.

Training Plan – Vendor will provide two (2) train the trainer sessions, each with approximately 5 persons, and training materials (video, screen shots, how-to’s, etc) which may be reproduced for future PISD trainings.

Description – For each project application proposed, provide a detailed description of the training the vendor will provide.

Maintenance and Warranty

Provide the type of maintenance, support and warranty offered as part of this proposal. Include any additional support options

Repair Response

Repair Commitment – The vendor must include a description of the vendor’s repair commitment from time of trouble discovery through the time the trouble is cleared.

Response Time – PISD is guaranteed a response time of no more than 1 hour for all major system problems and a maximum of 24 hours response to other system problems.

Major/Minor Problems – Vendors must describe their definitions of major and minor problems.


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Appendix C -1 Cost Proposal – Hosted VoIP Services (E-Rate Priority 1 Solution) Vendor must itemize all charges for individually identifiable components of the proposed IP communications system, including all associated installation, programming and cabling. Vendor must include charges for all components required to connect all applications, all design charges and training charges. VoIP Hand Sets (Not E-Rate Eligible)$ Installation and Configuration $ Annual Hosted Costs $ 1-year Hosted VoIP Service $ 2-year Hosted VoIP Service $ 3-year Hosted VoIP Service $ 5-year Hosted VoIP Service $ Training – Technical Training- End User (not E-Rate eligible) $ TOTAL COSTS Year 1 $ 3 YEAR MONTHLY LEASE - Handsets $ 5 YEAR MONTHLY LEASE - Handsets $

Description Labor Part No. Qty Unit Price

Ext Price

E-Rate eligible Costs – Hosted Solution: TOTAL E-rate Eligible Costs: Costs not eligible for E-Rate Discount: TOTAL Ineligible Costs: TOTAL COSTS – YEAR 1


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Appendix C -2 Cost Proposal –VoIP Products & Services (E-Rate Priority 2 Solution) Vendor must itemize all charges for individually identifiable components of the proposed IP communications system, including all associated installation, programming and cabling. Vendor must include charges for all components required to connect all applications, all design charges and training charges. VoIP Equipment Hardware $ VoIP Handsets (not E-Rate eligible) $ Installation and Configuration $ Basic Maintenance - Annual Basic Maintenance Cost (years 2-5) $ Other Costs $ Training- Technical $ Training- End User (not E-Rate eligible) $ TOTAL COSTS $

Description Labor Part No. Qty Unit Price

Ext Price

E-Rate eligible Costs: TOTAL E-Rate Eligible Costs: Costs not eligible for E-Rate Discount: TOTAL Ineligible Costs: TOTAL COSTS:


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Appendix D Financial Requirements

Appendix E Customer References

Appendix F Letter of Intent

Appendix G Q&A documentation from initial Hosted VoIP Bid #2014-02

Payment Options

Vendor shall offer methods of payment to include leasing options

Payment Schedule

Vendor must include payment schedules available with the proposed leasing options.

Special terms and conditions

Damage Liability – The successful vendor is liable and responsible for any damage to the premises (ex floor, walls, etc) caused by vendor personnel or equipment during installation and is responsible for the removal of all project-related debris.

Permits – The vendor shall obtain and pay for any permits and licenses required for the performance of the work, post all notices required by law and comply with all laws, ordinances and regulations bearing on the conduct of the work, as specified herein. On any work that requires an in section certificate issued by local authorities, National Board of Fire Underwriters, or any other governing body, such inspection certificate(s) shall be obtained by and paid for by the vendor. The chosen vendor shall procure all required certificates of acceptance or of completeness issues by the state, municipal or other authorities and must deliver these to PISD.

Vendor Responsibility – Unless otherwise stipulated, the vendor shall provide and pay for all materials, labor, tools, equipment, transportation and other facilities necessary for the performance and completion of the work. Vendor shall verify conditions at the building, particular door openings and passages. Any pieces too bulky for existing facilities shall be hoisted and otherwise handled with apparatus as required.

RFP Responses – All materials submitted by the vendor in response to this RFP become the sole property of PISD upon receipt of the proposal. The material contained in these responses will be appended to the final contract, further defining the contractual responsibilities of the vendor.


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Appendix E - Customer References Vendor must provide at least five (5) customer references with installed systems that are similar (manufacturer product model, hardware/software release, basic system design, telephones) and comparably sized (within 15% port capacity) to the proposed communications system. Include for each customer the date of installation, system release currently in operation and contact information (phone and email address) Customer Date of Install Current System Release Data Point of Contact Address City, State Zip Phone Email Customer Date of Install Current System Release Data Point of Contact Address City, State Zip Phone Email Customer Date of Install Current System Release Data Point of Contact Address City, State Zip Phone Email Customer Date of Install Current System Release Data Point of Contact Address City, State Zip Phone Email Customer Date of Install Current System Release Data Point of Contact Address City, State Zip Phone Email


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Appendix F Proposal Letter We propose to furnish and deliver any and all of the deliverables and services named in the attached Request for Proposals (RFP) for which prices have been set. The price or prices offered herein shall apply for the period of time stated in the RFP. It is understood and agreed that this proposal constitutes an offer, which when accepted in writing by PISD, and subject to the terms and conditions of such acceptance, will constitute a valid and binding contract between the undersigned and PISD. It is understood and agreed that we have read PISD’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included in this proposal meet or exceed any and all such PISD specifications. We further agree, if awarded a contract, to deliver goods and services, which meet or exceed the specifications. PISD reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of PISD. It is understood and agreed that this proposal shall be valid and held open for a period of ninety (90) days from proposal opening date. PROPOSAL SIGNATURE AND CERTIFICATION (Contractor to sign and return with proposal) I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment, or services and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign this proposal for the proposer. Authorized Signature______________________________Date_______________________ Print/Type Name_________________________________ Print/Type Company Name Here_______________________________________________ For E-rate services, vendors must register on the Kellogg & Sovereign Consulting, LLC web site at www.erate470.com and enter a summary of their bid online. PISD has retained this firm to manage its E-RATE application and program.


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Appendix G: Q&A from initial Hosted VoIP Service bid #2014-02 – posted November 13, 2013 and closed on January 8, 2014. Bid reopened on January 15, 2015 with new requested features and additional number of phones requested. Q&A now reflects additional changes made to bid #2014-04 with the original response posted above the new response (in red). Q: Are you allowing for a multi-year contract for services? A: Original response: Yes. The District will consider pricing for 1-year to multi-year pricing contracts for Hosted VoIP services. Q: Are local funds currently allocated for this project even though you are waiting for applied E-Rate discount? A: Yes. The District has access to funding at this time. Q: Are you interested in PBX solutions? A: The District is interested in Hosted VoIP solutions as mentioned in the RFP. Q: Are you willing to look at Hybrid solutions - mix of hosted and PBX? A: The focus of the RFP is on a Hosted VoIP solution but we would look at a hybrid solution as an option. Q: Does the District use fax machines? A: The District currently has 23 ATAs for fax machines but would be interested in solutions to reduce this number. Q: Is the District firm on references from other districts? A: The RFP requests references from other school districts but if the required number exceeds the number a vendor can provide, then please provide references to other educational entities (like universities) or businesses. Q: Are you interested in just dial tone services? Are there other District services connected to your phones like bell schedule or public address systems? Original Answer: Pleasanton ISD currently uses other services for public address and bell schedules. No other need for the phone to connect to those systems or to replace them. We just need dial tone services. Updated Response: Please refer to the Key System Feature Set section (page 4) for options we are interested in our new Hosted VoIP System. Q: You mentioned unified messaging in the RFP. Is Pleasanton ISD using unified messaging to tie in with other districts or local services? A: Pleasanton ISD hosts a Co-op for special education services to districts within Atascosa County but our network and phone system run independent within just Pleasanton ISD services. We are not tied to other districts or provide services to others.


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Q: How many campuses and how are they connected? Original Answer: Pleasanton ISD has 5 school campuses on a single exchange of 1GB, Single-mode and private fiber (dark fiber). Updated Response: Pleasanton ISD has 5 school campuses and 9 additional support buildings on a single exchange of 1GB, Single-mode and private fiber (dark fiber). Q: How many voice mailboxes are in current use? A: 609 voice mailboxes are in use where teachers can go to any open phone and access voicemail. Q: Any requirements for cell phones to be tied to the Hosted VoIP solution? Original Answer: No requirements in the RFP. Having the option could be discussed but our RFP is written for Hosted VoIP dial-tone service. The District provides administrative staff with cell phones and radios are provided at each District building but we did not address the need for a new VoIP solution to tie in with cell phones or radios. The option could be listed in the RFP but it does not need to be added as a requirement. Updated Response: Originally there were no requirements in the RFP. After demonstrating various systems, the District is interested in other services as listed in the Key System Features (page 4) of the RFP such as soft phone systems and a web-based interface. Q: What type of connections are available now? A: We have local PSTN routed at the Administration building. All calls go through this and are not managed separately at each building. Currently, we have 8 POTS lines delivering metro service and 1 T1 DID. Q: What 911 Services do you have? Original Answer: We currently have 911 service available at each campus with direct dialing to 911. Updated Response: The District is also employing the use of CopSync911 (http://www.copsync911.com/) which allows users to contact emergency services from their computer. Q: Do you need the option for the phone to notify an on-campus assigned security officer if 911 is called? A: No. This was not outlined in the original RFP and it is not a requirement of the new one. However, we are interested in looking at optional services if your company offers them. Updated Response: We would be interested in this feature as an additional security add-on but it is not a requirement for the final bid amount. See the Key System Features of the RFP on page 4 for a list of other features. Q: Is the District interested in a hosted faxing capability? Original Answer: Originally this was not listed in the RFP but we are open to suggestions and optional services. This does not need to be a required add-on but we would be interested in looking at services. Updated Response: Still not a requirement but this additional service can be added as an option along with other Key System Features on page 4.


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Q: What is the district plan for survivability of a Hosted VoIP solution should there be a cut in the line or network damage preventing access to the phone system? A: The RFP does not require the vendor to provide options for survivability or a non-hosted backup system in case of network damage or line cut. The District has other communication capabilities in the event of an emergency or damage to network resources. Updated Response: In the case of local network damage or line cut, the RFP is not requiring the vendor to provide options for survivability or a non-hosted backup system. However, the District is interested in resources to keep phones for calling and receiving calls and/or voicemail active in the case of network damage. Q: Does Pleasanton ISD file E-Rate by campus? A: The District files E-Rate as an entire district and not by individual campus. Q: What is the percentage discounted by E-Rate for Pleasanton? A: Pleasanton falls in the 80% discount range for E-Rate services. Q: What is the wireless infrastructure for the District? A: Pleasanton uses Meraki wireless access with 90% of coverage provided by the MR16 model and the other areas covered by the MR24 model. Q: Is the District interested in wireless phones for administrators? A: The RFP did not dictate the need for wireless phones/handsets but we would be interested in looking at options for wireless phones/handsets for up to 5 users (1 for each campus). Q: Describe the handsets currently in use. A: The answer to this question is referenced in the Addendum 1 for VoIP. We currently use the 3Com 3102 model (142 phones in District) and the 3Com 3101 model (37 phones in District). The 3102 has speaker and 3-line capability. The 3101 model has 2-line capability. The District has also used the Attendant Console (6 consoles); which plugs in to the 3102 model as an extension but no longer has them in use due to difficulty. Q: Is the District interested in an online Attendant Console for multiple attendants to route calls at their desktop with a drag-and-drop interface? A: Yes. This would be of interest to the District as an additional service but not as a requirement. Q: Does your current VoIP system allow you to group phones. A: Yes though that feature is currently not in use. Q: What service provider do you use for telephone and long-distance service? A: The District currently uses AT&T for telephone and long-distance service. Users have specific codes assigned to them to enter for long-distance and billing. Q: What does your current phone system do when someone calls a line and no one is there to pick up the phone? A: In most cases, it will just go to voicemail but in certain office areas, the phone works by hunting another phone in the area to find someone who can pick it up.


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Q: What methods do staff use now to connect to voicemail? A: Currently staff can check voicemail by using the button on the phone and entering their code to hear messages or by going to the URL to access and listen to messages online. Q: Is the District prepared for the issue of Open Record Requests should voicemail be connected to email for documenting and archiving information? A: The District will address this issue if a system goes into place to connect voicemail to email. At this time, the District already has policies and procedures in place for Open Records and for archiving electronic communications. Q: Is your current network infrastructure ready to handle a VoIP upgrade? A: We currently have a separate RFP for upgrades to our current Network Infrastructure system in order to handle a Hosted VoIP solution. The Network Infrastructure upgrade includes moving completely over to PoE switching so there will be no need for a Hosted VoIP vendor to add PoE components to their bid to make up for no PoE availability in our current network. The plan is to complete the Network Infrastructure upgrade before moving to the Hosted VoIP solution. Updated Response: The new Network Infrastructure will be installed before the new VoIP solution. Our requirement for the Network Infrastructure upgrade included moving to a 10GB Fiber Mesh with PoE and PoE+ switching. Our timeline is to complete the Network Infrastructure upgrade before installing a Hosted VoIP solution. Q: Are bids closed to vendors who did not attend the pre-bid conferences? A: No. The District did not require bidding to come only from vendors who were able to attend the pre-bid conference. Q: For support, is the District interested in more than a single-point of communication? More specifically, the requestor asked if the district could use multiple points of access to vendor support. A: The District allows multiple entry points to support as long as there is an ease of being able to quickly access customer support by phone or portal access. Q: For unified communications, would it be okay for vendors to break out options as separate line-items? A: Yes. The District is interested in the Hosted VoIP solution as outlined in the RFP. Additional options, services and support can be included as separate items and not listed in the overall cost for the entire product to allow the District to customize choices and pricing. Q: How many direct-dial lines does the District currently use? A: The District currently has 200 direct-dial lines. Q: What will happen to the Adtran 550 in place and already in use by the District VoIP system? A: The Adtran is owned by the district (not leased) and will not be necessary to keep if a Hosted VoIP system is used. Original RFP Q&A can be viewed by clicking the link on the http://www.pisd.us/bids We will add responses to new Q&A to the same page under the heading Bid2014-04 VoIP RFP.


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___________________________BID ACKNOWLEDGEMENT FORM____________________________ SOLICITATION NAME: Pleasanton ISD Hosted VoIP Services - VoIP Products & Services RFP #2014-04 OPENING DATE: February 12, 2014 - 2:00 pm VENDOR NAME:___________________________________________________________________ Name of Authorized Person to submit RFP_______________________________________________ Signature: ___________________________________ Title: ______________________________ Telephone: __________________________________ Fax: ______________________________ Cell Number: _________________________________ E-Mail: ____________________________ Address: ____________________________________________________________________________ City: __________________________________________ State, Zip: _________________________ No. of Years in Business under this Name: _____________ No. of Years at Location listed: _______________ DIR Contract# (if applicable): _________________________________________________________ FCC RN: ____________________________________________________________________________ Is your company EDBE/HUB certified? _______ Yes _______ No E-Rate SPIN Number: ___________________________________________________ FCC RN: ____________________________________________________________________________ 1. Terms are Net/30 unless otherwise indicated. 2. If alternate terms or deviations are proposed, please indicate exception(s) here: ___________________________________________________________________________________ ___________________________________________________________________________________


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3. Freight is assumed to be FOB Destination, Pleasanton, Texas, unless otherwise indicated below: 4. The signature above is made by an authorized agent or vendor, and it affirms that this company, corporation, firm, partnership, or individual has not prepared this bid in collusion with any other bidder and that the contents of this bid as to prices, terms, and conditions of said bid have not been communicated by the signed person nor any employee or agent to any other person engaged in this type of business prior to official opening of bid. 5. Signature above affirms receipt and understanding of all Notices and Instructions, Specifications, Proposal Form, Scope, Contract Clauses, Representations and Certifications, Felony Conviction Requirements, and Worker’s Compensation Requirements pertaining to this bid and attached as reference, if applicable. Vendor agrees to abide by all conditions and any negotiations that are a part of any RFP. Negotiated conditions will be in writing, attached to the official bid documents.


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TERMS AND CONDITIONS TERM OF CONTRACT: From July 1, 2014 through June 30, 2015 for recurring services and July 1, 2014 through September 30, 2015 for non-recurring services. The district reserves the right to extend the contract for multiple years with multiple years of funding through E-Rate. This is a contract, which enables the District to acquire its requirements for the terms described on the PROPOSAL FORM or SCOPE OF WORK, from the successful bidder. This contract shall become effective upon approval by the Pleasanton ISD Board of Trustees. DELIVERY OF GOODS: Must be on or after July 1, 2014 for E-Rate fund purposes. PRICE INCREASES: Prices for this type of contract are firm for the term of this contract. Prices may be decreased at any time after award. Throughout the term of the contract, charges shall not exceed the contract prices. If prices are affected by statute, regulation, administrative or judicial order, vendors may not include additional costs in billing to the end user. Vendors must first provide Pleasanton ISD written justification for increase and Pleasanton ISD must make a determination of applicability of the increase to the contract. In the event a vendor offers or provides a decrease in rates to its customers or potential customers for the same services provided for Pleasanton ISD pursuant to its contract, the vendor must provide the same decrease in rates for Pleasanton ISD. RATES FOR PLEASANTON ISD: Proposals must include specific unit rates for Pleasanton ISD, price extensions, and specific one time costs. Pricing provided by a vendor’s schedule of services will not be considered as a responsible bid. PRICING: Pricing must be valid for District purchases after E-Rate funding. FUNDING OUT: Any purchase order, including a blanket purchase order, is contingent upon the continued appropriation of funding. SPIN: Vendor must have an E-Rate Service Provider Identification Number (SPIN) and be in green light status. Any potential bidder found to be in Red-Light status will be disqualified from participation in the bidding process and will be considered non-responsive. DIR/TEXAN 2000: Vendor must be State of Texas DIR/TEXAN 2000 approved listing. INVOICES AND PAYMENTS: All invoicing and billing shall be done as per E-Rate rules and regulations. Upon the approval funding, on or about July 1, 2014, Pleasanton ISD may be invoiced for the balance due in a pre-discounted format.

a. The vendors shall submit itemized invoices in duplicate that reflect the Contract Number and the Purchase Order Number as provided by the Purchasing Department. b. Federal and state taxes should not be included. Tax exemption certificates will be provided upon request.


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c. Payment shall not be due until the above instruments are submitted after delivery and acceptance or services rendered. Mail invoices to Accounts Payable, 831 Stadium, Pleasanton, TX 78064. d. Vendors shall keep the Accounts Payable Department advised of any changes in their remittance addresses.


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_________________________________________________________________________________ REPRESENTATIONS AND CERTIFICATIONS

1. All bids shall be signed by a responsible officer of the company. Failure to sign the Bid may be

basis for rejecting the bid. By signing, the officer certifies the accuracy of the following statements.

2. The Bidder, by checking the applicable box, represents that: a. It operates as ( ) a corporation incorporated under the laws of the State of

___________________. ( ) an individual, ( ) a joint venture, ( ) a non-profit organization, or ( ) a joint venture; b. If the bidder is a foreign entity, it operates as ( ) an individual, ( ) a joint venture, ( ) a

non-profit organization, ( ) a joint venture, or ( ) a corporation, registered for business in _______________________________ (country).

The State of Texas does not employ a residence preference; however, it does employ a reciprocity rule. Bidders show principal place of business is located in a state which gives preference to residents are subject to the same restrictions when submitting an bid with an entity of the State of Texas.

3. By submitting this bid, the bidder:

a. Represents that to the best of its knowledge the bidder is not indebted to Pleasanton ISD. Indebtedness to the District shall be basis for non-award and/or cancellation of any award or acceptance.

b. Certifies that it does not and will not engage in employment practices which have the effect of discriminating against employees or prospective employees because of race, color, religion, national origin, sex, age, handicap, political belief, or affiliation, and that it will abide by the Equal Employment Opportunity requirements for the State of Texas and Pleasanton Independent School District.

c. Acknowledges that it has read, understands, and agrees to the requirements of the specifications and all other provisions of this solicitation.

d. Certifies that it has not colluded or attempted to collude with other vendors or merchants in the trade to fix or hold prices above the level attained through a free and competitive market.

e. Certifies that the owner or operator has not been convicted of a felony, except as indicated on a separate attachment to this bid, in accordance with Sec 44.034, Texas Education Code.

f. Certifies that no suspension or debarment is in place, which would preclude receiving a federally funded contract under the Federal OMB, A-102, Common Rule (§__.36).

_________________________________________ Date: ____________________________________ Signature of Responsible Officer of Company ________________________________________________


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Position Title

CERTIFICATION OF COMPLAINCE REGARDING TEXAS FAMILY CODE

As per Section 14.52 of the Texas Family Code, added by S.B. 84, Acts, 73rd Legislature, R.S. (1993), all bidders must complete and submit with the bid the following affidavit: I, the undersigned vendor, do hereby acknowledge that NO sole proprietor, partner, majority shareholder of a corporation, or an owner of 10% or more of another business entity is 30 days or more delinquent in paying child support under a court order or a written repayment agreement. I understand that under this doe, a sole proprietorship, partnership, corporation or other entity in which a sole proprietor, partner, majority shareholder or a corporation, or an owner of 10% or more of another entity is 30 days or more delinquent in paying child support under a court order or a written repayment agreement is NOT eligible to bid or receive a state contract.

CERTIFICATION OF COMPLIANCE REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7CFR Part 3017, Section 3017.510, Participants’ responsibilities. The regulations were published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733). Copies of the regulations may be obtained by contacting the Department of Agriculture agency with which this transaction originated. http://www.access.gpo.gov/nara/cfr/waisidx_99/7cfr3017_99.html

The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

APPLICABLE TO GRANTS, SUBGRANTS, COOPERATIVE AGREEMENTS, AND CONTRACTS EXCEEDING $100,000 IN FEDERAL FUNDS.

Submission of this certification is a prerequisite for making or entering into this transaction and is imposed by section 1352, Title 31, U.S. Code. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Any person who fails to file the required certification shall be subject to civil penalty of not less than $10,000 and not more than $100,000 for each such failure.


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The undersigned certifies, to the best of his/her knowledge and belief, that:

No Federal appropriated funds have been paid or will be paid or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan, the entering into a cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement.

• If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of congress, or an employee of a Member of Congress in connection with this Federal grant or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “disclosure Form to Report Lobbying”, in accordance with its instructions.

• The undersigned shall require that the language of this certification be included in the award documents for all covered sub-awards exceeding $100,000 in Federal funds at all appropriate tiers and that all sub-recipients shall certify and disclose accordingly.


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CERTIFICATION OF COMPLIANCE WITH EPA REGULATIONS APPLICABLE TO GRANTS, SUBGRANTS, COOPERATIVE AGREEMENTS, AND CONTRACTS EXCEEDING $100,000 IN FEDERAL FUNDS

I, the vendor, am in compliance with all applicable standards, orders or regulations issued pursuant to the Clean Air Act of 1970, as amended (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act, as amended (33 U.S.C. 1368), Executive Order 117389 and Environmental Protection Agency Regulation, 40 CFR Part 15 as required under OMB Circular A- 102, Attachment O, Paragraph 14(l) regarding reporting violations to the grantor agency and to the United States Environment Protection Agency Assistant Administrator for the Enforcement.

CERTIFICATION OF COMPLIANCE WITH THE DAVIS-BACON WAGE DETERMINATION ISSUED BY THE U.S. DEPARTMENT OF LABOR

I, the vendor, am in compliance with all applicable requirements issued by the U.S. Department of Labor. The Wage and Hour Division of the U.S. Department of Labor determines prevailing wage rates to be paid on federally funded or assisted construction projects. See U.S. Department of Labor site for prevailing wages for Webb County at http://www.gpo.gov/davisbacon/tx.html

CERTIFICATION OF COMPLIANCE WITH THE BUY AMERICA PROVISIONS

I, the vendor, am in compliance with all applicable provisions of the Buy America Act. Purchases made in accordance with the Buy America Provision must still follow the applicable procurement rules calling for free and open competition.

The Proposer agrees to comply with all laws, rules, regulations and ordinances of the Federal Government, the State of Texas, the County of Atascosa and the City of Pleasanton. It is further acknowledged that Proposer certifies compliance with all provisions, laws, acts, regulations, etc. as noted above.

______________________________________ __________________________________________ Organization Name Address, City, State, and Zip Code

______________________________________ __________________________________________

Phone Fax Printed Name Title of Authorized Representative

______________________________________ __________________________________________

______________________________________

E-Mail Address

______________________________________ ___________________________________________ Signature Date


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_________________________________________________________________________________ FELONY CONVICTION NOTICE THIS NOTICE IS NOT REQUIRED OF A PUBLICLY HELD CORPORATION State of Texas Legislative Bill No. 1 (1995), Section 44.034, Notification of Criminal History, Subsection (a), states, “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.” I, the undersigned agent for the firm listed below, certify that the following concerning notification of felony convictions has been reviewed by me and the following information is true to the best of my knowledge. COMPANY NAME:_____________________________________________________________ AUTHORIZED OFFICER OF COMPANY:____________________________________________

A. My firm is a publicly held corporation; therefor this requirement is not applicable. SIGNATURE OF COMPANY OFFICIAL: __________________________________________________

B. My firm is not owned nor operated by anyone who has been convicted of a felony. SIGNATURE OF COMPANY OFFICIAL: __________________________________________________

C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony:

Name(s) of Felon(s): ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Details of Conviction(s): ___________________________________________________________________________________ ___________________________________________________________________________________ SIGNATURE OF COMPANY OFFICIAL:


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Certification of Criminal History Record Information

SB 9, passed during the 80th Legislative Session, requires that all Texas public school districts receive certification from any entity with which it contracts to provide services that it has obtained a criminal history background check on all employees hired before January 1, 2008 who (1) have continuing duties related to contracted services; and (2) have direct contact with students.

The required criminal history record information can be obtained from either of the following:

o A law-enforcement or criminal justice agency. o A private entity that is a consumer-reporting agency governed by the Fair Credit Reporting Act

(15 U.S.C. Section 1681 et seq.)

Although state law provides guidance as to which employees must have a criminal background check, there is no specific definition or description as to what equals an employee who:

(1) has continuing duties related to contracted services; and

(2) has direct contact with students.

The law states that the Commissioner of Education may adopt rules necessary to implement this requirement; however, at this time none have been adopted. Therefore, all entities and individuals who contract with the District to perform services, must complete the attached PISD Form Certification of Criminal History Record Information, that includes an information sheet related to the services to be performed and the duties related to those services that employees will be performing and the type of contact that those employees might have with students.

• Employees who are hired by an entity that contracts with a school district after January 1, 2008 must submit to national criminal history record information review which may include fingerprints and photographs before serving in the capacity described.

At any time, a school district administrator, including a campus principal or designee, may request copies of the actual criminal background check or national criminal history record information review which may include fingerprints and photographs from the entity or individual who has contracted with the school district or may obtain from any law enforcement or criminal justice agency all criminal history record information that relates to an individual described above.

The school district may not allow any employee of the entity or an individual to serve at the district if information is obtained through this review that the employee has been convicted of one of the following:

• A Title 5 felony offense • An offense requiring the individual to register as a sex offender. • An offense under the laws of another state or federal law that is equivalent to a Title 5 felony in the

state of Texas or that would require registration in the Texas Sex Offender databank.

pleasanton independent school district - purchasing ... · 2! note: a pre-bid conference meeting...

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