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  • Pleasanton Independent School District - Purchasing Department RFP – Hosted VoIP Services - VoIP Products & Services Bid #: 2014-02  

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    NOTICES AND INSTRUCTIONS Pleasanton Independent School District is accepting competitive sealed proposals for: PISD Bid # 2014-02 RFP: Hosted VoIP Services - VoIP Products & Services, Due 2:00 P.M. (CST), Tuesday, December 17, 2013 NOTE: Due to the Winter Holiday occurring the week after the bid opening, it is recommended that all RFP’s be hand-delivered. 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 #: 2014-02

    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.

    NOTE: A pre-bid conference meeting will take place on Friday, December 6, 2013 at 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 jadkins@pisd.us no later than Wednesday, December 4, 2013 at 9:00am (CST). Response to questions will be issued in the form of an addendum and posted on http://www.pisd.us/bids

  • Pleasanton Independent School District - Purchasing Department RFP – Hosted VoIP Services - VoIP Products & Services Bid #: 2014-02  

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    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 jadkins@pisd.us, no later than Wednesday, December 4, 2013 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 on one of the following days: Wednesday, December 11; Thursday, December 12; or Friday, December 13. 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. 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,

  • Pleasanton Independent School District - Purchasing Department RFP – Hosted VoIP Services - VoIP Products & Services Bid #: 2014-02  

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    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. 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, futu