request for proposal hosted voice over ip telephony service€¦ · advertisement for bids hosted...
TRANSCRIPT
Office of Technology Services
Jefferson City Public Schools
204 Dix Rd
Jefferson City, MO 65109
voice: (573)659-3121 fax: (573)659-8406
Request for Proposal
Hosted Voice Over IP
Telephony Service
Bid Due: March 20, 2019 at 1pm
Advertisement for Bids
Hosted Voice Over IP Telephony Service
March 6, 2019
Sealed bids are requested from qualified Providers for Hosted VOIP Telephony Service, along with a
dedicated VOIP Internet connection.
Bid packets can be downloaded at http://www.jcschools.us/Page/9601. There will be no pre-bid
meeting.
Bids may be mailed or hand-delivered to the Technology Services offices, 204 Dix Rd, Jefferson City, MO
65109 until 1pm, March 20, 2019. Late bids due to no fault of the Jefferson City Public Schools will not
be accepted. Faxed bids will not be accepted. All submitted bids must be labeled “Response to Hosted
VOIP Solution”. Bids will be opened and publicly read on March 20, 2019 at 1pm in the Technology
Services offices.
The District reserves the right to reject any and all bids and award the contract that would be in the best
interest of Jefferson City Public Schools. The Contract start date will be July 1, 2019.
Jefferson City Public Schools
Board Of Education
Steve Bruce, President
Stephanie Sappenfield, Secretary
SECTION ONE
REQUEST FOR PROPOSAL
GENERAL INFORMATION
INTRODUCTION AND INTENT: Jefferson City Public Schools is looking to continue a Hosted
VOIP Service. This document constitutes a Request for Proposal from qualified Providers to
provide JCPS with the requested hosted solution. Currently, the Central Office and Dix Rd
Education Center are using VOIP, with expansion to other District buildings in the future, with
an estimated 2000 total of VOIP handsets once all buildings are completed. The intent of this
RFP is to provide the potential Provider with sufficient information to enable them to prepare
an acceptable response.
CONTENTS:
Section One General Information
Section Two Network Information
Section Three Hosted Solution Deployment &
_______________________________System Requirements
Section Four Instructions to Providers
Attachment A Scope of Services Checklist
TIMELINE:
RFP Issued March 6, 2019
Bids Due & Opening March 20, 2019 at 1pm
Provider Selection March 22, 2019
Service Start Date July 1, 2019
PRE-BID MEETING: There will be no meeting for this RFP.
IMPLEMENTATION SCHEDULE: The winning Provider will start working with JCPS
Technology Services as soon as the Contract is signed between the District and Provider, along
with procurement of handsets to meet Summer implementation, as noted in Section
Three/Deployment Schedule. The Provider cannot bill for any services prior to July 1, 2019.
DUE DATE: Sealed bids will be received until 1pm, March 20, 2019. They will, at that time, be
opened & reviewed by District personnel. Late responses will NOT be considered. Submit bid
responses to:
Technology Services
Attn: Rob Benefield, Technology & Information Systems Engineer
Jefferson City Public Schools
204 Dix Rd
Jefferson City, MO 65109
Sealed bids can also be hand-delivered to Technology Services Monday thru Friday during
normal business hours: 7:30am-3:30pm. The District shall not be held liable for late responses
due to late mail or carrier problems. Please be sure to put ‘RESPONSE TO HOSTED VOIP
SOLUTION’ on your bid package AND on the outside envelope.
DISTRICT CONTACT: The bidders during this RFP will direct all questions to the Project
Manager, Rob Benefield. Email: [email protected]. Phone: 573-659-3121.
TERMS: The term of this contract will begin July 1, 2019 and end June 30, 2022 for 3-year
contract or June 30, 2024 for 5-year contract. Provider will need to propose a 3-year and 5-year
option.
UPDATES/CANCELLATIONS: The District may modify or cancel the RFP at any time prior to
the Due Date by issuance of an Addendum or Cancellation to all Providers who are participating
in the bid process. Any Addendums or Cancellations will be posted on the District’s RFP/RFQ
website:
http://www.jcschools.us/Page/9601
Providers should monitor the website for any updates or cancellations to this RFP. Any verbal
or email modifications to the RFP shall not be binding upon the District.
CONTRACT DOCUMENT: Provider will need to provide a signed 3 year and 5 year contract
that outlines any Non-Recurring Fees, monthly fee for dedicated VOIP circuit, monthly costs per
license tier, long-distance block time, costs for various phone sets that meet the criteria in
Section Three, and other necessary items. This contract will go before the District Board on
April 8, 2019 for approval.
SUBSTITUTIONS: All Providers must provide the requested components specified in this
RFP. Bidders can offer equivalent components, and must be marked in RED.
PAYMENT: Provider will need to provide any one-time (non-recurring) costs in their bid. Any
recurring (monthly) costs will be paid monthly provided a billing statement is received by our
Accounting Dept prior to the payment due date. There will be no partial payments made prior
to July 1, 2019. Provider cannot bill for any costs (recurring or non-recurring) before July 1,
2019.
SECTION TWO
NETWORK INFORMATION
INTRODUCTION: This section will be used to help the Provider tailor their proposed Hosted
solution to the Districts’ network infrastructure, and the current analog phone system. The
Provider will note the use of HP Network equipment throughout the District.
NETWORK INFRASTRUCTURE: All WAN connectivity is via 1Gb+ fiber, with HP 5406zl
switches at the building core level. The various HP switches that the District utilizes are:
5406zl (J9642A) PoE+
2910al-48G (J9148A) PoE+
2920-48G (J9729A) PoE+
This list is current as of February 26, 2019. The District upgrades network equipment on an as-
needed basis, thus the District may install different HP equipment in the future. The Provider’s
hosted solution MUST work with the above equipment and any future HP LLDP-MED capable
switches. The District will not substitute network equipment to work with the Provider’s
solution. Also, the District and its’ network equipment will not be a test bed for the Provider’s
hosted solution.
The District utilizes VLANs to separate data traffic and QOS for quality of calls. The Provider’s
solution will become part of the current Voice VLAN.
DEDICATED VOIP INTERNET CONNECTION REQUIREMENTS: The Provider will need
to include costs for 100mb dedicated VOIP internet circuit, to be located at 204 Dix Rd. The
Provider will need to provide their own router for the connection, along with maintaining the
circuit. The District will separate the VOIP traffic on their firewall, and connect to the Providers’
router. The Provider can use a 3rd-party for this requirement, however, the District will require
the Provider to be the Point of Contact for any issues that may arise out of the dedicated
circuit, ie, the District will not call and/or hold the 3rd party responsible for circuit issues. There
will be no dedicated circuits at any other building.
CURRENT VOIP SYSTEM: There are currently 80 Hosted VOIP lines, located at Dix Rd
Education Center and Central Office. The 4 models in use are Polycom VVX 500s, Polycom IP
670, Polycom IP 6000 conference phones, and Grandstream DECT DP750/DP720 cordless
phone.
CURRENT ANALOG PHONE SYSTEM: The phone system at all District buildings (with the
exception of Central Office and Dix Rd Education Center) utilizes the Centrex system. The
Provider will need to know how the Centrex system operates in order to migrate future
buildings to the hosted solution. The District Buildings and Grounds department handles the
analog phone system, thus they will be consulted during any future migrations. The Provider
will be asked to ensure handoff from current phone provider/numbers to VOIP is handled in a
timely manner; this includes any FCC paperwork, transferring numbers from current Analog
provider (CenturyLink), etc. Provider will not be responsible for fax, alarms, or elevator analog
lines.
[REST OF THE PAGE IS INTENTIONALLY LEFT BLANK]
SECTION THREE
HOSTED SOLUTIONS
DEPLOYMENT & SYSTEM REQUIREMENTS
INTRODUCTION: This section outlines the specifics that the District will require from the
Provider to ensure continued VOIP use for existing VOIP installs, and for future migration from
our current analog system. The Provider will need to make sure any equipment is in place that
will be needed to fulfill the District’s requirement of a turn-key solution. The District is NOT
looking at any premise-based, non-hosted VOIP solutions. Non-hosted VOIP solutions will be
voided and will not be considered.
DISTRICT ADDRESSES: The following are the addresses to all District buildings that will be
serviced by this Contract:
o Central Office, 315 E. Dunklin, Jefferson City
o Belair Elem, 701 Belair, Jefferson City
o Callaway Hills Elem, 2715 State Rd AA, Holts Summit
o Capital City High School, XXX Cavalier Dr, Jefferson City*
o Cedar Hill Elem, 1510 Vieth Drive, Jefferson City
o East Elem, 1229 E. McCarty, Jefferson City
o Lawson Elem, 1105 Fairgrounds, Jefferson City
o Moreau Heights Elem, 1410 Hough Park, Jefferson City
o North Elem, 285 S. Summit, Holts Summit
o Pioneer Trail Elem, 301 Pioneer Trail, Jefferson City
o South Elem, 707 Linden Drive, Jefferson City
o SWECC, 812 St. Mary’s, Jefferson City
o Thorpe Gordon Elem, 1101 Jackson, Jefferson City
o West Elem, 100 Dix, Jefferson City
o LCMS, 325 Lewis & Clark, Jefferson City
o TJMS, 1201 Fairgrounds, Jefferson City
o Nichols/High School, 605 Union, Jefferson City
o Miller Center, 501 Madison, Jefferson City
o Dix Rd Education Center, 204 Dix, Jefferson City
*CCHS will be using phone numbers currently in-use at Simonsen, which will be closing Summer 2019. Numbers can be transferred starting July 1, 2019. As of the posting of this RFP, the actual CCHS address has not been confirmed.
HOSTED SERVICES: The hosted solution shall provide the following:
Must be compatible with the current District Infrastructure as outlined in SECTION
TWO. The hosted solution must support E911 Service from any building location.
The District will utilize the hosted solution for all inbound, outbound, local, long-
distance, and toll free calls.
Provider MUST ensure availability of new phone numbers as required for future growth.
The District should have the ability to request additional numbers via admin Web Portal,
or reaching out to the Providers’ Point of Contact. Turn-around time for new phone
number requests, either via Web Portal or POC, shall not exceed 2 business days.
Caller ID is required on all phones.
Integration of Voicemail to Email (Gmail) will be required.
Must provide 24x7x365 proactive network monitoring for all hosted circuits. Provider
must also provide 24x7 technical phone support with a maximum of 2 hour on-site
response time if deemed necessary by District Technology Services staff.
Hardware and software maintenance shall be performed during non-business hours
(6pm-5am M-F, anytime Saturday & Sunday) and shall notify District designated staff 24-
hours prior to proposed maintenance time.
Web Portal will be required for designated staff members to make changes to the
operation of their phone and/or Voicemail (such as Voicemail to Email integration). Two
groups of users will be necessary: administrators and users. District Tech Services staff
(administrators) shall have the ability to create new login users as needed, and to make
changes to individual user/phone settings. The administrator group shall have
necessary rights to move/add/change/delete phones without having to call the
Provider.
Disaster redirect mode to automatically reroute inbound calls to cell phone or other
non-VOIP phone if the VOIP system is down. This will be setup by each individual user
via Web Portal access.
Provider shall provide on-site training to the District Technology Services staff on their
system. WebEx or other web-based training will not be acceptable, unless it is as a
supplement to the on-site training.
Solution should allow access to reporting and tracking of phone calls.
Ability to customize JCPS logo or other information on phone displays.
Ability to set up automated attendant/call distribution on selected lines, such as
Technical Services, Food Services, Finance, etc.
PHONE SETS: Provider will be required to provide IP-based phones to be used with their
solution. District requests the continued use of the current Polycom VVX-series and IP-series
phones as the District has a significant investment in these phone sets.
Must be gigabit-capable, & offer dual switched network port capability.
Power adapter available for those phones not connected to a PoE+ switch.
Color backlit display, but will consider monochrome if necessary.
At least 2-line for basic phones, 4-line handsets for building office secretaries.
Provider must be able to procure, and support, phones that have Attendant capabilities,
for use in areas such as Secretaries, District Operator, etc.
Provider shall have the ability to add cordless/DECT VOIP handsets.
Provider shall include various models and pricing of phone sets that meet the above
criteria. District will work with the selected Provider on the phone sets to be purchased
for their solution. Leasing of phones is an option. Models and pricing in the bid
response shall remain valid for the duration of the Contract.
LICENSES: Provider will list available license tiers, along with monthly costs. During planning
and implementation for each building, the District will decide what license is needed for each
phone, ie, most, if not all, classrooms will get Basic license as they will not require Voicemail,
while office areas will require licenses with Voicemail.
LONG DISTANCE: The Provider shall provide costs for monthly VOIP-wide (NOT individual
number) Long Distance blocks. Cost options shall be minimum of 2000 minutes. Also Provider
will need to include costs for additional minutes over the monthly block time.
DEPLOYMENT SCHEDULE: The Provider will work directly with the District on a
Deployment Schedule. Starting July 1, both Dix Rd Education Center and the Central Office will
need to be converted, if necessary, from current VOIP system to the Providers’ VOIP system.
JCHS/NCC and CCHS, including classrooms (estimated at 50 basic classroom phones per
building, along with 100 existing numbers for JCHS/NCC, and 34 existing numbers for CCHS) will
need to be operational by Monday, August 5, 2019. The District requests the Provider to utilize
their techs to help the District meet the August 5, 2019 deadline. District personnel can be
available for evening/night work for this deployment. The District will provide the winning
Provider necessary existing phone numbers for each building as soon as a Contract is signed.
The Provider will be required to add any necessary phone numbers (see Hosted Services above)
to ensure complete coverage per building. The District would like to have the option of
converting both Middle Schools to VOIP during the week of July 8, 2019 if possible (approx.
total of 95 handsets per Middle School). The District realizes that this may not feasible, but
would like to discuss this with the winning Provider.
The District and Provider will work together on future building conversion timelines after the
completion of JCHS and CCHS. The Provider and/or technicians will need to be available to help
ensure complete VOIP conversion to each building listed above by Summer 2020.
SUPPORT/SLA: Providers must provide 24-hr support on any VOIP-related services, including
equipment. Providers must provide both phone and email contacts. The District will require
2-hr response after the initial call/email. Issue resolution must be made within 3 hours of initial
call.
Provider will need to include support costs to meet this requirement in their bid response. The
Provider will not be held responsible for issues related to the District network that affect VOIP,
provided their system meets the network requirements in Section Two.
Provider will also provide the District with a Point of Contact (POC) for the duration of the
Contract. If the POC changes during the duration of the Contract, it will be the Providers’
responsibility to notify the District within 30 days. The District will use the POC for changes in
VOIP needs (such as adding a new VOIP line, phone purchases, etc), unresolved support issues,
and other needs that may require information. Both Email and Phone information will be
needed.
[REST OF THE PAGE IS INTENTIONALLY LEFT BLANK]
SECTION FOUR
INSTRUCTIONS TO PROVIDERS
INTRODUCTION: The District’s expectations with respect to the performance by each bidder
and by each seller in connection with the District’s purchase are set forth in the Instructions to
Providers section. Bidders who fail to examine and comply with the bid documents do so at
their own risk.
PROPOSAL PREPARATION: Any explanation desired by a Provider regarding the meaning
or interpretation of any portion of these Documents must be requested in writing and directed
to the Project Manager in sufficient time for a reply to reach Provider (in the form of a Proposal
Addendum) before the submission of their Proposals. Oral explanations or instructions given
before the opening of the proposals will not be binding. Any information given to one
prospective Provider will be furnished to all prospective Providers as a Proposal Addendum, if
such information is necessary to Providers in submitting their proposals or if the lack of such
information would be prejudicial to an uninformed Provider. The last date for any additional
requests for information will be March 18, 2019 at 11am. This will ensure that each Provider
has enough time to prepare & submit their bid response by the bid due date. Proposal
Addendums, if required, will be posted each business morning by 10am on our website at:
http://www.jcschools.us/Page/9601. It will be the responsibility of the Provider to check the
website daily for posted Addendums. JCPS will not be responsible for errors in the bid
responses due to lack of viewing of Proposal Addendum changes.
REQUIRED INFORMATION: Each bidder shall furnish the information required by these
Documents. The bidder shall sign the proposal page (at the end of this section), all addenda,
Scope of Services Checklist, and their Cost Proposal Sheet. The person signing the BID must
initial erasures or other changes. Proposals signed by an agent must be accompanied by
evidence of the agent’s authority.
Proposals must be firm. If the bidder believes it necessary to base his/her price on price
adjustment, such proposal may be considered, but only as an alternate.
The District expects that all proposals will remain valid until ninety (90) days after the bid
opening or until contracts are signed and operational, whichever comes first. If a bidder
indicates in the BID that he/she may withdraw the proposal in less than 90 days, this factor will
be considered in awarding a contract.
The bidder warrants that it will ensure its compliance with current Missouri Employment laws,
and will register and participate in the status verification system for all newly hired employees.
SUBMISSION OF PROPOSALS: Sealed bid responses should be returned in an envelope
marked on the outside with the bidder’s name, address, and ‘RESPONSE TO HOSTED VOIP
SOLUTION’. Send the response to: Technology Services, Attn: Rob Benefield, Technology &
Information Systems Engineer, Jefferson City Public Schools, 204 Dix Rd, Jefferson City, MO
65109. Sealed responses may also be delivered in person to the address noted. If the bidder
sends their proposal to the Districts’ Central Office instead of the address noted above, it may
delay the proposal to the Technology Department via Interoffice mail, and the District will not
be held responsible for this delay.
Responses must be returned in sufficient time to be received and stamped at the Technology
Services offices on or before the opening date and time. Responses presented after the time
and date of the opening process will NOT be accepted. The District will not be held responsible
for late mail or other carrier delivery.
This RFP does not commit the District to award a contract, to pay any costs incurred in the
preparation of the proposal, or to procure or contract for the articles of goods or services.
MODIFICATION OR WITHDRAWL OF BIDS: Bid proposals may be modified or withdrawn
by written notice received by the Technology Services office prior to the exact hour and date
specified for receipt of the bids. All modifications must be presented in a sealed envelope. A
proposal may be modified or withdrawn in person by the bidder or an authorized
representative, provided his/her identity is made known and signs a receipt for the
modification or withdrawal, and only if the modification or withdrawal is made prior to the
exact hour and date set for the receipt of proposals.
EVALUATION FACTORS: The District will award contracts to the bidders who submit the
‘lowest and best value’ proposal. After awarding the proposal, the District reserves the right to
negotiate the ‘lowest and best value’ proposal, if in the District’s sole discretion negotiation is
in the best interest of the District. The District reserves the right to request the ‘best and final’
proposal from the ‘lowest and best value’ proposal bidder after the opening of the bids. The
District reserves the right to:
Reject any and all bids
Award the entire bid to one bidder
Award the bid under the most beneficial terms for the District
Extend the opening time and date
Re-bid proposal
The District will review each submitted bid, and will select proposals for a detailed review and
evaluation. As part of this detailed review of proposals, selected Providers may be required to
make oral presentations of their proposals to the District. This will provide an opportunity for
the Provider to clarify their proposals and to answer any questions the District may have. We
will select a winning Provider on or about March 22, 2019.
APPLICABLE LAW: This bid shall be governed by the laws, rules and regulations of the state
of Missouri General Assembly which are effective and in force on the date of this bid together
with any and all laws of the United States, Ordinances of the County of Cole, Missouri and the
City of Jefferson City, Missouri and the policies and procedures of the Jefferson City Public
School District.
HOLD HARMLESS: Bidder shall fully indemnify, save and hold harmless the District, its
officers, employees, and agents (hereafter “the indemnities) against any and all liability,
damage, loss, claims, demands and actions of any nature whatsoever on account of personal
injuries (including, without limitation on the foregoing, worker’s compensation and death
claims), property loss or damage of any kind whatsoever, which arise out of or in any manner
are related to or connected with, or are claimed to arise out of or be in any manner connected
with, the performance of the BID and its awarded products/services. Bidder shall, at its own
expense, investigate all such claims and demands, attend to their settlement or other
disposition, defend all actions based thereon and pay all charges of attorneys and all other
costs and expenses of any kind arising from any such liability, damage, loss, claims, demand
and/or actions.
REFERENCES: Providers are required to submit 2 references from past Hosted VOIP
projects, preferably projects completed at public schools within the past 3 years.
[REST OF THE PAGE IS INTENTIONALLY LEFT BLANK]
Bid/RFP title: HOSTED VOICE OVER IP TELEPHONY SERVICE
By signing below I certify that:
No federal or state suspension or debarment is in place.
No criminal history of the firm/contractor or its employees exists.
There is no collusion involved in presenting the BID or its components.
The minimum insurance requirements are in place.
Signature: My signature certifies that, as agent for:
____________________________________
Company/Firm Name
I have read and will abide by each portion of the BID component “Instructions to Providers” for
the Jefferson City Public School District
_______________________________________________
Signature Date
ATTACHMENT A
SCOPE OF SERVICES CHECKLIST
PLEASE COMPLETE AND SIGN THE SCOPE OF SERVICES CHECKLIST
Checklist Does your service meet the criteria below?
YES NO Additional information (if needed)
Service must be compatible with current District network Infrastructure, utilizing HP equipment
Provider must provide dedicated VOIP internet circuit of at least 100mb.
Service must be scalable, to eventually include all District buildings and 2000 handsets
Service must provide Web Portal for both system administrators and regular users
Service must be able to integrate Voicemail with District Email system (GMail)
Service must support E911 functions from any location Service should provide easy MACD’s without District requesting MACD changes from Provider
Provider should provide on-site training, with WebEx or other web-related training as a supplement (if needed)
Continued use of existing Polycom phones listed in Section Two
Service should provide 24x7x365 phone support, and 2-hour on-site response if deemed necessary by District Tech Services
Service should allow access to reporting and tracking of phone calls
Service shall allow 4-digit dialing to in-house VOIP phones Service should support automated attendant/call distribution on designated lines
Service should provide all requirements listed in SECTION THREE/HOSTED SERVICES
Provider has the ability to ensure JCHS and CCHS deployment completion prior to August 5, 2019
Provider/Firm Name:_____________________________ Date:_______________
Representative:_________________________________