ROUND ROCK INDEPENDENT SCHOOL DISTRICT Avaya Voice and Messaging System Upgrade Request for Proposal (RFP) Number PE14-076

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Jasmin Anderson
5 years ago
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1 CONTRACT REQUIREMENTS For establishing the terms and conditions for the contract, the awarded Proposer(s) shall hereby be known as Contractor. 1. DESCRIPTION. This contract shall be for the purchase of Avaya Aura telephone system hardware, software and licensing that includes, but is not limited to, Session Border Controllers for Session Initiation Protocol (SIP) support, Communication Manager; voice gateways, VoIP handsets and Aura Messaging system. The products and services procured under this contract will be integrated into the existing Avaya Enterprise Voice and Communication system. In addition to the goods and services specified, the contract shall include installation and maintenance in accordance with the instructions, terms and conditions, and requirements/specifications contained herein. Round Rock Independent School District (the District or RRISD) will follow the purchasing policies of the RRISD Board and requirements and procedures of the Schools and Libraries Universal Service to be eligible for all available funding. The implementation of any associated contract resulting from this competitive request for proposal process will be dependent on the District s issuance of a written Notice to Proceed. E-Rate funding notification alone will not signify Notice to Proceed. The District will have the right to allow a contract to expire without implementation if appropriate funding does not become available. 2. TERM OF CONTRACT. The contract shall be in effect from date of award through delivery and acceptance by RRISD of the final product and services. Project implementation will begin on or about July 1, TYPE OF CONTRACT. Firm fixed for the term of the contract. 4. SCOPE OF SERVICES The District is seeking a Contractor that can provide the following products and associated configuration and installation services related to the existing system: Phase I is the hardware, software, licensing and services to support: a) the migration from PRI to SIP services, and b) the expansion to an additional Data Center to increase access and resiliency to the telephone and messaging services within the District. Phase I is an enterprise service upgrade that supports all telephone services within the District Phase II is the replacement of existing End of Life (EOL) campus gateways and legacy analog/tdm handsets to IP handsets. Phase II is the total of per campus subproject with hardware and services defined specific to each campus needs Phase III is the migration to the Avaya Aura Communication Messaging platform from the existing Avaya messaging platform. Phase III is an enterprise service upgrade that supports all administrator, staff and teachers within the District for voice messaging and communications The purpose of this contract to implement a communications and messaging solution predicated on the following high-level principles. Contractor must support these principles in entirety. The telecommunication services or products provided must support the following: Leverage the investment in the existing communications and messaging platforms. Page 1 of 15

2 Migrate non-internet Protocol (IP) systems to IP-based systems including PRI to SIP trunking, TDM and digital gateways to IP gateways, and TDM/digital handsets to IP handsets. Build the system to leverage a dual Data Center System Model. Ensure all systems are at the Avaya Aura recommended revisions and versions of software and licensing The Contractor will deliver and manage all equipment and materials within RRISD. RRISD will not provide property, facilities or manpower to deliver, store or manage materials without prior arrangements and approval from RRISD. RRISD will be billed only for equipment accepted and operational, in accordance with Section 5.13 below The project will include hardware, project plans, project management, installations, equipment removal and replacement, labeling, materials staging and testing The Contractor shall: Provide all equipment and licensing required to complete the project as described herein. Cost of materials will be itemized, by part number and quantities, separately from all other costs and the District will purchase only the actual equipment required for the project. An estimated bill of materials must be included with the vendor s proposal Provide all labor required to implement the equipment listed within the RFP. The District will support and provide reasonable access to facilities for flexible and extended work hours Provide a full-time project manager to be the single point of contact for the District. The project manager is responsible for the coordination of resources to meet the vendor s proposed project schedule. The successful respondent must have the qualifications and resources to meet the project schedule and an organizational structure that will allow the project manager access to the required resources to meet the project schedule Key staff may be amended during the course of the contract to either add or delete personnel, as necessary. Prior to any such changes, the respondent will notify the District, in writing, reasonably in advance and will submit justification (including proposed substitutions) in sufficient detail to permit the District to evaluate the impact that such changes will have upon the services being performed. Any substitutes proposed for key staff members will have similar credentials and/or experience and no changes will be made by the respondent without the written approval of the District RRISD will provide to the Contractor: All available documentation for existing systems listed above, as well as access to existing equipment for agreed upon configuration changes; Access to all locations; A project management team consisting of school consultants and RRISD personnel Contractor will provide: A turn-key solution; Staff necessary to complete the contract within the agreed upon schedule; Procurement, inventory and accounting support/management until contract completion; Configuration and physical installation of all components; One complete set of hardware and software documentation for all provided items. Page 2 of 15

3 5. SCOPE OF WORK Required E-Rate Products and Services: Internal Connections Data Distribution Interfaces, Gateways, Antennas Software Voice/Video over IP components as Internal Connections. Interfaces, gateways, and antennas to transport information from telecommunications or Internet access facilities to the individual classrooms or public areas of a library. Software for a server-based, shared voice mail system. Telephone Components Software for server based, VoIP user licenses. Client Access Licenses for eligible software products. Virtualization software that is a server-based, shared product used for an eligible server function. If such a software product is used for or provides substantial functionality that is ineligible, such as archiving, applications, or network management, a cost allocation to remove the ineligible functionalities is required. Centralized components that are an essential element in the transport of telephone services within a school or library. This includes: Private Branch Exchange (PBX) Key System (KSU) Voice Mail Components Wireless VoIP Telephony Equipment In addition, the following features are also eligible: Automatic Route Selection (ARS) E911 Reader Board Voice Compression Module Voice Interface Card The above is not comprehensive but instead a subset of the Schools and Libraries Universal Service Support Mechanism Eligible Services List, Released: October 22, It is the intent of RRISD to maintain and install the VoIP communications and messaging software, servers, gateways, IP handsets, and licensing to upgrade the existing Avaya system to the current Aura solution versions and system capabilities The components list below provides the model number, quantity and description of the products requested Phase I is the hardware, software, licensing and services to support: 1) the migration from PRI to SIP services, and 2) the expansion to an additional Data Center to increase access and resiliency to the telephone and messaging services within the district. Phase I is an enterprise service upgrade that supports all telephone services within the district. Page 3 of 15

4 Phase 1: Location Product Code Description Qty Data Center SOFTWARE SUPPORT COMMUNICATION MGR MODEL SA CM MODEL SA PREF ASBCE R6 STD SVCS YAN UPG ADV ASBCE R6 STD SVCS YAN SS AURA R6.X SE SURV CORE USR PP R6 STD ED SURVIVE CORE USER SW LIC ASBCE R6.2+ STD SVCS LIC ASBCE R6.2 CORE PORTWELL CAD STD ED R6 SYSTEM MANAGER LIC /E DL360PG8 SERVER SESSION MANAGER DL360PG8 SERVER SYSTEM MANAGER PWR CORD USA ASBCE R6.2 CORE EMS SYS SFTW AVAYA AURA SESSION MGR DVD AVAYA AURA SYS MANAGER DVD AVAYA AURA SM6.3.4 RH KCKST NEW DVD 1 Data Center UTILITY TRIGGER REM GATEWAY NEW SITE SOFTWARE SUPPORT COMMUNICATION MGR MODEL DL360PG8 SRVR CM SMPLX AND MID DPLX DL360PG8 SERVER SESSION MANAGER PWR CORD USA AVAYA AURATM R6.3.0 SFTW DVD AVAYA AURATM SYS PLATFORM CD AVAYA AURA SESSION MGR DVD AVAYA AURA SM6.3.4 RH KCKST NEW DVD 1 Phase 1b: Location Product Code Description Qty Data Center CM MODEL ADDITIONS SA CM MODEL SA PREF ASBCE R6 STD SVCS YAN UPG ADV ASBCE R6 STD SVCS YAN ASBCE R6.2+ STD SVCS LIC Page 4 of 15

5 ASBCE R6.2 CORE PORTWELL CAD ASBCE R6.2 CORE EMS SYS SFTW Phase II is the replacement of existing End of Life (EOL) campus gateways and legacy analog/digital phones to IP phones. Phase II should be quoted on a per campus basis with hardware and services defined specific to each campus. Phase 2: Location Product Code Description Qty ADMIN CM MODEL ADDITIONS XX RPLCMNT LINE CORD MM712 DCP MEDIA MODULE RHS A CSU CABLE 50FT RHS G450 MP80 W/POWER SUPPLY NON-GSA CHANNEL DAUGHTERBOARD MM710B E1/T1 MEDIA MODULE - NON GSA IP PHONE 9611G 239 ANDERSONMI SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 68 BLUEBONNET SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 78 BRUSHYCREE SOFTWARE SUPPORT COMMUNICATION MGR MODEL 1 Page 5 of 15

6 XX RPLCMNT LINE CORD IP PHONE 9611G 88 CACTUSRANC SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 97 CALDWELLHT SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 78 CANYONCREE SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 63 CANYONVIST SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD 115 Page 6 of 15

7 IP PHONE 9611G 115 CARAWAY SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 87 CDFMS/BERK SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 186 Cedar Ridge HS XX RPLCMNT LINE CORD IP PHONE 9611G 1 CEDARVALLE SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 123 CHISHOLMTR SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 117 DEEPWOOD SOFTWARE SUPPORT COMMUNICATION MGR MODEL 1 Page 7 of 15

8 XX RPLCMNT LINE CORD IP PHONE 9611G 67 DOUBLEFILE SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 81 DPMS/LOES SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 202 FERNBLUFF SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 87 FORESTCRK SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 80 FORESTNRTH SOFTWARE SUPPORT COMMUNICATION MGR MODEL 1 Page 8 of 15

9 XX RPLCMNT LINE CORD IP PHONE 9611G 71 GATTIS SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 91 GREATOAKS SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 94 GRISHAM SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 96 HWMS/UHES SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 216 Page 9 of 15

10 JOLLYVILLE SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 84 LAURELMT SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 80 MCNEIL SOFTWARE SUPPORT COMMUNICATION MGR MODEL PWR CORD USA XX RPLCMNT LINE CORD MM712 DCP MEDIA MODULE RHS EM200 BRANCH EXPANSION UNIT NON-GSA IP PHONE 9611G 287 OLDTOWN SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 84 PONDSPRGS SOFTWARE SUPPORT COMMUNICATION MGR MODEL 1 Page 10 of 15

11 XX RPLCMNT LINE CORD IP PHONE 9611G 94 PURPLESAGE SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 66 ROBERTSON SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 65 RRHIGH SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 278 RROC SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 54 RVMS/BPES SOFTWARE SUPPORT COMMUNICATION MGR MODEL 1 Page 11 of 15

12 XX RPLCMNT LINE CORD IP PHONE 9611G 238 SPHSANNEX SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 94 SPICEWOOD SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 77 STADIUM SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 36 STONYPOINT SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD MM712 DCP MEDIA MODULE RHS 1 Page 12 of 15

13 IP PHONE 9611G 317 SUCCESS PORT.BLDG SOFTWARE SUPPORT COMMUNICATION MGR MODEL MM714B ANLG 4+4 MEDIA MOD - NON GSA 1 VOIGT SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 88 WAREHOUSE SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD CABLE ASSY B25A 25FT RHS G450 MP80 W/POWER SUPPLY NON-GSA MM716 ANLG MEDIA MOD 24FXS - NON GSA IP PHONE 9611G 132 WELLSBRNCH SOFTWARE SUPPORT COMMUNICATION MGR MODEL XX RPLCMNT LINE CORD IP PHONE 9611G 93 Westwood High School XX RPLCMNT LINE CORD IP PHONE 9611G 1 Page 13 of 15

14 Phase III is the migration to the Avaya Aura Communication Messaging platform. Phase III is an enterprise service upgrade that supports all administrator, staff and teachers within the district for voice messaging and communications. Phase 3: Location Product Code Description Qty Data Center MM MODEL SA MSGING MODEL SA PREF AURA MSG 6 MAINSTREAM 3YAN UPG ADV AURA MSG 6 MAINSTREAM 3YAN MSG R6.X AV STORE SEAT TRACKING MSG R6.X 1 SEAT MAINSTRM NEW MSG R6.X APPLICATION PLUS STORAGE MSG R6.X NEW SYSTEM TRACKING DL360G7 SRVR AA MSG STD STRG DL360G7 SRVR AA MSG HI-CAP STRG SAL STDALN GATEWAY LIC R2 DWNLD PWR CORD USA 3 Data Center SA MSGING MODEL SA PREF AURA MSG 6 MAINSTREAM 3YAN UPG ADV AURA MSG 6 MAINSTREAM 3YAN MSG R6.X APPLICATION MSG R6.X 1 SEAT MAINSTRM NEW MSG R6.X NEW SYSTEM TRACKING DL360G7 SRVR AA MSG STD STRG The Contractor will provide the E-Rate eligible status and percentage of eligibility of all equipment, licensing, services and maintenance provided within its proposal. 6. PRODUCT DELIVERY AND ACCEPTANCE Contractor will provide documentation on each site configuration to signal completion and to begin Testing and Acceptance process. Contractor must provide installation method documentation for all equipment, including mounts, and software RRISD will be given seven (7) days after the Testing and Acceptance documentation is submitted to provide random test connections from the site. Page 14 of 15

15 6.3. Upon acceptance, RRISD will sign the Testing and Acceptance documentation for each site. Payment requests (invoices) will include a copy of the signed Testing and Acceptance documentation Invoices must include a copy of the signed Testing and Acceptance Form. 7. WARRANTY AND MAINTENANCE All materials and service shall be warranted by the Contractor for a minimum of one year from acceptance of the Contractor s work Defects which may occur as the result of faulty equipment, materials or workmanship within one year after acceptance by RRISD shall be corrected by the Contractor at no additional cost This warranty is not an exclusive remedy, and RRISD has recourse to any warranties of additional scope and any other remedies available in law or in equity Maintenance option is to include next business day response time, 8:00 AM to 5:00 PM (current Central Time) Page 15 of 15

Avaya will discontinue the sale of all software licenses and hardware constructs for the Avaya Aura Branch Edition.

End of Sale Announcement for: Avaya Aura Branch Edition Notification Date: March 23 rd, 2010 Avaya will discontinue the sale of all software licenses and hardware constructs for the Avaya Aura Branch Edition.