Raymore Peculiar School District REQUEST FOR PROPOSAL FOR: Cisco Unified Communications Upgrade TAB 1

Transcription

1 Raymore Peculiar School District REQUEST FOR PROPOSAL FOR: General Information TAB 1 Introduction and Intent: Raymore-Peculiar School District is looking to upgrade their current VOIP Service. This document constitutes a Request for Proposal from qualified providers to provide RPSD with the requested upgrade solution. The intent of this RFP is to provide the potential provider with sufficient information to enable them to prepare an acceptable response. Contents: A. Tab 1 General Information B. Tab 2 Network Information C. Tab 3 Upgrade Solution Requirements D. Tab 4 Instructions to Providers E. Tab 5 Scope of Services Checklist F. Tab 6 Completed pricing sheet (please use included form) G. Tab 7 Exceptions Pre-Bid Meeting: There will be no pre-bid meeting for this RFP. Implementation Schedule: The winning Provider will start working with Raymore- Peculiar School District Technology Services as soon as the Contract is signed between the District and Provider. Services shall be ready for acceptance on or before July 1, The Provider cannot bill for any services prior to July 1, IMPORTANT DATES: Bid opening: Friday, May 12th, :00am Location: Administrative Services Center S. School Rd Peculiar, MO Room 121 Bid Due Date: Friday, May 12th, :00 am SUBMITTAL REQUIREMENTS and CONTACT INFORMATION: One original and one (1) copy for a total of two (2) complete sets of the bid must be submitted on or before May 12th, :00 am. Send bids to the following address:

2 Administrative Services Center S. School Rd. Peculiar, MO Technology Department Attn: Ryan Gooding 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 procurement and bidding website: Providers should monitor the website for any updates or cancellations to this RFP. Any verbal or modifications to the RFP shall not be binding upon the District. All questions and inquiries concerning the content of this bid shall be directed to: Ryan Gooding, Director of Technology, ryan.gooding@raypec.org SUBSTITUTIONS: All Providers must provide the requested components specified in this RFP. Bidders can offer equivalent components any substitution must be marked in RED. Any bid that does not have the requested components listed will not be considered. SUBSTANTIAL COMPLETION & LIQUIDATED DAMAGES: The Provider shall ensure start of service on July 1, Failure to have the required service on time due to no fault of the District will result in a $500 per day assessment of liquidated damages. PAYMENT: Provider will need to provide any one-time (non-recurring) costs in their bid. This initial cost will be paid upon a satisfactory service state for all VOIP connections, but not before July 1, There will be no partial payments made prior to project acceptance. Provider cannot bill for any costs (recurring or non-recurring) before July 1, 2017 unless agreed to by the District. The bid is to be signed only by an authorized representative of the bidder who has authority to enter into a contract with the District on behalf of the bidder, such as a President, Vice President, or other corporate officer.

3 NETWORK INFORMATION TAB 2 INTRODUCTION: This section will help the Provider tailor their proposed Upgrade solution to the Districts network infrastructure, and the current VOIP phone system. The Provider will note the use of Cisco Network equipment throughout the District. NETWORK INFRASTRUCTURE: The District utilizes two (2) Internet Connections serviced by MOREnet, a 75mb connection to East Middle School and a 750mb connection servicing the remaining buildings. All WAN connectivity is via 10Gb+ fiber, with Cisco 4500 switches at the building core level. The District utilizes Cisco Catalyst 2960X PoE+ switches in edge closets. This is current as of April 18, The District upgrades network equipment on an as-needed basis, thus the District may install different Cisco equipment in the future. The Provider s upgrade solution MUST work with the above equipment. 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 upgrade solution. The District utilizes VLANs to separate data traffic. The Provider s solution will become part of the current Voice VLAN. CURRENT VOIP SYSTEM: There are currently 387 VOIP lines and 72 ATA ports. Equipment in use: Cisco 6921 Cisco 7911 Cisco 7912 Cisco 7936 Cisco 7940 Cisco 7941 Cisco 7942 Cisco 7960 Cisco 7962 Cisco Cisco MCS 7800 UCS c220m3 2 3 rd party SIP Devices Cisco ATA C2900 Gateway C2951 Gateway 16 VG202 The current VOIP system uses the Districts Internet Connection. The Providers solution MUST be able to utilize the current connection; a dedicated VOIP connection will not be considered.

4 TAB 3 UPGRADE SOLUTION REQUIREMENTS INTRODUCTION: This section outlines the specifics that the District will require from the Provider. 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. OBJECTIVES: Provider will provide qualified resources to support the following objectives: IP Telephony: Upgrade existing Cisco Unified Communications Manager (CUCM) version 7.1 telephony infrastructure to version Messaging: Upgrade existing Cisco Unity Connection (CUxN) version 9.1 voice messaging application to version : Upgrade existing Cisco Unified Emergency Responder (CER) 7.1 to Cisco Unified Emergency Responder 11.x Attendant Console: Install Cisco Unified Attendant Console Advanced version 11.x. All upgraded applications will be deployed as virtual machines on new Cisco Business Edition 6000 (BE6K) servers. SERVICES: The upgrade shall provide the following: Must be compatible with the current District Infrastructure as outlined in TAB TWO. The system must support E911 Service from any building location. The District will utilize VOIP system for all inbound, outbound, local, long distance, and toll free calls. 4-digit dialing will be required between in-district VOIP. Caller ID service. Cisco licenses for 425 phones. Must provide Voic for 675 users. Integration of 540 Voic to (Gmail) will be required. Service must provide a solution to current fax/security/fire/elevator analog lines. Must be fully redundant. Provider will ensure proper equipment is in-place in case of server or other equipment failure. District will be responsible for ensuring redundancy on Internet pipeline. Portal for designated staff members to make changes to the operation of their phone and/or Voic (such as Voic to 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 phones. 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.

5 Solution should allow access to reporting and tracking of phone calls. Ability to set up automated attendant/call distribution on selected lines, such as Technical Services, Food Services, Finance, etc.

6 TAB 4 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. PROVIDER REQUIREMENTS: Provider is a Cisco Gold Partner Provider agrees to assign Cisco Master Certified personnel to project Provider has local resources to assist in ongoing service support 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 Tuesday, May 2, 2017 at 12pm. 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. Any questions during the above dates will be answered with an addendum on the next available District working day. It will be the responsibility of the Provider to check the website daily for posted Addendums. RPSD 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 is not required to pay Federal Excise Taxes and Missouri and local retail sales and use taxes (except Resale Items ). Tax exemption certificates will be provided upon request. 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.

7 MODIFICATION OR WITHDRAWL OF BIDS: Bid proposals may be modified or withdrawn by written notice received by the Technology 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 (or portions) to more than 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 by May 31, 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 Cass, Missouri and the City of Peculiar, Missouri and the policies and procedures of the Raymore-Peculiar 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.

8 REFERENCES: Providers are required to submit 2 references from past VOIP projects, preferably projects completed at public schools within the past 3 years. CISCO UNIFIED COMMUNICATIONS UPGRADE 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 Raymore-Peculiar School District Signature Date

9 TAB 5 SCOPE OF SERVICES CHECKLIST CHECKLIST Review and Assess Review existing Cisco Unified Communications (UC) environment, including: Call control (Cisco Unified Communications Manager) Messaging (Cisco Unity Connection) Emergency Responder (Cisco CER) Voice and analog gateway IOS Confirm software, hardware, and licensing required to support the upgrades Design Develop Implementation, Test, and Risk Mitigation plans (as appropriate) Review the Design, Implementation, Test, and Risk Mitigation plans with the customer Require Customer s acceptance of plan(s) prior to implementation Implementation: Pre-Cutover Provider will upgrade one (1) Cisco 2951 ISR Gateway router in the East Middle School to the latest stable15.x release of IOS code. This will be a bridge upgrade meaning the existing MCS servers will be utilized for an interim upgrade to a version of code where the appropriate backup and restore procedure can be utilized on the new BE6K server hardware to get to the newer version of software installed and operational as listed above. Implementation: Application Installations & Upgrades The customers running UC applications will be upgraded to the latest version of code appropriate for their environment. The upgrade will be performed over one (1) system cut during a scheduled outage/maintenance window. Perform Cisco Unified Communications Manager (CUCM) and Cisco Emergency Responder (CER) bridge upgrades: o Perform a full system backup of the current environment. o Upgrade the existing version of CUCM and CER applications o The Provider Engineer will follow the Cisco recommended steps to perform the bridged upgrade from old hardware to new. o Perform Unity Connection upgrade to latest stable release of 11.5 available on new hardware. o Install the Cisco Unified Attendant Console Advanced version 11.x server and High Availability (HA) server o Install the new Attendant Console application on three (3) workstations o Train Attendant Console users on use of new version of this application All upgraded applications will be deployed as virtual machines on new Cisco Business Edition 6000 (BE6K) servers. Implementation: Post Cutover Support Test and remediate as required Provide Day One technical support for the new UC system after cutover o Triage and resolve system(s) issues o Document issues identified and resolved o Transition support to the customer s IT support personnel o Provide post-migration, on-site UC support (1-person for 1-day) o Complete knowledge transfer Does your service meet the criteria below YES NO Additional Information (if needed)

10 Service must be compatible with current District network Infrastructure, utilizing Cisco equipment Service must provide Portal for system administrators Service must be able to integrate Voic with District system (GMail) Service must support E911 functions from any location Service should allow access to reporting and tracking of phone calls Service shall allow 4-digit dialing to in-house phones Service should support automated attendant/call distribution on designated lines Service should provide all requirements listed in TAB 3 Upgrade Solution Requirements I have read and will abide by this portion of the BID component Scope of Services Checklist for the Raymore-Peculiar School District Signature Date

11 COMPLETED PRICING SHEET TAB 6 Part # Description Qty. Ext. Sale Price BE6M-M4-K9 Cisco Business Edition 6000M Svr 2 BE6K-SW-10X11X-K9 Cisco Business Edition Software App Version 10.X 11.X 2 CAB-9K12A-NA Power Cord 125VAC 13A NEMA 5-15 Plug North America 2 CIT-CPU-E52630D 2.40 GHz E v3/85w 8C/20MB Cache/DDR4 1866MHz 2 CIT-HD300G10K12G 300GB 12G SAS 10K RPM SFF HDD 12 CIT-MR-1X162RU-A 16GB DDR MHz RDIMM/PC /dual rank/x4/1.2v 4 CIT-MRAID12G Cisco 12G SAS Modular Raid Controller 2 CIT-MRAID12G-1GB Cisco 12Gbps SAS 1GB FBWC Cache module (Raid 0/1/5/6) 2 CIT-PSU1-770W 770W AC Hot-Plug Power Supply for 1U C-Series Rack Server 2 R2XX-RAID5 Enable RAID 5 Setting 2 VMW-VS6-HYPPLS-K9 Embedded License Cisco UC Virt. Hypervisor Plus 6.x (2-cpu) 2 CON-SNTP-BE6M4M4K SNTC-24X7X4 Cisco Business Edition 6000M Svr (M4) E 12 Months 2 EMRGNCY-RSPNDR Emergency Responder Electronic or Physical Software Delivery 1 ER-7.X-OR-EARLIER For upgrade from CER 7.X or earlier 1 ER11-USR-1-UPG EMRGNCY RSPNDR USR LIC 1 PHN UPGD TO 11X FROM 9X OR EARLIER 500 ER11.5-SW-UXX-K9 EMRGNCY RSPNDR 11.5 SW UPGD 7X OR 80 1 CON-ECMU-EMRGNCY SWSS UPGRADES EMRGNCY RSPNDR 12 Months 1 CON-ECMU-ER11USRG SWSS UPGRADES RSPNDR USR LIC 1 PHN UPGD TO 11X FROM 9X 12 Months 500 L-CUAC11X Cisco Unified Attendant Consoles 11.x 1 L-CUAC11X-ADV Cisco Unified Attendant Console Advanced 11.x Lic 2 L-CUAC11X-ADV-HA Cisco Unified Attendant Console Advanced 11.x Server HA 1 CON-ECMU-LCUVAC1L SWSS UPGRADES Cisco Unified Attendant Console Advanced 12 Months 2 CON-ECMU-LTCUAC11 SWSS UPGRADES Cisco Unified Attendant Consoles 11.x 12 Months 1 R-CBE6K-K9 Cisco Business Edition 6000-Electronic SW Delivery-Top Level 1 BE6K-PAK Cisco Business Edition PAK - Single Fulfillment 1 BE6K-SW-10.X Business Edition 6000 v10 export restricted software 1 EXPWY-VE-C-K9 Cisco Expressway-C Server Virtual Edition 2 EXPWY-VE-E-K9 Cisco Expressway-E Server Virtual Edition 2 JABBER-DESKTOP Jabber for Desktop for PC and Mac 469 JABBER-DSK-K9-RTU Jabber for Desktop Right to Use 1 LIC-EXP-AN Enable Advanced Networking Option 2 LIC-EXP-E Enable Expressway-E Feature Set 2 LIC-EXP-E-PAK Expressway Series Expressway-E PAK 1 LIC-EXP-GW Enable GW Feature (H323-SIP) 4 LIC-EXP-SERIES Enable Expressway Series Feature Set 4 LIC-EXP-TURN Enable TURN Relay Option 2 LIC-SW-EXP-K9 License Key Software Encrypted 4 SW-EXP-8.X-K9 Software Image for Expressway with Encryption Version X8 1 UC-8.X-OR-EARLIER Version 8.x or Earlier 1 UCM-10X-ENH-UCL BE6K UCM 10X Enhanced User Connect License Single 425 UCM-10X-ESS-UCL BE6K UCM 10X Essential User Connect License Single 60 UPG-6K-ENH BE6000 Enhanced UCL - GCSC SW Upgrade 425 UPG-6K-ESS BE6000 Essential UCL - GCSC SW Upgrade 60 CON-ECMU-RCBE6KK SWSS UPGRADES Cisco Business Editi 12 Months 1 CON-ECMU-UCMENHUC SWSS UPGRADES BE6K UCM 10X Enhance 12 Months 425 CON-ECMU-UCMESSUC SWSS UPGRADES BE6K UCM 10X Essenti 12 Months 60 R-UNITYCN11-VUP-K9 Upgrade and Migration from Unity or Unity Cxn to Unity Cxn11 1 UNITYCN11-PAK Unity Connection 11.x PAK 1

12 Part # Description Qty. Ext. Sale Price UPG-UCXN11-USR Upgrade Unity 4.x or later or UnityCxn 1.x to UnityCxn 11.x 600 CON-ECMU-RUNITYVU SWSS UPGRADES Upgrade and Migration from Unity or Unit 12 Months 1 CON-ECMU-UPGUCXNR SWSS UPGRADES Upgrade Unity 4.x or later or UnityCxn 1 12 Months 600 Design, Installation and Implementation Services TOTAL I have read and will abide by this portion of the BID component Completed Pricing Sheet for the Raymore-Peculiar School District Signature Date

13 Exceptions: Tab 7: