Gladstone Area Public Schools Request for Proposals. VoIP Phone System 2016

Transcription

1 Gladstone Area Public Schools Request for Proposals VoIP Phone System 2016 The Gladstone Area School District is accepting bids for design and installation of a new VOIP Phone System Bids shall be received on or before May 11, 2016, 3pm EST at Gladstone Area Schools Attn:VOIP 400 S 10 th St. or bdoyen@gladstone.k12.mi.us (must confirm receipt) Bid specifications can be obtained from and from Brad Doyen, Technology Director, Gladstone High School, 2100 M-35 Gladstone Gladstone Area Public Schools 400 S 10 th St April 19, 2016 PAGE 1

2 1. GENERAL OVERVIEW: The Gladstone Area School District (owner) is accepting bids for design and installation of a new VoIP Phone System that will provide service to the following buildings : Campus 1 Campus 2 Campus 3 High School 2100 HWY M-35 Jr High School 300 S 10 th St Cameron Elementary th St Public & School Library 300 S 10 th St J.T. Jones Elementary 400 S 10 th St Business/Supt. Office 400 S 10 th St The phone system will be centralized at the Gladstone High School Room 198, where the existing Lucent Definity and Intuity phone and voic systems are currently located. The current system communicates over two separate T1 circuits to the other campuses, whereas, the new system will communicate over the data network infrastructure, via existing dark fiber (traffic is already routed and switched between the other campuses). A d-mark is located at each campus, along with a MDF, and additional IDFs within Campus 1 and 2 where connections will be made. All voice traffic will be segregated on a separate vlan for all campuses (QoS and Vlan configuration on network switches, routers, and the AD dhcp server (if applicable) will be the responsibility of the owner (or delegated party), and will be setup to coincide with the on-site project work start date. An applicable ip range for phones will be specified. The dhcp server is located within Campus 1. Any programming necessary on the handsets is the responsibility of the vendor. If alternative means is deemed necessary for providing dhcp to phones, the vendor will work with owner s staff to provide the most viable solution. There are currently 257 extensions programmed. Not all extensions have voic , not all voic s have handsets, and some extensions do not have handsets. Programming mentality will change in the design of the new system for those personnel with extensions in multiple locations (whereas one vm box may be utilized for multiple extensions vs the current system design of one vm per extension). Specify cost per voic or device and total allotment within bid. The overall number of supported extensions and/or devices and vm boxes for the system must be scalable above 250 for each. 2. Cabling: Existing data cabling and terminations will be utilized in all classroom locations and secretarial/principal offices for connection of the new handsets. Many locations will require the use of the integrated gigswitch within the handsets since only one sufficient data cable may be in the location for the handset and computer connection (the owner will provide the Cat6 patch cables). In areas where sufficient data cabling is unavailable (due to length, or where there is currently only a phone and not a computer or data-connected device), an analog converter or alternative equipment ex:(poe injector) will be required with a basic handset. List the cost of this optional equipment in the bid, as there are a select number of locations where this equipment may be required. The Campus 3 alarm panel will require a new data cable run (owner will provide Cat6 cable), vendor will run, punchdown and terminate cable on the Alarm Panel and existing MDF patch panel (owner will provide patch cable to the network switch). New programmed POE switches will be in existing MDF/IDF rooms, where existing cabling will need to connect to select switch ports to provide poe to the new voip handsets/pcs connected through these. The owner will have ports ID d in each room for phone/pc use. PAGE 2

3 3. Basic Features: -Call routing based on auto-attendants and multiple schedules (days/hours) within each main building. -Detailed reporting for all extensions and handsets (including all incoming/outgoing calls, event times) -Dial by name directory, Voic access (off-site) availability via dial-in. -Internal and External Caller ID (see also e911 section). 4. System Requirements: The new system must connect to the PRI and existing circuits (not PtP T1s). Equipment (programming included) must also be provided to have the capability of connecting to a pure incoming VOIP solution (in the event the circuit contract is migrated prior to the end of the project completion date or future). At the time of the writing of this proposal, the PRI and POTS lines vs a pure VOIP with POTS lines solution was still being analyzed, as the existing PRI is under contract until 6/30/2018. All existing direct dial incoming numbers 789-xxxx and 428-xxxx at each building(including main building lines, fax, and attendance lines, office, and personnel level) shall remain the same when calling in to the district from any outside line. Internal four digit extensions should remain the same, if setup allows. Existing extensions beginning with 7xxx are not available to dial in from outside the district (capable of internal dial, and dialing out calls (including 911) only) functionality on those extensions shall remain the same (at a minimum). Overall new system functionality will meet or exceed existing in all aspects. Auto-attendant menus must be an option for each building/main number, (including the attendance voic lines). 5. Alarm Panels: All alarm panels (one at each campus) must be tested and fully functional (capable of auto-dialing the outgoing number necessary to reach the alarm monitoring service). Configuration must be in place in the event of a power outage, that the alarm panel can still dial the outgoing number. If using bridges, converters, and/or alternative equipment, it must be specified in bid. If the alarm lines will bypass the system, the vendor is responsible for providing all required connections, terminations, configuration, programming, and any other labor to satisfy the requirement of a fully functional and tested alarm line per the specifications listed. Campus 3 will require new data cabling and termination at the alarm panel and MDF. In the event that panel programming is required that is out of the scope of the phone system vendor, the local support company that has serviced the panels previously will be utilized at the expense of the vendor (contact information must be obtained from the owner). Documentation must be presented from the alarm monitoring company(s) certifying the panel dials properly to their facility. 6. Handsets: All Handsets must have the following features (except basic phone-only locations): -IP 802.3af POE Handsets with built-in VLan auto-sensing Gigabit (or better) network switch to provide data to the daisy chained-connected computer (phone & computer are on separate vlans via 1 wall jack) -Extension Display, Voic Indicator, Speakerphone, Hold, Mute, Transfer, Forward, Redial, CallerID -Wall-mount (if mount is optional or additional cost, specify in bid) Secretarial, Principal, and Administrative Handsets (32+): will include 6 or more line/programmable buttons, LCD/LED backlit display with Caller ID: Shoretel IP560g, Zultys 37g, Equivalent or Better. -It is preferred that handsets in classrooms are of the same general design as those administrator sets (a reduction of features such as programmable buttons, and screen size is expected). The Vendor will provide multiple options for handsets with a breakdown of functionality, knowing that in all areas (besides the phone-only locations), will require the integrated gigabit network switch per above spec. -In phone-only locations, basic handsets may be used as specified below Basic Handsets (phone-only locations) (possibly 6+): Shoretel IP115, Zultys 33i Equivalent of Better PAGE 3

4 7. Reference & Building Maps: Building and phone location maps and existing billing will be shared with vendor upon request. Maps will be available for download from Below indicates the existing main building numbers (906). The full extension list will also be provided Campus existing extensions Campus 2 97 existing extensions Campus 3 40 existing extensions High School 2100 HWY M-35 Jr High School 300 S 10 th St Public/School Library 300 S 10 th St J.T. Jones Elementary 400 S 10 th St Business/Supt. Office 400 S 10 th St Cameron Elementary th St Main: Office Fax: Attendance: Athletics: Athletics Fax: Main: Office Fax: Attendance: Main: Office Fax: Main: Office Fax: Main: Office Fax: Main: Office Fax: & E911: Each campus shall have programming/equipment in place to fail-over to Pots in the event of a system outage for 911 calling. The system must fully satisfy the requirements of federal and state laws, including Michigan e911 legislation per extension and physical handset locations, building/location/exit (name, extension, and other site information based on the specific handset s physical location of where 911 was dialed). Must be fully tested and certified (including written proof of compliance provided from the Delta County Central Dispatch) by the project completion date. 9. Fax Lines: All Fax machines must remain on their same analog number, and be tested and fully functional over no less than ten send and ten receive actions from outside the district of multiple pages, including at least one send and receive to and from one long distance number. If using bridges, converters, and/or alternative equipment, it must be specified in bid. If it is determined that in order to satisfy the tests, the fax lines must bypass the system, the vendor is responsible for providing all required connections, terminations, configuration, programming, and any other equipment or labor to satisfy the requirement of a fully functional and tested fax machine per the specifications listed (if additional lines are required from the provider, district personnel will work with the vendors on a viable solution). Specify a digitized/ fax system capability (if applicable) and associated equipment w/programming in optional section. 10. Non-Proprietary Server Hardware (if applicable): In the event that a server and/or non-proprietary hardware is required (ex: Windows 2012r2 Server), the hardware itself, and the necessary equipment specifications (hardware and software) will be included as a separate line in the required section, as the owner may choose to provide this hardware (including necessary Microsoft license) to the vendor (specific configuration still by the vendor). -The vendor shall provide a cost for the server hardware (if applicable) and it shall have redundant power supplies, and RAID1 or RAID5 hardware mirror configuration (RAID5 is preferred). If virtual platforms are an option, please specify vendor and specifics vs stand-alone hardware. PAGE 4

5 11. Vendor System Specifics - Provide to Owner: Overall snapshot of the system design (number of users, voic boxes, extensions, lines, simultaneous calls from each campus, faxes, devices supported at each campus/building). Specify what licenses entitle the owner to (functionality and term of license/perpetual and process of adding licenses), including any annual fees required to maintain support. Hardware and software (mean time between failure), overall operability required (ex: how frequent software and/or firmware updates are required to remain in compliance and under support), how frequent are system reboots (always-on vs what would warrant a reboot or power cycle). Specifics shall be submitted, highlighting the overall function of the system (hardware switch based vs server based vs software vs), call handling in all campuses, etc. Redundancy options (including 911) in the event of a failure of pri, fiber between campuses, power failure, failure of dhcp server located at Campus 1, failure of connection between buildings, etc. Details shall include what functionality or service will be lost, and what equipment or redundancy could be implemented to prevent loss of service (or percentage of). Full independent campuses are not expected in the bid due to PRI location, but specific redundancy scenarios can be specified in the optional section. A detail of call handling from each building and campus (incoming, outgoing, inter-district), including in the event of a power outage must be specified. Detail what information you will need to complete a successful implementation that provides full e911 compliance (Emergency Exit Plans for each building will be provided). In the event that additional capacity is needed in the future (building addition, classroom redesign), list some examples and costs associated with increasing overall capacity within each campus by 1/ Redundancy & Fail-over, Backups: A battery backup will be provided by the owner for the systems equipment in each MDF/IDF. If additional backup is required in any other locations, please specify where this is required. Gateway redundancy is required in the event that if the pri or hardware were to fail at Campus 1, only a partial outage of some of the capacity of incoming or outgoing phone calls be interrupted (incoming calls to the building numbers must remain operational, and outgoing calls from those locations including 911). Equipment and configuration must also include 911 fail-over to pots (at each campus) in the event the phone system or pri fails. The bid must also include equipment and configuration cost for a hot or redundant spare phone switch that phones will fail-over to in the event of a failure of a phone switch at each campus (if applicable). Specify this within the Optional Equipment section of the bid. Complete documentation and backup of the entire system and all hardware/software configurations shall be given to the owner upon project completion (after all initial configurations input and complete). Weekly backups will be scheduled for any applicable configurations or database that will be modified at least once per year, with backups set to not over-write until after the third month. PAGE 5

6 13. Preferred Features To List (availability & additional cost if any): Software and Hardware support for 1, 3, 5 years respectively (list specifics for each term) Desk phone to cell phone twinning and call forwarding (including to outside-the-system numbers) synchronization (Gmail) IPv6 compatibility of entire system (specify for all hardware, software, handsets) Capability of the system to send an automated alert message to select phone numbers (including outside the system/mobile), text, or s in the event there is a 911 call placed from any location within the district (alert will specify what handset called 911, length of the call, and when the event occurred). *Bidder will include a separate labor line for the physical placement, labeling, and testing of handsets. 14. Training, Documentation & Testing: Vendor will provide office, administrators, principals, and teacher trainers with initial on-site hands-on training specific to their position/handset and functions after the system is operational, and will provide training materials specific to our environment for the remaining staff to access via the district website or applicable shared workspace. Documentation of the entire system, components, addresses and settings will be provided. High level administrator training will be provided to district technology personnel. Along with full documentation of the system and all components/serial numbers/ip addresses/warranties/licenses etc. Final tests of the system will certify proper functionality of all coverage paths, auto attendants, incoming calls, outgoing calls, voic , caller id, and Dates Completion & Cut-Over: All building level numbers, including direct dial numbers of the offices, principals, administrators, and alarm lines must remain active and in service during the project work. Actual down time of the entire system shall not exceed one business day at each campus for the cut-over and testing of the system. All building level numbers, including direct dial numbers to the secretarial offices, principals, faxes, administrators (athletic director, maintenance director, technology director, food service director) and alarm lines must be active and fully functional with voic by August 1, 2016 (training prior to 8/6). All Classroom Phones must be operational by start of business August 29, 2016, teacher leader training prior to the start of the school year. It may be optimal to place new office/admin phones side-by-side with existing phones (to allow users to customize their preferences, voic , training etc), until the cut-over date and final placement. The vendor is expected to be onsite for the cutover to the new system (likely to happen after business hours), in which a schedule will be agreed upon as the project progresses. PAGE 6

7 16. Optional Features (list availability & additional cost if applicable): Redundant/ hot spare phone switch (if applicable) at each campus In the event of a fiber break between Campus 1, and either Campus 2 or Campus 3, specify costs associated with equipping those locations with capability of making outgoing calls (specify both nonemergency & emergency configuration). Web portal access to voic including all aspects of setup (ssl certificate full config/documentation) Wifi handsets (including specifics in regards to programming needed to ensure reliability) Wireless headsets (specify compatible handsets & price of headset) - without a physical lifter Meeting integration for sharing electronic content via computer/phone system/polycom type conference Equipment and programming necessary to provide integration in to the CareHawk PA system/controls currently in place on Campus 2 and Campus 3 (display notification on phone in the event of lockdown/drills etc). Equipment and programming necessary to provide integration in to the Dukane PA system/controls currently in place on Campus 1(display notification on phone in the event of lockdown/drills etc). Digitized fax (via ) system for incoming/outgoing faxes (Gmail) Possible future inter-operability between other districts on the Merit Fiber ring Equipment (not including internet firewall routers) and programming to connect the Gladstone School Bus Garage 1206 Railway Ave, Gladstone MI as an additional campus to this phone system (Bus Garage is currently under contract with an ATT Uverse internet connection). 17. Additional Bid Instructions: All bid prices shall remain in effect for not less than 120 days from the bid due date. Leasing options may also be included, but are not preferred. The owner reserves rights to reject or accept any bid. All prices shall include shipping (if applicable), and will be indicated as a separate line within the bid. If there is limited availability of hardware, please specify a timeline of arrival if it may impact timing or s.o.w All sealed bids will be either ed w/confirmed receipt to bdoyen@gladstone.k12.mi.us OR two paper copies sent to 400 S 10 th St Attn: VOIP, Gladstone MI At least three references of prior work, two of similar scale or larger completed within the last 24 months. Include a material list with pricing of all components for the base proposal, including labor. Vendor shall also provide an optional upgrade list derived from the optional section (all items must be addressed). Please indicate if items listed within the optional upgrade section were not part of the optional section within the proposal, but are options from the vendor that can be applied to the system. Payment options to be included in the finalized contract and scope of work. Full amount of payment to be made upon successful completion and compliance of specifications within the contract, rfp and after final acceptance of the system by the technology director and representatives from the owner. PAGE 7

8 Proposal Guideline: Required Items BIDS DUE MAY 11, 3pm EST -Vendor is encouraged to use their own bid form to include the following - Vendor Information -References (3 references, two of similar scale or larger, completed within the last 30 months) -Pricing Summary Scope of Work Manufacturer Specific Contractual Agreements -Detailed Bid of Material List, Pricing and Availability -Detailed List of Labor - (Separate Line for Placing Handsets) -Detailed List of Preferred Features Section -Detailed List of Optional Equipment Items with Pricing -Availability & Responses to Optional Features Appendices - Required Forms: Iranian Economics Sanction Form (Michigan Public Act 517) Affidavit Familial Relationship Item Description Qty Unit Cost Total Shipping: 2100 Hwy M35, Additional (specify details) Total PAGE 8

9 IRAN ECONOMIC SANCTIONS CERTIFICATION OF COMPLIANCE - IRAN ECONOMIC SANCTIONS ACT Michigan Public Act No. 517 of 2012 The undersigned, the owner or authorized officer of the below-named contractor (the Contractor ), pursuant to the compliance certification requirement provided in the Gladstone Area School Distrtict (the School District ) Request for Proposal, hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an Iran linked business within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the Act ), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an Iran linked business at any time during the course of performing any services under the contract. The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250, or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to provide a proposal on a Request for Proposal for three (3) years from the date it is determined that the person has submitted the false certification. Name of Company Signature of Authorized Representative Name of Authorized Representative Title of Authorized Representative Date

10 NOTARIZED FAMILIAL and RELATIONSHIP DISCLOSURE AFFIDAVIT (Return completed and notarized form with proposal) Pursuant to MCL , a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the offeror and any member of the Gladstone Schools Board or the Gladstone Schools Superintendent must be accompanied with the proposal. Proposals without this disclosure statement will not be accepted. The members of the Gladstone Schools Board are: Steve Tackman, Steve O Driscoll, Henry Knoch, Linda Howlett, Tom Harrell, Jesse Seger, Eric Thompson, and the Gladstone Schools Superintendent is Jay Kulbertis. Further, the undersigned, the owner or authorized officer of (the Contractor ), pursuant to the Familial and Relationship Disclosure requirement provided in the Gladstone Schools (the School District ) Request for Proposals for Voip Phone System 2016, hereby represents and warrants that, except as provided below, no business or other relationship exists between any owner, officer, director or administrator of Contractor, or any employee of Contractor who is involved in this procurement and contracting process, and any board member, administrator or employee of Gladstone Schools, or any family member of any board member, administrator or employee of Gladstone School, including, but not limited to an employment, service, or other ownership or business relationship. As used herein, family member means a person s spouse or spouse s sibling or child; a person s sibling or sibling s spouse or child; a person s child or child s spouse; or a person s parent or parent s spouse, and includes these relationships as created by adoption or marriage. Contractor further warrants and agrees that if any such relationship is establish after submission of the Proposal or after entering into the contract with Gladstone Schools, Contractor shall immediately disclose the type and nature of such relationship to Gladstone Schools in writing. The following are the familial relationship(s): Owner/Employee Name Related to: Relationship Attach additional pages if necessary to disclose all familial relationships. There is no familial relationship that exists between the owner or any employee of the offeror and any member of the Gladstone Schools Board, or the Gladstone Schools Superintendent. There is no familial relationship that exists between the owner, officer, director or administrator of Contractor, or any employee of Contractor who is involved in this procurement and contracting process, and any board member, administrator or employee of Gladstone Schools, or any family member of any board member, administrator or employee of Gladstone Schools. The undersigned, the owner or authorized representative of offeror (insert name) does hereby Represent and warrant that the disclosure statements herein contained are true. Print Name Signature of Offeror Representative Title STATE OF MICHIGAN ) ) ss COUNTY OF ) This instrument was acknowledged before me on the day of, 20, by. County, Michigan Notary Public My commission expires: / / Acting in the County of: