REQUEST FOR PROPOSAL (RFP) TELECOMMUNICATIONS SERVICES

Transcription

1 REQUEST FOR PROPOSAL (RFP) TELECOMMUNICATIONS SERVICES SUMMIT LEADERSHIP ACADEMY MUSCATEL HESPERIA, CA FEBRUARY 6, 2015

2 TABLE OF CONTENTS 1. SUMMARY AND BACKGROUND PROPOSAL GUIDELINES SERVICE PURPOSE AND DESCRIPTION SERVICE SCOPE REQUEST FOR PROPOSAL AND PROJECT TIMELINE BUDGET BIDDER QUALIFICATIONS PROPOSAL EVALUATION CRITERIA... 7 Page 1 of 8

3 1. SUMMARY AND BACKGROUND Summit Leadership Academy is currently accepting proposals for support of the existing network infrastructure located throughout our 1 location(s). The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair evaluation based on criteria listed herein, and select the candidate who presents the most cost beneficial solution to our needs. Summit Leadership Academy is an Independent School authorized by Hesperia Unified School District, and located in Hesperia CA. We currently have 1 locations, have 27 employees, and serve 190 high school students. Summit Leadership Academy is dedicated to instilling the values of integrity, ethics, and behavior while pursuing high academic standards. 2. PROPOSAL GUIDELINES This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 5pm PST March 26, Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal. Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted. All costs must be itemized to include an explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by Summit Leadership Academy and will include scope, budget, schedule, and other necessary items pertaining to the project. 3. SERVICE PURPOSE AND DESCRIPTION The purpose of this service request is as follows: Summit Leadership Academy telecommunication needs have grown throughout the years. Our current solution, which is an on premise PBX arrangement and broadband provider, has ceased to be cost-effective for our organization. Various costs are associated with our current solutions. In addition, the interaction between multiple consultants and existing Page 2 of 8

4 vendors has caused delays and gaps in service delivery. The expected outcomes of this engagement are listed below: Reduction in cost due to all solutions being packaged together by two vendors under two monthly agreements Reduction in potential service delivery gaps which can result from multiple vendors assuming the other vendor is handling a particular solution Creation of a single reference point for all technical needs Improvement in resolution times by reducing the interactions between consultants Improvement in service to all locations with a dedicated on-site presence at Summit Leadership Academy. Improvement in performance and support because vendor is utilizing solutions they are well versed in supporting As can be seen from the list above, it is the desire of Summit Leadership Academy to reduce risk and cost and at the same time improve service. Service Description: Summit Leadership Academy is seeking a provider to utilize the latest management and security solutions to mitigate risk, improve uptime, and increase performance. These software solutions implemented should be non-intrusive to the end-user and deliver an overall positive experience. At the same time, these solutions must provide an industry standard level of security. The support provided by the vendor must have a detailed SLA policy, with identified penalties for non-compliance. After-hours needs that occur outside of regular business hours need also to be handled by the vendor on an as-needed basis and for emergencies only. Any fees associated with After-hours support need to be clearly identified. Page 3 of 8

5 4. SERVICE SCOPE The scope of this engagement must include any ancillary needs related to the above description. The selected vendor will be put in contact with the existing consultants to acquire the necessary access and base of knowledge required to quickly and effectively support Summit Leadership Academy. The following criteria must be met to achieve a successful Telecommunications Delivery Support o Detailed SLA guarantees with identified penalties o After-Hours support provided on a 24/7 basis for emergency and project needs Category 1 o Cable Modem : 1 Cable modem o Broadband Service: 1 Broadband Service 60 megabyte download 4 megabyte upload or greater. o Fiber: 1 Fiber Internet Service 50/50 megabyte download and upload, or greater. o Interconnected Voice over Internet Protocol: Geo-Redundant Hosted PBX VoIP solution. Minimum of 20 concurrent Call Paths Auto Attendants Ring Groups Hold Music Voic to Efax Call Recording Local Support Interconnect of sites and offices Phone System Web Portal o Local, Long Distance, and 800 service: 800 Telephone Service Unlimited amount of voic boxes Unlimited amount of long distance service. Category 2 o Cabling / Connectors: Approximately 235 Drops, to encompass 30,000sq foot school 4 x Cat5e cable runs from telecommunications room/closet to each classroom. Terminated on a patch panel on designated network rack, and terminated at inside Each Classroom. Page 4 of 8

6 1 x Cat5e cable run from telecommunications room/closet to each classroom. Terminated on individual patch panel on designated network rack and terminated with RJ45 connector at classroom/administration building centrally located for WAP. o Wireless Access Points: Approximately 35 Wireless Access points Wireless access points to be placed in each classroom, and administration building to provide ample wireless signal throughout school. Wireless access points must be able to be managed centrally. o Wireless Controller Approximately one 48 port gigabit Power over Ethernet (PoE) network switch/wireless controller, with capability of 24v and 48v PoE. o Switches: Approximately five 48 port gigabit PoE network switches, Ubiquiti Edgeswitch or equivalent o Routers: 1 Router with Load Balancing, and failover capability. Sonicwall or equivalent. o Firewall: 1 Firewall, Sonicwall TZ105 or equivalent. o UPS: 1 Rack Mountable UPS adequate enough to operate all related network equipment. o Racks: 1 Four Post Network Rack 1 Four Post Network Rack capable of housing: 5 Network Switches 1 Router 2 Modems 1 Wireless Controller 5 48p Patch Panels for network drops 1 48p Patch Panel for wireless network drops. 1 Rack Mountable UPS 1 Tower Server(Rack to Include Shelf for Tower Server) 1 Monitor (Rack to include sliding shelf for keyboard and monitor) Cable Management for all necessary network equipment The selected bidder will be responsible for planning, coordinating, and implementing all solutions prescribed to address the above criteria. All software/hardware/project expenses associated with implementing the above solutions are the responsibility of the selected bidder. 5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE Request for Proposal Timeline: All proposals in response to this RFP are due no later than 5pm PST March 26 th, Page 5 of 8

7 Evaluation of proposals will be conducted on March 26 th, If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified. The selection decision for the winning bidder will be made no later March 26 th, Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by August 1 st, Notifications to bidders who were not selected will be completed by April 17th, Project Timeline: Vendor is expected to implement the agreed upon solutions in their entirety by August 1 st, BUDGET All proposals must include proposed costs to complete the tasks described in the service scope. Costs should be stated as one-time or non-recurring costs (NRC) or monthly recurring costs (MRC). Pricing should be listed for each of the following items in accordance with the format below: Cable Modem NRC MRC Broadband Service NRC MRC Fiber NRC MRC Interconnected VoIP NRC MRC Local, Long distance, and 800 service NRC MRC Cabling/Connectors NRC MRC Wireless Access Points NRC MRC Wireless Controller NRC MRC Switches NRC MRC Routers NRC MRC Firewall NRC MRC UPS NRC MRC Racks NRC MRC NOTE: All costs and fees must be clearly described in each proposal. 7. BIDDER QUALIFICATIONS All bidders must prove, to the best of their ability, their organizations ability to support a network with the size and complexity of Summit Leadership Academy. Industry recognition/awards must be shown, and large account references should be made available Page 6 of 8

8 for Summit Leadership Academy s review. Vendor should have the technical staff to ensure that there is more than a single individual with the capacity to support Summit Leadership Academy s entire network infrastructure for redundancy purposes. Bidders should consider providing the following items as part of their proposal for consideration: Description of experience in planning, building, and supporting organizations like Summit Leadership Academy. List of how many full time, part time, and contractor staff in your organization Industry awards or recognition Testimonials from existing clients Anticipated resources you will assign to this project (total number, role, title, experience) 8. PROPOSAL EVALUATION CRITERIA Summit Leadership Academy will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria: Overall proposal suitability: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience Each bidder must submit 3 copies of their proposal to the address below by March 26 th, 2015 at 5pm PST: Summit Leadership Academy Muscatel Hesperia, CA Page 7 of 8