Livingston Parish Public Schools Excellence in Education! 13909 Florida Boulevard P.O. Box 1130 Livingston, Louisiana 70754-1130 Phone: (225) 686-7044 Fax: (225) 686-3052 Website: www.lpsb.org John Watson Superintendent Rick Wentzel Assistant Superintendent Thomas Cothern Assistant Superintendent Date: February 12, 2015 To: Telecom Service Providers From: Robert Logan Director of Technology robert.logan@lpsb.org RE: RFP for Telecom Services for E-Rate Year 18 (2015-2016) Deadline: 12:00 PM March 13, 2015 1. Scope Livingston Parish School Board (LPSB) is seeking proposals from qualified service providers (Vendor) for Telecom Services provided throughout the school district. This acquisition shall be for a service contract according to the specifications set forth herein and will apply to E-Rate funding Year 18 (2015-2016). This procurement is a request for proposal (RFP) pursuant to La. R.S. 38:2237. Proposals submitted by the vendor must also comply with the competitive bidding requirements of the Schools and Libraries Division of the Universal Service Administrative Company. 2. Liability The LPSB is not liable for any costs incurred by prospective vendors responding to this RFP. Costs associated with developing the proposal, preparing for presentations, and any other expenses incurred by the vendor remains the responsibility of the vendor. Issuance of this RFP in no way constitutes a commitment by the LPSB to select a vendor and/or purchase the products/services. At its discretion, The LPSB reserves the right to accept or reject any or all proposals submitted, to waive any irregularities or informalities in any proposals, to be the sole judge of the merit and qualifications of products and services being offered, to adjust quantities, and to accept proposals it deems to be in the best interest of the School System. Acceptance of any proposal and the resulting purchase is dependent on the Livingston Parish School Board approval, E-Rate funding, and appropriation of funds by the LPSB. The Livingston Parish School Board will, at its discretion, strongly consider the vendor submitting the best proposal that complies with this RFP for a potential business agreement. The LPSB reserves the right to change the schedule of events or amend this RFP by an addendum issued up to five business days prior to the date set for receipt of proposals. LPSB also reserves the right to cancel or reissue this RFP. Telecom Services RFP TS-Y18 updated 2-18-15 Page 1 of 7
3. Vendor Qualifications In order to submit a proposal, the vendor: Must be registered as a service provider with the Schools and Libraries Division (SLD), have a Service Provider Identification Number (SPIN), have a current Service Provider Annual Certification Form (SPAC) on file with the SLD, and comply with all SLD service provider requirements. Must be a green light company and be in good standing with the SLD. The provider must immediately notify the LPSB in writing should the status change at any time during the bid process or project period. Must have highly qualified staff that can provide training and support in a timely manner. 4. Intent to Submit All prospective proposers must email Robert Logan, robert.logan@lpsb.org, stating the vendor s intent to submit a proposal. The words, INTENT TO SUBMIT A TELECOM PROPOSAL should be typed in the subject. Any amendments and/or addendums issued by the LPSB will be posted on the LPSB E-rate website. http://www.lpsb.org/community/business_department/purchasing_information. Vendors not adhering to these instructions may be subject to disqualification without further consideration. 5. Submission Proposals must be received by 12:00 PM (noon) on Wednesday, March 18, 2015 and must be identified as Response to Telecom Services RFP TS-Y18. While mailed submissions will be accepted, Email is the preferred method. Vendors are solely responsible for timely submission. Failure to meet this deadline will result in a No Score rejection. LPSB is not responsible for any vendor delays or miscommunications. All proposals must be submitted to: Robert Logan, District Technology Director Livingston Parish Public Schools P O Box 1130 13909 Florida Blvd Livingston, LA 70754 robert.logan@lpsb.org All questions must be submitted via Email with the subject line of Telecom Services Clarification. All questions must be received by the deadline as stated in the Calendar of Events. All questions and answers will be shared with all vendors via posting on the website listed above in section 4. It is the responsibility of all vendors to monitor the website for all RFP related documents. Attempts by any vendor to contact the LPSB in any fashion other than the contact listed above may be viewed as an infringement on the impartiality of the procurement process and may result in the vendor being disqualified. Calendar of Events 470 Submitted February 12, 2015 Questions Deadline March 5, 2015 Proposal Due March 18, 2015 Evaluation - Scoring March 19-20, 2015 Notification of Selection March 23, 2015 471 Submission Deadline March 26, 2015 Service Begins Upon SLD Approval and/or Board Initiative Telecom Services RFP TS-Y18 updated 2-18-15 Page 2 of 7
6. Evaluation Procedures Proposals will be objectively evaluated by a qualified team using the table below. The LPSB will notify all vendors via Email once a vendor has been selected. Engaging into a formal purchase agreement is contingent upon the appropriation of funds by the LPSB and the SLD, and approval by the LPSB. Price Erate Items (Primary Factor) 30 Ability to meet requested specifications 25 Qualifications and Prior Experience 20 Proximity of Provider/Support to District 15 Price Other Costs 5 References 5 Total Possible Points 100 7. Services Requested The LPSB reserves the right to purchase all, none, or part of any of the services listed below. For each item, proposers must clearly identify eligible and ineligible services. Any equipment requested must be new. The LPSB will consider month-to-month or multi-year contracts with options for renewal. The LPSB will allow Louisiana State Contracts to be submitted provided that full copies are included. Note: Each item below must be quoted separately. Note: All proposals including VoIP services must include, within the proposal, clear documentation that the services being proposed will: Deliver all 911 calls to the local emergency call center. Deliver the correct call-back number and location information where the emergency call center is capable of receiving it. Deliver caller identification options that provide the name of the school or department and telephone number. Item 1: Telephone Service: All POTS (currently billed as residential lines). Current level of service is approximately 400 phone lines delivered to 47 school sites and administrative sites listed below. The LPSB is seeking Month-to-Month service for POTS in all our 46 schools and Central office. State contract and tariff information is desired. We are seeking proposals from vendors on how to best meet our needs in the most cost effective way. We are interested in proposals that include and/or can provide: Master Telephone Account which contains all School Accounts with detailed billing by location A monthly "Do Not Pay " bill for each location for service verification Online management system functionally equivalent to the AT&T Management System Assigned Account Manger that will know my account and handle Adds, Moves and Changes No change in current telephone numbers Telecom Services RFP TS-Y18 updated 2-18-15 Page 3 of 7
Item 2: Telephone Service: All Voice Service Lines and Trunks currently billed as business lines. Current level of service is approximately 10 lines delivered to 3 eligible administrative sites. There are multiple LATA s within the school district. Option to add additional lines Detailed billing required, totaled by location and account code. Assigned Account Manger that will know the Livingston Parish Public Schools account and handle Adds, Moves and Changes, as well as updating inventory on a yearly basis. Prefer this to be included in POTs billing Item 3: Telephone Service: All Long Distance on lines currently billed as residential and business. Current level of service is approximately 598 residential and 10 business phone lines delivered to 47 school sites and administrative sites listed below. Detailed billing required, totaled by location and by account code. Assigned Account Manger that will know the LPSB account and handle Adds, Moves and Changes, as well as updating inventory on a yearly basis. No line access charges for DIDs Item 4: Digital Transmission Services/Telephone Service: Prefer to include in monthly telephone invoice. Detailed billing showing all charges of monthly bills is required. PRI for VoIP service to district office that meets or exceeds the current level of service: 1 primary rate PRI with 23 B channels and approx. 200 DID s located at 13909 Florida Blvd 1 primary rate PRI with 23 B channels and approx. 60 DID s at Albany High School 1 primary rate PRI with 23 B channels and approx. 10 DID s at Denham Springs High School 1 primary rate PRI with 23 B channels and approx. 100 DID s at Live Oak High School 2 primary rate PRI with 46 B channels and approx. 200 DID s at Walker High School 2 primary rate PRI with 46 B channels and approx. 200 DID s at Live Oak Junior High School Item 5: Wireless Service: The LPSB is seeking Month-to-Month wireless service for various plans as outlined below and for up to 47 schools/plans. State contract information is desired. We are seeking proposals for vendors on how to best meet our needs. The number of cell phones we have is decreasing as more and more opt to carry their own phone. We are interested in proposals that may also include: Maintaining current telephone numbers Departmental Billing Reliability in all areas of parish On-line management of bills (adds, moves, changes, review of bills, etc.) Currently we have a Foundation Account and all our school accounts are listed on our Foundation Account. Only about 14 schools currently have one or two cell phones. We currently have about 20 Smartphones with data plans in the district and a few ipads with data plans. Each school has a separate bill and unique form 471- they pay their own cell phone bills. We are interested in pricing for rollover and pooled plans. Almost all phones have 450 minutes with some having basic data plans. Some of the schools have the Smartphones and some ipad data plans. This trend will increase due to the availability of applications such as our student information system (PowerSchool) on these devices. We must be able to run Administrative Apps on our cell plans. Telecom Services RFP TS-Y18 updated 2-18-15 Page 4 of 7
Administrative Phones individual bills approximately 28 users (15 iphones, 13 Smartphones all on450 minute plans) Maintenance approximately 18 users (3 are iphones and the rest are flip) Transportation approximately 10 users (5 Smartphone and 5 flip, PTT) Schools-individual bills. (some schools have 1, 2, 3, or none) Approximately 20 data only plans are in use in the District. The LPSB reserves the right to purchase all, none, or part of any of the services listed below. For each item, proposers must clearly identify eligible and ineligible services. Any equipment requested must be new. The LPSB will allow Louisiana State Contracts to be submitted provided that full copies are included. Vendor will submit a proposal containing: 1. Basic Plans and data plans showing number of minutes and monthly charges 2. Overview of online management. 3. Rules regarding upgrades, adds, moves, and changes 4. Coverage map of the parish or website where we can access the map. 5. Equipment Telecom Services RFP TS-Y18 updated 2-18-15 Page 5 of 7
8. School and Administrative Sites: School Physical Address City Zip Enrollment Albany High School 29710 Mulberry Street Albany 70711 526 Albany Lower Elementary 30051 W. School Street Albany 70711 533 Albany Middle School 29675 Reeves Lane Albany 70711 594 Albany Upper Elementary 29779 Montpelier Drive Albany 70711 321 Denham Springs Elementary 306 N. Range Ave Denham Springs 70726 544 Denham Springs Freshman High 940 Range Ave N. E. Denham Springs 70726 656 Denham Springs High School 1000 N. Range Ave. Denham Springs 70726 1581 Denham Springs Junior High 401 Hatchell Lane Denham Springs 70726 888 Doyle Elementary School 29285 S. Range Road Livingston 70754 596 Doyle High School 19672 LA Hwy 42 Livingston 70755 667 Eastside Elementary 9735 Lockhart Rd. Denham Springs 70726 548 French Settlement Elementary School 15810 LA Hwy 16 French Settlement 70733 522 French Settlement High School 15875 LA Hwy 16 French Settlement 70733 405 Freshwater Elementary 1025 Cockerham Road Denham Springs 70726 385 Frost Elementary 19672 LA Hwy 42 Livingston 70754 356 Gray's Creek Elementary 11400 LA Hwy 16 Denham Springs 70726 492 Holden School 30120 Montpelier Drive Holden 70744 717 Juban Parc Elementary 12555 Brown Road Denham Springs 70726 507 Juban Parc Jr. High School 12470 Brown Road Denham Springs 70726 646 Levi Milton Elementary 31450 Walker N. Rd. Walker 70785 689 Lewis Vincent Elementary 7686 Vincent Rd Denham Springs 70726 424 Live Oak Elementary 35195 Old LA. Hwy 16 Watson 70786 682 Live Oak High School 36079 LA Hwy 16 Denham Springs 70706 1283 Live Oak Middle 8444 Cecil Drive Watson 70786 1001 Livingston Parish Technology Literacy Center 9261 Florida Blvd Walker 70785 190 LPPS Central Office 13909 Florida Blvd Livingston 70754 NIF Maurepas School 23923 Hwy. 22 Maurepas 70449 415 North Corbin Elementary 32645 North Corbin Road Walker 70785 620 North Corbin Jr High 32725 North Corbin Road Walker 70785 666 North Live Oak Elementary 36605 Outback Road Watson 70786 855 Northside Elementary 1090 Robbie St. Denham Springs 70726 455 Option 3 -Adult Ed and Pupil Appraisal 13330 Burgess Ave Walker 70785 NIF Pine Ridge 30228 Travis Street Walker 70785 95 Proposed Live Oak Junior High School 35086 Old LA Hwy 16 Watson 70786 700 Seventh Ward Elementary 24495 LA Hwy 16 Denham Springs 70726 298 South Fork Elementary 23300 Walker South Road Denham Springs 70726 459 South Live Oak Elementary 8400 Cecil Drive Watson 70786 567 South Walker Elementary 13745 Milton Lane Walker 70785 833 Southside Elementary School P O Box 907 Denham Springs 70726 547 Southside Jr. High 26535 LA Hwy. 16 Denham Springs 70727 503 Springfield Elementary School 25190 Blood River Road Springfield 70462 577 Springfield High School 27322 LA Hwy 42 Springfield 70462 361 Springfield Middle School 24145 Coates Road Springfield 70462 418 Walker Elementary 13327 Wildcat Drive Walker 70785 576 Telecom Services RFP TS-Y18 updated 2-18-15 Page 6 of 7
School Physical Address City Zip Enrollment Walker Freshman High 13443 Burgess Avenue Walker 70785 491 Walker High School 12646 Burgess Avenue Walker 70785 1120 Westside Junior High 12615 Burgess Avenue Walker 70785 639 Telecom Services RFP TS-Y18 updated 2-18-15 Page 7 of 7