GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT REQUEST FOR PROPOSAL A turnkey on-premises Voice Over IP (VoIP) telephone system to replace the existing Tadiran Coral III and Coral 4000 system. RFP Due Date: November 27, 2017 at 2:00 p.m. A non-mandatory pre-proposal meeting and job walk has been scheduled for November 9, 2017 at 9:00 A.M. This nonmandatory pre-proposal meeting and job walk will take place at District Training Room, Building 86, Grossmont College, 8800 Grossmont College Drive, El Cajon, CA 92020 Mail or Deliver RFP Responses to: Purchasing and Contracts Office District Office South Grossmont-Cuyamaca Community College District 8800 Grossmont College Drive, El Cajon, CA 92020-1799 i
IMPORTANT NOTICE If you have down-loaded this document from our web page please make sure that you provide your company name, address, phone number, fax number, and contact name to amy.leasure@gcccd.edu linda.bertolucci@gcccd.edu so that your company is added to our vendor list ensuring that you receive all addenda. ii
TABLE OF CONTENTS Notice to Proposers... 1 Estimated Dates and Timeframes... 3 Information for Proposers... 4 General Conditions... 7 Required Specifications... 11 Proposal Signature Page 15 Noncollusion Affidavit... 17 Equal Opportunity-Affirmative Action Statement... 18 Appendix A: Current Telephone System Configuration... 19 Appendix B: Telephone Numbering Plan... 21 Appendix C: Request for Final Pricing Proposals... 24 iii
NOTICE TO PROPOSERS NOTICE IS HEREBY GIVEN that the Grossmont-Cuyamaca Community College District, acting by and through its Governing Board, hereinafter referred to as the DISTRICT, will receive up to, but not later than 2:00 p.m. on November 27, 2017, sealed proposals for the award of the following contract: A turnkey on-premises Voice Over IP (VoIP) telephone system to replace the existing Tadiran Coral III and Coral 4000 system. This system will service students, staff, and faculty at the District s two colleges as well as the district office. Such proposals shall be received at the location specified below at the stated time and place: GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT Purchasing and Contracts Department/District Office South Building 80, Grossmont College 8800 Grossmont College Drive El Cajon, CA 92020-1799 Proposal shall be received in the Purchasing & Contracts Department at 8800 Grossmont College Drive, El Cajon, CA 92020-1799 by 2:00 p.m. on November 27, 2017. It is the sole responsibility of the proposer to make sure the proposal is delivered by the deadline specified in the RFP documents. Each proposer shall be a licensed contractor pursuant to the Business and Professions Code and shall be licensed in the appropriate classification(s) of contractors license(s), for the work proposed upon, and must maintain the license throughout the duration of the contract. License required for this project: C-7 Low Voltage Systems Contractor A non-mandatory pre-proposal meeting and job walk has been scheduled for November 9, 2017 at 9:00 A.M. This non-mandatory pre-proposal meeting and job walk will take place at District Training Room, Building 86, Grossmont College, 8800 Grossmont College Drive, El Cajon, CA 92020. Each proposal should conform and be responsive to this Notice and all other documents comprising the pertinent Contract Documents. Copies of the Contract Documents are now on file and may be obtained from the Purchasing and Contracts Department at the above address. The District reserves the right to reject any or all proposals, to accept Request for Proposals Page 1 of 28
or reject any one or more items of a proposal, or to waive any irregularities or informalities in the proposals or in the process. No proposal may be withdrawn for a period of thirty (30) days after the date set for the opening of the proposals. The Grossmont-Cuyamaca Community College District does not discriminate with regards to race, religious creed, marital status, age, color, sex, national origin, mental or physical disability in the award of contracts. The Grossmont-Cuyamaca Community College District encourages responses from minority and women contractors, consultants and suppliers. Sue Rearic Vice Chancellor-Business Services Grossmont-Cuyamaca Community College District Advertising dates: Friday, October 27, 2017 Friday, November 3, 2017 Request for Proposals Page 2 of 28
ESTIMATED DATES AND TIMEFRAMES (The District reserves the right to change or alter these times and activities at its sole discretion) Issuance of RFP documents Friday, October 27, 2017 Non-mandatory pre-proposal meeting and job walk at the District Training Room, Building 86, Grossmont College, 8800 Grossmont College Drive, El Cajon, CA 92020 Thursday, November 9, 2017 @ 9:00 A.M. Deadline for Vendor Submission of Questions (Vendors are encouraged to submit their questions early) Deadline for District to Respond to Vendor Submitted Questions. Deadline for Vendors Submission of Proposals. Thursday, November 16, 2017 @ 5:00 P.M. Wednesday, November 22, 2017 @ 5:00 P.M. Monday, November 27, 2017 @ 2:00 P.M. Proposal Review Tuesday, November 28, 2017 through Tuesday, December 5, 2017 Vendor Interviews and Proposal Clarification Meeting at District Week of December 11, 2017 Request for best and final pricing from vendor finalists Week of December 18, 2017 Best and final pricing due from vendor finalists (Note that the District is closed December 22, 2017 to January 2, 2018). January 5, 2018 Contract negotiation with vendor finalists January 8, 2018 through January 18, 2018 Anticipated Notice of Award January 19, 2018 Request for Proposals Page 3 of 28
INFORMATION FOR PROPOSERS 1. INTRODUCTION Grossmont-Cuyamaca Community College District oversees two colleges, Grossmont College, located at 8800 Grossmont College, El Cajon, CA 92020, and Cuyamaca College located at 900 Rancho San Diego Parkway, El Cajon, CA 92019. The two sites have a combined enrollment of over 28,000 students and the District employs over 2,000 full and part-time employees. The Grossmont College Campus is comprised of 56 existing buildings of varying size. The Cuyamaca College Campus is comprised of 28 existing buildings of varying size. The District s legacy telecommunications system is a Tadiran Coral III/Coral IPx 4000 which provides digital and analog telecommunications services to approximately 2,000 employees. All desktop endpoints are digital. Other services provided by the Tadiran include analog Area of Refuge emergency phones and other analog devices (fax/modem, courtesy and elevator phones, alarm lines and other special services). The District s current Local Area Network (LAN) is comprised of Hewlett-Packard (HP) switching and routing devices that provide 1 Gigabit per second to the desktop and Power-over-Ethernet. The Grossmont and Cuyamaca campuses Wide Area Network (WAN) connection is a Virtual Private Network (VPN) tunnel over the internet with a guaranteed bandwidth of 100 megabits per second. The District is inviting proposals for a complete turnkey VoIP Telephone system for the District including all on-campus staff, faculty, and courtesy phones. The proposed system should support both PRI and SIP trunk interfaces and should be fully deployable onpremises. Cloud components may be offered as an option. This proposal should include implementation and installation of solution (hardware/software) in a timeline sensitive to the District s schedule (phased cutover). Proper user and administrator technical training is expected to be provided as well as post-cutover ongoing support/maintenance. 1. DEFINITION OF TERMS The designation of DISTRICT refers to the Grossmont-Cuyamaca Community College District, a political subdivision of the State of California. Throughout this document, the term DISTRICT shall be used to designate the rights and responsibilities of the Grossmont-Cuyamaca Community College District. The term PROPOSER refers to companies which choose to submit proposals for a turnkey on-premises VoIP telephone system for the District and two college sites. The term CONTRACTOR shall be used to designate the rights and responsibilities of the successful firm responding to this RFP. Request for Proposals Page 4 of 28
3. INSTRUCTIONS FOR SUBMITTAL OF PROPOSALS Invitation for Proposals The invitation to submit proposals contemplates that the successful PROPOSER will provide a turnkey on-premises VoIP telephone system to replace the existing Tadiran Coral III and Coral 4000 system. This system will service students, staff, and faculty at the District s two colleges as well as the district office. Proposer Qualifications Only Proposals submitted by vendors with the relevant experience, qualifications and capacity to meet the needs of the District will be accepted. A responsible vendor is a vendor which has the financial resources, experience, skilled personnel, facilities, integrity, and overall capacity to perform the terms of the contract successfully. A responsive proposal is a Proposal which meets all terms, conditions and specifications of the Request for Proposal. Vendor Interviews Selected vendors may be asked to make a presentation, in person, to the District. Proposal Submittal Sealed proposals, in triplicate (at least one copy must be unbound and photo ready for reproducing), under the Request for Proposal (RFP) number and title referenced above will be received by the DISTRICT no later than 2:00 p.m. on November 27, 2017. Any proposal received after the time and date specified will not be considered and will be returned to the proposer unopened. Proposals will be accepted at one location only, as follows: GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT Purchasing and Contracts Department District Office South, Building 80 8800 Grossmont College Drive El Cajon, CA 92020-1799 Mark exterior of submittal package with and the submittal date and time. Proposals delivered via courier or express mail must be designated for delivery to the Purchasing and Contracts Department in the District Office South, Building 80 of the Grossmont-Cuyamaca Community College District and scheduled for delivery prior to 2:00 p.m. on Monday, November 27, 2017. It is the sole responsibility of the proposer to ensure the proposal is received by the deadline stated in the RFP documents. If you have downloaded this document from our web page, please make sure that you provide your company name, address, phone #, fax # and contact name to Amy Leasure and Linda Bertolucci so that your company is added to our vendor list ensuring that you receive all addenda. Email addresses are amy.leasure@gcccd.edu and linda.bertolucci@gcccd.edu. Request for Proposals Page 5 of 28
As this is a request for sealed proposals, proposals received via fax or email transmission will not be accepted. Irrevocable Offer Proposals shall be considered irrevocable offers for a period of thirty (30) days from the date of receipt and may not be withdrawn during this period without consent of the DISTRICT. Request for Proposals Page 6 of 28
GENERAL CONDITIONS 1. SITE CONDITIONS: All proposers will be required to stipulate in their proposal that they are fully aware of the obvious site conditions. Failure to be aware of the obvious site conditions will not relieve the selected Contractor of the obligation to perform the contract according to the terms and conditions thereof; further, any lack of awareness of the obvious site conditions will not impose any additional expense to the District. The Contractor is responsible for taking all necessary steps to ascertain the nature and location of the work and the general and local conditions, which can affect the work or the cost thereof. 2. PROPOSAL INSTRUCTIONS: Proposals to receive consideration shall be made in accordance with the following instructions: a. Proposals shall be written in ink or typewritten before submission. Proposals are to be verified, as they cannot be corrected after proposals are opened. The signature of all persons signing shall be in longhand. The completed form shall be without interlineations, alterations, or erasures. Alternative proposals will not be considered unless requested in the specifications. No oral or telegraphic modifications will be considered. One original document and two (2) copies must be submitted. b. Before submitting a proposal, proposers shall carefully examine specifications and the forms of other documents. They shall fully inform themselves as to all existing conditions and limitations, and specifications as reflected in the RFP. No allowance will be made because of lack of such examination and/or knowledge. c. Proposals should be prepared simply and economically with an emphasis on completeness and clarity of content. An authorized representative of the Contractor shall sign proposal. All information must be submitted by the established deadline. Contractors are encouraged to include enhancements to the existing program and offer imaginative and creative services. The provisions of the Selected Contractor s proposal as well as the terms and conditions of this RFP shall be incorporated into the contract. Proposals shall be construed as the Contractor's agreement to and complete acceptance of the terms, conditions, provisions, guidelines and specifications of this RFP unless the Contractor clearly describes any deviation from the RFP in its proposal. d. The Vendor shall include with its proposal response a minimum of three (3) customer references for which the vendor has provided the same or similar products and/or services. The references shall include the following minimum information: customer name, contact name, complete address, fax, email address and telephone number, and dates of business. References shall be from customers whose services were similar to those required by the District within the previous five (5) years. e. No bid shall include California sales or use tax, or Federal excise tax. Request for Proposals Page 7 of 28
f. The make or brand and grade of the article on which a bid is submitted should be stated on the RFP form. When the make or brand and grade of the article is not stated, it will be understood to be the specific article named by the District. g. All bids on items shall be F.O.B. Grossmont-Cuyamaca Community College District. 3. ADDENDA OR BULLETINS: Any addenda or bulletins issued by the District during the RFP period or forming a part of the documents issued to the bidder for the preparation of the proposal, shall be covered in the bid and shall be made a part of the contract. 4. WITHDRAWAL OF RFP BEFORE OPENING: Any bidder may withdraw their proposal, either personally or by a written request, at any time prior to the scheduled time for opening of bids. 5. AWARD OR REJECTION OF RFP: The contract will be awarded to one of the three lowest responsive and responsible proposers which meet all the requirements as set forth in the Request for Proposal Documents and which can provide the greatest service to the District, while allowing for the greatest economic advantage to the District. The Governing Board of the Grossmont-Cuyamaca Community College District, however, reserves the right to reject any or all proposals, to accept or reject any portions of a proposal, and to waive any informality in the proposals or in the RFP process. The District reserves the right to reject any proposal which imposes terms or conditions to this agreement which were not specified in the original proposal document. 6. WITHDRAWAL OF RFP AFTER OPENING: No bidder may withdraw their proposal for a period of thirty (30) days after the date set for the opening thereof. 7. AGREEMENT: The form of agreement, which the successful bidder, as Contractor, will be required to execute, is included in the Contract Documents and should be carefully examined by the bidder. The agreement will be executed in two (2) original counterparts. The complete contract consists of the following documents: Notice to Proposers, the Accepted Proposal, the Specifications, and the Agreement, including all modifications thereof duly incorporated therein, and the Purchase Order, if applicable. All of the above documents are intended to cooperate and be complementary so that any instructions or requirements called for in one and not mentioned in the other, or vice versa, are to be executed the same as if mentioned in all said documents. The intention of the documents is to include all labor, materials, equipment, transportation and services necessary for the proper delivery and installation of all items called for in the contract. 8. INTERPRETATION OF DOCUMENTS: If any person contemplating submitting a proposal for the proposed contract is in doubt as to the true meaning of any part of the specifications, or other proposed contract documents, or finds discrepancies in, or omissions from the specifications, they are instructed to contact Amy Leasure, Senior Buyer, at (619) 644-7582 or Linda Bertolucci, Director, Purchasing & Contracts, at (619) 644-7799, to request an interpretation or correction thereof. The District may require that such request be in writing, in which case the person submitting the request will be responsible for its prompt delivery. Any interpretation or correction of the proposed documents will be made by Addendum duly issued by the Purchasing and Contracts Request for Proposals Page 8 of 28
department, and a copy of such Addendum will be faxed or delivered to each person receiving a set of such documents. The District will not be responsible for any other explanation or interpretation of the proposed documents. 9. BIDDERS INTERESTED IN MORE THAN ONE PROPOSAL: No person, firm, or corporation shall be allowed to make or file or be interested in more than one proposal for the same work, unless alternate proposals are called for. A person, firm, or corporation submitting a sub-bid to a bidder, or who has quoted prices on materials to a bidder, is not thereby disqualified from submitting a sub-proposal or quoting prices to other proposers. 10. ASSIGNMENT OF CONTRACT: No assignment by the Contractor of any contract to be entered into hereunder or any part thereof, or of funds to be received thereunder by the Contractor, will be recognized by the District unless such assignment has had the prior approval of the District and is acknowledged in writing. 11. DEMONSTRATIONS: If the District considers a need, proposers shall be required to arrange demonstrations of items or services bid. Failure to provide such working demonstration may disqualify the proposer's proposal submittal. Unless otherwise requested by the District, proposers shall be required to provide the requested demonstrations at the designated District facility. All demonstrations shall be provided free of charge to the District. Bidders may be required to reimburse the District for travel to demonstrations not held at a District facility. 12. METHOD OF EVALUATION AND/OR AWARD: The District will award the contract to a responsive and responsible vendor whose proposal is most advantageous to the District. Evaluation factors will include but are not limited to: a. Vendor qualifications 10% b. System design 5% c. Implementation Plan and Training 15% d. System support and Maintenance 10% e. Pricing and cost proposal 30% f. Previous experience performing services similar in nature and scope 15% g. Functionality of the proposed solution 10% h. Ability to meet specifications 5% The District reserves the right to negotiate with and/or request best and final offers from selected vendor(s), as the District may deem appropriate in its sole and absolute discretion. The issuance of this Request for Proposal creates no obligation on the part of the District and the District reserves the right to reject any or all proposals, or to waive any irregularity or informality in a proposal or in the proposal process. Award of the contract by the Board will be based upon a comprehensive review and analysis of the proposal(s) as to which best meets the needs of the District. The District will be the sole judge of the suitability of the proposal and the vendor shall abide by its decision. Request for Proposals Page 9 of 28
Documents and information submitted in response to the solicitation shall become property of the District and generally shall be available as required by applicable law. 13. AMERICANS WITH DISABILITIES: No qualified individual with a disability shall, by reason of such disability, be excluded from participation in or be denied the benefits of supporting the services, programs, or activities of the District by virtue of this agreement; nor shall any person be subject to discrimination as a consequence of their participation in this contract. Request for Proposals Page 10 of 28
A turnkey on-premises VoIP telephone system to replace the existing Tadiran Coral III and Coral 4000 system. This system will service students, staff, and faculty at the District s two colleges as well as the district office. REQUIRED SPECIFICATIONS: To qualify as a Responsive Proposer, the Proposal needs to meet the following required specifications. Please provide a written response to each of the items listed below. 1. Please itemize all hardware, software, and service required to fully implement the proposed VoIP Telephone System. Such products must include those items that are needed for the implementation and operation of the solution, whether they are optional or a third party product. 2. Where physical hardware devices are proposed as part of the VoIP Telephone System Solution, indicate the total number of rack units, number of racks, or other space required to locate the physical hardware. 3. The proposed system should be able to simultaneously support SIP and PRI interfaces. Please confirm that the proposed system meets this specification and provide any pertinent information. 4. Can server components run in an on-premises virtual environment? If yes, describe the environment necessary to virtualize the system. 5. Describe proposed solutions functionality regarding group call handling such as hunt groups, ring groups, queues, music on hold, ability to add custom messaging to queues, ability to perform automatic callbacks, etc. 6. Describe the proposed solutions voicemail and auto-attendant functionality. Limits on voicemail boxes, number of messages, message sizes, auto-attendants, tree depths, etc. State whether this functionality is inherent to the system or if a thirdparty product is being proposed. 7. The proposed system should provide interface to the District s existing Microsoft Office 365 (hosted Exchange) system. Describe the supporting infrastructure, hardware and software required. 8. Will the proposed system interface with the existing Tadiran system to allow for a phased rollout. i. Please describe how the proposed solution will physically interface with the existing Tadiran system. 9. Please describe recommended rollout scenarios that will have the least impact on the district and its users, yet accomplishes full deployment of the solution within 12 months of purchase. 10. The system should provide for failover operation at each college campus and the District offices. Explain the architecture that supports this. a. What happens during a WAN/LAN failure? b. What equipment is necessary for failover to PSTN if the WAN/LAN is down? Request for Proposals Page 11 of 28
c. What services/features are available when the system is in survivability mode? 11. Describe how the SIP solution provides full compatibility and interoperability with SIP trunking. 12. The telephone endpoints specified should provide the following minimum functions: a. Message Waiting Indicator b. Volume control c. Multiple line support d. Speaker e. Hold f. Call Forwarding g. Mute h. Conference Call i. Desk or wall mountable j. Caller ID k. Wireless heads set compatibility l. Paging/Intercom m. Hunt groups n. Customizable buttons/button tables 13. Does the solution provide support for both vendor-branded and generic SIP phones? Are any features lost? 14. Does the system support dedicated, full-duplex conference phones? 15. Describe the feature set for soft phones 16. Describe the feature set for mobile apps 17. Describe how the solution meets Americans with Disabilities Act (ADA) requirements 18. The system should be able to support the following estimated IP endpoint counts with an architecture that allows for future growth: Location IP Endpoint Grossmont College 1,002 Cuyamaca College 589 District Office 114 TOTAL 1,705 19. System should be able to support multiple analog devices with an architecture that allows for future growth. Current estimated counts of analog lines and usage are: Analog Phone Line Type Grossmont Cuyamaca Elevator Phones 19 8 Credit Card Lines 7 5 Alarm Lines 40 11 Request for Proposals Page 12 of 28
Emergency Phones 29 13 FAX Lines 112 62 Modem Lines 70 56 TTY/TDD 4 7 Misc. 45 19 20. Describe the maximum capacities for each of the systems components. Assuming that the District s telephone needs grows over time (e.g., additional trunks, additional users), explain how hardware and software licenses can be modified to align with such growth at no (or very nominal) additional cost. 21. Describe onsite support options. 22. Describe supported e911 solution. 23. Describe supported call accounting functionality. 24. Describe the mass notification paging functionality available with the proposed system. 25. Please state power-over-ethernet requirements for each handset proposed. 26. Please provide an estimate of power consumption needed for UPS system(s) to keep the back office system and handsets up for a period of 4 hours. 27. What technical training is necessary or recommended to manage the system? 28. Does your solution provide toll quality voice communications? PROPOSER QUALIFICATIONS: If the RFP response includes a combination of multiple vendors, respond to the following questions for each entity. 1. How long has the company been in business? 2. What is the company s overall size? Where do you have offices located? Size of customer base? 3. What are the numbers of customer support personnel, engineers and field technicians in each of your various offices? 4. Describe/list any vendor certifications. 5. List any subcontractors that are proposed and provide the information requested in items 1 and 2 above for each subcontractor. 6. Provide three (3) reference sites utilizing the solution being proposed At least one reference should be from a higher education site (community colleges preferred.) At least one reference should be with the solution being proposed operating on a HP network infrastructure. 7. Describe your experience with integrating the solution being proposed with the existing Tadiran systems. 8. Vendor must be possess a California C-7 Low Voltage System Contractor s License. Request for Proposals Page 13 of 28
SYSTEM DESIGN INSTALLATION AND TRAINING: Describe your methodology for: 1. System design 2. Installation 3. Deployment of handsets 4. System cutover in a multi-site enterprise 5. End user training 6. Operator training 7. Administrator training Provide an assessment of the District s current dialing plan. Refer to Appendix B. How will the current dialing plan affect the implementation plan of the new VoIP system? Do you recommend getting new blocks of numbers from AT&T? If so, why? What are your recommended best practices regarding dialing plans? Provide a recommendation on SIP trunking based on the District s topology, survivability needs and cost. SYSTEM SUPPORT/MAINTENANCE: 1. Describe your support and troubleshooting process, including expectations of the District. 2. Provide details on time-based support levels. For example, business hours, 24x7, weekends, etc. 3. List location(s) of nearest part depots for major components. 4. Describe the system monitoring and performance monitoring tools included in the proposal. 5. The District requires assurance that the new VoIP telephone system will be operational for a minimum of ten (10) years. Proposers should state their contractual commitments to provide hardware and software support for the proposed solution for at least ten (10) years. PRICING PROPOSAL 1. Each vendor is required to complete and sign the Pricing Proposal in Appendix C. 2. The completed and signed Pricing Proposal must be returned with your Proposal. Request for Proposals Page 14 of 28
A turnkey on-premises VoIP telephone system to replace the existing Tadiran Coral III and Coral 4000 system. This system will service students, staff, and faculty at the District s two colleges as well as the district office. SIGNATURE PAGE Each Request for Proposal submitted must be signed by an officer of the company having the contracting authority on behalf of the bidder. In addition, the undersigned certifies that the information submitted with regard to the description of the proposer is true and correct to the best of the signer s knowledge. Date: Proposer s Name: Address: Contact Person: Telephone: ( ) By: Authorized Signature (If a corporation, proposal must be signed by a duly authorized official). Type or Print Name: Title: Contractor s License Number Expiration Date Contractor s License Classification DIR Registration Number Proposer certifies that they are fully aware of the obvious site conditions Yes or No Request for Proposals Page 15 of 28
Addenda: Changes or corrections to the proposal document will be issued via a numbered addendum at least seventy two (72) hours prior to submittal date. Record below the number(s) and dates of addenda received if applicable. Addendum # Addendum # Date Received: Date Received: Request for Proposals Page 16 of 28
NONCOLLUSION AFFIDAVIT TO BE EXECUTED BY PROPOSER AND SUBMITTED WITH PROPOSAL State of California ) ) ss. County of ), being first duly sworn, deposes and says that he or she is of the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the PROPOSER has not directly or indirectly induced or solicited any other PROPOSER to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any PROPOSER or anyone else to put in a sham proposal, or that anyone shall refrain from submitting a proposal; that the PROPOSER has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the PROPOSER or any other PROPOSER, or to fix any overhead, profit, or cost element of the proposal price, or that of any other PROPOSER, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the PROPOSER has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, or to any member or agent thereof to effectuate a collusive or sham proposal. I certify (or declare) under penalty of perjury that the foregoing is true and correct. Signature Date Request for Proposals Page 17 of 28
GROSSMONT-CUYAMACA COMMUNITY COLLEGE DISTRICT EQUAL OPPORTUNITY- AFFIRMATIVE ACTION STATEMENT The Affirmative Action Operating Procedure adopted by the Governing Board of the Grossmont- Cuyamaca Community College District on June 22, 1998 requires that a copy of the statement below be on file in the Purchasing and Contracts Department for every person, firm, company or corporation with whom the District does business, regardless of the dollar value of the contract. Contractor hereby certifies to the Grossmont-Cuyamaca Community College District that I (if individual) or we (if company or corporation) do not discriminate against any employee or applicant for employment in connection with the performance thereof, because of race, religion, color, national origin, ancestry, physical handicap, medical condition, marital status, age or sex as outlined in California Government Code Section 12940. Proper name of individual, company or corporation By (Corporate Seal) Title Address City State Zip Code Telephone Date Request for Proposals Page 18 of 28
APPENDIX A Current Telephone System Configuration Grossmont College Campus Coral 3 Manufacturer: Tadiran Telecom Inc. Model: Coral ISBX III 4GC Two Cabinets and two fiber shelves Duplicated Processors MEXIP2 Version: 16.03 and above Total Card Slots: 86 Software Authorization Units: Licensed for 1280 Ports. SAU ID: Note: Software Authorization is for telephone and dial tone ports. Total Ports in Use: 1244 Grossmont College Campus Coral 4 Manufacturer: Tadiran Telecom Inc. Model: Coral IPX 4000 Two Cabinets and two fiber shelves Redundant 32GC and processors Version: 16.03 Total Card Slots: 100 Software Authorization Units: 1536 SAU ID: Note: Software Authorization is for telephone and dial tone ports. Total Ports in Use: 956 Cuyamaca College Campus Coral 3 Manufacturer: Tadiran Telecom Inc. Model: Coral ISBX III 4GC One cabinet, one fiber shelf Duplicated Processors MEXIP2 Version: 16.03 and above Total Card Slots:70 Software Authorization Units: Licensed for 1152 Ports SAU ID: Note: Software Authorization is for telephone and dial tone ports. Total Ports in Use: 1104 Request for Proposals Page 19 of 28
GCCCD Equipment Information System Grossmont Cuyamaca Version PBX Switches Tadiran Coral 3 Tadiran Coral 3 Dual Processor Systems, Current Tadiran Coral 4 Software release level 16 Fiber Shelves Tadiran Coral 3 16 slot high density 16 slot low density Fiber Shelves Tadiran Coral 4 16 slot high density 12 slot high Call Accounting TriSys Tapit Voice Messaging density Port Stored device attached to Coral 3 and 4 Callware s Calegra 48 port System Tadiran Coral 3 16 slot high density Port Stored device attached to Coral 3 Single system with hourly polling from both sites IP port stored devices - Version 1.0 Tadiran Equipment by Switch Grossmont Coral 3 Grossmont Coral 4 Cuyamaca Coral 3 Totals 8DTR (8 Circuit DTMF) 2 2 2 6 4DTR ( 4 Circuit DTMG 0 8 (DTD) 1 1 2 PRI (Primary Rate Interface) 5 5 4 14 16 SKD 35 29 64 16 SDT 3 6 9 16 SH 6 2 9 17 24 SDT 10 27 9 46 24 SLS 4 6 3 13 3CWway Conference Cards 2 1 1 4 RMI 1 1 2 4VSN (Announcer 1 1 2 4 0 4 E&M 0 T1 2 2 8TPF 1 1 Low Density Fiber Shelf 1 1 High Density Fiber Shelf 1 1 1 3 800 Cabinet Remote Shelf 1 1 2 Flex stations (Operator Stations ) 2 3 5 Request for Proposals Page 20 of 28
APPENDIX B Telephone Numbering Plan Document Version History Version 1.0 2000 o First two digits defined Version 2.0 July 30 th 2007 o Trunks, Libraries, DID s, and Temporary numbers added Version 2.1 March 28 th 2008 o Corrected the DID range for Grossmont 668-16xx. o Added additional 83xxx temp number range created during Shelf 14 decommission project. Version 2.2 August 4 th, 2008 o Moving to 5-digit dialing for 2xxxx range Internal numbers Version 2.3 November 7 th, 2008 o Renumbered Zoned Paging Range Version 2.4 December 11 th, 2008 o Six Digit Dialing for 82xxxx range Internal numbers o Moving to 6-digit dialing for 2xxxxx range Internal numbers Version 2.5 August 2016 o New DID s have been ordered, 644-32xx, 37xx,39xx Request for Proposals Page 21 of 28
The Numbering Plan (NPL) is used to determine the Coral system-wide numbering Scheme. The General Numbering Plan establishes the system pattern dialing plan. It is the System Dialing Plan that determines all hardware and many software identifiers used for programming purposes. 10X Private Libraries (101, 102,103, etc.) 12XX, 13XX, 14XX, 15XX, Public Libraries (Special purpose) 16XX DID Grossmont 668-16xx, For Faxes 17XX DID Grossmont 668-17XX, Reserved and earmarked for Classroom phones, priority 3 20000-20019 Internal numbers 2002-2999 Internal numbers 2002-2499, 2525 Grossmont Campus ( 2525 is APDL) 2500-2999 Cuyamaca Campus (except 2525 APDL) 3[0-1]XX Public Libraries, Adjunct Voicemail 32XX DID Grossmont 644-32XX, Grossmont CORAL 3 3[3-6]XX Public Libraries, Adjunct Voicemail 37XX DID Grossmont 644-37XX Grossmont Coral 4 38XX Public Libraries, Adjunct Voicemail 39XX DID Grossmont 644-39XX Grossmont Coral 3 Note the range of 3xxx Adjunct is split between campuses 3000-3450 assigned to Cuyamaca, and 3451-3999 was Grossmont. 40XX-47XX DID Cuyamaca 4000-4799 4801XX-4803XX Grossmont Trunks Individual Trunks 542300-542322 Zoned Paging (Do not test dial these numbers) 56XXXX Public Libraries @ CC & Coral IPX 4000 Used for call routing to GC Coral 3 57096-57099 - Conference Numbers (96-97 are CC, 98-99 are GC) 59XX DID Grossmont 668-59xx, Earmarked for E-911 Classroom phones, priority 1 Request for Proposals Page 22 of 28
6XXXX Public Libraries @ GC / Network numbers @ CC Used for call routing to VM 7XXX DID Grossmont Standard Issue DID for full-time staff and faculty assigned to digital keysets and legacy fax. Both GC Switches use some of this range. 82XXXX Internal Numbers 820000-820999 Internal Grossmont Coral 3 (Six Digit Dialing) 82500-82799 Internal Grossmont Coral IPX4000 (Five Digit Dialing) 82800-82999 Internal Cuyamaca (Five Digit Dialing) 83XXX Internal Numbers 83000-83599 Internal Grossmont Coral IPX4000 88XX DID Grossmont 668-88XX, Earmarked for E-911 Classroom phones, priority 2 9 Outside Line 0 Operator hunt group. * Redial # Feature Codes (#43, #36, #35, etc.) Request for Proposals Page 23 of 28
APPENDIX C Request for Final Pricing Proposals Introduction: The purpose of this document is to invite proposers to submit final pricing proposals as part of the Grossmont-Cuyamaca Community College District RFP process for VoIP On-Premise Telephone System. This Request for Pricing Proposals is aimed at collecting total costs of acquisition, implementation, and long-term use of the VoIP Telephone System that it being proposed by each proposer. Instructions and Requirements for Vendor Responses: Appendix C contains the required formats for pricing proposals. o Vendors are asked to provide pricing for a VoIP On-Premise Telephone System. o Vendors should price out all hardware and software components that were presented as being required to meet all the required functionality of the VoIP Telephone System for GCCCD. o Please make sure your proposals include costs and contracts for any 3 rd Party solutions such as Blaze Cast, Syn-Apps, etc. o Vendors are asked to indicate when subscription costs for the software will begin. The District prefers to not begin paying for software subscription costs until each modules has been implemented and is Live in production. o The District wishes to identify total implementation costs based on the hardware and software required to meet the needs of all of the functional requirements of the VoIP Telephone System. o One of the District s goals is to define a ten-year total cost of ownership; it is important to understand all the expenses for software, project management, training, implementation services, maintenance, etc. as applicable. Proposed pricing should be detailed, complete, and comprehensive. Pricing proposals should assume that Grossmont-Cuyamaca Community College District will operate a single VoIP On-Premise Phone System that requires local site survivability of the Grossmont and Cuyamaca campuses. Costs should support these environments as appropriate. Request for Proposals Page 24 of 28
Vendors are instructed to include pricing for all hardware and software for all products being proposed to Grossmont-Cuyamaca Community College District. Vendors are being asked to provide a high level project implementation plan and timeline for the installation, configuration, and implementation of the phone system. Use a January 2018 contract starting date as the starting point for this timeline. As part of this response vendors should include a copy of the following contact, statement of work, service level agreements for the services being proposed. Brevity, crispness, directness, and conciseness are desired; marketing information is not necessary nor needed at this time. Each proposal shall be submitted by an authorized representative of the company. Request for Proposals Page 25 of 28
On-Preemies VoIP Telephone System Description: Required (R), Optional (O), or Advisable (A) Acquisition Cost Total Costs for HW/SW Maintenance Year 1 Total Costs for HW/SW Maintenance Year 2 Total Costs for HW/SW Maintenance Year 3 Total Costs for HW/SW Maintenance Year 4 Total Costs for HW/SW Maintenance Year 5 Total Costs for HW/SW Maintenance Years 6-10 Grossmont-Cuyamaca Community College District Section 1: Proposed Pricing for On-Premises VoIP Telephone System Please complete this section providing complete pricing for your solution. Vendors must itemize the cost of all hardware, software, and services. Such products must include those items that are needed for the implementation and operation of the solution, whether they are optional or a third party product. Where physical hardware is being proposed, indicate the total rack units, number of racks, and other space required to locate all hardware devices. Total Ten Year Cost of Owner ship 1. Hardware System Components Controllers Servers Handsets Other Hardware Components (Please list all required HW) 2. Software System Components UCC Licensing Voicemail Border Gateway Audio Conf. Mobile Apps Other SW (Please list all required Software) 3. Recommended Third-Party Component Costs Mass Notification Paging System E911 Solution Call Accounting System List all optional recommended third-party components 4. Optional Cloud Services Recommended Components List all cost related to any optional recommended Request for Proposals Page 26 of 28
Estimated Number of Hours Hourly Rate Subtotal (Hours Multiplied by Rate) Estimated Cost of Travel and Materials Total Cost On-Preemies VoIP Telephone System Description: Required (R), Optional (O), or Advisable (A) Acquisition Cost Total Costs for HW/SW Maintenance Year 1 Total Costs for HW/SW Maintenance Year 2 Total Costs for HW/SW Maintenance Year 3 Total Costs for HW/SW Maintenance Year 4 Total Costs for HW/SW Maintenance Year 5 Total Costs for HW/SW Maintenance Years 6-10 Grossmont-Cuyamaca Community College District Section 1: Proposed Pricing for On-Premises VoIP Telephone System Please complete this section providing complete pricing for your solution. Vendors must itemize the cost of all hardware, software, and services. Such products must include those items that are needed for the implementation and operation of the solution, whether they are optional or a third party product. Where physical hardware is being proposed, indicate the total rack units, number of racks, and other space required to locate all hardware devices. Total Ten Year Cost of Owner ship cloud products 5. Other Products Please specify other products, components, or services that might be required, optional, or advisable based on your knowledge of District s needs as express in the RFP or during vendor demonstrations. Section 2: System Growth Assuming that the District s telephone needs grows over time (e.g., additional trunks, additional users), explain how hardware and software licenses can be modified to align with such growth at no (or very nominal) additional cost. The District requires assurance that the new VoIP telephone system will be operational for a minimum of ten (10) years. Proposers should state their contractual commitments to provide hardware and software support for the proposed solution for at least 10 years. Section 3: Proposed Pricing for Training and Implementation Services (It is the intent of Grossmont-Cuyamaca Community College District to pay for services as they are delivered. All pricing should reflect recommended services for this project with Grossmont-Cuyamaca Community College District option to pay for services as they are delivered) 1. Network Readiness Evaluation 2. System Installation/Configuration 3. Custom Integrations (e.g. Integration with Tadiran System) 4. Training (End User, Operator, Administrator) Request for Proposals Page 27 of 28
Estimated Number of Hours Hourly Rate Subtotal (Hours Multiplied by Rate) Estimated Cost of Travel and Materials Total Cost Grossmont-Cuyamaca Community College District Section 3: Proposed Pricing for Training and Implementation Services (It is the intent of Grossmont-Cuyamaca Community College District to pay for services as they are delivered. All pricing should reflect recommended services for this project with Grossmont-Cuyamaca Community College District option to pay for services as they are delivered) 5. List all other services required or optionally recommended Section 4: Proposed Pricing for Miscellaneous Items Please provide pricing for all miscellaneous items (e.g., shipping, documentation, services, products) Section 5: Pricing Assumptions Please declare all assumptions that comprise the basis of the proposed pricing. Section 6: Implementation Plan At a high level, provide an implementation plan. The emphasis should be on how Grossmont-Cuyamaca Community College District will make a graceful, timely, structured, manageable, and cost-effective transition to a new VoIP telephone system. The implementation should include specific information about integration with existing Tadiran system, dial plan, use of PRI and SIP trunking, call routing, voicemail, auto-attendants, e911, emergency phones/poles, analog service, mass notification/paging, end user training, operator training, administrator training, cutover strategies, documentation, etc. In addition, vendors must explain how the project will be completed within budget. Section 7: Proposed Contracts Provide proposed contracts for all license agreements, maintenance agreements, service level agreements, service offerings, etc. including those for third party offerings. Section 8: Relationships with Third Party Vendors If Grossmont-Cuyamaca Community College District acquires products/services (e.g., mass notification, call accounting, consulting) from a third party (because of requirement or convenience), please explain how Grossmont-Cuyamaca Community College District can ensure proper ongoing support and working relationships. Grossmont-Cuyamaca Community College District wants to avoid confusion about the responsibilities of its chosen vendor(s). Section 9: Additional Information Provide any additional information that Grossmont-Cuyamaca Community College District should consider in its evaluation of proposed pricing. Request for Proposals Page 28 of 28