Callisburg Independent School District Request For Proposal VoIP Phone System Callisburg Independent School District (CISD) is soliciting competitive written proposals from qualified organizations for a managed and unified Voice over Internet Protocol (VoIP) Phone service. By issuing this RFP for phone service and collecting responses, CISD is under no obligation to accept proposals or to proceed with the services requested and reserves the right to reject any or all proposals and to accept the proposal the district considers the most advantageous. CISD reserves the right to cancel this procurement at any time. CISD reserves the right to negotiate with any company/supplier submitting a response to alter, clarify, or further enhance the company s proposals and/or any contract arising out of the acceptance of the response. Questions concerning the RFP should be directed to Steven Goodall, Director of Technology, via email at tech@cisdtx.net and clearly marked VoIP Phone Service RFP in the subject line on or before 2:00 p.m. on May 1, 2018. Responses to all material questions will be communicated via email to all known interested parties within 24 hours of submission. Background and Existing VoIP Service Callisburg Independent School District is located approximately 80 miles from the DFW Metroplex. CISD contains about 1150 students with about 150 staff members. The district has two campuses (8 miles apart) within Cooke County. The administration offices are located at 148 Dozier St., Callisburg, TX 76240. CISD currently has a Shoretel VoIP phone system which provides 155 extensions plus mailboxes and utilizes a PRI circuit for access. There are 3 locations in the district. The administration building has 6 connections. The elementary building has 62 connections. The ms\hs building has 87 connections and is the demarc location for the PRI. Scope of Work CISD seeks a unified, managed Hosted VoIP telecommunications system and services that provides the same and additional enhanced capabilities of the current phone system to all of CISD buildings and departments. Proposals should include all costs to implement the project with the following minimum specifications: Specifications for new phone system: a) Proposer will provide a hosted VoIP solution for 170 users and 170 DIDs. b) Proposer s solution will be Turn-Key (to include handset options) with all hidden monthly costs explained upfront c) Proposer will have the ability to register E911 address specific to a suite/room number (per DID) d) Proposer will own and operate its own hosted voice (VoIP) environment (e.g. no white labeling another vendor s voice solution) Page 1
e) Proposer s service will include wireless network backup to allow voice to remain active during an internet outage (CISD understands that a power outage would affect internet based voice services) f) Proposer voice service (VoIP) will have a web based user interface with varying levels of administrative access and control g) Proposer will be expected to support QoS (quality of service) on a primary internet circuit already installed by CISD. This should be done via a gateway and/or local appliance(s) (Managed Software Defined WAN Equipment) a. This equipment must also have a web based user interface for CISD h) Proposer shall have network engineering support 24 hours per day, 365 days per year. a. This support will be at no additional cost to CISD i) Proposer will not mandate a hardware model or appliance or expect CISD to buy hardware through Proposer j) Proposer must include both technical and end user training in their proposal k) Proposer s pricing shall be quoted as a cost per month (CISD understands taxes and fees are additional) The proposal must be submitted to Steven Goodall, Director of Technology, via email at tech@cisdtx.net and clearly marked VoIP Phone Service RFP by 2:00 p.m. CDT on May 4, 2018. The proposal price must be valid for a period of 90 days from the proposal deadline date of May 4, 2018. Performance Standards: Proposals must provide an estimated project timeline (not actual dates, but an estimated number of days to complete). A Project Manager should be assigned to the school district for a single point of contact. Vendor must provide the District with lists of inventory of all equipment which includes serial numbers, make/model, etc. Project managers should provide notice of shipment of material if shipping directly to Callisburg ISD. All service must be functional by an agreed upon completion date as stated in the contract. The vendor must comply with all applicable Federal, State, and Local laws, rules, licenses, and requirements. Award Process: It is NOT the policy of Callisburg ISD to purchase or enter into an agreement on the basis of low proposal price alone. In evaluating proposals submitted, the following considerations will be taken into account to determine the best value for the district: the purchase price the reputation of the vendor and the vendor s goods and services the quality of the vendor s goods and services the extent to which the goods and services meet the district s needs the vendor s past relationship with the district the impact on the ability of the district to comply with the laws and rules relating to historically underutilized businesses Page 2
the total long-term cost to the district to acquire the vendor s goods and services (Total Cost of Ownership - TCO) support warranty conformity to quote specifications integration with existing network infrastructure time frame to deliver services In addition to the Representation and Certification document included in this procurement package, all vendors should include information in their proposals pertaining to each of the criteria noted above with sufficient detail. Schedule CISD intends to initiate services July 1, 2018. CISD plans to enter into a 36 month term agreement with 12 month renewals thereafter that includes terms and conditions satisfactory to CISD, noting CISD s ability to terminate an agreement due to nonappropriation of funds without penalty and/or termination for any reason without penalty with 30 days notice. Summary of Requirements The new managed and unified Voice over Internet Protocol (VoIP) Phone service should provide a uniform communication system for all CISD facilities and shall be expandable at the convenience of CISD. The new system must provide a single system in terms of dialing, feature access, and administration. Feature Set The list below is a partial list of features that have been requested. It is provided as a baseline and as a starting point for the expected operations of the system. CISD expects the successful vendor will have had experience with schools of CISD s size and scope and will be able to provide consulting advice, input and insight into what other organizations are using and to provide suggestions that will enhance the usability and functionality of the system. Please identify which features are standard and which are added cost. Unified Messaging Automatic Call Back Call Waiting Call Forward Busy/No Answer Call Redirect Call Hold/Release Call Park/Pickup Call Transfer Fax/eFax Management/Fax to Email/Fax Server Remote Maintenance/Administration Voice Mail Voice Mail Forward to Email and/or Text Soft Phone Features Music on Hold Call Recording Remote Handsets Page 3
Calling Line ID Name & Number Call Waiting Caller ID Name & Number Multiple Call per Line Appearance Speaker Phone Capable Extension Dialing between Locations Auto/Speed Dial Numbers assigned to staff without handsets Auto Answering at certain hours of the day DTMF Integration with overhead paging system Capable Active Directory Integration Provide feature/cost comparison of 100MB and 1GB capable handsets It is the intent of this proposal to have a system that has failover capabilities in case of system failure and to have an acceptable level of redundancy in case of power failure or other incident. Please provide your solution to assure the system is operational 24/7/365. Network Assessment Although CISD believes that the network is voice ready, CISD understands that the respondent may need to conduct a full network assessment to determine the viability of integrating and installing the new voice system onto the existing data network. The needs and expectations of a converged network do place different requirements on the network in terms of Quality of Service (QOS), packet prioritization, cable quality, termination specifications, etc. If the respondent desires to perform a full network assessment and determine what, if any, network updates or quality mitigation processes must be achieved in order to support the new voice system, the respondent will provide all results of the assessment including necessary network maps, specification thresholds, specific problem areas and the recommended solution and cost for each. Cable The vendor will provide cable from the wall to the phone. As the installation is expected to be in line with the handset/endpoint existing between the wall jack and a computer, any additional cabling will be provided by the vendor. The respondent will be responsible for wiring connections from the phone system to any communications equipment utilizing the phone system. Any additional cabling/wiring needed by the respondent to complete the installation should be included as part of the RFP response. Additional Terms 1. CISD reserves the right to waive or take exception to any part of the specifications noted in this packet when in the best interest of the District. 2. Payment terms will be net thirty (30) days after acceptance of delivery or signed receipt or correct invoice, whichever comes later. 3. All packing lists, freight bills, invoices, etc., shall reference the district s purchase order number. 4. Prices must include any and all delivery charges, if applicable. Page 4
5. Deliveries will be F.O.B. destination, freight prepaid to any District location. 6. Awarded vendors, for this installation of equipment, within these specifications, must have personnel with the required experience, training, and skill to install complete and working VOIP communications system, in compliance with the hereinafter listed Codes and Standards. The Proposer will be required to furnish acceptable evidence, as determined by CISD, of having installed a minimum of (3) three VOIP Communication Systems similar to that being proposed, under these specifications. 7. In addition to compliance with all applicable codes and standards, the work performed shall comply with the high standard of quality workmanship required by CISD. All work areas shall be maintained in a state of cleanliness and orderliness at all times, all labeling and marking shall be performed in a clear and legible manner, and all coordination, with interface points between this work and the work performed by other trades, shall be performed in a professional and workmanlike manner. All work shall be tested as detailed within this specification, and documented test results shall be provided to the Office of Telecom or designee. 8. Only new parts or materials from reputable suppliers may be used, as determined by CISD. 9. If the Proposer does not manufacture the system being proposed, the Proposer must provide information showing their length of commitment to the product, the date the company began marketing the product, and the support received from the manufacturer. This must include a description of the support received with regard to technical response time and replacement parts turnaround time. 10. Callisburg ISD is a political subdivision of the State of Texas, and as such all information and documentation in its possession, custody or control is subject to the requirements of the Texas Public Information Act set forth in Chapter 552 of the Texas Government Code. You understand that by submitting this proposal, to include all supporting documentation, it is in the possession of the District. Therefore, Callisburg ISD must and will provide all procurement and proposal submittal information to any third-party that submits a Public Information Act request for the documents, with the exception of vendor financial statements. 11. In any resulting contract from this procurement, language shall be included that provides that in the event funds are not appropriated by the CISD s governing body in any fiscal period for payments due under this contract, then the District will immediately notify the successful proposer(s), or their designee(s), of such occurrence and this contract will terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to CISD of any kind whatsoever, except as to the portions of the contract or other payments herein agreed upon for which funds will have been appropriated and budgeted or are otherwise available. Additionally, CISD reserves the right to terminate any resulting contract including, but not limited to, non-performance with thirty (30) days written notice. Page 5
12. In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. More information is located at the following site: https://www.ethics.state.tx.us/tec/1295-info.htm A business entity must use the on-line application to enter the required information on Form 1295 and print a copy of the completed form, which will include a certification of filing that will contain a unique certification number. An authorized agent of the business entity must sign the printed copy of the form and have the form notarized. The completed Form 1295 with the certification of filing number must be filed with the governmental body or state agency with which the business entity is entering into the contract. The on-line application may be obtained at the following site: https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm Page 6
REPRESENTATION AND CERTIFICATION By submitting this offer, the vendor certifies that he/she is a responsible authorized officer of the company and certifies the accuracy of the following statements: a. Represents that to the best of its knowledge it is not indebted to the Callisburg Independent School District. Indebtedness to the District shall be basis for nonaward and/or cancellation and/or termination of any award. b. By signing this proposal, vendor makes the assurance that vendor has not been debarred or suspended from conducting business with the US Government according to Executive Order 12549 entitled Debarment and Suspension. c. Pursuant to the Texas Education Code, Subchapter B, Section 44.034, Notification of Criminal History, a person or business entity that enters into a contract with a school district must give advance notice to the district if the person and/or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states "a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract." Subsection (c) this notice is not required of a publicly held corporation. 1. My firm is a publicly held corporation, therefore, this reporting requirement is not applicable. 2. My firm is not owned nor operated by anyone who has been convicted of a felony. 3. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony. Name of Felon(s): Details of Conviction(s): d. "Non-Collusion Statement" and Anti-Lobbying Certification : "The undersigned affirms that they are duly authorized to execute this Representation and Certification, Offer, and/or Contract and that this company, corporation, firm, partnership, etc., or individual has not prepared this proposal in collusion (An agreement between two or more persons to deceive the school district or defraud the school district of its rights) with any other proposer, school board member, or school district employee, and that the contents of this proposal as to prices, quality of product, terms and/or conditions, etc., have not been communicated by the undersigned nor by any other employee, agent and/or representative of the company, corporation, firm, partnership, etc., or individual to any other person engaged in this type of business prior to the official opening of this proposal for the intent or purpose of collusion." In accordance with Title 31, USC Section 1352, no attempt has been or will be made by this company s officers, employees, or agents to lobby, directly or indirectly, with the Callisburg Independent School District Board of Trustees between proposal submission date and award by the Board. Page 7
e. The Callisburg ISD promotes, to the maximum extent allowed by law, participation by economically disadvantaged business enterprises in all District competitive procurement. Are you a qualified economically disadvantaged business enterprise or minority/women owned business enterprise? (check one) Yes No Type of Certification: (i.e., Minority/Women-Owned Business, Small Business Enterprise, Historically Underutilized Business, Veteran Business Enterprise) Please attach proof of certification to this submittal. Certified by: f. Conflict of Interest : No officer, agent, or stockholder of the proposer is a member of the staff, or related to any employee of the Callisburg ISD except as noted herein:. On May 23, 2005, the Texas Senate passed House Bill No. 914, adding Chapter 176 to the Local Government Code, which requires governmental entities to impose new disclosure and reporting obligations on Vendors and potential Vendors, beginning January 1, 2006. It is mandated by the State of Texas that each Vendor doing business with the School District submit a completed and annually updated Conflict of Interest questionnaire to CISD no later than September 1, for each year of the contract. Failure to comply with this statute will result in noncompliance and contract termination. Please complete the Conflict of Interest Questionnaire along with all other required documents to accompany proposal submittal. g. Proposer agrees to the terms noted in this proposal and in case of conflict with other documents provided by Vendor, the terms and conditions noted in the procurement / request for proposals take precedence and prevail unless specifically identified and changes are signed by both parties. h. Criminal Background Checks/Searches : Proposer represents that criminal background checks/searches have been conducted (or will be conducted prior to start of Work if required) in accordance with CISD Board Policy and state law. I, the undersigned officer or authorized agent for the firm named below, certify that the information provided herein has been reviewed by me and is true to the best of my knowledge. Company Name: Submitter s Name/Title: Submitter s Signature: Date: Page 8