1-RFP 005-26.pdf

REQUEST FOR PROPOSALS

RFP 005-26

HOSTED VOICE AND FAX SERVICES

CLAYTON COUNTY PUBLIC SCHOOLS

“BUILDING A BETTER TOMORROW, TODAY”

Dr. Douglas Hendrix Sr.

Interim Superintendent/CEO of Schools

Ramona Bivins CFO/Chief Business Services & Strategic Improvement

Debra B. Brewer, Esq., CPPO

Director Department of Purchasing

1098 Fifth Avenue, Jonesboro, Georgia, 30236

Response Submission Deadline:

March 18, 2026 3:00 p.m. Eastern Standard Time (EST)

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SCHEDULE OF EVENTS

RESPONSE SUBMISSION FORM

This form must be completed in its entirety and signed by the authorized representative or official submitting the response. This form must be returned with each response. Failure to do so will render a response non-responsive.

Company Name:

Mailing Address:

(Street, City, State, Zip Code)

Email Address:

Phone Number:

Fax Number:

Social Security or Tax ID#:

Name of Authorized Representative:

(printed or typed)

Title of Authorized Representative:

Signature of Authorized Representative:

Date of Signature:

EVENT

DATE OR DEADLINE

Eastern Standard Time (EST)

RFP Release February 11, 2026

Pre-Proposal Conference via Zoom Meeting ID: 973 7109 4294

February 25 @ 10:00 a.m.

Deadline for Submission of Questions March 4, 2026 @ 3:00 p.m.

Submit questions to: Bonfire Portal

Answers Posted to Bonfire by Addendum at: CCPS Bonfire Bids and GPR CCPS Bids

March 11, 2026

RFP Submission Deadline March 18, 2026 @ 3:00 p.m.

Proposal Opening Zoom ID # 995 4430 2607

March 18, 2026 @ 3:00 p.m.

Oral Presentations/Interviews or Demonstrations, if necessary

April 1-2, 2026

Procurement Representative Krystal Ashley https://claytonk12ga.bonfirehub.com/portal/?tab=openOpportunities https://ssl.doas.state.ga.us/gpr/events?eventType=OPEN

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TABLE OF CONTENTS

DESCRIPTION BEGINNING PAGE

Information and Instructions to Proponents 4

Submission of Responses 7

General Information 10

Introduction 10

Objectives 10

Intent to Award 10

Term of Agreement 10

Scope of Services 11

Minimum Requirements 11

Evaluation Process 11

Response Preparation and Guidelines 12

Response Format 12

Contents of Technical Response 13

CCPS Standard Draft Agreement 20

Required Form Submittals 20

Appendices

A. Code of Ethics B. General Terms and Conditions C. Required Forms D. SLBE Required Document E. General School Holiday Calendar F. CCPS Facility Location List

Attachments A. Scope of Services and Specifications

B. Cost Proposal Form

C. CCPS Standard Draft Agreement

Exhibits

1. Required Service Features

2. Current Equipment Descriptions

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Hosted Voice and Fax Services

A. INFORMATION AND INSTRUCTIONS TO PROPONENTS

1. Services Required: This Request for Proposals (“RFP”) is to solicit proposals from qualified firms for Hosted Voice and Fax Services. The successful

Proponent is to provide Hosted Voice and Fax Services infrastructure, implementation plan, connectivity, hardware and monitoring for Clayton

County Public Schools (“CCPS”). A detailed Scope of Services (“SOS”) is set forth in this RFP.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the CCPS Purchasing Policies and Procedures. By submitting a proposal in reference to this solicitation, a Proponent acknowledges familiarity with CCPS Purchasing Policy and Procedures and all laws applicable to this solicitation, which policies, procedures and laws are incorporated into this RFP by reference.

3. Criminal Background Check: By submitting a response in reference to this solicitation, Proponent acknowledges that a satisfactory criminal background check and history may be required for anyone coming into direct or indirect contact with CCPS students at no cost to CCPS.

4. Certificate of Authority to Transact Business in Georgia: Each Proponent must submit with its response documentation that demonstrates it is duly authorized to conduct business in the State of Georgia. This requirement also applies to Joint Venture (JV) Team Members, Sub-Contractors and Sub-Sub- Contractors.

5. Business License: Proponent is requested to submit a copy of its current, valid business license with its Response. If the Proponent is a Georgia corporation, Proponent is requested to submit a valid county or city business license. If Proponent is a joint venture, Proponent is requested to submit valid business licenses for each member of the joint venture. If the Proponent is not a Georgia corporation, Proponent is requested to submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

6. Professional License: Proponent must attach a copy of any professional license required by this RFP with its response. All required licenses must be maintained for the duration of any contract award period. Exemption Certificates are available upon request.

7. Codes, Permits, Fees, Licenses and Laws: All permits, fees, arrangements for inspections, licenses, and costs incurred for the same shall be the sole responsibility of the successful Proponent. All services, labor, materials and construction must comply with all applicable rules and regulations of local, state and/or national codes, laws and ordinances of all authorities having jurisdiction over the project, which shall apply to the contract throughout and will be deemed to be included in the contract the same as though herein written out in full.

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8. No Offer by CCPS and Firm Offer by Proponent: This solicitation does not constitute an offer by CCPS to enter into an agreement and cannot be accepted by any Proponent to form an Agreement. This solicitation is only an invitation for offers from interested Proponents and no offer shall bind CCPS.

A Proponent’s offer is a firm offer and may not be withdrawn except as provided in this RFP, CCPS Purchasing Policies and Procedures and other applicable law.

9. Georgia Open Records Act: Information provided to CCPS is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et.

seq. Pursuant to

O.C.G.A. § 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article

27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

10. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal Immigration Reform and Enforcement Act of 2011 (“Act”), formerly known as the Georgia Security and Immigration Compliance Act. Pursuant to

Act, the Contractor must provide with its Response proof of its registration with and continuing and future participation in the E-Verify Program established by the United States Department of Homeland Security. Completed Contractor

Affidavit, Illegal Immigration Reform and Enforcement Act Forms must be submitted with the Response at the time of submission. Under State Law, the

CCPS cannot consider any Response which does not include the completed forms. Where the business structure of a Contractor is such that Contractor is required to obtain an Employer Identification Number (EIN) from the Internal

Revenue Service, Contractor must complete the Contractor Affidavit on behalf of, and provide a Federal Work Authorization User ID Number issued to, the

Contractor itself. Where the business structure of a Contractor does not require it to obtain an EIN, each entity comprising Contractor must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proponents intending to do business with CCPS are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on CCPS solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll.

11. Sub-Contractors and Manufacturers: Proponents are required to submit, in writing, the addresses of any proposed Sub-contractor or equipment manufacturers listed in the Response and may be required to submit other material information relative to proposed Sub-contractor. County reserves the right to disapprove any proposed Sub-contractor whose technical or financial ability, or resources, or experience are deemed inadequate.

12. Inclusivity in Purchasing Policy: Proponents are required to comply with https://e-verify.uscis.gov/enroll

RFP 005-26 Hosted Voice and Fax Services Page 6 of 82 the CCPS Inclusivity in Purchasing Policy (DJEAB) and Small Local Business

Enterprise Program.

13. Minority, Female Business and Local Enterprises: It is the intent of CCPS that Minority Business Enterprises (MBE), Woman Business Enterprises (WBE), and Local and Small Business Enterprises (L/SBE) have an equal opportunity to participate in CCPS procurement opportunities. Proponents are encouraged to use said vendors whenever possible in the execution of any contract., however, CCPS does not provide a contracting preference and it is not the intent of CCPS to violate any local, state or federal laws.

14. Cooperative Agreement: CCPS may permit piggybacking or cooperative use of any contract resulting from this RFP by other city, county, local authority, agency, or board of education if the bidder/proponent will extend the same prices, terms, and conditions. This provision shall not apply to any contract where piggybacking or cooperative use is prohibited by law.

15. Reasonable Accommodation: CCPS will provide reasonable accommodations for Proponents with a disability. Proponent’s should request reasonable accommodations by contacting the Purchasing Department by email with the RFP name and number in the subject line to purchasing@clayton.k12.ga.us. If accommodations at the preproposal conference are needed, please notify the Purchasing Department by email not later than forty-eight (48) hours in advance.

16. Conflict of Interest: Proponents are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP contained in Appendix B, General Terms and Conditions, and Required Form Submittals.

16.1 All interests of CCPS employees, officers or elected officials in Contractor’s firm should be listed and disclosed with Contractor’s response to this RFP.

16.2 CCPS reserves the right to issue solicitations for specific projects that are independent of this RFP. Except as stated in this RFP, successful Proponents under this RFP are not precluded from responding to such solicitations.

mailto:purchasing@clayton.k12.ga.us

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B. SUBMISSION OF RESPONSES

1. Ownership of Responses: Each Response submitted to CCPS shall become the property of CCPS, without compensation to a Proponent, for use by CCPS, at its discretion. CCPS shall not be liable for any response preparation costs incurred by Proponents, or for any subsequent work on the response or additional documentation required by CCPS.

2. Duration: Responses submitted in to this RFP must be valid for a period of one hundred and eighty (180) calendar days from the Response Submission

Deadline and must be marked as such.

3. Submission Deadline and Proposal Opening: Sealed Responses to this

RFP will be received by the CCPS Purchasing Department until 3:00 P.M.

Eastern Standard Time (EST) on Wednesday, March 18. 2026. The proposal opening will be held via Zoom at: Proposal Opening: RFP 005-26 Hosted

Voice And Fax Services at 3:00 PM EST, Wednesday, March 18, 2026.

Zoom Meeting ID: 995 4430 2607. Attendance during the proposal opening is voluntary for Proponents responding to this RFP; however, Proponents are encouraged to attend.

3.1 Proponents must register in Bonfire as a vendor at: Bonfire CCPS Bids in order to submit a proposal prior to the submission deadline.

3.2 Proposals and all required forms must be fully completed, signed in ink and uploaded in Bonfire under the correct solicitation (RFP No. 005-26 Hosted Voice and Fax Services).

3.3 CCPS will only accept online submissions for this RFP. Oral, telephonic, facsimile, emailed and mailed proposals will not be considered.

3.4 For any technical questions or difficulties, contact Bonfire Support at https://support.gobonfire.com/hc/en-us.

4. Late Responses: Late Responses received will not be considered.

5. Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for Wednesday, February 25, 2026 at 10:00 a.m., EST. The Pre-Proposal Conference will be held via Zoom at Hosted Voice And Fax Services Pre-Proposal Meeting, Meeting ID: 973 7109 4294 During the Pre- Proposal Conference, the general requirements of the project will be discussed. Any questions raised by potential Proponents will be discussed.

Verbal answers to questions during the Pre-Proposal Conference will not be authoritative. It should be emphasized, however, that nothing stated or discussed during the course of this conference call shall be considered to modify, alter or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

6. Solicitation Questions: Any questions regarding this RFP should be submitted on or before Wednesday, March 4, 2026 at 3:00 p.m., EST. All https://clayton-k12-ga-us.zoom.us/j/99544302607 https://clayton-k12-ga-us.zoom.us/j/99544302607 https://claytonk12ga.bonfirehub.com/portal/?tab=openOpportunities https://claytonk12ga.bonfirehub.com/portal/?tab=openOpportunities https://support.gobonfire.com/hc/en-us https://clayton-k12-ga-us.zoom.us/j/97371094294 https://clayton-k12-ga-us.zoom.us/j/97371094294

RFP 005-26 Hosted Voice and Fax Services Page 8 of 82 questions must be submitted in Bonfire for this RFP in Bonfirehub.com Portal at Vendor Discussions. Questions received after the designated period may not be considered. Verbal responses are not authoritative. Answers to questions will be made by addendum posted to Bonfire CCPS Bids and GPR

CCPS Bids on Wednesday, March 11, 2026. It is the responsibility of each

Proponent to obtain a copy of any Addendum issued for this solicitation

7. Prohibited Contacts: All Proponents and representatives of Proponents are strictly prohibited from contacting CCPS employees, CCPS Officials, Elected

Officials or any third-party representatives of CCPS on any matter having to do with this RFP. All communications by any Proponent concerning this RFP must be made in writing to the CCPS Purchasing Department at purchasing@clayton.k12.ga.us.

8. Oral Presentations/Interviews/Demonstrations: Responsive Proponents may be required to make an oral presentation of their proposed solution to a

CCPS Evaluation Committee. Technically competent representatives from the

Proponent’s team with the ability to respond to questions posed by CCPS must be active participants in the oral presentation. If required, oral presentations, interviews and/or demonstrations will be held Wednesday, April 1, 2026 –

Thursday, April 2, 2026. CCPS will notify responsive Proponents of the date, time and location for the presentation and interview, and will supply an agenda or topics for discussion.

9. Examination of Response Documents:

9.1 Each Proponent is responsible for examining with appropriate care the complete RFP and all Addenda and for informing itself with respect to all conditions.

9.2 Each Proponent shall promptly notify CCPS in writing should the Proponent find discrepancies, errors, ambiguities or omissions in their Response Documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be posted to Bonfire CCPS Bids and GPR CCPS Bids.

9.3 CCPS may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Response due date and time.

9.4 Each Proponent must confirm Addenda have been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

9.5 CCPS may waive any technicalities and formalities. CCPS

reserves the right to cancel the RFP in its entirety.

https://claytonk12ga.bonfirehub.com/portal/?tab=login https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true https://ssl.doas.state.ga.us/gpr/index?persisted=true mailto:purchasing@clayton.k12.ga.us https://claytonk12ga.bonfirehub.com/ https://claytonk12ga.bonfirehub.com/ https://ssl.doas.state.ga.us/gpr/index?persisted=true

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10. Bonding and Insurance Requirements: The Bonding and Insurance requirements for any Agreement that may be awarded pursuant to this RFP are set forth in Appendix B, General Terms and Conditions. Contractor must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Contractor, if any. For purposes of this section, “Contractor” shall mean an individual, corporation or other corporate entity submitting a response in connection with this solicitation, including each Joint Venture partner if Contractor is a Joint Venture.

11. Protests: Protests dealing with specifications or the solicitation shall be filed not later than three (3) working days prior to the response due date. Other protests shall be filed not later than three (3) working days after the response due date, or if the protest is based on subsequent actions of CCPS, not later than three (3) working days after the aggrieved person knows or should have knowledge, of the facts given rise to the protest. All Protests should specify exactly what is being protested. Protests are considered filed when received by the Director of Purchasing. Protests which are not filed in a timely manner, as set forth above, will not be considered. Proponent agrees to pay for CCPS reasonable attorney’s fees and expenses of litigation for any protest arising out of this solicitation in which CCPS is a prevailing party. Only those who participated in the solicitation are eligible to protest.

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HOSTED VOICE AND FAX SERVICES

GENERAL INFORMATION

1. INTRODUCTION

Clayton County Public Schools (CCPS) is fully accredited through Cognia. The district offers a focused world-class program based on a challenging curriculum which is taught from pre-kindergarten through 12th grade. Serving over 50,000 students, CCPS is ranked among the 100 largest school districts in the U.S. Made up of 67 schools and a variety of programs, the school system has approximately 7,500 employees.

2. OBJECTIVE

CCPS is soliciting proposals from experienced individuals or firms (“Proponents”) to provide a Hosted Voice and Fax Services solution for the District. A detailed Scope of Services (“SOS”) is set forth in this RFP. CCPS currently supports approximately 1,879 voicemail users, 300 call handlers, 1,300 translation patterns, and approximately 900 translated telephone numbers.

The District currently utilizes features including, but not limited to, E911, hunt groups, call forwarding, voicemail, conference calling, user-defined speed dials, extension presence, and directory dialing. Proponents can propose the use of their equipment or the use of the Districts current equipment list. A listing of current equipment is attached hereto as Exhibit 2. The proposed solution should demonstrate the Proponent’s extensive knowledge and experience in the communications industry and present a creative, cost-effective approach.

3. INTENT TO AWARD

CCPS intends to make one (1) award; however, CCPS reserves the right to make multiple awards or no award for RFP 005-26 Hosted Voice and Fax Services.

4. TERM OF AGREEMENT

The Contract shall commence within ten (10) calendar days after receipt of written Notice to Proceed (NTP). The initial term of the Agreement and any renewal terms are referred to collectively as the “Term”. The initial term of this Agreement shall be for one (1) year, and may be automatically renewed for four (4) successive one

(1) year terms upon the same terms and conditions. The services to be performed under this Agreement shall commence on the effective date of this agreement and terminate absolutely and without further obligation on the part of CCPS on June 30th of the year in which it was executed and on June 30th of each succeeding and renewed year, as required by O.C.G.A. § 20-2- 506(b), as amended, unless terminated earlier in accordance with the termination provisions of this agreement.

This contract shall not be deemed to create a debt of CCPS for the payment of any sum beyond the fiscal year of execution or, in the event of a renewal, beyond the fiscal year of such renewal.

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5. SCOPE OF SERVICES

Proponents must provide all services as requested in this RFP and Attachment A, Scope of Services and Exhibit 1, Required Service Features attached hereto and incorporated herein by reference. All services must comply with all federal, State of Georgia and local regulations and laws applicable.

6. MINIMUM REQUIREMENTS

6.1. Proponents must have a minimum of 5 years of experience providing Hosted Voice and Fax Services for K-12 or public-sector organization of similar sizes;

7. SUB CONSULTANTS AND CONTRACTORS

Proponent shall ensure the responsibility standards for each of its Sub-Consultants and Sub-Contractors as listed below and in each and every part of this RFP.

Verification must include documentation that each Sub-Consultant or Sub-Contractor meets the responsibility criteria required to perform the work including any professional license, certification, insurance requirements of this RFP, any governmental agency having jurisdiction over the matter, or any law or regulation pertaining to the work or requirements. Proponent shall not furnish any statement, representation, or certification in connection with Sub-Consultants or Sub-Contractors that is materially false, deceptive, incorrect or incomplete. Failure of the Proponent to provide information concerning the responsibility of any Sub-Consultant or Sub- Contractor may result in a finding that the Proponent is not responsible. All proposed Sub-Consultants and Sub-Contractors shall be listed in the Proponent’s response.

Proponent shall ensure that all proposed Sub-Contractors have adequate personnel, past experience, adequate facilities, finances and business systems to perform the scope of services. CCPS reserves the right to approve all Sub-Contractors and Sub- Consultants.

8. EVALUATION PROCESS

CCPS desires to select the Proponent whose proposal is determined to be the most advantageous considering the technical evaluation criteria listed below. All Proposals will be evaluated in accordance with CCPS Policies and Procedures, and the criteria specified in this RFP. An Evaluation Committee will evaluate the Proposals using the following:

Relative

Weight

ITEM FOR EVALUATION

Maximum Points

5% Executive Summary 5

25% Methodology, Approach and Technical Ability 25

15% Experience and Qualifications of Key Staff 15

15% Experience and Performance on Other Projects 15

15% Organization and Financial Capability 15

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25% Cost Proposal 25

100% TOTAL SCORE 100

5% Small Local Business Enterprise (SLBE

CLAYTON)

10%

Oral Presentations/Interviews Oral presentations/interviews may be required before the final selection and award. Points for oral presentations, interviews or site visits will be added to the Proponent’s total score.

9. PROPOSAL PREPARATION AND GUIDELINES

9.1. PROPOSAL FORMAT

Proponents are required to submit their proposals in the following format:

9.1.1. Technical Response. The technical response shall include responses to all of the information requested in the RFP and shall be tabbed to identify the specific components. All responses shall be broken down by paragraph reference number when answered. The Proponent should include all strategies, solutions and services proposed in response to the requirements of the RFP. All forms required by CCPS or provided by the Proponent should be included. Any requests for clarification, exceptions or amendments to the RFP must be clearly identified and labeled and submitted with your technical response. CCPS is under no obligation to accept exceptions and any such exceptions may be a basis for disqualification.

Please do not include any cost of any kind in this section.

Inclusion of cost in the Technical Proposal may cause a proposal to be excluded for non-compliance.

9.1.2. Cost Proposal. The Cost Proposal Form affixed hereto as Attachment

B, must be completed in its entirety, signed and uploaded separately from the Proponent’s Technical proposal. The Cost Proposal Form will become a part of any contract resulting from this RFP. CCPS may solicit

Best and Final Offers, and discussions may be conducted with responsible proponents who submit proposals determined reasonably susceptible to being selected for award.

Please do not include exceptions to the RFP in the Cost Proposal.

Please do not include any exceptions, assumptions or clarifications to the RFP in the Cost Proposal. Inclusion of exceptions in the Cost

Proposal may cause a proposal to be excluded for non-compliance.

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9.2. CONTENTS OF THE TECHNICAL RESPONSE

The proposal must include responses to all of the information requested in this RFP. Brevity and specificity are encouraged. Concise presentation of pertinent information and organization of the submittal will be part of the evaluation.

CCPS prefers a well-planned, straightforward business presentation with brief explanations. Responses with verbosity or disorganization will be judged accordingly. The Response format described herein may not fully capture the particulars of all the information requested by the RFP. Should there be any doubt as to where to place any information, use best judgment.

The following is a more detailed description of the requirements of certain portions of the Technical Response. The Technical Response must be tabbed and organized as follows, with a suggested total page limit of One-Hundred

(100) pages (excluding the Required Form Submittals).

9.2.1. Letter of Transmittal. Letter transmitting the Proposal, identifying the team members and providing a designated point of contact, including name, title, address, email address, and telephone and fax numbers of one (1) individual to whom all future correspondence and/or communications should be directed by CCPS concerning this solicitation. The letter should include a narrative statement of the Proponent’s approach to providing the Services solicited in this RFP.

9.2.2. Executive Summary. The purpose of the Executive Summary is to provide an overview of the Proponent’s qualifications to accomplish the project and must be no more than three (3) pages stating the agency’s interest and proposed commitment to providing Hosted Voice and Fax Services. At a minimum, the Executive Summary must contain the following information:

9.2.2.1. Complete legal name of the Proponent and the name of the legal entities that comprise the Proponent. The Proponent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, contact name, address, phone number, email, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices;

9.2.2.2. A declarative statement as to whether:

9.2.2.2.1. Proponent or any member of the Proponent’s team

has an open dispute with CCPS or is involved in any litigation associated with work in progress or completed in both the private and public sector during the past five (5) years;

9.2.2.2.2. Proponent has within the past ten (10) years filed (or had filed against it) any bankruptcy or insolvency proceedings, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee or

RFP 005-26 Hosted Voice and Fax Services Page 14 of 82 assignee for the benefit of creditors. If so, please provide an explanation;

9.2.2.2.3. Proponent has failed to complete work or a contract awarded to Proponent. If so, please provide an explanation; and

9.2.2.2.4. Proponent or any of the Proponent’s employees, agents, independent contractors or subcontractors have been convicted of, or pled guilty or nolo contender to any felony. If so, please provide an explanation and details.

9.2.2.3. Provide a summary of the other sections of the Response. All Sections should fit together into a well-organized highlight of the significant points of the Proposal.

9.2.2.4. Provide general specific capabilities and experience of the Proponent’s team. Each Proponent must identify examples where team members have worked together to complete a project and discuss how the team was formed and how the team will function as an integrated unit in providing services to

CCPS

9.2.3. Methodology, Approach and Technical Ability. Proponent must describe the procedures and methods that will produce the required outcomes for the project specified herein. Proponent should explain its approach in terms of management, organization, process, tools and techniques, staff and quality assurance/quality control. Such information should include but not be limited to:

9.2.3.1. Description of the Proponents hosted voice communication platform;

9.2.3.2. Description how Proponent will ensure that CCPS is

supplied with the appropriate Proponent provided support staff throughout the project;

9.2.3.3. Provide a sample Project Plan detailing a hypothetical Hosted Voice and Fax Installation. Include a timeline from award through user training with clearly identified roles and responsibilities for provider and client to include planning, provisioning, installation, etc.

9.2.3.4. Provide a detailed description of the training program to support the Hosted Voice and Fax implementation.

Responses shall include, at a minimum, the following:

9.2.3.4.1. Training offered for end-users, administrators, and technical staff.

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9.2.3.4.2. Training delivery methods available (e.g., on-site, web-based, hybrid).

9.2.3.4.3. Supplemental training opportunities or ongoing

support resources provided post-implementation.

9.2.3.5. Description the processes for capturing and reporting customer satisfaction levels;

9.2.3.6. Description of any added incentives and support Proponent will provide at no additional cost to CCPS;

9.2.3.7. Description of the Proponent’s software development life cycle to include feature updates and patches;

9.2.3.8. Description of the network infrastructure used for the hosted voice and fax solution;

9.2.3.9. Description of the Proponent’s ability to provide voice and fax using one telephone number;

9.2.3.10. Description of the Proponent’s ability to support both private and internet-based network topology designs;

9.2.3.11. Description of the features included in basic licenses vs.

requiring additional add-on licenses (do not include cost in this section);

9.2.3.12. Description of the Proponent’s’ ability to support audio conferencing;

9.2.3.13. Description of the Proponent’s ability to support both single user and conference room video enabled conferencing;

9.2.3.14. Description of the Proponent’s ability to integrate 3rd party notification applications for safety announcements;

9.2.3.15. Description of the Proponent’s ability to support "nomadic" (allows users to move from location to location) 911 capabilities;

9.2.3.16. Description of the ability to integrate with 3rd party applications;

9.2.3.17. Description of the Proponent’s ability to support recording of phone calls;

9.2.3.18. Description of the Proponent’s ability to support basic and advanced contact center applications. State whether additional licensing is required;

9.2.3.19. Description of the Proponent’s ability to provide analytics on

RFP 005-26 Hosted Voice and Fax Services Page 16 of 82 the voice environment, include data able to captured;

9.2.3.20. Description of the Proponent’s ability to provide team messaging and collaboration services;

9.2.3.21. Description of the Proponent's ability to support local survivability for E911 services;

9.2.3.22. Description of the Proponent’s ability to use CCPS’s current devices (e.g. telephones, ATAs, etc.). State which part numbers will work with provider’s system (see a description in CCPS current devices in Exhibit 2);

9.2.3.23. Description of the Proponent’s ability to integrate to current stand-alone intercom systems (e.g. Bogen, Telecor, Rauland) and the method of integration;

9.2.3.24. Description of the Proponent’s ability to provide six-digit dialing for internal extensions;

9.2.3.25. Description of the hosted voice and fax service monitoring, alert levels, and procedures for proactive customer notification of preset alert levels and time lines;

9.2.3.26. Description of any customer portals that will allow CCPS to monitor utilization;

9.2.3.27. Description of the provider’s admin portal and how role-based administration can be assigned to different user levels;

9.2.3.28. Description of the provisioning and installation process to include all phases and intervals for newly added services;

9.2.3.29. Description of Proponent’s “Service Level Agreement(s) (SLA)” to include end-to-end availability, guaranteed time to repair, end-to-end packet delivery, end-to-end latency, end-to-end jitter, etc.;

9.2.3.30. Description of performance remedies and SLA’s for services that do not meet provisioning intervals;

9.2.3.31. Description of Proponent’s security measures to include notification process should a breach occur;

9.2.3.32. Description of resources available for installation and provisioning for the services being proposed;

9.2.3.33. Description of the process for transferring newly added services to customer after installation and provisioning;

9.2.3.34. Description of how analog ports for fax, alarm (security and fire), postage machine, and auto attendant systems will be

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9.2.3.35. Description of how Proponent’s centralized Call Detail Reporting (CDR) system will report calls being made and where the call originated;

9.2.3.36. Description of Proponent’s VOIP service;

9.2.3.37. Description of Proponent’s response time for

emergency/critical requests;

9.2.3.38. Description of the process for adding sites under single commitment level as new service locations are required within the CPPS district.

9.2.3.39. Description of all levels of account support Proponent can provide to include account manager, service manager, etc.;

9.2.3.40. Description of the escalation process to include contacts (name, title, address, phone number, cell phone, email address) for provisioning, implementation, billing and trouble issues;

9.2.3.41. Description of each level of support availability and hours of operation including where twenty-four-hour support is located and based;

9.2.3.42. Description of Proponent’s customer billing process to include a sample bill identifying charges by service location, type of service, and all associated taxes and fees;

9.2.3.43. Description of Proponent’s ability to support online billing;

9.2.3.44. Describe details outlining restrictions and limitations on how far back customers can audit and dispute erroneous charges;

9.2.3.45. Description of Proponent’s back-billing policy;

9.2.3.46. Description of how Proponent will allow for adjustments to commitment levels based on CCPS need to disconnect lines before end of commitment date; and

9.2.3.47. Provide a copy of all forms, contractual documents, third-party agreements Proponents proposes to utilize.

9.2.4. Experience and Qualifications of Key Staff. Describe the experience and qualifications of Proponent’s staff and highlight their skills, experience and availability to provide services to CCPS. Information to be provided includes, but is not limited to, the following:

9.2.4.1. Provide an organizational chart and a short, narrative overview

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9.2.4.2. Provide the names, education, certifications, licenses and registrations for individuals who will be assigned to the project as Key

Staff. Describe each participant’s experience on projects of similar size and scope as required by this RFP. Submission of the names for

Key Staff constitutes a commitment to use these individuals if the

Proponent is awarded a contract, and changes may be made only with the prior written consent of CCPS;

9.2.4.3. Indicate the key senior staff member that will be Proponent’s main point of contact and include their title, email address and phone numbers.

9.2.4.4. Identify any outside specialized vendor(s) Proponent intends to use as a Sub-Contractor for the performance of the work, or portion thereof. The Proponent must submit information on the Sub-

Contractor which should include: specialized Sub- Contractor’s resume, company history, address, details of experience with similar type of projects during the last five (5) years, and copy of licenses and certificates required for all services to be provided under the Scope of Services. Proponent must provide a reference and release form for each proposed Sub-Contractor identifying work on projects similar to that to be performed under this RFP; and

9.2.5. Experience and Performance on Other Projects. Describe Proponent’s experience and qualifications in providing services as described in the Scope of Services. Information must include, but is not limited to, the following:

9.2.5.1. Provide a listing of all other engagements where services of the types being proposed were provided for a school district or similar public/governmental agency in the past five (5) years;

9.2.5.2. Provide a narrative description of at least three (3) engagements within the past five (5) years that demonstrate Proponent’s capacity and experience with projects similar in type and scope as those required by this RFP. Each example should include the following: Name of organization/project owner, location, contact information, key personnel, project size and scope, description of project work performed by various team members, major milestones, system recommendations and description of final results; and

9.2.5.3. Proponent must provide four (4) references for which the Proponent has provided services similar in size and scope.

References are to be provided utilizing the References and

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Release Form provided in Appendix C, Required Forms.

9.2.6. Organization and Financial Capability. To facilitate the efforts CCPS to evaluate, verify, and understand the Proponent’s financial capacity, capability and stability to undertake and perform the Services contemplated in this RFP, Proponent must provide accurate and legible financial disclosures to CCPS as requested below. By definition, a

“Proponent” is an individual, entity or partnership submitting a proposal or Proposal in response to this RFP. Proponent may present additional evidence of financial ability or financial surety it deems appropriate, but must first comply with the following:

9.2.6.1. Instructions. If the Proponent is an individual, financial disclosures for that individual must be provided. If the Proponent is an entity or partnership, financial disclosures for that entity or partnership must be provided. If the Proponent is a newly formed entity or partnership (formed within the last three years), financial disclosures for that entity or partnership must be provided together with full financial disclosure from the entity’s or partnership’s owners. Financial Disclosure includes a full response to all questions and requests for documentation listed below. The Proponent (and its owners, if applicable) must submit copies of all financial disclosures with its proposal.

9.2.6.2. Financial Information: The Proponent, and its owners, if applicable, should demonstrate its financial capability and stability by selecting and providing documentation from one of the following three groups of requests below with the Proposal.

9.2.6.2.1. Financial statements for the three (3) most recent consecutive fiscal years, audited by a Certified Public Accountant (“CPA”), including Income Statement, Balance Sheet, and Statement of Cash Flows.

9.2.6.2.2. Financial statements for the three (3) most recent consecutive fiscal years, either reviewed or compiled by a Certified Public Accountant (“CPA”), including: Income Statement; Balance Sheet; and

Satisfactory proof of Proponent’s ability to obtain a Performance Bond for the amount described in Appendix B, if applicable.

9.2.6.2.3. Unaudited, self-prepared financial statements for

the three (3) most recent consecutive fiscal years, including: Income Statement; Balance Sheet;

Satisfactory proof of Proponent’s ability to obtain a Performance Bond for the amount described in Appendix B, if applicable; Letters of Reference; and

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Dunn and Bradstreet reports for the last two (2) years.

10. CCPS STANDARD AGREEMENT

The Draft Agreement included as Attachment C is a standard CCPS document which should be thoroughly reviewed by all Proponents prior to submitting a proposal. Any proposed revisions to the terms or language of this RFP must be submitted in writing with Proponent’s response. Since proposed revisions may result in a proposal being rejected if the revisions are unacceptable to CCPS, Proponents should review any proposed revisions carefully. Refer to Information and Instructions to Proponents, Award and Execution of Agreement in this RFP.

Modifications or additions to the CCPS Standard Contract will not be entertained after contract award.

11. REQUIRED FORM SUBMITTALS

The forms and documents contained in Appendix C, Required Forms, are mandatory forms required to be submitted with each proposal. Failure to provide the information or documentation required may cause a proposal to be declared non-responsive and rejected. Failure to have an authorized representative sign all documents at the signature line, or failure to have all documents properly notarized as requested, may cause a proposal to be declared non-responsive and rejected.

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APPENDIX A

PURCHASING DEPARTMENT

CODE OF ETHICS

I. Give first consideration to the mission and policies of Clayton County Public Schools.

II. Strive to obtain maximum value for each dollar spent.

III. Decline personal favors, gifts, and gratuities. Grant all competitive Proponents fair and equal consideration.

IV. Conduct business with potential and current Proponents in an atmosphere of good faith.

V. Demand honesty in sales representations whether offered through the medium of a verbal or written statement, an advertisement, or a sample of the product.

VI. Receive consent from the originator for the use of proprietary ideals and designs.

VII. Make a reasonable effort to obtain equitable settlement of any controversy with a Contractor.

VIII. Accord a prompt and courteous reception insofar as conditions permit to all who call on legitimate business missions.

IX. Create an environment of fair, ethical, and legal business practices.

X. Protect Clayton County Public Schools’ interest by ensuring that Proponents honor all terms of their contract.

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APPENDIX B

GENERAL TERMS AND CONDITIONS

APPENDIX B

GENERAL TERMS AND CONDITIONS

The General Terms and Conditions contained in this Request for Proposal (RFP) apply to all solicitations. Where there are specific or special conditions contained herein that conflict with the General Information and Instructions, the more specific or special conditions will prevail.

The terms Contractor, Supplier, Provider and Proponent may be used interchangeably herein.

I. Contract Renewal. Upon executing its option to renew, CCPS will notify the Contractor of such renewal, at which time the Contractor shall be bound to provide Services during such renewal term, without the need for the Parties to execute any further documents evidencing such renewal, it being acknowledged by the Contractor that its initial execution of this Agreement is deemed its agreement to continue to provide Services during any renewal term.

II. Payment. A purchase order will be issued to authorize the purchase of the services/commodities. Delivery/release of services/commodities is not authorized until the receipt of a purchase order.

a. The Contractor shall invoice CCPS on a monthly basis. If payment is to be made by line item, when a single line item has been satisfactorily delivered, complete payment will be made within thirty (30) days from either the date of delivery or the receipt of a satisfactory invoice in triplicate, whichever occurs last. Invoices should be sent to Clayton County Public Schools, Accounts Payable, 1058 Fifth Avenue, Jonesboro, Georgia 30236 or via email to accountspayable@clayton.k12.ga.us. All invoices must show the contract number, work performed and period of work. Invoices must be submitted for payment within ninety (90) calendar days from the date goods or services are received. Payment will be made via electronic payment or check. CCPS reserves the right to modify these terms should extenuating circumstances prevail. Invoices not received within 90 days may not be paid.

III. Non-Appropriation. Notwithstanding any other provision of this agreement, the parties hereto agree that the charges hereunder are payable to the Contractor by CCPS solely from appropriations received by CCPS. In the event such appropriations are determined, in the sole discretion of the Chief Financial Officer of CCPS, no longer to exist or to be insufficient with respect to the charges payable hereunder, this agreement shall terminate without further obligation of CCPS at the end of any fiscal period (hereinafter referred to as “Event”). In such Event, the Chief Financial Officer for CCPS shall certify to the Contractor the occurrence thereof, and such certification shall be conclusive.

IV. Scope of Services. Contractor shall provide Services as requested by CCPS on an as needed basis in accordance with the RFP and Scope of Services.

V. Compliance with Laws, Licenses, Permits. Contractor shall comply with all local, state, and federal laws and regulations applicable to its responsibilities under this mailto:accountspayable@clayton.k12.ga.us

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Agreement. During the term of this Agreement the Contractor shall maintain all licensing and permits required to provide Services. Failure to maintain such licensing shall be cause for termination of this Agreement. Contractor shall obtain and maintain all permits, licenses, certifications and approvals as required by all regulatory agencies with jurisdiction over the assigned Services, including any regulatory agencies of CCPS.

VI. Insurance.

Proof of insurance shall be provided within 15 days of the date of written notification of award.

a. The following general requirements apply to any and all work under this contract by all Contractors and Sub-Contractors, where applicable, of any tier.

1. Any and all insurance required by this contract shall be maintained during the entire length of this contract, including any extensions thereto, and until all work has been completed to the satisfaction of Clayton County Public Schools. Any and all insurance must be on an occurrence basis.

No Contractor or Sub-contractor shall commence any work of any kind under a contract until all insurance requirements contained within the solicitation have been complied with and until evidence of all insurance requirements have been received demonstrating such compliance in each and every contract with each and every sub- contractor of any tier.

2. Clayton County Public Schools shall be covered as an Additional Insured under any and all insurance required by the contract. Confirmation of this shall appear on all certificates of insurance and on any and all applicable policies.

3. Clayton County Public Schools shall be given no less than thirty (30) day notice of cancellation. Clayton County Public Schools shall be given not less than thirty (30) days prior written notice of material changes of any insurance required under this contract.

4. Each and every agent shall warrant when signing the certificate of insurance that he is acting as an authorized representative on behalf of the companies affording insurance coverage under the contract and that he is licensed by the State of Georgia to conduct insurance business in the State of Georgia and that the companies affording insurance coverage are currently licensed by the State of Georgia and are currently in good standing with the Commissioner of Insurance for the State of Georgia.

5. Any and all companies providing insurance required by a contract must meet the minimum financial security requirements as set forth below. The rating for each company must be indicated on the certificate of insurance.

For all contracts, regardless of risk, companies providing insurance under this contract must have a current:

a. Best’s Rating not less than A, and

b. Best’s Financial Size Category not less than Class VII

6. In the event the Contractor neglects, refuses, or fails to provide the insurance required by the Contract Documents, or if such insurance is

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