679_25 VOIP.pdf

Jasper County Charter System 1411 College Street Monticello, GA 31064

2025 RFP for VoIP Telecommunications System

Kenny Garland Superintendent

Cara Bockholt Director of Technology cbockholt@jasper.k12.ga.us

Proposals and bids must be delivered no later than 12:00PM EST on October 23, 2024 to:

Cara Bockholt, Director of Technology, cbockholt@jasper.k12.ga.us

AND

Anne Harrison, Director of Finance, aharrison@jasper.k12.ga.us

Please note that all proposals must be received by the stated deadline. Late proposals shall be considered void and unacceptable. Proposals should not be considered delivered until the vendor receives a confirmation email from one of the contacts listed above.

Questions or requests to schedule a site visit should be sent to cbockholt@jasper.k12.ga.us NO phone calls will be accepted.

If district funding is reduced, not available, or not approved for any reason, JCCS reserves the right to defer, reduce, or cancel this RFP.

JCCS RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS AND PROPOSALS AND TO

AWARD IN PART OR IN TOTALWHICHEVER IS DEEMED TO BE IN THE BEST INTEREST OF

THE SCHOOL DISTRICT.

SECTION 1—GENERAL INFORMATION

1.1 – General Information

The Jasper County Charter System (JCCS) is seeking a Voice over Internet Protocol (VoIP) Telecommunications System.

1.2 – Intent of the RFP

It is the intent of this Request for Proposal (RFP) to provide bidders with sufficient information to prepare a proposal for the purchase of a VoIP system.

1.3 – Evaluation Criteria

Selection will be based upon technical quality, project management, costs of goods and services, and system features. The evaluation criteria will consider but are not limited to the following factors:

1. Product quality/appropriateness/compatibility/performance consistent with the specs in the RFP

2. Bidder's qualifications/experience

3. Cost of Services and Products (Highest Weighted Factor)

4. Proximity of bidder to JCCS

5. Districts experience with vendor

JCCS reserves the right to seek clarification of any or all bidders in order to assist in the evaluation process. Additional considerations within those listed above may also include:

1. All specification terms and conditions as outlined in the RFP are complied with and met.

2. Suitability of proposed solution with respect to the district’s needs and objectives.

3. Bidder participation and responsibility clearly defined.

4. JCCS’s participation and responsibilities clearly defined.

5. Hardware and peripheral product quality and content including, but not limited to, durability, performance, integration, serviceability, warranty, maintenance, meets or exceeds industry standards, and fulfillment of criteria specified in this RFP.

6. Bidder's service and support hours are clearly defined.

7. Price of proposal including, but not limited to, individual system pricing, upgrades/downgrades pricing.

8. installation support, warranty support, training, and any other relevant options with associated pricing.

9. Experience and/or references of the company submitting proposals.

10. Installation procedures clearly defined if applicable.

1.4 – Contract Negotiation

JCCS 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. In the evaluation of the proposal, the pricing submitted will be considered the best and final pricing.

In the event that a contract is required to complete any purchase, a maximum of 60 days will be allowed to finalize and execute the contract. Failure to execute an agreement within this time frame, for any reason, constitutes sufficient cause for voiding the award. Failure to comply with other requirements within the set time constitutes failure to execute the agreement. If the successful Proposer refuses or fails to execute the agreement, JCCS may award the agreement to the next qualified Proposer. If there is no next qualified Proposer, a new RFP may be initiated.

In addition, many standard clauses typically found in commercial contracts cannot be accepted by the District. These include the following:

● Indemnification and/or hold harmless clauses

● Governing law or venue in any state other than Georgia

● Any provision requiring the District to be bound by terms and conditions that are unknown at the time of signing the agreement

SECTION 2 – SUBMITTAL REQUIREMENTS

2.1 – General

The proposal must include all necessary hardware, software, installation, configuration, and cabling needed (if applicable) to complete a full installation and/or delivery.

Warranty terms on the hardware must be clearly defined.

Any delivery and installation charges must be clearly defined as separate line items.

Vendors may include upgrades, services, or other items in their proposal. However, the pricing of the equipment stated in the RFP must not be contingent on the purchase of any additional items quoted. These products or services must be listed as separate line items from the requested equipment.

2.2 – Company Experience and/or References

JCCS reserves the right to fully investigate the qualifications of any bidder(s) based on references supplied and publicly available information.

Vendors are required to supply a minimum of three referrals on projects of similar nature and/or magnitude. The referrals must include: customer name, address, contact names, and telephone/fax numbers.

2.3 – Confidential Material

Any material that is to be considered as confidential in nature must be clearly marked as such and will be treated as confidential by JCCS to the extent allowable by law.

2.4 – Supplemental/Supporting Materials

Please include descriptive literature/brochures, if available, for products submitted in the proposal.

SECTION 3 –SPECIFICATIONS

The VoIP telecommunications systemmust meet the following minimum technical specifications:

Hardware

● IP phones for staff members (desktop and portable options).

● IP-based communication hardware (servers, routers, switches) as necessary.

● Redundant power supplies and backup systems.

Software

● Centralized management platform for system configuration and monitoring.

● Compatibility with common enterprise email, calendar, and communication platforms (e.g., Microsoft Entra, Google Workspace).

Features

● Voicemail with email integration.

● Automated call routing and forwarding.

● Conference call capabilities.

● Caller ID, call waiting, call transfer, and call recording.

● Emergency notification system integration.

● E911 compliance.

Scalability The system should be able to accommodate additional users, phones, and locations as the district grows.

The quote should include:

● the lease/purchase of a cloud hosted VoIP solution.

○ 3 year term preferred

● all hardware needed to utilize the system as specified.

○ option of a cell failover solution is preferred but not required

● installation and configuration of the entire solution including hardware.

○ Provide a minimum of (15) DIDs and call-routing for existing phone numbers.

○ Install a minimum of (121) Devices

○ Provide programming of automated attendant.

○ Provide a minimum of centralized voicemail for (97) users.

○ Provide 4 digit dialing for calls made via LAN or WAN.

○ Provide up to 6000 Minutes Local/Long Distance calling monthly.

● support and warranty for the service and hardware for the lifetime of the contract for this solution.

Shipping and handling to include a lift gate and palate jack

Items must be brought inside the delivery location

Shipping location: 1411 College St, Monticello GA 31064

Additional Information:

In reference to shipment, JCCS does not have any “warehouse” equipment nor a loading dock. The delivery truck must have a means to unload the equipment.

The entry to the Technology Department where delivery is expected is ground level.

Refer to the RFP web page before making any inquiries, https://www.jasper.k12.ga.us/departments/technology/rfp. Questions submitted by interested parties will be posted regularly.

https://www.jasper.k12.ga.us/departments/technology/rfp