7-RFP 26-001 SIP Trunking and Tranport Services-FINAL.pdf

SIP Trunking and Transport Services Page 1 of 27 RFP #26-001: Tarrant County College District

REQUEST FOR PROPOSAL

RFP #26-001

SIP Trunking and Transport Services

INTRODUCTION

Tarrant County College District (“TCCD”, “District”, “the College”, “Owner”, and “Client”) outlines the following schedule (all times are Central Time):

RFP Advertisements:

Friday, January 16, 2026, and Monday, June 19, 2026.

Online Pre-Proposal Meeting

Wednesday, January 21, 2026, at 3:00 PM

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MW Q0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2 /0?context=%7b%22Tid%22%3a%225cc79b93-555f- 44dd-87a6- 636845da3cd3%22%2c%22Oid%22%3a%227ceb7a9 3-d6b8-4fcb-985c-be92de9cd3f7%22%7d

Meeting ID: 293 883 421 409 25 Passcode: e8x5Ce7y

Deadline for Questions:

Monday, January 26, 2026; 5:00 p.m.

Proposal Submission Deadline:

Wednesday, February 4, 2026; 2:00 p.m.

Evaluations Expected by:

Wednesday, February 11, 2026; 2:00 p.m.

Tarrant County College District (TCCD) uses an e-Procurement platform called Bonfire. All documents will be distributed through the portal and it is desired to have all responses to be submitted through Bonfire. Go to the website to register for upcoming opportunities or check to see open opportunities.

https://tccd.bonfirehub.com/portal/?tab=openOpportunities

Hard copy proposals may be accepted, but electronic are recommended. follow instructions below. All proposals and accompanying documentation will become the property of TCCD and may not be returned. Late proposals will not be accepted, nor will additional time be granted to any individual vendor. For Bonfire help once logged in, go to the Vendor Help Center at https://vendorsupport.gobonfire.com/hc/en-us .

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWQ5NjA1M2MtOTZjZS00MWQ0LTlmMWUtZmY4YmRkZmQ4MDE3%40thread.v2/0?context=%7b%22Tid%22%3a%225cc79b93-555f-44dd-87a6-636845da3cd3%22%2c%22Oid%22%3a%227ceb7a93-d6b8-4fcb-985c-be92de9cd3f7%22%7d https://tccd.bonfirehub.com/portal/?tab=openOpportunities https://vendorsupport.gobonfire.com/hc/en-us

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Solicitation Contact: Please send all correspondence via Bonfire https://tccd.bonfirehub.com

Mailing Address: Tarrant County College District, Trinity River Campus

Attn: Alvarez Llopis; Buyer II 300 Trinity Campus Circle Fort Worth, TX 76102

Other Contact Information: Email: alvarez.llopis@tccd.edu Phone: (817) 515-1510.

Preamble:

Tarrant County College District (“TCCD,” “the College,” or “College”) is a two-year college district comprised of five physical and one online campus plus five learning, training, and administrative centers. All are located in the Fort Worth metropolitan area.

The College’s mission is to serve as the guiding star for accessible, high-quality educational experiences that drive lasting impact. TCCD provides quality teaching and learning through a clearly defined set of programs, services, and partnerships that include:

• University transfer programs

• Workforce education programs

• Technical programs

• Customized training

• Developmental courses

• Adult literacy courses

• Lifestyle and community learning, including continuing education

With a vision to be the leader for academic excellence, student success, and economic impact, the Tarrant County College District is committed to priorities outlined in Trailblazing Together: 2030, TCCD’s multiyear strategic plan. This plan guides the path forward with attention to student completion, dual credit, workforce development, high-demand careers, and four-year school transfers.

TCCD employees approach their work through strategies for five goals:

• Enhance access and support for student success

• Elevate educational quality for optimal student outcomes

• Promote excellence in community engagement

• Ensure responsible stewardship of resources

• Transform lives and communities through education https://tccd.bonfirehub.com/ mailto:alvarez.llopis@tccd.edu

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Core values underscore everything TCCD does and guide decision-making to inform the College’s vision:

Commitment to Excellence, Connection for Belonging, Opportunity in Engagement, Transformation with Innovation, and Trust through Integrity.

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TABLE OF CONTENTS

1.0 PROJECT SPECIFIC INFORMATION

1.1 Project Description

1.2 Available Documents

1.3 SCOPE OF WORK

2.0 SUBMISSION INFORMATION

2.1 Solicitation Submission Information

2.2.1 Submitting via Bonfire (preferred):

2.2.2 Submitting a Hardcopy Response in a Sealed Envelope (NOT preferred):

3.0 PROPOSAL RESPONSE REQUIREMENTS

3.1 Organization and Content of Tabbed Sections

3.2 Tabbed Section Requirements

Tab 1: Letter of Interest

Tab 2: Price Proposal

Tab 3: Required Forms

Tab 4: Bid Bond and Insurance Requirements

Tab 5: Scope of Work Responses:

Tab 6: Reputation of the Supplier

Tab 7: Quality Control of Suppliers Goods and Services on Similar Projects

Tab 8: Extent to Which the Goods or Services Meet the District’s Needs

Tab 9: Supplier’s Past Relationship with the District

Tab 10: Total Long-Term Cost to the District

Tab 11: Other Relevant Factors

4.0 PROPOSAL REVIEW AND EVALUATION

4.1 Evaluation Criteria

5. COMMUNICATION

5.1 Communication/Request For Information

5.2 Proposal Acceptance/Rejection And Disputes

5.3 Terms And Conditions

6.0 APPENDICES

APPENDIX A: -RFP#26-001 Vendor Service Agreement-Sample

APPENDIX B: -Insurance Requirements- Template

APPENDIX C: -Certificate of Interested Parties HB 1295 -RFP #26-001 -FINAL

APPENDIX D: Required Forms – Tab #2 Requirement

3.1 Company Information

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3.2 Agreement to Terms and Conditions of Solicitation

3.3 Certifications/Representations

3.4 Felony Conviction Notification

3.5 Non-Resident/Resident Certification

3.6 Prohibition of Boycotting Israel

3.7 Prohibition of Companies that Boycott Certain Energy Companies

3.8 Prohibition of Companies that Discriminate Against Firearms Entity or Trade Association

3.9 Responsibility

APPENDIX E: -Proposal Pricing Form -RFP #26-001-FINAL – Tab 2 Requirement

APPENDIX F: - RFP#26-001 Technical Requirement Questionnaire Standard

7.0 EXHIBITS

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1.0 PROJECT SPECIFIC INFORMATION

1.1 Project Description

Tarrant County College intends to implement a modern SIP Trunking and Transport Services solution to enhance the reliability, scalability, and efficiency of its enterprise voice communications across all campuses and administrative locations. This initiative will support the transition from legacy telephony systems to secure, IP-based architecture that improves call quality, system availability, and operational cost control.

The project includes the provisioning and integration of SIP Trunking and Transport Services with the College’s existing IP telephony environment, as well as the delivery of resilient transport services to ensure reliable connectivity and redundancy. The solution will support current and future communication needs while meeting regulatory, emergency services, and security requirements.

The overall objective is to deliver a robust, high-availability voice communications foundation that supports Tarrant County College’s academic and administrative mission and enables future growth and technological advancement.

1.2 Available Documents

See section 6.0 for the appendices which provide more information about this RFP.

1.3 SCOPE OF WORK

The scope of work for the SIP Trunking and Transport Services project encompasses comprehensive tasks to ensure the successful delivery, preparation, installation, and integration of SIP Trunking and Transport Services to all Tarrant County College District campuses. The scope includes, but is not limited to, the following:

1. Site Connectivity and Bandwidth

Service Locations:

• Primary - 300 Trinity Campus Circle, Fort Worth, TX 76102

• Secondary – 904 Quality Way, Ste 4, Richardson, TX 75081

Requirements:

• Minimum bandwidth of 50 Mbps per site

• Fiber ethernet handoff at each location

• Secure transport method (e.g., MPLS or equivalent)

• Vendor-managed transport circuit with alternate routing capabilities for redundancy

(a) Vendor Response Must Include: See TAB # 5

• Description of the transport circuit architecture

• Details on how voice traffic is prioritized and protected

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• Explanation of failover routing and redundancy strategy

2. SIP Trunking and Call Capacity: See TAB# 5

Requirements:

• Minimum of 150 concurrent SIP call paths per site (G.711 Codec)

• Ability to burst beyond baseline capacity without call blocking

• Porting up to 10,000 Direct Inward Dial (DID) numbers, preserving the 817-515-0000 to 817-515-9999 range

(b) Vendor Response Must Include: See TAB# 5

• Description of SIP infrastructure and scaling options

• Porting timeline and process, including any downtime

• Plan for ensuring call continuity during peak loads

3. Voice Quality and Service Uptime Requirements: See TAB# 5

• Implementation of Quality of Service (QoS) or similar for prioritizing voice traffic

• 24x7x365 support and monitoring

• Automated rerouting during maintenance or service degradation

• Service Level Agreement (SLA) with guaranteed uptime metrics

(c) Vendor Response Must Include: See Tab# 5

• SLA terms, including uptime and resolution time commitments

• Support model, escalation process, and NOC capabilities

4. Long Distance and Toll-Free Services Requirements: See TAB# 5

• Long distance (national and international) rates for average 20,000 monthly minutes

• Toll-free number services with routing redundancy

• Expanded Intra-LATA and Inter-LATA calling area to reduce costs

(d) Vendor Response Must Include:

• Rate schedule for long distance and toll-free calling

• Description of routing architecture for toll-free numbers

• Explanation of how the expanded Intra-LATA and Inter-LATA calling area will be supported

5. Regulatory Compliance and Emergency Services Requirements: See TAB# 5

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• Provide a 911 and E911 call routing solution to Public Safety Answering Points (PSAPs) in Tarrant County. Solution must have an administrative portal for TCC to make updates on demand.

• 911 solution must support Cisco Desk phones for static locations. (on-premises Cisco phone system)

• E911 solution must support dynamic location for Cisco Webex Application. (on-premises Cisco phone system)

• If inhouse 911 solution is not available, vendor must have the ability to redirect 911 calls to TCC current third-party provider if needed via Telecom Network.

• Full compliance with all applicable federal, state, and local laws (e.g., Kari’s Law, Ray Baum’s Act)

(e) Vendor Response Must Include:

• Emergency call routing and re-routing strategy

• Details on compliance with 911/E911 database authentication

• Summary of any certifications or compliance documentation

6. Security and Fraud Prevention Requirements: See TAB# 5

• Toll fraud detection and mitigation

• SPAM call filtering/blocking

• Denial of Service (DoS) and Distributed DoS (DDoS) protection

• Support for STIR/SHAKEN caller ID authentication

• Optional: AI-driven anomaly detection for suspicious activity

(f) Vendor Response Must Include:

• Description of fraud and threat detection tools

• Protocols used for SPAM prevention and call authentication

• Incident response process for malicious activity

7. Protocol Support and Hardware Integration Requirements: See TAB# 5

• Support for T.38 faxing and G.711 fallback

• Compatibility with TCCD-owned routers (TCCD will manage all on-site routing hardware)

(g) Vendor Response Must Include:

• List of supported codecs and fax protocols

• Confirmation of support for third-party router integrations

8. Web-Based Portal and Monitoring Requirements: See TAB# 5

• Web-based portal for system administration, billing, and real-time analytics

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• 24x7 network monitoring and reporting tools

• Access to usage reports, fraud alerts, and call detail records (CDRs)

(h) Vendor Response Must Include:

• Screenshots or demo access to the portal

• Description of available dashboards, alerts, and reporting features

CLARIFICATIONS AND VENDOR EXPECTATIONS:

Tarrant County College expects vendors to respond to this solicitation to demonstrate a clear understanding of the requirements for delivering enterprise-grade SIP Trunking and Transport Services in a multi-campus higher education environment. Proposals should be complete, concise, and address all requirements outlined in the solicitation.

Vendors must clearly describe their proposed SIP Trunking solution, including architecture, call capacity, redundancy, security controls, interoperability with industry-standard IP-PBX and unified communications platforms, and support for E911 and regulatory compliance. All assumptions, dependencies, and prerequisites must be explicitly stated.

Proposed transport services must include details on network topology, bandwidth, redundancy, failover capabilities, and service availability. Vendors should identify whether diverse routing is available and explain how service continuity will be maintained during outages or peak usage periods.

Vendors are expected to provide a detailed implementation and transition plan, including project management approach, timelines, testing procedures, number porting processes, and cutover strategy designed to minimize disruption to College operations. Roles and responsibilities for both the vendor and Tarrant County College must be clearly defined.

Proposals must include service-level commitments covering availability, call quality, latency, jitter, packet loss, incident response, and escalation procedures. Vendors should also describe monitoring, reporting, and ongoing support services, including hours of support and maintenance windows.

Pricing must be transparent and clearly itemized, including recurring and non-recurring costs, usage-based charges, regulatory fees, and any optional services. Vendors should identify contract terms, renewal options, and any potential cost escalators.

Finally, vendors must demonstrate experience providing similar services to higher education or large public-sector organizations and provide relevant references upon request. Failure to meet these expectations may result in the proposal being deemed non-responsive.

2.0 SUBMISSION INFORMATION

2.1 Solicitation Submission Information

a) All interested supplier/bidders shall register with TCCD online at https://tccd.bonfirehub.com.

Registration is not to be construed as a commitment by TCCD to enter into a business arrangement of any kind.

b) Information obtained from the solicitation response, and any other relevant source, may be

SIP Trunking and Transport Services Page 10 of 27 used in any process associated with this process.

c) On required forms, the page limit is the number of pages for the form, do not attach additional pages unless instructed to do so.

d) Fonts: Use Times New Roman or Calibri font in no less than 10-point.

e) Ensure all pages of your response are clearly identifiable, i.e. company name, page numbers, solicitation number, etc.

f) All solicitation documents shall become the property of the College and will not be returned.

g) TCC reserves the right to award to a single firm, multiple firms, or no firm at all.

h) TCCD reserves the right to award by unit pricing, by quantity pricing, by package pricing, or by total pricing, whichever is deemed necessary to accommodate budgetary, operational, and/or specification requirements. In doing so, TCCD may separate and accept or reject an item(s) as deemed necessary. If a firm does not wish for its bid to be split in this manner, then the firm must state in the solicitation response that the proposal is submitted as an “all or nothing” bid.

i) TCCD may require bank account information should an electronic payment system be employed to facilitate the method of payment.

j) Terms: Note that “bid”, “quote”, “response”, “submission”, “solicitation” and “proposal” for purposes of this solicitation have the same basic meaning. Further, references to “offeror”, “firm”, “respondent”, “vendor”, “supplier”, “contractor”, “general contractor”, and/or “bidder” have the same meaning in singular or plural.

k) Fax or email submissions will not be accepted.

2.2 Format And Delivery of Submission

2.2.1 Submitting via Bonfire (preferred):

(1) Prospective Respondents may make their electronic submission (preferred method) at the TCCD Bonfire portal at the web address https://tccd.bonfirehub.com/.

(2) The electronic submission instructions are provided at the TCCD Bonfire portal. Failure to follow the details contained therein may result in disqualification.

(3) Each tabbed section and any other requirement, such as acknowledgement of addenda, is listed individually on Bonfire to help guide each firm through submitting each document.

Follow the naming conventions listed for each document to help ensure proper identification of your submittals.

(4) Bonfire will automatically stop accepting submittals at the date/time due. Firms must “submit” their response once all documents have been uploaded and all other requirements are met. Incomplete responses at the date/time due will not be accepted.

THE BONFIRE PROCESS TAKES TIME AND EFFORT. IT IS IN YOUR FIRM’S BEST INTEREST TO

UPLOAD YOUR RESPONSE WELL IN ADVANCE OF THE DEADLINE AND UNDERSTAND WHAT

THE DOCUMENT REQUIREMENTS ARE PRIOR TO ATTEMPTING TO RESPOND. DOCUMENTS

ARE SEALED AND CANNOT BE SEEN BY ANYONE UNTIL THE TIME DUE HAS PASSED.

(5) For Bonfire support to submit your bid documents, call 800-354-8010 or at Support@gobonfire.com. TCCD is not liable for technical difficulties on the Bonfire platform.

mailto:Support@gobonfire.com

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2.2.2 Submitting a Hardcopy Response in a Sealed Envelope (NOT preferred):

(1) Hardcopy responses to this solicitation are not preferred but will be accepted. If responding to this solicitation without utilizing Bonfire, all required documentation must be:

(a) In a sealed envelope.

(b) Written in LARGE text on the front of the envelope “BID ENCLOSED”, the Solicitation Number, Solicitation Name and Date/Time due.

(2) For submission of solicitation in person, not in Bonfire, please schedule your delivery with the Solicitation Contact before the date/time as provided in the solicitation schedule of this solicitation. Notify the solicitation contact within a minimum of three (3) days prior to the due date so instructions can be provided for on-time and in-person delivery.

(3) The sealed envelope shall be hand-delivered to the Tarrant County College Purchasing Office located at 300 Trinity Campus Circle, Fort Worth, TX 76102, Building Trinity River East Fork, Room 3217, no later than the deadline stated in the solicitation/addenda. Late proposals/bids will not be accepted, nor will additional time be granted for any proposal.

(4) Required documentation shall be as outlined in Section IV. TABBED SECTION SUBMISSION. Forms must be fully completed and signed by an authorized agent of the Proposer’s firm. In addition, to meet the Addenda Acknowledgement requirement, which in Bonfire is an electronic acknowledgement of all addenda, the sealed envelope must contain completed acknowledgement of each addendum on the addenda as provided.

(5) Responses shall include a table of contents with page numbers bookmarking to each respective page and cover all parts.

(6) Qualifications submissions shall be organized in such a way as to follow the order of the “Tabs” listed below.

(7) Responses shall be saved in PDF format, saved on a thumb drive, and submitted in the sealed envelope.

3.0 PROPOSAL RESPONSE REQUIREMENTS

3.1 Organization and Content of Tabbed Sections

If responding in hardcopy (not preferable), the tabbed sections of the submission shall be in the order shown in the table below. The required content for each tabbed Section is detailed in the following paragraphs of Section 3.2 Tabbed Section Requirements. Required forms and/or other documents may be found in Section 7.0 EXHIBITS.

Section Description

Tab 1 Cover/Transmittal Letter Tab 2 Price Proposal Tab 3 Required Forms Tab 4 Insurance Requirements

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Tab 5 Scope of Work Responses Tab 6 Reputation of the Supplier Tab 7 Quality Control of Suppliers Goods and Services on Similar Projects Tab 8 Extent to Which the Goods or Services Meet the District’s Needs Tab 9 Supplier’s Past Relationship with the District Tab 10 Total Long-Term Cost to the District Tab 11 Other Relevant Factors

3.2 Tabbed Section Requirements

Tab 1: Letter of Interest

• FILE NAME: “1 Letter of Interest –[Firm Name]”

a) Page Limit: 1

b) On company letterhead, Firms may provide the company description, mission, or goals, and the Firm’s availability to provide the required services.

c) Firms may briefly identify respective qualifications, experience, and/or abilities that characterize their interest and qualifications.

d) Firms must summarize key points in their proposal.

e) Provide the firm’s capacity and intent to proceed without delay if selected for this work.

Tab 2: Price Proposal

• FILE NAME: APPENDIX E -Proposal Pricing Form [NAME OF FIRM]

The Bid/Proposal Price shall provide sufficient information for the District to determine that the price is competitive and that the full Scope of Work has been addressed. The Bid/Proposal Price will be evaluated for completeness, reasonableness, and realism.

Cost price analysis will be determined as outlined in 4.1 Evaluation Criteria.

When submitting Proposal Pricing Form, please submit a signed PDF version of the proposal pricing for with the signed Excel version.

Tab 3: Required Forms

The following Required Forms listed in APPENDIX D.

• FILE NAME: See requirement on the form.

3.1 - Company Information

3.2 - Agreement to Terms and Conditions of Solicitation

3.3 - Certifications/Representations

3.4 - Felony Conviction Notification

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3.5 - Non-Resident/Resident Certification

3.6 - Prohibition of Boycotting Israel

3.7 - Prohibition of Companies that Boycott Certain Energy Companies

3.8 - Prohibition of Companies that Discriminate Against Firearms Entity or Trade

Association

3.9 - Responsibility

All Required Forms must be completed, signed with a handwritten signature, and dated. All Required Forms will be used in the contract with the firm whose bid/proposal is the apparent winner upon completed Evaluation.

Tab 4: Bid Bond and Insurance Requirements

(a) BID SECURITY REQUIREMENT:

• FILE NAME: 4a. Bid Security –[Firm Name]

Bid submission shall be accompanied by either an original bid bond in the in the amount not less than five percent (5%) of the total bid amount from a reliable surety company licensed to do business in the State of Texas or an original cashier’s check, certified check, or money order upon a State bank, payable without recourse to the Tarrant County College District.

If submitting a cashier’s check, certified check, or money order upon a state bank, a .PDF of the security shall be submitted with the electronic bid, and within three business days of the bid due date, the Respondent shall provide the document to TCC to the Solicitation Contact. If providing a hardcopy response to the entire solicitation, the Respondent shall include the original bid security in the sealed bid envelope.

b) INSURANCE REQUIREMENT:

• FILE NAME: 4b. COI –[Firm Name]

ii) Provide proof of insurance in accordance with the contract attached to this solicitation. Provide coverage below.

(i) COMMERCIAL GENERAL LIABILITY

1. Limits:

a. Refer to the insurance requirements incorporated in the referenced contract to this solicitation.

2. Include 30 Day Notice of Cancellation and/or material change.

3. TCCD to be named Additional Insured.

(ii) If the COI submitted as a response to this solicitation has lower limits than required, Respondent will provide corrected COI for no additional cost during contracting phase if selected as the apparent contractor. Failure to meet the

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COI requirement may result in the Respondent’s ability to successfully contract with the College.

Tab 5: Scope of Work Responses:

Please provide response to Scope of Work under:

Site Connectivity and Bandwidth Vendor Response must include:

• Save File as: Tab 5(a) -Vendors Response- [FIRM NAME]

• Description of the transport circuit architecture

• Details on how voice traffic is prioritized and protected

• Explanation of failover routing and redundancy strategy

SIP Trunking and Call Capacity Vendor response must include:

• Save File as: Tab 5(b) -Vendors Response- [FIRM NAME]

• Description of SIP infrastructure and scaling options

• Porting timeline and process, including any downtime

• Plan for ensuring call continuity during peak loads

Voice Quality and Service Uptime Vendor Response must include:

• Save File as: Tab 5(c) -Vendors Response- [FIRM NAME]

• LA terms, including uptime and resolution time commitments

• Support model, escalation process, and NOC capabilities

Long Distance and Toll-Free Services Requirements Vendor response must include:

• Save File as: Tab 5 (d) -Vendors Response- [FIRM NAME]

• Rate schedule for long distance and toll-free calling

• Description of routing architecture for toll-free numbers

• Explanation of how the expanded Intra-LATA and Inter-LATA calling area will be supported

Regulatory Compliance and Emergency Services Vendor response must include

• Save File as: Tab 5 (e)-Vendors Response- [FIRM NAME]

• Emergency call routing and re-routing strategy

• Details on compliance with 911/E911 database authentication

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• Summary of any certifications or compliance documentation

Security and Fraud Prevention Requirements Vendor response must include:

• Save File as: Tab 5 (f) -Vendors Response- [FIRM NAME]

• Description of fraud and threat detection tools

• Protocols used for SPAM prevention and call authentication

• Incident response process for malicious activity

Protocol Support and Hardware Integration Requirements Vendor response must include:

• Save File as: Tab 5 (g) -Vendors Response- [FIRM NAME]

• List of supported codecs and fax protocols

• Confirmation of support for third-party router integrations

Web-Based Portal and Monitoring Requirements Vendor response must include:

• Save File as: Tab 5 (h) -Vendors Response- [FIRM NAME]

• Screenshots or demo access to the portal

• Description of available dashboards, alerts, and reporting features

Tab 6: Reputation of the Supplier

• FILE NAME: “6 Supplier Reputation-[NAME OF FIRM]”

(a) Page Limit: 1

(b) Include your company name and signature block at a minimum.

(c) Provide in letter format, a statement supporting your company’s reputation and the reputation of your goods and services.

(d) Support your statement by facts and sources.

(e) For example, provide industry awards and their associated awarding entities which speak to the reputation of the company.

(f) The district may use information other than provided to score this section.

(g) YOUR FIRM WILL BE SCORED ON THIS ITEM, BE SPECIFIC AND COMPLETE.

Tab 7: Quality Control of Suppliers Goods and Services on Similar Projects

• FILE NAME: “7 Quality of G&S-[NAME OF FIRM]”

(a) Page Limit: 1

(b) Include your company name and signature block at a minimum.

(c) Provide in letter format, a statement supporting the quality of your company’s goods

SIP Trunking and Transport Services Page 16 of 27 and services.

(d) Support your statement by facts and sources with information specific to the work your firm would perform.

(e) For example, provide industry awards and their associated awarding entities which speak to quality control.

(f) The district may use information other than provided to score this section.

(g) YOUR FIRM WILL BE SCORED ON THIS ITEM, BE SPECIFIC AND COMPLETE.

Tab 8: Extent to Which the Goods or Services Meet the District’s Needs

• FILE NAME: “8 Meets Needs -[NAME OF FIRM]”

(a) Page Limit: 2

(b) Include your company name and signature block at a minimum.

(c) Provide in letter format, a statement supporting how your company meets our needs for the type of work specified.

(d) Support your statement by facts and sources with information specific to the work your firm would perform.

(e) For example, provide your company’s past experience working on similar or exact equipment.

(f) YOUR FIRM WILL BE SCORED ON THIS ITEM, BE SPECIFIC AND COMPLETE.

Tab 9: Supplier’s Past Relationship with the District

• FILE NAME: “9 Past Relationship -[NAME OF FIRM]”

(a) Page Limit: 2

(b) Include your company name and signature block at a minimum.

(c) Provide in letter format, a statement any work your company has provided to TCCD.

i) Support your statements by purchase order numbers, contract numbers, amounts, etc.

a) For contracts over a period of time, state the contract start and end dates.

b) For Purchase Orders for specific work, identify the work as such.

(d) The district may use information other than provided to score this section.

(e) YOUR FIRM WILL BE SCORED ON THIS ITEM, BE SPECIFIC AND COMPLETE.

Tab 10: Total Long-Term Cost to the District

• FILE NAME: “10 Long-Term Costs -[NAME OF FIRM]”

(a) Page Limit: 2

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(b) Include your company name and signature block at a minimum.

(c) Provide in letter format, a statement regarding any long-term costs your firm believes may be relevant to this contract.

(d) Support your statements by citing sources where necessary.

(e) The district may use information other than provided to score this section.

(f) YOUR FIRM WILL BE SCORED ON THIS ITEM, BE SPECIFIC AND COMPLETE.

Tab 11: Other Relevant Factors

• FILE NAME: “11 Relevant Factors -[NAME OF FIRM]”

(a) Page Limit: One (1) page limit FOR EACH of the required components, below. Your response to all pages shall be in one document, numbered and with the full text of each required component on a separate paragraph from the answer.

(b) Include your company name and page number on each page.

(c) YOUR FIRM WILL BE SCORED ON THIS SET OF REQUIREMENTS, BE SPECIFIC AND

COMPLETE ON HOW YOUR FIRM CAN OR WILL MEET THIS REQUIREMENT.

(d) REQUIRED COMPONENTS:

(a) Provide any relevant information which you may consider important for TCC to know about your company regarding this type of work.

4.0 PROPOSAL REVIEW AND EVALUATION

4.1 Evaluation Criteria

a) Purchase price shall be evaluated for completeness and reasonableness. The proposals will be evaluated and those deemed acceptable will be assigned points as follows:

- The total lowest qualified cost proposal will receive Maximum points on a 0-10 grading scale

(i.e., the lowest price will receive a score of 10)

- Low-cost proposal will get maximum points allowed for pricing criteria. All others will get proportion of the points assigned using the formula as follows:

(Low cost/proposed cost) * 10 Points.

- Example: The Price Scoring range on a 0-10 scale and you have 3 bidders as follows:

Bidder 1: $100,000 Score=10 Bidder 2: $110,000 (100,000/110,000) * 10 Score =9.09 Bidder 3: $140,000 (100,000/140,000) * 10 Score =7.14

- The relative weight assigned to the price is calculated within the Bonfire system once points are assigned (0-10) within Bonfire.

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4.2 Scoring Matrix

The following scoring matrix outlines the weight for each Section Tab of this solicitation.

Section Description Weight

Tab 1 Cover/Transmittal Letter Tab 2 Price Proposal 30% Tab 3 Required Forms Pass/Fail Tab 4 Insurance Requirements Pass/Fail Tab 5 Scope of Work Responses 25% Tab 6 Reputation of the Supplier 5% Tab 7 Quality Control of Suppliers Goods and Services on

Similar Projects 10% Tab 8 Extent to Which the Goods or Services Meet the

District’s Needs 15% Tab 9 Supplier’s Past Relationship with the District 5% Tab 10 Total Long-Term Cost to the District 5% Tab 11 Other Relevant Factors 5%

TOTAL 100%

5. COMMUNICATION

5.1 Communication/Request For Information

Upon release of this solicitation, all Vendor communication must be done using the Bonfire Platform. Unauthorized contact with TCCD staff regarding the solicitation may result in disqualification. Any oral communication will be considered unofficial and non-binding to TCCD.

Questions shall be submitted in writing using the Bonfire platform no later than the written questions deadline. Questions submitted after the deadline may not be answered. Proposers should rely only on written statements issued through Bonfire platform.

5.2 Proposal Acceptance/Rejection And Disputes

a) Eligibility for Award

In order for a vendor to be eligible to be awarded a contract, the solicitation responses must be responsive to the solicitation and TCCD must be able to determine that the vendor is responsible and has the resources and capacity to perform the resulting contract satisfactorily.

(1) Responsive - Responsive solicitation responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents and meet the requirements set forth in this solicitation. Solicitation responses which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

(2) Responsible - Responsible vendors, at a minimum, must complete the Responsibility form to the satisfaction of TCC and provide any follow-up information requested to clarify any other responsibility issues.

(3) A person/firm is not eligible to be considered for award of this solicitation, or any resulting contract, or to be a subcontractor of the vendor or prime contractor, if the person/firm assisted in the development of this solicitation or any part of this solicitation, if such participation would give the person/firm special knowledge that would

SIP Trunking and Transport Services Page 20 of 27 give that person an unfair advantage over other vendors.

b) Proposal Acceptance/Rejection And Disputes (Protests)

All disputes, claims, or lawsuits, if any, that may result from this solicitation shall be addressed in Tarrant County, TX, without exception.

(1) Vendor Protest

(a) Any actual or prospective Bidder, Offeror or Contractor who is aggrieved in connection with the Solicitation, evaluation or Award of a Contract may formally protest to the Executive Director of Procurement. Such protests must be in writing and received in the Director's office within five working days after such aggrieved Person knows, or should have known of the occurrence of the action, which is protested. Formal protests must conform to the requirements of this subsection.

(b) In the event of a timely protest or appeal under this section, TCCD shall not proceed further with the Solicitation or with the Award of the Contract unless the Chief Operating Officer, after consultation with the Executive Director of Procurement makes a written determination that the Award of Contract without delay is necessary to protect substantial interests of TCCD.

(c) A formal protest must be in writing, signed and shall contain:

(i) A specific identification of the statutory or regulatory provision(s) (if any) that the action complained of is alleged to have violated;

(ii) A specific description of each act alleged to have been violated;

(iii) A precise statement of the relevant facts;

(iv) An identification of the issue or issues to be resolved;

(v) Argument and authorities in support of the protest;

(vi) A statement that copies of the protest have been mailed or delivered to TCCD and other identifiable interested parties.

(d) The Executive Director of Procurement shall have the authority, prior to appeal to the Chief Operating Officer to settle and resolve the dispute concerning the solicitation or Award of a Contract. The Executive Director of Procurement may solicit written responses to the protest from other interested parties.

(e) If the protest is not resolved by mutual agreement, the Executive Director of Procurement will issue a written determination on the protest.

(i) If the Executive Director of Procurement determines that no violation of rules or statutes has occurred, he shall so inform the protesting party, and other interested parties by letter, which sets forth the reasons for the determination.

(ii) If the Executive Director of Procurement determines that a violation of the rules or statutes has occurred in a case where a Contract has not been awarded, he shall so inform the protesting party and other interested parties by letter which sets

SIP Trunking and Transport Services Page 21 of 27 forth the reasons for the determination and the appropriate remedial action.

(iii) If the Executive Director of Procurement determines that a violation of the rules or statutes has occurred in a case where a Contract has been awarded, he shall so inform the protesting party and other interested parties by letter which sets forth the reasons for the determination, which may include ordering the Contract to be terminated.

(f) The Executive Director of Procurement’s determination on a protest may be appealed by an interested party to the Chief Operating Officer. An appeal of the Executive Director of Procurement’s determination must be in writing and must be received in the Chief Operating Officer’s office no later than five working days after the date of the Executive Director of Procurement’s determination. If an oral presentation is requested, it shall be done at this time and in conjunction with the appeal. The appeal shall be limited to review of the Executive Director of Procurement’s determination. Copies of the appeal must be mailed or delivered by the appealing party, to TCCD and other interested parties and must contain an affidavit that such copies have been provided.

(g) The Chief Operating Officer may, in his discretion, refer the matter to the Chancellor for consideration or issue a written decision on the protest.

(i) When a protest has been appealed to the Chief Operating Officer, under section (f) of this procedure or has been referred to the Chancellor under section (g) of this procedure, the following requirements shall apply:

1. Copies of the appeal, responses of interested parties, if any, shall be sent to the

Chief Operating Officer or the Chancellor.

2. The Chief Operating Officer or the Chancellor may consider oral presentations and written documents presented by interested parties. The Chief Operating Officer shall set the order and amount of time allowed for presentations.

3. The Chief Operating Officer’s or the Chancellor's determination of the appeal shall be final.

(h) Unless good cause for delay is shown or the Chief Operating Officer determines that a protest or appeal raises issues significant to Procurement and contracting practices or procedures, a protest or appeal that is not filed timely will not be considered.

(i) A decision issued either by the Chancellor or by the Chief Operating Officer shall be the final administrative action of TCCD.

5.3 Terms And Conditions

a) GOVERNANCE: The TCCD Standard Terms and Conditions shall govern any purchase order/contract issued as a result of this solicitation.

b) COMPLIANCE: The supplier shall be in compliance with all relevant requirements of the Americans with Disabilities Act (ADA) as it applies to performance under this solicitation. By

SIP Trunking and Transport Services Page 22 of 27 submission of a bid, the supplier acknowledges it intends to comply with the ADA. If the supplier does not comply with the ADA, TCCD reserves the right to suspend or cancel any such work under this solicitation and shall only be financially responsible for products delivered or services rendered up to any such suspension or cancelation.

c) REPRESENTATIONS AND WARRANTIES: The supplier represents and warrants that all products and/or services furnished under this solicitation shall comply with applicable federal, state, and local laws, rules, regulations, and ordinances. The supplier shall, at supplier's expense, give all required notices and secure all required permits necessary for performance hereunder.

d) SUPPLIER TO PACKAGE GOODS: Seller will package goods in accordance with good commercial practice. Each shipping container shall be clearly marked with: (a) Seller’s name, address and phone number (b) Buyer’s name, address and purchase order number (c) container number referenced to the total number of containers (d) the number of the container with the packing slip. Supplier shall bear the cost of packaging unless otherwise provided. Seller will secure the lowest transportation costs and conform to the requirements of common carriers and applicable specifications. Buyer’s count or weight shall be final and conclusive on shipments not accompanied by packing lists.

e) SHIPMENT UNDER RESERVATION PROHIBITED: Seller is not authorized to ship goods under reservation and no tender of a bill of lading shall operate as a tender of goods.

f) TITLE AND RISK OF LOSS: The title and risk of loss of goods shall not pass from Seller to Buyer until Buyer receives and takes possession of goods at the point(s) of delivery.

g) DELIVERY TERMS AND TRANSPORTATION CHARGES: Terms shall be Destination Freight prepaid (F.O.B., destination) unless specified otherwise. Buyer agrees to reimburse Seller for transportation costs in the amount specified in Seller’s bid, or actual costs, whichever is lower. If Seller’s quoted delivery terms do not include transportation costs, Buyer shall have the right to designate the method of transportation to be used.

h) NO REPLACEMENT OF DEFECTIVE TENDER: Every tender of delivery of goods must fully comply with all provisions of this agreement regarding time of delivery, quality and the like. A tender which does not fully conform shall be deemed a breach of agreement and Seller shall not have the right to substitute a conforming tender, except where the time for performance has not yet expired, Seller may reasonably notify Buyer of intent to cure and may then make a conforming tender within the agreement time, but not afterwards.

i) PLACE OF DELIVERY: The place of delivery shall be that set forth in the block of the purchase order entitled “Ship To”. Any change thereto shall be affected by modification as provided for in Clause 20, “Modifications” herein. The terms of this agreement are “no arrival, no sale”.

j) INVOICES & PAYMENTS: Seller shall submit separate invoices, in duplicate, for each purchase order subsequent to actual delivery. Invoices shall reference the applicable purchase order number. Invoices shall be itemized and transportation charges must be listed separately.

Invoices shall not include federal excise, state or city sales tax and Buyer shall furnish tax exemption certifications. A copy of the bill of lading and freight waybill, if any, shall be attached to invoices. Mail invoices to: Tarrant County College as instructed on the purchase order.

Payment shall not be due to Seller until the above instruments are submitted subsequent to actual delivery. Seller shall advise Buyer’s Accounts Payable Department of any change to remittance address.

k) GRATUITIES: The Buyer may, by written notice to Seller, cancel this agreement without liability to Seller if Buyer shall determine that gratuities in the form of entertainment, gifts, or otherwise, SIP Trunking and Transport Services Page 23 of 27 were offered or given by Seller, or any agent or representative of Seller, to any officer or employee of Buyer with a view toward securing an agreement or securing favorable treatment with respect to the awarding, amending or making determinations with respect to the performing of such agreement. In the event this agreement is canceled by Buyer pursuant to this provision, Buyer shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Seller in providing such gratuities.

l) PROPOSAL VALIDITY PERIOD: Each proposal will remain valid for TCC’s acceptance for a minimum of 180 days after the Submittal Deadline to allow time for evaluation, selection, and any unforeseen delays. Should circumstances arise that require an extension to this period, TCC reserves the right to provide extensions at its discretion.

m) SPECIAL TOOLS & TEST EQUIPMENT: If the price stated on the face hereof includes the cost of any special tooling or special test equipment fabricated or required by Seller for the purpose of performing under this agreement, such special tooling equipment and any process sheets related thereto shall become the property of Buyer and, to the extent feasible, shall be identified by Seller as such.

n) WARRANTY PRICE: (a) The price to be paid by Buyer shall be that contained in Seller’s bid which Seller warrants to be no higher than Seller’s current prices on orders by others for goods of the kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. In the event Seller breaches this warranty, the prices of goods under this agreement shall be reduced to Seller’s current prices on order by others.

Should Seller fail to do otherwise, Buyer shall have the option to cancel this agreement without liability to Seller. (b) Seller warrants that no person or selling agency has been employed or retained to solicit or secure this agreement upon an understanding for commission, percentage, brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by Seller for the purpose of securing business. In case of breach or violation of this warranty, Buyer shall have the right, in addition to any other right or rights, to cancel this agreement without liability and to deduct from the agreement price, or otherwise recover the full amount of such aforementioned commission, percentage, brokerage or contingent fee.

o) WARRANTY PRODUCT: Seller shall not limit or exclude any implied warranties and an attempt to do so shall render this agreement voidable at the option of the Buyer. Seller warrants that goods furnished hereunder will conform to the specifications, drawings and descriptions listed herein and to the sample(s) furnished by Seller, if any. In the event of conflict between specifications, drawings, and descriptions, the specifications shall govern.

p) SAFETY WARRANTY: Seller warrants that goods sold to Buyer shall conform to standards set by the U.S. Department of Labor under the Occupational Safety and Health Act of 1970. In the event goods do not conform to OSHA standards, Buyer may return goods for correction or replacement at Seller’s expense. In the event Seller fails to make appropriate correction(s) within a reasonable time, correction(s) made by Buyer, if any, shall be at Seller’s expense.

q) NO WARRANTY BY BUYER AGAINST INFRINGEMENTS: As part of this agreement, Seller agrees to ascertain whether goods manufactured in accordance with specifications attached to this agreement will give rise to the rightful claim of any third person by way of infringement or the like. Buyer makes no warranty that production of goods according to the specification will not give rise to such a claim and in no event shall

a. Buyer be liable to Seller in the event Seller is sued on the grounds of infringement or

SIP Trunking and Transport Services Page 24 of 27 the like. If Seller is of the opinion an infringement or the like will result, Seller shall notify Buyer to this effect, in writing, within two weeks after acknowledgment of this agreement.

b. If Buyer does not receive notice and is subsequently held liable for infringement or the like, Seller will hold Buyer harmless. If Seller, in good faith, ascertains that production for the goods in accordance with the specifications will result in infringement or the like, this agreement shall be null and void, except that Buyer will pay Seller reasonable costs associated with the search as to infringement.

r) RIGHT OF INSPECTION: Buyer shall have the right to inspect goods at delivery before accepting them.

s) CANCELLATION: Buyer shall have the right to cancel for default any or all the undelivered portion of this agreement if Seller shall breach any of the terms hereof, including warranties of Seller, or if Seller shall become insolvent or commits acts of bankruptcy. Such right of cancellation is in addition to and not in lieu of any remedies to which Buyer may have in law or equity.

t) TERMINATION: The performance of work under this agreement may be terminated in whole or in part by Buyer in accordance with this provision.