EPS-Phone-RFP.pdf

REQUEST FOR PROPOSAL:

Phone System

April 4, 2024

Edwardsburg Public Schools

69410 Section St.

Edwardsburg, Ml

49112

Overview

Edwardsburg Public Schools is requesting proposals for a district-wide phone system. There are seven (7) different buildings in the school district locations. All buildings are connected with 10 Gbps fiber connections. A newly acquired building will eventually be integrated into the current fiber infrastructure so plans for expanding the phone system coverage to this location will need to be considered.

Proposals must be emailed no later than May 7, 2024 at 3:30pm EDT.

There will be a mandatory walk-through on April 25, 2024 at 10am EDT. The walk-through will start at the Administration Building located at:

27145 US Highway 12, Edwardsburg, MI 49112

The final decision for awarding a bid will be determined on May 14, 2024 at 3pm EDT.

An email will be sent to all bidders stating who is the awarded bidder. Edwardsburg

Public Schools reserves the right to accept or reject any or all quotations.

Installation must be complete by August 20, 2024. If any portion of the project cannot be completed by this time, Edwardsburg Public Schools must be informed immediately.

Proposals must be emailed to Larry Hanks, Director of Technology, lhanks@goeddies.com AND Gail Enders, Chief Financial Officer, genders@goeddies.com

For questions email Larry Hanks, Director of Technology:

Larry Hanks, Director of Technology, Edwardsburg Public Schools lhanks@goeddies.com mailto:lhanks@goeddies.com mailto:genders@goeddies.com mailto:lhanks@goeddies.com

All questions and answers will be posted to the Edwardsburg Public Schools

Website on the same page where the RFP is located at https://www.edwardsburgpublicschools.com/RFP https://www.edwardsburgpublicschools.com/RFP

1.1 Current System

Six of the buildings are utilizing a Panasonic KX-TDE600 phone system with digital lines run to the majority of phones. The Eagle Lake Elementary location uses a Panasonic KX-

TDE100/200 phone system which also has the majority of phones with digital lines. All locations have a varying, small quantity of VoIP phones.

The Panasonic KX-TDE600 phone system running the six locations is housed at

Edwardsburg Middle School, which is considered the district hub for all network and phone resources.

1.2 Network Infrastructure

The network infrastructure consists of Cisco and Extreme Networks switches. All switches have

PoE availability. Uplinks between closets are at 10Gbps and all downlinks from the switches are 1Gbps.

For any VoIP phones, it is expected for the vendor to utilize a separate VLAN for the voice network and add QoS logic into the Cisco and Extreme Networks equipment. It is understood that not all venders are versed in Cisco and/or Extreme Networks equipment. Under these circumstances the vender is required to provide specific documentation that shows what is needed to be programmed for the network equipment.

1.3 Integration

Selected vendor must be able to retain the ability for the buildings to maintain the same phone numbers that are currently held, and extension numbers. Extension numbers are already assigned logically, and will be used in the future as well. The system must have the ability for virtual voice mailboxes without a physical line. The ability to set up an automated answering service with existing lines into buildings is a must.

1.4 E911 capability

The proposed system must be fully compatible and operational with E911 compliance features at state and national standards for emergency response. If this requires acquiring additional phone numbers (DID) then that must be itemized on the bid response. The district currently has 122 DID phone numbers in-use.

1.5 Phone Features

Below is a list of minimum phone features for the proposed system. Please use this as a guideline for the handset features in your proposal.

Minimum Telephone Features Checklist (for Recommended Sets)

Alphanumeric Display

Able to access voice mailbox from any location (internal or external to the phone system)

Automatic outside Line Answer/Hold

Built-in full duplex capability speakerphone Call Forwarding Call history

Call Park

Call Park/Swap

Call Pickup

Call Transfer

Caller ID

Capable of monitoring multiple voice mailboxes for messages

Capable of using a headset

Delayed Ringing

Distinctive Ringing

Do Not Disturb capability

Extension look-up/directory for internal staff

Feature button display this can be hardware or software Intercom capability with audible tone distinguishable from the regular ring

Last number redial

Message Indicator for voice messages

Multiparty conferencing capability from the phone set

Mute function

Paging accessible to all stations or group call

(refer to PAGING ITEMS for more details)

Station and system speed dialing

The ability for a single phone to monitor multiple extensions

User programmable keys

Volume control

PAGING ITEMS

5 Schools – Edwardsburg Primary School, Eagle Lake Elementary School, Edwardsburg Intermediate School, Edwardsburg Middle School, Edwardsburg High School

System will interface with existing overhead paging speakers allowing for building wide voice paging as a single zone from any handset. Vendor will itemize, supply, and install all required hardware, software, and programming required to interface the system to the existing building overhead speakers. System will provide a minimum of 5 different tones that can be programmed to sound at specific times daily (as a bells system) and can be sounded from any handset in the building via a simple, easily programmable and changeable code (as an emergency/fire/tornado system). System will also be capable of paging all telephone handsets withing a single classroom, a single school as a single zone, or all locations as multiple zones. System will be able to receive exact time from external sources. System will log all instances of the paging system being used.

All remaining locations with phones will require use of all of the above features through the handsets. No existing paging systems are installed at remaining locations.

Additional OPTIONAL Features

Make calls from anywhere through the system as a mobile client via computer, smartphone, or remotely deployed handset

Recording phone calls

Integration with Google G-Suite

Integration with Microsoft Active Directory

1.6 Current Trunking

The current phone service company is Comcast which is a standard cable internet line converted to a simulated PRI via an Adtran. We require that the proposed phone system be able to integrate with current Comcast solution.

Due to the requirement to integrate with current Comcast Solution, the system must be capable to handle at least 23 simultaneous public calls and be scalable to at least 250 simultaneous calls if using a different provider without the need to purchase anything additional to the installed system.

We request alternatives to the Comcast solution be itemized separately. Any alternatives to the

Comcast solution will take special consideration to utilizing the option of up to 250 simultaneous public calls based on district needs which would be forecast ahead of time due to special events, such as Parent/Teacher conferences.

1.7 Handset Requirements

The district is looking for approximately 275 handsets between the 7 locations. Handsets should also have a 1GB port in and out for extra ports for teacher desks as needed if utilizing VOIP.

Please provide a couple different models of handsets for the school to explore. Also include option for operator-style handset in order for building receptionists to transfer calls easily.

1.8 Server requirements

The district is requesting an on-site server to run the phone system. A cloud-hosted service will not be accepted as a bid response. This will be one server located in the Edwardsburg Middle

School server room to provide service to the whole district. The system must be manageable in-house. All hardware and components must be broken down in the proposal to integrate into the district's network infrastructure.

1.9 Training

The selected vendor must be able to train Technology staff in managing phone system on the network. This training must be in person, web conferencing is not acceptable. Vendor must also be able to train staff and administration if the need arises. This training must be available throughout the support portion of the contract.

1.10 Installation

The installation must be completed by August 20, 2024. If any portion of the project cannot be completed by this time, Edwardsburg Public Schools must be informed immediately. The proposal must have a turn-key solution and be fully functional. This includes migration of current numbers and extensions with the handsets. This installation must also include paging into current existing intercom systems in each of the schools in the district

2.1 Support

Providers must provide support on any proposed phone system-related services, including equipment during the installation. Providers must provide both phone and email contacts. The District will require a 4-hr response after the initial call/email.

Provider will also provide the District with a Point of Contact (POC) for the duration of the installation. If the POC changes during the duration of the installation, it will be the

Providers' responsibility to notify the District immediately. Both Email and Phone information will be needed.

Provider will need to include any additional costs required to support Edwardsburg

Public Schools phone system after project installation is complete.

2.2 Vendor Profile

Provide a description of the company, including the following information:

• When the company was established

• Number of employees

• Locations of corporate and support offices:

State whether parts of the proposed services are to be provided by a subcontractor / partner and describe the relationship with the proposed subcontractor / partner and subcontractor / partner role in providing these services.

2.3 Implementation Plan / Transition Plan

It is important for the selected vendor to provide for an organized transition from the current system(s) to the new system; ensuring internal and external communications are maintained.

The School District requires a high-level Implementation / Transition Plan to be provided with Vendor’s Response. This document should include summary level activities, milestones, timeline, deliverables, and the Offeror’s approach for the following components:

• Planning & Design

• Implementation

• End User Requirements Definition

• Testing

• Training

• Cutover

In addition to describing the entire implementation lifecycle the plan is to include the resources to be dedicated, project approach for gathering requirements; telephony platform migration / transition (e.g. dial plans, station review / cut-sheets), a timeline of actions with a completion target date for the Offeror.

2.4 Service / Support Plan

The School District requires a Service / Support Plan to be provided with Offeror’s Response. The Service / Support Plan should describe how the Offeror will meet the technical requirements and service levels for ongoing maintenance and support. This plan must include but is not limited to availability / uptime, response time, escalation, ticketing / help desk, support staff including on-site contact, repair, etc.

2.5 Required Information

The proposed bids must be honored and firm for a period of 90 days upon approval.

The bid must include all hardware, software, licensing and support costs associated with the project. (No Surprises)

2.6 References

The bid must include 3 references in an educational setting, or other comparable jobs.

The district reserves the right to call and properly vet the vendors.

After submission, the school board will be the final authority on vendor that will be selected. Vendor will be notified by email the morning after a decision has been made. Thank you for your consideration and bids on this project.

Bids will include a summary cover page in the following format:

Phone System

Edwardsburg Public Schools Bid Form

This offer (bid) has been prepared after our examination of the complete request for bid, together with their related documents. The undersigned submits the following offer to enter into a contract with Edwardsburg Public Schools and agrees to complete performance in accordance with this RFP:

Bidder Name: ______________________________________________________

Address: ____________________________________________________________

Authorized Representative Name: ________________________________________

Phone: Email:

Total Project Cost

Authorized Representative Signature:

I certify that the information contained on this form is true and accurate and that the presentation of this information to Edwardsburg Public Schools represents an offer to contract and that acceptance by Edwardsburg Public Schools of this offer will bind me to performance under the terms and conditions of the request for bids.

Signature Date