RFP - VoIP Phone System.pdf

REQUEST FOR PROPOSALS

VoIP Phone System

Contract Specifications

VoIP Phone System For Whiteford Agricultural School District

I. INTRODUCTION

The Whiteford Agricultural School District is seeking bids from qualified firms for a new VoIP Phone System. This system will replace the current analog phone system. The district is looking for a full solution with 83 locations and will look at solutions that are locally hosted or fully cloud based. The Proposal should be for a five (5) year period that includes warranties of hardware and software updates if applicable.

Bid Submittal

Eligible firms must submit a sealed response to this Request for Proposal. Questions should be sent to the address below or telephone 734-856-1 443, ext. 101:

Valerie Orr, Superintendent

Whiteford Agricultural School District

6655 Consear Road

Ottawa Lake, Ml 49267

Proposals must be received before 12:00PM December 19 th 2018.

Each proposal must be clearly marked "VoIP Proposal''. The Whiteford Agricultural School

District reserves the right to reject any or all proposals and to accept any proposal which best meets the needs of the Whiteford Agricultural School District.

II. GENERAL SPECIFICATIONS

A walkthrough will occur at 6655 Consear Road, Ottawa Lake MI 49267 . Any interested company must attend the walkthrough December 12 th 2018 @ 10AM EST. All devices and solutions need to be e911 compatible. The district would like all switches to have 30 minutes of

UPS uptime with alerting in case of power interruptions. The district also requires a full cloud based faxing solution so there is not a need for analog fax lines. The following requirements shall apply to the replacement of the existing phone system.

Platform:

Does the vendor develop and maintain the platform solution in-house or does it resell another vendor’s solution?

Where is the platform hosted? Is it centrally hosted or geographically distributed?

Please provide a map or list of datacenter hosting locations.

Describe guaranteed availability/up-time. Include standard Service Level Agreement

(SLA).

What business continuity / system survivability options are available?

What happens to service in the event of a local power or WAN outage?

Please describe platform security measure. How is call data protected?

Management:

How is the system managed/administered? Please describe customer Administrator interface.

Is self-service supported?

How are moves, adds, and changes performed?

How is service added, removed?

Please describe real-time reporting options.

Features / Functions

Whiteford Agricultural Schools requires the following features:

Number portability of all numbers

4 Digit extension dialing to all locations

Unlimited local calling

Unlimited domestic long distance

Toll free service (Include current rates)

Voicemail

Auto Attendant – including ability to change and schedule based on schedule or inclement weather.

Number of call paths

Optional:

Mobility / Soft phone

Find me / follow me

Voicemail to email

Virtual fax

Chat / Presence

Implementation

Implementation Planning

What is your standard operating procedure for implementing a project such as this?

Please give a brief overview of your methodology, not a detailed project implementation plan.

Discuss the roles on your implementation team, such as Account Manager, Business

Analyst, Project Manager, Tester, Trainer, etc.

What are the typical challenges in this type of implementation?

What is the typical timeline for an implementation of this nature?

Support and Maintenance

Platform Maintenance

What is your strategy for upgrades and new releases?

Is deployment of application changes seamless, non-disruptive, and remote? Explain the process.

Are new features automatically available to existing customers? Or is a service upgrade required?

Please describe remote diagnostics for both the platform and individual client sites.

Customer Service and Technical Support

What levels (tiers) of service do you offer and what are the details of each level of service?

Detail the issue resolution process.

What is your average time to solve a moderate to difficult issue?

III. COMPANY INFORMATION

Company Background Information

Legal name of Company

Number of years in business

Headquarters location address, phone number, website

Number of Employees

Tax ID

Company history/description

Company References

Please provide references and project details for at least three (3) projects of similar size and scope.

1. Tentative Timeline:

• Bids posted: December 6

• Bids received: December 19 th

, 2018 by 12:00 PM EST

• Vendor award (by the Board of Education): January 14 th

• Vendor delivery by: TBD based on downtime and how quickly vendor can get equipment. May wait until Spring break – April 1 st

– 5

All potential vendors responding to this request will be notified in writing of any modifications, clarifications or additions to the specifications up through.

2. Any deviations and/or concerns with the tentative timeline should be stated ,at time of bid in a separate letter. Please email Trevor Funchion, Director of Technology with any concerns or clarifications of this bid . E-mail address is:

trevor.funchion@whiteford.kl2.mi.us or fax (734-854-6463).

3. All bids must include the estimated date(s) of delivery after award of the bid . The timetable for installation of the new phone system must be coordinated with removal of old phone system and to ensure the district is not without service during the project.

4. WASD is tax exempt.

5. After the bid is awarded, the vendor must have all phones installed and operational by

TBD based on downtime and how quickly vendor can get equipment. May wait until

Spring break – April 1 st

– 5

2019.

6. WASD reserves the right to require any vendor to demonstrate any solutions included in their quote prior to awarding a contract. Vendors will be required to submit three references of existing school systems.

mailto:trevor.funchion@whiteford.kl2.mi.us

Attachment 1

Compliance with School Safety Initiative Legislation

The undersigned, the owner or authorized officer of _

(the "Bidder"), certifies to Whiteford Agricultural Schools (the "School District"), that any and all persons who will work directly or indirectly for the Bidder, including, but not limited to, Bidder's employees, agents, vendors, subcontractors or consultants, and who will work at or on any

School District Property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g and have not been convicted of any "listed offenses" .1 The

Bidder further warrants and represents that all persons who will work directly or indirectly for the

Bidder, including, but not limited to, Bidder's employees, agents, vendors, subcontractors or consultants, and who will work at or on any School District property, shall at all times be in compliance with MCL 380.1230, 380.1230a, 380.1230c, 380.1230d, and 380.1230g. In this regard, Bidder agrees, without limitation, to report within 3 business days to the School District when any such person is charged with a crime listed in Section 1535a ( l) of the Revised School Code 2 or a substantially similar law, and to immediately report to the School District if that person is subsequently convicted, plead guilty or plead no contest to that crime.

BIDDER:

By: _______________________________________________

Its:

Date: ____________________

1 The term listed offenses means those defined in Section 2 of the Sex Offenders Registration Act

(SORA), MCL 28.722

2 MCL.380.1535a(l).

Attachment 2

Familial Disclosure Form

The undersigned, the owner or authorized officer of (the "Bidder"), pursuant to the familial disclosure requirement provided in the Whiteford Agricultural Schools

(the "School District") Request for Proposals for VOIP Service, hereby represent and warrant, except as provided below, that no familial relationships exist between Bidder(s) or any employee of the School District, and any member of the Board of Education of the School

District or the Superintendent of the School District.

List any Familial Relationships:

BIDDER:

By:_______________________________________________

Its:

Date:

Attachment 3

CERTIFICATION OF COMPLIANCE - IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner, or authorized officer of the below-named company

(the "Company") hereby certifies, represents, and warrants that the Company (which includes its officers, directors and employees) is not an "Iran Linked Business" within the meaning of the Iran

Economic Sanctions Act, Michigan Public Act No. 517 of 2012 (the "Act"), and that in the event the Company is awarded a contract by Whiteford Agricultural Schools as a result of an RFP, the

Company is not and will not become an "Iran Linked Business" at any time during the course of performing any services under the contract.

The Company further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or two (2) times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of Whiteford Agricultural School's investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date the it is determined that the person has submitted the false certification.

Name of Company:, _

Name and Title of Authorized Representative

Signature

Date