Cisco VoIP Hardware, Maintenance, & Software Licensing

Pinellas County Schools is seeking a supplier for a comprehensive Cisco VoIP Hardware, Maintenance, and Software Licensing contract through Invitation to Bid (ITB #25-725-039). The procurement targets licensing and hardware for the district's Cisco Unified Communication Manager Telephone system, including Unity Connection and Contact Center Express, with a focus on maintaining the existing telecommunications infrastructure. The bid encompasses a detailed list of 147-149 line items covering Cisco VoIP hardware (telephones, analog gateways), software licenses, hardware support, Singlewire Informacast IP Paging, and DNA Advantage licensing for core routing switches. All equipment must be new and originate directly from Cisco, with no refurbished items accepted. Bidders are required to provide firm, net pricing that includes all freight and handling charges, and must also offer firm discount percentages for Cisco parts and licensing not specifically listed. The bid is due electronically by 3:00 pm on December 12, 2024, through the district's OpenGov Procurement portal, with the Notice of Intent to Award anticipated for January 7, 2025, and School Board approval estimated for January 14, 2025. The contract period will run from January 1, 2025, to December 31, 2030, with an option for one additional five-year renewal.

The procurement does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. The current contract involves an existing Cisco telecommunications infrastructure, with a comprehensive inventory of device serial numbers and subscriptions already documented. The district will require a 5-year Cisco Enterprise Agreement structured with annual payments, emphasizing continuity of the existing system. The total estimated contract value is approximately $6,000,000, excluding potential renewal options. Pricing includes provisions for potential escalation or de-escalation tied to the Consumer Price Index for All Urban Consumers (CPI-U). The contract includes E-Verify compliance requirements and provisions for background screening of personnel who may access school grounds or interact with students. The district reserves the right to extend contract terms to other governmental agencies within Florida, potentially increasing the contract's overall value and scope. Bidders must demonstrate the ability to provide comprehensive support for the district's complex Cisco Unified Communications ecosystem, including hardware, software, and ongoing maintenance services.