Berrien RESA RFP 2010

Berrien County RESA

Request for Proposal

Allowable Contract Date: December 2, 2009

Berrien County RESA

711 Saint Joseph Ave.
Berrien Springs, MI 49103

Phone: (269) 471-7725
Fax: (269) 471-2941

E-Mail contact preferred:
- Will Townsley (will.townsley@berrienresa.org)

Important Notes:

All bids must be sealed and received by 4:00 p.m. on December 2, 2009 to:
- Will Townsley
  will.townsley@berrienresa.org
  711 St. Joseph Ave.
  Berrien Springs, MI 49103
  (269) 471-7725
This RFP is for products and services for existing networks/systems.
All quotes must be submitted with the understanding that implementation may be dependent upon:
- E-rate funding approval by the SLD
- Student enrollments
- Existing budgetary requirements.
The intent is that contingent contracts will be let between December 2, 2009 and January 2, 2010. Purchase and installation of products and services must be between Jul 1, 2010 and Jun 30, 2011.
Please mail all quotations to the above address clearly marked "To the Attention of USF-RFP."
Hardware must allow for distribution of voice, video, or data signal to other buildings within the district as necessary. Capacity must allow for all users.
The following specifications are to be used as guidelines in quoting a solution. Although specification changes are permitted, the quality of the product/service requested must be based upon industry standards at time of delivery.
The items requested within this RFP may or may not be USF eligible. All non-eligible products and services must be itemized. Please use the 2009 USF Eligible Services List for guidance. (Note: It is the vendor's responsibility to check for updates and corrections prior to submitting bids/quotations.)

The district reserves the right to accept or reject any or all quotations.

Telephone Service

Local Dial Tone Service
- # of Buildings = 3
- # of Lines = Minimum of 87
- Local usage

Long Distance Service

# of Buildings = 3
# of Lines = Minimum of 87

Berrien RESA provides videoconferencing to its local school districts. Presently our video bridge has a PRI connected, which is used to make outgoing calls to video conferencing providers. Most of the video conferences are connected at a speed of 384KB and thus take up 6 channels of the PRI for each call. We are looking for a bid on long distance service for this purpose. The long distance service will be capable of calling anyplace within the world. Because many of our connections are to sites that are using the MICTA network, the service must be capable of connecting to MICTA members. The successful bidder must guarantee that their long distance service works with video conferencing on 64K channels. The District will consider a multi-year contract.
These are the phone numbers that must have long distance service:
- (269) 471-3016 (269) 471-4730
- (269) 471-4404 (269) 471-4513
- (269) 471-4415 (269) 471-4518
- (269) 471-4424 (269) 471-4526
- (269) 471-4432 (269) 471-4541
- (269) 471-4459 (269) 471-4549
- (269) 471-4482 (269) 471-4551
- (269) 471-4490 (269) 471-4558
- (269) 471-4495 (269) 471-4560
- (269) 471-4501 (269) 471-4572
- (269) 471-4511 (269) 471-4706.
Cellular Service
- # of Cell Phones = 83 - 110
- # of pooled minutes = 10,000-12,000
- Nationwide calling
- Wireless Internet service for 20 - 35 phones

Telecommunications add-alternates for a multi-year contract may be considered for each of the telecommunication services described above.

Alternate 1: Telephone/cellular service as described above with 2-year contract.
Alternate 2: Telephone/cellular service as described above with 3-year contract.

Telephone service includes, but is not limited to, those items/components that are USF eligible. Any additional telephone service not covered by USF eligibility, must be itemized and quoted separately. Please contact Will Townsley (will.townsley@berrienresa.org) for details.

Internet Access

Portable wireless Internet access
- For 20 - 35 cell phones
Wireless Internet Access for PCs or Macs
- # of Air Cards = 50 - 75
  - Minimum 5GB monthly access
  - Include plans or costs above 5GB monthly
  - Coverage map needed
  - Proposal should state expected minimum and the range of upload and download speeds
    - Devices
      - List available devices with cost and model number
      - Indicate compatibility with Windows XP and Vista and Mac OS 10.4 and above for each device
      - Indicate devices that are Type II PCIA, Express Card 34 or USB

Internet access includes, but is not limited to, those items/components that are USF eligible. Any additional service not covered by USF eligibility must be itemized and quoted separately. Please refer to the 2009 USF Eligible Services List. It is the intent of the district to obtain the highest value at the most reasonable price.

Add-alternates for a multi-year contract may be considered.

Alternate 1: Internet access as described above with 2-year contract.
Alternate 2: Internet access as described above with 3-year contract.

Please contact Will Townsley (will.townsley@berrienresa.org) for details.

Internal Connections

CODEC/ Video Encoder – one each

Administration Building:
- Polycom HDX 9004 Codec 2200-23500-001
- Polycom HDX MPPPlus MultiPoint Software (9004) 5150-23913-001
HDX Cables 2457-10609-200
HDX Cables 2457-10610-200
HDX Cables 2457-21263-200
Polycom HDX 8004 XLP 7200-25770-001
Within the district:
- VSX 7000e Codec 7200-22540-001

Basic Maintenance

Maintenance contract for existing telco/LAN infrastructure (test, replace, repair) cable and/or electronics. Includes, but is not limited to, all wireless access points, switches, routers, eligible servers, and the phone system for the district.

Add-alternates for a multi-year contract may be considered.

Alternate 1: Basic maintenance as described above with 2-year contract.
Alternate 2: Basic maintenance as described above with 3-year contract.

All hardware specifications above are minimum. It is expected that wiring/components/software will meet industry standards and current versions at the time of installation. Please contact Will Townsley (will.townsley@berrienresa.org) for details.

Bid Evaluation

Although the cost of the product/service is of primary concern, the ability to accommodate growth and change and the total cost of operation (TCO) within the district are, in many ways, more important. Do not assume the lowest bid will be awarded the project.

To achieve this goal, bids will be evaluated on several factors.

Prices/charges
Prior experience
Understanding of needs
Ease of migration to the accepted solution
Financial stability
Personnel qualifications
Comply with the spirit of the district's long range technology plan
Compatibility with district hardware/software standards as set forth within district's long range technology plan
Provide lower long-term cost of ownership
Ability to upgrade and adapt to technological advances
Completeness of response and adherence to bid specifications
Summary of project implementation plan
Capability of the bidder to successfully complete the installation within the required timeframe.