Berrien Springs RFP 2010

Berrien Springs Public Schools

Request for Proposal

Allowable Contract Date: December 9, 2009

Berrien Springs Public Schools

1 Sylvester Ave.
Berrien Springs, MI 49103

Phone: (269) 471-2891
Fax: (269) 471-2590

E-Mail contact preferred:
- Ellen Hasse (ehasse@homeoftheshamrocks.org)
- Brandon Waggoner (brandon.waggoner@homeoftheshamrocks.org)

Important Notes:

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 9, 2009 and January 9, 2010. Purchase and installation of products and services must be between Jul 1, 2010 and Jun 30, 2011.
Please mail, email, or fax all quotations to the above address/fax 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
- Minimum of 23 business lines
- E911
- Minimum of 240 DIDs
- Minimum of 1 T-1
- Minimum of 1 PRI
- Voice-over IP
Long Distance Service
- Minimum of 23 business lines
- Voice-over IP
Voice-over IP
- For local and long distance phone service
POTs
- Minimum of 6 lines
Cellular Service
- # of Cell Phones = Minimum of 21
- # of pooled minutes = 7,000-9,000
- Nationwide calling
- Wireless Internet service for 3-10 phones (smart phone)

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 Ellen Hasse (ehasse@homeoftheshamrocks.org) or Brandon Waggoner (brandon.waggoner@homeoftheshamrocks.org) for details.

Internet Access

Portable wireless Internet service
- For 3-10 cell phones (i.e. smart phone service)
Minimum 16.0 Mbit Internet connection for the district
- Domain name registration
- Provide 99.97% uptime guarantee
- 4-hour maximum service response time (24/7)
- Include itemization of ISP-owned equipment necessary for connectivity that will be placed within the district
- Provide proof of worker's compensation insurance
- Provide proof of $2 million liability insurance umbrella upon award of the bid
- Bids must include line itemization of all components to allow for the use of e-rate funds on all approved items. Itemization should include, but not be limited to:
  - DNS
  - End-to-end maintenance on equipment used to deliver services.
Voice-over IP
- For local and long distance phone service
Wireless Internet Access for PCs or Macs
- # of Air Cards = Minimum of 25
  - Minimum 5GB monthly access
  - Include plans or costs above 5GB monthly
  - 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 Ellen Hasse (ehasse@homeoftheshamrocks.org) or Brandon Waggoner (brandon.waggoner@homeoftheshamrocks.org) for details.

Internal Connections

Wireless for all school buildings
- The district intends to go wireless in each school building. A site survey is necessary to determine the number of wireless access points needed at each location.
- All school buildings must be quoted separately.
- Site surveys must be conducted either before or after school.

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.
- Maintenance at school buildings must be quoted separately.
- The provider must be able to service Cisco equipment.
- The provider must participate in the E-rate program (i.e. have a valid E-rate SPIN).

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 Ellen Hasse (ehasse@homeoftheshamrocks.org) or Brandon Waggoner (brandon.waggoner@homeoftheshamrocks.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.