Belding RFP 2010

Belding Area Schools

Request for Proposal

Allowable Contract Date: January 27, 2010

Belding Area School District

1975 Orchard St.
Belding, MI 48809

Phone: (616) 794-4707
Fax: (616) 794-4726

E-Mail contact preferred:
- Mary Beth Rogers (rogersm@bas-k12.org)
- Ryan Kelley (kelleyr@bas-k12.org) For Internet and internal connections questions

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 January 27, 2010 and February 1, 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 2010 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 = 8
- # of POTS Lines = Minimum of 23
- # of Centrex Lines = Minimum of 34
- # of PBX trunks = Minimum of 18
- # of Extensions = Minimum of 374
- # of DIDs = Minimum of 265
Long Distance Service
- # of Buildings = 8
- # of POTS Lines = Minimum of 23
- # of Centrex Lines = Minimum of 34
- # of Extensions = Minimum of 374
PRI
- Minimum of 1, if available and cost-effective
Voice-over IP
- For local and long distance, if available and cost-effective
Cellular Service
- # of Cell Phones = Minimum of 12
- Nationwide calling
- Wireless Internet service for a minimum of 5 phones

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

Alternate 1: Telephone and/or cellular service as described above with 2-year contract.
Alternate 2: Telephone and/or 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 Mary Beth Rogers (rogersm@bas-k12.org) for details.

Internet Access

Portable wireless Internet service
- For a minimum of 5 cell phones (i.e. Blackberry service)
Voice-over IP
- For local and long distance, if available and cost-effective
Minimum 20.0mb point-to-point Internet connection to the Ionia County ISD (2191 Harwood Rd., Ionia, MI 48846)
- 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.

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 2010 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 Mary Beth Rogers (rogersm@bas-k12.org) for details.

Internal Connections

Replacement of district wide switching. This will support all district network equipment including, but not limited to, workstations, wireless access points, video, security cameras, HVAC controls, and servers.
- Middle School - Minimum of 11 district core switches and necessary equipment (i.e. patch cords, transceivers, etc.)
- High School - Minimum of 11 network switches and necessary equipment (i.e. patch cords, transceivers, etc.)
- Ellis Elementary - Minimum of 7 network switches and necessary equipment (i.e. patch cords, transceivers, etc.)
- Woodview Elementary - Minimum of 5 network switches and necessary equipment (i.e. patch cords, transceivers, etc.)
- Orchard Hills - Minimum of 2 network switches and necessary equipment (i.e. patch cords, transceivers, etc.)
- Technology/Maintenance - Minimum of 1 network switch and necessary equipment (i.e. patch cords, transceivers, etc.)
- Transportation - Minimum of 1 network switch and necessary equipment (i.e. patch cords, transceivers, etc.)
  - All buildings must be quoted separately
  - A walk-through may be necessary to accurately quote the bid
  - The bid should include all installation/configuration necessary
Voice-over IP Telephone System
- Upgrade or replace existing system to Voice-over IP, if more cost-effective. The district is looking for the most cost effective solution to its telephony needs. The proposal should include a comparison of the proposed solution with other existing analog/digital/IP based systems.
  - An evaluation is needed to sufficiently detail the phone system requirements for the district.
    - Consideration will be given to an Ethernet-based telephony solution.
    - Any system proposed must be capable of future expansion of up to 500 extensions, call accounting, Digital PRI, DID, etc.
    - 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:
      - Approximately 200 Telephone Handsets (must be quoted separately - ineligible for E-rate)
      - Voicemail for 6 port/20 hours
      - E911 service to the classrooms
      - Caller ID
      - Ability to record conversation
      - Installation and initial programming
      - Training
        
        System Administrator(s)
        
        Primary Users
      - All necessary infrastructure components
      - UPS Power Backup
      - Warranty and Support
        
        Include complete description of warranty and support (manufacturer's and vendor's)
        
        Non-warranty service charges (include minimum charges)
        
        Hourly rates
        
        8 X 5 Support Agreement
        
        24 X 7 Support Agreement
    - Bids must allow for analog devices where necessary.
Server Racks
- Minimum of (2) 42U Server Rack
- Server Rack will be needed for switching, VoIP servers, and other MDF equipment.
Hard Drives
- Minimum of (2) TB hard drives and necessary parts (may need SAN Hard Drive enclosure and cables).
- Size and number of Hard Drives will be determined by size and pricing of hard drives at time of purchase.
- Need to add 1TB to SAN and Backup SAN to update hard drive space for web and email services.

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, and the phone system for the district.

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 Ryan Kelley (kelleyr@bas-k12.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
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.