Harrison RFP 2008

Harrison Community Schools

Request for Proposal

Allowable Contract Date: November 15, 2007

Harrison Community Schools

224 W. Main St.

Harrison, MI 48625

Phone: (989) 539-7871

Fax: (989) 539-7491

E-Mail contact preferred:
- pberger@cgresd.net
- khileman@harrisonschools.com

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 November 15, 2007 and December 15, 2007. Purchase and installation of products and services must be between Jul 1, 2008 and Jun 30, 2009.
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 draft 2008 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 = 5
- # of Lines = 40-60
- # of Extensions = 150-160
DID
Long Distance Service
- # of Buildings = 5
- # of Lines = 40-60
- # of Extensions = 150-160
Cellular Service
- # of Cell Phones = 10-15
- # of Pooled Minutes = 5,000-6,000
- New phones and chargers for existing accounts
- Detailed paper billing/on-line billing
- Nationwide calling from within the U.S.A.
- Free nationwide long distance
- Caller ID
- Voicemail
- Free mobile-to-mobile minutes
- Unlimited nights and weekends no later than 7:00 p.m.
- Minimum fee for overages, if applicable
- Minimum fee when outside calling area (i.e. outside the U.S.A.)
- Minimum fee for activation fees
- Unlimited incoming text messages
- Service plan or minimum fee for outgoing text messages
- Detailed map of coverage area for region (must be verified by the district)
- 99.9% uptime guarantee
- Must provide wireless repeaters in two Harrison buildings
- Termination clause
- Must be able to add accounts under the same contract, no extension of contract when more phones are added
- Dedicated account manager
Pager Service (1-2 pagers)

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 Paul Berger (pberger@cgresd.net) or Kelly Hileman (khileman@harrisonschools.com) for details.

Internet Access

Web Hosting for SIS System
- Appropriate amount of data storage for the district website
- Appropriate amount of transfer per month
- Web interface for sub-domains
- Web interface to add users and security

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 2008 Eligible Services List 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 Paul Berger (pberger@cgresd.net) for details.

Internal Connections

Firewall
- Upgrade or replace a minimum of 2 for the district.
Network Drops
- Upgrade or replace approximately 500 network drops within the district.
Uninterruptible Power Supply (UPS)
- Minimum of 4 for the district.
Wireless Access Points
- Multiple wireless access points for LAN (quantity depends upon wireless survey) for the district.
- Install and configure for secure, reliable internal network access.
Switches
- Minimum of 10 48-port switches with single-mode and multi-mode Gbic capability.
Telephone System for the District
- Upgrade or replace existing PBX/PRI and voicemail. 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 25 Telephone Handsets (not USF-eligible)
  - Voicemail for 6 port/20 hours
  - E911 service to the classrooms
  - Caller ID
  - Ability to record conversation
  - Installation and initial programming, including the voice-over IP (VoIP) phones
  - 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.

Wiring & infrastructure 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 contact Paul Berger (pberger@cgresd.net) for wiring and infrastructure details.

Basic Maintenance

Basic maintenance/support for the district phone system.

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 Paul Berger (pberger@cgresd.net) for details.

Please contact Paul Berger (pberger@cgresd.net) to arrange a time for a building site survey. (NOTE: Surveys must be conducted before or after school.)

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.