Holland RFP 2010

Holland Public Schools

Request for Proposal

Allowable Contract Date: December 28, 2009

Holland Public Schools

156 W. 11th St.

Holland, MI 49423

Phone: (616) 494-2055

Fax: (616) 393-7376

E-Mail contact preferred:
- Bryan Voss (bvoss@hollandpublicschools.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 28, 2009 and January 28, 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
- # of Buildings = 9
- # of Digital Lines = Minimum of 164
- # of Analog Ports = Minimum of 608
- # of Digital Ports = Minimum of 232
- # of Direct Trunk Ports = Minimum of 108
- # of T1/PRI Interfaces = Minimum of 120
- # of IPG Interfaces = Minimum of 527
- # of TSUs = Minimum of 2
- # of Copper Lines = Minimum of 47
- Voicemail Ports = Minimum of 16
Long Distance Service
- # of Buildings = 9
- # of Digital Lines = Minimum of 164
- # of Copper Lines = Minimum of 47
Voice-over IP
E911, if available and cost effective
Cellular Service
- # of Cell Phones = Minimum of 62
- # of Pooled Minutes = 15,000-30,000
- With "pager capability"
- Wireless Internet capability for a minimum of 30
- Unlimited Internet data plan (Blackberry-type service)
- Caller ID
- Voicemail

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 Bryan Voss (bvoss@hollandpublicschools.org) for details.

Internet Access

Portable wireless Internet access
- # of Portable Devices = Minimum of 30
Voice-over IP
Web Hosting
- 10gb of data storage
- 5gb of transfer per month
- Web interface for sub-domains
- Web interface to add users and security
- Statistical analyses access via web interface
- End-to-end maintenance on equipment used to deliver services.
- Provide 99.99% uptime guarantee
- 4-hour maximum service response time (24/7)
- Provide proof of worker's Comp
- Provide proof of $2 million liability insurance umbrella
Air cards
- Minimum of 10

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 Bryan Voss (bvoss@hollandpublicschools.org) for details.

Internal Connections

Telephone System for the District:
- 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 620 Telephone Handsets
    - 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.
Install additional switches, cabling and equipment to provide wireless connectivity for each building in the school district.
Install wireless cards throughout the district for operability with computers.
Upgrade the wiring for each computer lab throughout the district.
Install drops throughout the district to allow copiers to function as printers.
Upgrade the current website and website servicing to allow for better communication between the parents, staff, and community.
Install 100 Mb switches to the desktop for all buildings.
Upgrade wiring to all our classrooms to allow for connections for projectors, televisions, and etc.

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, servers, 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 Bryan Voss (bvoss@hollandpublicschools.org) for details.

Please contact Bryan Voss (bvoss@hollandpublicschools.org) 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.