REQUEST FOR PROPOSAL For Telephone and Voicemail System THIS IS NOT AN ORDER Unless otherwise noted, public openings will be on the date and time specified. Proposals will be open to public inspection after award(s).
VENDOR NAME & ADDRESS
Revisions to this proposal may be made by an official written amendment issued by Purchasing Services. All correspondence must reference the proposal number. Return the original of this document to this office via U.S. mail or delivery service.
PROPOSAL NUMBER: 3238 th
ISSUE DATE: December 12 , 2013 th
DUE DATE: February 5 , 2014 - 2:00 PM Local Time
All proposals must be received by the receptionist in the above office. All proposals must be stamped in by MMSD Purchasing Services prior to the stated opening time. Proposals not so stamped shall be considered late. Late proposals shall be rejected.
_________________________________________________
If NOT PROPOSING (please check here) _____ and return this page only.
Proposal prices and terms shall be firm for sixty days from the date of proposal opening.
The MMSD is exempt from Federal Excise and Wisconsin State Sales tax.
In signing this proposal, we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above statement is accurate under penalty of perjury. The undersigned, submitting this proposal, hereby agrees with all the terms, conditions, and specifications required by the Madison Metropolitan School District in this Request for Proposal, and declares that the attached proposal and pricing are in conformity therewith. SIGNATURE: _________________________________________________________________DATE _________________________ TYPE OR PRINT NAME: _____________________________________________________________________________________ TITLE: ___________________________________________ TELEPHONE NUMBER: (_______) __________________________ FEIN or TAX ID NUMBER: __________________________ FAX NUMBER:
(_______) __________________________
EMAIL ADDRESS: __________________________________________________________________________________________
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TABLE OF CONTENTS 1.0 GENERAL INFORMATION 1.1 Introduction and background ------------------------------------------------------------------ 4 1.2 Scope of the project ----------------------------------------------------------------------------- 4 1.3 Request for proposal process ------------------------------------------------------------------ 7 1.4 Procuring and contracting department/division--------------------------------------------- 7 1.5 Definitions --------------------------------------------------------------------------------------- 7 1.6 Clarification and/or revisions to the specifications and requirements ------------------- 8 1.7 Reasonable accommodations ------------------------------------------------------------------ 8 1.8 Calendar of events ------------------------------------------------------------------------------ 8 1.9 Contract term ------------------------------------------------------------------------------------ 9 1.10 VendorNet registration ------------------------------------------------------------------------- 9 2.0
PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions----------------------------------------------------------------------------- 9 2.2 Proprietary information ---------------------------------------------------------------------- 10 2.3 Incurring costs --------------------------------------------------------------------------------- 10 2.4 Submitting the proposal ---------------------------------------------------------------------- 10 2.5 Proposal organization and format----------------------------------------------------------- 10 2.6 Multiple proposals ---------------------------------------------------------------------------- 11 2.7 Oral presentations and site visits ------------------------------------------------------------ 11 2.8 Demonstrations -------------------------------------------------------------------------------- 12 2.9 Withdrawal of proposal ---------------------------------------------------------------------- 12
3.0
PROPOSAL SELECTION AND AWARD PROCESS 3.1 Preliminary evaluation ----------------------------------------------------------------------- 12 3.2 Proposal scoring ------------------------------------------------------------------------------- 12 3.3 Right to reject proposals --------------------------------------------------------------------- 12 3.4 Evaluation criteria----------------------------------------------------------------------------- 13 3.5 Award and final offers------------------------------------------------------------------------ 13 3.6 Notification of intent to award -------------------------------------------------------------- 13
4.0
GENERAL PROPOSAL REQUIREMENTS 4.1 Introduction ------------------------------------------------------------------------------------ 13 4.2 Organization capabilities --------------------------------------------------------------------- 13 4.3 Staff qualifications ---------------------------------------------------------------------------- 14 4.4 Proposer references --------------------------------------------------------------------------- 14 4.5 Mandatory requirements --------------------------------------------------------------------- 14
5.0
TECHNICAL REQUIREMENTS 5.1 Required Number of Handsets ------------------------------------------------------------- 15 5.2 Required Number of Wall Brackets ------------------------------------------------------- 16 5.3 Required Number of Phone Lines and Voicemails -------------------------------------- 17 5.4 Required Number of Analog Connections ------------------------------------------------ 17
6.0
TECHNICAL REQUIREMENTS
7.0
COST PROPOSAL 7.1 General instructions on submitting cost proposals --------------------------------------- 17
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7.2 7.3
Format for submitting cost proposals ------------------------------------------------------ 17 Fixed price period ----------------------------------------------------------------------------- 17
8.0
SPECIAL CONTRACT TERMS AND CONDITIONS 8.1 Liquidated damages--------------------------------------------------------------------------- 17 8.2 Prime contractor and minority business subcontractors --------------------------------- 17 8.3 Hold harmless --------------------------------------------------------------------------------- 18 8.4 Additional terms------------------------------------------------------------------------------- 18 8.5 Termination of contract ---------------------------------------------------------------------- 18
9.0
STANDARD TERMS AND CONDITIONS
10.0
REQUIRED FORMS COVER SHEET RFP 3238 ATTACHMENTS A. Vendor Information -------------------------------------------------------------------- 22 B. Vendor References --------------------------------------------------------------------- 23 C. Designation of Confidential and Proprietary Information ------------------------ 24 D. Technical Specification Response --------------------------------------------------- 25 E. Cost Summary Page ------------------------------------------------------------------- 37 F. Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion ------------------------------------------------------------- 38 G. Itemized Equipment List With Costs (PROVIDED BY PROPOSER) -----------H. Equipment Logical Diagram (PROVIDED BY PROPOSER) --------------------APPENDICIES A. Affirmative Action Requirements for Contractors and Vendors ---------------- 39 B. Equal Employment Opportunity / Affirmative Action Employer Information Report --------------------------------------------------------------------- 40 C. Affirmative Action & Equal Employment Opportunity Policy Statement ----- 42 D. Existing Voicemail and PBX Details ------------------------------------------------ 46 E. Network Configuration ---------------------------------------------------------------- 50 F. Phone Jack Installation Diagram ----------------------------------------------------- 51 G. Gantt Chart / Timeline ----------------------------------------------------------------- 52 H. DID / E-911 List (Included as Separate File) -------------------------------------- 53
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1.0
GENERAL INFORMATION 1.1
Introduction and background The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for the installation OR Alcatel Upgrade and support of a fully functioning Telephone and Voicemail System. The District as represented by Technical Services intends to use the results of this solicitation to award a contract for the leasing of all components of a Telephone and Voicemail System including, but not limited to: Voicemail Connectivity, Telephone Connectivity, Dial Tone to the Public Switched Telephone Network (PSTN), Required On-Site Gateway Equipment, and Telephones, plus Installation, Training, and Support throughout the term of the contract. The Madison Metropolitan School District includes 47 school buildings in a 72 square mile area including the City of Madison and all or parts of several surrounding municipalities. The 32 elementary schools include kindergarten through 5th grade. The eleven middle schools include grades 6 through 8. The five high schools, one of which is a small alternative high school, include grades 9 through 12. The District also has early childhood programs and alternative programs at the secondary level (6-12). The District maintains additional sites including the Administration Building, the Maintenance/Food Service Building, the Mansfield and Lussier Stadiums, the Hoyt School, and the Affiliated Alternatives. There are nearly 25,000 students currently enrolled making the MMSD the second largest school district in the State of Wisconsin. The student population is nearly 49% minority. The District employs approximately 4,300 full time people including over 2,780 teachers, 145 administrators and 1,300 support personnel, plus over 2,500 part time people including over 550 substitute teachers and over 2,000 summer recreation workers. The District’s operating budget is approximately $373 million, 85% of which is devoted to salaries and benefits. Because of the District’s sound financial management practices. Madison is one of only a few Wisconsin districts to have an “Aa1” bond rating. MMSD has schools at elementary, middle, and high school levels rated as National Schools of Excellence by the U.S. Department of Education. http://www.madison.k12.wi.us/node/637
1.2
Scope of the project 1.2.1
Project Description This project entails the furnishing and installation of a fully hosted and functioning Telephone and Voicemail System OR upgrading the existing Alcatel System within 47 separate Madison Metropolitan School District sites and approximately 3,851 physical phones with voicemail, 1,403 virtual voicemails,
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and 227 analog phones without voicemail. The selected Contractor will be required to furnish and install all of the required equipment and material necessary to complete the scope of work outlined within these Proposal Documents which are comprised of the written Request for Proposal and any Addendums or attachments to this Request for Proposal.
Requirements for Upgrading the Existing Alcatel Phone System are Listed Below: Upgrading of the current system must have these functions as a minimum for a complete and operational phone system, including cabinets, with fan boards, UPS units to provide power for 90 minutes, and all necessary wiring to make the system function, included detailed labeling which includes facilities management room numbers. Conversion of any occupied building must be completed second and third shift and this vendor must include the cost of overtime for Custodial staff of $400 per 8 hour shift. If there is a PBX system replacement, the vendor must include the cost to provide three staff a minimum training on programming and maintenance to get basic certifications as a service Contractor and shall include all travel, meals, and hotel costs in their bid. 1.2.2
Bonding Requirements BID BOND A) Bid security is required to be submitted with the Bid. B) Bid shall be accompanied by a security deposit as follows: a. Bid security in the amount of ten (10) percent of the Base Bid amount. Bid bond or Certified checks are acceptable. C) Failure to provide the above security with the bid will render the bid nonresponsive and will not be recorded. PERFORMANCE AND PAYMENT BOND A) The successful vendor shall provide the following bonds. a. Provide a 100 percent Performance Bond that complies with Wisconsin Statutes, section 779.14(1m)(e). b. Provide a 100 percent Payment Bond that complies with Wisconsin Statutes, section 779.14(1m)(e). ACCEPTANCE AND BONDS
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A) This offer shall be open to acceptance and is irrevocable for sixty days. B) If this bid is accepted by Owner within the time period stated above, the successful vendor shall: a. Furnish the required Performance and Payment Bonds within [ten] days of receipt of Notice of Award. C) If this bid is accepted within the time stated, and the successful vendor fails to commence the Work or fails to provide the required Bond(s), the security deposit shall be forfeited as damages to District by reason of the vendor’s failure, limited in amount to the lesser of the face value of the security deposit or the difference between this bid and the bid upon which a Contract is signed. D)
1.2.3
In the event a bid is not accepted within the time stated above, the required security deposit shall be returned to the vendor in accordance with the provisions of the Instructions to Bidders; unless a mutually satisfactory arrangement is made for its retention and validity for an extended period of time.
Objectives Replace or upgrade an existing Alcatel PBX and Voicemail System that serves the Madison Metropolitan School District (MMSD) sites. The System is aging and MMSD will no longer be able to continue their maintenance support on the system in its current condition.
1.2.4
Needs Meet all of the criteria set forth in this RFP to successfully implement the Hosted Telephone and Voicemail System to all sites by Friday August 8th, 2014.
1.2.5
Current Operations – PBX & Voicemail MMSD currently utilizes a traditional legacy Alcatel PBX and Voicemail System. Respondents of the RFP will be required to remove all existing PBX, Telephones, and Voicemail System equipment after the successful implementation of the new Hosted Telephone and Voicemail System. Current Users on the Voicemail System is included as Appendix “D”.
1.2.6
Current Operations – WAN Telco Connectivity is provided by TDS Metrocom at all sites. Madison Metropolitan School District utilizes Direct Inward Dial (DID) lines which are currently provided by T-1 Connections.
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System must be able to operate with Future Gigabit Speed WAN. Fiber Optic WAN connectivity is expected to be in place by December 31st, 2014. WAN Connectivity Information is included as Appendix “E”. 1.2.7
Current Operations – LAN The existing network equipment compromises mainly of Cisco Power Over Ethernet (POE) Switches with 1 Gbps connections to the desktop. Data cabling in place is a combination of Category 5 or 5e to each user location. No additional cabling is required as part of this RFP. Existing LAN Connectivity Information is included as Appendix “F”
1.2.8
Current Operations – Existing Analog Lines to Remain Existing Security, Elevator, and Emergency Phones are currently delivered on Plain Old Telephone Service (POTS) lines and are to remain in place as is.
1.3
Request for proposal process This document is a Request for Proposal. It differs from a Request for Bid in that the District is seeking a solution as described herein, not a bid meeting firm specifications for the lowest price. As defined in the American Bar Association Model Procurement Code, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, and availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards, which measure how well a vendor’s approach, meets the desired requirements and needs of the District.
1.4
Procuring and contracting department/division This Request for Proposal (RFP) is issued by Madison Metropolitan School District, Purchasing Services, which is the sole point of contact for the District during the selection process. The person responsible for managing the procurement process is Mick Howen, Assistant Director of Administrative Services. Any contract(s) resulting from this RFP will be administered by Madison Metropolitan School District, Technical Services The contract administrator will be William Smojver, Director of Technical Services.
1.5
Definitions The following definitions are used throughout the RFP. RFP means Request for Proposal District/MMSD means Madison Metropolitan School District. Proposer/vendor means a firm submitting a proposal in response to this RFP.
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Contractor means proposer awarded the contract. 1.6
Clarification and/or revisions to the specifications and requirements Any questions concerning this RFP must be submitted in writing by mail, fax or e-mail (preferred) on or before December 10th, 2013 to: Mick Howen Purchasing Services Madison Metropolitan School District 4711 Pflaum Road Madison, WI 53718-6765 E-MAIL:
[email protected] VOICE: (608) 663-5287 FAX: (608) 204-0375 An electronic version of the RFP is available on the District’s web site: www.madison.k12.wi.us/doingbusiness Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should immediately notify the above named individual of such error and request modification or clarification of the RFP document In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all known recipients of this initial RFP or posted to the District’s Website at: www.madison.k12.wi.us/doingbusiness Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof. Contractors doing business with the MMSD must provide certification that they are not debarred, suspended, proposed for debarment, declared ineligible, are not in the process of being debarred, or are voluntarily excluded from conducting business with a federal department or agency of the federal government. MMSD may exclude a contractor or its subcontractor from participating in the bid process and/or contract award if the organization or its principal(s) have been debarred or excluded from doing business with the Federal Government.
1.7
Reasonable accommodations The District will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations at a proposal opening/vendor conference, contact the Purchasing Services at (608) 663-5287).
1.8
Calendar of events
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Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by the District. In the event that the District finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times. DATE RFP Release Date: Pre-Bid Meeting:
Last Day for Questions: Last Addendum Issued: Proposals Due: Review Proposals & Recommendation: Potential Form 471 Application: Potential Installation Start: All School Sites Installation Completion: 1.9
EVENT Wednesday December 11 , 2013 9:00 AM Thursday December 19th, 2013 at 545 West Dayton Street (Doyle Administration Building) in the McDaniel’s Auditorium – No questions will be allowed at this meeting. Questions can be submitted as outlined in Section 1.6. Bid Document will be summarized and NOC Walkthrough will be conducted. 1:00PM Friday January 3rd, 2014 5:00PM Tuesday January 7th, 2014 2:00PM Wednesday February 5th, 2014 Wednesday February 5th, 2014 to Friday February 7th, 2014 th
Friday March 7th, 2014 Tuesday July 1st, 2014 Friday August 8th, 2014
Contract term and funding The contract shall be effective on the date indicated on the purchase order or the contract execution date and shall run from the date a contract is awarded through August 8th, 2019, with an option by mutual agreement of the District and contractor, to renew for 3 additional one-year periods unless amended, cancelled or rebid.
1.10
VendorNet Registration The District makes use of the State of Wisconsin’s purchasing information and vendor notification service. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us.
2.0
PREPARING AND SUBMITTING A PROPOSAL 2.1
General Instructions The evaluation and selection of a contractor and the contract will be based on the information submitted in the vendor’s proposal plus references and any required on-site visits or oral presentations. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.
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Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired. 2.2
Proprietary Information All restrictions on the use of data contained within a proposal and all confidential information must be clearly stated on the attached “Designation of Confidential and Proprietary Information” form. Proprietary information submitted in a proposal, or in response to the RFP, will be handled in accordance with the applicable Wisconsin State Statute(s). To the extent permitted by law, it is the intention of the District to withhold the contents of the proposal from public view until such times as competitive or bargaining reasons no longer require non-disclosure, in the opinion of the District. At that time, all proposals will be available for review in accordance with the Wisconsin Open Records Law.
2.3
Incurring Costs The District is not liable for any cost incurred by proposers in replying to this RFP.
2.4
Submitting the Proposal Proposers MUST submit ONE hardcopy original (identified as such), ONE electronic version, and 5 hardcopies of all materials required for acceptance of their proposal by February 5th, 2014 at 2:00 p.m.(local) to: Purchasing Services Madison Metropolitan School District 4711 Pflaum Road Madison, WI 53718-6765 At proposal opening only the names of responding vendors are provided. information will be available until contract award.
No further
Proposals must be received in the above office by the specified time stated above. All proposals must be stamped in by Purchasing Services by the stated time. Proposals not so stamped will not be accepted. Receipt of a proposal by the District’s mail system does not constitute receipt of a proposal by Purchasing Services, for purposes of this RFP. All proposals MUST be packaged, sealed and show the following information on the outside of the package: Proposer’s name and address Request for proposal number Proposal due date 2.5
Proposal Organization and Format Proposals should be typed and submitted on 8.5 by 11 inch paper bound securely. Proposals
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should be organized and presented in the order and by the number assigned in the RFP. Proposals must be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked. The RFP sections which should be submitted or responded to are: Cover page (See Section 4 of this RFP) Introduction (See Section 4 of this RFP) Response to general requirements (See Section 4 of this RFP) Organizational qualifications Staff qualifications and Facilities References Response to technical requirements (See Section 5 of this RFP) Cost proposal (See Section 7 of this RFP) Required forms (See Section 10 of this RFP) Cover Sheet RFP Number Tab1: Attachment A Vendor Information Tab 2: Attachment B Vendor References Tab 3: Attachment C Designation of Confidential and Proprietary Information Tab 4: Attachment D Technical Specification Response Tab 5: Attachment E Cost Summary Page Tab 6: Attachment F Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion Tab 7: Attachment G Itemized Equipment List with Costs Tab 8: Attachment H Equipment Logical Diagram Tab 9: Appendix A Affirmative Action Requirements for Contractors and Vendors Tab 10: Appendix B Equal Employment Opportunity / Affirmative Action Employer Information Report Tab 11: Appendix C Affirmative Action & Equal Employment Opportunity Policy Statement 2.6
Multiple Proposals Multiple proposals from a vendor will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. Alternate acquisition plans do not constitute multiple proposals.
2.7
Oral Presentations and Site Visits Top scoring vendors based on an evaluation of the written proposal may be required to participate in interviews and/or site visits to support and clarify their proposals, if requested by the District. The District will make every reasonable attempt to schedule each presentation at a time and location that is agreeable to the proposer. Failure of a proposer to conduct to interview or permit a site-visit on the date scheduled may result in rejection of the vendor’s proposal.
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2.8
Demonstrations Top-scoring vendor(s) may be required to install and demonstrate its product(s) and/or service(s) at a District site. Product(s) being demonstrated must be delivered to the District site upon two (2) week notice by the District to the vendor(s) and must be installed and ready for the demonstration within one (1) week of delivery. The District will furnish detailed specifications concerning the demonstration site and the particular test it will use to exercise the vendor’s product(s) and/or service(s). Failure of a vendor to furnish the product(s) and/or service(s) it has proposed for demonstration within the time constraints of the preceding paragraph may result in rejection of that proposal. Failure of any product(s) and/or service(s) to meet the District’s specified requirements during the demonstration may result in rejection of the vendor’s proposal. The successful demonstration of the vendor’s product(s) and/or service(s) does not constitute acceptance by the District. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.
2.9
Withdrawal of Proposals Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal in writing at any time up to the actual proposal closing date if the proposal has already been received by Purchasing Services and shall forfeit the Bid Bond. To accomplish this, the written request must be signed by an authorized representative of the proposer and submitted to purchasing services. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the original proposal closing date and time.
3.0
PROPOSAL SELECTION AND AWARD PROCESS 3.1
Preliminary Evaluation The proposals will first be reviewed to determine if requirements in Section 2.0 are met, and if additional mandatory requirements are met. (see Section 4.0). Failure to meet mandatory requirements will result in the proposal being rejected. In the event that all vendors do not meet one or more of the mandatory requirements, the District reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP.
3.2
Proposal Scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews, and conduct an on-site visit and use the results in scoring the proposals.
3.3
Right to Reject Proposals and Negotiate Contract Terms The District reserves the right to reject any and all proposals and to waive minor
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irregularities and technicalities. The judgment of the District on such matters shall be FINAL. The District further retains the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the District may negotiate a contract with the next highest scoring proposer. 3.4
Evaluation Criteria The proposals will be scored using the following award matrix: NONFINANCIAL CRITERIA Cost Over 5 Year Term
200
20%
Technical Response
150
15%
“Cutting-Edge” Technological Solution
150
15%
Support Capabilities
125
12.5%
Redundancy / Core Network
125
12.5%
Training
125
12.5%
References
125
12.5%
1,000
100%
TOTAL POINTS
3.5
Weight (PTS.) (%)
Award and Final Offers The District may recommend award to the vendor with the highest total score as outlined in section 3.4. Alternatively, two or three of the vendors with the highest total scores may be requested to submit final and best offers. If final and best offers are requested, they will be evaluated against the stated criteria, scored and ranked in the same manner described above to determine the vendor with the highest total score.
3.6
Notification of Intent to Award As a courtesy, the District may send a notification of award memo to responding vendors at the time of the award.
4.0
GENERAL PROPOSAL REQUIREMENTS 4.1
Introduction Please provide an appropriate brief introduction as it pertains to your organization.
4.2
Organization Capabilities Describe the firm’s experience and capabilities in providing similar services to those
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required. Be specific and identify projects, dates, and results. 4.3
Staff Qualifications Provide resumes describing the educational and work experiences for each of the key staff who would be assigned to the project.
4.4
Proposer References Proposers must include in their RFPs a list of organizations, including points of contact (name, address, and telephone number), which can be used as references for work performed in the area of product(s) or service(s) required. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the references will be provided to the evaluation team and used in scoring the written proposals.
4.5
Mandatory Requirements The following general requirements are mandatory and must be complied with. 4.5.1
All potential Proposers are required to attend a Pre-Proposal meeting to be held at 9:00 a.m. on Thursday December 19th, 2013. No questions will be allowed at this meeting. Questions can be submitted as outlined in Section 1.6. Bid Document will be summarized and NOC Walkthrough will be conducted. Attendees must meet at the Doyle Administration Building located at 545 West Dayton Street in the McDaniel’s Auditorium. Long term parking is minimal in this area and it is recommended to park in the Southeast Campus Ramp located at 301 North Lake Street. Attendees are advised to allow extra time to find an adequate parking space. This will be the only opportunity for Respondents to review the RFP in detail and ask Questions in a live format.
4.5.2
The Proposer will be required to coordinate and work with an Electrical Contractor hired by MMSD, that will be handling network equipment, cabling upgrades, rack, and electrical upgrades that will be a separate RFP. The Electrical Contractor will be installing the phones. The Proposer will be required to provide training. Starting the week of June 2, there shall be weekly coordination meetings with MMSD, the Electrical Contractor, and Proposer.
4.5.3
All contracts are contingent upon the District securing the E-rate discount, approval by the Madison Metropolitan School District’s Board of Education, and having sufficient funding at the time of issuance of agreement(s). The Madison Metropolitan School District’s E-rate discount for 2013 was 68%.
4.5.4
The new System must be installed running and tested prior to final cut-over. Final cut-over will be scheduled at an appropriate time to minimize phone service disruption during Summer Break. Special coordination will need to take place through the cut-over process to limit downtime.
4.5.5
The Contractor will be required to begin the work in earnest no later than
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Monday July 1st, 2014 to allow for substantial completion, i.e. the new Phone System completely cut-over and operational, no later than Friday August 8th, 2014. Due to E-rate regulations, all billing and payments for this project must take place after 7/1/2014. The Proposer’s Pricing must remain firm regardless of the start date. Additional money for any equipment, material, or cost of operations increases will not be allowed. 4.5.6
The installation is expected to be completed during 2nd shift during the school year and normal business hours during Summer Break; however, the Contractor must work with the District and District Representative to ensure that their installation does not interfere with day to day operations undertaken by the District. The Contractor must consider this when preparing their response pricing. Additional payments for work outside of normal business hours will not be allowed.
4.5.7
The Proposer must assign one on-site Account Representative to the Project who will take instruction for all integrators. This Account Representative must be on site and act as the single point of contact for the District and District Representative for the installation and cut-over until the Project is completed.
4.5.8
All equipment provided must be new items. Used or refurbished equipment will not be accepted. Any costs associated with the replacement, shipping, programming, and installation throughout the term of the agreement will be borne by the successful Proposer.
4.5.9
The Contractor is responsible for the safety of all persons and property within the worksite. All work areas must remain clean and free of all rubbish and tools not in use at all times. At the end of each workday the Contractor must clean the worksite and secure all equipment and tools. Worksite safety procedures must follow and comply with the guidelines and requirements of all applicable Municipal and OSHA standards. All Madison Metropolitan School District sites are designated drug free, smoke free, and tobacco free facilities. Firearms and other weapons are not allowed on Madison Metropolitan School District property.
5.0
TECHNICAL REQUIREMENTS – PHONE STATION REQUIREMENTS 5.1
Required Number of Phone Handsets - Appendix “F” for More Details and the Number of Phone Handsets per Site 5.1.1 Super Display Phones (10/100/1000) (Installed by Others): 130 (Plus 10 Spares)
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5.1.2
Minimum Requirements: 6 Lines Headset Jack 8 Feature Buttons (Required Buttons: Hold, Transfer, Intercom, Redial, Voicemail, Directory, Conversation Record, Security Call etc.) 4 Flex/Soft Buttons (User Programmable) Display Size: 24 Character / 7 Line Label-less Phone Full Duplex Speaker Phone Messaging Capabilities Regular Display Phones (10/100/1000) (Installed by Others): 3,271 (Plus 100 Spares)
5.1.3
Minimum Requirements: 3 Lines Headset Jack 8 Feature Buttons (Required Buttons: Hold, Transfer, Intercom, Redial, Voicemail, Directory, Conversation Record, Security Call etc.) 4 Flex/Soft Buttons (User Programmable) Display Size: 24 Character / 5 Line Label-less Phone Full Duplex Speaker Phone Messaging Capabilities Basic Phones (10/100/1000) (Installed by Others): 350 (Plus 20 Spares)
5.1.4
Minimum Requirements: 2 Line 4 Feature Buttons (Required Buttons: Hold, Transfer, Intercom, Redial, Voicemail, Directory, Conversation Record, Security Call etc.) 4 Flex/Soft Buttons (User Programmable) Display Size: 24 Character / 1 Line Label-less Phone Messaging Capabilities Cordless Phones (Installed by Others): 100 (Plus 10 Spares) Minimum Requirements: 2 Line 4 Feature Buttons (Required Buttons: Hold, Transfer, Intercom, Redial, Voicemail, Directory, Conversation Record, Security Call etc.) 4 Flex/Soft Buttons (User Programmable) Display Size: 24 Character / 1 Line Messaging Capabilities
5.2
Required Number of Wall Brackets - See Appendix “F” for More Details and the Number of Wall Brackets per Site 5.2.1 Wall Brackets (Installed by Others): 3,851 (Plus 50 Spares)
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6.0
5.3
Required Number of Phone Lines and Voicemails 5.3.1 Phone Lines: 10,000 DID Lines 5.3.2 Voicemails: 4,078 Typical and 1,403 Virtual
5.4
Required Number Of Analog Connections – See Appendix “F” for More Details and the Number of Analog Devices per Site 5.4.1 FAX: 130 5.4.2 Postage: 3 5.4.3 Phone: 193
TECHNICAL REQUIREMENTS Reference Attachment “D” for Technical Requirements. Responses are Required for Sections 6.1 to 6.40 and must be included in your Proposal under Tab 4 of your response.
7.0
COST PROPOSAL 7.1
General Instructions on Submitting Cost Proposals The cost proposal should be submitted in a separate envelope with the written proposal. The proposal will be scored as described in sections 3.4 and 3.5.
7.2
Format for Submitting Cost Proposals The format for submitting Cost Proposals has been established in Attachment E and should not be modified.
7.3
Fixed Price Period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for 60 days starting on the due date for proposals.
8.0
SPECIAL CONTRACT TERMS AND CONDITIONS 8.1
Liquidated Damages The contractor acknowledges that damages will be incurred by the District, in the amount of $300 per working day per site, not to exceed one-half of the total of the contract, for every day past the scheduled delivery date(s) that the contractor fails to substantially complete its duties under the agreement. The contractor agrees that an amount equal to the liquidated damages incurred may be deducted from the contractor’s invoices by the District or that District may directly bill Contractor. Such liquidated damages are intended to represent estimated actual damages and are not intended as a penalty, and Contractor shall pay them to District without limiting District's right to terminate this agreement for default as provided elsewhere herein.
8.2
Prime contractor and subcontractors
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The prime contractor will be responsible for contract performance when subcontractors are used. However, when subcontractors are used, they must abide by all terms and conditions of the contract. If subcontractors are to be used, the proposer must clearly explain their participation. 8.3
Hold Harmless In submitting a proposal, contractor understands that the District and its representatives will determine which proposal is accepted. Contractor waives any right to claim damages of any nature, whatsoever, based on the selection process, and any communications associated with the selection of the successful contractor. All completed proposals and supporting documentation submitted shall be the property of the Madison Metropolitan School District.
8.4
Additional Terms The District reasonably believes that sufficient funds are available or can be obtained to make payments due under this contract; however, the contract will terminate immediately and absolutely if appropriated and otherwise unobligated funds are no longer available to satisfy the obligations of the District under this contract The District shall not be bound by any terms and conditions included in any proposer’s packaging, service catalog, brochure, technical data sheet or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation or contract. If the proposer objects to any term or condition that shall relate to a contract resulting from this solicitation, the objection shall be clearly stated on a separate page entitled “Objection to Term or Condition.” If the objection is accepted by the District it will be stated in any resultant contract. If not stated in the contract the terms and conditions shall remain as written in the RFP.
8.5
Termination of contract The District may terminate the contract at any time at its sole discretion by delivering thirty (30) days written notice to the contractor. Upon termination, the agency's liability will be limited to the pro rata cost of the services performed as of the date of termination plus expenses incurred with the prior written approval of the agency. In the event that the contractor terminates the contract, for any reason whatsoever, it will refund to the District within five (5) business days of said termination, all payments made hereunder by the District to the contractor for work not completed or not accepted by the District. Such termination by the contractor will require written notice to that effect to be delivered by the contractor to the District not less than sixty (60) days prior to said termination.
9.0
STANDARD TERMS AND CONDITIONS The District reserves the right to incorporate standard contract provisions into any contract negotiated with any proposal submitted responding to this RFP (Standard Terms and Conditions and Supplemental Standard Terms and Conditions for Procurements for Products and/or Services). Failure of the successful proposer to accept these obligations in a contractual agreement may result
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in cancellation of the award. 10.0
REQUIRED FORMS The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.0. Blank forms are attached. Cover Sheet Tab 1: Attachment A Tab 2: Attachment B Tab 3: Attachment C Tab 4: Attachment D Tab 5: Attachment E Tab 6: Attachment F Tab 7: Attachment G Tab 8: Attachment H Tab 9: Appendix A Tab 10: Appendix B Tab 11: Appendix C
RFP # 3238 ~ Telephone and Voicemail System
RFP 3238 Vendor Information Vendor References Designation of Confidential and Proprietary Information Technical Specification Response Cost Summary Page Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion Itemized Equipment List with Costs Equipment Logical Diagram Affirmative Action Requirements for Contractors and Vendors Equal Employment Opportunity / Affirmative Action Employer Information Report Affirmative Action & Equal Employment Opportunity Policy Statement
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Madison Metropolitan School District STANDARD TERMS AND CONDITIONS (NON-CONSTRUCTION) 1. GENERAL: “Madison Metropolitan School District,” “District,” and “MMSD” are synonymous and mean the Madison Metropolitan School District. The MMSD reserves the right to accept or reject any or all bids/proposals, to waive any informality or technicality in any bid/proposal submitted, and to accept any part of a bid/proposal deemed to be in the best interest of the District. The MMSD reserves the right to reject any or all bids/proposals without indicating a reason for such rejection. 2. TAX EXEMPTION: The MMSD is exempt from the payment of Federal Excise Tax and State Sales Tax. The MMSD’s tax-exempt number is ES42341. 3. PRICING AND DISCOUNTS: The MMSD qualifies for governmental and educational discounts. Unit prices shall reflect these discounts. Unit prices shall govern in the bid/proposal evaluation and contract administration. 4. SPECIFICATIONS: All bidders must be in compliance with all specifications and any drawings provided with this solicitation. Any reference to brand names and numbers is descriptive, but not restrictive, unless otherwise specified. When specific manufacturer and model numbers are shown, they are used to establish a design, type of construction, quality, functional capability and/or performance level desired. The MMSD reserves the right to determine whether an alternate offer is equivalent to and meets the standard of quality indicated by the brand name referenced. When alternates are bid/proposed, they shall be identified by manufacturer, stock number, and such other information necessary to establish equivalency. The MMSD shall be the sole judge of equivalency! 5. DEVIATIONS AND EXCEPTIONS: Deviations and exceptions from the original text, terms, conditions, or specifications shall be described fully, on the bidder’s/proposer’s letterhead, signed and attached to this request. In the absence of such a request, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications. 6. CHANGES AND WITHDRAWALS: The MMSD reserves the right to change due dates and openings for its own convenience and to withdraw solicitations at any time without prior notice. 7. APPLICABLE LAW: This contract shall be governed under the laws of the State of Wisconsin. 8. ASSIGNMENT: No right or duty in whole or in part of the contractor under this contract may be assigned or delegated without prior written consent of the MMSD. 9. HOLD HARMLESS: The contractor will indemnify, save harmless, and defend the MMSD and all of its officers, agents and employes from all suits, actions, or claims of any character brought for or on account of any injuries or damages received by any persons or property resulting from the operations of the contractor, or any of its contractors, in prosecuting work under this agreement. 10. PUBLIC RECORDS ACCESS: It is the intention of the MMSD to maintain an open and public process in the solicitation, submission, review and approval of procurement activities. Bid/proposal openings are public unless otherwise stated. Records are not generally available until after an award has been made. 11. INSURANCE RESPONSIBILITY: The contractor performing services for the MMSD shall: Maintain worker’s compensation insurance as required by law for all employes engaged in the work. Maintain commercial liability, bodily injury and property damage insurance against any claims(s) that might occur in carrying out this agreement/contract. Minimum coverage shall be one million ($1,000,000) liability for bodily injury and property damage including product liability and completed operations. Provide motor vehicle insurance for all owned, non-owned and hired vehicles that are used in carrying out this contract. Minimum coverage shall be one million ($1,000,000) per occurrence combined single limit for automobile liability and property damage. The MMSD reserves the right to require higher or lower limits where warranted. All insurance required by this contract shall be maintained during the entire length of the contract. 12. CANCELLATION: The MMSD reserves the right to cancel any contract in whole or in part without penalty due to non-appropriation of funds or for failure of the contractor to comply with terms, conditions and specifications of this contract. The MMSD also reserves the right to cancel any contract with a federally debarred contractor or a contractor which is presently identified on the list of parties excluded from federal procurement and non-procurement contracts.
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13. SAFETY REQUIREMENTS: All materials, equipment, and supplies provided to the MMSD must comply fully with all safety requirements as set forth by the Wisconsin Administrative Code, Rules of the Industrial Commission on Safety, and all applicable OSHA Standards. 14. MATERIAL SAFETY DATA SHEETS: If any items(s) on order(s) resulting from this award(s) is a hazardous chemical, as defined under 29CFR 1910.1200, provide one (1) copy of a Material Safety Data Sheet for each item with the shipped container(s) and one (1) copy to MMSD - Risk Management, 4711 Pflaum Road, Madison, WI 53718-6721. 15. RESPONSIVENESS AND RESPONSIBILITY: Award will be made to the responsible and responsive bidder whose bid is most advantageous to the MMSD with price and other factors considered. For the purposes of this project, responsiveness is defined as the bidder's conformance to the requirements of the solicitation. Being not responsive includes the failure to furnish information requested. Responsibility is defined as the bidder's potential ability to perform successfully under the terms of the proposed contract. Briefly, a responsible bidder has adequate financial resources or the ability to obtain said resources; can comply with required delivery taking into account other business commitments; has a satisfactory performance record; has a satisfactory record of integrity and business ethics; and has the necessary organization, experience and technical skills. The MMSD reserves the right to refuse to accept any bid from any person, firm or corporation that is in arrears or is in default to the MMSD, or has failed to perform faithfully any previous contract with the MMSD. If requested, the bidder must present within five (5) working days evidence satisfactory to the MMSD of performance ability and possession of necessary facilities, financial resources, adequate insurance, and any other resources required to determine the bidder's ability to comply with the terms of this solicitation document. 16. WARRANTY: Unless otherwise required equipment purchased as a result of this request shall be warranted against defects by the bidder/proposer for one year from the date of receipt. Equipment manufacturer’s standard warranty shall apply as a minimum and shall be honored by the Contractor. 17. QUANTITIES: The quantities shown on this request are based on estimated needs. The MMSD reserves the right to increase or decrease quantities to meet actual needs. 18. QUALITY: Unless indicated in the request, all material shall be first quality. Items which are used, demonstrators, obsolete, seconds, or which have been discontinued are unacceptable without the prior written consent of the MMSD. 19. AWARD CRITERIA: In comparing bids and making awards, the MMSD may consider such factors as relative quality and adaptability of supplies and services, the bidder’s financial responsibility, skill, experience, record or integrity, ability to furnish repairs and maintenance services, the time of delivery or performance offered, contract compliance requirements, and any other element or factor in addition to that of the price which would affect the final cost to the MMSD and whether the bidder has complied with the specifications. 20. AWARD: Award(s) will be made, as determined by the MMSD, to the lowest responsive and responsible bidder/proposer meeting MMSD award criteria. 21. ENTIRE AGREEMENT: These Standard Terms and Conditions shall apply to any contract or order awarded as a result of this request except where special conditions are stated elsewhere in the request; in such cases, the special conditions shall apply. Further, the written contract and/or order with referenced parts and attachments including these Standard Terms and Conditions shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgement shall be effective or binding unless expressly agreed to in writing by the MMSD.
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ATTACHMENT A VENDOR INFORMATION 1.
Proposing Company Name Telephone
Toll Free Telephone
Fax
Address: City:
State:
Zip + 4:
Federal Employee Identification Number (FEIN): 2.
Contact Person in the event there are questions about your proposal Name:
Title:
Telephone:
Toll Free Telephone:
Address: City: 3.
State:
Zip + Four:
All vendors that have 16 or more employees and that are awarded $25,000 or more on this contract will be required to submit Affirmative Action information to the District Contract Compliance Office. Please list the Person in your Company we can contact about this plan. Name:
Title:
Telephone:
Toll Free Telephone:
Address: City: 4.
State:
Zip + Four:
Mailing address where District purchase orders/contracts are to be mailed and person the Department can contact concerning orders and billing. Name:
Title:
Telephone:
Toll Free Telephone:
Address: City:
RFP # 3238 ~ Telephone and Voicemail System
State:
Zip + Four:
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ATTACHMENT B VENDOR REFERENCES
Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations/services with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement. Company Name: Address: Telephone: Product(s) and/or Service(s) Used:
Company Name: Address: Telephone: Product(s) and/or Service(s) Used:
Company Name: Address: Telephone: Product(s) and/or Service(s) Used:
Company Name: Address: Telephone: Product(s) and/or Service(s) Used:
Company Name: Address: Telephone: Product(s) and/or Service(s) Used:
RFP # 3238 ~ Telephone and Voicemail System
Contact Person:
Contact Person:
Contact Person:
Contact Person:
Contact Person:
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ATTACHMENT C DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION The attached material submitted in response to Proposal Number 3238 includes proprietary and confidential information which qualifies as a trade secret, as provided in Sect 19.36(5), Wisconsin State Statutes. As such, we ask that certain pages, as indicated below, of this proposal response be treated as confidential material and not be released without our written approval or as required by law. Attach additional sheets if needed. Prices and this page always become public information when proposals are opened, and therefore cannot be kept confidential. Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1) (c) Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply: 1.
The information derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use.
2.
The information is the subject of efforts to maintain its secrecy that are reasonable under the circumstances.
We request that the following pages not be released: Section
Page Number
Topic
In the event a public records request is made to the District, the parties agree and understand that the District is an "authority" as defined in Wis. Stats. section 19.32 and subject to the Wisconsin Public Records law, Wis. Stats. sections 19.31 et. seq. The District will notify the undersigned of a request made pursuant to the Public Records law which involves records containing information of a type described as confidential and proprietary herein, and will notify undersigned of its intent to comply as well as the manner in which compliance will occur. The District shall release records, including records that may contain confidential information, pursuant to the Public Records law. Such release shall not be considered a breach of this agreement. Failure to include this form in the proposal response may mean that all information provided as part of the proposal response will be open to examination or copying. The District considers other markings of confidential in the proposal document to be insufficient. The undersigned agree(s) to hold the District harmless for any damages arising out of the release of any material required to be released pursuant to the public records law or material not specifically identified above.
Signature-Authorized Representative
Company Name
Print Name-Authorized Representative
Date
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ATTACHMENT D 6.0
TECHNICAL REQUIREMENTS TECHNICAL REQUIREMENTS – SYSTEM FEATURES 6.1
Explain the advantages of using the proposed equipment manufacturer’s products. Are you proposing a Voice Over Internet Protocol (VoIP), Traditional PBX, or a Hybrid System (combination of both)? Include a list of all necessary equipment including but not limited to Gateways, Call Controller Equipment/Servers, Unified Messaging Equipment/Server, Voice Mail Equipment/Servers, etc. under Tab #7 Attachment “F” in your response. Response
6.2
The new Hosted Phone System is required to support all of the existing capacity as outlined in Section 1.2 with room to expand at the Administration Building by 20% and at each school site by 10%. Please provide any information regarding the extra capacity is included in your proposal and how extra capacity can be added to your system in the future. Response
6.3
After reviewing the network diagrams in Appendix “D”, state any concerns that there may be with the existing configuration and the implementation of the new system. State how any concerns can be rectified and what the estimated associated costs would be. The Proposer must maintain at a minimum the same connectivity speeds and quality of service currently in place which includes One T-1 (1.544 Mbps / 24 channels) at each Elementary School and Two T-1’s (3.088 Mbps / 48 channels) at each High School and Middle School. Response
6.4
Madison Metropolitan School District will require maximum redundancy and must maintain the highest level of uptime possible. Outline the necessary components to provide maximum redundancy to the System. Indicate any single point of failures and what options are available to minimize the impacts should a failure occur. Describe whether the redundant equipment load balances the traffic or if some equipment is on idle stand by. If one of the pieces of equipment fails, can the other equipment handle all of the traffic without causing a degradation of service? It is required that individual sites be able to dial extensions within the site if the WAN connection fails. Response
6.5
In the case of an equipment failure, describe how the system and phones can continue to operate and with what features. What happens if a caller is currently on an active call during a failure? When the system is restored to normal operation is it required to “re-home” the phones? The Madison Metropolitan School District requires a maximum of 90 second rehoming of the phones Response
6.6
Madison Metropolitan School District will have a UPS System in place for the Telephone
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System. Please supply any requirements your System will require for the UPS Battery backup. Response 6.7
How is data backed up? What medium (disk, server, offsite upload, etc.) must be used? Do you offer an offsite back up option? If an offsite backup option is available, how much does it cost? Can daily automatic updates be scheduled? How long do backups take? Response
6.8
How much Rack Space will your proposed Equipment need in each location? Response
6.9
District will migrate from the current T-1 connections to SIP Trunking as the Transport to the Telco. Please identify any concerns with current WAN bandwidth, how much additional bandwidth may be needed and estimated costs to upgrade the WAN Bandwidth. If bidding a Traditional PBX or Alcatel Upgraded system, you must be able to support SIP Trunking. An IP handoff from the WAN Network Switch will be provided at each facility. Reference Appendix “D” for more WAN information. Response
6.10
Your equipment will have a dedicated 1 Pole 20 AMP Circuit to connect to at each school and remote sites. At the Doyle Administration Building (Core) a 2 Pole 20 AMP Circuit will be available. The Proposer must include a UPS System (costs must be included in your proposal) to allow the installed equipment to operate up to 90 minutes during a power outage. Will your proposed equipment require any additional special power requirements? Response
6.11
How are System Software Upgrades handled? Is there an associated charge for the newest software version upgrades? Response
6.12
How will you ensure the Quality of Service (QOS) will be controlled to ensure maximum quality for the Voice and Data Applications? What effect on the network will the additional Voice Traffic have? Response
6.13
Explain how your proposed solution will support FAX and Analog Lines/Extensions? Response
6.14
The successful Respondent is required to support the system hardware, software and maintenance throughout the term of the contract (costs must be included in your proposal). Response
6.15
Does your proposed solution support Voicemail to E-mail forwarding? Please indicate the
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required tasks to integrate with Google G-mail if available. What format is the e-mailed voice message sent in? Is voicemail audio conversion to text available for e-mails? Response 6.16
State whether your proposal will use the existing data cabling and network infrastructure or if you will be utilizing the existing CAT-3 telephone cabling to deliver connectivity to the users phone handsets. Response
6.17
All switches will be Power Over Ethernet (POE) switches. Phones that are proposed to use the network infrastructure must be able to be powered via the Ethernet connection and must support the IEEE 802.3af POE standard. Response
6.18
In all instances, The Madison Metropolitan School District will only have one Ethernet Port available that must serve both the Phone and a Computer if using the network infrastructure to deliver dial tone to the phones. Can your proposed Phones support this requirement? If the connected computer has a 100 Mbps NIC Card and the phone’s interface is at 1 Gbps, will the phone connection also be scaled down to 100 Mbps (or vice versa)? Your phones must be capable of handling 10/100/1000 Ethernet connections if utilizing the network infrastructure. Response
6.19
Explain how your phones are “Discovered” on the system. When phones are moved to a different location, will the system “Auto-Detect” whose phone it is? Can we disable “AutoDetect” if desired? Does the extension and User Information move with the phone? When phones are moved, how is the PSAP notified to maintain an accurate E-911 database. Response
6.20
General Call Flow example is shown below. Please acknowledge your compliance with this call flow structure. a. The main number should be an auto attendant line – Each school will need to set up with “the voice of the school” i. The first option has to be press one to get a live person which rings at the desks in the main office. b. Calls to classrooms from outside the district must be routed to their voice mail during the school day (7:45 am to 3:20 pm) with zero out going to the main office in the middle and elementary schools. High schools go to the grade level offices. If you zero out from the main office, it goes to the Admin, Public Information office. c. Calls to offices go to voicemail and zero out goes to the main office number (not auto attendant) for schools and department support person. Where no support person exists, the message of no operator is available to take your call. Response
6.21
Explain how the Madison Metropolitan School District can monitor user phone call
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information (inbound can outbound calls). This is to be used for employee management, department management, and to track down malicious phone calls. Call trace Requirements: a. Should be able to run a report by extension, showing what phone calls (internal and external) were made from an extension, including date, time, duration, number called our incoming number. b. Should be able to run a report to see if any phone dialed a number. c. Should have a 911 report, showing all extensions that have dialed 911, data, time and duration. Response 6.22
Indicate how your system will integrate with the local PSAP E-911 database. What coordination will be required? How will you test the E-911 database to ensure it is operating properly? All E-911 labor costs, equipment costs, and testing must be included in your proposal price. Response
6.23
Explain how the Madison Metropolitan School District can manage day to day operations and handle basic Moves, Adds, and Changes for your proposed solution. Does your proposed system offer SNMP for monitoring the system with third party products? Response
6.24
District utilizes a Bogen PCM2000 external paging system. The electrical contractor will be installing two CAT5e wiring, with the phone jack on the Bogen side. This contractor is responsible for connections on the switch side. What is required to successfully integrate with this system? All costs for external paging integration must be included in your proposal. Response
6.25
Explain how your proposed system prevents hacking, viruses, and other malicious network risks. Explain the encryption and security measures that are used. Response
6.26
A minimum of Two Call Centers will need to setup and must be included in your Proposal costs. Details are shown below. Two call centers: a. Help Desk with six phones (one remote from the district) and two supervisors with real time reports on incoming calls. b. Registration with ten phones with a tree for different languages Response
6.27
DID Number Porting will be required and different phases throughout the installation process. A detailed schedule of cut overs needs to be included and any cost for porting District numbers over a long period of time must be included in the bid. Response
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6.28
Please indicate where Voicemail is stored. Outline the retention options on the system based on 5,500 users. All voicemail storage fees must be included as part of your proposal amount. Response
6.29
DISTRICT will require a full set of digital and hard copies of ALL associated programming manuals, software manuals, hardware manuals, completed programming worksheets, user manuals, and sales materials of the proposed system from the successful Respondent. Response TECHNICAL REQUIREMENTS – USER FEATURES
6.30
Will your proposed solution support smart phone or tablet Access to Control users phone settings remotely? Are there any available Applications (Aps) available for controlling user settings? Response
6.31
Generally explain the “dial in” process to access voicemail and other user settings Response
6.32
What options and features are available to remote or traveling users to ensure calls reach the employees regardless of their location? What type of internet connectivity is required and what kind of quality can be expected? How secure is the connection? Can calls be handled on their laptop, tablet or smart phones (soft phones)? Response
6.33
Are “Find Me – Follow Me” options available to users to ensure they receive their calls regardless of location? Can the user setup schedules to allow the “Find Me – Follow Me” feature so they are not disturbed during off hours or other unavailable times? Response
6.34
District requires a minimum of a 5 line conference call at one time. Indicate the number of conference calls that can be initiated at once. How many parties can attend the call? What are the limitations to the number of calls? Response
6.35
Is point to point or point to multipoint video conferencing available? If yes what codecs and standards are used? Response
6.36
Your system must have headset options available at each user phone handset. How do headsets communicate with the phone? Response
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TECHNICAL REQUIREMENTS – SCHEDULING. TRAINING, & SUPPORT 6.37
Outline a complete schedule with a list of milestones and events to allow for the substantial completion and cut-over by Friday August 8th, 2014. Response
6.38
Required for Training will include the following: 1.) Hands-On / On-Site Training for Administration and Phone Use of the System (25 Attendees) 2.) Hands-On / On-Site Training for Operators and Phone Use of the System (130 Attendees) 3.) Podcast video for all users. 4.) Quick Start Pamphlet for All Users (5,481 Users) Response
6.39
Explain how the Madison Metropolitan School District will receive Support. What are all of the available support channels? Is there an escalation process? Do you have to call a hotline or is there a dedicated contact person? Does the Integrator, Equipment Manufacturer, or both handle the technical support? Response
6.40
AVAILABLE FEATURES
Required
Account Code Capability American with Disabilities (ADA) Compliant Devices Analog Station Support
Required
Area/Office Code Restriction (6-digit)
Required
Audio Conferencing
Required
Automated Attendant Integration
Required
Automatic Call Distribution (ACD)
Required
Automatic Callback
Required
Caller Identification Capability
Required Required
Required Required
Optional
Not Available
Description SYSTEM FEATURES
Included in Proposal Price
Required, Desired, or Not Required
On the following spreadsheet, indicate with an “X” whether the requested feature is Included in your Proposal Price, If it is Not an Available feature, or if it is an Optional Feature (show the cost to acquire the optional feature).
Optional Costs and Additional Information
Classes of Service (Features) How Many? Computer Telephony Integration
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Required
Direct-In Lines/Trunks (DIL/DIT)
Required
Direct Inward Dialing (DID) Access
Required
Music on Hold Access
Required
Primary Rate Interface (PRI) T-1 Access
Required
Processor Changes - Remote Access
Required
Remote Alarm Reporting
Required
Remote Diagnostics
Required
Remote Teleworker Capability
Required
Resiliency
Required
Speed Calling - Individual
Required
Toll Restriction - 0 & 1
Required
Traffic Measurement (CCS)
Required
Trunk Queuing - Outbound
Required
Vacant Number Intercept
Required
Voice Mail Integration
Required
Voice Paging Access - External
Desired
Desired
Area/Office Code Restriction (10-digit) Call Distribution – Uniform (UCD) or equivalent Call Park
Desired
Circular Hunting
Desired
Intercept Treatment - Tone
Desired
Speed Calling - Group
Desired
Speed Calling - System
Desired
Trunk Queuing – Outbound Priority
Desired
Vacant Code Intercept
Desired
Voice Paging Access - Phones
Not Required
Direct Inward System Access (DISA)
Not Required
Least Cost Routing
Not Required
Not Required
Intercept Treatment - Attendant Off-Premises Extensions/Stations (OPX/OPS) Power Failure Transfer - Industry Standard Instrument Radio Paging Access
Not Required
Secretarial Hunting
Not Required
Tie Trunk Access (via T-1) -Informacast IP Notification Solution
Desired
Not Required Not Required
Not Required
RFP # 3238 ~ Telephone and Voicemail System
Optional
Not Available
Included in Proposal Price
Required, Desired, or Not Required Required
Description Conference Calling Up to 5 Lines
Optional Costs and Additional Information
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Required
Add-on Conference
Required
Automatic Ring-back on Held Call
Required
Required
Call Forwarding - All Calls Call Forwarding - Busy Line (Trunk/Station) Call Forwarding - Don’t Answer (Trunk/Station) Call Forwarding - Preset (Trunk/Station)
Required
Calling Number Display
Required
Directed Call Pickup
Required
Distinctive Ringing - Set
Required
End-To-End Station DTMF Signaling
Required
Exclusive Hold
Required
Group Call Pickup
Required
Last Number Re-dial
Required
On-Hook Dialing (Multi-Line Set)
Required
Recall (Flash) Button
Required
Station Forced Busy (DND)
Required
Station Message Waiting
Desired
Account Code Display
Desired
Automatic Intercom
Desired
Desired
Automatic Line Preferences Auxiliary Station Ringer Interface (Loud Bell) Background Music
Desired
Call Forwarding - Remote
Desired
Call Forwarding Destination Display
Desired
Call Forwarding Source Display
Desired
Call Pickup (Group)
Desired
Call Pickup Source Display
Desired
Callback Number Display
Desired
Calling Name Display
Desired
Dial Input Verification Display
Desired
Distinctive Ringing - Line
Desired
Duration of Call Display
Desired
Flexible Ringing Assignments by Stations
Desired
Incoming Call Source Display
Desired
Message Waiting Source Display
Required Required
Desired
Multiple Discriminating Ringing Desired RFP # 3238 ~ Telephone and Voicemail System
Optional
Not Available
Included in Proposal Price
Required, Desired, or Not Required
Description STATION FEATURES
Optional Costs and Additional Information
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Saved Number Re-dial
Desired
Speed Calling - Station
Desired
Speed Calling Number Display
Desired
Station Call Transfer & Camp-On
Desired
Station Camp-On
Desired
Time of Day Display
Desired
Wireless Telephones
Optional
Not Available
Desired
Desired
Included in Proposal Price
Required, Desired, or Not Required Desired
Description On-Hook Dialing (Single-Line Feature Set) Outward Restriction
Optional Costs and Additional Information
VOICE MESSAGING FEATURES Required
Centralized Voice Mail
Required
User Recorded Greeting Ability for Caller to “Bail-Out” to a Live Person Ability for Caller to Mark Message “Urgent” Ability to Activate Message Waiting Indication Ability to Pause during Message Review Ability to Replay Messages during Review Ability to Increase and Decrease Volume
Required Required Required Required Required Required
Required
Notification of Urgent Messages First Header Includes Date and Time of Message Header Includes Name and Number of Caller Ability of Users to Override Prompts Ability to Forward Messages within System Ability to Attach Memo to Forwarded Messages Ability to Act as an Automated Attendant Ability for Time of Day Changes in Greetings Name/Extension Directory
Required
Ability to Out-page
Required
Information Mailboxes
Required
Announcement Messages
Required
User System Administration
Required
Classes of Service
Required Required Required Required Required Required Required Required
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Remote System Access for Diagnostics
Desired
On-Line Tutorial for Users
Desired
Multiple Pre-Recorded Greetings
Desired
Variable Greeting Length Caller can Listen to & Re-Record Own Message Different Call Forwarding Paths per Mailbox Single Key Stroke Functions for Message Review Ability to Skip Messages during Review
Required
Desired Desired Desired Desired Desired Desired Desired Desired Desired Desired Desired Desired Desired Desired
Desired
System Exception Reports
Desired
Remote System Alarms
Desired
Remote System Access for Upgrades
Desired
Tone Detection to Minimize “Talk-Off” Automatic Gain Control for Volume Levels Hard Disk Storage Redundancy
Desired Desired
Desired Desired
Optional
Ability of User to Receive On-Line Help Ability to Reply without Address within System Confirmation of Receipt of Message Ability to Monitor Line Status and Notify Caller Ability for Call Routing Menus Ability to Use All Digits (1-9) for Routing Group Distribution Lists
Desired
Desired
Optional Costs and Additional Information
Ability to Cancel Review of Messages Ability to Listen to Unheard Messages First Messages Played First In-First Out
Broadcast Messages Ability of System Administrator to Override System Tracking of Incorrect Password Attempts System Disconnect After “X” Incorrect Attempts System Management Reports
Desired
Not Available
Required
Required
Included in Proposal Price
Required, Desired, or Not Required Required
Description Mailbox Passwords Ability of User to Change Individual Password System Alarms
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Interactive Voice Response
Optional
Not Available
Not Required
Included in Proposal Price
Required, Desired, or Not Required Not Required
Description Conference Recording Ability
Optional Costs and Additional Information
VOICE MESSAGING REPORTS Required
Complete system configuration summary
Required
Disk utilization summary
Required
Required
Subscriber usage statistics (by individual) Port traffic studies, including GOS and overflow Software/hardware error alarms
Required
Remote monitoring of alarms
Required
ACD FEATURES Required
Agent No Answer Handling
Required
Do Not Disturb
Required
Make Busy
Required
Recorded Announcements
Desired
Music Between Recordings
Desired
Network ACD (group overflow)
Desired
Queue Priority
Desired
Queue Unavailable Routing
Desired
Queue Status
Desired
Silent Monitor
Desired
Supervisor Monitoring from Set
Desired
Supervisor Log in and out Agents
Desired
Threshold Alerting
Not Required
Agent Groups
Not Required
Agent Hold upon Signal from Supervisor
Not Required
Agent Mobility
Not Required
Agent Request for Help
Not Required
Call Delay Flexibility
Not Required
Call Flow
Not Required
Call Overflow and Interflow
Not Required
Centralized Automatic Call Distribution
Not Required
Dial Out Queue
Not Required
Move Agents to Different Answer Points
Not Required
On-Line Messaging
Not Required
Predictive Overflow
Not Required
Skills-based Routing
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Required
Login/Logout
Required
Make Busy
Required
Make Busy Reason Codes
Required
Scheduled Report Generation
Required
Single Agent Report
Required
Trunk Report
Required
View Historical Reports
Desired
Abandon Call Report
Desired
ACD Queue Report
Desired
Agent Group Report
Desired
ID-sensitive Log-on
Desired
Idle
Desired
Monitor Real-Time Activities
Desired
Non-ACD Call on Hold
Desired
Wrap-up State
Not Required
Ability to Record Calls
Not Required
ACD Call on Hold
Not Required
Automatically Generate Reports
Not Required
Centralized Archiving and Management
Not Required
Daily Total Report
Not Required
Decentralized Ability to Record Calls
Not Required
Forecasting
Not Required
On an ACD Call
Not Required
On a Non-ACD Call
Not Required
On an Outgoing Call
Not Required
Ongoing Status Report
Not Required
Outgoing Call on Hold
Not Required Not Required Not Required
RFP # 3238 ~ Telephone and Voicemail System
Optional
Not Available
Required
ACD REPORTING FEATURES (OPTIONAL CATEGORY) Do Not Disturb
Not Required
Included in Proposal Price
Required, Desired, or Not Required Not Required
Description Supervisor Inaudible Signal to Agent Supervisor Put Agents in and out of Make Busy Supervisor Put Agents in and out of Do Not Disturb Supervisor Put Queues in and out of Operation Work Timers
Optional Costs and Additional Information
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ATTACHMENT E COST SUMMARY SHEET 11.0
COST SUMMARY FORM – 5 YEAR TERM – MONTHLY COSTS E-RATE ELIGIBLE COSTS – After 68% R-Rate Reimbursement DESCRIPTION Equipment Phones* Installation Services Support Through Term Other:______________ Other:______________ Other:______________ Other:______________ TOTAL
ONE TIME CHARGES $ $ $ $ $ $ $ $ $
MONTHLY CHARGES $ $ $ $ $ $ $ $ $
NON-E-RATE ELIGIBLE COSTS DESCRIPTION ONE TIME CHARGES Equipment $ Phones* $ Installation Services $ Support Through Term $ Other:______________ $ Other:______________ $ Other:______________ $ Other:______________ $ TOTAL $
MONTHLY CHARGES $ $ $ $ $ $ $ $ $
* Are Phones Owned by DISTRICT after the 5 year term? ** Cost for Equipment Buy Out Option at the End of Term (Only list amount if available
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ATTACHMENT F
MADISON METROPOLITAN SCHOOL DISTRICT Certification Regarding Debarment, Suspension, Ineligibility And Voluntary Exclusion Federal Executive Order (E.O.) 12549 “Debarment and Suspension” requires that all contractors receiving individual awards, using federal funds, and all sub-recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government.
Your signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. _______________________________________ _______________________________________ _______________________________________ _______________________________________ PHONE ________________ FAX___________ EMAIL ________________________________
__________________________ Signature
RFP # 3238 ~ Telephone and Voicemail System
Name Company Address City, State, Zip Code
_______________ Date
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APPENDIX A AFFIRMATIVE ACTION REQUIREMENTS FOR CONTRACTORS AND VENDORS 1. VENDOR NOTIFICATION: The Board of Education of the Madison Metropolitan School District is committed to fair and equal employment opportunities for all persons. Equal opportunities, policies and procedures govern the hiring of District staff. By this policy, the Board requires contractors and vendors to adopt and implement similar policies as a condition of doing business with the District. Vendors/contractors, not exempt, shall indicate (1) with what agency their Affirmative Action Plan is on file, (2) whether or not the Plan is certified, and (3) whether the employment goal(s) stated in the Plan has/have been achieved. If the vendor/contractor has not met each of the above stated requirements, the vendor/contractor can sign and adopt the District’s Affirmative Action & Equal Opportunity Policy Statement (Appendix C); and complete the Employer’s Information Report (Appendix B); and submit a copy of vendor/contractor’s Affirmative Action Plan. In addition the completed Affirmative Action Requirements for Contractors and Vendors Form (Appendix A) should be submitted with the bid or proposal. If needed, assistance is available through the District including what constitutes a good faith effort. Technical assistance regarding contract compliance issues can be obtained from Amos Anderson, Contract Compliance Officer, at (608) 663-1530 or (608) 2040343 (Fax). The complete Board Of Education Policy 6600, Affirmative Action Requirements for Vendors and Contractors, is available on the Internet at www.madison.k12.wi.us/policies/6600.htm. 2.
VENDOR RESPONSE:
_____ I am an exempt vendor by reason of _____________________________________________; therefore, the following does not apply. _____ I am a non-exempt vendor and have answered accordingly below: I have an Affirmative Action Plan on file with _________________________________ My Plan is certified with ___________________________________________________ ____Yes ____No
The employment goals in the plan have been achieved.
Please submit a copy of your Affirmative Action Plan with your bid/proposal. If a vendor has not met each of the above requirements, they can sign and adopt the District’s Affirmative Action & Equal Opportunity Policy Statement (Appendix B) and complete the Employer’s Information Report (Appendix C); and submit a copy of its Affirmative Action Plan.
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APPENDIX B
Equal Employment Opportunity/Affirmative Action EMPLOYER INFORMATION REPORT Workforce Utilization Profile
Job Categories Overall Totals (Sum of Columns B-K)
Male Number of Employees
Black White (Not Hispanic) (Not Hispanic) Hispanic
A
B
Asian/ Pacific Islander
C D
Officials & Managers
Female
E
Black American Indian/White Alaskan (Not Hispanic) (Not Hispanic) Hispanic Native F H G I
Professionals Technicians Sales Occupations Clerical and Administrative Support Craft Workers Operatives Laborers, Helpers, Material Handlers Service Workers
Total Number of Employees, by race and gender, employed within the Madison School District geographic area.
Total
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Asian/ Pacific Islander J
American Indian/ Alaskan Native K
Madison Metropolitan School District Equal Employment Opportunity/Affirmative Action -- Employer Information Report NAME OF COMPANY/ORGANIZATION
ADDRESS
CITY, STATE AND ZIP CODE
CONTACT PERSON/NAME & TITLE
AREA CODE & TELEPHONE NUMBER
AREA CODE & FACSIMILE NUMBER
NAME OF PARENT OR AFFILIATED COMPANY
ADDRESS
CONTACT PERSON/NAME & TITLE
CITY, STATE AND ZIP CODE AREA CODE & TELEPHONE NUMBER
AREA CODE & FACSIMILE NUMBER
ESTABLISHMENT INFORMATION _____ EMPLOYMENT RECORDS _____ OTHER –SPECIFY: _____________________
HOW WAS THE INFORMATION ON RACE OR ETHNIC GROUP OBTAINED?
_____ VISUAL SURVEY
DATES OR PERIOD USED: _________________________________
DOES THE ESTABLISHMENT EMPLOY APPRENTICES? _____ YES
_____ NO
IS THE LOCATION THE SAME AS LAST YEAR?
_____ NO PREVIOUS REPORT DATE: ________________________
NO PREVIOUS REPORT _____
_____ YES
BUSINESS TYPE: (DESCRIPTION OF THE MAJOR ACTIVITY OF THIS ESTABLISHMENT, INCLUDING THE SPECIFIC TYPE OF PRODUCT OR SERVICE PROVIDED.)
THIS ORGANIZATION HAS A CURRENT AFFIRMATIVE ACTION PLAN ON FILE WITH: _____ STATE OF WISCONSIN _____ DANE COUNTY _____ CITY OF MADISON _____ U. S. GOVERNMENT (SPECIFY AGENCY: ______________________________) _____ OTHER (SPECIFY: ______________________________) CERTIFICATION 1. 2.
3.
THE CONTRACTOR OR VENDOR CERTIFIES THAT THE INFORMATION CONTAINED IN THIS EMPLOYER INFORMATION REPORT IS ACCURATE. THE CONTRACTOR OR VENDOR HAS AGREED THAT, AS PROVIDED IN THE CONTRACT OR PURCHASE ORDER, IF NOT EXEMPT, WITHIN TEN DAYS AFTER THE EFFECTIVE DATE OF MADISON METROPOLITAN SCHOOL DISTRICT CONTRACTS OR PURCHASE ORDERS, THAT IT WILL COMPLETE AND PROVIDE THE ABOVE INFORMATION AND EITHER AN APPROVED AFFIRMATIVE ACTION PLAN OR AN AFFIRMATIVE ACTION POLICY STATEMENT THAT MEETS THE DISTRICT’S RECOMMENDED FORMAT. THE CONTRACTOR OR VENDOR FURTHER AGREES THAT, AS PROVIDED IN THE CONTRACT OR PURCHASE ORDER, FOR THE DURATION OF THIS OR SUBSEQUENT CONTRACTS WITH THE DISTRICT, ACCURATE AND TIMELY INFORMATION WILL BE FILED ON AN ANNUAL BASIS.
Date Completed: __________________________________
RFP # 3238 ~ Telephone and Voicemail System
Completed By: ______________________________________________
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APPENDIX C Affirmative Action & Equal Employment Opportunity Policy Statement Statement of Commitment As an employer, this company welcomes the opportunity to affirm our continuing policy to provide equal employment or advancement opportunity and to dedicate ourselves to establishing a work environment which is free from discrimination. Equal Employment Opportunity It is the policy of this company that all employees and applicants for employment are guaranteed equality of employment opportunity. Essentially, this means that, as an employer, we will not discriminate against any worker or job applicant on the basis of race, color, religion, gender, age, national origin, ability status or veteran status. Recruitment, selection, placement, transfer, promotion, reinstatement, training and education, tuition assistance, compensation, benefits and layoff decisions made by the supervisors or managers of this company will be based upon the job-related qualifications and abilities of candidates. In some cases, seniority may be treated as a factor to be considered in the selection process. Employees who apply for a promotion or transfer will be given equal consideration. It is our policy that supervisors shall be made aware that they must use only objective, job-related criteria when selecting workers for any employment-related action, including hiring, training, promotions and terminations. They also shall be informed that certain types of pre-employment inquiries may lead to problems when interviewing candidates for positions. All other personnel policies and practices of this company, including compensation, benefits, discipline, safety and health programs, as well as other activities, will be administered and conducted without regard to an individual’s race, color, religion, gender, age, national origin, ability status or veteran status. To the extent possible, reasonable accommodation shall be made for religious needs and for individuals with ability challenges. As an employer, we will continually review our personnel practices and procedures to ensure that all supervisors and managers are adhering to our commitment to Equal Employment Opportunity principles. Affirmative Action As an employer, it is our policy to utilize Affirmative Action as a tool to ensure Equal Employment Opportunity. ____________________________________ has been designated as the Affirmative Action Officer and shall maintain responsibility for establishing, monitoring and evaluating our Affirmative Action efforts at all company establishments. Our commitment to Affirmative Action means that we will do more than examine our policies and procedures to ensure against discrimination on the basis of race, color, religion, gender or national origin. We will make a good faith effort to provide hiring opportunities for minorities and women. A.
In order to demonstrate that we will make a good faith effort in a timely manner as determined by the DISTRICT, we will: Properly analyze appropriate job classifications within the organization to determine if women or minorities are being underutilized (i.e., if fewer minorities or women are employed in a particular job classification than would be expected by their availability in the labor market area). (Seek technical assistance from the District’s Contract Compliance Officer if you do not know how to properly analyze the job classifications or if you are not sure which job classifications are appropriate).
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B.
In order to demonstrate that we will make a good faith effort after such analysis, if there is an underrepresentation of minorities or women in any job classification we will in a timely manner as determined by the DISTRICT: 1.
Develop realistic goals for the employment of women and minorities who are underrepresented in such job classifications.
2.
Develop a timetable for achieving the goals.
3.
a) Develop a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and b)
Implement the written recruitment activity plan at a minimum by: i) Prominently displaying on your bulletin boards or in common areas the fact that you are an equal opportunity employer. ii) Minorities are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to minorities. Such advertisement should describe the job and indicate that the vendor is an equal opportunity employer and that minorities are encouraged to apply. iii) If women are underrepresented in certain job classifications, for each vacancy in such job classification place an advertisement in a media outlet that caters to women. Such advertisement should describe the job and indicate that the vendor is an equal opportunity employer and that women are encouraged to apply. iv) If minorities are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, describe the job and indicate that you are an equal opportunity employer and that minorities are encouraged to apply. v) If women are underrepresented in certain job classifications, correspond in writing to local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, describe the job, indicate that you are an equal opportunity employer and that women are encouraged to apply. vi) Write a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees. vii) Ensure that all job descriptions reflect actual job duties and are job related. viii) Have a written discrimination complaint procedure in place that is publicized to all employees. ix) Review all hiring policies and practices to ensure that they are nondiscriminatory.
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x) Hire, where possible, minorities and women in job classifications in which they are underrepresented. It is our expectation that all employees shall demonstrate respect for and awareness of the diversity of all our employees and model our corporate commitment to diversity. EEO/AA Communication This Affirmative Action and Equal Employment Opportunity Policy Statement shall be communicated to all supervisors and managers. It shall also be posted conspicuously (on company bulletin boards or common areas) and in areas where applicants are typically screened, interviewed and tested. The intent of this communication of the Policy Statement is that all of the company’s employees are alerted and that job applicants are informed of our commitment. It is also the company’s intent to include this Policy Statement in employee handbooks or orientation literature and to keep employees informed of Policy Statement changes or updates. The terms “Equal Opportunity Employer” shall be utilized in recruitment advertisements and literature. EEO Complaint Handling Procedures It is this company’s policy to regularly inform employees that the organization’s dispute resolution system is available for handling discrimination complaints or problems. Employees who have Equal Employment Opportunity-related questions, problems or complaints should first communicate their concern to their immediate supervisor. If they are dissatisfied with the supervisor’s handling of the matter, they may pursue their complaint in the company’s formal dispute resolution procedure. All complaints will be handled fairly and expediently. No employee shall suffer reprisals for seeking resolution of a problem through the procedure. Disqualification As a condition of being awarded contracts for goods and services the District needs in the future, it is understood that by signing this Statement, the vendor agrees that the District may disqualify the vendor from being awarded such contracts, if it is determined by the District that no good faith effort was made in that the vendor cannot demonstrate to the District’s satisfaction that it has in a timely manner as determined by the DISTRICT: 1. Properly analyzed appropriate job classifications within the organization to determine if women or minorities are being underrepresented. 2. Developed realistic goals for the employment of women and minorities who are underrepresented in such job classifications. 3. Developed a timetable for achieving the goals. 4. a)
b)
Developed a written recruitment activity plan which is a detailed strategy that outlines specific steps that will be taken to attract minorities and women in the appropriate job classifications in which minorities and women are underrepresented and Implemented the written recruitment activity plan at a minimum by having: i)
Prominently displayed on your bulletin boards or in common areas the fact that you are an equal opportunity employer.
ii)
(If minorities are underrepresented in certain job classifications, for each vacancy in such job classification) placed an advertisement in a media outlet that caters to minorities and that the
RFP # 3238 ~ Telephone and Voicemail System
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advertisement described the job and indicated that the vendor is an equal opportunity employer and that minorities are encouraged to apply. iii)
(If women are underrepresented in certain job classifications for each vacancy in such job classification) placed an advertisement in a media outlet that caters to women and that the advertisement described the job and indicated that the vendor is an equal opportunity employer and that women are encouraged to apply.
iv)
(If minorities are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, minority trade unions, etc., that you have job vacancies in job classifications for which minorities are underrepresented, described the job and indicated that you are an equal opportunity employer and that minorities are encouraged to apply.
v)
(If women are underrepresented in certain job classifications) corresponded in writing with local advocacy agencies such as community-based organizations, local trade unions, etc., that you have job vacancies in job classifications for which women are underrepresented, described the job, indicated that you are an equal opportunity employer and that women are encouraged to apply.
vi)
Written a letter encouraging current racial/ethnic minorities and women employees to assist in the recruitment of prospective racial/ethnic minorities and women employees.
vii)
Reviewed all job descriptions to ensure that they reflect actual job duties and are job related.
viii)
Created a written discrimination complaint procedure that is publicized to all employees.
ix)
Reviewed all hiring policies and practices to ensure that they are non-discriminatory.
x)
Hired, where possible, minorities and women in job classifications in which they are underrepresented.
Vendors shall maintain and submit records at the request of the District for the purposes of the District, among other things, determining if the vendor has made a good faith effort. The District may disqualify a vendor from being awarded a contract if the vendor fails to maintain or provide the information requested by the District. _____________ Date Company Name Location Address, Telephone Number CEO’s Typed Name & Title Signature Human Resource Officer or Affirmative Action Officer’s Typed Name & Title Signature
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APPENDIX D Existing Voicemail & PBX Details Voicemail
RFP # 3238 ~ Telephone and Voicemail System
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Current Analog Lines that Must Be Served by New Phone System
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301 303 1 210 302 52 203 4 141 6 7 11 8 9 234 12 13 38 245 36 142 14 16 72 37 71 19 65 145 21 22 17 220 62 26 53 242 228 29 231 32 23 225 143 227 239
Bldg no
2870
Total
Allis
Black Hawk Building Services Chavez Cherokee Crestwood East Elvehjem Emerson Falk Franklin Glendale Hamilton Hawthorne Hoyt Huegel Jefferson Kennedy LaFollette Lake View Lapham Leopold Lincoln Lindbergh Lowell Maywood-Nuestro Mundo Community School Memorial Mendota Midvale Muir O'Keeffe Olson Randall Sandburg Sennett Sherman Shorewood Spring Harbor Stephens Thoreau Toki West Whitehorse Wright Future Building Spare switch and parts
RFP # 3238 ~ Telephone and Voicemail System 1380
312 6 12 27 51 15 17 12 65 11 14 19 9 27 19 12 41 13 36 8 81 12 24 23 14 12 14 0 49 14 14 5 36 13 13 13 21 26 11 19 18 12 25 67 20 10 21 67
267
38 1 4 5 17 4 3 3 16 3 3 3 3 3 7 2 4 2 5 3 13 2 4 3 3 2 3 2 11 3 3 3 5 3 3 2 5 6 3 3 3 3 8 14 6 3 5 14
Phone Type Count 4010 4020 4035 13 14 53 71 20 58 69 39 184 53 47 43 39 42 91 40 18 59 57 43 116 34 54 64 41 29 41 49 176 34 45 52 80 77 31 32 61 64 43 20 54 48 79 160 77 35 61 160
Admin Allied
Bldg Name
49
2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
MMSFD
52
4 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 2
CPU
192
16 1 2 8 3 3 3 3 8 3 3 3 2 3 6 2 2 2 3 3 8 2 4 4 3 2 2 2 8 2 2 2 6 4 2 2 3 4 3 3 3 3 6 8 6 3 4 12
UA 32
39
4 0 1 0 1 0 1 0 1 0 0 1 1 1 1 1 0 1 1 0 1 1 0 0 0 0 1 1 2 1 1 1 1 0 1 1 1 1 1 1 1 1 1 1 0 0 1 3
UA16
89
28 1 1 2 1 1 1 1 2 1 1 1 1 1 1 1 1 1 1 1 2 1 1 1 2 1 1 1 2 1 1 1 2 1 1 1 1 1 1 1 1 1 1 2 1 1 1 8
52
2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 4
Card Count DPT1 NDDI2
38
2 1 1 0 0 1 0 1 1 1 1 1 1 1 0 1 1 1 0 1 1 1 1 1 1 1 1 1 1 1 1 1 0 0 1 1 0 0 1 0 1 1 0 1 0 0 1 3
Z12
25
3 0 0 1 1 0 1 0 1 0 0 0 0 0 2 0 0 0 1 0 1 0 0 0 0 0 0 0 1 0 0 0 1 1 0 0 1 1 0 1 0 0 1 1 1 1 1 3
Z24
12
11 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1
PR
42
34 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 8
INTOF
Current Alcatel Phone & PBX Hardware
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Admin Building Phone Equipment NOC Location
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SYST
RFP # 3238 ~ Telephone and Voicemail System
RPS
1
3
4
5
6
7
8
9
10
11
12
13
14
10Base-T/100Base-TX
15
16
17
18
19
20
21
22
23
24
A
100Base-FX B
Catalyst 2950 SERIES
Outside Ethernet (199.197.64.0)
2
'Doyle' DNS/Email (199.197.64.10)
MODE
STRT UTIL DUPLXSPEED
LINK
10/100 ETHERNET 1
100 Mbps ACT
LINK
10/100 ETHERNET 0
USB
F A I L O V E R
CONSOLE
SYST
MODE
RPS
STRT UTIL DUPLXSPEED
1
2
3
5
6
7
8
9
10
11
12
13
14
10Base-T/100Base-TX 15
16
17
18
19
20
21
22
DMZ (199.197.115.0/24)
4
THROUGHPUT
ACTIVE SESSIONS
CPU UTILIZATION
23
24
WS-X6K-S2-MSFC2/2
1
1
1 1 2
1 2
2
2
1
2
3
3
2
3 4
3 4
4
4
LINK
5
5 6
5 6
6
6
8
8
LINK
7 8
7 8
4
9
9
5
6
7
12
12
5
5
15 16
6
17 18
LINK
7
19
19
8
20
19 20
20
19 20
21 22
21 22
21 22
LINK
INS
8
9
10
Power Supply 1
9
25
26
26
25 26
25
25 26
9
LINK
10
LINE OUT
10
28
LINK
27
27 28
28
27 28
27
9
MIC IN
SWITCH LOAD
1%
100%
INPUT
L
Catalyst 6500 SERIES
INS
23 24
23 24
23 24
23 24
LINK
SWITCH LOAD
1%
100%
100-240 V~ 16 A 60/50 Hz
8
USB
7
21 22
LINK
8
7
MOUSE
LINK
17 18
17 18
17 18
LINK
15 16
6
KYBD
15 16
15 16
LINK
LINK
13 14
13 14
13 14
6
5
SPO
13 14
LAN
ACTV RESET
LINK
N RU
11
11 12
11
11 12
4
EJECT
EJECT
TAL
3
PCMCIA
PCMCIA
N RU
10
9 10
10
9 10
LINK
OUTPUT FAIL
4
7
7
LINK
LINK
FAN OK
3
2
3
SERIAL
CONSOLE PORT MODE
CONSOLE PORT MODE
PARALLEL
CONSOLE
CONSOLE
5
1
VIDEO
LINK
INPUT OK
16 PORT 1000 BASE-T GELINK
STATUS
WS-X6516-GE-TX
STATUS
WS-X6548-RJ-45
STATUS
WS-X6548-RJ-45
16 PORT GIGABIT ETHERNET
STATUS
WS-X6516-GBIC
NTWK ANALYSIS MDL
STATUS
WS-X6380-NAM
SUPERVISOR 2
4
11
12
13
14
10Base-T/100Base-TX 15
16
17
18
19
20
21
22
23
10
30
30
LINK
29
29 30
29
11
32
32
12
0
34
36
Power Supply 2
FAN OK
35
35 36
36
35 36
35
LINK
34
LINK
33
33 34
33
33 34
11 12
SLOT 1
PORT 1
PORT 1
INPUT OK
LINK
31
31 32
31
31 32
LINK
12
11
HD ACTV
29 30
LINK
LINK
LINK
37 38
39 40
13
LINK
39 40
39 40
39 40
OUTPUT FAIL
37 38
LINK
PCMCIA
13 14
37 38
37 38
LINK
14
13
LINK
LINK
41 42
14
LINK
41 42
41 42
41 42
43 44
43 44
15
LINK
43 44
45 46
LINK
16
47 48
47 48
47 48
47 48
LINK
45 46
45 46
45 46
15 16
EJECT
43 44
LINK
16
15
PORT 2
PORT 2
PHONE
PHONE
100Base-FX B
24
A
MODE
STAT UTIL DUPLEX SPEED
SYSTEM RPS
STAT UTIL DUPLX SPEED
SYSTEM RPS
100Base-FX B
Catalyst 2950 SERIES
4
3
6
5
8
7
9
10
11
2
1
4
3
6
5
8
7
9
Page 50 of 53
12
11
14
13
16
15
18
17
20
19
22
21
24
23
FLEX-SLOT
FAN STATUS
Catalyst 4510R
2
ng
AT&T Switch at Memorial
CATALYST 3550
4507R at Memorial
10
9
8
7
6
5
4
3
2
1
1
Ri
Doyle
Example connection to Memorial HS 100 Mb/s
10
12
CATALYST 3550
UF N
Fiber to
1G bM
10 Gb
STA CK 1
CON SOL E
100RAT 240V ING fgd ~
DC INPUTS POWER FOR SPECIFIED +1 @1 SUPPLY INREMOTE MANUAL 2V 7A
3750 at Licoln
STA CK 2
-NOC 2
10 Gb Fiber Doyle-CCB
10 Gb Ethernet connection to core switch
Other Doyle Servers
AT&T Switch at Doyle
2
1
Workstations
Current AT&T fiber links like this to sites
Doyle Core Switch 6513 (10.130.0.1/16)
Catalyst 2950 SERIES A
WS-X6K-S2-MSFC2
SUPERVISOR 2
3
TAL
L
100-240 V~ 16 A 60/50 Hz
INPUT
13
12
11
10
9
8
7
6
5
4
3
2
1
2
Doyle Wire Closets
1
STA CK 1
STA CK 2
CON SOL E
STACK 2
CONSOLE
RATING 100-240V ~ 2.3A-1.5A, 50-60 HZ
DC INPUTS FOR REMOTE POWER SUPPLY SPECIFIED IN MANUAL +12V @17A
STA CK 1
CON SOL E
100RAT 240V ING fgd ~
DC INPUTS POWER FOR SPECIFIED +1 @1 SUPPLY INREMOTE MANUAL 2V 7A
3750 at BRMS
STA CK 2
EMC Celerra & Clarion
VMware Hosts
EMC Celerra & Clarion
Note: AT&T fiber connections to schools are being replaced by MUFN fiber rings which terminate at Doyle, NOC2 and CCB. There will be a second connection to WiscNet at the CCB building.
1 Gb MUFN Ring
3750x at NOC2
STACK 1
DC INPUTS POWER FOR SPECIFIED +1 @1 SUPPLY INREMOTE MANUAL 2V 7A
3750x at CCB
100RAT 240V ING fgd ~
10 Gb NFS network
VMware Cluster on BladeCenterHost
1 Gb MUFN Ring
1 Gb Connection to WiscNet
PIX-525
B
FAN STATUS POWER SUPPLIES A
ACTIVE
ETHERNET LINK STATUS EXPANSION MODULES INSERTION STATUS 1 2 3 RUN STATUS 1 2 3 4
SYSTEM SYSTEM
CISCO VPN 3000 CONCENTRATOR SERIES SYSTEM
ASA 5550
100 Mbps ACT
VPN3030 STATUS STATUS
RPS
PWR MGMT PWR MGMT
ACTIVE
MODE
STRT UTIL DUPLXSPEED
SYST
Workstations
RESET RESET
MMSD Core WAN Connections
Inside Firewall
10 Gb Fiber CCBNOC2
Outside Firewall
APPENDIX E
Network Configuration
APPENDIX F Phone Jack Installation Diagram
RFP # 3238 ~ Telephone and Voicemail System
Page 51 of 53
6/29/14 to 7/5/14
7/6/14 to 7/12/14
7/13/14 to 7/19/14
7/20/14 to 7/26/13
7/27/14 to 8/1/14
8/2/14 to 8/7/14
Gantt Chart / Timeline APPENDIX G
RFP # 3238 ~ Telephone and Voicemail System
Page 52 of 53
APPENDIX H DID / E-911 List Included as a Separate File Named: Appendix H - MMSD DID - E911 List.xls
RFP # 3238 ~ Telephone and Voicemail System
Page 53 of 53