SLD 470 FRP Identifier: Y16-ER14-INTP 1 Request for Proposal On Hosted Cisco VoIP Phone System Ballinger Independent School District 802 Conda Ave. Ballinger, TX 76821 SLD 470 FRP Identifier: Y16-ER14-INTP Issue Date: December 18, 2013 Deadline Due Date: January 22, 2014 by 5:00 p.m.
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SLD 470 FRP Identifier: Y16-ER14-INTP
1
Request for Proposal
On
Hosted Cisco VoIP Phone System
Ballinger Independent School District 802 Conda Ave.
Ballinger, TX 76821
SLD 470 FRP Identifier: Y16-ER14-INTP
Issue Date: December 18, 2013
Deadline Due Date: January 22, 2014 by 5:00 p.m.
SLD 470 FRP Identifier: Y16-ER14-INTP
2
SECTION I
NOTICE OF PROPOSAL
RESPONSES DUE ON OR BEFORE MONDAY, JANUARY 22, 2014 by 5:00 p.m.
Ballinger Independent School District (hereafter “BISD” invites Vendors to submit proposals in
accordance with the terms and conditions of this Request for Proposal (hereafter “RFP”). The
intent of this RFP is to seek costs and information related to the installation and operation of a
Hosted Cisco VoIP Phone System Service and requests a detailed response from all prospective
Vendors, including pricing and service descriptions, in a specified format.
The current contract for the current BISD Hosted Cisco VoIP Phone System and related service
expires June 30, 2014. It is crucial that the new Hosted Cisco VoIP Phone System Service be fully
installed and operational on July 1, 2014. Initial term of service shall begin on the service
commencement date July 1, 2014 and continue with voluntary extensions through June 30, 2019.
Goals in selecting a Hosted Cisco VoIP Phone System Service provider include:
Obtaining affordable, reliable, and fully functional services with high speed Internet.
Full transitioning from the current local Cisco VoIP phone system design to the new
hosted design requested by district.
Ability to integrate with local district AD integration.
Ability to be managed by local staff located within the district or outside the district.
Ability to integrate with paging and intercom solution.
Replication and backups should be the standard..
Notification systems integration with mobile app capabilities.
Fully installed and tested connectivity before termination of current VoIP system.
24/7 hour support access for all staff.
Unlimited voice messaging disk space.
Distance learning capable.
Automated disk backups with all software module updates.
Single sign on with end user mobility.
Two way communication on handsets with digital readouts
Web page password reset.
AD Integration with online forms and polling capabilities.
Flash entry page with avatar capabilities.
BISD intends to seek Universal Service Fund (USF) funding for this Hosted Cisco VoIP Phone System
Service beginning on July 1, 2014. BISD requires that the Vendor has prior experience with the E-
Rate program and is an approved Priority One provider Vendor.
Copies of this RFP may be founded at: http://www.ballingerisd.net under Community – Vendors –
Tim Gau, Director of Technology 802 Conda Ave Ballinger, TX 76821
B. The Owner shall be the interpreter of all specifications covered in this document.
AUTHORITY OF THE BALLINGER INDEPENDENT SCHOOL DISTRICT DIRECTOR
The Ballinger Independent School District Director of Technology shall decide all questions which
may arise.
VENDOR RESPONSIBILITY
The Vendor is defined as:
The Proposer awarded the contract to provide Hosted Cisco VoIP Phone System Service specified
elsewhere in this RFP.
INDEMNITY
The Vendor agrees to indemnity BISD, and save it harmless, from any and all claims that may be
brought against BISD or the Vendor by reason of any error, act of omission of the Vendor, the
Vendor’s agents or it employees, in connection with this agreement.
ABILITY OF BIDDER
It is the intention of BISD to award the contract to a Vendor whose ability is fully equal to fulfilling
the terms of this proposal in a satisfactory manner.
LEGAL CONDITIONS
The Vendor agrees to abide by all Federal, State, County and local laws and regulations.
TERMINATION OF CONTRACT
Written notice of termination at least ninety (90) days prior to the conclusion of the initial
contract term or a term or a renewal term is required by the Vendor.
SLD 470 FRP Identifier: Y16-ER14-INTP
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DEFAULT TERMINATION
In the event of any default by the Vendor, BISD, without prejudice to any other right or remedy it
may have, shall have the right to terminate the contracted agreement with no early out penalties,
after giving the vendor thirty (30) days previous written notice. If shall be considered a default
whenever the Vendor shall: declare bankruptcy, become insolvent or assign its assets for the
benefit of its creditors; violate or disregard any provision of the contract agreement; fail to
perform the work according to the agreed upon schedule, including amendment or modifications
thereof; or fail to provide competent personnel and proper materials.
PAYEMENT TERMS
It is expected that the service period will begin on July 1, 2014 at which point the Vendor will seek
reimbursement from the Universal Service Fund (USF). BSID prefers to pay the service provider
the monthly discounted invoiced contracted amount and the service provider seeking full
reimbursement for E-Rate eligible services from the Universal Services Fund.
BISD will pay according to an agreement schedule monthly payments.
SECTION V
BID DETAILS
Contract Duration:
A. Pricing should be provided for a five (3) year or sixty (36) month contract.
B. Vendor will be subject to a $400 per day fee for each day the service is NOT fully
functional starting July 1, 2014.
C. It is the Vendor’s responsibility to keep the Proposers Web Services up and running 24/7 x
365 days during the entire contract duration.
Contract Extension after Initial Expiration:
A. The proposal should include the ability and the related cost for automatic extensions for
successive twelve (12) month periods after the term of the initial contract agreement
period and after twelve (12) month extension on the BISD VENDOR SUBMITTAL FORM.
B. The Proposer agrees that the contract agreement will not automatically revert to a yearly
contract agreement with price increases at the end of the initial contract agreement or an
extended contract agreement period unless agreed to by BISD and the Vendor.
SLD 470 FRP Identifier: Y16-ER14-INTP
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Terms & Conditions:
The proposal should clearly explain how your company is proposing to handle the following items:
A. Define early out penalty costs.
B. Proposer must be able to guarantee that service as bid will start at 12:01 a.m., July 1,
2014.
C. Proposer must agree to a daily charge of $400 for each day the Hosted Cisco VoIP Phone
System is not online and fully functioning.
D. The proposal should state that there will be no termination fees charged at the end of the
contract agreement or any contract agreement extension.
Proposal Evaluation
The proposals/bids will be evaluated on the basis of the following:
Total price - 50%
Reliability / financial history & stability of company bidding solution - 20%
Equivalent to Standard equipment currently being purchased by district and Best Value to the district - 20%
Availability of technical support services with 24/7X365 SLA response time - 10%
All SLD E-Rate rules will apply and final contract may hinge on E-Rate approvals, BISD School
Board approval and districts financial ability to proceed with the project.
Contact Agreement:
A. The selected Vendor agrees to provide BISD with a signed proposed contract at the time
of BISD selecting Vendor and the proposed Contracted Agreement will go into force no
later than five (5) days after the “Notification to Proceed” by BISD prior to June 1, 2014.
SLD 470 FRP Identifier: Y16-ER14-INTP
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SECTION VI
HOSTED CISCO VOIP PHONE SYSTEM STANDARDS
Currently, the BISD network consists of the fiber optic connectivity with 300+ Internet
Connectivity. BISD is a 1:1 school district with many online resources which continue to grow
yearly.
Requirements for network connectivity:
Unlimited bandwidth connectivity to and from the Hosted Cisco VoIP Phone System site.
VENDOR SUBMITTAL FORM
Support in transitioning from current design to new design with 24/7/365 support.
Provide detailed SLA and provisions for billing credit for connecting outages.
Provide $400/day for each day Hosted Cisco VoIP Phone System is NOT 100% online and
functional starting July 1, 2014.
Fully installed and tested connectivity before termination of current network contract.
SECTION VII
PROPOSER’S QUALICATIONS
A. In order for a Vendor to be considered the proposal must include the following
background information:
A description of your company, the number of years in business, size, location and
whether it is local, regional, national or international in operations.
BISD requires that the Vendor is an approved Telecommunications/Internet
provider whom can provide Internet Circuits to district for Internet Connectivity
and Access.
Vendor has prior experience with the E-Rate Program, is an approved E-Rate
Vendor and has experience servicing E-Rate eligible organizations. Describe your
experience.
Submit three (3) references preferably in the K-12 Public Education System if
available.
Submit a minimum of three fully functioning Hosted Cisco VoIP Phone System
currently online and operational in the K12 Public Education System.
B. Proposers must provide their USF SPIN Number, SPAC Form and FCCRN numbers in the
proposal as assigned by the Schools and Libraries Division.
C. Proposer may provide any additional data that may be helpful in the selection process.
SLD 470 FRP Identifier: Y16-ER14-INTP
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BALLINGER INDEPENDENT SCHOOL DISTRICT
802 CONDA AVE BALLINGER, TX 76821
VENDOR SUMITTAL FORM – PAGE 1 of 6 REQUIRED FORM – RETURN THIS PAGE AS PART OF PROPOSAL
Company Name:
Company Address:
Telephone Number: Fax Number:
Contact Name: Contact E-Mail:
PROPOSAL REQUIREMENTS CHECKLIST
SECTION III INSTUCTIONS
Submit three proposal print copies and one electronic copy via email
SECTION V BID DETAILS
The proposal should include the ability and the related cost for automatic extensions for
successive twelve (12) month periods after the term of the initial contract agreement
period and after each twelve (12) month extension on the BISD VENDOR SUBMITTAL
FORM.
The Proposer agrees that the contract agreement will not automatically revert to a
month-to-month contract agreement with price increases at the end of the initial contract
or an extended contract agreement period unless agreed to by BISD and the Vendor.
Define no early out penalty costs.
Proposer must be able to guarantee that service as bid will start at 12:00 a.m., July 1,
2014.
The proposal should state that there will be no termination fees charged at the end of the
contract agreement or any contract agreement extension.
The selected Vendor agrees to provide BISD with a proposed Contract Agreement at time
of BISD selecting Vendor. Contract will not go into effect unless E-Rate funds become
available and BISD Board of Directors give final approval on the scope of work.
SLD 470 FRP Identifier: Y16-ER14-INTP
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BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE
BALLINGER, TX 76821
VENDOR SUMITTAL FORM – PAGE 2 of 6
REQUIRED FORM – RETURN THIS PAGE AS PART OF PROPOSAL
Company Name:
PROPOSAL REQUIREMENTS CHECKLIST continued
SECTION VI HOSTED CISCO VOIP PHONE SYSTEM STANDARDS
Provide detailed SLA and provisions for billing credit for connectivity outages.
Provide 100% new equipment and NOT reconditioned equipment.
SECTION VII PROPOSER’S QUALIFICATIONS
A description of your company, the number of years in business, size, location and whether it is
local, regional, national or international in operations.
BISD requires that the Vendor has prior Hosted Cisco VoIP Phone System experience with the E-
Rate Program, is an approved (current) E-Rate Vendor, and has experience servicing E-Rate eligible
organizations.
Describe your recent local and or regional experience in providing Hosted Cisco VoIP Phone System
Services to similar organizations. Submit three references of clients with a similar scope of service.
Include their company name, contact name, address, telephone, and contact name’s/e-mail
addresses for all references provided. At least one of the companies should currently be
participating in the E-Rate Program as an eligible E-Rate organization.
Proposers must provide their USF SPIN Number, SPAC Form and FCCRN numbers in the proposal as
assigned by the Schools and Libraries Division.
Proposer must provide three or more websites completed and in-service at time of proposal.
Obtaining affordable, reliable, and fully functional Hosted Cisco VoIP Phone System services.
Full transitioning from the current Cisco VoIP design to the new design requested by district.
Ability to create secure access and administrator accounts directly from school’s (SIS) Student
Information System software along with AD integration.
Voice must be given the highest QOS.
Ability to integrate and manage into current systems.
Replication of existing content, accounts, and permissions.
Notification systems integration with mobile app capabilities.
Fully installed and tested connectivity before termination of current services.
24/7 hour support access for all staff.
Survivable Remote Site Telephone (SRST) at all sites is a must with three to six POTS lines.
Automated disk backups with all software module updates with 911 notifications.
E-mail and pages of all emergency notifications.
Easy to read digital displays on all handsets.
Integration with e-mail and intercom paging solutions.
SLD 470 FRP Identifier: Y16-ER14-INTP
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BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE
BALLINGER, TX 76821
VENDOR SUMITTAL FORM – PAGE 3 of 6
REQUIRED FORM – RETURN THIS PAGE AS PART OF PROPOSAL
Company Name:
Contract Number:
COST PROPOSAL
Cost for Hosted Cisco VoIP Phone System Service. The requirements of which are described in
Section VI – HOSTED CISCO VOIP PHONE SYSTEM STANDARDS
Yearly Cost per year for 5 Year/60 Month Term with voluntary extensions.
Yearly cost for Hosted Cisco VoIP Phone System Services for the entire district including three
campuses and all departments.
Per Year Cost of Service: __________ Percentage Covered by E-Rate: _______
District E-Rated Percentage: 77% Total District Cost: ________________
Signatures below:
Proposer Representative Title Date
BISD Representative Title Date
SLD 470 FRP Identifier: Y16-ER14-INTP
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BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE
BALLINGER, TX 76821
VENDOR SUMITTAL FORM – PAGE 4 of 6
REQUIRED FORM – RETURN THIS PAGE AS PART OF PROPOSAL
REFERENCES
List a minimum of three references of schools and/or businesses that have utilized your company
for the same products or services being offered in this proposal. All references shall have current
address, phone numbers, and names of contact persons.
1
2
3
4
5
6
SLD 470 FRP Identifier: Y16-ER14-INTP
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I (We) the undersigned, agent for the firm, named below certify that the above information is true to the best of my knowledge.
Company Name: Signature: Date:
BALLINGER INDEPENDENT SCHOOL DISTRICT
802 CONDA AVE BALLINGER, TX 76821
VENDOR SUMITTAL FORM – PAGE 5 of 6
REQUIRED FORM – RETURN THIS PAGE AS PART OF PROPOSAL
CERTIFICATIONS
FAILURE TO COMPLETE THE FOLLOWING INFORMATION WILL RESULT IN PROPOSAL DISQUALIFICATIONS
1. Deleted
2. RESIDENT / NONRESIDENT CERTIFICATION
RESIDENT VENDOR - I certify that my company is a "resident vendor.” YES NO
NONRESIDENT VENDOR - As defined by Texas Government Code 2252.001, a "nonresident vendor"
means a vendor whose principal place of business is not in Texas, but excludes a contractor whose ultimate parent company or majority owner has its principal place of business in Texas
Street, City, State, Zip: ________________________________________________________________________
3. FELONY CONVICTION NOTIFICATION
State of Texas Legislative Senate Bill No.1, Section 44.034, Notification of Criminal History, Subsection (a), states: "a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. " Subsection (b) states "a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The District must compensate the person or business entity for services performed before the termination of the contract.” This Notice Is Not Required of a Publicly Held Corporation. Check the appropriate box and sign the form.
My firm is a Publicly Held Corporation; therefore, this reporting requirement is not
applicable.
My firm is not owned or operated by anyone who has been convicted of a felony.
My firm is owned or operated by the following individual(s) who has/have been
convicted of a felony:
Name of
Felon(s):
Brief Details of
Conviction(s):
SLD 470 FRP Identifier: Y16-ER14-INTP
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BALLINGER INDEPENDENT SCHOOL DISTRICT 802 CONDA AVE
BALLINGER, TX 76821
VENDOR SUMITTAL FORM – PAGE 6 of 6
REQUIRED FORM – RETURN THIS PAGE AS PART OF PROPOSAL
Deviation/Compliance Disclosure
If the undersigned proposer intends to deviate from the General Terms and Conditions or Item
specifications listed in this proposal invitation, all such deviations must be listed, with complete
and detailed conditions and information included or attached. Ballinger ISD will consider any
deviations in its proposal award decisions, and the District reserves the right to accept or reject
any proposal based upon deviations indicated below or in any attachment or inclusions.
In the absence of any deviation entry on this form, the proposer assures the District of their full
compliance with the General Terms and Conditions, item Specifications, and all other information
contained in this proposal.
□ No Deviations
□ Yes Deviations
List any deviations your company is submitting below: