erate rfp for: managed voip services - wccusd.net · 415-16.9 managed voip services west contra...

RFP #

REQUEST FOR PROPOSAL

PREPARED FOR: WEST CONTRA COSTA UNIFIED SCHOOL DISTRICT

1108 BISSELL AVE. RICHMOND, CA 94801

ERATE RFP for:

Managed VoIP Services

January 6, 2017

415-16A.9

Set #

OF 31 415-16A.9 Managed VoIP Services

West Contra Costa Unified School District

TABLE OF CONTENTS

Part 1 - INTRODUCTION Notice to Bidder E-rate Requirements Bidder Qualifications Project Timelines Site Examination and Conditions Evaluation of Proposals Award of Contract Contractual Relationship Right to Reject Proposal(s)

Part 2 - PROJECT DESCRIPTION General Scope of Work Bidder’s Responsibilities Owner’s Responsibilities Project Administration

Part 3 - PROPOSAL SUBMISSION General Proposal Narrative Price Evaluation Form Item 21 Attachment Sheet System Questionnaire Service Provider Qualifications

Part 4 - CONTRACT REQUIREMENTS General Contract

PROPOSAL FORMS

Price Evaluation Form

Item 21 Attachment Sheet

M-VoIP System Questionnaire

Qualification Form

ATTACHMENTS

Attachment “A” – Site Locations & Telephone Schedule

OF 31 415-16A.9 Managed VoIP Services


Part 1 - INTRODUCTION

1.1 NOTICE TO SERVICE PROVIDERS

West Contra Costa Unified School District [here after referred to as the “Owner”] is seeking bid proposals, for the specified “Managed VoIP Services” from qualified bidders [here after referred to as the “Bidder”].

Any and all updated project information, forms, including addenda, will be distributed thru the project website, located at www.infinitycomm/projects.com & https://portal.usac.org/suite/. All of these documents shall be made part of and material to the contract for services.

A. It is mandatory that all bidders wishing to provide a proposal shall deliver their bids to: Infinity Communications and Consulting, Inc. located at 4909 Calloway Drive Suite 102, Bakersfield, Ca. 93312 no later than February 3, 2017 at 1:00PM. Proposals received after the due date or other locations will not be accepted.

B. Proposals shall be formatted and submitted in accordance with “Section 3 – Proposal Submission”. The bidder shall provide Two (2) copies of their proposal. Proposal shall include all of the attachments and bid forms listed below. Bids received without the completed required forms will be considered “non-responsive”. 1. Price Evaluation Form 2. Item 21 Attachment Sheet 3. M-VoIP System Questionnaire 4. Qualification Form

C. The Owner intends to utilize the winning bidder’s Contract documents to formalize the agreement for the requested services. Contracts shall be in accordance with “Section 4 – Contract Requirements”. Bidder shall include Two (2) signed and dated copies of their agreement in their bid submission. Bids received without the specified contracts will be considered “non-responsive”.

D. All inquiries concerning the RFP should be directed to the Owner’s Representative, Infinity Communications and Consulting, Inc., Address: 4909 Calloway Drive Suite 102, Bakersfield, CA 93312, Phone: (661) 716-1840, Fax:(661) 716-1841, Email: [email protected], Attention : Brittany Mosqueda or Corrina Rodriguez

E. All questions or inquiries concerning this RFP must be received in writing no later than January 27, 2017 by 3:00PM, seven (7) calendar days prior to the proposal deadline.

F. If any changes and/or amendments to the published RFP are necessary, they shall be put out in the form of an addendum and posted on Infinity Communication’s “Projects” website, www.infinitycomm.com/projects. All bidders who have downloaded the RFP from Infinity Communication’s website shall be notified of the addendum. All bidders shall acknowledge receipt of any addendum(s) if addendum(s) are issued and shall agree to the changes mentioned in the addendum(s).

G. Verbal responses, if any, to any inquiry shall not be relied upon and shall not be binding on either party.

1.2 E-RATE REQUIREMENTS

A. The services, as defined in this Request for Proposals, are dependent on funding from the E-rate program. The Owner expects each bidder to make themselves thoroughly familiar with the rules or regulations regarding the E-rate program. For further information regarding the E-rate Program please reference the Universal Service Administrative Company’s (USAC) Schools and Library Division (SLD) website: http://www.universalservice.org/sl/

http://www.infinitycomm/projects.com

https://portal.usac.org/suite/

mailto:[email protected]

http://www.infinitycomm.com/projects

http://www.universalservice.org/sl/

OF 31 415-16.9 Managed VoIP Services


B. All contracts entered into as a result of this Request for Proposal and the associated Form 470 will be contingent upon: 1. Funding approval by the SLD. 2. Approved funded amount equal to the funding amount requested as shown on the

Form 471. 3. A written “Notice to Proceed” and “Submittal” approval from the Owner to the Service

Provider to initiate service.

C. The Owner’s percentage rate, as determined on the Form 471, will be the maximum that the Owner is liable for. The bidder will be responsible to bill the government (USAC) for the balance.

1.3 Bidder QUALIFICATIONS

A. The bidder shall be experienced in all aspects of this work and shall demonstrate direct experience on recent systems of similar type and size.

B. The bidder, or their designated sub-contractor, shall possess, at the time this contract is awarded, the appropriate class of Contractor's license, if applicable, for the type of work undertaken.

C. The bidder shall have been in business of providing the requested services for a minimum of five (5) years with experience on similar systems.

D. Preference will be given to those bidders who are eligible and willing to provide California Teleconnect Fund (CTF) discounts for the requested Service.

1.4 PROJECT TIMELINE

A. Per the requirement of the E-rate Program for Priority One services no billing and/or service may begin prior to July 1, 2017.

B. Bidder may not commence service until they have received a written, 1) Notice to Proceed, and 2) Submittal Approval, from the Owner.

C. The following is the anticipated milestone schedule to be used for the installation project. (All Durations shown are given in Business days, unless otherwise noted)

Milestone Start Date/Duration

Proposal Due Date February 3, 2016 at 01:00PM

Evaluation of Proposals 2 days after Proposal Due Date

Award of Contract TBD

Notice to Proceed TBD (dependent on E-rate funding)

Submittal’s Due Date 10 days after the Notice to Proceed

Installation Start Date 5 days after Submittal Approval

Installation 90 calendar days

Service Start Date July 1, 2017

Service End Date June 30, 2020

We will allow a three-day protest period after contract award.

D. Extensions to the completion schedule shall be granted only upon mutual agreement, in writing, between the Owner, the selected bidder, and an approved Form 500.

E. The bidder shall include in their quote the cost to devote whatever personnel and resources that are necessary to meet the provided schedule/deadlines.



1.5 SITE EXAMINATIONS AND CONDITIONS

A. It will be the responsibility of the Bidder to visit the premises, if necessary, to verify site conditions, dimensions and locations against RFP documents, and become informed of all conditions under which work is to be done before submitting proposals.

B. No additional costs will be incurred by the Owner or considerations given to any claims by the bidder based on a lack of knowledge of existing conditions. Failure of the bidder to visit the site(s) prior to submitting their proposal will not be considered a valid reason to increase costs to the Owner at a later date. The submission of a bid from the bidder is an acknowledgement and agreement to this stipulation.

C. A site survey of the premises for existing conditions and equipment may be set up by contacting the Owner’s Representative at [email protected]. All requests for site visits must be received in writing no later than January 20, 2017 at 5:00PM, 14 calendar days prior to the proposal deadline.

1.6 EVALUATION OF PROPOSALS

A. The Owner will review and evaluate all responsive proposals. The proposals will be evaluated on a weighted sale as shown below. Per the E-rate requirement, “Cost” will be the highest weighted Factor.

B. Proposals will be evaluated and ranked with a numeric score, highest to lowest, for each of the following categories.

Evaluation Criteria

Price (Eligible)

Other costs

Accuracy of Bid Response

Experience with Applicant

Qualifications to provide services in area

C. The Owner reserves the right to interview the three (3) highest ranked bidders.

1. No information contained in the submitted proposals shall be disclosed to the public until after contract award is executed.

2. Interviews may be conducted to 1) ensure the bidder’s full understanding, and responsiveness to the RFP requirements, 2) address the Owner’s technical questions concerning the proposed service offering, and/or 3) address the Owner’s questions regarding the bidder’s contract and service level agreements.

3. All bidders with whom interviews are conducted shall be accorded the same opportunity to revise their proposals and submit a Best and Final Offer based on their interview.

D. The Owner shall award the contract to the qualified bidder whose proposal meets the evaluation standards set forth in the RFP and will be the most advantageous to the Owner with the price and all other factors considered. Notwithstanding the foregoing, the Owner, at its discretion, may reject all proposals and request new proposals.

1.7 AWARD OF CONTRACT

A. One (1) Signed copy of West Contra Costa Unified School District’s contract shall be returned to the bidder upon approval by the Owner.

B. The Owner reserves the right to make the award to the bidder who submits the proposal, which meets the requirements, set forth herein and best meets the needs of the Owner after taking into consideration the aforementioned factors. The Owner also reserves the right to select portions of a proposal, or to reject any and all proposals.

mailto:[email protected]



C. In the event an award of the contract is made to bidder, and such bidder fails or refuses to execute the Agreement and/or provide the required documents within five (5) working days after the award of the contract to bidder, the OWNER may award the contract to the next lowest responsive and responsible bidder or release all bidders.

1.8 CONTRACTUAL RELATIONSHIP

A. Nothing contained in this RFP creates a contractual relationship between the Owner and the Bidder, their Sub-Contractor(s), and/or supplier(s), until after the award of Contract.

B. The Owner shall not be liable for any costs incurred by the prospective bidders in the preparation and presentation of their proposal.

1.9 RIGHT TO REJECT PROPOSAL(S)

A. The Owner reserves the right to withdraw this RFP at any time prior to the bid due date.

B. The Owner reserves the right to make all decisions regarding this RFP. The right includes but shall not be limited to the right to waive any irregularities in the proposal; the right to accept or reject any or all proposals or to accept or reject any portion combination thereof; and/or the right to abandon the work of the contract entirely when to do so is in the Owner’s own best interests.

Part 2 - PROJECT DESCRIPTION

2.1 GENERAL

A. It will be the bidder’s obligation to inform the Owner/Owner’s Representative of any and all conflict’s, between the RFP documents and the onsite conditions.

B. The bidder shall include in their proposal the cost to prepare and conduct their work to ensure that the Owner endures no disruption to the “Teaching Process” and/or a loss of “Normal Business” functions. 1. Buildings will be available to the bidder during regular business hours for

investigation and prep work only. Work resulting in the disruption of normal business functions and or causing a disruption to the teaching process will be performed after normal business Hours (8:00am- 5:00pm).

C. It will be the sole financial responsibility of the bidder to arrange delivery and storage of all product, materials and equipment. The Owner will not be responsible for the warehousing or transportation of any products, material and equipment, without prior written approval.

D. The owner has a Cisco HCS hosted VOIP telephone system at 62 sites. The owner currently has approximately 3422 seats of service consisting of telephone sets and ATA devices. The intent is to re-use all current phone sets. There is a listing of hardware below. The service provider will replace the existing telephone systems with the specified new Managed Voice over IP telephone and, in most cases, replace all handsets as well. The existing system must be left operational until the new system is operational and can be “cut over” to the new system. The service provider must plan for a minimum in disruption in service to the client. The service provider is to include all programming, testing, labeling, documentation and provided training of staff on the use and management of the system in their proposal. All labor and any patch cables or extension cabling needed to connect the existing services to the new system will also be included in the initial proposal costs.

E. The owner shall, at their expense, provide category 5 or higher cabling as a part of the network infrastructure. The intent of this RFP is to utilize all existing network cabling and



switching equipment existing at each location. If POE is not available, the service provider will be required to provide local power supplies for each phone set. Should the service provider not be able to deploy on the existing network, we request that a separate cost be provided as part of the response with a cost for cabling and or POE switching equipment needed for a successful installation.

F. Bidder will port and provide the district’s existing DID telephone numbers with the specified new Managed Voice over IP service. See Attachment A: Site Locations and Telephone Schedule

G. The intent is to have the bidder furnish and install VoIP service over the existing Internet bandwidth existing at the location. If the vendor requires circuits to each site to supply the necessary telephone numbers, then that cost needs to be shown as a separate line item. The current provider is providing a 10mb dedicated circuit from the client ITC site to their data center. Sizing of any provided circuit will be the responsibility of the bidder. The current connection to the Internet for the District is 10GB.

2.2 SCOPE OF WORK

A. We are requesting that the bidder shall include in their proposal an estimate of the bandwidth that will be needed by the new VoIP system while under normal to heavy usage. If additional bandwidth is needed, the vendor must indicate this on their bid and offer solutions for additional bandwidth.

1. The client currently has the following devices. The new system will be required to operate on the current hardware.

Cisco 7911 247

Cisco 7912 946

Cisco 7936 4

Cisco 7937 12

Cisco 7940 213

Cisco 7942 8

Cisco 7945 1065

Cisco 7960 207

Cisco 7961 56

Cisco 7962 151

Cisco 7965 469

Cisco 7970 12

Cisco 7975 1

Cisco 8831 1

Cisco Unified Client Services Framework 1

Cisco IP Communicator 12

Third-party SIP Device (Advanced) 1

Cisco ATA 186 14

Cisco ATA 190 2

B. At a minimum, the Managed Voice over IP Service must include, the following functions: 1. Protocol shall be TCP/IP.



2. The connection shall be adequate for use of a reasonable amount of site phones used simultaneously. The vendor will be responsible for a clear communication system. Please see requirement #6

3. The service should support these primary functions:

Call management; Call management delivers the functions previously available in black-box PBX systems, such as call routing, calls on hold, etc.

VoIP gateway service; The VoIP gateway provides the analog voice to packetized voice conversion using various coding/encoding techniques.

PSTN (public switched telephone network) interfaces; The PSTN interface offers a link from the IP infrastructure to the public switched telephone network to provide both connectivity to the analog world as well as provide an alternate path in the event there is congestion or an outage somewhere on the converged IP infrastructure.

Voicemail/unified messaging; Voice mail/unified messaging delivers value-added IP telephony features/functions that are common to PBX systems.

4. Service Level Objectives shall be;

Network Availability – 99.99%

Packet Delivery Rate – 99.99%

802.1d & 802.1q QoS service on the entire circuit.

Network Latency: 150ms, one way (from speaker to listener).

Mean Time to Repair 4 Hours, end-to-end, including local loop.

5. The M-VoIP service provider must provide Local Number Portability for all lines connected to the system.

A minimum of 10 numbers per site may be ported to the new system.

6. The M-VoIP service shall have a Perceptual Evaluation of Speech Quality “PESQ” score range from -1 to 4.5, with the high range representing a perfect score.

7. The M-VoIP service shall support and include e911 services.

Should the service provider include CPE network hardware, these items shall be cost allocated and adhere to the E-Rate guidelines.

All network designs must adhere to E-Rate guidelines for local network independence.

911 services must remain available at all times. Should the main internet connection to the MVoIP system fail the vendor needs to provide a fail over to the PSTN or other back up route to emergency services. SRST or other platform must be included with 4 lines per site of fail over.

8. The M-VoIP service shall support: **

Direct inward dial (DID) and outward (DOD)

Voicemail including email integration and voice to text transcription

Unified Messaging

Hunt Groups for all multi-line sites

Station-to-station dialing (5-digit dial)

Caller ID

Caller ID block/unblock

Call waiting

Call Forward

Call hold

Call transfer

Message waiting indicator



Presence Monitoring

Last Number Redialed

Local number portability

Blacklist/Whitelist dialing

Auto-attendant/dial-by-name/dial-by-name/ Dial-by-extension directory

Web-Based / Online interface

Bridged line appearance

Distinctive ring

Speed dialing

Ad hoc 3 or 4-way conference calling

Automatic call distribution (ACD)

Jabber or other Mobility licensing

Point to point video for enhanced hardware

IM capability

Intercom Interface

9. The system provided will include all maintenance and upgrades for the life of the contract. Any new features released will be offered to the client at no cost.

10. The service provider will provide integration to the existing intercom system as part of

their response. The integration will provide the same level of service as the current interface.

11. Training will be provided to both admin and users on the proper use and

administration of the system. This training will be done on site and scheduled to least impact the normal business operations of each site. Please provide your training plan for evaluation.

**Many features listed above are no longer eligible for Erate funding as enhanced features. These must be cost allocated out and shown as a separate cost. If the vendor is specifying that any or all of the enhanced features are ancillary and there is no cost allocation needed, the vendor is responsible for defending the position with USAC and compensating the client for any negative findings that would cause loss of partial or all funding.

2.3 Bidder’S RESPONSIBILITIES

A. The bidder shall supply all work, materials and equipment necessary to handoff the requested service connection to the Owner’s Local Area Network. 1. The bidder shall provide, install, program, all Customer Premise Equipment (CPE)

necessary to achieve the specified hand off connection(s). The CPE provided by the bidder shall be owned and maintained by the bidder, unless purchased as a non Erate one-time charge.

2. Bidder will be responsible to protect all buildings, existing utilities/services, furniture, equipment, personal items, trees, shrubs, lawns, and all landscaping on the Owner’s property from any/all damage as a result of their installation. All damaged property shall be repaired or replaced at the bidder’s expense.

B. The bidder, or their designated sub-contractor, shall possess, at the time this contract is awarded, the appropriate class of Contractor's license for the type of work undertaken.

C. Bidder shall be responsible to procure all necessary permits before the commencement of their work to the city or state agencies as required. It is the bidder’s responsibility to provide all documentation to the Authority Having Jurisdiction.



2.4 OWNER’S RESPONSIBILITIES

A. Owner will provide the bidder’s and its employee’s access to the premises and facilities at all reasonable hours during the installation. Reasonable hours shall be defined as not to interrupt teaching time and or loss of service(s).

B. The Owner will provide free and clear access, if necessary, to all work locations, buildings, adjacent areas, etc., to support the bidder’s installation.

C. The Owner will provide access to 120 volt, 20 AMP, 60 Hz commercial power.

D. The Owner will provide inspections when notified by the bidder that the equipment or any part thereof is ready for acceptance.

E. The Owner will participate in a joint communications plan. This will include providing all necessary information on users and set configuration to the vendor in a timely manner.

2.5 PROJECT ADMINISTRATION

A. The Owner may elect to appoint a Representative, here after referred to as “Owner’s Project Manager”, to act on their behalf to provide Project Administrative services. The bidder’s submission of a bid is an acknowledgment of this fact and will include in their bid price any/all costs associated to compliance with the requirements described below.

B. Owner’s Project Manager Role will be: 1. Contract Administration. 2. Primary point of contract between the Owner and the bidder. 3. Prepare and issue the Notice to Proceed to the bidder. 4. Coordinate site access. 5. Coordinate and conduct regular progress meetings. 6. Monitor bidder’s performance with respect to the progress schedule.

C. Primary Point of Contact - The Owner’s Project Manager will be the primary point of contact for all requests for information, site access, payment request, inspections and verification of completion, etc. bidder will route all documents and request to the Owner’s Project Manager.

D. Notice to Proceed - bidder will not be permitted to commence work, unless otherwise directed by the Owner, until a written Notice to Proceed has been issued. The Owner will not be responsible for costs incurred by the bidder prior to receiving a Notice to Proceed.

E. Progress Schedule - Bidder will submit to the Owner’s Project Manager, for approval, a Progress Schedule within ten (10) days of the Notice to Proceed. Bidder will submit the Progress Schedule directly to the Owner’s Project Manager for review and approval. The schedule will be returned to the bidder by the Owner’s Project Manager as “approved”, or “revise and resubmit” or “rejected”. It is the Service Provider’s obligation to coordinate with the Owner’s Project Manager to develop the approved Progress Schedule.

Part 3 - PROPOSAL SUBMISSION

3.1 GENERAL

A. All proposal shall be delivered in a SEALED envelope bearing the following information on the outside of the envelope:

1. The Bidder’s Name

2. The Owner’s Name: West Contra Costa Unified School District 3. The RFP Number and Name: 415-16A.9 Managed VoIP Services



B. The proposal and price evaluation form must be signed in the name of the Bidder and must bear the signature in longhand of the person(s) duly authorized to sign the proposal on behalf of the bidder.

C. Any services or product included in the bidder proposed services cost, that are not eligible for E-rate discounts must be clearly and accurately represented on the “Price Evaluation Form” and “Item 21 Attachment Sheet”. It is the bidder’s responsibility to be familiar with all E-rate eligibility requirements. A detailed description of E-rate eligible products and services may be found on the, USAC’s website:

http://www.usac.org/sl/tools/eligible-services-list.aspx

D. Proposal should NOT exceed 10 pages. Page limit does not include the required RFP forms, or copies of the Contract.

E. Bidder shall clearly identify, in the proposal narrative or on the provided RFP forms, all costs associated to entering into an agreement with the bidder and/or the costs to begin or continue service, including but not limited to; connection fees, construction costs, maintenance cost, non-warranty maintenance/service cost, contract cancellation cost, etc. The Owner will bear no responsibility for payment of costs not identified in the bidder’s proposal.

F. The proposal submitted must not contain any erasures, interlineations, or other corrections unless each such correction is suitably authenticated by affixing in the margin immediately opposite the correction the surname or surnames of the persons signing the proposal.

G. Omission in the proposal of any provision herein described shall not relieve the bidder of any responsibility or obligation requisite to the complete and satisfactory delivery, operation, and support of any and all equipment or services.

3.2 PROPOSAL NARRATIVE

A. The bidder will include with their proposal a detailed written narrative, including details on the methods, transport mediums, and ability to meet the requirements of the RFP. All pages of the proposal should be numbered and sections appropriate numbered.

B. Each proposal should refer to the above RFP number, and should clearly indicate the submitting bidder’s currently valid SPIN number and FCC Registration Number [FCC RN]. The bidder must also certify it is not currently under any “Red Light” restrictions from the FCC and verify that it has filed a current E-rate Bidder Annual Certification form.

C. The bidder must include in its proposal a complete description of its billing process including; 1. When billing will begin once construction starts for each circuit 2. The process the bidder will follow to put the E-rate discounts onto the Owner’s

monthly bills. 3. Any additional paperwork or forms required by the bidder for the Owner to receive E-

rate discounts on their monthly bills or as a reimbursement. The bidder shall explain this process in sufficient detail to enable the Owner to determine if this additional requirement has a material or financial impact on receiving these services or E-rate discounts.

D. The bidder will describe and provide supporting documentation for all bidder requirements for Owner supplied facilities, equipment and/or services that are necessary for the successful implementation of this service, i.e. Power, Environmental Control, Facilities upgrades, and/or Equipment Mounting Space requirements.

http://www.usac.org/sl/tools/eligible-services-list.aspx



E. Inability of the bidder to meet any specified service and/or terms and conditions, as specified in this Request for Proposal document, must be clearly stated and thoroughly explained.

F. Each item presented in this RFP must be responded to as thoroughly as possible. Unclear, ambiguous statements such as “all reasonable effort to provide” should be avoided. Failure to address any of the requirements will subject the response to rejection and/or misrepresentation.

3.3 PRICE EVALUATION FORM

A. Bidder shall complete, sign and submit the attached Price Evaluation Form as a part of their proposal. 1. Bidder will only complete the provided “Alternate” pricing evaluation form,

To provide Alternate pricing options specifically requested in the RFP.

If the bidder’s is proposing an Alternative product/service offering to those specified in the RFP

B. Bidder will identify a line item price for each service where indicated on the Price Evaluation Form. The aggregate line item cost will equal their associated “Monthly” and “One-Time Cost” totals. Price Evaluation Forms with missing line item pricing will be considered non-responsive.

C. Bidder will provide a Monthly Cost of Recurring service, where indicated on the Price Evaluation Form. Amount shown will include all services requested, based on a Three (3) year Term.

D. Bidder will provide a One-Time Cost, if applicable to the bidder’s service offering, for the total cost of all Connection Fees and/or Special Construction cost associated to their proposal price, where indicated on the Bid Form. If no costs are shown the Owner will not be responsible for any additional fess after the award of contract.

E. Bidder will separate Erate eligible and non-eligible items clearly on the evaluation form.

3.4 ITEM 21 ATTACHMENT SHEET

A. The attached Form 471, Block 5, Item 21 Attachment Form must be completed and submitted with the bidder’s proposal. An Excel version of the Item 21 Attachment Sheet is available on Infinity’s “Projects” website.

B. Acceptance of the bidder’s Item 21 Attachment sheet does not alleviate the provider from supplying and installing a full and operating system as defined in this document.

3.5 SYSTEM QUESTIONNAIRE

A. Bidder shall complete and submit the attached “Qualification” form as a part of their proposal. An electronic version of the System Questionnaire is available on Infinity’s Project Website.

B. The bidder may provide additional pages or supporting documents as a part of their response to the System Questionnaire Form.

3.6 BIDDER QUALIFICATIONS

A. Bidder shall complete and submit the attached “Qualification” form as a part of their proposal.

B. The bidder shall be experienced in all aspects of this work and shall be required to demonstrate direct experience on recent systems of similar type and size.



C. The bidder shall provide references of at least three (3) K12 Clients where it is currently under contract to provide and maintaining Internet Services. The reference shall include District name, Brief Description of Services and a current

Part 4 - CONTRACT REQUIREMENTS

4.1 GENERAL

The bidder will be signing the attached contract provided by the West Contra Costa Unified School District.



PRICE EVALUATION FORM

OWNER NAME: West Contra Costa Unified School District

RFP NAME: Managed VoIP Services

BID PACKAGE NO.: 415-16A.9

The Owner shall use the price(s) shown below to determine the bidder’s evaluation score for all “Cost” related evaluation criteria.

INSTRUCTIONS 1. Bidders shall provide a line item price for the “Recurring Price”, and if applicable the “One-Time Price” for each of the

site(s) listed below. 2. Bidder shall provide a description and line item price for any “Additional” price elements that are not included in the

“Recurring Price” and “One-Time Price” totals that are included in the Service Provider’s bid.

Recurring Price * Separate Erate eligible and non-eligible items in the lines below: Description Monthly Recurring

Price Contract Term

(Months) “Recurring Price” Total

$ X = $

$ X = $

$ X = $

$ X = $

$ X = $

“Recurring Price” Sub-Total $

One-Time Price * Separate Erate eligible and non-eligible items in the lines below: Description “One-Time Price” Total

$

$

$ $ $

“One-Time Price” Sub-Total $

Additional * Separate Erate eligible and non-eligible items in the lines below: Description Total

$

$

$

$

$

“Additional” Price Sub-Total $

BIDDER’S NAME

SIGNATURE Date

PRINT NAME

TITLE



ALTERNATE PRICE EVALUATION FORM

OWNER NAME: West Contra Costa Unified School District

RFP NAME: Managed VoIP Services

BID PACKAGE NO.: 415-16A.9

ALTERNATE PRICE DESCRIPTION:

Recurring Price * Separate Erate eligible and non-eligible items in the lines below: Description Monthly Recurring

Price Contract Term

(Months) “Recurring Price” Total

$ X = $

$ X = $

$ X = $

$ X = $

$ X = $

“Recurring Price” Sub-Total $

One-Time Price * Separate Erate eligible and non-eligible items in the lines below: Description “One-Time Price” Total

$

$

$ $ $

“One-Time Price” Sub-Total $

Additional * Separate Erate eligible and non-eligible items in the lines below: Description Total

$

$

$

$

$

“Additional” Price Sub-Total $

BIDDER’S NAME

SIGNATURE Date

PRINT NAME

TITLE



Customer Name:

Service Provider Name:

SPIN:

Term of Service: Months

-$ -$ -$ -$

-$ -$ -$ -$

-$ -$ -$ -$

-$ -$ -$ -$

-$ -$ -$ -$

-$ -$ -$

-$ -$ -$

-$ -$ -$

Monthly Recurring Cost

For use the District's use ONLY. Service Provider will leave BLANK.

Annual Recurring Cost

-$

-$

-$

-$

-$

-$

Ineligible

One-Time Cost

-$

Service DescriptionEligible

Annual Cost

Ineligible

Annual Cost

Form 471 - Item 21 Attachment

Ineligible

Monthly Cost

One-Time Cost

Eligible

One-Time Cost

FRN Number:

Billed Entity Number:


Eligible

Monthly Cost

-$ -$

(Estimated) Taxes/Surcharges

Service Cost Total

Grand Total

Sub-Total -$

-$

-$

-$

-$

-$



M-VOIP SYSTEM QUESTIONNAIRE FORM

RFP Name: Managed VoIP Services RFP Number: 415-16A.9 Owner: West Contra Costa Unified School District The prospective bidder shall furnish all the following information accurately and completely. Failure to fully and completely comply with this requirement may result in rejection of any proposal submitted. Additional sheets may be attached if necessary.

1. Features:

A. Does the proposed system and associated bid price include the following feature sets? Please answer Yes or No in the space provided. Also please note which features will be cost allocated out for Erate.

YES NO Erate Eligible

Feature

Direct inward dial (DID) and outward (DOD)

Voicemail with e-mail notification

Voice to text transcription

Unified Messaging

Hunt Groups

Station-to-station dialing (4-digit dial)

Caller ID

Caller ID block/unblock

Call waiting

Call Forward

Call hold

Call transfer

Message waiting indicator

Presence Monitoring

Last Number Redialed

Local number portability

Blacklist/Whitelist dialing

Auto-attendant/dial-by-name/dial-by-name/ Dial-by-extension directory

Web-Based / Online interface

Bridged line appearance

Distinctive ring

Speed dialing

Ad hoc 3 or 4-way conference calling

Automatic call distribution (ACD)

Jabber or other Mobility option



2. Call Processor Functionality:

A. Can the proposed system be scaled up to support 1,000 or more VoIP handsets? If yes, describe how and the maximum amount of VoIP handsets the proposed system can support. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

B. Describe how voice mail services are distributed on your platform. Is this a separate system or incorporated into the service offering?.

i. Does your offering rely on any connections to other services for VM delivery? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________

ii. Describe what services, if any, MUST be administered locally and separate to the voice sets. ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________

C. Does the proposed system perform Automatic Route Selection/Least Cost Routing? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

D. Does the proposed system include traffic analysis tools and/or reports? If yes, provide a short description of each tool. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

E. How many classes of service does the proposed system provide for Toll Restriction? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

F. Does the proposed system provide classes of service based on a PIN number or access code? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________



____________________________________________________________________________ ____________________________________________________________________________

G. Can the proposed system restrict individual numbers from being called? If yes, provide a brief description. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

3. Access to PSTN:

A. Describe the equipment necessary to provide digital access to the Public Switched Telephone Network. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

B. Describe the equipment necessary to provide DID service. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

4. Unified Messaging

A. Use a diagram to demonstrate the connection of your voice mail system to an e-mail system. Explain what is necessary for the e-mail client and server software to retrieve voice mail messages. Also explain, if applicable, how your voice mail system can retrieve e-mail text.

B. List the e-mail systems that integrate with your product. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

C. Does the proposed system provide integration between desktop office productivity applications such as Word/Outlook and the telephone system so that employees (who are not in a call center) can dial numbers from a contact manager index? If yes, please provide a brief description of this feature. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

5. Network Bandwidth and Protocol Support

A. Provide the amount of peak bandwidth necessary per phone per call between the handset and Call Processor. ____________________________________________________________________________ ____________________________________________________________________________

B. List and detail any networking services that must be implemented, such as DHCP, DNS, etc. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________



C. List and detail the QoS standards supported by the handsets, Call Processor, gateways, network switches, other network equipment and other end nodes, where applicable, that ensure end-to-end voice service priority. Explain how the components implement QoS standards such as 802.1p, DiffServ, ToS, RSVP. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

4. Phones

A. Please include a data sheet of each type of proposed phone along with a users’ guide for each type of phone.

B. Does the proposed system support an IP softphone? If yes, please provide a general description of the softphone and its features and capabilities. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

C. Do the proposed phone sets require local power, or are they POE or both? Please indicate whether each phone set requires local or wiring closet power. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ___________________________________________________________________________

D. If power is lost (for any telephone type), is the telephone set completely disabled or, is support services such as LCD/LED devices disabled? ___________________________________________________________________ ___________________________________________________________________

5. Voice Mail Integration

A. List the features that allow voice mail vendors to integrate with your platform. List any voice mail vendors that have a special relationship with your platform. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

6. APIs and Partnerships

A. List APIs and third-party products and services that are currently available for your VoIP telephone system. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

7. Work in any office

A. Does the proposed system allow employees to work in any available office (sometimes called "hot desking"). If yes, please provide a brief description of this feature. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

8. Standards



A. List all significant standards that are currently supported by your VoIP telephone system. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

B. Describe the ability of your VoIP telephone system to support SIP (Session Internet Protocol), MGCP (Media Gateway Control Protocol) and related MEGACO, other significant protocols and standards. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

9. Define the support that is provided with this system (Help Desk, after hours availability, costs etc.). ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

10. How does your company provide future software releases?

A. How are system software upgrades performed? ____________________________________________________________________________ ____________________________________________________________________________

B. How are software/firmware upgrades applied to the phones? ____________________________________________________________________________ ____________________________________________________________________________

C. What costs, if any, are associated with future upgrades? ____________________________________________________________________________ ____________________________________________________________________________

11. When system or station software updates are performed, must the system be shut down, or can these types of activities take place in an on-line environment? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

12. How frequently do you recommend that the operating system software, which includes up-to-date moves and changes, be backed up? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

13. What changes can the telephone user make as opposed to requiring the system administrator? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

14. Can a single instance of the administration tool be used to manage all systems within an enterprise simultaneously? ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________



QUALIFICATION FORM

RFP Name: Managed VoIP Services RFP Number: 415-16A.9 Owner: West Contra Costa Unified School District The prospective bidder shall furnish all the following information accurately and completely. Failure to fully and completely comply with this requirement may result in rejection of any proposal submitted. Additional sheets may be attached if necessary. "You" or "your" as used in this questionnaire refers to the bidder's firm and any of its owners, officers, directors, shareholders, parties, or principals. Owner has discretion to request additional information as they see fit.

—WARNING—

Certain information may lead to a determination of non-responsibility and rejection of the bid.

1. Firm name and address: _______________________________________________

_______________________________________________

_______________________________________________

_______________________________________________

(______)________-___________ Telephone

(______)________-___________ Fax

2. Type of firm: (check one) Individual ____ Partnership ____ Corp. _____

3. Names and titles of all principals of the firm: ______________________________ ____________________________

______________________________ ____________________________

______________________________ ____________________________

4. How many years has your firm been providing the services you are proposing? Include only years as this type of service provider and only the years with the current entity in its current form: ______________________________________________________________________

A. Provide the total number of the above Systems that you have installed (not using subcontractors) in the last 3 years. (Bidders will be responsible to provide a complete list of reference to

confirm this number if asked) ________________________________________________________________

B. Provide the number of the above Systems that you have installed (not using subcontractors) in the Education Market in the last 3 years. (Bidders will be responsible to

provide a complete list of reference to confirm this number if asked) ________________________________________________________________



5. Is your firm licensed in the State of California to provide the service you are proposing? If this question is not applicable to the scope of the services proposed, please answer “NA” below. ______________________________________________________________________

If yes, Please provide the following additional information: A. Provide the License Name Holder, Number and Expiration Date of the license

associated to the service you are proposing. Name Holder:____________________________________________________

License No.:_____________________________________________________

Expiration Date:___________________________________________________

If no, Please provide the following additional information: A. Provide the License Name Holder, Number and Expiration Date of the Sub-

Contractor(s) who is licensed to perform the service you are proposing. Attach additional pages as necessary. Name Holder:____________________________________________________

License No.:_____________________________________________________

Expiration Date:___________________________________________________

6. In the last five years have you or any of your principals been in litigation or arbitration

or a dispute of any kind on a question or questions relating to a public funded project? Response must include information pertaining to principals' association outside of the firm bidding this Service. If yes, provide name of public agency and details of the dispute. Attach additional pages as necessary. ______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

7. In the last five years have you or any of your principals ever failed to complete a project? Response must include information pertaining to principals' association outside of the firm bidding this Service. If yes, provide owner's name and details. Attach additional pages as necessary. ______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

8. Does your firm currently have a Service Provider Identification Number (SPIN)? ______________________________________________________________________

If yes, Please provide the following additional information: A. Provide the SPIN associated to the service you are proposing.



_______________________________________________________________

B. Provide the Date that your last Form 473 Service Provider Annual Certification (SPAC) was approved. _______________________________________________________________

9. In the last five years have you or any of your principals ever been placed under a “Red Light” restriction by the Federal Communications Commission (FCC) and/or the Universal Services Administrative Company (USAC)? Response must include information pertaining to principals' association outside of the firm bidding this Service. If yes, provide owner's name and details. Attach additional pages as necessary. ______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

10. Is your firm approved by the CPUC to participate in the California Teleconnect Fund (CTF) Program? ______________________________________________________________________

If yes, please provide the following additional information: A. Provide your CPUC registration number.

_______________________________________________________________

B. Will you be seeking reimbursement from the CPUC for the eligible CTF portion(s) of the service you are proposing? _______________________________________________________________

11. How many manufacture certified technicians is currently employee by your firm? ______________________________________________________________________

A. How many of these technicians are located within 50 miles of the Owner’s Main Site? _______________________________________________________________

12. List of References: Provide information on the three (3) Erate projects your company has

completed in the last three years that comes closest to matching the scope of this RFP. If the

Bidder has not completed an Erate project provide three (3) “Educational Market” projects your

company has completed in the last three years. Contractor may include additional

documentation.



Project #1 Project Name: ___________________________________ Contact Information: Address: ___________________________________ ___________________________________ ___________________________________ Phone Number: ___________________________________ Contact Person: Name: ___________________________________ Title: ___________________________________ Phone #: ___________________________________ Description of Project: _________________________________________ _________________________________________ _________________________________________ _________________________________________ _________________________________________ Project Start Date: _______________ Project Completion Date: _______________



Project #2 Project Name: ___________________________________ Contact Information: Address: ___________________________________ ___________________________________ ___________________________________ Phone Number: ___________________________________ Contact Person: Name: ___________________________________ Title: ___________________________________ Phone #: ___________________________________ Description of Project: _________________________________________ _________________________________________ _________________________________________ _________________________________________ _________________________________________ Project Start Date: _______________ Project Completion Date : _______________



Project #3 Project Name: ___________________________________ Contact Information: Address: ___________________________________ ___________________________________ ___________________________________ Phone Number: ___________________________________ Contact Person: Name: ___________________________________ Title: ___________________________________ Phone #: ___________________________________ Description of Project: _________________________________________ _________________________________________ _________________________________________ _________________________________________ _________________________________________ Project Start Date: _______________ Project Completion Date: _______________



Attachment “A” – Site Locations & Telephone Schedule


Elementary Grade ADDRESS City Zip Classroom

Phones Admin Phones

Voicemail Boxes

Total

Bayview K-6 3001 - 16th Street San Pablo 94806-2353 47 10 57 57

Chavez K-6 960 - 17th Street Richmond 94801-2400 30 14 44 44

Collins K-6 1224 Pinole Valley Road Pinole 94564-1300 30 12 32 32

Coronado K-6 2001 Virginia Avenue Richmond 94804-2798 69 14 83 83

Dover K-6 1871 - 19th Street San Pablo 94806-4400 45 10 55 55

Downer K-6 1231 - 18th Street San Pablo 94806-4731 56 10 66 66

Ellerhorst K-6 3501 Pinole Valley Road Pinole 94564-1299 34 6 40 40

Fairmont K-6 724 Kearney Sreet El Cerrito 94530-3108 5 5 5

Ford K-6 1777 Sanford Avenue San Pablo 94804-1099 30 12 42 42

Grant K-6 2400 Downer Avenue Richmond 94804-1458 50 10 60 60

Hanna Ranch K-5 2480 Refugio Valley Road Hercules 94547-1553 6 6 6

Harbour Way K-8 2465 Dolan Way San Pablo 94806-1644

Harding K-6 7230 Fairmount Avenue El Cerrito 94530-3797 31 7 38 38

Highland K-6 2829 Moyers Road Richmond 94806-2728 26 8 34 34

Kensington K-6 90 Highland Boulevard Kensington 94708-1023 44 6 50 50

King K-6 4022 Florida Avenue Richmond 94804-3398 32 14 46 46

Lake K-6 2700 - 11th Street San Pablo 94806-2298 5 5 5

Lincoln K-6 29 - 6th Sreet Richmond 94801-3595 39 7 46 46

Lupine Hills K-5 1919 Lupine Road Hercules 94547-1299 37 6 43 43

Madera K-6 8500 Madera Drive El Cerrito 94530-2051 29 6 35 35

Mira Vista K-8 6397 Hazel Avenue Richmond 94805-2099 43 6 49 49

Montalvin K-6 300 Christine Drive San Pablo 94806-1199 34 6 40 40

Murphy K-6 4350 Valley View Road Richmond 94803-1499 38 6 44 44

Nystrom K-6 230 Harbour Way South Richmond 94804-2428 33 8 41 41

Ohlone K-5 1616 Pheasant Drive Hercules 94547-1699 5 5 5

Olinda K-6 5855 Olinda Road Richmond 94803-3589 5 5 5



Peres K-6 719 - 5th Street Richmond 94801-2655 50 6 56 56

Riverside K-6 1300 Amador Street San Pablo 94806-4098 29 6 35 35

Shannon K-6 685 Marlesta Road Pinole 94564-2899 5 5 5

Sheldon K-6 2601 May Road Richmond 94803-3196 38 8 46 46

Stege K-6 4949 Cypress Avenue Richmond 94804-4499 30 7 37 37

Stewart K-8 2040 Hoke Drive Pinole 94564-1899 36 7 43 43

Tara Hills K-6 2300 Dolan Way San Pablo 94806-1699 43 6 49 49

Valley View K-6 3416 Maywood Drive Richmond 94803-2099 8 8 8

Verde K-6 2000 Giaramita Street Richmond 94801-1699 36 6 42 42

Washington K-6 565 Wine Street Richmond 94801-4054 38 6 44 44

Wilson K-6 629 - 42nd Street Richmond 94805-1898 5 5 5

Middle Schools

Crespi 7-8 1121 Allview Avenue El Sobrante

94803-1099 15 15 15

DeJean 7-8 3400 Macdonald Avenue Richmond 94805-4501

Pinole Middle 7-8 1575 Mann Drive Pinole 94564-4042 53 22 75 75

Portola 7-8 1021 Navellier Street El Cerrito 94530-2691 12 12 12

High Schools

DeAnza 9-12 5000 Valley View Road Richmond 94803-2599 125 21 136 136

El Cerrito 9-12 540 Ashbury Avenue El Cerrito 94530-3299 107 32 139 139

Hercules Middle/High

9-12 1900 Refugio Valley Road Hercules 94547-1554 121 29 150 150

Kennedy 9-12 4300 Cutting Boulevard Richmond 94804-3399 78 43 121 121

Middle College 9-12 2600 Mission Bell Drive San Pablo 94806-3195 5 5 5

Pinole Valley 9-12 2900 Pinole Valley Road Pinole 94564-1499 30 30 30

Richmond 9-12 1250 - 23rd Street Richmond 94804-1091 30 30 30

Gompers 9-12 715 Chanslor Avenue Richmond 94801-3597 15 9 24 24

North Campus 9-12 2465 Dolan Way San Pablo 94806-1644 17 5 22 22

Vista High K-12 2625 Barnard Road San Pablo 94806-2703 17 5 22 22

Adult 10 10 10

Serra Adult 6028 Ralston Avenue Richmond 94805-1202 10 10 10



Alvarado Adult 5625 Sutter Avenue Richmond 94804-5254

Other

Cameron Sp. Ed 7140 Gladys Ave. El Cerrito 94530-3108 95 95 95

Admin

District Office 1108 Bissell Ave. Richmond 94801 113 113 113

Nutrition Center

750 Bissell Ave. Richmond 94801 24 24 24

Stores Warehouse

810 Ohio Ave. Richmond 94804 3 3 3

Facilities Operations Ctr.

1400 Marina Way Richmond 94804 53 53 53

Maintenance &Operations

125 S. 8th St. Richmond 94804 16 16 16

Operations & Grounds

2250 Moraga Rd San Pablo 94806 8 8 8

Vehicle/Electronics

2336 Welcome Ave. Richmond 94804 4 4 4

IT Facility (hub)

1300 Potrero Richmond 94804 30 30 30

End of Document

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