Request for Proposals: VoIP Phone System

Request for Proposals:  VoIP Phone System

 

Published: October 2, 2017

Responses Due: November 3, 2017, 12:00 PM CST

Submit bid to: Drexel Board of Education

Phone System Bid Response

207 S. Fourth Street

Drexel, MO 64742

 

Purpose

 

The purpose for this Request for Proposals (RFP) is to evaluate voice-over-IP (VoIP) phone systems which provide for the needs of the Drexel School District. This project will replace our aging phone system with a new VoIP phone system.

 

Background

 

The Drexel School District is seeking to replace its antiquated Avaya 6424D+M and 6408D+ phone system with a new VoIP system. The District has approximately 55 phone extensions.

 

General Bidding Instructions and Conditions

 

1.     Bidders must furnish an IRS W-9 form indicating the bidder’s taxpayer identification number, if not already on file with the District. The W-9 must be dated within the current calendar year.

 

2.     Bidders must include all products and services to be purchased in the bid. Identify items by manufacturer and catalog numbers.

 

3.     Bidders may propose more than one system that will fulfill the requirements of this project. Additional proposals must be submitted as alternate bids.

 

4.     Bidders must include specifications and descriptive literature/media for all products proposed.

 

5.     Bidders must be prepared to provide a demonstration of the system they are proposing. The demonstration may be provided by the bidder or by the manufacturer and may be conducted on-site or via webinar. Demonstrations will be scheduled after the bidding period has closed.

 

6.     Bidders are solely responsible for all costs incurred in the preparation of  responses to this RFP.

 

7.     To be considered for this project, vendors must submit SEALED bids to Drexel Board of Education, Phone System Bid Response, 207 S. Fourth Street, Drexel, MO 64742, prior to 12:00 p.m. CST on November 3, 2017. The District will reject any bids received after the deadline.

 

8.     Certification of Non-Collusion: The bidder, by offering his/her signature to this proposal, agrees to the following: “Bidder certifies that this bid is made without any previous understanding, agreement, or connection with any person or firm, or corporation making a bid for the same items, and is in all respects fair without outside control, collusion, fraud or otherwise illegal action.”

 

9. Reservation for Rejection and Awards: The District reserves the right to accept or reject any or all bids or parts of bids, to waive irregularities and technicalities, and to request re-bids on the requested materials. The District also reserves the right to award the contract on such material the District deems will best serve its interests. It further reserves the right to award the contract on a split order basis, lump sum, or individual item basis, or such combination as shall best serve the interests of the District unless otherwise stated. The District also reserves the right to waive minor variations to specifications.

 

10. All bidders must furnish unit prices with extended totals and total sum of bid. In the event of conflict between unit price and total, the unit prices will be used to determine the successful bidder.

 

11. Payment: All invoices shall be submitted to the Drexel Board of Education Central Office, 207 S. Fourth St., Drexel, MO 64742. Said invoice shall be due and payable within thirty (30) days following written approval by the proper Department director.

 

12. Failure to comply in any manner with applicable statues, ordinances, or codes shall result in said contractor replacing the goods, services and/or work performed in order to effect compliance or in liquidated damages in the amount required to effect compliance with said statutes, ordinances and codes together with any costs associated with collection of said damages. Any building permits must be acquired by the rewarded company.

 

13. If any bidder is in doubt as to the true meaning of any part of the information provided in this Request for Proposals, he/she may submit a written request for interpretation to Sam Oram, Technology Director, via email: soram@drexelbobcats.net.

 

Evaluation Criteria

 

Responses to this RFP will be evaluated based on, but not limited to, the following factors:

 

·    Cost

·    Functionality to meet needs

·    System growth and expansion

·    Ease of use

·    Product quality, reliability, and warranty

·    Industry reputation

·    Service and support resources

 

Proposal Content

 

Proposals should include the following items:

 

·    Vendor Overview

·    Vendor W-9 Form (dated within current calendar year)

·    Vendor Qualifications

·    Vendor Experience implementing proposed system

·    Vendor References

·    Proposed Solution (include model numbers of all parts and services to be provided)

·    Product Literature/Media

·    Responses to Required Questions

 

Products and Services to be Provided

 

The major components of this project are detailed below, and vendors responding should be prepared to provide a solution that satisfies these minimum requirements. Vendors will need to include any features, products, and services necessary to complete this project which may have not been listed.

The proposed system must:

 

1.     Utilize standard SIP protocols.

 

2.     Support up to 60 phone extensions.

 

3.     Be appliance-based and rack-mountable.

 

4.     Use a redundant internal storage system (e.g. RAID).

 

5.     Include a failover appliance (or alternative failover system) in case of failure of the primary appliance.

 

6.     Include an automated system backup feature.

 

7.     Utilize the District’s existing data network. All phone locations have access to a POE/POE+-enabled data drop. All buildings and secondary network closets are interconnected through a private 10Gbps fiber network. All switches are managed HP switches. Racks, switches, and other basic networking equipment shall not be included in the bid.

 

8.     Utilize the District’s existing PSTN connection.

a.     The PRI interface may be either connected directly to the appliance (e.g. integrated or card/module-based) OR may be a separate rack-mountable appliance that communicates over the IP network.

 

9.     Be able to support up to 30 external calls at once through the PRI.

 

10. Support Direct Inward Dialing in which external numbers assigned to the PRI may be routed to hunt groups or to individual extensions.

 

11. Support setting the outgoing caller ID based on the extension from which the call originates.

 

12. Correctly provide Enhanced 911 information to the 911 operator, including which building and extension originated the call.

 

13. Provide auto-attendant features to each hunt group which will answer calls during times of heavy call volume and will answer calls automatically after office hours.

 

14. Support multiple page groups per building. Pages must be heard over the speakerphone of each phone that is assigned to the page group. Individual page groups must also be able to be integrated so that they are heard over the building’s hallway speakers. Standard audio inputs are accepted for the building speaker amplifiers. Any phones or licenses that will be used for overhead paging tie-in have not been included in the handset counts.

 

15. Support “hunt groups” where multiple phones will ring at once or in round-robin (at our option). The DID numbers must be able to be directed to these hunt groups.

 

16. Allow the District to use its existing 5-digit extension numbering scheme, including dialing “9” for an outside line.

 

17. Include voicemail for all users, including delivery of voice messages to email.

18.  Classroom phones will need wall mounts.

 

19. Support music-on-hold and provide avenues for implementing custom music on hold from standard audio files (e.g. MP3, WAV).

 

20. Include handsets which include an integrated Gigabit 2-port switch.

 

21. Support two “types” of handsets:

a.     “Staff” phone for teachers and general office staff. Quantity: 45

                                                  i. LCD display.

                                                ii. 8-12 programmable buttons, including direct dial extension buttons.

                                              iii. Built-in directory lookup.

                                               iv. Call history lookup, including dialed, received, and missed calls.

                                                 v. Speakerphone.

                                               vi. Redial, conference, transfer, hold, and do not disturb features.

 

b.     “Receptionist” phone for secretaries, receptionists, and major call handlers. Quantity: 8

                                                  i. LCD display.

                                                ii. 16-24 programmable buttons, including direct dial extension buttons.

                                              iii. Built-in directory lookup.

                                               iv. Call history lookup, including dialed, received, and missed calls.

                                                 v. Speakerphone.

                                               vi. Redial, conference, transfer, hold, park, transfer to voicemail, and do not disturb features.

                                             vii. Easy call handling features for multiple calls, which may include a web-based switchboard.

                                           viii.     Support connection of a wired or wireless headset.

 

22. Include a web-based management interface for configuring all features of the phone system.

 

23. Include reporting functionality for call detail records for both incoming and outgoing calls, including the extension(s) participating in the call.

 

24. Include technical support for initial setup and ongoing support needs of the system. Installation of the system will be performed by the District technology staff unless otherwise required by the manufacturer. Configuration of the system may be assisted by the vendor, manufacturer, or subcontractor certified by the manufacturer.

 

25. Include a three-year or better warranty on all components.

 

26. Include all licensing and support agreement costs necessary to support the system.   Any recurring or annual fees must be clearly stated. Please include pricing options for multi-year subscriptions, if available.

 

Vendor Questions

 

Vendors are required to respond to the following prompts regarding the system they are proposing:

 

1.     Please describe the basic features and functionality of the system.

2.     Please describe the differences between the models of phones proposed for the “Staff,” and “Receptionist” phones.

3.     Please describe any training included or available.

4.     Please describe any installation, consulting, or configuration services provided or available, including removal of existing phone system.

5.     Explain why your proposed solution is the best fit for the District.

6.     Provide three references of customers with operations similar to ours that use the equipment being proposed.