A REQUEST FOR A PROPOSAL TO REPLACE THE PHONE

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					A REQUEST FOR A PROPOSAL TO REPLACE THE PHONE SYSTEM FOR THE
WASHINGTON COUNTY SCHOOLS ABINGDON, VIRGINIA
JULY 2003

Washington County Public Schools Phone System RFP Issuing Agency: Washington County Public Schools 812 Thompson Drive Abingdon, VA 24210 Contact Info: Jason Lester, Manager of Technology Phone (276) 628-1834 Fax (276) 628-1893 E-mail: jlester@wcs.k12.va.us Evaluation Committee: Ronnie Walls, Director of Facilities Operations Jason Lester, Manager of Technology Steve Clear, Director of Business and Finance Chris Edwards, Central Office Network Technician Timeline: Date RFP Issued: Advertised in Paper: Prebid Meeting: Last Day to Submit Questions: Proposals Due: Evaluation of Proposals: Interview one or more qualified vendors: 7/3/03 7/5-7/6/03 7/15/03 2:00 p.m. 7/22/03 7/29/03 10:00 a.m. 7/30-8/8/03 8/11-8/15/03

I. Purpose: The Washington County Public Schools are soliciting bids for a new district-wide telephone system to be installed in stages. II. Project Background: All county schools and offices are currently served via CENTREX from Sprint. Only a select few phones have voice mail or advanced calling features. The school system also has to rely on the local phone company for all maintenance of the division’s phone system. The county has two long distance calling areas which causes problems and extra charges when calling between the two areas. The Information Systems department is responsible for all telecommunications needs for the school system and is able to perform simple maintenance tasks for the phone system. III. Description of Bid Process: Bidders must adhere to the timeline identified in this solicitation. In the event that alterations to the timeline become necessary, all bidders who have submitted their intention to bid will be notified of the changes and an addendum will be added to this document.

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Washington County Public Schools Phone System RFP Bids will be evaluated on how well they meet the needs of the school system and on their cost effectiveness and total cost of ownership (TCO). To that extent, bids will be evaluated using the four standards as listed below. Bids will be good for at least 90 days after they are submitted. The school system reserves the right to contact lead finisher(s) for clarifications and/or demonstrations. 1. 2. 3. 4. Company and Manufacturer Evaluation 30% System Technical Requirements Evaluation 30% System Management Evaluation 10% System TCO Evaluation 30%

This RFP does not commit the school system to pay for any expenses incurred by the bidder during the preparation of its responses to this solicitation. The school system reserves the right to accept or reject any or all responses to this RFP. IV. Additional Information: Preference will be given to the proposal that offers the most features and room for future growth at the lowest total cost of ownership (TCO) based on equipment costs, maintenance costs, and charges for local phone service. The school system prefers proposals based on a VoIP solution, but realizes that a hybrid VoIP and traditional key/PBX system might be required due to the diversity of school system sites and data network speeds. In the case of a hybrid proposal, the two systems must transparently integrate. We see two major ways of meeting the system requirements: (1) several small phone systems scattered throughout the county at each site, all centrally managed and integrated with each other, (2) a couple of larger phone systems located at the larger sites with all other remote sites linked back to them, all centrally managed and integrated with each other. The bidder is free to bid based on those two concepts or to suggest a completely different way of meeting the school system requirements as outlined in this bid. The project will be implemented in stages as funds are available. When the project is complete, it must comprise a fully integrated and converged system with 4-digit dialing between all sites and smart call routing between the two long distance areas in the county. The system must support both digital and analog phones and devices (fax machines and modems). The system must be easily managed and allow for simple maintenance tasks by local staff (adding and changing features, setting up new users, adding phones, etc.) At least three different phone models should be quoted in the proposal: one basic phone, one more advanced phone for offices and “power users”, and one receptionist/attendant phone that could be used to easily see what lines are in use at a site and to transfer calls. All phones and lines should support voice mail (with message waiting alert) and caller-ID along with common features like call forwarding, call pickup, call park, conferencing, ring again, LCD display, etc. If

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Washington County Public Schools Phone System RFP proposing a hybrid solution, include business sets for both traditional phone systems and VoIP systems. The proposal must include pricing for all equipment, labor to install the system and cutover from our existing system, estimated local charges for phone lines and yearly maintenance costs. The pricing must be broken out by site as listed on the following pages. If a large purchase is required at the beginning of the project implementation (a large central phone system for example), that must be clearly identified in the bid response. VoIP systems must be able to handle private IP addresses, assignment of IP addresses using our existing DHCP servers, and have Ethernet switches built into the IP phones. Please include as much information as possible about how the VoIP solution will converge with our existing IP network. WAN access speeds for each site are listed later in this document. All sites have full 100Mbps switched networks internally with 1Gbps backbones. Switch vendors for the school system include Cisco, SMC, and Dell. All switches support QOS features. The bidder must be able to assist local staff in installing and setting up QOS features on the existing network. V. Bidder’s Response to this RFP: Bidders must indicate responsiveness to requirements by checking or “x”ing beside each requirement on the following pages. Bidders are also asked to prove compliance with the requirements by inserting proof responses within the body of this solicitation. Bidders are encouraged to insert images, pictures, and other support materials that will enhance their written responses. Since the evaluation team will be looking to see how well the school system’s requirements are met, a clear and concise description is necessary. Proposals must include requisite training and warranty periods for each item that is bid. All bids must clearly show how items meet solicitation requirements. They must also show how the items will be configured and priced. If bidders do not bid on every item, those omitted items must be clearly identified. Preference will be given however to a complete solution. If questions arise concerning this solicitation, the school system will answer them at the prebid meeting as listed above. All responding bidders may attend the prebid meeting. Questions that arise after the prebid meeting may be submitted via e-mail or fax to the contact as listed on the first page of this solicitation up to the date listed as the last day for questions. Telephone requests will not be accepted or acknowledged. Responses must be submitted in a sealed envelope in the following manner: • Four (4) printed copies of the entire response including cover page, table of contents, and spreadsheet showing items and pricing per site.

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Washington County Public Schools Phone System RFP • • • One (1) electronic copy of complete response in MS Word or Adobe Acrobat (preferred) format on floppy disk or CD-ROM One (1) electronic copy of required equipment and pricing per site in Excel format on floppy disk or CD-ROM Proposals must be signed by an authorized representative of the company. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which are substantially incomplete or lacking key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Companies who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the evaluating committee. This provides an opportunity for the company to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The Washington County Public Schools will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted.

• •

Submit responses by mail to: Washington County Public Schools Information Systems Department Attn: Jason Lester 812 Thompson Drive Abingdon, VA 24210 If hand delivering, deliver to: Washington County Schools – Annex Information Systems Department Lower Level 220 Stanley Street Abingdon, VA 24210 By: 7/29/03 10:00 a.m.

Bids not received by the due date and time will not be considered and will be automatically disqualified. There will be no exceptions to this rule. VI. Award: Selection shall be made of one or more companies deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals. Negotiations shall be conducted with the Contractor(s) so selected, the school system shall select the Contractor

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Washington County Public Schools Phone System RFP which, in its opinion, has made the best proposal, within a reasonable cost and shall award the contract to the Contractor. The Washington County Public Schools may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (§ 11.65D, Code of Virginia). Should the school system determine in writing and in its sole discretion that only one Contractor is fully qualified or that one Contractor is clearly more highly qualified that the others under consideration, a contract may be negotiated and awarded to that Contractor. The award document will be a contract incorporating by reference all the requirements, terms, and conditions of the solicitation and the Contractor’s proposal as negotiated. VII. General Terms and Conditions: A. Applicable Laws and Courts: This solicitation and any resulting contract shall be governed in all respects to the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply with all applicable federal, state, and local laws, rules, and regulations. B. Anti-Discrimination: By submitting their proposals, Contractors certify to the Washington County School Board that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and § 11-51 of the Virginia Public Procurement Act: In every contract over $10,000 the provisions in 1. and 2. below apply: 1. During the performance of this contract, the Contractor agrees as follows: a. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, or disabilities, except where occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. b. The Contractor, in all solicitations or advertisements for employees place by or on behalf of the Contractor, will state that such Contractor is an equal opportunity employer. c. Notices, advertisement, and solicitations placed in accordance with federal law, rule, or regulation should be deemed sufficient for the purpose of meeting these requirements.

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Washington County Public Schools Phone System RFP 2. The Contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. Ethics in Public Contracting: By submitting their proposals, Contractors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Contractor, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged. Immigration Reform and Control Act of 1986: By submitting their proposals, Contractors certify that they do not and will not during the performance of this contract employ illegal workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986. Debarment Status: By submitting their Proposals, Contractors certify that they are not currently debarred by the Commonwealth of Virginia from submitting bids or proposals on contracts for the type of service covered by this solicitation, nor are they an agent of any person or entity that is currently so barred. Clarification of Terms: If any prospective Contractor has questions about the specifications or other solicitation documents, the prospective Contractor should contact the contact person whose name appears on the face of the solicitation no later than the “Last Day to Submit Questions”. Any revisions to the solicitation will be made only by addendum issued by the agency. Payment: 1. To Prime Contractor: a. Invoices for items ordered, delivered, and accepted shall be submitted by the Contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the purchase order number and social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations). b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payments in less than 30 days, however. c. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act. 2. To Sub-Contractors:

C.

D.

E.

F.

G.

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Washington County Public Schools Phone System RFP a. A Contractor awarded a contract under this solicitation is hereby obligated: 1. To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of payment from the Washington County Public Schools for proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or 2. To notify the school system and the subcontractor(s) in writing of the Contractor’s intention to withhold payment and the reason. b. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the school system, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U.S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the school system. Precedence of Terms: Paragraphs A-G of these General Terms and Conditions shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply. Qualifications of Contractors: The Washington County Public Schools may make such reasonable investigations as deemed proper and necessary to determine the ability of the Contractor to perform the services/furnish the goods, and the Contractor shall furnish to the school system all such information and data for this purpose as requested. The school system reserves the right to inspect the Contractor’s physical facilities prior to award to satisfy questions regarding the Contractor’s capabilities. The school system further reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Contractor fails to satisfy the school system that such Contractor is properly qualified to carry out the obligations of the contract and to provide the services/furnish the goods contemplated therein. Testing and Inspection: The Washington County Public Schools reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications. Assignment of Contract: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the school system.

H.

I.

J. K.

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Washington County Public Schools Phone System RFP L. Changes to the Contract: Changes may be made to the contract in any of the following ways: 1. The parties may agree in writing to modify the scope of services within the general scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as part of the written agreement to modify the scope of the contract. 2. The Washington County Public Schools may order changes within the general scope of the contract at any time by written notice to the Contractor. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the school system a credit for any savings. M. Default: In case of failure to provide goods or services in accordance with the contract terms and conditions, the Washington County Public Schools, after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchases and administrative costs. This remedy shall be in addition to any other remedies which the school system may have. VIII. Special Terms and Conditions: A. Advertising: In the event a contract is awarded for the specified products resulting from this solicitation, no indications of such sales to the Washington County Public Schools shall be used in product literature or advertising. The vendor shall not state in any of the advertising or product literature that the Washington County Public Schools has purchased or uses its products or services. B. Contractor License Requirements: By my signature on this solicitation, I certify that this firm/individual is properly licensed in the State of Virginia for providing the goods/services specified. C. Audit: The Contractor hereby agrees to retain all books, records, and other documents relative to this contract for three (3) years after final payment, or until audited by the Washington County Public Schools, whichever is sooner. The school board shall have full access to and the right to examine any of said materials during said period. D. Availability: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. E. Drug Free Workplace: The Contractor acknowledges and certifies that it understands that the following acts by the Contractor, its employees, and/or agents performing services on state property are prohibited: 1. The unlawful manufacture, distribution, dispensing, possession, or use of alcohol or other drugs; and for legitimate medical purposes including tobacco.

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Washington County Public Schools Phone System RFP 2. Any impairment or incapacitation from the use of alcohol or other drugs (except the use of drugs for legitimate medical purposes). The Contractor further acknowledges and certifies that it understands that a violation of these prohibitions constitutes a breach of contract and may result in default action being taken by the Washington County Public Schools in addition to criminal penalties that may result from such conduct. F. Identification of Proposal Envelope/Package: The signed bid shall be returned in a separate envelope or package, sealed and identified as follows: From: __________________________________________________ Name of Bidder/Offeror Due Date Time _______________________________________________________ Street or Box Number _______________________________________________________ City, State, and Zip Code RFP Title _______________________________________________________ Name of Contract Officer or Buyer The envelope should be addressed as directed on Page 5 of the solicitation. If a proposal not contained in the special envelope is mailed, the Contractor takes the risk that the envelope, even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid to be disqualified. Proposals may be hand delivered to the designated location in the office issuing the solicitation as listed on Page 5. No other correspondence or other proposals should be placed in the envelope. G. Insurance: By signing and submitting a bid or proposal under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverages during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. INSURANCE COVERAGES AND LIMITS REQUIRED: a. Workers Compensation – Statutory requirements and benefits Coverage A - Statutory Requirements Coverage B - $100,000 Per Occurrence

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Washington County Public Schools Phone System RFP Coverage C - $100,000/$100,000 Accident and/or Disease All States Endorsement b. Employer’s Liability - $100,000 c. Commercial General Liability - $500,000 combined single limit. The Washington County Public Schools is to be named as an additional insured with respect to the services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor’s Liability, Owner’s and Contractor’s Protective Liability, and Personal Injury Liability. d. Automobile Liability - Including Owned, Non-Owned, and Hired Car Coverage Bodily Injury $500,000 each person $500,000 each occurrence Property Damage $500,000 each occurrence H. Prime Contractor Responsibilities: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that it may utilize, using its best skill and attention. Subcontractors which perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that it is as fully responsible for the acts and omissions of its subcontractors and of persons employed by them as it is for the acts and omissions of its own employees I. Subcontracts: No portion of the work shall be subcontracted without prior written consent of the Washington County Public Schools. In the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor shall furnish the purchasing agency the names, qualifications, and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all the requirements of the contract. J. Liquidated Damages: Performance is required not later than the date agreed upon during negotiations. It is understood and agreed by the Contractor that time is of the essence in the performance of mainframe services of the character specified in the proposal document. In the event these specified services are not performed in the time frame specified there will be deducted, not as a penalty but as liquidated damages, the sum of $300,00 per day for each and every calendar day of delay or the performance beyond the time specified; except that if the performance be delayed by any act, negligence or fault on the part of the Washington County Public Schools, public enemy, war, embargo, fire, or explosion not caused by negligence or intentional act of the Contractor or its supplier(s), or by riot, sabotage, or fault of the Contractor or its supplier(s), a reasonable extension of time as the procuring public body deems appropriate may be granted. Upon receipt of a written request and justification for any extension from the Contractor, the purchasing office

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Washington County Public Schools Phone System RFP may extend the time for performance of the contract or delivery of goods herein specified, at the purchasing office’s sole discretion, for good cause shown. IX. Method of Payment: Contractor shall submit invoices to the Washington County Public Schools by the 10th of each month following the month services were rendered.

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Washington County Public Schools Phone System RFP X. Response: The response should be structured as follows: Bidder’s Contact Section: Please list all contact information of personnel responsible for clarifying bidder’s responses to this RFP. Include phone numbers and e-mail addresses. If multiple persons are responsible for clarifying individual sections of the response, please list each person and indicate which part(s) they are responsible for. Company and Manufacturer Evaluation Section: Profile the bidder’s company. Indicate its experience in providing similar solutions to organizations like the school system. Indicate the bidder’s commitment to the proposed manufacturer’s solution. Include number of certified technicians, length of time representing manufacturer, approximate number of similar manufacturer systems installed, etc. Indicate the bidder’s ability to support the installation, service, and maintenance needs for the proposed system. Include hours of operation, response times, spare inventory, etc. Profile the manufacturer of the proposed system. Indicate experience in providing similar solutions to other organizations. Indicate the number of years the manufacturer has been in the phone system business and the number of years they have offered the proposed system. Provide any legal issues or constraints (such as pending litigation) that could affect a relationship with the Washington County Public Schools. Provide those elements that differentiate your organization from your competitors as relevant to this RFP. References: Please indicate five (5) customer references. These customers must be able to be contacted and/or visited to view system performance and the ability of the system to meet the school system’s needs as defined in this solicitation. Include customers with similar systems in use, size, and scale to the proposed one if at all possible. Required Equipment Section: List each type of device, hardware, and equipment individually as needed to meet the requirements of this proposal. Each item must be listed separately along with a price and description of the item. Quantity of each item required per site will be listed in a later section.

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Washington County Public Schools Phone System RFP Description of Proposed System: • Provide an overview of the proposed solution and discuss how it meets the school system’s needs • Discuss how the system supports VoIP and IP trunking • Discuss how the system will continue to operate in the event of a power failure • Discuss how the system will continue to operate (if at all) if a trunk goes down due to WAN or PSTN problems • Describe how the system will be installed in stages and how it will fully integrate once the entire project is complete • Describe how the proposed system can be expanded in the future without radically changing or replacing the initially purchased equipment • Describe how the system accommodates and supports E911 calls • Describe how the system accommodates hunt groups • Discuss how the system supports redundant power, disk mirroring, and other redundant features • Discuss how the proposed system protects against hacker attacks • Describe how the system supports connections of PCs to IP telephone sets to support PC Ethernet connectivity • Describe the system’s ability to use an Ethernet connected PC to act as a telephone. Can the Ethernet PC be anywhere on the Internet or must it be located on the site premises? • Describe how the solution allows for unified messaging and CTI • Describe how power is provided to the digital phones and other required devices. If multiple options are available, please identify them • Discuss the trunking options available for the proposed system • Describe how the proposed system will save long-distance charges by routing calls through the appropriate outside lines • Describe how the proposed system accommodates analog phones, fax machines, and modems • Discuss the options available with the proposed system for connection to the public switched network provided by our local carrier • Describe how the voice mail system works and any features you feel are pertinent to the school system’s needs

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Washington County Public Schools Phone System RFP Feature Requirements: Please indicate compliance of the proposed system for each feature listed below. Indicate if the feature is standard or an option, list any exceptions or enhancements, and indicate additional charges if necessary. Conference Calling (at least 4-way) Attendant Alternate Answer Attendant Barge In Attendant Night Transfer Attendant Overflow Attendant Transfer Automated Attendant Call Forward (Time of Day) Call Forward (Busy) Call Forward (Remote) Call Park Call Pickup Call Queuing Call Transfer Called Number Display Calling Number Display Name Display (Internal) Name Display (External) Distinctive Ringing Volume Control (Handset) Volume Control (Ringer) Volume Control (Intercom & Speakerphone) Multiple Ring Tones Visual Ringing Indicator Flexible Key Assignment and Soft Keys Speakerphone/Hands Free LCD Display Last Number Redial Ring Again Least Cost Routing Message Waiting Indicator Automatic Set Relocation Multiple Console Operation PC Used as Attendant Console Music on Hold Off Premise Connections via IP “Soft” Phones using PC Internal Paging Intercom Groups Power Failure Transfer Trunk Failover

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Washington County Public Schools Phone System RFP Web Access to System Programming Toll Restriction Consistent Station Numbering Among Multiple Sites System Speed Dialing Station Speed Dialing Voice Mail Integration Simultaneous Voice & Data Per Port Automatic Alternate Routing PRI Support IP Trunking Traffic Reports Non-Volatile System and Phone Programming Headset Compatible Sets Support for Analog Devices Retrieve Voice Mail from PC Multiple Lines per Station TAPI/WAV/CTI Support IP Phones Have Ethernet Switches 10Mbps Ethernet 100Mbps Ethernet 10/100Mbps Ethernet LCD Displays on All Phones Voice Mail Configuration: Minimum Mailboxes Maximum Mailboxes Storage Capacity Growth Capacity Charges for Add’l Mailboxes Automatic Station Identification Broadcast Messages Distribution Lists Outcall Notification Message Waiting Indication Control Delivery Priority Return to Operator or Other User Retrieve Messages from PC Fax Support System Administration Features: • Discuss how internal staff can maintain and support system users. What type of interface is provided and how much training is required? • What abilities do users have to make changes to their stations without the help of a technician? • Can changes be made to the system without reboots or disruption of services?

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Washington County Public Schools Phone System RFP • • Discuss how an audit trail is generated to track system changes Training for new users is very important for the school system. Discuss how a new user will get functioning quickly with a minimal amount of technical support. Discuss help screens, voice mail setup, feature management, etc. Discuss how the school system could transparently support a user at home with the system: a receptionist at home during a bad storm for example.

•

System Cost of Ownership: • Discuss the manufacturer’s history of software revisions to installed systems. What is the policy for upgrades and are there charges involved when a new revision is released? • How many years of hardware warranty are available? What type of response time would we see for failures? • Discuss how the proposed system would allow the school system to only purchase the parts needed for each stage of implementation, but still allow for future growth and functionality. Site Quotation Section: The sites below are listed in estimated order of cutover. If a large purchase is required prior to the first site coming online, please indicate that as well. For each site, a detailed list should be provided of all equipment required to implement at that site along with pricing in Excel spreadsheet format. All equipment listed in this section must also appear in the concise “Required Equipment Section” listed earlier in this document with a detailed description. Indicate how the site will handle connection to the PSTN and how it will be trunked into the rest of the system. For connection to the PSTN, indicate how many simultaneous incoming/outgoing external calls are supported and a reasonable monthly local access charge for the type of connection(s) required. Also include labor charges to install and cutover from the existing phone system for each site along with any maintenance charges associated for the site. Note: Digital Stations with IP Access = locations where a phone is currently located and also have access to an Ethernet port. Digital Stations with No IP Access = locations where a phone is currently located that does not have access to an Ethernet port. Analog Stations = Fax and Modems. We reserve the right to change these quantities and types upon acceptance of the bid based on needs. 1. Valley Institute Elementary School 4350 Gate City Highway Bristol, VA 24202 Digital Stations with IP Access Available:

8

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Washington County Public Schools Phone System RFP Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone Patrick Henry High School (3 Buildings) 31437 Hillman Highway Glade Spring, VA 24340 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone School Board Office (5 Buildings) 812 Thompson Drive Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone Abingdon Elementary School 19431 Woodland Hills Road Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone Greendale Elementary School 13092 McGuffie Road Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 0 4 100Mbps Fiber 4 3 1

2.

11 1 3 3Mbps (2*T1) 8 3 1

3.

47 24 22 1Gbps Fiber 33 35 3

4.

9 1 1 512Kbps Frame-Relay 7 2 1

5.

14 1 2 512Kbps Frame-Relay 12 2 1

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Washington County Public Schools Phone System RFP 6. High Point Elementary School 14091 Sinking Creek Road Bristol, VA 24202 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 7. Meadowview Elementary School 14050 Glenbrook Avenue Meadowview, VA 24361 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 8. Rhea Valley Elementary School 31305 Rhea Valley Road Meadowview, VA 24361 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 9. Watauga Elementary School 23181 Watauga Road Abingdon, VA 24211 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 10. Damascus Middle School 32101 Government Road Damascus, VA 24236 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations:

13 2 1 100Mbps Fiber 11 3 1

11 2 1 512Kbps Frame-Relay 9 3 1

8 1 2 512Kbps Frame-Relay 6 2 1

8 3 1 512Kbps Frame-Relay 8 2 1

10 2 1

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Washington County Public Schools Phone System RFP WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 11. E.B. Stanley Middle School 297 Stanley Street Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 12. Glade Spring Middle School 33474 Stagecoach Road Glade Spring, VA 24340 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 13. Wallace Middle School 13077 Wallace Pike Bristol, VA 24202 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 14. Abingdon High School (5 Buildings) 705 Thompson Drive Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 15. Holston High School (4 Buildings) 21308 Monroe Road 512Kbps Frame-Relay 8 3 1

15 4 2 1Gbps Fiber 15 3 1

11 3 1 3Mbps (2*T1 via Wireless) 10 3 1

8 6 2 100Mbps Fiber 10 3 1

27 5 15 1Gbps Fiber 23 3 1

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Washington County Public Schools Phone System RFP Damascus, VA 24236 Digital Stations with IP Access Available: 11 Digital Stations with No IP Access: 8 Analog Stations: 3 WAN Network Access Speed: 3Mbps (2*T1) Basic Phone 15 Advanced Phone 3 Attendant Phone 1 16. John S. Battle High School (4 Buildings) 21264 Battle Hill Drive Bristol, VA 24202 Digital Stations with IP Access Available: 11 Digital Stations with No IP Access: 16 Analog Stations: 2 WAN Network Access Speed: 100Mbps Fiber Basic Phone 23 Advanced Phone 3 Attendant Phone 1 17. William N. Neff Center 255 Stanley Street Abingdon, VA 24210 Digital Stations with IP Access Available: 4 Digital Stations with No IP Access: 5 Analog Stations: 1 WAN Network Access Speed: 1Gbps Fiber Basic Phone 5 Advanced Phone 3 Attendant Phone 1 18. Washington County Technical School (2 Buildings) 850 Thompson Drive Abingdon, VA 24210 Digital Stations with IP Access Available: 4 Digital Stations with No IP Access: 3 Analog Stations: 1 WAN Network Access Speed: 1Gbps Fiber Basic Phone 5 Advanced Phone 1 Attendant Phone 1 19. Washington County Skill Center (2 Buildings) 848 Thompson Drive Abingdon, VA 24210 Digital Stations with IP Access Available: 0 Digital Stations with No IP Access: 14 Analog Stations: 1 WAN Network Access Speed: 1Gbps Fiber Basic Phone 11

Page 21 of 23

Washington County Public Schools Phone System RFP Advanced Phone Attendant Phone 20. Mt. Rogers Regional Adult Education 625 West Main Street Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 21. Warehouse and Maintenance Shop Academy Drive Abingdon, VA 24210 Digital Stations with IP Access Available: Digital Stations with No IP Access: Analog Stations: WAN Network Access Speed: Basic Phone Advanced Phone Attendant Phone 2 1

0 7 1 N/A 4 2 1

0 3 2 N/A 2 1 0

Page 22 of 23

Washington County Public Schools Phone System RFP XI. Current Phone System Costs We are listing our current costs to use and maintain our existing CENTREX service. We are providing these figures so that the local and maintenance costs for our current system will be easily comparable to the proposed system(s). Obviously, the new system will have to have a lower monthly cost without losing services to be considered. These costs are the local charges incurred by each site along with long-distance charges for the extended local calling area, moves, adds, and changes. The FX lines are used to provide access between our two long-distance calling areas. The Sprint Service Contract covers our phones only, not repairs to lines, etc. 3 sites are not shown: Warehouse and Maintenance Shop, Mt. Rogers Regional Adult Ed, and Washington County Skill Center.
Location FX Lines - JSB SBO FX Lines - SBO Sprint Service Contract AHS HHS JSBHS PHHS DMS EBSMS GSMS WMS AES GES HPES MES RVES VIES WES NEFF TECH Sprint-Proj $ 4,324.20 $ 46,841.88 $ 4,817.40 $ 12,708.00 $ 8,463.72 $ 5,978.16 $ 6,033.96 $ 6,729.12 $ 4,524.36 $ 3,551.76 $ 5,730.24 $ 3,855.36 $ 2,418.84 $ 2,652.00 $ 2,381.76 $ 3,708.24 $ 2,362.92 $ 3,046.92 $ 3,379.32 $ 1,975.44 $ 1,680.48

Page 23 of 23

Addendum 1 Questions asked before or during the Prebid Meeting 1. Can one vendor quote more than one solution? Yes. 2. How will power be supplied to the phones? The vendor should present us with what they consider to be the best solution for powering the phones. We do NOT want to replace our existing switches. Also be aware that larger sites may have multiple wiring closets (5 or more in some cases). Some thought should be given to how the phones will operate if public utility power goes out. 3. If the PSTN lines are located centrally, what would be the preferred solution to allow calling if a trunk goes down? The vendor should decide how the system will work if a trunk goes down. Some type of backup/emergency plan should be provided. It is important that the schools have some way of dialing out if a trunk goes down. Every phone doesn’t necessarily have to work, but some type of service should be available. Multiple options can be presented so that we can decide based on price vs. functionality which is best for our school system. 4. Has the data network been evaluated for performance? No. However, the high schools were performance evaluated using load testing software for online testing. Performance was well above average according to the consultants who performed the testing (the fastest schools they had tested in fact). All other sites now have similar networks. The selected vendor(s) will have access to the network for performance testing if needed. 5. Will the routers be upgraded as part of the bid? If router upgrades are required to implement, they will be purchased separately. The proposal should list what upgrades (if any) are required for their solution to work properly. 6. Do the phone costs on the last page of the proposal include long-distance charges? No. The costs only include charges for local service + long-distance charges in the extended calling area (Abingdon to Bristol for example). It does not show costs from our third-party long-distance carrier. 7. Must each site have a direct-dial main number from outside the school system? It is preferred that each site have a way for people to direct dial into the school without going through the central office. If this is not possible or is costprohibitive, we will consider other options. 8. Are the specs written to favor one specific manufacturer? No. No manufacturer or vendor was involved in writing the system specs. We looked at RFPs issued by other government agencies and used our own needs to write the specs. Some terminology may appear to relate to a manufacturer, but that is purely coincidental. 9. What type of wireless equipment is used at Glade Spring Middle School? The link is currently using Solectek equipment. We plan to replace it with Cisco Aironet this Fall.

10. Are the Bristol schools that are connected via BVUB in a separate calling area from the other sites? Yes. 11. How many lines (not phones) are in the RFP? Each phone currently has its own Centrex line. Sizing of the replacement system (incoming/outgoing lines versus business sets) is left up to the vendor. 12. What is the timeframe for completion of the project? It mostly depends upon the price and on what funds are available. The first two schools in the list (Patrick Henry and Valley Institute) have the worst phone systems. We would like to have these schools completed by this Fall. The rest as funds and time are available. 13. Will any analog/Centrex lines be kept? It depends on what your solution is for emergency calling if power and/or trunks go down. 14. What type of e-mail system is used? We use a custom system with all standards-compliant components (SMTP, POP3, IMAP, LDAP). 15. What type of switches are used and what QOS features do they support? a. Cisco 3524 and 3548 Series in high schools – I believe everyone is familiar with Cisco’s QOS features. b. SMC 6724L2 series in middle schools – 4 priority queues with Weighted Round Robin for each port. c. Dell Powerconnect 3024 and 3048 series in elementary schools – 2 priority queues with Weighted Round Robin for each port. 16. What data circuits are under contract? All data circuits are month-to-month, we do not want to change our data services as part of this RFP. 17. Is it preferable to phones to have hubs or switches? 10/100 switches are preferred. 18. Is used, refurbished, or new equipment preferred? No preference as long as used/refurbished equipment has the same or better warranty than new. 19. Will we be using E-Rate to pay for the project? The project itself has not been applied for E-Rate funding. However, reimbursements for other projects will be used to pay for the phone system. 20. Are there plans to redesign the data network? No plans at this time. 21. Does the Centrex system have separate or central dialing plans? All sites have four-digit dialing to other sites. Sites in separate long-distance areas must dial 7 or 8 before the four-digit number. 22. Centrex phones all terminate at a central point in the school. 23. Router specs for 7120, 4500, and 7204: a. Cisco 7120 = 56MB/72MB Processor, 16MB Flash PCMCIA, 40MB Flash ATA PCMCIA, 8MB Flash Internal SIMM. b. Cisco 4500M = 32MB/4MB Processor, 8MB System Flash, 4MB Boot Flash.

c. Cisco 7204 = 56MB/8MB Processor, 16MB Flash PCMCIA, 4MB Flash Internal SIMM. 24. Should existing phone numbers be ported to the new system? We are still discussing this issue. We will most likely want the main number for each site ported or forwarded to the new system. 25. Is it possible to run CAT5 to the locations that don’t currently have Ethernet ports? Yes, but that would incur an extra cost that would be factored into the proposal. 26. Do the wiring closets have battery backups? Some do, but the majority of them do not. We have plans to add battery backups to them however. 27. If router upgrades are required, should they be included in the proposal? If router upgrades are required to have a functional system with the proposal, the recommended upgrades should be listed for each site. These upgrades will be purchased outside of the scope of the RFP. 28. What type of maintenance response times are required? There are no set response times included in the RFP. We will make a determination of response times for different items as part of the contract if and when it is awarded. Obviously, key items will necessitate a faster response time than a business set problem. 29. What type of business sets are currently used? Most phones in the schools are Centrex-specific phones. Some models include the Nortel/Aastra Meridian 5008, 5208, 5216, and 5316.

Addendum 2 Diagram of Wide Area Network (See Attached)

Network Virginia ATM Network

45Mbps DS3
CISCO S YSTEMS

Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W

SD

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

Cisco 2500

CISCO 2501

Cisco 2600

SD SERIES

POWER

ACTIVITY

Cisco 2500
CISCO SYSTEMS

Cisco 7100 SERIES

SD

100-BaseSX

High Point Elementary School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

768K CIR Covanet Frame-Relay Network
512K CIR 512K CIR

Cisco 7120 Router 10-BaseT
SYSTEM RPS 1X 2X 3X 4X 5X 6X 7X 8X

100-BaseSX

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

Cisco 2500

CISCO 2501

100-BaseT
Catalyst 2900
10BaseT/100BaseTx
9X 10X 11X 12X 13X 14X 15X 16X 17X 18X 19X 20X 21X 22X 23X 24X SERIESXL SD MODE

100-BaseFX Cisco 3548 Switch

BVUB Network VLAN
100-BaseSX 100-BaseSX

Valley Institute Elementary School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

Cisco 2500

CISCO 2501

Wallace Middle School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W

SD

Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W

SD

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

CISCO 2501

512K CIR

512K CIR

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

Cisco 2500

CISCO 2501

CISCO 2501

Abingdon Elementary School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

512K CIR 512K CIR
CONSOLE AUX AUI SERIAL 0

Damascus Middle School

John S. Battle High School

100-BaseFX
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

1000-BaseSX

AUI

SERIAL 0

SERIAL 1

SERIAL 1

CONSOLE

AUX

CISCO 2501

CISCO 2501

Greendale Elementary School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

Watauga Elementary School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

CISCO 2501

CISCO 2501

CIS CO S Y STE MS

Cisco 3600Series

SD

Rhea Valley Elementary School

Meadowview Elementary School
Power SYS

Cisco 4500 Router
1000-BaseSX
Catalyst 2900
10BaseT/100BaseTx
SERIESXL SD

CISCO SYSTEMS

Catalyst 4912G

SD



1

3

5

7

9

11

Power Reset 1000Base-SX

2

4

6

8

10

12

Utilization

Cisco 4908
Out

1

2

3

4

5

6

7

8

9

10

11

12

In

Cisco 2500 Routers

Multilink Group (5 * T1s)
SD

SYSTEM

RPS

1X

2X

3X

4X

5X

6X

7X

8X

9X

10X

11X

12X

13X

14X

15X

16X

17X

18X

19X

20X

21X

22X

23X

24X

MODE

School Board Office

1000-BaseSX 1000-BaseSX
Catalyst 2900
SERIESXL SD

CISCO SYSTEMS
UPPER POWER LOWER POWER NORMAL

Cisco 7000

SERIES
10BaseT/100BaseTx
SYSTEM RPS 1X 2X 3X 4X 5X 6X 7X 8X 9X 10X 11X 12X 13X 14X 15X 16X 17X 18X 19X 20X 21X 22X 23X 24X

MODE

1000-BaseSX 1000-BaseSX
Catalyst 2900
SERIESXL SD

Abingdon High School

Cisco 7204 Router
10BaseT/100BaseTx
SYSTEM RPS 1X 2X 3X 4X 5X 6X 7X 8X 9X 10X 11X 12X 13X 14X 15X 16X 17X 18X 19X 20X 21X 22X 23X 24X MODE

Neff Vocational Center
Catalyst 2900
10BaseT/100BaseTx
SYSTEM RPS 1X 2X 3X 4X 5X 6X 7X 8X 9X 10X 11X 12X 13X 14X 15X 16X 17X 18X 19X 20X 21X 22X 23X 24X SERIESXL SD

MODE

Washington County Public Schools WAN Diagram

Wash Co Technical School / Skill Cent er

T1

T1

T1

T1
Catalyst 2900
10BaseT/100BaseTx
SYSTEM RPS 1X 2X 3X 4X 5X 6X 7X 8X 9X 10X 11X 12X 13X 14X 15X 16X 17X 18X 19X 20X 21X 22X 23X 24X SERIESXL SD MODE

E.B. Stanley Middle School
Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W SD

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

Prepared By: Jason M. Lester 7/11/2003

Cisco 2501

Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W

SD

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

CISCO 2501

CISCO 2501

Holston High School

Patrick Henry High School

11 Mb ps Wir eless

Input: 100-240VAC Freq: 50.60 Hz Current: 1.2-0.6A Watts: 40W

SD

AUI

AUI

SERIAL 0

SERIAL 1

CONSOLE

AUX

Cisco 2500

CISCO 2514

Glade Spring Middle School

Addendum 2 Attachment

Addendum 3 Known Participating Vendors Note: Since attendance at the prebid meeting was not mandatory and there was no requirement to register with us if you plan on bidding, responses may be received from companies not on this list. • • • • • • • • • • • • • • • • • • • • CWIN Inc. ESI Verizon Smartnet HSC ALI TDS Telecom Teleconnect Services Services Group Tele-Optics XTN Alcatel CCS-Inc. Sprint Livewire ACC Telecom AT&T Blackbox BCTI Presidio


				
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