Request For Proposal (RFP): CELL PHONE SERVICES INCLUDING WIRELESS VOICE AND DATA, Concord School District, Concord NH 03301 NOTICE TO BIDDERS The Board of Education of Concord School District (hereinafter also referred to as “Owner”) is now accepting bids for Telecommunications Services, Internal Connections and Internet Access at all schools and buildings as outlined in the specifications attached hereto. INSTRUCTIONS TO BIDDERS Bids should be delivered in a sealed envelope plainly marked CELL PHONE SERVICES INCLUDING WIRELESS VOICE AND DATA. Address all bids to the Attention of Steve Rothenberg: Bids will be received until 3PM, Friday, January 6, 2006. Bids must include a written statement that “the bid is firm and will not be withdrawn for a period of sixty (60) days”. Each bidder may submit suggested changes in the specifications. These proposed changes must be submitted separately in writing, must include the cost, and must include a listing of specifications for the proposed changes. The bid offer acknowledges the right of the School District (“Owner”) to accept or reject any or all bids and to waive any informality in any bid received. It declares that the bid is in all respects fair and without collusion or fraud, and that no member of the school board or officer of the school district, or any person employed by the district, is directly or indirectly interested in the bid, or in any portion of the profits that might result from the bid. The Owner reserves the right to reject any bid if an investigation of the bidder fails to satisfy the owner that such bidder is properly qualified to carry out the obligations of the contract. The owner also reserves the right to interview bidders to assess their qualifications and reject bidders if necessary. The successful bidder may be requested to furnish a performance and payment bond in the full amount of the contract price as security for the faithful performance of the contract. The surety on the bond shall be satisfactory to the Owner. The bond shall be so conditioned that the surety will fully reimburse and repay to the Owner all costs, damages, and expenses which the Owner may incur in making good any default by the contractor. Any questions or explanations in regards to the above matter should be directed to Steve Rothenberg: SECTION I: CELL PHONE SERVICES INCLUDING WIRELESS VOICE AND DATA We will be using a scoring system to rate each company. The following page outlines our scoring rubric for each company. Each company’s proposal should clearly address the items listed on the rubric. In addition, as part of the request process, we will ask all companies to lend us four phones for two full week of testing. The phones will be used for less than 250 minutes each and solely for the purpose of testing. Presently the district is using Sprint Wireless. We have modified our current usage list slightly, but the following is an approximate profile of all of our users as of December 2005: w/Walkie Talkie 9 – Walkie Talkie Only 9 - Medium: 100-300 anytime minutes 6 – High: 300-1000 anytime minutes w/o Walkie Talkie: 22 – Low (Emergency Phone): Less than 25 minutes per month 17 – Med: 100-300 anytime minutes 1 – High: 300-1000 anytime minutes 3 – Data Blackberry-style devices Pagers: 8 - Numeric Pagers (optional bid item) Required (price includes): • Full disclosure of all hardware expenses including: phones, AC chargers, car chargers, and replacement batteries. • Full disclosure of all regular expenses including: plans and overages Start date would be on or before July 1, 2006 and we prefer a month to month contract. If a contract is necessary then we would be willing to sign through June 30, 2008 (align to E-rate contract window) – total of approximately 24 months. The contract would include a dissatisfaction clause to end the agreement on 60 days notice that would result in no fees or penalties. The contract would continue after June 30, 2008 on a monthly basis with a 60-day proper notice period for termination that would result in no fees or penalties. Pricing should be provided on a "total monthly charge" basis with fractional days calculated as necessary. All costs should be merged into the total monthly fee (no installation or additional costs), in addition one- time expenses should spread out over the life of the contract, but end on June 30, 2008. BID MUST HAVE THE FOLLOWING INFORMATION AND BE CLEARLY AND NEATLY PRESENTED: SUBMITTING ORGANIZATION/COMPANY Person Submitting Proposal (Contact Person): Company Name: Address: City, State, Zip: Phone Number: FAX Number: E-mail Address: Return all bids to the Cindy Chea, Secretary to the Technology Coordinator Steve Rothenberg, SAU #8, 16 Rumford St., Concord NH 03301 fax: 603.226.2187, email firstname.lastname@example.org Questions on bids: Steve Rothenberg, email@example.com, 603.225.0811 (all responses will cc’ed over email to all participants) TIMETABLE: 1. Bid goes out: Wednesday, December 7, 2005 2. Responses due: Friday, January 6, 2006, 3 PM. Delivered by mail or in person (16 Rumford St., Concord NH 03301, 603.225.0811) to Cindy Chea, Secretary to the Technology Coordinator. Four walkie-talkie enabled test phones must also be delivered by the same date. 3. Response Assessment: Friday January 6 to Thursday January 19, 2006. 4. Winner Announced: Friday, January 20, 2006. All test phones will be available at front desk at 16 Rumford St. Concord NH 03301 (603.225.0811) for pickup by Tuesday, January 24, 2006.
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