VISIONS IN EDUCATION REQUEST FOR QUOTE RFQ Voice Over IP FY VOIP Services

Transcription

1 Project Scope Statement The project will replace the Visions in Education (Visions) telephony system which is currently provided through San Juan Unified School District (SJUSD). Executive Summary We are seeking quotes for a 1 (One) Year contract, with the option to extend up to 3 (Three) 1 (One) year extensions, for a hosted VOIP provider that supplies all of the current functionality that our current system (Avaya S8400 Ver 11) provides. We currently have approximately 200 phones, 14 conference rooms, and 11 faxes. Additionally, we have several Automated Attendants and an emergency line hunt group, integration with our public address system, and capacity for 23 concurrent calls to the PSTN. We are interested in a hosted VOIP provider that is able to support additional features that Visions may wish to pursue in the future but not implement at this time. Project Background And Purpose Visions is currently chartered under SJUSD as a dependent charter with a memorandum of understanding (MOU) that provides for a telephony system at our headquarter building. Visions is in the process of becoming an independent charter and will no longer have an MOU providing a telephony system beginning with the school year.. Visions currently has approximately 200 numbers and phones with a various other features. Visions will need to maintain their current operational size and functionality with the ability to grow. Assumptions And Constraints 1. Visions will NOT be able to keep most of their XXXX numbers. 2. Visions WILL be able to keep their number 3. Visions WILL be able to keep their number as well as selected FAX numbers. 4. Visions WILL need new DID phone numbers to replace the existing XXXX numbers and allow for expansion. 5. Proposed solution MUST be compatible with Cisco and HP Switch infrastructure. 6. It will be the responsibility of the Vendor to analyze the Visions Network and provide needed programming to ensure proper QOS and other refinements. 7. The winning Vendor MUST provide network engineering for the VOIP Network during the duration of the contract. 8. The winning Vendor MUST supply its own router for the VOIP Network. 9. The system MUST support the existing overhead paging system as well as analog conference phones 10.Visions utilizes FAX technology heavily and the proposed solution MUST account for it. SERVICES Visions in Education is seeking Quotes from qualified Vendors interested in bidding a Hosted 1

2 Voice Over Internet Protocol (VoIP) solution to replace the existing telecommunications service, PBX, and telephone handset equipment for Visions locations described below. This system will replace the current telecommunications system and must be capable of meeting anticipated growth. Visions in Education requires, but not limited to: a Hosted VoIP system that provides 3 digit dialing between the Main Office and existing locations, a centralized voice mail system that can be used transparently by all locations, and the ability for all locations to appear to be part of a single phone system. The equipment shall be new models and in current production. Reconditioned, remanufactured, or demo models will not be accepted. Respondents should possess and use their extensive knowledge and experience with the communications industry to recommend a creative solution that will meet or exceed Visions in Education's requirements. The project requires the design, implementation, support, and training of a hosted VoIP telephone system. Preference will be afforded to the Vendor that provides a comprehensive, cost effective solution for current specifications, future capacity requirements, and ongoing service and support. Visions in Education's Technology Services (TS) Department provides support to an internal network system and the related hardware and software necessary to meet the objectives of Visions in Education. The TS Department will be responsible for the internal support of the proposed phone system. Ease of centralized management and support of the new VoIP system will be a critical feature. Visions in Education desires the successful Vendor to provide a dedicated project management team that will allow Visions to meet the installation timeline. WALK THROUGH Visions in Education RFQ Voice Over IP There will be one optional facility walk-through for this project open to all vendors. This is NOT mandatory. Optional walk through will be 10/17/2017 1pm-4pm Please notify Michael Miller at mmiller@viedu.org if you would like to attend. RFQ SCHEDULE Solicit RFQ/Bids - 10/10/2017 RFQ/BID question deadline - 10/23/2017 RFQ/BID question response - 10/27/2017 RFQ/Bid closing - 11/9/2017 RFQ/Bid opening - Date of closing 11/10/ /14/2017 Vendor reference verifications, System Demonstrations RFQ/Bid selection - 12/15/2017 Purchase Orders - Date of selection 2

3 Requirements VISIONS IN EDUCATION 1. BID FORM: You must complete the Bid Form for this RFQ REQUEST FOR QUOTE RFQ Voice Over IP 2. Non-Collusion Agreement - Must be signed and included with bid. 3. Workers Compensation Certificate - Must be signed and included with bid. 4. Vendors Questionnaire - Must be answered and returned with bid. 5. Feature Responses - Indicate which (if any) described features your proposed system cannot comply with. 6. Additional Information: Bidders may attach additional pertinent information they deem important to the selection, implementation, and overall success of the project. In Addition, Please provide the following information: 1. Length of time business has provided this type of service. 2. Your Service Level Agreement (SLA) for your Quote. 3. Indicate any options available. 4. Please show any discounts separately, if applicable. 5. An implementation timeline proposal, starting January 18, Indicate how charges will be incurred as services are implemented. 7. Vendors must include 3 reference sites using your service 3 years or more. References from schools or county Offices of Education in California are preferred. Job Location Contact name and telephone number Date of contract Project description Equipment/Service installed SPECIAL CONDITIONS 1. Prices to remain firm through approval, execution, and duration of the proposed contract. In the event of a price decrease for service or from the manufacturer, said decrease shall be passed on to Visions in Education and documented with a new price sheet sent to Visions' Technology Department. 2. All equipment/services costs must be new, included, and identified separately. 3. Any prospective bidder who contacts any School Board Member during the RFQ 3

4 process will be disqualified from consideration for the RFQ award. 4. The Board of Education reserves the right to reject any and all Bids/Quotes, or any or all items of any Bid/Quote. 5. This RFQ will be posted to the Visions in Education website under ( Any additions or corrections will be addressed in the form of addenda posted to the same location on the website. 6. All questions regarding this RFQ should be directed to contact Uriel Gonzalez, Technology Administrator, with the subject of REQUEST FOR QUOTE RFQ Voice Over IP ". 7. The Deadline for questions will be 10/23/2017 4:00pm. 8. Responses to all questions will be made by 10/27/2017 and will be posted on Visions in Education website. 9. It is the responsibility of the prospective bidder to check the website for updates or addenda. 10. You must provide one signed original and two hard copies of your Quote (3 total). You must also provide one digital copy (CD or flash drive) of your Quote. 11. Manufacturer must warrant all parts and equipment. VENDOR REQUIREMENTS The vendor must meet or exceed minimum qualification requirements. All submitted Quotes must provide at a minimum, all requested information in the Quote document. Any portion not included will be cause for elimination from the quote process. The information should be organized as indicated in the Bid Form. Visions in Education reserves the right to eliminate from further consideration any response, which is deemed to be substantially or materially unresponsive to the RFQ. 4

5 All information submitted is to be considered public knowledge and will be subject to The Public Records Act or any other applicable laws. PROPOSAL EVALUATION Each response will be reviewed prior to the selection process for completeness and adherence to format. A response will be considered complete if all requested sections are included in the proper order and properly completed. Vendors may also provide any and all recommendations for consideration such as installation, maintenance, support and design that is relevant to the total solution of Visions in Education s technology needs. Evaluation Criteria Vendor cost, including unit prices, labor rates, travel/trip charges, etc. Client references and/or citations from prior installations where equal services have been provided for projects of similar size and complexities Quote preparation, thoroughness, and responsiveness to the RFQ requirement The successful bidder will be chosen based upon best value. Visions in Education reserves the right to reject any or all bids. SCOPE AND SPECIFICATIONS All vendors must review each and every feature and identify whether they comply or do not comply and identify any and all exceptions. All exceptions must be noted and documented. Format of the Quotes must follow the format provided below. Incomplete submissions may be subject to disqualification. CONTRACT REQUIREMENTS Visions in Education intends to use the Service Provider s supplied Service Agreement to formalize any contractual relationship that results from this Request for Quote. However, the Service Provider s supplied Service Agreement must include all the provisions mentioned in this RFQ for the Service Provider s proposal to be considered responsive. 5

6 SERVICES and SYSTEM REQUIREMENTS Visions in Education provides services at multiple locations as detailed below. With the exception of the Main Office and the Carmichael Learning Center (LC) these are leased spaces inside of a church or community center that will require the facility's permission prior to installing any permanent hardware. Site Name Address City Zip County Main Office 5030 El Camino Ave Carmichael Sacramento Carmichael LC 2415B Walnut Avenue Carmichael Sacramento Fair Oaks LC Fair Oaks Blvd Fair Oaks Sacramento Galt LC 446 Fairway Drive Galt Sacramento North Highlands LC North Natomas LC 4151 Don Julio Blvd North Highlands Sacramento 4620 Northgate Blvd #110 Sacramento Sacramento Rancho Cordova LC 9249 Folsom Blvd Sacramento Sacramento South Sacramento LC 7595 Center Parkway Sacramento Sacramento Jackson LC 8040 CA-49 Jackson Amador Pleasant Hill LC 1601 Mary Dr Pleasant Hill Contra Costa Rescue LC 3301 Green Valley Road Rescue El Dorado Lodi LC 550 W. Century Blvd Lodi San Joaquin Stockton LC 1020 West Lincoln Road Stockton San Joaquin Fairfield LC 300 Marigold Dr Fairfield Solano Vallejo LC 2800 Georgia St Vallejo Solano B ase needs We have identified the minimal set of features that would fulfill Visions' telephony needs. This list is not meant to be inclusive of all of Visions needs but rather is a set of base features that must be included in any proposal. Hardware Phone sets 6

7 Visions currently utilizes proprietary Avaya 6408/6416/6424 telephone sets. Visions will need all new phones. We are seeking Quotes that will provide most if not all of the existing functionality of their existing phones. We are asking Vendors to propose the following quantities and types ea. Multiline phones of less than 9 buttons (Polycom VVX 300 or equivalent) 20 ea. Multiline phones of more than 10 buttons (Polycom VVX 400 or equivalent) 4 ea. Sidecar DSS modules (for VVX 400 or equivalent). 3 ea. Analog Adapters to allow use of existing Polycom Conference phones 1 ea. Analog Adaptor to integrate existing overhead paging system. Service Level Agreement Telephone reliability is critical to Visions operations and business. Vendors are required to provide their standard Service Level Agreements with their submittal. In addition, to the vendors standard Service Level Agreements Visions would like to include SLA penalties in the resultant contract to incent vendors to provide reliable service and defray Visions costs should there be significant service disruptions (outages). An outage is defined as the inability to reliably: Place phone calls Receive phone calls Access the voic system Communicate over the VOIP system Use the automated attendants A major outage is defined as 40% or more of the users affected during Visions in Education normal business hours (Monday - Friday, 7am - 6:30pm). A minor outage is defined as 5% to 40% of the users affected during normal business hours or more than 40% outside of normal business hours. If an outage is determined to be caused by an entity other than the vendor then no penalty shall be applied. 7

8 Required Items: Event For more than 2 Major outages in a calendar year For each Major outage lasting between 0-15 minutes For each Major outage lasting between minutes For each Major outage lasting in excess of 60 minutes Penalty Major outages in excess of this number will be assessed a penalty of $2000 each No penalty assessed Penalty will be assessed at $250 Penalty will be assessed at $500 for each hour while we have the major outage. Features Required Features 1. Provide a Service Level Agreement (SLA) for service and repairs. 2. Ability to send and receive faxes (natively or via 3rd party system within VoIP system) 3. Three digit dialing to all sites on the network 4. Must have desktop app (soft phone) and app (cellphone/smartphone) available for users at no extra charge 5. Softphone/Smartphone app should mirror the user experience when using desk phones 6. Softphone/Smartphone app should be administered much like any other phone on the system 7. Softphone/Smartphone app should have the ability to be deactivated easily 8. Ability to utilize all voice mail features among all users independent of each user's location 9. The appearance of one large system rather than many separate systems to the internal and external callers 8

9 10.Ability to transfer calls transparently to any location on or outside the network 11.Ability to administer all systems from one or any location 12.Allow various levels of calling privileges such as long distance and international calling to be programmable by extension 13.Ability to allow the phone number to be blocked from caller when placing external calls 14.Ability to have a minimum of three (3) inside or outside callers included in a conference call 15.Ability to Conference Bridge with a minimum of ten (10) users at a time. 16.Ability to reroute to a Secondary Internet Connection and the PSTN (Public Switched Telephone Network) on failure of Primary Network/WAN 17.Ability to provide integrated messaging with 18.Ability to answer user-defined groups of extensions temporarily at another extension 19.Ability to configure call hunt groups 20.Ability to distinguish between internal and external calls when a call is transferred or forwarded 21.Ability to utilize quick-key redial and configure speed dialing 22.Allow 200 voic users to access system at one time 23.Integration to the existing Overhead Paging System 24.Integration with Active Directory 25.Emergency Line - Currently off site personnel can call in and it will ring a predefined set of phones and then a predefined list of cell phones until someone answers. If unable to reach anyone the system will send a text to multiple phones. If the proposed system offers this function as well as more varied solutions, Visions is also interested in utilizing them Automated Attendant/Interactive Call Routing Required Features: 1. Ability to setup up at least 10 different automated attendant call trees, with the ability to go a minimum five (5) options deep. 9

10 2. Interactive dialog will be based upon DTMF with errors (incorrect entries) being sent to an informational message and returned to the earlier point in the menu. 3. Ability to record and change messages remotely 4. Ability to have different recorded messages based on day and hour (after hours, holidays, etc.) 5. Ability to distribute calls based on agent skills or business rules 6. Ability to monitor in real time all incoming call queues, call volume and wait times. 7. Ability to self-administrator agents, menus, and reporting System Software/Administration Required Features: 1. Ability to administer one or multiple remote sites through a web based interface 2. Requirement of the system administrator to provide a password for access 3. Provide multiple levels of administrators with each having different capabilities of system access, security, and each with a unique password 4. Ability to track administrator activity in detail 5. Ability to pull and run usage reports Phone Units (handsets) Required Features: 1. Flexible support for inline power, local power or closet power 2. Ability to support headsets and handset lifters if required 3. Message wait indicator 4. Ability to forward phone to another number inside or outside the network 5. Bridged (multi) line appearance 6. Intercom calling 7. Multiple line appearances 10

11 8. Ability to access a directory of phone numbers via the phone set 9. Built in switch to provide connectivity to the computer (100 MB min) 10.Ability to support IP softphones 11.Speakerphone provides full-duplex speakerphone capability with adjustable volume 12.PoE IEEE 802.3af ready out of the box 13.Wall mount option 14.Support of American Disability Act (ADA) requirements, including amplified handsets and support of TTY devices for those with a hearing disability 15.Monochrome and color screen options 16.Ability to view the status of multiple phone lines on a user's phone Voice Mail Required System Features: 1. Ability to support multiple system prompts to greet callers with a ring, no answer message or a busy message 2. System must support zero out" to the attendant or to another station 3. Users must be required to enter a password to access their voice mailbox 4. Require a system administrator password 5. Ability to stamp each new message with a date and time 6. Ability to access voice mail remotely 7. Ability to allow remote change of greetings and passwords 8. Ability to easily transfer a caller directly to a user's voice mail box 9. Obtain user instruction through system prompts 10.Record messages, send and mark messages as urgent", private", etc. 11.Transfer messages to other users and append them with their own comments 11

12 12.Modify own passwords 13.Ability to record multiple greetings for internal and external callers, out of office, etc. 14.Add or modify a class of service 15.Assign default passwords for users 16.Ability to reset passwords for users that have been locked out of their mailboxes 17.Ability to add, delete or modify a user 18.Ability to run detailed reports on system utilization by dates, times, extensions, etc. 19.Ability to automatically direct voic to 911 Calling Required Features: 1. Allow all users to call 911 to reach emergency services 2. We require the system, in case of Primary Circuit Failure to fail over to Visions Data Network (100 MB Connection). If ALL data circuits (Primary, Secondary) fail we desire it to fail over to Analog (POTs) service. 3. Two (2) analog line ports to be used as backup 911 lines (1 new POTs line, 1 Shared with FAX line) 4. An option must exist to allow each and every site on the network to be able to place a 911 call that will send the correct address of the site and the handsets physical location 5. Ability to notify other extensions on site of 911 calls and location 6. System must be able to alert administration of 911 calls placed, see their location via , text and/or display on computer and/or mobile device. MUSIC or ON HOLD MESSAGING Required Features: 1. Ability to provide music or prerecorded messages through the VoIP system SYSTEM RELIABILITY AND AVAILABILITY Required Features: 12

13 1. Redundancy to primary Visions Headquarters site and future automatic failover sites. 2. Ability to automatically re-route calls from Primary to Secondary Internet connection and PSTN (Public Switched Telephone Network) on system failure (primary and secondary) TRAINING Required Features: 1. For every product application proposed, provide a detailed description of the training the Vendor will provide to the VoIP system administrators and end-users during initial roll-out and for new major releases. SYSTEM REPORTING AND CALL DETAIL REPORTING (CDR) Required Features: 1. Ability to use one centralized call accounting system to track calls out of all locations on the network. The call accounting system must be able to distinguish which phone originated the call no matter where the phone exists on the network. The system needs to track an outside call through its destination including internal transfers. 2. Format of CDR records must be available for export to an external application (i.e. Excel) for analysis. 3. Customizable report generation preferred. IMPLEMENTATION - Project Management Required Features: 1. Vendor shall assign a Project Manager to this installation to work with assigned Visions project manager to ensure project schedule stays on track and on-time 2. Vendor is required to supply a complete description of the key activities and responsibilities required for the installation of the proposed system 3. A master project schedule must be included, along with a work responsibility matrix, identifying the tasks the Vendor will perform and the tasks Visions is expected to perform to successfully implement the new system 4. Provide a plan ensuring internal and external communications are maintained through the transition process Installation Requirements Required Features: 13

14 1. Vendor will be required to work with Visions and the Common Carrier to coordinate and support the ordering of all services related to this new installation 2. Vendors should include a price list of required equipment. Visions reserves the right to seek its own pricing for equipment that meets or exceeds the specifications of the Vendor Facility Requirements Required Features: 1. Space - provide the physical dimensions of any proposed equipment and/or the rack space required to house all the equipment 2. Power - all electrical power requirements, including any special conditioning or grounding requirements System Documentation Requirements Required Features: 1. Provide any administrative and training manuals, online, CD's, etc. 2. Provide any configuration documentation on overall system such as switch ports, security settings, class of service with voice mail, etc. EXPANSION Required Features: 1. Add Handset - provide the cost to add an additional handset 2. Add Extension - provide the cost to add an additional phone line 3. Add Voic Box - provide the cost to add an additional voic box 4. Remove Extension - provide the cost to remove/cancel a phone line 5. Add Site - provide the cost to add an additional site (minus handset counts) 6. Add or Modify Automated Call Distribution menus SYSTEM WARRANTY Required Features: 1. A complete maintenance and warranty agreement must be included as part of the respondent's proposal, including all options available for extended coverage and full pricing details for each level of coverage. 14

15 2. Telephone system and all associated equipment in the respondent's proposal must be warranted by the Vendor and the manufacturer to be free of defects in equipment, software, and workmanship for a period of at least one-year following site system cutover. 3. During the warranty period and any subsequent maintenance agreement, any defective components shall be repaired or replaced at no cost to Visions. 4. All system maintenance during the warranty period and under any maintenance agreements shall be performed by the Vendor using personnel employed full time by the Vendor and at no extra cost to Visions other than those charges stipulated to maintain the warranty. SUPPORT Required Features: 1. Remote technical support responses within thirty (30) minutes 2. All other service interruptions within twenty-four (24) hours of notification. Vendor shall describe their definitions of major and minor problems 3. Provide and maintain the availability of spare parts in the geographical area of Visions for critical hardware and software components 4. Explain the amount of time required for full replacement of the central operating hardware/software of the system (for a case of a catastrophic site outage and disaster recovery), assuming a suitable site exists for locating the replacement components 5. Software upgrades and updates to be provided at no charge for the duration of the contract 6. Explain the frequency, time of day, and duration of any unavailability due to system upgrades initiated by the Vendor SCHEDULE FOR IMPLEMENTATION TIMELINE Visions in Education requires the Vendor to submit a proposed Schedule for Implementation Timeline with any proposal response(s). The timeline should include: 1. The resources to be dedicated to the project 2. All costs associated with the project 3. Detailed timeline of actions with a completion target date for the Vendor and for the Visions TS project team 15

16 4. Outline the expectations the Vendor team would have of Visions and the information or task Visions is to provide Vendor and the date any information or task would be required 5. Training should be provided to the technology staff as scheduled by Visions Planning, design, conversion, and development should begin as directed by Visions, and implementation will be at the location(s) set forth above. Implementation will take place over a two (2) month period. Vendor must have appropriate resources to do this in the time specified and can adjust implementation timeline according to needs of Visions. DOCUMENTATION Vendor shall submit to the Visions Information Technology Department the following documents within thirty (30) days of installation. These documents need to be in electronic format as well as bounded/binder paper copy: End user guides System documentation Detailed inventory list of all equipment installed Full technical specifications and as-built documentation Extension list Network diagrams Other related documentation to the project SPECIFIC INSTRUCTIONS & INFORMATION TO BIDDERS 1. Quotes: Each Quote shall be submitted on forms supplied by School. Each Quote shall conform and be responsive to School specifications. Bidder shall furnish complete specifications and rates for all services requested. Additional pricing schedules detailing items listed on the Quote shall be attached to the proposal form. 2. DEADLINE FOR RECEIPT OF Quote: One signed original, two hard copies and one digital copy of the proposal must be submitted in sealed envelopes and should be properly identified with the proposal number and Proposal Submittal Deadline. Proposals must arrive in the Vision's Technology department, 5030 El Camino Ave, Carmichael, CA before 2:00 PM, local time, November 9, Telephone, telegraphic, facsimile, ed, and late proposals will not be accepted or considered. 3. PROPOSAL SUBMISSION REQUIREMENT: Proposals shall be submitted to the address above and labeled with RFQ number and title on the outside of the bid 16

17 package: VISIONS IN EDUCATION It is the sole responsibility of the bidder to see that the proposal is received in proper time as stated in the Notice to Bidders. Any proposal received after the scheduled closing time for receipt of proposals will be rejected and returned to the bidder. 4. TYPEWRITTEN/WRITTEN IN INK: All prices or notations must be typed or written in ink. Proposals written with pencil will not be accepted. 5. ERASURES: The proposal submitted must not contain 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 person or person signing the proposal. 6. QUOTE SEPARATELY: Quote on each item separately. Prices should be stated based on quantities/units specified on the proposal form. 7. ALL COSTS INCLUDED: All costs must be included in the bidder s proposal. The bidder shall deliver, install, and complete an integrated system, which may include use of Visions in Education s own existing equipment referenced herein. These specifications are meant to outline Visions in Education functional requirements and are not meant to be an exhaustive list of services required to accomplish these requirements. 8. TAXES AND INSURANCE: All insurance that may be required shall be included in all bid response quotations. Visions in Education is not exempt from California State sales and use taxes. Visions in Education is exempt from paying Federal Excise Taxes. California sales tax shall be included in the bid response quotations as a separate line item. 9. SIGNATURE: The proposal must be signed in the name of the bidder and must bear the signature in longhand of the person or persons duly authorized to sign the proposal. In case a proposal is submitted by a corporation, it must be signed in the name of such corporation by a duly authorized officer or agent thereof. 17

18 10. MODIFICATIONS: Changes in or additions to the proposal form, alternative proposals, or any modifications of the proposal form which is not specifically called for in the contract documents may result in Visions in Education s rejection of the proposal as not being responsive to the invitation to proposal. No oral or telephonic (facsimile machine, FAX, inclusive) modifications of any proposal submitted will be considered. 11. EXAMINATION OF CONTRACT DOCUMENTS: Bidders shall thoroughly examine and be familiar with the Drawings and Specifications. The failure or omission of any bidder to receive or examine any contract documents, forms, instruments, addenda or other documents or to visit the site and acquaint himself with conditions there existing shall in no way relieve any bidder from obligations with respect to his proposal or the contract. The submission of a proposal shall be taken as Prima Facie evidence of compliance with this section. 12. ERROR IN PROPOSAL: Any claim by bidder of error in his proposal must be made before proposals are opened, or the claim shall be deemed waived. Any bidder may withdraw his proposal at any time between the hour of proposal submittal and the hour of proposal 13. WITHDRAWAL OF PROPOSAL: Any bidder may withdraw his proposal by written request. All proposals received by Visions in Education shall remain subject to acceptance for a period of ninety (90) calendar days after the date of the proposal opening. 14. AWARD OF CONTRACT LIMITATION: No proposal will be accepted from or contract awarded to any party or firm in arrears to Visions in Education, or who is a defaulter as surety, contractor or otherwise. 15. EVIDENCE OF RESPONSIBILITY: Upon the request of Visions in Education, a bidder whose proposal is under consideration for the award of the Contract shall submit promptly to Visions in Education satisfactory evidence showing the bidder s financial resources, his experience and organization available for the performance of the contract. 16. ACCEPTANCE OR REJECTION OF PROPOSALS: The Board of Education reserves the right to reject any and all proposal, or any or all items of any proposal, 18

19 or waive any irregularity of any proposal. No proposal may be withdrawn for a period of ninety (90) days without written approval of Visions in Education. 17. THE CONTRACT: The bidder to whom the award is made shall be required to enter into a written contract with Visions in Education. These bid specifications and the bidder s proposal will be attached to, and become a part of, the final contract documents. 18. PREVAILING LAW: In the event of any conflicts or ambiguities between these specifications and state or federal laws, regulations or rules, then the latter shall prevail. 19. BRANDS. When a particular brand or brand and model number are named in connection with any item, it is named as a standard of quality and utility only. A Bidder may submit a bid to furnish an item other than that named, but the item offered by the Bidder must state in the Bid Form the brand with its model number, if any, which he will furnish. Visions in Education shall be the sole judge of whether an offered item is the equal of the named item. If the Bidder fails to write in the brand and model number of the item to be furnished, it is understood the bidder will furnish the item named by Visions in Education as the standard of quality and utility. 20. SAMPLES. Where the Bidder quotes on a brand named as a standard of the quality and utility desired, a sample of the item will not be required unless specifically requested. If the bid submitted is on any other brand or make than that so named, a sample thereof must be furnished, if requested, or the bid on the item will not be considered. The sample submitted shall be the exact item the Bidder proposes to furnish. Samples of items, when requested, must be furnished free of expense to Visions in Education. 21. FEDERAL OR STATE REGULATIONS. The Bidder's proposal and any contract entered into are subject to all applicable statutes of the United States or of the State of California and all applicable regulations and orders of the Federal or State governments now in effect or which shall be in effect during the period of such contract. 22. ASSIGNMENT PROHIBITED. No contract awarded under this proposal shall be assigned without the approval of the Board of Education. 19

20 23. PATENT RIGHTS, COPYRIGHTS, AND TRADEMARKS. The Bidder shall save, keep, bear harmless, and fully indemnify Visions in Education and any of its officers or agents from all damages, or claims for damages, costs, or expenses in law or equity that may at any time arise or be set up for any infringement of the patent rights, copyrights, or trademarks of any person in consequence of the use by Visions in Education, or by any of its officers or agents of items to be supplied by the Bidder. 24. DELIVERY. All items shall be delivered in quantities specified in the contract F.O.B., at the points within Visions in Education as specified in the contract. Deliveries in advance of the time specified in the contract shall not be accepted unless the Bidder has obtained prior approval from Visions in Education. Unless otherwise specified, if an item is not delivered as specified in the contract or if the Bidder delivers an item which does not conform to the Specifications, the Board of Trustees may, at its option, annul and set aside the contract, either in whole or in part, and may enter into a new contract in accordance with law for furnishing such item. Any additional cost or expense incurred by Visions in Education in the making of such contract or any additional cost of supplying an item by reason of the failure of the Bidder, as described in this paragraph, shall be paid by the Bidder or his surety. 25. INSPECTION OF ITEMS FURNISHED. All items furnished shall be subject to inspection and rejection by Visions in Education for defects or non-compliance with the specifications. The cost of inspection on deliveries or offers for delivery which do not meet specifications may be deducted from the contract price. 26. INABILITY TO PERFORM. In the event that Bidder is prevented from making delivery or otherwise performing on time as specified in the contract by fire, flood, earthquake, labor or transportation problems, war, acts of government, or any other similar cause commonly known as an act of God, which is not the fault of the Bidder, the Bidder shall not be required to deliver or perform, subject to the following requirements: 1. The Bidder shall send written notice to Visions in Education of the Bidder's inability to perform in accordance with the contract. The notice shall contain all facts which show the condition which prevents performance. The Bidder shall send such notice as soon as possible but in no event later than the fifth (5th) day following the date of issuance of a purchase order by Visions in Education or no 20

21 later than the date specified in the contract for delivery or other performance, whichever is applicable. 2. Visions in Education may cancel the contract or purchase order, entirely or in part. 3. The Bidder shall not make any delivery or otherwise attempt to perform under the contract except on the basis of issuance by Visions in Education of a new purchase order or other written instruction. 27. WARRANTY-PRODUCT. Seller warrants that all articles furnished shall be free from all defects of material and workmanship, that all articles shall be fit and sufficient for the purposes intended, and shall save, keep, bear harmless and fully indemnify Visions in Education and any of its officers, employees or agents from all damages, or claims for damages, costs or expenses in law or equity that may at any time arise from Buyers normal use. 28. EQUAL OPPORTUNITY EMPLOYMENT. Bidder, in submitting his proposal certifies that he is an Equal Opportunity Employer, and certifies that he is in compliance with the Civil Rights Act of 1964, the State Fair Employment Practice Act, and all other applicable Federal and State laws and regulations relating to equal opportunity employment, including Executive Order No of September 24, GOVERNING LAW AND VENUE: In the event of litigation, the bid documents and related matters shall be governed by and construed in accordance with the laws of the State of California. Venue shall be with the appropriate state or federal court located in Sacramento County. 30. CONTACT WITH BOARD OF EDUCATION: No business entity, including any agent of such entity, shall directly or indirectly contact any board member immediately before or during the bidding process of any project on which the business entity intends to or has submitted a bid. Any vendor violating this policy shall be deemed disqualified from bidding. Should such contact come to light after the bid is awarded and the entity was deemed the successful bidder, the Board reserves the right to cancel any contract awarded. 31. ARBITRATION: All claims of $375,000 or less which arise between the bidder and Visions in Education shall be subject to the settlement and arbitration 21

22 provisions set forth in the public Contract Code Sections through , which provisions are incorporated hereby by this reference. 32. BID PROTEST. Any bid protest by any Bidder must be submitted in writing to Visions in Education before 3:30 p.m. (Per School bid clock) of the third (3 rd ) business day following bid opening. a. The protest must contain a complete statement of any and all basis for the protest. b. The protest must refer to the specific portions of all documents that form the basis for the protest. c. The party filing the protest must have actually submitted a bid. A bidder may not rely on the bid protest submitted by another bidder, but must timely pursue his or her own protest. d. The protest must include the name, address and telephone number of the person representing the protesting party. e. The party filing the protest must concurrently transmit a copy of the protest and any attached documentation to all other parties with a direct financial interest that may be adversely affected by the outcome of the protest. Such parties shall include all other bidders or proposers who appear to have a reasonable prospect of receiving an award depending upon the outcome of the protest. f. The bidder whose bid has been protested may submit a written response to the bid protest. Such response shall be submitted to Visions in Education no later than 5:00 p.m., no later than three (3) working days after the deadline for submission of the bid protest, as set forth above, and shall include all supporting documentation. Such response shall also be transmitted concurrently to the protesting bidder and to all other bidders who appear to have a reasonable prospect of receiving and award depending upon the outcome of the protest. g. The procedure and time limits set forth in this paragraph are mandatory and are each bidder's sole and exclusive remedy in the event of bid protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings. h. A business day, for purposes of this section, means a weekday during which Visions in Education s office is open and conducting business. 22

23 34.RIGHT TO TERMINATE: School reserves the right to terminate this Request for Proposal and all documents associated with the Request for Proposal, including but not limited to a Letter of Intent/Letter of Agreement, in its sole discretion at any time, with or without cause, upon written notice to the other party. In the event of termination, notice shall be deemed served on the date of mailing and shall be effective immediately. Visions in Education shall not be responsible for any costs to Bidder/Contractor prior to termination. 35.CONTRACTOR REGISTRATION SB854: All contractors and subcontractors intending to bid or perform work on public works projects will be required to meet minimum qualifications and register (and annually renew) online for the program. The cost to register for the program is $300 and is nonrefundable. The DIR will post a list of registered contractors and subcontractors on its website. Duty to notify DIR when awarding a contract for a public works project, using the online PWC-100 form. This requirement, found in Labor Code Section , now applies to all public works projects. Previously it applied to projects subject either to apprenticeship or DIR compliance monitoring requirements. ADDITIONAL ITEMS REQUIRED 1. Vendor shall furnish complete specifications and rates for all services requested. 2. Additional pricing schedules detailing items listed on the proposal shall be attached to the proposal form. 3. Each prospective Vendor must submit one (1) bound/binder copy with sealed cover with clearly written on the package and one (1) digital copy (CD or thumb drive) of its bid in response to the RFQ by due date (listed above). 4. Each Vendor must provide two (2) signed and dated copies of the Vendor s multi-year Service Agreement at the time the bid is submitted. 5. Each proposal must contain costs for taxes and shipping as separate items. 6. Prices must be held firm for the duration of the installation of complete project and/or until the end of resulting contract. 7. Each Vendor who submits a quote for the posted equipment MUST use the posted information in the quote. 23

24 8. If the quote is not filled out completely, including the full part numbers, quantities, tax, and shipping, the quote may be considered non-responsive. 24

25 AMENDMENT OF RFQ VISIONS IN EDUCATION Visions in Education reserves the right to amend this RFQ at any time. Visions shall determine in its sole and absolute discretion if the amendment will require additional time required for a Vendor to prepare a proposal. If so, Visions will change the due date deadline and notify all known potential Vendors in writing of the revised deadline due date. All amendments and question responses will be posted on Visions web site at: 25

26 Letter of Agreement Visions in Education and VISIONS IN EDUCATION (Name of Company) Pursuant to the terms of Visions in Education s RFQ # RFQ Voice Over IP, ( Name of Company ) s response to RFQ # RFQ 100 dated (mm/dd/yyyy), ( Name of Company ) will provide the equipment and services per RFQ # RFQ 100 effective the date of issuance of Visions in Education Purchase Order(s). ( Name of Company ) and Visions in Education acknowledge that this agreement is for products and services, which are contingent on funding by Visions in Education and Board of Education approval. Visions in Education reserves the right to terminate the referenced Request for Quote and all documents associated with the Request for Quote, including but not limited to this Letter of Agreement, in its sole discretion at any time, with or without cause, upon written notice to the other party. In the event of termination, notice shall be deemed served on the date of mailing and shall be effective immediately. Visions in Education shall not be responsible for any costs to Bidder prior to termination. Visions in Education (Name of Company) Authorized Representative Signature Authorized Representative Signature Date: Date: Name: Jody Graf Name: Title: Executive Director Title: Address: 5030 El Camino Ave. Address: Carmichael, CA jgraf@viedu.org Phone: (916) Phone: 26

27 VENDOR S CERTIFICATE REGARDING WORKERS COMPENSATION Labor Code section 3700 in relevant part provides: Every employer except the State shall secure the payment of compensation in one or more of the following ways: (a) By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State. (b) By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees. I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract. Signature Date Name Title Company (In accordance with article 5 (commencing at section 1860), chapter 1, part 7, division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.) 27

28 State of California ) )ss. County of ) VISIONS IN EDUCATION VISIONS IN EDUCATION NON-COLLUSION AFFIDAVIT (Name), being first duly sworn, deposes and says that he is (title) of the (Name) party making the attached bid; that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and, further, that the bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid. I certify (or declare) under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this day of, 20 at California. Date: Signature of Bidder 28

29 29

30 Bid Response Form Company Name One time installation costs Implementation costs Project Management costs Estimate of Charges by Common Carrier (circuit) Year 1 Total Costs - Complete cost for implementation Maintenance cost. Standard and Extended (Implementation/Monthly charges/maintenance) Year 2 Total Costs - Monthly charges/maintenance Maintenance Costs. Standard and Extended Year 3 Total Costs - Monthly charges/maintenance Maintenance Costs. Standard and Extended Taxes Total Cost Year 1, 2, 3 with Maintenance Cost to add new phone Cost Reduction to eliminate phone Cost to add additional phone number Cost to add additional Voic box or ACD Group/Agent 30

31 Questions to Vendors; VISIONS IN EDUCATION What remote diagnostics are available? Can administrators see and access any alarms or alerts from remote terminals? What information is included in your system monitoring reports? Describe the IP call processing hardware platform - is it standard or proprietary? Feature Responses; Please indicate which described features your proposed system does not comply with. 31