Holt Public School District 5780 W. Holt Rd Holt MI

Holt Public School District 5780 W. Holt Rd Holt MI 48842-1197

1.1 is requesting bids to replace their existing Cisco VoIP and integrated voice messaging system with an updated Cisco solution including fully unified messaging connectivity with Exchange 2007. 1.2 It is required that Contractors propose their best solution to meet the Districts telecommunications needs as defined in this RFP. Throughout this RFP, the Owner" will be used to refer to Holt Public School District and respondents submitting proposals will be referred to as "Contractors". 2.1 The Contractors are to assume that all buildings are wired for voice and data services, including standards based switching and PoE requirements. The contractor will verify network configuration as to QoS and other network performance requirements for a typical VoIP deployment. 2.2 The successful Contractor must be the sole responsible party throughout the delivery, installation, training, warranty, and maintenance periods. Any subcontractor utilized by the Contractor must be identified in the proposal with the areas of responsibility clearly defined. A change of subcontractors throughout the installation, warranty or maintenance periods requires the prior written approval of the Owner. The successful Contractor will have ultimate responsibility for all subcontractors utilized for this project. The selected Contractor must provide a project manager as a single point of contact for the Owner throughout the planning and implementation of the project. 2.3 The Owner, reserves the right to waive any informality or irregularities in the bidding procedures, to reject any or all proposals, entirely or portions thereof, or to accept the proposal deemed in their best interests to do so. 2.4 All pricing shall be listed as a per unit cost. The Owner reserves the right to make additions or subtractions to the purchased items at the per unit cost.

2.5 The Owner is a tax-free institution for this project and is exempt from excise tax, use tax and sales tax. 2.6 Prior to payments being by the Owner, releases of all liens and sworn statements shall be provided in that all labor and materials are paid in full to date. 3.1 The selected Contractor will be required to engineer, design, furnish, install, and test the new system. It will be the Contractors responsibility to ascertain the requirements for any changes to premise equipment or environment necessary to accommodate and support the new system. It will be the contractors responsibility to implement these changes only after written approval is granted by the Owner. The new system shall consist of all new equipment. The base bid price of the selected Contractor must also include all labor, equipment, and materials necessary to meet the Owner's training requirements, as specified in this RFP. Each base bid shall also include a $10,000.00 change order allotment. 3.2 The successful Contractor shall make applications and acquire all permits and inspections required by all regulatory authorities having jurisdiction over all the work. Each trade sub-contractor, as may be required, shall secure all other permits and inspections required by authorities having jurisdiction of the work. 3.4 Compliance with Laws and Regulations 3.4.1 Equipment requiring FCC registration or approval shall have received such approval and shall be appropriately identified. 3.4.2 All work shall conform to the latest edition of the National Electrical Code, the Building Code, and all local codes and ordinances, as applicable. ANSI/TIA/EIA-568-B.1 through ANSI/TIA/EIA-568-B.3, NECS/BICSI-586 and ANSI/TIA/EIA- 569-A shall be adhered to during all installation activities.

Methodologies outlined in the latest edition of the BICSI Telecommunications Distribution Methods Manual shall also be used during all installation activities. Should conflicts exist with the foregoing, the authority having jurisdiction for enforcement will have responsibility for making interpretation. 3.5 Safety 3.5.1 The bidder shall take the necessary precautions and bear the sole responsibility for the safety of the methods employed in performing the work. The bidder shall at all times comply with the regulations set forth be federal, state, and local laws, rules, and regulations concerning OSHA, MIOSHA, and all applicable state labor laws, regulations, and standards. 3.6 Execution of Installation 3.6.1 Handling and protection of equipment and materials The bidder will be responsible for safekeeping of your own and your subcontractors property, such as equipment and materials, on the job site. Holt Public Schools assumes no responsibility for protection of above named property against fire, theft, and environmental conditions. 3.6.2 Protection of Holt Public Schools facilities The bidder will effectively protect Holt Public Schools facilities, equipment, and materials from dust, dirt, and damage during construction and remove protection at completion of the project. 3.6.3 Installation Implementation, scheduling, and access to the buildings will be coordinated with the Owner s representative. The bidder will receive, check, unload, handle, store, and adequately protect equipment and materials to be installed as part of the contract in areas as directed by Holt Public Schools. Including delivery, unloading, setting in place, fastening to walls, floors, ceiling, or other structures where required. Interconnecting wiring of system components, equipment alignment and adjustment, and other related work whether or not expressly defined herein. o Install materials and equipment in accordance with applicable standards, codes, requirements, and recommendations of national, state, and local authorities having jurisdiction, and National Electrical Code (NEC) and with manufacturer s printed instructions.

The bidder will adhere to manufacturer s published specifications for proper installation. Equipment and materials will be arranged and mounted in a manner acceptable to Holt Public Schools. Penetrations through floor and fire-rated walls shall utilize intermediate metallic conduit (IMC) or galvanized rigid conduit (GRC) sleeves and shall be firestopped after installation and testing, utilizing a firestopping assembly approved for that application. Installation shall conform to the following basic guidelines: o Use of approved wire, cable, and wiring devices o Neat and uncluttered wire termination 3.7 See Bid Package section for further details specific to this RFP.

Inquiries regarding this RFP should be sent to : Holt Public Schools 5780 W. Holt Rd. Holt Michigan 48842 Phone: (517) 699-1109 Fax: (517) 699-0264 e-mail: bilten@hpsk12.net Contact: Bob Von Ilten Intent to Bid due 04/24/2009 Bid proposal due 05/01/2009 2:00pm Bid Opening 05/01/2009 2:00pm 3 sealed copies of your bid response must be received no later than the date and time specified in 1.6 Schedule of Events. Bids received after that time will not be considered. All 3 copies may be sealed in the same package. Bids will be publicly opened at the Information Systems Conference room in the Information Systems section of the Ninth Grade Campus building, 5780 W. Holt Rd., Holt MI 48842-1197. Bids must be sealed and marked DO NOT OPEN. Bids are to be marked VoIP / Integrated Voice Messaging System and delivered to: Robert Von Ilten Director of Information Data Services Holt Public Schools 5780 W. Holt Rd. Holt MI 48842-1197

All bidders submitting a response to this RFP must include the completed Vendor Profile form found in Appendix A of this document. At least three Cisco VoIP installation / service references must be included on or with this form. Additional vendor information is welcomed and may be included along with the completed Vendor Profile form. If for any reason, the bidder cannot comply with any of the terms specified in this RFP, please provide an explanation with bid response. 9.1 Any document submitted after the due time and date will be rejected as not meeting the mandatory requirements for the RFP. 9.2 Any cost for developing proposal documents is the responsibility of the bidder and shall not be chargeable in any manner to Holt Public Schools 9.3 Holt Public Schools reserves the right to reject any and all proposals. 9.4 Holt Public Schools reserves the right to reject any part of a specific proposal for any reason. 9.5 Holt Public Schools reserves the right to re-bid all or part of this project at a later date. 9.6 Holt Public Schools reserves the right to accept any bid, even if it is not the lowest bid. 9.7 Holt Public Schools reserves the right to modify conditions and specifications, by mutual agreement with the selected supplier, both at the time of acceptance of the bid, and subsequent thereto. Only the authorized agent of Owner and signer of bid proposal can execute changes. 9.8 Holt Public Schools reserves the right to increase or decrease quantities purchased, both at the time of acceptance of the bid, and subsequent thereto. 9.9 The bidder performance of the work shall comply with applicable federal, state, and local laws, rules, and regulation. The bidder shall give required notices, shall procure necessary governmental licenses and inspection, and shall pay all fees and charges in connection therewith unless specifically provided otherwise.

9.10 The bidder is responsible for any applicable Federal, State or Local taxes. The awarded bidder shall be solely responsible for such payments and shall indemnify the owner and hold him harmless for any assessment and payment of same. 9.11 In the event of maintenance actions requiring on site visits by the successful bidder, the successful bidder shall be liable and responsible for any repairs required by reason of this work and caused by negligence of it s employees. Repairs of any kind required will be made and charged to him. The successful bidder shall take the necessary precautions to protect the building areas and equipment adjacent to his work. 9.12 In the event of maintenance actions requiring on site visits by the successful bidder, the successful bidder is responsible for coordinating all work schedules, building access, communications with other contractors, and location of staging areas for equipment and material with the representative assigned by the Owner. 9.13 Every subcontractor shall be bound by the applicable terms and provisions of this agreement. Nothing contained herein shall create any contractual relationship between any subcontractor and the owners. 9.14 Bid prices quoted shall remain in effect for a period of 90 days from the bid due date. 9.15 The successful bidder must have the proper insurance forms submitted prior to starting the work. 9.16 If bidder is using a subcontractor, subcontractor must meet Holt Public Schools guidelines as laid out in this document. Holt Public Schools will have last right of acceptance of subcontractor. 9.17 The successful bidder will require all subcontractors to maintain similar insurance coverage. 9.18 The insurance shall be written for not less than the following limits, or greater if required by law. Type of Policy Minimum Liability Limits

Standard Workers Employers Liability Compensation and $100,000 - Bodily Injury by Accident Employers Liability (each accident) $100,000 - Bodily Injury by Disease (policy limit) General Liability Automobile Liability Umbrella Insurance Combined Single Limit Liability $500,000 - Each Occurrence or Split Limit Liability $500,000 - Bodily Injury (each occurrence) $500,000 - Property Damage (each occurrence) Aggregates $500,000 - General Aggregate $500,000 - Products - Completed Operations $500,000 - Aggregate Combined Single Limit Liability $500,000 - Each Accident or Split Limit Liability $500,000 - Bodily Injury(each person) $500,000 - Bodily Injury(each accident) $500,000 - Property Damage(each accident) $2,000,000 - Limit over primary insurance

It is the intent of the district to obtain the highest value at the most reasonable price. To achieve this goal, bids will be evaluated on several factors. The capability of the proposed solution to: Comply with the district s long range technology plan Provide lower long-term cost of ownership Adapt to technological advances Expand to accommodate growth and change within the district. Meet the support needs of a mission critical system These factors are, in many ways, more important than the initial cost of the package. Do Not assume the lowest bid will be awarded the project. All maintenance agreements shall run July 1 st through June 30 th The companies intending to submit a response to this RFP must complete the Notification of Intent to Bid form in Appendix C. Send this form to Holt Public Schools via fax, email or regular mail. It must be received by the date specified in 6.0 Schedule of Events Note: Only companies that have returned the Notification of Intent to Bid, form, by the deadline, will be notified of any addendum to this RFP.

Company Name Location of office nearest Holt Public Schools that will provide support and respond to trouble calls: Years in business Number of office staff Number of project managers and years of experience of each Number of employees with Manufacturers certification Number of installers and years of experience each Number of installers that will be assigned to this project. Manufacturer or other certifications References (Three (3) or more SIMILAR installations) Provide contact name and telephone number or e-mail address. (1) _ (2) _ (3) _ Submitted by (type or print) Signature Date

I have reviewed all bid documents and prints and accept all conditions as outlined in the bid documents and prints. Submitted by: Company Signature Date

VoIP / Integrated Voice Messaging System If you intend to submit a bid, please complete this form and fax or e-mail it to: Robert Von Ilten Director of Information Data Services Holt Public Schools 5780 W. Holt Rd Holt MI. 48842 bilten@hpsk12.net Company Name Address City, State Contact Name Phone No. Fax No. e-mail address