Districtwide Hosted VoIP Solution Rebid RFP-RB

Transcription

1 9600 Sims. El Paso, Texas PURCHASING Districtwide Hosted VoIP Solution Rebid RFP-RB SECTION 3 Scope of Work / Specifications / Pricing List (District s description of product/goods and services to purchase.) (For solicitations advertised under Education Code ) 1. Required Forms. Offeror must complete and submit all forms, as applicable. Forms are located at: Failure to do so may be grounds to declare an offer non-responsive. Not utilizing forms provided OR modifying forms may disqualify offer. 2. Exhibits. Vendor must review all exhibits, as applicable. Exhibits are located at: 2 Insurance Sample 3. Scope of Work 3.1 Purpose and Background Ysleta Independent School District (YISD and/or District) is requesting proposals for a Districtwide Hosted VoIP Solution. This project is to be a turnkey new-hosted solution providing the replacement of the district's current on-premise hardware/software and telephones described below. This will be a 12- month project and the awarded vendor will install, configure, test, start-up and maintain the project while the district will be able to maintain daily operations. The District is a public education Pre-K thru 12 district that supports approximately 42,000 students and roughly 7,000 employees in El Paso, Texas. The District is comprised of 65 Locations, 8 High Schools, 11 Middle Schools, 35 Elementary Schools, 2 Pre-K s, 3 Specialty and 5 Non-Instructional Facilities. The District currently maintains two centralized legacy Nortel CS1K s and a Call Pilot Voice Mail System with Media Gateways to each site. These are not redundant. There is also a CS1K separately located at an elementary school networked back to the central site. There is an Avaya Call Manager at one site with safe education and integrated paging capabilities using Algo products. The district implemented VoIP trunking over the districts WAN, however it is still using older legacy telephones, Nortel 2616 s, Nortel 3904 s, Astra 9110 s in the classrooms and two locations are using IP phones which are Nortel 1140 s and Avaya 9600 Series. There a two hosted schools using Yealink T23G telephones in the classrooms and T46G s in all the administration areas. There are a few wireless W56P s for Special Education classrooms. All classrooms have a telephone and all users have voic . There has not been an implementation of Quality of Service on the network for the above VoIP trunking. 1

2 There are approximately 7,500 telephones programmed in the Nortel CS1K s and Avaya CM. The actual hardware count is 5810 Analog, 1470 Digital and 79 IP Sets. The District has a 915 area code and the 434 and 435 prefix that is used throughout the District as 5-digit dialing. There are also FAX POTS and FAX DID s which the District would like to eliminate and have a FAX to solution as well as voic to and telephone. The District s system is Microsoft Office 365. The District has approximately 540 POTS lines, 16 PRI s, again the entire 434 prefix, and 435 prefix with the exception of through Each location is assigned a DID range and number. Elementary Schools are given a 100 DID range, Middle Schools a 200 DID range and High Schools a 300 DID range. The non-instructional buildings have their own DID numbering range, however the counts vary. YISD will eliminate all of the PRIs and most of the POTS when the hosted service begins. There are POTS lines used for elevators, fire and intrusion that will remain outside of this proposal. The Network Infrastructure is designed to handle 1 Gig to the desktop. The Network consists of the following type switches: Central Office 6509 used as a distribution switch Core Switches Cisco Nexus 9300 MDF and IDF Switches - Aruba 2500 PoE +, Cisco 2960L PoE +, Cisco 3750 PoE + The WAN for Ysleta is operating at the following speeds: Elementary Schools 2 gigabits Middle Schools 4 gigabits High Schools 10 gigabits Special Schools 1 gigabits Non-Instructional 1 gigabits 3.2 Vendor Responsibilities and General Guidelines Prices stated on the bid must include all materials/hardware, labor, any related termination and billing ees, for a complete turnkey solution for each item. The successful vendor must provide the following: Project Manager On-Site Engineer, Technical Personnel for Installation and Configuration Personnel who will gather all the YISD database & documentation (School Numbering Plans, Floor Plans, How the Current System supports the District) Develop detail Implementation plan Project Plan Reviews Manage the Implementation of the Project Order, install, configure and test equipment, software and circuits Facilitate migration of systems and services to new technologies 2

3 Follow YISD s change management procedures Coordinate with YISD for scheduling changes (See Attached Calendar for School Testing & Holidays.) Coordinate with YISD for verification of any changes in the Project (Delayed Porting, Equipment, etc.) Thoroughly document all implementation configurations at each location Awarded Vendor will provide at least two weeks of training to the YISD Telecom Staff and Network Staff. (Four Telecom and Two Network Personnel) After deployment, provide an on-going weekly performance and utilization report during the length of the project. Provide, after each site implementation, an electronic copy of all the Database and Configurations. Provide a District Wide Billing method, breaking down the calls by high and low volume. The awarded vendor will provide their Internet Circuit as the service and will not be using the District's Servers or Software. Provide a complete QoS configuration with selected Hosted System and provide a complete configuration for one each of the following switch models: Cisco Nexus 9372PX Cisco Catalyst 6500 Cisco Catalyst 2960S Cisco Catalyst 2960X Cisco Catalyst 2960L Cisco Catalyst 3750TS Cisco Catalyst 3750G Cisco Catalyst 3750X Aruba Mobility and Next Generation Switches 3.3 Implementation and Installation: The successful vendor must provide detailed cutover and test plan which identifies dates, personnel involved, contact telephone numbers, and testing procedures. You will also be required to provide a phased 12-month plan for existing services to the new Telephone System. The plan must address the use of dual service and circuits to ensure that no downtime will be experienced. The successful Vendor will provide and pay for all labor, materials, equipment, tools, utilities, services necessary for the proper installation and testing of the network, including termination and electronic equipment. The successful Vendor must coordinate with YISD to ensure that no interference or interruptions in operations occur. The new Hosted Telephone System's primary connection will be configured to use the district's Internet circuit as a fail over. Provide assistance in the configuration on YISD's network. YISD's Internet Access is through Spectrum and is an 8 Gig circuit. YISD will provide access to the job sites during normal hours for installations in the MDF's and IDF's. (The awarded vendor's on-site personnel will require background checks) The vendor must supply: 3

4 All equipment and services as specified in the bid response, including design, project management, installation, integration and support material to provide a complete operational system. Assembly and installation will be performed during normal business hours by the vendor. Deployment of devices/telephones/endpoints will be the responsibility of the vendor Cutover and telephone/endpoints placement by the Vendor will be done after school is let out for the day unless school is not in session. Elementary School Hours 7:45 am to 2:45 pm Middle School Hours 8:40 am to 4:00 pm High School 8:30 am to 4:05 pm Project and engineering review weekly with YISD personnel in periodic project meetings prior to and during the installation phase. A detail site survey is required for each location within this project. The site survey shall be in the form of an electronic deliverable document. Telephone services will be required at all locations and in all classrooms, administration offices, noninstructional facilities to include bus lots, stadiums, maintenance bays, etc. YISD has attached with this RFP the physical site, address and main telephone number associated with the site, and the Bandwidth. 3.4 Transition of Telephone System to Hosted VoIP YISD will work with the successful vendor and its Project Manager to complete a seamless transition of services. YISD must be assured that services will be seamlessly transferred to the successful vendor and the district will maintain full connectivity during the transition except for minimal downtime of 2 hours at individual locations as they are cutover to the new service at no additional cost to YISD. The transition must involve only minimal disruption to network connectivity during business hours. No down time during school hours is acceptable. However, with unforeseen circumstances, and with prior notification given to location personnel, and IT department up to 1 hour of possible disruption, may be acceptable. The successful vendor must provide voice test results prior to cutover of the main MPLS service, and must be capable of demonstrating and documenting circuit performance prior to placing the circuit into service. The vendor will be required to provide electronically information on all network components for all locations after the school has been cutover. The records must contain sufficient detail to allow YISD to cross-reference the records on all provided reports and monthly billing. (Reporting) Bid components for this section must include an overall project work plan which includes, but is not limited to a description of the steps necessary to complete the installation process and school system level acceptance testing. The Telephone System will be deemed acceptable and complete when the following criteria are met at each campus: Proof that the school system has the appropriate functionality as outlined in the Scope of Services System has demonstrated district-wide connectivity and PSTN connectivity 4

5 A timeline of events for implementation bearing in mind, that all school system level acceptance testing must be completed within 12 months from the date the contract is signed. A communication plan for establishing and maintaining communications with network entities and district personnel with regards to the progress of the installation Detailed contingency plans if installation is not complete or acceptance testing does not meet district specifications Staffing Assignments: Provide staffing roster assigned to this project by your Project Manager and be aware background checks are required. Test Quality of Service 3.5 MPLS Circuit The vendor is required to provide their own MPLS circuit for this Hosted VoIP project. It must be enough bandwidth to support the 64 locations and any upcoming projects. If construction or leased services is a significant component of a given bid, the following qualifications criteria will apply: Vendors for the work under this specification must be recognized suppliers of such equipment or services, and must have personnel with experience, training and skill to provide a practical working system. The personnel proposed by the vendor to install any equipment proposed under these specifications must have demonstrable extensive experience and training on the specific equipment to be provided. Detailed experience and training, must be submitted for key personnel who will be involved in the construction. As part of the evaluation process, or during any construction phase, the awarded vendor may be required to furnish acceptable evidence of manufacturers training. Refusal or inability to furnish acceptable proof of training or experience shall be grounds for the request for removal of certain personnel from working on this project. The awarded Vendor will upon the request of YISD, remove requested personnel after monitoring their progress in the beginning of the project, and furnish replacement personnel with the necessary experience or training within a reasonable time, not to exceed one working day. Any leased services will be telecommunication providers operating under the regulations of the Federal Communications Commission, the Telecommunication Act of 1996, and State of Texas regulations, where applicable. Vendors will provide documentation of experience in the installation, operation, and maintenance of networks that provide telecommunication services. If there are any Fees associated with this service, the awarded Vendor must include in this response, not after the contract is awarded. 3.6 Maintenance The support structure must include the capability of speaking with live personnel as well as an on-line web portal. The provider must make support available 24/7 and have a minimal 2 hour response for outages. The support must be 99.9% up time and must be backed up by an appropriate Service Level Agreement (SLA). Proposed services must include maintenance support capabilities 24 hours a day 365 day per year. Provider is required to provide dispatched/remote Field Technical Support services for Vendor hardware/software diagnostics, repair, replacement equipment and software installed in the MDF and IDF closets with a 2 hour period of the outage. Specifically define the escalation procedures for service interruptions, to include: Definition of Major Outage 5

6 Guaranteed response times for repair Telephone System monitoring capabilities and responsibilities Call escalation matrix with names and numbers according to severity Awarded Vendor will provide an Incident Matrix with priority levels with escalation paths and timelines. Each trouble will be assigned a unique Trouble Ticket Number, and severity level. YISD will assign one of (4) priority levels to all trouble tickets as they are created. The priority impacts the treatment of a trouble ticket in a number of ways including the level of urgency in assigning resources and adjustment of the escalation process. The priority levels are as follows: Priority 1: Voice Service is down, critical impact to business operation. Provider and YISD will commit substantial resources around the clock to resolve the situation. Priority 2: Voice Service is severely degraded, significant impact to business operation. Provider and YISD will commit full time resources around the clock to resolve the situation. Priority 3: Voice Service performance degraded; network functionality impaired, most business operations continue Priority 4: Customer requests information or assistance on device capabilities or configuration. Service Level Agreement Prices submitted must include Service Level Agreement (SLA) terms that specify loss, latency, jitter, average time between failure, and retribution for violating the terms of said agreement. Reports, call logs, and any other documentation pertinent to the services being provided shall be available to YISD upon request. At the minimum vendor must include: A) Voice Network Availability (All types) B) Voice Network Latency Scope C) Outage Reporting Scope D) Circuit Installation Scope E) SIP Trunks F) Remedy when SLA is not met 3.7 Specification Requirements Telephone Sets and End Points The new hosted telephones must be open sip and a 1 Gigabit capable phone. The preferred VoIP telephone currently is the Yealink T23G or equivalent for classrooms and T46G or equivalent for Administration. See chart below for types of telephones requesting. Provide a classroom 1 Gig capable phone with display and message waiting light. Provide a 1 Gig each for administration areas. Provide a wireless VoIP handset option for Cafeteria's and Libraries, etc. (The locations usually have a Desk Phone with a wireless for roaming their area. Cafeteria's also have an analog bell connected to their Café number so they can hear the phone ring.) Provide an Executive phone Provide, Sidecars/Add-on Modules. 6

7 User Telephones Quantity Est Suggested Telephone Type Classrooms Gig Display w/ MW Lamp Telephones Compatible with the Algo 8036 Multimedia Intercom Security Phone 61 Administration & Secretaries Gig Display w/ Multiple Keys Executive Gig Touchscreen w/ Multiple Keys Libraries & Cafeteria's 120 Wireless / Cordless Conference Telephones 100 1Gig Video Conference Telephones 25 1 Gig Video Wireless Compatible Headsets 100 Secretaries/Receptionists 100 Sidecars/Add-on Modules YISD Security Office/E911/911 YISD has a 24-hour Security Department that monitors all schools and facilities. Currently 911 calls go to the PSAP and Security at the same time. The successful vendor will provide the same solution, however a new technology. The 911 calls to the YISD Security office should be real time active participation. Every classroom and office has a telephone and can currently dial 911 or Vendors are required to have an E911 solution integrated with their Hosted VoIP System. In Texas the main address of the building entrance is sufficient. The Security Department also has a recording software for the main Security Telephone Number This number appears on all telephones associated with the Security Department but only three telephones in the Security Network Room record the calls with an active headset. It is required that the vendor must provide a recording method for 911 calls only, with a 30 day storage and any/or hardware and software associated with it to be implemented with this project. Front Door Security There is a front door security entry system in place at each campus and consists of SIP devices. The front door devices at each location are an Algo 8036 outdoor video telephone and an Avaya indoor desk video telephone. These Sip devices are integrated with an Infinias access control door lock and the 7

8 Districts camera system. The Front Door Security system must integrate with the new hosted telephone system. Paging The District has paging units at every campus. The telecom department currently provides a paging code through the Nortel system via a trunk card at each location. The code can be used to access the paging unit from any telephone. The new hosted service must provide the same method as used today in accessing the school paging systems. Looking to the future. The district already has a school using Algo 8301 Paging adapter devices. This device allows paging capability through the telephones themselves using the legacy paging unit. The District requires a response and pricing for this capability through the vendor s service. 3.8 Proposal Pricing All price quotations must include all services, labor, materials and equipment, applicable taxes, shipping and miscellaneous charges that are necessary to provide Ysleta Independent School District with a complete, turn-key solution to all sites. Pricing associated with this request should be based on a multi-year agreement of three (3) years, with two (2) one-year renewal options a total of (five) 5 years; as outlined in Attribute # 56 Contract Term. 3.9 Attachments Attached below, campus listing and district calendar. 8

9 CAMPUS ADDRESS CITY/STATE/ZIP Phone Number WAN Bandwidt h Phone Cnt per Databas e Current DID Count Elementary Ascarate Elementary 7090 Alameda Ave El Paso, TX Gig Capistrano Elementary 240 Mecca St El Paso, TX Gig Cedar Grove Elementary 218 Barker Rd El Paso, TX Gig Constance Hulbert Elementary 7755 Franklin Dr El Paso, TX Gig Del Norte Heights Elementary 1800 Winslow Rd El Paso, TX Gig Desertaire Elementary 6301 Tiger Eye Dr El Paso, TX Gig Dolphin Terrace Elementary 9790 Pickerel Dr El Paso, TX Gig East Point Elementary 2400 Zanzibar St El Paso, TX Gig Edgemere Elementary Edgemere Blvd El Paso, TX Gig Glen Cove Elementary Sam Snead Dr El Paso, TX Gig Hacienda Heights Elementary 7530 Acapulco Ave El Paso, TX Gig Lancaster Elementary 9230 Elgin Dr El Paso, TX Gig Lebarron Park Elementary 920 Burgundy Ave El Paso, TX Gig Loma Terrace Elementary 8200 Ryland Ct El Paso, TX Gig Marian Manor Elementary 8300 Forrest Haven Ct El Paso, TX Gig Mesa Vista Elementary 8032 Alamo Ave El Paso, TX Gig Mission Valley Elementary 8674 North Loop Dr El Paso, TX Gig North Loop Elementary 412 Emerson St El Paso, TX Gig North Star Elementary 5950 Sean Haggerty El Paso, TX Gig Parkland Elementary 6330 deer Ave El Paso, TX Gig Pasodale Elementary 8253 McElroy Ave El Paso, TX Gig Pebble Hills Elementary Edgemere Blvd El Paso, TX Gig Presa Elementary 128 Presa Place El Paso, TX Gig R.E.L Washington Elementary 3505 Lee Trevino El Paso, TX Gig Ramona Elementary 351 Nichols Rd El Paso, TX Gig Sageland Elementary 7901 Santa Monica Ct El Paso, TX Gig Scotsdale Elementary 2901 McRae Blvd El Paso, TX Gig South Loop Elementary 520 Southside Rd El Paso, TX Gig Thomas Manor Elementary 7988 Alameda Ave El Paso, TX Gig Ysleta Elementary 8624 Dorbandt Cir El Paso, TX Gig Tierra Del Sol Elementary 1832 Tommy Aaron Dr El Paso, TX Gig Vista Hills Elementary La Subida Dr El Paso, TX Gig Ysleta Pre-K 7940 Craddock St El Paso, TX Gig Eastwood Heights Elementary Janway Dr El Paso, TX Gig Del Valle Elementary 9251 Escobar Ave El Paso, TX Gig Parkland Pre K Chick a Dee El Paso, TX Gig

10 Middle Schools Alicia Chacon K Prado Rd El Paso, TX Gig Camino Real Middle 9393 Alameda Ave El Paso, TX Gig Bel Air Middle 8040 Yermoland Dr El Paso, TX Gig Parkland Middle 6045 Nova Way El Paso, TX & Gig Young Womens Leadership 7615 Yuma Dr El Paso, TX Gig Rio Bravo Middle 525 Greggerson Dr El Paso, TX Gig Riverside Middle 7615 Mimosa Ave El Paso, TX Gig Valley View Middle 8660 North Loop Dr El Paso, TX Gig Ysleta Middle 8691 Independence Dr El Paso, TX Gig Eastwood Middle 2612 Chasewood St El Paso, TX Gig Eastwood Knolls K Buckwood Ave El Paso, TX Gig Indian Ridge Middle Pebble Hills Blvd El Paso, TX Gig Desert View Middle 1641 Billie Marie Dr El Paso, TX Gig High Schools Bel Air High School 731 Yarbrough Dr El Paso, TX Gig Del Valle High School 950 Bordeaux Dr El Paso, TX Gig Riverside High School 301 Midway Dr El Paso, TX Gig Ysleta High School 8600 Alameda Ave El Paso, TX Gig Eastwood High School 2430 McRae Blvd El Paso, TX Gig J.M. Hanks High School 2001 Lee Trevino Dr El Paso, TX Gig Parkland High School 5932 Quail Lane El Paso, TX Gig Valle Verde Early College Hig 919 Hunter Dr El Paso, TX Gig NIFS A.C.A.C Sims Dr El Paso, TX Gig Service Center 7944 Yermoland Dr El Paso, TX Gig Adult Learning Center 121 Padres Dr El Paso, TX Gig Enviormental 8396 Clifford Dr El Paso, TX Gig Transition Learning Center 8600 Alameda Ave El Paso, TX Gig Region Boeing Ave El Paso, TX DR SITE 1 Gig 0 DR Site Special Schools Cesar Chavez School 7814 Alameda Ave El Paso, TX Gig Tejas School of Choice 7500 Alpha St El Paso, TX Gig Plato Academy 8441 Alameda Ave El Paso, TX Gig

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