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  • 1. REQUEST FOR BID The School District of the City of Pontiac Telecommunications and Maintenance Services November 9, 2009 The School District of the City of Pontiac (Pontiac School District) is seeking bids from qualified vendors for fixed pricing (with options) to provide Telecommunication and Maintenance Services as described in this document. This project qualifies for year 2010 – 2011 USF funding. Sealed Bids: Vendors will deliver one (1) original & four (4) copies address to: The School District of the City of Pontiac Attn: Mrs. Herlon Cannon Purchasing Supervisor 47200 Woodward Avenue Pontiac, Michigan 48342 by 2:00 p.m. on Wednesday, December 9, 2009 (bids will be received and not read aloud) This submission shall include the entire Request for Bid (RFB) and any amendments if issued. Bids received after the above time will be considered late and not acceptable. Note: Submission of a bid does not bind the School District to award a contract for Telecommunications and Maintenance Services. Please direct any purchasing and procedural question regarding this RFB to Mrs. Herlon Cannon, Supervisor - Purchasing at (248) 451-6828. Please direct specific technical questions regarding this RFB to Mrs. Elizabeth Sogg, Executive Director of Technology at (248) 451-6878. The request for bid is available on-line at: o Pontiac School District website: www.pontiac.k12.mi.us o Convergent Technology Partners website: www.ctpartners.net. Thanks you for your interest. Herlon Cannon Financial Analyst/Supervisor - Purchasing 1
  • 2. PROJECT SUMMARY 1.0 GENERAL A. The Pontiac School District (the “Owner”) is soliciting bids until 2:00 p.m. December 9, 2009 for the purchase of Telecommunications and Maintenance Services. 1. ISDN – PRI’s (qty. 4) 2. Measured Business / Analog (POTS) lines (qty. 135) 3. IntraLATA, InterLATA and Interstate Toll Services 4. Cellular Services 5. Wide Area Network Services (WAN) - 20Mbps – 480Mbps 6. Network Electronics Maintenance (Extreme Networks) 7. Telephone PBX Maintenance (Siemens Hi-Com) 8. District Web Pages Hosting B. All questions and correspondence concerning this Request For Bid (“RFB”) should be submitted to Elizabeth Sogg. Address all correspondence and questions to: Elizabeth Sogg Email: esogg@pontiac.k12.mi.us C. Sealed bids will be received up to the time noted above and should be labeled and delivered to: Telecommunications and Maintenance Services Pontiac School District Attn: Herlon Cannon 47200 Woodward Ave. Pontiac, Michigan 48342 D. The Owner reserves the right to accept or reject any and all bids, or any part of any bid, without penalty. The Owner may award a contract to a single prime contractor for all elements for the entire project or may award any of the elements separately. E. No bid may be withdrawn after the scheduled closing time for the receipt of bids for at least ninety (90) days. All responses must be on the Bid Form that has been enclosed with this RFB. F. The formal bids to be received will be evaluated by several criteria including, but not limited to costs, concurrence with requirements, and installation schedule. G. Contractors can respond to individual sections, or all section of this RFB. 1.1 INTRODUCTION A. The intent of this RFB is to secure under contract, Telecommunications and Maintenance Services rates for the Owner. 2
  • 3. B. The Contractor’s Universal Service Fund (USF) Service Provider Identification Number (SPIN) MUST be included in the bid. Questions regarding the USF project should be directed to 888-203-8100. C. This project qualifies for year 2010 - 2011 USF funding. No invoice will be dated before July 1, 2010. 1.2 CURRENT SITUATION A. The Owner has a District – wide telephone system. All sites listed are currently linked together via a fiber WAN network. The Owner has consolidated primary local access services via four (4) ISDN – Primary Rate Interface (PRI) circuits. Most buildings have retained limited analog circuits for survivability issues. Due to the consolidation, the quantity of lines contracted for may vary down at time of award. The Owner also provides Cellular services to many of their employees. Their various plans include a mixture of voice and data services. Due to the consolidation, the quantity of lines contracted for may vary down at time of award. The Owner has installed Extreme Network equipment for their data electronics, and Siemens PBX’s for their voice PBX’s. A breakdown by site is provided for most of the equipment. Some additional equipment has been listed at the Administration site (Alpine switches, Altitude wireless access points), that actually are located throughout the District. Due to the consolidation, the quantity of equipment contracted for may vary down at time of award The Owner is requesting a new Web Page Hosting Service, District – wide. B. Local service is currently provided via four (4) ISDN-PRI circuits. Two (2) circuits terminate at 47200 Woodward Ave. Pontiac MI 48342. C. There are one hundred thirty-five (135) measured business lines (POTS) located at: ADDRESS QUANTITY 47200 Woodward Ave. Pontiac 48342 18 1051 Arlene Ave. Pontiac 48340 12 1275 N. Perry Pontiac 48340 7 460 W. Kennett Rd. Pontiac 48340 3 541 Bay St. Pontiac 48342 3 600 Motor St. Pontiac 48341 6 1700 Baldwin Ave. Pontiac 340 6 2600 Dexter Rd. Auburn Hills 48326 3 125 W. Montcalm St. Pontiac 48342 3 60 Parkhurst St. Pontiac 48342 8 650 Saginaw St. Pontiac 48340 8 723 Cottage Street Pontiac 48342 6 THE SITES BELOW ARE CLOSED BUILDINGS. THE ANALOG LINE REQUIREMENTS ARE FOR ALARMS. THEY DO NOT REQUIRE ANY OF THE OTHER SERVICES REQUESTED IN THIS BID. 3
  • 4. 25 S. Sanford St. Pontiac 48342 4 154 Lake St. Pontiac 48341 2 729 Linda Vista Dr. Pontiac 48342 3 405 Cesar E Chavez Ave. Pontiac 48342 4 154 Lake St. Pontiac 48341 3 250 W. Pike St. Pontiac 48341 3 31 N. Astor St. Pontiac 48342 3 640 W Huron St. Pontiac 48341 3 300 W. Huron St. Pontiac 48341 10 131 Hillside Dr. Pontiac 48342 5 710 Menominee Rd. Pontiac 48341 3 661 Franklin Rd. Pontiac 48341 3 1033 Barkell St. Pontiac 48340 3 859 Emerson Ave. Pontiac 48340 3 D. Include the fail over service that will allow for the College to redirect the PRI’s at the Administration Building to another site within the District. Provide an overview description of this service, time to activate the service, and all associated costs. E. The District is requesting a quote for fiber based, WAN services at: ADDRESS BANDWIDTH 47200 Woodward Ave. Pontiac 48342 480Mbps 1051 Arlene Ave. Pontiac 48340 100Mbps 1275 N. Perry Pontiac 48340 60Mbps 460 W. Kennett Rd. Pontiac 48340 40Mbps 541 Bay St. Pontiac 48342 40Mbps 600 Motor St. Pontiac 48341 50Mbps 1700 Baldwin Ave. Pontiac 340 20Mbps 2600 Dexter Rd. Auburn Hills 48326 40Mbps 125 W. Montcalm St. Pontiac 48342 40Mbps 60 Parkhurst St. Pontiac 48342 30Mbps 650 Saginaw St. Pontiac 48340 20Mbps 723 Cottage Street Pontiac 48342 20Mbps F. The District is requesting Cellular services in the following voice / data plans and quantities: 1. A cellular phone must be provided for all users. Where data plans exist, as well as push to talk, and air cards, phones or devices that support these features are required to be provided as part of the overall solution. Please provide specification on all phones and other devices proposed. 2. As an alternative to air cards, please propose, if available, the option of tethering the provided cell phone to the user’s laptop computer for wireless data access. Please include all required hardware, software, and cables. 3. The lower level of the Administration Building (47200 Woodward Ave.) is a difficult reception area for cellular signals. Included in this response must be any additional hardware required to ensure strong signal strength throughout this specific building. 4. The option to not allow text messaging is required. In addition, provide text messaging plans available for selected users. 5. A cost for directory assistance is to be itemized. 4
  • 5. 6. Describe your bid pricing in regard to long distance, mobile to mobile calls, off peak minutes and times, 7. All other costs (access, fee, surcharges, 911, USF, etc.) are to be identified. 8. This contractor will provide in writing a complete review of cellular services used (e.g. minutes consumed) with recommendations on any adjustments that would be in the best interest of the District. This reviewed is required on a semi-annual basis. 9. The quantity and type of users are itemized below Total Users – 114 Monthly Peak Minutes – 60,000 Data Plan Users (included in total user count) – 15 Air Cards (included in total user count) – 12 The contractor must provide complete itemization of all cellular pricing, by service, with your response. G. The District is requesting maintenance services for the following products: Extreme Network Equipment Siemens Hi-Com PBX Equipment EXTREME NETWORK EQUIPMENT ADDRESS 47200 Woodward Ave. Pontiac 48342 Qty- 1Black Diamond 6808B Summit Summit Alpine Altitude 300-48 300-24 3804 300-2d ADDRESS 47200 Woodward Ave. Pontiac 48342 2 0 0 14 1051 Arlene Ave. Pontiac 48340 2 98 6 65 1275 N. Perry Pontiac 48340 1 49 4 32 460 W. Kennett Rd. Pontiac 48340 1 21 2 15 541 Bay St. Pontiac 48342 1 30 3 19 600 Motor St. Pontiac 48341 2 55 5 35 1700 Baldwin Ave. Pontiac 340 1 29 4 25 2600 Dexter Rd. Auburn Hills 48326 1 21 2 19 125 W. Montcalm St. Pontiac 48342 1 22 2 20 60 Parkhurst St. Pontiac 48342 2 79 4 47 650 Saginaw St. Pontiac 48340 1 0 1 10 723 Cottage Street Pontiac 48342 1 21 1 22 The level of maintenance service required for the Extreme equipment is: 97004-6808B, Next Business Day Advance Hardware Replacement for Black Diamond 6808 core switch. In addition, this contractor must provide 4-hour onsite support with certified engineers for the BD 6808 core switch. The contractor must demonstrate they inventory appropriate replacement modules, power supplies, and other Black Diamond components. 97000-3804, software & TAC for Alpine 3804 97000-300-48-600, software & TAC for Summit 300-48-600 5
  • 6. 97000-300-24, software & TAC for Summit 300-24 97001-300-2d, Extended warranty for Altitude 300-2d wireless access points All pricing for the Extreme Networks equipment must be itemized by both type of equipment and site. H. The District is requesting a three year agreement for District Wide Web Page Hosting and Content Management. This Contractor will provide these services for a District Wide page, along with one page for each of the ten (10) other sites, and one Intranet page for staff. Included on each page will be links to additional information that will be both provided and updated by the District. I. The bid must allow the Owner to separate Local Service, Intra-LATA and Inter- LATA calls in their evaluation. J. The Contractor shall itemize all miscellaneous charges for directory assistance, operator assisted calls and calling card placed calls. K. The Contractor shall include details on all optional billing services and billing methods available. L. The Contractor shall provide at least five (5) references from clients of similar type and size that it currently provides these services to, educational accounts preferred. M. The Contractor must provide the Owner with customer service support on a twenty-four hour, seven (7) day a week basis. N. The Contractor will be totally responsible for the migration from the existing Local Service, Intra-LATA and Inter-LATA providers, to the services purchased from this bid, including number retention. The Contractor must coordinate all installation issues with the existing Local Exchange Carrier. For bidding purposes assume 1000 DID numbers. O. All PRI circuits must provide DID and DOD on a call-by-call basis. P. All PRI circuits must include pricing for both caller name and number. Q. The Contractor shall include a detailed itemization of its local calling area for the Owner. Flat rate local calling options are desired. R. The Contractor shall identify all associated costs that the Owner would incur if it were to cancel any or all proposed services prior to any contract expiration. If none are identified, this Contractor agrees to hold harmless the District in any cancellation scenario. S In the attached Bid Form, all costs for service, including but not limited to, local access fees, 911 fees and federal and state access charges and all other surcharges must be itemized. T The Contractor shall identify the Owner’s options with regard to number retention (e.g. portability). The Contractor shall also include any associated cost. 6
  • 7. U. The Contractor shall state any Service Level Agreements (SLA’s) provided in association with the services offered in its bid. V. Each Bidder shall promptly disclose all interests, relationships, and affiliations that could potentially give rise to a conflict of interest involving the Pontiac School District. Providers will disclose any association past or present with the Pontiac School District and its officers and affiliates. W. TIMETABLE The anticipated timetable of key dates for this RFB is as follows: RFB Available for Contractors November 9, 2009 Questions Due from Bidders 5:00 PM November 20, 2009 Bids Due 2:00 PM December 9, 2009 Board Award to Contractor January 18, 2010 Service Implemented July 1, 2010 7
  • 8. BID FORM Bid For: Telecommunications and Maintenance Services Date: Bidder’s Name: Bidder’s Address: PRI CIRCUITS ISDN – Primary Rate Interface (quantity of 4, includes unlimited local calls at no additional charge) Monthly Cost Per Circuit* 3 year___________ One Time Installation __________ ISDN – Primary Rate Interface (quantity of 4, local calls charged per unit) Monthly Cost Per Circuit* 3 year___________ One Time Installation __________ Customer Redirection of PRI’s Cost for Service 3 year___________ One Time Installation __________ * Include all associated charges (e.g. state and federal access, portability, 911, USF, surcharges, etc.) Monthly Cost Per DID ___________ One Time (quantity of 1000) Installation __________ Monthly Calling Number Display ___________ One Time Installation __________ Monthly Calling Name Display ___________ One Time Installation __________ Local Calls ___________ cost per call Per minute rate for: CONTRACT PERIOD IntraLATA calls 3 year _ InterLATA – Intrastate 3 year_______ 8
  • 9. InterLATA – Interstate 3 year _ 800 Number – Intrastate 3 year_______ 800 Number – Interstate 3 year_______ International 3 year _ Minimum call billing (in seconds or minutes) Additional billing rounding after minimum call period Minimum monthly / annual billing revenue (Attach additional information if multiple minimums are offered) Monthly and installation cost of 911 Locator ID type service 3 year monthly One time installation Number of directory assistance calls included per month___________________ Cost of Directory Assistance call after allowed number ____________________ Cost of Operator Assisted call _______________________________________ Other volume discounts Installation Timeframe * Include all associated charges (e.g. state and federal access, portability, 911, USF, surcharges, etc.) MEASURED BUSINESS (POTS LINES) The predominant purpose of these lines is for alarms, 911, and general back up. An IntraLATA and InterLATA PIC’S are required with best available per minute rate, with no usage commitment. Monthly Cost Per Line* 3 year___________ One Time Installation __________ Per minute rate for: CONTRACT PERIOD IntraLATA calls 3 year _ InterLATA – Intrastate 3 year _ 9
  • 10. InterLATA – Interstate 3 year _ Minimum call billing (in seconds or minutes) Additional billing rounding after minimum call period Local Calls ___________ cost per call * Include all associated charges (e.g. state and federal access, portability, 911, USF, surcharges, etc.) Installation or other costs not identified in any of the above ______ Fiber Based Wide Area Network (WAN) Services 47200 Woodward Ave. Pontiac 48342 - 480Mbps Monthly Cost - 3 year_________ One Time Installation_________ 1051 Arlene Ave. Pontiac 48340 - 100Mbps Monthly Cost - 3 year_________ One Time Installation_________ 1275 N. Perry Pontiac 48340 - 60Mbps Monthly Cost - 3 year_________ One Time Installation_________ 460 W. Kennett Rd. Pontiac 48340 - 40Mbps Monthly Cost - 3 year_________ One Time Installation_________ 541 Bay St. Pontiac 48342 - 40Mbps Monthly Cost - 3 year_________ One Time Installation_________ 600 Motor St. Pontiac 48341 - 50Mbps Monthly Cost - 3 year_________ One Time Installation_________ 1700 Baldwin Ave. Pontiac 48340 - 20Mbps Monthly Cost - 3 year_________ One Time Installation_________ 2600 Dexter Rd. Auburn Hills 48326 - 40Mbps Monthly Cost - 3 year_________ One Time Installation_________ 10
  • 11. 125 W. Montcalm St. Pontiac 48342 - 40Mbps Monthly Cost - 3 year_________ One Time Installation_________ 60 Parkhurst St. Pontiac 48342 - 30Mbps Monthly Cost - 3 year_________ One Time Installation_________ Fiber Based Wide Area Network (WAN) Services 650 Saginaw St. Pontiac 48340 - 20Mbps Monthly Cost - 3 year_________ One Time Installation_________ 723 Cottage St. Pontiac 48342 – 20 Mbps Monthly Cost - 3 year_________ One Time Installation_________ Total Monthly Cost $ CELLULAR SERVICES Voice Users Monthly Cost – 3 year Data Plan Users Monthly Cost – 3 year Air Card Monthly Cost – 3 year Total Monthly Cost* 3 year ___________ One Time Installation __________ ------------------------------------------------------------------------------------------------------------ Optional “Tethered” data use in place Monthly Cost – 3 year of Air Card Optional Unlimited Text Messaging Plan Monthly Cost – 3 year Text messaging per message Push to Talk Feature Monthly Cost – 3 year Push to Talk Usage Directory Assistance charge per call Per minute rate for voice calls over usage plan * Include all associated charges (e.g. state and federal access, portability, 911, USF, surcharges, etc.) 11
  • 12. EXTREME NETWORKS EQUIPMENT MAINTENANCE 47200 Woodward Ave. Pontiac 48342 Monthly Cost - 3 year_________ 1051 Arlene Ave. Pontiac 48340 Monthly Cost - 3 year_________ 1275 N. Perry Pontiac 48340 Monthly Cost - 3 year_________ 460 W. Kennett Rd. Pontiac 48340 Monthly Cost - 3 year_________ 541 Bay St. Pontiac 48342 Monthly Cost - 3 year________ 600 Motor St. Pontiac 48341 Monthly Cost - 3 year_________ 1700 Baldwin Ave. Pontiac 48340 Monthly Cost - 3 year_________ 2600 Dexter Rd. Auburn Hills 48326 Monthly Cost - 3 year_________ 125 W. Montcalm St. Pontiac 48342 Monthly Cost - 3 year_________ 60 Parkhurst St. Pontiac 48342 Monthly Cost - 3 year_________ 650 Saginaw St. Pontiac 48340 Monthly Cost - 3 year_________ 723 Cottage St. Pontiac 48342 Monthly Cost - 3 year_________ TOTAL $ SIEMENS HI-COM PBX MAINTENANCE 47200 Woodward Ave. Pontiac 48342 – 904 ports Annual Cost - 3 year_________ 1051 Arlene Ave. Pontiac 48340 – 384 ports Annual Cost - 3 year_________ 1275 N. Perry Pontiac 48340 – 104 ports Annual Cost - 3 year_________ 460 W. Kennett Rd. Pontiac 48340 – 80 ports Annual Cost - 3 year_________ 541 Bay St. Pontiac 48342 - 80 ports Annual Cost - 3 year_________ 600 Motor St. Pontiac 48341 – 120 ports Annual Cost - 3 year_________ SIEMENS HI-COM PBX MAINTENANCE 1700 Baldwin Ave. Pontiac 48340 – 104 ports Annual Cost - 3 year_________ 2600 Dexter Rd. Auburn Hills 48326 – 80 ports Annual Cost - 3 year_________ 125 W. Montcalm St. Pontiac 48342 – 56 ports Annual Cost - 3 year_________ 12
  • 13. 60 Parkhurst St. Pontiac 48342 – 256 ports Annual Cost - 3 year_________ 650 Saginaw St. Pontiac 48340 – 72 ports Annual Cost - 3 year_________ 723 Cottage St. Pontiac 48342 – 80 ports Annual Cost - 3 year_________ TOTAL $ DISTRICT WIDE WEB SITE HOSTING Annual Cost 3 year ___________ One Time Installation __________ Cost to make a change per page $____________ Optional Billing Services and Costs: Please provide summary information in regard to billing options available to the District. This would include Electronic, Departmental, Consolidated, etc. ______________________________ Voluntary Alternate 1 _______ Voluntary Alternate 2 ______ ADDENDA Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated Addendum No. Dated WITHDRAWAL OF BIDS The undersigned agrees that his Bid shall not be withdrawn for a period of ninety (90) days after the date set for receipt of Bid. COMMENTS: 13
  • 14. ACCEPTANCE OF BID The undersigned agrees to execute a Contract for work covered by this bid provided that he is notified of its acceptance within ninety (90 days) after the bid opening. The undersigned affirms that the bid was developed without collusion, undertaking, or agreement, either directly or indirectly, with another bidder(s) to maintain the prices of indicated work or prevent any other bidder(s) from bidding the work. SIGNATURE Signed and sealed this ______________ day of __________________, 2098. (Individual, Partnership, Corporation) Affix Corporate Seal By: (Authorized Signature of Bidder) (Telephone Number) (Business Address) Instructions: Submit one (1) original and four (4) copies to the Owner in your response. 14
  • 15. FAMILIAL RELATIONSHIP DISCLOSURE (Construction, Additions and Renovations) (MUST return completed and notarized with bid) Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of The School District of the City of Pontiac Board or The School District of the City of Pontiac’s Superintendent must be accompanied with the bid. Failure to return this notarized statement/signature with the bid will result in bid disqualification. The members of The School District of the City of Pontiac Board are: Damon Dorkins, Gilbert Garrett, Alma Bradley-Pettress, Karen Cain, Robert Bass, Hazel Cadd and Christopher Northcross, and The School District of the City Pontiac Schools’ Superintendent Dr. Thomas Maridada, II. The following are the familial relationship(s): Owner/Employee Name Related to: Relationship_________ 1. _______________________ ________________________ ___________________________ 2. _______________________ ________________________ ___________________________ 3. _______________________ ________________________ ___________________________ 4. _______________________ ________________________ ___________________________ 5. _______________________ ________________________ ___________________________ Attach additional pages if necessary to disclose all familial relationships. □ There is no familial relationship that exists between the owner or any employee of the bidder and any member of The School District of the City of Pontiac Board, or The School District of the City of Pontiac’s Superintendent. The undersigned, the owner or authorized representative of bidder (insert name) ___________________ _________________________ does hereby Represent and warrant that the disclosure statements herein contained are true. _______________________________ _______________________________ Print Name Signature of Bidder Representative _______________________________ Title STATE OF MICHIGAN ) ) ss COUNTY OF ______________) This instrument was acknowledged before me on the _____ day of _________________, _______, By ______________________________________________. ________________________________________ Notary Public _________________County, Michigan My commission expires: ____/____/____ Acting in the County of: _____________ 15