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Request for Proposal Bid LSCC-#0013 Cisco VOIP System Lake ...

  1. 1. Request for Proposal Bid LSCC-#0013 Cisco VOIP System Lake-Sumter Community College Rev. 1 – 2/14/2007 Lake-Sumter Community College
  2. 2. TABLE OF CONTENTS SECTION # 1.0 Overview 2.0 Existing Conditions/Scope of Services 3.0 RFP Objectives 4.0 Proposal Guidelines 5.0 Details/Price Proposal 6.0 Interrogatories 7.0 Evaluation Criteria/Basis of Award 8.0 Schedule Rev. 1 - 2/14/2007 Lake-Sumter Community College 1
  3. 3. OVERVIEW 1.00 The intent of this RFP is to establish the general specifications for a Cisco Voice Over IP (VOIP) system which will meet the voice communication needs of Lake- Sumter Community College (LSCC). 1.01 To be considered responsive, bidders shall deliver on or before 2:00pm, March 9th, 2007 one (1) original and (2) additional copies, not to exceed 100 pages in length, in a sealed envelope clearly marked LSCC BID #0013 Cisco VOIP System to: Regina Peeples, Purchasing Manager Lake-Sumter Community College 9501 US Hwy 441 Leesburg, Florida 34788 peeplesr@lscc.edu (352) 365-3502 This is a sealed proposal – No fax copies will be accepted. 1.02 Your proposal must be signed by an authorized employee/officer with the authority to bind a contract. 1.03 Any proposal submittal shall have prices firm for a least 60 days from public opening. 1.04 Please direct any technical questions/clarification inquires to the following College staff: Doug Guiler, CIO Lake-Sumter Community College 9501 US Hwy 441 Leesburg, Florida 34788 guilerd@lscc.edu (352) 365-3542 Rev. 1 - 2/14/2007 Lake-Sumter Community College 2
  4. 4. In the event of identical tie bids, preference shall be given to businesses with drug-free workplace programs in accordance with Section 287.087, Florida Statutes. Whenever two or more bids that are equal with respect to price; quality and service, indications that a business certifies it has implemented a drug-free workplace program, minority make-up of the company, or other positive business indicators shall be given preference in the award process. Established procedures for the processing of the bids will be followed if none of the tied vendors/contractors has a drug-free workplace program. In order to have a drug-free workplace program a business must conform to all requirements as set forth on the certification form attached. A tied bid of two or more submitted bids will require that the effected bidders attend an interview with the College selection committee to help determine preference. The date for this interview will be determined per a request by the bidder and an appointment made at the College’s discretion. The District Board of Trustees, Lake-Sumter Community College strongly encourages the participation of minority (MBE) and/or women (WBE) owned business enterprises in the bid process. Those bidders certified as MBE and/or WBE as defined by Federal Register 49 CFR, Part 23 or Sections 287.042 and 288.703, Florida Statutes as a business firm which is at least fifty-one percent (51%) owned by minority or women group members; or, in the case of a publicly owned business, as a firm in which at least fifty-one percent (51%) of the stock is owned by minority or women; should complete the attached form and return it with their bid submittal. Bidders are expected to examine the specifications, delivery schedule, special conditions, and all instructions pertaining to supplies and services. Failure to do so will be at the bidder’s risk. The College will not be responsible for errors or omissions by the bidder in determining the bid price or prices. NOTE: In accordance with Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the Category Two threshold amount ($10,000) as provided in Section 287.017, Florida Statutes, for a period of 36 months from the date of being placed on the convicted vendor list. The District Board of Trustees intends to award this contract to a single bidder, or bidders in the case of multiple project bids, based on the best and lowest responsive bid on a "per project" basis, or otherwise as may be in the best interests of the College, however, the District Board of Trustees reserves the right to reject any or all bids and/or to re-advertise for new bids at their discretion. Rev. 1 - 2/14/2007 Lake-Sumter Community College 3
  5. 5. It is understood and agreed that this contract shall be deemed to be awarded and validly entered into between the contractor and the District Board of Trustees, Lake-Sumter Community College when the College in accordance with established procedures has issued a properly executed purchase order. NON-PERFORMANCE: a. Time is of the essence in this contract and failure to deliver within the time period established shall be considered a default. b. In case of default, the College may procure the services from other sources and hold the contractor responsible for any excess costs occasioned thereby, and may immediately cancel the contract. c. Services rendered that do not conform to specifications, statutory or constitutional provisions of the State of Florida, or other unlawful considerations may result in vendor being found in default and conciliation of the contract. TAXES: Lake-Sumter Community College has been issued Florida Sales and Use Tax Exemption Certificate Number 45-14-021719-57C. PAYMENT: Payment for services rendered shall be tendered monthly, upon satisfactory completion, by submission of an invoice with purchase order number referenced thereon to: Lake-Sumter Community College Attn: Accounts Payable 9501 U. S. Highway 441 Leesburg, FL 34788-8751 Rev. 1 - 2/14/2007 Lake-Sumter Community College 4
  6. 6. INSURANCE: a. The contractor shall provide evidence annually of the following minimum coverage: (1) Compensation (including occupational disease) under the terms of the Florida Worker's Compensation Act in an amount not less than the statutory limits specified (unlimited). NOTE: Contractors may be eligible for discounts to their workers compensation insurance premium if a drug-free workplace program is in place and it qualifies under the provisions of Section 440.102, Florida Statutes. Refer to the Identical Tie Bid certification form attached for the drug-free workplace program requirements. (2) Public liability (comprehensive general liability) against bodily injury, personal injury and property damage in an amount not less than $1,000,000 combined single limit or its equivalent. NOTE: The College (District Board of Trustees, Lake-Sumter Community College) shall be named as an additional insured on the contractor's policy. (3) Automobile liability coverage, to include coverage for owned, non-owned, and hired vehicles, against bodily injury and property damage in an amount not less than $300,000 combined single limit or its equivalent. b. All certificates of insurance shall contain a requirement that the College will be notified of any cancellation(s) at least thirty (30) calendar days prior to the effective date of the Cancellation by means of certified, return receipt requested, U.S. Mail; and that no other form of notification will otherwise relieve the insurance carrier, its agents, or representatives of responsibility. EXISTING CONDITIONS 2.00 Lake-Sumter Community College (LSCC) is an outstanding institution established in 1962, providing a solid educational foundation to over 7,500 students each year in both Lake and Sumter Counties. Its three (3) campuses located in Leesburg, South Lake (Clermont) and Sumter (Sumterville) have become viable assets in their communities. LSCC is soliciting bids on a new Cisco VOIP system that will accommodate the immediate voice needs of a new Science Building located on its Leesburg Campus. This system is required to be scalable, with an ability to grow to eventually replace an existing College-wide Siemens phone system. The College has an existing business relationship with Embarq Inc. for the majority of LSCC’s voice and data telecommunications needs. Additionally, Rev. 1 - 2/14/2007 Lake-Sumter Community College 5
  7. 7. LSCC has business relationships with SunCom for inter- and intra-state long- distance service. For all data, the College’s primary network connection point is located in Room 141 of the Williams-Johnson Building at 9501 US Hwy 441, Leesburg, Florida. This Leesburg Campus acts as the College central hub. The Clermont Campus is interconnected to the Leesburg Campus via a Gigabit Ethernet circuit and the Sumter Campus interconnects back to the Leesburg Campus with two bonded T-1 circuits. All desktops have a fully switched connection providing at a minimum 100 mbps Ethernet connectivity to the workstation. All three campuses have an additional T-1 frame connections used for backup or fail-over purposes only. Network diagram available upon request: Rev. 1 - 2/14/2007 Lake-Sumter Community College 6
  8. 8. 2.10 SCOPE OF SERVICES 2.11 LSCC seeks proposals that: • Cost effectively provides a Cisco VOIP system that can scale to eventually replace an existing College-wide Siemens phone system. • Cost effectively provide maintenance and trouble resolution support; and • Reduce the business exposures relating to the availability of LSCC’s voice systems. RFP OBJECTIVES 3.00 Lake-Sumter Community College (LSCC) seeks proposals for telecommunications services denoted herein. Cisco VOIP System 3.10 COMPANY/VENDOR REQUIREMENTS 3.11 LSCC requires companies/vendors to currently have in place 24X7 customer service available to address potential service outages. Customer service must be accessible by either a local or toll-free telephone number. As it pertains to the local loop, to be responsive a bidder must have an adequate number of service technicians as well as local service, (defined as within 100 miles of Leesburg, Florida) to ensure adequate response time and availability. (It is preferred the vendor to be located within 25 miles of Leesburg.) PROPOSAL GUIDELINES 4.00 The College hereby is soliciting the submittal of qualifications/information/proposals from qualified suppliers in response to this (LSCC Bid #0013), to be delivered on or before 2:00pm, March 9th 2007. 4.10 RFP submittals shall be signed by an authorized officer and be less than 100 pages each. Only the first 100 pages will be evaluated. Please include (1) original and (2) copies. 4.20 BIDDERS ARE HIGHLY ENCOURAGED TO FOLLOW THE RFP NUMERICAL SEQUENTIAL FORMAT OF THIS RFP. Rev. 1 - 2/14/2007 Lake-Sumter Community College 7
  9. 9. 4.30 Bidders are to include in your RFP submittal an overview of your firm’s qualifications. Please also include with your submittal literature that describes your company’s background, capabilities, and service offerings as well as formal educational background of staff who will be assigned to work with LSCC to provide services as defined herein. 4.40 A Bidder by submitting a formal response to this RFP fully releases Lake-Sumter Community College from any existing contracts in place without any termination cost or fees. 4.50 Awarded contractor shall submit to the College monthly acceptable invoices using net 30 payment terms, indicating charges and/or a monthly flat-fee for services rendered, as applicable to. 4.60 Contracts resulting from this RFP shall include a 60 day written termination provision without cause for the College and a 90-day termination provision for the contractor. Continuation of this contract beyond any fiscal year-end (i.e., June 30th) is subject to sufficient State of Florida continued appropriations. 4.70 All rates shall be all inclusive (i.e., include “all” expenses, etc., including travel, installation costs, and the like). Note: The College each fiscal year will issue the awarded contractor a funded purchase order. No work shall commence that is billable to LSCC without a funded purchase order. 4.80 LSCC reserves the right to reject any or all proposals, to re-solicit proposals or not, and to waive informalities as deemed in the best interest of the College or to not award a contract and utilize existing in place State of Florida state term contracted services. DETAILS-PRICE PROPOSAL 5.00 LSCC soliciting bids on a new Cisco VOIP system that will accommodate the immediate voice needs of a new Science Building located on its Leesburg Campus. This system is required to be scalable, with an ability to grow to eventually replace an existing College-wide Siemens phone system. The "minimum" services required to be responsive are: 1. Bidder must be at a minimum a Cisco Silver partner, holding a certification in Cisco Unified Communications with extensive experience in designing and implementing Cisco VOIP solutions. 2. Bidders proposed system must be comprised entirely of all new Cisco Rev. 1 - 2/14/2007 Lake-Sumter Community College 8
  10. 10. components. 3. Bidder must include a minimum of 1 year of Cisco 24x7x4 SMARTnet™ service on the major system components and a minimum of (1) year of Cisco 8/5 Next Business Day on the IP-Phones. 4. Bidders proposed systems must be able to participate in the College’s existing 4 digit dialing plan. 5. Technical staff training on the operation and support of the Bidders proposed system must be included. 6. Bidder must certify that the existing network transports are able to support VOIP traffic without issue or concern prior to the proposed system being put into production. 7. A basic or rudimentary form of Call Accounting must be included in Bidders proposed system. 8. Bidders proposed system must include a minimum of the VOIP Phones listed in the pricing table. 9. Bidders proposed system must include a minimum of the voice mail boxes listed in the pricing table. 10. Bidders proposed system must include a minimum of 8 analog ports that will support modem, fax or voice. 12. Responsive proposals shall be a turnkey solution. The awarded contractor will be solely responsible for installation and support. Note: (2) new Cisco 3560 POE and (1) new Cisco 3560 Non-POE switches will be available for use with the VOIP solution. Complete the pricing table at the end of this document. INTERROGATORIES: 6.00 TO BE RESPONSIVE, THIS ENTIRE SECTION #6.00 NEEDS TO BE COMPLETED! 6.01 Name of bidder: _______________________________________ Rev. 1 - 2/14/2007 Lake-Sumter Community College 9
  11. 11. 6.02 Primary contact person: Name__________________________ Phone No.(___)________________ Fax No. (___)________________ 6.03 Location of Central Florida: Sales Office: ___________________________________ Technical Service Offices:___________________________ 6.04 Year bidder business started?___/___/___ 6.05 Year bidder began providing these types of telecommunication services? 6.06 Year bidder under its current name began providing telecommunication services as specified herein? Be specific and when? ___/___/____ 6.07 To be responsive, bidders shall list below related references of your company providing similar services under current company name as defined in this RFP: Client Contact Name Phone # # Years of Contractual Relationship 6.08 Please list below the name of the company that will be providing Equipment? Rev. 1 - 2/14/2007 Lake-Sumter Community College 10
  12. 12. ____________________________________________________________ ____________________________________________________________ Installation, if needed? ____________________________________________________________ Telecommunication service on site? ____________________________________________________________ ____________________________________________________________ 6.09 How would your company propose the College transition into a contract with your company, if awarded? ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ 6.10 How many technical telecommunication employees does your company have in Central Florida? __________________ In Florida?_______ In the USA? _________ 6.11 How many miles from Leesburg, Florida is your telecommunication staff currently located? ______ Miles. 6.12 Does your proposal fully comply with this RFP’s requirements? Yes____ No_____ (If no, please describe): ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ 6.13 Does your proposal “exceed” the requirements of this RFP? Yes____ No_____ (If yes, please describe): ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ Rev. 1 - 2/14/2007 Lake-Sumter Community College 11
  13. 13. EVALUATION CRITERIA/BASIS OF AWARD: 7.00 The College will review responsive proposals submitted. The proposals will be evaluated for each criterion as defined herein. The College would then conduct reference checks of finalist and optionally schedule an interview with all finalists as deemed in the College’s best interest. 7.01 It is the College’s intent to negotiate with the top ranked bidder of a satisfactory contract, as deemed in the College’s best interest. If a satisfactory contract can not be negotiated, negotiations will be formally terminated. The College then would begin negotiations with the next ranked bidder until a satisfactory contract can be negotiated and entered into. 7.10 Listed below are definitions of the Evaluation Criterion used during the evaluation process. o Installation costs: The College will review responsive proposals as to the net cost that LSCC may have to bear, such as; hardware preparation, software tuning, planning, project management, etc., etc. The College will evaluate bidders installation cost proposal as it relates to the solicited solution(s) and to the degree that your proposal meets or exceeds the RFP requirements. o Technical staff qualifications: The College will review proposals references to the professional qualifications. Noting the number of full time technical staff with industry certifications, such as, but not limited to CCNA, CCNP, CCIE and the like. Additional merit will be given to proposals that can be specific in regards to the personnel and their roles that will be actively involved with the planning and installation of the bidders’ solution. o Ongoing cost: The College will review and analyze proposals re-occurring monthly cost to the College over a 1, 2 and 3 year period. o Network design: The College will evaluate proposals for network design, reliability, redundancy, security, scalability and the like. Rev. 1 - 2/14/2007 Lake-Sumter Community College 12
  14. 14. o Expandability option/cost: The College will review proposals for the scalability of the bidders system. As needs grow at LSCC for this type of service it is important for the College to understand what expansion options are available and at what cost(s). o Finalist References The College will review and contact references (of finalist) provided to quantify if the reference is truly related to this RFP Scope of Services proposed as well as the quality of the reference as to your clients satisfaction with services provided to date. o RFP Finalist Interview (Optional): The College reserves the right to conduct interviews of all finalists based entirely on the College’s discretion. Rev. 1 - 2/14/2007 Lake-Sumter Community College 13
  15. 15. MINORITY (MBE) OR WOMEN (WBE) OWNED BUSINESS ENTERPRISE STATUS TYPE OF BUSINESS (Check applicable status) Black Americans (Includes persons having origins in any of the Black racial groups of Africa) Hispanic Americans (Includes persons of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish cultures or origins, regardless of race) Native Americans (Includes Alaskan Natives, American Indians, Aleuts and native Hawaiians) Asian-Pacific Americans (Includes persons whose origins are from Japan, China, Taiwan, Korea, Southeast Asia, the Philippines, Samoa, Guam and the U.S. Territories of the Pacific and Northern Mariana’s) Asian-Indian Americans (Includes persons whose origins are from India, the Indian Sub-Continent and Pakistan) Women Owned Business Enterprise Certified by: Signature/Date__________________________________________ City County State Certificate Number: _______________________ Certifying Authority: (State of Florida, Orange County and City of Orlando certification accepted) NOTE: MBE/WBE are defined as business firms with their principal place of business located in Central Florida and which are at least fifty-one percent (51%) owned by minority and/or women group members, or, in the case of a publicly owned business, in which at least fifty-one percent (51%) of the stock is owned by the minority or women. In addition, the minority or women owners must exercise actual day-to-day management and control of the business. Rev. 1 - 2/14/2007 Lake-Sumter Community College 14
  16. 16. SCHEDULE 8.00 February 14th, 2007 RFP issue date. February 21st, 2007 Pre-Bid Meeting. 2:00pm Board Room – Room #210, Student Services Building, Leesburg Campus. March 5th, 2007 Deadline to submit written clarification questions. By Fax - 352-365-3501 Attn: Regina Peeples By E-mail – peeplesr@lscc.edu March 9th, 2007 Deadline to submit Bid. 2:00pm March 9th, 2007 Bid opening. 2:00pm March 20th, 2007 Board Approval (projected). Rev. 1 - 2/14/2007 Lake-Sumter Community College 15
  17. 17. Part Number Qty Description Cost Total MCS7825H2-K9-CMA1 2 HW/SW CallMgr 5.0 7825-H2 Appliance, 0 Seats LIC-CM5.0-7825-H2= 2 CallManager License LIC-CM-DL-100= 2 Cisco CallManager Device License 100 Units MCS-7825-H2-UC1 1 MCS-7825-H2 Rack; Unity Connection; 2GB;SATA RAID; Win2003 UNITYCN-K9-50USR 1 UNITYCN-K9-50USR CISCO2821-V/K9 1 2821 VOICE BNDL W/ PVDM2-32 AND IOS SP SVCS VWIC2-2MFT-T1/E1= 1 2-PORT 2ND GEN MULTIFLEX TRUNKVOICE/WAN INT. CARD - T1/E1 VIC-4FXS/DID 2 4 port FXS or DID VIC PVDM2-16 1 16-Channel Packet Voice/Fax DSP Module PVDM2-32U48 1 16-Channel Packet Voice/Fax DSP Module UNITYCN1-CL-USR 10 One IMAP Client Access LIC CP-7970G= 1 CP-7970G= IP Phone CP-7961G= 6 CP-7961G= IP Phone CP-7941G= 30 CP-7941G= IP Phone CP-7911G= 1 CP-7911G= IP Phone CON-SNTP-25H2CMA1 2 SMARTNET 1 year - 7x24x4 CON-SNTP-25H2CMA1 CON-SNTP-25H2UC1 1 SMARTNET 1 year - 7x24x4 MCS-7825-H2 Rack, Unity Connection, 2GB, SATA RAID, Win2003 CON-SNTP-C2821VK9 1 SMARTNET 24X7X4 2821 VOICE CON-SNT-CP7970 1 SMARTNET 1 year - 8X5XNBD CON-SNT-CP7961 6 SMARTNET 1 year - 8X5XNBD CON-SNT-CP7941 30 SMARTNET 1 year - 8X5XNBD CON-SNT-CP7911 1 SMARTNET 1 year - 8X5 NBD N/A Network tuning and assurance N/A Configuration and Installation N/A Training N/A Misc #1 - N/A Misc #2 - Rev. 1 - 2/14/2007 Lake-Sumter Community College 16
  18. 18. IDENTICAL TIE BIDS In the event of identical tie bids, preference shall be given to businesses with drug-free workplace programs in accordance with Section 287.087 Florida Statutes. Whenever two or more bids, which are equal with respect to price, quality and service, are received, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for the processing of tie bids will be followed if none of the tied vendors/contractors have a drug-free workplace program. In order to have a drug-free workplace program a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified above. 4. In the statement specified above, notify the employee that, as a condition of working on the commodities or contractual services that are under bid, the employee shall abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section (Section 287.087, Florida Statutes). As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Signature/Date Rev. 1 - 2/14/2007 Lake-Sumter Community College 17

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