Request for Proposal (RFP)
              To Replace
Telecommunications Systems and Services



           Department of Ge...
Replace Telecommunications System and Services RFP # 86486

                                      Table of Contents



   ...
Replace Telecommunications System and Services RFP # 86486

I.      Introduction

Background

The San Mateo County Communi...
Replace Telecommunications System and Services RFP # 86486

       GetIF 2.3.1
       Network Associates Sniffer 4.7
   ...
Replace Telecommunications System and Services RFP # 86486



II.     Procurement Process

The District has completed the ...
Replace Telecommunications System and Services RFP # 86486

IV.       RFP Instructions and Requirements

1. General. Vendo...
Replace Telecommunications System and Services RFP # 86486

11. Evaluation of RFP Proposals. RFP Proposals will be reviewe...
Replace Telecommunications System and Services RFP # 86486



V.      Pricing Instructions and Documents

A. Introduction
...
Replace Telecommunications System and Services RFP # 86486



        d. Pricing assumptions:
              i.  All items ...
Replace Telecommunications System and Services RFP # 86486



            1st 12 Month         Starting with the contract ...
Replace Telecommunications System and Services RFP # 86486

                                                              ...
Replace Telecommunications System and Services RFP # 86486



2.   Instructions to Complete the “College Backbone” Spreads...
Replace Telecommunications System and Services RFP # 86486



                                                            ...
Replace Telecommunications System and Services RFP # 86486

  Voice Mail
  Voice Mail Server              1     10000   10...
Replace Telecommunications System and Services RFP # 86486



3.   Instructions to Complete “Final Cost Summary” Spreadshe...
Replace Telecommunications System and Services RFP # 86486

                                                              ...
Replace Telecommunications System and Services RFP # 86486

Building   29
Building   30
Building   31
Building   32
Buildi...
Replace Telecommunications System and Services RFP # 86486



VI.        References

Submit Project References for five si...
Replace Telecommunications System and Services RFP # 86486




                                                         RE...
Replace Telecommunications System and Services RFP # 86486



VI.     Non-Collusion Affidavit


                          ...
Replace Telecommunications System and Services RFP # 86486

Appendix I
Attachment: SMCCCD-NRA 20041109 Report.pdf (TeeCom ...
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RFP #86486

  1. 1. Request for Proposal (RFP) To Replace Telecommunications Systems and Services Department of General Services 3401 CSM Drive San Mateo, California 94402 Telephone (650) 574-6508 FAX (650) 574-6574 Email tcom-bids@smccd.net RFP #86486 December 14, 2004
  2. 2. Replace Telecommunications System and Services RFP # 86486 Table of Contents Section I. Introduction Section II. Procurement Process Section III. Dates and Timeframes Section IV. RFP Instructions and Requirements Section V. Pricing Instructions and Documents Section VI. References Section VII. Non-Collusion Affidavit Appendix I. TeeCom VoIP Network Assessment Final Report (Attachment) Appendix II. RFP 86486 Pricing Workbook (Attachment) Page 2 of 21 5/31/2010
  3. 3. Replace Telecommunications System and Services RFP # 86486 I. Introduction Background The San Mateo County Community College District (SMCCCD) has conducted a procurement process over the past several months to evaluate, assess, and select a vendor to replace the current telecommunications environment. This RFP is the final step in that process. The initial Request for Information (RFI #86486) issued on May 17, 2004 was sent to 35 vendors resulting in 13 companies providing responses. Four vendors were selected to conduct detailed demonstrations based on their responses to the requirements provided in the RFI. Avaya, Extra Team/Cisco, SBC/Nortel Networks, and Siemens Enterprise Network are all invited to respond to this Request for Proposal (RFP #86486). Network VoIP Readiness Assessment During the demonstrations, all four finalists advised us that until a network assessment was conducted to ascertain potential problems the network may have in delivering a VoIP solution, it would be problematic to provide the final pricing and network configuration for any VoIP solution. Based on this advice, we asked the companies to supply suggested vendors and the recommended tasks to conduct the readiness assessment. A group of network consultants were evaluated and TeeCom, Inc. was chosen to provide the network readiness assessment. Their final report in Adobe PDF format is included as Appendix I. Scope The readiness assessment included the following completed tasks:  Conducted a comprehensive performance measurement of the SMCCCD Wide Area Network (WAN) that measured the utilization, latency, jitter, and packet loss associated with network traffic and provided recommendations for improvement.  Measured and determined the bandwidth usage and capacities at and between the college locations and provided recommendations for improvement.  Evaluated specific MDF and IDF locations (See Report in Appendix I for a list of the rooms included in the assessment)  Verified documented fiber entry counts.  Determined current AC/DC power usage and determined unused available outlets.  Verified the network servers, routers and switches. Approach TeeCom conducted the network assessment to provide a baseline benchmark for VoIP calls over the existing wide area network backbone and to document the VoIP readiness of specific wiring rooms and closets. The simulated calls were placed between a designated set of buildings and associated Main Distribution Frame (MDF) and/or Intermediate Distribution Frame (IDF) locations. Measurement software was installed that collected the resulting network statistics. Each college location was tested using a similar approach. Network Transmission Metrics Tested The network transmission metrics testing included the following:  Daily & Weekly metrics collecting IN/Out/Total/Minimum/Average/Maximum Bits Per Second on all interfaces  Daily & Weekly metrics collecting IN/Out/Total/Minimum/Average/Maximum UniCast/NonUnicast/Discards/Errors on all interfaces  Packet transmission latency Graphs (variance is Jitter)  VoIP recording between each test closet and the District Office  Pack trace of each VoIP test. Resources and Software utilized The network assessment was developed by TEECOM using the following resources:  SNMPc version 7.0  Etherpeak Page 3 of 21 5/31/2010
  4. 4. Replace Telecommunications System and Services RFP # 86486  GetIF 2.3.1  Network Associates Sniffer 4.7  Cisco 2611 routers with VX interfaces. San Mateo County Community College District Existing Network Architecture The District consists of a District Office (ITS) and 3 college campuses: Skyline, Cañada, and College of San Mateo (CSM). Refer to Diagram 1.0 in Appendix I. The ITS computer room is located at the District Office adjacent to the CSM campus. Data connectivity between the District Office and CSM is via two-gigabit Ethernet redundant multilink trunks. These gigabit links support VLAN trunking and extend the domain between the District Office and CSM. Skyline’s data connectivity to District Office is via an ATM service provided by SBC. The ATM link at Skyline is provisioned at 20 MB/s. The ATM link at ITS is provisioned at 40 MB/s. Cañada College’s data connectivity District Office and is also via an ATM Service provided by SBC. The ATM link at Cañada is provisioned at 20 MB/s. San Mateo County Community College District ATM cloud is configured as follows:  ITS – Cisco 7206 router configured as a VBR-nrt UNI interface  Skyline – Cisco 3640 router configured as a VBR-nrt UNI interface  Cañada – Cisco 3640 router configured as a VBR-nrt UNI interface  ATM NNI service is provided by SBC.  This SBC ATM service currently does not support QoS. Conclusions and Recommendations The report provided by TeeCom strongly concludes that the San Mateo County Community College District has sufficient bandwidth and the network performance characteristics to configure and provide VoIP protocols over the wide area network. In fact, very few problems normally associated with network performance were encountered. Therefore, based on the network assessment report and conclusions, we are confident that the wide area network can provide a viable VoIP solution with the following requirements and stipulations.  Generally, the report concludes that the overall wide area network (WAN) is capable of providing sufficient bandwidth to support a VoIP deployment. However, the assessment did not include any Quality of Service (QoS) solutions; the current switches are not QoS capable. We expect that the proposing vendors will provide an appropriate QoS option and that all proposed equipment, switches and access points will be QoS enabled.  The majority of the existing ethernet switches deployed do not have Power Over Ethernet (POE) capability. We require that any proposed switches providing connectivity to a VoIP access point would be equipped with the Power over Ethernet option using an integrated approach.  Recovery from a college telephony failure. The proposed solution must provide ability to handle full telephony services to any given college campus in the event that the primary telephony solution for that college location fails. This scenario must be priced into the equipment, software and related configuration as quoted.  Jitter is minimal throughout the colleges. The identified latency had an average variance under 5 milliseconds. It should be noted that latency did have an occasional peak variances up to 50 milliseconds. These results support the general conclusion that the WAN can handle new VoIP traffic. The specific number of telephony connections is included in the detailed pricing documents.  Minimum standards for any proposed Ethernet switches include; o Assume that all quoted servers/switches are to replace the existing equipment o Quality of Service (QoS) enabled or ready. o Integrated Power over Ethernet (POE). Will not accept any quotes that do not have this component or any that propose inline injectors or a hub-based solution. o Support at least 802.1Q VLAN trunking. o Must be stackable. Page 4 of 21 5/31/2010
  5. 5. Replace Telecommunications System and Services RFP # 86486 II. Procurement Process The District has completed the first three steps of this procurement process. We are now moving forward with Step Four (as described below) and issuing an RFP for final pricing. Step One: Initial Proposals - Completed Vendors were invited to submit proposals in response to the RFI. Proposals that met the District’s mandatory requirements, and focused on products and services that best satisfied the District’s needs, as presented in this RFI were evaluated. No cost information was requested with the initial response to this RFI. Step Two: Evaluation and Selection of Qualified Vendors - Completed The SMCCCD selection committee evaluated vendors’ written responses with respect to the District’s needs and mandatory requirements, as presented in the original RFI (See Section V. Item 11, Evaluation of RFI Proposals). Qualified vendors were invited to continue in the procurement process. Step Three: On Site Demonstrations and Evaluations - Completed Qualified vendors were asked to perform in-depth product demonstrations and discussions onsite. The demonstrations responded to the District’s specific functional needs, technical requirements and questions. Step Four: Issuance of RFP for Finalists to Respond with Cost Proposals Based upon a thorough evaluation of the pre-qualified vendors’ proposals and onsite demonstrations, the District will solicit proposed pricing from the selected finalists through a formal RFP. The District may ask qualified vendors to refine their proposals for various products and services. At the conclusion of such a process, the District will make a final recommendation to the District’s governing Board to authorize a contract. III. Dates and Timeframes The District reserves the right to change or alter the times and activities shown below. Release of Request for Proposal Final Pricing (RFP) Tuesday December 14, 2004 Mandatory Bidder’s Conference Thursday December 16, 2004 (1:30 pm District Board Room) Deadline for vendors’ submission of proposals Friday January 21, 2005 Onsite vendor demonstrations and presentations, if needed February 1-11, 2005 Selection of Final Vendor, finalization of contract terms and pricing February, 2005 Contract Execution February 24, 2005 Begin Project March 1st, 2005 Page 5 of 21 5/31/2010
  6. 6. Replace Telecommunications System and Services RFP # 86486 IV. RFP Instructions and Requirements 1. General. Vendors must comply with the provisions of these Instructions for Completion/Submission of the RFP (“RFP Instructions and Requirements”) of the RFP. The failure of a Vendor to comply with the RFP Instructions will result in rejection of the Vendor’s RFP for non-responsiveness. 2. Vendor Qualifications. Only the four finalists selected through the RFI qualification process are qualified to respond to this RFP. The finalists are: Avaya Corporation, Extra Team/Cisco, SBC/Nortel Networks and the Siemens Enterprise Network. 3. Submission of RFP. a. Submission of Executed “Hard Copy”. Five bound copies of the Vendor’s Proposal, plus one unbound copy and a CD with all the responses and MS Excel Workbooks must be submitted in a sealed envelope and returned to the Department of General Services, San Mateo County Community College District located at 3401 CSM Drive, San Mateo, CA 94402 by 2:00 pm on Friday, January 21, 2005. Indicate “RFP # 86486 Enclosed” on the lower left corner of the envelope. b. Vendor’s Review of District Web Site. Any addenda, clarifications, RFP updates/revisions, or replies to specific questions will be posted on this site; all such matters shall be deemed incorporated into all Vendors’ RFP Proposals. Prior to submission of a RFP Proposal, all Vendors MUST review materials on this web site (http://www.smccd.net/telecombid) relating to this RFP and must incorporate into their respective RFP Proposals all requirements set forth in this RFP, as the same may be amended by postings on the District’s web site. c. RFP Contents. Proposal consists of the following, all of which must be submitted concurrently and executed as required by these RFP Instructions or by the form of document: i. Completed RFP response to Section V including spreadsheet, RFP 86486 Pricing Workbook, on CD (including any supporting materials) ii. References (Section VI) iii. Non-Collusion Affidavit (Section VII) iv. Formal Vendor List Price Sheet. 4. RFP Security; Performance Bond. Upon notification of final award and resultant contract the successful Vendor will be required to post a Performance Bond. The District will supply a form for this bond when the contract is finalized. 5. Modifications to Submitted RFP. A Vendor submitting a Proposal may modify its submitted Proposal by written modification actually received by the District’s Department of General Services at or prior to the latest time/date for submission of Proposals. Modifications to the submitted RFP, which are not in writing, will not be accepted and will not be deemed modifications to the submitted Proposal. 6. Signature. A responsible officer or employee of the Vendor must sign the proposal. An unsigned, but executed Proposal will be rejected for non-responsiveness. 7. Non-Collusion Affidavit. Each Vendor shall submit with its response a duly completed and executed form of Non- Collusion Affidavit; the required form of Non-Collusion Affidavit is included as Appendix VII of this RFP. The failure of a Vendor to submit the completed and executed form of Non-Collusion Affidavit with its RFP will result in rejection of the Proposal for non-responsiveness. 8. Evidence of Responsibility. Upon the request of the District, a Vendor whose Proposal is under consideration shall upon request promptly submit to the District satisfactory evidence showing the Vendor financial resources, organization, and plant facilities available for the performance of the contract. The failure of such a Vendor to submit requested materials in a timely manner will result in rejection of the Vendor’s Proposal for non-responsiveness. 9. Modifications to Proposal. The District reserves the right to modify this RFP or any portion hereof by written addendum issued to all Vendors who have previously obtained this RFP from the District. All addendum issued by the District pursuant to the foregoing shall be deemed incorporated into the Proposals. 10. Vendor Inquiries. Vendors may request clarifications or make other inquiries concerning this RFP or the requirements hereof. All questions regarding this RFP should be submitted via email to: tcom-bids@smccd.net. All questions and responses will be provided electronically to all vendors. Page 6 of 21 5/31/2010
  7. 7. Replace Telecommunications System and Services RFP # 86486 11. Evaluation of RFP Proposals. RFP Proposals will be reviewed by the District committee. Proposals will be evaluated based on the pricing proposed, as well as the quality of the vendor’s RFP response. The evaluation will be based on the service and performance criteria established in RFI 86486 and this RFP 86486. 12. Award of Contract. Section 81645 of the State of California Education Code shall govern this RFP, any responding vendor’s proposal, and the resulting contract or RFP award. Section 81645 of the State of California Education Code shall govern this RFP and any resulting, bid, contract or award. As such, the following shall apply: “The governing board of any community college district may contract with a party who has submitted one of the three lowest responsible competitive proposals or competitive bids, for the acquisition, procurement, or maintenance of electronic data processing systems and equipment, electronic telecommunications equipment, supporting software, and related materials, goods, and services, in accordance with procedures, and criteria established by the governing board.” Accordingly, the District will award one (1) Contract to one of the three lowest responsive Vendors that meet the District’s specification and standards. Award of contract will only be by action of the District’s Board of Trustees or in accordance with authority delegated by action of the District’s Board of Trustees. 13. Proposed Prices and Equipment Quantities. The prices, terms, and conditions included as a response to this document will remain in affect for a period of 2 years from the date of contract award. If new products are introduced during the 2-year period, we are assured of receiving the lower prices, even if the new product is not included with this RFP. If any items decrease in price anytime during the contract-pricing period, the District will receive the lower price. If any items increase in price anytime during the contract-pricing period, the District will continue to pay the quoted prices. The quantities included in this pricing proposal may change and are listed in the RFP so that the District might be able to compare pricing consistently across the vendors. 14.Piggyback Clause. It is intended that other public agencies (city, special district, public authority, public agency, school district or other political subdivision of the state of California) shall have the option to participate in any agreement created as a result of this RFI and upcoming RFP for telephony services. Although the requirements of the San Mateo County Community College District for telephony services may vary from the requirements for other agencies, the pricing shall be submitted in terms of unit pricing and discounts off of list price, which would allow other agencies to take advantage of this RFP without exact specification match. The San Mateo County Community College shall incur no financial responsibility in connection with a purchase order from another public entity. Vendor's agreement or failure to agree to the "piggyback" agreement will not be a factor in the award. a. Check one of the following:  Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the state of California with no exceptions.  Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the state of California with the following exceptions noted, as attached.  Pricing, terms and conditions in our RFI are not extended to any other agency. 15. References. Vendors shall provide updated customer references (see Section VI) for work done on similar projects. Page 7 of 21 5/31/2010
  8. 8. Replace Telecommunications System and Services RFP # 86486 V. Pricing Instructions and Documents A. Introduction This section provides the forms, detailed instructions with samples, and explanations to complete the final pricing requirements. Vendors must include all costs using the provided forms. If some equipment, service, or related item is not listed or included, use the miscellaneous categories provided within the spreadsheets to quote the price and quantity. Two CD’s will be provided to each vendor at the pre-bid conference scheduled for December 16, 2004. One CD will contain the network assessment report and details from TeeCom. The second will contain forms, instructions, and pricing documents required to complete this section. 1. Phone Instruments (Digital and VoIP) For the purposes of this RFP, the District has consolidated phone types into three categories; Basic, Intermediate, and Deluxe. For our comparative purposes, the vendor should select and price the equipment from their hardware list that most closely matches the requirements listed below. Include model numbers, descriptions, and detailed specifications for the instruments you are proposing. a. Basic Phone Features List Feature Notes 12 Programmable buttons or keys that can be programmed for the following features; Line Appearances Flash Buttons Feature Buttons Autodial Repertory Dialing (Repdial) Call Back Voice Volume Controls, Buttons or Keys Ring Volume Controls, Buttons or Keys Ring Tone One-Way or Listen-only Speaker Status Lights Voice Mail Desk or Wall Mountable NO LED Display Required b. Intermediate Phone Features List Feature Notes All of the features described for the Basic Phone plus; 12 additional programmable buttons for a minimum of 24 programmable buttons. Full Duplex Speaker Display LED, LCD Headset Jack Option Optional add-on side car or modular bay attachment that provides additional programmable buttons or keys c. Deluxe Phone Features List Feature Notes All of the features described for the Intermediate Phone plus; Larger Display LED, LCD Personal Directory or Active Directory capability Page 8 of 21 5/31/2010
  9. 9. Replace Telecommunications System and Services RFP # 86486 d. Pricing assumptions: i. All items may not apply ii. Quote all prices without taxes iii. If an explanation is needed for any item, reference the cell number and/or location within the particular spreadsheet and provide an explanation. iv. When pricing the college backbone components, include all costs for hardware, software, and installation, if appropriate. v. As detailed in the instructions, if a category or item description is not included, use the miscellaneous sections provided and include the appropriate description, pricing and unit numbers. Note: Vendor’s should supply a link to their list price book or a copy of that list price book as part of the RFP submittal. B. Completion of RFP 86486 Pricing Workbook When the vendor opens up the Excel workbook, entitled “RFP 86486 Pricing Workbook” there are seven tabs. The first three tabs are the “Cost by Building” worksheets for each college. The next three tabs are “College Backbone” worksheets, again one for each college. The seventh tab is the summary sheet, where all data entered by the vendor is compiled. 1. Instructions to Complete the “Cost by Building” Spreadsheet General Instructions: a. The phone instrument features are defined above. Choose the particular phone that best meets the required features for the Basic, Intermediate or Deluxe models for both the digital and VoIP categories. Complete the cost by building worksheets for each college. b. If licenses are required for TDM Analog Ports, please complete this column. If equipment is required to support TDM Analog Ports, please provide pricing under Building Hardware/Software Costs portion. c. Please note: The workbook contains worksheet tabs by campus and are labeled: i. Cost by Building: Skyline ii. Cost by Building: Cañada iii. Cost by Building: CSM d. The columns which require data entry from the vendor are highlighted in yellow on the spreadsheet. If viewing in black and white those columns are grey. e. Complete the Station Equipment and Building Hardware/Software Costs portions according to the instructions shown below. We have provided an example to help illustrate how to complete the spreadsheet for each building. If a vendor’s particular models or license quantities do not match the categories, simply copy and insert new rows where applicable. Column Name Definition/Requirement Station Equipment Phone type and/or category Model/Part Number Include the model and the specific part number as used by your firm for the specific item proposed. Port Capacity If the equipment proposed has a port capacity indicate that number here. Qty. Quantity of the item quoted. This number is whatever is applicable for the item, e.g., phones, hourly rate, server, training package, etc. List Price The list price before any discount for the item quoted. Extended Cost This number will automatically calculate after completing the quantity and List Price. List License Cost If a license is needed or required for this item include the price here per item. The quantity column will be used to calculate the extended cost. License Cost This number will automatically calculate by multiplying the List License Extended Cost by the Qty Sub-Total This number is the result of adding the Extended Cost for the item to the License Extended Cost. This cell will be automatically calculated. Percent (%) The percentage that the Sub-Total will be discounted from the quoted list Discount Off List prices for the item and any applicable licenses. Price Discounted Total The result of applying the Percent (%) Discount off List amount. This cell will be automatically calculated. Page 9 of 21 5/31/2010
  10. 10. Replace Telecommunications System and Services RFP # 86486 1st 12 Month Starting with the contract signing date, provide the first 12 Month Maintenance Period maintenance costs for the item. If there is a warranty period then prorate the annual amount. For example, if an item has a 90 day warranty, then show maintenance costs as pro-rated for 9 months (12 months – 3 months). 2nd 12 Month Starting with the end of the 1st 12 Month Maintenance Period, provide the Maintenance Period 2nd 12 Month Maintenance Period costs. 3rd 12 Month Starting with the end of the 2nd 12 Month Maintenance Period, provide the Maintenance Period 3rd 12 Month Maintenance Period costs. Total Maintenance This cell will automatically calculate the total for the 3 annual maintenance period costs Page 10 of 21 5/31/2010
  11. 11. Replace Telecommunications System and Services RFP # 86486 SAMPLE Cost by Building (Sample) Maintenance Percent (%) Capacity 1st 12 month period 2nd 12 month period 3rd 12 month List License Discount period Port Model/Part List Extended License Cost Off List Discounted Station Equipment Number Qty. Price Cost Cost Extended Sub-Total Price Total Total VoIP Basic Instrument IP100 100 100 10,000 25 2,500 12,500 40.00% 7,500 200 1250 1250 2700 VoIP Intermediate Instrument IP200 50 200 10,000 25 1,250 11,250 40.00% 6,750 320 1250 1250 2820 VoIP Deluxe Instrument IP300 20 400 8,000 25 500 8,500 40.00% 5,100 0 Sub-Total 28,000 4,250 32,250 40.00% 19,350 Digital Basic Instrument DI100 10 75 750 0 0 750 40.00% 450 25 75 75 175 Digital Intermediate Instrument DI200 5 125 625 0 0 625 40.00% 375 25 65 65 155 Digital Deluxe DI300 0 0 0 0 0 0 40.00% 0 0 TDM Analog Ports 25 50 1,250 0 0 1,250 40.00% 750 25 75 75 175 Sub-Total 2,625 0 2,625 1,575 595 2715 2715 6025 Station Equipment Total 30,625 4,250 34,875 20,925 595 2,715 2,715 6,025 Percent (%) Capacity 1st 12 month period 2nd 12 month period 3rd 12 month List License Discount period Port Building Model/Part List Extended License Cost Off List Discounted Hardware/Software Costs Number Qty. Price Cost Cost Extended Sub-Total Price Total Total Switch/Server Equipment Call Server Hardware 48 1 15,000 15,000 0 0 15,000 40.00% 9,000 375 1500 1500 3375 Call Server Software 0 0 0 0 0 0 0 40.00% 0 0 Remote Access Point Hardware 0 0 0 0 0 0 0 40.00% 0 0 Remote Access Point Software 0 0 0 0 0 0 0 40.00% 0 0 Media Gateway Server 0 0 0 0 0 0 0 40.00% 0 0 Media Gateway Software 0 0 0 0 0 0 0 40.00% 0 0 Analog Gateway Server AG100 16 1 2,000 2,000 500 500 2,500 40.00% 1,500 0 150 250 400 Analog Gateway Software 0 0 0 0 0 0 0 40.00% 0 0 PSTN Gateway/Connection 0 0 0 0 0 0 0 40.00% 0 0 PSTN Gateway Software 0 0 0 0 0 0 0 40.00% 0 0 Ethernet Switch's) ETH100 24 3 2,500 7,500 1,500 4,500 12,000 40.00% 7,200 0 1200 1200 2400 Ethernet Switch's) Software 0 0 0 0 0 0 0 40.00% 0 0 Software Licenses 0 0 0 0 0 0 0 40.00% 0 0 Universal Power Supply (UPS) UPS 1000 0 0 0 0 0 0 0 40.00% 0 0 Sub-Total 24,500 5,000 29,500 40.00% 17,700 375 2850 2950 6175 Miscellaneous Items 40.00% 0 Miscellaneous Item One (Wires) 0 1 2,500 2,500 0 0 2,500 40.00% 1,500 0 250 250 500 Miscellaneous Item Two 0 0 0 0 0 0 0 40.00% 0 0 Miscellaneous Item Three 0 0 0 0 0 0 0 40.00% 0 0 Sub-Total 2,500 0 2,500 1,500 250 250 500 Grand Total 57,625 9,250 66,875 40,125 970 5,815 5,915 12,700 Page 11 of 21 5/31/2010
  12. 12. Replace Telecommunications System and Services RFP # 86486 2. Instructions to Complete the “College Backbone” Spreadsheets a. The College Backbone pricing document summarizes all the costs for both a VoIP and/or TDM solution for each of the three college locations: CSM, Cañada, and Skyline. b. The workbook contains worksheet tabs labeled: i. College Backbone: CSM ii. College Backbone: Cañada iii. College Backbone: Skyline. c. The required columns are highlighted in yellow or gray if viewing in black and white. d. Each spreadsheet contains the following sections to complete: i. Call Processing Components ii. Quality of Service (QoS)/System Administration iii. Auto Attendant iv. Voice Mail v. Call Accounting vi. E-911 vii. Miscellaneous Items viii. Installation ix. Training e. For each section complete the individual college spreadsheets according to the instructions shown below. We have provided an example to illustrate how to complete the spreadsheet for each building. If a vendor’s particular models or license quantities do not fit or match the categories, simply copy and insert new rows where applicable. Column Name Definition/Requirement Model/Part Include the model and the specific part number as used by your firm for the Number specific item proposed. Port Capacity If the equipment proposed has a port capacity indicate that number here. Qty. Quantity of the item quoted. This number is whatever is applicable for the item, e.g., phones, hourly rate, server, training package, etc. List Price The list price before any discount for the item quoted. Extended Cost This number will automatically calculate after completing the quantity and List Price. List License Cost If a license is needed or required for this item include the price here per item. The quantity column will be used to calculate the extended cost. License Cost This number will automatically calculate by multiplying the List License Cost Extended by the Qty Sub-Total This number is the result of adding the Extended Cost for the item to the License Extended Cost. This cell will be automatically calculated. Percent (%) The percentage that the Sub-Total will be discounted from the quoted list Discount Off List prices for the item and any applicable licenses. Price Discounted Total The result of applying the Percent (%) Discount off List amount. This cell will be automatically calculated 1st 12 Month Starting with the contract signing date, provide the first 12 Month Maintenance maintenance costs for the item. If there is a warranty period then prorate the Period annual amount. For example, if an item has a 90-day warranty, then show maintenance costs as pro-rated for 9 months (12 months – 3 months). 2nd 12 Month Starting with the end of the 1st 12 Month Maintenance Period, provide the 2nd Maintenance 12 Month Maintenance Period costs. Period 3rd 12 Month Starting with the end of the 2nd 12 Month Maintenance Period, provide the 3rd Maintenance 12 Month Maintenance Period costs. Period Total Maintenance This cell will automatically calculate the total for the 3 annual maintenance period costs Page 12 of 21 5/31/2010
  13. 13. Replace Telecommunications System and Services RFP # 86486 SAMPLE College Backbone (Sample) Annualized Maintenance Costs 12 month month period month period Port Capacity 12 12 Percent period (%) License Discount 2nd 3rd Call Processing Model/Part Extended License Extended off List Discounted 1st Components Number Qty. List Price Cost Cost Cost Sub-Total Price Total Total Call Server Hardware CS1000 (2000) 1 50,000 50,000 15,000 15,000 65,000 40.00% 39,000 0 6,500 6,500 13,000 Redundant Call Server Hardware 1 50,000 50,000 15,000 15,000 65,000 40.00% 39,000 0 6,500 6,500 13,000 Call Server Software 1 25,000 25,000 0 0 25,000 40.00% 15,000 0 2,500 2,500 5,000 Redundant Call Server Software 0 0 0 0 0 0 40.00% 0 0 0 0 0 TDM Shelf/Server 0 0 0 0 0 0 40.00% 0 0 0 0 0 Redundant Shelf/Server 0 0 0 0 0 0 40.00% 0 0 0 0 0 VoIP Shelf/Server 0 0 0 0 0 0 40.00% 0 0 0 0 0 Remote Access Point Hardware 0 0 0 0 0 0 40.00% 0 0 0 0 0 Remote Access Point Software 0 0 0 0 0 0 40.00% 0 0 0 0 0 Media Gateway Server 1 25,000 25,000 10,000 10,000 35,000 40.00% 21,000 0 3,500 3,500 7,000 Media Gateway Software 1 5,000 5,000 0 0 5,000 40.00% 3,000 0 0 500 500 Analog Gateway Server 1 10,000 10,000 0 0 10,000 40.00% 6,000 0 0 650 650 Analog Gateway Software 0 0 0 0 0 0 40.00% 0 0 0 0 0 PSTN Gateway/Connection 1 5,000 5,000 0 0 5,000 40.00% 3,000 0 0 500 500 PSTN Gateway Software 1 50,000 50,000 15,000 15,000 65,000 40.00% 39,000 0 0 6,500 6,500 Ethernet Switch(s) 0 0 0 0 0 0 40.00% 0 0 0 0 0 Ethernet Switch(s) Software 0 0 0 0 0 0 40.00% 0 0 0 0 0 Software Licenses 0 0 0 0 0 0 40.00% 0 0 0 0 0 Sub-Total 220,000 55,000 275,000 165,000 0 19,000 27,150 46,150 Quality of Service (QoS)/System Administration QoS Server QoS1122 128 2 3000 6,000 2,500 5,000 11,000 40.00% 6,600 0 1,100 1,100 2,200 QoS Software 2000 10 20,000 0 0 20,000 40.00% 12,000 0 0 2,000 2,000 System Administration & Management 2 10000 20,000 2,500 5,000 25,000 40.00% 15,000 0 3,500 3,500 7,000 Systems Monitoring Tools 2 10000 20,000 2,500 5,000 25,000 40.00% 15,000 0 3,500 3,500 7,000 Sub-Total 66,000 15,000 81000 48,600 0 8,100 10,100 18,200 Auto Attendant Auto Attendant 1 2500 2,500 0 0 2,500 40.00% 1,500 0 250 250 500 Auto Attendant Software 1 1500 1,500 0 0 1,500 40.00% 900 0 1,100 1,100 2,200 Other 0 0 0 0 0 0 40.00% 0 0 0 0 0 Sub-Total 10,000 0 10000 2,400 0 1,350 1,350 2,700 Page 13 of 21 5/31/2010
  14. 14. Replace Telecommunications System and Services RFP # 86486 Voice Mail Voice Mail Server 1 10000 10,000 2,500 2,500 12,500 40.00% 7,500 0 1,250 1,250 2,500 Voice Mail Software 1 10000 10,000 5,000 5,000 15,000 40.00% 9,000 0 1,500 1,500 3,000 Voice Mail Licenses 2000 25 50,000 0 0 50,000 40.00% 30,000 0 0 0 0 Voice Mail UPS 1 2500 2,500 2,500 2,500 5,000 40.00% 3,000 0 500 500 1,000 Voice Mail Backup Server 1 10000 10,000 0 0 10,000 40.00% 6,000 0 1,000 1,000 2,000 Sub-Total 82,500 10,000 92500 55,500 0 3,000 3,000 6,000 Call Accounting Call Accounting Server 1 10000 10,000 0 0 10,000 40.00% 6,000 0 1,000 1,000 2,000 Call Accounting Software 1 10000 5,000 0 0 5,000 40.00% 3,000 0 500 500 1,000 Call Accounting UPS 1 2500 2,500 0 0 2,500 40.00% 1,500 0 250 250 500 Call Server interface 1 2000 2,000 0 0 2,000 40.00% 1,200 0 200 200 400 Sub-Total 19,500 0 19500 11,700 0 1,950 1,950 3,900 E-911 E-911 Server 3 2500 7,500 0 0 7,500 40.00% 4,500 0 750 750 1,500 E-911 Software 3 10000 30,000 0 0 30,000 40.00% 18,000 0 3,000 3,000 6,000 E-911 UPS 3 5000 15,000 0 0 15,000 40.00% 9,000 0 1,500 1,500 3,000 Sub-Total 52,500 0 52500 31,500 0 5,250 5,250 10,500 Miscellaneous Items Wiring 200 175 35,000 0 0 35,000 40.00% 21,000 0 1,100 1,100 2,200 Item Two 1 0 0 0 0 40.00% 0 0 1,100 1,100 2,200 Line Cords 50 100 5,000 0 0 5,000 40.00% 3,000 0 1,100 1,100 2,200 Additional Item 0 0 0 0 0 0 40.00% 0 0 0 0 0 Additional Item 0 0 0 0 0 0 40.00% 0 0 0 0 0 Additional Item 0 0 0 0 0 0 40.00% 0 0 0 0 0 Sub-Total 45,000 0 45000 24,000 0 3,300 3,300 6,600 Installation Labor Cost (Unit cost per hour) 100 175 17,500 0 0 17,500 Estimated Expenses 1 5000 5,000 0 0 5,000 Sub-Total 22,500 0 22500 Training (5.0 FTE SMCCCD Staff) Labor Cost (Unit cost per hour) 200 175 35,000 0 0 35,000 Estimated Expenses 1 5,000 0 0 5,000 Training Materials 50 100 5,000 0 0 5,000 Sub-Total 45,000 0 45,000 Grand Total 553,000 80,000 633,000 336,300 0 40,600 50,750 91,350 Page 14 of 21 5/31/2010
  15. 15. Replace Telecommunications System and Services RFP # 86486 3. Instructions to Complete “Final Cost Summary” Spreadsheet a. The final pricing worksheet, labeled, “Final Cost Summary”, will automatically update when the subordinate Cost by Building and College Backbone spreadsheets are completed. b. Accordingly, there is no data entry required on this spreadsheet. Do not modify/edit this “Final Cost Summary” Spreadsheet. Column Name Definition/Requirement College Backbone Separate line total for CSM, Cañada, and Skyline Hardware Total hardware costs summarized from the College Backbone spreadsheet by college Software Total software costs summarized from the College Backbone spreadsheet by college Total Total of the Hardware and Software columns to the immediate left. Maintenance Total maintenance costs summarized from the College Backbone Costs spreadsheet by college. 1st 12 month Total maintenance costs summarized from the College Backbone period spreadsheet by college. 2nd 12 month Total maintenance costs summarized from the College Backbone period spreadsheet by college. 3rd 12 month Total maintenance costs summarized from the College Backbone period spreadsheet by college. Total Total for the three maintenance cost columns Annual Percent This is the percentage that will be applied to all subsequent l Cap annual maintenance renewals after the 3rd month period. Page 15 of 21 5/31/2010
  16. 16. Replace Telecommunications System and Services RFP # 86486 SAMPLE Cost Summary (Sample) Maintenance Costs (Starts at Contract Signing) 1st 12 month 2nd 12 month 3rd 12 month College Backbone Hardware Software Total period period period Total CSM $ 553,000 $ 80,000 $ 633,000 $ - $ 40,600 $ 50,750 $ 91,350 Canada Skyline Sub-Total $ 553,000 $ 80,000 $ 633,000 $ - $ 40,600 $ 50,750 $ 91,350 CSM Buildings Phone Instruments Software Total Sample $ 57,625 $ 9,250 $ 40,125 $ 970 $ 5,815 $ 5,915 $ 12,700 District Office Building 1 Building 2 Building 3 Building 4 Building 5 Building 6 Building 7 Building 8 Building 9 Building 10 Building 11 Building 12 Building 13 Building 14 Building 15 Building 16 Building 17 Building 18 Building 19 Building 20 Building 21 Building 22 Building 23 Building 24 Building 25 Building 26 Building 27 Building 28 Page 16 of 21 5/31/2010
  17. 17. Replace Telecommunications System and Services RFP # 86486 Building 29 Building 30 Building 31 Building 32 Building 33 Building 34 Building 35 Sub-Total $ 57,625 $ 9,250 $ 66,875 $ 970 $ 5,815 $ 5,915 $ 12,700 Canada Buildings Building 1 Building 2 Building 3 Building 5/6 Building 8 Building 13 Building 16 Building 17 Building 18 Building 19 Building 22 Sub-Total Skyline Buildings Building 1 & 12 Building 2 Building 3 Building 4 Building 5 Building 7 Building 8 Building 8 & 9 Building 10 Pacific Heights Sub-Total Instruments Total $ 57,625 $ 9,250 $ 66,875 $ 970 $ 5,815 $ 5,915 $ 12,700 Grand Total $ 610,625 $ 89,250 $ 699,875 $ 970 $ 46,415 $ 56,665 $ 104,050 Page 17 of 21 5/31/2010
  18. 18. Replace Telecommunications System and Services RFP # 86486 VI. References Submit Project References for five similar contracts submitted as evidence of your firm’s experience. The proposed systems must have been operating in a production environment in: a. At least one (1) multi-campus college. b. At least two (2) additional sites within California. c. At least three (3) additional sites anywhere. REFERENCE #1 1. Client Name: Address: ____ ______ Contact: Title: _______________________ Phone: ( ) Fax :(____)______________E-mail:________________ 2. Type of Facility (circle one): Public/Higher Education Public/Other Other 3. System (List Date, Phone Quantity & Value of Contract): REFERENCE #2 1. Client Name: Address: _____ Contact: Title: _______________________ Phone: ( ) Fax:(____)______________E-mail:__________________ 2. Type of Facility (circle one): Public/Higher Education Public/Other Other 3. System (List Date, Phone Quantity & Value of Contract): REFERENCE #3 1. Client Name: Address: _____ Contact: Title: _______________________ Phone: ( ) Fax:(____)______________E-mail:__________________ 2. Type of Facility (circle one): Public/Higher Education Public/Other Other 3. System (List Date, Phone Quantity & Value of Contract): Page 18 of 21 5/31/2010
  19. 19. Replace Telecommunications System and Services RFP # 86486 REFERENCE #4 1. Client Name: Address: ____ ______ Contact: Title: _______________________ Phone: ( ) Fax :(____)______________E-mail:________________ 2. Type of Facility (circle one): Public/Higher Education Public/Other Other 3. System (List Date, Phone Quantity & Value of Contract): REFERENCE #5 1. Client Name: Address: ____ ______ Contact: Title: _______________________ Phone: ( ) Fax :(____)______________E-mail:________________ 2. Type of Facility (circle one): Public/Higher Education Public/Other Other 3. System (List Date, Phone Quantity & Value of Contract): Page 19 of 21 5/31/2010
  20. 20. Replace Telecommunications System and Services RFP # 86486 VI. Non-Collusion Affidavit NON-COLLUSION AFFIDAVIT STATE OF CALIFORNIA COUNTY OF ______________________ I, __________________________________, being first duly sworn, deposes and says that I am (Typed or Printed Name) the ________________________ of _____________________________________, the party submitting (Title) (Vendor Name) the foregoing RFI Proposal (“the Vendor”). In connection with the foregoing RFI Proposal, the undersigned declares, states and certifies that: 1.The RFP Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation. 2.The RFP Proposal is genuine and not collusive or sham. 3.The Vendor has not directly or indirectly induced or solicited any other Vendor to put in a false or sham RFI, and has not directly or indirectly colluded, conspired, connived, or agreed with any other Vendor or anyone else to put in sham RFI, or to refrain from submitting this RFI. 4.The Vendor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the RFG price, or that of any other Vendor, or to fix any overhead, profit or cost element of the RFI price or that of any other Vendor, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract. 5.All statements contained in the RFP Proposal and related documents are true. 6.The Vendor has not, directly or indirectly, submitted the 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 person, corporation, partnership, company, association, organization, Bid depository, or to any member or agent thereof to effectuate a collusive or sham RFP. Executed this ____ day of ___________, 20__ at _________________________________. (City, County and State) I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. By: _________________________________ Title: ________________________________ Page 20 of 21 5/31/2010
  21. 21. Replace Telecommunications System and Services RFP # 86486 Appendix I Attachment: SMCCCD-NRA 20041109 Report.pdf (TeeCom VoIP Network Assessment Final Report) Appendix II Attachment: RFP 86486 Pricing Workbook.xls (RFP 86486 Pricing Workbook) Page 21 of 21 5/31/2010

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