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           TELECOMMUNICATIONS


          REQUEST FOR PROPOSAL

    WEST CHESTER AREA SCHOOL
                    DIS...
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Contents 
1.          SUMMARY ..........................................................................................
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1. SUMMARY 
   1.1.        Executive Overview 

The West Chester Area School District has 18 buildings in the West Ch...
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2. INTRODUCTION 
   2.1.        Background Information 

The West Chester Area School District covers a 75-square-mi...
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It is the responsibility of the vendor to be familiar with all the relevant requirements, regulations
and procedure r...
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reject any subcontractor without explanation or recourse by the vendor or subcontractor.

The vendor and his represen...
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           •   Proposed Solution — The purpose of this section is to provide the proposal
               evaluation t...
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3. PROPOSED REQUIREMENTS 
   3.1.        Customer Environment and Requirements 
WEST CHESTER AREA SCHOOL DISTRICT CUR...
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      the POTS or CO trunks may be carried to the site via digital lines.
   b. All CO trunks and POTS lines must fun...
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TELECOMMUNICATIONS REQUEST FOR PROPOSAL

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TELECOMMUNICATIONS REQUEST FOR PROPOSAL

  1. 1. 1  TELECOMMUNICATIONS REQUEST FOR PROPOSAL WEST CHESTER AREA SCHOOL DISTRICT West Chester, PA PROPOSAL DUE DATE: JANUARY 25, 2008 RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  2. 2. 2  Contents  1.  SUMMARY ............................................................................................................................................. 3  1.1.  Executive Overview ....................................................................................................................... 3  2.  INTRODUCTION ..................................................................................................................................... 4  2.1.  Background Information ............................................................................................................... 4  2.2.  Terms and Conditions ................................................................................................................... 4  2.3.  Compliance with E‐Rate Requirements ........................................................................................ 4  2.4.  Scope of Work ............................................................................................................................... 5  2.5.  Indemnification ............................................................................................................................. 5  2.6.  General Work Performance .......................................................................................................... 5  2.7.  Customer contacts ........................................................................................................................ 6  2.8.  Proposal Filing Date and Timeline................................................................................................. 6  2.9.  Proposal Format ............................................................................................................................ 6  2.10.  Vendor Information .................................................................................................................. 7  2.11.  Company Profile ........................................................................................................................ 7  2.12.  Installer ..................................................................................................................................... 7  2.13.  Maintainer  ................................................................................................................................ 7  . 2.14.  Support Center .......................................................................................................................... 7  2.15.  Quality ....................................................................................................................................... 7  3.  PROPOSED REQUIREMENTS  ................................................................................................................. 8  . 3.1.  Customer Environment and Requirements .................................................................................. 8  3.2.  Telecommunications Requirements ............................................................................................. 8  3.3.  Why Your Network? ...................................................................................................................... 9  4.  Key Decision Criteria ......................................................................................................................... 9    RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  3. 3. 3  1. SUMMARY  1.1. Executive Overview  The West Chester Area School District has 18 buildings in the West Chester area. They are elementary, middle, high and administration buildings. All of the buildings are connected by 12 strains of single mode fiber in a star configuration and multimode fiber within the buildings. Two of the strands are currently being used for data traffic and two more are stand by. Video conferencing is conducted over the current data network.  The primary phone system consists of 18 systems, one in each facility, all networked utilizing the fiber infrastructure between the facilities. Each system has the capability to function stand alone and in the network. All facilities have DID numbers and non-DID numbers. All DID calls come in over the PRI circuits which are located in three buildings. Most of the calls come to the main number in the Administration Building (Spellman) and are then forwarded to the correct facility/extension. Each facility has CO trunks for local calls in and out. The phone system allows four digit dialing from any internal phone to any other internal phone. Unrestricted phones are allowed to access outside lines by dialing 88 first. The CO trunks also have Power Fail Transfer capabilities so that phone service can be provided via POTS lines in the case of an emergency with accompanying power outage. This RFP is seeking proposals to provide POTS lines and CO trunks to each facility to serve as emergency communication conduits during a power outage. The RFP asks about your capabilities and also wants to know about your company and how you work with school districts. Proposal responses should address the Telecommunications Requirements and answer the accompanying questions. The District will consider multiyear contracts. West Chester Area School District may accept any part, reject any part, accept the entire proposal or reject the entire proposal with no obligation to the bidder. The acceptance of a proposal does not obligate West Chester Area School District to contract for any network. This RFP is for comparative pricing only, although we believe the descriptions stated in this proposal are very representative of the actual requirements.  RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  4. 4. 4  2. INTRODUCTION  2.1. Background Information  The West Chester Area School District covers a 75-square-mile suburban, urban and rural area in central Chester County, Pennsylvania, approximately 25 miles southwest of Philadelphia and 12 miles north of Wilmington, Delaware. The district is comprised of West Chester Borough (the County Seat), and the townships of East Bradford, East Goshen, West Goshen, West Whiteland, Westtown and Thornbury (all in Chester County), as well as Thornbury Township in Delaware County. The student population of approximately 11,600 is served by three high schools (grades 9-12), three middle schools (6-8), and ten elementary schools (K-5). Superintendent Dr. Alan G. Elko heads a staff of approximately 1,300 employees, including administrators, teachers, and support personnel. All members of the staff pride themselves on the quality of the educational program and the achievements of the student body. Five schools have won Blue Ribbon Awards of Excellence from the U.S. Department of Education, while students on all levels have placed in various regional, county, state and national competitions. Our Mission The mission of the West Chester School District, a diverse community rich in heritage, is to educate all students to achieve their personal best, be responsible, contributing citizens and become life-long learners by inspiring each student through challenging curriculum, varied opportunities, effective teaching, respect for diversity, nurturing and caring staff, and involved parents and community. 2.2. Terms and Conditions  West Chester Area School District reserves the right to: 1. Amend, modify, or cancel this RFP or add to the requirements contained in this RFP at any time after the Issuance of this RFP. 2. Reject any and all proposals received as a result of this RFP or negotiate separately 3. Not award any contract. 4. Award a contract for any and/or parts of the RFP and negotiate terms and conditions to meet requirements consistent with this acquisition. 5. Elect to award a contract to one or more bidders. Begin negotiations with more than one bidder 6. Make typographical corrections or correct computational errors to the RFP or to the RFP Proposals. 7. Request Vendors to clarify their RFP Proposals. 8. The cost of developing, printing and delivering responses to this RFP are entirely the responsibility of the bidder. 2.3. Compliance with E­Rate Requirements  All proposals offered will be subject to all Universal Service Administrative Co., Schools and Libraries Division, ECC, Commonwealth of Pennsylvania specifications and requirements. All vendors must have a Service Provider Identification Number (SPIN). The vendor must agree to process billing according to the Universal Service Administrative Co. It is the vendor’s responsibility to be familiar with the billing method and the time lines for payment. RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  5. 5. 5  It is the responsibility of the vendor to be familiar with all the relevant requirements, regulations and procedure regarding this REP, award, and subsequent contract implementation. 2.4. Scope of Work  It is understood that, except as otherwise specifically stated in the RFP, the vendor shall provide and pay for all materials, labor, tools, equipment, transportation, temporary construction of every nature and all other services and facility of every nature whatsoever, necessary to execute, complete and deliver the work within the specified time. Licenses necessary for the execution of the work shall be secured and paid for by the vendor. All work necessary to be performed after regular working hours, on weekends or legal holiday, shall be performed without additional expense to the District, unless the weekend or holiday work is due to a delay caused by the District. The vendor shall protect all buildings, furniture, equipment, personal items, trees, shrubs, lawns and all landscaping on school property from damage. Any damaged property shall be repaired or replaced at the vendor’s expense. Upon award, the vendor is assumed to have visited the premises and to have taken into consideration all conditions which might affect this work. No consideration will be given to any claims based on a lack of knowledge of existing conditions. A site survey the premises for existing conditions and equipment may be set up by contacting Kevin Campbell, Director of Facilities and Operations: kcampbell@wcasd.net. All work shall be performed in a professional manner. Personnel from the District may observe the work procedures and workmanship of the vendor, but such observation will not relieve the vendor from any responsibility of performance or constitute acceptance of the work performed. 2.5. Indemnification  The vendor agrees to hold the District harmless and to indemnify the District for every expense, liability or payment arising out or through injury (including death) to any person or persons for damage to property (regardless of whom the owner may be of the property) of any place in which work is located arising out of or suffered through any act or omission of the vendor or subcontractor. 2.6. General Work Performance  Precautions shall be exercised at all time for the protection of persons (including employees) and property and hazardous condition shall be guarded against or eliminated. The District reserves the right, with sole discretion, to refuse to allow any representative to the vendor to service the contract in any manner. In this event, the vendor shall furnish another representative that is acceptable to the District. Examples or reasons for refusing to allow a vendor representative to service the contract include, but are not limited to: • Use of profanity or abusive language around any school personnel or students. • Unclean or unkempt appearance, • Intoxication or obvious drug use • Threatening behavior towards any school personnel or students. Should the vendor use subcontractors for portions of the work, the District reserves the right to RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  6. 6. 6  reject any subcontractor without explanation or recourse by the vendor or subcontractor. The vendor and his representatives shall follow all applicable school district regulations while on District property, including the no smoking, no weapons, and drug free policies. No work shall interfere with school activities or environment unless the Principal or administrator in charge gives permission. All vendor personnel shall be easily identified by the use of identification badges. 2.7. Customer contacts  For questions about the Request for Proposal contact: Contact Name: Chris Ross Phone Number: 484-266-1054 Fax number: 484-266-1182 Email Address: cross@wcasd.net PLEASE USE EMAIL FOR ALL QUESTION AND INQUIRIES 2.8. Proposal Filing Date and Timeline  5 hard copies and 5 soft copies (in Microsoft WORD & Excel) of the proposal received by January 2008. Deliver documentation to: Name: Brian Pawling Address: 829 Paoli Pike West Chester, PA 19380 Telephone Number: 484-266-1022 Bids received after that time may not be considered. Questions and Clarification 12/18/07 —1/11/08 Request for Proposal Due 1/25/08 Evaluation of proposals & vendor selection 1/25/08 Contract finalized and executed 1/31/08 Telecommunications contract begins 7/1/2008 2.9. Proposal Format  The response to Request for Proposal must be structured in the following manner: Answers to questions MUST be in 250 words or less Other information may be provided as an appendix and . may not be reviewed as part of your response. • Title Page — Bidder’s name and local address, proposed system’s make and model, sales representative’s name and number, technical contact’s name and number, as well as the proposal deadline must be identified. • Table of Contents — List all topics and their associated section number. • Executive Overview — This section is a summary of the proposal, which has a clear overview of the proposed telecommunications. Bidders must clearly identify the benefits afforded by the installation of the proposed telecommunications. Please include any experience with other school districts in the area. RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  7. 7. 7  • Proposed Solution — The purpose of this section is to provide the proposal evaluation team sufficient information to assess the proposed telecommunications. The section should also include answers to questions specified in the Telecommunications Requirements section. • Configuration and Pricing • Terms and Conditions • Appendices o References, other information 2.10. Vendor Information  Complete the following: Bidding Company Name: Headquarters Address: Sales Representative Phone / Fax Number: Email Address: If the proposing vendor does not directly provide the recommended network, please provide the prime network carrier’s name, address and telephone number and vendor relationship. 2.11. Company Profile  Provide a history of the vendor’s company and experience in the network, installation and support of the type of telecommunications proposed. Please include a resume and experience of each person who will be working on this project. 2.12. Installer  Does the bidder install the proposed telecommunications? If not, state the installer’s name, address and telephone number. If multiple installers, list all companies and the installation segments for which they are responsible. Provide a history of the installing company and experience in the installation and support of the type of network proposed. 2.13. Maintainer  Describe how the bidder services and supports the telecommunications. If multiple providers, please list all companies and the maintenance segments for which they are responsible. Provide a history of the maintenance company and experience in the support of the type of telecommunications proposed. 2.14. Support Center  Does the bidder maintain a call-in support center for problems? What services does the support center provide? What hours is this support available? 2.15. Quality  Describe the vendor’s quality programs in the development and maintenance of the telecommunications network. RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  8. 8. 8  3. PROPOSED REQUIREMENTS  3.1. Customer Environment and Requirements  WEST CHESTER AREA SCHOOL DISTRICT CURRENT ENVIRONMENT IS AS FOLLOWS: Until 2004 the West Chester Area School District had a ‘Grandfathered’ Centrex telephone system (which allowed local calls as free) and voicemail. The current phone system is an Alcatel OmniPXC Exterprise PBX consisting of 18 systems, one in each facility, all networked utilizing the fiber infrastructure between the facilities. Each system has the capability to function stand alone and in the network. All facilities have DID numbers and non-DID numbers. All DID calls come in over the PRI circuits provided by PAETEC which are located in three buildings. Most of the calls come to the main number in the Administration Building (Spellman) and then are forwarded to the correct facility/extension. Each facility has CO trunks for local calls in and out. The CO trunks for each facility hunt starting with the main number for that facility and then hunt to the rest. In the case of failure, PRI circuits are also configured to re-route calls to POTS lines and CO trunks. The system has Power Fail Transfer capabilities that allow analog trunks and preselected phones to automatically make and receive calls when there is a power outage. All CO and POTS lines can be used for 911 calls and the carrier displays the correct identification and routing to the Correct Emergency Center. 3.2. Telecommunications Requirements  This proposal is seeking provision of analog POTS lines and CO trunks at each location. The quantity of services to be provided is as follows: Number Number of of CO Facility POTS trunks lines East Bradford Elementary School 4 7 East Goshen Elementary School 4 7 Exton Elementary School 4 7 Fern Hill Elementary School 4 7 Glen Acres Elementary School 4 7 Hillsdale Elementary School 4 7 Mary C. Howse Elementary School 4 7 Penn Wood Elementary School 4 7 Starkweather Elementary School 4 7 Westtown-Thornbury Elementary School 4 7 J.R. Fugett Middle School 4 7 E.N. Peirce Middle School 4 7 G.A. Stetson Middle School 4 7 B. Reed Henderson High School 4 10 East High School 4 10 Total: 60 111 1. General requirements a. All CO trunks and POTS lines must be brought into the facilities as analog lines. None of RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 
  9. 9. 9  the POTS or CO trunks may be carried to the site via digital lines. b. All CO trunks and POTS lines must function without the need for line power for no less than 8 hours. c. When trouble is reports, service will be supplied in no more than 4 hours. d. CO trunks and POTS lines must allow all capabilities described in the Current Environment. 2. Other a. All 911 calls will go over the PRI first try and then the 2 way CO trunks. Explain how the POTS lines and CO trunks will be used for 911 calls. b. The installation of the lines would take place during the summer break of 2008. Describe how you would go about installing the new services. Also include a description of the survivability of your network and describe how outage would be prevented. 3.3. Why Your Network?  Describe in 250 words or less why your network should be selected over the other networks being considered. Describe the benefits and how you would support the WCASD over the next 10 years. 4. Key Decision Criteria  • Ability to meet the requirements • Telecommunications reliability • Using the same telecommunications carrier in all locations. • Covering remote serviceability, technical support of the entire network and vendor reputation. Service infrastructure must provide a single point of contact. • Cost benefits and flexibility RFP NETWORK  CONFIDENTIAL  WEST CHESTER AREA SCHOOL DISTRICT 

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