1 REQUEST FOR PROPOSAL Mitel VoIP Phone System Implementation Owosso Public Schools Technology Department
2 Contents Executive Summary... 4 1. Bid Response Information... 5 2. Current Communications Technology Situation... 6 3. General Statement of Work... 6 4. On-going Maintenance and Support... 7 5. Project Start... 7 6. Contractor Responsibility... 7 7. Specific Requirements... 7 8. System Components... 7 9. Implementation and Training Requirements... 7 10. Deliverables... 8 Attachment A: BOM... 9 Attachment B: WAN Map... 11 Appendix C: BID FORM... 12
3 The Owosso Public Schools Technology Department on behalf of the Owosso Public School District is seeking proposals from qualified bidders for: MITEL VOIP PHONE SYSTEM IMPLEMENTATION This Request for Proposal (RFP) entails both the Mitel hardware, and software necessary to replace both our current Avaya Definity analog/digital telephone system as well as our Audix voicemail solution. The successful bidder will purchase equipment based on a Mitel provided Bill of Material (BOM) using National Joint Powers Alliance (NJPA) pre-negotiated pricing. Bidders may also add other hardware or software to their bid if they deem it necessary to providing a complete Mitel phone/uc/ voicemail solution. All hardware placement will be handled by Owosso Public School Technology Staff the bidder will be responsible for all required programming of all included equipment. The rest of this page is intentionally blank.
4 Executive Summary This is a request for Proposal from a qualified vendor to acquire and configure a predefined Mitel based VoIP voice communications system in eight Owosso Public School (OPS) facilities. OPS is undertaking a comprehensive communications overhaul. The new system will include converting to VoIP, new PBXs, new phones, new carrier. Requirements for the new phone system have been pre-defined by OPS. The new Mitel system will replace a Definity analog/digital telephone system as well as an Audix Voicemail system. Based on a myriad of requirements a virtual Mitel system with approximately 426 endpoints was selected and a bill of materials was created by Mitel Engineers to meet OPS requirements. The Mitel equipment will be acquired by the selected vendor according to the attached Bill of Materials(BOM) with National Joint Powers Alliance (NJPA) pre-negotiated contract pricing. The phone cut-over date is TBD. The rest of this page left intentionally blank.
5 1. Bid Response Information Sealed bids are due on April 11, 2018. All questions should be directed to Joseph Watson, Assistant Network Coordinator at 989-729-5681 or Watson@owosso.k12.mi.us. Please note that any written or verbal responses provided by Owosso Public Schools personnel prior to bid acceptance will not change the qualifications or specifications outlined in this document. OPS is a member of the National Joint Powers Alliance (NJPA); member # 20970. All received bids are expected to reflect this pricing where applicable. Sealed bids must be received at the Owosso Public Schools Washington Campus by 1:00 p.m. on April 11, 2018 in order to be considered. Bids must be in a sealed envelope, and be clearly marked OPS Telecommunication Overhaul Project. Bids should be mailed or delivered to: Owosso Public Schools Washington Campus 645 Alger St. Owosso MI, 48867 Attn: Joe Watson Bids must be valid for at least 160 days from the bid opening. Submission of a response to the request for proposal constitutes an acknowledgement and acceptance of all bid specifications by the responding vendor. The Owosso Public Schools Board of Education reserves the right to accept or reject any and all bids and add or delete items and adjust quantities at its sole discretion. The selected vendor will be notified of any changes in quantities prior to receiving any orders. ALL equipment should be new, in proper working order, and be delivered no later than June 13, 2018. All programming work must be completed July 31, 2018. OPS asks that the Bidders make all costs be clearly laid out in a line item based format.
6 2. Current Communications Technology Situation 2.1 OPS utilize a county (SRESD) run WAN, interconnecting all buildings via 10Gb single mode fiberoptic links. 2.2 See attachment B for WAN Topography 2.3 All core switches are Brocade ICX 7250 48 port POE+ capable switches. 2.4 VMware environment [v6.5]. OPS desires PBX and all other functions to be VM where at all possible. 2.5 Desktops are a mixture of Windows 7 and Windows 10. All PC will be at Windows 10 by end of year. 2.6 OPS will handle all cabling and phone placement requirements 3. General Statement of Work 3.1. Review requirements and associated Mitel BOM and Schematic. 3.2 Review installation sites. 3.3 Meet with OPS Technology staff to review requirements. 3.4 Create a project implementation plan. 3.5 Create a call plan based on existing call paths and input from department heads where new call paths are desired. 3.6 Adjust BOM if required (with approval). 3.7 Acquire Mitel equipment. 3.8 Acquire any additional equipment as deemed necessary to complete a competent phone /UC/ voicemail 3.9 Program VoIP phones for all desktops and designated locations. OPS will physically place, and connect phones. 3.10 Program call flows, phone, VM. 3.11 Train designated OPS trainers. Live on-site training. One (1) sessions of 6 to 12 persons per session. 3.12 Train administrators to manage call control, VM and access programming call reporting and notification system. 3.12 Create simple videos of five minutes or less for ten most significant phone, recording and VM functions.
7 3.13 Coordinate phone cut-over. 3.14 Provide call flow programming, recording set-up and administrator support for 60 days after cut-over. 3.15 Provide user documentation. 3.16 Provide as-built documentation. 3.17 Provide physical emergency notebook with physical version of all documents. To include contact information, description of common high-level failure modes (e.g., PBX failure, WAN failure, carrier trunk failure, etc.) 4. On-going Maintenance and Support 4.1 OPS will be purchasing five years of Software Assurance, five years of Hardware Warranty Excluding telephones and five years of labor support excluding telephones from Mitel through the successful bidder/installer as included in the provided Mitel NJPA BOM. 5. Project Start 5.1 OPS intends to contact the successful Bidder by May 15, 2018. A project launch meeting will be scheduled shortly afterwards. 6. Contractor Responsibility 6.1 A contract that may result from the Request for Proposal will specify that the prime contractor is solely responsible for fulfillment of the contract. These contract requirements cannot be subcontracted by the contractor without OPSs prior written approval. 7. Specific Requirements 7.1 The specifications SOW and requirements stated in this RFP should be considered as a framework for a comprehensive phone system for OPS. OPS expects the successful Bidder to apply its expertise and resources to assure that a full and proper phone system be installed and made operational to the best current standards, and the needs the school district 8. System Components Quantities of System Components specified in the Mitel provided BOM spreadsheet (Attachment A), Mitel BOM and certain components stated herein. The successful bidder will be responsible for aligning actual required quantities with actual purchase BOM. 9. Implementation and Training Requirements 9.1 OPS wishes to receive train-the-trainer style training. A number of individuals will be designated as trainers who will train individuals in their respective departments. The training will need to include:
8 9.1.1 Basic operations and features of the phones including fixed and soft- button functions and features, receiving calls, placing calls, transferring phone calls, conferencing multiple parties, setting up and retrieving voicemail, setting up departmental and personal speed-dial, and basic trouble shooting of phone issues. 9.1.2 Use of the MiCollab desktop application. 9.1.3 OPS would like members of the Technology Department to be trained on the administration of the phone system, voicemail, UC, and all other administrative interfaces. 10. Deliverables 10.1 In addition to the equipment, services, licenses stated elsewhere in this RFP: 10.1.1 Technical documentation such as Admin Guides etc. 10.1.2 Contact and escalation information. 10.1.3 Number of licenses purchased for each device and function. 10.1.4 Call flow programming tables and/or charts including all DID numbers, back-up POTS lines and programmed extensions. The Owosso Public Schools Board of Education does not discriminate on the basis of religion, race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, marital or family status, genetic information, height, weight, military status, ancestry, or any other statutorily protected category (collectively Protected Classes ) in its programs, activities, or employment.
9 Attachment A: BOM Complete, and organized (digital and physical) documentation of all configuration work must be supplied to OPS technology staff. This must include all license numbers, hardware serial numbers and MAC addresses, etc. Qty Part Number Description Mitel MiVoice Business Software 1 54005339 MiVoice Border Gateway Virtual 1 54005748 Virtual MiVoice Business for Enterprise 1 54005339 MiVoice Border Gateway Virtual Mitel MiVoice Business Licenses 1 54005401 MiVoice Business SIP Trunks x50 1 54000297 MiVoice Business Mailbox License Endpoints 10 50006874 67 50006767 M695 LCD Programmable Key Module (PKM) Model 6920 GB - 3.5" Color LCD IP Tel (Bklit) 58 50006770 Model 6940 GB - 7" Color LCD IP Tel (Bklit) 301 51011571 Model 5304-2 Line LCD IP Tel (Backlit) 8 51305332 DECT Headset - Integrated (NA) Mitel MiCollab Suite 1 54005442 MiCollab Virtual Appliance 5 54004762 MiCollab NP-UM MB & Call Dir (1 User)
10 Mitel Unified Communications 2 54004823 MiCollab Client Console Option 13 54006539 UCC v4.0 Entry User for Enterprise x1 8 54006540 UCC v4.0 Entry User for Enterprise x50 13 54006542 UCC v4.0 Standard User for Enterprise x1 IP Applications 48 54004491 SIP Trunking Channel Proxy 4 54004572 MBG TW service 1 User 2 54004573 MBG TW service 10 User Software Assurance & Support (SWAS) 48 54007979 SWA Std 5y MiV BG SIP Connect 1 54007981 SWA Std 5y MiV BG System 1 54007891 SWA Std 5y MiVBus System 1 54007981 SWA Std 5y MiV BG System 24 54007982 SWA Std 5y MiV BG Telewk User 1 54008298 SWA Std 5y MiCollab System 5 54008301 SWA Std 5y MiCollab UM Mailbox 413 54008380 SWA Std 5y UCC Entry MiVB 13 54008382 SWA Std 5y UCC Std MiVB * (5) Year Mitel Standard Software Assurance
Attachment B: WAN Map Willman Field, Bus Garage, and Cass Street warehouse are not part of this project. 11
12 Appendix C: BID FORM. All Hardware. Please breakdown by item type. Price of software licenses (By type and total) COST OF CONFIGURATION & INSTALLATION TOTAL COST PROJECT Cost of Warranty (by type) per year WARRANTY INFORMATION COVERED ITEMS AND DURATION. Please provide a minimum of 3 references for which a similar project has been completed in the last 3 years: Name, Position and School Contact phone number 1. 2. 3. 4. 5.
13 Bidder Name and Address: Contact Person: Telephone Number: The bidder certifies he/she is familiarized with our specifications and has carefully read them and understands their contents. By signing the bid document below, the bidder is acknowledging that the bid amount is complete, represents the total cost of the project regardless of omissions within the detailed cost breakdown and can meet the deadlines outlined in the bid requirements. The bidder also acknowledges that full payment for the equipment will not take place until all equipment is installed and is deemed fully functioning by the OPS Network Coordinator. Authorized Signature: Please Print Name and Position: