1 001 1203 001 Project Manual 2d0a5726d3848a57dbf55-f9b6e4a1aac9d1d600e177fd0406dfb4.r4.cf… ·...

$: 1 001 1203 001 Project Manual 2d0a5726d3848a57dbf55-f9b6e4a1aac9d1d600e177fd0406dfb4.r4.cf… · z:\ema\whitehouse\1 001 1203 001 2015 telephone system\02 specs 1 001 1203 001\1 001$
Z:\EMA\WHITEHOUSE\1 001 1203 001 2015 TELEPHONE SYSTEM\02 SPECS 1 001 1203 001\1 001 1203 001 Project Manual 2.docx

ESTES, McCLURE & ASSOCIATES, INC. T.B.P.E. REGISTRATION NO. F-000893

PROJECT MANUAL

WHITEHOUSE ISD

EMA PROJECT NUMBER 1 001 1203 001

MARCH 17, 2015

DISTRICT VoIP TELEPHONE SYSTEM FEE FOR SERVICE FOR THE

CAMPUSES AND FACILITIES OF THE WHITEHOUSE INDEPENDENT

SCHOOL DISTRICT WHITEHOUSE, TEXAS

MR. DANIEL DuPREE SUPERINTENDENT

WHITEHOUSE INDEPENDENT SCHOOL DISTRICT

ENGINEER: ESTES, McCLURE & ASSOCIATES, INC.

ENGINEERING AND CONSULTING 3608 WEST WAY

TYLER, TEXAS 75703 903-581-2677

REGISTRATION NO. F-000893

MEP ENGINEER:

ENGINEER SEAL PAGE

Estes, McClure & Associates, Inc. James M. Tate, Ill, P.E. 3608 West Way Tyler, Texas 75703 903-581-2677 {Phone) 903-581-2721 (Fax)

2015 TELEPHONE 10011203001\1 0011203 Project & ASSOCIATES, INC. T.B.P.E. REGISTRATION NO. F-000893

TABLE OF CONTENTS SECTION # PAGES DIVISION 00 - BIDDING AND FEE FOR SERVICE AGREEMENT REQUIREMENTS 00 02 00 REQUEST FOR PROPOSALS 2 PAGES 00 02 00 REQUEST FOR PROPOSALS 2 PAGES 00 10 00 INSTRUCTIONS TO PROPOSERS 8 PAGES 00 30 00 PROPOSAL/BID FORM 4 PAGES 00 33 00 LIST OF SUBCONTRACTORS/SUPPLIERS 1 PAGE 00 34 00 TOXIC CONTROL AFFIDAVIT 1 PAGE 00 34 05 FELONY CONVICTION NOTIFICATION 1 PAGE 00 34 10 FINGER PRINTING PROVISIONS 1 PAGE Form CIQ CONFLICT OF INTEREST QUESTIONNAIRE 1 PAGE DIVISION 01 - GENERAL PROVISIONS 01 00 00 GENERAL REQUIREMENTS 4 PAGES DIVISION 27 – SYSTEM REQUIREMENTS 27 31 30 VoIP TELEPHONE SYSTEM REQUIREMENTS AND SPECIFICATIONS 9 PAGES

Request for Proposals 00 02 00 - 1 Estes, McClure & Associates, Inc. Engineering and Consulting

DIVISION 00 - BIDDING AND FEE FOR SERVICE AGREEMENT REQUIREMENTS

SECTION 00 02 00 - REQUEST FOR PROPOSALS PROJECT: DISTRICT VoIP TELEPHONE SYSTEM FEE FOR SERVICE FOR THE CAMPUSES AND FACILITIES OF THE WHITEHOUSE INDEPENDENT SCHOOL DISTRICT WHITEHOUSE, TEXAS EMA PROJECT NUMBER: 1 001 1203 001 ENGINEER: Estes, McClure & Associates, Inc. 3608 West Way Tyler, Texas 75703 (Phone: 903-581-2677) Competitive sealed proposals are requested for the District VoIP Telephone System Fee for Service for the Campuses and Facilities of the Whitehouse Independent School District, Whitehouse, Texas. Competitive sealed proposals are due: Tuesday, April 14, 2015 at 10:45 A.M. and will be received at: Whitehouse Independent School District Attn: Daniel DuPree Administration Building 106 Wildcat Drive Whitehouse, Texas 75791 Proposals received after bid date and time will not be accepted. Properly identified bids will be publicly opened, the bidding company names read aloud, and the proposals taken under advisement. Bidding documents may be examined at the Engineers' Office, the office of Mr. Daniel DuPree, 106 Wildcat Drive, Whitehouse, Texas 75791; or TEXO/AGC/iSqFt, Lawton Reprographic Centers, 14305 Inwood Road, Dallas, Texas 75244 (Phone: 800-364-2059). Electronic copies of the above bidding documents may be obtained by downloading the file from www.WhitehouseISD.org. website. Bidders are required to e-Mail [email protected] and provide their contact information to be added to the Bidders list in order to receive any addenda or other information that may be distributed to bidders. By submitting a proposal, each proposer agrees to waive any claim it has or may have against the Owner, the Engineer, and their respective employees arising out of or in connection with the administration, evaluation, or recommendation of any proposal; waiver of any requirements under the Bid Documents, or the Bid Documents, evaluation, acceptance, or rejection of any proposal. A fee for service agreement will be executed with the best qualified responsible proposer. The Owner reserves the right to accept any of the proposals submitted or to reject any or all proposals and to waive informalities and irregularities in the proposals and in the bidding.

Request for Proposals 00 02 00 - 2 Estes, McClure & Associates, Inc. Engineering and Consulting

EVALUATION CRITERIA: In accordance with Texas Education Code as amended, Whitehouse Independent School District shall evaluate all proposals based on a combination of factors that the District determines provides the best value to the District including:

a. Suitability, performance, ease of use, expandability, and features of product; b. Total Cost of Ownership (including e-rate compliance, service fees with anticipated options for the

next three years); c. Existing Network Electronics Compatibility; d. Availability and travel distance of support, maintenance, and service personnel; e. Provider’s Company References; f. Ability to meet delivery and installation schedule requirements; g. Compliance with District policies and goals; h. Compliance with the proposal documents; i. Reputation of the provider and the provider’s goods and services; j. Quality of the provider’s goods and services; k. The extent to which the goods and services meet the district’s needs; l. The impact on the ability of the district to comply with laws and rules relating to historically

underutilized businesses. The Proposer shall be in the prime business of communications system provider, installer, and service host and shall have been in business seven continuous years under the company name used for submitting a proposal on this project. Specific related school experience is required. All Proposers shall visit the job sites before submitting proposal. To visit the project sites concerning the work, contact Mr. Bob Arnold, Whitehouse ISD [email protected] Telephone: (903) 839-5523.

Instructions to Proposers 00 10 00 - 1 Estes, McClure & Associates, Inc. Engineering and Consulting

SECTION 00 10 00 - INSTRUCTIONS TO PROPOSERS IN THIS ENTIRE DOCUMENT, THE TERM “BID” SHALL MEAN “PROPOSAL” AND THE TERM “BIDDER” SHALL MEAN “PROPOSER”, “SUPPLIER”, “PROVIDER”, and “FEE FOR SERVICE PROVIDER”. 1. Defined Terms. Terms used in these Instructions to Proposers shall be defined as follows. The term "Bidder" means one who submits a Bid directly to Owner, as distinct from a proposed Subcontractor, who may provide labor, material, or service as arranged for by the Bidder. The term "Successful Bidder" means the lowest, qualified, responsible, and responsive Bidder with whom Owner (based on Owner's evaluation as hereinafter provided) makes a fee for service agreement. The term “Bidding Documents” includes the Advertisement or Request for Proposals, Instructions to Proposers, the Proposal/Bid Form, and the Bid Documents (including all Addenda issued prior to receipt of Proposals). 2. Copies of Bidding Documents. 2.1. Bidders may download the complete bidding document as designated in the Advertisement or Invitation to Bid. 2.2. Bidding documents received directly from the listed sources must be used in preparing Bids, neither Owner nor Engineer assume any responsibility for errors or misinterpretations resulting from the use of incomplete, damaged, or altered Bidding Documents. 2.3. Owner and Engineer in making the Bidding Documents available do so only for the purpose of obtaining fee for service proposals and do not confer a license or grant for any other use. 3. Qualifications of Bidders. 3.1 The Bidder shall have been in business for seven continuous years under the company name bidding this project. Specific related school experience is required. See additional qualification/requirement information in paragraph 14 of this section. 3.2. The Owner reserves the right to reject any Bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the Owner that such Bidder is properly qualified to carry out the obligations of an agreement. Conditional Bids will not be accepted. The successful Bidder will be required to provide and execute a fee for service agreement between Owner and Provider, which together with the other Bid Documents shall form the contract. 3.2.1. In order for a bidder to be eligible to receive consideration on this project, he must, if requested by Owner, pre-qualify his capabilities based on financial status, experience, and installations of this type work previously completed. Forms: Pre-qualification data must a clearly typed machine font document (one copy). All information will be held in strictest confidence. The submission of pre-qualification data will not be required of a bidder, providing that bidder has submitted adequate qualification information that has been approved for previous contracts with Whitehouse Independent School District. In the evaluation of proposals, consideration will be given to past performance of bidders. 3.2.2. Bidders shall submit in writing with the proposal, on the form provided with the Proposal/Bid Form, the names of subcontractors proposed that may be used.


4. Examination of Bid Documents and Sites. 4.1. It is the responsibility of each Bidder before submitting a bid, to (a) examine the Bid Documents thoroughly, (b) visit each site to become familiar with local conditions that may affect cost, progress, performance, or furnishing of the Work, (c) consider federal, state and Local Laws and Regulations that may affect cost, progress, performance or furnishing of the Work, (d) study and carefully correlate Bidder's observations with the Bid Documents, and (e) notify Engineer of any conflicts, errors or discrepancies in the Bid Documents. Bidders and Subcontractors shall promptly notify the Engineer of any ambiguity, inconsistency, or error, which they may discover upon examination of the Bidding Documents or of each site and local conditions. Proposers will not be given extra payments due to conditions that could be determined by examining each site and the bid documents. 4.2. Before submitting a Bid, each Bidder will, at Bidder's own expense, make or obtain any additional examinations, investigations, exploration, tests, and studies and obtain any additional information and data that may affect cost, progress, or performance of the proposed system in accordance with the time, price and other terms and conditions of the Bid Documents. 4.3. On request in advance, the Owner will provide each Bidder or Subcontractor access to each site to conduct explorations and tests as each Bidder deems necessary for submission of a bid. Bidder or Subcontractor shall fill any holes made, clean up, and restore each site to its former condition upon completion of such explorations. 4.4. The submissions of a Bid will constitute an incontrovertible representation by Bidder that Bidder has complied with every requirement of these Bid Documents, that without exception the Bid is premised upon performing and furnishing the Work required by the Bid Documents and such means, methods, techniques, sequences or procedures as may be indicated in or required by the Bid Documents, and that the Bid Documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for this fee for service agreement. 5. Interpretations and Addenda. 5.1. All questions about the meaning or intent of the Bid Documents are to be directed to the Engineer in writing. Interpretations or clarifications considered necessary by the Engineer in response to such questions will be issued by Addenda mailed, faxed, or delivered to all parties known by the Engineer as having received a complete set of the Bidding Documents. Questions received less than ten days prior to the date for opening of Bids may not be answered. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. The Owner and Engineer will not be responsible for oral clarifications. 5.2. Addenda may also be issued to modify the Bidding Documents as deemed advisable by Owner or Engineer. 5.3. Each Bidder shall ascertain prior to submitting his bid that he has received all Addenda issued, and he shall acknowledge their receipt in his Bid. 6. Time Schedule. 6.1. The date by which the system installation is to be substantially completed is set forth on the Proposal/Bid Form.


7. Substitute or "or Equivalent" Items. 7.1. The materials and equipment described in the Bidding Documents establish a standard of required function, dimension, appearance, and quality to be met by any proposed substitution. Each such request shall include the name of the material or equipment for which it is to be substituted and a complete description of the proposed substitute including drawings, cut sheets, performance and test data and any other information necessary for an evaluation. A statement setting forth any changes in other materials, equipment or Work that incorporation of the substitute would require shall be included. The burden of proof of the merit of the proposed substitute is upon the Bidder. The Engineer's decision of approval or disapproval of a proposed substitution shall be final. 8. Subcontractors, Suppliers, and Others. 8.1. The Bidder will be required to establish to the satisfaction of the Engineer and the Owner the reliability and responsibility of the persons or entities proposed to furnish and support the system described in the Bidding Documents. 8.2. Prior to the Owner signing a fee for service agreement, the Engineer will notify the Bidder in writing if either the Owner or the Engineer, after due investigation, has reasonable objection to any such proposed person or entity. If the Owner or Engineer has reasonable objection to any such proposed person or entity, the Bidder may, at his option, (1) withdraw his Bid, or (2) submit an acceptable substitute person or entity with an adjustment in his bid price to cover the difference in cost occasioned by such substitution. The Owner may, at his discretion, accept the adjusted bid price or disqualify the Bidder. 8.3. Persons and entities proposed by the Bidder and to whom the Owner and the Engineer have made no reasonable objection under the provisions of Subparagraph 8.2 must be used on the Work for which they were proposed and shall not be changed except with the written consent of the Owner and the Engineer. 8.4. No Provider shall be required to employ any Subcontractor, Supplier, other person, or organization against whom Provider has reasonable objection. 9. Proposal/Bid Form. 9.1. The Proposal/Bid Form is included with the Bidding Documents. 9.2. All blanks on the Proposal/Bid Form must be completed, clearly printed in ink or machine printed. 9.3. Where so indicated by the make-up of the Proposal/Bid Form, sums shall be expressed in both words, and figures, and in case of discrepancy between the two, the amount written in words shall govern. 9.4. Any interlineations, alteration, or erasure must be initialed by the signer of the Bid. 9.5. All requested Alternates shall be bid. If such an alternate will result no change from the Base Bid, enter "No Change". 9.6. Each copy of the Bid shall include legal name of the Bidder and a statement that the Bidder is a sole proprietor, a corporation, or some other legal entity. Each copy shall be signed in ink by the person or persons legally authorized to bind the Bidder to a fee for service agreement with the Owner. A Bid by a corporation shall further give the state of incorporation and have the corporate seal affixed and attested by the secretary or the assistant secretary. A Bid submitted by an agent shall have a current power of attorney attached certifying the agent's authority to bind the Bidder. Bids by partnerships must be executed in the


partnership name and signed by a partner, whose title must appear under the signature and the official address of the partnership must be shown below the title. 9.7. Each signature must have the signers name clearly printed or typed below. 9.8. The Bid shall contain an acknowledgment of receipt of all Addenda (the numbers of which must be filled in on the Proposal/Bid Form). 9.9. The address and telephone number for communications regarding the Bid must be shown. 10. Submission of Bids. 10.1. Bids and other documents required to be submitted shall be submitted at the time and place as advertised in the Invitation to Bid. 10.2. Each Bid must be submitted on an unaltered Proposal/Bid Form furnished by the Engineer and delivered to the address provided in the Invitation to Bid. 10.3. Each bid must be submitted in a sealed envelope bearing on the outside (lower left corner) the name of the bidder, his address, the name of the project for which the bid is submitted .i.e. “DISTRICT VoIP TELEPHONE SYSTEM”. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed as specified in paragraph 10.2. above with the notation "Bid Enclosed" on the face of the inner envelope. Identify project and bid date / time on outside of the envelope. No responsibility will be attached to any district personnel for the premature opening of a bid envelope not properly addressed and identified. 10.4. Bids shall be deposited at the designated location prior to the time and date for receipt of Bids indicated in the advertisement or Invitation to Bid, or any extension thereof made by Addendum. Bids received after the time and date for receipt of Bids will be returned unopened. 10.5. The Bidder shall assume full responsibility for timely delivery at the location designated for receipt of Bids. Any bid forwarded by mail should be mailed in sufficient time to be received by the opening date and time. 10.6. Oral, e-mailed, faxed, telephonic, or telegraphic Bids are invalid and will not receive consideration. 10.7. Each Bidder by making his Bid represents that: 10.7.1. The Bidder has read and understands the Bidding Documents and their Bid is made in accordance therewith. 10.7.2. The Bidder has visited each site, has familiarized themselves with the local conditions under which the system is to be provided, and has correlated their observations with the requirements of the proposed Bid Documents. 10.7.3. The Bidder Bid is based upon the system and support required by the Bidding Documents without exception.


11. Modification and Withdrawal of Bids. 11.1. Bids may be modified or withdrawn by an appropriate document duly executed (in a manner that a Bid must be executed) and delivered to the place where Bids are to be submitted at any time prior to the opening of Bids. 11.2. A Bid may not be modified, withdrawn, or canceled by the Bidder during the stipulated time period following the time and date designated for the receipt of Bids, and each Bidder so agrees in submitting his Bid. 12. Opening of Bids. 12.1 Properly identified bids received on time will be publicly opened, the bidding company names read aloud, and the proposals taken under advisement. 13. All bids are to remain subject to acceptance for sixty days after the day of the bid opening. 14. Fee for Service Agreement. 14.1. A fee for service agreement will be made with the best qualified responsible Bidder as determined by the Owner. The Owner reserves the right to accept any of the bids, or parts of the bids submitted or to reject all bids, or parts of the bids, and to waive any irregularities or informalities in any bid as the Owner's interests are best served. The Owner reserves the right to separate or eliminate any item(s) it deems necessary to accommodate budgeting and/or operational requirements. The Owner also reserves the right to evaluate proposals to consider other than the lowest bidder under statutory mandate 271.027(b) Local Government Code. In determining who is the best qualified responsible Bidder, in addition to price the Owner shall consider: 14.1.1. The quality, availability, and adaptability of the system to be provided under the fee for service agreement, to the particular use required and possession of the necessary support staff and facilities; previous performance; promptness, history of completed installations. 14.1.2. The number and scope of conditions attached to the proposal. 14.1.3. The experience, ability, capacity, and skill of the Bidder to provide the system and support as required under the fee for service agreement 14.1.4. Whether the Bidder can perform the installation and provide the service promptly, or within the time required, without delay or interference. 14.1.5. The character, responsibility, integrity, honesty, reputation, and experience of the Bidder. 14.1.6. The quality of performance of previous agreements. 14.1.7. The previous and existing compliance by the Bidder with law as relating to a fee for service agreement or other contract. 14.1.8. Any previous or existing noncompliance by the Bidder with specification requirements relating to time of submission of specific data such as samples, drawings, certificates, or other information. 14.1.9. The sufficiency and ability of the Bidder to provide and support a system as proposed, including financial capacity and business judgment.


14.1.10. The ability of the Bidder to provide future system expansion, support, and service. 14.1.11. The compliance of the bids with the prescribed requirements, and such alternates, and other data, as may be requested in the Proposal/Bid Form or prior to the evaluation of the proposals. 14.1.12. Education/school facility customer experience of Provider. 14.1.13. Meeting the published specifications. 14.1.14. Any other factor that could reasonably be asserted as being relevant to successful performance; as well as the safety record of the bidder, 271.0275 Local Government Code. 14.2. Owner may conduct such investigations, as Owner deems necessary to assist in the evaluation of any Bid to establish the responsibility, qualifications, and financial ability of Bidders. Proposed Subcontractors, Suppliers and other persons and organizations to provide and support a system in accordance with the Bid Documents to Owner's satisfaction within the prescribed time. 14.3. If a fee for service agreement is to be made, it will be with to the Bidder whose evaluation by Owner indicates it will be in the best interests of the Owner. The Owner shall have the right to accept Alternates in any order or combination, unless otherwise specifically provided and to determine the low Bidder based on the sum of the base monthly fee for service amounts and the adjustments accepted. 14.4. If the fee for service agreement is to be made, the Owner will give the Successful Bidder notice of intent within sixty days after the day of the Bid opening. 14.5. The Owner shall have the right to reject any or all Bids and to reject a Bid not accompanied by any data required by the Bidding Documents, or to reject a Bid that is in any way incomplete or irregular. 15. Fee for Service Agreement Between Owner and Provider. 15.1. The Provider shall present a draft written agreement to the Owner for evaluation within 10 days of receipt of a notice of intent from the Owner. 16. Sales Tax. 16.1. The materials incorporated in this project will be exempt from the limited sales, excise, and use tax of the State of Texas, all in accordance with Ruling No. 9 as amended. 17. Indemnification. 17.1. The Bidder does hereby agree that, if an agreement is made, he shall indemnify and hold harmless Whitehouse ISD, its Board of Trustees, its members, employees, agents, and consultants of the District from all suits and actions of every nature and description brought against them or any of them growing out of any agreement, written or oral, entered into between the District and the successful Bidder, whether covered by insurance or not, and further, that upon an agreement being made with the successful Bidder this agreement of indemnification shall automatically become effective. 17.2. The successful Bidder shall defend any and all suits brought against the District by any employee or other person (whether employed by the Bidder or not) for damage to property and/or injury to persons (including death) alleged or claimed to have been caused by or through the performance of the agreement by the Bidder, and shall indemnify and hold harmless the District and the District's Consultants from and against any and all claims arising out of installation and service performed by the Bidder, including damage to the building and other property of the District and including all damage for the obstruction of private


driveways, streets, and alleys, and all cost expenses of suits and reasonable attorney's fees, whether covered by insurance or not. In the event of any such injury (including death) loss or damage (or claim or claims thereof) the successful Bidder shall give immediate notice thereof to the District. Mediation shall be the first method of dispute resolution. 17.3. The successful Bidder will be required to provide insurance as set forth in the specifications for the duration of the fee for service agreement between the Owner and Provider. However, the indemnification required as set forth in the Bid Documents will be effective without regard to the availability of insurance to the Provider. Liability to the Provider is not limited to the availability of insurance or to the limits that are specified therein. These provisions of indemnification are in addition to and not in lieu of, the general conditions, the supplementary conditions, or any amendments thereto as set forth in the general fee for service agreement. 18. Compliance with Antitrust Laws. 18.1 By submitting a proposal, each bidder thereby certifies that neither he/she nor the firm, corporation, partnership, or institution represented by the Bidder, or anyone acting for such firm, corporation, or institution has violated the Antitrust Laws of this state codified in Section 15.01 st. seq. of the Texas Business and Commerce Code, or the Federal Antitrust Laws, nor communicated directly or indirectly the proposal or bid made to any competitor or any other person or entity in such line of business. 19. The Provider shall maintain insurance that includes protection from all claims under the Texas Employer's Liability ($500,000) and Worker's Compensation Law. Insurance policies must be issued by acceptable companies licensed to do business in Texas and with an A.M. Best Rating of B+ VI or better. The Provider is to certify in writing that he provides workers’ compensation insurance coverage for all employees and provide such certificate to the Whitehouse Independent School District. (Texas Labor Code Sections: 406.096 & 401.011). 20. Do not commence on site work under this fee for service agreement until all insurance has been approved by Whitehouse Independent School District. Submit one (1) copy of coverage policies. 21. Whitehouse Independent School District shall execute a fee for service agreement with the successful Provider, if one is selected. 22. All operating and maintenance manuals, bulletins, instruction brochures, etc., shall be given to the Engineer for review. 23. Pre-Bid Proposer Inspection: All Proposers shall identify themselves at the each school office PRIOR to touring the site. 24. Use of any tobacco products on any school campus or in any school building is prohibited pursuant to Whitehouse Independent School District policy. 25. The Owner's representative is Mr. Bob Arnold, Whitehouse ISD (Phone: 903-839-5523 or [email protected]). 26. The addresses of the project sites are as follows:

Facility Address

Whitehouse High School 901 East Main Holloway Sixth Grade School 701 East Main Cain Elementary School 801 Highway 110 South Brown Elementary School 104 Highway 110 North


Facility Address Higgins Elementary School 306 Bascom Road Stanton-Smith Elementary School 500 Zavala Trail Bus Barn 104 Wildcat Drive Administration Building 106 Wildcat Drive Special Education Office 107 Wildcat Drive Junior High School 108 Wildcat Drive Whitehouse ISD Data Center (at Junior High School Campus)

108 Wildcat Drive

Warehouse/Food Service/Shop/Annex 108 Wildcat Drive AIM Center 110 Wildcat Drive

All of the above addresses are located in Whitehouse, Texas 75791. 27. General Description of Work:

This work includes, but is not limited to the following. Monitor and maintain the District VoIP Telephone System as a fee for service for the Campuses and Facilities of the Whitehouse Independent School District, Whitehouse, Texas. All systems and services shall be installed and configured, complete, operational and turn-key. Equipment delivery, installation, configuration, and removal of all packaging and non-used materials off-site in a legal manner is included.

END OF INSTRUCTIONS TO PROPOSERS

Proposal/Bid Form 00 30 00 - 1 Estes, McClure & Associates, Inc. Engineering and Consulting

Whitehouse Independent School District PROPOSAL/BID FORM 106 Wildcat Drive District VoIP Telephone System Whitehouse, Texas for the Campuses and Facilities of the Attention: Mr. Daniel DuPree Whitehouse Independent School District EMA Project No. 1 001 1203 001 I propose to monitor and maintain the District VoIP Telephone System as a fee for service for the Campuses and Facilities of the Whitehouse Independent School District, Whitehouse, Texas. I have received specifications for the project listed above as prepared by Estes, McClure, and Associates, Inc. I have also received Addenda Nos. ___________________________ and have included their provisions in my proposal. I have examined these documents, all of the existing sites, and specifications and submit the following proposal. In submitting the proposal, I agree: 1. To hold my bid open for 60 days after bid receiving date. 2. To enter into and execute a fee for service agreement with the District, if an agreement is made

based on this bid. 3. To provide service and equipment in accordance with the Bid Documents. 4. To begin monitoring and maintenance services on acceptance of fee for service agreement and to

provide all requirements. To coordinate with the on-going school programs. 5. I will substantially complete operable equipment configuration at all sites and will initiate monitoring

and maintenance services on or before July 1, 2015. 6. To deliver within ten days of acceptance of a fee for service agreement all required submittals, list

of all subcontractors, and a schedule of work. 7. I will maintain with a high reliability rate a functional system as described within these Bid

Documents for the monthly fees presented on this form. Bids shall be entered in appropriate spaces of this Proposal/Bid Form. I understand that Whitehouse ISD reserves the right to accept or reject any and all bids, and has the right to accept or reject parts of the bid package.

8. To enter into a Monitoring and Maintenance Agreement covering the District VoIP Telephone

System. The terms of this fee for service agreement shall be at a fixed rate for a period of 3 years and shall be open to extension by mutual agreement. Indicate the monthly billing fee for each month this agreement remains in effect.

9. That the Monitoring and Maintenance Agreement will include off-site IT services, configuration

backup, and support staff needed to assure continued operation of all existing District VoIP Telephone System functions including; call routing, voice mail, and unified messaging service.

10. When working on-site to remove all packing and waste material off-site in a legal manner.


11. Complete Hosted/Managed Telephone System as a Fee for Service Including Monitoring and Maintenance As a fee for service for the Campuses and Facilities of the Whitehouse Independent School District, Whitehouse, Texas provide a complete hosted/managed telephone system as a fee for service, utilizing Whitehouse ISD's existing telephone sets. Proactive monitoring and maintenance, and all required on-site hardware including an on-site server, voice switches, and licensing shall be provided. All hardware and licensing provided under this agreement shall remain property of the supplier, and the supplier shall be is wholly responsible for any hardware failure. The terms of this fee for service agreement shall be at a fixed rate for a period of 3 years and shall be open to extension by mutual agreement. Indicate the monthly billing fee for each month this agreement remains in effect. The supplier shall monitor and maintain the District VoIP Telephone System including all labor, on-site and offsite support equipment, monthly backup of the configuration off-site, materials, licensing, upgrades/transfers, configuration, analysis, support, maintenance services necessary to insure that the system remains functional as indicated in the specifications for the term of the fee for service agreement, for the monthly price of: ______________________________________________DOLLARS ($___________________)

12. Monitoring and Maintenance Agreement Only as a Fee for Service (applicable only when licensing and on-site equipment is purchased) As a fee for service for the Campuses and Facilities of the Whitehouse Independent School District, Whitehouse, Texas, provide real-time monitoring, support, and maintenance of the District owned and installed ShoreTel VolP system. Whitehouse ISD shall be shall be is wholly responsible for any hardware failure not warranted as part of the equipment purchase. The terms of this fee for service agreement shall be at a fixed rate for a period of 3 years and shall be open to extension by mutual agreement. Indicate the monthly billing fee for each month this agreement remains in effect. The supplier shall monitor and maintain the District VoIP Telephone System including all labor, on-site and offsite support equipment, monthly backup of the configuration off-site, upgrades/transfers, configuration, analysis, support, maintenance services necessary to insure that the system remains functional as indicated in the specifications for the term of the fee for service agreement, for the monthly price of: ______________________________________________DOLLARS ($___________________)

13. Purchase Option for Licensing and Used On-Site Equipment Package Under this purchase option Whitehouse I.S.D. shall become the registered owner in accordance with the ShoreTel End User License Agreement (EULA) of the system, hardware, and licensing, with all ShoreTel client privileges including access to ShoreTel documentation and support services. Provide the following licensing:

Quantity Description 1 ShoreTel Enterprise Edition System License 16 ShoreTel Additional Site Licenses 238 ShoreTel Extension Licenses 220 ShoreTel Mailbox Licenses

Provide a server of type specified, or the functional equivalent, configured as the UC application server and located in the Whitehouse ISD Data Center. Provide two (2) central IP Voice Switch Processors with digital Telco interface - ShoreTel model ShoreGear T1k Voice Switches (Each with processor and embedded real-time operating system providing distribute call processing, (2) 10M/100M Ethernet Ports, (1) 24/23B+D digital trunk


channel T1 Port, and support for a system of up to 10,000 networked IP phones) and interface to the two existing centralized T1/PRI trunks, Whitehouse ISD Data Center - Central VoIP Gateway Provide eleven (11) IP Voice Switch Processors with analog Telco interface - ShoreTel model ShoreGear 50 Voice Switch (Each with processor and embedded real-time operating system providing distribute call processing, (2) 10M/100M Ethernet Ports, (2) Analog C.O. ports, support for (50) IP phones, in a system of up to 10,000 networked IP phones) and interface each to Interface to the one existing telephone company service analog C.O. line that provides for 911 service identification and emergency backup operation. Provide three (3) IP Voice Switch Processors with analog Telco interface - ShoreTel model ShoreGear 90 Voice Switch (Each with processor and embedded real-time operating system providing distribute call processing, (2) 10M/100M Ethernet Ports, (2) Analog C.O. ports, support for (90) IP phones, in a system of up to 10,000 networked IP phones) and interface each to Interface to the one existing telephone company service analog C.O. line that provides for 911 service identification and emergency backup operation. The server and voice switches shall be placed and configured to replicate the existing system, including the transfer of all configuration files and license activation to replicate the existing devices, including installation and all labor. The supplier shall provide a replacement warranty for each used device against defects in material or workmanship for a minimum of one year after substantial completion. Provide licensing and a used on-site equipment package for the total lump sum price of: ______________________________________________DOLLARS ($___________________)

14. Purchase Option for Licensing and New On-Site Equipment Package Under this purchase option Whitehouse I.S.D. shall become the registered owner in accordance with the ShoreTel End User License Agreement (EULA) of the system, hardware, and licensing, with all ShoreTel client privileges including access to ShoreTel documentation and support services. Provide the following licensing:

Quantity Description 1 ShoreTel Enterprise Edition System License 16 ShoreTel Additional Site Licenses 238 ShoreTel Extension Licenses 220 ShoreTel Mailbox Licenses

Provide a new server with full manufactures warranty of type specified, or the functional equivalent, configured as the UC application server and located in the Whitehouse ISD Data Center. Provide two (2) new central IP Voice Switch Processors with digital Telco interface - ShoreTel model ShoreGear T1k Voice Switches (Each with processor and embedded real-time operating system providing distribute call processing, (2) 10M/100M Ethernet Ports, (1) 24/23B+D digital trunk channel T1 Port, and support for a system of up to 10,000 networked IP phones) and interface to the two existing centralized T1/PRI trunks, Whitehouse ISD Data Center - Central VoIP Gateway Provide eleven (11) new IP Voice Switch Processors with analog Telco interface - ShoreTel model ShoreGear 50 Voice Switch (Each with processor and embedded real-time operating system providing distribute call processing, (2) 10M/100M Ethernet Ports, (2) Analog C.O. ports, support for (50) IP phones, in a system of up to 10,000 networked IP phones) and interface each to Interface to the one existing telephone company service analog C.O. line that provides for 911 service identification and emergency backup operation. Provide three (3) IP Voice Switch Processors with analog Telco interface - ShoreTel model ShoreGear 90 Voice Switch (Each with processor and embedded real-time operating system providing distribute call processing, (2) 10M/100M Ethernet Ports, (2) Analog C.O. ports, support


for (90) IP phones, in a system of up to 10,000 networked IP phones) and interface each to Interface to the one existing telephone company service analog C.O. line that provides for 911 service identification and emergency backup operation. The new server and voice switches shall be placed and configured to replicate the existing system, including the transfer of all configuration files and license activation to replicate the existing devices, including installation and all labor. This purchase shall include full manufactures warranty, in addition the supplier shall provide a warranty against defects in material or workmanship for a minimum of one year after substantial completion. Provide licensing and a new on-site equipment package for the total lump sum price of: ______________________________________________DOLLARS ($___________________)

15. I also certify that I have visited the buildings where work is to be performed and understand each

sites conditions and work required. I will provide all systems turn-key. The Contractor shall provide a person whose primary job is to supervise and coordinate the initial installation phase.

16. Enclosed with this bid is a complete list of subcontractors that I will use on this project. Date: __________________ Bidder: ______________________________________________ Company Name ____________________________________________________ Signature in Ink ____________________________________________________ (Signature Name Typed) Title: ________________________________________________ Address: _____________________________________________ City/State/Zip: _________________________________________ Phone: _______________________________________________ E-Mail: _______________________________________________

List of Subcontractors/Suppliers 00 33 00 - 1

LIST OF SUBCONTRACTORS/SUPPLIERS District VoIP Telephone System for the Campuses and Facilities of the Whitehouse Independent School District Whitehouse, Texas THIS FORM SHALL BE COMPLETED BY THE PROPOSER AND SUBMITTED IN SEPARATE ENVELOPE WITH PROPOSAL. A complete list of proposed subcontractors, material suppliers, service providers, and proprietary items will be required from the successful Bidder, not later than fifteen (15) days from the acceptance of a fee for service agreement. The bid submittals required on Proposal/Bid Form shall be provided in separate package at time of bid. TO: Whitehouse Independent School District Attention: Mr. Daniel DuPree Administration Building 106 Wildcat Drive Whitehouse, Texas 75791 The undersigned submits the following names of subcontractors to be used in performing the fee for service agreement. Where blanks are provided for the listing of suppliers and subcontractors, Bidders are advised that each blank that applies shall be filled in with the name of a legitimate supplier or Subcontractor now engaged in an established business in that category. Failure to do so may be cause for rejection of proposal. Subcontractors: System Offsite Monitoring _________________________________________

System Installation: ______________________________________________

System Configuration: ____________________________________________

System User Support: ____________________________________________

System Service: _________________________________________________

Other: ______________________________________________________________________

Date: __________________ BIDDER: ______________________________________ (Company Name) _________________________________________ (Signature in Ink) _________________________________________ (Signature Name Typed) Title: ______________________________________ Address _____________________________________ Supplier (Provider) shall be Bidder.

Toxic Control Affidavit 00 34 00 - 1

Whitehouse Independent School District 106 Wildcat Drive

Whitehouse, Texas 75791

TOXIC CONTROL AFFIDAVIT Whitehouse Independent School District has established Management Plans for ensuring a high level of environmental air quality through its Facility Services Department. All contractors providing services for WHITEHOUSE ISD must familiarize themselves with these Management Plans and comply prior to beginning of any project. WHITEHOUSE ISD employees are available to review such plans and assist in interpretation and understanding its Asbestos Management Plans at any time prior to beginning construction. Certification of non-use of Asbestos or Lead Containing Materials is required by all Contractors and Subcontractors for all projects, by State and Federal regulations that Whitehouse ISD is subject to. Completion of this Affidavit is mandatory before payment on a project will be made. Complete this certificate, have it notarized and submit it with your application for payment, certifying that no materials used in conjunction with this project contain asbestos or lead in any form and that all Material Safety Data Sheets (MSDS) have been supplied to Owner before submitting application for final payment.

ASBESTOS AND LEAD-FREE MATERIALS

I, the undersigned agent for the company/firm or individual named below, certify that materials supplied by me and used in conjunction with this project contained neither Asbestos nor Lead and are non-toxic in nature. I further certify this statement to be true for the project contracted with OWNER as described below: Project No. School/Facility: Description of project, including specific areas within school/facility certified as Asbestos/Lead free.

Include building map, if necessary. Use facility name and room numbers where applicable:

PROPOSER’S NAME:

AUTHORIZED COMPANY OFFICIAL’S NAME: (PRINTED OR TYPED) The claim contained within this affidavit is subscribed and sworn before me, a Notary Public, this

_________ of _______________________, 20____.

Notary Public in and for the State of Texas Notary Seal

FELONY CONVICTION NOTIFICATION 00 34 05 - 1

TO BE RETURNED WITH PROPOSAL

FELONY CONVICTION NOTIFICATION Statutory citation covering notification of criminal history of contractor is found in the Texas Education Code #44.034. Following is an example of a felony conviction notice: State of Texas Legislative Senate Bill No. 1, Section 44.034, Notification of Criminal History, Subsection (a), states “a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or an owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony.” Subsection (b) states “a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract.” This Notice Is Not Required of a Publicly-Held Corporation I, the undersigned agent for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Vendor’s Name: ______________________________ Authorized Company Official’s Name (printed): _______________________________________________ A. My firm is a publicly-held corporation, therefore, this reporting requirement is not applicable. Signature of Company Official: ________________________________________________ B. My firm is not owned nor operated by anyone who has been convicted of a felony. Signature of Company Official: ________________________________________________ C. My firm is owned or operated by the following individual(s) who has/have been convicted of a felony: Name of Felon(s): _______________________________________ Details of Conviction(s) ___________________________________ _____________________________________________________________ _____________________________________________________________ Signature of Company Official: __________________________________________________

Finger Printing Provisions 00 34 10 - 1

FINGER PRINTING PROVISIONS District VoIP Telephone System for the Campuses and Facilities of the Whitehouse Independent School District Whitehouse, Texas The successful proposer will, before beginning performance and at least annually during performance of any Agreement, obtain criminal history record information at its own expense concerning all covered employees, and will certify to the District that it has done so on a form to be provided by District. A “covered employee” is a person who is an employee, applicant, agent or Subcontractor of the Proposer or of any Subcontractor of the Proposer, if (a) the person has or will have work duties related to the Project that will be performed on District property or at another location on a regular or repeated basis, (b) students are regularly present at such location, and (c) the person will have verbal or physical interaction with, or be in close proximity to, one or more students. A successful proposer shall be required to immediately remove from District’s property or other location where students are regularly present any covered person who has been convicted of (a) any felony under the Texas Penal Code, (b) any offense for which the person is required to register as a sex offender under Chapter 62 of the Texas Code of Criminal Procedure, (c) any equivalent offense under the laws of the United States or any other state, (d) any offense against a child, (e) misdemeanor possession of a controlled substance within 10 years, (f) any weapon offense, (g) theft, larceny, fraud, issuance of a bad check, theft by check above the class C misdemeanor level, or more than one offense at the class C level, (h) forgery, (i) altering an Official Document, (j) perjury, or (k) securing executing of a document by deception.

DISTRICT VoIP TELEPHONE SYSTEM FOR THE CAMPUSES AND FACILITIES OF THE WHITEHOUSE INDEPENDENT SCHOOL DISTRICT

General Requirements 01 00 00 - 1 Estes, McClure & Associates, Inc. Engineering and Consulting

1.1.1 SECTION 01 00 00 - GENERAL REQUIREMENTS 1. The Contractor shall in accordance with the General Provisions of the Contract, including General

and Supplementary Conditions, and Division 1, complete a Schedule of Values and Applications for Payment. When a portion of this work separately funded, including donations or an E-Rate program, the contractor shall accommodate this in the Schedule of Values and Applications for Payment. For E-Rate eligible portions of this work, the contractor will be required to participate in the E-Rate program, comply with all E-Rate regulations, and provide billing as needed. The contractor shall coordinate with the Owner to file Form 471 or latter edition and/or other forms as may be required.

2. Work Included: Monitor and maintain the District VoIP Telephone System as a fee for service for

the Campuses and Facilities of the Whitehouse Independent School District, Whitehouse, Texas. All installation work shall include furnishing of all coordination, labor, superintendence, materials, tools, equipment, and sources necessary for the complete installation and configuration of systems as herein specified. It is the intent of these specifications that the Proposer shall furnish and install a system complete in every respect and operational. All miscellaneous items and accessories required for such installation and for the correct and convenient operation of the entire installation, whether or not each such item or accessory is shown on the plans or mentioned in these specifications shall be furnished and installed. DIVISION 00 requirements apply to this Section.

3. Codes, Standards, and Permits: Comply with all local requirements. All work shall be in strict accordance with all applicable laws and codes, including but not limited to the following:

a. Occupational Safety and Health Administration Standards including (but not limited to) OSHA Standard 2207 - Construction Industry Standards

b. National Electrical Code; Latest Edition c. National Fire Protection Association d. Vernon's Law - State of Texas e. Texas Department of Health f. International Building Codes g. Applicable State Codes & Laws h. City Codes and Code Modifications, & Adopted Codes & Ordinances.

4. Nothing in the specifications shall be construed to permit work not conforming to these codes and

regulations. In all cases of difference between minimum requirements of the various laws, codes and authorities, it is intended that the work shall meet the more stringent requirements.

5. The Provider shall procure all necessary permits or licenses to carry out his work and pay the lawful

fees therefore; he shall also obtain and pay for all the necessary certificates of approval that must be delivered to the Owner before final acceptance of the work.

6. The Provider and Subcontractors shall contact the City and obtain and verify all codes, ordinances,

and regulations before beginning work. The Provider and Subcontractors are responsible for complying with all codes, ordinances, and regulation requirements, and ensuring that current codes are used.

7. Installation Housekeeping. Each project site shall be kept free of accumulation of surplus materials

and rubbish. Upon the completion of the installation, all debris shall be removed and each site shall be left clean. During the school term, the Provider and subcontractors shall clean-up daily the area where work is performed. If it is necessary for the school to clean up after the Provider or



Subcontractor, the Owner reserves the right to keep track of costs and bill the Provider. The Provider and Subcontractors shall cooperate with the school.

8. Cleaning Up: Upon completion of the installation, remove surplus materials and rubbish of every

kind from each site of the work. 9. All trades shall have proper licenses as required by the City of Whitehouse, Texas. It is the

responsibility of the Provider to verify that all subcontractors have proper required licenses. 10. Special Site Conditions: a. All work is to be carried out as quietly and dust free as possible. Noise, vibration, and

disturbance shall be kept to a minimum and work shall be accomplished in accordance with local ordinances. Keep the premises free of accumulations of surplus materials and rubbish, and in an orderly condition at all times.

b. In the event any work is accomplished during the school year when classes are in session, or during office hours, work shall be conducted in a manner that will not interfere with, be disruptive, or distractive to the classes or office. Provider work schedules during the school term and office hours shall be coordinated with the Owner's representative. Entrance to buildings after school hours or during times when the building is normally closed is the responsibility of the Provider. The Provider is responsible for obtaining keys or coordinating with school personnel to obtain access and to secure the building. The Provider shall become familiar with space limitations and traffic patterns.

c. The campus custodians are charged with having their buildings clean and ready for school each day. The Provider will be cognizant of this important factor and make every effort to complete each area of construction in a timely manner to allow the campus custodians to move in and complete their work. Providers are responsible for cleaning of their own related work.

d. Work accomplished during the non-regular school term and hours shall be coordinated with Owner's Representative for building security, and routine school cleaning and maintenance. Proposers shall coordinate and cooperate with Owner to ensure building is ready for the next scheduled use. The Provider shall be responsible for building security and coordinating security with Owner's Representative. The Provider shall coordinate and cooperate with any school activities and schedule.

e. The Owner reserves the right to have their personnel and other Proposers working in the building. The Owner reserves the right to partially occupy the building in completed areas prior to Completion.

f. Keep public areas such as halls, stairs, etc. free from accumulation of waste and construction debris. Smoking or open fires will not be permitted within the building enclosure or on the premises.

g. Maintain the building in a safe and weather tight condition at all times. 11. Protection of Owner's Operations: The Provider is herewith advised that his operations and the operations of any and all

subcontractors will be required to be coordinated with the Owner. Other services shall be limited to non-school hours. Temporary outages of electrical power shall be limited to non-school hours.

All buildings are equipped with burglar alarm systems. Any work to be done during off hours will

require notification of the Owner's representative three (3) days prior in order for the Owner to arrange for disarming and rearming of burglar systems.



Should the Provider damage Owner's utility lines or apparatus and the Owner be called to make timely repairs, the Provider will be invoiced based upon current Owner's overtime expenses.

12. Exposed conduit will not be allowed in occupied areas or spaces. Exposed conduit will not be

allowed in the halls below the ceiling. Exposed conduit in normally unoccupied areas will be permitted only after approval of Engineer and Owner. Any exposed conduit permitted shall be surface raceway.

13. This project shall be accomplished in a neat and good workmanship manner using accepted

methods. Wiring, racks, etc. shall be neat and orderly in appearance. Loose, tangled wires, etc. will not be accepted. The final work shall be complete and finished.

14. Each Provider and Subcontractor is responsible for cleaning up and removing their own debris,

dust, trash, etc. Any damage to the school, school equipment, or school supplies requiring repair shall be accomplished by Provider or Subcontractor doing damage. Spillage, over spray, collections of dust and debris, and damage to Owner occupied spaces shall be cleaned or remedied immediately by the responsible trade. Clean up all surfaces, remove equipment, salvage, and debris, and return in condition suitable for use by the Owner as quickly as possible.

15. Lead and asbestos containing materials will not be allowed in this project. Upon completion of the

project, the Provider and all Subcontractors shall provide Owner with a letter stating that no lead and asbestos containing materials were provided at the projects.

16. Cutting and Patching. "Cutting and patching" includes cutting into existing construction to provide for the installation or

performance of other work and subsequent fitting and patching required to restore surfaces to their original condition.

"Cutting and patching" is performed for coordination of the work, to uncover work for access or

inspection, to obtain samples for testing, to permit alterations to be performed or for other similar purposes.

Do not cut structural members. 17. Quality Control & Workmanship Maintain quality control and supervision over subcontractors, suppliers, manufacturers, products,

services, site conditions, and workmanship to produce work of specified quality. Perform all work to the level of quality by Standards in individual Specification Section. All work may be inspected by the Engineer and Owner's Representative for compliance with approved submittals and level of quality specified. The Work, or any part of the Work, deemed unsuitable or low quality by the Engineer or Superintendent shall be replaced or repaired by the Provider at no additional cost to the Owner. Comply with industry standards required for high quality commercial and institutional buildings, except when more restrictive tolerances or specified requirements indicate more rigid standards or more precise workmanship. Perform work by persons qualified to produce workmanship of specified quality. Secure products in place with positive anchorage devices designed and sized to withstand stresses, vibrations, and racking.



18. Telephone The Provider shall not make any long distance phone calls on school phones. Use of an Owner's

telephone is not allowed (testing of supplied equipment excluded). 19. Pre-Construction Site Visit With Owner Prior to start of the work a pre-construction meeting consisting of the Engineer, Owner, Provider,

Subcontractors, and others determined appropriate shall be held to establish basic project understanding and clarify project questions.

Provider shall make a pre-construction site visit with Owner and note any existing damage in work

areas. Provider shall be responsible for any damage to school property, building, equipment, furnishings, site, or school items.

20. All components, devices, and systems shall be U.L. listed for the utilized purpose. END OF SECTION


VoIP Telephone System Requirements and Specifications 27 31 30 - 1 Estes, McClure & Associates, Inc. Engineering and Consulting

SECTION 27 31 30 – VoIP TELEPHONE SYSTEM REQUIREMENTS AND SPECIFICATIONS 1 2 1 OVERVIEW 3 4 The Whitehouse Independent School District will receive Request for Proposals (RFP) for ongoing 5 monitoring and maintenance the existing District VoIP Telephone System as a fee for service. 6 7 The Provider must include 24 hours a day x 7 days a week x 365 days a year remote monitoring of the 8 health and availability of all provided services. If a problem occurs, a solution minimizing impact on 9 system operation shall be monitor and maintained as soon as possible including nights, weekends, and 10 holidays. 11 12 There shall be no additional charges for changes, problem resolution, or upgrades. 13 14 The system shall continue to include a centralized web based interface for the District IP staff, which shall 15 provide for end user administration, modification of user settings, report generation, and general 16 maintenance. 17 18 The intent of this Request for Proposal is to provide base requirements from which to evaluate various 19 proposals for a voice communications system and to allow the provider flexibility in proposing the most 20 appropriate and cost-effective service. Whitehouse Independent School District is requesting sealed 21 proposals to monitor and maintain the District Telephone System service using VoIP (Voice over Internet 22 Protocol) communications technology as a monthly fee for service, utilizing telephone company service 23 lines paid for separately by the District and the existing District WAN for voice and data communication. 24 25 An agreement will be made with the highest rated proposer whose proposal, in the opinion of the 26 Whitehouse ISD selection team, best meets the requirements and the evaluation factors listed in this 27 RFP. Whitehouse ISD may conduct discussions, at their sole discretion, with responsive proposers for 28 the purpose of clarification, additional information, or demonstrations, or to verify a full understanding of 29 the requirements of this RFP. 30 31 Responsibility of the proposer shall be ascertained before any agreement is made with Whitehouse ISD, 32 based upon full disclosure to Whitehouse ISD concerning capacity, capability to meet the terms of the 33 fee for service agreement, and past record of performance for similar service agreements. The 34 unreasonable failure of a proposer to supply information promptly about an inquiry with respect to 35 responsibility may be grounds for a determination of non-responsibility with respect to such proposer. 36 Failure to provide requested information may result in rejection of a solicitation response or debarment 37 of the provider/proposer. 38 39 The successful proposer shall perform all work in compliance with all Federal and State requirements 40 concerning fair employment for all applicants and employees. 41 42 2 PURPOSE OF SOLICITATION 43 44 The selected Proposer will be required to provide all information, fill out forms, and break out billing as 45 necessary to assist the District to qualify for and utilize E-Rate funding. 46 47 Whitehouse ISD is wishing to form a fee for service agreement for VoIP (Voice over Internet Protocol) 48 telephone service that will utilize the existing district telephone sets, telephone company service lines, 49 and data network communication pathways. The Central VoIP Gateway is located in the Whitehouse ISD 50 Data Center located at the Whitehouse Junior High School South Campus. 51 52



It is requested that your company have access to a Manufacturer Certified IP Telephony Specialist for 1 design work, installation, configuration, troubleshooting, and final design approval. 2 3 The equipment and services submitted will be evaluated and considered for acceptance during the 4 proposal evaluation process. Whitehouse ISD is requesting pricing as a fee for service the District VoIP 5 Telephone System monitor and maintenance services that includes, but not limited to providing, installing, 6 and configuring; VoIP telephone sets and server equipment, remote monitoring, licensing, service, 7 infrastructure, call routing and management, voice mail and other application solutions. 8 9 This RFP is a summary statement of requirements in terms of outcomes and expectations highlighting 10 some of the criteria necessary to sustain operation the existing District VoIP Telephone System, including 11 the services and equipment that are currently provided under an agreement, which expires June 30, 12 2015. Note that responding to this RFP is the only opportunity for a provider to be considered for this 13 project. 14 15 3 EVALUATION PROCESS 16 17 NOTICE: THE DISTRICT DOES NOT EVALUATE PROPOSALS ON THE BASIS OF PRICE ALONE 18 19 3.1 Evaluation Criteria 20 21 All proposals will be reviewed for purposes of determining responsiveness and responsibility. Any 22 proposal that does not meet the essential requirements of the RFP and Whitehouse ISD will be deemed 23 non-responsive. To determine responsibility, all information given by the Proposer concerning its 24 availability to perform fully the fee for service agreement requirements, including the integrity and 25 reliability of the Proposer, will be reviewed. The submission of a proposal for review does not necessarily 26 qualify the Proposer or proposal as being responsive or responsible. Failure to provide specific 27 information as requested, for use in our evaluation, will cause your proposal to be disregarded. 28 29 3.2 Evaluation Factors 30 31 Proposals will be evaluated by a review panel of District employees based upon the evaluation factors 32 noted below. Proposers should address the listed main areas of interest in order for their responses to 33 be evaluated properly. Selection will be based upon the following criteria in magnitude of importance. 34 Each provider’s proposal will be evaluated and compared to the districts needs and with other responses. 35 The provider deemed by Whitehouse ISD as best suited, most responsive and who proposes the best 36 solution will enter into a fee for service agreement if all other terms and conditions are acceptable to 37 Whitehouse ISD and if in Whitehouse ISD’s best interest. 38 39 When proposals are submitted, in order to facilitate the evaluation process they must include a proposer’s 40 cover page as well as a table of contents listing the items below. This submittal must include the 41 ‘SPECIFIC REQUIREMENTS’ as listed below. 42 43 Whitehouse ISD may evaluate selected Proposer’s experience based on feedback from listed references 44 or unlisted previous projects, and other records. 45 46 The Proposers performance on previous projects including schedule adherence, compliance with 47 deadlines, time frames, cost reporting, cost management, value awareness, quality control, accuracy of 48 reports, and their current professionalism demonstrated in all communications with District 49 representatives with be evaluation factors. 50 51



Precise criteria for evaluation of performance will consist, at a minimum, of the terms of this RFP and 1 other criteria may be developed. 2 3 3.3 Evaluation Categories 4 5 Suitability, performance, ease of use, expandability, and features of service 6 Total Cost of Ownership (including e-rate compliance, service fees with anticipated options for the next 7 three years) 8 Existing Network Electronics Compatibility 9 Availability and travel distance of support, maintenance, and service personnel 10 Installation Company References 11 Ability to meet delivery and installation schedule requirements 12 Compliance with District policies and goals 13 Compliance with the proposal documents 14 Reputation of the provider and the provider’s goods and services; 15 Quality of the provider’s goods and services; 16 The extent to which the goods and services meet the district’s needs; 17 The impact on the ability of the district to comply with laws and rules relating to historically underutilized 18 businesses 19 20 4 WRITTEN RESPONSE FOR EVALUATION 21 22 Each proposer shall include a written response to each of the following numbered items with their 23 proposal. For each contact requested, provide: Name, Title, Organization, Street Address, Telephone 24 Number, and e-mail address. 25 26 The evaluation team may request written or oral clarifications of any offer received. However, Whitehouse 27 ISD may, at its sole discretion, refuse to accept in full or partially the response to a clarification request 28 given by any provider. 29 30 Providers are cautioned that the evaluators are not required to request clarification; therefore, all offers 31 should be complete and reflect the most favorable and competitive terms. Whitehouse ISD reserves the 32 right to reject any and all offers when such rejection is deemed to be in the best interest of Whitehouse 33 ISD. 34 35 1. Please state if your company is a manufacturer’s authorized dealer with full warranty privileges for a 36 public education project located in Whitehouse, Texas. 37 38 2. Describe the features, suitability, performance, ease of use, expandability, and options relating to the 39 proposed service. 40 41 3. State the number of Manufacturer Certified IP Telephony Specialist on the Proposer’s full time staff. 42 43 4. State the number of dedicated installation and support technicians who have achieved the highest 44 level of certification from the Manufacturer of the equipment being proposed on the Proposer’s full time 45 staff. 46 47 5. State the number of installation technicians who have achieved the highest level of certification from 48 the Manufacturer of the equipment being proposed available to the Proposer that may be employed on 49 a part time or contract basis. 50 51



6. Indicate if the Proposer has an established, permanent service dispatch facility that stocks parts with 1 a local full time staff that includes at least two dedicated installation technicians who have achieved the 2 highest level of certification of the equipment being proposed. State the distance from this facility to 3 Whitehouse ISD. 4 5 7. Indicate if the Proposer does not have an established, permanent service dispatch facility located 6 within a 150-mile radius of Whitehouse ISD that stocks parts with a local full time staff. 7 8 8. Indicate if the Proposer primarily contracts on-site installation workers as needed. 9 10 9. Indicate if the Proposer primarily contracts on-site service out to a service network. 11 12 10. Indicate if the Proposer primarily contracts support out to a service network. 13 14 11. If the Proposer intends to use any Subcontractor(s), please identify that Subcontractor by name, 15 address and telephone number. Briefly describe the type of services that may be subcontracted. 16 17 12. List at least three references, with contact information, for VoIP telephone systems monitored and 18 maintained by the Proposers Company. Indicate the similarity or differences to the proposed system, and 19 the customer’s primary business, the number of facilities (if a multiple building installation) and number 20 of telephone sets installed at each facility. 21 22 23. State if the proposer is prepared to meet the delivery and installation schedule stated herein. 23 24 24. Provide a short description of how your proposal will comply with the District policies and goals stated 25 in this document. 26 27 25. Provide a record of any governmental and client litigation, including any debarments. 28 29 26. Describe all upgrades to the wiring closets and equipment rooms needed or recommended to support 30 the proposed District VoIP Telephone System equipment. Include any revisions needed to the equipment 31 racks, environmental (cooling), and power/power redundancy requirements. 32 33 27. As the District continues to grow, expansion and upgrades to the VoIP telephone system and the 34 District LAN/WAN environment are anticipated. Please state the hourly rate for design work and final 35 design approval by a Manufacturer Certified IP Telephony Specialist that may be requested by the 36 District. 37 38 5 NOTIFICATION 39 40 Any agreement resulting from this RFP shall with the highest ranked responsive and responsible 41 proposer whose proposal is determined to be the most advantageous to Whitehouse ISD, taking into 42 consideration the evaluation factors set forth herein; however, the right is reserved to reject any and all, 43 or portions of, proposals received, and in all cases, Whitehouse ISD will be the sole judge as to whether 44 any proposal has or has not satisfactorily met the requirements of the RFP. Whitehouse ISD shall not be 45 required to furnish a public statement of the reason(s) why a proposal was not deemed to be the most 46 advantageous, nor will it be required to furnish any information regarding the RFP. Proposers must clearly 47 note any information provided that they wish to be kept confidential. 48 49



6 SYSTEM SPECIFICATIONS 1 2 6.1 General Requirements 3 4 Provider will be responsible for performing a walk through at each site one week prior to starting work 5 with an Owners representative to verify exact quantities and locations of equipment, any discrepancies 6 shall be reported to Whitehouse ISD’s project manager immediately. Any changes in telephone set 7 counts prior to acceptance will be at proposed unit pricing. Any telephone set count deletions prior to site 8 acceptance shall not be subject to restocking fees. 9 10 The Proposer shall be responsible to replicate the existing system configuration, software, and licensing 11 of the existing system including the services and equipment currently provided under an agreement, 12 which expires June 30, 2015. This work shall include all required installation and configuration services, 13 including coordination with ShoreTel for license validation. All purchased equipment shall be delivered 14 and installed at the proper locations as indicated, without additional cost or expense to Whitehouse ISD. 15 16 It is the responsibility of the Provider to store, deliver, and install the purchased equipment in accordance 17 with Whitehouse ISD standards. Coordinate the equipment installation phase with the Whitehouse ISD’s 18 project personnel. 19 20 Provider will be responsible for configuration and testing of all equipment prior to system acceptance. 21 Provider will submit a system test plan for review by Whitehouse ISD. A District approved system test 22 plan must be in place prior to any system installations. 23 24 During the installation phase, the Provider will be responsible for proper ordering and delivery of all 25 component parts. This includes any components supplied by any third party providers. 26 27 During the installation phase, the Provider will assign a project manager and installation personnel to the 28 project. Key personnel shall be listed in Provider’s proposal. If any changes to key personnel are required, 29 written approval from Whitehouse ISD’s project manager will be required prior to assignment of 30 substitutes. 31 32 Provider shall provide labeling, according to a Whitehouse ISD approved plan, of all interconnection 33 cables. Labels shall be machine-printed self-adhesive Panduit, Tyton, or equivalent printer. 34 35 Provider shall test and demonstrate configuration and operation of all installed equipment to Whitehouse 36 ISD prior to system acceptance. 37 38 Provider shall provide a system diagram in Microsoft Visio format utilizing all components, prior to 39 installation, for approval by Whitehouse ISD. 40 41 Provider shall provide as-built documentation in hard copy and electronic PDF format label denoting 42 project name, description of contents, and date of installation. The as-built documentation shall include 43 installed equipment model numbers, serial numbers, detailed descriptions, firmware version, software 44 release, Telco circuit identification numbers, and fiber optic strand number utilized. All diagrams shall be 45 in Microsoft Visio format. All tablature information shall be in Microsoft Excel format. 46 47 The Provider is required to provide a cutover assistance team on site during cutover and for at least two 48 days post-cutover to provide follow-up training and man a help-line for users to call and report problems. 49 50 6.2 Description of the Existing Telephone System and Related Information 51



1 The existing district telephone system and all supporting systems are functioning well, other than 2 replacement of the current monitoring and maintenance agreement, which in reaching full term and will 3 expire on June 30, 2015. The district does not anticipate any need to change the District WAN network 4 infrastructure, Internet service, Telco services, telephone system equipment types, or operating 5 parameters, other than expansion at normal growth rates, which the current system is designed to 6 accommodate. 7 8 The existing District WAN/LAN switches are either Cisco 3500 series or HP Procurve. When required, 9 replacement and expansion switches will be HP Procurve 2610-XX PWR or 3500YL models or better. 10 Many existing installed switches are Cisco side 3560-XX PS or 3560G-XX PS (XX designates the number 11 of ports). All WAN fiber links are 1-Gigabit capacity, all but short distances are through fiber optic service 12 provided by Suddenlink. 13 14 The District provides local LAN IP routing and Ethernet connectivity for the service connection and for 15 service and repair of all LAN equipment including District owned fiber that is being utilized for service (e 16 .g. each fiber run, transceiver, router, switch, etc.). 17 18 The existing District VoIP telephone system is a ShoreTel on-premises IP PBX solution, which is a 19 ShoreTel Unified Communications (UC) Platform that provides private branch exchange and voice mail 20 functions. 21 22 District personnel have to this point, and plan to continue to accomplish basic day-to-day telephone 23 system administration including normal changes to the endpoint configuration and voice mail database 24 and the maintenance and installation of the endpoint equipment (phone sets). 25 26 The current system software is a ShoreTel Unified Communication installation including Communicator, 27 Workgroup Agent Access, and Workgroup Supervisor Access. 28 29 6.3 Schedule of Values, Application for Payment 30 31 The Contractor shall in accordance with the General Provisions of the Contract, including General and 32 Supplementary Conditions, and Division 1, complete a Schedule of Values and Applications for 33 Payment. When a portion of this work separately funded, including donations or an E-Rate program, 34 the contractor shall accommodate this in the Schedule of Values and Applications for Payment. For E-35 Rate eligible portions of this work, the contractor will be required to participate in the E-Rate program, 36 comply with all E-Rate regulations, and provide billing as needed. The contractor shall coordinate with 37 the Owner to file Form 471 or latter edition and/or other forms as may be required. 38 39 6.4 District Owned Telephone System Equipment 40 41 The district owns all the telephone sets, models are as follows: 42

A quantity of 125 (125 configured) VoIP Full-Duplex Speakerphone Telephone Sets with 5-line 43 display, ShoreTel model number IP Phone 230. 44

A quantity of 112 (103 configured + 9 spare) VoIP Basic Half-Duplex Speakerphone Telephone 45 Sets with 1-line display, ShoreTel model number IP Phone 115. 46

47 6.5 Monitoring and Maintenance Agreement Requirements 48 49 These services shall be provided by ShoreTel and/or their authorized partners/resellers or equivalent. 50 Service shall include a support program including 24 hours a day x 7 days a week x 365 days a year 51



proactive remote system monitoring and reporting. This shall include as necessary advanced services 1 including expert assistance for special analysis and ongoing services including unlimited calls or chat for 2 remote technical support, software updates, hardware replacement options. The monitoring service shall 3 provide for immediate alerts when a critical system event occurs and the service provider shall take steps 4 to remotely resolve issues whenever possible. In all cases, the district support team shall be notified 5 immediately with details regarding the event. 6 7 Service shall include as requested Web based administrator training programs and Web based end-user 8 training programs, as well as access to online support resources and tools, and as required 9 10 Services shall include the location, facilitation, and expedition of suitable replacements for failed 11 equipment, including any purchases to be made by Whitehouse ISD for failed district owned equipment. 12 Equipment replacement shall be made by means that comply with utilization of any manufactures 13 warranty. Available hardware replacement cost options presented to Whitehouse ISD shall include an 14 option for next day service when replacement is critical to basic telephone system operation. 15 16 Service shall include periodic health check reports that deliver detailed and actionable reports on the 17 overall use of the systems including expert evaluation to identify sub-optimal areas and a comparison to 18 industry norms and best practices, coupled with recommendations. 19 20 Services shall include on-site trouble shooting, administration, and maintenance when required of the 21 entire IP Telephone System including the on-site UC application server and voice switch equipment, in 22 order to ensure a high availability, failover, redundant system. 23 24 Services shall include automatically scheduled off-site/cloud system configuration database backup and 25 restoration of a previous configuration when required in case of a corrupted, damaged, or inadvertently 26 misconfigured database. 27 28 6.6 On-Site UC Application Server Requirements 29 30 The on-site UC application server shall provide the functions, software, configuration, and license 31 management of the existing Dell PowerEdge R210 II on-site UC application Server. Include all necessary 32 interface cables, brackets, and mounting hardware. The server shall meet the following minimum 33 requirements: 34 Dell PowerEdge R210 II or R220 Series Rack Server or equivalent 35 2 RU Rack Mount Chassis Configuration for up to 2 x 3.5” Cabled Hard Drives 36 Processor, Intel Xeon E3-1220 v3 3.1GHz, 8M Cache, Turbo, 4C/4T, 80W 37 System memory, 4GB UDIMM, 1600 MT/s, Low Volt, Single Rank, x8 Data Width 38 Operating System, Windows Server 2012R2, Standard Edition, 2SKT, 2VM 39 Operating System Media kit, Windows Server 2012R2, Standard Edition 40 Hard Disk Drive, 500 GB, 7.2K RPM, SATA 3Gbps, 3.5in Cabled Hard Drive 41 Network Adapter, On-Board Broadcom 5720 Dual Port 1Gb LOM 42 Internal Optical Drive, DVD+/-RW, SATA 43 Power Cord, NEMA 5-15P to C13 Wall Plug, 125 Volt, 15 AMP, 10 Feet (3m), Power Cord 44 Factory Service, 3 year Basic Hardware Warranty Repair: 5x10 HW-Only, 5x10 NBD On-site 45 46 6.7 On-Site Voice Switch Package Requirements 47 48 The on-site Voice Switch Package shall include the equipment listed below, include all necessary 49 interface cables, brackets, and mounting hardware: 50 • Two (2) ShoreTel model ShoreGear T1k Voice Switches, each connected to a telephone 51 company service Digital T1 line. Both located at the Whitehouse ISD Data Center site, as indicated above. 52



• Eleven (11) ShoreTel model ShoreGear 50 Voice Switches, each connected to a telephone 1 company service analog C.O. line. Locate one at each of the eleven sites, as indicated. 2 Three (3) ShoreTel model ShoreGear 90 Voice Switches, each connected to a telephone 3 company service analog C.O. line. Locate one at each of the three sites, as indicated. 4 5 6.8 Fee for Service and Purchase Options Items 6 7 6.8.1 Monitoring and Maintenance Agreement 8 9 Fee for Service proposals shall include, under the item indicated on the Bid/Proposal form, a monitoring 10 and maintenance service agreement meeting all requirements listed in Item 6.3 - Monitoring and 11 Maintenance Agreement Requirements (above) and as otherwise describe in this document. 12 13 6.8.2 Telephone System Licensing 14 15 Fee for Service proposals and purchase options, shall include under the items indicated on the 16 Bid/Proposal form all Licensing required for system operation, including but not limited to: 17

Quantity Description 18 1 ShoreTel Enterprise Edition System License 19 16 ShoreTel Additional Site Licenses 20 238 ShoreTel Extension Licenses 21 220 ShoreTel Mailbox Licenses 22

23 6.8.3 Telephone System On-Site Equipment Package 24 25 Fee for Service proposals and purchase options, shall include under the items indicated on the 26 Bid/Proposal form a complete on-site equipment package including the following: 27

The customer demarcation point/Whitehouse ISD Data Center (main telephone system VoIP 28 equipment and telephone company service for the system) site includes the following equipment 29 One (1) central server running the ShoreTel Unified Communications (UC) Platform and the 30

core software ShoreTel Applications and Unified Messaging (UM) including voice mail. 31

Two (2) Central IP Voice Switch Processors - ShoreTel model ShoreGear T1k Voice Switches 32 (Each with processor and embedded real-time operating system providing distribute call 33 processing, (2) 10M/100M Ethernet Ports, (1) 24/23B+D digital trunk channel T1 Port, and 34 support for a system of up to 10,000 networked IP phones), which are currently provided under 35 an agreement which expires June 30, 2015. 36

Two (2) telephone company service Digital T1 lines (each connected to a ShoreTel model 37 ShoreGear T1k Voice Switch Voice Switch). 38

Each of the eleven locations listed below feature: 39 One (1) IP Voice Switch Processor - ShoreTel model ShoreGear 50 Voice Switch (Each with 40

processor and embedded real-time operating system providing distribute call processing, (2) 41 10M/100M Ethernet Ports, (2) Analog C.O. ports, support for (50) IP phones, in a system of up 42 to 10,000 networked IP phones), which is currently provided under an agreement which expires 43 June 30, 2015. 44

One (1) telephone company service analog C.O. line that provides for 911 service identification 45 and emergency backup operation. 46

SG 50 IP Voice Switch Processor Campus and Building Existing Locations: 47 Administration 48

AIM Center 49



Brown Elementary 1

Bus Barn 2

Cain Elementary 3

Higgins Elementary 4

Holloway 6th Grade 5

HQ Data Center 6

Special Education 7

Stanton-Smith Elementary 8

Warehouse 9

Each of the three locations listed below feature: 10 One (1) IP Voice Switch Processor - ShoreTel model ShoreGear 90 Voice Switch (Each with 11

processor and embedded real-time operating system providing distribute call processing, (2) 12 10M/100M Ethernet Ports, (2) Analog C.O. ports, support for (90) IP phones, in a system of up 13 to 10,000 networked IP phones), which is currently provided under an agreement which expires 14 June 30, 2015. 15

One (1) telephone company service analog C.O. line that provides for 911 service identification 16 and emergency backup operation. 17

SG90 IP Voice Switch Processor Campus and Building Existing Locations: 18 Whitehouse ISD Data Center 19

Whitehouse Junior High 20

Whitehouse High School 21

END OF VoIP TELEPHONE SYSTEM REQUIREMENTS AND SPECIFICATIONS 22

1 001 1203 001 Project Manual 2d0a5726d3848a57dbf55-f9b6e4a1aac9d1d600e177fd0406dfb4.r4.cf… ·...

Documents

Transcript of 1 001 1203 001 Project Manual 2d0a5726d3848a57dbf55-f9b6e4a1aac9d1d600e177fd0406dfb4.r4.cf… ·...