Information Technology (IT)
Request for Proposal #470-610-0809V
By G. David Brown
Dec 10, 2008 - 2:05:08 PM

Request for Proposal

Meigs County Schools

201 N. Main St

Decatur, TN 37322

423.334.5793

www.meigscountyschools.net

Request for Proposal #470-610-0809V

Erate Funding Year 11

Request for Proposal - as posted on form 470 #470-610-0809V

Sealed RFP’s will be received by the Meigs County Schools system, a public school district in Decatur, TN for Erate   eligible requirements for RFP #470-610-0809V Erate year 11 – due at Meigs County Board of Education Office, 201 N. Main St, PO Box 1039, Decatur, TN 37322-1039 on or before 2:00 PM (EST) January 23, 2009. Sealed RFP’s will be logged in the central office with responses received after the stated closing returned unopened.

It is the responsibility of the submitting vendor to have their response delivered to the correct location and at the right time whether delivered in person or by a mail carrier. Envelopes must be properly marked on the outside with RFP#470-610-0809V “DO NOT OPEN”.

Please review the enclosed qualification, requirements, and specifications as the district reserves the right to accept or reject, cancel, postpone any or all RFPs, waive minor irregularities, and accept any contract deemed to be in their best interest.

Vendors are strongly encouraged to seek clarification on any item not made clear within the RFP document. The submission of an RFP will indicate that the Vendor understands the requirements and specification and agrees to the terms and conditions set-forth.

RFPs will be publicly opened, recorded, and read at the time of closing. All information will be made available for public inspection after the review board’s award. Neither an entire RFP nor pricing will be accepted as confidential.

Items not Erate eligible should be included on a separate spreadsheet with company name, date, item quantity, unit price and extended price.

This contract will be for product and service for funding year 2009-2010 and will be for one year with the option to renew for 4 consecutive, one year extensions, for a total of up to five years. The school reserves the right to re-negotiate with winning vendor(s) at each anniversary date.

Bid selection is based on the following matrix:

                40% price

                15% experience

                10% timeliness of installation proposal

                15% customer reference

                20% vendor certification held

The execution of a contract between the Meigs County Schools and the successful bidder will be based on the USAC Schools and Libraries E-rate program funding of 80% or more of the project.

RFP for Single Site, VOIP-based Intercom System

Environment

Board of Education office is connected to 4 school sites via 100Mbs aggregate Metro-Ethernet.

All sites currently pass IP-based traffic from site to Board of Education site and from any one site to any other site or sites in a hub and spoke architecture.

Specifications

Replace existing Dukane brand, analog, intercom system at one school site, with IP Speakers, VOIP phones and a “PC-based” and “software managed”, communications system.

• Total Communications System with simultaneous intercom and program distribution for use in multiple room facilities.
• Accommodate up to 50 room stations.
• Audible and visual alerting of incoming calls from speaker stations to the main console.
• Built-In Tone Generator provides distinct tones for emergency paging, time tone signaling, all-call paging, and intercom pre-alert signaling.
• All call for public address announcements to all speakers and all phones.
• One-Touch Emergency Paging for quickly transmitting emergency tones or announcements to all speaker areas and phones at the touch of a button.
•  Indicators to signal room call-ins, intercom mode, intercom transmission, and emergency mode.
• Battery Back-Up Capability for emergency paging and intercom should primary power fail.
• Supervisory Signal for audible alert to speaker areas prior to paging and privacy tone for stations being monitored.

Additional Requirements

System should be able to interface with future  unified communications deployments at other sites.