REFP: VOIP PHONE SYSTEM
as a SERVICE

• We are seeking a VOIP telephone system as an erate billable service
• We are seeking a single system, for two schools connected by a single-mode fiber-optic line. (The schools are approximately one-half mile apart.) The schools are the Main School and the Middle School.

• a system installed in a single cabinet or sets of cabinets
• with a telephone card cabinet wired for 100+ ports expandable to 200 ports) - 20 or so for the Middle School and 80 or so for the main School
• a way to handle the school's analog 16-port digital ports for fax machines and emergencycalls
• a voicemail unit
• the PBX and the voicemail unit should have a GUI interface
• training for operator use and administrator use
• the ability to make 911 calls from any location in the network and for that call to be identified appropriately consistent with current Washington State laws
• ability to integrate computers with the phone system including, but not limited to, the ability to power-dial a number from the PC screen

OPTIONAL COMPONENTS

TELEPHONE SETS

• 1 - executive digital set with a visual display and one-key transfer
• 23 - digital phone sets with a small display
• 64 - single line phone sets
• 6 - portable, wireless phone sets
NOTE: preference will be given to a system that work with our present sets, which are Coral Tadreran headsets. We realize that this may be impossible.

• Voice-mail unit should be integrated with the PBX system
• Preferably it should be from same manufacturer as the PBX system
• All phones must have a visual indication that a message is waiting.
• All phones should be able to retrieve a message from a keyset by pressing a message key
• Users should be able to leave and retrieve messages by dialing an extension number after having reached the automated attendant.
• The voice-mail unit

• users should be able to call in from a modem-equipped PC at home or on the road and enter the extension number of the modem equipped PC at the school to access files.
• The exact details of how to integrate this with our network is to be presented by the vendor.

OTHER OPTIONS

• and a 24 channel T-1 digital trunk card
• as an option, we would like to consider 8 - remote set that are accessed via the PBX system

• The technical evaluation of the proposal, including feasibility.
• The details of the exact feature set proposed.
• Cost (both initial and sustained, for annual services as well as for one-time district costs up-front)
• Demonstrated reliability of the proposed system
• The vendor's ability to deliver these services in a timely manner.
• The reputation of firm in both performance and service
• Vendor must certify in writing that they are not listed on the Federal Excluded Parties Listing Systems (EPLA) and excluded from working with government contracts or subcontracts.
• The commitment of the vendor to work through the FCC eRate program
• Other Services Provided

BIDDER QUALIFICATIONS

PROCESS FOR RFP SUBMISSION

• Price quote(s) for any recommended configuration.
• Evidence that the product line meets the determining factors for awarding of the contract must be submitted with quotes.
• Prices must be guaranteed up to 300 days from the date of contract award. The Wellpinit School District reserves the right to order the equipment anytime during that time period in their efforts to maximize the availability of Universal Service Funds.
• Vendor must work through the Federal eRATE System, the Universal Service Fund, in order to obtain the Federal Portion of the cost pf the project.
• All service contracts are to begin once the installation is completed.
• All bills are to be paid when services are satisfactorily completed.

IMPORTANT NOTE II - The Wellpinit School District reserves the right to reject aspects of any and all bids, if it should prove too cumbersome or too costly for our needs.

IMPORTANT NOTE III - Please break down your bid into components. Price each component separately. We may not obtain funding for all options on the system.

IMPORTANT NOTE IV - The Wellpinit School District reserves the right to modify the components of the bid based upon feedback and advice from the vendor and form outside consultants. Features that prove too expensive will be dropped from the bid.

• emailed to:
  Magne Kristiansen / Technology Director
  magne@wellpinit.wednet.edu
  
  
• FAXED to Magne Kristiansen / Technology Director
  Wellpinit SD 49
  at fax number: 509.258.7378
  
  
• or sent by mail/courier to:
  Magne Kristiansen / Technology Director
  Wellpinit SD 49
  PO Box 390
  3960 Ford-Wellpinit Road
  Wellpinit WA 99040

Last Updated
December 22, 2008