REQUEST FOR PROPOSAL



REQUEST FOR PROPOSAL

Microsoft Lync Installation/Configuration

TABLE OF CONTENTS

Section I - Introduction and Guidelines

1. Introduction

2. Contact Personnel

3. Proposal Submission

4. Vendor Proposals

5. Guidelines for Proposal Evaluation

6. Vendor Selection

7. Contractual Requirements

8. Use of Information

9. Vendor Requirements

10. Prevailing Wage/Permits

11. Terms

Section II - Technical Specifications

1. Pricing Agreement Specifications

2. Additional Specifications

3. Bid Response Form

4. Warranty Requirements

5. Delivery

6. Installation/Testing Procedures

7. References

8. Contract Information

9. Sample Contract

Section I - INTRODUCTION AND GUIDELINES

1. INTRODUCTION

1.1 This document is a formal Request for Proposal (RFP) and specifies the pertinent objectives, requirements and operations for pricing for design, installation and configuration of Microsoft Lync for the Rockwood School District (RSD). These specifications are being provided to serve as a basis for detailed proposals companies may wish to submit to RSD for consideration.

1.2 Consideration will be given only to those companies that respond to all specifications.

1.3 RSD reserves the right to reject any or all proposals received if such action is considered to be in the best interest of RSD. This request does not obligate RSD to pay any cost incurred by vendors related to submission of proposals in response to this RFP.

2. CONTACT PERSONNEL

2.1 All inquiries concerning this proposal should be submitted in writing to the RSD personnel listed below:

For inquiries regarding

Technical matters:

Debbie Ketring

Technology Dept./Babler Campus

1955A Shepard Road

Wildwood, MO 63038

Fax: 636-458-7327

ketringdeborah@rockwood.k12.mo.us

and

Will Blaylock

Technology Dept./Babler Campus

1955A Shepard Road

Wildwood, MO 63038

Fax 636-458-7327

blaylockwill@rockwood.k12.mo.us

2.2 For RSD to ensure equal treatment of all participating vendors, the names listed above are RSD’s only designated representatives for this RFP. Vendors are expected to utilize these representatives for ALL information regarding this RFP. Vendors who contact the user organization regarding the subject of this RFP are subject to disqualification from this RFP.

3. PROPOSAL SUBMISSION

3.1 All proposals submitted must be delivered no later than 10:30 AM, October 21st, 2011 to be considered for evaluation. Proposals received after this time will not be accepted and will be returned to the vendor unopened.

3.2 Three (3) copies of the completed proposal must be submitted in a sealed envelope and should indicate on the envelope face "Sealed Proposal Microsoft Lync Bid”. Sealed telegrams or mailgrams are not acceptable responses and will not be accepted. Send all proposals to:

Rockwood School District

Babler Computer Center

Technical Support Coordinator

1955-A Shepard Road

Wildwood, MO 63025

3.3 Address all such correspondence to the RSD Technical Support Coordinator office listed above.

4. VENDOR PROPOSALS

4.1 All proposals are to be submitted in the format specified in Section II.

4.2 Elaborate and expensive proposal copy is not required; neat, legible and clearly stated information is adequate and will be used in the evaluation process. Vendor brochures may be included on an optional basis, but may not be substituted for the information requested herein (which must be all-inclusive and self-contained in the proposal).

4.3 All cost data for the proposal should comply with the definitions provided in Section II. Cost may be reviewed if the specifications and/or requirements change. All information regarding cost will be provided in the table in the phase specification section. Vendors not complying exactly with this format will have their bids disqualified.

4.4 By submitting a proposal, a Vendor is agreeing to be bound by all of the specifications herein.

4.5 Proposals will not be returned.

5. GUIDELINES FOR PROPOSAL EVALUATION

5.1 Each proposal must satisfy the objectives and requirements detailed in the specifications of Section II. The features and/or capabilities of the proposed system, considered together with its economic and service benefits, will provide the basis for the evaluation process by RSD.

5.2 Proposals will be evaluated using this partial list of criteria:

• Is requested proposal information complete?

• What is the cost for phase 1 of the implementation?

• What is the cost for phase 2 of the implementation?

• Does the vendor appear to have a clear plan for the design, installation and configuration for the project?

• Has the vendor conducted installations of Lync in other businesses or school districts?

• How prepared is the vendor to manage the install of Microsoft Lync within the district?

6. VENDOR SELECTION

6.1 Vendor selection shall be determined by an evaluation of the total content of the proposal submitted. RSD reserves the right to:

a. Not select any of the vendors' proposals.

b. Select only portions of a particular vendor's proposal for further consideration, (however, vendors may specify portions of the proposal that they consider “bundled”.)

6.2 RSD shall not be obligated to explain the results of the evaluation process to any vendor.

6.3 RSD may require vendors to demonstrate knowledge of Microsoft Lync installations/configurations listed in their proposal before final selection is made.

6.4 All vendors who have submitted proposals will receive written notification concerning their selection status at the end of contract finalization.

7. CONTRACTUAL REQUIREMENTS

7.1 This RFP is not intended to be an offer, order or contract and should not be regarded as such, nor shall any obligation or liability be imposed on RSD. RSD reserves the right to refuse any offer made at its sole discretion.

7.2 The selected vendor's proposal, and any subsequent material submitted in response to requests for additional information, will become the basis for contractual agreements with a vendor. Subsequent to RSD’s selection of a vendor, contract negotiations will establish the following conditions, based on the vendor’s proposal: The terms of the acceptance, method of payment and certain incentive clauses relating to delays or conditions of the contract that are not met.

7.3 A firm order for the Microsoft Lync Bid will be issued only upon execution of a contract. If a vendor currently has a contract with RSD, any revisions to such contract should be indicated in the vendor’s response.

8. USE OF INFORMATION

8.1 Any specifications, drawings, sketches, models, samples, data, computer programs or documentation or other technical or business information ("Information") furnished or disclosed to the vendor under this RFP, or as the result of this RFP shall remain the property of RSD and, when in tangible form, all copies of such information shall be returned to RSD upon request. Unless such information was previously known to the vendor, free of any obligation to keep it confidential, or has been or is subsequently made public by RSD or a third party, it shall be held in confidence by the vendor, shall be used only for the purposes of this RFP, and may not be used for other purposes except upon such terms and conditions as may be mutually agreed upon in writing.

8.2 No specifications, drawings, sketches, models, samples, tools, or other apparatus programs, technical information or data, written, oral or otherwise, furnished by vendor to RSD under this RFP or in contemplation of a contract shall be considered by vendor to be confidential or proprietary.

9. VENDOR REQUIREMENTS

1. All vendors must have successfully installed Microsoft Lync into a production environment.

2. All vendors must pay prevailing wage.

3. All Vendors must be willing to submit all paper work to RSD pertaining to Prevailing Wage.

4. All work will be completed in a neat and professional manner.

10. Prevailing Wage/Permits

GENERAL CONDITIONS

Each bidder, by making his bid, represents that he has carefully examined the specifications and all other contract documents, and that he has fully informed himself prior to bidding as to ALL existing conditions and limitations under which the work is to be performed and that his bid includes a sum to cover the cost of ALL ITEMS NECESSARY TO PERFORM THE WORK as set forth in the contract documents. NO ALLOWANCE whatsoever will be made to any bidder because of lack of such examination or knowledge.

Should a bidder find discrepancies in or omissions from the drawings or specifications, or should he be in doubt as to their meaning, he shall at once notify the Owner’s Representative, who will send written instructions to all bidders. The Owner will not be responsible for any oral instructions.

PREVAILING WAGE LAW/OTHER LABOR REQUIREMENTS:

All bidders bidding this project must comply with the Department of Labor and Industrial Relations of the State of Missouri, pursuant to Section 290.210 to 340 V.A.M.S., which states that prevailing rates of wages shall be paid to all workers.

The contractor shall forfeit as a penalty to the district, on whose behalf the contract is made or awarded, ten dollars for each worker employed, for each calendar day, or portion thereof such worker is paid less than the said stipulated rates, for any work done under said contract, by the contractor or by any subcontractor under them.

In all contractor’s bonds the contractor shall include such provisions as will guarantee the faithful performance of the prevailing hourly wage clause as provided by contract.

Contractor and their subcontractors shall be required to submit weekly payroll sheets with their monthly invoices, showing compliance to the above Prevailing Wage Standard.

Accurate records pertaining to wages paid all workers employed on the contract shall be kept within the state by the contractor and each subcontractor, for a period of one year following completion of the public work.

Rockwood School District encourages bidders to employ St. Louis City and County residents for these projects. Bidders are required to certify in their bids the percentage of their work force for the projects which reside in St. Louis City and County.

Rockwood School District seeks to ensure that the highest quality workmanship will be performed on the project and requires bidders to use a qualified supervisor or crew leader at all times on each job.

STATUTORY REQUIREMENTS:

Bidder’s attention is directed to the fact that all applicable Federal and State laws, Municipal Ordinances, Codes and Rules and Regulations of all authorities having jurisdiction over construction of the Project shall apply to the Contract throughout, and they will be deemed to be included in the Contract the same as though written therein in full.

PERMITS:

The Contractor shall obtain all Permits as required.

The Owner reserves the right to reject any or all bids, in whole or in part, without compensation or obligation to the bidders and to waive any or all technicalities or defect in any bid.

INSURANCE REQUIREMENTS:

The Rockwood School District requires the successful bidder to forward a Certificate of Insurance to them stating the required amount of coverage (see below). The Rockwood School District shall be listed as certificate holder.

*$1,000,000 Workers’ Comp.

*$2,000,000 Commercial General Liability (Bodily Injury and Property Damage)

*$1,000,000 Commercial General Liability (Automobile)

*Plus Broad Special Form Casualty Insurance for Work, and materials and equipment in transit and stored off-site for the full replacement value.

TAXES:

This is a tax exempt project and the Owner will provide a Missouri State Tax Exemption Certificate. The Contractor shall make all material purchases for this particular project with the Tax Exemption Certificate and, therefore will not incur Missouri State Sales Tax. The Owner will not reimburse Contractor for sales tax under any circumstance.

NO SMOKING POLICY:

There is a NO SMOKING policy as adopted by the Rockwood School District Board of Education. This policy prohibits smoking anywhere within the boundaries of Rockwood School District Property, to include buildings, facilities, grounds, parking lots, etc. The policy covers Rockwood School District Employees, as well as contractors.

CHANGES IN THE SCOPE OF WORK:

Additions, deletions, or other changes in the scope of work must be authorized by the owner prior to the contractor initiating the change. If the impact is an increase to the Contractor, it shall be figured at the cost to perform the work plus not to exceed 10% overhead and 5% profit. If the impact is a decrease to the Contractor, the Owner’s credit will be the cost to perform the work. The cost to perform the work is defined as ALL labor, materials and equipment costs for a complete installation.

SPECIAL CONDITIONS

All layout, testing, reports, etc., required for successful completion of job shall be provided by contractor.

Contractor shall conduct preliminary walkthroughs (to include taking measurements above the ceiling) to identify any possible changes in the scope of work prior to commencement of work. Information concerning changes in pricing must be forwarded to Will Blaylock so that appropriate changes in the purchase orders can be made before work begins.

Contractor shall notify representative of Rockwood School District of a minimum of 96 hours prior to commencement of work. That person is Will Blaylock, Coordinator for this Project or his designee at (636) 733-1131.

Scheduling of work shall be approved and coordinated by Will Blaylock, Coordinator of Project, or his designee to avoid conflicts with scheduled activities, etc.

All material used on the project shall meet or exceed Missouri State Specifications.

All equipment shall meet or exceed Missouri Standards and Specifications.

All work procedures, equipment, and workmanship shall be under the inspection of Will Blaylock, Project Coordinator or his designee.

The successful contractor shall be responsible for the safety of the public and not interrupting the normal routines of the school district.

Storage of materials and equipment on site must be approved by Rockwood School District representative. Anything so stored that obstructs school operation or activities shall be promptly removed or relocated by the contractor without reimbursement.

The contractor will provide his own lifting, hoisting, ladders, scaffolding, etc. and all such equipment shall be erected, maintained and used in accordance with all OSHA rules and regulations. All elevated work shall comply with OSHA standards.

CLEANING:

Each subcontractor shall be responsible for daily broom clean-up of their work areas and for transporting and depositing all of their rubbish, debris, cartons, crated, containers, etc., into dumpsters.

If, in the opinion of Rockwood School District, the job is not being maintained in a clean and safe condition, upon 24 hours written notice to the contractor’s main office or job staff, Rockwood School District will have the condition corrected and back-charge the responsible subcontractor.

The subcontractor shall be responsible for keeping the area clean. After notice by Rockwood School District and failure by subcontractors to comply, Rockwood School District will have the area cleaned up and charge the costs to the delinquent subcontractor.

11. TERMS

Payments to vendors will be submitted and processed under RSD’s normal payment procedures that generally provide for the issuance of payments approximately 30 days subsequent to the delivery of product and/or services. To ensure prompt payment RSD should receive vendor invoices by the last day of the month, to be included on the following month’s bill list.

Section II - Technical Specifications

10. Pricing Agreement Specifications

11. Additional Specifications

12. Bid Response Form

13. Warranty Requirements

14. Delivery

15. Installation/Testing Procedures

16. References

17. Contract Information

18. Sample Contract

1. Pricing Agreement Specifications

• RSD will provide Dell servers and licensing as specified by the vendor in the proposal. (Microsoft Lync Enterprise Edition server should be planned for all phases of the project.)

• Vendor will provide pricing for the design, installation and configuration according to the following phases.

• Phase 1 – Initial Implementation

• Integration with RSD Active Directory

• PC-to-PC Instant Messaging, voice, video and desktop sharing

• Web conferencing (audio and video) for internal PC users

• Web conferencing (audio and video) for external PC users without the requirement for VPN

• Meeting recording capability

• Phase 2 – Advanced Implementation

• Redundant servers for high availability of all Lync services

• Monitoring and Call Detail Recording

• Archiving

• Group chat capability

• Phone dial in and dial out for Lync sessions

2. Additional Specifications

• Vendor will provide training for the system administrators, HelpDesk personnel and Instructional Technology Specialists (train the trainers) for system installation and use of additional components/enhancements through all phases.

• Archival of IM required for discoverability purposes.

2 BID RESPONSE FORM

|Phase |Rockwood Specifications |RSD Unit Cost (to include travel, |

| | |shipping and handling costs) |

|Phase 1 – Initial Implementation |Integration with RSD Active Directory | |

| |PC-to-PC Instant Messaging, voice, video and desktop sharing | |

| |Web conferencing (audio and video) for internal PC users | |

| |Web conferencing (audio and video) for external PC users without the | |

| |requirement for VPN | |

| |Meeting recording capability | |

|Phase 2 – Advanced Implementation|Redundant servers for high availability of all Lync services | |

| |Monitoring and Call Detail Recording | |

| |Archiving | |

| |Group chat capability | |

| |Phone dial in and dial out for Lync sessions | |

4. WARRANTY REQUIREMENTS

Please provide warranty information for all products bid.

5. DELIVERY REQUIREMENTS

Plan for design, installation and configuration to begin at agreed upon dates with completion of Phase 1 no later than January 30th, 2012. Phase 2 and 3 will be negotiated between RSD and vendor before purchase agreement commitment is made. Failure to meet deadlines will result in the vendor being required to provide 2% per month of the undelivered quantity at no additional cost to RSD. In addition, vendor may be required to work overtime and/or shift differential at no additional cost to RSD, if necessary, to meet the expected deadlines.

6. INSTALLATION/TESTING PROCEDURES

It is the vendor’s responsibility to test all functionality of installation to insure quality and completeness of project.

7. REFERENCES

Bidders are requested to provide at least three (3) references of similar products bid. RSD would

prefer K-12 and/or other educational institution references.

8. CONTRACT

Please review sample contract from RSD.

Selected company may be required to demonstrate proposed hardware/software solutions prior to execution of contract.

9. SAMPLE CONTRACT

PURCHASE AGREEMENT

This agreement is made this _______ day of November, 2011, by and between VENDOR, a STATE Name corporation having its offices at Vendor Address, (hereinafter “VENDOR”) and the Rockwood School District (hereinafter “CUSTOMER”).

VENDOR agrees to sell to CUSTOMER, and CUSTOMER agrees to purchase services from VENDOR, for design, installation and configuration of Microsoft Lync.

. Price. The purchase price of the services shall be as specified in Schedule A. The specified prices include all freight and handling charges. CUSTOMER is exempt from sales tax.

. Warranty. VENDOR will provide warranty as outlined in VENDORS bid response.

Miscellaneous.

a. If, at any time during the term of this agreement, CUSTOMER is not satisfied with the overall quality of the Equipment or service being provided by the VENDOR, CUSTOMER will inform VENDOR in writing of its specific concerns. VENDOR is required to respond promptly to CUSTOMER’S concerns and agrees to respond back, in writing, to CUSTOMER’S complaints, within four (4) working days, with a written plan for mutual resolution. If, within thirty (30) days following written notice of CUSTOMER’S concerns, the specific issue has not been addressed to CUSTOMER’S satisfaction and CUSTOMER’S specific concern still exists, CUSTOMER may terminate the Purchase Agreement, and upon termination, both parties shall be released from any obligations there under.

b. This Agreement shall not be modified unless by a written agreement duly signed by both parties.

c. This Agreement shall be deemed to have been made in, and shall be construed pursuant to the laws of the State of Missouri.

d. This contract also includes any provisions stated in Microsoft Lync Design, Installation and Configuration bid.

e. BOTH PARTIES ACKNOWLEDGE THAT THEY OR THEIR AUTHORIZED AGENT HAS READ THIS AGREEMENT AND UNDERSTANDS AND AGREES TO BE BOUND BY ITS TERMS, CONDITIONS, AND PRICES. CUSTOMER FURTHER AGREES THAT THIS AGREEMENT IS THE COMPLETE AND EXCLUSIVE AGREEMENT BETWEEN THE PARTIES AND THAT THIS AGREEMENT SUPERCEDES AND CANCELS ALL PREVIOUS WRITTEN OR ORAL AGREEMENTS AND COMMUNICATIONS RELATED TO THE SUBJECT MATTER OF THIS AGREEMENT.

CUSTOMER VENDOR

ROCKWOOD SCHOOL VENDOR NAME

DISTRICT

By By

Title Title

Date Date ________________________

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