PO Box 282, 211 Bridge Street
Richmond, Vermont 05477
(802) 434-2196 (fax)
REQUEST FOR PROPOSAL (RFP)
Due Date: 01/10/2018
All interested parties
RFP for Browns River Middle School telephone system, service and support
SECTION 1: INTRODUCTION
1.1 Project Purpose and Scope
Chittenden East Supervisory Union (CESU) is releasing a Request for Proposals for Browns River Middle School telephone system
The District is seeking high quality hosted telephone system as well as service and support.
1.2 Timeline/Schedule of Events
Following are key dates for this RFP. CESU reserves the right to make modifications.
Issue RFP – 12/10/2018
Formal Vendor Questions Due – 12/22/2018
Responses to Vendor Questions – 01/03/2019
Proposals Due – 01/10/2018
Installation begins – January/February 2019
SECTION 2: OVERVIEW OF CURRENT ENVIRONMENT
2.1 Background Information
Brown River Middle School currently has an onsite telephone system that is not integrated with the rest of the district. CESU would like to have one system that is easy to use, accessible from multiple locations, requires low maintenance, and provides quality voice transmission and voicemail. The system should be hosted offsite with appropriate redundancy and backup.
SECTION 3: SYSTEM REQUIREMENTS
3.1 Telephone Minimum Standards
All telephones supplied will be new, U.L. approved, energy star compliant. Demonstrator telephones are considered used and should be noted as such for the purpose of this proposal. In addition, all telephones supplied at the time of initial installation will be current models of modern technology, in current production, and should all be from the same manufacturer and not rebranded. The telephone system must be e911 compliant.
Proposals are to include complete descriptive literature showing specifications of equipment offered. Literature must contain information on electrical requirements, as well as provide the dimensions of the telephone.
SECTION 5: SUBMITTAL REQUIREMENTS
5.1 Response Submission
In order to facilitate the analysis of responses to the RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section. Vendors who deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of CESU. Proposals should be prepared in a concise manner and provide sufficient detail and description of the vendor’s capabilities to satisfy the requirements of this RFP. A proposal shall constitute an irrevocable offer for 90 days following the deadlines for its submission. All proposals will be confidential until selection of a vendor or final rejection of all proposals by CESU at which time all proposals will be public information.
The proposal must be received by 01/10/2019
Please submit proposals to:
Jeff Wallis via email at
Any proposal received after this time will be rejected. We will acknowledge receipt of your proposal in an email response. If you do not receive confirmation, please contact Jeff to confirm.
5.2 Proposal Format
Responses to this RFP should include a cover page followed by a table of contents. Proposals should be organized into the following major sections and provide sufficient detail for CESU to make an informed decision and comparison of proposals. Emphasis will be given on accuracy, completeness, and clarity of content. Additional information such as marketing brochures and promotional materials may be included but should be at the end of the proposal in an appendix.
I. Executive Summary
A brief narrative is not to exceed three (3) pages describing the proposed solution.
II. Company Background
Provide company background information including description of products and services and company history. Responses should address the following items and may include other information that the vendor believes would be relevant to CESU in light of the information in this RFP.
III. Proposed Solution
Provide a narrative of the proposed solution including listing of all hardware and software components. Responses should address all items identified in the requirements section above as well as, in a separate section, other optional features recommended by the vendor. The vendor should highlight features and capabilities that the vendor feels are the strength of the proposed solution. The section should include the following major parts.
IV. Client References
Proposal should include a minimum of three (3) references for directly applicable projects preferably with an organization of similar size. Additional references are allowable if the vendor chooses. Include the contact person who was directly responsible for overseeing the implementation/completion for each of the referenced projects. Proposals must include the name of the client/agency, contact information (name, phone number and/or email address) and the dates the services were provided.
V. Cost Proposal
Proposal must include the proposed cost, including any and all out-of pocket costs, broken down by major activity. Vendor should clearly indicate the level and type of support to be provided in detail that relates to their proposed ongoing “maintenance and support costs.” This should include hours of operation for support or available support plans with associated costs. Provide a copy of the proposed form of agreement or agreements for equipment and services to be provided.
Cost proposal should identify any hardware and software required to implement the system. Cost proposals should include the following cost components.
5.3 Selection Criteria
Proposals will be evaluated based on the following criteria:
5.4 Discretion and Liability Waiver
CESU reserves the right to reject all proposals or to request and obtain, from one or more of the businesses submitting proposals, supplementary information as may be necessary for CESU staff to analyze the proposal. CESU may require proposers to participate in additional rounds of more refined submittals before the ultimate selection of a vendor is made. These rounds could encompass revisions of the submittal criteria in response to the nature and scope of the initial proposals. CESU may contract with one or more firms as CESU deems appropriate.
By submitting a response to this RFP, proposers waive all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. Although it is CESU’s intent to choose the most qualified proposal, CESU reserves the right to reject all or choose any number of qualified proposals.
5.5 Proposal Inquiries
All questions regarding this RFP should be directed to Jeff Wallis firstname.lastname@example.org. All responses should be emailed with a subject header titled “Security Camera RFP questions”. Please submit any questions on or before 12/22/2018. CESU does not expect to respond to inquiries received after this date.