SCHOOL DISTRICT OF PALM BEACH COUNTY
PURCHASING DEPARTMENT
REQUEST FOR INFORMATION (RFI)
REQUIRED RESPONSE FORM
04C-001R
DATE: November 19, 2003
TITLE: RFI FOR TELECOMMUNICATIONS SYSTEM FOR NEW AND REPLACEMENTELEMENTARY SCHOOLS
This information package must be submitted to the School District of Palm Beach County, Purchasing Department, 3300 Forest Hill Boulevard, Suite A-323, West Palm Beach, Florida33406-5813, no later than 2:00 PM on December 10, 2003and plainly marked RFI-04C-001R. Information packages are due and will be opened at this time.
Anti-Collusion Statement / Public DomainI, the undersigned responder divulged, discussed, or compared this information package with any other responder and have not colluded with any other responder in the preparation of this information package in order to gain an unfair advantage in the award of this information package.
I acknowledge that all information contained herein is part of the public domain as defined in the Public Records Act, Chapter 119, F.S.
AGENCY (firm name):
STREET ADDRESS:
CITY & STATE:
PRINT NAME OF AUTHORIZED REPRESENTATIVE:
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
TITLE: / DATE:
CONTACT PERSON:
CONTACT PERSON'S ADDRESS:
TELEPHONE: / FAX: / TOLL FREE:
E-MAIL ADDRESS: / INTERNET URL:
RESPONDER TAXPAYER IDENTIFICATION NUMBER:
NOTE: Entries must be completed in ink or typewritten. An original manual signature is required.
REQUEST FOR INFORMATION NO. 04C-001R
SCHOOL DISTRICT OF PALM BEACH COUNTY, FLORIDA
REQUEST FOR INFORMATION FOR
TELECOMMUNICATIONS SYSTEM FOR NEW AND REPLACEMENT ELEMENTARY SCHOOLS
INDEX
1.0INTRODUCTION
2.0INSTRUCTIONS TO RESPONDER
3.0TIME SCHEDULE
4.0TERM OF CONTRACT
5.0RFI INQUIRIES
6.0LOBBYING
7.0INFORMATION CONFERENCE
8.0SCOPE OF SERVICES
9.0EVALUATION COMMITTEE MEETINGS
10.0PREPARATION AND SUBMISSION
11.0ORAL PRESENTATION
12.0INFORMATION PACKAGE EVALUATION PROCESS:
13.0EVALUATION CRITERIA
14.0LEGAL REQUIREMENTS
15.0CONFLICT OF INTEREST
16.0PUBLIC RECORDS LAW
17.0LAWS OF FLORIDA
18.0INTELLECTUAL PROPERTY RIGHTS
19.0COST INCURRED IN RESPONDING
20.0SUB-CONTRACTING/MINORITY BUSINESS PARTICIPATION
21.0BENEFICIAL INTEREST AND DISCLOSURE OF OWNERSHIP AFFIDAVIT
22.0PUBLIC ENTITY CRIMES
ATTACHMENTS
- M/WBE Subcontractor Participation Letter of Intent
- M/WBE Subcontractor Participation Summary
- Drug-Free Workplace Certification
- Statement of No Bid
- Beneficial Interest and Disclosure of Ownership Affidavit
SCHOOL DISTRICT OF PALM BEACH COUNTY
REQUEST FOR INFORMATIONFOR
TELECOMMUNICATIONS SYSTEM FOR NEW AND REPLACEMENT ELEMENTARY SCHOOLS
1.0INTRODUCTION
1.1This is a REQUEST FOR INFORMATION (RFI) forTELECOMMUNICATIONS SYSTEM FOR NEW AND REPLACEMENT ELEMENTARY SCHOOLSto the School District of Palm Beach County, Florida (the District).
1.2The only companies/brands to be considered are the following, recommended under Enterprise Tier by the Gartner Group. No other companies or brands will be considered.
1.3All terms and conditions of this RFI, any addenda, responder(s) submissions and negotiated terms, are incorporated into the contract by reference as set forth herein.
1.4Document files may be examined, during normal working hours, ten days after information packages have been opened.
1.5The current Elementary School configuration is serviced by three (3) T1 lines and encompasses from 52 to 62 telephones.
1.6The District currently has 160 schools and builds approximately 4 new schools per year.
1.7All terms and conditions of this RFI, any addenda, responder(s) submissions and negotiated terms, are incorporated into the contract by reference as set forth herein.
1.8Document files may be examined, during normal working hours, ten days after information packages have been opened.
2.0INSTRUCTIONS TO RESPONDER
2.1All information packages must be received no later than 2:00 PM, on December 10, 2003. If a information package is transmitted by US Mail or other delivery medium, the Responder(s) will be responsible for its timely delivery to the Department of Purchasing, Suite A-323, 3300 Forest Hill Boulevard, WestPalm Beach, Florida33406-5813.
2.2Any information packages received after the stated time and date, may not be considered and will be returned unopened to the responder.
2.3One manually signed original and Eight (8) photocopies of the information packages must be sealed in one package and clearly labeled"REQUEST FOR INFORMATION FOR TELECOMMUNICATIONS SYSTEM FOR NEW AND REPLACEMENT ELEMENTARY SCHOOLS" on the outside of the package. The legal name, address, responder contact person, and telephone number must also be clearly annotated on the outside of the package.
2.4All information packages must be signed by an officer or employee having authority to legally bind the responder.
2.5Any corrections of unit prices must be initialed. This includes corrections made using correction fluid (white out) or any other method of correction.
2.6Responder should become familiar with any local conditions which may, in any manner, affect the services required. The responder(s) is/are required to carefully examine the RFI terms and to become thoroughly familiar with any and all conditions and requirements that may in any manner affect the work to be performed under the contract. No additional allowance will be made due to lack of knowledge of these conditions.
2.7DELIVERY OF RFI: When hand delivering your RFI, responder(s) must follow the School District's security access procedures. The procedures are as follows:
A.Park in visitors' parking area.
B.Enter building through the front door.
C.Present RFI to Purchasing Department receptionist for official date/time stamping.
RESPONDERS SHOULD ALLOW AT LEAST 30 MINUTES TO FOLLOW THE ABOVE PROCEDURES AND SUBMIT THEIR INFORMATION PACKAGE TO THE PURCHASING DEPARTMENT RECEPTIONIST, NO LATER THAN THE DATE AND TIME DESIGNATED IN THE RFI.
3.0TIME SCHEDULE
3.1The District will attempt to use the following time schedule which will result in selection of a Responder(s).
December 3, 2003 / Pre information package Conference 9-10:30 a.m., Thurber Room BDecember 3, 2003 / All written questions and inquiries are due by 5:00 p.m.
December 10, 2003 / Information packages due no later than 2:00 PM.
December 17, 2003 / * Evaluation Committee Meeting, 1-3 p.m. Thurber Room C
January 8, 2004 / Oral Presentation (If needed), 1-5 p.m. Rear of Cafeteria
January 14, 2004 / Negotiations and Posting of Recommendation.
February 18, 2004 / Recommend contract to the School Board for approval.
* This is an open, public meeting.
3.2Notification of any changes to the time schedule will be made to responder by US certified mail, e-mail or fax.
3.3Response to inquiries regarding the status of an information package must not be made prior to the posting of award recommendation.
4.0TERM OF CONTRACT
4.1The term of any contract resulting from this RFI shall be until the project is completed as described herein. The successful respondent will be notified when the Board has acted upon the award of a contract resulting from this RFI. All prices shall be firm for the term of this contract as negotiated.
5.0RFI INQUIRIES
5.1Any questions concerning conditions and specifications must be submitted in writing and received no later than 5:00 p.m. EST, December 3, 2003. Questions received in writing by the time and date specified will be answered in writing. Mr. Robert Bruno is authorized only to direct the attention of prospective responder(s) to various portions of the RFI so that they may read and interpret such for themselves. Neither Mr. Robert Bruno nor any employee of the District is authorized to interpret any portion of this RFI or give information as to the requirements of the RFI in addition to that contained in the written documents.
Send all inquiries to attention:
Mr. Robert Bruno, Purchasing Agent
Purchasing Department
School District of Palm BeachCounty
3300 Forest Hill Boulevard, Suite A-323
West Palm Beach, FL 33406
(561) 434-8209 FAX (561) 434-8185
e-mail:
5.2If necessary, an addendum will be mailed or delivered to all who are known by the Purchasing Department to have received a complete set of information package documents.
5.3Copies of addendum will be made available for inspection at the District's Purchasing Department where information package documents will be kept on file.
5.4No addendum will be issued later than three calendar days prior to the date for receipt of information packages except an addendum withdrawing the REQUEST FOR INFORMATION or one which includes postponement of the date for receipt of information packages.
5.5No verbal or written information which is obtained other than by information in this document or by addendum to this RFI will be binding on the District.
6.0LOBBYING
6.1PROPOSERS ARE HEREBY ADVISED THAT LOBBYING IS NOT PERMITTED WITH ANY DISTRICT PERSONNEL OR BOARD MEMBERS RELATED TO OR INVOLVED WITH THIS RFI UNTIL THE ADMINISTRATION'S RECOMMENDATION FOR AWARD HAS BEEN POSTED AT THE PURCHASING DEPARTMENTRECEPTIONCENTER. ALL ORAL OR WRITTEN INQUIRIES MUST BE DIRECTED THROUGH THE PURCHASING DEPARTMENT.
6.2LOBBYING IS DEFINED AS ANY ACTION TAKEN BY AN INDIVIDUAL, FIRM, ASSOCIATION, JOINT VENTURE, PARTNERSHIP, SYNDICATE, CORPORATION, AND ALL OTHER GROUPS WHO SEEK TO INFLUENCE THE GOVERNMENTAL DECISION OF A BOARD MEMBER OR DISTRICT PERSONNEL AFTER ADVERTISEMENT AND PRIOR TO THE POSTED RECOMMENDATION ON THE AWARD OF THIS CONTRACT.
6.3ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES. FAILURE TO POST BOND WITH THE SCHOOL BOARD OR TO ADHERE STRICTLY TO THE REQUIREMENTS OF STATUTES AND STATE BOARD RULES PERTAINING TO PROTESTS WILL RESULT IN SUMMARY DISMISSAL BY THE PURCHASING DEPARTMENT. ADDITIONALLY, ANY BIDDER WHO IS ADVERSELY AFFECTED BY THE RECOMMENDED AWARD MAY ADDRESS THE SCHOOL BOARD AT A REGULARLY SCHEDULED BOARD MEETING.
6.4ANY PROPOSER OR ANY INDIVIDUALS THAT LOBBY ON BEHALF OF PROPOSER DURING THE TIME SPECIFIED WILL RESULT IN REJECTION / DISQUALIFICATION OF SAID INFORMATION PACKAGE.
7.0INFORMATION CONFERENCE
7.1A pre-information package conference will be held at the School District of Palm Beach County, 3300 Forest Hill Boulevard, West Palm Beach, Florida, in the FultonHollandEducationServicesCenter, Thurber Room B, on December 3, 2003 at 9:00 a.m. All prospective proposers should attend said information conference.
7.2Bring all questions in writing. Compose your questions on paper, ask your questions at the pre-information conference and give the facilitator the written copy of your questions. Please write each question that you will ask on a separate piece of paper showing the RFI page number to which the question refers. After you ask your questions, the District facilitator will collect your written copy of the questions asked. Submitting your questions in writing will assist in the preparation of an addendum and will eliminate any confusion in understanding your questions.
8.0SCOPE OF SERVICES
8.1The District is requesting a new TELECOMMUNICATIONS SYSTEM capable of analog, digital, IP telephony and wireless for new Elementary Schools.
8.2The system must be modular from 72 to 400 station and trunk ports for possible expansion to future middle and high schools.
8.3Voice over IP (VoIP) must be capable to include distances from the phone room to the farthest point on campus.
8.4The system must be capable of interfacing with our existing Avaya PBX’s, 3 COM data switches, 5 digit dialing plan and with integrated voice response system (IVR).
8.5The system must contain an Ethernet interface and power over Ethernet (IP 802.11af).
8.6The system must be PRI/ISDN compatible.
8.7The system needs the ability to exist in environmental conditions (temperature) similar to a boiler room and be 19 or 23 inch rack mountable.
8.8Capabilities need to exist for remote diagnostics, moves, changes and additions.
8.9System must contain a voice mail system as an additional item with all standard features or be compatible with the Audix system.
8.10The system should be complete with multiple phone styles; display, non-display, wireless, and portable.
8.11In an effort by the District to protect this significant investment in its telecommunications network plan, the proposed system shall have absolute and transparent operational, technical, and functional compatibility and connectivity as it relates to its ability to integrate and function in an efficient, cost effective and easy to use manner with the existing systems that comprise the District’s telecommunications network.
8.12Implementation and Training: Responders must clearly outline their implementation and training plan for Network Services District personnel and end users in our schools.
9.0EVALUATION COMMITTEE MEETINGS
9.1A committee will be convened to review and evaluate responsive information packages, for the purposes of making a decision as to an intended award. Per F.S. 286.011, this is an open public meeting. Notification will also be posted for review by interested parties on December 17, 2003 from 1-3 p.m. Thurber Room C at the School District Purchasing Department, 3300 Forest Hill Boulevard, Suite A-323, West Palm Beach, FL 33406.
10.0PREPARATION AND SUBMISSION
10.1In order to maintain comparability and enhance the review process, it is requested that information packages be organized in the manner specified below. Include all information in your information package. It is required that Eight (8) copies of the information package be submitted with the original information package.
10.2Title Page: Show the RFI number, subject, name of the responders, address, telephone number, email address and the date.
10.3Table of Contents: Include a clear identification of the material by section and by page number.
10.4Letter of Transmittal: Give the names of the persons who will be authorized to make representations for the responder, their titles, addresses and telephone numbers.
10.5REQUEST FOR INFORMATION: Required Response Form (page 1 of RFI) with all required information completed and all signatures as specified.
10.6Experience and Qualifications of the Firm/Staff Technical and Administration:State the experience your firm has had in the last three years with supplying and installing IP/PBX Systems that were compatible with existing communication systems in multiple locations.
10.7Ability to work compatably with existing system: At a minimum, show how your system can successfully interface with the District’s Avaya PBX Platform to enable a system configuration to meet present and future requirements.
10.8Approach / Methodology/Implementation: Outline your on-site implementation and training program(s) which should include the installation and operational use of the equipment and features of the system. State your ability to meet the time requirements.
10.9What level of local support does the responder have for software support?
10.10How many technicians are based in Palm BeachCounty for the proposed solutions?
10.11Cost of Services: Based upon information provided in Introduction 1.5.
10.12Minority/Women Business Participation: Responder are to indicate the extent and nature of the M/WBE’s scope in accordance with Section 20.0 of work with specificity as it relates to the services described in the RFI. Respondersshall provide certification with the District, or the State of Florida, Office of Supplier Diversity, or its successors. A maximum of 10 points will be awarded based upon minority participation.
11.0ORAL PRESENTATION
11.1Firms who submit information packages in response to this RFI and are selected by the Evaluation Committee may be required to give an oral presentation of their information package to the Evaluation Committee on January 8, 2004. This will provide an opportunity for firms to highlight their information packages. This is only a fact-finding and explanation session to assist staff in recommending the successful firm and does not include contract award or negotiations. The presentation is to be based upon the written information packages received. The presentations will be held January 8, 2004, 1-5:00 p.m., rear of the cafeteria, at the Fulton Holland Educational Services Center, 3300 Forest Hill Boulevard, West Palm Beach, FL 33406.
12.0INFORMATION PACKAGE EVALUATION PROCESS:
12.1RFIs are received and publicly opened. Only names of respondents are read at this time.
12.2An Evaluation Committee, consisting of District personnel, will convene, review and discuss all information packages submitted. Purchasing personnel will participate in an advisory capacity only.
12.3The Evaluation Committee will assign points in the evaluation and recommendation process in accordance with the evaluation criteria listed in Evaluation Criteria, Section 13.0.
12.4The Evaluation Committee reserves the right to interview any or all respondersand to require a formal presentation with the key people who will administer and be assigned to work on the contract before recommendation of award. This interview is to be based upon the written information package received.
12.5The Evaluation Committee reserves the right to negotiate further terms and conditions, including price with the highest ranked responder. If the Evaluation Committee cannot reach a mutually beneficial agreement with the first selected responder, the Committee reserves the right to enter into negotiations with the next highest ranked responder and continue this process until agreement is reached.
12.6The Purchasing Department will prepare and submit an agenda item to the Superintendent of Schools, Palm Beach County, Florida.
12.7The Superintendent will recommend to the School Board, the award or rejection of any and/or all information package(s).
12.8The School Board will award or reject any or all information package(s).
13.0EVALUATION CRITERIA
The Evaluation Committee shall rank all information packages received which meet the submittal requirements. The following factors will be considered in ranking the information packages received:
MAXIMUM POINTS
- Experience and Qualifications of the Firm/Staff15
Technical and Administrative
B.Approach/Methodology/Implementation20
C.Compatibility with Existing System25
D.Cost of Services30
E.Minority/Women Business Participation10
______
Total100
14.0LEGAL REQUIREMENTS
14.1It shall be the responsibility of the contractor to be knowledgeable of all federal, state, county and local laws, ordinances, rules and regulations and School Board Policy that in any manner affect the items covered herein which may apply. Specifically, Responder(s) is to adhere to School Board Policies 3.12 and 3.13, pursuant to the following, with respect to any criminal arrests and convictions, and is on notice thereto that any employees involved in any Chapter 435, Florida Statutes offenses are precluded from continuing to work on the project and must be replaced. Failure to comply may result in the immediate termination of the vendor’s contract at the sole discretion of the School District. Lack of knowledge by the Responder(s) will in no way be a cause for relief from responsibility.
14.2Responder(s) doing business with the District are prohibited from discriminating against any employee, applicant, or client because of race, creed, color, national origin, religion, sex or age with regard to but not limited to the following: employment practices, rates of pay or other compensation methods, and training selection.
15.0CONFLICT OF INTEREST
15.1All responders must disclose the name of any officer, director, or agent who is also an employee of the District. All responders must disclose the name of any District employee who owns, directly or indirectly, any interest in the responders' business or any of its branches.
16.0PUBLIC RECORDS LAW
16.1All information package documents or other materials submitted by the responders in response to this RFI will be open for inspection by any person and in accord with Chapter 119, Florida Statutes.