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Basic Information

Reference Number

0000250255

Issuing Organization

Santa Rosa County School Board

Owner Organization

Purchasing

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP 21-01

Title

District Wide VOIP Service

Source ID

PU.AG.USA.1062.C7392651

Details

Location

United States, Florida, Santa Rosa County

Delivery Point

Santa Rosa County District Schools

Purchase Type

Term: 03/10/2021 12:00 AM CST - 03/09/2026 11:59 PM CDT

Piggyback Contract

Yes

Description

The Santa Rosa County School District is seeking a District Wide VOIP Service. The below is a brief description of the desired service, locations and timeline for deployment:

Hosted VOIP Phone System

Platform based on 3CX Professional Edition or equivalent:
1. https://www.3cx.com/phone-system/edition-comparison
Cloud-based hosting (specify platform) with VPN Tunnel
Scalable and by site configurable hosted bundle with a minimum of:
1. Licensed for 256 simultaneous calls, capable of expanding to 1,024.
2. SIP Trunks for 128 simultaneous VOIP calls, capable of expanding to 512.
3. Porting of existing DID call-in numbers as needed.
4. Unlimited number of users/extensions
5. Managed Service
Softphone apps & licensing included for the following clients:
1. Web-based (for Windows for Mac)
2. Smartphones (for Android and iOS)
Complete configuration for all features, including but not limited to these components:
1. Sync with Office 365 (Users’ Phonebook)
2. Sync with Office 365 (Azure AD)
3. Call-From-Browser Extension
4. Conference Calling
5. Auto-attendant
6. Hunt Groups
7. Intercom integration
Training for the end user and the District Network personnel may be required.
Systems currently in use throughout the District in 65+ schools and departments:
1. Key system with extensions, hunt groups, voicemail – 455 phone numbers plus extensions
2. Hosted VOIP with individually licensed numbers – 266 phone numbers
3. Hosted VOIP bundle with SIP trunk – 6 phone number plus extensions
Deployment Phasing
1. A phased deployment of the awarded system will need to occur. The following is a rough estimate of when the current systems would need to be completely transitioned to the awarded system:
  1. Hosted VOIP with Bundle with SIP Trunk – April 2021
  2. Hosted VOIP with individually licensed numbers – June 2021
  3. Key system with extensions – March 2023
Porting: The District does desire to port some current phone numbers currently assigned but will accept the assignment of new phone numbers in some instances where it will assist in the deployment of the system.

Dates

Publication

12/11/2020 03:40 PM CST

Question Acceptance Deadline

12/21/2020 12:00 PM CST

Questions are submitted online

Yes

Closing Date

01/26/2021 03:00 PM CST

Prebid Conference

01/07/2021 01:30 PM CST

Contact Information

Travis Fulton

850-983-5130

fultont@santarosa.k12.fl.us

Buyer Preferences, Guidelines & Requirements

General Requirements

- Employee Background Checks Required

- Federally Funded

- Insurance Required

- License Required

- Security Badges

- Training Required

- Warranty Information Required

Pre-Bidding Events

Event Type

Prebid Conference

Attendance

Mandatory

Event date

01/07/2021 01:30 PM CST

Location

Santa Rosa County School Board Canal Street Complex, ITS Trng Rm, 5086 Canal St, Milton, FL 32570

Event Note

Detailed information will be discussed at a mandatory
pre-proposal conference to be held January 7, 2021 at 1:30 PM CST, at the Santa Rosa County School Board Canal Street Complex, ITS Training Room, 5086 Canal Street, Milton, FL 32570. Additionally, the pre-proposal conference will be offered by virtual meeting via Microsoft Teams, refer to the solicitation document for detailed information. Only those attending the conference, either in person or by the virtual meeting, will be allowed to submit a proposal. Contractors must arrive on time to be allowed to participate in the conference. Those arriving after the five (5) minute sign in period will not be allowed to participate or submit a proposal.

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Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Identity & Proposal

Pricing

No pricing in this envelope

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Proposal Form	Company Contact Information	Yes	No
Drug Free Workplace Form	Drug Free Workplace Form	Yes	No
Public Entity Crimes Form	Public Entity Crimes Form	Yes	No
Certification Regarding Lobbying Form	Certification Regarding Lobbying Form	Yes	No
Disclosure of Lobbying Activities Form	Disclosure of Lobbying Activities Form	No	No
Conflict of Interest Form	Conflict of Interest Form	Yes	No
Business Proposal	Business Proposal (including company history and references)	Yes	No
No entries

Additional Bidding Instructions

All proposals must be submitted electronically through the Florida Purchasing Group, located at https://www.floridabidsystem.com.
Only the names of the companies submitting a bid will be called out at the RFP opening per Florida Statute 119.071.
Proposals submitted will be publicly reviewed in the Director of Purchasing and Contract Administrator’s office at 8:00AM CST, January 27, 2020.

Envelope 2 - Pricing

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Disclaimer Thank you for your interest in our bid opportunities and we welcome you to submit a response. Please be sure to review and comply with all specifications and requirements.