Request for Proposals, Phone System

May 23, 2017

Request for Proposals Lexington Public Schools Phone System (printable copy)

1. INTRODUCTION AND BACKGROUND. Dawson County School District 24-001, commonly known as Lexington Public Schools (School District), is a rural Nebraska school district with approximately 3050 students and 475 full-time staff. The School District is comprised of one high school, one middle school, four elementary buildings, one pre-school, and one administration building.

2. PROJECT INFORMATION. The purpose and intent of this RFP is to solicit responses from qualified individuals and/or agencies (Contractor) interested in providing the School District with a cost effective district wide VOIP phone/voicemail to e-mail system. There are ten physical locations including the administration building, high school, middle school, four elementary schools, career center, alternative education, and pre-school. All buildings with the exception of the pre-school are interconnected with a leased fiber long-term contract at 1Gbps. The pre-school location is connected with a separate outside 100 Mbps Internet connection.

3. SCHEDULE. The District reserves the right to modify the following timetable at its absolute sole discretion.

Issue the Request for Propostal (RFP) May 24, 2017
Due Date for questions regarding RFP June 2, 2017
Responses to written questions provided June 6, 2017
Proposals due to Lexington Public Schools June 13, 2017
Interviews completed if clarifications needed June 14, 2017
Completion of decision making and reference checking June 15, 2017
Announcement of final selection of company July 10, 2017
Contract begins July 11, 2017
Project completion deadline September 30, 2017

4. SCOPE OF THE WORK. The School District intends to establish a contract with Contractor(s) to provide Proposer(s) awarded a contract shall perform covered services under the terms of this agreement.

The selected Contractor shall provide a VoIP telephone or comparable solution that will entail the purchase, installation, and configuration of (9) nine On-Premises IP Systems, networked together with integration to each building’s common area paging systems. A scope of the work and timeline must be included in proposal. No Hosted and/or Cloud based proposals will be accepted. All proposals will be evaluated and Lexington Public Schools will select the option that is best suited for the district.


  • System must integrate into LPS Google (GAFE) email solution and be able to deliver voicemails to individual email accounts.

  • District technology/administrative staff must have full accessibility to system to manage voicemail.

  • End user management of voicemail must have a WEB interface utilizing HTML 5.

  • System must have minimal impact on network bandwidth.

  • System must have direct dialing to any extension within the entire district system.

  • Cell phone integration is required.


    Proposals must include a voicemail system that automatically sends messages to Google mail. Visual voicemail or speech-to-text are preferred.


    Initial capacity will include 400-450 standard phone-sets plus up to 15 advanced management phone-sets that includes management of incoming calls for multiple extensions. Proposals must include pricing to expand all proposed types of system to the following capacity:

  • 500 Standard phone sets
  • 20 Managed phone sets

5. SERVICE AND WARRANTY. If the proposed phone system does not perform to manufacturer’s specifications, the Contractor shall replace the unit(s) with a new phone system of the same model.

Contractor will remedy any defect in software or equipment within forty-eight hours, excluding School District recognized holidays, of initial service request. If the reported defect remains unresolved for a period of forty-eight hours or more, the vendor will provide the School District with a comparable permanent replacement at no charge.

Vendor must be located within a 250-mile radius of the Lexington Public Schools, District Administration Office located at 300 S. Washington Street, Lexington, NE.

Vendor must be bonded, licensed and must be an authorized dealer of the proposed system with a minimum of (3) years selling and servicing of proposed brand.

Vendor must purchase all equipment direct from the manufacturer and/or authorized reseller. All proposed equipment must be new, in current production and supported by the manufacturer at time of submission of proposal.

Vendor is responsible for all equipment, installation, training costs and any annual software, support of software, and/or licensing fees post warranty period.

Vendor must include a written scope of the work including timeline.

Vendor must include any exceptions to the terms and conditions, set forth in the RFP that cannot be met, and identified as Exceptions to Terms and Conditions.

7. FACILITY AND EQUIPMENT INSPECTION. All interested parties should contact Kristi Jergensen, Director of Technology, at 308-324-1212 or to schedule a time to view and inspect the current equipment and facility.

8. PROPOSAL SUBMISSION. (_4_) copies of the proposal shall be addressed and delivered in a sealed envelope to Lexington Public Schools, Attn: Kristi Jergensen, 300 S. Washington Street, P.O. Box 890, Lexington, NE 68850. Proposals will be received until 4:00 p.m. Central Daylight Time on June 13, 2017. Any bid received after that time and date will not be opened or considered, and will be returned to the bidder. At a minimum, Proposals shall include the following:

  1. A description of the firm’s qualifications, including general information, a brief history of its incorporation, prior experience in VoIP solutions, an indication of the Contractor’s experience in similar or equivalent projects and ability/qualifications to complete this project. Include a statement about the firm’s ability to perform as related to current workload, availability, of qualified personnel, and the availability of equipment and supplies. Provide documentation supporting key personnel in the firm as related to technical training education and experience.

  2. A list of at least three (3) completed projects of similar size and magnitude and with similar products and services;

  3. Qualifications for the personnel who will be assigned to work on this project.

  4. References (including contact person, address, and telephone number) for previous project AND a financial reference (bank or surety).

  5. Any exceptions to the proposal requirements.

  6. A complete fee schedule/Price of Contractor’s proposal.

  7. At least one copy of the proposal must bear an original signature of an authorized representative of the Contractor.

9. IDENTIFICATION OF PROPOSAL. Proposals shall be submitted in a sealed envelope with the Contractor’s name, address, and telephone number clearly marked on the cover. The lower left corner of the sealed envelope should read as follows: “PHONE SYSTEM PROPOSAL.”

10. WITHDRAWAL OF PROPOSAL. A request to withdraw a proposal must be made in writing and filed with the Director of Technology prior to the time set for the opening of proposals. No proposal may be withdrawn following the opening of proposals.

11. OPENING OF PROPOSALS. Proposals will be opened publicly and simultaneously in the presence of Contractors and/or their representatives beginning at 4 p.m. on June 13, 2017, or as soon as possible thereafter, in the Office of the Superintendent.

12. CONTACT WITH CONTRACTORS. The School District reserves the right to conduct discussions with any or all Contractors for the purpose of clarification and modification. Discussion and negotiation may include, but is not limited to, the scope of the work, delivery schedule, and pricing.

13. DISQUALIFICATION OF CONTRACTORS. Contractors may be disqualified and their proposals disregarded for reasons which include but are not limited to the following:

  1. The School District has reason to believe that Contractors have engaged in collusion.

  2. The Contractor being interested in any litigation against the School District.

  3. The Contractor is in arrears on any existing contract or has defaulted on a previous contract.

  4. The Contractor has uncompleted work which, in the judgment of the School District, will prevent or hinder its ability to complete this project, if it were awarded to the Contractor.

  5. The Contractor has not been in business for at least three (3) years.

14. SELECTION PROCEDURE. The School District may select a proposal that offers the best value and award a contract to a Contractor based upon its ability and capacity to carry on the work, its equipment and facilities, honesty, integrity, skills, business judgment, experience, equipment, facilities, financial stability, past performance, and other relevant factors.

The School District will consider the proposals and may award a contract at its meeting on July 10, 2017, and/or at such other times and meetings as determined by the board.

15. CONTRACT. The School District will negotiate the terms of a contract with any selected Contractor. If an agreement is reached, the Contractor will enter into a written contract and will perform all work pursuant to that contract. The proposal does not constitute an agreement or contract with the School District, and the School District reserves the right to not enter into any agreement with any Contractor.

16. NON-RESPONSIVE PROPOSALS. A Contractor that fails to respond to any request for information may be deemed non-responsive and its proposal may not be considered for the award.

17. NOTICE. By submitting a proposal, the Contractor agrees to waive any claim it has, or may have, against the School District and its employees, arising out of, or in connection with, the administration, evaluation, or recommendation of any proposal; waiver of any requirements under the proposal documents or the contract documents; acceptance or rejection of any proposals; and award of the contract.

18. DEBARMENT. Submission of a proposal in response to this RFP is certification that you, your company, and any subcontractor is not currently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from submitting proposals to any State or Federal department or agency or any political subdivision of the State of Nebraska.

19. REJECTION OF PROPOSALS. The School District reserves the right (a) to terminate the proposal process at any time; (b) to reject any or all proposals; and (c) to waive formalities and minor irregularities in the proposals received. The School District further reserves the right to conduct a pre-award survey of any Contractor under consideration to confirm any of the information furnished by the firm or to require other evidence of managerial, financial, technical and other capabilities, the positive establishment of which is determined by The School District to be necessary for the successful performance of the contract. The School District further reserves the right to cancel or amend this RFP at any time and will notify all recipients accordingly.

20. INQUIRIES. Submit all questions, inquiries, or requests for clarification in writing to Kristi Jergensen, Director of Technology, 300 S. Washington Street, P.O. Box 890, Lexington, NE 68850, (308) 324-1212, e-mail: