BACKGROUND
The Early Learning Coalition of Duval (the Coalition) was established legislatively in 1999 and is mandated by the Florida Legislature Section 411.01, F.S., to provide early learning programs to children and families in Duval County, which include the School Readiness Program and Voluntary Pre-kindergarten Program. These programs must be developmentally appropriate and research-based, involve parents as their child’s first teacher, serve as preventive measures for children at risk of future school failure, enhance the educational readiness of eligible children, and support family education.
The Coalition’s primary goal is to provide quality early care and voluntary pre-kindergarten education services that prepare children to be “school ready” upon entry into kindergarten.
BID SUBMISSION
The Coalition is a not-for-profit corporation in the State of Florida and is seeking to purchase a Telephone Communications System which has been necessitated because of the office move to another location. The Coalition requests a bid based on the specifications described in Attachment A. The quote must include the following information:
● Bid Number
● Company name and address
● Company telephone and fax number
● Company contact, telephone number, and e-mail address
● Company website address
● Federal I.D. #
● A price list for materials and services described in Attachment A
● A detailed summary of value added products and/or services including but not limited to, customer service, discounts, and any other value added enhancements available
● The bid should be signed and dated by an authorized representative of the vendor on company letterhead
Upon receipt of all bids, the Coalition will review and make a decision based on the best value offered. Most importantly, the selected vendor(s) will be required to enter into an agreement with the Coalition to guarantee the product/service specifications, prices quoted, and value added services described, as well as to ensure adherence to all applicable state and/or federal laws. A bidder must be a reputable vendor specializing in the type of services and products described in Attachment A.
Sealed bids must be mailed or delivered to the Early Learning Coalition of Duval to arrive no later than 4:00 p.m. – Monday, May 3, 2010. A bidder that submits a bid by mail should allow sufficient mail handling time to ensure timely delivery of the bid to the Coalition office located at:
Early Learning Coalition of Duval
Attention: Angel Carro
6850 Belfort Road, Suite 102
Jacksonville, FL 32216
Electronic and/or faxed bid submissions will not be accepted. Questions and/or comments may be addressed by contacting: Angel Carro, Finance Manager at acarro@elcofduval.org. Telephone inquiries will not be accepted.
AWARD PROCESS
Award(s) will be made to one or more selected qualified bidder(s), based on their ability to provide the services and products as specified in Attachment A, value added enhancements available, the bidder’s experience in providing the requested items, and the quality of any previous services and products provided as determined from the bids.
The Coalition reserves the right to review all items listed on any price invoice to evaluate components that include, but are not limited to, product quality and durability.
The Coalition reserves the right to reject any or all bids, to waive any informality of bids, and to accept in whole, or in part, each bid as may be deemed in the best interest of the Coalition.
AWARD PERIOD
Once the bid award has been issued, one or more contracts shall be signed by the Coalition for a period of one (1) year with the vendor(s) of choice with an option of 2 one-year annual renewals. Price quotes must be guaranteed for the first year; however, costs may be re-negotiated at the beginning of each fiscal year (July 1st). If no price adjustments are submitted by the vendor to the Coalition during the period of June 1st to June 15th for subsequent years covered by this Request, the most current quote shall apply for the following fiscal year. Price increases submitted by the vendor(s) during the designated negotiation timeframe that exceed 10% over the previous year’s pricing may be subject to immediate termination of the contract.
PUBLIC ENTITY CRIMES
A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, F.S., for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.
ATTACHMENT A
SPECIFIC INSTRUCTIONS
In accordance with Section 411.01, F.S., Coalitions are required to ensure that programs are developmentally appropriate and research-based, involve parents as their child’s first teacher, serve as preventive measures for children at risk of future school failure, enhance the educational readiness of eligible children, and support family education.
The Early Learning Coalition of Duval is submitting the following invitation to bid for a Telephone Communications System that utilizes voice over internet protocol (VOIP) to replace a current legacy digital telephone system in a very small call center environment. It should be equipped with the following:
Configuration request:
● One (1) VOIP Server
● Twenty-nine (29) Standard IP phones for basic users
● Ten (10) Executive IP phones for supervisors and call center agents
● One (1) receptionist IP phone with extra buttons (add on unit)
● One (1) – Receptionist soft console license/application
● One (1) – Soft phone license/application for remote user
● Four (4) port fax server
● Eight (8) Analog Extension Ports
● One (1) paging port (for future overhead paging)
● Twelve (12) ports (or equivalent) of Voicemail (with advanced auto attendant to route calls to agents)
● Call Center reporting software package for up to ten (10) agents and two (2) supervisors (If it needs a Server, it must be included)
● Call accounting software package for up to a minimum of 50 users (If it needs a Server, it must be included)
● Call recording software package for up to a minimum of 50 users (If it needs a Server, it must be included)
● Needs to be able to take one (1) PRI circuit to start, and expand to two (2) in the future
● Prefer to have a system that can have two (2) expandable conference bridge (up to 10 users minimum) that can be password protected and easily changed
● One (1) UPS to run all quoted systems for at least 30 minutes
Add option for:
● Two (2) – 24 port 10/100/1000 Power Over Ethernet switches (48 PoE ports total) (at least layer 2, manageable, with QoS)
Other notes:
● The servers will need to be install in a provided data rack – standard 7' x 19'' (provide all mounting hardware)
● Labor cost must include installation, programming, basic general user training, call center agent training, supervisor training, and admin training.
● All network configurations and settings will be provided by our IT staff and our IT staff will work with vendor during the installation.
● Quote should include line item pricing on all materials, a description of services being provided, and overview of the project
● Include timeline to complete project from time of contract execution
● Provide copy of terms and conditions and any contract with bid
● Include lease pricing with a $1.00 buy out option, on 36, 48, and 60 months lease
● Provide service agreement cost (if any)
● One year minimum warranty on all materials and labor
● This will be a single site and not be expanding or networking to another site at this time, but may need to in the future.
All bids must clearly list the price for each category.