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Request for Proposal (RFP) 15-03 Released RFP 15-03 on December 8, 2014

SPS websiteE-rate Notification SystemNotified 33 vendors from the RFP distribution list

12 vendors responded Held vendor interviews with 6 vendors

(2/18/15 - 2/20/15)

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Why VoIP?• Telephone industry is changing from an analog platform

to a digital platform.– Rapidly increasing costs for analog services– Analog systems are in place at all District locations except the

Auxiliary building – Varying features (voicemail and handsets) throughout district

buildings• FCC is phasing out E-rate reimbursements for local and

long distance voice services• VoIP system will supply all buildings with the same

features• Ownership of the VoIP system will be achieved at the

end of 5 years• VoIP system expected to last at least 10 years

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Proposed VoIP Solutions

Option 1 – Complete IP Solution with Video

Option 2 – Analog & IP Solution

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Proposed Solution Pro’s

Option 1 Solution

Unified / interconnected system allowing resources to be shared efficiently district-wide

Emergency notifications to classrooms

All phones have consistent layout and feature set

Option 2 Solution

Less expensive solution

Simple implementation

Use of existing phone equipment in classrooms (handsets)

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Proposed Solution Con’s

Option 1 Solution

More expense solution

Full deployment to all classrooms may not be accomplished by the start of the 15/16 school year

Option 2 Solution

No emergency notifications to classrooms

Classroom equipment would not be upgradable until end of the 5 years

Variable features accessible by classrooms

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Option 1 Solution Costs: Years 1 - 5

Current System

FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total (FY16- FY20)

Phone Charges

$ 250,000 $ 275,000 $ 300,000 $ 325,000 $ 350,000 $ 375,000 $ 1,625,000

Repair Charges

$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 60,000

- E-rate $ (129,500) $ (102,600) $ (76,500) $ (35,000) $ - $ - $ (214,100)

Net $ 132,500 $ 184,400 $ 235,500 $ 302,000 $ 362,000 $ 387,000 $ 1,470,900

Option 1 System

FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total(FY16-FY20)

System Charges

$194,921 $194,921 $194,921 $194,921 $194,921 $974,605

Phone Charges

$ 59,200 $61,700 $ 64,200 $71,700 $ 74,200 $ 331,000

- E-rate $ (31,950) $ (21,000) $ (9,000) $ - $ - $ (61,950)

Net $ 222,171 $ 235,621 $ 250,121 $ 266,621 $ 269,121 $ 1,243,655

Difference* (savings)

$ 65,542 $ 121 $ (51,879) $ (95,379) $ (117,879) $ (227,245)

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Option 1 Solution Costs: Years 6 - 10

Current System

FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)

Phone Charges

$ 400,000 $ 425,000 $ 450,000 $ 475,000 $ 500,000 $ 2,250,000

Repair Charges

$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 60,000

Net $ 412,000 $ 437,000 $ 462,000 $ 487,000 $ 512,000 $ 2,310,000

Option1 System

FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)

System Charges

$ 1 $ - $ - $ - $ - $ 1

Phone Charges

$ 76,700 $ 84,700 $ 87,200 $ 89,700 $ 98,700 $ 437,000

Maintenance Charges

$ 47,800 $ 47,800 $ 47,800 $ 47,800 $ 47,800 $ 239,000

Net $ 124,501 $ 132,500 $135,000 $137,500 $146,500 $ 676,001

Difference* (savings)

$ (287,499) $ (304,500) $ (327,000) $ (349,500) $ (365,500) $ (1,633,999)

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Option 2 Solution Costs: Years 1 - 5

Current System

FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total (FY16- FY20)

Phone Charges

$ 250,000 $ 275,000 $ 300,000 $ 325,000 $ 350,000 $ 375,000 $ 1,875,000

Repair Charges

$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 72,000

- E-rate $ (129,500) $ (102,600) $ (76,500) $ (35,000) $ - $ - $ (214,100)

Net $ 132,500 $ 184,400 $ 235,500 $ 302,000 $ 362,000 $ 387,000 $ 1,470,900

Option 2 System

FY 15 FY 16 FY 17 FY 18 FY 19 FY 20 Total (FY16- FY20)

System Charges

$155,478 $155,478 $155,478 $155,478 $155,478 $777,390

Phone Charges

$ 59,200 $61,700 $ 64,200 $71,700 $ 74,200 $ 331,000

- E-rate $ (31,950) $ (21,000) $ (9,000) $ - $ - $ (61,950)

Net $182,728 $196,178 $210,678 $227,178 $229,678 $1,046,440

Difference* (savings)

$ (1,672) $ (39,322) $ (91,322) $ (134,822) $ (157,322) $ (424,460)

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Option 2 Solution Costs: Years 6 - 10

Current System

FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)

Phone Charges

$ 400,000 $ 425,000 $ 450,000 $ 475,000 $ 500,000 $ 2,250,000

Repair Charges

$ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 12,000 $ 60,000

Net $ 412,000 $ 437,000 $ 462,000 $ 487,000 $ 512,000 $ 2,310,000

Option 2 System

FY 21 FY 22 FY 23 FY 24 FY 25 Total(FY21 – FY25)

System Charges

$ 1 $ - $ - $ - $ - $ 1

Phone Charges

$ 76,700 $ 84,700 $ 87,200 $ 89,700 $ 98,700 $ 437,000

Maintenance Charges

$36,956 $36,956 $36,956 $36,956 $36,956 $184,780

Net $113,657 $121,656 $124,156 $126,656 $135,656 $621,781

Difference* (savings)

$ (298,343) $ (315,344) $ (337,844) $ (360,344) $ (376,344) $ (1,688,219)