The Organization for Educational Technology and Curriculum (“OETC”) is issuing an Invitation to Bid for Hosted voice over IP service and equipment as a joint cooperative procurement on behalf of its public K-12 and higher education member institutions.

Proposal Submission Deadline:

Due Date: May 24, 2022 at 2:00 p.m. PST

Electronic Submission

Submit electronically via oetc.org/bid-submit. All required documentation must be submitted through the website no later than 2:00 p.m. on the Due Date identified above. Late bids shall be rejected.

Hard Copy Submission

No hardcopy submittals will be accepted.

Invitation to Bid Documents

The following documents comprise this invitation to bid
Section ReferenceQuestionAnswer
A: 5-Exhibit 1 Pricing Information, Specifications

A: Tab 2 & 3 / VoIP Service Pricing – Tab 2; Handset Pricing – Tab 3
Our understanding is the administrative fee is calculated on the total solution price for a multi-year contract (or single transaction) and then reported and paid based on the actual invoiced amount during the quarterly reporting period. Is our understanding correct?

For example, if an OTEC members signs a three year contract valued at $750k ($250k/year), the Admin Fee would be 1% as the transaction falls within the $500k-$999k band. Once the service begins invoicing, the vendor reports and pays the fee based on actual invoices during the reporting cycle.

Month 1 Invoice: $22,000 x 1% = $220
Month 2 Invoice: $22,500 x 1% = $225
Month 3 Invoice: $24,000 x 1% = $240
No. Paid per year at the 2% band.
A: 5-Exhibit 1 Pricing Information, Specifications

A: Tab 2 & 3 / VoIP Service Pricing – Tab 2; Handset Pricing – Tab 3
Lastly, please confirm no administrative fee is paid based on a Purchase Order Amount as listed in Appendix B.Admin fees are calculated on all purchase orders
1. 1-OETC-22B-VoIP-ITB 3 Critical ITB Dates and Times. 3 "May 17, 2022 / Posted Answers: to our questions.Will OETC please provide responses to questions on a rolling basis through May 17, 2022, vs. answering all questions on May 17, 2022? N/A
2. 1-OETC-22B-VoIP-ITB I, 2 ITB Overview, ITB Details 2 "The Estimated Fulfillment Volume is $9,000,000.Is the $9M estimate for the contract's three-year base period or for the entire 6 years (3-years base and 3-years of extensions)? "6 years.
3. 1-OETC-22B-VoIP-ITB I,6.b ITB Overview, About OETC How many of the 1000 institutions mentioned are using the existing VoIP contract?About 35
4. 1-OETC-22B-VoIP-ITB I, 6.b ITB Overview, About OETCParagraph b states that there are 1000 educational institutions able to use this contract.

Can OETC provide the estimated number of VoIP users for each of these institutions?

Example:
* 1-500 users: 100 institutions
* 501-1000 users: 500 institutions
* 1001+ users: 400 institutions
~100,000 students represented by 5,500 users.
5. 5-Exhibit 1 Pricing Information, Specifications Tab 1 Exhibit 1 Specifications Tab 1 Requirement: Service supports Routing System.Please define Routing System and provide additional detail about OETC's Routing System requirements?"A routing system is a system that connects two or more packet-switched networks or subnetworks. It serves two primary functions: managing traffic between these networks by forwarding data packets to their intended IP addresses, and allowing multiple devices to use the same Internet connection.
6. 5-Exhibit 1 Pricing Information, Specifications Tab 2 & 3 VoIP Service Pricing/ Tab 2 Handset Pricing - Tab 3
Tab 2 & 3 OETC Admin Fee for Single Transaction Amounts. (3%, 2%, 1%, 1% by Single Transaction Amount, $0-$99k, $100k-$499k, $500k-$999k, $1M+, respectively)
Is the OETC Admin Fee calculated on the total solution price for a multi-year contract?

For example, if an OETC member signs a three-year contract valued at $750K ($250K / year), would the OETC Admin Fee be 1% (in the $500k-$999k band) or in the 2% Admin Fee (in the $100k-$499k band)?
2%, paid annually.
Section II / IIIWill structured cabling installations and upgrades be part of this bid?No
Section II / IIIWill network technology upgrades, such as additional switch capacity and configuration, be the responsibility of the bidder?If necessary, that is the responsibility of the institution.
Section II / IIIWill we be responsible for any required internet service improvements? Or are schools required to coordinate that themselves, based on our recommendations?If necessary, that is the responsibility of the institution.
Section II / IIIWill we be switching all sites to a single unified provider, or will some sites be authorized to keep their existing VOIP providers?If necessary, that is the responsibility of the institution.
Section II / IIIWill school or district IT participate in device installation and maintenance?If necessary, that is the responsibility of the institution.