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Request for Proposal

Request for Proposals (RFP) for Unified Communications as a Service (UCaaS) Provider

St. Charles Public Library District, St. Charles, IL

IssuedSeptember 12, 2019                         

Submittals DueSeptember 25, 2019, 5:00 p.m. Central Daylight Savings Time                

I. INTRODUCTION 
The Board of Trustees of the St. Charles Public Library District (SCPLD) is issuing a Request for Proposal (RFP) from qualified vendors to offer a Unified Communications as a Service (UCaaS) solution.  The proposed system must be a cloud based hosted platform that can allow for scalability, offer easy to use administrative tools, and is easily transferable to a new location.

II. BACKGROUND 
Community & Library Information

For over 125 years, the St. Charles community has supported and benefited from a library.  The Library is governed by an elected seven-member Board of Trustees. The Board provides policy direction over the Library system. They are responsible for final approval of the Library’s Budget and Tax Levy. Current services are financed through property tax revenue, fees, fines, public donations, and State and Federal aid. The Library provides a general collection of books, magazines, periodicals, electronic resources, and multi-media materials. The Library maintains a website (www.scpld.org) that serves a variety of information and service needs 24 hours a day, including access to a range of licensed databases and eBooks, music, and other downloadable material. 

The Library serves a population slightly over 55,000 with approximately 31,684 cardholders in our Library, which means there is a portion of our population that are not served by the Library. The Library is currently undergoing a building project that is in an early concept-planning phase. This would include a full renovation of the 56,000 sq. ft. building and potentially a 6,000 sq. ft. addition.

St. Charles Public Library District Infrastructure 

St. Charles Public Library District is currently using Comcast Business Internet 100 Mbps down / 20 Mbps up (copper) and a 100 MBS down / 100 MBS up (fiber) Internet connection.  In the fall of 2019, St. Charles Public Library District will move to a temporary facility while the current location undergoes renovation.  At the temporary location, St. Charles Public Library District will maintain or upgrade both Internet connections. St. Charles Public Library District also plan to deploy a new core switch stack using PoE (Power over Ethernet) switches.

Computer Specifications

The system must be compatible with SCPLD’s standard staff computer or mobile configurations: a basic workstation consisting of Windows 10, 64-bit and at least 8GB RAM, Apple iPad Pro, Microsoft Surface Laptop 2, current iOS and Android systems.

III. SCOPE OF WORK 

Proposals must include configuration and installation of the UCaaS system, training for both administrators and end users, ongoing maintenance and technical support and all necessary endpoint equipment phones, receptionist console, and conference bridge.  The initial implementation at our current location will require 65 new IP phones and service for 65 users / extensions.  Late Spring of 2021, we anticipate moving back into our remodeled building and may require additional phones and accounts to support areas of the library such as the lobby, mechanical rooms, and storage areas that require basic call service only.  Proposals must address plan and costs for system implementation in existing and/or temporary building, any requirements and cost for adding additional phones and accounts at a later date, and plan and costs for moving the system to the newly remodeled building. 

IV. PROJECT TIMELINE

  • Request for proposal issued: September 12, 2019
  • Deadline for questions from vendor:  September 20, 2019
  • Deadline for vendor proposals: September 25, 2019
  • Proposals opened: September 26, 2019 (Notifications to follow) 
  • Contract awarded: October 9, 2019 
  • Project start (anticipated): November 1, 2019

Download the full Request for Proposal (FRP) for Unified Communications as a Service (UCaaS) Provider