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1 REQUEST FOR QUOTE VOICE OVER INTERNET PROTOCOL PHONE SYSTEM UPGRADE Revisin 1 Issue date: December 16, 2014 Deadline Date: January 16, 2015 Cntact persn: Chris Hgan, Directr f Prtective Services Address: 801 Navigatin Blvd., Freeprt, Texas Phne: (979)

2 TABLE OF CONTENT Scpe... 3 Request fr Qute... 3 Enquiries... 3 Changes t qute Wrding... 3 Respndent Expenses... 3 Qute Submissins... 3 Acceptance f qutes... 4 Qualificatins Review Cmmittee... 4 Review and Selectin... 4 Mdificatin f Terms... 5 Ownership f qutes... 5 Cnfidentiality f Infrmatin... 5 Required Insurance & Bnds... 5 Vendr Capabilities... 5 Services... 5 Quality Assurance... 6 Warranty & Agreements... 6 General Warranty... 6 Service Level... 6 Sftware Agreements... 7 Declared Disaster... 7 VIP Phne System Specificatins... 7 Cntrl Units... 7 Desk & Cnference Phnes... 8 Vice Mail Server... 8 Regulatry Cmpliance... 9 Attachment 1: Deviatins Attachment 2: Evauatin Frm Attachment 3: Cst Prpsal

3 SCOPE The intent f this Request fr Qute (RFQ) is identify ptential vendrs that can upgrade Prt Freeprt s current vice ver internet prtcl (VIP) phne system with a mre mdern slutin. This prject will include upgrading Prt Freeprt s cntrl units and handsets. The scpe f this prject will als include upgrading the Avaya V4.2 sftware t latest available versin. Equivalent VIP systems will be cnsidered as lng as they meet the requirements within this RFQ. REQUEST FOR QUOTE ENQUIRIES All enquiries related t this RFQ are t be directed, in writing r , t the cntact persn identified n the frnt cver f this RFQ. Infrmatin btained frm any ther surce is nt fficial and shuld nt be relied upn. If there are any deviatins t the requirements specified within this RFQ, Respndents shall dcument the deviatins in Attachment 1. Qutes failing t dcument these deviatins may be rejected withut further cnsideratin. CHANGES TO QUOTE WORDING The Respndent shall nt change the wrding f its qute after submissin unless requested by Prt Freeprt fr the purpses f clarificatin. RESPONDENT EXPENSES Respndents are slely respnsible fr their wn expenses in preparing a qute and fr subsequent negtiatins with Prt Freeprt, if any. Prt Freeprt shall nt be liable t any Respndent fr any claims, whether fr csts r damages incurred by the Respndent in preparing the qute, lss f anticipated prfit in cnnectin with any final Cntract, r any ther matter whatsever. QUOTE SUBMISSIONS The Respndent may submit their sealed qute in persn r by a recgnized mail/delivery service. If in persn, the qute may be hand delivered t: 3

4 Prt Freeprt Emergency Operatin Center Attn: Chris Hgan, Directr f Prtective Services 801 Navigatin Blvd, Freeprt, Texas The deadline fr the sealed qutes is stated n the cver f this RFQ. ACCEPTANCE OF QUOTES This RFQ is nt an agreement t purchase gds r services. Prt Freeprt is nt bund t enter int a Cntract with any respndent. Qutes shall be assessed in light f the qualificatin review criteria. Prt Freeprt shall be under n bligatin t receive further infrmatin, whether written r ral, frm any Respndent. The qute shall be in English. Delivery f the qute shall be in accrdance f the requirements specified within this dcument. QUALIFICATIONS REVIEW COMMITTEE Review f Respndents prpsals shall be cnducted by the Qualificatins Review Cmmittee (QRC) frmed by Prt Freeprt and may include users, emplyees, Cmmissiners and cntractrs f Prt Freeprt. T facilitate the review prcess, all Respndents shall cmplete the evaluatin frms in Attachment 2 and Attachment 3, which shall be included with their prpsal. REVIEW AND SELECTION The QRC shall check Respndents prpsals against the specified criteria. Prpsals nt meeting all criteria established within this dcument may be rejected withut further cnsideratin. Each qualified prpsal shall be evaluated using a quantitative methd fr the fllwing tpics: 10% - Lcatin (i.e. distance frm Prt Freeprt) 14% - Years in Business 17% - Experience installing, cnfiguring, and servicing the prpsed slutin 4

5 17% - Level f Avaya Partnership 17% - Cst 11% - Past experience with Prt Freeprt 14% - Reputatin prpsals shall include at least fur (4) references MODIFICATION OF TERMS Prt Freeprt reserves the right t mdify the terms f this RFQ at any time at Prt Freeprt s sle discretin. This includes the right t cancel this RFQ at any time. OWNERSHIP OF QUOTES All dcuments and assciated materials submitted t Prt Freeprt as part f this RFQ becme the prperty f Prt Freeprt. These items shall be received and held in cnfidence by Prt Freeprt, subject t the prvisins f the Public Infrmatin Act lcated in chapter 552 f the Texas Gvernment Cde. CONFIDENTIALITY OF INFORMATION Infrmatin pertaining t Prt Freeprt btained by the Respndent as a result f participatin in this RFQ is cnfidential and shall nt be disclsed withut written authrizatin frm Prt Freeprt senir management. REQUIRED INSURANCE & BONDS The successful Respndent shall carry insurance as required within the current Prt Freeprt Tariff, which can be viewed at VENDOR CAPABILITIES SERVICES In relatin t this RFQ, the successful Respndent wh becmes a vendr may perfrm and be respnsible fr the fllwing services and duties: Installatin and cnfiguratin f a phne system utilizing VIP technlgies 5

6 Prvide future maintenance and service n an as needed basis fllwing the warranty perid QUALITY ASSURANCE The installer f the system shall have a minimum f five (5) years f experience installing the prpsed brand f system. Fr Avaya slutin, the installer shall be at least an Avaya gld level partner and classified thrugh Avaya as a SME Expert, UC Services Expert, and UM Services Expert. If nt prpsing an Avaya slutin, the installer shall have a similar level f partnership with the prpsed manufacturer. Materials shall be delivered in manufacturer s labeled packages. Additinally, these materials shall be stred and handled in accrdance with manufacturer s requirements, in a facility with envirnmental cnditins within recmmended limits. WARRANTY & AGREEMENTS GENERAL WARRANTY The Respndent s wrkmanship shall be guaranteed fr at least 12-mnths after the cmmissining f the slutin that they installed and/r prvided. If a piece f hardware r sftware fails within the manufacturer s warranty r due t an errr f the successful Respndent, the Respndent shall be respnsible fr replacing the failed device at n additinal cst. The prpsed system shall be supprtable by repair services and spare parts and assemblies fr a minimum f ten (10) years frm date f purchase. SERVICE LEVEL In cases f a system failure, the successful Respndent shall infrm Prt Freeprt immediately what time the repair will take place. During business hurs, the successful Respndent shall give Prt Freeprt a fur (4) hur time windw n the repair expectatin. Fr incidents utside f nrmal business hurs, the successful Respndent shall supply the phne number t a 24-7 mnitred call center/service r at least tw emergency phne numbers. 6

7 SOFTWARE AGREEMENTS An annual Standard Sftware Supprt Agreement shall be included within the qute fr all sftware licenses. Under this agreement, the successful Respndent shall maintain Prt Freeprt at the current versins fr the length f this agreement. DECLARED DISASTER The successful Respndent agrees that in the event f an fficially declared disaster and a phne system failure, Prt Freeprt will receive pririty service, and that its telephne systems be restred t an acceptable level f service prir t service being prvided t cmmercial custmers with lw impact t the infrastructure. Vendr shall qute annual price t prvide declared disaster ptin. VOIP PHONE SYSTEM SPECIFICATIONS CONTROL UNITS Prt Freeprt currently utilizes Avaya IP500 V1 cntrl units. This prject will update the current VIP cntrl units with the fllwing: Avaya IP500V2 cntrl units (quantity: 3) Avaya IP500V2 cntrl units shall be a direct replacement f the existing Avaya IP500 cntrl units and utilize the latest available Avaya sftware and firmware. The cnfiguratin f the new Avaya IP500V2 cntrl units shall be as fllws: Emergency Operatin Center 24 Trunk SIP 4 Analg Prts 4 POTS Lines Administratin Building 8 Analg Prts 8 POTS Lines 7

8 Operatins Building 4 Analg Prts 4 POTS Lines All qutes shall shw unit pricing fr the abve items. DESK & CONFERENCE PHONES Currently, Prt Freeprt utilizes 73 Avaya mdel 5610SW handsets. This prject will update the current VIP handsets t the fllwing: Avaya 9608G Desk Phne (quantity: 53) Avaya 9611G Desk Phne (quantity: 20) Avaya B179 Cnference Phne (quantity: 4) Plantrnics CS530 Wireless Headset (quantity: 3) EHS APV-63 Adaptr Cable fr Avaya 9600 Series Phnes (quantity: 3) Cncerning sftware, the prject shall als include: Avaya Office Wrker License (quantity: 35) Avaya Receptin Sftware (quantity: 3) All qutes shall shw unit pricing fr the abve items. VOICE MAIL SERVER As part f the VIP upgrade, the current vic server shall als be upgraded. Currently, Prt Freeprt is utilizing a Dell Pwer Edge The upgraded server shall be a Dell Pwer Edge R320 utilizing the fllwing minimum specificatins: Intel Xen E V2 Prcessr 8GB Memry (4GB RDIMM x 2, 1600 MT/s, Lw Vlt, Single Rank, x8 Data Width) Windws Server 2012R2,Standard Ed, Factry Inst, N MED,2SKT,2VM ReadyRails Sliding Rails With Cable Management Arm DVD+/-RW, SATA, Internal fr 4HD Chassis 8

9 REGULATORY COMPLIANCE The system shall cmply with applicable FCC and CE regulatins. 9

10 ATTACHMENT 1: DEVIATIONS DESCRIPTION OF DEVIATION REASON/RECOMMENDED PRINT NAME DATE SIGNATURE 10

11 ATTACHMENT 2: EVAUATION FORM Please cmplete the fllwing questins and submit the frm with yur prpsal. 1. What is the distance frm yur clsest brick and mrtar lcatin t Prt Freeprt s EOC (801 Navigatin Blvd, Freeprt, Texas 77541)? Additinally, what is the number f cntractrs and emplyees and what type f services are handled frm this lcatin? a. Distance: b. # f Cntractrs: c. # f Emplyees: d. Types f Services: 2. What date was yur cmpany funded? a. 3. Hw many years f experience des yur cmpany have installing, cnfiguring, and servicing yur prpsed slutins? a. 4. What level f partnership d yu currently hld with Avaya r yur prpsed alternative? a. 5. Have yu previusly dne wrk with Prt Freeprt? If s, list the dates yur cmpany perfrmed wrk at Prt Freeprt, the nature f the wrk, and wh the Prt Freeprt cntact was at that time. a. Nature f Wrk: b. Prt Supervisr/Cntact: 11

12 6. Reference 1 a. Custmer Firm Name: b. Cntact Name: c. Cntact d. Cntact Phne: e. Length f Time as a Custmer: 7. Reference 2 a. Custmer Firm Name: b. Cntact Name: c. Cntact d. Cntact Phne: e. Length f Time as a Custmer: 8. Reference 3 a. Custmer Firm Name: b. Cntact Name: c. Cntact d. Cntact Phne: e. Length f Time as a Custmer: 9. Reference 4 a. Custmer Firm Name: b. Cntact Name: c. Cntact d. Cntact Phne: e. Length f Time as a Custmer: 12

13 ATTACHMENT 3: COST PROPOSAL DESCRIPTION UNIT COST QUANTITY TOTAL COST Avaya IP500 V1 Cntrl Unit - EOC Avaya IP500 V1 Cntrl Unit - Admin Avaya IP500 V1 Cntrl Unit - Operatins Avaya 9608G Desk Phne Avaya 9611G Desk Phne Avaya B179 Cnference Phne Plantrnics CS530 Wireless Headset Avaya Office Wrker License Avaya Receptin Sftware Vice Mail Server Installatin Sftware Agreement Miscellaneus Cst Declared Disaster Respnse TOTAL PROJECT COST 13

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