Bid Documents. Telephone System & Installation. For. Hardin County Water District No. 1. Radcliff, KY. Prepared by:

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1 Bid Documents For Hardin County Water District No. 1 Radcliff, KY Prepared by: Hardin County Water District No Rogersville Road Radcliff, KY Phone: Fax: March 2013

2 INVITATION TO BID Hardin County Water District No. 1 Sealed bids will be received by the Hardin County Water District No. 1 ( DISTRICT ), 1400 Rogersville Road, Radcliff, Kentucky until Thursday, March 14, 2013 at 10:00 a.m. for the project named. Bid forms and further information may be obtained at the DISTRICT offices or downloaded from under Bid Information". All bids must be in a sealed envelope and clearly marked. Electronic bids in the form of Facsimile or will be accepted per DISTRICT instructions. The DISTRICT reserves the right to reject any or all bids and to waive any formalities. The DISTRICT invites any qualified Bidder to submit a bid and does not discriminate on the basis of race, creed, color, sex or national origin. Small Businesses or sub-categories of small businesses are encouraged to submit a bid. For any additional information regarding this project please contact Ms. Andrea Palmer at ext. 221 or by at Page 2 of 13

3 1. INTRODUCTION: 2. GENERAL: Bid Documents Hardin County Water District No. 1 a. The Hardin County Water District No. 1 ( District ) invites qualified vendors to submit a bid for ( Project ) with the following specifications: a. Any inquiries concerning this invitation should be addressed to: Ms. Andrea Palmer 1400 Rogersville Road Radcliff, KY Phone: (270) b. To be considered a bid must be received by the DISTRICT by Thursday, March 14, 2013 at 10:00 a.m.(local time). c. The District reserves the right to waive any or all formalities regarding the proposal. Each bid will become the property of the District and will be considered confidential, not to be copied or distributed outside of the District. 3. AGREEMENT: a. The successful bidder will be required to sign a separate agreement which will set forth services being provided, prices bid and term set, insurance required and waiver of liability against the District. b. The Contractor is to provide proof of general liability insurance, sufficient to cover any losses to the District caused by the negligence of the Contractor, the Contractor's employees or a surrogate performing services for the Contractor. c. The MINIMUM Liability Insurance requirements which the Bidder would be required to provide proof of a current, active policy, are as follows: General Liability (Umbrella)...$50,000 Worker's Compensation...$1,000,000 d. The Contractor shall be required to provide proof and/or certification from the Page 3 of 13

4 manufacturer of the equipment as submitted that the Contractor is authorized to represent the manufacturer, to sell, service and maintain the manufacturer's product, and to provide training, support and warranty services for the manufacturer. e. The Contractor shall provide training to the District and the District's Contractor's employees for each location as specified in section 4.a.. f. The Contractor's bid shall include the minimum warranty requirements: i. Labor and materials as used for the installation and start up of the telephone system, to include peripheral items, shall have a minimum warranty of one (1) year or greater from date of start up. ii. iii. Telephone Equipment, to include switches, telephones and other hardware shall have a minimum warranty of two (2) years or greater from date of start up. Voice Mail system, to include all hardware, software, programming hardware support and technical support, shall have a minimum warranty of one (1) year or greater from date of start up. 4. SCOPE: a. It is the intent of this specification to obtain bids for the replacement of telephone systems at the following Hardin County Water District No. 1 locations: i. Hardin County Water District No. 1 Service Center ii. iii. Fort Knox Water Distribution System Office Fort Knox Water Treatment Plant b. Training is to be provided at the equipment installation locations in the following quantities: i. Hardin County Water District No. 1 Service Center - Minimum of three (3) one hour training sessions are to be provided on site. ii. iii. Fort Knox Water Distribution System Office - Minimum of one (1) one hour training session is to be provided on site. Fort Knox Water Treatment Plant - Minimum of one (1) one hour training session is to be provided on site. Page 4 of 13

5 c. General Specifications: a. Minimum Overall Specifications for Proposal: Feature/Specification Speaker Phone Background Music or Message Extension Call Reporting Feature Lock Out Description Enable "Hands Free" use of telephone Introductory message to caller or background music when placed on hold Ability to determine which extension called, and the number called Ability to block specific features from specific workstations Quantities/ Comments (Minimum Requirements or Needs as specified) - minimum Full Duplex with Wide Band Audio support Included Feature? Y/N: Voice Mail with Remote Access Information Display Conference Calling System and Station Store Battery Backup Night Service Programmable Buttons Allows users to receive voice messages, with ability to retrieve voice messages from any telephone. Display Incoming Call Information, To include local extensions and outside calls and system messages Allows multiple parties to share a single call Program stored numbers as code, number or single digit To retain telephone system programming, to ensure continuity of service during power outages. Pre recorded menu that will direct callers to the correct department Program frequently called numbers, extensions, or outside lines Page 5 of 13, minimum 160x33 pixels - Bidders to quote a solution if offered. Minimum two (2) hour power supply.

6 b. Hardin County Water District No. 1 Service Center - Site Specific Specifications for Proposal: Feature/Specification Standard telephone system, RJ-11 type jack. Cordless Telephone Number of Extensions and Voice Mail Accounts Ability to retain current Directory of Extensions Call Forwarding Auto Pick Up Ring Rolling Ring Back Description Specifically: T VOIP or Voice Over Internet Protocol Two (2) line or greater, compatible with telephone system as proposed; to include base set with cordless handset; to have all or most features as typical for proposed telephones. Current and Planned Hardware Extensions; Virtual Extensions. Current Directory of Users and numbering format (i.e. 200, 201, 202) Ability to forward a call to another station or outside line. Answer any line from a single workstation by use of a code Caller does not receive busy signal, Caller is not directed to voice mail; Call is directed to another work group extension Within work group: Caller receives ring back from previously busy extension when extension is available Quantities/ Comments (Minimum Requirements or Needs as specified) 34 Telephones are required. All locations are pre-wired for RJ-11. Included Feature? Y/N: One (1) Cordless hand set required, to perform as primary telephone unit at one (1) work station. Capacity of 48 or greater hard wired ports and voice mail boxes to ensure expansion. 20 or greater virtual ports for voice mail. Essential: The Current Directory of Users is to be retained, to include the current numbering format Page 6 of 13

7 Feature/Specification External Paging/Speakers Call Recording from Station Supervisory Call Recording Supervisory Monitoring Browser or Internet Based Management or Network Based Programming Off Site Greeting Multiple Voice Mail Purge Description Current System can page employees that are outside of offices, in garage or exterior areas Allows recording of calls at work station for quality assurance Allows supervisor to record employee's calls for coaching purposes Allows supervisor to monitor employee calls for coaching purposes Browser-based management eases configuration tasks, and makes advanced features easier to master, customization capabilities let users do many set-up procedures Enables administrator to change greeting or recorded messages from an off site location or telephone Delete/clear voice multiple mail messages at one time, using single command Quantities/ Comments (Minimum Requirements or Needs as specified) Included Feature? Y/N: Page 7 of 13

8 c. Fort Knox Water Distribution System Office - Site Specific Specifications for Proposal: Feature/Specification Standard telephone system, RJ-11 type jack. Cordless Telephone Number of Extensions and Voice Mail Accounts Extension Call Reporting Auto Pick Up Ring Rolling Night Service External Paging/Speakers Browser Based Management or Network Based Programming Multiple Voice Mail Purge Description Specifically: T VOIP or Voice Over Internet Protocol Two (2) line or greater, compatible with telephone system as proposed; to include base set with cordless handset; to have all or most features as typical for proposed telephones. Current and Planned Hardware Extensions; Virtual Extensions. Ability to determine which extension made the call, and the number called Answer any line from a single workstation by use of a code Caller does not receive busy signal or voice mail; Call is directed to another work group extension Pre recorded menu that will direct callers to the correct department Current System can page employees that are outside of offices, in garage or exterior areas Browser-based management eases configuration tasks, and makes advanced features easier to master, customization capabilities Delete/clear voice multiple mail messages at one time, using single command Quantities/ Comments (Minimum Requirements or Needs as specified) 4 Telephones are required. All locations are pre-wired for RJ-11. Included Feature? Y/N: One (1) Cordless hand set required, to perform as primary telephone unit at one (1) work station. Capacity of 12 or greater hard wired ports and voice mail boxes to ensure expansion. 10 or greater virtual ports for voice mail. Page 8 of 13

9 d. Fort Knox Water Treatment Plant - Site Specific Specifications for Proposal: Feature/Specification Standard telephone system, RJ-11 type jack. Number of Extensions and Voice Mail Accounts Multiple Voice Mail Purge Description Specifically: T VOIP or Voice Over Internet Protocol Current and Planned Hardware Extensions; Virtual Extensions. Delete/clear voice mail messages at one time, using single command Quantities/ Comments (Minimum Requirements or Needs as specified) 4 Telephones are required. All locations are pre-wired for RJ-11. Capacity of four (4) or greater hard wired ports and voice mail boxes to ensure expansion. Four (4) or greater virtual ports for voice mail. Included Feature? Y/N: 5. MATERIALS AND TAXES: a. Prices shall include all labor and materials required to install a working telephone system at each of the locations. Due to the needs for each site, each location may require equipment that is specific to the location. b. Taxes should not be included as the District is tax exempt. The District can provide required documentation upon request. 6. BID REQUIREMENTS: a. Bids must be received by the District prior to Thursday, March 14, 2013, at 10:00 a.m. local time. b. Bids received after that time will be rejected. Bids are to be placed into an envelope, sealed and clearly marked "". c. Bids may be submitted electronically by either facsimile or electronic mail prior to Thursday, March 14, 2013, at 10:00 a.m. local time. Bidders submitting bids using electronic methods must contact the District in advance to ensure acceptance of the bid prior to sending a bid. d. Submittal of completed feature table included in Bid Documents e. List of exceptions for features not provided or additional features not requested 7. BID SELECTION CRITERIA: a. The selected bid will be based on evaluation of several factors. These include but may not be limited to; Page 9 of 13

10 i. Quantity, value and availability of usable features as presented by the bidder. ii. Hardware: Over all specifications, to include meeting all required and optional functions and hardware requirements. iii. Value of proposed hardware based upon bid amount. iv. Warranty or warranties as provided. v. Training provided, to include on site and other methods. vi. Technical Support, to include initial start up, training, and end user options. b. The District s Board of Commissioners will make final determination of any bid accepted and reserves the right to reject any or all bids, and to waive any informalities. 8. SMALL BUSINESS: a. Where applicable: Each bidder shall advise the DISTRICT of their status as a small business, to include DUNS, if classified in a Small Business Subcategory and their NAICS definition, code , related to: Electrical Contractors and Other Wiring Installation Contractors, Telecommunications equipment and wiring (except transmission line) installation contractors, Telephone equipment and building wiring installation, Telephone installation contractors Specifically, per Small Business Administration guidelines, annual revenues from these services <Less Than $14 million per year qualify the business as a small business. The DISTRICT will maintain confidentiality of all information provided. Registration with System for Award Management (SAM, is encouraged, but not mandatory. 9. PAYMENT PROCEDURES: a. The District shall make progress payments on account of the contract price at the following increments ; i. 50% of total contract price upon delivery of materials ii. Additional 25% of total contract price upon installation iii. Final 25% of total contract price upon completion of training and verification that system is complete and fully functional as bid. Page 10 of 13

11 Hardin County Water District No Rogersville Road Radcliff, KY SEALED BID FORM INSTRUCTIONS: Fill in the bid amount for each item. Bids must be placed in a SEALED ENVELOPE and turned in to Ms. Andrea Palmer at the District s main office LATER THAN March 14, 2013 at 10:00 a.m. local time and clearly marked Telephone System & Installation. The District s Board of Commissioners will make final determination of bid accepted and reserves the right to reject any or all bids, and to waive any informalities. Base Bid: Hardin County Water District No. 1 Service Center...$ Alternate Bid 1: Fort Knox Water Distribution...$ Alternate Bid 2: Fort Knox Water Treatment Plant...$ Name of Bidder: Signature: (Print Name) Address: Phone Number: ( ) (By signing above, bidder acknowledges that he/she has read and has agreed to all bid terms.) Any inquiries should be addressed to: Check List for Bid Submittal Requirements Ms. Andrea Palmer Bid Form 1400 Rogersville Road Bid Certification Radcliff, KY List of Exceptions Phone: (270) Completed Feature Submittal Attach Warranty Certificate of Insurance Page 11 of 13

12 Small Business Status Reporting Form Company Name: Address: City/State/Zip: Phone Number: DUNS Revenue <$14 Million? (NAICS per Section 8.a.) Yes (This is T MANDATORY information - and is T required to submit a bid) Registered As A Small Business? Yes No Small Business Sub Category: SERVICE DISABLED VETERAN OWNED VETERAN OWNED WOMAN OWNED MIRITY OWNED SMALL DISADVANTAGED ENTERPRISE OTHER (Please Specify) No Page 12 of 13

13 BID CERTIFICATION & SUBMITTAL FORM By signing below, the undersigned does hereby agree and certify the following terms, understanding and commitments; 1. The bidder, including officers, partners or principals, have thoroughly read and understand all sections of the Request for Bids and that any exceptions or variances requested have been submitted with their bid, all questions have been asked and answered and that the fee(s) submitted with the bid include all required items, services and product. 2. That all information and answers are correct for all parties to the best of their knowledge, and that should any information be found to be materially incorrect or false, the District may terminate any contract or agreement with the parties. 3. By submitting a bid, the Proposer agrees to release the District from any liability resulting from the District's disclosure of such materials and the information contained in them. 4. By submitting a bid, the Proposer also agrees to defend any legal or administrative action seeking release of materials the Proposer believes to be trade secret information and will indemnify and hold harmless the District, its agents and employees from any judgments or damages awarded against any of them in favor of any party requesting the materials, including any costs connected to that defense. If a request is made under Kentucky Statutes for release of any materials submitted by a bidder that the bidder deems to be trade secret information, the District will notify the bidder of such a request, but the District will have no obligation to commence or defend any action to prevent the disclosure of any materials, including materials the bidder believes to be trade secret information or otherwise confidential. 5. That no member of the bidders company, its employees, principals or partners have not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a District employee or Commissioner in connection with this bid and offer. 6. That the undersigned have the authority and approval to submit this bid and bind their corporation or organization to the terms required in the Request for Bid and if selected for further consideration will in good faith negotiate with the District to provide additional pricing or cost information, and to enter into an agreement for completion of this transaction and purchase. Bidder Certification: Signature Printed Name & Title Name of Corporation / Company Witness Signature Date of Bid: Page 13 of 13

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