REQUEST FOR PROPOSAL (RFP) CELLULAR PHONE SERVICE

Transcription

1 REQUEST FOR PROPOSAL (RFP) CELLULAR PHONE SERVICE NORTHFIELD TOWNSHIP AREA LIBRARY 125 BARKER ROAD WHITMORE LAKE, MI DATE 9/9/14 RFP Description 3 s Proposal Due Date October 11, paper and 1 e-copy required Contact Person Marion Beard Technology Manager Phone: x24 RFP proposal available in PDF at TIME TABLE DATE RFP Issued September 9, 2014 Proposal Due October 11, 2014 Finalist Selection December 13, 2014 Forward Submissions to: Marion Beard, Technology Manager Northfield Township Area Library, 125 Barker Road, Whitmore Lake, MI paper submission and 1 e-submission for the RFP bid response are required.

2 TABLE OF CONTENTS 1. SUMMARY AND BACKGROUND PROPOSAL GUIDELINES PROJECT PURPOSE AND DESCRIPTION PROJECT SCOPE REQUEST FOR PROPOSAL AND PROJECT TIMELINE COST DETAILS 4 8. PROPOSAL EVALUATION CRITERIA

3 1. SUMMARY AND BACKGROUND Northfield Township Area Library is currently accepting proposals for 3 cellular phone lines service that will include talk, text and data. The purpose of this Request for Proposal (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the direction Northfield Township Area Library wishes to go. Northfield Township Area Library is a public library that opened in June of 1989 and is focused on providing services to our patrons and the people of our community. 2. PROPOSAL GUIDELINES This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until 5pm EST October 11, Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. Vendors must include a current cell coverage area map for the area surrounding the Northfield Township Area Library. Vendors must also test each location for signal strength within buildings and provide Northfield Township Area Library a copy of this report. This test must include testing voice and data. Vendor must also maintain a local store presence within 15 miles of the Northfield Township Area Library for support. All costs must be itemized to include an explanation of all fees and taxes. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by Northfield Township Area Library and will include scope, budget, schedule, and other necessary items pertaining to the project. 3. PROJECT PURPOSE AND DESCRIPTION The purpose of this project is as follows: Northfield Township Area Library currently does not have any cellular service. Cellular service would be beneficial to communications between patrons and staff, for technical support when the IT is not in the building, for communicating between the director and library board and staff outside of library hours and for applications we use for circulation, ebooks, eaudio books, accounting and our alarm system. 2

4 Project Description: Northfield Township Area Library is seeking 3 reliable, cellular phone service lines that include talk, text and data. 4. PROJECT SCOPE The scope of this project must include pricing for all talk, text and data plans, and contract lengths. 5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE Request for Proposal Timeline: All proposals in response to this RFP are due no later than 5pm EST October 11, 2014 Evaluation of proposals will be conducted from October 13, 2014 until October 24, If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified. The selection decision for the winning bidder will be made no later than December 13, 2014 Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by April 1, Notifications to bidders who were not selected will be completed by December 1, 2014 Project Timeline: Project initiation phase must be completed by September 1, 2015 Project planning phase must be completed by October 15, Project planning phase will determine the timeline/schedule for the remaining phases of the project. 6. COST DETAILS WILL INCLUDE: a. Contract pricing b. Non-contract pricing. c. Talk, text and data plans d. Fees and taxes 7. PROPOSAL EVALUATION CRITERIA Northfield Township Area Library will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria: Overall proposal suitability: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner 3

5 Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project. Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project Each bidder must submit 1 copy of their proposal by October 11, 2014, to: Marion Beard, Northfield Township Area Library, 125 Barker Road, Whitmore Lake, Michigan And one e-copy to: 4