Wahkiakum County Request for Proposal New Telephony System with Unified Communication support. Due Date: 3:00pm May 15 st 2015

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1 Wahkiakum County Request for Proposal New Telephony System with Unified Communication support. Due Date: 3:00pm May 15 st 2015 INTRODUCTION AND BACKGROUND Proposal Deadline: Proposal will be received by Wahkiakum County Auditor Office, P O Box 543, 64 Main Street, Cathlamet, WA :00pm May 15 st 2015, for the provision of a new telephony and unified communication system which will service about 150 end points. General Information: Wahkiakum County operates under an elected three-member Board of Commissioners. The County Auditor s Office is responsible for providing accounting and information technology services to a staff of approximately 100 employees. The County needs to improve its communication infrastructure. Its current PBX system is severely out of date and is showing signs of hardware failure. The County requires a system that meets the following parameters: System shall be an advanced telephony system that will service approximately 150 end points at multiple and mobile locations. System shall be integrated into an Exchange service. System shall be compatible with a voice logging system. System shall support ring groups. System shall be able to fail over to copper 2 wire phones at 3 to 5 strategic locations. System shall support individual voic boxes and group voic box. System shall support auto-attendant. System shall support transfer out to copper and/or mobile phones. Should a proposer s product not include hardware, the proposer must include minimum hardware specifications to meet the stated objectives. The cost of the hardware will be added to the item cost for purposes of comparison. All equipment, parts and material shall be new, unused, manufacturer s latest model and in current production. All materials shall have physical and chemical properties to withstand the intended service. Equipment design shall have sufficient excess capacity for durability and safety. The proposed system shall include the warranty of the proposer that proposer will maintain the software product(s), other products and software documentation, including all updates, so that the software product(s), other products and software documentation will operate in conformity with all improvements, additions, or modifications of the 1 of 6

2 software installed at Wahkiakum County for a period of not less than five (5) years from the date of final acceptance of all software products, other products and software documentation. The cost of the maintenance must be identified in the proposal. All lump sum prices shall include sales tax in the proposal price unless otherwise noted. The successful vendor is expected to obtain and pay for all required federal, state, and local licenses and permits required for purchase and installation. The responsibility for determining and obtaining the full extent of all information needed to respond to the Request for Proposals (RFP) rests with the Proposer. 2 of 6

3 All questions concerning this RFP must be directed to the RFP Coordinator listed below: More Power Technology Group Bob Von Roch, Project Manager. P O Box Main Street Cathlamet, WA Fax: Any oral communications will be considered unofficial and non-binding on Wahkiakum County. Proposers should rely only on written statements issued by the RFP Coordinator. Preliminary Timeline March 31 st 2015 Proposal Publishing Date May 15 th 2015 Proposal Closing Date May 18 th 2015 Opening of Sealed Proposals May 26 th 2015 Proposal Review Data GENERAL CONDITIONS Proposal Response Date and Location The Finance Department must receive the firm s proposal, in its entirety, not later than 3:00 p.m., Pacific Time in Cathlamet, Washington, on 3:00pm May 15 st Firms submitting proposals assume all risk related to the method of dispatch chosen. Wahkiakum County assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means. Proposal Rejection Wahkiakum County reserves the right to reject any or all proposals at any time without penalty, or waive any irregularities and informalities in the proposals submitted and accepted by the County. The issuance of this RFP does not compel the County to enter into a contract with any Proposer. Errors in Proposal The County will not be liable for any errors in proposals. Firms will not be allowed to alter proposal documents after the deadline for proposal submission. County-Requested Clarifications The County reserves the right to request clarification of information submitted and to request additional information from any proposer. Withdrawal of Proposals Firms may withdraw a proposal that has been submitted at any time up to the proposal closing date and time. 3 of 6

4 Non-Endorsement As a result of the selection of a vendor, the County is neither endorsing nor suggesting that vendor s services are the best or only solution. The vendor agrees to make no reference to the County in any literature, promotional material, brochures, sales presentation or the like without prior express written consent from the County. Response Property of Wahkiakum County All proposals and accompanying documentation will become the property of Wahkiakum County. Selection or rejection of a proposal does not affect this right. Proprietary proposal Material Any information contained in the proposal that is proprietary must be clearly designated. Marking the entire proposal as proprietary will be neither accepted nor honored. If a request is made to view a firm s proposal, the County will comply according to the Public Records Act, Chapter RCW. If any information is marked as proprietary in the proposal, such information will not be made available until the affected firm has been given an opportunity to seek a court injunction against the requested disclosure. Cost of Preparing Proposals Wahkiakum County shall not be liable for any costs incurred by firms in the preparation and presentation of proposal in response to this RFP. Number of Proposals Copies Required Firms responding to this RFP are to submit one (1) original copy and one (1) digital copy on either CD-R/DVD-R or USB memory device of the complete proposal package in either Adobe Acrobat or Microsoft Office 2010 compatible formats. Legal Disputes In submitting a proposal, the Proposer agrees that in the event of litigation concerning or arising out of the above-referenced agreement or this RFP, proposals in response to this RFP or related process, the sole venue of any legal action shall be Wahkiakum County Superior Court, and the laws governing the interpretation of the agreement, this RFP or related process shall be Washington State law. Indemnification In submitting a proposal, the Proposer agrees to indemnify and hold the County harmless of all liability, risks, costs, claims, actions, suits, demands, losses expenses, injuries and damages of any kind arising directly or indirectly out of, or in connection with, the County s handling of the RFP process, including, but not limited to, the rejection of any or all proposals. Proposal Opening All proposals must be submitted to the Wahkiakum County Auditor Office, P O Box 543, 64 Main Street, Cathlamet, Washington no later than 3:00 p.m., 3:00pm May 15 st 2015 and must be clearly marked: Proposals FOR: Wahkiakum County Telephony System with Unified Communications Support 4 of 6

5 Review of proposals All qualified proposals will be reviewed and representatives from the highest-ranking vendor(s) may be invited to present their proposals to the County s IT Committee on 3:00pm May 26 st PROPOSAL REQUIREMENTS Content and Format Proposals should be prepared simply and economically, providing a straightforward, concise description of provider capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and clarity of content. Proposals in response to this RFP must include the following: Executive Summary An overview of your proposal and summary statements associated with the key elements of the RFP. The purpose of the executive summary is to help the evaluation committee determine the proposal s distinguishing characteristics compared to other proposals. Proposal Certification Form The proposal certification form must be complete and signed by the proposer representative authorized to make contractual obligations. 5 of 6

6 Proposal Certification Form Wahkiakum County REQUEST FOR PROPOSAL: New Telephony System with Unified Communication support. I have read the Request for Proposal (RFP) for New Telephony System with Unified Communications and fully understand its intent. I understand that our ability to meet the criteria and provide the required services shall be reviewed by the County, which will develop a recommendation for Board of County Commissioners consideration regarding the selection of the most advantageous telephony system with unified communications. It is understood that all information included in, attached to, or required by this RFP shall become public record upon delivery to the County. With my signature, I certify the following: That I am authorized to commit my firm to this Proposal and that the information herein is valid for 45 days from this date. That all information presented herein is accurate and complete and that the services and equipment can be delivered as presented in this proposal upon the County s request. That I have had an opportunity to ask questions regarding this RFP and that those questions have been answered. That I understand that any material omission of required forms or information may result in rejection of this proposal as non-responsive. That this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for this proposal, and is in all respects fair and without collusion or fraud. That the completion of the Proposal is a binding commitment to provide a New Telephony System with Unified Communication Support and related services requested as proposed herein. Proposer: Signature of Proposer or Agent: Date Name (printed) Title Address Phone Fax Address 6 of 6

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