Request for Proposal IP Phone System Upgrade

Transcription

1 SECTION A GENERAL INFORMATION Request for Proposal IP Phone System Upgrade 1. Purpose Mesa County Public Library District (MCPLD) is requesting bid proposals for an IP Phone System Upgrade. 2. List of Requirements a. IP Phone System conversion for the central location in Grand Junction (including the 970West Studio) and the following branch locations; Clifton, De Beque, Fruita, Orchard Mesa, and Palisade. b. Connect all locations to the central location in Grand Junction c. Voic with modern features d. Phone server e. Various models of phone units f. Public phone with limited features g. Port gateway h. UPS battery backup i. All required software for central location Call Center j. Cable install/wire running k. Staff training on new phones and system management 3. Schedule a. MCPLD will follow a preliminary schedule that should result in the selection of a Proposer to provide services starting October 12, Posting of Request for Proposal September 18, 2015 Proposals Dues September 28, 2015 (12:00 p.m.) Public Opening of Proposals September 30, 2015 (3:00 p.m.) Review of Proposals Completed October 7, 2015 Notify Selected Finalist October 9, 2015 b. The RFP will be available to interested Representatives starting Friday, September 18, 2015, and can be obtained from the Mesa County Libraries Administrative Offices located at 443 N. 6 th Street, Grand Junction, CO, 81501, and online: c. After interviews are complete, MCPLD will negotiate for the IP Phone System upgrade. The negotiations will focus on developing a detailed scope of work for the services requested. In the event that a satisfactory agreement cannot be reached, negotiations may be terminated, and/or another firm/individual may be selected. This process will be followed until a mutually satisfactory agreement is reached. 4. Instructions to Proposers Page 1 of 6

2 a. All RFP proposals should be delivered to: Mesa County Public Library District Attn: Matthew Alleman 443 N. 6 th Street Grand Junction, CO b. Proposals must be received on or before September 28, 2015, at or before the hour of 12:00 p.m. Proposals received after 12:00 p.m. may not be considered in the proposal process. c. Two (2) copies of the RFP must be placed in a sealed envelope and clearly labeled Proposal for IP Phone System Upgrade. d. The following information must be included in all proposals: 1. A statement delineating proven experience and expertise in providing the services requested in the RFP. 2. Identification of the individual in charge of agreements or providing services (i.e., owner, manager, supervisor). 3. Description, philosophy and schedule of how work will be performed and how tasks will be tracked to meet MCPLD budget and timeline. 4. Three (3) references for similar services 5. A detailed and clearly stated proposed bid dollar amount inclusive of all potential fees to MCPLD. 6. See Section D for a detail on all other information required. e. Questions from RFP participants/bidders and corresponding responses will be shared with all bidders via . No questions from RFP participants/bidders will be answered after September 28, 2015, at 12:00 p.m. f. The proposals are scheduled for public opening at 3:00 p.m. on Wednesday, September 30, 2015, in the Central Library Mesa Community Room, 443 N. 6 th Street, Grand Junction, CO Selection Criteria a. Proposals will be evaluated based on the criteria and calculated weight factors noted in the table below: Factor Weight 1 Responsiveness of the proposal to the purpose and scope of Given 20% services. Knowledge of project needs, goals and considerations. 2 Experience with similar work, verification of pertinent requirements of 20% laws and regulations concerning practice of the professional services required; proven track record on previous projects, quality of service. 3 Proposed Fee: Clearness, conciseness, reasonableness of proposal in specifying costs and total costs. Reasonableness and credibility of costs. 4 References/key personnel: Strength of references and key personnel. Knowledge of local economic conditions. 5 Other Considerations: General cooperative nature of the firm, adequate resources, and miscellaneous items business conditions that were requested in the RFP. 30% 20% 10% Total Criteria Weight 100% Page 2 of 6

3 b. An Evaluation Committee approved by the Library Director will evaluate the proposals and their cost effectiveness to MCPLD. The Committee will evaluate all information provided in the proposal documents to determine the compliance with and conformance to the requirements set forth in the RFP, and the qualifications of the individual(s) or firm(s) submitting a proposal. The Evaluation Committee s review and final decisions for the RFP will be based primarily on the most qualified Proposer overall, and not simply on the bid amount proposed. The committee will carefully investigate each Proposer s background and experience on similar-type services. c. Proposer s Experience and Capability. The evaluation and determination of a proposer s fulfillment of the following requirements will be made by MCPLD, and its judgment will be final. Criteria to be used in the selection process will include, but may not be limited to, the following considerations: 1. Record and verification of proposer s experience in providing services to businesses and/or municipalities, and demonstrated quality and reliability standards having been met in the service provided. Services provided to facilities of similar size and scope is of particular interest to the Committee. 2. Proposer s capability and capacity to perform services promptly, as specified in the RFP. 3. Proposer s quality of performance of previous MCPLD contracts and/or contracts with other organizations and/or municipalities. 4. Proposer s previous and existing compliance with laws and ordinances relating to contracts. 5. Financial status of the proposer. MCPLD may require whatever evidence is deemed necessary by MCPLD relative to the proposer s financial stability. 6. Proposer s method of hiring a workforce to fulfill contract requirements. 7. False, incomplete, or unresponsive statements in connection with a proposal may be sufficient cause for its rejection. SECTION B TERMS AND CONDITIONS 1. MCPLD reserves the right to reject any and all proposals, to waive minor irregularities not involving price in any proposals received, to re-advertise for proposals, or take any other actions including an award of contract pursuant to this RFP that may be deemed to be in the best interest of MCPLD. MCPLD shall be the sole judge of the submittal that is in the best interest of MCPLD and its decision shall be final. 2. MCPLD reserves the right to request clarification of information submitted and to request additional information from the Proposer. MCPLD reserves the right and sole discretion to reject any response or proposal if a response is non-responsive to the RFP, is incomplete or irregular in any way, or is not in the best interest of MCPLD. 3. MCPLD reserves the right to modify the frequency and/or scope of services within the RFP until September 28, 2015 at 12:00 p.m. 4. MCPLD reserves the right to award any contract to the next most qualified proposer if the selected proposer does not execute the contract according to the schedule outlined above. MCPLD reserves the right to consider and rely upon factors other than pricing in its selection process. 5. The Proposer s proposal shall include those prices necessary to cover the cost of all items required to perform the work as set forth in the RFP documents. No allowance of any kind whatsoever will be made to any proposal because of lack of such examination or knowledge. The submission of a proposal shall be conclusive evidence that the proposer has made such Page 3 of 6

4 an examination. 6. MCPLD requires evidence of general liability insurance with minimum coverage of $1,000,000 per occurrence/$2,000,000 aggregate. 7. Any proposal may be withdrawn until the date and time set forth above for the RFP proposals due date and time. Any RFP not so timely withdrawn shall constitute an irrevocable offer for a period of ninety (90) days to sell to MCPLD the services described in the attached specifications, or until one or more of the proposals have been approved by MCPLD administration, whichever occurs first. 8. If awarded a contract by MCPLD, the Proposer is required to obtain a Business License from the City of Grand Junction and State of Colorado, if they do not already have one. 9. MCPLD shall not be responsible for any costs incurred by the firm in preparing, submitting or presenting its response to this RFP. SECTION C GENERAL SCOPE OF SERVICES MCPLD is pleased to offer an opportunity for an experienced company to provide IP Phone System upgrade services: 1. SCOPE OF WORK TO BE PERFORMED: The Proposer will provide IP Phone System services to MCPLD and consult with its employees, representatives, agents and contractors as to such matters as more fully described below and incorporated herein. The Proposer will perform other services as MCPLD and the Proposer mutually agree in writing. The Proposer shall perform the following services: a. Strategic Planning. The Proposer will assist MCPLD to define and prioritize short and longterm strategic Phone Services, including: 1. Voic with modern features such as message forwarding to 2. Evaluate current system and make recommendations for improvement 3. Business Impact Measures b. Plan Design. The Proposer will assist in creating or updating the Phone System that supports MCPLD objectives, including: 1. Potential plan design changes and suggestions to support a district-wide voice communication strategy. 2. Evaluate the effectiveness of the current plan designs and assist with the plans renewal processes. 3. Begin plan design preparation and recommended changes October 12, Suggest cost reduction ideas that continue to provide a maximum services to employees and MCPLD. c. Financial Analysis. The Proposer will review and analyze existing accounts and bills, assess current monthly charges for appropriateness and make recommendations as needed including: 1. Assist MCPLD by evaluating unnecessary lines and features after an IP Phone System upgrade. 2. Assist MCPLD in determining what type of phones will be necessary for each station. d. Administration. The Proposer will assist with account management and act as solution provider, including: 1. Serve as a liaison between MCPLD and all equipment vendors 2. Solve challenges quickly and suggest changes to the process 3. Recommend additional services to improve customer service 4. Review all plan documents to ensure compliance with vendor agreements Page 4 of 6

5 5. Coordinate, schedule and conduct meetings with equipment vendors and MCPLD as needed e. Vendor Selection. The Proposer will assist with vendor selection and renewal processes, including, but not limited to: 1. Negotiating and analyzing renewals with vendors 2. Finalizing program design, rates, and fees 3. Underwriting and reporting 4. Assisting MCPLD in preparing accurate renewal documents 5. Assist with bid processes, such as preparing requests for proposals, receiving bids and making specific recommendations to MCPLD SECTION D INFORMATION TO BE SUBMITTED WITH PROPOSAL Each Proposer must include in their RFP a response to each of the following requests/questions in a clear and comprehensive manner. Any incomplete or inaccurate response may prevent the Proposer from receiving further consideration for the services described in this RFP. 1. Profile: provide the full name, main office address, and tax identification number of the entity that would ultimately enter into a contract with MCPLD. 2. Provide the name and address of the entity that would actually provide the services to MCPLD, if different from above. 3. Identify whether your firm is an individual, partnership, or corporation and the state of incorporation. 4. Provide an organizational chart. 5. Provide the name(s), address(es), and telephone number(s) of the person(s) who are authorized to negotiate a contract with MCPLD and also the contact person to whom notices regarding this RFP should be sent. 6. Provide copies of all business registrations/business licenses. 7. References/Experience/Past Services: a. List three (3) references, including names, titles, and telephone numbers of contact persons, to which you have provided services in the past two (2) years. b. Provide a list of three (3) additional businesses that your firm currently services that are similar in scope to this RFP. c. Please tell us about your background and experience in projects and whether you have ever worked for a public entity. d. List any other relevant experience. 8. Insurance Coverage: a. Comprehensive general liability insurance with a minimum limit of $1,000,000 per occurrence / $2,000,000 aggregate b. Worker s compensation in accordance with Colorado State law c. Professional Liability with a minimum limit of $2,000,000 d. Valid and current certificates of insurance evidencing the minimum limits of coverage shall be provided. Waiver of subrogation shall apply to all policies. 9. Other information/questions: a. Has the Proposer ever been named as a defendant in any litigation brought by a client as a result of a contract? If so, describe the circumstances fully, and identify the court in which the litigation was filed and provide the case number. Page 5 of 6

6 SECTION E PROPO SER S QUALIFICATION CERTIFICATE Proposer s Qualification Certificate Form to be created by Proposer and submitted with the proposal package, must include responses to the following items regarding Proposer s expertise and proven experience in the following areas: 1. More than five (5) years of verifiable experience in similar projects 2. Business Information: a. Current State of Colorado business license b. Number of years in business under present name c. List any other business names used by Proposer during past five (5) years d. Particular types of work performed by your company e. Number of regular full-time employees f. Has the Proposer, or any representative or partner thereof, failed to complete a contract? If yes, please give details. g. Has the Proposer ever been found guilty of any violations of State or Federal Employment Laws, or debarred from bidding on contracts? If so, please give details. h. Has the Proposer ever filed for Chapter Eleven or other bankruptcy? If yes, please give details. i. Have any adverse legal judgments been rendered against the Proposer in the past five (5) years? If yes, please give details. j. Two (2) Bank References / if only one bank reference is possible, please make note when providing only one reference. k. Proposer should include a separate signed statement, listing their title with the business, stating that they have the authority to bind the Proposer, that they are over the age of 18 and that they have personal knowledge of the facts presented in their RFP to MCPLD. SECTION F COST AND FEE SCHEDULE Proposers shall provide a fee schedule for broker service fees, commissions and any other fees in the proposal. All fees should be transparent to MCPLD. This does not include the actual costs of the plans that will be considered. 1. For calculating purposes, MCPLD currently employees 96 employees. 2. MCPLD currently has 64 phones and will need the following at each location: a. Central Public Phone = 54 b. 970West Production Studio 3 c. Clifton 2 d. De Beque 1 e. Fruita 2 f. Orchard Mesa 1 g. Palisade 1 3. There are alarm lines at all branch locations including two at the central location in Grand Junction. Page 6 of 6