Request for Proposals Phone System Replacement

Transcription

1 Request for Proposals Phone System Replacement A. Introduction: The Housing Authority of the County of Kern (Authority) is seeking proposals for a voice telephone system to replace existing systems, and to incorporate current infrastructures within the main office, and throughout its offsite locations. B. Current Infrastructure: The main office is utilizing a Vodavi Triad system connected to VoIP phone services. Main features the Housing Authority currently uses at the Central Office: a. 83 Triad phones b. 72 mailboxes c. After hour night attendant d. 6 Fax lines The Authority currently owns/operates 26 offices throughout the county. These phone systems are a combination of technologies. Furthermore, our second largest offsite department has eleven (11) individual phones, and mailboxes, with one fax line. For further information see exhibit 1. C. Scope of Work The Authority is seeking proposals to incorporate an all inclusive phone system for the main office and offsite locations. The proposal should include the following: Number of handsets (onsite and offsite locations) IM service Conferencing Hosted PBX Unified messaging Auto attendant Programmable phone tree Timeline for completion Training

2 D. Evaluation Criteria Submittals will be evaluated based on the criteria listed in this section. In preparing your proposal to the Authority, it is important to clearly demonstrate expertise in the areas described in this document. You are encouraged to identify and clearly label in your proposal how each criterion is being fully addressed. Evaluation of responses to this RFP will be based only on the information provided in the proposal, and if applicable, interviews, and reference responses. The Authority reserves the right to request additional information or documentation from you regarding your submittal documents, personnel, financial viability, or other items in order to complete the selection process. If you choose to provide additional materials beyond those requested, those materials should be included in a separate section of the proposal. In submitting, you agree that any costs or prices proposed will be valid for a minimum of 90 days from the date of the proposal. The following criteria with a point system of relative importance with an aggregate total of one hundred points will be utilized to evaluate each proposal: 1 Evaluation Criteria System capability/features Weighting (Max. Points) 30 2 Experience 15 3 Section 3 Economic Opportunity Plan and Bidders Certification 15 4 Proposed Price Structure 40 Maximum Total Points 100 E. Submission Requirements 1) Due Date and Place For Submission of Proposals: Proposals are due by November 23, 2015 at 10:00AM. All Proposals should be clearly marked when delivered, mailed or ed. NOTE: A faxed Proposal is not acceptable. All proposals received will become the property of the Housing Authority and will not be returned to the firm. 2) Required Number of Copies: one (1) proposal must be received at the Authority s address below or ed to ttrimble@kernha.org 3) All Proposals should be clearly marked when delivered or mailed. Housing Authority of the County of Kern Phone System Replacement Attention: Troy Trimble th Street Bakersfield, CA 93301

3 The original of each of the forms indicated below must also be completed and submitted with the proposal. (Description of the Section 3 forms is found in Section G.2. below.) Section 3 Economic Opportunity Plan Section 3 Resident Employment/Business Utilization Bidders Certification 4) Rights Reserved by the Authority: the Authority reserves the right to waive as an informality any irregularities in submittals and/or to reject any or all proposals. F. Selection Process All responses to this RFP that are received will be screened for eligibility. As time permits, an evaluation panel will rate eligible proposals, according to the criteria listed in Section D. above, and may conduct reference checks as part of the process. If there is insufficient information, the Authority reserves the right to request additional information, and to interview firms to discuss their proposal. Based on its evaluation, the panel will make a recommendation to the Authority s Executive Director, to select a qualified firm for the phone systems. Any protest of the selection process will be resolved in accordance with the Authority s Procurement Policies. G. Administrative Information 1) Minority-owned and Women-owned Business Enterprises: AUTHORITY strongly encourages minority-owned and women-owned businesses, socially and economically disadvantaged business enterprises, HUD Section 3 businesses, and small businesses to submit a proposal, to participate as partners, or to participate in other business activity in response to this RFP. 2) Section 3 Requirements: Section 3 of the Housing and Urban Development Act of 1968 (hereinafter Section 3 ) requires AUTHORITY to the greatest extent feasible to provide employment opportunities to Section 3 residents. Section 3 residents include residents of AUTHORITY communities and other low-income residents of Kern County. Each proposer is required to submit with their proposal a Section 3 Economic Opportunity Plan and a Section 3 Resident Employment/Business Utilization Bidders Certification form. The following language regarding Section 3 will be included as part of the contract to be executed based on this RFP. A. The work to be performed under this contract is on a project assisted under a program providing direct federal financial assistance from the Department of Housing and Urban Development and is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 17O1u. Section 3 requires that the greatest extent feasible opportunities for training and employment be given lower income residents of the project area and contracts for work in connection with the project be awarded to business concerns which are located in, or owned in substantial part by persons residing in the area of the project. B. The parties to this contract will comply with the provisions of said Section 3 and the regulations issued pursuant thereto by the Secretary of Housing and Urban

4 Development set forth in 24 CFR Part 135 and all applicable rules and orders of the Department issued there under prior to the execution of this contract. The parties to this contract certify and agree that they are under no contractual or other disability which would prevent them from complying with these requirements. C. The contractor will send to each labor organization or representative of workers with which he has a collective bargaining agreement or other contract or understanding, if any, a notice advising the said labor organization or worker's representative of his commitments under this Section 3 clause and shall post copies of the notice in conspicuous places available to employees and applicants for employment or training. D. The contractor will include this Section 3 clause in every subcontract for work in connection with the project and will, at the direction of the applicant for or recipient of Federal financial assistance, take appropriate action pursuant to the subcontract upon a finding that the subcontractor is in violation of regulations issued by the Secretary of Housing and Urban Development, 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the latter has been found in violation of regulations under 24 CFR Part 135 and will not let any subcontract unless the subcontractor has first provided it with a preliminary statement of ability to comply with the requirements of these regulations. E. Compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of the Department issued there under prior to the execution of the contract, shall be a condition of the federal financial assistance provided to the project, binding upon the applicant or recipient for such assistance, its successors, and assigns. Failure to fulfill these requirements shall subject the applicant or recipient, its contractors and subcontractors, its successors, and assigns to those sanctions specified by the grant or loan agreement or contract through which federal assistance is provided, and to such sanctions as are specified by 24 CFR Part ) Payment Requirements: Firms / individuals should be aware that AUTHORITY will only make payments on the work commissioned under this RFP after the work being billed has been completed. No advance payments will be made to the firms / individuals, who must have the capacity to meet all project expenses in advance of payments by AUTHORITY. 4) Documents Produced: All documents and products created by the firm / individual under any agreement become the exclusive property of AUTHORITY. 5) Other Contracts: During the original term and all subsequent renewal terms of the contracts resulting from this RFP, AUTHORITY expressly reserves the right, through any other sources available, to pursue and implement alternative means of soliciting and awarding similar or related services as described in this RFP. 6) Funding Availability: By responding to this RFP, you acknowledge that for any contract signed as a result of this RFP, the authority to proceed with the work is contingent upon the availability of funding. 7) Insurance: The following are the insurance requirements that will be included in the agreements executed based on this RFP: Consultant shall procure and maintain for the duration of the contract insurance against

5 claims for injuries to persons or damages to property which may arise from or in connection with the Consultant, its agents, representatives, employees, or subcontractors. MINIMUM SCOPE OF INSURANCE Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG ). 2. Insurance Services Office Additional Insured form (CG or CG 20 26). 3. Workers Compensation insurance as required by state law and Employer s Liability Insurance. MINIMUM LIMITS OF INSURANCE Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for Bodily Injury, Personal Injury, and Property Damage. (including coverages for discrimination, ADA violations, and sexual molestation). If Commercial General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this contract or the general aggregate limit shall be twice the required occurrence limit. 2. Workers Compensation (statutory) and Employer s Liability: $1,000,000 per accident for Bodily Injury or Disease. NOTE: These limits can be attained by individual policies or by combining primary and umbrella policies. DEDUCTIBLES AND SELF-INSURED RETENTIONS Any deductibles or self-insured retentions must be declared to and approved by the Authority. At the option of the Authority, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the Authority, its officers, officials, employees, and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the Authority guaranteeing payment of losses and related investigations, claim administration, and defense expenses. OTHER INSURANCE PROVISIONS The General Liability policies are to contain, or be endorsed to contain, the following provisions: 1. The Authority, its officers, officials, employees, and volunteers are to be covered as additional insured with respect to liability arising out of work or operations performed by or on behalf of the Consultant. 2. The Consultant s insurance coverage shall be primary insurance as respects the Authority, its officers, officials, employees, and volunteers. Any insurance or selfinsurance maintained by the Authority, its officers, officials, employees, or volunteers shall be excess of the Consultant s insurance. 3. Each insurance policy required by these specifications shall be endorsed to state that coverage shall not be cancelled or materially changed, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the Authority. 4. Maintenance of the proper insurance for the duration of the contract is a material element of the contract. Material changes in the required coverage or cancellation of the coverage shall constitute a material breach of the contract by the Consultant. ACCEPTABILITY OF INSURERS Insurance is to be placed with insurers with a current A.M. Best s rating of no less than B+: VI. Consultants must provide written verification of their insurer s rating. VERIFICATION OF COVERAGE Consultant shall furnish the Authority with original certificates and amendatory endorsements effecting coverage required by these specifications. The endorsements should conform fully to the requirements. All certificates and endorsements are to be received and approved by the Authority in sufficient time before the agreement commences to permit Consultant to remedy any deficiencies. The Authority reserves

6 the right to require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by these specifications at any time. SUB-CONTRACTORS Use of sub-contractors must be pre-approved by the Authority. Consultant shall include all sub-contractors as insured s under its policies or shall furnish separate insurance certificates and endorsements for each sub-contractor in a manner and in such time as to permit the Authority to approve them before sub-contractors work begins. All coverage s for sub-contractors shall be subject to all of the requirements stated above. Not withstanding this provision, Consultant shall indemnify the Authority for any claims resulting from the performance or non-performance of the Consultant s subcontractors and/or their failure to be properly insured.

7 SECTION 3 ECONOMIC OPPORTUNITY PLAN Housing Authority th Street, Bakersfield, CA (661) FAX: (661) Date: Name of Bidder/Organization: Address of Bidder: Contact Person: Title: Project Name: Project Address: A. Economic Opportunities for Local Businesses and Lower Income Persons 1. New Employees Will new employees be needed to complete this project? Yes or No A. Preliminary Statement of Workforce Needs 1. Employees you Plan to Use for the Proposed Project: Occupations Total # of Employees Needed to Complete This Project # of Positions Now Filled by Permanent Employees Vacancies to Fill Skilled Trades Semi-skilled Unskilled Labor Trainees/Apprentices Totals

8 B. If Contractor requires new employees for this project, the goal is 30% of new hires will be Section 3 Residents. List below new employees to be hired. (Note: If none to be hired, please state N/A) Trade/Craft # of Total New Hires # of Section 3 Hires Total New Hires = # of hires that are Section 3 residents= 2. Business Concerns to Be Hired Will subcontractor(s) be needed to complete this project? Yes or No If general contractor requires subcontractors for this project, the goal is at least 10% of total dollar amount to be awarded to subcontractors and vendors who install materials on the construction site must be awarded to Section 3 Business Concerns. List Section 3 Business Concerns hired. (Note: If your firm does not plan to hire subcontractors/vendors who install materials on the construction site of this project please state N/A.) A. List subcontractors and vendors who install materials on the construction site you plan to use regardless of contract amount (specify trade, name, license number and phone number). Trade Name License # Phone Section 3? % Of Total Project Cost If your firm plans to hire subcontractors/vendors who install materials on the construction site for this project but were unsuccessful in hiring at least 30% Section 3 Business concerns subsequent to a greatest extent feasible effort, then complete the information below: (Note: Attachment I identifies acceptable methods to demonstrate greatest extent feasible efforts for Section 3 resident and business concerns. At least 50% of these

9 tactics must be documented below to reflect a greatest extent feasible effort by the general contractor, for meeting Section 3 economic opportunity requirements.) 3. Identify efforts, sources and methods of recruitment of Section 3 New Hires (documentation of actual new hires for Section 3 covered project will be required to be submitted with each payment request). 4. List State approved apprenticeship programs to be utilized, if any. 5. List any welfare to job program, such as, the County adopted CalWorks Plan or the Housing Authority of the County of Kern s (HACK) Family Sufficiency Program; or job training programs, such as, the Workforce Investment Act (WIA) through Employers Training Resource (ETR); or low-income job banks, to be utilized, if any. 6. List methods used to recruit contractors/subcontractors or other methods to comply with Section 3 requirements.

10 7. Based on the above noted efforts and methods used by the general contractor these tactics resulted in the following Section 3 accomplishments:

11 RESIDENT EMPLOYMENT/BUSINESS UTILIZATION BIDDERS CERTIFICATION Name of Company: Address: Project Title: Project Number: This is to certify that I have read and understand the resident employment/business utilization requirements that apply to the above cited project, said requirements being known as the Section 3 Clause found in 24 CFR 135 and that the (name of company) is under no contractual restrictions or other disability which would prevent it from complying with said requirements. Signature of Company Officer: Print Name: Title of Officer: Date: Tel Fax TTY th Street, FRNT Bakersfield, CA

12 Exhibit 1 HACK's - Developments & Staff Phone Extensions, th St, Bakersfield, CA Tel: (661) Fax: (661) Project Name Office Address Phone Fax #Rio Vista 18 MacArthur Drive, Bakersfield Monterey St Monterey St., Bakersfield CAL 8-2 Adelante Vista 1104 S. Robinson St., Bakersfield CAL 8-5 Little Village 714 Smith St., Bakersfield CAL 8-6B Little Village 714 Smith St., Bakersfield CAL 8-3 Valle Vista 327 Dover Place, Delano #Rancho Algodon LP 327 Dover Place, Delano CAL 8-20 Homer Harrison 1910 Garces Hwy, Delano USDA Delano Int'l Village 1910 Garces Hwy, Delano #CAL 8-22 Milagro del Valle th St., McFarland #CAL 8-23 Maganda Park 312 So. Austin St., Delano, CA CAL 8-4 Monte Vista 112 Richard Street, Arvin CAL 8-18 Parkview 701 Meyer St., Arvin USDA-Arvin Sun Garden 701 Meyer St., Arvin CAL 8-21 Haciendas del Sol 701 Meyer St., Arvin CAL 8-7 Terra Vista 300 Terra Vista, Shafter USDA-Shafter 300 Terra Vista, Shafter CAL 8-14 Plaza Towers 3015 Wilson Rd., Bakersfield CAL 8-15 Plaza Towers Annex 3015 Wilson Rd., Bakersfield #USDA Casas del Valle 312 So. Austin St., Delano, CA USDA -Ruben Blunt I & II 8505 Sunset Blvd., Bakersfield USDA-Lamont H.R. Olson 7823 Emperor Ave., Lamont Arvin FLC #26 (OMS) 8701 Sunset Bvld., Bakersfield North Shafter FLC #5 (OMS) Central Valley Hwy; Shafter Transitional Housing Center 100 & 102 Plymouth Ave., Bakersfield #USDA/CAL 8-24 Greenfield Homes 403 Boomerang Dr., Bakersfield #Village Congregational Community 112 Richard St., Arvin USDA - Grove Apartments 400 Grove Street, Arvin Quincy Street Apartments 1626 Quincy Street, Delano # ParkPlace Apartments 2250 'R' Street, Bakersfield #Village Park 2300 'R' Street, Bakersfield

13 Apartments Pinewood Glen 2221 S. Real Rd., Bakersfield # Beckes Street Apartments 2650 Spruce Avenue, Wasco Baker Street Village 1015 Baker Street, Bakersfield Residences at Old Town Kern 1006 Baker St., Bakersfield #Park 20th th,Bakersfield, NSP Properties/City 1015 Baker St., Bakersfield NSP Properties/County 500 W. Columbus St. Office - Bakersfield #Residences at West Columbus 500 W. Columbus St. Office - Bakersfield Building Blocks Belle Terrace, Bakersfield #California Gardens 1104 S. Robinson St., Bakersfield # GEAHI SRO- Green Gardens 2300 S. Union Ave., Bakersfield EXECUTIVE DIRECTOR HOUSING MANAGEMENT COMPUTER SUPPORT RESIDENT INITIATIVES 2005 Fax: (661) S. Robinson Tel: Fax: ADMINISTRATIVE ANALYSTS INVESTIGATIONS DEPT Fax: (661) SECTION ADMINISTRATIVE SUPPORT Fax: (661) FSS PROGRAM FACILITIES HOUSING PROGRAMS ADMINISTRATOR MANAGEMENT 24 Fax: (661) COMPLIANCE SPECIALIST FSS PERSONNEL INSPECTORS VEHICLE MAINTENANCE FINANCE APPLICATIONS

14 Fax (661) Fax (661) (TTY) Plus 15 other lines in conference rooms etc