Request for Proposal: VOIP Telephone System

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1 Request for Proposal: VOIP Telephone System Fort Vancouver Regional Library District Vancouver, Washington October 10, 2013

2 Contents Schedule of Events... 2 I. General Information... 3 II. Evaluation Criteria... 6 III. Instructions for Submitting Quotes... 7 IV. Specifications... 9 V. Background Information RFP- VOIP Telephone System for FVRL Page 1

3 Schedule of Events Event... Date RFP Released... October 10, 2013 Proposal Due Date... November 8, 2013 Tentative Date for Selection... November 22, 2013 RFP- VOIP Telephone System for FVRL Page 2

4 Section I General Information A. Project Goals and Objectives The goal of this Request for Proposal (RFP) is to obtain a new Voice Over IP (VOIP) telephone system for the Fort Vancouver Regional Library District. The new VOIP telephone system will utilize new and existing SIP compliant handsets and integrate with an existing Vocera communication system. Specific telephone product descriptions and quantities are listed in Section IV. FVRL is a junior taxing district in the State of Washington, established under the provisions of RCW FVRL provides library services for the residents of Southwest Washington. The specific areas include the unincorporated areas of Clark, Skamania, and Klickitat Counties; the incorporated cities of Battle Ground, Bingen, Goldendale, La Center, North Bonneville, Ridgefield, Stevenson, Vancouver, Washougal, White Salmon, and Yacolt in those counties; and the city of Woodland in Cowlitz County. The FVRL service area covers over 4,200 square miles with a current population of over 400,000 people. FVRL provides services to this area through the Fort Vancouver Regional Library District Operations Center, fourteen community libraries, two bookmobiles, and outreach and electronic access programs. FVRL employs over 300 regular and substitute employees and has an annual operating budget of $21,000,000 for B. Issuing Office and Inquiries Relating to this RFP This RFP is issued by Fort Vancouver Regional Library District. The point of contact is: Bob Beck Information Technology Manager Fort Vancouver Regional Library 1007 East Mill Plain Blvd. Vancouver, WA Questions and issues concerning this RFP may be relayed to Bob Beck by or phone, though is preferred. Questions requiring a written response must be submitted in writing at least two (2) days prior to the due date deadline for proposal submission. No proposal conference will be held for this RFP. RFP- VOIP Telephone System for FVRL Page 3

5 C. Costs of Proposal Preparation and Presentation FVRL is not liable for any costs incurred by vendors for the preparation and presentation of a quote in response to this RFP. All such costs, including travel and related expenses, shall be the sole responsibility of the vendor submitting a proposal. D. Addenda to the Original RFP In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all vendors who received the initial RFP. E. Proposal Submission Deadline To be considered, quotes must arrive at FVRL on or before 3:00 p.m. Pacific Standard Time on November 8, Proposals received after the deadline will be rejected. F. Proposal Format, Copies and Validity To be considered, proposals must meet the following requirements: 1. Proposals must be prepared in accordance with the format described in Section III of this RFP. Failure to submit a proposal in the required format may be grounds for rejection of the proposal. 2. The vendor shall provide electronic copy of the proposal. The vendor may make no other distribution of proposals until FVRL and the successful vendor have executed a contract. 3. Proposals must be signed by representatives of the company who have the authority to bind the company to its provisions. The proposal or a letter accompanying the proposal must state that the quote remains valid for a period of at least sixty (60) days. G. Vendor Interviews FVRL requires on-site interviews and demonstrations by any of the vendors who submit a quote. These provide an opportunity for representatives of FVRL to ask questions and for the vendor to clarify their quote. FVRL will schedule the time and place of such meetings. H. Vendor Reference Checks and Other Evaluations Prior to the award of a contract, FVRL will contact the vendor s references to explore the overall experience with the vendor. I. Contract Award Contract negotiations will be undertaken with the vendor whose proposal and reference checks indicate the vendor to be the best qualified, most responsible, and most capable of delivering the scope defined by this RFP to FVRL. After considering qualifications, experience, and other factors, a contract may be entered into which is the most advantageous to FVRL. FVRL reserves the right to reject any RFP- VOIP Telephone System for FVRL Page 4

6 or all quotes received as a result of this RFP, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of FVRL. J. Acceptance of Proposal Content The successful vendor s contract, as mutually modified, amended, or supplemented, shall become a contractual obligation if a contract ensues. Failure of the successful vendor to accept these obligations shall result in cancellation of the contract award. K. Vendor Representative Responsibilities The selected vendor will be required to assume responsibility for all materials and services offered in the quote, whether or not they possess the capacity for such services within their organization. Further, FVRL will consider the vendor representative(s) to be the sole point of contact with regard to all contractual matters, including performance of contracted duties, responsibilities and tasks, and payment of any and all charges resulting from the contract. L. Disclosure of Proposal Contents Quotes are subject to disclosure under Washington State RCW After the contract award, a summary of each vendor s qualifications and total price information for all submissions will be furnished upon request. M. Independent Price Determination By submission of a proposal, the vendor or vendor s designated agent certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this proposal: 1. The prices of the proposal have been arrived at independently without consultation, communication, or agreement for the purpose of restricting competition, as to any matter related to such prices with any other offer or with any other competitor. 2. Unless otherwise required by law, the prices that have been quoted in the proposal have not been knowingly disclosed by the vendor and will not be knowingly disclosed by the vendor to any competitor. 3. No attempt has been made or will be made by the vendor to induce, for the purpose of restricting competition, any other person or vendor to either submit or not submit a proposal. RFP- VOIP Telephone System for FVRL Page 5

7 Section II Evaluation Criteria A. Evaluation Procedure The Information Technology Manager and a team selected from FVRL staff will evaluate responses to this RFP according to the criteria listed below. B. Evaluation Criteria The criteria for evaluating the system are as follows: 25 points relevant experience & references (Section III, parts A & B) 20 points cost proposal (Section III, part C) 55 points response to system requirements (Section IV, part B) and proposed products (Section IV, part D) system features, including flexibility, ease of use, and reliability as shown in the demonstration (Section IV, part C). RFP- VOIP Telephone System for FVRL Page 6

8 Section III Instructions for Submitting Quotes In responding to this RFP, the proposal must be from a vendor who is an authorized direct dealer or reseller of the VOIP telephone products being proposed. Respondent shall provide a letter from the VOIP telephone product company attesting that the vendor is an authorized agent/firm to resell all VOIP telephone products as a part of this RFP response. Quotes must be submitted in the format and sequence outlined below: A. Business Organization and Personnel 1. State the full name, address, telephone and fax numbers, and address of your firm, and, if applicable, the branch office or other subordinate elements that will perform or assist in performing the work specified in this RFP. 2. Indicate whether you operate as an individual, partnership, or corporation and, if as a corporation, partnership or other legal entity, include the state in which you are incorporated, formed or organized, and the date of the creation of your firm s legal entity. 3. Indicate whether your firm has ever been involved in litigation with a client or independent contractor associated with your firm and, if so, the nature and result of such litigation. 4. List the names and titles of your firm s officers and the length of time those officers have been associated with your firm and the name or names of the persons in your firm authorized to negotiate the proposed contract associated with this RFP. 5. Provide your firm s federal tax identification number. B. References 1. Provide the name and contact information for three (3) customers that have purchased services from your organization. The customer contacts included must be similar in operational scope to FVRL, including local government organizations, libraries or educational institutions featuring multiple locations or campuses. C. Cost Quote 1. Budget a. Provide a complete price for installation and purchase of the bill of materials listed in Section IV Item D. The complete price must contain all shipping, delivery, handling and any and all services specified and required by this RFP, including the costs of any state and local taxes. b. Provide a separate itemized per unit price for each product listed in Section IV Item D. This separate itemized pricing list will remain valid for a period of one (1) year after the date of the signed contract with the vendor. FVRL is under no obligation to purchase from the selected vendor any items submitted in this itemized parts price list. RFP- VOIP Telephone System for FVRL Page 7

9 D. System Specifications The vendor will provide documentation, schematics and a deployment schedule of the proposed VOIP telephone system as outlined in Section IV Item B, detailing features, configuration, installation and support options of the proposed product. E. Demonstration The vendor will present a demonstration of the proposed VOIP telephone system as outlined in Section IV Item C, highlighting features and functionality, using identical equipment to the proposed product. F. Additional Information The vendor may include any additional information that is believed to be pertinent and helpful but not specifically requested elsewhere in this RFP. RFP- VOIP Telephone System for FVRL Page 8

10 Section IV Specifications A. Project Overview The Fort Vancouver Regional Library District is seeking to update the current telephone system with the installation of a new VOIP telephone system. The primary goal of this Request for Proposal (RFP) is to obtain pricing quotes for a VOIP telephone system (hardware, software, configuration, staff training, and maintenance) needed for this update. Product descriptions and quantities are listed in this section. The plan of the District is to migrate from the existing telephone solution deployed in other District locations (see Section V for complete list) to the selected VOIP telephone system. As such, the separate itemized per unit pricing list (Item D) submitted in the quote will remain valid for a period of 6 months from date of award. The initial installation and configuration of the proposed VOIP telephone system will be performed by the selected vendor. The vendor will provide training for general end-user operation of the proposed VOIP telephone system, as well as advanced system administration for FVRL Information Technology Department staff. Thereafter, FVRL s Information Technology Department staff will need to be able to conduct moves, additions, and changes to the proposed VOIP telephone system with the options of both remote and on-site support from the selected vendor. B. System Specifications The proposed VOIP telephone system will be server managed, easily expanded to include additional handsets, and capable of utilizing generic SIP compliant Polycom SoundPoint IP 450, IP 550 and IP 650 handsets in addition to the new handsets requested in Item D of this section. The proposed VOIP telephone system will include standard features such as voic , call forwarding, transferring, hunt groups and call holding. Additional features are welcome and should be included in the vendor demonstration as outlined in Item C of this section. The anticipated time for completion of this project is six months. The vendor will provide a deployment schedule for all fifteen FVRL locations with a timeline for project completion within the anticipated period. The proposed VOIP telephone system will be designed to allow library patrons throughout the FVRL service area, which includes two area codes, to reach the FVRL Telephone Information desk via local dialing within their area code. All handsets will be able to make local calls to outside networks, and be capable of internal four-digit extension dialing between the various FVRL locations. The DID range and PRI incorporated into the current FVRL telephone system will be utilized in the proposed VOIP telephone system. RFP- VOIP Telephone System for FVRL Page 9

11 C. Demonstration The vendor will present a demonstration of the proposed VOIP telephone system highlighting the following features and functionality, using identical equipment to the proposed product. The demonstration unit will simulate a Telephone Information desk (switchboard) configured for Automated Call Distribution with a queue for twenty (20) callers, four (4) or more handsets, user sign-in, call statistics and call recording capabilities. The demonstration will include common features for the proposed system including the following functions: Internal calling External calling Conference calling Public address system/paging Call transfers Call holding Voic access The demonstration will also include the following administration and management features: Administrative interface Voic management Closed/Outgoing Message system and management Pickup and hunt group creation User contact list additions/searches Video conferencing (if available) Customization of soft keys Moves/Additions/Changes Wireless Phones (wifi or VOIP phone base station) Wireless Headset compatibility In addition to a demonstration of physical equipment, the vendor will supply support documentation and protocols including troubleshooting common problems and contacting the vendor for technical support. FVRL also uses a Vocera communication network. A demonstration of integration with a Vocera system or similar competing product is required. Features sought for integration into a Vocera system would be the ability to call or forward calls to a Vocera badge using the VOIP telephone system. RFP- VOIP Telephone System for FVRL Page 10

12 D. Separate Itemized Per Unit Pricing List. Item Item Specification and Description Qty. Notes A. Handset featuring a high range of functions or side 7 cars for switchboard and Telephone Information Desk use B. Handset featuring a mid-range level of functions for 35 reception, management or power users C. Handset featuring a basic level of functions for 75 general staff use D. Compatible Wireless Headset 15 E. Server software licensing, installation and system 1 configuration F. FVRL technician training for system administration 1 and support G. On-site support annual package 1 H. Remote support annual package 1 RFP- VOIP Telephone System for FVRL Page 11

13 Section V Background Information A. Fort Vancouver Regional Library District Sites 1. Battle Ground Community Library is 14,356 square feet and is currently operating with 14 telephone handsets. 2. Cascade Park Community Library is 24,175 square feet and is currently operating with 15 telephone handsets. 3. FVRL District Operations Center is 36,000 square feet and is currently operating with 100 handsets, and the PRI. 4. Goldendale Community Library is 15,600 square feet and is currently operating with 5 telephone handsets. 5. La Center Community Library is 2,400 square feet and is currently operating with 6 telephone handsets. 6. North Bonneville Community Library is 550 square feet and is currently operating with 1 telephone handset. 7. Ridgefield Community Library is 2,055 square feet and is currently operating with 3 telephone handsets. 8. Stevenson Community Library is 7,980 square feet and is currently operating with 4 telephone handsets. 9. Three Creeks Community Library is 13,000 square feet and is currently operating with 9 telephone handsets. 10. Vancouver Community Library is 83,000 square feet and is currently operating with 40 telephone handsets. 11. The Mall Library Connection is 3200 square feet and is currently operating with 4 telephone handsets. 12. Washougal Community Library is 2,400 square feet and is currently operating with 5 telephone handsets. 13. White Salmon Community Library is 9,000 square feet and is currently operating with 6 telephone handsets. 14. Woodland Community Library is 2,376 square feet and is currently operating with 3 telephone handsets. 15. Yacolt Library Express is 2,376 square feet and is currently operating with 1 telephone handset. RFP- VOIP Telephone System for FVRL Page 12

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