REQUEST FOR PROPOSALS. Telephone System. For. Town of Windham. May 16, For Further Information Contact:

Transcription

1 REQUEST FOR PROPOSALS Telephone System For Town of Windham For Further Information Contact: Thomas Trautlein, Systems Administrator 8 School Road Windham, ME (207) x1142 tjtrautlein@windhammaine.us Anthony T. Plante, Town Manager 8 School Road Windham, ME (207) x1121 atplante@windhammaine.us

2 Page 2 of Preface. The intent of the project under this request for proposals is to connect all nine (9) current locations, plus any future locations in order to send calls and receive and/or transfer calls to/from any location in the system to any other location in the system. 1.0 Request for Proposals. The Town of Windham, Maine (the Town ) requests proposals from qualified vendors to provide a new unified telephone and voice mail system at its municipal buildings located in Windham, Maine at 8 School Road, 185 Windham Center Road, 217 Windham Center Road, 375 Gray Road, 377 Gray Road, 8 Main Street, 33 Main Street, 718 Roosevelt Trail, and 47 Falmouth Road. This request for proposals (the RFP ) explains in detail what equipment and services will be required of those vendors proposing to provide such a system, as well as: 1. Technical specifications, capabilities and features the Town seeks in a new telephone and voice mail system. 2. Forms to provide information about the vendor and equipment proposed. 1.1 Objective. The Town intends to update and replace its existing telephone phone systems and features. 2.0 Work Description. 2.1 Equipment to be provided Stations. The Town requires twenty-four (24) phone stations with 1-2 lines, sixty-five (65) phone stations with 3-4 lines, and twenty-one (21) phone stations with 6 lines and an expandable option. All stations should have a software interface allowing access to a managed group of lines Required Programmable Features. Easily expandable with unified functionality across multiple sites

3 Page 3 of 8 Direct dial numbers Line recording and logging Virtual extensions Configurable day and night settings Directory Hunt Groups Park a call for later pickup by another extension Call forwarding to any device Custom hold music/information Paging Caller ID Able to keep existing numbers Administrative control Other line status monitoring Call transfer Ability to answer a call directed to another extension in system or call group Mobile phone integration Outlook integration ed Voic Desktop Interface Internet faxing Multi-way calling (conference calling) Video Conferencing Hands free headset option Hearing impaired and/or Bluetooth compatible solution Required Call Cost Accounting Reports. Detail Summary Department Station Trunks Longest calls Most dialed # Date range 2.2 Voice Mail/Messaging Requirements: During normal working hours, each department needs the ability to answer the phones. However, if a line is not answered within a pre-programmed length of time, a voice mail system that will answer with an appropriate, variable message from that department or office is desired. It should be noted that

4 Page 4 of 8 not all departments work the same schedule. During non-working hours, the voice mail system would answer immediately with a message from the department that was called. Notification of messages should be indicated by LED or other visual means on telephone sets. Future requirements are the ability to provide fax back services, notification of messages, and menu-driven message interface. 3.0 Services to be Provided: Vendors are required to provide complete installation of all hardware, accessories, options, other equipment, applicable software, and/or other items necessary to deliver a complete, functioning telephone and voice mail system. Vendors are also required to provide initial user training, system administration training, and unlimited, toll-free system technical support for a minimum of ninety (90) days following certification of completion of work by the Town. All costs related to the provision of these services must be included in the vendor s proposal and itemized on the bid form provided as part of the RFP package. 4.0 Plan for Providing Services Vendors are required to explain their plan and approach to providing the hardware and services, as well as a statement of how the work would be organized, managed, and implemented. Explain the estimated time requirements will be met with little or no disruption to the Town s ability to provide services to the community. 5.0 Costs and Fees: 5.1 Equipment Costs/Fees Proposal. Vendors are required identify the itemized and total costs and fees proposed in connection with the purchase and installation of the equipment outlined herein, plus any other hardware, accessories, options, other equipment, software, and/or other items necessary to deliver a complete, functioning telephone and voice mail system. Hardware costs should be quoted in terms of outright purchase price, and include a five (5) year financing plan option. 5.2 Services Cost/Fee Proposal. Vendors are required to list all fees, charges, and/or expenses, which are not included in the Equipment Costs/Fees Proposal in Section 6.1, above, related to the installation of the telephone system, and indicate on what basis they will be charged.

5 Page 5 of Maintenance/ Support Costs/Fees. Vendors are required to provide a proposal for a fixed cost/fee maintenance and support agreement for the equipment proposed, including term, annual or term cost, coverage and scope of services provided under the agreement. 6.0 Corporate Information. The following general information about the vendor is required: Name, Address, Place of Incorporation (if applicable), and Years of Experience. Provide your vendor s name and business address, date and state of incorporation (if applicable), years in business and years of the vendor s experience. List the locations (including street addresses) of all offices and explain how the location of the vendor s office(s) would affect its responsibilities and responsiveness to the Town s needs. Qualifications and References. Describe briefly the vendor s qualifications and experience which demonstrate its capability to provide equipment and services as outlined in this RFP. Include a list of three references who may be contacted regarding the vendor s abilities, integrity, and professional reputation (Maine Municipalities preferred, if available). Provide lead contact information including contact s phone number, and the make and model of the phone system. 7.0 Selection Process: 7.1 Generally Each properly submitted and timely received proposal will be given equal consideration. To ensure full consideration, vendors must comply carefully with the instructions given on required preparation and submission procedures. Proposals will be reviewed and evaluated against the criteria set out herein. Upon selection, the successful vendor will be notified and will be expected to sign a contract for the products and services included in the proposal and/or as may be further negotiated with the Town. 7.2 Preparation and Submission of Proposals: Proposals are to be submitted in sealed envelopes identifying the vendor and labeled Telephone System Proposal. It is the vendor s sole responsibility to ensure that a proposal is physically delivered to the Town Manager s Office prior to the time and date specified. Late proposals will not be accepted and will be rejected unopened. The Town reserves the right to reject any and all proposals, to waive any and all informalities, and to make the award which, in its sole judgment, will best meet the objectives stated in the RFP or other-

6 Page 6 of 8 wise be in the best interests of the Town. Consistent with its policies, the intent will be to identify and select the proposal most advantageous to the Town. Vendors are asked to refrain from contacting Town employees or officials regarding the RFP during the proposal review and selection process. Any questions or request for clarification of this RFP should be directed, in written form, at least 5 business days prior to opening date, to Anthony T. Plante, Town Manager, 8 School Road, Windham, Maine Inquiries or requests may be sent by (the preferred option) to tjtrautlein@windhammaine.us or faxed to The issuance of written addenda by the Town Manager s Office is the only official method whereby interpretation, clarification or additional information shall be given. All vendors which have submitted questions or requests for clarification, vendors which have received a copy of the RFP or which ask to be placed on the list, will receive a copy of the written responses to the questions and requests. The Town of Windham shall not be responsible for any oral interpretations given by Town personnel or others. It is the sole responsibility of the vendor to inquire into and clarify any item of this RFP that is not understood. The cost related to the preparation, submission and presentation of a proposal is to be borne entirely by the vendor. The selected vendor shall obtain and maintain public liability and automobile liability insurance in amounts of not less than $400,000 (Four Hundred Thousand Dollars) combined single limit for bodily injury, death and property damage and naming the Town of Windham as an additional insured thereon. 7.3 Required Form of Proposal Information must be provided in the following order: The cover sheet (or facsimile thereof, as provided as the final page to this document), completed and signed. Equipment Cost/Fee Proposal. (please attach per Section 2 and refer to attached bid information/proposal form) Itemized Equipment List. (please attach per Section 5.1) Services Cost/Fee Proposal. (please attach per Section 5.2) Maintenance/ Support Costs/Fees. (please attach per Section 5.3) Each response must be page numbered and labeled to correspond with the item being answered.

7 Page 7 of 8 Promotional addenda may be included. The proposal, except for the promotional addenda, must be presented as one document. Three (3) hard copies and one (1) digital (PDF, by disc or USB drive) copy of the proposal must be submitted and each envelope must be identified with a label reading as follows: Anthony T. Plante, Town Manager 8 School Road Windham, ME Time of Submission of Proposal Proposals must be received at the above address no later than 10:00 a.m. local time Wednesday, June 22, 2016, at which time the proposals will be opened publicly and read. submissions will not be accepted.

8 Page 8 of 8 COVER SHEET Request For Proposals Town of Windham Telephone System **Please Attach This Sheet to the Front of Your Proposal** The undersigned hereby declares that he/she or they are the only person(s), vendor or corporation interested in this proposal as principals; that it is made without any connection with any other person(s), vendor or corporation making a proposal for the same, and that no other person acting for or employed by the Town of Windham, Maine is directly or indirectly interested in this proposal or in any anticipated profits which may be derived therefrom. The undersigned hereby declares that they have read and understand all conditions concerning the scope of services as outlined in this Request for Proposals, and that the proposal is made in accordance with this request. The undersigned hereby proposes to provide services as requested in the Request for Proposals dated. Name of Vendor or Corporation, if applicable: Address: Telephone: Federal Tax ID or Social Security Number: Signature (in ink): Printed Name and Title: Date: Note: Proposals must bear the handwritten signature of a duly authorized officer or employee of the vendor making the proposal.