1. Phone System Specifications

Transcription

1 1. Phone System Specifications The Oktibbeha County Board of Supervisors is seeking to purchase a VOIP telephone system and services as described below on behalf of Oktibbeha County. The system selected should create system unity, increase management efficiency, reduce hardware costs, and reduce telecommunications costs. The county currently has several locations that will be incorporated into the VOIP system. The county wishes to upgrade or replace the existing network infrastructure to implement a Voice over IP solution that encompasses each location It is required that the county have the ability to not only complete the county wide standardization at once, but to expand to additional sites in a series of projects as necessary. For this reason, we would like the ability to use unit pricing for future projects. An AT&T PRI circuit will be utilized for most incoming and outgoing calls and faxes. Each additional site will be required to have access to utilize the circuit but also have telephone system switches placed at various sites. Any additional server required for VOIP must be Microsoft Windows based. Since the county has not yet standardized on a single virtualization platform, the server needs to be certified to run in a VMware and Microsoft Hyper V environment. Each existing telephone will be replaced with a new VOIP telephone. The specific model and quantity of telephones will be determined at a later date. The county will also prefer to utilize associated software to perform telephony functions centrally with a single management interface. The software must have the capability to be accessible as a desktop application for Windows and Mac, web application, or smart phone application with ios and Android based clients. System management for all voice applications, across all locations are to be performed from a single interface. The interface should be web based so that there are no administrative tools to be installed on management computers. Administrators should be able to manage sites, users, user permissions, call groups, voice routing, voic , auto-attendant, page groups, call detail reporting, web conferencing, voice conferencing, and instant messaging for every site in the network. A major concern for the county is the ability to effectively respond to emergency situations. The system purchased must have the option (either purchased now or at a later date) of being able to instantly notify selected individuals when an emergency call is detected. The notification delivery methods supported must at least be desktop alerts, internal and external telephone calls, and broadcast text messaging. The notification content must include site and physical location information and the caller s name and extension. The system must allow the administrator to define call classifications of less urgent code blue calls as well as emergency 1

2 calls. It must also continuously monitor system trunks for emergency calls and alerts can also be triggered by an incoming code blue call. The system must maintain a history log file of all code blue and emergency call related activities. It must also provide self-monitoring to ensure the health of the emergency notification system. The County seeks a unified, integrated and qualified proposal that addresses the installation, monitoring and customer/client training related to the specifications defined in this RFP. All proposals are to meet or exceed these specifications. The Oktibbeha County Board of Supervisors reserves the right to reject any and all proposals, and award all or part of the bid and to make the award on merit/or features of design and quality, delivery and availability of parts and service to the best interest of the county. 2. Schedule of Events The following is the required schedule of events for this project. The schedule may change depending on the results of the responses and a final schedule will be established prior to contracting with the successful Vendor. The bids should be submitted on or before January 17, 2017 at 2:00 P. M. Bids not received by this date and time are automatically disqualified from consideration. Event Date 1. Release of RFP to Bidders 12/12/ Letter of Intent Due 12/28/ Deadline for Proposal Submission/Bid Opening at 101 Main Street, Starkville, MS, 1/17/ Contract Award 2/6/ Installation Starts ASAP The county is seeking a single vendor to provide all products and services requested. We expect a complete turnkey solution and expect the awarded vendor to perform all duties for a fully functional system that is approved. This scope of work includes but is not limited to the items below. 3. Scope of Work Coordinate and manage the entire project and engage all necessary parties including but not limited to County office staff, building level staff, AT&T and other telecommunications companies, Internet Service Providers, and network switch manufacturers. Coordinate a thorough site survey of each location prior to installation. 2

3 Install VOIP handsets throughout the defined locations as determined through site survey to include all cabling and related materials required. Install and configure VOIP server equipment. Install and configure VOIP PBX and/or components at each site Configure network switches at all sites to properly configure the voice network. The existing switch management software will be utilized to create policy based network settings for the voice network. Items such as VLANS and QoS settings will be dynamically assigned to a switch port when a VOIP telephone is connected to the network. The selected vendor must have the proper networking skillset. Configure all users. Configure Hunt Groups/ Work Groups. Configure site specific schedules for On Hours, Off Hours, Holiday, and Custom. Configure all required Auto Attendants. Conduct testing of equipment for acceptance of the project as a whole. Provide adequate training for technical and end-user county staff. Install and certify Cat6 network drops for VOIP phones as needed. Integration of VOIP system with existing Intercom/Paging System if possible. 4. Training Vendor will be required to perform on site training for System Administrators and End users for ALL products purchased. The exact format and amount of training will be determined site by site and cost must be included in the bid proposal. 5. Installation and Warranty Installation cost, maintenance contract and equipment warranties should be included in proposal. 6. Vendor Qualifications Vendor must be a certified partner of each component of the proposed solution; in good standing with manufacturer; and able to provide/supply all products and services proposed. Please include documentation in response packet. Vendor must be an authorized dealer in the State of Mississippi for products proposed. Vendor must have a State of Mississippi General Contractor s License specialties in low voltage category. Vendor must have a Registered Communications Distribution Designer (RCDD) on staff that will be responsible for the infrastructure design of the project. Please include documentation in response packet. Vendor must have sufficient network expertise on staff for the switch integration. Please provide documentation in bid response packet. 3

4 Due to the complexity of the network infrastructure setup, vendor must be certified in the network switching hardware included in the bid proposal. Proof of certifications must be included with response packet. Vendor must submit the name of the VOIP Staff member who will be assigned as Project Manager and Installer. The VOIP Project Manager must hold both the Advanced System and Troubleshooting Certification. Please include documentation in the bid response packet. Vendor must have been in business for a minimum of five years providing services as described in this RFP. Due to the urgency of technical support, it is required that the vendor be able to respond within 8 hours or less. Vendors are required to provide evidence that they meet these qualifications with the RFP response. 7. Response Submission Each Vendor who intends to submit a proposal shall notify the County, in writing, of such intent. The envelope containing this intent notification shall be clearly marked: "Letter of Intent to submit County Wide VOIP Phone System." This notification will assure that Vendors who intend to respond receive subsequent information and instructions or RFP addenda, if any. The failure of any Vendor who intends to respond to provide such notification shall relieve the County of any responsibility or liability for the actual or alleged non-receipt of response materials. 8. Letter of Intent Due by December 28, 2016: Letter of Intent shall be submitted on Vendor's stationary with complete name of vendor s company, address, contact information and manufacturer brand solution intended to be proposed. By Mail: By Hand: Oktibbeha County Board of Supervisors Attention: Emily Garrard P. O. Box Starkville, MS Oktibbeha County Board of Supervisors Attention: Emily Garrard 108 West Main Street Starkville, MS

5 9. Evaluation of Responses The County may, at its discretion and at no fee to the county, invite any Vendor to appear for questioning during response evaluation for the purpose of clarifying statements in the response. Each proposal will be evaluated based on criteria and priorities defined by the county. The proposals will first be screened based upon compliance with the base requirements. The evaluation criteria include, but are not limited to, the following: 1. Price Considerations 2. Vendor s ability to meet all the requirements detailed in the RFP. 3. Vendor s overall experience and performance record based on available references, reliability, and evaluation of Vendor qualifications. 4. Warranty, Support, Installation and Training 10. Bid Response Vendors responding to this RFP are requested to perform a detailed site visit to each county office to examine the specific needs of the county. This should include network infrastructure evaluation and change recommendation; network hardware needs analysis, telephone count by type, and any item relating to this implementation. The Vendor should include pricing for all hardware and service items necessary in the form of a detailed quotation(s). Price quotations should include manufacturer part number (if applicable), quantity, unit price, and extended price. Also it is requested that unit prices for all items be included as a separate option. We will utilize unit pricing for an additional items or substitutions required. No taxes shall apply. Proposed equipment must be new from the manufacturer and qualify for warranty and maintenance services. Vendor must be aware that Oktibbeha County reserves the right to make additional purchases at the proposed prices for a one year term. Vendor must be aware that this specifications detailed are minimum requirements. Should Vendor choose to exceed the requirements, Vendor must indicate in what manner the requirements are exceeded. 11. Functional/Technical Specifications Vendor must provide pricing for all the equipment and software licenses listed on Attachment A (RFP Information Form). 5

6 12. Warranty/Maintenance Vendor must state the warranty period for each item proposed (both hardware and software), during which time maintenance need not to paid. Warranty must include at a minimum parts and labor. If warranty period is less than three years, Vendor must provide pricing as a separate line item on Attachment A to extend the warranty to three years for each item proposed. Vendors must detail what is included in the standard warranty for each item proposed. Vendor must indicate whether warranty service is available past the three years for each item proposed. Specify annual cost, if any, and period of extension. Vendor must state if warranty is on-site or depot for each item proposed. -If depot, Vendor must indicate maximum turnaround time from the shipment of hardware. -If on-site, when the Vendor receives an initial service call on products, who makes the initial on-site call? Does it depend on the client location? -If on-site, then Vendor must provide details on how a call is initiated and all steps involved in getting the item repaired. Vendor must indicate what the response time will be for responding to the initial call, coming on-site, and providing a resolution. This detail must include an average response time as well as a not-to-exceed time-frame for each type of response. 13. Manufacturer Direct Maintenance Vendor must clarify whether he is the named manufacturer and will be supplying the maintenance services directly or whether he is a third party reseller selling the maintenance services on behalf of the manufacturer. Responding Vendor must explain his understanding of when or whether the manufacturer will ever sell the maintenance services directly and, if so, under what circumstances. Please provide a detailed explanation of the relationship of who will be providing the requested maintenance, to whom the purchase order is made and to whom the remittance will be made. If there is a difference in the year one maintenance purchase versus subsequent years of maintenance, the responding Vendor must clarify and explain. Manufacturer Direct Maintenance when sold directly through the manufacturer: Fixed Cost - If responding Vendor is the direct manufacturer, he must propose annual fixed pricing for three years of the requested maintenance. Vendor must provide all details of the maintenance/support and all associated cost. 6

7 - Preference is that the Manufacturer s proposal be a not-to-exceed firm commitment. In the event that the manufacturer cannot commit to a fixed cost for the subsequent years of maintenance after year one, Manufacturer must specify the annual maintenance increase ceiling offered by his company on the proposed products. Vendor must state his policy regarding increasing maintenance charges. Manufacturer Direct Maintenance when sold through 3 rd party: - In the case of a third-party pass through the county realizes that the responding reseller may not be able to guarantee a fixed price for maintenance after year one since his proposal is dependent on the manufacturer s pricing or possibly on a distributor s pricing. - It is the county s preference that the responding reseller work with the manufacturer to obtain a commitment for a firm fixed price over the requested maintenance period. In the event that the responding reseller cannot make a firm fixed maintenance proposal for all the years requested, the responding reseller is required to provide a fixed percentage for his mark-up on the manufacturer direct maintenance that he is selling as a third party seller in lieu of a price ceiling based on a percentage yearly increase. - In this scenario, Resellers must include in the Pricing Spreadsheets the price the Vendor pays for the maintenance and the percentage by which the final price to the county exceeds the Vendor s cost for the maintenance (i.e. cost-plus percentage). - Alternatively, Reseller may propose a fixed percentage for their mark down on the manufacturer s direct maintenance based on a national benchmark from the manufacturer, such as GSA, Suggested Retail Price (SRP) or the manufacturer s web pricing. This national benchmark pricing must be verifiable by the county during the maintenance contract. - The cost-plus/minus percentage will be fixed for the term specified in the proposal. To clarify, the county s cost for the products will change over the life of the award if the price the Vendor must pay for a given product increases or decreases. However, the percentage over Vendor cost which determines the county s final price WILL NOT change over the life of the award. - This percentage will be used in evaluating cost for scoring purposes. - Vendor Cost is defined as the Vendor s invoice cost from the distributor or manufacturer. - The Vendor s Proposed County Price is defined as the Vendor Cost plus the proposed percentage mark-up. 7

8 - Pricing proposed for the State must equal the Vendor s invoice cost from the distributor or manufacturer plus the maximum percentage markup that the reseller will add or the manufacturer s national benchmark minus the cost percentage proposed. 14. Additional Requirements The county acknowledges that the specifications within this scope of work are not exhaustive. Rather, they reflect the known requirements that must be met by the proposed system. Vendors must specify, here, what additional components may be needed and are proposed in order to complete the configuration. An example of an item that may not be listed is a power cord required to make an item function. Vendor must specify the delivery interval proposed by the Vendor s company. Vendor must specify the discounted price for each item. Freight is FOB destination. No itemized shipping charges will be accepted. Vendor must provide all technical specifications and manuals (documentation) at the point of sale. If Vendor proposes more than one alternative (no more than two), Vendor is responsible for identifying the alternative believed to be the best fit to meet the specified requirements. 15. Proposal Exceptions Vendor must return the attached Proposal Exception Summary Form, Attachment B, with all exceptions listed and clearly explained or state No Exceptions Taken. If no Proposal Exception Summary Form is included, the Vendor is indicating that no exceptions are taken. 16. Instructions to Submit Product and Cost Information Use the attached RFP Information Form (Attachment A) to provide cost information. Follow the instructions on the form. Incomplete forms will not be processed. 17. Delivery Instruction It is the sole responsibility of the respondents to ensure that their responses arrive in a timely manner. The Customer will reject all late arrivals. The Vendor must submit one (1) copy of the response along with any required supporting documentation. Sealed Bid - County Wide VOIP Phone System should be clearly marked on the face of the envelope containing the bid. Failure to comply with this may cause the bid to be miss-directed and therefore not to be considered. Responses must be for the entire project. No substitutions or partial bids will be allowed. Oral, telephone, faxed or telegraphic bids shall not be considered, nor will modifications of bids by such communication be considered. The completed bid form shall be 8

9 without erasures or alterations. Signatures on the proposals shall be in longhand and executed by an individual duly authorized by The Vendor to make a contract. Enclosures: Attachment A: RFP Information Form Attachment B: Proposal Exception Summary Form Attachment C: List of References 9

10 Attachment A RFP INFORMATION FORM Company/Vendor Name: Date: Contact Name: Phone: MFG MFG #* QTY Description Unit Cost Extended Cost** 10

11 If any of the items below are included in vendor s proposal they must be detailed below. Warranty: Installation:** Maintenance: Training: *Manufacturer model number, not Vendor number. If Vendor s internal number is needed for purchase order, include an additional column for that number. **If Vendor travel is necessary to meet the requirements of the installation, the Vendor should propose fully loaded cost including travel. Authorized Signature Date 11

12 Attachment B PROPOSAL EXCEPTION SUMMARY FORM Reference Vendor Proposal Reference Brief Explanation of Exception County Acceptance (Reference specific outline point to which exception is taken) (Page, section, items in Vendor s proposal where exception is explained) (Short description of exception being made) 12

13 Attachment C REFERENCE INFORMATION FORM The information provided below will be used to contact references. Entity Supervisor s Name Supervisor s Title Supervisor s Phone # Supervisor s address Length of Project Brief Description of Project Entity Supervisor s Name Supervisor s Title Supervisor s Phone # Supervisor s address Length of Project Brief Description of Project Entity Supervisor s Name Supervisor s Title Supervisor s Phone # Supervisor s address Length of Project Brief Description of Project 13