Public Notice REQUEST FOR QUOTE (RFQ)

Transcription

1 Public Notice REQUEST FOR QUOTE (RFQ) For Phone System Realign Release Date: Monday, April 13, 2015 Deadline for Submission: Friday, May 8, 2015 at 5:00 pm Contact person: Patrick Lew, Information Technology City of Citrus Heights 6237 Fountain Square Drive Citrus Heights, CA (916)

2 REQUEST FOR PROPOSAL Phone System Replacement RELEASE DATE: Monday, April 13, 2015 CLOSING DATE: CONTACT PERSON: Friday, May 8, 2015 at 5:00 pm All responses must be received by the closing date. Faxed, ed and postmarked materials will be not accepted. Patrick Lew Information Technology Division City of Citrus Heights 6237 Fountain Square Drive Citrus Heights, CA Hours: Monday Friday 8:00AM 5:00PM Purpose The purpose of this Request for Quote (RFQ) is to assist the City of Citrus Heights in selecting a qualified vendor for replacing some of our existing phones to use Voice over Internet Protocol (VoIP) and to move to the SV8300 phone system. The City The City of Citrus Heights, located in northwest Sacramento County, adjacent to the Placer County border, incorporated as a General Law city with a Council/Manager form of government in January The city has a population of approximately 85,071 residing in a 14 square mile area, in a mature, urbanized area estimated to be approximately 95% built-out. The city currently employees over 190 full-time employees, providing services in the areas of law enforcement, community development, public works, general administration, economic development, and finance. Various special districts within Citrus Heights provide such services as water, fire, schools, and parks & recreation. As the city enters its nineteenth year of incorporation, Council priorities include: providing diverse opportunities for community involvement and communication; maintaining financial stability; improving quality of life for the community; providing an accessible, innovative, responsive city government; and strengthening the city s economic base. Current Technical Environment At present, the city operates in an up-to-date technical environment. All hardware is less than five years old, and, with few exceptions, production software is within one version of the current release. City staff is located in five buildings in different locations with fiber connections and internet connections between all buildings. Phone System Realign RFQ 2

3 The city has standardized on Microsoft software products for desktop productivity, HP servers. Specifically, the city uses the following hardware and software: Hardware TCP/IP Ethernet Network Cat 5e and Cat 6 cabling, fiber between buildings Broadband based routing between buildings Cisco & HP Switches Sonic & Cisco firewalls Other Switches are also in use. 10MB Ethernet connection to the Internet (15+) HP AMD & Intel based file/print/application servers (200+) AMD Phenom and above workstations Current Phone system: NEC Neax2000 IPS NEC SV8300 Univerge UM8700 Voice & Speech Technology integrated into Exchange 250 Phone sets Call Center WorkX ACD routing software Software Windows 2008 R2 (AD Native Mode) Microsoft Exchange Server 2010 Microsoft SQL Server 2008 R2 Microsoft Internet Information Server ESRI ArcGIS Latitude Geocortex Essentials 4.2 Common PC based Windows Applications o Microsoft Windows Pro 7, Microsoft Internet Explorer 11; with some XP-SP3 o Microsoft Office 2010 o Microsoft Visio, FrontPage, Publisher, Project 2010 o Adobe Illustrator 10.0, Photoshop Elements 2.0, Photoshop 7.0 o Adobe Acrobat 11 (full version all desktops) o OmniPage 12.0 o AutoCAD 2012 and AutoCAD Land Development Desktop o Numerous other desktop applications specific to city functions PBX: NEC Neax2000-IPS 48 Cards in 6 Pims 2 PRI trunks (Sure West) 12 Ports / Analog Lines Serial Integration 250 Licensed users; 237 subscribers in use 2 Licenses for Text-to-Speech System Prompt is G.729a 11 Call Handlers; each Call Handler has 3-9 selections Day / Night auto Attendant to forward the phones to after hour support or outside agencies. English is the only language implemented Phone System Realign RFQ 3

4 Phones are NEC: (Dterm Series E) o Approx Line o Approx Line o Approx line o Approx line o Approx. 4 DDS o Approx. 202 Total phones Paging Groups Analog Fax lines Plays Music on Hold NEC SV8300: Connects to the NEC Neax2000-IPS Approx. 31 IP phones DT700 series ITL-12D-1 (BK) Intercom paging over the phones. Day / Night Auto Attendant to forward the phones to after hour support or outside phone numbers. Ability to have remote phones. VPN from home and ability for the computer to act as the phone as if you are in the office. Plays Music on Hold Unified Messaging: Current VM / UM Server: o Univerge UM8700 Version Update 1 Back-end Mail Store is MS Exchange 2010 Applied Voice & Speech Technologies Clients use Outlook 2010 Clients also access and Voic (.wav attachment) via Outlook Web Access or via Smart phone. ACD: Automatic Call Distribution There is one ACD group at this time There are currently 9 phones connected to the system with 14 users and one supervisor. The ACD was bought a few years after the PBX system and Voice mail system was installed. It was added later for the police department. See how many are in Queue / Transfer / pick up ETC. Reports of how many are abandoned / transferred / come in / answered ETC. Screen for users to see who is on the phone work mode ETC. Network: Primarily 1GB to the desktop is used, Few PoE switches are being used. o The city will provide the PoE Switches They will be HP PoE switches Phone System Realign RFQ 4

5 Campus / Facilities: Currently the campus has 6 buildings all with fiber running into all the buildings. The new buildings are driving the need to replace the system. o The facilities will be connected by internet and later by single mode fiber o Will need a few to be PolyComm type of phones for conference rooms or phones that act as well or better than a PolyComm phone. The phone system will not be part of any Gates / Doors or physical security. We currently do not have any remote cabinets. All the cabinets are in the police department where we have battery and generator backup. The current PBX has a 2200VA UPS with two empty plugs. It only needs to last about 4 seconds for the generator to kick in but ½ hour reserves in case the generator does not kick in. The Current SV8300 has a 1500VA UPS in a APC Rack. Scope of Work The city is moving to a temporary location. The temporary location will need to run Voice over Internet Protocol (VoIP). We are currently using the NEC SV8300 VoIP phone system with only a few users on it. The Quote will be to move all of the City Hall Phones onto the SV8300. This will entail making the SV8300 the primary phone system instead of the NEC Neax200ips. Moving all the lines used by City Hall Staff to use the new phones. New phones and licensing will need to be purchased and installed. Update the software on the SV8300 to the latest and have a warranty in place for onsite repairs and support for the phones. The date of start is tentatively July 10 th and Finish July 13 th. Move PRI lines from NEAX 2000ips to SV8300 Connect SV8300 to interact with NEC Neax 2000 to keep 4 digit dialing and back and forth communications. Update SV8300 with latest software and Licenses o Expired: Purchase 65 phones with licenses o DT700 Series ITL-12D-1(BK)TEL is the type of phone currently used on the SV8300 o Main Reception phone has a 64 button side phone on the NEAX 2000 Setup 65 phones with all lines of current phones Move Dispatch non-emergency lines to SV8300 and add more lines. Fax Lines/Cards installed and any licenses for Fax machines. Day/Night Mode to new system Make sure Call Tree is on new system and tested to work. Update UNIVERGE UM8700 o Server Version: 8.20 build 270 Update 1 o SN o Expired: Add so both systems have a 1 year maintenance Agreement. Best of ability Repair NEAX 2000ips under Time & Material. o List cost of Time & Material charges. Phone System Realign RFQ 5

6 On-site Maintenance and Repairs Maximum response time for service calls is one business day; and Vendor must have working knowledge on the system Equipment and Warranty Requirements Vendor will provide warranty work of installed systems for a period of at least 90 days. Vendor will provide cost for phone adds / changes / moves after system realign. Vendor will provide cost for what is included with ongoing maintenance. Current Phone System and some Features Four Digit Dialing Voice Mail Voice Mail integration with Exchange 2010 and 2013 Text to Speech Call Holding with music and words Call Transfer Conference calling OWA Access to Voice Mail Via the Exchange Server Message lamp Indicator for messages Call Trees Forwarding Day Night Mode Paging o Zone paging o Paging using speakers on the phones o All Zone Paging o Broadcast paging Multi Lines on one phone Caller ID Call Center / ACD functions with reporting Analog lines for Fax Machines Expandable Transfer to outside phone number Voice Mail on Exchange server is a.wav format Voice mail software sync with Active Directory Voice Auto Attendant Automatic Call Distribution o See who is on the phone o Queue length o Play how long hold will be. o Transfer to other numbers Interfaces with the current 911 Dispatch phone system. Lines for the Dispatch phone systems to connect back into current phone system for outside calling and non-emergency numbers. Phone System Realign RFQ 6

7 Vendor Qualifications Support staff will need to pass a background check prior to performing any work under contract for the city. Proposal Format As part of your response, you must present satisfactory evidence indicating your ability to meet the scope of work as detailed in this RFQ. To this end, your response must be prepared in the following format and contain the requested information. Proposals should be typed and should be: 1) as brief as possible; and, 2) should not include any unnecessary promotional material. Restrict proposal to no more than 30 pages total, including all responses, reference work, and information about the firm and individuals assigned to the project. For ease of handling, it is requested that standard 8-1/2" x 11" paper be used with the simplest possible method of fastening (except that paper clips and binder clips shall not be used), considering the size of the proposal. Drawings are not limited to the 8-1/2" x 11" size. 1) Cover Letter a) Include the name, address and telephone number of your company. 2) Company Overview a) If appropriate, the names, business address and telephone number of your company s officers, directors and associates and the names and addresses of any parent or subsidiary of your company. Your information should describe the nature of the work and the line of authority of these individuals and/or companies as they relate to this RFQ. b) Names and qualifications of outside consultants and associates that will be employed to assist on work performed as a result of the RFQ. 3) Relevant Experience a) Your current and past experience as it relates to installing of phone systems and configuring and or integrating into the existing phone system. b) A minimum of three related business references, including names, addresses and phone numbers plus a description of service you performed for them. 4) Project Pricing a) Please provide hourly rate, equipment needed, warranty information and any ongoing cost plus any other cost associated with the project. If your proposal is not in the above format or does not include all of the above items, it may be deemed non-responsive. Phone System Realign RFQ 7

8 Submission Instructions Two (2) copies (paper) of the proposal shall be submitted as well as (1) electronic copy in PDF format on CD. In addition, (1) paper copy shall be unbound. Please label each copy Request for Quote: Phone System Realign RFQ. Proposals must be submitted via mail, courier, or in person. No faxed, ed or postmarked submittals will be accepted. Proposals should be delivered/mailed to: Patrick Lew Information Technology Division City of Citrus Heights 6237 Fountain Square Drive Citrus Heights, CA Proposers shall place in a separate envelope clearly identified as confidential all financial statements, copyrighted material, trade secrets, or other proprietary information that it asserts is exempt from disclosure under the Public Records Act. Evaluation Criteria Based upon the responses to the RFQ, the most qualified companies may be interviewed. The successful company will be required to enter into a contract with the city, including insurance/indemnity requirements. Please see the Service Agreement in Attachment A. The selection process, including the interview, will focus on: 1. Ability to provide world class customer service; 2. Clarity of proposal, completeness and inclusion of requested information; 3. Technical capabilities; 4. Reference checks; 5. Professional nature of firm; 6. Demonstrated municipal government experience; 7. Ability to present materials that can be understood by technical and non-technical staff; 8. Qualifications and experience of the firm and staff assigned to provide support; 9. Past performance and level of support of the firm; 10. Professional standing and financial stability of the firm; 11. Feasibility of the proposal(s) based upon the proposed scope of service; and 12. Cost effectiveness. Local City of Citrus Heights-based firms will receive preference per the city s purchasing policy. However, all interested parties are encouraged to submit proposals as award is not based solely on lowest cost proposal submitted. Total cost will be taken into consideration, but the firm s capabilities, competence and capacity will be considered as well. The city reserves the right to choose the overall best firm according to the city s criteria. The City of Citrus Heights, and its designated representatives, shall be the sole judge of its own best interest, the proposal, and the resulting negotiated agreement. The city s decisions will be final. Phone System Realign RFQ 8

9 Key Action Dates/Timeline Release of RFQ: Monday, April 13, 2015 Deadline for Receipt of Proposal: Friday, May 8, 2015 at 5:00 pm Notifications to Finalists by: May 15, 2015 General Terms & Conditions Limitation The Request for Quote (RFQ) does not commit the City of Citrus Heights (City) to award a contract, to pay any cost incurred in the preparation of the firm s RFQ response or to procure or contract for services or supplies. The city reserves the right to accept or reject any or all RFQ responses received as a result of this request, to negotiate with all qualified sources or to cancel all or part of this RFQ. Award The firm/entity selected may be required to participate in negotiations and to submit such revisions of their proposals as may result from negotiations. The city reserves the right to award a contract/select a service provider without discussion based upon the initial proposals. Insurance The consultant shall maintain in full force and effect the insurance as outlined in Attachment B. The city reserves the right to waive or modify such insurance coverage. However, consultants meeting the insurance requirements will receive greater consideration during the selection procedure. All insurance shall be evidenced by a Certificate of Insurance and endorsement, acceptable to the Risk Manager, prior to execution of a contract. The consultant shall state their ability to meet the city s insurance requirements within their submittal. Signature The consultant s RFQ response shall provide the following information: name, title, address and telephone number of individuals with authority to bind the service provider and also who may be contacted during the period of proposal evaluation. The consultant s RFQ response shall be signed by an official authorized to bind the consultant, signifying complete understanding of and ability to comply with all requirements of the RFQ, including those related to insurance as identified above. Attachments: Attachment A Standard Service Agreement Attachment B - Insurance Requirements Phone System Realign RFQ 9

10 Attachment A - Standard Service Agreement SERVICE AGREEMENT This Service Agreement may be used for purchase of services under $25,000 in lieu of Contract for Services. City of Citrus Heights 6237 Fountain Square Drive Citrus Heights, CA DATE: Contractor: SUBMIT ALL INVOICES TO: City of Citrus Heights Contractor License No.: 6237 Fountain Square Drive Citrus Heights, CA Contractor Address: (916) Contractor Phone No.: Fax (916) Contractor Fax No.: City Department: City Project Manager: Account Number: Start Date Terms Completion Date Insurance Limits Generally C, unless authorized by Risk Manager Net 30 C Contact Brief Description of Services (Attach Scope of Work): Contract No. Purchase Order No. City Vendor No. The Contractor named hereon by the acceptance of this order agrees to the provisions on the reverse side. CONTRACTOR: Total Cost of Service ($25,000 MAX.): Attention: Total cost of service not to exceed above amount without prior approval of the Department Head or City Manager. CITY OF CITRUS HEIGHTS, A MUNICIPAL CORPORATION By: Department Head: Title: City Manager: Date: Date: - CITY USE ONLY - Copy of Service Agreement to: City Clerk s Office (original) Finance Department Requesting City Department Vendor City Approval Levels $5,000 and under Department Head $5,000 to $25,000 City Manager Attachments: Proposal or Scope of Work Insurance Endorsement (if available)

11 Contractor shall defend, indemnify and hold harmless the City of Citrus Heights, its officers, agents, and employees from all claims, demands, or injury to persons (including bodily injury and death) or property connected with or arising out of this Agreement of Contractor s acts or omissions in the performance of this Agreement, save and excepting those injuries arising out of the sole negligence of City. 1. Contractor is an independent contractor, and shall not be considered an officer, agent, or employee of City. 2. Without the prior written consent of the City, this Agreement is not assignable by Contractor either in whole or in part. 3. Time is of the essence of this Agreement. 4. This Agreement may only be amended or modified in writing. It is integrated and contains the complete understanding of the parties. 5. All equipment, supplies and services sold to the City of Citrus Heights shall conform to the general safety orders of the State of California. 6. Unless notified to the contrary, in writing, the City assumes that the Contractor has accepted the work in accordance with the plans and specifications (if any) and agrees to do the work in compliance with this Agreement. 7. Contractor shall adhere to all applicable prevailing wage and fair employment practices (as required for Federal projects). Prevailing wage rates are on file at City Hall, 6237 Fountain Square Drive, Citrus Heights, California a. Unless otherwise specified, the Contractor shall maintain the following policies of insurance in full force and effect during the term of this Agreement in the amount shown on the front page of the Agreement. The City of Citrus Heights retains sole discretion in determining the types and proper levels of insurance coverage. LIMITS REQUIRED A B C Comprehensive General/Commercial Liability Insurance including endorsements for comprehensive, contractual liability, independent contractors, personal injury, premises operations, products/completed operations, and broad form property damage. $100,000 per occur/ $300,000 aggregate $250,000 pr occur/ $500,000 aggregate $500,000 per occur/ $1,000,000 aggregate Automobile Liability Insurance including owned, hired, and non-owned vehicles. $100,000 per occur/ $250,000 per occur/ $500,000 per occur/ $300,000 aggregate $500,000 aggregate $1,000,000 aggregate Worker s Compensation Statutory Statutory Statutory 8b. Endorsement naming the City and each of its officers, employees, and agents, as additional insured in regards to: liability arising out of the performance of any work under the Contract; liability arising out of activities performed by or on behalf of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. 8c All insurance coverages of Contractor are primary insurance as to City. City shall not be required to contribute to any loss through its insurance policies and/or self-insured programs. 8d. The limits of insurance coverages specified above in no way limit the liability of Contractor for full payment and resolution of any claim resulting from Contractor s performance of services under this Agreement. 8e. A certificate of insurance and endorsement(s), in forms approved by the City Attorney, shall be provided by Contractor to the City prior to beginning any work under this Service Agreement. The certificate shall provide at least 30 days prior written notice to City of any material change or cancellation. 8f. The Worker s Compensation policy shall contain the insurer s waiver of subrogation in favor of the City, its officers, agents and employees. City reserves the right to withhold any payments to Contractor in the event of noncompliance with insurance requirements. Phone System Realign RFQ 11

12 Attachment B - Standard Insurance Requirements The selected consultant shall not commence any work before obtaining, and shall maintain in force at all times during the duration and performance of the contract the policies of insurance specified herein. Such insurance must be approved by the City as to limit, form, and amount, and shall be placed with insurers with a current A.M. Best s rating of no less than A:VII. Failure of the consultant or of any of its contractors or subcontractors to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of Contract. A. Prior to execution of this agreement and prior to commencement of any work, the Consultant shall furnish the City with original endorsements effecting coverage for all policies required in sections 8a-f of the Service Agreement. The endorsements shall be signed by a person authorized by the insurer to bind coverage on its behalf. The endorsements are to be on forms, acceptable to the City. At the City s discretion, the City may require complete, certified copies of all required insurance policies, including endorsements effecting the coverage required by this Section. If the City requests, the Consultant will furnish one copy of each required policy to the City, and additional copies if requested in writing, certified by an authorized representative of the insurer. Approval of the insurance by the City shall not relieve or decrease any liability of Consultant. B. In addition to any other remedy the City may have, if the consultant fails to maintain the required insurance coverage, the City may obtain such insurance coverage as is not being maintained, in form and amount substantially the same as is required herein, and the City may deduct the cost of such insurance from any amounts due or which may become due consultant under the contract. C. Each insurance policy required by the City shall be endorsed to state that coverage shall not be suspended, voided, canceled, terminated by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. D. Any deductibles must be declared to, and approved by, the City. E. The requirement as to types, limits, and the City s approval of insurance coverage to be maintained by consultant are not intended to, and shall not in any manner, limit or qualify the liabilities and obligations assumed by consultant under the contract. F. The Consultant and its contractors and subcontractors shall, at their expense, maintain in effect at all times during the performance or work under the Contract not less than the following coverage and limits of insurance, which shall be maintained with insurers and under forms of policy satisfactory to the City. The maintenance by Consultant and its contractors and subcontractors of the following coverage and limits of insurance is a material element of this Contract. The failure of Consultant or of any of its contractors or subcontractors to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of this Contract. i. Worker s Compensation and Employer s Liability Insurance. a. Worker s Compensation - Insurance to protect the consultant, its contractors and subcontractors from all claims under Worker s Compensation and Employer s Liability Acts, including Longshoremen s and Harbor Worker s Act ( Acts ), if applicable. Such coverage shall be maintained, in type and amount, in strict compliance with all applicable state and Federal statutes and regulations. The consultant shall execute a certificate in compliance with Labor Code Section b. Claims Against City - If an injury occurs to any employee of the consultant for which the employee or his/her dependents, in the event of his/her death, may be entitled to compensation from the City under the provisions of said Acts, for which compensation is claimed from the City, there will Phone System Realign RFQ 12

13 be retained out of the sums due the consultant under the contract, an amount sufficient to cover such compensation as fixed by said Acts, until such compensation is paid or it is determined that no compensation is due. If the City is required to pay such compensation, the amount so paid will be deducted and retained from such sums due, or to become due to the consultant. G. Comprehensive General and Automobile Liability Insurance. The insurance shall include, but shall not be limited to, protection against claims arising from death, bodily or personal injury, or damage to property resulting from actions, failures to act, or operations of the insured, or by its employees or agents, or by anyone directly or indirectly employed by the insured. The amount of insurance coverage shall be in an amount not less than the limits required in section 8a of the Service Agreement. The comprehensive general and automobile liability insurance coverage shall also include, or be endorsed to include, the following: i. Provision or endorsement naming the City and each of its officers, employees, agents, and volunteers as additional insured s in regards to: liability arising out of the performance of any work under the Contract; liability arising out of activities performed by or on behalf of the consultant; premises owned, occupied or used by the consultant; or automobiles owned, leased, hired or borrowed by the consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers. ii. Provision or endorsement stating that for any claims related to this project, the consultant s insurance coverage shall be primary insurance as respects the City, its officers, officials, employees and volunteers to the extent the City is an additional insured. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the consultant s insurance and shall not contribute with it. iii. Provision or endorsement stating that any failure to comply with reporting or other provisions of the policies including breaches of representations shall not affect coverage provided to the City, its officers, officials, employees, or volunteers. iv. Provision or endorsement stating that the consultant s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer s liability. v. Provision or endorsement stating that such insurance, subject to all of its other terms and conditions, applies to the liability assumed by the consultant under the contract. Phone System Realign RFQ 13