REQUEST FOR PROPOSAL: STRUCTURED CABLING, LAN SWITCHES, LONG DISTANCE SERVICE, ELECTRONIC FAXING, AND HOSTED VOIP SPECIFICATIONS

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1 SECOND ADDENDUM TO RFP DOCUMENTS REQUEST FOR PROPOSAL: STRUCTURED CABLING, LAN SWITCHES, LONG DISTANCE SERVICE, ELECTRONIC FAXING, AND HOSTED VOIP SPECIFICATIONS 11/9/2015 To All Potential Bidders: This addendum is issued to modify the previously issued bid documents and/or given for information purposes, and is hereby made a part of the bid documents. Please attach this addendum to the documents in your possession. Due to several requests for our current network mapping and the time it takes to complete such a task, we are extending the due date for the RFQ to January 8, Coles County will continue mapping our entire network and will submit the mapping to interested bidders on or before November 30, In the meantime, should you have any comments or questions, do not hesitate to contact Kelly Lockhart at or by at

2 ADDENDUM TO RFP DOCUMENTS REQUEST FOR PROPOSAL: STRUCTURED CABLING, LAN SWITCHES, LONG DISTANCE SERVICE, ELECTRONIC FAXING, AND HOSTED VOIP SPECIFICATIONS 10/20/2015 To All Potential Bidders: This addendum is issued to modify the previously issued bid documents and/or given for information purposes, and is hereby made a part of the bid documents. Please attach this addendum to the documents in your possession. Because of the complexity of the phone system and the different types of systems that could be installed in Coles County, the RFP is being modified to become an RFQ. Any mention of RFP in the original document will now become RFQ. Respondents should not provide the cost of their proposed phone system. Hosted VoIP communication system: The word Hosted was intended to mean the phone system is to reside on premises in Coles County. Scope: The work is to provide the following products and services to all phone locations in the Coles County Courthouse, Sheriff s Office (excluding inmate phones), and the Center for Human Services th Street, Charleston. Connect phones via WiFi access points or existing Cat 5e or Cat 6 infrastructure throughout all departments. Coles County will provide new power over Ethernet routing switches at all locations. The document now includes approximately 260 phone locations. Because this is now an RFQ, we are no longer asking that bidders send a break down of price per part number. If a server is to be used to control the phone system, please ensure redundancy (a server at courthouse and a server at jail). No cabling will be required by the contractor. This will be completed in house.

3 Coles County Courthouse Structured Cabling, LAN switches, Long Distance service, electronic faxing, and hosted VoIP specifications Bids must be received by 12:00 Noon on Wednesday, November 18, Scope: The work is to provide the following products and services to all phone locations in the Coles County Courthouse and Jail: WiFi access points throughout the Courthouse and Jail All necessary Power over Ethernet routing switches for the voice LAN Electronic faxing service or comparable to replace 17 fax machines Hosted VoIP communications system for the Courthouse/Jail including 230 phone locations. Ongoing maintenance coverage for the communications system Alternative bid options (other than VoIP) will be accepted, including the use of the current wired infrastructure. Every effort should be made to supply a complete bid with a response to every facet of the project, as the County Board would like to utilize multi product discounts from a single vendor. The scope of work does include the removal of the old telephone systems from the wall at all seven sites, but the County will retain ownership and possession of all retiring phone equipment and telsets. All on site work is to take place between the hours of 8:30 am and 4:30 pm CST, Monday thru Friday, and not on legal holidays, unless otherwise approved by the County Board Chairman or the department head of the affected department. All bidders must schedule a walk through to determine the County s needs and assess the best options for the County. Bids should be mailed or delivered to: Kelly Lockhart CCRP&DC 651 Jackson, Room 309 Charleston, IL

4 Questions can be ed to or by phone at Overall The contractor shall furnish all labor, materials, equipment, tools, installation equipment, and specialty items as well as provide supervision, direct the work, inspect, test, and provide whatever effort, service, or materials that may be required to complete the work as specified. The historic nature of the Courthouse in particular shall be given the utmost respect. Care shall be taken not to damage any part of the building. No openings, temporary or permanent, shall be made to the exterior or interior of the building unless approved by the Maintenance Department Head. In addition, all work must be done in a professional manner, and consistent with current OSHA guidelines. Any structured cabling must be designed by an RCDD (Registered Communications Distribution Designer) and be completed in a manner consistent with BICSI TIA/EIA 568C.1 Standards. The entire work area and site must be left in a clean and orderly manner. No leftover equipment, materials, supplies, tools, trash, etc. may be left on the county property. All materials for disposal shall be disposed of in proper waste receptacles or taken off the property to be disposed of elsewhere. Decisions regarding the acceptability of the project and with regard to any discrepancies with these specifications shall be at the sole discretion of the County Board and any industry experts they may retain. The work is to be performed in functioning buildings. While the county will make every effort to accommodate the execution of the work, the work of the court system in particular, must not be disturbed. The court rooms are located on the second and third floors. If any work conditions must be created that would disturb the work of the court system, it must be done on days when no court is in session. The contractor is responsible for any repairs from damage caused by their work. Every effort must be made to bring the building back to the condition prior to the damage. Any work completed in the premises must be done by a person or persons who have completed security awareness training, including finger printing by jail personnel. Subcontractors No subcontractors shall be permitted without the expressed written consent of the County Board Chairman. In the unlikely and discouraged event of the use of a subcontractor, said subcontractor must meet every requirement to which the Contractor is 2

5 bound by these specifications. In any event, only minor portions of the work may be subcontracted, and then only with the approval of the County Board Chairman. Due to the important nature of business of the County, it is imperative that the chosen vendor has 24 by 7 by 365 availability of support staff for all products included in these specifications. Licenses, Insurance, Notices: Licensing Any licenses required for the work are the responsibility of the contractor. Insurance The required minimum insurance coverage shall be: 1) Comprehensive Automobile Liability for owned, non owned, and hired vehicles in the amount of $1,000,000 for bodily injury and property damage liability for each occurrence; 2) Workman s Compensation in accordance with the provisions of the Illinois Worker s Compensation Act. 3) Employer s liability limits: A. Each accident, $500,000; B. Disease policy limit, $500,000; C. Disease, each employee limit $500,000. 4) Commercial General Liability shall include coverage for premises and operations, broad form property damage, products, completed operations, independent contractor s personal injury liability and contractual obligations. Coverage shall not be excluded because of Contractor s negligence. Limits shall be: A) $1,000,000 bodily injury per person, B) $1,000,000 bodily injury aggregate limit, C) $1,000,000 property damage per occurrence, D) $1,000,000 property damage aggregate limit. $1,000,000 combined single limit coverage for bodily injury and property damage per occurrence and in the same aggregate limit will be accepted in lieu of the separate limits specified above. Umbrella or Excess of loss coverage. If the limits specified above are not met, an umbrella or Excess Liability policy of not less than $1,000,000 for any one occurrence and subject to the same aggregate over the Comprehensive Liability, Employer s Liability and Commercial/Comprehensive General Liability coverages, is acceptable. Prevailing Wage All trades shall be paid prevailing wages and benefits according to Illinois law, and shall provide proof of compliance by supplying certified payroll records at job completion. Proposal Rejections and irregularities: The County of Coles reserves the right to reject any or all bids or waive any informality in any bid and to accept any bid considered advantageous to the County. Further, the County of Coles, when in its opinion is in the best interest of the County, reserves the right to: 1) 3

6 accept any bid; 2) waive technical deficiencies and irregularities; 3) allow bidder to remedy technical deficiencies or irregularities within a stated time; 4) rescind any notice of award if the County of Coles determines the notice of award was issued in error; 5) re bid any contract. Bids will be rejected for the following material deficiencies: 1) submission of a late bid; 2) submission of a bid in a manner that reveals the bid price prior to the bid opening (e.g. via fax); 3) use of a bid envelope which is received by the County unsealed or in a manner that does not reasonably identify the project and/or specification for which it is intended; 4) omission of a bid price; 5) submission of a bid price that cannot be determined; 6) deletion of original signatures to the extent that an intent to be bound by the bid is not apparent; 7) bids not containing signatures in ink of the Contractor; 8) bids not in substantial conformance with the specification and / or whose non conformance is determined to be material and unresponsive; 9) not performing a site visit prior to bidding. Default When, for any reason the bidder withdraws its bid within 60 calendar days or any other specified period after bid opening, or fails to comply with all post award requirements, such defaulting bidder and its surety shall pay the County of Coles all costs incurred by the County for procuring the performance of the work, including the difference between the dollar amount of the defaulting bidder s bid and the accepted bid if the accepted bid is higher. Such costs shall include, but not be limited to, the additional contract price paid for the work and additional costs for advertising and other services, and shall include additional costs to complete the project at the specified date. Submittals: Signed and sealed bid, meeting standard bid specifications, described herein. Bidders are urged to use the checklist at the end of this document to help ensure their submittals include all required elements. This checklist will be used by the County Board, and it s Chairman at the time the bids are opened. Changes, Additions, and Deletions: No changes, additions, or deletions to these specifications are permitted without the written permission of the County Board Chairman, and in no case will the Contractor be eligible for additional payment for any change, addition, or deletion of any work without a separate written change order agreement executed by the County of Coles. Bidder s Duty to Examine and Inspect: 4

7 Bidders shall carefully examine the specifications herein and perform a reasonable inspection of the project sites to obtain first hand knowledge of existing conditions. Each bidder shall promptly report, in writing, any errors or inconsistencies that they detect in the specifications to the Chairman of the County Board prior to bidding. By submitting their bid, each bidder represents that they have examined the bidding documents and inspected the sites, that they understand the provisions of the bidding documents, and that they have familiarized themselves with the local conditions under which the work is to be performed. Bidders will not be given extra payment or contract time for conditions which could have been discovered by such examination. Bid Conditions 1. By submitting a bid, the Contractor agrees to accept all of the County of Coles terms herein as a legal and binding contract. Submittal of conditions or qualifying statements contrary to the County of Coles terms herein are not acceptable and unless rescinded, the bid shall be rejected. 2. Bidders shall be responsible for the delivery of bids during regular business hours of the County of Coles Board Chairman s office on the second floor of the Coles County Courthouse. This shall be prior to the bid opening time stated in the advertisement for bids. 3. Bids shall be sealed and properly identified on the outside of the envelope as to the project and Contractor. 4. Each bid shall be sealed preferably in an opaque envelope Bid Opening Checklist At the bid opening the bids will be checked against at least the following checklist, and could be checked against other criteria as well. The determination of the status of the following items at the bid opening is only provisional and may be changed based on further study by the County. 1. ( ) Was the bid delivered before the deadline? (Yes is required) 2. ( ) Was bid sealed (not unsealed or delivered via fax, etc.)? (Yes is required) 3. ( ) Does the bid have bidders name on the outside of the envelope? (Yes is required) 4. ( ) Does the envelope have the job identified on the outside of the envelope? (Yes is required) 5. ( ) Does the bid have a discernable bid amount for each facet of the project? (Yes is required) 5

8 6. ( ) Does the bid contain conditions or qualifying statements contrary to the County of Coles terms in the specifications herein? (No is required) 7. ( ) Is the bid otherwise non conforming or unresponsive to these specifications? (No is required) 8. ( ) is the bid signed by the proprietor or a duly authorized officer of the bidding organization with an original signature? (Yes is required) 9. ( ) Did the bidder perform a site visit prior to bidding on the project (Yes is required) Replacement Communication System The County of Coles is seeking a Hosted VoIP or alternative phone system to replace the antiquated PBX phone system in place today. Because of the unique nature of the phone setup, Coles County is requiring the interested bidders to perform a site visit to get a feel for the existing infrastructure. Based on the site visit, we are allowing bidders to develop their own bid specifications and design. We ask that interested parties break down the bid to part number and price per unit. Proposer acknowledges that the company is qualified to provide these types of Services. At any time during the selection and award process, the County may request information substantiating the indicated requirements. Failure to provide this information may result in a vendor s proposal being declared non responsive. Proposer acknowledges and accepts that all components of and responses to this RFP will be included and become a part of the final agreement. By signing below, Proposer certifies that he/she is an officer or duly authorized agent of the Proposer s firm with full power and authority to submit binding offers for the goods or services as specified. MANDATORY UNSIGNED PROPOSALS WILL BE CONSIDERED NON RESPONSIVE AND REJECTED. Authorized Signature (Required) Company Name Printed Name Address 6

9 Title City, State, Zip Code Date For Clarification of this proposal, please contact: Contact Name Address Phone Number End of Document 7

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