REQUEST FOR PROPOSALS FOR TELEPHONE SERVICES FOR CUMBERLAND COUNTY GOVERNMENT

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1 REQUEST FOR PROPOSALS FOR TELEPHONE SERVICES FOR CUMBERLAND COUNTY GOVERNMENT The County of Cumberland, a county of the fourth class, is accepting proposals from qualified firms to provide telephone services for the Cumberland County government. An original and two (2) copies for a total of three (3) copies of the sealed proposal must be clearly labeled County Telephone Services and submitted to the County not later than 3:00 p.m. on November 19, 2009 at: Office of the Solicitor One Courthouse Square, Room 208 Carlisle, PA 17013

2 REQUEST FOR PROPOSALS (RFP) FOR TELEPHONE SERVICES FOR CUMBERLAND COUNTY GOVERNMENT 1.1 Background Cumberland County utilizes a network of Fujitsu F9600 PBXs to provide telephone services to its Carlisle, Pennsylvania offices. Much of the telephone call traffic (inbound and outbound) is to the County s most populous area in and around Harrisburg- Mechanicsburg. For this reason, either a flat rate trunk solution or a preferred switched toll solution is sought, along with 8XX service. 2.1 General Requirements All Respondents are bound by the deadline and location requirements of this RFP Respondents electing to respond to this RFP are responsible for all costs incurred in the preparation and submission of the proposals; demonstrations; interviews; preparation of responses to questions and requests for additional information; for contract discussions; or for anything in any way related to this RFP. The County of Cumberland is not liable for any costs incurred by the Respondent in response to this RFI and the Respondent, including all related parties, disclaims and voluntarily and knowingly waives any and all rights to reimbursement for any such costs Late proposals will not be considered The County of Cumberland reserves the right to reject any or all responses or any portion thereof and to select the response(s) which, in its sole discretion, it judges to be in the best interest of the County The County of Cumberland reserves the right to cancel or modify this RFP. There is no guarantee that the County of Cumberland will place the requested services under contract The County of Cumberland reserves the right to investigate the qualifications of any Respondent under consideration including proposed subcontractors and parties otherwise related to the Respondent and require confirmation of information furnished by a Respondent, or require additional evidence of experience and qualifications to provide the services or otherwise discharge the obligations required by this RFP The County of Cumberland reserves the right to disclose information contained in proposals to the public, subject to confidentiality statutes All materials submitted with the response will become the property of Cumberland County. No materials submitted will be returned to the Respondent. 2

3 2.1.9 The County of Cumberland reserves the right to approve or disapprove of particular subcontractors, joint venture partners, or other proposed team members The County of Cumberland reserves the right to evaluate responses in terms of the best interests of the County, applying criteria provided in this RFP and any other criteria the County, in its sole discretion, deems pertinent The County of Cumberland reserves the right to accept other than the lowest cost proposal based upon an evaluation of all aspects of the response Any contract that may result from this RFP is subject to the approval of the Cumberland County Board of Commissioners and its Solicitor and is effective only upon their approval All responses must remain valid for a minimum period of ninety (90) days after the response due date. Responses may not be modified or withdrawn by the Respondent during this period of time except in accordance with this RFP and with written permission granted by the County of Cumberland Any response may be withdrawn in writing prior to the date and time set for receipt of responses The Respondent must certify, in writing, that as of the date of its execution of its proposal, it has no tax liabilities or other Commonwealth or Cumberland County obligations. The Respondent s obligations pursuant to these provisions are ongoing from and after the effective date of the proposal through the termination date thereof. Accordingly, the Respondent shall have an obligation to inform Cumberland County if, at any time during the term of the proposal, it becomes delinquent in the payment of taxes, or other Commonwealth or Cumberland County obligations, or if it or any of its subcontractors are suspended or debarred by the Commonwealth, the federal government, or any other state or governmental entity. Such notification shall be made within fifteen calendar (15) days of the date of suspension or debarment. The failure of the Respondent to notify Cumberland County of its suspension or debarment by the Commonwealth, any other local, state, or the federal government shall constitute an event of default of the proposal with Cumberland County. The selected Respondent will be the sole point of contact concerning all contractual matters for the duration of the contract term. All members of a delivery team shall certify to this requirement. 2.2 Information Provided by Cumberland County Respondents are solely responsible for conducting their own independent research, due diligence, or other work necessary for the preparation of responses, negotiation of contracts, and the subsequent delivery of services pursuant to any contract. The County of Cumberland takes no responsibility for the completeness or the accuracy of any information presented in the RFP or otherwise distributed or made available during this selection process or during the term of any subsequent contract. 3

4 2.3 Questions and Addenda All questions regarding this RFP shall be directed to Gerald Wilkes at or via at If it becomes necessary to revise any part of this RFP, an amendment will be posted on the County s website at It shall be the sole responsibility of Respondents to check for any amendments to the RFP that may be issued by the County. 2.4 Submittal of Responses Responses must be received by the Cumberland County Solicitor s Office by 3:00 p.m. prevailing time on November 19, Responses received after that time will not be accepted. The response shall be enclosed in a sealed envelope clearly labeled as County Telephone Services. The original and two (2) for a total of three (3) copies of the response shall be submitted. All responses shall be submitted by mail or hand delivered to: Office of the Solicitor One Courthouse Square, Room 208 Carlisle, PA Responses will not be accepted by facsimile or Responses shall not be open for public inspection After opening of the responses, a Respondent may not correct, modify, or withdraw the price or any other provision of its response in a manner prejudicial to the interests of the County or fair competition. The County of Cumberland may waive minor informalities or allow the Respondent to correct them. 2.5 Respondent's Responsibilities At the time of the opening of response, it will be presumed that each Respondent has read and is thoroughly familiar with the scope of services to be performed under this RFP The Respondent agrees that, if a contract is executed with the County of Cumberland, the Respondent shall make no claim against the County because of any estimate or statement made by any employees, agents, or consultants of the County which may prove to be erroneous in any respect. 4

5 2.6 Basis of Procurement This RFP and any contract(s) that may result shall be in accordance with appropriate laws, ordinances, and regulations of the United States Government and the Commonwealth of Pennsylvania. 3.1 Qualifications and Duties Respondents must prove qualification through licensure and / or experience for their desired role in the project. Standard qualification packages are expected The Cumberland County IMTO Department will oversee and coordinate the project with the selected Respondent. They are to be contacted and presented with appropriate materials when each municipality is completed 4.1 Scope of Work and Terms of Proposal Proposal Time Periods Respondent proposals will be for a three-year period beginning January with the County option to renew for at least two additional one-year periods. Performance The Respondent proposals shall include, but not be limited to, the following work Items for successful installation of new services: 1. Provide any necessary cabling to the backplane from the PBX/telephony server 2. Terminate to 66 blocks, to match existing infrastructure at the Courthouse 3. Place cross-connects, as required 4. Terminate and splice cables, as required 5. Coordinate with other telecommunications vendors to ensure proper transfer of calling capabilities from old services to those delivered through this RFP. Technical Requirements a. The intent of this specification is to provide complete and satisfactory operating communications services. b. Installation shall be handled as a turnkey project, including delivery, installation, programming, and satisfactory check out of all services. 5

6 c. All talking circuits shall be balanced transmission circuits, adjusted to accommodate the unique requirements of the Fujitsu F9600 network. d. The commercial power available will be 115/120 volt, 60 Hz, AC. e. The successful Respondent shall be responsible for the placement of all crossconnects, jumpers and splices between proposed services and existing telephone network 6

7 PROPOSAL FORM TO THE CUMBERLAND COUNTY BOARD OF COMMISSIONERS: I provide the following in response to the Request for Proposal for telephone services for Cumberland County government: Telephone Services Features and Functions Required features and functions have been noted under Must Have. Please indicate whether included as proposed in system itemization that follows (yes or no), and if no, the cost and any additional explanation required to provide feature or function. Telephone Services Features Administrative Phone System 1. Flat rate local exchange service to include outbound calls to Embarq Carlisle Exchange. 2. Local exchange service from Carlisle to include established Embarq local calling areas of Harrisburg and Mechanicsburg (see flat rate traffic table below for included exchanges). 3. Outbound switched long distance service to include interstate, intrastate interlata, intralata. 4. Inbound switched 8XX service to include interstate intrastate. Must Have X X X X Yes No Explanation General Information on Systems Respondent s Serving Central Office (C.O.) Location: Manufacturer: Model No.: Software Issue(s): 7

8 Base Request This service will provide services via Fujitsu ISDN-PRI ports. Item Qty Unit $ Total/Mo Install $ Local ISDN-PRI - 24 channels assigned Harrisburg, Mechanicsburg exchanges (see Flat Rate Traffic Table below) 1-48 channels assigned local service and other switched inbound/outbound long distance DID No. Blocks 12 Inbound 8XX Long Distance 15,000 Nation-wide access minutes 8XX numbers County-wide access 20 Outbound Long Distance both interstate and intrastate Monthly minutes currently carried by flat rate Exchange service listed below Flat Rate Traffic (Harrisburg, Mechanicsburg exchanges listed below) 12,000 minutes 75,000 minutes Totals $ $ MECHANICSBURG (Area Code 717) 458, 506, 591, 605, 610, 620, 691, 697, 750, 766, 790, 791, 795, 796, 802, 918 HARRISBURG (ZONE 1) (Area Code 717) (Includes the City of Harrisburg and the communities of 206, 213, 214, 215, 221, 230, 231, 232, 233, 234, 236, 237, 238, 255, 257, 260, 8

9 Camp Hill, Enola, Fishing Creek, New Cumberland, Paxtang and Paxtonia) 265, 302, 303, 310, 315, 319, 329, 343, 346, 350, 364, 379, 395, 410, 412, 418, 421, 433, 439, 441, 443, 497, 503, 512, 514, 518, 526, 540, 541, 545, 554, 557, 558, 561, 564, 565, 571, 574, 576, 579, 580, 592, 599, 602, 608, 612, 623, 635, 645, 648, 649, 651, 652, 657, 671, 703, 705, 712, 720, 724, 727, 728, 730, 731, 732, 737, 754, 756, 760, 761, 763, 770, 772, 773, 774, 777, 780, 782, 783, 787, 798, 805, 810, 828, 829, 856, 877, 886, 901, 903, 909, 912, 913, 919, 920, 943, 972, 975, 979, 991 Flat Rate Traffic Table 1. Name of Respondent Address Identify of Respondent (Sole Proprietor, Partnership*, Corporation) Tax I. D. Number Social Security Number Telephone Number 2. Signature of Respondent Attest (If Corporation) Corporate Seal *If partnership, all partners and their addresses must be listed. 9

10 NON-COLLUSION AFFIDAVIT State of County of I state that I am of (Title) (Entity Name) and that I am authorized to make this affidavit on behalf of said entity. I state that: 1. The price(s) and amount(s) of this bid have been arrived at independently and without consultation, communication or agreement with any other contractor, bidder or potential bidder. 2. Neither the price(s) nor the amount(s) of this bid, and neither the approximate price(s) nor approximate amount(s) of this bid, have been disclosed to any other firm or person who is a bidder or potential bidder, and they will not be disclosed before bid opening. 3. No attempt has been made or will be made to induce any firm or person to refrain from bidding on this contract, or to submit a bid higher than this bid, or to submit any intentionally high or noncompetitive bid or other form of complementary bid. 4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive bid. 5., its affiliates, subsidiaries, officers, (Entity) directors, and employees are not currently under the investigation by any governmental agency and have not in the last four years been convicted of or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding of any public contract, except as follows: 10

11 NON-COLLUSION AFFIDAVIT I state that understands and (Name of Firm) acknowledges that the above representations are material and important, and will be relied on by County of Cumberland in awarding the contract(s) for which this bid is submitted. I understand and my firm understands that any misstatement in this affidavit is and shall be treated as fraudulent concealment from County of Cumberland of the true facts relating to the submission of bids for this contract. Name and Company Position Sworn to me and subscribed before me this day of,

12 ADHERENCE STATEMENT It is understood, and agreed that all that precedes this statement is accepted. I affirm, on behalf of this company, corporation, agency, or entity that same are and will be adhered to: Company Authorized Signature and Title Address of Company Print Name and Title of Signer City, State and Zip Code 12

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