REQUEST FOR PROPOSAL CITY OF WARRENSBURG 102 SOUTH HOLDEN STREET WARRENSBURG, MISSOURI SHORETEL TELEPHONE SYSTEM UPGRADE PROJECT

Transcription

1 REQUEST FOR PROPOSAL CITY OF WARRENSBURG 102 SOUTH HOLDEN STREET WARRENSBURG, MISSOURI PROPOSAL CLOSING: APRIL 29, 2016 DATE OF PROPOSAL: APRIL 1, 2016 CONTACT PERSON: GARY SWANSON, COMPUTER TECHNICIAN PHONE NUMBER: PROPOSAL HEADING: ************************************************************************************* By order of the City Manager of the City of Warrensburg, Missouri, sealed proposals will be received in the Office of the City Clerk, Municipal Building, 102 South Holden Street, Warrensburg, Missouri 64093, for the until 2:00 p.m., CST, April 29, 2016, at which time the proposals will be publically opened and read aloud. Only sealed proposals marked SHORETEL TELEPHONE SYSTEM UPGRADE PROJECT DO NOT OPEN will be considered. No late, incomplete, or fax submissions shall be accepted. Failure to follow these procedures may result in the disqualification of the consultant from the RFP process at the discretion of the City. INTENT: It is the intent of these specifications is to: 1. Upgrade our ShoreTel telephone system from version 9.1 to the latest ShoreTel version 2. Upgrade server software from Windows Server 2003R2 to Windows Server 2012R2 3. Migrate the ShoreTel telephone system from two (2) existing servers to two (2) new servers 4. Upgrade Double Take software to the latest version and implement replication between the two new ShoreTel servers 5. Program three (3) ShoreGear 30 switches BACKGROUND INFORMATION: The City is currently running ShoreWare Director Version 9.1, Build running on Microsoft Server The City operates a primary server (Shoretel1) and a backup server (Shoretel2) which are kept in sync using Double Take software. The current server configuration is available in Attachment 1. Software license counts are available in Attachment 2. The City has a current software maintenance agreement for ShoreTel and Double Take software. The City will provide two new physical servers that meet/exceed requirements for ShoreTel version 14.2 and all operating system software required for the upgrade. In addition, there are three (3) ShoreGear 30 switches that need to be programmed and placed back into operation on the system. SELECTION AND CRITERIA FOR EVALUATION: Selection of a qualified contractor will be made at the discretion of the City of Warrensburg, Information Technology office, which reserves the right to accept or reject any and all proposals.

2 The following items will be considered in making a selection of the contractor, though they may not be equally weighed in the review process: 1. Experience, skills and qualifications 2. Merits of the Proposal including scope of work and approach to addressing tasks 3. Timeline and proposed schedule 4. Customer relations, responsiveness, and timeliness 5. References and prior experience with similar work 6. Firm s proximity, history of activity in the Warrensburg area and economic impact to the local economy

3 CITY OF WARRENSBURG, MISSOURI INSTRUCTIONS In addition to the requirements set forth in the specifications, anyone submitting proposals shall be responsible for familiarizing themselves and complying with the following instructions. 1. Proposals will be accepted at the Office of the City Clerk, 102 South Holden Street, Warrensburg, MO until 2:00 p.m., CST, April 29, Proposals must be submitted in a sealed envelope clearly marked SHORETEL TELEPHONE SYSTEM UPGRADE PROJECT DO NOT OPEN to be considered. Proposals submitted without proper identification may be rejected. 3. The City of Warrensburg accepts no responsibility for delays caused by the U.S. Postal Service or any other means of delivery. 4. Proposals may be withdrawn at any time prior to 2:00 p.m., CST, April 22, 2016 by written request from a person authorized to represent the proposer. 5. Proposers shall not be permitted to use to their advantage any omission or error in the specifications or contract documents, and the City reserves the right to issue new instructions as if originally specified. 6. Proposers shall read thoroughly and understand the requirements in relation to the proposal which is submitted. 7. The right to reject any and/or all proposals, to accept or reject all or any part of a proposal, and to waive any technicalities in the proposal or accept the one that, in the sole judgement of the City, will be in the best interest and/or most advantageous to the City, is hereby expressly reserved by the City. 8. The City may elect to select one or more, but not all, of the different phases of work the proposer may submit. 9. If the proposer is a resident of Warrensburg, or owns property within Warrensburg, the proposer must be current on all taxes and utility bills owed to the City. 10. In case of default by the proposer, the city shall procure comparable services and hold the proposer responsible for any excess cost occasioned thereby. 11. The proposer, if required by ordinance, either has or is willing to obtain a City business license prior to the commencement of the work or the delivery of goods. 12. Proposer will include all travel costs in their submission to complete the work identified in the proposal. 13. Failure to comply with any of the above instructions and general conditions of proposing may disqualify the proposer at the direction of the City Manager. 14. All requests for information and/or interpretation (RFIs) related to this Request for Proposal must be received no later than 5:00 p.m. CST on April 22, Such RFIs shall be made to Gary Swanson, Computer Technician, by at it@warrensburg-mo.com or by telephone at If required, an addendum will be published and made available on the City of Warrensburg website no later than the close of business on April, 25, Proposers shall submit one (1) original and three (3) copies of their proposal. Each proposal shall contain at a minimum the following: a. Name and Address of firm

4 b. Project timeline and schedule c. Detailed scope of services defined by the phased upgrade plan and any other elements of work d. Services or resources to be supplied by the City and any assumption made in regards to the City s capabilities. e. Fee proposal on the attached Proposal Form f. An Affidavit of Compliance with the federal work authorization program and a copy of the proposer s E-Verify Memorandum of Understanding (15 CSR ) must be provided to the City. 16. The proposer whose Proposal is selected for the project will be required to enter into an agreement with the City of Warrensburg in the form attached hereto which is in compliance with the City of Warrensburg s now existing standards for contracts with consultants. Any and all modifications or amendments to said agreement shall be subject to the approval of the City Counselor. 17. All proposals will constitute an irrevocable offer to perform services as proposed for a period of 90 days, and may be accepted by the City any time within 90 days from opening of proposals.

5 CITY OF WARRENSBURG, MISSOURI SCOPE OF SERVICES WORK TO BE PERFORMED The proposer will include a phased upgrade plan with their proposal that provides a roadmap to accomplish the following tasks: 1. Upgrade our ShoreTel telephone system from version 9.1 to the latest ShoreTel version 2. Upgrade server software from Windows Server 2003R2 to Windows Server 2012R2 3. Migrate the ShoreTel telephone system from two (2) existing servers to two (2) new servers 4. Install Double Take software to the latest version and implement replication between the two new ShoreTel servers 5. Program three (3) ShoreGear 30 switches At a minimum, the upgrade plan shall include the following: 1. List the tasks to be performed during each phase of the upgrade to include pre-upgrade preparations, upgrade tasks, and post upgrade support for each phase. 2. The cost for each upgrade phase. 3. A back-out plan for each phase in case of a failed implementation. 4. A list of items required to be provided by the City for each phase. 5. Address how to implement the upgrade plan with minimal impact to phone system users. 6. A timeline and proposed schedule to complete all upgrades. If selected, the contractor will perform upgrade and migration actions to implement their phased upgrade plan. Upon completion of each upgrade phase, the system will be allowed to operate for a mutually agreed upon test period of at least 7 calendar days to ensure there are no operational issues before starting the next phase. Any operational issues will need to be resolved by the contractor prior to moving to the next upgrade phase. Costs will be broken out for each phase and will be paid when each upgrade phase and test period is successfully completed. In addition, the City operates eight remote sites via VPN connections as listed below. Several sites have inoperative ShoreGear 30 switches that need to be restored. The City will install operational switches at the affected locations and the contractor will program the switches and restore switch operation at the remote facilities. Table 1. Listing of City Facilities/Switch Locations Facility Address Switches/Status City Hall 102 S Holden St ShoreGear 90 Operational ShoreGear 90 Operational Police Department 102B S Holden St. ShoreGear 90 Operational ShoreGear 90 Operational Community Center 445 Gay St ShoreGear 90 Operational ShoreGear 30 Operative NASSIF Aquatic Center 428 E Mill St. ShoreGear 30 Inoperative Fire Station Corporate ShoreGear 30 Operational

6 ShoreGear 30 Inoperative West Water Treatment Plant 75 NW 105 Rd. ShoreGear 30 Operational Street Department 448 Water St. ShoreGear 30 Inoperative Animal Shelter 37 SW 101 Rd. ShoreGear 30 Operational QUALIFICATIONS AND CERTIFICATIONS The proposer will provide a list of their staff who will be performing work under this RFP, include IT, Project Management and ShoreTel certifications applicable to the work to be performed and a synopsis of work experience upgrading and maintaining ShoreTel phone systems and Microsoft operating systems. REFERENCES The proposer will provide three references and an overview of the work performed for the references similar in nature to this RFP.

7 System Name: SHORETEL1 CITY OF WARRENSBURG, MISSOURI ATTACHMENT 1 OS Name Microsoft(R) Windows(R) Server 2003, Standard Edition Version Service Pack 2 Build 3790 Other OS Description R2 OS Manufacturer Microsoft Corporation System Name SHORETEL1 System Manufacturer HP System Model ProLiant DL320 G5p System Type X86-based PC Processor x86 Family 6 Model 15 Stepping 11 GenuineIntel ~2128 Mhz Processor x86 Family 6 Model 15 Stepping 11 GenuineIntel ~2128 Mhz Processor x86 Family 6 Model 15 Stepping 11 GenuineIntel ~2128 Mhz Processor x86 Family 6 Model 15 Stepping 11 GenuineIntel ~2128 Mhz BIOS Version/Date HP W05, 6/20/2008 SMBIOS Version2.4 Windows Directory C:\WINDOWS System Directory C:\WINDOWS\system32 Boot Device \Device\HarddiskVolume1 Locale United States Hardware Abstraction Layer Version = " (srv03_sp2_rtm )" User Name Not Available Time Zone Central Standard Time Total Physical Memory 2, MB Available Physical Memory 1.01 GB Total Virtual Memory 5.86 GB Available Virtual Memory 5.05 GB Page File Space 4.00 GB

8 CITY OF WARRENSBURG, MISSOURI ATTACHMENT 2

9 Date: CITY OF WARRENSBURG, MISSOURI PROPOSAL FORM The undersigned agrees to provide the services in conformance with the Request for Proposals, Instructions and Scope of Work. Proposals are due by April 29, 2016 by 2:00 p.m. Please include a cost for each phase as applicable in your phased upgrade plan. The City may elect to select one or more, but not all, of the different phases of work the proposer submits. Phase Number Phase 1 Phase 2 (if applicable) Phase 3 (if applicable) Phase 4 (if applicable) Phase 5 (if applicable) Phase 6 (if applicable) Phase 7 (if applicable) Phase 8 (if applicable) Phase 9 (if applicable) Phase 10 (if applicable) Item Cost Total Proposal Printed Name: Address: Phone Number: Signature: