Benzie County Administrator Karl L. Sparks, County Administrator Maridee Cutler, Deputy Administrator Date: 4 August 2015 Reopened 10/16/2015 Subject: Title: Request for Proposals; instructions for Telephone System; Equipment, Installation, Service and Support New Submission Deadline: Monday, 9 November 2015 not later than 5 pm (must be in the County Administrator s office before close of business) New Requirements: Prior to opening bids from the last call, new 911 requirements were received necessitating a reopening of the bidding process. The reopened bidding process is open to all bidders whether a bid was received or not. New requirements are Attachment A. Summary Description Benzie County wishes to replace its aging and disparate telephone systems with a unified, modern, stateof-the-art communication system that will take us forward for the next twenty years. We are looking to combine two phone systems one CENTREX system in the Government Center and one VOIP system in the Sheriff s department. The two buildings are connected with high-speed fiber optic cable. Since the Sheriff s system is relatively new, we would want to consider a system that takes advantage of their newer handsets, if possible (and does not result in additional cost). The new telephone system must also be compatible with 911/Dispatch requirements. County Background Benzie County is the smallest county in Michigan at 316 square miles. Located along the shores of Lake Michigan near the northwestern tip of Lower Michigan, Benzie is abundantly rich in natural resources with many lakes, rivers, forests, and areas of productive farmland. Over 36% of Benzie County is publicly owned land. Sleeping Bear Dunes National Lakeshore is a national treasure. Benzie s rich history includes glacial formations that formed our land and dunes, the resurgence of the Anashnabe tribes of the Three Fires as an economic force in our County, the many families that date back to the early 1800s, now joined by a diverse retirement community, artists, shop owners, builders, factory workers, professionals, and others attracted to the beauty of the land and the casual lifestyle. Hunting and fishing, water sports, golf, downhill and cross country skiing, as well as snowmobiling and other forms of recreation provide many opportunities for residents and visitors. The Betsie Valley Trail transforms the old rail system into a relaxing or vigorous hiking, skiing and biking experience through the County. These resources provide the basis of Benzie's economy with tourism, recreation, agriculture, and services forming the major economic sectors of the County. Benzie County is known for its historic small towns and villages. Each of these is unique with a strong sense of identity, yet they all share common visions for the future of the County as a whole. Our challenge as a County Government is to work for all our citizens to grow and prosper, to manage our critical services well and with fiscal restraint, while protecting the quality of life we all share and cherish in beautiful Benzie County. Page 1 of 9
Current County Financial Information 2015 State Equalized Value $1,584,000,795 2015 Taxable Value $1,147,594,711 2014 Total taxes levied $37,977,845.06 2013/14 General Revenues $ 6,084,952 Approximate historical costs of telephone services (does not include cellphones/pagers) FY2011/12 $51,066 FY2012/13 $61,153 FY2013/14 $52,450 FY2014/15 $61,950 (amended budget to date) Functional Requirements (address each completely in your proposal, please). Please be clear about which functionalities your system will not provide. We are looking for the best possible combination of functions and features, so missing requirements will not necessarily rule out your bid. 1. Monitor the telephone system twenty four hours per day, 365 days per year, including after hours, weekends and holidays. 2. Manage patches (updates, upgrades, and fixes). 3. Maintain system documentation and submit a quarterly report to the County Administrator. 4. Call forwarding, both internal and external to the County telephone system with remote activation. 5. Call holding and group call pick-up 6. Direct call transfer and linear call distribution 7. Conference calling 8. Dialed number display (plus name if in directories) 9. Call waiting indicator 10. Time, date, length of call display 11. Immediate call divert 12. Group intercom 13. Building intercom 14. Caller blocking 15. Muting 16. Voicemail and call back from mail box 17. Nomadic (follow me calling) one phone number. 18. Multi-modal access POTS, ISDN, VOIP, cellular telephones, computers 19. Hearing aid compatibility 20. Braille on keypads 21. Speaker/microphone 22. Adjustable speaker and ringer volumes 23. Redial and automatic ring back (auto redial) 24. Caller ID 25. County directory (auto update) 26. Personal director with auto speed dialer 27. Recently called/called in list 28. Headset accommodation 29. Log in/log out 30. FAX from computers 31. 911/Dispatch compatibility (the new phone system be a true VoIP PBX and can do SIP trunking (to the 911 system) a. SEE ATTACHED NEW REQUIREMENTS ATTACHMENT A 32. Security features 33. Warranties Page 2 of 9
34. Compatibility with Cisco SPA504G 4-Line IP Phone and Cisco Wireless IP 7926G Assumptions and Agreements (1-4 to be included in the final contract language) 1. The agreement will be fixed-price for five (5) years, with optional one year extensions for up to five (5) additional years. 2. The proposal must include: a. Any baseline monthly fees b. Cost of renting and buying handsets (for both 50 and 85 handsets) c. Cost of local and long distance (per minute) d. Cost of any infrastructure requirements (additional equipment or facilities) to be provided by the contractor e. Cost of installation, implementation, and training in the first year f. Cost of adding new handsets to the system over the next five years (including any infrastructure requirements for expanding the telephone system) g. Proposals must include an hourly rate for support services above and beyond those covered under contract. 3. Proposals will not be returned. 4. The County reserves the right to dismiss any proposal for any reason. Bidders Meeting A bidders meeting is scheduled for 26 August from noon to 1pm. It will be held at the Government Center, 448 Court Place, Beulah, MI 49617. The meeting will be in Room 206, and a short tour will be included. Late arrivals will not be given a separate tour. The purpose of the bidders meeting is to clarify this RFP document, scope of work and other details of the requirements. This meeting falls under the Open Meetings Act. There will be no notes or minutes recorded. Prospective bidders may submit questions by 5pm, Monday 24 August 2015. Questions submitted by this deadline will be addressed first at the bidders meeting. Time permitting, additional questions may be addressed. Registered Interest Registered interest is achieved by providing a contact name, email address, and telephone number. Someone with registered interest will receive answers to questions submitted to the County Administrator by other bidders and other registered interest persons. If the bid package was downloaded from the County website, the prospective bidder must notify the Benzie County Administrator at the email address below, of their desire to be a registered interest (and receive questions/answers from the County). Additional Information or Clarification Questions may be submitted by email ONLY to the County Administrator not later than 5 p.m. 30 October 2015. No interpretation of the meaning of the bid document will be made to bidders on an individual basis and all bidders will receive all questions asked and the answers provided. Karl Sparks Benzie County Administrator ksparks@benzieco.net 448 Court Place Beulah, MI 49617 Submission Information 1. Submissions must contained four (4) copies of your Proposal. 2. Organizational background statements, including fact-based information (sales volume, employees, etc.). Page 3 of 9
3. Organization s contact point and contact information regarding all facets of their proposals. 4. To be comparative, telephone systems should be expressed in terms initial cost, monthly recurring costs, usage costs, rent vs buy, hourly support costs, and usage (per minute) costs. 5. There are two Benzie County entities that will participate in this contract Corrections and the Government Center. The bid should be structured to show provisions for 50 handsets (if the Correction handsets are compatible with the new system) and 85 handsets if they are not compatible. 6. Hourly cost for on-site calls and/or services not covered under the support agreement. The types of services not covered under regular support agreement must be delineated in the bid. 7. At least three (3) current client references, preferably comparable to Benzie County (government, size, location, type of support, etc.). 8. Bidders shall specifically address their experience with public and local government client organizations. 9. Bidders should address any assumptions made in the preparation of their proposal. 10. Annual limitations, if any. Each functional requirement must be addressed as presented and numbered. Include methods, business practices, procedures, staffing experience/expertise that would be employed in the execution of the proposed agreement. Basis for Award of Agreement 1. Overall price structure (and estimated total price of contract over five (5) years. 2. Acceptable results from reference checking. 3. Ability to present a comprehensive RFP that is specific to the needs of Benzie County, as presented in these RFP instructions. (Marketing material will NOT be considered part of the proposal). Each functional requirement must be addressed individually. If the function is not provided, please state. 4. Clear and complete menu of services/equipment included in the proposal, along with a coherent pricing structure. 5. Clarity of presentation. If an award of contract cannot be made based on proposal submissions alone, finalists will be invited to make a 15-minute presentation to members of the Technology Committee. 6. Experience managing and supporting a telephone system. 7. Annual limitations, if any. Anticipated Selection Schedule 16 October Release of the modified RFP 30 October 5am Questions due to County Administrator 4 November Answers provided to all bidders 9 November 5pm Bids due in the County Administrator s Office 10-11 November Technology Committee meets to rank proposals 11-26 November Reference checking 27 November Recommendation made to full Board of Commissioners To negotiate a contract with the top-ranked bidder Page 4 of 9
If a contract agreement cannot be reached for any reason, the County reserves the right to contract with any other bidder. 8 December 9am Final contract approval by full Board KARL L. SPARKS County Administrator Government Center 448 Court Place, Beulah, MI 49617 (231) 882-0558 - Fax (231) 882-7072 Page 5 of 9
Benzie County Telephone System Bidders Proposal Format Proposals (4 copies) are due by 5pm, 9 November 2015 BIDDERS CERTIFICATION STATEMENT Company Name of Proposer: Name of Lead Representative and Primary Contact Point: Firm Address: Primary Contact Point Telephone No.: Primary Contact Point Email Address: Alternate Contact Point and Contact Information: The undersigned has attached all documents and information required by this Request For Proposal, and specifically those items listed on Section 10.2, Certifications, Declarations and Forms. NAME OF FIRM: AUTHORIZED SIGNATURE: PRINT NAME: TITLE OF PERSON SIGNING: DATE: Page 6 of 9
Company Background Information (Size, numbers and types of employees, years in business, etc.): Three client references (current customers with operations similar to county government). Include name and telephone number of contacts: Telephone system support proficiency statement (include specific experience with public and local government client organizations: Page 7 of 9
Functional requirements (address numbers 1-20 separately and completely). Add additional pages as necessary. Page 8 of 9
Five-year contract pricing (include installation, implementation and trainings costs); handset rental/purchase prices (numbering both 50/85); cost of calls (local and long distance); and any additional costs (recurring or one-time) that might be experienced over the life of the contract. A clear and complete menu of services included in the proposal, along with a coherent pricing structure: Relevant assumptions made with your proposal (include any annual limitations, if any): Page 9 of 9