CITY OF BLAINE REQUEST FOR PROPOSAL IP TELEPHONY SYSTEMS CONSULTANT

CITY OF BLAINE REQUEST FOR PROPOSAL IP TELEPHONY SYSTEMS CONSULTANT

REQUEST FOR PROPOSAL IP TELEPHONY SYSTEMS CONSULTANT I. GENERAL The City of Blaine is soliciting proposals from qualified firms to assist the City in its process to replace its aging telephone system and to provide professional consulting/planning services relative to its short- and long-term communication needs. The successful proposer will be selected based on the proposer s ability to assist the City in determining the most economical and efficient method for coordinating the revision and enhancement of the City of Blaine s internal and external communication systems (telephone, data, and video). Sealed proposals shall be received until 4:30 pm on June 26, 2015 to: City of Blaine Attn: Dennis Peters 10801 Town Square Drive Blaine, MN 55449. Proposals received after the date and time specified will be returned unopened. Each proposal must include three hard copies of the proposal and an electronic copy (e.g., email attachment, CD, USB drive). Proposal timeline: Proposal release date June 15 Last date to receive June 26 Committee evaluation complete July 10 Council approval August 6 Award August 7 Initial meet with Consultant Week of August 10 II. III. OBJECTIVES The City of Blaine seeks to develop a strategic plan that will review and analyze the City s current and future requirements for telephone systems, unified communications, computer networking in relation to IP telephony, and video distribution systems. The City of Blaine is implementing improvements in each of these areas and requires a plan. This includes an RFP process to replace the current telephone system. BACKGROUND INFORMATION The City of Blaine is a municipality with 2 buildings serving approximately over 200 end users. Other buildings (Senior Center, park buildings, etc.) currently served by single lines or small systems will also be considered in the process. a. Telephone Systems: The City of Blaine currently uses an Eon Millennium PBX with approximately 200 telephones. Page 2 of 9

b. Data Networking: The City of Blaine currently uses approximately 12 switches with around 250 network devices connected. Four closets in City Hall, and one in Public Works, are connected by multimode fiber. Public Works connects to City Hall with Single Mode fiber. Devices attach to the closets with Category 5e Ethernet cable. c. Community Applications: The City of Blaine currently uses Exchange as its primary e-mail server. Page 3 of 9

IV. SCOPE OF THE WORK The following is intended to illustrate the types of services which will be required of the consultant. It is not intended to eliminate other services which the consultant believes to be necessary, and is able to provide. The actual scope of the work will be determined upon selection of the consultant and shall be mutually agreed upon by both parties. Data and Video 1. Meet with management personnel to obtain an overview of the City of Blaine s communication objectives. 2. Conduct interviews with key personnel in the areas of telephone, computer networking, and Unified Communication (UC) applications such as text, presence, video, call control, softphone, and video collaboration. a. Include a description of how the consultant will identify departments or applications where UC would be of benefit and result in a return on investment for the City. b. Describe how the consultant will deal with change management as it relates to UC. 3. Conduct interviews with appropriate building and department management staff to ascertain current level of technology services and future requirements (equipment and features). 4. Collection and analysis of historical data to include technology equipment inventories, equipment records, available cabling diagrams, etc. 5. Conduct initial cabling assessment and evaluate adequacy for future needs. 6. Provide a review of total expenses associated with current systems and project future costs of current system. 7. Review the City of Blaine s billings for accuracy and summarize findings for action by the City of Blaine. 8. Prepare cost/benefit analysis. Identify and evaluate the various alternatives for cabling and wiring the building along with projected paybacks and estimated costs for the various alternatives. 9. Prepare conceptual design and cost benefit analysis for alternative city-wide communication systems. Compare to present and future costs of existing system. 10. Prepare design specifications for replacement telephone equipment and assist with the review/analysis of proposals and provide project management from installation to cutover to new equipment. Page 4 of 9

The following subsystems are to be included: Wiring: Jacks Data Connectors Cable Cable Management Software Patch Cords Wide Area Network: Fibers/Wireless Redundancy Data Networking: Communications Controllers Network Interfaces including POE Servers (virtual) Network Operating System & Applications Telephone: Processor Redundancy/Resiliency Call Detail Recording Disaster Recovery/Business Continuance SIP Trunking PSTN Administrative Interface Direct Integration with Active Directory E9-1-1 Planning Unified Communications Integration Tasks are to include, but are not limited to: 1. Working with the City s IP Telephony Committee to develop technical specifications and RFP/RFB that includes, as a minimum: a. Contracts b. Payments c. Materials and Workmanship d. Errors or Omissions e. Inspection of Work f. Project Management g. Successful vendors Liability h. Contractual Conditions i. Incurring Costs j. RFP/RFB Documents k. RFP/RFB Response l. RFP/RFB Opening m. RFP/RFB Bond n. Performance Bond Page 5 of 9

o. RFP/RFB Evaluation p. RFP/RFB Award q. Addenda r. Right to Accept/Reject RFP/RFBs s. Insurance and Indemnification t. Project Completion u. Late Completion Penalty v. Affirmative Action Policy w. Workers Compensation x. Independent Contractors y. Caution to Vendors z. Experience and Existing Customers aa. Exceptions ab. General System Design ac. Explanation of RFP/RFB Items and Proposal Form 2. Distribute the technical specifications to all known equipment vendors and manage the resulting bidding/proposal process. 3. Evaluate the submitted RFP/RFBs for thoroughness and adherence to the technical specifications. Work with the IP Telephony Committee to analyze the results. 4. Submit an award recommendation to the City of Blaine. V. IMPLEMENTATION Administration of all communications systems installation in accordance with the specifications, including oversight of start-up, testing, debugging, system optimization, correction of any vendor s lack of compliance, and necessary follow-up during vendor implementation and, possibly, through the acceptance testing following the cutover to the new systems. VI. INSURANCE REQUIREMENTS Certificate of insurance indicating that required levels of insurance coverages are in force at the time the proposal is submitted should be included as part of this proposal. A. Workers Compensation Insurance consisting of statutory compensation benefits and $100,000 of employer s liability. B. Comprehensive or Commercial General Liability Insurance with limits of not less than $1,000,000 combined single limit per occurrence and aggregate. This coverage shall include contractual liability coverage. C. Comprehensive Owned and Non-owned Automobile Liability Insurance with the limits of $1,000,000 combined single limit per occurrence and aggregate. D. Professional Liability Insurance coverage with an annual occurrence and aggregate limit of not less than $1,000,000. Page 6 of 9

VII. QUESTIONS Questions of this RFP must be submitted in writing or email only and directed to Dennis Peters and sent to City of Blaine, 10801 Town Square Dr., Blaine, MN 55449 or to DPeters@ci.blaine.mn.us at least two days prior to the due date of the RFP. No verbal questions regarding the RFP will be considered. VIII. PROPOSAL REQUIREMENTS To be considered, each proposal shall contain the following information. A. Firm s Capability: 1. Organization: State the full name and address of your organization, include the name, address, and telephone number of the person in your organization who has primary responsibility for developing this proposal and to whom technical questions may be addressed. 2. Experience: Proposals shall include a description of the firm s overall experience in handling projects similar in character or scope to this project. A list of not fewer than three different references listing the company name, address, telephone number, and contact person in each category shall be included within the proposal. The City of Blaine would like to work with a firm whose experience includes assisting public entities with the implementation of unified messaging, unified communication, VOIP, and collaboration. 3. Personnel: Proposals shall identify each member of the consultant s staff who would work on the project, the role they will be performing, and the hourly rate charged to the City of Blaine for its services. Additionally, a resume stating the background and qualifications of each individual should be attached. Particular attention shall be given to the individual named as the project coordinator. 4. Statement of Objectivity: Proposals will be accepted only from independent consultants not engaged in or associated with the business of selling, servicing, or renting communication equipment. Responses must clearly state the independence and objectivity of the consultant. B. Approach: Based upon information contained in this Request for Proposal, prospective consultants shall prepare a preliminary work plan identifying point by point the specific tasks they believe to be necessary to accomplish the objectives of the City of Blaine. The plan shall detail in a simple and straightforward manner the step-by-step approach the consultant proposes and the rationale for selecting this particular methodology. The plan should identify the expected number of on- Page 7 of 9

site visits. Electronic samples of past RFP s, sample responses, and analysis of those responses would be helpful in understanding the proposer s approach. C. Schedule: The proposal shall include a timeframe for completion of the various phases of the project. D. Reports/Presentations: Submit a chronology of presentations and reports to be provided. Give details as to the content of each report/presentation. (Please provide a sample report of a similar study.) E. City of Blaine s Requirements: Detail the level of assistance and involvement of the City of Blaine staff and the space/facility requirements necessary to perform the work. F. Contract Price: The proposal shall include a fixed price sum for performing the tasks outlined in the Approach section above. The actual fee shall be based on the hourly rate for each individual assigned to the project with the limit to be the fixed price sum indicated. The fixed price sum quoted herein may be adjusted upward or downward in accordance with the final determination as to the scope of the work to be performed. IX. REIMBURSEMENT The Consultant shall maintain complete and accurate records with respect to services performed under this Agreement. Monthly invoices shall be submitted detailing the name, title, hourly rate and total hours worked for each individual performing work under this Agreement. The total billed for the project shall not exceed the agreed-upon fixed price sum. Page 8 of 9

IP TELEPHONY SYSTEMS CONSULTANT EVALUATION Evaluator: Firm: Date: 1. Prior telecommunications experience a. Telephone 10 b. Data Networking 10 c. Video 10 Evaluation Weight Points (1-10) Total 2. Consulting with similar entities 10 3. Organization size and structure of firm 10 4. Qualifications of staff, including consultants to be assigned to project. Consider education, position in firm, and years and types of experience (determined from resumes submitted) a. Qualifications 5 b. Overall supervision to be exercised over consultation by firm s management 5 5. Firm s understanding of work to be performed and the approach to be used by firm 10 6. Schedule and value of proposed analyses/reports 5 7. References 5 8. Cost Breakdown: Hours 5 Total Cost 15 100 Page 9 of 9

X. AMENDMENTS Any amendments to this RFP will be provided electronically via e-mail to all registered recipients of the RFP. XI. AUTHORIZATION The intent is to bring the recommendation for the Consultant Agreement to a Blaine City Council Meeting for approval. All respondents will be notified after the Council has approved the recommendation. Page 10 of 9