REQUEST FOR PROPOSAL SUPPLY & INSTALL TELEPHONY SYSTEM LOCATED AT CITY HALL, 66 CHARLOTTE STREET Closing Date: Tuesday February 22, 2011 at 2:00pm local time TELEPHONY RFP-2011-01 Page 1
Confidentiality Notice City of Port Colborne expects the supplier to respect the confidentiality of City of Port Colborne s information. As a result of its participation in relation to this RFP, the supplier may gain access to information regarding City of Port Colborne business or on the use, development, and acquisition of other services by City of Port Colborne. The supplier shall treat all information as confidential and shall not use or disclose the information beyond the intended purpose, being the service provider: participating vendor or 3rd party of preparation and response to this RFP. The supplier shall not disclose the information to any third party, except where the information exists in the public domain and/or is exempt from protection under applicable law. Any other distribution, copying or disclosure is strictly prohibited. If the supplier is required to release any of the information to a third party in preparing for its proposal, the supplier is required to solicit at least the same confidentiality obligations from this third party prior to releasing the information. Should the supplier or third party be unable or unwilling to comply with City of Port Colborne s confidentiality requirements, it must return all RFP material received and withdraw from this RFP process. City of Port Colborne will consider proposals submitted by suppliers as confidential. All materials submitted by a supplier will become the property of City of Port Colborne and will not be returned. Proposal Preparation Costs All costs incurred in the preparation and submission of proposals and related documentation, including participating vendor presentation to City of Port Colborne, shall be borne by the participating vendor. Proposal Validity Proposals must be valid for 90 days from the proposal due date. Acceptance or Rejection of RFP Submissions City of Port Colborne s not obligated to accept the lowest cost or any proposal. TELEPHONY RFP-2011-01 Page 2
City of Port Colborne reserves the right to: reject any or all proposals; waive technicalities or irregularities; issue no contract for any of the services described within this RFP; award all services to one vendor; accept any proposals it determines to be in the corporation's best interest; negotiate any or all of the scope and terms of any contract that flows, directly or indirectly, from this RFP; add or remove scope into the contract negotiation process; issue contract awards for any combination of services and vendors, either all or part of the business as City of Port Colborne sees fit. City of Port Colborne has no obligation to reveal the basis for contract award or to provide any information to suppliers regarding the evaluation or negotiation processes. All participating vendors may be notified of bid acceptance or rejection. TELEPHONY RFP-2011-01 Page 3
SCOPE OF THE PROJECT Proposals are requested for the following items listed in the summary for the supply & installation of a telephony system at City Hall located at 66 Charlotte Street. Proponents are to include all items listed in the Request for Proposal All works are to include all necessary material and labour to complete each item. Details will need to be provided for the items as it may be required to meet current code requirements. The price to be submitted shall be all inclusive of any and all costs associated in delivering the final end products as specified in this document. This project must be completed within 30 working days. EXAMINATION OF SITE Each bidder must visit the site of the work before submitting their tender and must satisfy themselves by personal examination as to the local conditions to be met with during the construction and conduct of the work. They shall make their own estimate of the facilities and difficulties to be encountered. The Bidder is not to claim any time after submission of their tender that there was any misunderstanding of the terms and conditions of the contract relating to site conditions. There will be a Site Meeting with the Contract Administrator on February 3 rd 2011 at City Hall located at 66 Charlotte Street at 9:30 a.m. TELEPHONY RFP-2011-01 Page 4
REQUEST FOR PROPOSAL SUMMARY TELEPHONY RFP-2011-01 Page 5
REQUEST FOR PROPOSAL SUMMARY We, the undersigned Contractor(s) have carefully examined the attached documents as herein listed and forming part of this RFP. DOCUMENTS INCLUDED IN CONTRACT Special Instructions RFP Summary Special Provisions General Conditions Supplementary General Conditions Standard Specifications (as noted) Plans (as noted) Addenda (if applicable) and have carefully examined the site and location of the work to be done under this contract. We, the undersigned Contractor(s), understand and accept the said drawings and tender documents, and, for the prices set forth in this RFP Summary, hereby offer to furnish all machinery, labour, tools, apparatus and other means of construction, furnish all materials except as otherwise specified in the RFP, and to complete the work in strict accordance with the drawings and contract documents referred to above. TELEPHONY RFP-2011-01 Page 6
ADDENDA COMMENCEMENT AND COMPLETION RFP IS OPEN TO ACCEPTANCE & IRREVOCABLE * to be filled in by Bidder. OFFERED ON BEHALF OF THE CONTRACTOR We acknowledge that we have received Addendum/Addenda No. to No. inclusive, and that all changes specified in the Addendum/ Addenda have been included in the prices submitted. We agree to commence work as specified to proceed continuously to the completion and to complete at the expiration of 30 working days. We agree that this RFP is to continue open to acceptance and irrevocable until the formal contract has been executed by the successful bidder for the said work and that the Owner may, at any time, within 40 (fourty) calendar days of closing date, accept this tbid without notice, whether any bid has been previously accepted or not. Insert Workplace Safety And Insurance Board Account No. Signature Signature Company Name Address Witness Contractor's Seal Witness Date TELEPHONY RFP-2011-01 Page 7
NOTE: (a) (b) (c) If the Bidder is a Corporation, the Corporate seal must be affixed under the signature of a duly authorized officer or officers of the Corporation. If the Bidder is not a Corporation or a Partnership, the Bidder must sign in the presence of a witness who must also sign. If the Bidder is a Partnership, each member of the Partnership must sign in the presence of a witness who must also sign. PRICING OPTIONS: Please provide pricing for each of the following applicable items TELEPHONY RFP-2011-01 Page 8
STATEMENT A LIST OF SUB-CONTRACTORS The bidders shall list hereunder the names of all sub-contractors intended to be used in the execution of this work subject to the approval of the Contract Administrator. All work not performed directly by the Contractor's forces shall be included in this list. Unless this list is properly completed, the Bid may be disqualified. All changes to this list must be approved by the Contract Administrator. SUB-TRADE NAME OF SUB-CONTRACTOR ADDRESS OF SUB- CONTRACTOR TELEPHONY RFP-2011-01 Page 9
STATEMENT B BIDDER'S EXPERIENCE IN SIMILAR WORK YEAR COMPLETED DESCRIPTION OF WORK FOR WHOM WORK PERFORMED VALUE TELEPHONY RFP-2011-01 Page 10
STATEMENT C (a) Harmonized Sales Tax: The Contractor shall NOT include any amount in his tender price for the Harmonized Sales Tax (H.S.T.). Any amount to be levied with respect to the H.S.T. will be included as a separate item on the payment certificate. The appropriate H.S.T. levy will be paid to the Contractor in addition to the amount approved by the Contract Administrator for work performed under the contract and will, therefore, not affect the amount of the contract. The contractor will be required to make the appropriate remittance to Revenue Canada in accordance with the legislation. Please fill in all applicable. 1. Total Price System 1-City Hall-Statement D $ 2. Estimated Cost of H.S.T. System 1 $ 3. Total System1 [1 + 2] $ vii) H.S.T. Registration Number: Company Name Contractor's Signature(s) Address Contractor's Seal Witnesses: Approximate Start Date: Approximate Completion Time: TELEPHONY RFP-2011-01 Page 11
STATEMENT D Our Requirements If your system has the following functions check and state whether it is included in the base pkg or is extra and state costs. Phone Functions VOIP - Phone System Voice mail Switchboard Handsfree Call forward capabilities Including unified messaging VOIP Fax Wireless Head Sets Conference Calling TTY Paging Ability to control/prohibit Over Seas calls Ability to transfer calls between facilities Check all that apply Cost$ Any additional items should be listed and priced separately TELEPHONY RFP-2011-01 Page 12
Terms and Definitions SIP- The session initiation protocol is an IETF- defined signaling protocol, widely used for controlling multimedia communication sessions such as voice and video calls over internet protocol. ISDN- Integrated services digital network is a set of communications standards for simultaneous digital transmission of voice, video, data and other network services over the traditional circuits of the public switched telephone network. PRI- Primary rate interface provides a varying number of channels data and voice over the ISDN network. DTMF- Dual-tone muti-frequency is used for telecommunication signaling over analog telephone lines in the voice-frequency. This tone is commonly none as touch tone. TELEPHONY RFP-2011-01 Page 13
1. Enhanced 911 (E-911) Services Support If more than one E-911 solution is available for the proposed IP network, please specify which solution is included in your proposal for City of Port Colborne. Outline how this solution supports E-911 for all IP and analog user stations at each City of Port Colborne facility. Be sure to address: i. How moves/adds/changes will be communicated to the E-911 provider. ii. How station locations are communicated to the E-911 public safety answering point (PSAP) (i.e., desktop work area, local switch room, work floor, etc.). 2. Software Release of the Proposed Solution Identify the software release for each product/model proposed TELEPHONY RFP-2011-01 Page 14
3. Call Processing O/S (operating system) What will be the primary operating system of the common control call processor? 4. Database Integrity How will the proposed IP solution preserve and protect the customer database between backups? 5. Database Information Loss Under what circumstances can customer database information (configuration, messages, logs, etc.) be lost during backups? Response TELEPHONY RFP-2011-01 Page 15
6. Power Supply What power sources will be required for common controls as well as those in distributed areas? Indicate if this solution will be dependent on an AC or DC current. i. Power Safeguards What safeguards are included in the IP design to protect system operation? What would happen to system operation during or after a power failure? ii. SIP Offering (session initiation protocol) Describe your SIP offering. TELEPHONY RFP-2011-01 Page 16
7. ISDN PRI Services PRI (intergrated services digital network, primary rate interface) Do the proposed T-1 trunk circuit interfaces support ISDN, capabilities? 8. I P Station QoS ( quality of service) How does the proposed IP solution provide Layer 2 and Layer 3 end-to-end quality of service to IP stations? Which industry standards are employed to guarantee this quality of service? 9. Multi-Party Conference Calls Describe your multiple-party audio conferencing solution. TELEPHONY RFP-2011-01 Page 17
10. Analog Telephones Does the proposed ip solution support analog telephone sets Response 11. Voice Terminal Instruments Regulation Requirements As a result, the proposed communications system must be able to support a mix of analog and IP communications devices. Response 12. SIP Compatibility Which of the proposed telephones are SIP? Can other models be reprogrammed through a SIP firmware download? Which proposed models cannot be reprogrammed for SIP support? TELEPHONY RFP-2011-01 Page 18
13. PC Client Softphone Will the proposed softphone solution be the primary desktop voice terminal for attendants and other users? If the solution does not support SIP, can you offer a PCclient softphone solution that does? 14. IP Telephone Instruments What additional IP desktop telephone models do you offer? Please include the following details for each: i. fixed feature and function, ii. number of programmable line and feature keys, iii. display description (if applicable), iv. type of speakerphone (if applicable), and v. any other critical details. vi. Include an illustration of each of these additional models. TELEPHONY RFP-2011-01 Page 19
15. Station User Features Provide a description of the station features for the proposed communications system, including those specific to call transfer, call forwarding, voice mail, and auto attendant, and indicate which features are supported by resiliency. Identify any of the features that require additional hardware and/or software if they are not included as part of the standard package. And if they are purchased buy per license 16. Teleworking Describe how the solution enables off-site employees to use a PC-client softphone and either the Internet or VPN to access head-office IP features and functions. Are there known NAT or firewall transversal issues with this application? TELEPHONY RFP-2011-01 Page 20
17. System/Port Capacity List the maximum number of independent IP communications systems that can be supported by the proposed systems management server. Include the maximum number of user ports that can be passively and actively supported. TELEPHONY RFP-2011-01 Page 21
18. Integrated Messaging System Describe the proposed integrated messaging solution. iii. DTMF Signaling (dual-tone multi-frequency) Is the proposed system capable of generating and receiving standard DTMF tone signaling? iv. System Changeability Will it be possible for the system administrator to add and/or delete mailboxes, change general recordings and perform other administrative duties while the system is in operation? TELEPHONY RFP-2011-01 Page 22
SERVICES 19. MAINTENANCE AND SUPPORT 1. Vendors must provide a copy of their standard contract agreements for procurements, maintenance, and/or licensing for all proposed products and services. 2. What maintenance programs are you proposing? Specifically, describe the program, features, services, and benefits. 3. Where are support personnel located? What levels of staff are available for support? 4. Define your company s policy regarding major and minor outages. 5. Does your solution provide a single point of contact for problem resolution? How does this service operate? 6. Describe your problem escalation and resolution process. 7. What are the procedures for identifying software and hardware problems? How are fixes to those problems implemented? Is there an automated process available to inquire about known problems and obtain their fixes? 8. Where are your parts facilities located? TELEPHONY RFP-2011-01 Page 23
20. WARRANTY AND REPAIR 1. Describe the warranty program including the standard warranty and any extended warranty coverage available for the proposed solution. 2. The warranty must cover the replacement or repair of defective product(s) and related labor for the replacement or repair of said defective product(s). TELEPHONY RFP-2011-01 Page 24
21. PROFESSIONAL SERVICES Describe your professional services to implement and support the proposed solution. Describe any services that further integrate or customize the solution. These services would be above and beyond the normal services provided as part of the standard offerings. TELEPHONY RFP-2011-01 Page 25
22. IMPLEMENTATION AND CUTOVER 1. Would you provide a dedicated project manager to work with us? 2. Describe the proposed implementation and cutover approach, timeline and resources. 3. Describe the methodology, processes and procedures if a VoIP conversion fails. 4. Describe the change management plan for transition. 5. Describe the test plan for transitioning over each system. TELEPHONY RFP-2011-01 Page 26
23. TRAINING 1. What initial training is necessary for our personnel to support and use your hardware and software? 2. Outline methods of training to be provided for our personnel. 3. Please specify the type and scope of the training you provide for the basic Voice Communications System, the Unified Messaging application, and the System Management application, as well as any additional training courses available. 4. Outline training policies and any associated costs. 5. Where are the training facilities located? TELEPHONY RFP-2011-01 Page 27
24. INVOICING Describe your billing processes. TELEPHONY RFP-2011-01 Page 28
PRICING v. Vendor Pricing and Cost Information All costs, inclusive of product prices, shipping, installation charges, manuals, training, etc., must be fully and plainly disclosed. All prices must remain in effect for 180 days from the proposal due date. Vendors must itemize all components, products, services, costs, etc.; include a fixed-cost bid that includes all installer travel and per-diem costs. Vendors must provide prices on all components required. Vendors must also supply software support charges for one year after normal warranties have expired. Vendors must specify which of the features are included as a matter of design or are available as an extra cost. 1. Vendors must describe all monthly and/or annual maintenance costs. Vendors must also indicate what the cost increases, as measured in percent, have been for the past three years with respect to maintenance charges. 2. If a variety of maintenance/service programs are available, a description of all options and respective prices is required. 3. Any cost reductions for such items as service credit, technical consulting allowances, waiver of training, or any comparable non-equipment of maintenance credits should be specifically stated with cost listed item by item. 4. All discounts must be clearly defined. 5. Vendors must describe all costs associated with on-site and off-site product training. 6. Vendor must define the costs associated with obtaining copies of system and user documentation. 7. Applicable taxes must be included in vendor pricing for proposal. TELEPHONY RFP-2011-01 Page 29
Response Continued: TELEPHONY RFP-2011-01 Page 30
1. Named Parties SPECIAL INSTRUCTIONS For the purposes of this contract the following parties are identified: Owner: The Corporation of the City of Port Colborne Contract Administrator: The Corporation of the City of Port Colborne Inspector: The Corporation of the City of Port Colborne Contact for Enquiries Jim Allan, IT Systems Coordinator Telephone No.: (905) 835 2900 ext: 211 Fax No. (905) 835 2939 2. Submittal Procedure The following policy regarding the submission and opening procedures will be applicable for this project. Bidders are requested to adhere strictly to the instructions concerning submission. All Requests for Proposal must be sealed and submitted to: Ashley Grigg, City Clerk on the First Floor, City Hall 66 Charlotte Street, Port Colborne, Ontario, L3K 3C8 By the following time: 2:00 p.m. local time Tuesday, February 22 nd, 2011 Requests for Proposals (RFP s) received later than the time specified will not be accepted, regardless of the postal seal date. RFP s must be plainly marked to reveal the contents and the submitters name and address. RFP s received after this time will be unopened and destroyed. RFP s shall be submitted in the two envelopes supplied, as follows: 1) The first pre-qualifying envelope shall contain: * Certificate of Insurance * Workers Compensation Clearance * List of Experience Statement B In the event the first envelope does not contain the proper documents, the remaining TELEPHONY RFP-2011-01 Page 31
SUPPLY & INSTALL SECRITY SYSTEM envelopes will not be opened. 2) The second envelope shall contain: * Request for Proposal Summary (including addenda if applicable) RFP s will be opened the same day that the RFP s close at 2:15 p.m. local time, Tuesday, February 22 nd, 2011 in Committee Room #2, Second Floor, City Hall. Any Firm submitting RFP s will be permitted to attend the opening. The RFP price will be announced for each Option of the RFP opened, (excluding H.S.T.). If you wish clarification of specifications, do not use the envelopes provided as they will not be opened prior to the RFP opening. For any additional information contact: Jim Allan IT Systems Coordinator Telephone: 905-835-2900 ext 211 Fax: 905-835-2939 Email: jimallan@portcolborne.ca The bid must be legible, written in ink, or typewritten. Any form of erasure, strikeout or over-writing must be initialed by the Bidder s authorized signing officer. All unit prices must be clearly indicated and all extensions written in figures. The bid must not be restricted by a statement added to the RFP Summary or by covering letter, or by alterations to the RFP Summary as supplied by the City of Port Colborne unless otherwise provided herein. 3. Submission of RFP s Submissions shall not be made by e-mail or facsimile. Adjustment by e-mail, facsimile, letter or otherwise to a RFP already submitted is not permitted. A bidder will be permitted to withdraw his/her RFP unopened after it has been deposited, if such request is received in writing by the City Clerk prior to the time specified for the opening of the RFP s. More than one RFP from an individual firm, partnership, corporation, or association under the same or different names will not be considered. Within a submission, Bidders must bid on each of the items, as required to complete the work. TELEPHONY RFP-2011-01 Page 32
4. Clarification, Omissions, Discrepancies It will be the Bidders responsibility to clarify any details in question before submitting their bid. Bidders finding discrepancies or omissions in the specifications or other documents or having any doubts concerning the meaning or intent of any part there of, should immediately request clarification. Written instructions or explanations will then be sent to all bidders in the form of addenda to the RFP documents. Bidders may inquire into and clarify any requirements of this RFP. Inquiries must be directed to the attention of: Jim Allan IT Systems Coordinator Telephone: 905-835-2900 ext 211 Fax: 905-835-2939 Email: jimallan@portcolborne.com Please note that: No inquiries will be taken on the Closing Date of the RFP. Responses, if not already addressed in the RFP, will be addressed in the form of addendum, if required. No oral interpretations will be effective to modify any provisions of the RFP. 5. Errors and Corrections City staff may clarify any aspect of a RFP submission with the Bidder at any time after the RFP has been opened. Any such clarification will not alter the RFP and will not be constituted as a negotiation or renegotiation of the RFP. The Corporation of the City of Port Colborne is not required to clarify any part of a RFP. Any clarification of a RFP by a Bidder shall not be effective until confirmation has been delivered in writing. 6. Award The award is subject to the Owner obtaining approval from: The Council of the City of Port Colborne TELEPHONY RFP-2011-01 Page 33
Tentatively, Installation may commence, but is not guaranteed, by: April 30 th, 2011 7. Performance Holdback The following holdback will apply to this contract: (10%) for 30 days after the satisfactory completion of the works. Any material or equipment supplied warranties shall commence upon completion of the works in their entirety. Also that there are no outstanding deficiencies. 8. Additional Insured The following parties are identified to be included as additional insured for this project: City of Port Colborne (2 million dollars liability insurance with a 30 day cancelation certificate) 9. Workplace Safety & Insurance Board Certificate of Clearance A generic and/or specific Certificate of Clearance shall be provided to the Department Director or designate and the Certificate shall be valid for sixty (60) days from the date of the commencement of the project. All bidders shall furnish the Workplace Safety & Insurance Compensation Board account number in the Form of Tender where indicated. The Certificate shall indicate that the bidder has complied with the requirements of the Workplace Safety & Insurance Compensation Board and is in good standing in the records of the Board. 10. Acceptance or Rejection The Owner reserves the right to reject any bids as the interests of the Owner require, without stating the reasons therefore, and the lowest or any RFP will not necessarily be accepted. 11. Installation Schedule The Contractor shall submit to the Inspector his proposed installation schedule at the pre-installation meeting. TELEPHONY RFP-2011-01 Page 34
Schedule of Drawings 1. CITY OF PORT COLBORNE - LAN SITE PLAN TELEPHONY RFP-2011-01 Page 35
What the City of Port Colborne currently possesses. Bldg Address Phone No. of Vmail service numbers phones City Hall 66 Charlotte St 905-835-2900 Call Pilot 150 60 Public Works 11 King St 905-834-5079 Nortel Startalk 9 Flash System Fire Hall 3 Killaly St W 905-834-4512 Call Pilot 13 Parks Bldg 55 Westside Rd 905-835-8888 No 2 Library 310 King St 905-834-6512 No 12 Museum 280 King St 905-834-7604 No 6 Pool 150 Janet St 905-835-2691 No -* 3 Marina 3 Marina Dr 905-835-6644 No - * 4 Tourist Centre 76 Main St 905-834-5722 Bell 1 ** West Arena 54 Westside Rd 905-835-8732 Answering 2 machine East Arena 550 Elizabeth St 905-835-1711 No 2 Animal Shelter 1080 Elm St 905-834-6634 No cfwd to 1** another phone Roselawn Centre 296 Fielden Ave 905-834-7572 Nortrel 12 Special Events Eco Dev. 296 Fielden Ave 905-834-1668 Nortel T7316-7 Nortel NT8B40AB-5 12 *Answering machine built into the phone ** supply their own phone TELEPHONY RFP-2011-01 Page 36