Request for Proposal - Business Telephone System Return Bid No Later Than: August 1 at 10:00 am Return Bid To: Town of Weaverville PO Box 338 Weaverville, NC 28787 Attn: Michael Boaz Description: Purchase, install, train users and maintain a Hybrid Phone System capable of Voice over IP and IP, Digital and Analog Handsets. Contract Period: August 2012-August 2017 MUST BE SIGNED TO BE VALID I understand that the Town of Weaverville reserves the right to reject any and all proposals, the right in its sole discretion to accept the proposal it considers more favorable to Town of Weaverville s interest, and the right to waive minor irregularities in the procedures. Town of Weaverville further reserves the right to reject all proposals and seek new proposals when such procedure is reasonably in the best interest of Town of Weaverville. I also certify that this proposal is made in all respects fairly and without collusion or fraud. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal. ***Business Telephone System and Opening Date must be shown clearly on outside of sealed envelope*** *Bid Award will be posted at address listed above* AUTHORIZED SIGNATURE: NAME(Printed): DATE: EMAIL ADDRESS: MAILING ADDRESS: CITY: STATE: ZIP: TELEPHONE NUMBER: FED TAX ID #: 1
Business Telephone System SCHEDULE OF KEY EVENTS DESCRIPTION DATE 1. Distribution of Solicitation Document July 10, 2012 2. Submission of Two (2) Copies of Bids to: August 1, 2012, 10am Town of Weaverville PO Box 338 Weaverville, NC 28787 Attn: Michael Boaz If additional information is necessary, it should be requested in writing or by email to be received no later than the date shown in item 2. The inquiry and the written response will be distributed to all offers indicating intent to submit a proposal. Your contact for supplemental information is: Michael Boaz 3. Award Target Date (on or before): August 2, 2012 SEND QUESTIONS TO: Town of Weaverville PO Box 338 Weaverville, NC 28787 Attn: Michael Boaz MARK ENVELOPES: QUESTIONS: BTS EMAIL: mboaz@weavervillenc.org SUBJECT: BTS MAIL PROPOSALS TO OR HAND CARRY TO: Town of Weaverville PO Box 338 Weaverville, NC 28787 Attn: Michael Boaz 2
Special Provisions PROPOSAL RESPONSES Description: Design, build and maintain a Business Telephone System (BTS) Submit two copies of the proposal. Pages should be stapled together. Do not bind or place in a folder. Proposals must be submitted in a sealed envelope. The face of the envelope shall be clearly marked Business Telephone System Proposal. Proposals must be received no later than August 1, 2012 at 10am. Proposals should be directed to Michael Boaz, Town of Weaverville, 30 South Main St., P.O. Box 338 Weaverville, NC 28787. Proposals received after the aforementioned date and time will not be considered regardless of when they are mailed. Town of Weaverville will not be liable for any costs incurred in preparing proposals or associated travel costs. The proposer shall furnish Town of Weaverville such additional information as Town of Weaverville may reasonably require. Town of Weaverville reserves the right to conduct pre-contract negotiations with the apparent low, responsible bidder. SCOPE This request is for the design, purchase, installation, training and maintenance of a business telephone system (BTS) for the Town of Weaverville. It is important that Town of Weaverville select a vendor that can be responsive to the growing demand for technology and that can also provide sufficient maintenance and support for the phone system. Prepare design build recommendation. Please provide pricing break-out for cost of equipment per location, installation, training, and yearly maintenance of the system and removal of old equipment. Also estimate the life cycle cost of the equipment, including estimated maintenance expense. PRE-BID MEETING There will be a mandatory pre-bid conference held at the Weaverville Town Hall, 30 S Main Street, Weaverville NC 28787 at 10 AM on Thursday, July 19. If you do not attend the prebid conference your bid will be rejected. SITE INSPECTIONS The Town will schedule site inspections for those bidders that are interested. Please contact Michael Boaz at 828-645-7116 x224 to schedule a site visit. 3
EVALUATION OF PROPOSALS Evaluations will be made on technical ability and cost of equipment. The technical evaluation will address you or your company s technical qualifications and ability to perform in all of the following. Proposals will be evaluated using the following selection criteria: Experience in the installation and maintenance: Hybrid Business Telephone Systems In business at least 10 years Professional reputation with 3 references Purchase and delivery within 45 days Ability to provide installation, support and maintenance service Cost for removal of old equipment, purchase of new equipment, training, and yearly maintenance of phone system to include software as applicable BIDDER MUST INCLUDE THE FOLLOWING INFORMATION AS APPROPRIATE: To achieve a uniform review process and obtain the maximum degree of comparability, it is required that proposals be organized in the manner below. 1. Number of employees 2. Number and location of offices within North Carolina. 3. Number and location of employees that will be involved with the execution of this contract within the region being bid 4. List of certified installation technicians and their certificates 5. Detailed description of maintenance and support contract 6. A detailed description or outline of how migration will be implemented 7. Customer references that have been migrated to new Hybrid phone systems. Include name, title and phone number for a contact with each reference 8. The process of how service calls are placed and responded to 9. List of computer hardware specification requirements 10. Recommend best carrier service (analog trunks, PRI, T1) 11. Copy of all initialed items referenced in bid 4
Please initial next to the following items, to these conditions. Provide a copy with submitting bid RISK OF LOSS The CONTRACTOR shall assume all risk of loss, and shall maintain insurance coverage on all items installed up to the time of final acceptance. ASSIGNMENT No contract or its provisions may be assigned, sublet, or transferred without the written consent of the Town Council. CONTRACT AMENDMENTS, MODIFICATIONS & CHANGE ORDERS Any change orders, alterations, amendments or other modifications hereunder shall not be effective unless submitted in writing, approved by the Town of Weaverville and the CONTRACTOR. RESPONSIBILITY REQUIREMENTS Bidders must list installation team by name and list all manufacturer certifications for each team member. Bidder must include at least three references of comparable size and scope. Please include name, title and phone number for a contact with each reference. DELIVERY All items shall be delivered within 45 days of contract award. 5
MAINTENANCE/SUPPORT The cost of purchasing the equipment specified in this Competitive Bid shall include remote diagnostics, maintenance and support. The CONTRACTOR must guarantee the availability of ongoing maintenance and support, including the availability of parts and labor, for a period of at least five (5) years following installation of any equipment hereunder. The CONTRACTOR or its named designee must provide all labor, equipment, software and other material and expenses necessary to maintain the equipment in good operating condition, and in conformance with manufacturer s specification and the performance requirements of this contract. All Parts used in maintaining the equipment under this contract must be new. The CONTRACTOR guarantees the availability of at least one full-time service personnel during the term of this contract, including extensions. The technician(s) must be certified by the manufacturer in installing, maintaining and supporting the equipment proposed. The CONTRACTOR guarantees that support service is available 24/7. All hardware/software upgrades, modifications, or replacement of equipment will be performed as soon as available and at a time mutually agreed upon by Town of Weaverville and the Contractor. Coverage terms for Surge and Lightning protection must be provided. Software is included as part of system and support, maintenance and upgrade practices and terms must be described. The cost for the first year of maintenance and support of the system shall be included in the base price. The contractor shall list, as an alternate, the cost for continuing the annual support beyond the first year. The contractor shall list the cost of any software upgrades separately from any other maintenance costs. SPECIFICATIONS 1. Provide analysis and design for proposed system 2. Install phone system in Town Hall, Public Works, and the Weaverville Fire Department. Provide remote IP Phones and install at Ivy River Water Treatment Facility. 3. System specifications (or equivalent) are required but not limited to: a. Network infrastructure requirements: b. Cabling Requirements: c. PC Requirements: d. Remote VPN Requirements: 4. Recommend QoS appliance between locations if required. 6
Phone System requirements: Note: The absence of any requirement or feature below must be noted, with a description of the proposed alternative. System Wide Support of multiple sites with 3 or 4 digit dialing between locations toll free charge via the Internet or private point to point circuit Support of Analog, IP and Digital Phones Support of multiple PRI Circuits for voice calls Support of analog (POTS) lines System to Support Caller-ID System to Support DID (Direct Inward Dial Numbers) Ability to hot desk within a site Paging Through Phones Multiple Page Groups Each Facility must be able to operate independently in case of network failure Do Not Disturb System License for voicemail (no need to buy additional user licenses) Integrated Messaging with Microsoft Outlook or other email Capability to dial from within Outlook contact Ability for adhoc call recording user initiated Independent 4 port voicemail at each site. Voicemail must be networked between sites with ability to transfer voicemails from one site to another. Additional ports to be software only licensed no hardware required Ability to transfer call to cell or other outside phone Conference Bridge with Meet Me Conferencing Remote Administration via a secured Internet Connection Ability for all users to have remote access to voice mail Auto-attendants Ability to have cellular phone and desk phone simultaneously ring all users Operator console capability with Software Based as an option System must come with minimum of a 1 year part and labor warranty Support of User Software for PC view of Call Control, Presence, Call history, Dynamic Call Routing, Smart Phone App to work with IPhone, Droid, and Blackberry Basic Reporting for Hunt Groups, Extensions, and Trunks. Include appropriate POE switches or other devices required to run IP Endpoints Describe the requirements of any server required to run the system.. Include pricing for any necessary Outlook/Exchange licenses and the number of licenses required to operate the system. Town Hall System Configuration o 23 Labeless IP Phones 24 programmable buttons 7
Speaker Two Way Spare Ethernet Port Full Display Headset Compatible o 1 PRI o 4 Analog Trunks o Minimum of 4 Analog Stations o 1 Conference Phone o 10 Desktop Users for Call Control, Presence, Call history, Dynamic Call Routing, Smart Phone App to work with IPhone, Droid, and Blackberry. The 10 users will be spread among all 3 locations. o 4 Port Voicemail o UPS o 1 Power Fail Phone o Connect to other sites via interoffice dialing o Auto-Attendant o Survivability without other locations up o Surge Protection o Support for 2 PRI. Licensing for 1 PRI initially, o IP Networking over WAN o Basic Reporting for Hunt Groups, Extensions, and Trunks. o Include appropriate POE switches or other devices required to run IP Endpoints o Cell Phone Twinning o Hot Desking for all users Weaverville Fire Department System Configuration o 23 Labeless IP Phones 24 programmable buttons Speaker Two Way Spare Ethernet Port Full Display Headset Compatible 8 o 4 Analog Trunks o Minimum of 4 Analog Stations o 4 Port Voicemail o UPS o 1 Extended Range Cordless o 1 Power Fail Phone o Connect to other sites via interoffice dialing o Auto-Attendant o Survivability without other locations up o Surge Protection o IP Networking over WAN
o Basic Reporting for Hunt Groups, Extensions, and Trunks. o Include appropriate POE switches or other devices required to run IP Endpoints o Cell Phone Twinning o Hot Desking for all users Public Works Building System Configuration o 12 Labeless IP Phones 24 programmable buttons Speaker Two Way Spare Ethernet Port Full Display Headset Compatible o 4 Analog Trunks o Minimum of 4 Analog Stations o 4 Port Voicemail o UPS o 1 Power Fail Phone o Connect to other sites via interoffice dialing o Auto-Attendant o Survivability without other locations up o Surge Protection o IP Networking over WAN o Basic Reporting for Hunt Groups, Extensions, and Trunks. o Include appropriate POE switches or other devices required to run IP Endpoints o Cell Phone Twinning o Hot Desking for all users Ivy River Water Plant System Configuration o 4 Labeless IP Phones 24 programmable buttons Speaker Two Way Spare Ethernet Port Full Display Headset Compatible o 9 o Connect to other sites via interoffice dialing o Basic Reporting for Hunt Groups, Extensions, and Trunks. o Include appropriate POE switches or other devices required to run IP Endpoints o Cell Phone Twinning Hot Desking for all users
ADDITIONAL INFORMATION AND CONTRACT The submission of a proposal shall be evidence that the proposer has full knowledge of the scope, nature, quantity and quality of work to be performed; the detailed requirements of the specifications; and the conditions under which work is to be performed. The proposer shall furnish Town of Weaverville such additional information as Town of Weaverville may reasonably require. Town of Weaverville reserves the right to conduct personal interviews of any or all proposers prior to selection. Town of Weaverville will not be liable for any costs incurred by the proposers in connection with such interview (i.e., travel, accommodations, etc.) Town of Weaverville reserves the right to conduct pre-contract negotiations with the apparent low, responsible bidder. Town of Weaverville reserves the right to reject any and all proposals, the right in its sole discretion to accept the proposal it considers most favorable to Town of Weaverville s interest, and the right to waive minor irregularities in the procedures. Town of Weaverville further reserves the right to reject all proposals and seek new proposals when such procedure is reasonably in the best interest of Town of Weaverville. Proposers who want additional information or clarification should submit requests in writing or by email only. Responses will be made in writing or email only and furnished to all parties receiving this request for proposal. Please direct emails to: mboaz@weavervillenc.org Bidder Price: $ Company Name: Address: Person preparing bid: Signature: Date: 10