WEXFORD COUNTY REQUEST FOR PROPOSALS

WEXFORD COUNTY REQUEST FOR PROPOSALS VoIP Phone System Lake Street Phase 1 Courthouse Phase II New Sheriff/Corrections Phase III ISSUED BY: WEXFORD COUNTY BOARD OF COMMISSIONERS Project Representative: Date: March 4, 2016 Patrick Jordan Administrator Wexford County 437 E. Division St. Cadillac, MI 49601 Phone: (231) 779-9450 Fax: (231) 779-0447 WEXFORD COUNTY NOTICE OF RECEIVING PROPOSALS Wexford County seeks bids from qualified firms, on a competitive basis, for a VoIP Phone System for Lake Street Phase I; Courthouse Phase II; New Sheriff/Corrections Phase III Qualified firms may secure a copy of the bid specifications from: Wexford County Administration Historic Courthouse 437 E. Division St. Cadillac, MI 49601 www.wexfordcounty.org Proposals received on or before 12:00 p.m. on Monday, March 28, 2016, will be considered. Wexford County reserves the right to reject any or all proposals submitted.

WEXFORD COUNTY REQUEST FOR PROPOSALS Lake Street Building Phase I Courthouse Building Phase II New Sheriff/Corrections Phase III I. INTRODUCTION Wexford County is requesting proposals for a multi-phase, multi-site, Telecommunications hardware solution to replace the aging equipment that is currently serving our various departments and facilities. Vendors should recommend telecommunications hardware based on the scope and specifications established in this request for proposal (RFP), provide an outline for implementation of the proposed system(s), and state all warranties implied or included. This RFP will encompass the County Courthouse facility and Lake Street facility, and should include the following aspects: 1) Wiring. The county s structured cabling is problematic. As such, the county desires a solution that includes new Gigabit Ethernet capable wiring in the historical courthouse and Lake Street building. Solutions that do include and utilize new Gigabit capable wiring will not be considered. Use of subcontractors for this portion of the bid is acceptable but should be noted. 2) LDF. The County desires a LDF for above cabling in the Historical Courthouse, located in the GIS room. A suitable wall mount rack, closed and hinged of 15U minimum should be provided along with a fiber uplink to the MDF as part of the project. 3) PBX, Phones, Switching equipment and sundries. This section should also include associated labor and installation charges, and any warrantees and ongoing charges. 4) Carrier Service. The county will make available (upon request) two concurrent months of phone and internet service invoices, in an effort to leverage potential bundled service savings. Vendor s must complete the enclosed question and answer sheets and bid forms. All work will be done in conjunction with Wexford Counties existing IT Contractor acting as the County s CIO. The resulting converged network, and all of its associated vlans, switches and firewalls, will be managed by the county and its existing network vendor. The winning bidder must understand and agree to work with the counties existing IT Staff, who will manage day-to-day maintenance and all maintain all associated administrative access to said devices. The Wexford County Courthouse is located at 437 E. Division, Cadillac, MI and currently utilizes two separate phone systems. Combined, these two systems utilize approximately 51 telephone lines and support approximately 71 telephones. The Lake Street facility is located at 401 Lake Street, Cadillac, MI, which currently utilizes one phone system with approximately 19 telephone lines and approximately 36 telephones. We do expect a co-located secondary PBX to be located at Lake Street to be part of the overall solution. 2 of 18

There are a few detached facilities that may be connected as remote locations. These locations should be supported without the need to collocate a separate PBX onsite. The proposed jail facility will be specified at a later date. Bid will be awarded only in the event of a cost benefit analysis showing it is in the County s best interest to contract out this service. A. Bid Submittal and Project Representatives An inspection of both facilities is scheduled for 2:00 p.m. on Friday, March 18, 2016. Bidders will review the Historic Courthouse first, then the Lake Street facility to determine the appropriate cabling and network equipment needs. Bidders must schedule this walk-thru by contacting Administration, Norma or Jami, at 231-779-9453. To be considered, firms must submit a complete, sealed response to this Request for Proposals (RFP), to the County Administration Office. In order to be considered, proposals must be received no later than 12:00 p.m. Monday, March 28, 2016. Bids will be publically opened and read aloud at ½ hour after above time and date, 12:30 p.m., Monday, March 28, 2016. Requests for information or interpretation of the intent of the RFP and any/all other inquiries must be addressed to: Patrick Jordan, County Administrator Wexford County 437 E. Division St. Cadillac, MI 49601 Phone: (231) 779-9450 Fax: (231) 779-0447 Contact with personnel of Wexford County other than the above stated person(s) regarding this RFP will be considered grounds for elimination from the selection process. Each proposal must be plainly marked on the exterior, Proposals must be signed by an official authorized to bind the firm to its provisions. To be considered a valid response to this RFP, the proposal must remain valid for at least ninety (90) days. Wexford County is not liable for any cost incurred by the firm prior to the issuance of a contract. B. Right of Refusal Wexford County reserves the right to reject any or all proposals, to negotiate separately with any source whatsoever in any manner necessary to attend to the best interests of the County, to waive irregularities in any proposal and to accept a proposal which best meets the needs of the County, irrespective of the bid price. 3 of 18

C. Disclosure of Proposals Proposals are subject to disclosure under the Michigan Freedom of Information Act (Act 442, P.A. 1976, as amended, being MCL 15.231 through 15.246). After a contract award, a summary of total price information for all proposals will be furnished upon request. D. Independent Price Determination By submitting a proposal you certify, and in the case of a joint proposal, each party certifies as to its own organization, that in connection with this proposal: 1. The prices in its proposal have been determined independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other proposing party or with any other competitor; 2. Unless otherwise required by law, the prices which have been quoted in the proposal have not been knowingly disclosed by the proposing party and will not be knowingly disclosed to any competitor; and 3. No attempt has been made or will be made by the proposing party to induce any other person or firm to submit or not submit a proposal for the purpose of restricting competition. E. Each person signing the proposal certifies that: 1. (S)he is the person within the organization responsible for the decision as to prices being offered in the proposal, and that (s)he has not participated, and will not participate, in any action contrary to I.D.1,2 and 3, above; or 2. (S)he is not the person within the organization responsible for the decision as to the prices being offered in the proposal, but that (s)he has been authorized, in writing, to act as an agent for the persons responsible for such decisions in certifying that such persons have not participated, and will not participate, in any action contrary to I.D.1,2 and 3, above; and that (s)he has not participated, and will not participate, in any action contrary to I.D.1,2 and 3, above. F. Insurance Requirements The selected firm will be required to provide and maintain public and professional liability, property damage, and worker s compensation insurance protecting, as they may appear, the interests of all parties to any agreement that may result from this RFP. The firm is responsible for insuring the protection of all persons and property at all times. Documentation of the above insurance must be provided by the successful bidder prior to contract execution. Wexford County must be included as a separate named insured. The vendor will be required to furnish the County with appropriate certificates of insurance prior to commencement of any work associated with any contract. The effective dates and expiration dates of all policies should coincide with the term of the contract. If any of the insurance expires during the contract period, it will be necessary 4 of 18

for a current certificate of insurance to be issued and filed with the County. Wexford County s minimum insurance requirements are as follows: 1. Commercial general liability insurance of limits not less than $1,000,000 per occurrence. The limit may be higher depending upon the hazard involved, subject to review and recommendation of the County s licensed insurance counselor. Coverage is to include, but is not limited to premises, operations, products and/or completed operations, personal injury and contract liability. 2. Automobile liability including statutory no-fault coverage, including all owned, non-owned, and hired autos within limits of a minimum of $1,000,000. The limit may be higher depending upon the hazard involved, subject t o review and recommendation of the County s insurance counselor. 3. Worker s Compensation and Employers Liability if the selected firm hires one or more persons or currently has employees. If the selected firm does not have any employees, an affidavit must be filed with the County stating that the firm has no employees and will not hire any while working for Wexford County as a vendor or a subcontractor, etc. In addition, a Certificate of Assumed Name must be filed with the County. Failure to comply with these insurance requirements may result in contract termination or delay in receipt of funds. The vendor will be required to secure any/all necessary certificates and permits from municipal or other public authorities and comply with all licensing requirements and all federal, state and municipal laws, ordinances and regulations as may be required. G. County Liability Officers, agents and employees of Wexford County will not, in any manner, be liable for any loss or damage to any person or property connected to or resulting from any work done on this project. In addition, the selected firm agrees to indemnify, defend and save harmless, the County, its officers, agents and employees from any and all claims and losses accruing or resulting from the negligent performance of work as described in any agreement that results from this RFP. These same standards will apply to subcontractors of the selected firm. The County will be relieved from all risks of loss or to equipment or personnel, except when such loss or damage is due to the fault or negligence of the County. II. SCOPE AND SPECIFICATIONS Lake Street Lines: 19 Desk Phones: 36 Conference Phones: 1 Virtual Mailboxes: 0 Courthouse Lines: 51 Desk Phones: 71 Conference Phones: 3 Virtual Mailboxes: 9 5 of 18

Proposed systems should provide for, at a minimum, the following equipment/abilities/features: -On-premises IP based phone system (including all necessary hardware, ancillary equipment, accessories, and programming/configuration to make the system fully functional this includes the PBX, trunk cards, VM modules, patch cables, switches, routers, etc.) -Flexibility to accommodate POTS, T1/PRI, and/or SIP from the service provider -Flexibility to expand system due to any growth or to support remote workers -Auto-attendant and custom call routing -Multiple, simultaneous, outgoing/incoming call capability -Standard hold as well as call parking/pickup directed at a specific extension-transfer callers to both internal and external destinations (and direct to voicemail) -Simple 3-way conference calling -Voicemail for each extension/user (with simultaneous access for four or more users) -Voicemail to email notification -Caller-ID for incoming calls -Three-digit dialing between sites -Intercom & paging -Restricted dialing -System reporting (call logs and reports) -Toll free calling between sites -Gigabit connectivity for phones (with pass-through connection for a PC or other device) -Multiple phones to choose from (up to 10 extension/line buttons, PoE capable or PSU supplied) -Compatible headsets should be presented as an option -Compatible conference phones should be presented as an option Vendors should provide the following services: -Project Management before and during the implementation -Direction to the County regarding any infrastructure changes or upgrades necessary to facilitate the implementation of the proposed system -System installation by qualified/certified personnel performed in a manner that creates little to no downtime for the County -Collaborate with the County and its telephone, Internet, and IT service providers to ensure timely implementation of the system(s) -Training (both on-site and in written form) to all County personnel and contractors that will use or support the system -Post-implementation, on-call support for a period of at least one calendar week (8a-5p Mon-Fri) -Any necessary programming On-Going Support The County will negotiate a service and support agreement that shall include: -Written documentation for system use and administration 6 of 18

-On-site response to any system outage that renders a pre-determined percentage of the system to become degraded -Any issue that cannot be resolved remotely in a pre-determined timeframe -Replacement and reconfiguration of any failed component (hardware/software) -Routine maintenance of the system (software/firmware updates and patches, etc) -Vendor must be able to escalate unresolved problems direct to the manufacturer -Extended support beyond the standard warranty period offered by vendor or manufacturer for their respective services and products III. Bid Award The County will conduct interviews of bid finalists on April 20, 2016. It is anticipated that a decision will be made on or before May 4, 2016. 7 of 18

1. Vendor Questions WEXFORD COUNTY BID SUBMISSION FORM Structured Cabling 8 of 18

WEXFORD COUNTY BID SUBMISSION FORM Structured Cabling Question Answer Initial 1. Will the vendor confirm that all cabling quoted is Gigabit Ethernet capable or better? 2. Does the vendor confirms cabling as quoted includes cable, ends, keystones, faceplates patch panels, racks and all related sundries. 3. The cabling will/will not be completed by a subcontractor (if yes identify). 4. Vendor confirms that additions or subtractions to total count of the cabling portion of this bid will result in an addition/subtraction of Dollars per drop. 9 of 18

WEXFORD COUNTY BID SUBMISSION FORM Structured Cabling Firm Name Address Phone ( ) Description Unit Price (specify) Total Price Structured cabling: Miscellaneous other charges (specify ) TOTAL CABLING BID PRICE $ Signature of official authorized to bind the firm to the provisions of the RFP: 10 of 18

Printed Name: Signature: Date: WEXFORD COUNTY BID SUBMISSION FORM Structured Cabling 11 of 18

2. PBX/PHONES/LABOR WEXFORD COUNTY BID SUBMISSION FORM PBX & Phones. Question Answer Initial 1. Will the vendor confirm that all phones quoted are Gigabit Ethernet capable or better? 2. What if any recurring costs are associated with the quote? 3. Are there additional/optional costs that are recommended but not included in this quote. 4. How long is the hardware warrantee period? 5. Does this section included a discount bundled or otherwise? 6. If so what is the type and amount of said discount. 12 of 18

WEXFORD COUNTY BID SUBMISSION FORM PBX & Phones. Firm Name Address Phone ( ) Description Lake Street PBX/Phones/switches & Sundries. Unit Price (specify) Total Price Miscellaneous other charges (specify ) TOTAL BID PRICE $ Signature of official authorized to bind the firm to the provisions of the RFP: 13 of 18

Printed Name: Signature: Date: WEXFORD COUNTY BID SUBMISSION FORM PBX & Phones. 14 of 18

WEXFORD COUNTY BID SUBMISSION FORM Carrier Quote Firm Name Address Phone ( ) Description Courthouse PBX/Phones/Switches/Sundries. Unit Price (specify) Total Price Miscellaneous other charges (specify ) TOTAL BID PRICE $ Signature of official authorized to bind the firm to the provisions of the RFP: 15 of 18

WEXFORD COUNTY BID SUBMISSION FORM Carrier Quote Printed Name: Signature: Date: 16 of 18

WEXFORD COUNTY BID SUBMISSION FORM Carrier Quote Firm Name Address Phone ( ) Description Unit Price (specify) Total Price Carrier Quote: Miscellaneous other charges (specify ) TOTAL BID PRICE $ Signature of official authorized to bind the firm to the provisions of the RFP: 17 of 18

Printed Name: Signature: Date: WEXFORD COUNTY BID SUBMISSION FORM Carrier Quote Question Answer Initial Is the Carrier Service Quoted publicly switched or and internet based provider. If publically switched are these analog or digital lines (pots/pri etc.) Is the vendor s bid dependent on also accepting the carrier portion of the quote? What length of contract is the carrier service requiring? If carrier service is not bid, will the phone system work with existing analog lines from AT&T? 18 of 18