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HomeMy WebLinkAbout4.12 RFP Phone ReplacemtCITY CLERK File # ❑0L\5n0-9O❑ AGENDA STATEMENT CITY COUNCIL MEETING DATE. February 5, 2002 SUBJECT: Request for Authorization to Distribute a Request for Proposals for Telephone System Replace for Civic Center, Shannon Center, and other City facilities. (Report prepared by: Steve Pappa, Information Systems Manager) ATTACHMENTS: 1) RECOMMENDATION* \ 1 FINANCIAL STATEMENT: Request for Proposals (RFP) Authorize Staff to Distribute RFP Cost of the phone system replacement is estimated at $100,000 - $250,000, depending on system and components. Acquisition to be made with funds from the FY02-03 Communications System Upgrade CIP budget and with available ISF replacement funds. DESCRIPTION: The Request for Proposals will begin the process of awarding a contract for the implementation of a new phone system. The new system will service the Civic Center, Shannon Center, and other City facilities to be determined. BACKGROUND: The City's existing telephone system has been in place since 1989. Expansion of the system for additional Civic Center telephones or for additional connections to other City facilities is no longer possible due to the age of the equipment. A new system is essential to keep pace with the growth in City staff and the number of City facilities requiring connection to the system in the future. PROCESS: The RFP will be circulated on February 6, 2002 and proposals are due to the City no later than March 14, 2002. Proposals will be evaluated by a committee of City staff. Rankings of the best proposals will be based on functionality, expandability, and value. The highest ranked proposals will be more closely evaluated by staff through demonstrations, site visits and reference checks. The system which best fits the City's needs will be selected and a contract will be negotiated. The goal is to award the contract in June 2002 and to begin system implementation on July 1, 2002. Staff will return to the City Council for the award of the contract. RECOMMENDATION: It is recommended that the City Council authorize City Staff to distribute the RFP (Attachment 1). COPIES TO: pG� ITEM NOkr rr� CITY CLERK File # ❑0a ]=[X[O AGENDA STATEMENT CITY COUNCIL MEETING DATE: February 5, 2002 SUBJECT: Request for Authorization to Distribute a Request for Proposals for Telephone System Replace for Civic Center, Shannon Center, and other City facilities. (Report prepared by: Steve Pappa, Information Systems Manager) ATTACHMENTS: 1) Request for Proposals (RFP) RECOMMENDATIONS \ 1 Authorize Staff to Distribute RFP FINANCIAL STATEMENT: Cost of the phone system replacement is estimated at $100,000 - $250,000, depending on system and components. Acquisition to be made with funds from the FY02-03 Communications System Upgrade CIP budget and with available ISF replacement funds. DESCRIPTION: The Request for Proposals will begin the process of awarding a contract for the implementation of a new phone system. The new system will service the Civic Center, Shannon Center, and other City facilities to be determined. BACKGROUND: The City's existing telephone system has been in place since 1989. Expansion of the system for additional Civic Center telephones or for additional connections to other City facilities is no longer possible due to the age of the equipment. A new system is essential to keep pace with the growth in City staff and the number of City facilities requiring connection to the system in the future. PROCESS: The RFP will be circulated on February 65 2002 and proposals are due to the City no later than March 14, 2002. Proposals will be evaluated by a committee of City staff. Rankings of the best proposals will be based on functionality, expandability, and value. The highest ranked proposals will be more closely evaluated by staff through demonstrations, site visits and reference checks. The system which best fits the City's needs will be selected and a contract will be negotiated. The goal is to award the contract in June 2002 and to begin system implementation on July 1, 2002. Staff will return to the City Council for the award of the contract. RECOMMENDATION: It is recommended that the City Council authorize City Staff to distribute the RFP (Attachment 1). COPIES TO: pG� ITEM NO. I�i City of Dublin, California Information Systems Division Request for Proposals for Telephone System February 6, 2002 City of Dublin Telephone System Notice to Bidders Notice is hereby given that sealed bids, subject to the conditions named herein and in the specifications therefore, for the City of Dublin Telephone System addressed to .the City of Dublin will be received at the City Clerk's Office, 100 Civic Plaza, 2nd floor, Dublin, CA 94568, up to March 14, 2002 at 4:00pm, at which time they will be publicly opened and examined for completeness. For further information on this bid contact Steve Pappa, Information Systems Manager, at 925-833-6604 or steve.pappa(~_~ci.dublin.ca.us If you want an electronic copy of this RFP then send an e-mail request to steve.pappa _(~ci .dublin.ca.us It is anticipated that the contract will be awarded in June, 2002. The City will work with the successful bidder in June to develop a implementation plan for the system to be in-place on, or soon after, July 1, 2002. Steve Pappa, Information Systems Manager Page 2 of 13 1.0 General Information The purpose of this Request for Proposals(RFP)is to provide interested vendors with sufficient information to prepare and submit proposals relative to the selection of telephone systems to replace the City's current telephone system. In June 2002,the City of Dublin will be awarding a contract for the acquisition and implementation for a telephone system encompassing the Civic Center, Shannon Center,and various remote locations. The current system is a NEC NEAX 2400 IMS with Digital Remote Unit, Kentrox DataSmart Single Port T1 CSU/DSU's, 8-port NEAXMail AD-40 Voice mail, 198 active ports with NEC Dterm Series II and Series E phones. Currently the City has approximately 110 digital and 40 analog telephones. The City owns all of these • components and whether or not some of these components are used with the new system is negotiable. The implementation will begin July 1,2002 2.0 Proposals Instructions In order to receive consideration, all bid proposals shall be made in accordance with the following instructions: 2.1.1 Proposals shall be made upon the forms provided therefore,properly executed and with all items completed;the signature of all persons signing shall be in long hand. 2.1.2 Blank spaces in the forms must be properly filled in,and the phraseology thereof must not be changed. Additions must not be made to the items mentioned therein. Any unauthorized conditions,limitations or provisions attached to a proposal may cause its rejection. Alterations by erasures or interlineations must be explained or noted in the proposal over the signature of the vendor. 2.1.3 Proposals submitted shall be treated as sealed bids. Clearly mark on the sealed envelope or package"SEALED BID—CITY OF DUBLIN TELEPHONE SYSTEM—DO NOT OPEN WITH REGULAR MAIL" 2.1.4 Vendor may include in their proposal information related to the vendor and proposed solution additional to the bid form and other.information specifically requested by this RFP. However,said additional information shall not substitute for the bid form and answers to specific information requests. • 2.1.5 No faxed proposals will be considered. No proposal received after the time fixed for receiving them will be considered. Late proposals will be • returned to the vendor unopened. 2.2 Proposal Format 2.2.1 Signature:Proposal shall be signed by an authorized corporate officer. • 2.2.2 Bid Forms. Each vendor shall fill out completely and accurately the proposal forms supplied with this invitation to respond to the bid.Failure Page 3 of 13 — 2.2.3 2.2.4 2.2.5 to use the forms provided will invalidate the proposal. Failure to answer any of the questions or provide any of the information requested in the bid specifications may subject the entire proposal to .rejection. The inability to meet a specific feature or item of equipment requested or any specific general condition will not invalidate your proposal, but will be weighed in the finals selection of the successful vendor. It is the vendor's responsibility to point out those items and or conditions that can not be met. Valid Period. Include a statement that the terms of the proposal will remain valid for 150 days. Qualifications. State the finn's relevant experience, responsiveness; ability to perform; anticipated manpower allocation. Provide three references of agencies where similar work has been performed in the past. In each case briefly describe the project scope and indicate a contact person and phone number, and when the work occurred. Identify the personnel to be involved in the project and their background. Include information relative to any subcontractor. Identify the means by which the firm's support services are activated in the event of an incident. 2.3 2.4 2.5 Deadlines. 2.3.1 Walkthrough. Contractor may attend optional walkthrough on Thursday, February 14, 2002 at 10 a.m. 2.3.2 Due date for response: On or before March 14, 2002 at 4:00 p.m. 2.3.3 One copy of the bid proposals should be submitted to City of Dublin City Clerks Office 100 Civic Plaza, 2~ floor Dublin, CA 94568 Bid clarification upon receipt of the proposal may be required. Your firm may be contacted for additional information and/or detailed discussion of the proposal. An appropriate representative of the proposing firm with knowledge of the scope of work and the firm's proposal should be identified within the proposal. Addenda or bulletins. Any addenda or bulletins issued by the City during the time of the bidding performing a part of the documents provided to the bidder for the preparation of his bid shall be covered in the bid and shall be made a part of the contract. Page 4 of 13 3.0 2.6 Withdrawal of bids. Any bidder may withdraw a bid by written request, at any time prior to the scheduled deadline for submission of bids. 2.7 Economy or preparation. The proposals should be prepared simply and economically, provided a straight forward, concise description of the bidder's capabilities to satisfy the requirements of these specification. The bidder shall be responsible for costs incurred in the proposal preparation and delivery. 2.8 City Right to Accept or Reject Proposals. The City of Dublin reserves the right to accept or reject any proposals, and all subsequent material, either verbal or written, exclusive of an executed written contract. This invitation to respond to the bid in no way obligates the City of Dublin to any company, supplier, manufacturer, or respondent to the RFP. 2.9 Award and Execution of the Contract 2.9.1 The award of the contract, if it be awarded, will be to the lowest responsible bidder whose proposal complies with all the requirements prescribed and whose proposed solution the City deems appropriate for its needs. 2.10 Errors and Omissions. The City of Dublin shall not be held responsible for errors, omissions, oversights brought to the attention of the City of Dublin subsequent to the due date of this proposal which alter or modify the information which form the basis for evaluation of the submitted bid response, shall remain the responsibility of the vendor. Additionally, any errors, omissions, or oversights of a material nature may constitute grounds for rejection of the submitted proposal. General Background Information 3.1 The City of Dublin's Civic Center telephone system consists of a 198-port NEC NEAX 2400 IMS switch installed in 1989 and an 8-port NEAXMail AD40 voice mail system installed in 1998. Telephone sets consist of NEC Dterm Series II and Series E. The City has approximately 110 digital and 40 analog telephones. There are approximately 10 24-button Series II add-on modules in use. The City has 2 blocks of 100 DID's. There are approximately 50 unused phone numbers available in a second block of 100 DID's. The Dublin Civic Center is located at 100 Civic Plaza, Dublin. The Shannon Center site at 11600 Shannon Avenue is connected to the Civic Center system via a T1 line. A Digital Remote Unit resides at the Shannon Center site and both sites utilize an Kentrox CSU/DSU to divide the T1 circuit into 14 channels used for 13 phone lines and 10 channels used for data. The Shannon phone sets are entirely Series E. The City has 10 analog trunk lines for outbound calling and 10 inbound analog lines to manage the 200 DID's. The City's NEC 2400 lacks the expansion capabilities for current and furore growth. Future growth includes both phones added to the system and remote Page 5 of 13 facilities added to the system over the next 5-10 years. 4.0 Telephone System Requirements 4.1 The City of Dublin expects the Civic Center and Shannon Center to be connected by the telephone system. If the existing T-1 is to be used, then only 14 channels of the T-1 are available for use by the 13 required telephones at the Shannon Center. 4.2 Contractor shall include a plan for maximum system up-time at all connected facilities. If back-up generator power is not currently available at a facility then Contractor will propose a method of providing back-up power. Currently the Civic Center telephone room has back-up generator power. The Shannon Center and other facilities will require back-up power for the system. 4.3 The City of Dublin requires the retention of its 200 DID telephone number for use with the new telephone system. DID numbers are in the ranges (925) 833- 66xx and (925) 556-45xx. Contract shall ensure that the existing DID numbers will be available for use by the proposed system. Contract shall act on the City's behalf to ensure that DID numbers are transferred for use by the new system. 4.4 Contractor shall act as project manager during the implementation of the system. Contractor shall work in conjunction with the Information Systems Manager and City staffto ensure a successful transition to the new system. Contractor shall meet with City staff to gather departmental configuration needs. Contractor shall conduct end-user training for all City staff. Contractor shall conduct system maintenance training for Information Systems Division staff. 4.5 Contractor shall ensure integration of the proposed telephone system with either its own proposed voicemail system or with the City existing voicemail system. 4.6 The City expects its new telephone system to accurately convey the caller's actual street address to the 911 dispatch system. Contractor shall ensure that accurate street address information is conveyed to the 911 dispatch system for all locations connected to the telephone system. 4.7 Contractor shall propose a solution which will allow for expansion not only at the central Civic Center location but also for when other facilities need to be added to the system in the future. Contractor will address how remote facilities with 1 to 30 phones can be added to the system. Contractor will give its best estimate of the cost associated with adding a remote facility, to include equipment, installation, and any associated monthly costs. 4.8 Contractor shall address any costs associated with providing the correct location to the 911 system of any remote facility added to the proposed telephone system in the future.. Page 6 of 13 4.9 4.10 4.11 4.12 4.13 4.14 4.15 4.16 4.17 4.18 4.19 4.20 Contractor will review the City's current wiring infrastructure and facilities, and make any recommendations it deems necessary for a successful implementation and future expansion of the proposed system. Contractor may propose a replacement to the City's voicemail system. The City will evaluate whether or not the proposed voicemail system is a viable solution. The City may choose to purchase the proposed voicemail system if the system meets or exceeds its current system, and if the replacement is cost-effective. If Contractor does not propose a voicemail system then Contract will ensure that the City's current voicemail system is properly integrated with the proposed telephone system. The proposed telephone system shall have all the standard features including, but not limited to, call transferring, call transferring to voicemail, hunt groups, circular hunt groups, call pick-up groups, conference calling, internal 4-digit dialing. Contractor shall warranty the proposed system for a period of time to be determined during contract negotiations. Contractor shall give a reasonable estimate of all maintenance, licensing, and support costs that may occur past the initial warranty period. Contractor shall propose a system with support readily available after the warranty period from more than one source. Contractor shall propose a system which does not limit the type and origination of telephone lines connected to the system. Contractor shall propose a telephone system that is characterized by dependability and ease or use. Contractor shall propose a cost-effective solution. Contractor shall propose a system that can be obtained and maintained at reasonable cost. Contractor shall propose a system which allows for the creation of"virtual" internal 4-digit phone numbers separate from the City's 200 DID's. The City currently uses analog extensions (DID's) with its NEC 2400 for some FAX machines and telephones. Contractor shall make a reasonable recommendation for the migration of these extensions if the proposed system does not support analog extensions. Contractor shall wOrk with the City to ensure that critical public safety lines forwarded through its current system are migrated successfully to the proposed system or as part of the proposed system implementation. Contractor shall set-up all voicemail boxes if applicable to the implementation of the proposed system. Page 7 of 13 5.0 Bid Form 5.1 Provide an itemized quotation for the proposed system. The quotation must not expire prior to July 1, 2002. Price the system based on 150 telephone sets. Currently the City has 50 16-button, 60 6-button, and 40 analog phones. Additionally the City has 10 24-button sidecar modules. Voicemail currently has 200 mailboxes. 5.2 Is your company willing to provide liquidated damages for inability or unwillingness to deliver the proposed solution? Yes No 5.3 If yes, what is the maximum liquidated damages available? 5.4 Will the City be able to use it's current DID numbers with the proposed system? Yes No 5.5 Does your proposal include a new integrate voicemail system? Yes No 5.6 If the answer to 5.5 is 'No' then will you successfully integrate the City's current voicemail system with the proposed telephone system? Yes No 5.7 What is the warranty period of the proposed system? The City assumes that the system will be covered by a warranty period during which faulty equipment will be replaced free-of-charge, shippi~ng included. 5.8 What are the terms and costs of system maintenance after the initial warranty period has expired? 5.9 What, if any, are the recurring licensing costs of the proposed system? 5.10 What are the models and costs of the following types of proposed telephone sets: 5.10.1 Executive style phone __ Display (Y/N) ? Model Unit price 5.10.2 Receptionist phone (40 lines) __ Display? Model Unit price __ 2-way speaker? __ 2-way speaker? Page 8 of 13 5.11 5.12 5.13 5.10.3 Conference room/Conf call phone __ Display? Model Unit price 5.10.4 Analog telephone (single line) Model 5.10.5 Office phone __Display? Model __ Display? __ 2-way speaker? Unit price __ 2-way speaker? Unit price Does the proposed system support additional 'virtual' lines on telephone sets? Yes No If the answer to 5.11 is 'Yes' then what is the maximum number of 'virtual' lines allowed by the system? Maximum allowed on each phone? __ How will the Shannon Center be connected to the system located at Civic Center? Page 9 of 13 • 5.14 How will the proposed system identify to 911 dispatch the location of remote facilities using the Civic Center system and trunk lines? • • Page 10 of 13 5.15 What is the recurring cost to identify the 911 location of remote facilities connected to the Civic Center system? 5.16 5.17 5.18 5.19 5.20 5.21 5.22 5.23 How will remote facilities be added to the Civic Center system in the future? 5.16.1 Method and cost for a remote facility with one telephone: 5.16.2 Method and cost for a remote facility up to 30 telephones: What is the maximum number of phones that can be added to the Civic Center system? What is the maximum number of remote facilities that can be added to the Civic Center system? what is the expected life of the proposed system? If a PBX is proposed then does it support IP telephony? Yes No If the answer to 5.20 is 'Yes' then what is the cost of the IP telephony module? If the answer to 5.20 is 'Yes' then what other phone systems can be connected to the IP-enabled PBX? How are system administration and Moves/Adds/Changes accomplished? 5.24 what end-user training and system administration training is offered as part of the proposal? 5.25 What support is offered during the agreed-upon warranty period? Page 11 of 13 5.26 Describe the proposed system's conference call capabilities. 5.27 5.28 Does the proposed system include a call accounting feature? Yes No What interface with cellular telephones and cellular two-way radios does the proposed system offer? Page 12 of 13 6.0 Proposal Form 6.1 Company name: 6.2 Bid for proposed system (bid honored up to contract signing): This signature certifies that the prices listed in the response to this RFP document represent the "best price" offered by our company of the system(s) offered to the City of Dublin. Company Name Address Signature of Authorized Person Date Title Page 13 of 13