CITY OF OPELIKA
REQUEST FOR PROPOSAL
OFFICE (334) 705-5120
FAX (334) 705-5128
BID NUMBER: B07-018
COMMODITY TITLE: VoIP Telephone Equipment &
USER DEPARTMENT: Information Technology
BUYER: Shirley Washington
BUYER TELEPHONE: (334) 705-5120
ISSUE DATE: December 12, 2006
DAY/DATE: January 22, 2007
TIME: 2:00 PM
LOCATION: Opelika City Hall
MAILING ADDRESS: City of Opelika
204 Seventh St S
PO Box 390
Opelika, AL 36803-0390
The City of Opelika Purchasing Department will receive sealed proposals to provide IP
Telephony Equipment and Implementation Services for the City of Opelika, Alabama
through the Information Technology Department as per attached specifications. Proposals
must be received by 2:00 PM on January 22nd, 2007 at which time they will be opened and
read aloud. Late proposals will not be considered nor returned.
PROPOSALS MAY BE MAILED TO: PROPOSALS MAY BE DELIVERED TO:
City of Opelika City of Opelika
Purchasing Department Purchasing Department
PO Box 390 204 S. 7th Street
Opelika, AL 36803-0390 Opelika, AL 36803-0390
GENERAL TERMS AND INSTRUCTIONS
SECTION I TERMS AND CONDITIONS
1.1 All proposals submitted shall be firm for a minimum of 45 days, unless otherwise
1.2 The equipment furnished under this specification shall be the latest improved model in
current, as offered to commercial trade, and shall be of quality workmanship and
material. The bidder represents that all equipment offered under this specification shall
be new. USED, SHOPWORN, DEMONSTRATOR, PROTOTYPE OR DISCONTINUED
MODELS ARE NOT ACCEPTABLE, UNLESS SPECIFICALLY STATED OTHERWISE IN THE
1.3 The City reserves the right to cancel or make null and void any purchase order, if
delivery cannot be made on the specified delivery date.
1.3.1 In case of default by the contractor, the City may procure the articles or services
from other sources and hold the contractor responsible for any excess cost
1.4 All items shall be delivered F.O.B. destination. Delivery costs and charges shall be
included in the proposal, unless otherwise stated in the specifications or proposal.
1.5 The name and manufacturer, trade name, manufacturer or vendor catalog number
mentioned in specifications and proposal sheet is for the purpose of designating a
minimum standard of quality and type and for no other reason. Such references are not
intended to be restrictive. Bids will be considered for any brand which meets or exceeds
the quality of the specifications listed for any items unless, otherwise stated in the
specifications or proposals.
1.6 Proposal tabulations will not be given over the telephone. Vendors desiring a proposal
tabulation shall enclose a stamped and self addressed envelope with their submission.
5/6/2010 City of Opelika – IP Telephony RFP 2
1.7 Proposal awards are not official until a purchase order is issued or the Purchasing
Department notifies the successful vendor in writing.
1.8 As part of the completion of this project the awarded vendor will be required to deliver
to the City of Opelika Technology Director copies of all operators and set up manuals
provided with the equipment purchased. This is to include any and all warranty
information. Additionally the awarded vendor will provide electronic as well as hard
copy documentation pertaining to all configurations performed in the implementation of
the solution for the City.
SECTION II SUBMISSION OF PROPOSAL
2.1 Proposals received after the designated date and time will not be opened nor returned.
2.2 All proposals shall be submitted on and in accordance with forms for this purpose, which
are a part of this proposal package. Additional supplementary documentation, when
requested, shall be submitted on the proposer’s letterhead.
2.3 All proposals are to be submitted in sealed, plainly marked envelopes. Envelopes shall
be marked in the bottom left corner with the Title of the Request for Proposal, the RFP
Number and the Opening Date. Facsimile and telephone submissions will not be
2.4 All proposals shall be typewritten or completed in black ink.
2.5 An authorized officer or agent of the company submitting the proposal in order to be
considered must sign all proposals.
2.6 Submit eight (8) hard copies and one (1) electronic copy (CD ROM) of your
response to the City of Opelika, Purchasing Department.
2.7 Proposals, which show any omission, irregularity, alteration of forms, additions not
called for, or conditional or unconditional unresponsive bids may be rejected.
2.8 Any proposal submitted with corrected errors shall have the correction initialed by the
person signing the bid.
2.9 Respondents shall submit with their proposal, the latest printed literature and detailed
specifications on equipment they propose to furnish. This literature is for informational
purpose only and shall be used to help determine a product’s compliance with
5/6/2010 City of Opelika – IP Telephony RFP 3
SECTION III BID EVALUATION
3.1 The City reserves the right to evaluate all proposals, waive any technical or informalities,
reject any and/or all bids and proposals, and further specifically reserves the right to
make the award and/or awards in the best interest of the City.
3.2 The RFP evaluation will be made on the following criteria:
3.2.1 Company History & Experience 15 pts
3.2.2 References 15 pts
3.2.3 Cisco Competency, Resumes & 10 pts
3.2.4 Unique Qualifications/Experience 10 pts
3.2.5 Implementation Plan 15 pts
3.2.6 Ability to Meet Project Implementation Schedule 15 pts
3.2.7 Ability to Deliver Core Solution 15 pts
3.2.8 Ability to Deliver Integration Services & Enhancements 15 pts
3.2.9 Training Methodology 10 pts
3.2.1 Bid Price 25 pts
3.2.1 Prompt Pay Discount (meeting requirements of 3.4) 5
Total Possible Points to be Awarded: 150 pts
3.3 The City may waive minor differences in specifications, provided these differences do
not violate the specification intent, materially affect the operation for which the item or
items are being purchased nor increase the estimated maintenance and repair cost to
3.4 In order for a prompt pay discount to be considered as a factor in the award of this bid,
the minimum days allowed for payment to receive discount shall be 15 days after receipt
of a correct invoice.
3.5 The City reserves the right to award all submissions in their entirety or in part,
whichever, in its opinion, best serves the interest of the City.
3.6 The City reserves the right to cancel or make null and void any purchase order if
delivery cannot be made on the specified delivery date.
3.7 Unless clearly shown on the RFP that it is the intent that a reduced total price is being
offered on the basis of receiving an award of all items covered by the total, any totals
should be the actual sum of the extension of unit prices; otherwise, in the event of any
discrepancy between a unit price(s), extended price(s) and/or total price(s), unit price
shall govern and the RFP will be refigured accordingly.
5/6/2010 City of Opelika – IP Telephony RFP 4
3.8 Alabama Bid Law allows a Local Preference to businesses located within the City of
Opelika when their bid is within 3% of the lowest responsible bid. The City will extend
that preference when applicable.
3.9 The City shall be sole judge as to an item meeting or exceeding the specifications.
3.10 NON-COLLUSION: Vendors, by submitting a signed RFP, certify that the accompanying
RFP is not the result of, or affected by, any unlawful act of collusion with any other
person or company engaged in the same line of business or commerce, or any other
fraudulent act punishable under Alabama or United States law.
5/6/2010 City of Opelika – IP Telephony RFP 5
SECTION IV BILLING AND PAYMENT
4.1 The vendor shall submit an invoice in duplicate to:
City of Opelika
PO Box 390
Opelika, AL 36803-0390
4.2 Payment by the City shall be made within thirty days, unless otherwise specifically
provided, subject to any discounts offered.
4.2.1 The City will make payment to the vendor upon receipt of invoice and
acceptance of the item or service by the City.
4.2.2 Any prompt pay discount offered will be computed from the date of delivery of
the equipment, supplies, or materials at destination, when final inspection and
acceptance are at those points, of from the date the correct invoice is received, if
the latter is later than the date of delivery.
5/6/2010 City of Opelika – IP Telephony RFP 6
SECTION V. PROJECT INTRODUCTION
The City of Opelika, Alabama, also known in this document as “the City” is seeking
qualified vendors to respond to their Request for Proposal (RFP) for the purchase,
installation and implementation of a Cisco VoIP solution for the City. Cpak Corporation,
also known in this document as “the Consultant” has been retained by the City of
Opelika to assist in a number of projects related to upgrading the City’s Data network
and to assist in the creation of this RFP for a new VoIP phone system. The new phone
system will replace their existing BellSouth Centrex system that was installed in 1992.
The following sections of this document specify the technical and functional
requirements for the project as well as certain pieces of equipment desired for
implementation as determined by the City and the Consultant. This project has been
budgeted in the City of Opelika’s 2007 fiscal year that began October 1st, 2006.
The current phone system is a Centrex system installed in 1992 by BellSouth and serves
approximately 260 employees. The campus of the City is comprised of three main
buildings (City Hall, Public Works & the Police Department) and a number of outlying
facilities such as the various Fire Stations and Recreational Centers all of which are
connected to the main nodes via the City’s 22-mile fiber ring. A listing of City facilities
is included in this RFP package.
Within the past 90 days the City’s original ATM network has been replaced with a Cisco
solution comprised of predominately WS-C3560G-24 & 48 PS-S switches. The new
network is comprised of five (5) 3560 core routing switches in a ring configuration
serving 40+ 3560 edge switches. Also the City has previously acquired and will be
expecting the awarded vendor of this RFP to configure and implement two Cisco
ASA5520 (Adaptive Security Appliances) and two Cisco 2851 Integrated Service routers
in this solution. It is understood that your recommended solution may require the
acquisition of additional equipment.
A complete listing of network equipment and a diagram of the City’s network are
included in this request for your review. Additionally, as a part of the network upgrade
all ports on the City’s network have been “punched down” and tested for connectively to
a minimum of Cat5e.
The current network environment consists of 27 Windows 2003 Servers and 8 Windows
2000 Servers, running Active Directory, Exchange 2003, both SQL Server 7 and SQL
Server 2003, Windows Server Update Services (WSUS), Internet Information Server
(IIS), Internet Security Acceleration (ISA) over an IP network. Additionally there are
three IBM iSeries servers present on the network and accessed via IBM Client Access on
5/6/2010 City of Opelika – IP Telephony RFP 7
5.3 Scope of Work
The successful vendor(s) (if any are chosen) shall furnish all labor, materials and
equipment necessary to perform and complete the work described in the specifications,
plans or other instructions provided in the ensuing contract. All work shall be done in a
workmanlike manner by workman skilled in their respective trades and all materials
furnished shall be completed within the time stated in the contract, but the successful
vendor(s) will not be liable for any delays due to causes beyond their reasonable
control. The successful vendor will comply with the City performance schedule unless
the City formally declares and approves an extended time interval for the work
completion and system acceptance.
The City is seeking a complete Cisco VoIP solution based on the descriptions
provided in this RFP. It is the City’s expectation that responders to this RFP
will make certain recommendations that will add to the quality of the
solution. It is also expected that solutions will include all equipment,
software, training and implementation services necessary to deliver a fully
operational system that meets or exceeds the functionality described.
Your solution must incorporate the following:
• Deployment of the most recent Cisco VoIP solution that includes unified messaging
(Cisco CallManager 5.0.4 Linux, Cisco Unity 4.0 or most recent release).
• Licensing for approximately 300 Users of the phone and voicemail solution.
• Insure that the VOIP solution you propose will be fully functional upon the recently
implemented Cisco network solution. A listing of current equipment installed can be
found in the Appendix.
• Include an IP integrated fax solution for fax machines located throughout the city.
See the Appendix for a listing of fax machines per physical building.
• A redundant solution incorporating a minimum of two Call Managers with two
separate PRI’s, the primary to be located at City Hall with the secondary to be
located at the Police Department.
• Certain locations of the City are not connected on the fiber network but are provided
phone services; as a result we anticipate retaining a limited part of our existing
Centrix configuration to meet this need. Therefore a Centrix based PRI may be an
acceptable part of this solution.
• Provide the wireless access points, specified antennas and required wireless access
control devices. The City will implement the wireless devices in support of the
selected vendors VoIP solution implementation. Any configuration required of the
wireless VoIP devices will fall under the responsibility of the vendor and should be
planned for accordingly in their provided services.
• Accommodate the requirements for the solution as identified within this RFP.
• Your implementation must be designed in a manner to provide a minimum of service
interruption to the City and should be fully described in your response.
• Provide training to IT staff for routine system management as well as training to end
users of the system.
5/6/2010 City of Opelika – IP Telephony RFP 8
5.4 Responding to this RFP
The vendor shall absorb all costs associated with the preparation of their submitted
proposal. The City expects to conduct in person interviews with vendors
deemed to have provided the top responses to this solicitation. Within this
interview it is expected that selected vendors will demonstrate the solution
to be implemented to the interviewing panel. In the event your proposal is
deemed to be one of the top responses and you are invited for an in person interview
any expense associated with this interview will be borne by the vendor. All submitted
documentation will become the property of the City and will not be returned.
This RFP along with all supporting documents will be made available in an electronic
format at the City of Opelika’s web site: www.opelika.org
Following the evaluation of proposals and the interview process the company or
companies that meet the requirements may be contacted to enter into further
negotiations for the provision of the VoIP and Unity Messaging solution.
5.5 Mandatory Conference
In an effort to assist parties interested in responding to this request, the City and the
City’s Consultant will be hosting a MANDATORY “Pre-Proposal Conference” to take place
on January 4th, 2007 at 1:30 p.m. CST in the City Council Chambers located within
the City of Opelika City Hall at the following address:
City of Opelika
204 S 7th Street
Opelika, AL 36803-0390
During this conference we will attempt to answer as many questions as possible
pertaining to this RFP. If after reading this RFP you have specific questions pertaining
to this project please direct those questions in writing by December 28th, 2006 to:
Gary Wright: email@example.com Subject Line: Opelika Voice RFP
Questions received will be addressed during the “Pre-Proposal Conference” meeting.
Any questions that arise during the “Pre-Proposal Conference” that will require follow up
on behalf of the City or Consultant will be distributed to the attendees via email as an
addendum soon as possible following the conference.
Please keep in mind that the failure of a Vendor Representative to attend the
Pre-Proposal Conference will eliminate that Vendor’s submission from
consideration for award of this project.
5/6/2010 City of Opelika – IP Telephony RFP 9
In submitting your response be sure to provide eight (8) hard copies and one
(1) electronic copy (CD ROM) to the address provided in this document.
In your response be sure to respond to each of the items referencing each item
separately by number (i.e. 6.1, 6.2 etc). Questions pertaining to your organization and
your proposed solution are divided and contained in the following three sections:
Section VI - Background & Experience: This pertains to your organization, company
history, experience, installation and training methodology as well as your ability to
comply with insurance and other regulatory requirements of the City.
Section VII - Core Solution: This pertains to your pricing for specific equipment,
software, licenses, training and services the City has identified to be provided in this
RFP. The elements described here have been determined to be the core foundation of
the City’s VoIP solution. Vendors should add any items they feel necessary to deliver the
core solution that may not be listed in this RFP.
Section VIII - Integration and Enhancements: This area pertains to specific
requirements the City has described in this project. Here, describe your recommended
solution(s) to meet these requirements. Your response should include any additional
hardware, software, licenses, services and training needed to deliver a complete solution
for the item identified. Please be sure to include manufacturer’s name and model
number of any items specified.
Vendor responses will be evaluated based on the completeness of information provided,
the ability conveyed to provide the solution the City desires and the Vendors price to
provide this solution. As previously mentioned it is anticipated that a limited number of
vendors will be invited to discuss their proposals in person prior to the City making an
RFP award recommendation to the City Council.
Proposers are advised that the City’s and the Consultant’s ability to conduct a
thorough evaluation is dependent on submittals, which are well ordered,
detailed, comprehensive and readable. Clarity of language and adequate,
accessible documentation is essential and is the Respondents responsibility. Evaluators
of submissions will not assume features or advantages that are not clearly
The City shall consider only responsible companies. Responsible companies are those
that have, in the judgment of the City and the Consultant, the financial ability,
experience, resources, skills, capability, reliability and business integrity to perform the
requirements of the contract. The City and Consultant will, as indicated in the Proposal
Evaluation Criteria, also consider heavily in their selection decision, specific similar
experience, references, and cost.
5/6/2010 City of Opelika – IP Telephony RFP 10
As mentioned previously a contract (or contracts) will be awarded to the responsible
proposer whose proposal represents the combination of technical merit and cost, most
advantageous to the City. Proposers are advised that the City may make an award to a
proposal other than the low cost offer. The City reserves the right to determine which
proposal demonstrates the requisite competence and offers the greatest value. Once
again, value is not solely determined by the lowest price.
Any submission that does not reasonably comply with the instructions, listed
herein, may be rejected as incomplete, and may be declared unresponsive.
5.8 Required Documentation
In addition to responding to the questions in Sections VI, VII, & VIII you must also
complete the following in order for your submission to be considered:
• Complete and sign Attachment A – Proposal Form
• Complete and sign Attachment B – Anti-Collusion Statement
• In the event your company elects not to respond to this RFP please complete
Attachment C – Statement of No Bid/Proposal.
Your response will assist us in evaluating all responses for this project and to improve
our bid process.
An authorized officer or agent of the vendor submitting the proposal must be sure to
sign Attachment A: Proposal Form in order for their submission to be considered.
Any proposals submitted with corrected errors must have those corrections initialed by
the person signing the proposal Attachment A.
5.9 Response Format
Your proposal should be submitted in the following order:
• Cover Page
• Introductory Letter or Executive Summary (optional)
• Any Written Response to Section VI items
o 6.2 etc.
• Any Written Response to Section VII items
o 7.2 etc.
• Any Written Response to Section VIII items
o 8.2 etc.
5/6/2010 City of Opelika – IP Telephony RFP 11
• Attachment “A” Proposal Form (Signature Required)
• Attachment “A” Table
• Attachment “B”
• Attachment “C”
Finally include any collateral/information you elect to submit to further support your
5/6/2010 City of Opelika – IP Telephony RFP 12
SECTION VI – BACKGROUND & EXPERIENCE
6.1 Company History
Provide a brief description of your company and it’s business history. This should
include the following information:
• Full company name and address
• Details of the company ownership
• Annual Revenue for each of the past 3 years
• Number of full time employees
Please describe your experience with projects similar to the one described in this RFP.
6.3 Training Methodology
Please describe your approach to training users on the new phone system including your
use of training classes, instruction manuals, etc. Keep in mind your training for this
implementation should include not only training on the phone system but also on the
features available from the installation of the Unity Messaging solution. Training should
also be provided to the City’s IT Staff on basic management of the phone solution.
Please provide a minimum of three (3) references of similar scope to this project,
preferably involving municipal governments. Be sure to include:
Inclusion of references in your proposal is an agreement that the city or the consultant
may contact the named references. The city or the consultant may contact companies
or individuals, whether offered as references or otherwise, to obtain information to
assist the City in evaluating submissions.
5/6/2010 City of Opelika – IP Telephony RFP 13
6.5 Resumes & Certifications
Please include resumes of individuals who will be assigned to this project. Additionally
please list any Certifications held by these individuals that would pertain to the
implementation of this project. Keep in mind the individuals listed here are expected to
be the individuals from your organization that will be doing the work on this project.
Any substitution of labor for this project must be submitted to the City of Opelika for
approval prior to their arrival on site. The City reserves the right to withhold or adjust
payment for Services rendered by a Vendors Staff not previously authorized by the City.
6.6 Cisco Partnership & Specializations
Describe your Cisco Partnership Level (Premier, Silver, Gold) as well as any Cisco
Specializations your firm may hold. In this area please also describe any trade or
industry groups of which your organization is a member that are relevant to your
organization being a “Best of Breed” provider of this technology.
6.7 Compliance with Local Laws & Permits (Required)
The successful vendor(s) shall comply with all local, state and federal rules regulations,
ordinances, codes and laws related to the work or conduct thereof and shall secure and
pay for any permits and licenses necessary for the execution of work. These elements
are to be included within the vendor’s submitted price for this proposal.
Proposers who are awarded a City of Opelika contract must possess a City of Opelika
business license pursuant to City Ordinance, which must be obtained prior to beginning
work. Also any vendor performing work in the city must also complete and submit on a
quarterly basis an Employer’s Quarterly Return of License Fee (with payment) to the
Proposers may contact the City of Opelika Revenue Department at 334.705.5160 for
additional information concerning business licenses and the Employer’s License Fee.
6.8 Ability to meet stated Insurance Requirements
Before any work is commenced the successful vendor shall furnish an approved
certificate of insurance addressed to the City illustrating that the vendor carries the
following insurance. In addition the vendor warrants that this coverage will be
maintained in full effect for the duration of time they are engaged in work for the City.
Workers Compensation Statutory Limit
Employer’s Liability for Hazardous Work $1,000,000,000.00 ea Occurrence
Bodily Injury Liability and Physical
Damage Liability $1,000,000,000.00 ea Occurrence
5/6/2010 City of Opelika – IP Telephony RFP 14
6.9 Ability to Meet Project Implementation Schedule
It is expected that the award for this project will be made by February 6th, 2007 The
city would like for the implementation of this solution to be completed by April 27th,
2007 if not before. Please comment as to your ability to meet this time frame and
explain why this may or may not be a reasonable expectation.
Please indicate any “Black Out” dates that may exist for your organization where work
on this project may not be scheduled including weekends. It is anticipated that nearly
all work on this project will be completed during the standard work week (Monday-
Friday 8:00 a.m.-5:00 p.m.). However, it is also expected that some activities may be
scheduled during hours the City is not open for regular business (weekends or evenings)
to minimize impact on daily operations. For planning purposes consider dates during
the months of February, March, and April of 2007 that might not be “workable” for your
organization. The City has indicated the following dates as “Blacked Out” for activity on
Sunday, Feb. 4th,
Saturday, April 7th
Sunday, April 8th
Please note, once the successful vendor has been awarded the project they will meet
with the City’s Technology Director and the Consultant to establish an implementation
calendar. Upon mutual agreement to the implementation calendar work is expected to
commence swiftly. In the event that work is not satisfactorily completed by the
mutually agreed upon date, which is expected to be no later than April 27th, 2007, the
vendor will be assessed and agrees to pay a penalty of $250.00 per day until the work is
completed as per specification. This penalty will be imposed as a “short payment” on
the vendors invoice.
6.10 Your Organizations Unique Qualifications/Experience
Please briefly describe what elements combine to make your organization the best
choice of vendors to supply a Cisco VoIP solution to the City of Opelika.
6.11 Implementation Plan
Address your implementation plan for an installation as the one described herein. This
would include user support on the systems “Go Live” date or dates and the days
immediately following. The City requires that the selected Vendor indicate their plan for
on-site support for response to both the City’s IT Staff as well as support to end users
during the “Go Live” portion of this project.
5/6/2010 City of Opelika – IP Telephony RFP 15
SECTION VII – CORE SOLUTION
Please respond in writing as to your proposed solution where applicable for each of the
elements listed. You will also need to indicate on the Excel Attachment “A” Table next to the
corresponding number the cost to the City to provide the proposed items and services in your
solution. Be sure to provide a detailed listing of all equipment to be procured, including all
licenses, training, and required Services to implement. Please indicate the percentage off of
Cisco list price you are offering to provide to the City as well as the calculated price applying
that discount as of the date of your submission.
7.1 Cisco Call Manager Publisher and Subscriber
Provide a minimum of two Call Centers with the primary to be located at City Hall and
the secondary to be located at the Police Department.
7.2 Cisco Unity Voice Messaging
7.3 IP Phone Stations/Licensing
Please provide your offered discount from Cisco list price along with that price based on
the date of your submission on the following IP Phones.
See the Attachment “A” for specific items.
7.4 Cisco Unified Messaging Solution
Provide licensing for 350 users of the Unified Messaging and voicemail
7.5 Cisco Unity Voicemail
7.6 Integrated Service Router & ASA Upgrade (If applicable)
Any needed software/enhancements to the following Cisco Integrated Service Routers
already acquired by the City to deliver this solution. The part number and description
for the two (2) Cisco Integrated Service Routers in possession are as follows:
CISCO2851 / 2851 w /AC PWR, 2GE, 4HWIC, 3PVDM, 1NME-XD, 2AIM, IP BASE, 64F/256D
S28NIPB-12403 / Cisco 2800 IP BASE W/O CRYPTO
WIC-1DSU-T1-V2 / Updated 1-Port T1/Fractional T1 DSU/CSU WAN Interface Card
PWR-2821-51-AC / Cisco 2821/51 AC power supply
CAB-AC / Power Cord, 100V
ROUTER-SDM / Device manager for routers
NM-28/38BLNK-PANEL / Cisco 2800 and 3800 Series Blank network module pane
WIC-BLANK-PANEL / Blank WAN Interface Card Panel
MEM2800-256D-INC / 256MB DDR DRAM Memory factory default for the Cisco 2800
MEM2800-64F-INC / 64MB CF default for Cisco 2800 Series
5/6/2010 City of Opelika – IP Telephony RFP 16
Any needed software/enhancements to the following Cisco Adaptive Security Appliances
already acquired by the City to deliver this solution. The part number and description
for the two (2) Cisco Integrated Service Routers in possession are as follows:
ASA5520-AIP10-K9/ASA 5520 Appliance w/AIP-SSM-10, SW,HA, 4GE+FE, 3DES CAB-AC / Power
Cord, 110V SF-ASA-7.0-KB / ASA 5500 Series Software v7.0 ASA5520-VPN-PL / ASA 5520 VPN
Plus 750 Peer License ASA5500-ENCR-K9 / ASA 5500 Strong Encryption License (3DES/AES)
ASA-AIP-10-INC-K9 / ASA 5500 AIP Security Services Module-10 included w/SF-ASA-AIP-5.0-K9 /
ASA 5500 Series AIP Software 5.0 for Security Service ASA-VPN-CLNT-K9 / Cisco VPN Client
Software (Windows, Solaris, Linux, Mac) CWVMS-2.3-WINB-K9 / VMS 5 Device Basic License
ASA5500-SW-CSD-K9 / ASA 5500 Series Secure Desktop Software ASA5500-SW-SVC-K9 / ASA
5500 Series SLL VPN Client Software
7.7 Installation and Implementation Services
Provide for the solution indicated above including the implementation of the referenced
2851 routers and the 5520 Adaptive Security Appliances.
Please provide an itemized quote for SmartNet for all Cisco hardware and software
specified in your solution. This quote should encompass prorated coverage after any
initial warranty period through September 30th 2007. Please also itemize in your
proposal the cost for SmartNet for the next two subsequent years renewing on Oct 1st of
each year (Oct 1st 2007 through Sept 30th 2008 & Oct 1st, 2008 through Sept 30th, 2009).
Maintenance beyond September 30th 2007 will be paid annually.
7.9 Training Services
Training Services for the solution indicated above. Please describe specifically what
training you will be providing to the IT staff and to the end users of the phone system in
your solution. Also include in this section any Cisco Training vouchers you would make
available to the City of Opelika should your organization be awarded this project.
5/6/2010 City of Opelika – IP Telephony RFP 17
SECTION VIII – INTEGRATION SERVICES AND ENHANCEMENTS
The City has identified a number of features it would like delivered in it’s VoIP solution that are
not believed to be part of the basic or “core” solution. Additionally several existing functions
exist between the current phone system and other systems that must be continued in the new
solution. These elements are listed below with a brief description of the desired functionality
required. You will also find these items listed on “Attachment A” for you to respond to with
your itemized pricing.
In your response please describe your proposed solution for the item or issue identified
referenced by number. Be sure to also indicate on the “Bid Form” Attachment A (see
corresponding number) the cost for providing your solution.
8.1 Integrated IP Fax Solution
The City utilizes approximately 24 fax machines located in various buildings throughout
the City. It is the desire of the City to integrate as many of these machines within the
VoIP solution where practical to do so. Please indicate in your response how you would
suggest this be accomplished and indicate on Attachment A Table in the proper location
your pricing to deliver your proposed solution. To assist you in responding to this item
we have included on a separate sheet a listing indicating the number of fax machines as
well as phones and modems located at each city facility. This document may be found
in the Appendix. Please also consider the requirements of sections 8.4 & 8.5 in your
analysis of the individual building’s solutions. Those sections have or may also have
analog line requirements, which may influence this part of your solution.
8.2 Desk Paging/Call Announcement
A feature the City would like to provide in the new phone system is the capability for a
Receptionist to dial an extension and announce over the desk speaker a message. For
example, “You have a call from Mr. Smith”. Normal “hands free” functionality would
exist for the recipient to answer the receptionist without picking up the phone.
8.3 Network/Department Wide Announcement
The City would like to enable a user to access all phones in the City (or within a
department or zone) simultaneously in order to make an announcement. For example,
“We have a severe weather warning in effect”.
8.4 Building Paging Systems
The City wishes to replace or add in this RFP building paging systems for the ten (10)
facilities listed in the Appendix in a worksheet entitled “Building Paging”. Diagrams
where paging systems are to be installed are included for your review. We will require
the capability that all alerts/announcements from the VoIP system will annunciate over
those paging systems. Requirements may vary slightly between the needs at one of the
Fire Stations for example and one of the Recreational Centers. We would expect the
5/6/2010 City of Opelika – IP Telephony RFP 18
selected vendor to configure the solution to meet the needs of each building with
After the City’s “mandatory” bidders conference interested vendors will be invited to visit
any location in the City they would like in order to help them complete their responses.
Respondents will need to provide cost for equipment, installation and integration to the
VoIP Phone system for building paging at the facilities listed.
Please provide the itemized cost of paging equipment, wiring, installation, and
configuration services to address the needs indicated above for each facility.
8.5 Special Fire Station Requirements
As a part of this project we would like to reconfigure all of the alerting capabilities at
each Fire Station. This is a requirement for separate communication facilities to meet
ISO requirements for backup systems should network VoIP services not be available:
• It is our intention to leave an analog Centrix line at each Fire Station and the 911
Call Center for the purpose of providing a “Ring Down” circuit. A 5-button
analog set with speed dial should be provided at each fire station. Connection to
the Zetron 911 controller should provide dial access to each of the analog sets.
• Ring Down Circuits must be configured to annunciate over Fire Station paging
• All network/department wide announcements must be able to annunciate over
the Fire Station paging systems.
• Access to the paging system must be provided to the Zetron 911 controller for
911 dispatchers to access and tone out all stations/engine companies
• Provide and install a 911 Call Box on the outside of each Fire Station for direct
911 Call Center access when the station is not manned.
• The City will provide all inside wiring and wiring labor to support your proposed
8.6 Wireless Access Points and LAN Controllers
The City intends to install wireless access points in various buildings throughout the City.
City staff will provide the cabling and install all Access Points and antenna acquired in
this RFP. For your information and understanding, we have included in this RFP a map
of the City’s Building locations and proposed Access Point installations. Please see the
Appendix for a listing of the sites where AP’s will be installed. The installation of these
wireless access points will support the use of Cisco Wireless Devices to be purchased in
this RFP. Additionally the City hopes to include the installation and implementation of a
limited wireless mesh for beta testing purposes. City assets will be used to install and
implement this mesh area. Be advised that the City will work with the selected vendor
to make sure all building access points are fully functioning so as to support the wireless
phone implementation within the city. The City expects the selected vendor of this RFP
to provide any configuration services needed to make the wireless phone devices fully
5/6/2010 City of Opelika – IP Telephony RFP 19
8.7 911 Call Center
The selected vendor will need to integrate five VoIP extensions into the existing 911 Call
Center Controller (which is not being replaced). The Call Center system is a Zetron
Series 3200 with an E9-1-1 Controller with ALI transfer (950-9929).
Additionally the new system will need to be fully integrated into the 911 Call Center
voice recording system. The 911 Call Center voice recording system is a Wordnet Series
3, digital communications recorder. The manufacturer is NICE. A listing of channels
recorded by the Wordnet Series 3 digital recorder is included in the Appendix.
Both systems are physically located at the Police Department in Communications. Due
to the nature of this service the integration must be done with limited interruption of the
functionality of the 911 Call Center.
8.8 Elevator Emergency Phones
The City has three (3) elevators with telephones installed in them for emergency
communication. These elevators are located in the following building locations: City
Hall, the Public Library and the Police Department. We anticipate these phones to
remain as analog phones but must be integrated into the new solution. The City desires
for the elevator phones to access the 911 system automatically upon pick up and this
functionality must be included in your solution.
8.9 Police Department After Hours “Ring Down”
Currently located at the Police Department in the lobby is a “Ring Down” telephone
which allows after hours communication with the 911 Call Center. This phone/line
connects directly to the 911 Call Center upon picking up the handset. No other calls
may be placed from this set.
8.10 Modem Requirements
Analysis the modem requirements as indicated on the accompanying “Dial Plan” (See
Appendix) for the City’s individual buildings. It is the City’s intention to move as many
of the existing modem lines as practical to the VoIP solution that can be accomplished
without a lose of quality of service.
8.11 Cisco Wireless Location Appliance Solution
Provide required equipment, installation, and implementation services necessary to
integrate the Cisco Wireless Location Appliance Solution across the City’s network.
5/6/2010 City of Opelika – IP Telephony RFP 20
The undersigned declares that before preparing their proposal, they have read carefully
the specifications and requirements and that their proposal is made with full knowledge
of the kind, quality and quantity of services and equipment to be furnished, and their
said proposal is as stated on these pages.
Please provide your itemized solution priced in the item order and format indicated in
the Excel document, that we have provided for your use, entitled (Attachment “A”
You must also enter the total cost (from Attachment “A” Table) for your provided
solution on the line below.
Total Cost to Provide the Described Solution $
(From Attachment “A” Table)
(Type or Print)
(Street address) (City) (State) (Zip)
5/6/2010 City of Opelika – IP Telephony RFP 21
The below signed proposer has not divulged to, discussed or compared his quote with
other proposers and has not colluded with any other proposer or parties to a quote
Note: No premiums, rebates or gratuities to any employee are permitted with, prior
to, or after any delivery of materials. Any such violation will result in the cancellation
and/or return of material (as applicable) and the removal from the master bidders list.
(Type or Print)
(Street address) (City) (State) (Zip)
5/6/2010 City of Opelika – IP Telephony RFP 22
STATEMENT OF NO BID/PROPOSAL
NOTE: If you DO NOT intend to respond to this bid, please complete and
return this form immediately. Your response will assist us evaluating all responses
for this project and to improve our bid solicitation process.
The Purchasing Division of the City of Opelika wishes to keep it bid list file up-to-date.
If, for any reason you cannot supply the commodity/service noted in this bid/proposal
solicitation, this form must be completed and returned to remain on the particular bid
list for future projects of this type.
If you do not respond to this inquiry within the time set for the bid opening date and
time noted, we will assume that you no longer supply this commodity/service, and your
name will be removed from this commodity/service list.
Specifications too “tight”, i.e. geared toward one brand or manufacturer only.
Specifications are unclear (explain below).
We are unable to meet specifications.
Insufficient time to respond to the Request for Bid.
Our schedule would not permit us to perform.
We are unable to meet bond requirements.
We do not offer this product or service.
Remove us from your proposers list for this commodity or service.
Other (specify below).
(Type or Print)
(Street address) (City) (State) (Zip)
5/6/2010 City of Opelika – IP Telephony RFP 23
SCHEDULE OF EVENTS
The following schedule of events are anticipated:
Request for Proposal Announced December 12th 2006
Deadline for RFP Questions to be Submitted for
December 28th 2006
Pre-Proposal Conference 1:30 PM City Council
January 4th 2007
Chambers Opelika City Hall
Written Response to Questions from Conference
January 8th 2007
Proposals Due 2:00 PM in City of Opelika
January 22nd 2007
Evaluation of Proposals by City Officials and
Week of January 22nd 2007
Consultant to Commence
Review of References Week of January 22nd 2007
Determination of Top Respondents January 26th 2007
Interviews with Vendors January 29th 30th 31st 2007
Recommendation to City Council for Contract
February 1st 2007
Award of Contract to Successful Vendor by City
February 6th 2007
Project Kick Off Meeting by Vendor February 14th 2007
Targeted Project Completion April 27th 2007
5/6/2010 City of Opelika – IP Telephony RFP 24
Building Locations folder
• BLDG_Calhoun Tennis Center
• BLDG_Cooper Library Basement
• BLDG_Fire Station #1
• BLDG_Fire Station #2
• BLDG_Fire Station #3
• BLDG_Fire Station #4
• BLDG_Human Resources
• BLDG_Light&Power_Main Office
• BLDG_Police Department_1st Floor
• BLDG_Police Department_2nd Floor
• BLDG_P&R CovingtonCenter
• BLDG_P&R Main Office-Denson
• BLDG_Public Works Administration
• BLDG_Vehicle Maintenance Building
• BLDG_WaterBoard_Steel Street
• BLDG_Westside WastWater Treatment Facility
• IP Scheme
• Patch Panels
• Access Points
• Dial Plan-VOIP Sets-Locations
• BellSouth Centrex Lines (to remain)
• BellSouth Centrex Lines (discontinued)
Wordnet Series3 Channels List.pdf
5/6/2010 City of Opelika – IP Telephony RFP 25