CITY OF OPELIKA
                       PURCHASING DEPARTMENT

REQUEST FOR PROPOSAL


                                     ...
The City of Opelika Purchasing Department will receive sealed proposals to provide IP
Telephony Equipment and Implementati...
1.7   Proposal awards are not official until a purchase order is issued or the Purchasing
      Department notifies the su...
SECTION III BID EVALUATION

3.1   The City reserves the right to evaluate all proposals, waive any technical or informalit...
3.8    Alabama Bid Law allows a Local Preference to businesses located within the City of
       Opelika when their bid is...
SECTION IV BILLING AND PAYMENT

4.1   The vendor shall submit an invoice in duplicate to:
                           City ...
SECTION V. PROJECT INTRODUCTION

5.1   Introduction

      The City of Opelika, Alabama, also known in this document as “t...
5.3   Scope of Work

      The successful vendor(s) (if any are chosen) shall furnish all labor, materials and
      equip...
5.4   Responding to this RFP

      The vendor shall absorb all costs associated with the preparation of their submitted
 ...
5.6   Submittals

      In submitting your response be sure to provide eight (8) hard copies and one
      (1) electronic ...
As mentioned previously a contract (or contracts) will be awarded to the responsible
      proposer whose proposal represe...
•   Attachment “A” Proposal Form (Signature Required)
           •   Attachment “A” Table
           •   Attachment “B”

 ...
SECTION VI – BACKGROUND & EXPERIENCE

6.1   Company History

      Provide a brief description of your company and it’s bu...
6.5   Resumes & Certifications

      Please include resumes of individuals who will be assigned to this project. Addition...
6.9    Ability to Meet Project Implementation Schedule

       It is expected that the award for this project will be made...
SECTION VII – CORE SOLUTION

Please respond in writing as to your proposed solution where applicable for each of the
eleme...
Any needed software/enhancements to the following Cisco Adaptive Security Appliances
      already acquired by the City to...
SECTION VIII – INTEGRATION SERVICES AND ENHANCEMENTS

The City has identified a number of features it would like delivered...
selected vendor to configure the solution to meet the needs of each building with
      paging.

      After the City’s “m...
8.7    911 Call Center

       The selected vendor will need to integrate five VoIP extensions into the existing 911 Call
...
ATTACHMENT A:
                                PROPOSAL FORM
The undersigned declares that before preparing their proposal,...
ATTACHMENT B:
                      ANTI-COLLUSION STATEMENT
The below signed proposer has not divulged to, discussed or c...
ATTACHMENT C:
                  STATEMENT OF NO BID/PROPOSAL
NOTE: If you DO NOT intend to respond to this bid, please com...
ATTACHMENT D:
                              SCHEDULE OF EVENTS
The following schedule of events are anticipated:


Request...
Appendix
Building Locations folder
   • BLDG_Armory.pdf
   • BLDG_Calhoun Tennis Center
   • BLDG_Cooper Library Basement
...
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CITY OF OPELIKA

  1. 1. CITY OF OPELIKA PURCHASING DEPARTMENT REQUEST FOR PROPOSAL SHIRLEYWASHINGTON PURCHASING AGENT OFFICE (334) 705-5120 FAX (334) 705-5128 PROPOSAL DATA BID NUMBER: B07-018 COMMODITY TITLE: VoIP Telephone Equipment & Implementation USER DEPARTMENT: Information Technology BUYER: Shirley Washington BUYER TELEPHONE: (334) 705-5120 ISSUE DATE: December 12, 2006 PROPOSAL OPENING DAY/DATE: January 22, 2007 TIME: 2:00 PM LOCATION: Opelika City Hall Conference Room MAILING ADDRESS: City of Opelika Purchasing Department 204 Seventh St S PO Box 390 Opelika, AL 36803-0390
  2. 2. 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 PART 1 SECTION I TERMS AND CONDITIONS 1.1 All proposals submitted shall be firm for a minimum of 45 days, unless otherwise specified. 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 SPECIFICATIONS. 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 occasioned thereby. 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
  3. 3. 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 accepted. 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 specifications. 5/6/2010 City of Opelika – IP Telephony RFP 3
  4. 4. 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: Criteria Value 3.2.1 Company History & Experience 15 pts 3.2.2 References 15 pts 3.2.3 Cisco Competency, Resumes & 10 pts Certifications/Specializations 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 0 3.2.1 Prompt Pay Discount (meeting requirements of 3.4) 5 1 pts 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 the City. 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
  5. 5. 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
  6. 6. SECTION IV BILLING AND PAYMENT 4.1 The vendor shall submit an invoice in duplicate to: City of Opelika Accounting Department 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
  7. 7. SECTION V. PROJECT INTRODUCTION 5.1 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. 5.2 Background 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 the desktop. 5/6/2010 City of Opelika – IP Telephony RFP 7
  8. 8. 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
  9. 9. 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 Council Chambers 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: gwright@cpak.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
  10. 10. 5.6 Submittals 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. 5.7 Evaluation 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 communicated. 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
  11. 11. 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 and return 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 6.1 o 6.2 etc. • Any Written Response to Section VII items o 7.1 o 7.2 etc. • Any Written Response to Section VIII items o 8.1 o 8.2 etc. 5/6/2010 City of Opelika – IP Telephony RFP 11
  12. 12. • Attachment “A” Proposal Form (Signature Required) • Attachment “A” Table • Attachment “B” OR • Attachment “C” Finally include any collateral/information you elect to submit to further support your solution. 5/6/2010 City of Opelika – IP Telephony RFP 12
  13. 13. 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 6.2 Experience 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. 6.4 References Please provide a minimum of three (3) references of similar scope to this project, preferably involving municipal governments. Be sure to include: Entity Name Contact Name Contact Title Phone Number Email Address 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
  14. 14. 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 City. 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
  15. 15. 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 this project: 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
  16. 16. 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
  17. 17. 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. 7.8 Maintenance 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
  18. 18. 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
  19. 19. selected vendor to configure the solution to meet the needs of each building with paging. 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 systems. • 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 simultaneously. • 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 solution. 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 operational. 5/6/2010 City of Opelika – IP Telephony RFP 19
  20. 20. 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
  21. 21. ATTACHMENT A: PROPOSAL FORM 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” Table). 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) SIGNED: NAME: (Type or Print) TITLE: DATE: FIRM NAME: EMAIL: FEIN: PHONE: FAX: ADDRESS: (Street address) (City) (State) (Zip) 5/6/2010 City of Opelika – IP Telephony RFP 21
  22. 22. ATTACHMENT B: ANTI-COLLUSION STATEMENT 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 whatsoever. 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. SIGNED: NAME: (Type or Print) TITLE: DATE: FIRM NAME: EMAIL: FEIN: PHONE: FAX: ADDRESS: (Street address) (City) (State) (Zip) 5/6/2010 City of Opelika – IP Telephony RFP 22
  23. 23. ATTACHMENT C: 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). REMARKS: SIGNED: NAME: (Type or Print) TITLE: DATE: FIRM NAME: EMAIL: FEIN: PHONE: FAX: ADDRESS: (Street address) (City) (State) (Zip) 5/6/2010 City of Opelika – IP Telephony RFP 23
  24. 24. ATTACHMENT D: 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 Pre-Proposal Conference 1:30 PM City Council January 4th 2007 Chambers Opelika City Hall Written Response to Questions from Conference January 8th 2007 Distributed Proposals Due 2:00 PM in City of Opelika January 22nd 2007 Purchasing Office 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 Award of Contract to Successful Vendor by City February 6th 2007 Council 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
  25. 25. Appendix Building Locations folder • BLDG_Armory.pdf • 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_Light&Power_Warehouse • 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_WasteWaterCollectionShop • BLDG_WaterBoard_Steel Street • BLDG_Westside WastWater Treatment Facility Building Numbers.xls CallBoxSpecifications Example Campus Map.pdf CentrexPRIProposal.ppt Network Diagram.pdf Network Equipment.xls • IP Scheme • VLANS • PanelInstall • PanelLabling • Patch Panels Voice Equipment.xls • 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

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