City of Seattle
                           Department of Information Technology




                         Request for P...
1.0 SPECIFICATIONS AND INSTRUCTIONS


                                 1.1             PURPOSE OF THIS REQUEST FOR
       ...
1.2              SCOPE OF SERVICE

The product to be acquired via this RFP shall include the delivery of long distance
tel...
Technical/Management:
A)      A description of your proposed service, including an explanation of the proposed
        tec...
circuit costs must be represented. Please explain/define if these costs are a measured
   service and how they are billed....
2.0 ADMINISTRATIVE REQUIREMENTS

2.1     INTRODUCTION

This section of the RFP details the procedures that the Department ...
The Letter of Interest should designate the officer, employee, or agent who will officially
represent the Vendor for all c...
City of Seattle, Department of Finance
                  Purchasing Services
                  Arctic Building, 9th Floor7...
2. 9    COST OF PROPOSAL

This Request for Proposal does not under any circumstances commit the City to pay any costs
incu...
2.15    INCORPORATION OF RFP AND PROPOSAL IN CONTRACT

This RFP and all promises, warranties, commitments and representati...
2.19EXHIBIT 5

        Vendors should be aware that certain provisions of Exhibit 5 are not negotiable and are
        req...
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COS_RFP02008_pt1_ Specifications_ Admin.doc

  1. 1. City of Seattle Department of Information Technology Request for Proposals #02008 To Provide LONG DISTANCE TELEPHONE SERVCE FOR THE CITY OF SEATTLE March - 2002 Part 1 Specifications and Administrative Requirements Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 1 of 11
  2. 2. 1.0 SPECIFICATIONS AND INSTRUCTIONS 1.1 PURPOSE OF THIS REQUEST FOR PROPOSALS The City of Seattle is seeking proposals from long distance service providers for dedicated, switched, pre-paid rechargeable calling card, and travel calling card access to an interexchange carrier. Dedicated trunk access would be provided through T1 transmission facilities provided by the City from the City's Private Branch Exchange (PBX) network. The City prefers such T1 connection either at the Westin Building, Key Tower, or Dexter Horton Building; however, connections to other sites are acceptable. The selected long distance carrier will be designated the Primary Long Distance Carrier for the City of Seattle. The City may, at its discretion, contract with another carrier to provide backup long distance service. In addition, the City may contract with different vendors for each of the areas of interest to achieve the highest value long distance service. An Excel spreadsheet which captures all of the City’s call activity for 2001 is included in Exhibit 1. Minimum Vendor Requirements: It is a requirement of this Request for Proposal that the prospective company show evidence of at least three (3) years of continuous operation in the provisioning of long distance service. The City will not consider a proposal from any company that has not provided long distance service for at least three (3) continuous years. The vendor must have a point of presence (POP) within the downtown Seattle, WA. core (bordered by the City’s Waterfront, Interstate 5, S. Jackson Street, and Denny Way) The vendor must be included on QWEST’s list of carriers that can be “pic’d” as the long distance carrier on all their services (trunks, flat business lines, etc.). Vendors whose service requires additional dialing, i.e. 10-10 will not be considered. Vendors who do not meet the minimum requirements described above will not be considered. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 2 of 11
  3. 3. 1.2 SCOPE OF SERVICE The product to be acquired via this RFP shall include the delivery of long distance telecommunications services for 1) intrastate-intraLATA calls, 2) intrastate-interLATA calls, 3) calls to the remaining area codes in the USA, 4) calls to Canada, 5) calls to the remaining international destinations, 6) travel card services which allow City employees to make direct dial long distance calls from remote locations to each of these long distance areas of interest, and 7) rechargeable pre-paid card services which allow City employees to make direct dial long distance calls from remote locations to each of these long distance areas of interest. In addition to the basic services described above, the long distance carrier shall provide the following mandatory services and requirements: A) Monthly billing that shall be provided in electronic form on compact disc, 3.5-inch diskette, or electronic mail, formatted as comma delineated ASCII Text. B) Personal point of contact appointed to manage the City’s account. C) Twenty-four hour customer support and service via a toll free number. D) Toll fraud detection plan (acceptable to the City) for direct access, switched access, travel cards. 1.3 PROPOSAL CONTENT Your proposal shall include the following information and documentation: Administrative: A) Fully executed Pre-qualification Form (Exhibit 2), unless already pre-qualified. B) Fully executed Proposal Certification (Exhibit 3). C) Forms, Supplemental Agreements, Schedules, etc. that vendor will require the City to execute as part of, or in addition to, the contract that the City will negotiate with the successful vendor. In submitting these documents, vendor agrees that the City’s terms and conditions outlined in Exhibit 5 Agreement will supersede any term or condition in vendor’s forms, schedules, supplementary agreements. Vendor should also be aware that the City may, at its option, choose not to execute any or all forms, schedules, supplemental agreements that the vendor submits with its proposal. D) Any comments the vendor might have to the terms and conditions outlined in Exhibit 5. Vendor should review the terms and conditions and familiarize itself with those terms and conditions that are mandatory. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 3 of 11
  4. 4. Technical/Management: A) A description of your proposed service, including an explanation of the proposed technologies, software and services included in the proposal, as well as a listing of the particular advantages and disadvantages of your proposal. B) A description of your project management approach and plan to install services, including schedules, tasks, deliverables, and test and acceptance plans. All deliverables must have a City review and approval cycle clearly identified. C) Evidence of having had at least three (3) years of continuous operation in the provisioning of long distance service. D) A list of at least three (3) clients within the Seattle area who are currently purchasing similar long distance service. E) Your company’s policy on long distance toll fraud and a description of your toll fraud detection plan. F) A description of where your points of presence (POPS) are located for the City’s connectivity. G) Verification that your company is on QWEST’s list of carriers that can be “pic’d” as the long distance carrier on all QWEST’s services (trunks, flat business lines, etc.). H) Describe your corporate pre-paid calling card plans. Specifically address: 1) Do you have cards with no expiration? 2) Are your rechargeable cards recharged at the same rates as the original card? 3) For each recharge, does the expiration date extend for the same term as the original term? Include any prewritten documentation which deals with your corporate pre-paid calling card plans Financial: A) Per minute costs (dedicated) for routing City traffic via 2-each City owned and maintained DSI facilities (48 trunks).* B) Per minute costs (switched) for routing City traffic via Qwest, the City’s local service provider.* C) Per minute usage costs for travel cards.* Cards shall include a magnetic strip for use in local, national, and international pay telephones. Does inclusion of a magnetic strip impact cost? D) Pricing tables for long distance services outside the United States.* E) For dedicated service, please include all connection costs between the City and vendor Specifically, what are the costs associated with providing T-1 facilities from the Seattle Center to the vendors’ POP. F) Vendors may offer pricing incentives, promotions or discounts to lower the general cost of service. G) All costs associated with providing the services requested in this RFP that are not embedded in the per-minute pricing provided by the vendor in Exhibit 4. (Such costs must be expressly stated in writing in vendor’s proposal, e.g. configuration charges, T-1 charges, and lease Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 4 of 11
  5. 5. circuit costs must be represented. Please explain/define if these costs are a measured service and how they are billed.) H) Costs for your rechargeable pre-paid calling cards*, describe available time increments and provide expiration information. The City prefers pre-paid calling cards that do not expire. *Include this pricing information on Pricing table (Exhibit 4) 1.4 PROPOSAL EVALUATION The City will evaluate proposals based on pricing and the vendor’s ability to meet the City’s stated requirements. Pricing will be adjusted to take into account the City’s cost of DS1 connectivity between the City’s network and the vendor’s POP. 1.5 FINAL CONTRACT Based on the sample terms and conditions outlined in Exhibit 5, AGREEMENT FOR THE CITY OF SEATTLE LONG DISTANCE CARRIER FOR CITY OF SEATTLE BUSINESS TELEPHONE SERVICE, the City will negotiate a final contract with the successful proposer. The City of Seattle will not negotiate a contract based on any contract supplied by the Vendor. The City is not interested in expending valuable City resources negotiating with any vendor for a protracted length of time. Therefore, in the event that the City, for any reason, at any time, does not believe it will be able to negotiate a contract with the successful vendor, the City reserves the right to commence negotiations with any of the remaining proposers. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 5 of 11
  6. 6. 2.0 ADMINISTRATIVE REQUIREMENTS 2.1 INTRODUCTION This section of the RFP details the procedures that the Department has established for managing and directing the RFP process. The purpose of these procedures is to ensure that the Department receives proposals which are the results of an open, competitive process, and to ensure that vendors receive fair and equitable treatment in the solicitation, receipt, and review of their proposals. In the event that there is an ambiguity in this RFP, that ambiguity will be interpreted with these principles in mind. The Department may reject the proposal of any vendor who fails to comply with any of the procedures specified in Section 2. 2.2 COMMUNICATIONS WITH THE CITY All vendor communications concerning this acquisition shall be directed to the RFP Coordinator. The RFP Coordinator is: Vivian Uno, Senior Buyer The City of Seattle Seattle Purchasing Services 700 Third Avenue Room 910, Arctic Building Seattle, WA 98104 Phone Number: 206-684-0449 E-mail Address: RFP02008@ci.seattle.wa.us Unless authorized by the RFP Coordinator, no other City official or City employee is empowered to speak for the City with respect to this acquisition. Any vendor seeking to obtain information, clarification, or interpretations from any other City official or City employee other than the RFP Coordinator is advised that such material is used at the Vendor’s own risk. The City will not be bound by any such representations. Further, any attempt by a vendor to obtain information regarding this acquisition from anyone other than the RFP Coordinator may be grounds for rejection of the vendor’s proposal. 2.3 Letter of Interest All vendors that wish to submit a proposal should submit a Letter of Interest to the Purchasing Coordinator by March 22, 2002. The Letter of Interest will be used, in part, to compile a mailing list for addenda to the RFP (if any); answers to questions posed by other vendors, or related information, that might not be posted on the RFP Web site. Letters of Interest may be sent to the RFP Coordinator via U.S. Postal Service or other mail services, fax, or e-mail. The City will consider this letter as a statement of interest only, without further obligation to the Vendor. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 6 of 11
  7. 7. The Letter of Interest should designate the officer, employee, or agent who will officially represent the Vendor for all communications through the entire process of this acquisition. The following information should be provided for this individual: Name Title Company Name Mailing Address Telephone Number Fax Number E-mail Address 2.4 QUESTIONS Vendors that have questions or need clarification should submit their questions to the RFP Coordinator in writing, via e-mail. All questions and answers will be distributed, via e-mail, to vendors that have submitted a Letter of Interest. The final deadline for submitting questions is 5:00 p.m., Pacific Time, March 22, 2002. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Vendor of any responsibilities under this proposal or any subsequent contract. 2.5 ADDENDA TO THIS RFP Every change to this RFP will be made by formal written addendum. Addenda will be distributed via e-mail to all vendors that have submitted a Letter of Interest. Additionally, the addenda will be posted on the City’s Web site. The City may make a change to this RFP if, in the sole judgment of the City, the changes will not compromise the City’s objectives in this acquisition. Vendors may request changes to RFP via the City’s RFP Coordinator until 5:00 p.m., Pacific Time, March 22, 2002. All Addenda issued by the City shall become part of this RFP specification and will be included as part of the final Contract. 2.6 PROPOSAL RESPONSE DATE AND LOCATION Vendor’s sealed proposals shall include: One (1) paper original (marked as Original), three (3) paper copies, and a disk (3.5 inch Floppy or CD) containing an electronic version of the Vendor’s proposal. Sealed proposals must be received at the address of the City RFP Coordinator as stated below no later than 5:00 p.m., Pacific Time on April 5, 2002. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 7 of 11
  8. 8. City of Seattle, Department of Finance Purchasing Services Arctic Building, 9th Floor700Third Avenue, Rm #910 Seattle, Washington 98104 Telephone: 684-0444 Proposals arriving after the deadline will be returned, unopened, to the Vendor. The City assumes no responsibility for delays caused by the U.S. Postal Service or any other delivery service. Every vendor is solely responsible for ensuring that its proposal is delivered on time. All proposals submitted in this manner will be opened only after the due date and hour. 2.7 CERTIFICATION OF PROPOSALS Vendors must certify that their proposals meet mandatory requirements, contain required documents, and are valid for 90 days after proposal due date. Exhibit 3 contains the form for proposal certification. Vendors may be asked to extend this certification. The Proposal Certification sheet (Exhibit 3) must be signed by a person authorized to bind the proposing vendor. The Department may require proof from the vendor that the person or persons who have signed are in fact authorized. 2.8 PROPRIETARY PROPOSAL MATERIAL The City will attempt to protect the legitimate trade secrets of any vendor. Any proprietary information contained in the proposal shall be clearly designated as such and shall be separately bound and labeled with the words “Proprietary Information.” Appropriate references to this separately bound information shall be made in the body of the proposal. Marking all, or nearly all, of the proposal as proprietary may result in the rejection of the proposal. In this regard, the City may reject any proposal it cannot fairly evaluate without the information marked proprietary. Vendors should be aware that the City is required by law to make records available for public inspection, with certain exceptions (see RCW Chapter 42.17 at http://www.leg.wa.gov/wsladm/rcw.cfm). It is the City’s belief that this legal obligation will not require the disclosure of proprietary descriptive information that contains valuable designs, drawings, or formulas. However, by submission of materials marked “Proprietary Information,” the Vendor acknowledges and agrees that the City will have no obligation or liability to the Vendor in the event that the City is required to disclose these materials. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 8 of 11
  9. 9. 2. 9 COST OF PROPOSAL This Request for Proposal does not under any circumstances commit the City to pay any costs incurred by any vendor in the submission of a proposal, or in making any necessary studies or designs for the preparation thereof, or for procuring or contracting for the items to be furnished under the Request for Proposal. The Vendor is responsible for all costs associated with a response to this RFP. 2.10 ERRORS IN PROPOSALS AND READABILITY Vendors are responsible for all errors or omissions in their proposals and any such errors or omissions will not serve to diminish their obligations to the City. Vendors are advised that the City's ability to conduct a thorough evaluation of proposals is dependent on the Vendors' ability and willingness to submit proposals which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible, documentation is essential, and is the Vendor's responsibility. 2.11 WITHDRAWAL OF PROPOSALS A proposal may be withdrawn by written request of the Vendor prior to the proposal due date and time. No proposals may be withdrawn for a period of ninety (90) calendar days after the proposal due date. 2.12 CHANGES IN PROPOSALS Prior to the proposal due date and time, changes may be made provided the change is initialed and dated by the Vendor. If the intent of the Vendor is not clearly identifiable, the interpretation most advantageous to the City will prevail. 2.13 REJECTION OF PROPOSALS The City reserves the right to reject any or all proposals at any time with no penalty and to waive immaterial defects and minor irregularities in proposals. 2.14 PROPOSAL DISPOSITION All materials submitted in response to this RFP, shall become the property of the City upon delivery to the Purchasing Services Section. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 9 of 11
  10. 10. 2.15 INCORPORATION OF RFP AND PROPOSAL IN CONTRACT This RFP and all promises, warranties, commitments and representations made in the successful proposal shall be binding and shall become contractual obligations. 2.16 PROTESTS Any protest of a notice of intent to award or of a notice that a proposal is non-responsive must be filed by 5:00 PM on the 5th business day after such notification. All such protests shall be in writing, contain a complete statement of the grounds for protest, and be filed with the City of Seattle, Purchasing Manager, 700 Third Avenue, #910, Seattle, WA 98104-1808, FAX 206-233-5155. Protesting parties must demonstrate as part of their protest that they made every reasonable effort within the schedule and procedures of this RFP to resolve the basis or bases of their protest during the acquisition process, including asking questions, seeking clarifications, requesting addenda, and otherwise alerting the City to perceived problems so that corrective action could be taken prior to the selection of the apparent successful Vendor. The City will not consider any protest based on items which could have been or should have been raised prior to the deadline for submitting questions or requesting addenda. The filing of a protest shall not prevent the City from executing a contract with any other Vendor. 2.17TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION REQUEST FORM (W-9 FORM) Unless the apparently successful Vendor has already submitted a fully executed Taxpayer Identification Number and Certification Request Form (W-9) to the City, the apparently successful Vendor must execute and submit this form prior to the contract execution date. A copy of the Taxpayer Identification Number and Certification Request Form (W-9) is available in Exhibit 2. 2.18 PROPOSAL AND PERFORMANCE BONDS A) Proposal Bond A proposal bond will not be required. B) Performance Bond The Successful Vendor shall be required to furnish a performance (contract) bond in the amount of $100,000. Exhibit 6 contains the performance bond form acceptable to the City as well as instructions for execution of the bond. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 10 of 11
  11. 11. 2.19EXHIBIT 5 Vendors should be aware that certain provisions of Exhibit 5 are not negotiable and are required either by statute or by policy. Those provisions are conspicuously marked in Exhibit 5. Prior to submitting a proposal, vendors should familiarize themselves with those provisions to make certain that they will be able to comply with those provisions in the event that they are selected as the successful vendor. 2.20 NON-DISCRIMINATION IN BENEFITS Vendors should pay particular attention to Exhibit 5, item 16, “Non-Discrimination in Benefits”. The “successful vendor” will be required to comply with the requirements of SMC Chapter 20.45. The successful vendor will be required to execute the forms described in Exhibit 7. Vendors are not required to execute this form in order to propose and in certain circumstances, waivers may be granted. Vendors are encouraged to visit the Equal Benefits website at http://cityofseattle.net/contract/equalbenefits for further details. Vendors may contact the City’s Equal Benefits Manager (206-733-9583) for information regarding this requirement. All other questions regarding this RFP should be directed to the City’s RFP Coordinator (Section 1.2). 2.20EVALUATION The City will base its evaluation on the vendor’s proposed price and the vendor’s ability to meet the City’s stated requirements. Part 1 Specifications & Administrative Requirements March, 2002 - Long Distance RFP 02008 Page 11 of 11

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