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  1. 1. R E Q U E S T F O R P R O P O S A L R E Q U E S T E D B Y : D A T E D : A P R I L 9 , 2 0 1 0 Prepared by: Socorro Lopez-Hansen Executive Director 621 Richmond Avenue Oxnard, CA 93030
  2. 2. COMMUNITY ACTION OF VENTURA COUNTY Request for Proposal Voice Over Internet Protocol (VOIP) COMPANY OVERVIEW: Guided by service, compassion and fairness, Community Action of Ventura County’s mission is to assist low-income, disadvantaged, and at-risk families and individuals, including seniors and youth, to become self-sufficient. CAVC has quality programs, outreach services, and counseling to effectively serve the comprehensive needs of the disadvantaged in our community. Community Action designs its programs and services to promote self-sufficiency and the dignity and worth of the individual, in order to reduce poverty and homelessness and advocate positive social change in regard to policies that affect our clients. Questions should be submitted no later than April 19, 2010. Answers will be released to all interested parties. Representatives of Community Action will release answers to all prospective firms on April 20, 2010. Proposals are due April 23, 2010, no later than 3:00 PM Pacific time. One (1) original and two (2) hard copies should be mailed or hand delivered to Community Action of Ventura County, Inc. Your envelope or package should be sealed and marked “VOIP” in the lower left hand corner. PROJECT OVERVIEW/GOALS: Community Action of Ventura County seeks to upgrade their current telephone system. CAVC would like to seek a communications solution that will fit their need today and grow with them to fit their needs in the future. CAVC would like to have their communications system located in a data center to give them the best level service possible. Below is a list of goals CAVC would like to accomplish with the change: 1. Reduce monthly cost: a. CAVC would like a solution that provides all monthly costs associated for the solution to be provided by a single vendor. This includes local and long distance calling, internet access, phone services like voice mail and interoffice calling features. b. The proposed solution must reduce current monthly costs for the services specified. 2. Phone system/equipment: a. CAVC would like the provider of the new communication system to provide all necessary maintenance to keep the system running and up to date. 3. System features required: a. The proposed system should present itself to internal and external callers as a single system, rather than separate systems for each physical site. b. Phone services – answer, dial, hold, transfer, etc. c. Unified messaging services – email, voicemail and fax to Outlook inbox d. DIDs – as required by users e. Fax DIDs – as required by users f. Directory listings – for CAVC (all locations) and as required by users
  3. 3. g. Ad hoc conferencing h. Audio bridge – hosts as required by users i. Four-digit dialing to all sites/extensions on the network j. Ability for Caller ID of outgoing calls to be main number, full DID, or blocked k. Ability to distinguish between internal and external calls, when a call is transferred, or forwarded, from one line to another l. Separate automated attendant settings for each physical site m. Planned maintenance/upgrade schedule n. Ability to have calls routed to a remote location either on a PC soft phone or a remote handset. SCOPE OF WORK: 1. Conduct a site survey a. This will include each site that will be part of the overall solution 2. Install new phone system/network equipment 3. Cut over existing phone system/network to new system 4. Assist and train users on the new phone system
  4. 4. EQUIPMENT: The following preliminary listing of equipment required for this project has been established based on our internal assessment only. The vendor should feel free to revise these components, but in doing so must explicitly define the reasons for change. Please provide quantities, explicit descriptions and costs for all items. Please specify labor descriptions and amounts. Pricing Details Item Description Qty Unit Cost Total Cost Phone and/or Network Hardware Phone Stations 40.00 $ - $ - Required Phone Switching and/or Networking Equipment/Parts 1.00 $ - $ - Item #3 1.00 $ - $ - Item #4 1.00 $ - $ - Item #5 1.00 $ - $ - Item #6 1.00 $ - $ - Sub Total - Phone and/or Network Hardware $ - Software Item #1 1.00 $ - $ - Item #2 1.00 $ - $ - Item #3 1.00 $ - $ - Item #4 1.00 $ - $ - Item #5 1.00 $ - $ - Item #6 1.00 $ - $ - Sub Total - Software $ - Cabling Item #1 1.00 $ - $ - Item #2 1.00 $ - $ - Sub Total - Cabling $ - Installation and Labor System Setup and Installation (at HQ) $ - $ - System Setup and Installation (at Satellite #1) $ - $ - System Setup and Installation (at Satellite #2) $ - $ - Item #4 1.00 $ - $ - Sub Total - Installation and Labor $ - Workstation Upgrade Hardware Item #1 1.00 $ - $ - Item #2 1.00 $ - $ - Item #3 1.00 $ - $ - Item #4 1.00 $ - $ - Item #5 1.00 $ - $ - Item #6 1.00 $ - $ - Sub Total - Workstation Upgrade Hardware $ - Grand Total $ - Note: Recurring Charges 1.00 $ - Recurring Monthly: ??? 1.00 $ - Recurring Annually: ??? 1.00 $ - Include tax, shipping and handling in all costs. Terms: Community Action of Ventura County Page 2 of 7 May 6, 2010
  5. 5. A. CAVC reserves the right to reject any and all proposals received as a result of this RFP. The selected proposal(s) will be the most advantageous regarding price, quality of service, and experience in delivering quality of specified services. CAVC reserves the right to modify this RFP at any time before contracts are awarded. Negotiations would be undertaken with those contractors whose proposals are deemed to best meet CAVC’s specifications and need. B. CAVC reserves the right to reject any or all bids, to waive or not waive informalities or irregularities in bids or bidding procedures, and to accept or further negotiate cost, terms, or conditions of any bid determined by CAVC to be in the best interest of its clients. C. In this RFP is a list of potential services. Unit prices for delivery of these services are to be provided by prospective firms. D. This Request for Proposal must be signed by an official authorized to bind the contractor to its provisions for a period of at least 90 days. Failure of the successful contractor to accept the obligation of the contract may result in the cancellation of any award. E. In the event it becomes necessary to revise any part of the RFP, addenda will be provided. The entire proposal document with any amendments should be returned in triplicate. To be considered, one original proposal and two copies must be at the CAVC Office on or before the date and time specified. F. Proposals should be prepared simply and economically providing a concise description of the contractor’s ability to meet the requirements of the RFP. Proposals shall be typewritten. Community Action of Ventura County Page 3 of 7 May 6, 2010
  6. 6. ADDENDA A Contractor initials ________ Customer References Name: Name: Telephone: Telephone: Type of Work: Type of Work: Name: Telephone: Type of Work: Have you ever worked or contracted this for another Community Action Agency? If yes, please indicate which agency, contact person and phone number. Length of time: Please list below any additional information you feel is important regarding your company: Community Action of Ventura County Page 4 of 7 May 6, 2010
  7. 7. SPECIAL CONSIDERATIONS/VENDOR COMMENTS Vendors: All recommended equipment should be new and from dependable manufacturers (e.g. HP, Dell, Cisco, Avaya, Nortel, etc.) – no clones. Please include any comments deemed pertinent to your recommendations, proposal and the successful implementation of this project. Vendor Comments: Community Action of Ventura County Page 5 of 7 May 6, 2010