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Microsoft Word 2003 Format

  1. 1. BID SPECIFICATIONS FOR A NEW TELECOMMUNICATIONS SYSTEM FOR Rolling Meadows Library Prepared by: Patrick M. Graf Due Date: April 14, 2009 by 12:00pm (noon)
  2. 2. TABLE OF CONTENTS TELECOMMUNICATIONS SYSTEM..............................................................................1 FOR 1 SECTION 1:GENERAL OVERVIEW............................................................................4 INTRODUCTION...................................................................................................4 SECTION 1:GENERAL OVERVIEW (Continued)......................................................5 1.2OVERVIEW OF THE EXISTING SYSTEM AND APPLICATION...........................5 SECTION 1:GENERAL OVERVIEW (Continued)......................................................7 1.3KEY TARGET DATES..................................................................................................7 SECTION 2:GENERAL TERMS AND CONDITIONS................................................8 2.1 DEFINITION OF TERMS......................................................................................8 2.2SCOPE OF PROJECT.................................................................................................8 SECTION 2: GENERAL TERMS AND CONDITIONS (Continued).........................9 2.3BIDDER REPRESENTATION AND QUALIFICATIONS.....................................9 2.4ISSUING OFFICE......................................................................................................12 2.4ISSUING OFFICE (Continued)................................................................................13 2.4ISSUING OFFICE (Continued)................................................................................14 2.5PROGRESS PAYMENTS.........................................................................................15 2.6PRICING AND COMMITMENT.............................................................................15 2.7 MAINTENANCE.....................................................................................................16 SECTION 3: IMPLEMENTATION AND INSTALLATION....................................17 3.1GENERAL INSTALLATION PROVISIONS.............................................................17 3.2PROJECT ORGANIZATION......................................................................................18 3.2PROJECT ORGANIZATION (Continued)..................................................................19 3.3(Intentionally removed)................................................................................................19 3.4SYSTEM IMPLEMENTATION AND USER TRAINING.........................................19 3.4SYSTEM IMPLEMENTATION AND USER TRAINING (Continued)....................20 SECTION 4: SYSTEM DESIGN OBJECTIVES........................................................21 4.1SYSTEM DESIGN OBJECTIVES..............................................................................21 4.2 SYSTEM FLEXIBILITY...........................................................................................21
  3. 3. 4.10SYSTEM HARDWARE CONFIGURATION...........................................................25 4.11REQUIRED SYSTEM FEATURES AND SERVICES.............................................25 4.13REQUIRED STATION FEATURES.........................................................................30 4.14REQUIRED PROPRIETARY MULTILINE TERMINAL FEATURES..................32 4.15OPTIONAL FEATURES, SERVICES AND GENERAL SYSTEM FEATURES...33 4.16 OPTIONAL CALL CENTER FEATURES..............................................................34 4.17VOICE MAIL SYSTEM............................................................................................36 SYSTEM FEATURES TO BE INTERGRADED INTO EXSISTIING VOICEMAIL SYSTEM................................................................................................................36 4.18SYSTEM CAPACITY................................................................................................36 4.19FEATURE SUMMARY – GENERAL FEATURES.................................................36 4.20FEATURE SUMMARY – CALLER FEATURES....................................................36 4.21FEATURE SUMMARY - USER OPTIONS.............................................................37 4.22FEATURE SUMMARY - MESSAGE NOTIFICATION..........................................37 SYSTEM PRICING........................................................................................................38 5.1PRICING INSTRUCTIONS.........................................................................................38 5.2SYSTEM PRICE QUOTATION SHEET ...................................................................39
  4. 4. SECTION 1:GENERAL OVERVIEW INTRODUCTION I. This document is a Request for Proposal (RFP) for a new telecommunications system for Rolling Meadows Library, to be installed at its 3110 Martin Lane, Rolling Meadows Illinois location. In addition to replacing the existing telephone system, Rolling Meadows Library also wishes to retain current voice mail system and retain most digital desktop telephones. Rolling Meadows Library will be replacing eight (8) multiline LCD telephones and one (1) attendant telephone/console. Please include current pricing for individual user station telephone future replacements with the understanding that prices are subject to change without notice. II. Qualified bidders are invited to submit a response to this RFP. Receipt of a bid response does not obligate Rolling Meadows Library to pay any expenses incurred by the Bidder in preparation of the bid response nor does it obligate Rolling Meadows Library in any respect. III.Before submitting a bid, the Bidder shall consider the amount and character of the work described herein and the difficulties involved in its proper execution. The Bidder shall include in the bid all costs that are deemed necessary by the Bidder to cover all contingencies essential to the proper installation of the specified system. IV. It is the intent of the Buyer to award a purchase contract to the successful Bidder within thirty (30) business days after the RFP due date. V. Instruction To Bidders Specifications and proposal forms may be obtained by visiting the Rolling Meadows Library Welcome Desk at 3110 Martin Lane, Rolling Meadows, IL or by visiting the library’s website at http://www.rmlib.org/rfp.phone2009. If you need additional information please submit your questions via email to the Rolling Meadows Library, email to rfp.phone2009@rmlib.org no later than 10am Friday April 10, 2009. Rolling Meadows Library will post a written response on our website at http://www.rmlib.org/rfp.phone2009/Q&A/ by 10am Monday April 13, 2009. The Rolling Meadows Library is exempt from Illinois State Municipal or County Retailers Occupation Tax, Use Tax, and Service Use Tax as described in Illinois Revised Statute 120. Bid prices shall not include the cost of such taxes. The successful bidder will be required to agree that not less than the prevailing rate of wages will be paid to all workmen, laborers, and mechanics performing their work, under this contract.
  5. 5. SECTION 1:GENERAL OVERVIEW (Continued) The bidder will be required to furnish a performance bond in the full amount of the contract. The cost of this bond shall be included in the price bid for the work specified. In addition, the successful bidder shall provide the Rolling Meadows Library a Certificate of Insurance naming the Rolling Meadows Library as an additional insured for the purposes of this contract. VI. Rejection Of Bids The Library Board reserves the right to reject any and all bids, to waive any and all technicalities, and to select the bid that is deemed to be in the best interests of the Rolling Meadows Library. By: David Ruff Executive Director Rolling Meadows Library Please take the time to review the specification and submit a proposal. 1.2 OVERVIEW OF THE EXISTING SYSTEM AND APPLICATION Rolling Meadows Library currently using a Comdial DXP digital phone system providing voice services to 54 telephones, 65 voice mail boxes, system attendants and announcements. The current system has reached its end of life and the purpose of this RFP is to replace the telephone system with a serviceable telephone system. It is intended for the library to retain current voicemail system and user station telephones. Attendant/Console and eight (8) multiline LCD speaker phones are included to be replaced in this RFP. The Bidder shall describe any maintenance contracts or service agreements that are available. A copy of the Bidder’s standard maintenance contract form should be included with the RFP response. Seven grouped lines 1) 847-259-6050 (Main Voice) 2) 847-259-6051 3) 847-259-6055 4) 847-259-6056 5) 847-259-6147 6) 847-259-6294 7) 847-259-6297
  6. 6. SECTION 1:GENERAL OVERVIEW (Continued) Other 1) 847-259-0384 Elevator phone – restricted to auto dial to non- emergency police and needs to remain a POTS line. 2) 847-259-2257 data 3) 847-259-2665 data 4) 847-259-9467 data 5) 847-259-5679 fax (Administration) 6) 847-259-5319 main fax 7) 847-259-5346 data 8) Burglar/Fire alarm lines must remain POTS lines. 1.3 KEY TARGET DATES Listed below are the key target dates associated with the project described in this RFP. March 24, 2009 Issue Date of RFP March 31, 2009 Bidders’ Facility Inspection (10:30am) April 14, 2009 RFP Due Date (12pm (Noon)) May 5, 2009 Contract Award Date Cut-over Due Date (Extended upon written authorization of the IT Director and accepted by Contractor) July 1, 2009 July 7, 2009 System Acceptance Date
  7. 7. SECTION 2:GENERAL TERMS AND CONDITIONS 2.1 DEFINITION OF TERMS BUYER: Rolling Meadows Library with principal offices located at: 3110 Martin Lane Rolling Meadows, IL 60008. A. BIDDER: The Bidder is the single corporate entity responding to this RFP and the entity that will assume full responsibility for the design and implementation of the telecommunication system. This entity may also provide services and upgrades during the complete life cycle of the system. B. CABLE PLANT: The cable plant includes but is not limited to inside station wiring, risers, inter-building cables, buried conduits, manholes/handholes, cable tray/rack, termination devices, jacks, and distribution frames. C. CONTRACT: The Contract is the final binding agreement signed by the Buyer and the Bidder for one or more segments of the telecommunications system. D. SUBCONTRACTOR: A subcontractor is a person or corporate entity who has a direct or indirect contract with the Bidder to provide components of the proposed telecommunications system and/or perform any of the work required for the implementation and post-installation services of the system. The term Subcontractor includes the Subcontractor and its authorized representatives. 2.2 SCOPE OF PROJECT This request is for a proposal for a complete, “turnkey” telecommunications system, including Attendant station equipment, 8 user station equipment and other options as defined in this RFP. A. Bidders’ proposals must include the furnishing of all equipment, accessories, data base information, training, software, hardware, labor, and materials for the installation of the telecommunications system specified herein. B. Buyer requires that proven, state-of-the-art telecommunications systems, demonstrable at a scale comparable to Buyer’s size, be proposed by each Bidder.
  8. 8. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.3 BIDDER REPRESENTATION AND QUALIFICATIONS A. A Bidder, by submitting a Proposal, represents that: B. THE GENERAL TERMS AND CONDITIONS WHICH FOLLOW APPLY TO ALL PURCHASES, SOLICITATIONS FOR GOODS AND/OR SERVICES, DO BECOME A DEFINITE PART OF EACH FORMAL REQUEST FOR PROPOSAL, PURCHASE ORDER, OR CONTRACT ISSUED BY THE ROLLING MEADOWS LIBRARY, UNLESS OTHERWISE SPECIFIED. BY SUBMITTING A RESPONSE, THE VENDOR AGREES TO BE BOUND BY THESE TERMS AND CONDITIONS. VENDORS OR THEIR AUTHORIZED REPRESENTATIVES ARE EXPECTED TO FULLY INFORM THEMSELVES OF THE CONDITIONS, REQUIREMENTS, AND SPECIFICATIONS BEFORE SUBMITTING PROPOSALS. FAILURE TO DO SO WILL BE AT THE VENDOR'S OWN RISK AND HE/SHE CANNOT SECURE RELIEF ON THE PLEA OF ERROR. C. The Bidder has read and understands the RFP and that the Bidder’s Proposal is made in accordance therewith; D. The Bidder is encouraged to attend scheduled pre bid site visit March 31, 2009 at 10:00am and note the local conditions under which the work is to be performed; E. The Bidder’s proposal meets the requirements of the systems, equipment, and materials described in the RFP; and F. The Bidder meets all mandatory requirements. G. The Bidder possesses the technical expertise, experience, and personnel necessary to provide a professional system installation, an effective implementation, and a successful system cutover. H. The Bidder possesses the technical expertise, experience, and personnel necessary to maintain a properly operating system and provides a high level of client support throughout the useful life of the system. 2.3.1 Qualifications for Bidders and Switching Systems: A. The Bidder shall demonstrate to Buyer’s satisfaction that both the Bidder and the manufacturer of the proposed telecommunication system are financially sound and are likely to remain strongly committed to the telecommunications field for the next ten- (10) years. The Bidder shall submit a copy of its most recent annual report with its bid response. B. The system proposed by the bidder must provide a Manufacturer’s five (5) year system parts warranty included in the standard. Bid price. Optionally, the bidder can include a five (5) year labor warranty.
  9. 9. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.3.1 Qualifications for Bidders and Switching Systems (Continued) C. The Bidder shall provide a list of at least five (5) similar or larger telecommunications systems of the type proposed which the Bidder has installed and maintained in North America during the last five (5) years. These installations must be verifiable by the Buyer. D. The Bidder shall produce a list of at least three (3) other local metropolitan installations of the type proposed, and of similar or larger size and scope in our area. E. The Bidder shall supply the names of the two- (2) most senior executives in the Bidder’s corporation who will be involved with the Buyer’s telecommunications system project. F. The Bidder shall provide a brief description of the size and scope of the Bidder’s organization, addressing the following issues: 1. Number of locations; 2. Number of employees by job classification; C 3. Affiliated companies; D 4. Size and scope of account base. G. The Bidder shall provide the names of the principal officers of the Bidder’s organization. H. The Bidder shall provide the address of the local warehouse or spare parts facility that will be used to support this system. I. The Bidder shall provide a one-paragraph summary of the local area office structure and scope of operations. J. The Bidder must be prepared to submit a bid bond upon request. K. The Bidder is licensed to do business in the state of Illinois. L. The Bidder shall be in and maintain compliance with the Federal Civil Rights Act and Illinois Fair Employment Practices Act. M. The Bidder shall be free of encumbering legal actions or firm history of judgments, claims and arbitration proceedings. N. The Bidder shall provide necessary insurance requirements as defined.
  10. 10. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.3 BIDDER REPRESENTATION AND QUALIFICATIONS (Continued 2.3.2 Submission of Proposals: All proposals submitted shall be received in an envelope by the Library before the time specified for receipt of proposal. The envelope shall be clearly marked "TELEPHONE SYSTEM PROJECT" --WITH THE RFP TITLE, DATE DUE AND TIME OF RECEIPT, written on the front of the envelope. The Director or his designated agent will decide when the specified time for receipt has arrived (as determined by the official clock in the Library’s Business Office). Formal sealed proposals, amendments thereto, or requests for withdrawal of bids after the time specified for the bid opening will not be considered. Vendors are required to submit non-proprietary complete narrative descriptions to the statements, questions, products, and support services requested in this RFP. All responses and references in regard to costs shall be placed in the public record. Any part of the response marked “trade secrets,” “confidential,” or “proprietary information” must be placed in a separate envelope and marked “proprietary” by the vendor. Failure to clearly identify any portion of trade secrets, confidential, or proprietary information shall relieve the Library from any responsibility, should such information be accidentally released or viewed by the public. 2.3.3 Addendum: Vendors shall acknowledge the receipt of any addendum interpreting the specifications on the proposal form. 2.3.4 Questions: All questions concerning the RFP shall be submitted to the Library. Questions requiring a clarification or interpretation of the specifications shall be submitted to the Library in writing by 12pm (noon) April 10, 2009 so that the Library can post a written response on our website http://www.rmlib.org/rfp.phone2009/Q&A/ in the form of an addendum. Whenever the answer to a question is contained in the documents, the vendor shall be directed to the provision in the specifications which responds to the question. The Rolling Meadows Library will not be responsible for any other explanation of the specifications made prior to the receipt of proposals. 2.3.5 Proposals Binding: Proposals binding for 120 days unless otherwise specified in the specifications, all formal proposals submitted shall be binding for one hundred twenty (120) calendar days following date of receipt. 2.3.6 Withdrawal of Proposals:
  11. 11. A written request for the withdrawal of a proposal will be granted if the request is received by the Library prior to the specified time of opening. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.4 ISSUING OFFICE This RFP is issued by the office listed below: During the installation phase of the project, this will also be the Project Office. Name of Project Administrator: Patrick M. Graf____________________________ Name of Company: Rolling Meadows Library______________________________ Address of Company: 3110 Martin Lane, Rolling Meadows, IL 60008___________ Phone: (847)259-6050_________________________________________________ Email: rfp.phone2009@rmlib.org All contact with the Buyer or any Buyer offices or personnel referred to in this RFP must, throughout the life of the project, be through the above Issuing Office. 2.4.1 Criteria for Awarding/Reservation of Rights: The contract will be awarded to the responsible, responsive vendor, or any other vendor determined by the Rolling Meadows Library Board of Trustees to be in the best interest of the Library, who meets or exceeds the criteria and provisions sought by the requesting department. The Library reserves the right to reject any or all proposals or to waive any details in proposals received whenever such rejection or waiver is in the best interests of the Library. The Library also reserves the right to reject the proposal of a vendor who has previously failed to satisfactorily perform, has not completed contracts on time, or whom investigation shows is not in a position to perform the contract.
  12. 12. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.4 ISSUING OFFICE (Continued) 2.4.2 Criteria for Awarding/Reservation of Rights: In determining responsibility, the following qualifications will be considered by the Library. a) The ability, capacity, and skill of the vendor to perform the contract or provide the service required; b) Whether the vendor can perform the contract or provide service promptly, or within the time specified, without delay or interference; c) The character, integrity, reputation, judgment, experience, and efficiency of the vendor; d) The quality of performance of previous contracts or services; e) The previous and existing compliance by the vendor with laws and ordinances relating to the contract or service; f) The sufficiency of the financial resources and ability of the vendor to perform the contract or provide the service: g) The quality, availability, and adaptability of the supplies or contractual services to the particular use required; h) The ability of the vendor to provide future maintenance and service for the use of the subject of the contract; i) Vendor's record of experience in this field of endeavor; and the size and scope required in the proposals specifications: j) Financial/Organizational stability of the vendor. k) Pricing proposal. 2.4.3 Notice of Award: If the Library accept a proposal, such acceptance will occur in writing and within thirty (30) days from the RFP due date, or the time specified within the specifications, unless the vendor extends the time of acceptance to the Library. Notice of Award will be mailed to all vendors of record within the time for acceptance specified in the Request for Proposal. Following acceptance a contract will be negotiated with the vendor. The contract shall include the terms and conditions in this Request for Proposal and other such terms as are incorporated in the contract by the Library’s Attorney.
  13. 13. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.4 ISSUING OFFICE (Continued) 2.4.4 Registration Required: Companies awarded should be registered to do business in the State of Illinois. The Library may verify status with the State by calling 217-782-7880 prior to awarding contract. 2.4.5 Trustee Discretion: By submitting a proposal the bidder acknowledges that: a) Comparison of bids is a subjective process requiring evaluation of multiple factors including price, references, recommendations, and input from third parties. b) The Trustees have substantial discretion in accepting a bid based on the Trustees’ evaluation of multiple variables, only one of which is price. 2.4.6 Insurance: At the Contractor's expense, the Contractor shall secure and maintain in effect throughout the duration of this contract, insurance of the following kinds and limits to cover all locations of the Contractor's operations. All insurance policies shall be written with insurance companies licensed to do business in the State of Illinois and having a rating of not less than A IX, according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the insurance policy unless thirty (30) days prior written notice is given to the Library. This provision shall also be stated on each Certificate of Insurance as "Should any of the above described policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder named to the left". The successful bidder will be required to provide an acceptable certificate of insurance prior to April 14, 2009.
  14. 14. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.5 PROGRESS PAYMENTS The Buyer will make progress payments throughout the performance period of the resultant contract upon satisfactory completion of the events listed below. Bidders should submit a proposed payment schedule, including anticipated dates for completion of each event, with their responses. EVENT                                                                             PAYMENT Contract Signing 30% Delivery of System 30% System Cut­over 30% Upon System Acceptance 30 Days After Cut­over 10% Invoices submitted for payment shall clearly state the contract price, the current amount due, and any change orders that have been applied to the original contract. Bidders may submit alternative invoicing methods for consideration. 2.6 PRICING AND COMMITMENT TAX EXEMPTION: Sales to the Rolling Meadows Library are exempt from State and local Retailers' Occupation Tax, State and local Service Occupational Tax, Use Tax, and Service Use Tax. Our Tax Exemption Identification No. is E9991-2953-04. Schedules of unit prices for all components shall be included in the proposal for the intervals defined below: Pre-Contract: That time interval commencing on the day that the proposals are due and ending on the day that a contract is awarded; Pre-Cut-over: That time interval commencing on the day that the contract is awarded and ending on the day of cut- over; and Post-Cut-over: That time interval commencing on the day of cutover and ending twelve (12) months after the day of cut- over.
  15. 15. SECTION 2: GENERAL TERMS AND CONDITIONS (Continued) 2.7 MAINTENANCE The Bidder must provide standard service between the hours of 8:00 a.m. and 5:00p.m. Monday through Friday, excluding holidays observed by the Bidder or the Buyer. The Bidder must also provide emergency 24-hour service, seven days per week. The Bidder must also provide 24-hour non-emergency service at the Buyer’s request for which the Buyer will be billed at the then-published rates for the Buyer’s service location. Response must be available on a twenty-four (24) hour basis with guaranteed maximum response times as listed below: A. Emergency Service (catastrophic system failure): within four (4) hours; B. Non-Emergency Service: within twenty-four (24) hours. For the system being proposed, the Bidder shall identify the location and availability of necessary system spare parts and qualified technicians. The Bidder should also indicate any other levels of support that can be provided for system service and maintenance. The Bidder must be able to perform Move, Add, and Change (MAC) software changes remotely whenever possible in order to minimize the cost of such changes to the Buyer. The Bidder’s proposal shall include a description of the Bidder’s remote MAC process and capabilities. The Bidder shall provide on-site MAC services between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding holidays observed by the Bidder or the Buyer. On-site MAC service shall be provided by the Bidder at the Buyer’s request, for which the Buyer will be billed at the then-published rates for the Buyer’s service location. The Bidder shall describe any maintenance contracts or service agreements that are available. A copy of the Bidder’s standard maintenance contract form should be included with the RFP response.
  16. 16. SECTION 3: IMPLEMENTATION AND INSTALLATION 3.1 GENERAL INSTALLATION PROVISIONS The Bidder shall be responsible for a complete “turnkey” installation of all system and station equipment, including the main distribution frame, cabling, plugs and jacks, and all associated installation hardware. The Buyer will furnish a dedicated universal rack-mount cabinet. The Bidder shall install the system in accordance with the manufacturer’s specifications and in compliance with all-applicable local, state, and federal laws, municipal codes, ordinances, regulations, and direction of inspectors appointed by proper authorities having jurisdiction. If there are violations of codes, the Bidder will correct the situation at no cost to the Buyer. Working conditions must meet the installation industry standards for safety and work procedures and protection of property established by prevailing rules, regulations, ordinances, and codes. The Bidder shall be responsible for loss or damage of equipment, parts, and goods sustained during shipment until such equipment, parts, and goods are delivered to the Buyer’s facility. The Bidder shall obtain the Buyer’s written permission before proceeding with any work which involves cutting into or through any part of the building structure such as girders, beams, concrete or tile floors, partitions, or ceilings. This does not apply to the installation of lag screws, expansion bolts, and similar fastening devices used for securing equipment to floors, columns, walls, and ceilings. The Bidder shall obtain the Buyer’s written permission before cutting into or through any part of the building structure where any fire proofing and/or moisture proofing may be impaired. The Bidder shall immediately report to the Buyer any damage to buildings caused by the Bidder’s employees or Subcontractor(s). The Bidder shall be responsible for repairing and restoring to original condition all such damage at no expense to the Buyer. The Bidder shall exercise reasonable care to avoid any damage to the owner’s property. Any unacceptable or defective work found to exist, whether the result of the use of defective materials, poor workmanship or carelessness on the part of employees or Subcontractors of the Bidder, or any other cause attributable to the same, shall be removed and replaced by work and materials which shall conform to the requirements of this RFP or shall be remedied otherwise in a manner acceptable to the Buyer and at the expense of the Bidder. The Buyer shall be responsible for providing a suitable area and environment for the proposed system. The Bidder shall specify environmental requirements of the proposed system.
  17. 17. SECTION 3: IMPLEMENTATION AND INSTALLATION (Continued) 3.1 GENERAL INSTALLATION PROVISIONS (Continued) The Buyer shall be responsible for providing necessary electrical power, grounding circuits and battery backup (UPS) in the telecommunications equipment room. The Bidder shall specify electrical power and grounding requirements of the proposed system. The Buyer shall provide the Bidder’s employees and Subcontractors access to all buildings, rooms and other areas as required by the Bidder for the successful and complete installation of the proposed system. The Buyer certifies that the building(s) is (are) asbestos free. This certification, notwithstanding asbestos material discovered in potential cable runs during the detailed site survey, shall be reported immediately to the Buyer. If asbestos is discovered during system installation, the affected work must be immediately stopped and the discovery reported to the Buyer. Consideration shall then be given to either re-routing the cable run or removing the asbestos. All asbestos removal costs and resulting construction delays shall be the responsibility of the Buyer. All cable termination strips and distribution frames shall be clearly labeled for ease of maintenance. On the day of cut-over, the Bidder shall provide one set of all station number assignments. On the day of system cut-over, the Bidder shall also provide one complete and final set of all station feature assignment forms, system data base forms, programming work sheets, or key sheets for the Buyer’s reference. 3.2 PROJECT ORGANIZATION The Bidder’s proposal shall include a system installation schedule in the form of a time line or chart which clearly illustrates the sequence and duration of the following system installation activities: a) Equipment room modifications as required; b) Building distribution cabling as required; c) Station cable installation as required; d) Equipment delivery to the Buyer’s facility; e) Database gathering and identification; f) Equipment assembly, programming, and testing; g) Telco authorization and orders placed; h) Attendant console and station placement, labeling, and testing as required; i) Final system change order and database modification cutoff;
  18. 18. SECTION 3: IMPLEMENTATION AND INSTALLATION (Continued) 3.2 PROJECT ORGANIZATION (Continued) j) Attendant and station user training; k) Pre-cut-over Telco and integration testing; l) System Cut-over; m) System Acceptance In developing the installation schedule described above, the Bidder shall assume that a contract will be awarded within thirty (30) business days of the RFP due date. Delays in the contract shall result in an equivalent delay in the installation schedule. 3.3 (Intentionally removed) 3.4 SYSTEM IMPLEMENTATION AND USER TRAINING The Bidder shall develop and provide a detailed training plan, which emphasizes the implementation of the proposed system’s features to meet the Buyer’s particular needs. This plan shall address the following issues: System and user database collection; System assembly, testing, and programming;
  19. 19. SECTION 3: IMPLEMENTATION AND INSTALLATION (Continued) 3.4 SYSTEM IMPLEMENTATION AND USER TRAINING (Continued) Liaison with and coordination of the local operating Telephone Company and/or other common carriers and service providers as required for the successful installation and cut-over of the proposed system; General user training prior to cut-over but after the installed system is fully functional; Training for the Buyer’s executive users prior to cut-over but after the installed system is fully functional; Attendant console training prior to cut-over but after the installed system is fully functional; Any special training required on system management, maintenance, programming, special station usage, and peripheral systems included with the initial system installation. The Bidder shall submit the training plan at least five (5) business days prior to the cut-over date for review and approval by the Buyer. The Bidder shall conduct such training sessions at the times as may be mutually agreed upon by the Buyer and the Bidder. All training shall be conducted on the Buyer’s premises. The Bidder shall provide one station user guide of the appropriate type for each telephone instrument serviced by the installed system. The Bidder shall provide a complete set of manufacturer’s technical manuals for the installed system at the time of system cut-over. The Bidder’s proposal shall include a statement of the Bidder’s policy with regard to providing unscheduled training upon request. The Bidder’s proposal shall include a description of any on-going training programs or additional self-teaching training aids that the Bidder can provide. Any associated costs should be included in this description.
  20. 20. SECTION 4: SYSTEM DESIGN OBJECTIVES 4.1SYSTEM DESIGN OBJECTIVES Listed in this section are the Buyer’s design objectives for the new system. The system that is selected will be the one that best meets these objectives in the most cost-effective manner. Meeting these objectives will be a major decision criterion. Each bidder must also be able to demonstrate that the proposed system meets these objectives in a formal presentation and demonstration. 4.2 SYSTEM FLEXIBILITY The Bidder shall provide an overview of the system’s flexibility, with particular emphasis on the following issues: a) The flexibility to initially configure the system in the most cost-effective manner. b) The flexibility to adapt the system’s configuration to the Buyer’s changing business environment quickly and economically. c) The flexibility to economically expand the system over the next five to seven years. d) The increments by which the proposed system’s line/trunk and station capacities can be expanded. Provide pricing for all of the components listed on the ADD AND DELETE PRICING SHEET contained in this RFP. Indicate the breakpoints at which additional cabinets, common equipment, and/or software license fee will be required with the appropriate costs as required to support 100 users. e) The flexibility to interface or connect to other intelligent devices or computers for interactive communications and any available Open Applications Interface (OAI) capabilities. f) The flexibility to provide integrated voice and data switching from desktop to desktop, and/or desktop to host, and/or desktop to LAN. Identify all hardware and software that is required to provide for integrated intra-office networking applications. g) The flexibility to interface or connect to public network services such as T-1 and ISDN Primary Rate Interface as well as Basic Rate Interface circuits. 4.3 GENERAL SYSTEM REQUIREMENTS System must provide scalable growth throughout its size range without requiring a base system cabinet or CPU replacement. System must have a proven technology track record at least one year of service.
  21. 21. SECTION 4: SYSTEM DESIGN OBJECTIVES (Continued) 4.3 GENERAL SYSTEM REQUIREMENTS (Continued) Does your system support universal equipment cabinets throughout system size range? If not, describe the different cabinets that are available and their specific function or application supported. System must have a default database capability for emergency recovery. Multiple music on hold sources are required to offer individual departments customized music or message source. Define your system’s capacities for separate sources. Must be able to offer Multiple Tenant partitions of up to 64 separate partitions with full feature and class of service programs. Define your system’s tenant partition capability. The system must be able to assign a DID number to a phantom station with full desktop features and functionality. The system must be able to support up to100 unique phantom DID station numbers for employees. Describe how your system accomplishes this function. Does your system allow a caller to set or cancel Call Forward All Calls settings remotely by dialing in via DISA? All characteristics of DID# must be flexibly assignable to any of the available station ports. The system must offer Attendant overflow with attendant delay announcement to ensure speed of answer to incoming calls. 4.4 GENERAL NETWORKING REQUIREMENTS System must provide flexible support of multiple in-skin trunk interfaces (Analog, Tie Trunk, PRI, T-1 and IP Trunks) simultaneously if required. The System must be able to provide a name display for the incoming call along with the T-1 ANI number display when it is delivered to answering position. Does your system comply? Network centralized call accounting & centralized Voice Mail. Specify how your system quote accomplishes this capability. Centralized Attendant with network camp-on, busy verification, and attendant recall. 4.5 GENERAL STATION REQUIREMENTS Maximum configuration flexibility to support multiple terminals. Terminal support required for: Wired, Wireless, and Cordless. Identify terminal types supported. Digital telephones must be hot swappable with full functionality of originally assigned telephone. Does your system comply?
  22. 22. SECTION 4: SYSTEM DESIGN OBJECTIVES (Continued) 4.5 GENERAL STATION REQUIREMENTS (Continued) A full duplex speakerphone is required. Does your system quote include this capability? The system must offer Soft Key support to expand feature functionality. Does your system offer this capability? An integrated Headset jack requiring no external equipment for connecting a standard headset is required. Does your telephone offer this capability? The system must be equipped to provide a means of notifying a busy station of a second call privately. Does your system provide some type of Whisper Page capability? There is a need to allow our employees to call forward their calls to an on premise location from the destination telephone. Does your system provide this functionality and explain the process to activate. 4.6 VOICE MAIL SYSTEM REQUIREMENTS The telephone system must be digitally integrated with our current voice mail system. Does your quote include unlimited subscriber mailboxes? If not, what is maximum number of mailboxes available? 4.7 UNIFIED MESSAGING Unified Messaging System should support a Single Message Store, a Single Directory Service, and Single Point of Administration as required. Does your system meet these criteria? 4.8 SYSTEM SAFETY REQUIREMENTS Emergency 911 support must be standard in the system software package. Is E911 support available? Is it standard or optional? Emergency 911 from multiple NNXs within the same PBX must be supported and present the unique NNX of the user to the PSAP. Does your system offer this capability? Does your system have the ability to pass its own station number when 911 is dialed? If not, explain how your system would operate in this situation. Will the station notify the Attendant Console when a station dials 911. A dedicated key on the console is requested. Does your system satisfy this requirement? Describe how it would operate.
  23. 23. SECTION 4: SYSTEM DESIGN OBJECTIVES (Continued) 4.9 CALL CENTER SYSTEM REQUIREMENTS ACD distributes incoming calls, in the order of arrival, to available agents within pre-assigned groups in a call center environment. The MIS provides real-time and historical reports of agent activity. ACD/MIS allows more calls to be answered quickly and effectively. Fast, efficient call handling reduces unanswered and lost calls, as well as minimizing customer frustration. State the system’s fully configured agent and supervisor capacities. The Call Center managers require flexible call control vectoring instructions for determining the disposition of incoming calls. Explain how your system is programmed to provide the necessary routing choices. The ability to allow agents to log in to multiple splits with a single login ID is required. Does the quoted system support this requirement and how many splits can be referenced to a single agent login ID? To offer more responsive customer service, the Call Center managers require a direct access to an agent and avoid queuing to the entire split. The incoming caller must be able to queue for a specific agent, and the MIS statistics must reflect that the call is an ACD type call. The system must provide some type of Call Recovery capability, if call is distributed to an active, but unmanned agent position. Does your system provide this capability? The system must offer some type of Last Agent Log off Warning to alert the last agent that there are remaining calls in queue. Does your system provide this capability? Automatic scheduling to simplify split and agent management is required. Define how many different Holiday Schedules can be preprogrammed into the system you are quoting. How many separate call center Tenant partitions are supported in the system quoted?
  24. 24. SECTION 4: SYSTEM DESIGN OBJECTIVES (Continued) 4.10SYSTEM HARDWARE CONFIGURATION Listed below is the required system hardware configuration.  The  Bidder is required to complete this form by filling in the amounts  and/or parameters of the proposed system in the appropriate column.  If any substitutes are required, they must be noted at the bottom of  this form or on a separate sheet. 4.11REQUIRED SYSTEM FEATURES AND SERVICES The priority levels for system features are divided into two categories.  The  REQUIRED (REQ) features are those that must be included in the bid price.  If a required feature is standard in the proposed system software, place a mark  in the STANDARD (STD) column.  If a required feature is optional, place a  mark in the OPTIONAL (OPT) column and list the cost that is included in  the system Base Bid Price in the COST column. Any substitutions or  exceptions to the required features must be clearly stated in the bid response.  The OPTIONAL category includes those features, which may be desirable.  If a  required feature is unavailable, please place a mark in the NOT AVAILABLE   (N/A) column. REQ FEATURE CAPABILITY STD OPT COST N/A ACCOUNT CODES [          ] ALTERNATE ROUTING AUTHORIZATION CODE AUTHORIZATION CODE ­ TIE LINE  INCOMING REQ CALL FORWARDING ­ BUSY LINE ­  OUTSIDE REQ CALL FORWARDING ­  INTERCEPT/ANNOUNCEMENT REQ CALL PARK REQ CALL PICKUP ­ DIRECT REQ CALL WAITING ­ ORIGINATING CCSA ACCESS
  25. 25. REQ CONSECUTIVE SPEED CALLING ­  SYSTEM REQ DAY/NIGHT CLASS OF SERVICE DELAY ANNOUNCEMENT ­ UCD DIRECT DIGITAL INTERFACE (T­1 CARD) DIRECT IN TERMINATION (DIT) REQ DIRECT INWARD DIALING (DID) REQ DIRECT OUTWARD DIALING (DOD) DISTINCTIVE RINGING REQ INTERNAL SYSTEM DIAGNOSTICS REQ EMERGENCY CALL (AUTOMATIC ALARM  REPORTING) FAULTY TRUNK REPORT FLEXIBLE NUMBERING OF STATIONS FORCED ACCOUNT CODE HOT LINE ­ INTERNAL HOT LINE ­ OUTSIDE HOUSE PHONE REQ IMMEDIATE RINGBACK TONE IMMEDIATE RINGING INDIVIDUAL SERVICE FEATURE CLASS INDIVIDUAL RESTRICTION CLASS INTER­OFFICE OFF­HOOK QUEUING REQ LCR ­ TIME OF DAY ROUTING REQ LDN NIGHT CONNECTION REQ LDN NIGHT CONNECTION ­ OUTSIDE LEAST COST ROUTING (LCR) ­ 3/6­DIGIT
  26. 26. SECTION 4: SYSTEM SPECIFICATIONS (Continued) 4.11REQUIRED SYSTEM FEATURES AND SERVICES (Continued) REQ FEATURE CAPABILITY STD OPT COST N/A LINE LOCKOUT REQ MAINTENANCE ADMINISTRATION  TERMINAL (MAT) REQ MAINTENANCE PRINTOUT REQ MEET­ME PAGING MESSAGE CENTER INTERFACE (RS­232  INTERFACE) REQ MESSAGE REMINDER MISCELLANEOUS TRUNK ACCESS MISCELLANEOUS TRUNK RESTRICTION MULTIPLE CONSOLE OPERATION ­ MAXIMUM ON SYSTEM [          ] REQ MUSIC ON HOLD MAXIMUM SOURCES [  ] NIGHT CONNECTION – FIXED NIGHT CONNECTION – FLEXIBLE NIGHT CONNECTION OUTSIDE – SYSTEM NON­VOLATILE GENERIC PROGRAM REQ OFF­HOOK ALARM REQ OFF­HOOK QUEUING REQ ON­LINE MAINTENANCE REQ OUTGOING TRUNK BUSY  ANNOUNCEMENT REQ PAGING TRANSFER PEG COUNT REQ PERIODIC TIME INDICATION TONE REQ POWER FAILURE TRANSFER (CIRCUITS  PER CARD ___) PRIORITY PAGING REQ PRIVACY RELEASE PUSHBUTTON CALLING
  27. 27. REQ PUSHBUTTON CALLING ­ ATTENDANT  ONLY PUSHBUTTON TO ROTARY CONVERSION RADIO PAGING INTERFACE REQ REMOTE ACCESS TO SYSTEM REQ REMOTE MAINTENANCE REQ REMOTE ALARM REPORTING REQ RESTRICTION FROM OUTGOING CALLS ROTARY DIAL CALLING ROUTE ADVANCE ROUTE RESTRICTION ANNOUNCEMENT SERVICE FEATURE PEG COUNT SINGLE DIGIT FEATURE CODE SINGLE DIGIT STATION CALLING SPECIAL DIAL TONE REQ SPEED CALLING – GROUP SPEED CALLING OVERRIDE ­ SYSTEM REQ SPEED CALLING ­ SYSTEM STATION 5db PAD STATION HUNTING ­ CIRCULAR STATION HUNTING ­ SECRETARIAL STATION HUNTING ­ TERMINAL REQ STATION HUNTING GROUPS ­  STATIONS PER GROUP [          ] REQ STATION HUNTING GROUPS ­  TOTAL GROUPS [          ] STATION MESSAGE DETAIL SYSTEM  (RS232C INTERFACE) STATION­TO­STATION CALLING STATION­TO­STATION CALLING ­  OPERATOR ASSISTANCE STEP CALL TANDEM SWITCHING OF TIE TRUNKS ­  2/4­WIRE TENANT SERVICE (MAXIMUM TENANTS  _____) TIE LINE ACCESS TIE LINE CONNECTION WITH PAD  CONTROL TOLL DENIAL/TOLL DIVERSION
  28. 28. TOLL RESTRICTION ­ 3/6­DIGIT TRAFFIC MEASUREMENT TRUNK ANSWER FROM ANY STATION  (TAS) TRUNK LINE APPEARANCE TRUNK­TO­TRUNK CONNECTION UNIFORM CALL DISTRIBUTION (UCD)  WITH OVERFLOW UNIVERSAL SENDER VARIABLE TIMING PARAMETERS REQ VOICE MAIL INTEGRATION SECTION 4: SYSTEM SPECIFICATIONS (Continued) 4.12 REQUIRED ATTENDANT AND INCOMING CALL PROCESSING FEATURES REQ FEATURE CAPABILITY STD OPT COST N/A ACCOUNT CODES REQ ALL ZONE PAGING REQ ANNOUNCEMENT SERVICE REQ ATTENDANT CAMP­ON WITH TONE  INDICATION REQ ATTENDANT CONTROLLED CONFERENCE REQ ATTENDANT KEYPAD REQ ATTENDANT LOCKOUT REQ ATTENDANT LOOP RELEASE REQ ATTENDANT NIGHT TRANSFER REQ ATTENDANT OVERRIDE REQ ATTENDANT­TO­ATTENDANT CALLING REQ ATTENDANT TRAINING JACK REQ AUDIBLE INDICATION CONTROL REQ AUTOMATIC RECALL BUSY LAMP FIELD ­ FLEXIBLE BUSY VERIFICATION REQ CALL FORWARDING ­  INTERCEPT/ANNOUNCEMENT REQ CALL PROCESSING INDICATION CALL QUEUING
  29. 29. REQ CALL WAITING LAMP (DISPLAY NO. CALLS  WAITING) REQ CALLED NUMBER DISPLAY CENTRALIZED ATTENDANT SERVICE (CAS) CODE CALLING ACCESS CONSECUTIVE DIALING DIGITAL DISPLAY ­ STATION DIGITAL DISPLAY ­ TRUNK E911 NOTIFICATION KEY ON ATTENDANT  CONSOLE HEADSET OPERATION REQ INCOMING CALL IDENTIFICATION INCOMING CENTRAL OFFICE CALL TO TIE  LINE CONNECTION INDIVIDUAL TRUNK ACCESS INTER­POSITION TRANSFER LAMP CHECK LISTED DIRECTORY NUMBER MEET­ME PAGING MESSAGE WAITING LAMP SETTING AND  CANCEL NON­DELAY OPERATION OUTGOING TRUNK QUEUING REQ PAGING ACCESS PASSING DIAL TONE PRIORITY CALL REMOTE HOLD FROM ATTENDANT  CONSOLE REQ FEATURE CAPABILITY STD OPT COST N/A SERIAL CALL SERIAL CALL LOOP RELEASE SPLITTING REQ TIME DISPLAY SECTION 4: SYSTEM SPECIFICATIONS (Continued) 4.13REQUIRED STATION FEATURES REQ FEATURE CAPABILITY STD OPT COST N/A REQ ALL ZONE PAGING  ANNOUNCEMENT SERVICE ­ ATTENDANT
  30. 30. AUTHORIZATION CODE REQ CALL BACK REQ CALL BACK­ DELAYED REQ CALL FORWARDING ­ ALL CALLS CALL FORWARDING – SPLIT  INTERNAL/EXTERNAL CALL FORWARDING ­ BUSY LINE CALL FORWARDING ­ DON’T ANSWER CALL FORWARDING ­ DON’T ANSWER –  OUTSIDE REQ CALL FORWARDING – OUTSIDE CALL FORWARDING – OVERRIDE CALL FORWARDING SET BY DISA REQ CALL HOLD REQ CALL PARK REQ CALL PICKUP – DIRECT REQ CALL PICKUP – GROUP REQ CALL TRANSFER ­ ALL CALLS CALL TRANSFER – ATTENDANT CALL WAITING – TERMINATING CLASS OF SERVICE – INDIVIDUAL CODE CALLING ACCESS CONSULTATION HOLD ­ ALL CALLS REQ DIAL ACCESS TO ATTENDANT DICTATION ACCESS EXECUTIVE RIGHT OF WAY INDIVIDUAL ATTENDANT ACCESS REQ LAST NUMBER REDIAL REQ MESSAGE WAITING LAMP SETTING MULTIPLE CALL FORWARDING­ALL CALLS  (# JUMPS _____) MULTIPLE CALL FORWARDING­BUSY LINE  (# JUMPS _____) MULTIPLE CALL FORWARDING­DON’T ANS.  (# JUMPS _____) ONGOING TRUNK QUEUING REQ PAGING ACCESS REQ SPEED CALLING – STATION STATION CONTROLLED CONFERENCE (#  PARTIES _____)
  31. 31. THREE­WAY CALLING TRUNK­TO­TRUNK THIRD PARTY  CANCELLATION REQ VOICE CALL OPERATION 4.14REQUIRED PROPRIETARY MULTILINE TERMINAL FEATURES REQ FEATURE CAPABILITY STD OPT COST N/A REQ AUTOMATIC/MANUAL INTERCOM REQ AUTOMATIC RECALL REQ BOSS/SECRETARY MESSAGE WAITING LAMP  CONTROL BOSS/SECRETARY OVERRIDE BOSS/SECRETARY TRANSFER BROKERAGE HOT LINE BROKERAGE HOT LINE – OUTSIDE CALL BACK REQ CALL FORWARDING ­ ALL CALLS REQ CALL FORWARDING ­ BUSY LINE REQ CALL FORWARDING ­ DON’T ANSWER REQ CALL HOLD REQ CALL PICKUP – GROUP CALL TRANSFER ­ ALL CALLS REQ CALL WAITING ANSWER CALL WAITING LAMP – UCD REQ CALLED STATION STATUS DISPLAY REQ CALLING NUMBER DISPLAY CONSULTATION HOLD ­ ALL CALLS DELAYED RINGING DIAL INTERCOM DIAL MONITOR DO NOT DISTURB DUAL HOLD ELAPSED TIME DISPLAY EXCLUSIVE HOLD EXECUTIVE RIGHT­OF­WAY REQ FLASH BUTTON FLASH ENTRY FLEXIBLE ASSIGNMENT OF FUNCTION  BUTTONS FLEXIBLE RINGING ASSIGNMENT
  32. 32. HANDS FREE ANSWERBACK HANDS FREE DIALING/MONITORING HEADSET OPERATION I­HOLD INDICATION I­USE INDICATION INTERCOM CALLING INTERMEDIATE STATION NUMBER DISPLAY LAST NUMBER CALL LINE PRE­SELECTION LINE RECONNECT ­ OTHER LINE LINE RECONNECT ­ SAME LINE MANUAL SIGNALING REQ MESSAGE REMINDER REQ MULTIPLE LINE OPERATION NAME DISPLAY FOR T­1 ANI NATIONAL ISDN­NI2 NAME DISPLAY NON­EXCLUSIVE HOLD NON­SQUARE LINE ASSIGNMENT OUTGOING TRUNK QUEUING PRIME LINE PICKUP PRIVACY PRIVACY ON ALL LINES SAVE AND REPEAT REQ SERVICE DISPLAY REQ SOFTWARE LINE APPEARANCE SPEED CALLING ­ ONE TOUCH  (USER PROGRAMMABLE) SPEED CALLING – SYSTEM SPLITTING THREE­WAY CALLING ­ FEATURE KEY  ACCESS REQ TIME DISPLAY TRUNK LINE APPEARANCE (PRIVATE LINE) REQ VOICE CALL REQ VOLUME CONTROL 4.15OPTIONAL FEATURES, SERVICES AND GENERAL SYSTEM FEATURES REQ FEATURE CAPABILITY STD OPT COS N/A T
  33. 33. RESERVE POWER OR BATTERY BACKUP ­ [  ] HOURS REDUNDANT PROCESSOR AND MEMORY TSAPI INTEGRATION TAPI INTEGRATION ISDN ACCESS – PRIMARY RATE  INTERFACE OPEN APPLICATION INTERFACE – OAI CALL ACCOUNTING SYSTEM (_____K CALL  RECORDS) 32 PARTY MEET ME CONFERENCE SECTION 4: SYSTEM SPECIFICATIONS (Continued) 4.16 OPTIONAL CALL CENTER FEATURES REQ FEATURE CAPABILITY STD OPT COST N/A AUTOMATIC CALL DISTRIBUTION SOFTWARE  (MAX. AGENTS _____) RECORDED ANNOUNCEMENTS      HARDWARE (INTEGRATED OR EXTERNAL)      SOFTWARE SUPERVISOR TERMINALS (COLOR) CALL CONTROL VECTOR ROUTING MULTIPLE AGENT SPLIT LOGON PERSONAL AGENT QUEUE LAST AGENT LOGOFF CALL RECOVERY HOLIDAY SCHEDULES SILENT MONITORING INCOMING CALL OVERFLOW – VIRTUAL QUEUE PRIORITY QUEUEING ACD REPORT PRINTERS
  34. 34. ACD WALL DISPLAY UNITS ACD HIGH TRAFFIC AGENT TELEPHONE INTERFACE FOR INTEGRATED VOICE RESPONSE  IVR APPLICATION PLATFORM AND SOFTWARE
  35. 35. SECTION 4: SYSTEM SPECIFICATIONS (Continued) 4.17VOICE MAIL SYSTEM SYSTEM FEATURES TO BE INTERGRADED INTO EXSISTIING VOICEMAIL SYSTEM 4.18SYSTEM CAPACITY 4.18.1 What is the maximum line or port count supported by your system? 4.18.2 What management reports are generated by your system? 4.18.3 What is the maximum voice storage in hours supported by your system A. Describe your multimedia message capability. C. What is the maximum of FAX lines or ports supported by your system? 4.19FEATURE SUMMARY – GENERAL FEATURES A. Tutorial - Does the system provide an interactive new user tutorial automatically upon the user’s first log-in? D. Mnemonic Prompts - Does the system use mnemonic prompts associated with single-word commands in order to allow users to learn the system quickly (i.e., Press “A” to Answer.)? E. Contextual Prompts - Are all prompts presented contextually in the order of most frequent use? F. Prompt Override - Can prompts be overridden by the experienced user? G. Single-Digit Prompting - Does all prompting (other than security code entry) require only a single-digit response? H. Security Passcode - Can the system be programmed to allow users to have variable length passcodes with at least 10 digits? 4.20FEATURE SUMMARY – CALLER FEATURES A. Immediate Record - Can the caller begin recording as soon as the personal greeting is played? I. Skip to Record - Can the caller move past the mailbox greeting with a single key to begin recording a message? J. Caller Assistance - Can the caller exit the mailbox at any time to obtain assistance? K. Can caller exit the mailbox by pressing a single key?
  36. 36. L. Can individual assistance extension numbers may be designated on an individual basis? M. Caller Prompts - Is the caller automatically prompted upon message completion without being required to press any keys in order to hear the available options? N. Caller Review - Is the caller able to review the content of their message with a single-key command? O. Caller Append - Can the caller add on to their message with a single-key command? P. Caller Discard - Is the caller able to delete their message and then re-record a new message with a single-key command? Q. 4.8.4.10 Caller Send - Can the caller send their message by pressing a single key or by simply hanging up? 4.21FEATURE SUMMARY - USER OPTIONS A. Security Passcode - Is the user able to change their security passcode at any time? R. Personal Greeting - Can the user record and change his personal mailbox greeting at any time? S. Mailbox Name - Can the user record and change the name speech associated with his mailbox at any time? T. Personal Lists - Is the user able to create, name and administer their own personal distribution lists at any time? U. List Capacity - How many personal distribution lists can each user have, and what is the capacity of each list? 4.22FEATURE SUMMARY - MESSAGE NOTIFICATION A. Paging - Can the system activate a pager (beeper) to let the user know that a message has been received? V. Display Paging - Can the system display the system telephone number and mailbox number on a digital-display type pager? W. Can paging be limited to urgent messages only?
  37. 37. SYSTEM PRICING 5.1 PRICING INSTRUCTIONS 5.1.2 The Bidder’s proposal must include complete pricing for the system described under “SYSTEM CONFIGURATION.” Pricing should be for an installed system working on a turnkey basis with all equipment F.O.B. the Buyer’s location. 5.1.3 The Bidder is required to use the attached pricing sheets, which may be filled in or reproduced on the Bidder’s letterhead. Prices for various items should be provided separately. It is essential that the Bidder follow the format provided. Proposals must address the following areas: 5.1.4 Outright purchase price, if applicable. 5.1.5 Provide the labor rates for Move, Add, and Change (MAC) service, and programming as specified.
  38. 38. SECTION 5: SYSTEM PRICING (Continued) 5.2 SYSTEM PRICE QUOTATION SHEET Please use the following system pricing sheet ITEM PRICE 1. System Equipment (common equipment and  components) 2. Station Equipment 3. System Cabling 4. Implementation (installation, training, etc.) 5. Distribution Cabling 6. Voice Mail System Not applicable 7. Voice Mail Integration TOTAL SYSTEM PRICE: SALES TAX: Tax exempt BASE BID PRICE:
  39. 39. SECTION 5: SYSTEM PRICING (Continued) ROLLING MEADOWS LIBRARY PROPOSAL FORM RFP TITLE: Integrated Library System RECEIVED BY: TIME DUE: 10:00 A. M. CST The undersigned vendor, having examined the specifications and other documents, hereby agrees to supply services as per the attached specifications and to perform other work stipulated in, required by and in accordance with the proposal documents attached for and in consideration of the proposed prices and certifies meets minimum bidder qualifications. The undersigned acknowledges receipt of addenda Nos. ________. PLEASE SUBMIT ONE (1) ORIGINAL AND THREE (3) COPIES OF YOUR PROPOSAL TO BE CONSIDERED ALL PROPOSALS SHALL: BE SIGNED, INCLUDE WORKSHEETS BE RECEIVED PRIOR TO DUE DATE AND TIME. FIRM NAME:______________________________________________________ ADDRESS:_________________________________________________________ ___________________________________________________________________ TELEPHONE NO.: _________________________FAX NO:_________________
  40. 40. AUTHORIZED REPRESENTATIVE :_______________________________(Typed) SIGNATURE:________________________________________________________ DATE: ___________ TITLE:____________________________________________ TERMS AND CONDITIONS: Attach a copy of your product warranties to the pricing sheet. 30% Upon contract  signing 30% Upon equipment  delivery 30% Upon completion of system  cabling 10% Net 10 days after system  cutover

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