LAN PBX Request for Proposal

Transcription

1 LAN PBX Request for Proposal Date: March 28, 2005 This RFP is for the acquisition of a new LAN PBX for STARRS St. Louis Area Regional Response System. Issuing Agency: St. Louis Area Regional Response System d/b/a STARRS Frank Schaper, Executive Director One Memorial Drive, Suite 1600 St. Louis, MO Frank.schaper@stl-starrs.org Fax Office Timeline of Events: Date RFP Issued: March 28, 2005 Last Day to Submit Questions: April 1, 2005 Proposals Due: April 8, 2005 Proposal Awarded: April 15, 2005 Project Background STARRS is planning to relocate offices from the current location to the MoDOT Transportation Information Center located at Highway 40 and Woodsmill Drive. The requested phone system will support a mix of up to 25 handsets and users utilizing a T1-based solution with 24 available channels for voice and fax capability. Due to the critical nature of STARRS activities, STARRS requires that all users be capable of making and receiving calls to outside numbers at any given time, therefore a 1 to 1 ratio of handsets to lines is required. STARRS would like a new main number with ability to assign a direct number to each handset/station (DID) with the ability to support up to 100 active DID numbers with the ability to support multiple numbers distinctively on the handsets (line appearances). It is desired to utilize one Ethernet connection to the desktop to support both voice and data needs. Additional requirements include the ability to connect users remotely to the system and allow full feature functionality both with a system handset as well as a remote PC or laptop. Description of bid process: STARRS is soliciting bids for meeting its needs for its voice and data project. Bidders must adhere to the timeline identified in this solicitation. In the event alterations to the timeline become necessary, all bidders who have submitted their intention to bid will be notified of the changes. Bids will be evaluated on how well they meet Agency needs including their cost effectiveness. All bids will be evaluated using the following factors listed in order of priority. Bids shall remain in force for 90 days. STARRS reserves the right to call lead finisher(s) for clarifications or demonstration. 1. Network Technical Requirements Evaluation 2. Network Administration Management Evaluation 1

2 3. Network Cost Evaluation 4. Company Evaluation (including DBE participation if applicable) This RFP does not commit STARRS to pay for any expenses incurred by the bidder in preparing of its responses to this solicitation. STARRS reserves the right to accept or reject any or all responses to this RFP. Affirmative Action Checklist: All respondents must complete and enclose with their proposal the affirmative action checklist attached to this Request For Proposal. Disadvantaged Business Enterprise (DBE) Participation: STARRS has adopted a Disadvantaged Business Enterprise Program (DBE) to insure that DBEs shall have an equal opportunity to participate in STARRS projects. DBE firms are encouraged to submit proposals as prime contractors for this project. Non-disadvantaged firms are encouraged to use DBEs as subcontractors and/or form join ventures on this project. Participation of DBEs is not mandatory but will be considered favorably in the selection process. The term "Disadvantaged Business" means a small business concern: (a) which is at least 51 percent owned by one or more socially and economically disadvantaged individuals, or, in the case of any publicly owned business, at least 51 percent of the stock is owned by one or more socially and economically disadvantaged individuals; and (b) whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it. Members of the following named groups (Black Americans, Hispanic Americans, Native Americans, Asian Pacific Americans, Asian Indian Americans and women regardless of race, ethnicity or origin) and persons certified as socially and economically disadvantaged by the Small Business Administration (SBA) under the SBA Section 8(a) program will be presumed to be both socially and economically disadvantaged by the Council. Respondents must include the DBE Participation Form (Attachment C) in the proposal. The respondent should also submit with their proposal the attached Letter of Intent to Perform as a DBE (Attachment B) or its equivalent for each certified DBE participant. Certification of DBE's will be made in accordance with the Disadvantaged Business Enterprise program of the East- West Gateway Council which is available on the Council s website at Bidder s Response to the RFP: Bidders must indicate responsiveness to requirements by typing in bold letters Comply or Does Not Comply. Bidders are also requested to offer proof of their specification compliance by inserting proof responses within the body of this solicitation. Bidders are encouraged to insert images, pictures and other support materials that will enhance their written responses. Since the evaluation team will be looking to see how well STARRS requirements are met, a clear and concise description is encouraged. Proposals must include requisite training and pertinent warranty periods for each item bid. All bids must clearly identify how items bid meet solicitation requirements. They must also clearly 2

3 show how those items may be configured and priced to meet requirements. If bidders do not bid on every item, those omitted items must be clearly identified. If any questions arise concerning this solicitation, contact STARRS representative identified on the first page on this solicitation. Telephone requests will not be accepted or acknowledged. All questions must be submitted in written form and submitted either via or fax. Responses must be submitted in a sealed envelope in the following manner: Three (3) printed copies of the entire response including applicable executed addendums One (1) electronic file of complete RFP response in MS Word 98 or later format One (1) electronic file of Pricing Response in Excel format All electronic files are to also be sent via to the address below. Submit responses by: All written responses and containing electronic data are due no later than NOON on April 8, All times indicated is Central Standard. St. Louis Area Regional Response System ATTN: Voice and Data RFP One Memorial Drive, Suite 1600 St. Louis, MO frank.schaper@stl-starrs.org Bids not received by the due date and time will not be considered and will be automatically disqualified. There will be no exceptions to this rule. When bids are submitted, they must include a bidder s cover page as well as a table of contents to facilitate the evaluation process. 3

4 Attachment A Affirmative Action Checklist Federal regulations require that any firm with 50 or more employees soliciting a federally funded contract must have an affirmative action program. If applicable, please provide a brief response to the following items that would typically be covered in any such program. You may provide a copy of your program and reference the appropriate pages. Only one copy is required. 1. Date plan was adopted 2. Name of affirmative action officer 3. Statement of commitment to affirmative action by the chief executive officer 4. Designation of an affirmative action officer, of assignment of specific responsibilities and of to whom the officer reports 5. Outreach recruitment 6. Job analysis and restructuring to meet affirmative action goals 7. Validation and revision of examinations, educational requirements, and any other screening requirements 8. Upgrading and training programs 9. Internal complaint procedure 10. Initiating and insuring supervisory compliance with the affirmative action program 11. Survey and analysis of entire staff by department and job classification and progress report system 12. Recruitment and promotion plans (including goals and time tables) 4

5 Attachment B Letter of Intent to Perform as a DBE Project Title or Description: The undersigned intends to perform work in connection with the above project as (check one): a prime contractor a subcontractor a joint venture other (please specify) If applicable, name of prime contractor or joint venture partner: The undersigned is prepared to perform the following described work in connection with the above project, (work items to be performed): at the following price: (Date) (Name of Disadvantaged Contractor) By: (Signature & Title) Note: DBEs must be certified by STARRS prior to contractor selection. 5

6 Attachment C DBE Participation Form Project Title or Description: 1) Identification of Participating DBEs (If this from is not submitted with your proposal your bid will be deemed non-responsive) (a) DBE Name and Address (b) Bid Item Number (c) $ Value of DBE Work (d) % of Total Contract Total The undersigned submits the above list of DBEs to be used in accomplishing the work contained in this proposal. Company: By: Date: Title: 6

7 ONLY NEEDED WITH CONTRACTS OF $100K OR GREATER Attachment D Certification Regarding Lobbying The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Name of Entity Name and Title of Authorized Official Signature of Above Official) Date 7

8 Bidder s Contacts To assist STARRS evaluation team in properly evaluating this bid, please use the table below to indicate the name, title and contact information of personnel responsible for clarifying bidder s responses to this RFP. Section Name Position Entire RFP System Technical Requirements Cost & Pricing Information Service & Support Requirements Bidder s Ability to Execute Proposal Manufacturer s Vision Information 8

9 Company Evaluation Section Profile the bidder s company. Indicate its experience providing similar solutions to organizations like STARRS. Indicate the bidder s commitment to the proposed manufacturer s solution. Include number of certified technicians, length of time representing manufacturer s products, etc. Indicate the bidder s ability to support STARRS installation, service and maintenance needs. Include hours of operation, number of pertinent personnel, spares inventory, etc. 9

10 Reference Accounts Please indicate below five existing customer references that have been installed over 90 days. These customers must be able to be contacted and/or visited to witness system performance and its ability to support STARRS needs as defined in this solicitation. Company Address Contact/Position Phone Fax 10

11 System Technical Requirements Section The proposed system must meet criteria set forth in this chart. The response must be address and accommodate quantities identified within each category. Definitions are as follows: Port/Mod List the number of ports or devices supported by a module/blade or card Equip Number of ports accommodated with full operation at initial configuration Wired Number of ports to which the system can be expanded simply by adding modules/blades or cards to the common equipment Max Number of ports to which the system can be ultimately expanded by adding common equipment Port Requirements PORT/MOD EQUIP WIRED MAX COMMENTS Digital Station Sets Analog Station ports Attendant DSS set CO Trunks (GS/LS) T1/DS1 Trunks PRI Trunks Soft phone ports 11

12 Phone Sets Station Requirements Business Phone with 2 10/100 ethernet switch ports, 2x24 char multifunction LCD display, min 15 flexible keys and min 5 fixed function keys Business Phone with 2 10/100 ethernet switch ports and 2x24 char multifunction LCD display, min 3 flexible keys and min 5 fixed function keys Attendant DSS/BLF Console with min 50 flexible keys and fixed keys to address release, park, transfer, etc. MIN REQ MODEL QTY COMMENTS Analog Terminal Adapter 24-Port CAT5 Patch Panel 48-Port CAT5 Patch Panel CAT5E Wiring Single drop terminated in wiring closet at patch panel and terminated at remote end with all necessary faceplates and material. CAT5E Wiring Dual drop terminated in wiring closet at patch panel and terminated at remote end with all necessary faceplates and material. 24-Port 10/100 Ethernet Switch 48-Port 10/100 Ethernet Switch 24-Port 10/100 Power Ethernet Switch 12

13 Provide an overview of the proposed LAN PBX solution and reference how this converged voice and data solution will meet STARRS needs. Discuss specifically how the proposed solution complies and addresses each of the following requirements. Since STARRS desires a solution that is simple to maintain, discuss how the system supports Voice over IP in both a Layer 2 and a Layer 3 mode. Discuss how the LAN PBX will continue to operate in the event there is a failure in STARRS LAN operating system. Describe how the proposed system can be expanded without replacing or radically changing the initially purchased equipment. Describe how the system accommodates and supports the E911 application. Describe how the system accommodates multiple hunt groups. Discuss how the system supports optional redundant power and disk mirroring. It is important for STARRS that it be protected from hacker assaults and computer virus s, discuss safeguards. Describe the proposed systems ACD (UCD) functionality? Describe how the system allows connections of PCs to telephone sets to support PC Ethernet functions. Describe the system s ability to use an Ethernet connected PC to act as a telephone. 13

14 Describe how the solution allows for unified messaging by merging and voice mail functions to be accessed from either a telephone set or a computer. Describe the LAN PBX s ability to route calls and voice mail message alerts outside the system to home phones, cell phones and other devices. Describe the system s support for CTI applications. Describe how power is provided to the digital phones and other LAN connected devices. If there are multiple options, please identify them. 14

15 Please indicate compliance to the features required by STARRS in the proposed solution. In the S/O column indicate if the feature is standard or an option. In the comments column indicate any exceptions or enhancements. Also indicate any additional costs if it is a cost option. FEATURE COMPLY S/O COMMENTS Add on Conference (4 party) Account Codes Attendant Alternate Answer Attendant Barge In Attendant Night Transfer Attendant Overflow Attendant Transfer Announced Attendant Transfer Unannounced Automated Attendant ANI Busy Lamp Field Call Forward By time of day Call Forward remote Call Forward Busy Call Park Call Pickup Call Queuing Call Transfer CENTREX Compatibility Digit Manipulation Called Number Display Name Display External 15

16 Name Display - Internal Distinctive Ringing Volume Control - Handset Volume Control Ringing Volume Control Intercom/HF Flexible Key Assignment Last Number Redial Least Cost Routing External Paging Access Message Waiting Indication Automatic Set Relocation Multiple Console Operation PC Used as Attendant Console Music on Hold Multiple Tenant Service Off Premise Connections via IP Internal Paging Power Failure Transfer Prime Line Pickup SMDR output System Programmed through web browser Toll Restriction Flexible Numbering of Stations (3,4,5 digits) Consistent Station Numbering among multiple tied sites 16

17 System Speed Dialing Station Speed Dialing Voice Mail Integration Simultaneous Voice and Data per port Automatic Alternate Routing Inter-switch Feature Transparency PRI support Subnet Trunking Traffic Reports Non-Volatile System Program Headset compatible telephone sets Support for analog station connections: fax, cordless phones Retrieve Voice Mail Messages from a personal computer Multiple Line Appearances per station TAPI/WAV support 17

18 Voice Mail configuration The voice mail must be configured with the following parameters. Parameter Minimum Proposed Comments Number of users Number of Ports Storage Capacity Growth Capacity Ports Growth Capacity Hours of storage Min Please indicate compliance to the voice mail features required by STARRS in the proposed solution. In the S/O column indicate if the feature is standard or an option. In the comments column indicate any exceptions or enhancements. Also indicate any additional costs if it is a cost option. FEATURE COMPLY S/O COMMENTS Automatic station identification Broadcast messages Distribution lists Outcall notification Message waiting indication control Delivery Priority Return to operator or other user Retrieve messages from computer unified mailbox Retrieve messages from telephone unified mailbox 18

19 System Administration Management Section Discuss how STARRS internal staff can maintain and support system users. Is a simple GUI interface available for system administration? Identify what levels of training are necessary to perform these functions and what the costs of that training might be. Discuss what controls and abilities users have that enable them to make changes to their stations without the need of a trained technician. Discuss how the system may be upgraded without having to change the hardware. Discuss what system or administrative changes can be made to the system without disrupting ongoing user functions. Discuss how an audit trail is generated to track system management changes. Training for new users is an important issue for STARRS. Discuss how a new user will get functioning quickly and with a limited amount of STARRS technical support. Discuss selfhelp screens, initial voice mail setup functions, GUI user desktop option management, etc. Since STARRS must support remote and home teleworkers, discuss how easy it would be to enable an Agency worker to unplug the office phone and plug it into a remote location network or home DSL/Cable modem/etc. digital network connection. Describe the functionality of this home phone connection. 19

20 System Cost of Ownership Section Discuss the manufacturer s history of system software revisions to installed systems. Since its first software version, how many revisions have been released? What is the policy for upgrading existing systems to the newest level of software? What are the charges from the manufacturer for these software upgrades? How many years of hardware warranty does the manufacturer offer? Discuss how the scalability of this solution will enable STARRS to purchase only what it needs when it needs it, yet be able to grow and add functionality at a reasonable cost. Bidder is to provide a pricing quotation as follows: 1) Quotation #1 shall be for a LAN/PBX configured as defined in this solicitation which must include the appropriate software for voice mail and all appropriate software licensing and hardware for a turn-key solution. All parts are to be listed as separate line items. Include warranty information on all components including installation. 2) Quotation #2 shall be for installation, setup and training of the system. 3) Quotation #3 shall be cost of ongoing system support including an SLA (Service Level Agreement) providing onsite assistance and replacement of hardware based on the following response requirements 1 Hour (Emergency), 4 Hour and Next Business Day. Remember - Proposals must include requisite user and administrative training and must also include pertinent warranty periods for each item bid. All bids must clearly identify those items that meet requirements set forth in this solicitation and must clearly show how those items may be configured and priced to meet bid requirements. If bidders do not bid on every item, those omitted items must be identified. 20