REQUEST FOR PROPOSAL 33/2015 UPGRADE OF NETWORK INFRASTRUCTURE & IMPLEMENTATION OF A VOIP BUSINESS SOLUTION

Transcription

1 REQUEST FOR PROPOSAL 33/2015 UPGRADE OF NETWORK INFRASTRUCTURE & IMPLEMENTATION OF A VOIP BUSINESS SOLUTION For The Corporation of the City of Thunder Bay -- Thunder Bay Police Service -- Proposal Closing Date and Time Monday, June 8, 2015 at 4:00 p.m., local time A Mandatory Site Visit is scheduled for Tuesday, May 26 at 10:00 a.m. (see page 3 for location and details) Proposals are to be Delivered to: City of Thunder Bay Supply Management Division Victoriaville Civic Centre (main floor) 111 Syndicate Avenue South Thunder Bay, ON P7E 6S4

2 Page 2 of 15 INFORMATION TO BIDDERS Definitions Proponents(s)/Bidder(s): means all persons, partnerships or corporations who respond to this RFP and includes their heirs, successors, and permitted assigns. City: means The Corporation of the City of Thunder Bay Contract: means the agreement to be entered into between the Successful Bidder and the City with respect to the supply of the Goods and or Services. It shall be based upon this RFP, with any agreed upon amendments, and shall include any plans and specifications and will be held to cover the supply of any and all work, labour, implements and materials that could be reasonably required to properly and satisfactorily supply the Goods or Services. Request for Proposal: means this Request for Proposal (RFP) document including all schedules, parts and attachments, as issued by the City, including any addenda or amendments made to it after initial issue. May: Used in this document denotes permissive. Must/Shall/Will: Used in this document denotes imperative. Successful Bidder: means the Proponent/Contractor/Bidder whose RFP submission is/are accepted and who has/have agreed to supply the Goods and/or Services as outlined herein. Submission If your firm is interested in this project, please submit three (3) copies sealed of your proposal submission to the address shown on the cover page. All submissions are to be clearly marked as to contents. Document Fee The City charges a non-refundable fee of $35.00 (inclusive of taxes) for documents payable by cheque, cash or debit. If downloaded, the fee is to be included in the submission. Closing Date and Time Consideration will be given to your proposal if received in the Supply Management Office not later than the date and time shown on the cover page. The lowest cost proposal will not necessarily be accepted, and the City reserves the right to reject any and all proposals and/or re-issue the RFP in its original or revised form. Facsimile, , or telephone proposals will not be accepted.

3 Page 3 of 15 Late Proposals Proposals received after the deadline will not be considered. The City will assume no responsibility for submissions that do not arrive in the Supply Management Office by the specified closing date and time. Late submissions will be returned unopened to the proponent. Grounds for Disqualification of Submission The City will disqualify or deem submissions non-compliant for the following reasons, unless otherwise noted in this document: Failure to submit documents in accordance with the closing date and time on the cover page or any subsequent addenda. Failure to complete, sign and return submittal form provided. Failure to comply with any of the mandatory requirements. Mandatory Site Visit and Meeting Site tour for potential vendors to ask questions and seek clarification for the project. There will be a one-time only Mandatory Site Visit and Meeting to be held on: Date: Tuesday, May 26, 2015 Time: Location: 10:00 a.m. local time 1200 Balmoral Street (Police Station), main lobby, Thunder Bay, ON P7B 5Z5 Bidders must register (sign-in) with the City representative conducting the site meeting. Failure to attend and to register (sign-in) will result in your bid being disqualified. Each bidder must visit the site of the work before submitting his bid and must satisfy himself by personal examination as to the local conditions to be encountered during the design, delivery, installation, and commissioning of the work. He shall make his own estimate of the difficulties to be encountered. He is not to claim at any time after submission of its tender that there was any misunderstanding of the terms and conditions of the contract relating to site conditions. Personnel representing the following City Departments are anticipated to be present at the site visit: Police Services Supply Management

4 Page 4 of 15 Questions/Inquiries Communications concerning this Request for Proposal are to be in writing and directed to; Vicki Gagné-Smith (or designate) Supply Management Division Phone (807) Fax (807) vgagne-smith@thunderbay.ca Inquiries must not be directed to other City employees or Elected Officials. Directing inquiries to other than those designated may result in your bid being rejected. The deadline for questions/inquiries will be Monday, June 1, 2015 at 12:00 noon. All clarification requests are to be sent in writing to the individual mentioned above. No clarification requests will be accepted by telephone. Responses to clarification requests will be provided to all interested parties. Any and all changes to the Request for Proposal will be issued by the Manager, Supply Management (or designate) in the form of a written addendum. Acknowledgement of Addenda If addenda are issued, their receipt is to be acknowledged by the proponent by including them as part of the proposal submission to ensure that all requirements are included in the submission. Failure to include all addenda may result in your submission not being considered. The City will assume no responsibility for oral instructions or suggestions. Addenda will be provided to all who have registered with the City Supply Management Section. As well, they will be posted on the City s website for download. It is the bidder s responsibility to check the website prior to closing for any issued addenda. The City will assume no responsibility for any addendum not received. Review of Requirements All proponents should carefully review this solicitation for defects or questionable matter. Comments or the need for clarification must be made in writing as requested in this RFP. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Supply Management Section as per the terms set out in this Request. Submissions shall be in accordance with City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations and the City by-law Number For additional information about the City of Thunder Bay and their policies and by-laws visit

5 Page 5 of 15 Sustainable Environmental Social Initiatives The City is committed to a procurement process for Goods and Services that takes into account sustainable, environmental and ethical considerations. Potential partners of the City must respect fundamental human rights and treat their workers fairly and with respect. They are also expected to strive continually towards minimizing the environmental impact of their operations. References The submission of a proposal authorizes the City to contact all references provided. Failure to provide references and details of experience may result in this proposal not being considered. City staff, elected officials or City Departments are not to be used as references. Freedom of Information All proposals submitted to the City become the property of the City, and as such, are subject to the provisions of the Municipal Freedom of Information and Protection of Privacy Act. This will confirm that the City will not use/disclose the information provided, without proper authorization, and will keep the information in a physically secure location to which access is given only to staff requiring access. Bidder Debriefings Bidder debriefings will be offered for procurements valued at $60,000 or higher and must be requested within 60 calendar days following the date of the contract award. Indemnity The successful proponent shall indemnify and hold the City harmless from and against any liability, loss, claims, demands, costs and expenses, including reasonable legal fees, occasioned wholly or in part by any acts or omissions either in negligence or in nuisance whether wilful or otherwise by the bidder, it s agents, officers, employees or other persons for whom the bidder is legally responsible. Litigation No bid shall be accepted from any Contractor, its principals, directors or any officer of that firm, or another related person (as determined by the Manager Supply Management, in his or her sole and unreviewable discretion), with whom the City is engaged in unresolved litigation. Attachments Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations Certificate of Insurance Undertaking to Comply Attachment A

6 Page 6 of 15 Rights Reserved by the City Proposals will be evaluated from firms or individuals that can demonstrate that they have the necessary staffing, facilities, experience, ability and financial resources to perform the work in a satisfactory manner. Proven track record must be demonstrated. The City reserves the right to inspect the bidder s facility and to perform such investigations as may be deemed necessary to insure that competent personnel and management and suitable equipment/material will be used in the performance of this contract. Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal, unless clearly and specifically noted in the proposal and in any contract between the City and the firm(s) selected. The City reserves the right without prejudice to reject any or all proposals and to determine in its own best judgement the firm best qualified to undertake this contract. The City is not responsible for any costs incurred by the proponents in the preparation of their response to the proposal call or attendance of any selection interviews. The City will not accept responsibility for any delays or costs with any reviews or approval process. The Evaluation Committee reserves the right to be the sole judge of the acceptability of any proposal, and also any alternative proposed, and to purchase the service which in its opinion most closely meets the operating requirements of the City. The City, unless it otherwise states, reserves the right to award by item, or part thereof, groups of items, or all items of the proposal, and to award contracts to one or more proponents submitting identical submissions as to price; to reject any and all submissions in whole or in part; to waive technical defects, irregularities and omissions and to negotiate minor changes, if in so doing, the best interest of the City will be served. The City reserves the right to cancel the contract without cause and without incurring any liability whatsoever if deemed in the best interest of the City to do so. The City reserves the right to terminate the contract without notice if due to non-performance and unsatisfactory service and unsatisfactory product performance. The City reserves the right to call in alternate services if the proponent is unable to provide the service when it is requested. The decision of the Evaluation Committee shall be final and without recourse. Prices must be firm for the duration of the contract. The City reserves the right to award this contract in whole or in part without recourse or penalty that which is deemed most advantageous to the City. The City has the right to negotiate minor changes with the proponent that presented the most attractive proposal. The City of Thunder Bay Council shall have the final authority on all matters regarding this Request for Proposal. This is an invitation for proposals and not a tender call.

7 Page 7 of 15 Insurance The successful proponent shall, at its own expense, obtain and maintain until the termination of the contract, and provide the City with evidence of: Comprehensive general liability insurance on an occurrence basis for an amount not less than Five Million ($5,000,000 dollars) and shall include the City as an additional insured with respect to the City s operations, acts and omissions relating to its obligations under this Agreement, such policy to include non-owned automobile liability, personal injury, broad form property damage, contractual liability, owners' and contractors' protective, products and completed operations, contingent employers liability, cross liability and severability of interest clauses; Automobile liability insurance for an amount not less than Five Million ($5,000,000) dollars on forms meeting statutory requirements covering all vehicles used in any manner in connection with the performance of the terms of this Agreement. Professional Liability (Consultant): The successful proponent shall carry insurance covering the work and services described in this agreement. Such policy shall provide coverage for an amount not less than Two million ($2,000,000) dollars. The Owner will not accept an agreement which limits the liability of the proponent to the amount of its liability insurance coverage The policies shown above will not be cancelled or permitted to lapse unless the insurer notifies the City in writing at least thirty (30) days prior to the effective date of cancellation or expiry. The City reserves the right to request such higher limits of insurance or other types of policies appropriate to the work as the City may reasonably require. The successful proponent shall not commence work until such time as evidence of insurance has been filed with and approved by the Manager Supply Management for the City. The successful Firm shall further provide that evidence of the continuance of said insurance is filed at each policy renewal date for the duration of the contract. Workplace Safety and Insurance Act (From Successful Proponent Only) Upon award, the successful proponent shall submit a copy of a valid and current Clearance Certificate from the WSIB or documentation from the WSIB confirming their exemption. This information is available to the Proponent on-line at Certificates Required: (From Successful Proponent Only) Prior to the commencement of any work under this contract the successful proponent will file with the City a Certificate of Insurance on the City s form provided, a Signed Undertaking to Comply and a WSIB Clearance Certificate. No purchase order will be issued until all insurance, Undertaking to Comply and WSIB requirements have been satisfied.

8 Page 8 of 15 EVALUATION An Evaluation Committee has been established to review and evaluate each proposal based on the criteria and scoring listed below. CRITERIA POINTS AVAILABLE 1 Cost to the City of Thunder Bay Police Service 30 2 Compliance with proposal requirements and required specifications/technology components, Warranty on workmanship Project plan/schedule/continuity/ability to complete as required References and/or citations from prior installations where equal services have been provided for projects of similar size and complexities General Experience of Firm - Staff Availability, Training for Police Service Staff 5 Demonstrated Environmental & Social Stewardship environmental friendliness of the product or service and/or unique environmental or social initiative(s) the company has undertaken 15 5 Value Added or Innovative techniques proposed 5 Total Available Points Prior to Presentation 100 Solution demonstration 10 Total Available Points Following Presentation 110 EVALUATION PROCESS In addition to the proposals submitted, being reviewed and evaluated in accordance with the criteria listed, bidders may be requested to provide clarification or address specific requirements not adequately covered in the original submission. Based upon the evaluation results of the RFP, the City may require a demonstration of the proposed system from any or all of the top three (3) highest scoring proponents prior to award; in which case, the demonstration would form part of the final evaluation. All such demonstrations will be at the bidder's expense. Any additional information may in no way materially alter or add to the submission originally proposed. Short-listed proponent(s) will be contacted to arrange the date, time (and location) for their demonstration. It is anticipated that the demonstration will consist of a brief introduction of the evaluation committee, followed by a presentation by the proponent and concluded with a question and answer period. Failure to provide a demonstration on the scheduled date may be cause for disqualification. It is not mandatory that demonstrations be done in person; video conferencing for a presentation is also acceptable. The decision of the Selection committee shall be final and without recourse.

9 Page 9 of 15 PROPOSAL CALL AND SUBMISSION REQUIREMENTS: The Corporation of the City of Thunder Bay (City), Police Service, invites proposals from qualified firms for the in, Thunder Bay, Ontario, in accordance with the following City of Thunder Bay Standard Terms and Conditions for Tenders, Proposals, Contracts and Quotations, City By-Law Number , General Requirements and Scope of Work Submissions should include, but not necessarily be limited to, the following: 1. Total Cost to the City Taxes Extra; 2. A brief description of your firm its clients, its history, its projects, its staff; 3. A company description, exact location and address; 4. A summary of your understanding of this proposal; 5. An outline of the services to be provided; 6. Your firm s experience in similar projects; 7. Samples/Descriptions of previous work; 8. Warranty on Workmanship 9. Addressing all aspects in regards to the Scope of Work/Terms of Reference; 10. References; 11. Company contacts, c/w phone numbers - communication; 12. Environmental and Social initiatives your firm may have undertaken; 13. Value Added/Innovative techniques; 14. Any other supporting information you may wish to include with your submission. In order for the City to evaluate proposals fairly and completely, offers should follow the format set out herein and provide all of the information requested. Failure to complete and include information as required may result in your submission not being considered.

10 Page 10 of 15 SCOPE OF WORK Thunder Bay Police Service - Upgrade of Network Infrastructure & Implementation of a VOIP Business Solution The Project: The Thunder Bay Police Service (TBPS) is seeking a single qualified vendor to provide an end-to-end solution to: Replace the existing Local Area Network infrastructure with a 10 GbE network Review and upgrade the network configurations and switching equipment Install the foundations of a Cisco V.O.I.P. enterprise phone solution to replace the existing Centrex system located at 1200 Balmoral Street. Total replacement of the existing phone system to occur in 2016 The project has the following main components: 1. Replace Existing LAN with 10GbE infrastructure - Planning and installation of new racks and patch panels as required, taking into consideration cooling availability - New cabling to all endpoints while maintaining uptime for our 24x7 environment - Replacement and disposal of outdated cabling throughout the building - New cabling may include I.P. CCTV cameras (To be determined by the requirements resulting from a separate RFP for CCTV I.P. cameras) - Onsite survey to determine future Wi-Fi access points inside of 1200 Balmoral Street - Cabling to the future access point locations 2. Review Existing Switch/Network Configurations and Hardware - Analyze configurations for existing Cisco network - Install and configure multilayer switches compatible with Cisco Discovery Protocol - Implement all required network configurations 3. Replace Enterprise Phone System with a Cisco V.O.I.P. solution - The total replacement of the Centrex system is required in The initial installation of the Cisco V.O.I.P. solution will include server infrastructure, replacement of our front desk switchboard, up to 25 users, and the necessary licensing and maintenance. The system will expand in 2016 to include up to 200 phone lines in total. - The initial Cisco V.O.I.P. system must be able to operate in conjunction with the existing Centrex system. - Options/cost must be provided to either use physical servers for the backend infrastructure or virtual - Unit costs beyond the 25 sets must be included for handsets, licensing and maintenance in the following breakdown: - 25 units, 50 units, and 100 units

11 Page 11 of 15 Background LAN/SWITCH Upgrade The TBPS is replacing its existing networking core in preparation for future technologies. The existing system includes but may not be limited to the following Ten 48 Port Cisco Switches Token Ring Cabling Category 3, 5, 5e and 6 Cabling. UPS Backup Equipment 5 Dedicated Networking Racks Numerous Patch Panels The TBPS has two floors with a mixture of cabling in the conduits, and between the two floors. Enterprise Phone Upgrade The TBPS is replacing its existing Centrex telecommunications system which was in installed in The existing system includes but may not be limited to the following 197 Centrex locals (direct lines) 16 Centrex trunks (lines on a system) SINGLE LINE SETS Approximately 200 sets The TBPS also has its own voic /auto attendant system, which is maintained by Tbaytel. The TBPS has one main branch office that would require the technology at 1200 Balmoral Street, Thunder Bay, Ontario. In General Lan/Switch Upgrade It is expected that the new LAN/Switch Upgrade solution will have at least a ten (10)+ year productive life and must be designed and configured to support the future growth and expansion requirements of the organization in terms of both size and functional parameters. The LAN/SWITCH Upgrade has the following main components: 1. Develop a solution that allows continuity of work for employees and access to applications 2. Review current network infrastructure and switch programming (VLANs, Routing, Security, etc). 3. Wi-Fi site analysis for coverage at 1200 Balmoral St. 4. Remove and dispose of all existing wiring in all the conduits and offices throughout the entire building 5. Replace all existing wiring with proposed cabling solution 6. Label and install cabling for proposed Wi-Fi access points at 1200 Balmoral St. 7. Program and test new switches with proposed configurations including but not limited to Routing, VOIP, VLANS, QOS, Server/VMware Trunk Ports, Wi-Fi, CCTV 8. Install and label new networking room patch panels, cables and switches into vendor supplied racks with neat cable/rack management solution. 9. Replace all jacks at building endpoints 10. Label all cables at the endpoint, patch panel point, and switch 11. Test all cabling back to termination points 12. Work with TBPS IT to test applications and switch configurations 13. Provide building diagrams of all cabling, endpoints, patch panels and switches 14. Provide knowledge transfer of switch programming to TBPS IT

12 Page 12 of Remove and dispose of any networking room patch panels, racks, cables and equipment no longer needed. Enterprise V.O.I.P. Phone System Upgrade It is expected that the Enterprise V.O.I.P. Phone Upgrade solution will have at least a ten (10) year productive life and must be designed and configured to support the future growth and expansion requirements of the organization in terms of both size and functional parameters. The new system must also incorporate and allow for onsite auto attendant and voic services which will be monitored and maintained by TBPS. Any maintenance such as voic box additions, changes and/or deletions will be done by onsite staff. The recordings/greetings for the auto attendant will be done by the successful vendor. In addition to the features that the TBPS currently has, the organization requires caller ID, and call tracing. Also required is the ability to move handsets to different locations throughout the system, and have the calls routed to the new location without the requirement of calling in a service technician to make changes to the wiring system. All sets implemented as part of this new system must be powered directly using the Ethernet Port (POE) and not using a separate power source. The TBPS requires that the proposed system includes some form of direct dial/failover lines to be used in the event that the system fails or there is an issue with the network. The Enterprise V.O.I.P. Phone Upgrade has the following main components: 1. Develop a solution that builds on the previously implemented network 2. Program all switching equipment with the additional VOIP required configurations General Requirements 1. The scope of work includes all the necessary labour, materials, equipment and supervision to completely install a new Local Area Network at the Thunder Bay Police Service 1200 Balmoral Street. 2. All of the equipment to be installed must be certified new and not used. We will consider any manufacturer for the networking equipment, but we would prefer Cisco for their feature set, reliability, security and reputation. 3. All of the existing equipment to be removed will become the property of the successful vendor, and must be removed from the premises. 4. As part of the RFP process, each proponent will be required to conduct an onsite Network Assessment at their own expense. The results of the assessment are to be included in their proposal submission for the Thunder Bay Police Service information in the decision making process. 5. Each submission will be followed by a second scheduled site visit or conference call to discuss and clarify the RFP response before final evaluation is completed. 6. Each proponent must make available a Product Demonstration as well as a continuity plan in a manner acceptable to the TBPS. 7. Go-live support is required one month after installation and the cost of same must be included in the total cost of the new system. Costs related to on-going support, i.e. after the go-live period, must also be identified including those from the successful proponent as well as any that might be required for support products from manufacturers. It is also important that the protocol for support is spelled out as to who will take the lead, the successful proponent or the manufacturer.

13 Page 13 of Early completion is of the essence and will be considered as part of the evaluation. 9. The successful bidder will liaise with local telephone supplier/provider to arrange/ implement changes and additions to local systems and telecom services required to implement the proposed solution and fail over system. 10. All as built documentation is provided for all work performed on the implementation of the solution as well as technical training for all Thunder Bay Police Service I.T. staff required to maintain the solution. System Documentation and Training The vendor is required to present adequate documentation covering the entire scope and extend of completed work, including but not limited to: Theory of Operation System outline and overview. Management Breakdown - Description of administrative functions required to supervise and manage the systems. Product Manuals - Delivery of complete manufactures manuals for all system software and hardware components. As-Built Drawings Delivery of complete and thorough as-built drawings indicating the full scope of work as performed by the vendor. As-built drawings shall include detailed floor plans, riser diagrams and network connectivity diagrams. Instruction is to include complete information regarding both system operations and management. Training sessions must be clearly identified and broken down into significant topics. Support and Warranty Options Support and Warranty options should be provided for both hardware and software for various term lengths. Project Management The vendor shall have a Project Manager overseeing the work at all times throughout the duration of this Contract. The Project Manager must be the primary point of contact for the duration of this Contract. Onsite/Video Conference Bid Presentation After submitting the written proposal, the vendor shall present and explain their solution, in person, or via Video Conference technologies at a later date to be determined. See Page 8

14 Page 14 of 15 SCHEDULE OF PRICING UPGRADE OF NETWORK INFRASTRUCTURE & IMPLEMENTATION OF A VOIP BUSINESS SOLUTION For the City of Thunder Bay, Police Service -- The price(s) quoted Include all duty, taxes (other than HST), customs, clearances, cartage, freight and all other charges now or hereafter imposed or in force and is a Total Firm Price. Harmonized Sales Tax (HST) to be Extra. Harmonized Sales Tax (HST) must be shown separately on invoicing. A CASH DISCOUNT OF % will be allowed if accounts are paid within days after the receipt of the bill for goods that are acceptable. Terms of Payment (cash discount) will be taken into consideration as part of the award. TOTAL PRICE FOR SYSTEM AND INSTALLATION $ /LOT (HST Extra)

15 Page 15 of 15 Proponent Covenant: SUBMITTAL FORM (This page must be completed and returned with your submission) I/We the undersigned authorized signing officer of the proponent, hereby declare that no person, firm or corporation other than the one represented by the signature below, has any interest in this submission. I/We further declare that all statements, schedules and other information provided in this submission are true, complete and accurate in all respects to the best knowledge and belief of the proponent. I/We further declare that this submission is made without collusion, connection, knowledge, or comparison of figures or arrangement with any other company, firm or persons making a submission and is in all respects fair. I/We understand that this may result in the rejection of our submission if this declaration is found to be untrue. I/We have received, allowed for and included as part of our submission all issued Addenda. PRINT LEGAL NAME OF FIRM MAILING ADDRESS CITY POSTAL CODE NAME OF CONTACT PERSON (PLEASE PRINT) PHONE NUMBER FAX NUMBER CELLULAR NUMBER ADDRESS SIGNATURE OF AUTHORIZED OFFICIAL PLEASE PRINT NAME DATE

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18 From: Ph: City of Thunder Bay Supply Management Division Victoriaville Civic Centre 111 Syndicate Ave S (main floor) THUNDER BAY ON P7E 6S4 CLOSING DATE PROPOSAL # When Downloading Proposal Documents, cut or fold this page in half and Affix this ADDRESS LABEL to your proposal submission envelope. Please indicate the Proposal #. Also include your firm s name in the top left corner.