Request for Proposal TELECOM SYSTEM

Transcription

1 BENTON COUNTY, OREGON INFORMATION TECHNOLOGY 209 NW 5 TH ST. CORVALLIS, OREGON PHONE: Request for Proposal TELECOM SYSTEM SIGNED QUOTE MUST BE RETURNED BY 5:00 PM (PST) RETURN DATE August 24, 2018 ISSUE DATE August 3, 2018

2 REQUEST FOR PROPOSAL Benton County, Oregon Information Technology RFP # BCIT For information regarding this quote including further specifications, contact: Grace McDonald, IT Director Benton County Information Technology 209 NW 5 th St. Corvallis, Oregon Phone Number: grace.mcdonald@co.benton.or.us Scope of Work The following specifications are the minimum requirements for the Telecom System project: Overview Benton County and the City of Corvallis share a NEC Univerge SV8500 which resides on both the City of Corvallis and Benton County networks at their co-located Telecommunications Room inside the County Law Enforcement Building, located in downtown Corvallis (see Appendix B network diagram). The SV8500 was originally an NEAX 2400, purchased in The system was upgraded to an SV8500 in 2010 by installing redundant SV8500 servers, while maintaining the NEAX 2400 cabinet for extension and IP PAD Cards for Voice Over Internet Protocol (VOIP). AVST CallXpress currently handles voic and call processing for both the County and City. CallXpress is hosted on its own server in the same location as the SV8500. Call Accounting and asset billing data are captured at the PRI via two separate Comview (now Calero) appliances: Benton County s is owned and administered by Benton County and Corvallis is owned and administered by the Lane Council of Governments (LCOG). NEC UC Automatic Call Distribution (ACD) is used by both the County and the City. Replace Phone System The SV8500 is scheduled to be unsupported by the manufacturer at the end of 2018 and needs to be replaced with a supportable system based on the SIP standard that can accommodate current and future business use. The current phone Counts are as follows: Item Device Totals 667 Analog Devices 50 Digital/VOIP Handsets 617 Ports 883 Item Device Totals 525 Analog Devices 75 Digital/VOIP Handsets 450 Ports 700 Benton County City of Corvallis System Design: Create Mutually Survivable Configuration

3 The SV8500 configuration represents a single point of failure for both Corvallis and Benton County. If an event rendered the core Telecommunications Room inoperable or if the SV8500 experienced catastrophic system failure, Corvallis and Benton County s phone systems would no longer work. In addition, if the connection between Benton County s network and the Corvallis network is ever severed, Benton County s phone system would become inoperable. Corvallis and Benton County need separate phone systems that can fail over to each other in the event of unexpected system downtime. System will be setup with Fault Tolerance such that City phones will failover to Benton County s system (and vice versa) in the event that Call Control is compromised, without losing basic functionality (internal and external dialing). The design should include survivable nodes for specific geographically dispersed locations to assure that at a minimum, safety equipment will be available to communicate via survivable remote technology. Business Requirements: 1. Include itemized hardware, software, and labor costs; design and implementation plan for mutually survivable configuration between the City and County Data Centers. a. All costs should be separately itemized for Benton County and the City of Corvallis. b. Include network design of proposed configuration. c. Specify how design can be implemented using current City and/or County resources. d. Include survivable Call Center functionality. e. Provide solution for geographically remote sites to maintain Telecommunications function if connection is lost to the core. f. Describe how your voic design would work in a failover situation. 2. Include itemized Hardware, software costs to replace or upgrade existing phones as required. All costs should be separately itemized for Benton County and the City of Corvallis. a. Specify if proposed system will operate with current digital and VOIP phones or if there is reduced functionality if current phones are used. Existing NEC models include: i. Series I IP 1. ITR2 Term ii. DT700 series 1. ITL 2. ITL-12D 3. ITL-24D 4. ITL-8LD iii. DT800 series 1. ITY 8LDX 2. ITZ 8LDG(V2) b. Include all station Call Handling features by Phone type. 3. Specify a replacement to the voic and call processing system. a. Provide details of voic system, integration and administration. b. Provide details of processing features and capabilities. 4. Enhanced 911 a. Provide details of Enhanced 911 system, integration and administration. 5. Implementation methodology and plan to minimize disruption and impact to County and City Operations. a. Provide migration plan from the old system to new. Numbering plan will consider existing numbers persist. b. County and City implementation responsibilities and tasks.

4 6. Specify if replacement of the accounting and asset billing system is required and if so, include software Hardware, and labor costs required for replacement. All costs should be separately itemized for Benton County and the City of Corvallis. a. Include list of available billing reports 7. List of standardized reports for administrators and end-users. Please include any custom reporting capabilities. 8. Itemize list of first year software assurance costs or any other expected ongoing annual fees. All costs should be separately itemized for Benton County and the City of Corvallis. 9. Include any City and County responsibilities not listed elsewhere in the quotation. 10. Include annual system maintenance, support or managed services description and costs if required. Vendor Questionnaire Please provide the following information about your company, experience and services. Respond to each item and provide supporting documentation and/or exhibits as requested or desired. 1. Company Name Address Telephone Number Fax Number Address Name of Single Point of Contact Name of Person with binding authority to enter into contracts 2. Describe your company s purpose, mission and values and explain how they will support the relationship with Benton County and the City of Corvallis. 3. Provide a history of your company and the proposed system. 4. Describe the professional staff available for development, training, implementation, and support services. Include their qualifications and experience. 6. Describe general characteristics that differentiate your company from others in the industry. Include any special advantages your services and system provides. 7. Describe your installed customer base in addition to including a complete customer list. 8. Provide a list of five (5) sites similar to Benton County and the City of Corvallis where your proposed hardware and software are currently utilized, with preference to those in relatively close proximity to our location. Include contact information. 9. Include a statement that identifies whether your company is a resident bidder as defined in ORS 279A.120 General Characteristics of Product and Services 1. Describe the proposed system architecture and include installation deployment options. 2. Describe your implementation services, with particular emphasis on planning, conversion and process change management. Provide a sample incremental plan including an onsite pre-installation agenda.

5 3. Identify issues and challenges Benton County and the City of Corvallis should anticipate in the proposed implementation and indicate how they are resolved using your system and services. 4. Describe the types of documentation your company provides with the system. Specify which documentation and updates are included as part of support services. Describe what documentation for in-house custom report writing is available such as ER diagrams and a data dictionary. 5. Describe any available technical support services and each associated cost. If there are different levels of support services, please describe each level and list the services included. 6. Describe system administration, to include setup and maintenance, reports administration, and add/changes/deletes. Specifications Checklist Please respond fully to each item. Omissions and/or incomplete answers will be deemed nonresponsive. Include availability, special system requirements, and additional cost (if any) in the comments. Provide functional specifications in proposal. Yes the system currently meets this requirement and is included with the standard program at no additional cost. Add On the system currently meets this requirement with an add-on-module that is fully integrated. Provide a description and cost in the comments section. Under Development provide a description, anticipated release date and projected cost if possible. With modification - to meet this specification or the system provides this functionality in a different way. Provide a description and any additional costs in the comments section. Customizable Service this can be accomplished through customized services. Please provide a not to exceed cost. No system does not meet and has no plans to meet this requirement. Item # Specification Response Comments 1.0 Product Functionality 1.1 Unified Communications, messaging and Presence. 1.2 Call recording and audio file export. 1.3 Videoconferencing or point to point video; both internally and externally. 1.4 Panic buttons or alarms. 1.5 SPAM Filtering/caller blocking. 1.6 Call Transfer. 1.7 Enhanced 911 functionality. 1.8 Call Logging. 1.9 Voic Indicator Consistent and excellent voice quality Music on hold.

6 1.12 Ability to see when a main office phone is ringing and answer from local desk phone Integrated Fax Service Instant Messaging Outlook integration Active directory integration Conference calls Operator console with address book call transfer capability Ability to have voic sent to ; as an attachment, as a link Works with both VOIP desk phone and soft phone on your computer Ability to page through the phone system and IP based speaker Phone tree capability. (multi language) 1.23 Support TTY lines Call masking for external dialing Hot line. (point to point call on pickup) PROPOSAL EVALUATION CRITERIA. Evaluation of the written response portion to the RFP will be based on a point system. Evaluation shall begin: August 27, 2018 at 10:000 AM PST Benton County Information Technology 209 NW 5 th St. Corvallis, Oregon The possible point values are listed by each evaluation category. Phase one of the evaluation will consist of a total of 560 available points. From there a short list will be established of no more than three vendors to move on to phase two which will consist of a presentation. This phase will consist of a total of 300 available points. The County may reject any bid not in compliance with all prescribed bidding procedures and requirements, and may reject for good cause any or all bids or proposals upon a finding of the County that is in the public interest to do so. Phase 1 PRICING. (0-100 Points) SYSTEM DESIGN. (0-125 Points) GENERAL CHARACTERISTICS OF PRODUCTS AND SERVICES (0-70 Points) SPECIFICATIONS. (0-125 Points) REPUTATION AND EXPERIENCE. (0-70 Points) VENDOR SUPPLIED INFORMATION. (0-70 Points)

7 Phase 2 PRESENTATION Web-based OR live demonstration (0-300) PRICING The pricing should include the full software documentation, one year of maintenance and support including any and all updates that may be required in accordance with specifications. Costs that are not itemized on this bid sheet but necessary for a full system implementation will be considered standard and included in the total cost See Appendix A for Quote Sheet. Transmittal Letter Please address your responses to: Grace McDonald, IT Director Benton County Information Technology grace.mcdonald@co.benton.or.us Include a contact person and their telephone number and address.

8 Appendix A Quote Sheet QUOTE FORM Qty UOM Item Description Price Itemized Infrastructure Hardware costs Costs for Benton County Costs for City of Corvallis Itemized Infrastructure Endpoint costs Costs for Benton County Costs for City of Corvallis Software/licensing cost Costs for Benton County Costs for City of Corvallis Project Management All project management services for full implementation Full data conversion of data Benton County and City of Corvallis assisting with conversion of data. Should include detailed explanation of the roles and tasks for Benton County and City of Corvallis. Installation Costs days onsite, includes all travel and living Initial onsite training days onsite, includes all travel and living Total Price Qty UOM Optional price options Price Optional Modules Costs As determined from Specifications Sheet Additional Costs Any additional costs for a full implementation not included in the above Total Price

9 Annual Maintenance and Support Costs These costs are for Year 1 upon installation through Year 6. Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Support Services and Maintenance Fee Includes: Important: Upgrade/update costs should be included in the maintenance costs where applicable. If not included as part of these fees, please explain in space below. Training In accordance with the specifications, a complete Training Plan should be included with your proposal. Remote Diagnostic Capability To assist in diagnosing software problems or data errors, a remote diagnostic capability should be included in the annual maintenance contract. Please provide service or method for remote diagnostics and any related costs. Prices Prices quoted shall remain valid for 180 days or proposal award, whichever comes first.

10 Appendix B - network diagram Health Services Building Fiber Optic Modem Benton County TELCO PRI s Law Enforcement Building City of Corvallis Library Data Center NEAX2400 Cabinets (Digital, Analog, IP PAD cards) SV8500A NEC DRU ANALOG SV8500B VM Servers NEC DRU County Cisco 4500 City Router/Switch Public Works Data Center DIGITAL Voic (CallXpress) County PAN FW VM Servers Cisco 4500 PBX Terminal Sunset Building Fiber Optic Modems Philomath Library WWW GNAV Fiber Optic Modem VPN Modem Public Works Shops Senior Center Majestic Theater NEC DRU ANALOG VPN Modem Sweet Home Clinic Madison Bld Osborn Aquatic Fire Station 6 NEC DRU DIGITAL S2S VPN VPN Modem East Linn (Future) Muni Court Avery Admin Alsea Library L2 Modem VPN Modem Cisco 4500 Lincoln Clinic Public Works Monroe Clinic Taylor Treatment Plnt Avery Shop Monroe Library SM Fiber SM Fiber L2 Modem VPN Modem BOC/IT Jail/Courthouse Alsea Clinic Fire Station 1 Fire Station 2 SM Fiber SM Fiber L2 Modem Fair Admin Fair Modular DD Clinic Fire Station 3 Fire Station 4 SM Fiber P2P Wifi L2 Modem

11 Appendix C Sample County Contract BENTON COUNTY PERSONAL SERVICES CONTRACT This is an agreement by and between BENTON COUNTY, OREGON, a political subdivision of the State of Oregon, hereinafter called COUNTY, and XXXXXXX. a lawful Oregon corporation, hereinafter called CONTRACTOR. WHEREAS, COUNTY has need for the services of an individual with the particular training, ability, knowledge, and experience possessed by CONTRACTOR, NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree as follows: 1. TERM OF CONTRACT: This contract shall become effective upon signature, and shall terminate on June 30, SERVICES TO BE PROVIDED: See proposal solicitation and CONTRACTOR proposal, attached hereto and marked Attachment B. 3. PAYMENT: XXXXX.XX, to be paid upon completion of the services contemplated by this contract. 4. ASSIGNMENT/DELEGATION: Neither party shall assign, subcontract or transfer any interest in or duty under this agreement without the prior written consent of the other, and no assignment shall be of any force or effect whatsoever unless and until the other party has so consented. 5. STATUS OF CONTRACTOR: The parties intend that CONTRACTOR, in performing the services specified in this agreement, shall act as an independent contractor. Although COUNTY reserves the right to (i) determine and modify the delivery schedule for work to be performed and (ii) evaluate the quality of the completed performance, only CONTRACTOR shall have the control of the work and the manner in which it is performed. CONTRACTOR is not to be considered an agent or employee of the COUNTY and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits COUNTY provides its employees. CONTRACTOR will not be eligible for any federal social security, state workers' compensation, unemployment insurance, or Public Employees Retirement System benefits from amounts paid under this contract, except as a self-employed individual. If this payment is to be charged against Federal funds, CONTRACTOR certifies that it is not currently employed by the Federal government and the amount charged does not exceed its normal charge for the type of service provided. COUNTY will report the total amount of all payments to CONTRACTOR, including any expenses, in accordance with Federal Internal Revenue Service and State of Oregon Department of Revenue regulations. CONTRACTOR shall be responsible for any Federal or State taxes applicable to amounts paid under this contract. 6. WARRANTY: COUNTY has relied upon representations by CONTRACTOR regarding its professional ability and training as a material inducement to enter into this contract. CONTRACTOR represents and warrants that all its work will be performed in

12 accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state, and local laws, it being understood that acceptance of CONTRACTOR's work by COUNTY shall not operate as a waiver or release of such warranty. 7. INDEMNIFICATION. CONTRACTOR shall hold harmless, indemnify, and defend COUNTY, its officers, agents, and employees from any and all liability, actions, claims, losses, damages or other costs including attorney's fees and witness costs (at both trial and appeal level, whether or not a trial or appeal ever takes place) that may be asserted by any person or entity arising from, during or in connection with the performance of the work described in this contract, except liability arising out of the sole negligence of the COUNTY and its employees. Such indemnification shall also cover claims brought against COUNTY under state or federal workers compensation laws. If any aspect of this indemnity or the above warranty shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification or the above warranty. 8. INSURANCE: CONTRACTOR and any subcontractors shall maintain insurance acceptable to the COUNTY as provided in Attachment A. Such insurance shall remain in full force and effect throughout the term of this contract. If CONTRACTOR employs one or more workers as defined in ORS and such workers are subject to the provisions of ORS Chapter 656, CONTRACTOR shall maintain currently valid workers' compensation insurance covering all such workers during the entire period of this contract. 9. METHOD AND PLACE OF GIVING NOTICE, SUBMITTING BILLS, AND MAKING PAYMENTS: All notices, bills and payments shall be made in writing and may be given by personal delivery or by mail. Notices, bills, and payments sent by mail should be addressed as follows: COUNTY: Grace McDonald 205 NW 5 th St. Corvallis, OR CONTRACTOR: and when so addressed, shall be deemed given upon deposit in the United States Mail, postage prepaid. In all other instances, notices, bills, and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to whom notices, bills, and payments are to be given by giving notice pursuant to this paragraph. 10. TERMINATION: At any time, with or without cause, COUNTY, in its sole discretion shall have the absolute right to terminate this agreement by giving written notice to CONTRACTOR. If COUNTY terminates pursuant to this paragraph, CONTRACTOR shall be entitled to payment for all services satisfactorily rendered and expenses incurred through the date of termination; provided, that there shall be

13 deducted from such payment the amount of damage, if any, sustained by COUNTY due to any breach of the agreement by CONTRACTOR. 11. OWNERSHIP OF WORK PRODUCT: COUNTY shall be the owner of and shall be entitled to possession of all work products of CONTRACTOR that result from this contract ( the work products ). In addition, if any of the work products contain intellectual property of CONTRACTOR that is or could be protected by federal law, CONTRACTOR hereby grants COUNTY a perpetual, royalty-free, fully paid, nonexclusive and irrevocable license to copy, reproduce, deliver, publish, perform, dispose of, use and re-use all such work products, including but not limited to databases, templates, file formats, scripts, links, procedures, materials, training manuals and other information, designs, plans or works provided or delivered to COUNTY or produced by CONTRACTOR under this contract. 12. NONDISCRIMINATION: CONTRACTOR shall comply with all applicable federal, state and local laws, rules, and regulations on nondiscrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition, disability, sexual orientation, gender identity or source of income. 13. STATUTORY AND REGULATORY COMPLIANCE: CONTRACTOR shall comply with all federal, state and local laws, ordinances and regulations applicable to the work under this contract, including, without limitation, the applicable provisions of ORS chapters 279A, B and C, particularly 279C.500, 279C.510, 279C.515, 279C.520 and 279C.530, as amended. In addition, CONTRACTOR expressly agrees to comply with Title VI of the CIVIL RIGHTS ACT of 1964 and comparable state and local laws. CONTRACTOR shall also comply with Section V of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (Pub. Law No ), ORS 659A.142, ORS 659A.145, ORS 659A.400 to ORS 659A.406 and all regulations and administrative rules established pursuant to those laws. Contractor certifies that it is not disqualified or debarred from entering into this contract under ORS 279B.130, 279C.440 and/or any applicable Federal compliance requirements in accordance with 2 CFR part EXTRA (CHANGED) WORK: Only the Chief Operating Officer may authorize extra (and/or changed) work. Failure of the CONTRACTOR to secure COO authorization for extra work shall constitute a waiver of any and all right to adjustment in the contract price or contract time due to such unauthorized extra work and the CONTRACTOR thereafter shall be entitled to no compensation whatsoever for the performance of such work. CONTRACTOR further expressly waives any and all right or remedy by way of restitution and quantum merit for any and all extra work performed by CONTRACTOR without the express and prior written authorization of the Director. 15. CONFLICT OF INTEREST: CONTRACTOR covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of its services. The CONTRACTOR further covenants that in the performance of this contract it shall not employ any person having any such interest. 16. AUDIT: CONTRACTOR shall maintain records to assure conformance with the terms and conditions of this agreement, and to assure adequate performance and accurate expenditures within the contract period. CONTRACTOR agrees to permit Benton County, the State of Oregon, the federal government, or their duly authorized representatives to audit all records pertaining to this agreement to assure the accurate

14 expenditure of funds. CONTRACTOR shall notify COUNTY of any independent audit report of CONTRACTOR'S activities or finances prepared for CONTRACTOR and agrees to submit such reports to the Director upon request. 17. GOVERNING LAW: This contract shall be governed and construed by the laws of the State of Oregon. 18. SEVERABILITY: If any term or provision of this contract is declared by a court of competent jurisdiction to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected. 19. MERGER: This writing and the attached exhibits constitute the entire and final contract between the parties. No modification of this agreement shall be effective unless and until it is made in writing and signed by both parties. DATED this day of, CONTRACTOR BENTON COUNTY Date: IT Director Date: Reviewed as to form: County Counsel AFFIDAVIT CONTRACTOR declares that it does not currently employ, and will not employ any individuals for work under this contract during the term this contract is in force. Principal Date

15 ATTACHMENT A INSURANCE REQUIREMENTS The CONTRACTOR and its subcontractors shall maintain insurance acceptable to the COUNTY in full force and effect throughout the term of this contract. It is agreed that any insurance maintained by COUNTY shall apply in excess of, and not contribute with, insurance provided by CONTRACTOR. CONTRACTOR shall not commence any work until CONTRACTOR obtains, at CONTRACTOR's own expense, all required insurance as specified below. Such insurance must have the approval of Benton County Counsel as to limits, form and amount. The policy or policies of insurance maintained by the CONTRACTOR and its subcontractors shall provide at least the following limits and coverages. _X_ General Liability including personal injury, bodily injury and property damage with limits as follows: Either 1,000,000 Per Occurrence / 2,000,000 General Aggregate / 2,000,000 Products and Completed Operations Aggregate. Aggregates shall apply per Project. Or _X 2,000,000 Per Occurrence / 4,000,000 General Aggregate / 4,000,000 Products and Completed Operations Aggregate. Aggregates shall apply per project. _X Automobile Liability Covering any vehicle used on County business Either 1,000,000 per accident Or _X 2,000,000 per accident _X Worker's Compensation Per Oregon State Statutes Professional Liability limits not less than 1,000,000 Per Claim and 1,000,000 annual aggregate with 24 months tail coverage. Property of Others in Transit (if Contractor to haul County Equipment) limits to be not less than 100,000 per occurrence / 500,000 General Aggregate If this contract extends beyond July 1, 2017, the above limits shall rise to the limits established in the Oregon Tort Limit Act, ORS , , , and

16 Contractor must provide proof of increased insurance coverage to coincide with statutory increases in the tort liability caps. CONTRACTOR'S general liability and automobile insurance must be evidenced by certificates from the insurers. The policies shall name Benton County, its officers, agents and employees as additional insureds and shall provide Benton County with a 30-day notice of cancellation. Worker's compensation insurance must be evidenced by a certificate from the insurer. The certificate need not name Benton County as an additional insured, but must list Benton County as a certificate holder and provide a 30-day notice of cancellation to Benton County. Certificates of Insurance shall be forwarded to: Benton County Counsel 205 NW 5 th St. Corvallis, OR CONTRACTOR agrees to deposit with the COUNTY, at the time s/he returns the executed contract, Certificates of Insurance or Binders of Insurance if the policy is new or has expired, sufficient to satisfy the COUNTY that the insurance provisions of this contract have been complied with and to keep such insurance in effect and the certificates and/or binders thereof on deposit with the COUNTY during the entire term of this contract. Such certificates and/or binders must be delivered prior to commencement of the work. The procuring of such required insurance shall not be construed to limit CONTRACTOR'S liability hereunder. Notwithstanding said insurance, CONTRACTOR shall be obligated for the total amount of any damage, injury or loss caused by negligence or neglect connected with this contract.