Cloud Based PBX System and Hardware

Transcription

1 Village of Fox Lake, IL Request for Proposals for Cloud Based PBX System and Hardware Date Issued: October 17, 2017 Village of Fox Lake, IL

2 Request for Proposals for Cloud Based PBX System and Hardware 2017 Date Issued: October 17, Purpose of Request The Village of Fox Lake ( Village ) is requesting a three year proposal for the purpose of providing Cloud Based PBX service for 2017, 2018, and 2019 and corresponding phone system hardware. This Request for Proposals (RFP) is issued for the purpose of establishing on behalf of the Village of Fox Lake (Village) a contract, should the Village Board so authorize, with a qualified business to provide the services necessary for the installation, maintenance, continued service for a Cloud Based PBX System, and the recommendation and purchase of corresponding hardware. Hardware will be required to correspond with the starting of Cloud Based PBX service. 2. Time Schedule Issue RFP October 17, 2017 Bidder provide Letter of Intent to Bid.. October 27, 2017 Deadline for Questions... October 30, 2017 Response to Questions November 3, 2017 Mandatory Informational Site Meeting. November 10, 2017 Deadline for Submittal for RFP s... November 17, 2017 Bid Opening (not mandatory) November 20, 2017 (Anticipated) Village Board Meeting for Approval.. December 12, 2017 Notify Firm December 13, Background Information The Village of Fox Lake is located in Lake and McHenry Counties, 55 miles northwest of downtown Chicago. The Village is home to several lakes including but not limited to; Pistakee Lake, Nippersink Lake, and Fox Lake, three connected water bodies that form part of the Chain O Lakes system, flowing southwest via the Fox River to the Illinois River. 4. General Requirements Applicants must demonstrate the ability to provide the technical services and acumen necessary to provide the services described herein. A contract for services may be awarded to the responsible bidder whose proposal meets the requirements and criteria set forth herein and who will enter into an acceptable contract as may be determined by the Village. 5. Proposal Submission Information The following information is to be submitted as part of the proposal. Three (3) copies of the proposal are to be provided. Other material may be attached as deemed appropriate, including documents related to any special features or services offered by the bidder.

3 The proposal must include project schedule, inclusive budget, and a completed service costing form (Attachment A). Each Bidder must attend the mandatory information meeting and site visit on November 10, 2017 which will be at the Village of Fox Lake Village Hall 66 Thillen Drive, Fox Lake, IL Proposal Submission The proposal is to be organized as follows: 6.1. Letter of Introduction: Cover letter not exceeding one (1) page in length which shall include: Pricing for three-year Cloud Based PBX system (cost per year). Cost for the replacement of around 100 plus hardware piece. Names of the individuals who will be assigned to work on this project and their area of responsibility. Date the company was established Proposed Project Schedule: The bidder shall include a proposed outline of tasks, products and a full project schedule for the project. The estimated hours required to complete each task or product shall be given as part of the schedule Inclusive Budget: The bidder shall provide an all-inclusive budget for the project based on the proposed project schedule. The following features shall be included within the Cloud Based PBX system and hardware selection: Voic to Caller ID Call forwarding to cell phone Conference phones / conference bridge 911 address location for any internally placed calls 911 extension location 6.4. Service Costing Form: Attachment A should be completed and includes a unit price for: Replacement of network hardware Annual maintenance fee Hardware installation cost per piece Annual cost per phone-line Emergency response cost per hour Cost per hardware piece (around 150 pieces total) Integration with System (optional cost addition) Video Conferencing opportunities per phone (optional cost addition) 6.5. Qualifications: List of qualifications and other documentation (including relevant certificates)

4 6.6. References: Descriptive narrative of at least five (5) governmental/municipal references including a contact for each listing Proof of liability insurance: Each proposal must include proof of a minimum of ten (10) million dollars in liability insurance, naming the Village of Fox Lake as additional insureds must be provided before signing of the contract Proof of Worker s Compensation Insurance: Workers' compensation and employer's liability insurance in amounts sufficient pursuant to the laws of the State of Illinois; with combined single limits of liability not less than $3,000,000 for bodily injury, including personal injury or death, products liability and property damage Proof of Automobile liability insurance: Automobile liability insurance with combined single limits of liability not less than $1,000,000 for bodily injury, including personal injury or death and property damage. Contractor shall provide a certificate of insurance and a copy of additional insured endorsement concurrent with the execution of a contract with the Village, evidencing such coverage and, at Village's request, furnish the Village with copies of all insurance policies and with evidence of payment of premiums or fees of such policies. The Village of Fox Lake will not be responsible for expenses incurred in preparing and submitting the proposal. Such costs should not be included in the proposal. 7. Conditions of Payment 7.1. Conditions of Payment: Payment by the Village for services rendered shall only be made after the services have been successfully performed. The successful contractor shall submit to the Village an itemized statement containing the cost of materials, labor (as itemized by employee) and other miscellaneous charges. Payment shall be made only after the invoice is approved by an authorized Village representative and may be subject to approval by the Fox Lake Board of Trustees prior to final payment Penalty Clause: The successful bidder shall be subject to the stringent maintenance of the project schedule as submitted. If any project delay occurs at the fault of the selected bidder, the following penalties shall apply: 0 2 week project delay: 0% deduction week project delay: 10% deduction week project delay: 25% deduction Over 8 week project delay: 50% deduction 8. Village Reservation of Rights The Village reserves the right, at its sole discretion, to use without limitation any and all information, concepts, and data submitted in response to this RFP, or derived by further investigation thereof. The Village further reserves the right at any time and for any reason to cancel this solicitation, to reject any or all proposals, to supplement, add to, delete from, or otherwise change this RFP if conditions dictate. The Village may seek clarifications from a

5 business at any time and failure to respond promptly may be cause for rejection. The Village also reserves the right to interview only those businesses it determines shall provide the most advantageous services and to negotiate with one (1) or more businesses to contract terms acceptable to the Village. 9. Terms and Conditions This RFP is issued pursuant to all applicable provisions of the Village s Purchasing Policies and Procedures. Village officials to avoid disclosure of contents that may contain confidential or proprietary information to competing firms shall open responses to this RFP in private. A summary of the results will be made available to the public. The Village will not be liable in any way for any costs incurred by respondents in replying to this RFP. Any modifications to or clarifications of this RFP will be distributed by the Village to each business requiring to be so informed and who provides a fax number and/or mailing address for such purpose. 10. Confidentiality The Village Administrator, or his designee, shall examine the proposals and other documents submitted to determine the validity of any written requests for nondisclosure of proprietary or confidential information. After award of a contract, all responses, documents, and materials submitted by the consulting firm pertinent to this RFP will be considered public information unless otherwise determined by the Village. All data, documents and other information developed as a result of these contractual services shall become the property of the Village. Based on the public nature of RFP s, a business must inform the Village, in writing, of the exact materials in the submittal, which it believes are proprietary or confidential and should not be a part of the public record in accordance with the Illinois Freedom of Information Act. The business will be financially responsible for all expenses of the Village and the firm in defending the denial of access to such material pursuant to a Freedom of Information Act request. 11. Submission Quantity and Method Applicant must submit three (3) copies of their proposal to the Village in a sealed envelope or box marked clearly: Proposal for Cloud Based PBX System and Hardware 12. Submission Location and Contact Person Village Clerk Village of Fox Lake 66 Thillen Drive Fox Lake, IL Phone: (847) All Letters of Intent and questions should be submitted via to Laura Linehan, Assistant to the Village Administrator, at linehanl@foxlake.org. The deadline for a Letter of Intent to Bid is October 27, 2017 at 5:00 p.m.

6 The deadline for questions is October 30, 2017; all responses will be shared in the form of an addendum, and sent only to those who submitted a Letter of Intent to Bid. Response to questions will be provided on November 3, Submission Date and Time Friday, November 17, 2017 at 5:00 p.m. (Submittals received by the Village after this time will be rejected and returned unopened to the sender.) 14. Qualifications for Criteria and Selection Process The objective of this RFP is to select a firm whose responses are determined to be in the best interest of the Village. The minimum criteria that an applicant shall meet to qualify for selection are as follows: The Village shall use an evaluation matrix composed of the following components: a. Response to RFP: The Village shall consider of the RFP response submitted meets all of the above stated requirements. b. Cost: The Village s primary consideration will be the total number of shells received for the show s budget. c. Experience and Qualifications of the Firm: The Village shall consider each firm s prior experience with projects of a similar nature and scope as well as overall background and history. d. References: The Village shall consider the firms performance with shows of a comparable nature for a municipality or governmental agency in a satisfactory manner. e. Overall Show Quality: The Village shall consider the firm s ability to demonstrate the availability of sufficient resources to provide the Village with the best Cloud Based PBX System and hardware. Applicants should be available to make a presentation of their proposal, if so requested by the Village. One business may be selected to perform the services solicited in this RFP. If so selected, such contract shall be executed that reflects the terms and conditions included in this RFP and the selected vendor s response, as well as any other provisions agreed to by both parties.

7 Service Costing Form Attachment A Item Installation Fee Cost for Year 1 Cost for Year 2 Cost for Year 3 Fiber line installation Replacement of network hardware Annual maintenance fee Hardware installation cost per piece (around 150 pieces) Annual cost per phone-line (around 150) Emergency Response (cost per hour) Optional Integration with system Optional Video conferencing opportunities per phone Total Cost Total 3 year Cost