Department of Finance Tel (914) 654-2072 515 North Avenue Fax (914) 654-2344 New Rochelle, NY 10801 Writer's Tel (914) 654-2353 Howard Rattner Commissioner City of New Rochelle New York REQUEST FOR PROPOSAL Specification No. 5045 Replacement of Cisco Based Catalyst System 1) INTENT The City of New Rochelle is soliciting vendors to replace our existing CISCO Systems based Catalyst Switches and Routers in our City Hall and Police Department locations with upgraded Cisco based Equipment as outlined and listed herein. The City desires installation to begin no later than 1/15/15 and be completed by 3/16/15. Interested proposers are asked to submit cost proposal to include outright purchase including 5 year maintenance plan and/or five year finance plan with buy -out. Proposals must be submitted no later than 3pm on December 16, 2014. Please address your proposal response as follows: City of New Rochelle Purchasing Office- Spec 5045, 515 North Avenue, New Rochelle, N.Y. 2) PRE-PROPOSAL QUESTIONS / PROPOSAL DUE DATE All questions must be submitted in writing via e-mail to pcampone@newrochelleny.com no later than noon on November 17, 2014. Responses to all questions will be posted on the City s website no later than 3pm, November 21, 2014. It shall be the proposer s responsibility to obtain this information; the City will not notify interested parties directly. The City reserves the right to amend the RFP based on questions and issues raised at any time prior to the RFP submission deadline. 3) BACKGROUND INFORMATION Presently the City of New Rochelle s has a CISCO Catalyst Series 4500x with a Verizon based phone system with approximately 300 phones that connects to a Cisco IP based Unified Messaging system and a SMDI Link. 1
4) SCOPE OF WORK Provide Hardware, Software and installation for CISCO Systems based Catalyst Switches and integration into an existing Cisco Call Manager solution. Vendors must provide implementation strategies and pricing that fits in the guidelines as outlined below: - Vendor will provide a Visio networked diagram of the proposed network configuration. - Vendor must provide documentation on Integrating and support of existing Cisco IP Unified Messaging System, Call Manager solution and a SMDI solution into the New CISCO Systems based Catalyst Switches as described. - Project Management and a Cisco Certified Engineering Team must be assigned to work with the City of New Rochelle to determine the installation layout, design, and features needed for project completion. - The New equipment will be installed in the New Rochelle City Hall and the Police Department locations. The Call Manager software is installed on the City s Publisher and Subscriber servers. - Vendor will provide Administration Training on all equipment and software. Vendor will also provide training documents for the City. - Vendor will provide support on site the day of system cutover. - Vendor will include in quotes, Programing, installation, Database collection, Project management and training. The City will have the option to call Vendor for all Service Calls. Vendors may have the capabilities to access the City s System Remotely and Onsite 24x7x4. Vendor will have capabilities to provide onsite services via Vendor Technical Services if needed. Vendor will trouble-shoot all service issues through to resolution. Vendor will engage Cisco Technical Assistance through Cities Cisco Smartnet contracts if necessary. Hardware / Software Requirements The City has determined that the following are the hardware requirements needed to complete the outlined project. The hardware / software requirements listed below are the guidelines and can be subject to modifications (deletes or additions). Any changes, additions or deletions to the attached hardware, software, or service requirement must be detailed and fully explained in your proposal response. Proposers must include any other equipment they deem necessary to complete the system so that it is fully operational and in accordance with current City of New Rochelle System requirements. 2
Hardware / Software Requirements continued Description Quantity Model 4510 R+E Chassis 2 WS-C4510R+E Power Supply 4 PWR-C45-6000ACV Supervisor Module 4 WS-X45-SUP8-E 1GB SFP for Supervisor 16 GLC-SX-MMD UPoE Line Card 14 WS-X4748-UPOE+E 10GE line Card 2 WS-X4712-SFP+E 10BE SFP Modules 24 SFP-10G-SR Power Cord 8 CAB-US620P-C19-US Catalyst 3850 3 WS-C3850-48F-S Power Supply 6 PWR-C1-1100WAC 10GE Expansion module 3 C3850-NM-2-10G Power Cord 6 CAB-TA-NA 3925 gateway Router 1 CISCO3925/K9 Power Supply 2 PWR-3900-AC IP Base License 1 SL-39-IPB-K9 2921 Series Voice Router #1 1 WAN Interface cards for 3 PRI IP Base License 2921 Series Voice Router #2 1 WAN Interface cards for 2 PRI IP Base License 5) PROPOSAL RESPONSE REQUIREMENTS Vendors must respond to this document with a detailed proposal for the Upgrade / Installation of the CISCO Systems based Catalyst Switches and Routers specified herein. The vendor must show the capability of fully meeting the requirements. Proposal must completely describe the solution being offered and address all the requirements of this RFP. Vendor must provide pricing for Hardware, software, Smartnet contracts and Tier 1 Maintenance / Support Coverage in a 5 year Lease option and as a one time purchase. Proposal responses must be clearly labeled and provide all the information requested herein including company information and qualification requirements as listed in Section 7. 3
6) AWARD CRITERIA The City of New Rochelle reserves the right to award the contract generated from this RFP to the respondents who present proposals that best meets the specifications as listed herein and represents the most beneficial procurement as determined by the City. The City reserves the right to waive any minor deviation in proposal responses received when such waiver is in the best interests of the City, and reserves the right to modify any requirements, terms or conditions as outlined in this request for proposal (RFP) when such modification(s) is in the best interests of the City. Proposals will only be accepted from thoroughly competent, experienced and financially qualified individuals or entities as determined solely by the City of New Rochelle. Respondents are responsible for submission of accurate, adequate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. This document is not an offer to contract but is an RFP as defined herein, to satisfy specific user requirements of the City of New Rochelle. Neither the issuance of the RFP, preparation and submission of a response, nor the subsequent receipt and evaluation of any response by the City of New Rochelle, will commit the City to award a contract to any vendor even if all of the user requirements in the RFP are met. The City may modify these requirements in whole or in part and/or seek additional vendors to submit quotations. Only the execution of a written contract will obligate the City in accordance with the terms and conditions contained in such contract. Proposals will be but not limited to evaluations and scores based on the following criteria: A. Experience and Qualifications of the Proposer (maximum 60 pts) Consideration will be given to proposes demonstrating strong capabilities, experience and reputation in undertakings similar to those described in this RFP. Similar experience and working relationships will be considered and will be understood to include providing similar services to the City and major public and private sector corporations. B. Proposal Completion (maximum 20 points) Proposal responses will be evaluated on completeness, clarity/accuracy of the information requested, and proposal presentation. C. Financial Terms (maximum 20 points) Consideration will be given to proposals that present the most cost efficient terms to the City over the term of the contract. 7) Bidder Qualification Requirement All terms, conditions and requirements as set forth in this request for proposal must be satisfied as of the date of bid submission. Bid responses will only be accepted from thoroughly competent, experienced and financially qualified contractors according to the qualification requirement as listed herein and successful fulfillment of said requirements as determined by the City of New Rochelle. 4
Please include the following information with your proposal response. 1) Provide documentation showing that your company has at least 5 years experience providing similar services, including installation and maintenance. 2) Provide at least 3 references for clients currently/previously served including a brief description of the work and/or services provided, the company name, contact person s name, and phone number. Please include references from a city, town or county government of similar size. 3) Describe your management structure and include the names and contact information for individuals in your company who will be responsible for the implementation of this project. 4) Include any additional information that would support your companies experience and capability that the City should consider in the award process. Respondents are responsible for submission of accurate and clear descriptions of the information requested. Omissions, vagueness or inaccurate descriptions or responses shall not be interpreted in favor of the bidder and shall be grounds for bid rejection. 8) LIABILITY REQUIREMENTS The successful bidder shall supply and maintain insurance which defends, indemnifies and holds harmless the City of New Rochelle, its officers, employees and agents from and against any and all liability, damage, claims, demands, costs, judgments, fees, attorney's fees or loss arising directly out of acts or omissions hereunder by the contractor or third party under the direction or control of the contractor. The successful bidder must furnish the City with Certificates of Insurance and Endorsement prior to commencement of work. The required coverage shall not be less than the following: Workers Compensation Statuary Requirements N Y State Disability Coverage Statuary Requirements General Liability $2,000,000 Automobile Liability $1,000,000 Contractual Liability (Must be printed on certificate) Insurance certificates shall name the City of New Rochelle as additional insured party and shall state that all coverage shall be primary to any other insurance coverage held by the city. 5
9) ADDITIONAL TERMS and CONDITIONS a) The successful bidder must comply with all Federal, State, and City of New Rochelle statues and codes as may be applicable to the scope of work detailed herein, including all labor laws and prevailing wage rates. b) All bidders must quote their fees in the proposal response clearly labeled "Cost Summary Section". c) Proposals and prices must remain valid for three (3) months. Venue: This contract shall be construed under the laws of the State of New York. All claims, actions, proceedings and lawsuits brought in connection with, arising out of, related to, or seeking enforcement of this contract shall be brought in the Supreme Court of the State of New York, Westchester County. The successful respondent must comply with all federal, state and city of New Rochelle statues and codes as may be applicable to the scope of work detailed herein, including all labor laws. Iran Divestment Act By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 165-a of the state finance law. 10) PROPOSAL FORMAT Your proposal should include the following and clearly label all sections to coincide with the RFP: 1. Detailed information on how the firm meets the qualification and scope of work requirements as listed herein. 2. Name and resumes of principals and associates to be assigned to this project. 3. A completed and signed Exhibit A attached hereto. 4. Cost proposal section including a detailed breakdown of each component and service requirement. 5. Provide one (1) original and two (2) copies of your proposal response. 11) RIGHT TO REJECT PROPOSALS This RFP does not commit the City to award a contract, pay any cost incurred in the preparation of a proposal in response to this RFP or to procure or contract for services. The City intends to award a contract on the basis of the best interest and advantage to the City, and reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with all qualified proposers or to cancel this RFP in part or in its entirety, if it is in the best interest of the City to do so. 6
EXHIBIT A: REQUEST FOR PROPOSAL SPECIFICATION # 5045 All terms, conditions and requirements as set forth in this Request for Proposal are acceptable as specified therein. Yes No If "NO", please provide a detailed description and/or explanation of any deviation in your proposal from the specification detailed in the Request for Proposal with your proposal response. By submission of this proposal, each bidder, and each person signing on behalf of any bidder, and in the case of a joint bid, each party thereto as to its own organization, under penalty of perjury, certifies that to the best of its knowledge and belief: A. the prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or any competitor; and B. unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the bidder prior to the opening, directly or indirectly, to any other bidder or to any competitor; and C. no attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition. The bidder certifies that this proposal is made without any connection with any other person making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other officer or employee or person whose salary is payable in whole or in part from the City of New Rochelle treasury is directly or indirectly interested therein, or in any portion of the profits thereof. As an authorized representative of the identified company, I accept all the terms and conditions identified in Request for Proposal Spec. #5045 except as identified. Company Name and Address Authorized Signature Date Name and Title Phone Number Email Address Fax Number 7