HomeMy WebLinkAbout2010-057 Award Bid for Telephone System RESOLUTION NO. R-2010-057
A RESOLUTION AWARDING THE BID FOR THE TELEPHONE SYSTEM PURCHASE AND
INSTALLATION TO AMERICAN TELEPHONE, INC. AND AUTHORIZING A CONTRACT IN
THE AMOUNT OF $131,486.41 FOR SUCH PURPOSES
WHEREAS, the City issued a request for the submission of proposals or the purpose of
purchasing and installing a new telephone system for all city facilities; and
WHEREAS, the City received 5 responses to its request for proposals and the equipment
and services proposed by American Telephone, Inc. in the amount of $131,486.41 has been
evaluated and recommended as the most advantageous proposal for performance of the project;
and
WHEREAS, the Board of Aldermen find it is in the best interest of the City to enter into a
contract with American Telephone, Inc. to perform such project;
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF ALDERMEN OF THE
CITY OF RIVERSIDE, MISSOURI, AS FOLLOWS:
THAT the proposal of American Telephone, Inc. for the purchase and installation of
telecommunications equipment in the amount of $131,486.41 is hereby accepted and approved;
and
FURTHER THAT an agreement by and between the City of Riverside and American
Telephone, Inc. in substantially the same form as attached hereto in Exhibits "A", "B" and "C"
(collectively the contract documents) and incorporated herein by reference is hereby authorized
and approved; and
FURTHER THAT the project is subject to the requirements of Section 292.675 RSMo,
which requires all contractors or subcontractors doing work on the project to provide, and
require its on-site employees to complete, a ten (10) hour course in construction safety and
health approved by the Occupational Safety and Health Administration (OSHA) or a similar
program approved by the Missouri Department of Labor and Industrial Relations which is at
least as stringent as an approved OSHA program. Such training must be completed within sixty
(60) days of the date work on the Project commences. On-site employees found on the
worksite without documentation of the required training shall have twenty (20) days to produce
such documentation; and
FURTHER THAT the City Administrator is hereby authorized to execute all documents
and agreements necessary or incidental to carry out the terms and conditions of such bid award
and the City Clerk is authorized to attest thereto.
PASSED AND ADOPTED by the Board of Idermen an APPROVED by the Mayor of
the City of Riverside, Missouri, the °�� day of�,��� 2010.
Qz�6�2u.�
Ka leen L. Rose, Mayor
ATTEST: Approv as to Form:
'_'�� c�.�c � �,P ,
Robin Littrell, City Clerk a hom son, City Attorney
� � AMERICAN TELEPHONE, INC.
Equipment Agreement
6950 Squibb Road, Suite 420 Mission, KS 66202 www.americantelephoneinc.com
P: 913-7803166 F: 913-780-4272 solutions@americantelephoneinacom
City of Riverside ( 816) 741-3993 September 14, 2010
Name Phone Date
2950 NW Vivion Road Riverside, Missouri 64150 Meredith Hauck
Billing Address City, St Zip Contact
Same Same Meredith Hauck
Installation Address City, St Zip Contact
E�UIPMENT PROPOSED:
Please see "Equipment Agreement: Attachment A"
Tot21 Proposal E 131,350.41 + tax
PAYMENT in consideration for the equipment and materials to be provided by AMERICAN TELEPHONE, INC.
hereunder, Customer agrees to pay $131,350.41 plus applicable tax.
PAYMENT TERMS 25% percent upon contract execution, 50% upon system cut over, and 25°h upon acceptance
Applicable taxes are not included in the charge set forth above and shall be the responsibility of customer. Customer
will also provide at its own expense, utilities such as light, heat, power, telephone and air conditioning required by
AMERICAN TELEPHONE, INC. to service and maintain the equipment.
ACCEPTANCE OF CONTRACT The prices, specifications and conditions i� this proposal are satisfactory and are
hereby accepted. You are authorized to perform the work specified and payment will be made as outlined above.
NOTICE: This proposal may be withdrawn by AMERICAN TELEPHONE, INC. if not accepted within 30 days.
AMERICAN TELEPHONE INC CITY OF RSIDE
� r e
By By
, eller Authorized Signa[ure
Title a � V� ( i/ % �' TitlM�-�/ . i S'"rQlf} `,c�
(-� i� v ~ . � �ate
U � ( / �v�
� L�
TERMS AND CONDITIONS
1. CREATION OF SECURITY INTEREST
Until such time as Buyer has paid the agreed purchase price, Seller hereby retains and Buyer hereby grants a purchase
money security interest in the described equipment. In connection therewith, Buyer agrees to execute all instruments
(including financing statements) deemed necessary by Seller under applicable law to establish, maintain and continue
perfected Seller's Purchase money security interest in the equipment or otherwise protect its rights in and to said
equipment.
2. LIMITATION AND EXCLUSION OF WARRANTIES
Seller hereby warrants the described equipment against defective parts for a period of one year from the date
of installation and wanants that the installation of said equipment shall be performed in a workmanlike manner. Buyer's
exclusive remedy under these warranties shall be the repair and replacement by Seller at Seller's expense of non-
conforming equipment of parts thereof; unless, however, the equipment or any part thereof is damaged or rendered
unserviceable as a result of Buyer's negligence, or by tampering with a connection to direct current in which case this
wananty and any duties and obiigations of Seller arising thereunder shall terminate immediately. In no event shall Seller
be liable for consequential damages arising out of a breach or any warranty or any other provision contained herein.
THIS WARRANTY IS THE ONLY WARRANTY GIVEN BY SELLER, AND ALL OTHER WARRANTIES, EXPRESS OR
IMPLIED ARE EXCLUDED, INCLUDING ANY IMPLIED WARRANTY OR MERCHANTABILITY OR ANY IMPLIED
WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE. THERE ARE NO WARRANTIES WHICH EXTEND
BEYOND THE FACE HEREOF.
3. WAIVER, AMENDMENT, NOTICE, TERMINATION
Any waiver or rights hereunder or any amendment or requirement of notice or termination hereof shall not be effective
unless made in writing or signed by the party against whom such waiver, amendment notice or termination is sought to
be enforced.
4. RISK OF LOSS
Upon delivery of the described equipment in this contract. Buyer shall bear the risk of loss provided that Buyer shall
not be responsible for any loss caused by Seller or its agents.
5. TAX OBLIGATION
Buyer will pay promptly when due all taxes, assessments, and other charges levied or assessed by any govemments
or governmental agency upon sale of the described equipment.
6. ASSIGNMENT
Seller may not delegate its performance or assign its rights under this Agreement except upon the express written
consent of Buyer.
7. BENEFIT
This Agreement shall be binding upon, shall insure to the benefit of, and shall be enforceable by, each of the parties
hereto, its successors and assigns.
8. CONSTRUCTION
The parties agree that the terms and conditions set forth in the Telecommunications Equipment RFP issued by the City
shall take precedence over any conflicting la�guage that may be present in this agreement. Acceptance or acquiescence
in a course of performance rendered under this Agreement, shall not be relevant to determine the meaning of this
Agreement even though the accepting or acquiescing party has knowledge of the nature of the performance and
opportunity for objection. Whenever a term defined by the Uniform Commercial Code (the "Code") is used in this
Agreement, the definition contained in the Code is to control unless othenvise stated herein to the contrary. This
Agreement has been finally accepted in the State of Missouri and shall be governed by the laws of the State of
Missouri including the Code and its amendments as effective in the State of Missouri .
9. SEVERABILITY
This Agreement and all provisions hereof are intended to be severable, and this Agreement shall remain enforceable in
the event any provision hereof is dedared invalid.
10. INCLUSIONS
The entire contract between The City and vendor shall supersede any other verbal or written agreements. The contract
shall include, in order of precedence, the following: The City Request for Quote (including any addendums), Selected
Vendor Response, terms and conditions negotiated before contract signing, any other contrac[ual documents. All of
such documents are attached hereto and made a part hereof by reference herein.
AMERICAN TELEPHONE, INC.
Equipment Agreement: Attachment A
6950 Squibb Road, Suite 420 Mission, KS 66202 www.americantelephoneinc.com
P: 913-780-3166 F: 913-780-4272 solutions@americantelephoneinacom
EQUIPMENT PROPOSED:
Quantity Part No. Descrlption Unit E ToWI S
1 50003560 Dual T1/E1 Trunk MMC 1,275.00 1,275.00
1 50005084 MXe AC Power Supply 425.00 425.00
1 50005086 MXe RAID Sub-System 1,700.00 1,700.00
1 50005105 ASU II 595.00 595.00
1 50005686 3300 MXe BOG PATA HDD 2PK 204.00 204.00
1 50005731 24-Port ONS Card 731.00 731.00
1 50006211 3300 MXe II Controller 2,550.00 2,550.00
3 50006271 Power Cord C13 10A 125V - NA PLUG 12.75 38.25
10 54002701 MCD ONS License 63.75 637.50
1 54004973 MCD Enterprise PBX Software 2,550.00 2,550.00
33 54003691 MCD External Hotdesking 38.25 1,262.25
81 54004976 MCD Enterprise License 153.00 12,393.00
10 50005847 53121P Phone 165.75 1,657.50
65 50005804 53301P Phone 314.50 20,442.50
3 50001543 53101P Conference Mouse 10625 318.75
3 50004459 5310 IP Conference Saucer - Dark Grey 425.00 1,275.00
3 50005321 53101P Conference Module 127.50 382.50
15 50005071 53401P Phone 399.50 5,992.50
9 50005522 Cordless Headset with Charging Cradle 276.25 2,486.25
18 50005711 Cordless Handset & Module Bundle 250.75 4,513.50
1 50005712 Cordless Headset & Module Bundle 361.25 361.25
1 54005148 CollaborationPack-SOUsers 7,106.00 7,106.00
1 51008015 Call Accounting - 1 to 100 EMensions 1,147.50 1,147.50
1 51009562 Trafic Analysis Mod 1 TSPAN 24 Trunk Pk 340.00 340.00
1 CAServer Call Accounting Server 1,275.00 1,275.00
1 52002551 MAS Server Appliance for Mitel 3300 2,545.75 2,545.75
1 54004222 MAS Nupoint Advanced UM - 10 Users 467.50 467.50
6 54004052 MAS Nupoint Advanced UM - 1 User 51.00 306.00
4 54004764 MAS NPM Mailbox (10 User) 297.50 1,190.00
1 52002594 UC Advanced Server Appliance 2,125.00 2,125.00
2 54004823 UC Advanced Console Option 722.50 1,445.00
2 PC3524P Dell 24-Port POE Switch 740.00 1,480.00
4 PC3548P Dell 48-Port POE Switch 838.00 3,352.00
4 E1000RM2U Minu[eman Enterprise Plus UPS 449.65 1,798.60
6 EBP36XL Minuteman Battery Pack 381.65 2,289.90
1 50005084 MXe AC Power Supply 425.00 425.00
1 50005086 MXe RAID Sub-System 1,700.00 1,700.00
1 50005686 3300 MXe 80G PATA HDD 2PK 204.00 204.00
2 50006271 Power Cord C13 t0A 125V - NA PLUG 12.75 25.50
1 52002545 3300 MXe Media Gateway 9,248.00 9,248.00
1 NWA NetworkAssessment 975.00 975.00
1 ati-206166 Switch Tails 20.90 20.90
1 ati-771141 Blocks 8.36 8.36
1 ati-721024 Brackets 1.64 1.64
90 ati-1005038L 3' Patch Cables 0.66 59.40
1 ati-961103 Rack-7X19 183.61 183.61
1 ati-misc Consumable Hardware 150.00 150.00
Total Hardware/Software Price 101,660.41
Tolal Installation PHce 30,690.00
Total Warrenty Price Included
Trade in tor Existing System (1,000.00)
Grand Total PBX Price E131,350.47
l..
City of Riverside
Request for Proposal
Telecommunications Equipment
�
Prepared by:
Swartz Consulting, LLC
� 2000 Swartz ConsuRing, LLC.
ALL RIGHTS RESERVED
No part of this �uote may be capied, photocopied, Vansmitted or reproduc�ed in any form or by any
means, or incorporated into any Infortnation retrieval system, electrical or mechanical, without She express
written permission of Swartz Consulting, LLC.
�
� Table of Contents
OVERVIEW ....................................................................................................................................3
Project Schedule ...................................................................................................................4
ProposaiFormat .................................................................................................................... 4
SelectionCriterfa ...................................................................................................................5
TERMS CONDITIONS .......................................................................................................7
PaymentSchedule ................................................................................................................9
SPECIFICATIONS ......................................................................................................................10
1 . VENDOR QUESTIONNAIRE ...........................................................................................10
2. PROPOSED SYSTEM CONFIGURATION AND OPERATION .......................................14
System Requirements: General ..............................................................................ra
System Requirements: Redundancy .....................................................................ls
System Requirements: Configuration ................................................................... ts
Sysiem Requirements: Phones ...............................................................................r�
System Requirements: Features and Soffwar� ...............................................2t
Networking Capabilities Required ....................................................................................21
911 Requirements ..............................................................................................................21
System Feature Requirements ...........................................................................................22
l.. Voice Mail Requirements ..................................................................................................24
Unified Messaging Requirements .....................................................................................25
Unified Communications Capabilities ...............................................................................26
System Adminisuation and Management Requirements ..................................................29
3. INSTALLATION AND ACCEPTANCE ................................................................33
System lmplementation P/an ....................................................................................33
General Installation Requirements ..........................................................................�3
Cabling, Jack, Cut Sheet and Floor Plan Requirements ..............................3a
Requirements for Database Gathering by Vendor ..........................................3a
System Documentation Requirements .................................................................34
Help Desk .........................................................................................................................3s
Tes r'ng ................................................................................................................................ 3s
Training ..............................................................................................................................3s
Acceptance....................................................................................................................... 36
System Warranry ...........................................................................................................3�
Post Warranty Maintenance ......................................................................................3�
4 . ALTERNATE BIDS .......................................................................................................3s
5 . EXCEPTIONS ................................................................................................................39
6 . PRICING ...........................................................................................................................40
� APPENDIX A: NETWORK DIAGRAM ...............................................................................................42
APPENDIX B: IMMIGRA710N LAW COMPLIANCE AFFIDAVIT ............................................................43
2
Overview
� The City of Riverside (the City) is a unique city located within the Kansas City Metro Area in the
southeast comer of Ptatte County. The City of Riverside is located just minutes north of downtown
Kansas City, Missouri, on the tree-shaded banks of the silent and swift Missouri River, which defines the
countys westem and southem borders. Whether you're a resident, local business, or
potential development partner, you'll come to love our pfoneering spirit and fierce independence. Our
cidzens have suong roots and a deep c�mmitrnent to the community. Riverside has botli a rich
history and a bright future.
A new tevee has recently been completed and a beneticial revenue partnership with the Argosy Casino
has helped create a surge in economic opportunities. Currently, the City is proactively encouraging
economic development through an extensive capital improvement plan, guided by our award winning
Master Plan. The City is poised for a major economic expansion with several development proJects on ihe
table, including Downtown Revitalization, South Downtown Projects, Upper Gateway Projects and the
exciting Hwizons Projects.
The City's existing telephone system is a Telred Avanti system that is over 15 years old. It has become
unreliabie and offers limited teatures. The City wishes to replace the system with a reliable, updated, and
feature rich system.
The new telephone system will support three sites within the city government complex:
Sile 1: CRy Hall/ Municipal Gourt
Site 2: Public Safety
Site 3: Community Center
� A fourth site, Public Works, is not networked to other sites today; however, the City does desire to add
this site to the network and telephone system in the future. In addition, a new Mnex Building is planned
and this will also be added to the network and telephone system in the future.
Other significant initiatives underway or planned include:
• Public Safety Radio System Upgrade as pari of the KC regional network
• Upgrade oi communication devices in police cars with aircards for laptops in patrol cars
• A new video system for security using separate network with POE switches is u�dervvay
• A new voice recorder for the 911 system has bee� approved. This system will be a PC wRh
interfaces to the 911 system and the radio system.
The City has two data centers. One is located in City Hall and the oiher is at Public Safety. Both have
generators. Time Wamer 10 MB Road Runner business class provides Intemet access wRh speeds oi 10
MB down and 1.5 MB up.
The network does not include any POE switches. However, it does support QoS and VLANS. There are
not enough network ports in place to support telephones. There are UPS unks in ihe data closets. A
nerivork assessment has not been pertortned. The network is running at Gigabit speed.
The core of the existing phone system is in City Hall, and all phones are currently served oul of ihe City
Hall phone closet located next to the data closet. Fiber connects City Hall to the Public Safety building,
and another fiber connects City Hall to the Community Center. In addition, there is fiber between closets.
There is a 50 pair copper connection between City Hall and Public Safety.
There is a data center backup/DR facility at 10"' and Oak in Kansas City, Missouri. The City is
� considering ihe utilization of some space at the new KCMO South Staiion for backuplDR as part of the
MARC regional network.
Security is important to the City, and all systems are required to be HIPPA compliant.
WiFi has been implemented in City Hall, Public Safety and the Canmunity Certter. Coverage is building-
wide, and is for City laptop use only. The network is encrypted and not open to the public.
�" A network drawing is located in Appendix A.
Project Schedule
A mandatory bidder's meeting will be held on May 4, 2010 at 10:00 am at Cily of Riverside City Hall
located at 2950 NW Vivion Road, Riverside, Mo. 64150.
The time frames for this project are:
RFP seM to bidders Apr.19, 2010
Bidda's MeMing May 4, 2010
Final dete quastlons may be submiSsd May 21, 2010
Rasponse due hom bidders May 28, 2010
Final vendor selscted Jun.18, 2010
Final coMracts executed Jun. 25, 2070
System cut over Aug.13, 2010
Flnal system acceptance Sept 13, 2010
Proposal Format
Bidders are required to provide all infortnation requested. The completeness and simplicity of your
response will be part of the evaluation process.
When responding to this document, please note that Me small diamond symbol, '�', indicates that a
response is ir from the vendor. Vendors must respond to g��i, item, in ihe order presented in this
RFP. Biddera who do not reepond to each point, in orcler, wlll be considered non-respo�Ne.
� Boilerplate materlal and brochuras are not conaldered adequate as a responss to the spscific
Items, but may be used to expand upon your answers. It is our preference that in depth descriptive
information, brochures, data sheets, etC. be placed in appendices at the back of the proposal. Information
that is not preCeded by the dfamond symbol is informatlonal and does not require a response. However,
if you wish to respond to such information, you are welcome to do so. All responses that are
exceptlons to the requlromenta speclHed shall bs itx�ized in Sectlon 6, Exceptions, In your
response In addRlon to noting the exception In the aectlon whsre the roquiremeM is apeciNed.
Note: Your response will not be eliminated because you take exception to specific requirements i�
Section 5. The requirements described in this document are the desired operation of the system, but The
Ciry of Riverside will determine which system best meets its overall needs (see evaluation crkeria below),
and does not intend to make a decision based on a single capability.
Bidders must note which features or capabilities are optional, and not included in the propased
configuration, when such features are described or discussed in your proposai. These capabilities should
be cleariy marked as "Optional, addHional c�st will be $X " Failure to camply with ihis requirement could
result in elimination.
Please provide your responses to the qusstions In such a way that they are cl�rly dtfferentlatsd
from the queetlons themseives. A different typeface, bold or italic type, or diHerent color ink are all
acceptable methods for differeMiating the responses from the questions. If you decide to provide
addftional information in appendices at the back of the proposal, each section must be tabbed and
separated from other sections.
�
4
All proposals MUST be submitted in the foliowing order:
t. Vendor Questionnaire
2. Proposed System architecture, configuration and operation
� 3. Installation and Acceptance
4. Altemate Bid(s)
5. Exceptlons
6. Pricing Sheets
7. Samples of all contractual dxuments that the City wiil be asked to sign
8. Appendices (if needed; must be tabbed)
The specHic infamation desired in each sectbn will be included in more deiail later in this RFP.
Paper copies must have tabs separating each section, including tabs for multiple appendices.
Proposals should be addressed to:
City of Riverside City Hall
c% Meredith Hauck
2950 NW Vivion Road
Riverside, Mo. 64150
Proposals muat bs submitted by 2:00 p.m. on May 28, 2010. Late submissions will not be accepted or
cansidered. Submissions must be sealed, and shall consist of 3 paper and 2 electronic copies of your
proposal.
Selection Criteria
Proposals will be rated on the following criteria:
1. System features and functionality
`,,, 2. Vendor stabilfty and strength (includes equipment manufacturer and proposing company)
2. Scope of local presence and support
3. PAce (Total Cost of Ownership)
4. Expected system life
The City would like to evaluate each vendor on an equal basis. Therefore, the pricing format must be
standardized to allow all parties to provide comparable pricing for our consideration. All questions about
this request for proposal, including any requests for clarification or further infortnation, should be
addressed to Melissa Swartz at mswartz�swartzconsuttina.corr�,. Questions must be submitted in writing.
All bidders will be provided with the questions and answers, so that all will be working with the same set
of assumptions and data. No further questions will be answered after May 21, 2010.
Although we do wish to standardize our pricing evaluation, we still wish to be made aware of any
aRernative proposals or other ideas that you may have. In fact, part of our evaluation will be based on the
vendor's ability to analyze and anticipate our needs. We are looking for an ongoing relationship wRh a
vendor who can provide us cost-effective service now, and who has the flexibility to meet our tuture
needs in a marketplace where technology changes constantly.
This Request For Proposal is being provided to bidders in electronic format. Any modifieatlon to the
questions In this RFP by the bidder wlll result in Immedlate rejectlon of the proposal.
Enrollment in Fede�al Work Authorizatlon Progrom
Vendors are infarmed that pursuant to Section 285.530, RSMo, as a condition of the award of any
contract in excess of fNe ihousand dollars ($5,000.00), the successful Vendor shall, by swom affidavit
and provision of documentation, affirm its enrollment and participation in a federal work authorization
� program with respect to the employees working in connection to the contracted services. Successful
Vendor shall also sign an aflidavit affirtning that it does not knowingly employ any person who is an
unauthorized alien in connection to the contracted services. A copy of this affidavit is located in Appendix
B.
5
Safsty Training
� Vendors are informed that any construction activfties on the Project are subJect fo the requirements of
Section 292.675, RSMo, which requires all contractors or subcontractors doing work on the Project to
provide, and require its on-site employees to complete, a ten (10) hour course in constructlon safety and
health approved by the Occupational Safety and Health Administration ("OSHA") or a similar program
approved by the Missouri Department of Labor and Industrial Relations which is at least as stringent as
an approved OSHA program. The training must be completed within sixty (60) days ot the date woric on
the Project commences. On-sRe employees found on the worksRe witFwut documentation of the required
training shali have twenty (20) days to produce such documentation.
�
�
6
� Terms and Conditions
Ve�xlor is rospoosible for proposing their best, most competRive pricieg in the Inklal Response, as
opportunity to negotiate or resubmit prici� may not be olfered at a later time. The City shall not be
liable for any costs incurted by the vendor in responding to this RFP.
THE CITY SPECIFICALLY RESERVES THE RIGHT TO WAIVE ANY NON-CONFORMITY, ACCEPT OR
REJECT ANY AND ALL PROPOSALS SUBMITTED AND CHOOSE THE PROPOSAL DEEMED MOST
ADVANTAGEOUS TO THE CITY.
Proposals submitted shall remaln open for acceptance by the Gty for 90 daya from the date of the bid
opening.
This RFP and all quotes and documerNation provided in response, ahall become paA of any everrtual
contract that may be awarded. The requirements of the RFP shall take precedence over any conflicting
language that may be present in any contract between The City and the vendor.
The agreement between The City and ihe vendor shall contain the following terms and conditions:
1. Neither party will be held responsible for nonperformance or delay caused by acts of God, natural
disasters, vandalism, war, or other conditions beyond fts control. Vendor shall be held accountable
for manutacturer's delays in providing equipment or services proposed under this agreement.
2. Contract may be amended, at any time, by mutual conseM of the parties. My amendment must
be in writing, signed by authorized representatives.
� 3. Vendor shall be responsible for comp�ying wRh all applicable state and local laws and ordinances
in its performance of this contract.
4. The entire contract between The City and vendor shall supersede any other verbaV or writlen
agreements. The contract shaN include, in order of precedence, the following: The Ciry Request for
Quote (including any addendums), Selected Vendor Response, terms and conditions negotiated
before contract signing, any other coniractual documents.
5. The contract shall become eHective immediately upon signing by authorized representatives of
both parties, and shall terminate at the end of the warranty period. The warranty period shall be at
least one year after acceptance ot the system by The City. The service levels required during the
warranty period are defined in Section 4, Ongoing Support.
6. The contract may be terminated due to vendor's inability to perfortn as specified under this
agreement The City shall provide vendor with a letter defining the area(s) where perfortnance
requirements have not been met via cert'rfied mail. The vendor shall have 30 days in which to meet
the contract requirements. If the requirements have not been met after 30 days, The City has the
right to cancel the agreement without penaRy. If Me agreement is canceled due to vendors tailure to
perfortn, The City shall pay the ve�dor only for hardware delivered and/or work pertormed up to
cancellation. The City reserves the right to retain other parties to complete the work requfred under
the contract.
7. Vendor shall be responsible for the performance oi its employees, agents, and subcontractors.
8. Vendor must meet or exceed all applicable codes and standards (example: NEC, NFPA, local
� building codes, EIA/TIA, etc.)
7
9. Vendor shall obtain appropriate licenses and building permits as appUcable.
�
10. Vendor shall provide emergency telephone numbers of key contact personnel who are familiar
with the project scope and status.
11. Vendor shall follow and submk to all security policies at the building locations in which the
vendor empbyees are warking.
12. All vendors shall complete daily clean up in all areas in which they have worked. In additfon,
work areas shall be maintained in a clean fashion during projects. The City retains the right to bill the
vendor for any costs incurred by The City in cleaning up after ihe vendor.
13. No work shall be performed without an appropriately executed purchase order or change order.
14. 'Supervisor' for vendor shall inspect workers areas prior to quitting time on a daily basis.
15. All smoke walis/fire bartiers penetrated in the process of executing a project shall be sealed to
maintain bartiers.
16. In the event there are any co�struction activities associated with the performance of duties
under the contract, the City requires all vendors to fdlow all applicable OSHA guideYnes. At a
minimum ihe following safety training requirements will apply:
Safety Training
a. Vendor shall provide a ten (10) hour Occupational Safety and Health Administration
(OSHA) construction safety program for all employees who will be on-site at the Project. The
`,, consVuction safety progrem shall inGude a course in consVUCtion safety and health Uiat is
approved by OSHA or a similar program approved by the Missouri Departrnent of Labor and
Industrial Relations which is at least as stringent as an approved OSHA program as required
by Section 292.675, RSMo.
b. Vendor shall require its on-site employees to complete a construction safety program
within sixty (60) days after the date work on the Project commences.
c. Vendor acknowledges and agrees that any oi Vendor's employees found o� the Project
site wfthout documentation of the successful completion of a construction safety program
shall be required to produce such dxumentation wkhin twenty (20) days, or will be subject to
removal from the Project.
d. Vendor shall require all of its Subcontractors to comply with the requirements of this
Section and Seclion 292.675, RSMo.
Notice of Panalties for Fallure to Provlde Sately Training
a. Pursuant to Section 292.675, RSMo, Vendor shall forfeit to City as a penalry iwo thousand
five hundred dollars ($2,500.00), plus one hundred dollars ($100.00) for each on-site
employee employed by Vendor or its Subcontractor, for each calendar day, or portion thereof,
such on-site employee is empbyed wiihout the construction safery training required in
Section 16a above.
b. The penalty described in Subsection a of this Section shall not begin to accrue u�til the
time periods described in Sections i6 b and c above have elapsed.
�
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c. Violations ot Section i 6 above and imposition of the penatty described in this Section shall
� be investigated and determined by the Missouri DepaRment oi Labor and Industrial
Relations.
17. The Ciry requires all vendors to follow all applicable OSHA guidelines.
18. Prevailing Wage: In ihe event there are construction activities associated with the Project, the
Vendor agrees to apply wkh the provisions of Sectioin 290210, et seq., of the Revised Statutes
of Missouri (hereinafter'The Prevailing Wage Law' and incorporated herein by reference).
19. Exceasive Unemployment Law: In the event there are constructian activities associated with
the Project, the Vendor hereby agrees to comply with the provisions of Section 290.550, et seq.,
of the Revised Statutes of Missouri (hereinefter the 'Excessive Unemployment Law' and
incorporated herein by reference), when there is'a period oi excessive unemploymenP (as that
term is detined under the Excessive Unemployment Law). This requirement includes, without
limitation, the obligation to use o�ly "Missouri laborers" and 'laborers from nonresVictive states'
(as those terms are defined under the Excessive Unemployment Law) in construc[ing or building
any public works project or improvement, except as may otherwise be aliowed under the
Excessive Unemployment Law.
20. Authorized Employees: Vendor acknowledges that Section 285.530, RSMo, prohibits any
business enUty or employer from knowingly employing, hiring for employment, or continuing to
empioy an unauthorized alien to perform work within the state of Missouri. Vendor theretore
covenants that it is not knowingly in violation of subsection 1 of Section 285.530, RSMo, and
that it will not knowingly employ, hue for employment, or continue to employ any unauthorized
aliens to perfortn work on the Project, and that its employees are lawfully eligible to work in the
� United States.
21. When pertorming work after regular hours (M-F, 8:30 a.m. to 5:00 p.m.) vendor's supervisor
shall inform the project manager of the names of workers present, locatio�, and duration.
22. Vendors shall supply iheir own ladders for required work.
23. System security is very important to the City. In order to maintain this security, the Ciry shall
have control of all system passwords at all times, aft� ecceptance, wRhout exceptlon. A
vendor who changes any system password without prior knowledge and approval of The City
personnel shall be subject to a fine M$500 per incident.
Payment Schedule
The City is interested in both lease and outright purchase options for the system. Regardless of the option
selected, the payment schedule tor fhe system shall be as follows:
25°k upon contract execution
50% upon system cut over
259'o upon acceptance (Acceptance requirements are defined in the subsection, Acceptance
in Section 3, Installation and Acceptance.)
�
9
� SPECIFICATIONS
1. Vendor Questionnaire
Please provide the following information about your company and the system you are proposing.
1. Your company must be an authorized distributor tor the equipment you are proposing. Describe your
companys relationship with the equipment manufacturer.
American Telephone, /nc. is a W.B.E. that has been an atrthorized Mitel Dealsr jor ovn seventeen (I7) years. As a
Mrte( L�xclttsive Business Partner (BBP), our installation, servite and project marwgement personnel we Jully
certj fud on Mite!'s voice, data and voice mall products. Pkase ste Appendix F for a leuer coR/'uming this from
Mitel's Regtonal Account Maaager.
2. Please provide at least three local references in the Oklahoma City/Norman area that have similar
products and/or services to thase you ere proposing. Give a briei summary of your activity with each
client, including the type of producUservice you have provided, how long they have had it, and the
number of locations served. References must include the name and phone �umber of a person at
each company who fs involved with the system ar� your companys perfortnance oi the system
installation as well as ongoing service.
SkUlPath Seminars is an eleven (11) ytar customtr wrth three (3) 3300 Systems witk cendvrlized voice mall, Ops
Manager which is cenlmlized network managernent, PrnirieFyre taU rtporting appUcaAion, and Ttleworker.
Contact is: Jason Spainhour (9l3) 362-3900
� WiUiam Jewell College is a seventeen (17) year customer with an SX-2000 and a 3300 System behiraf 'U. Applications
incGtde 6510 voice mail.
Conlact is: Rich Busby (816) 78]-7700
Shasfa L.enexa is a six (6) year customer with twelve (12) 3300 Systems networked togethtr. Applrcatians include
embedded voice mail, Enterprise Manager — centraliud ne�work management, Teleworker, and Hot Desking.
Contact is: Ray Notarantorrio (954) 581•0922
3. Please state the name and model of the system(s) you are proposing.
MUeI Networks, 3300 MXe /P Commnnicalions Pla(form
Supported by the following Mitel applicntions:
• NuPoint UejCied Messaging
• Audio-Web Cortference
• Un�td Communicator Advanced
• Call Accounting
4. Please list the soflware versions and soflware options that are included in your system.
Mrtel CaU Direetor �1
Mlte! Applica[ion Suite 20
Unijud Communkator Advaneed 3.1
Mitei CaU Accounting 5.6
�
1�
5. Provide an analysis of the amount of system spaze capacity for the equipped c:onfiguration, as
� proposed.
Thc nitimate capacity oj750 stallons and 2 PRls/T-Is will be supported with !he currsnt hardware only requiring
additanal licensing. The proposed system equipment has spnre capaclty to accommodate an additiona! 981P Phones
and 32 Analog Phones. Litensing wtll need W be purchased !o utilize oU hordware parts. M additional 92 Voice
MaAboxes with Advanctd Un(/Ied Messaging ntay be added lo the system as proposed with additional licensing. The
system may be expanded jurlher with addlNona! Awalware and licensing.
6. Please provide a diagram that shows the equipment proposed at each building, and the connectivity
between sites.
Cammunkv Gnhr � Publie SdNv
UP3 UP$ �
� � �
ExMtlnp Psoch �� Mtrl ASU II �� p �„ E p�
Pan '
De1124POrtPOE MIW93001CP � DNAB-0qIPOE
te.r
. . . DN �8-PDrI POE
� Dall18-0oR POE
MMN GN
� MIIN b3301P Plwne x 3 Ae�wntlnp
� � MNBIUNfbd
Communkelor
Pdvanced
Anebp CoNWs Phone x 2 MMeI 53�0 IP Phona x 6
Mabp Msk Phona x 2 Mibl 53301P Plrons x 18
AppNeaUon SufEe
� NobNnalt. AuObWb
CMy of Rivereide Co�fanndn9)
R9Qu68t fOf PfOp0881 �b9 Deek PAona x 2
Telecanmunkatlone EQuipmeM � M�N 53ta IP Pnon� x e
Mbl 53701P Phar x 28
PfOpOl9d EQUIpR18(Il LOCBdW� MRN 5330 �D�M wlih M � peeR PhaM t 70
8 Confsre�ce UnM k 1 � A �� O D
�� �� MabB Rirpdowe Ptpns x 2
� MMN 53301P phoM wN�
Conf�renca Unit x 1
MIW 5560 IP Cmeola x 1 �
AmeAcan Telephone. Inc. M�w 555a �a conwr x t
�
il
Ptease fill in the chart below, describing your support personnel, including the number ot perso�nel that will
�,, be used for the actual system installation.
Tech/ Engi�er Tech/ Engineer Software Designer Soflware Designer
Installatian Su ort On an Su rt Installation Su rt On in Su rt
How many wwking at cut 6 2 2 2
over?
How many located in the
location providing support to 6 2 2 2
me c�c
Where Is the IoCatiOn th8t WIII �,� H � American American Amerltan
�ovide su ort to the Ci 7 Te% hone Inc. T�k hone /nc. Te[e hone Inc.
How many are certNied on 3 3 2 2
ro d s tem?
7. Provide a list of credentials and references for any subcontractors you i�tend to use on this project.
The use of subcontractors may be limited or de�ied by the CRy at its discretion. Subcontractors shall
be bound by the same performance requirements and standards as the vendor and shall be
supervised by the vendor project manager. ,
No SubcondacWrs wiU be used
8. Vendor must do a site survey at both sites ff needed to ensure that environmental factors are
adequate. If they aze not, bidder must provide an itemized list and specify the improvements
required.
Environnrental Factars are adequate
�
9. Please provide all requiremeMS your proposed configuration may have for physical space, rack
space, electrical, grounding or miscellaneous power. This must include ail ancillary equipment such
as system terminals, printers, keyboards, etc.
Standard ekctrical and grounding wi![ be required at all sites. The foRowing mck space required at each site is as
foUows:
CSty Hal[ - 3 Rack Uniu
Public Sq(ety Server Room - 7 Rack Units
Community Ccxter Swre Room - 24 Rack Units - Space jor standard 7 x I9 rnck provided by American Telephone,
Irtc.
�
12
� 10. Please fill out the following chart regarding the servers in your proposed system configuration:
Server Function No. Servers CPU e O ratin S tem Who will rovide?
Telephony Server(s) 450 MHz
1 RTC VX Warks American Tdephone
rocessos
Voice Mail Server(s) � Intel Dual MSL 9.1 American Telephone
Core 28 GHZ
Un'rfied Messaging Server(s) � See VM See VM Server See VM S�rv�r
Servtr
Unified Communic8tions Server(S) 1 /ntel Dual MSG 9.1 American Telephone
Core 2.8 GH¢
E911 server if needed 0 N/A N/A N/A
S tem AdminisVation 0 N/A N/A N/A
Traffic management (if needed) Intel Xeon
1 X3430- 2.4 Windows Server 2008 American Telephone
GHz
COnterence server ('rf needed) � See VM See VM Server See VM Server
Server
Other lease 0 N/A N/A N/A
�
�
13
L, 2. Proposed System Configuration and Operatfon
System Requirements: General
This section will detail the City requirements for the telephone system, as well as the system enhanceme�ts
under consideretion by ttie City. These requirements will specify functionality rather than specffic hardware
wherever possible. This will allow the vendor to be as creative and flexible as possible in their effoRs to
provide the Cfty with the most cost-effecUve solution to its communicaUons needs.
Proposed equipment must be new. The software must be the most current release available from the
manufacturer. If a new software release becomes available between contract signature and cut over, it must
be installed at the pricas quoted by the vendor in the pricing section.
The proposed systems must retum dial tone to The station user within three (3) seconds after the station goes
off-hook at least 99.9 percent of the time.
The Cfly does not require that the proposed system be praposed only with IP telephones. However, any
system that is proposed must be inherenUy capable of supporting IP telephones without upgrades or change
out of system software or hardware (except for the IP telephones themseNes). Preference will be given to
systems with IP pho�es proposed where they make sense within the City's environment.
Curcently, the Citys data infrastructure is not capable of suppoAing IP Telephony. The existing switches do
not support POE. If an IP Telephony system is proposed, the bidder must also inciude new gigabit data
switches to support the IP Telephony system.
� Existi SwRches: Number size t of switches
Cloaet 1 Cloaet 2 Closat 3 Closet 4
Location Ciry Hall Public Safety/ Public SafetyJ Commun'ity
Maln Closet Hall Closet Center
Switch Make/Model Dell 2700/2800 Dell Dell 8 port hub +
2700/2800 2700/2800 16 rt switch
Gi bit? Y Y Y
Number Ports Used
Number of phones to be served 27 26 + 2 ring 19 + Training
downs room (see
Note 2
UPS installed7 Y Y Y
POE Ca able? N N N
QoS C ble? Y Y Y
Other Rack is full; Avallable rack Has half size
closet is full (see space rack with extra
Note 1 room.
Note 1: The rack in data Closet #1 is full, but the phone closet is on the other side of the wall and has some
extra room.
Note 2: The Training room is served out o1 Closet #3. The Training room has 11 phane jacks assigned to
DID numbers. Floor boxes are installed in the room; each has four Cat 5 ports and two power outlets.
♦ Please confirm your understanding and agreement with the above requirements.
We understand and agree with the above requirements
�
14
The City requires the successful bidder to pertortn a network assessment to ensure that their network is
� properly configured to support IP Telephony and VoIP.
• Please describe the scope of your network assessment and the deliverables to be provided by the study,
as well as any activities or equipment that is required from The City staH.
Tbe network assessmext wiU test the network by simulating VolP bq(fie over a twa day span artd deliver its results on
delay jitter loss and overoll loss as well as recommendaHons to corrtet any issues. No equipment is required jrom the
city.
System Requirements: Redundancy
Reliability is essential for ihe new system. The core voice components of the system must be redundant.
Application servers (voice mail, presence, etc.) are not required to be redundant.
It is essential that the Public Safety phones work during a power outage for a minimum of 30 minutes, and
then go onto generaror power.
System Requirements: Configuration
The system must be equipped at a minimum, as shown bebw. Vendor is required to engineer and contigure
the system to meet these requirements and propose the best system to meet the requirements described in
this RFP.
The system must support an ultimate capacity of 150 statlons and 2 PRIs/'f-1s. This is defined as server
capacfty/ moduie/ shelf/ switch space without cards. CPU, switching matrix, and memory capacity must be
able to supporl this number of phones and trunks without an upgrade or change out of the core hardware.
�
�
15
� Ciry Hall Public Comm.
Deacriptbn System Wide yyorking �� �� �
Working Worldng
stem Requlrements
R uired POE Switches 1X48 2X48 tx16 1X48
Voice Nlail Ports 8
Voice Mailboxes 58 24 32 2
Unitied Messaging w/ 6cchange
Integration
uto Attendant with dial b name 7
runkin
Local T-1 ISDN 1
Anal Trunk Ports 1
al Ports
M Station Jadc Ports--Fax 1
1+2 Ring
Analog Station Jack Ports 4 1 Down (see 3
below
rdlesslWireless Phones 5 0 3 2
SmalUCommon Areas 14 2 10 1 1
Medium/PatroUGeneral User 47 18 26 2 1
Lar e/Command/Admin 13 6 6 0 1
PC Based Attendant Co�sole + Phones 2 1 1 0
�,., ference Room Phone 2 1 7 0
11 prewires
er 17 in Traning
Room/EOC
Cell Phone Twinnin 58
udio Conterenan : 6 Meet Me 7
Required on all
all Log Medlum end
L.a hones
Requlred on all
ompany Directory Medium and
La hones
Presence: Bus /availabie status 58
Presence: Preferred Method of Contact 58
raining 8 users + 4
ttendaMs
System Administration Trainin 2
ptional Capabflities
Prese�ce: Tied into IM
Presence: Outlook Inte ration
eb Conferencln
rchive text messages so that they can
be used as documentation for cases
�
16
Definkiona:
� Working: includes in phones, cards, switches and trunks working at cut over.
Speres: Number of physical spares required plus required sottware licenses.
System Requirements: Phones
All phones must:
• Provide fixed or soft keys for the following features: transfer, conference, hold
• Have features that are easy to use and intuftive for users
Phone RequiromeMs:
CordiesalWireleas Phones:
• Minimum of 1 bulton that is programmable as a line/extension
• Minimum range of 50 feet fram base station
• Desired: Message Waiting key
• Desired: Display that shows caller ID/ANI for extemal callers and name and extension number of intemal
callers
• Desired: Features immediately available to all users on fixed or programmable feature keys: Transier,
Conference, Hold
Large/Command/Admin Telephone:
• Ability to support at least 3 simuitaneous conversations (putting caliers on hold to swiich beriveen
conversations)
• Message Waiting key
• Large Display; must show caller ID/ANI for external callers and name and extension number ot intemal
callers
L., • Display should assist users in feature operation and make it easy to access and use the features
• Features immediateiy available to all users on fixed or programmable feature keys: Transfer, Conference,
Hold
• 4 Pragrammable feature keys for Teatures such as Auto Dial, Call Pickup, Last Number Redial, etc.
. Fuli duplex, two-way speaker phone
• Must NOT require local electrical power to operate
Medium/PavoUGeneral User Telephona:
• Must albw for an extension number and rollover key (to allow a second call to come in).
• Message Wafting key
• Display—must show caller ID/ANI for external callers and name and extension number oi internal callers
• Features immediately available to all users on fixed or programmable feature keys: Transfer, Conference,
Hold
• 4 Programmable feature keys: for features such as Auto Dial, Call Pickup, Last Number Redial, etc.
• Full duplex, iwo-way speaker phone
• Must NO7 require local electrical power to operate
SmalUCommon Areas Telephons:
• Need heavy duty phone that resfsts abuse
• Must be able to toll restrict these phones
• Malog phones could work well for this
• Minimum ot 1 button that is programmable as a line%xtension
• 0 additional programmable feature keys
• Must NOT require local electrical power to ape►ate
• No message waRing indicator, speakerphone or display is required
L
1�
Attendant Console (Not Required; will use PC Based Attendant)
� PC Baaed Attendarn (1 for Clry Hall and 1 for Pubtic Safety):
• Must be able to provide busy/not busy status for all users, including users in other buildings
. Must provide easy transfer capebility
• Should allow attendant to be able to handle calls while moving around the building doing other tasks
(copying, etc.)
• Unanswered calls must rol� over to another user after a spec'rfied number of rings, and be axessible by a
third user via call pickup
PC Based Call Control ClisrK:
• Must emulate a medium or large telephone that is wired
• Must provide call control from the desktop, including the ability to drag and drop calls at the desktop (for
example, to drag a third party into a canference cail or to transfer a call by dragging it to a transfer icon)
• Must be compatible with Microsoft XP SP3 OS
PC Based Soft Phona:
• Must emulate a medium or large telephone that is wired. This is a full-featured phone client that can be
used instead of a telephone. Requires a USB headset or speakers on the PC for audio
. Must provide call control from the desktop, including the ability to drag and �op calls at ihe desktop (for
example, to drag a third party into a co�ference cail or to transfer e call by dragging R to a transfer icon)
. Must be compatible with Microsoft XP SP3 OS
Corderence Phorre:
• Must be full duplex, and designed for use in a conference room setting with 15 to 20 people present
• Must have ability to have additional microphones for use if desired
� Ring Down: When caller picks up handset of phone, it automatically nngs at a predetermined destination (intemal
to the system). The phone does not have a dial pad. The caller is unable to reach any destination other than the
one that is programmed.
All telephone sets are to have a minimum of sfx foot (6') handset cords.
♦ Please fill in the chart below:
Smali Medium La e Contere�ce
Which phone m�el are you proposing for Annlog Mite15330 /P Mite153407P Miu153301PPhone w/
eaCh CategoryR Desk Phone Phone Mite15310IP
Phone Co erenee Unu
How many of the buttons, or keys, can be 0 23 47 23
r rammable as extension numbers?
Are the ke Iabeled electronicall N/A Yes Yes Yes
How man of the ke are fixed7 N/A 1a 10 IO
List the fiXed key features N/A Speaker, Speaker, Speaktr, Mute, Menu,
Mute, Menu, Mute, Menu, Cancel, Rediaf, Hol�
Canu� Caace[, Tmnsjer/Coqjerence,
Redial, Ho(� Redial, Hold, Message
Transfer/ Tronsjer/
Coq/'erence, Confirencq
Messa e Mtssa e
Number of programmable keys on this N/A 24 48 24
hone features and/or extensions
Does the hone have a dis la What size? No Yes 160r320 Yes 16Qr320 Yes
� Does the one have a s eake hone? No Yes Yes Yes
18
Does the one have a baCklit dis a. No Yes Yes Yrs
Does the phone support bluetooth wireless No No No No
headsets?
Please include pictures of each of your proposed telephones, and a corcesponding user guide for each type.
Cordkss/W"rreless P6one — DE�7' 6.0 Analoe Phorte
SmaU Phone — Anaio¢ P6ones
JtiL%.'�
Medium Phone — Mite! 5330IP Phone
�
Laree Phone — Mitel 5340IP Pl+one
�
19
Cnnf.rence Phone — Mttel 5310IP Conference Saucer witk Mitel 5330IP Phone
�
�,�
PC Consolt — Mrtel SSSO lP Consolt
'_ fi : � . � � 'T :
� s '
�' " �.
.�,xw.::w' �..:.:.a:. .. .
�
User guides must be provided for each telephone, along wfth 15 spare user guides for future use. Any additional
charges for the quantity of user guides needed shall be included in the quote pricing.
♦ Please state whether the proposed system has each and every feature described above. If your system does
not provide a feature liated above, note it here and also in Section 5, Exceptions.
Our proposed system has aU required features described above with the joUowixg exception.•
Cordkss/Wireless Phones:
• Minimum of I button tha! is progrommable as a /ine%xtension
SrnaU/Commos Meas Telephonr.
• Minimum of 1 buUon that ts programmable as a line%xJensfon
Does tAe phone support bluetooth winless headseu?
�
2�
♦ Please explain how your system licensing works (is there a license per user, a license per capability per user,
� etc.? If certain deviceslcapabilities require additional licenses, please itemize them. H certaln
deviceslcapabilities require muttiple licenses, please itemize them (tor example, a high end phone that
requires muitiple license units).
Lieeasing is issued on a per tapability per user basts. The joUowing are licenses ineluded and their purpose:
MCD ONS License - Analog port licensing
MCD External Hotdesking License - A11ows an extension to be twinned on another device (le. cell phone)
MCD Standard License - IP Phone license
NuPoint Voice Mailbox License - Voice mailbox license
Collaboratton Pack License - NuPoint Advanced UM, Un�e�l Commuaicato� Advanced and Audio Web CoqJ'erenciag
System Requirements: Features and Sottware
Networking Capabilities Required
The system must have the capabUity af networking all sftes together, and supporting the fdlowing:
• The appearance of one large system, rather than separate systems, to both internal and external
callers. This includes display information such as the name and eztension number of the calling
party, and the status of the called party.
• Three-digit dialing to all users on the network, including remote users.
. The ability ta transfer calls transparently to any location on the network, including remote users.
• The ability of the display informatian (name, extension number, of the calling party, caller information,
transfer infortnation, busy status, etc.) to be carried from location to location with a iransferred call.
• The abilily to distinguish the class of service of a user from anoiher location, and to block calls that
are not albwed by that dass of service from going out ot any location.
• The ability to route calls out of PSTN trunks at any site, as determined by each system's routing
� software.
. Mti-tromboning on cal� transferred between locations (unused w duplicated calls paths between
sites are dropped when a new call path is established beiween sites, or path is no longer needed due
to a transfer or conference between sites).
• The abiliry to utllize a centralized voice mail system, including the ability to IigM message waiting
lights at each site.
• The ability to utilize all voice mail features among all users, such as appending and forvvarding
messages, independent of each user's bcation.
• The ability to administer all systems from one, or any, location, including software changes.
• 911 routing of calls so that the correct site address is displayed to the 911 operators.
♦ Please state whether your system has each and every feature described above. H your system does not
provide a feature listed above, note it here and also in Section 5, Exceptions.
Our proposed system has aU requind features destriGed above.
911 Requirements
There will be no telephone locations with non-DID extensio� numbers that coutd be used to dial 911.
• 911 calls must be routed so that the correcl site address is displayed to the 911 PSAP operators in a
networked environment with multiple bcations sharing the same PRis tor outgoing calls
• Callers must be able to dial either 911 or 9+911 and still reach the Pubiic Safety Answering Point
(PSAP)
♦ Please state whether your system has each and every feature desCribed above. If your system does not
provide a feature listed above, note it here and also in Section 5, Exceptions.
� Our proposed system has aU rcquired features described above.
21
� System Feature Requirements
System Features: Requlred
• Hold
• Transfer
• Add-on Conference (6 party minimum)
. Ability to page ihrough the speakers on the phones. Must be able to have an All Call page, and page
by building (3 zones). Please note 'rf any of the proposed phones do not support this capability.
. Uncompressed analog stations to support fax (if not provided how will you support analog fax
machines?)
• Auto Dial (press one button and phone dials pre-progremmed number)
. Display phones must show phone number of outside callers (ANI); must stay with cail when
transferred
• Display phones must show name of outside callers (Caller ID); must stay wkh call when transferred
• Display phones must show name and number of intemal callers
• Ability to have a"rollover line" on telephones that show the show phone number af outside caliers
(ANI) on the second (rollover) call to a user, allowing the user to detertnine whether to answer the call
or aUow it to roli to coverage
• Speed Dial
• Last Number Redial
• Saved Number Redial
• CaA Forwazd on busy
• Call Fonxard on no answer
• Call coverage paths—minimum of 3 hops (call comes to a spec'rfic phone and then can be routed to
at least two more lacations)
• Call forwarding to another phone, both internal and extemal (based o� class of service allowed) that
� overrides programmed call coverage
• Call Pickup
• Call Park
• Company directory on the phones, so that users can scroll through a list and place a call to anyone
on the system
• Call Log (a record of all calls, along with available Caller ID infortnation, to or from a� individual
phone, whether a not they were answered by a user or vdce mail)
• Allow the number of rings before torvuarding to be programmable on a per station basis (not a system-
wide settin9)
• Hunt groups
• Hands free two way speakerphone
• Mute key for speakerphone
• Independent voiume adjustment for speakerphone, ringer, handset and headset
• Direct Inward Dial (DID)
. Privacy
• Toll restriction of spec�ied phones
• Ability to have line appearances of other phones on a telephone
• 911 routing of cails so that the c:orrect site address is displayed to the 911 operetors when a call is
placed from either site
• Ability to distinguish held calls from otlier calls in progress or ringing
• Electronic labeling of the keys on each phone, so that paper labels for line and feature keys are no
longer needed. When a line appearance or feature key is changed on a phone by the system
administrator, the display of the phone should change automatically to reflect the software change
• Must be able to run on City of Riverside's backup generator(s)
• Send calls (while call is ringing, press key to send call to coverage)
� • Music on Hold (must provide at all sites; we do NOT want to use WAN connection bandwidth to
22
provide music on hold to remote sites)
� . Different ring pattems tor intemal and external calls
. At ieast 6 different ring tones options for each phone
. Abil'dy for one phone to have muftiple line appearances (different extension numbets) and to have
separate voice mail message wafting indicatws tor each extension number. Some of the Public
Safety phortes are shared by muttiple people, in shifts. Each person needs a separate extension
number and voice mail box with message waiting indicator, but they will share one physical phone.
Each person needs to be able to have a visual indicator if there is a message in that individual's
mailbox.
♦ Please state whether your system has each and every feature described above. If your system does not
provide a feature listed above, note it here and also in Section 5, Ezceptions.
Our proposed system has all required feaJUres described above.
System F�turea: Desirod
• Ability to export call log data from telephones (minimum oi 20 records)
♦ Please state whether your system has each and every feature described above. if your system does not
provide a feature Usted above, note it here and also in Section 5, Exceptions. If there is an additional cost for
any of the capabilfties listed above, please indicate the cost W each.
Our praposed system has aU reqaired features descnbed above.
�
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� Voics Mail Requirements
Yoice Mail, Requlred Features:
• Allow users to create a message and send it to a mailbox witfiout calling the extension number of the
person receiving ihe message
• Individual mailboxes must each be able to designate separate extensions as a"Dial 0" coverage
position, independent of location. (Example: A user in the Community Center must be able to
designate the attendant at City Hall as the "Dial 0" cbverage)
• The system must light a message waiting light on all sets, of any type, equipped with a mailbox and a
message waiting light
• The message-waiting indicator must light up even if the phone is in use
• The system must allow messages to be saved in the mailbox
• Messages mu+t have a time and date stamp
• The message envelope infortnation (time and date, etc.) must include the callers phone number, "rf
available from the caUer ID
• The message envelope information must stay with the message, even 'rf the message is forvvarded to
anotheruser
• The system must allow for remote retrieval of inessages via a standard touch-tone phone.
• The system must provide a dial-by-name directory
• The dial-by-name directory must allow certain users to not be I'�sted in the directory
• The system must allow remote change of announcem@nt, both for voice mailboxes and the
automated attendant
• The message waiting light must extinguish after a message is retrieved, regardless of whether ihe
message is deleted or saved
• The ability to forward messages to another user on the system, and append comments in iront of the
forvuarded message, 'rf desired
� • Maiiboxes must require a password for a�ess
• Albw users to change their own passwords
• System prompts that help users activate features and manage messages
• Users must be able to retrieve messages that were accidentally deleted, while still in a given mailbox
session
• Users must be able to skip to the next message without having to listen to the entire message
• Mailbox capaaty (storage space or number of inessages allowed) must be configurable so that some
mailboxes can be larger than others
• Must support the following types of greetings: Primary, Aflemate, and Extended (see beiow)
• The system must have the capability for a user to record an extended abse�ce greetlng which can be
used for times when the user is out of town, on vacation, etc. This greeting must be separate from
the primary and alternate greetings, and provide the option to allow callers to leave message or
prevent callers from leaving message
• The system must aliow a user to be not'rfied on a cell phone or pager that there is a voice maii
message. This outcailing, or remote noYrfication, must give the user the option of being noYrfied of all
messages, or only urgent messages. In addition, users must be able to set time of day and day of
week parameters for the notification, so that they are not getting notification at 2 a.m. on Sunday
moming that they have a message
♦ Please state whether your system t�as each and every feature described above. If your system does not
provide a feature listed above, note it here and also in Section 5, Exceptions.
Our proposed system has all required features descr(bed above.
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Autometed attendant, Roquired Featurss:
� The Automated Attendant will be used aiter hours.
• Ability to play a ciosed message based on time of day
• Ability to program in holidays (start time/date and stop time/date) and play speciat holiday message to
callers
• Ability to play "special circumstances" messages such as inclement weather
• Ability to activate special circumstances status remotely
♦ Please state whether your system has each and every feature described above. If yrour system does not
provide a feature listed above, note it here and also in Section 5, Exceptions. If there is an additional cost for
any of the capabilities listed above, please indicate the cost of each.
Our proposed system has a11 requirtd jeatures descrlbed above.
Volce Mail SyBtem Administration, Required Featurss:
The system administrator must be able to pertorm the foliowing functions:
• Add, delete, and modiy users
• Reset mailboxes with a new password
• Add or madify a class of service
• Set the minimum password lengih for a mailbox
. Set the message retentlon perfod for a mailbox
• Adjust tfie size oi ihe mailbox for number of allowed messages or minutes of recording allowed, and
the length of any single message
• Set the number of fafled login attempts allowed, in a single session and across sessions
• Program which phone the mailbox lights a message waiting light on
• Add, delete, and modify auto attendant menus
• Run reports on system and port utilization
�
♦ Please state whether your system has each and every feature described above. If your system does not
provide a feature listed above, note it here and also in Section 5, Exceptions.
Our proposed system has all requ'ved features destrtbed above.
Unified Messaging Requlrements
The City currently has voice mails appearing in their email inbox, and they want to retain this capability for all
users. 7here is no need to have faxes in the email inbox.
UnHled Messaging Featurea: Requirod
The Un'rfied Messaging applications must provide the following capabilities:
• The system must integrate wkh the City's Exchange 2003 email system.
• A single inbox which includes both voice mall and email
• Integration between voice mail and email systems, so that when a message is read in e'dher system,
it is marked as read in the other system, and/or the message waiting light is extinguished. In addition,
any message ihat is deleted by a user in one system will automatically be deleted in the other
system.
• The system must allow voice mail messages to be saved and retrieved, similar ta opqons available
with email messages
• Voice mail messages must be able to be retrieved from any phone, by accessing the voice mail
system and without going through the un'rfied messaging inbox
• The UM inbox, including all message types, must be acxessible to users who access the network
remotely
� . The UM system must not affect any remote notification (outcalling) options set up by a voice mail user
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• If a caller is not in the user's email contacts, the pho�e number of the caller must show in the "From"
�,; field or be part of the subject line of a vace mail message in the email inbox.
UnMbd Meseaging Faatures: Dasirod
• If a caller is in the user's email contacts, the name of the caller should show in the "From" field or be
part oi the subject Iine of a voice mail message in the email inbox
♦ With your Unffied Messaging system, do ihe voice mail messages reside on the Ciry's Exchange server? If
not, where do they reside?
No. The messages reside on the NuPoint Uni,fied Messoging server
♦ What is required to utilize Un'rfied Messaging on smart phones utilized by City employees? What smart
phones are supported?
Access to the uchange e•mall server via lMAP will be requued to access Un�ed Messaging on Smart Phones. Any Smart
Phone that a(lows this wiU be supported (i.e. Blackberry's)
♦ Please state whether your system has each and every feature described above. If your system does not
provide a feature listed atsove, note it here and also in Section 5, Exceptians.
Our proQosed system has all required featurts desctibed above.
Unified Communications CapablUties
Collaboration Acceleration/ Contact ManagemenU Presence Facilftating access trom ciients,
partners and associates; helping teams get creative and project work done most expeditiously.
�
CurroM Challenges:
The City is experiencing some chailenges with their current collaboration technology. Various departments are
sharing an analog "starfish" conferenc:e phone. The starfish does not have any feature keys on it, so 'rf they want
to add a third party to the conference, it is quke difficuft, and therefwe it is almost never done. The City needs an
easier way to conduct audio conference calls in a conference room/ group setting.
♦ What is your recommended solution to this challenge?
Mrtel provides a Conjerence Saucer which atbaches W an !P Phone whicA jaci(itates norma! phone features, such as
adding extra parties W a co�ference.
The Ciiy users have a preference for Instant Messaging (IM) or text messagi�g over internal phone calls
whenever possible. The majority of phone calls take place as part of interaction with the public. The City has
issued Blacld�ercies to a number of staH members. However, it has been difficuR to keep a list of cell phone
numbers updated, accurate, and distributed. Users are continually trying to look up ihe cell phone number of statt
members that they are not commonly in contact with, using outdated lists that cause frustration.
♦ What is your recommended solution to this challenge?
Ow recomrnendaUon is m keep AcKve Directory up to date. The Unified Communicator Advanced applkntion can
retrievc updated informalion from this souree and provide it to workstations. Btackberry's are also nble to sqnc lo this
updated Ust fo keep contact �'ormation currerU.
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, When the Emergency Operation Center (EOC) ia activated, the training room at Public Safety is used. The
�, training room has floor boxes are installed in the room; each has four Cat 5 ports and two power outlets. There
are 11 phone jacks assigned to DID numbers and pre-wired to the floot boxes. When the EOC is activated,
phones are taken off of the shelf and plugged into the specific floor boxes to become active. Each phone
functions essentially as a stand-alone POTS line; ihere is no rollover to another tine. Often, representatives from
oiher law enforcement agencies or city/state govemment agencies come into the EOC to work. They oflen bring
their own laptops and cell phones. The environment is hectic and loud and mutti-taska�g is required. The City
would like to simplHy and improve the communications capabilities of the EOC so that it is easier to accommodate
the sudden surges in the number of people who need telephone and data connectivity.
♦ What is your recommended solution to this challenge?
The ll Phone Jacks assigned to DID numbtrs skould be programmed for roUover. Additionally, we would recommend
moveable parlitions be ussdwtth sma/lerWb/es when the room is in EOCmode. When in training mode, partitions and
tables would be stored and largcr tabks put back into place.
During EOC aperation, the City has one person who is assigned to communicating to ihe public. This same
person must also provide status updates to internal parties and aiso provide notffication of status changes. This
person currently must log onto a web site to send messages to groups and individuals. The City would like to
make this communication process more eHicient and automatic.
♦ What is your recommended solution to this challenge?
Uti[ize the features of the UCA whith is proposed UCA has the capabi(ily for internal and external muldple no�cadons.
The chart below shows the Collaboration Acceleration/ Contact Managementl Presence capabilities that are
� required and desired by the City. Please fiil in the chart with the capabilities ihat your system provides, as
proposed. If a capability not included in the system as proposed, but your system is capable of providing this
capability, include the additional cbsts fw implementing this capability.
Capabilily Requlrement Provided? Addftional coats to
YesMo provide (servers,
licenses, professional
services, etc.
Presence--Bus Status on hone uired Yes lncGrded
Presenc�tied into Instant Messa in Desired Yes �ncluded
Presence--Coordinate status with Desired
Outlook calendar so that if a meeting is Yes Inc(uded
scheduled, user shows as unavailable
Presence—Indicates preferred method of Required. Need to
contact (phone, IM, cell, email, etc.) and automate reaching
provides contact informatian. User can people on cell phones; Yes Inciuded
click on desired method of contact and current outdated paper
system automaticaNy in'idates contact in list is not working well.
selected mode
Conterenc�,4udio (Need easier way to Required; need
add parties to call than curcent starfish conference phones + Yes Inciuded
ho�e that has no feature ke Meet Me see below
Conferenc�Web Desired Yes Included
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Capability Requirement Provided? Additional costs to
� Yes/No provide (servers,
licenses, professional
services, etc.
Conference--Video Required (inherent
CapabilNy of supporting video must be capability must exist;
inherent in the system so that it can be no hardware or
implemented in the future wkh the soflware) Yes Included
addition of hardware and/or soflware.
Future video applications may include
web cams for warrants; video
arrai nments; video feeds in EOC
Meet-Me Conference: The system must Required
support 1 simultaneous 6 party meet-me Yes Included
conference.
Ability to interface with Outlook contacts Desired
and automatically dial numbers of Yes Included
contacts in Outlook
Other: During EOC operation, make this Desired
communication with intemal and extemal Yes Included
parties more efficient and automatic
Other: During EOC operation, simplify Desired
and improve the communications Yes /ncluded
capabilities of the EOC so that it is easier
to accommodate the sudden sur
♦ Please state whether your system has each and every feature described above. If your system does not
`, provide a feature listed above, note it here and also in Section 5, Exceptio�s.
Our pwposed system has all required features descri6ed above.
MObility: Providing access to communication and info►mation seamlessly for mobile personnel.
Current Challenges:
The City has issued Blackberries to a number of staff members. A signHicant amount oi internal and extemal
conversations iake place via texting. The City would like to be able to access these text messages and archive
them so that they can be used as documentation for cases.
♦ What is your recommended solution to this challenge?
This ability wiU need w be provided by yaur mobile telephone service provider. Options also exist jor you to purckase a
Blackberry Enlerprise Server which wrU aUow this capability.
Capability Dept Provided7 Additional costs to
Yes/No provide (servers,
licenses, professional
services, etc.
Cell Phone Twinning (see definition Required yes Inciuded
below
Cordless/Wireless Phones: Used to Required (included in
allow mobility for users in a common count on system Yes Included
area or who are not always seated at configuratio� page)
� desks
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Need a way to capture and save text Desired
� messages so that they can be used No N/A
as documentation for cases
Cell Phone Twinning is defined as the ability to ring a user's desk phone and cell phone simultaneously, with
unanswered calls going to the voice mail on the corporate telephone system. This feature must also allow the
user to switch between the desk phone and cell phone seamlessly, wittwut the caNer beirg aware of the change.
End users must be able to control the number that the desk phone is "twinned" to, the timing of the feature, and
be able to activate and deactivate it.
♦ Please state whether your system has each and every feature described above. If your system does not
provide a feature listed above, note it here and also in Section 5, Exceptions.
Our proposed sysfem has all required jeafures described above with the followtng exception:
Need a way w capture and save text rreessages so thct they cart be used as documenra6on jor cases
System Administration and Management Requlrements
The City prefers to utilize a single system management application for all components on the proposed system,
including phones, trunks, gateways, voice mail, Unified Messaging, Un'rfied Communications, system parameters,
and features. However, we recognize that this may not be possible.
Browser Remote Provide Alartn
based or Axess/ Admin Notification via
Admin Function lication Utilized client? su orted4 email?
Tele hone Admin ESM Browser Yes Yes
Trunk/PRURoutin Admin ESM Browser Yes Yes
� Gatewa Admin 6SM Browser Yes Yes
Voice Mail Admin /nternet Lr lorer Browser Yes Yes
Unified Mess in Admin Internet lorer Browser Yts Yes
UnifiedCommunications- I„�rnerExplorer Browser Yes Yes
Presence Admin
UnHied Catlmunications- �A�ernetExplorer Browser Yes Yes
Conferencin Admin
UnfiedCommunieadons-Cell IntsrnetEsplonr Browaer Y�s Yes
Phone Twinnin Admin
Tratfic management Mlul CaG
Acrnunlin Clien! �� Y�S No
Confe�encin Admin Inarnet Ex lonr Browss� Yes Yss
Other—please S eci N/A N/A N/A N/A
♦ liow many management tools are required to support the system and applications, as proposed? Include all
systems and applications, such as the telephony system, voice mail, ACD, UnHied Messaging, etc.
Two management tools are reqaired to suppoK the sysum and applications. They are Internet ExQlorer and Mllel Call
Aceounling C7itnt
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The system must have the following capabilities:
� General Admin and Management Capabilities
a) Remote MonRoring by vendor
b) Remote axess and system administration for software changes and troubleshooting
c) TraNic Studies on trunks that show peg counts and ulilization on all trunks
d) Testing and diagnostic capability that allows administrator to do troubleshooting remotely
e) Diagnostic capabiliry that allows administrator io determine if problem is with system or with
PRUtrunk/POTS lines
f) Status information to show if problem has been resolved
System administratlon
g) Station administration
h) ACO administration (agent, scripting, etc.)
i) Vdce mailbox administration
j) Un'rfied messaging administration
k) Trunk and routing administrallo�
I) Gateway administration
m) Ability to busy out trunks, trunk groups, T-ts, etc.
n) Ability to determine status (working, not working, in alartn state) of stations, trunks, and gateways
o) Support for open standards, such as LDAP and SNMP
TratNdlP Tekphony Management
a) Reporting on utilization by trunk group (attempts, seizures, busies, overflows)
b) The ability to determine PRI status, and alarm conditions
c) Exceptio� reports indication condiUons where delay, jitter, packet loss, etc. exceed preset thresholds
d) The ability to monitodtrack individual cails for troubieshooting and quality monitoring purposes.
e) System resources utilization reports
� f) Support for open standazds, such as LDAP and SNMP
♦ Please state whether your system(s) can provide each and every requirement listed above. If your system
dces nat provide a capability listed above, note it here and also in Section 5, F�cceptions.
Our proposed sysrem has a!1 requ'ved jeatures described above.
♦ Describe any aucaconfiguration that wfll be done by your system, as proposed.
No auto-conftgaration will be done.
♦ Do the IP telephones require any manual, local configuration during deployment or after a power reset?
No.
♦ When a chanqe is made to a phone, is the phatie informatbn automatically updated on other appearanc:es of
that phone in the system7 For example, H a person leaves and is replaced, the name on the phone would be
changed. If that phone has appearances an other telephones, will the other telephones be updated
automaticaWy with ttie name change?
Yes.
♦ Is there any part of the system that this program cannot make changes to? Are there any system
components that are only accessed by a command line interface (CLI)7
� No. No comportents require a command Gnt tnlerjace.
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`, ♦ Does the system administration package automate the updating of various databases? For example, if a
station is deleted from the system database, can the system administration sMtware also delete the station
from the voice mail, unified messaging, and other appiicable databases? Please explain your Capabilities in
this area.
No.
♦ Can all systems (phone system, voice mail, unified messaging, unified communications, etc.) be accessed
remotely through one interface? If so, what is the interface?
Yes, duough a web browser interface.
♦ N the system allows remote access capabilities, how is ft secured?
(t ts secwed through hUps access with a unique username and password.
♦ Does your system allow multiple passwords to access the administration application? How many
simuftaneaus users are allowed?
Yes, simultaneous users ure aUowed Up to five (5) users may be simultaneously logged tn.
• Does your system allow different capabilities to be assigned to each password? If so, what levels are
available to a passworcl?
Yex Roo1, System and Remote are default levels. Additional fevels may be created.
� ♦ Does the system track the commands performed by each password?
No.
• Can moves and changes be scheduled, so they are perfortned at a specific date and time in the future?
No.
♦ Does the application have an on-line help?
Yus.
♦ What tools are available for troubleshooting problems with voice calls? Can a system administrator monkor
VoIP calls in real-time and obtain statistical information in real time?
Maintenante tools are inherent in the GIIL Toals like /P Phone Malyur are induded W coUect performance
injormotion Jrom the IP devices on the network.
• Spec'rfically, address the program/system's ability to produce easily understandable reports on trunk
utilization, and blockage by trunk group. Non-working trunks should be identHied.
Reports are readrly available jrom Mrte! CaU Accounting and the Mitel System AdministmUon lool whick woukf list bunk
u/iliza[ion as well as unus� or non-working trunks.
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♦ Can the system administrator see alarms and alerts on all systems in tlie network, including the voice mail
� system, unified messaging, ACD system, and the IP telephony system?
Yes.
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L,, 3. INSTALLATlON AND ACCEPTANCE
♦ If you have any exceptions to the requirements in this section, please note them here and also in Section 5,
Exceptions.
We have no exceptions to the requtrements Usted in lhis secAion
System Implementation Plan
System cutover must occur on August 13, 2010 after 5:00 pm. Vsndor should i�ciude any necessary overtime
labor costs to accomplish a cut over at this time.
The City is interested in disposing of the oid teiephone systems and station equipment through a trade-in
program, or on the secondary market. N your company is offeri�g a trade-in value for the existing system, please
include that price on the pricing sheets in Section 6.
Whether or not a trade-in is offered, Vendor is responsible for removal of all old equipment from the premise.
Disposal must be in accordance with all applicable laws.
General Installation Requirements
The City will assign a project manager to this installation. This project manager will be the single point of contact
conceming all areas of the installation of this system. The City project manager will be empowered to resolve
disputes and make decisions about any changes to the implementation plan or technical aspecls of the system.
The Ciry project manager will be the liaison belween the vendor and any department heads where applicable.
� The vendor is also required to name a project manager. The vendor project manager must be empowered to
make changes and decisions about the installation. The project manager must have the authority to resolve
disputes, resource issues, or any scheduling difficulties. Technicians, vendor sales personnel, database
programmers or contractors will not be acceptable as project managers. Personnel who are responsible for
gathering and loading database iniormation are not acceptable as project manager, due to conflicting obligations.
Project implementation meetings will be held regularly in order to ascertain project status and resolve any areas
of misunderstanding that may occur. The project manager will be required to attend such meetings, (which may
sometimes be conierence calis) and provide updated plans and sct�edWes. Written siatus reports that include
completed items, planned activities and potential problems or delays will be required from vendor in order to keep
ail involved parties abreast of the installation.
All work must be conducted in a professional a�d orderly manner.
The City will allow reasonable use of restroom and break facilities. Access outside nortnal business hours may
be restricted.
Work to be pertortned outside of nortnal business hours must be approved (by the City) at least one day in
advance of the work to be perfortned.
The City premises must be restored to their original condRion fdlowing the implementation of the vendor's system.
This includes areas atfected by nortnal installation procedures, such as sealing conduit sleeves, as well as any
damage that may have been inadvertently caused. The vendor's project manager will be required to inspect work
and tacilities on a regular basis in order to maintain this standard.
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The vendor is responsible for providing all labor materials neCessary to deliver the equipment and complete the
� system installation in a tumkey tashion, including (but not limfted to) patch panels, shipping, overtime, cabling for
training phones, Vaining materials, etc. The City will provide racks as required to house the servers for the new
system. Bidder must provide infortnation on the rack space required tor each site on the Vendor Questionnaire.
Cabling, Jack, Cut Sheet and Floor Plan Requirements
Existing cable wi11 also be re-used where possible at both buildings. Existing voice and data cabling is Cat 5e.
There are no existing reliable cable records; however, all cables are clearly labeled. The succesaful bidder must
tone and test the existing cabling, it necessary, as part of the instaliation, and provide cable records of the resutts.
The vendor is required to provide a fi�al, complete set of cut sheets to the City one week after cut over, reflecting
any changes made post-cut. The cut sheets must be in a spreadsheet tormat (Excel or equivalent), and an
electronic copy must be provided. These must contain, at a minimum, the following informatiore
• Cable number
• Jadc number
• Switch information (name, location, port number) if applicable
• PBX port intortnation, if applicable
• Extension number
• Users name
• Type of telephone
All cross connecting and patch panel work to make the phones active must be included in tfie ve�dor quote. A
unit price for new station cable wfth jack is requested on the pricing sheet. At this time, it is not planned for the
vendor to run any new station cables; however, we would like to have the option to otrtain this service if required.
� The City will provide vendor wfth a base set of building floor plans for vendor to use with database gathering. A
complete set of modHied floor plans must be provided to The City at the final Project meeting prior to cut over.
The vendoPs oersonnel are resoonsible for marking all system phone jacks, corcesponding cable numbers,
extension numbers, and type of phones on the tloor plans. Vendor must provide a clean, accurate post-cut copy
of the floor plans with the required information to ihe customer folbwing cut over.
Requirements for Database Gathe�ing by Vendor
Vendor is required to provide personnel for gathering specific database information for programming of the
system. Although City personnel will be involved in providing this information, they will not be responsible fw
filling out torms or creating the database. Vendor personnel must be trained in teature operation and applications
in order to explain and help the City set up their telephones.
System Documentation Requirements
Vendor must provide complete, aceurate documentation for the system end all peripheral equipment installed.
This must include at a minimum the following infortnation in electronfc fortnat:
• Syatem Database, including:
• Station and trunk programming
• class of service definitiona, including toll restric6on tables
• dial plan overview
• call pick up groups
• speed call listings
• a complete list of Vunks (with associated arcuit IDs, as applicable)
`,, • Voice mail programming and set up
34
• AII system passwords
� • Cut Sheets as described under Cabling, Jack and Cut Sheets Requirements
• Trai�ing documenis
• A complete set of manufacturer system manuals (pertaining to maintenance and soflware programming).
Costs for these items must be included in ihe proposed system price.
Help Desk
The sucxessful bidder must staff a help desk beginning the first working day after system cutover. The Help Desk
must be staffed for a minimum of one full day. If problems are still being reported aiter one day, the Help Desk
must remain in operatio� until all known problems are cleared.
Minor moves and changes shall be provided for a minimum of five (5) business days after cut over at no
additl�al charge.
Testing
The City expects the system to be thoroughly tested prior to cut over. Each telephone must be tested to ensure
that it is operatlng correctly. The tes6ng shafl include testing not only the telephones, but also all peripheral items
such as Un'rfied Messaging, conferencing, Cell Phone Twinning, Desktop Call Control, and proper interaction with
voice mail. Any optional capabilities that aze purchased, such as Presence, Soft phones, Headsets, etc. must also
be tested.
Testing must include a thorough evaluation of ihe performance of the soflware as well as the hardware. This
includes testing of the individual features as well as the base sottware.
� Training
Training is required fw all station users. Training must be conducted on working telephones at City facilities.
Training must inciude advanced features such as Unified Messaging, Desktop Call Control, Cell Phone Twinning,
Meet-Me Conference, etc. in addition to training on the actual telephones and voice mail. Trafning must be
provided for all optional capabilRies that are purchased, such as Presence, Soft phones, Web Conferencing and
other collaboration tools.
Prior to training City users, the vendor must provide a review of the planned training ciass to the City project
manager and other strategic personnel. Copies of the actual user guides and all handouts to be used during the
Vaining class are to be provided for evaluation by the City project manager. This review will be used to fine tune
the inforrnation provided by the class for the specific needs of City users.
Each telephane station set must have a user guide that covers both basic and advance applications. Each must
also have a quick reference gu'ide for commoniy used features. The quidc reference guide may be a cheat sheet
designed by the vendor, or provided by the manufacturer.
Electronic copies of each type ot training dxumentation such as user guides, phone templates, etc. shall be
provided to the City project manager.
All expenses for iraining and user guides must be included with your quote, including any cabling that is needed
to set up the training phones.
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In addition, optio�al pricing for training on system administration must be provided for two (2) The City employees.
�, This training shall be extensive enough to allow the City to pertortn their own adds, moves, and changes on the
system. Provide pricing tor this training on Pricing Sheet 1, Summary Price.
Acceptance
Before acceptance,.all system components shall be tested according to the test requirements above. Resutts
must be provided to the Ciry project manager'no later than 1 day prior to system cutover tor all common
equipment componenta Station testing documentation shall be provided prior to the first day of system use.
All user training must be adequately completed prior to Acceptance.
During the acceptance period there should not be a major failure in the system. A major failure is described as
the failure oi any CPU, memory, disk drive or any other hardware component that takes the entire system out of
service or denies serviCe to more than 10°k of the stations or trunks.
Should a maJor failure occur during the acceptance period, the vendor will have five (5) working days to
completely conect the situation and provide The Citys project manager with multiple test resuits of the new
component proving its reliabilfty.
If, at the end of five days, the vendor cannot reliably prove the integrfly of the system, the City will require the
vendor to provide a manufacturers engineer on-site within 48 hours, at no cost to the City, to evaluate the
problem and provide solutions.
If, at the end of fifteen days of Me major failure, the integrity cannot be ensured, the vendor must provide to the
City a plan for complete replacement of the hardware, again, at no cost to the Cicy. The City will decide if
� complete replacement is warranted and inform the vendor within 48 hours of receipt of the plan. The intent of the
requirement for complete replacement of the system is to ensure that the City does not receive a'iemon" system,
rather than to place any undue burden on the vendor.
Should no maJor failures occur or, N they are satisfactorily remedied prior to 30 days after cutover, the system will
be accepted. Acceptance will not be withheld provided the system is performing to the manufacturer's written
specifications.
The following must be provided to the City prior to system acceptance. All documentation shall be included and
provided electronically; including:
1. A complete set of cut sheets, cable records and floor plans.
2. A copy all system programming.
3. An inventory of all system hardware and telephones, plus spares.
4. All system pasawords. Thia includ� the system sdministration passwoM and all malMenance
pasewords, as well as Instructlons for changing them.
5. An escalation list that provides telephone numbers for supervisors, day to day support personnel, and upper
management.
6. A list of telephone numbers and procedures for obtaining repair, MAC, and other suppoh. This should include
any custamer numbers assigned to aur a�ccaunt.
7. Instructions for obtaining after hours support.
8. A complete set of system documentaUOn and manuals.
9. Electronic capies of user guides fw system features, and phones.
10. Completlon of all required trai�ing.
11. Ail applicable soitware instailation disks, for the system and all peripheral equipment, shall be on-site.
� 12. All system documentation as required in System Dxumentatian section of this RFP.
36
Written acceptance will be provided to the vendor when the Acceptance items have been completed to The City's
� satisfaccion.
System Warranty
Your quote must include at minimum a one-year warranty, including all software, parts and labor for the system
itself and all peripheral equipment purchased from vendor. The warranty period shall begin upon written
acceptance of the systems from the City.
Wazranty service must include the following response times, from the time the problem is reported by the City to
the vendor:
MAJOR OUTAGE - Remote response required within 30 minutes.
Technician artival on sRe within 4 working hours.
This responae interval is required 8 am to 5 pm, Monday through Friday.
MINOR OUTAGE - Technician arrival on sfte within 8 working hours (next business day).
A major outage is defined as:
1) The inabflity for any console to make or receive calis;
2) My T-1 being inoperable;
3) The failure of 20% of any of the stations or trunks;
4) The failure of the voice mafl
A minor outage is any other outage.
� Please provide a quote and pricing, in the price sheets, for second through fifth year maintenance for The Ciry.
We expect this contract to p�ovide the same levei of service as required above.
Post Warranty Maintenance
Intervals, definitions and respo�se times for ongoing support shall be the same as during the warranty period.
Pricing for ongoing support tor years 2 through 5 must be supplied on the pricing pqqes. Your pricing for ongoing
support must inGude:
• Software maintenance and support, including maintenance and security patches
• Software updates/upgrades/Software subscription costs
• Hazdware maintenance and suppoA
♦ If your company offers managed support options, please provide a description of the optlons available and the
pricing.
/n I3eu ojmanagat suppoii, wt are induding in the proposa! a jow (4) year mainttnance agreemenf.
♦ What is your companys hourly labor rate?
$120.00 per hour regulur time -$180.00 per hour Overtime
�
37
C,� 4. ALTERNATE BIDS
This section is available for your use to propose any other configuration, product, or service that you think will
benefit The City. If you have a plan for managing future growth, or any plans for future products and/or services,
please include that information in this section.
All pricing for any aftemative quotes shall be included on the Alternate Bid Pricing Sheet. The format and price
sFieets should remain the same, standardized for easy comparison.
If various options are cost effective for serving The City, please present them in detail in this seCtion.
No alternadve bid submitted
�
�
38
`., 5. EXCEPTIONS
Please list ALL exceptions your company makes to the requirements spec'rfied in this RFP. Exceptions noted in
the bady of your proposal MUST be repeated in this section. include any features that will not operate as
specHied, in addition to other exceptions you may have.
Section 2
System Requirements: Phones
Cord(ess/Wrreless Phones:
• Minimum of 1 buUon fhat is programmable as a line%xtension
SmaWCommon Meas Tekphone:
• Minimum of 1 button that is progmmmable as a lirte%xlension
Exception: The phones provided do not requtre a line%xtension button as they are single line phones.
Does the phone suppoK bluetooth wireless headsets?
Exception: Tht phones provided do not have an inherent capability of bluetooth however thry wi[l suppor� DECT 6.0 with
additiona! hardware. As we!!, third-party cord(ess keadsets are supported that have Bluetooth capabiGties.
System Requiremenls: Features and Sojtware - Mobility
Need a way W capture and save text messages so lkat they can be used as documenfalion for cases.
Exceppbn: Our solution does not include a Blackberry Errterprise Server which is requlred to capfure lext messages. Our
recommendation is to approach your current mobile servlce provider to explon optlons on how to achieve this ability.
�
�
39
L. 6. PRICING
Your sys�n price shall Includs all labor, materlals, shlppiny, Inatallallon, overtlms, traini�y, post-eut
over aupport , products, and services nsoasary to perfo►m a tum key InalaNatlon as �pscMled. The Gty
shall not be Ilable for addRlonel chargos thet are not stated In your quote as part of the system cost.
A spreadsheet has been provided with ihis RFP, which must be filled in with the appropriate information. Pricing
Sheets must be provided on the forms provided in this RFP. Pricing sheets must be submitted in written and
e�ectronic format with your proposal. Prlcs sheets must be submitted In .xls format as pa�t of ths eleetronic
copy of ths RFP provided. Pricing sheets that are submitted in .pol tormat may be disquaYfied.
Please note that the spreadsheet is composed of 5 individual worksheets, which are described in more detail
below:
Pricing Summary
Itemized Pricing
Post Cut Pricing
Pricing Summary--ARemate Bid
Itemized Pricing-- Afternate Bid
Summary PNcing
Provides an overview of the proposed system pricing and ongoing maintenance costs.
Itanized Prlcing
Indi�ridual proposed parts along with their respective prices should be included, so that we can adjust our
configuration as necessary and calculate the new price after adjustments (see'Sample Pricing Sheet-
�, Itemized Pricing' below). All ftems that are included as part of a package should be Remiaed and priced.
Post Cut Pricing
The Past Cut Unit Pricing Sheet must provide pricing from which The City may purchase Rems for one
year fdlowing cut over as needed. This list should contain pricing for each type of telephone and license,
plus other hardware/soflware that must be added to accommodate growth in the existing sites. Exact
growth is not k�own, however, we do not expect it to be more than 10% in the next year.
PHGng Swnrtiary— Altxnate 8id
Provides an overview of the proposed system pricing and ongoing maintenanoe costs This sheet should
explain and price any altemate bids you may want to provide.
Itemized Pricing— Alternate Bid
Individual proposed parts for the alternate bid, along with thelr respective prices, should be included. All
items that are included as part ot a package must be Remized and priced.
♦ If you have other options to offer The City, please explain them here.
Mitel Un(fted Communicator Advanced applicatiort wiU provide the provisioning of sojY pkones. AU that is required is the
UCAdvaneed So, jtphone license and an !P Phoru Iicense.
[P Phone license - 5126.00
UCAdvancid So,/�hone liccnse - $67.50
�
40
�'' SAMPLE PRICING SHEET
ITEMIZED PRICING
Pricing must be provided in the following format, preferably on diskette in Excel format, in addition to
paper.
SYSTEM PRICING
Part Number Description Qty. Unit Extended
Price Price
XXXXXXX-XX PBX System Package 1 $1.00 $1.00
YYYYYYY-W CPU (included) 1
AAAAAAA-AA Memory (included) 1
BBBBBBB-BB Digital Line Card 6 $1.00 $6.00
CCCCCCGCC Analog Une Card 3 $1.00 $3.00
Small Telephone 4 $2.00 $8.00
Medium Telephone 10 $3.00 $30.00
Totai Hardware/Software Price $48.00
Total Installation Price $4,000.00
Total Warranty Price $10,000.00
�-' GRAND TOTAL PBX PRICE $14,048.00
�
41
Company Name: American Telephone. Inc.
Pricing Summary
� PRICE (Including Installation,
CATEGORY Professional Services, and all
necessary components}
SYSTEM REQUIREMENTS
oice System Hardware and SoRware per RFP requirements 58,766.59
oice Mail 3,820.75
Unified Messaging Included in Voice Mail
Network Assessment 975.00
Data switches and other hardware required 7,349.20
PC Based Cau Control Client 2,125.00
Cell Phone Twinning Included in Voice S stem
udio Conferencin : 6 pa Meet Me Included in VoiCe S stem
Call L InGuded in Voice S stem
Compan Directo Included in Voice S stem
Presence: Bus /available status Included in Voice S stem
Presence: Preferred Method of Concact Included in PC Based Call Client
End User Training 3,780.00
System AdminisVation Training 1,440.00
InstallaGon, Warcanty, and Removal of old equipment 21,420.00
Trade in for existing system 1,000.00
� Grand Total 98,6�6•�
S stem O tions
Presence: Tied into IM Included in PC Based Call Client
Presence: Outlook Int raGon Included in PC Based Cell Client
Web Conferencin Included in Voice S stem
Archive text messages so that they can be used as documentation N/A
for cases
100' Sta6on Cable Run - Cat 6e Plenum 152.05
150' Station Cable Run - Cat 6e Plenum 22$.07
Maintenance
nual Maintenance, Yr. 2 6,240.09
Soflware maintenance and securi tches Included
Soflware u ates/u rades/SofMrare subscri tion costs InCluded
Hardware maintenance and su ort Included
Other N/A
nnual Maintenance, Yr. 3 7 842.17
Soflware maintenance and securi atches InGuded
Soflware u dateslu rades/Software subscri tion costs InCluded
Hardware maintenance and su rt InCluded
� Other N/A
Annual Maintenance, Yr. 4 9,095.99
Software maintenance and securi tches Included
Software u dateslu rades/Software subscri tion costs InCluded
Hardware maintenance and su ort Included
Other WA
nnual Maintenance, Yr. 5 9,897.01
� Soitware maintenance and securi tches Included
Soflware u dates/u rades/Soflware subscri tion costs Included
Hardware maintenance and su ort Included
Other WA
nnual Maintenance, Other OpGons N/A
�
�
Company Name: American Telenhone. Inc.
Itemized Pricing
uanti Part No. Descri tion Unit $ Total $
1 50003560 Dual Tl/El Trunk MMC 1,275.00 1,275.00
1 50005084 MXe AC Power Su l 425.00 425.00
1 50005086 MXe RAID Sub-S stem 1,700.00 1,700.00
1 SOOOS l05 ASU II 595.00 595.00
1 50005686 3300 MXe 80G PATA HDD 2PK 204.00 204.00
2 50005731 24-Port ONS Cazd 731.00 1,462.00
1 50006211 3300 MXe II Controller 2,550.00 2,550.00
3 50006271 Power Cord C13 l0A 125V - NA PLUG 12.75 38.25
36 54002701 MCD ONS License 63.75 2,295.00
1 54004971 MCD Standalone PBX Software 1,275.00 1,275.00
58 54003691 MCD Extemal Hotdeskin 38.25 2,218.50
46 54004976 MCD Standard License 119.00 5,474.00
2 50003071 SSSO IP Console 2,125.00 4,250.00
2 50001543 5310 IP Conference Mouse 106.25 212.50
2 50004459 5310 IP Conference Saucer - Dark Gre 425.00 850.00
13 50005071 5340 IP Phone 399.50 5,193.50
2 50005321 5310 [P Conference Module 127.50 255.00
49 50005804 5330 IP Phone 314.50 15,410.50
8 54005146 Collaboration Pack - 1 User 153.00 1,224.00
1 54005148 Collaboration Pack - 50 Users 7,106.00 7,106.00
� 14 250000-VBA-20M Analo Desk Phone 34.00 476.00
5 601202-TP227F Cordless DECT Analo Phone 93.49 467.46
2 K-1900D-2ASH Vikin Hotline Analo Desk Phone 169.15 33830
2 H8LN Plantronics H81N Headset 99.42 198.83
1 S1008015 Call Accountin - 1 to 100 Factensions L,147.50 1,147.50
1 51009562 Tcaffic Anal sis Mod 1 TSPAN 24 Trunk Pk 340.00 340.00
1 CAServer Call Accountin Server 1,275.00 1,275.00
1 52002551 MAS Server A liance for Mitel 3300 2,545.75 2,545.75
1 54004764 MAS 2.0 NPUM Mailbox - 50 Users 1,275.00 1,275.00
1 52002594 UC Advanced Server A licance 2,125.00 2,125.00
1 PC3524P Dell 24PoR POE Switch 740.00 740.00
4 PC3548P Dell 48-Port POE Switch 838.00 3,352.00
3 E1000RM2U Minuteman Ente rise Plus UPS 449.65 1,348.95
5 EBP36XL Minuteman Batte Pack 381.65 1,908.25
1 NWA Network Assessment 975.00 975.00
2 ati-206166 Switch Tails 20.90 41.80
2 ati-771141 Blocks 8.36 16.72
2 ati-721024 Brackets 1.64 3.28
66 ati-100503BL 3' Patch Cables 0.66 43.56
2 ati-442506 uick Disconnect Cord 35.64 71.28
�
Page 1 of 2
uanti Part No. Descri tion Unit $ Total S
1 ati-961103 Rack - 7X l9 l 83.61 183.61
1 ati-misc Consumable Hardware 150.00 150.00
Total Hardware/Software Price '73,036.54
Total Installation Price 26,640.00
Total Warran Price [ncluded
Trade in for Existin S stem 1,000.00
GRAND TOTAL PBX PRICE 98,676.54
�
�
Page 2 of 2
Company Name: American Telephone. Inc.
Post-Cut Pricing
uanti Part No. Descri tion Unit $ Total $
1 50005804 5330 IP Phone 333.00 333.00
1 50005071 5340 IP Phone 423.00 423.00
1 50003071 5550 IP Console 2,250.00 2,250.00
1 50004459 5310 IP Conference Saucer - Dazk Gre 450.00 450.00
1 50005321 5310 IP Conference Module 135.00 135.00
1 50001543 5310 IP Conference Mouse 112.50 112.50
1 K-1900D-2ASH Vikin Hotline Analo Desk Phone 179.10 179.10
1 H81N Plantronics H81N Headset 10526 105.26
1 ati-442506 'ck Disconnect Cord 35.64 35.64
1 601202-TP227F Cordless DECT Analo Phone 98.99 98.99
1 250000-VBA-20M Analo Desk Phone 36.00 36.00
1 54005146 Collaboration Pack - 1 User 162.00 162.00
1 54005148 Collaboration Pack - 50 Users 7,524.00 7,524.00
1 54004762 MAS 2.0 NPLJM Mailbox - 1 User 36.00 36.00
1 54004764 MAS 2.0 NPUM Mailbox - 50 Users 1,350.00 1,350.00
1 54002701 MCD ONS License 67.50 67.50
1 54004976 MCD Standard License 126.00 126.00
1 54003691 MCD External Hotdeskin 40.50 40.50
1 54004268 UC Advanced - 1 So hone License 67.50 67.50
1 54004281 UC Advanced - 1 Desk & Soft hone License 135.00 135.00
1 54003580 MAS AWC - 1 Audio-Web U lift License 450.00 450.00
1 54004222 MAS N oint Advanced IJM 1 User 54.00 54.00
1 54004223 MAS Nu oint Advanced LJM 50 Users 2,250.00 2,250.00
�
Page 1 of 1
� Company Name: American Teleahone. Inc.
Pricing Summary—Alternate Bid
PRICE (Including Installation,
CATEGORY Professional Services, and all
necessary components)
SYSTEM REQUIREMENTS
Voice System Hardware and Software per RFP No Alternative Bid Su6mtted
r uirements
Voice Mail
Unified Messaging
Network Assessment
Data switches and other hardware required
PC Based Call Control Client
Cell Phone Twinning
Audio Conferencin : 6 a Meet Me
Call L
Com an Directo
Presence: Bus /available status
Presence: Preferred Method of Contact
End User Training
System Administration Training
� Installation, Warcanty, and Removal of old equipment
Trade in for existing system
Grand Total
S stem O tions
Presence: Tied into IM
Presence: Oudook Inte ration
Web Conferencin
Archive text messages so that they can be used as
documentation for cases
100' Station Cable Run - Cat 6e Plenum
150' Station Cable Run - Cat 6e Plenum
Maintenance
Annual Maintenance, Yr. 2
Soflware maintenance and securi atches
Soflw�are u ateslu redes/Software subscri tion costs
Hardware maintenance and su rt
Other
Annual Maintenance, Yr. 3
`.. Soflware maintenance and securi tches
Software u dates/u rades/Soflware subscri tion costs
� Hardware maintenance and su ort
Other
Annual Maintenance, Yr. 4
Software maintenance and securi tches
Soflware u dates/u rades/Software subscri tion costs
Hardware maintenance and su rt
Other
Annual Maintenance, Yr. 5
Softvware maintenance and securi atches
Software u ates/u rades/Soflvware subscri tion costs
Hardware maintenance and su ort
Other
Annual Maintenance, Other Options
�
�
� Company Name: American Teleahone. Inc.
Itemized Pricing--Alternate Bid
uanti Part No. Descri tion Unit $ Total S
No Alternative Bid Submitted 0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
`'' 0
0
0
0
0
0
0
0
0
0
U
0
0
0
0
0
0
0
0
�
C� � �
Appendix A: Network Diagram
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42
Appendix B: Immigration Law Compliance Affidavit
�
STATE OF MISSOURI )
) ss:
COUNTY OF )
AFFIDAVIT
(as required by Section 285.530, Revised Statutes of Missouri)
As used in this A�davit, the following terms shall have the following meanings:
EMPLOYEE: Any person performing work or service of any kind or character for hire within the
State of Missouri.
FEDERAL WORK AUTHORIZATION PROGRAM: Any of the electronic verification of work
authorization programs operated by the United States Department of Homeland Secunty or an
equivalent federal work authorization program operated by the United States Department of
Homeland Security to verify information of newly hired employees, under the Immigration
Reform and Control Act of 1986 (IRCA), P.L. 99-603.
KNOWINGLY: A person acts knowingly or with knowledge,
a) with respect to the person's conduct or to attendant circumstances when the person
� is aware of the nature of the person's conduct or that those circumstances exist(; or
(b) with respect to a result of the person's conduct when the person is aware that the
person's conduct is practically certain to cause that result.
UNAUTHORIZED ALIEN: An alien who does not have the legal right or authorization under
federal law to work in the United States, as defi�ed in 8 U.S.C. 1324a(h)(3).
BEFORE ME, the undersigned authority, pe�sonally appeared
, who, being duly swom, states on hislher oath or
affirm�io�n a�s follo .
1. My name is Mionon Enhland and I am cu�rently the President of American
Teleahone. Inc. (hereinafter "Contractor"), whose business address is 6950 Sauibb Road. Suite
420. Mission, KS 66202, and I am authorized to make this A�davit.
2. I am of sound mind and capable of making this Affidavit, and am personally
acquainted with the facts stated herein.
3. Contractor is enrolled in and participates in a federal work authorization program
with respect to the employees working in connection with the following services contracted
� between Contractor and the City of Riverside:
43
4. Contractor does not knowingly employ any person who is an unauthorized alien in
� connection with the contracted services set forth above.
5. Attached hereto is documentation affirming Contractor's enrollment and
participation in a federal work authorization program with respect to the employees working in
connection with the contracted services.
Further, Affiant saith not.
�'
Signat re of Affiant
Prin ame: ' " 1 � f� � ��a11 �
�
Subscribed and sworn to before me this ��day of ,2010.
No ary u lic
� My Commission Expires: � a-( 3-a,�,j� � SHERI L BRONIN
Jotary Publk • $hq d Ki1�f
^�Y APDt. Ezpiroe "+a ��
*PLEASE NOTE: Acceptable enrollment and participation documentation consists of the
following 2 pages of the E-Verify Memorandum of Understanding:
1. A valid, completed copy of the first page identifying the Contractor; and
2. A valid copy of the signature page completed and signed by the Contractor, and the
Department of Homeland Security - Verification Division.
�
44
� ATTACHMENT C
ACKNOWLEDGMENT OF ADDENDA
The toliowing form shall be completed and included in the Proposal. Failure to acknowledge receipt of all addenda
may cause the bid to be considered non-responsive to the solicitation. Acknowledged ►eceipt of each addendum
must be dearly established and included in the proposal.
ACKNOWLEDGMENT OF ADDENDA
The undersigned acknowledges receipt of the following addenda to the documents:
Addendum No. 1 Dated May 10, 2010
Addendum No. 2 Dated May24, 2010
Addendum No. Dated _
� Addendum No. Dated _
I"�MEfZ�GArJ��LEP�IOWE, �HG
Company JVame �
�
Signatur Authorize Signer
�P(�E�� EN�'
Title
9i3�78o-3i66
Phone
�
45
AMERICAN TELEPHONE, INC.
Equipmeut Agreement
� 6930 Squibb Road, Suite 420 Mission, KS 66202 www.arnericanulephoneinc.com
P: 913-780-3166 F: 913-780-4272 solutions(a3americantelephoneinc.com
May 28, 2010
Name Phone Date
BillingAddress Ciry,St Zip Contact
Same S
Insfella6on Addiess Ciry, St rp Contact
EQUIPMENT PROPOSED:
Quanti Item ! Descrip6an Unk Extended
`/
Total Proposal S - +tax
PAYMENT in consideration for the equipment and materials to be provided by AMERICAN TELEPHONE, INC.
hereunder, Customer agrees to pay $0.00 plus applicable tax.
PAYMENT TERMS 25 percent with conlract, 50 percent upon cutover and balance due upon acceptance.
Applicable taxes are not inGuded in the charge set forth above and shall be the responsibility of customer. Customer
will also provide at its own expenae, utilities such as light, heal, power, telephone and air conditioning required by
AMERICAN TELEPHONE, INC. to service and maintein the equipment.
ACCEPTANCE OF CONTRACT The prices, specifications and conditions in this proposal are saUsfadory end are
hereby accepted. You ere authorized to perfartn the work speGfied and payment will be made as outlined above.
NOTICE: This proposal may be withdrawn by AMERICAN TELEPHONE, INC. if not accepted within 30 days.
AMERICAN TELEPHONE, INC
Name
� BY BY
Selbr FWtlwri�sd SI9neWre
rua oaro rma ��
TERMS AND CONDITIONS
� 1. CREATION OF SECURITY INTEREST
UMiI sueh time as Buyer has paid the agreed purchase price, Seller hereby retai�s and Buyer hereby grents a purchase
money sacurity interest in the described equipment. In connection therewith, Buyer agrees to execute all inatruments
(inGuding finanang statements) deemed necessary by Seller under applicable law ta estabiish, maintain and continue
perfecfed Sellers Purchase money security interest in the equipment or othenvise protect its rights in and to said
equipment.
2. LIMITATION AND EXCLUSION OF WARRANTIES
Seller hereby warrants the described equipment against defective parts for a period of one Year from the date
of inatallation and wartants that the installation of said equipment shall be perfortned in a workmanlike manner. Buyefs
exdusive remedy under these wartanties shall be the repair and replacemeM by Seller at Sellers expense of non-
conforming equipment of parts thereof; unless, howe�er, the equipment or any part fhereof is damaged or rendered
unserviceable as a result of Buyer's negligence, or by tampering with a oonnection to direct current in which case this
warranty and any du6es and obligations of Seller arising thereunder shall terminate immediatey. In no event shall Seller
be liable for consequential damages arising out of a breach or any warraMy or any other provision conteined herein.
THIS WARRANTY IS THE ONLY WARRANTY GIVEN BY SELLER, AND ALL OTHER WARRANTIES, EXPRESS OR
IMPLIED ARE EXCLUDED, INCLUDING ANY IMPLIED WARRANTY OR MERCHANTABILITY OR ANY IMPLIED
WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE. THERE ARE NO WARRANTIES WHICH EXTEND .
BEYOND THE FACE HEREOF.
3. WAIVER, AMENDMENT, NOTICE, TERMINATION
Any waiver or rights hereunder or any amendment or requirement of notice or termination hereof shall not be effective
unless made i� writlng a signed by the paRy against whom such waiver, amendment nofice ar tertninatlon is sought to
be enforced.
4. RISK OF LOSS
Upan delivery of the described equipment in this contract. Buyer shall bear the risk of loss and it shall remain on Buyer
regardless of any breach by Seller of any provision hereoi.
� 5. TAX OBLIGATION
Buyer will pay promptly when due all taxes, assessments, and other charges levied or assessed by any govemments
or govemmental agency upon sale of the describetl equipment.
6. ASSIGNMENT
Buyer may not delegate its performance or assign its rights under this Agrcemem except upon the express wAtten
consent of Sellec
7. BENEFIT
This Agreement shall be binding upon, shall insure to the benefR of, and shall be enforceable by, each of the parties
hereto, its successors arM assiAns.
8. CONSTRUCTION
TF�is writing constitutes the final expression of the agreement beriveen the p�ties and is intended as a cortqlete
statement of lhe terms of the agreement. No course of prior dealings beMreen fhe paRies and no usage trade shall be
relevant to supplement or explain any tertn used in the Agraement. Acceptance or acquiescence in a course of
performance rendered under this AgreemeM, shall not be relevani to determine the meaning of this P�greement even
though the accepting or acquiescing parly has knowledge of the nature of the performance and oppoAunity for objaclion.
Whenever a term d�ned by the Unifortn CommerGal Code (the "Code'� is used in this Agreement, the definiUon
contained in the Code is to control unless othervvise stated herei� to the contrary. This Agreement has been finally
accepted in the State of Missouri and shall be govemed by the laws of the State of Missouri
inGuding the Code and its amendmants as eTfective in the State of Missouri
9. ATTORNEY'S FEES
Buyer shall pay to Seller all attomey's Tees, court costs and all other expenses which may be incurted by Seller in
enforcing or attempting to enforce, arry of its riphts under this agreement, or againsl a�ry guarantee fhereot, or with
respect to any matters connected wifh the subject matter hereof.
10. SEVERABILITY
`, This Agreemenl and all provisions hereof are intended to be severable, and this Agreemenl shall remain enforceable in
ihe event any provision hereoi is declared imalid.
� MITEL�
�y Zs, zoio
c�ty ofR►���a�
�o M�a;r� ��
2950 NW Vivion Road
Riverside, MO 64150
Dear Ms. Hauck,
We are pleased you are considering American Telephone, Inc. and their recommendation
of the Mitel Communications Director for your communication network.
American Telephone, Inc. has been an suthorized Mitel dealer for seventeen plus years.
Their entire installation, service and pmject management ataff are fully trained and
cerkified on the Mitel voice, dats and voice mail platforms. Therefore, we would not
hesitate w recommend them to serve yoa Ow experience with them indicates they are
fully capable of desigaing, installing and maintaining your communication system.
� Mitel selectively chooses the dealers who represent our products. We would like to
ass�ue you tbat, as a Mitel dealer, American Telephone, Inc. must meet strict
qualifications, including factory-approved training for pro8cient ins�sllatiai and
maintenance of the Mitel systems.
In addition, American Telephone, Inc. is an Exclusive Business Partner for Mitel
solutions. As an Exclusive Business Partner, American Telephone, Inc. has access to
additional resources and support.
Mitel's US Headquarters, ba.sed in Chandler, Ariwna, is proud to be a major
manufacturer of telecommunications systems. Thmughout our 35-year history, we have
successfully t�ansformed advanced technologies into products and services that provide
customers with innovative solutions.
Should you care to discuss our commitment to excellence in service and support, please
feel fi+ee to call me at 312-479-9062. Thaak you for your interest in American
Telephone, Inc. and Mitel.
Faic Crroene
Regional Account Manager
�
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Mitel ASU II �„ �� Pa�r Existi Pffich
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De1124Port POE �n„ Mitel 3300 ICP E""""o DeU 48-Port POE
F � fiber
Dell 4&Port POE
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Mitel Call
Mitel 5330 IP Phone x 3 Aocounting
� Mitel Unified
Communicator
Advanced
Malog Cordless Phone x 2 Mitel 5340 IP Phone x 6
Analog Desk Phone x 2 Mitel 5330 IP Phone x 18
Mitel Appliqtion SuRe
� (Voicemail, Audio-Web
City Of Rivefside Conferencing)
Request for Proposal �alog Desk Phone x 2
Telecommunications Equipment Mitel 5340 IP Phone x 6
MNeI 5330 IP Phone x 26
Proposed Equipment Location Mitel 5330 IP phone with Mabg Cordless Phone x 2
& Conierence Unit x 1 � Malag Desk Phone x 10
Connectivity ., Malog Ringdown Phone x 2
� Mitel 5330 IP phone wich
Conference Unit x 1
Mite15550 IP Console x 1 �
Amefican Telephone. InC. Mitel 5550 IP Console x 1