City of Bartlett. Request for Proposal. Nortel Phone System

Transcription

1 City of Bartlett Request for Proposal Nortel Phone System November 6, 2009

2 Dear Vendor: November 6, 2009 The City of Bartlett is actively pursuing installation of a Nortel Phone System to be located at the City Hall Annex (6382 Stage Rd, Bartlett, TN) to accommodate such needs as; Voice Mail, Caller ID, etc The Bidder will be providing necessary hardware including, but not limited to: KSU, Software, UPS and Labor. This request for proposal is for providing the material and labor to successfully install the Phone System at the City Hall Annex location. The due date for RFP responses is Friday, November 20, 2009, no later than 12:00pm. Contact information is as follows: Kevin Franz kfranz@cityofbartlett.org (901) office (901) fax (901) cell Thank you for taking part in this process. If you have any questions feel free to contact me directly at (901) or by at kfranz@cityofbartlett.org. Sincerely, Kevin J. Franz Information Technology Manager

3 Uniform Proposal Requirements The following pages represent the uniform requirements, which must be met in order to submit bids/quotes to the City of Bartlett for the equipment and installation necessary for this RFP. 1. Instructions to bidders: Definitions a) The owner is the City of Bartlett. The owner will be referred to as the City within this document. b) Bidders are vendors, manufacturers or distributors who submit proposals to the City. 2. Pre-Bid Information a) Questions pertaining to this project should be directed to: Mr. Kevin Franz Information Technology Manager 6400 Stage Road Bartlett, TN Bid Opening, Deadlines, and Contract Awards a) Bids will be opened as received prior to 12:00 P.M. on Friday, November 20, b) Proposals must be received prior to 12:00pm on Friday, November 20, Proposals received after this time will not be considered. c) The project team will review proposals and select the awarded bidder(s) as soon as possible. d) Bidders must submit Three (3) complete copies of their proposal to the City of Bartlett Attn: Kevin Franz Nortel Phone Switch - City Hall Annex 6400 Stage Road Bartlett TN 38134

4 e) Submission of a proposal and acceptance of the same proposal under this RFP shall constitute a binding agreement between both parties. f) Bids will be awarded using the following criteria subject to project team review. Quality and Reliability of Bidder 40%* Price 30% Labor Warranty/Service/Support 20% Submittal Accuracy 5% Product Delivery 5% *Note: Bidder must be in compliance with the purchasing policy of the City of Bartlett. The City shall not accept the bid of a contractor or bidder who is in default on the payment of taxes, licenses, or other monies due the City. Nor shall the City award any contract to a person who is in default on the payment of taxes, licenses or other monies due the City. g) The City reserves the right to consider proposals based on their relative merit, risk, and value to the City of Bartlett. Lowest price is not the sole consideration, but must be combined with bidder reliability, customer service, technical support, policy, and proposal quality. Any and/or all proposals may be rejected on this basis. h) The City reserves the right to reject a bid on any basis. i) This RFP does not commit the City of Bartlett to award a contract, to pay any costs incurred in the preparation of a response to this request, or to procure or contract for services or equipment. j) The City of Bartlett may accept any item or groups of items, unless the bidder qualifies their offer to specific limits. k) Project pricing shall be in effect for ninety (90) days after the acceptance date. l) The bidder s proposal will provide the name and telephone number for an individual within the bidder s organization with the ability to authorize proposal changes and/or negotiate specifications and/or price throughout the duration of this agreement.

5 4. Bidder Representations and Acknowledgments By submitting a bid, each bidder represents that: a. The bidder has read and understands the RFP. b. The proposal has been made in accord with the RFP. c. The bidder has contacted the project manager to arrange a site visit and discuss the project. 5. Alternatives and variations a) Alternatives and variations to the requirements of this bid must be submitted separately and clearly marked as such with reference to the specific paragraph numbers related to each exception. (You may denote a Part Number change on the itemized price quote) 6. Delivery Schedule The bidder s proposal will define a schedule for product delivery dates. (Availability status) 7. Delivery of products. The City of Bartlett will require an inventory list (shipping list) of all accepted products from this proposal which will include the expected date of delivery for each item. The City of Bartlett will expect an itemized invoice for all products, which shall match the inventory list. 8. Proof of Authorization The chosen bidder must be a Nortel Authorized Reseller of the product specified in the RFP. 9. Bid Requirements All quotes must be itemized and include per unit and total extended costs to the City of Bartlett as indicated on the Specification Page(s). 10. Respondent Qualifications a) The City of Bartlett may investigate to determine respondent's ability to perform the work. The City of Bartlett reserves the right to reject any bid that the respondent fails to qualify to carry out the obligations of the bid.

6 General Provisions a) These specifications set forth conditions, and include the work to be performed, equipment to be installed, and certain methods to be employed to implement a complete operable installation. 11. Products Material and equipment shall be furnished new. 12. Warranty Bidder, at the completion of installation, shall provide a warranty for a period of no less than 1 year. Please specify warranty length. 13. Discrepancies In the event of discrepancy, immediately notify the Project Manager. Do not proceed with the installation in areas of discrepancies until all such discrepancies have been fully resolved. 14. Bid Format Enclosed with this RFP is a Bid Format in which the bidder must use to submit pricing back to the City. Bids returned without using this format are subject to rejection in part or in whole and at the sole discretion of the City.

7 Project Specifications (Scope) Bidder will be supplying a quote for the following City needs: Nortel BCM50 KSU bundle as specified in part # supplied, Software release 3.0 or newer, Expansion Module equipped for additional Lines and Digital Stations, UPS, and Labor. Cabling to the phone sets will already be in place. Vendor will be required to supply 110 block connecting to BCM chassis and Expansion. Phone sets may be quoted, but are not guaranteed to be part of accepting bid. The City may elect to purchase phone sets separately from this bid. 1. Notables a) Any written statement or addenda made, as part of the proposal, including RFP questionnaire answers may become part of purchase contract. b) Respondents, by answering the bid, represent they have visited the site, and are familiar with the conditions under which the system is to perform. Also, they have consulted with the Project Manager and have full knowledge of total system functions. Site inspections can be arranged through Kevin Franz, (901) c) Include with each a firm implementation schedule based upon the award date. The implementation schedule must include pertinent bidder and City tasks and activities for pre-installation and acceptance. Installation is expected to be the first part of December d) Include with each response the appropriate material supporting the technical specifications and features (where applicable). e) Describe the system according to the format outlined in the proposed system configuration. f) An officer of the company who is legally authorized to bind the respondent to a contract shall sign the bid. Include the legal name of the respondent and a statement as to whether the respondent is sole proprietor, partnership, corporation or any other legal entity. g) The terms of this bid specification shall be construed in accordance with the laws of the State of Tennessee. Any and all litigation or actions commenced in connection of this bid shall be instituted in the appropriate courts in the State of Tennessee.

8 h) The successful bidder shall not assign, transfer, convey or otherwise dispose of the Award of Bid or his right to execute it or his right, title, or interest to it or any part thereof or assign any of the monies due or to become due under the Award of Bid, without prior written consent of the City. 2. Schedule and Penalties defined This project will be placed on a schedule for completion once accepted. Upon the acceptance date, bidder will be responsible for fulfilling their requirements for this project and completing this project in its entirety. CITY OF BARTLETT 6400 Stage Road Bartlett, TN

9 Bid Format/Specifications Please quote on the following part numbers and quantities using this format. Please note different part # if used. Bartlett Library Phone System Mfg Part # Item Description Qty Price Ext Price NT9T6502BBNA Nortel BCM Base System 1 $ - $ - NT5B42AAAGE5 BCM CMB8x16 Combo Media Bay Trunk Module 2 $ - $ - NT9T4024E6 BCM50 Power Supply Enclosure 1 $ - $ - NT9T6325E5 Small System Rack Shelf Bracket 1 $ - $ - NT9T6402BBNA BCM50 Expansion 2 $ - $ - NTKC0621 BCM50 Exp 1 Port Auth 2 $ - $ - NTKC0617 BCM 50 4 Port Analog Trunk Authorization Code 4 $ - $ - NTKC0620 BCM Port Digital Station Authorization Code 12 $ - $ - NTKC0587 BCM 50 Voice Messaging Key Code (8-seats) 8 $ - $ - Labor 1 $ - $ - Include: Install above equipment and configure. Verify network connectivity through built in router with existing network. (Allow remote control of Admin functions through network) Use crossover cables to connect to terminated phone set block. Supply 110 block to connect BCM chassis and expansion. Any additional needs should be noted here TOTAL $ -