Request for Proposal for the Supply and Installation of Telephone System and Peripherals (Reference no.: ITRC/RFP/1819/TS)

Transcription

1 14 August 2018 Dear Sir, Request for Proposal for the Supply and Installation of Telephone System and Peripherals (Reference no.: ITRC/RFP/1819/TS) You are invited to submit proposal in accordance to the Request for Proposal for the Supply and Installation of Telephone System and Peripherals. If you are not prepared to accept a partial order, please state this clearly in the proposal. Your proposal together with the related product information should be prepared IN DUPLICATE and enclosed in a sealed plain envelope clearly marked on the outside Request for Proposal for the Supply and Installation of Telephone System and Peripherals (Reference no.: ITRC/RFP/1819/TS) and deposited at the tender box situated at Room 1104, 11/F Duke of Windsor Social Service Building, 15 Hennessy Road, Wanchai, Hong Kong and forwarded to arrive NOT later than noon, 20 August Late tenders will not be accepted. Your tender should remain open for 60 days from the above closing date. Should no order be received within those 60 days, you may consider your offer unsuccessful. If you are unable to quote against this enquiry, it would be appreciated if you could at least acknowledge receipt of this enquiry and indicate why you are unable to submit an offer by returning the Decline to Offer Form to us before the closing date. Yours faithfully, Information Technology Resource Centre Limited Wholly owned by The Hong Kong Council of Social Service

2 INFORMATION TECHNOLOGY RESOURCE CENTRE LIMITED A WHOLLY OWNED SUBSIDIARY OF THE HONG KONG COUNCIL OF SOCIAL SERVICE REQUEST FOR PROPOSAL FOR THE SUPPLY AND INSTALLATION OF TELEPHONE SYSTEM AND PERIPHERALS (REFERENCE NO.: ITRC/RFP/1819/TS) CLOSING DATE: 12:00 NOON, 20 AUGUST 2018 The Hong Kong Council of Social Service The contents of this remain the property of, and may not be reproduced in whole or in part without the express permission of the Hong Kong Council of Social Service

3 Introduction Information Technology Resource Centre Limited ( ITRC ) is requesting proposals for a Voice over IP Phone (IP Phone) system to replace the existing system which was deployed in 2011 and has become outdated. It is the Centre s intention to internally hosts the system. However, other options such as external hosting or cloud based solutions will also be considered. ITRC seeks a system that is functional, appropriate and suitable for our current needs, while at the same time the system is able to provide scalability for ease update or upgrade with economic paths to address future needs. The selected vendor will be our primary source for the following: - Business telephone system hardware, software and voice mail equipment - Installation and configuration services for this equipment - Training for users and administrators - Maintenance of purchased and installed equipment and software - Relocation service for Cisco PABX and all phone sets from Kwai Chung office to Wanchai temp office - Upgrades to the installed systems as necessary - Coordination between Systems and Services - Ensuring there are no other ancillary costs other than those specified in the quotation and/or proposal Instructions on quotation submission 1. Proposals must be submitted and received no later than 12:00 noon on 20 August 2018 at the following address: Information Technology Resource Centre Limited Room 1104, 11/F, Duke of Windsor Social Service Building 15 Hennessy Road, Wanchai Late submission will not be considered. 2. RFP shall remain valid and binding for a period of 60 days from the Tender Closing Date and shall not be withdrawn within that period 3. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Vendor. During the evaluation process, ITRC reserves the right to request additional information or clarification from the Vendor to allow for correction of errors and omissions. 4. All equipment, software, licensing and maintenance pricing and negotiations or variations must be clearly stated. All pricing and negotiations must include an eight (8) years analysis of the Total Cost of Ownership. It shall include the costs of any necessary upgrades at ITRC

4 to make the system operational. There shall be no additional costs associated with the purchase, installation and/or operation of the proposal. 5. ITRC reserves the right to reject any and all quotations received in response to the RFP. A contract for the accepted proposal will be based upon the factors described in this RFP. 6. ITRC shall not be bound to accept the lowest or any tender and reserve the right to accept all or any part of any tender at any time within the period mentioned in Clause 2 hereof. 7. The RFP will be evaluated based on the eight years analysis of the Total Cost of Ownership. System requirement and implementation - All equipment will include all necessary power cords and cables that may be needed. - Quotation shall include all costs associated with the purchase, installation, connection and/or maintenance of the proposal. No additional equipment, infrastructure or costs may be added at a later date. The proposal must be complete. - ITRC, at its own discretion, has the right to accept or reject any quotation that does not meet the requirements of this RFP, or partially accept the RFP. Scope and requirement - The purpose of the RFQ is to obtain the installation and maintenance of a unified communication system. ITRC is looking to purchase/lease a new VoIP/hybrid system to replace our existing Cisco system, details are listed in Appendix A for the current voice network diagram. The new system should be current and functional for a business of our size and type, while it can quickly and inexpensively be updated to accommodate changes in technology, scale and needs. ITRC seeks a system that can be used in the office, on softphones, potentially from one s home and in other locations. - Voice communication features provide an overview list of voice communication features available on the proposed telephone system. The list should include at a minimum PBX functionality, number of extensions supported, types of telephones supported, conferencing capacities, call routing, support for H.323 and SIP, trunk interfaces, and networking. - Virtual private network (VPN) is a VPN required to support remote IP telephone communication via the private IP network or the Internet? - System Capacities The VoIP/ hybrid-ip telephone system must be scalable via different versions that are applicable to different business needs. Describe the scalable capacities available on the proposed telephone system. - Administration provide a detailed description of the configuration and management tolls available on the proposed telephone system. - Compatibility can support Cisco SIP phones for reuse of existing phone sets.

5 - Remote monitoring the proposed telephone system must be capable of remote monitoring. - Softphone capabilities the proposed telephone system should have the ability to provide softphone extensions that reside on our employees personal computers or mobile devices. These extensions should provide an equal or better level of functionality as the proposed hardware station equipment. - Call handing: o The proposed telephone system must permit station users to forward incoming calls to another phone of their choice based on busy, no answer, and all calls conditions. o Any station in the proposed telephone system must be able to park a call for retrieval at another station. o The proposed telephone system must allow station users to answer calls intended for other stations within a common call pickup group. o Station users of the proposed telephone system must be able to transfer a call-in progress to an internal extension or external number without attendant intervention. - Conference The proposed telephone system must provide the ability to initiate a conference call with a maximum of five (5) additional parties. Please indicate the maximum number of simultaneous parties that may be included in a conference call with a minimum loss of audio call quality. - Voic describe the architecture of the proposed voic solution, including how voic is accessed by users for their extension remotely. - Stored numbers the proposed telephone system must have the ability to store a list of frequently called numbers and make those available on a systemwide basis to station users. - Security how is security provided to prevent unauthorized access to the administration application? Can some administrators be defined with view-only permissions? - Vendor background indicate whether your company is the manufacturer or the distributor of the proposed equipment. If you are a distributor, describe the terms of your agreement with the manufacturer, the manufacturer s level of support, and what contingencies they have in place should your company fail to continue to support the product or service for any reason. If this is a hosted off-premise system, describe your sites and alternate site locations used for redundancy. - Vendor references provide a minimum of three (3) references for customers with operations similar to ours that use the equipment being proposed. Include contact names, telephone numbers, and addresses. Installation service and maintenance A. Installation service explain in detail the installation plan.

6 B. Nursing period and service included C. Warranty service a complete maintenance and warranty agreement must be included as part of the bidder s quotation. D. Service Level Agreement for maintenance service Quotation Breakdown Please provide breakdown for core functions and optional items. Item Description Quantity 1. Business telephone system hardware, software and voice mail equipment 2. Phone Set 3. Installation and configuration services 4. Training 5. Annual maintenance after the 1 st year warranty (hardware and software maintenance) Total: Unit Price Total Price Optional items Description Unit Price Annual maintenance after the 1 st year warranty (hardware and software maintenance) Relocation service for Cisco PABX and all phone sets from Kwai Chung office to Wanchai temp office Eight (8) years analysis of the Total Cost of Ownership:

7 Payment Schedule Milestone Percentage of Project Sum Indication of milestone completion Initial Payment 50 Contract sign off User Acceptance Test 30 User Acceptance Form sign off Project Completion 20 All project deliverables are received and endorsed (* Please tick the appropriate.) [ ] I/We confirm that our proposal complies fully with the payment schedule described above. [ ] I/We confirm that our proposal does not comply fully with the Payment schedule described above in the following aspects:

8 Information Technology Resource Centre Limited Room 1104, Duke of Windsor Social Service Building, 15 Hennessy Road, Wanchai, HK Fax No: Dear Sir/Madam Decline To Offer Tender Reference No: Tender Closing Date: Subject: With reference to your tender enquiry for the captioned project, I regret that I am unable to quote due to the following reason: Signature: Name in block Letter: Position: Name of Company: Note: if a bidder is unable to make offer, return of the tender documents is NOT REQUIRED. However, this sheet must be completed and returned under cover to TENDER COMMITTEE before closing date.

9 Sales Hotline: Cisco 3x 7945 & 1x 7965 (ext. 9282, 83, 86, 88) Cisco ports Switch HQ 11/F Wanchai CAP Hotline: Cisco 4x 7965 (ext. 9268, 70, 72, 79) 9x Cisco 6941, 4x 7945, 1x 7965, 1x 7916, 2x x Cisco 6941 & 1x 7965 Cisco 2951 Voice Bundle Cisco ports Switch 7/F Wanchai ILRC Hotline: x Cisco 7965 (ext. 9211, 12, 13, 14, 19) 6x 6941 & 4x 7945 Cisco MCS 7825-I4 Cisco ports Switch TLP, Kwai Chung Cisco ASA5505 Firewall Remote Site SSL VPN Phone: 2x Cisco 7965 (ext & 9222) Total: 18x 6941, 11x 7945, 14x 7965, 2x 7975 Available extensions: