TELECOMMUNICATIONS SYSTEM Telecommunications System Request for Proposal
For Miami County Board of Commissioners 201 W. Main St. Troy, OH 45373
13946959v1 Miami County Ohio Telecommunications System Request for Proposal
1 . T A B L E O F C O N T E N T S 2. Legal notice...... 2 3. RFP overview & Instructions to offeror...... 2 3.1. Purpose & background...... 2 3.2. Anticipated Procurement & Project Timeline...... 2 3.3. General instructions...... 2 3.3.1. Receipt of Proposal/Proposal Opening...... 2 3.3.2. Legal Framework...... 2 3.3.3. Preparation and Submission of Proposal...... 2 3.3.4. Proposal Alterations/ Addenda Prior to Proposal Opening...... 2 3.3.5. Procedure for Ranking of Proposals/Award of Contract...... 2 3.3.6. Contractor’s Qualifications...... 2 3.3.7. Withdrawal of Proposal...... 2 3.3.8. Award of Contract...... 2 3.3.9. Waiver of Technical Deviations...... 2 3.3.10. Rejection of Proposals...... 2 3.3.11. Vendor Acceptance...... 2 3.3.12. Termination of Negotiation...... 2 3.3.13. Public Records...... 2 3.3.14. Cancel or Reissue of Request for Proposal...... 2 3.3.15. Other Requirements applicable to all responses...... 2 4. Supplemental instructions...... 2 4.1. Response Form...... 2 4.2. Pricing (Cost response)...... 2 4.3. Mandatory RFP Response criteria...... 2 4.4. Technical & Cost scoring Process...... 2 4.4.1. Phase I Review – Initial Qualifying Criteria:...... 2 4.4.2. Phase II Review – Scoring the Offeror Scope Response:...... 2 4.4.3. Phase III Review – Scoring the Offeror’s Cost Tables...... 2 4.4.4. Phase IV Review – Final Selection...... 2 4.5. Additional Terms & Conditions for hosted Voip proposals...... 2 4.5.1. For Hosted VoIP Solution Proposals – Handling of County Data...... 2 5. Offeror qualifications...... 2 5.1. Offeror qualifications...... 2 5.1.1. additional Scoring points credit for references / Experience...... 2 5.2. Organizational Experience & Capabilities...... 2 5.2.1. Offeror Profile...... 2 5.2.2. Implementation / Transition Plan...... 2 5.2.3. Service / Support Plan...... 2 5.2.4. Key Staff...... 2 6. Technical Requirements...... 2 6.1. Technical Requirements Specific to Hosted VoIP Proposals:...... 2
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6.2. Technical Requirements Evaluation & scoring...... 2 6.3. Telephony Solution Requirements...... 2 6.3.1. Telephony system requirements table...... 2 6.4. Trade in of existing equipment...... 2 7. Cost Tables...... 2 7.1. Telephony System Proposal Cost Table...... 2 7.1.1. On Premise Telephony System Cost Table...... 2 7.1.2. Hosted Telephony System Cost Table...... 2 7.1.3. Solution Training Options...... 2 8. Appendix A: Offeror Response Templates...... 2 8.1. Offeror Reference template...... 2 9. Appendix B: Required Forms & Certifications...... 2 9.1. Vendor Acceptance Form...... 2 9.2. Standard Form Of Agreement Between Owner and Contractor (Offeror)...... 2 9.3. Affirmative Action Certification...... 2 9.4. Property Tax Affidavit...... 2 9.5. Non-Collusion Affidavit...... 2 9.6. Non-Discrimination & Equal Employment Opportunity Affidavit...... 2 9.7. General Conditions...... 2
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2 . L E G A L N O T I C E
Notice to Offerors:
The Miami County Board of Commissioners:
Will receive sealed proposals at the Board of Miami County Commissioners’ (BOCC) Office, Miami County Safety Building, 201 West Main Street, Troy, Ohio 45373, until 9:15 a.m., Ohio Standard Time, on 07/02/2019. All sealed proposals received after this time and date, for any reason, will be rejected.
The purposes of these proposals shall be to furnish an: ON-PREMISE OR HOSTED VOICE OVER INTERNET PROTOCOL (VOIP) TELECOMMUNICATIONS SOLUTION AND SERVICES FOR MIAMI COUNTY in accordance with specifications, which will be available in the office of the Miami County Board of Commissioners, Miami County Safety Building, 201 West Main Street, Troy, Ohio 45373 or by logging on to the Miami County website at www.miamicountyohio.gov by clicking on the Commissioners’ Page (under Government tab) followed by the Bid Posting link.
Proposals must be received by the BOCC no later than July 2, 2019 at 9:15 a.m. whereupon all timely submitted proposals will be opened, and only a listing of the on-time proposals received will be published. No proposals will be accepted or opened after such time. After proposals are opened, the BOCC will, in accordance with law, evaluate proposals as specified in this RFP document to determine best proposal based upon such factors as the total price proposed; the proposed solution; the known quality and reputation of the offeror, and compliance with proposal response requirements.
Prior to the selection of the successful offeror and execution of any purchase documents, the Board of Miami County Commissioners reserves the right to discontinue the competitive sealed proposal process, reject any or all proposals either not award the purchase or re-advertise for proposals, and waive irregularities contained in any proposal.
MIAMI COUNTY COMMISSIONERS
BY: Gregory Simmons, President
BY: Leigh M. Williams, Clerk
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3 . R F P O V E R V I E W & I N S T R U C T I O N S T O O F F E R O R
This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections 307.862. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequent contract.
3 . 1 . P U R P O S E & B A C K G R O U N D
The Miami County Board of Commissioners (County) / (Owner) is requesting proposals from qualified Offerors for an on-premise or hosted Voice over Internet Protocol (VoIP) Telephony solution for telecommunications services in Miami County, Ohio.
Miami County is planning to migrate from their current phone system, comprised of several NEC SV8500 / 8300 PBX(s) and two Cisco MCS7800 server, these systems provide telephony service to 39 departments across 12 locations within and outside the Troy city limits with approximately 900 endpoints. Multiple PRI circuits, direct microwave links and traditional copper lines provide connectivity to the telecom carriers and between the buildings.
The County will only accept Responses from Offerors that demonstrate capability for providing services as described in this RFP. This RFP document is released by and the subsequent agreement will be with Miami County Board of Commissioners. The County is under no obligation to enter into an agreement with any offeror as a result of this solicitation, if in the opinion of the County, none of the Responses are responsive to the objectives and needs of the County. The County reserves the right to not select any offeror should the County decide not to proceed. Changes in this RFP of a material nature will be provided on the County’s website: https://www.miamicountyohio.gov/bids. All Offerors are responsible for obtaining any such changes without further notice by Miami County.
For Hosted VoIP Solution Proposals: If the County decides to select a hosted VoIP telephony solution, the county will request that the selected Offeror enter in to a contract for services for the scope and cost of Offeror’s accepted and / or negotiated Response, for the following two periods:
. Term A – The end of the current County Calendar Year 2019 (from contract award and service go- live to December 31, 2019). . Term B – The following four (4) County Calendar Years (2020, 2021, 2022 and 2023).
At the conclusion of Term B, the County reserves the right, subject to its needs, to renew Term B for an additional annual period, and any subsequent annual period thereafter, if determined to be in the best interest of the County, and at the sole discretion of the County.
3 . 2 . A N T I C I P A T E D P R O C U R E M E N T & P R O J E C T T I M E L I N E
Miami County anticipates the following RFP schedule: Task Estimated Date RFP Issued May 28, 2019
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Task Estimated Date Question & Answer Period May 30, 2019 to June 14th, 2019 Q&A Addendum Published to Website June 19th, 2019 RFP Responses Due July 2nd, 2019 9:15 a.m. RFP Awarded July 2019 Contract Negotiations Complete Late July 2019 August 2019 depending upon contract Tentative Implementation Begins completion
Miami County reserves the right to revise this schedule if in the best interest of the County.
3 . 3 . G E N E R A L I N S T R U C T I O N S
3 . 3 . 1 . R E C E I P T O F P R O P O S A L / P R O P O S A L O P E N I N G
All offerors shall submit a complete, sealed proposal following the procedure outlined in this Request for Proposal no later than 9:15 a.m., Ohio Standard Time, on July 2nd, 2019 to the Board of Miami County Commissioners (BOCC) Office, Miami County Safety Building, 201 West Main Street, Troy, Ohio 45373. All sealed proposals received after this time and date, for any reason, will be rejected.
3 . 3 . 2 . L E G A L F R A M E W O R K
This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections 307.86 to 307.92. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequent contract.
3 . 3 . 3 . P R E P A R A T I O N A N D S U B M I S S I O N O F P R O P O S A L
By submitting an RFP, the offeror shall be held accountable to know all terms, conditions and specifications under which this RFP will be performed. This includes, but is not limited to, the contents of all RFP documents, applicable laws and regulations, and the characteristics of any work sites or inside/outside delivery sites.
Each RFP shall be submitted in a clearly marked sealed container or envelope showing the company name, company address, Proposal Project Title, the date and time of the RFP opening. All RFPs must be delivered to: Board of Miami County Commissioners (BOCC) Office Miami County Safety Building 201 West Main Street Troy, Ohio 45373
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The offeror shall submit the RFP on the prescribed forms. All blanks spaces for proposal process shall be filled in, in ink or typewritten.
Each proposal shall contain the following RFP documents signed by the legally authorized company representative:
a. Proposal Form b. Proposed Cost c. Vendor Acceptance d. Required forms / certifications
The offeror shall submit any other documents or materials required in the proposal instructions with the proposal.
Oral, telegraphic, emailed, or faxed proposals are unacceptable.
Late proposals - Sealed proposals received after the specified date and time will be considered late and will not be opened.
Materials - All materials in the RFP will become the property of the Owner and may be returned only at the Owner’s discretion. Pursuant to Ohio Revised Code Section 307.862 (C), in order to ensure fair and impartial evaluation, proposals and any documents or other records related to a subsequent negotiation for a final contract that would otherwise be available for public inspection and copying under section 149.43 of the Revised Code shall not be available until after the award of the contract.
Signature of Offerors - The firm, corporate, or individual name of the offeror must be signed in ink in the blank spaces provided for signatures on the RFP documents. In the case of a corporation, the title of the officer signing must be stated and such officer must be thereunto duly authorized and the seal of said corporation duly affixed. In the case of a partnership, the signature of at least one of the partners must follow the firm name, using the term “member of the firm”. In the case of an individual, use the terms “doing business as” or “sole owner”. When the offeror is a firm, the representative signing the firm’s name shall also state the names of the individuals composing the firm. If the offeror is a corporation, the representative signing for the corporation shall state under the laws of which State the corporation is chartered.
Notice of Award- Each proposal shall contain the contact information to which notice of the award of the contract may be mailed or delivered by the Owner.
3 . 3 . 4 . P R O P O S A L A L T E R A T I O N S / A D D E N D A P R I O R T O P R O P O S A L O P E N I N G
a. No alterations or exceptions to the specifications contained herein are permitted by the contractor unless an addendum is posted on the County’s website: https://www.miamicountyohio.gov/bids
b. During the proposal process, the Owner may furnish to offerors addenda covering changes, additions or deletions to the RFP documents. Addenda shall become part of the
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Contract Documents. The Owner reserves the right to postpone the proposal opening to issue addenda.
c. Any prospective offeror shall request an explanation, interpretation or answer regarding the RFP process, or specifications in writing via email to: [email protected]
Potential Offerors may ask clarifying questions regarding this RFP any time during the inquiry period listed in the Anticipated Procurement & Project timetable above. The County may not respond to any improperly formatted inquiries. The County will try to respond to all inquiries via an addendum posted to the County website, excluding weekends and County holidays. The County will not respond to any inquiries received after 4:00 pm on the inquiry period end date. The County may extend the Response due date.
To make an inquiry, Offerors must use the process outlined below:
. Any prospective offeror may request an explanation, interpretation or answer regarding the RFP process, or specifications in writing via email to: [email protected] . For each inquiry, the offer must provide the following:
o First and last name of the prospective Offeror’s representative who is responsible for the inquiry o Name of the prospective vendor o Representative’s business phone number, and e-mail address o Type the inquiry, including: o A reference to the relevant part of this RFP o The heading for the provision under question, and o The page number of the RFP where the provision can be found
An Offeror submitting an inquiry will receive an acknowledgement that the County has received the inquiry via email auto-response. The Offeror will not receive a personalized response to the question nor notification when the County has answered the question.
Offerors may view inquiries and responses on the County’s Website once the response addendum has been posted.
All questions must be submitted by 04:00 pm on 06/14/2019. Questions submitted after this time will not receive a response from the County.
Offeror Responses in response to this RFP are to consider any information communicated by Miami County in the Final Q & A Document for the RFP. It is the responsibility of all potential Offerors to check this site on a regular basis for responses to questions, as well as for any amendments or other pertinent information regarding any RFP.
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IMPORTANT: Requests from potential Offerors for copies of previous RFPs, past Offeror Responses, score sheets or contracts for this or similar past projects, are Public Records Requests (PRRs), and are not clarification questions regarding the present RFP.
Requirements under a current project may or may not be required by Miami County under any future contract, and so may not be useful information for Offerors who choose to respond to the RFP; therefore, Offerors are to base their RFP responses, and the details and costs of their proposed projects, on the requirements and performance expectations established in this RFP and, if applicable, in the Q&A document, NOT on details of a current or past related contract. If Offerors ask questions about existing or past contracts using the Q & A process, Miami County will use its discretion in deciding whether to provide answers.
Miami County will only answer those questions submitted within the established time period for the Offeror Q & A process, and which pertain to issues of RFP clarity, and which are not requests for public records. Miami County is under no obligation to acknowledge questions submitted through the Q & A process if those questions are not in accordance with these instructions.
3 . 3 . 5 . P R O C E D U R E F O R R A N K I N G O F P R O P O S A L S / A W A R D O F C O N T R A C T
a. Prior to opening of proposals, the Miami County Board of Commissioners shall enter executive session pursuant to Ohio Revised Code 121.22. After entering executive session, the Commissioners will open proposals that it receives in a manner that prevents the disclosure of contents of competing offers to competing offerors;
b. The factors in sections 4.3, 4.4 and 5.1 will be used to evaluate each timely submitted proposal.
c. The Commissioners shall rank each proposal using the above referenced factors and criteria and technical and cost scoring. Scoring criteria includes points earned for fulfillment of technical requirements and cost proposals based on the formula specified in section 4.4 below.
d. The Commissioners, if necessary, may conduct discussions with offerors for the purpose of ensuring full understanding of, and responsiveness to, the requirements specified in the request for proposals, and accord fair and equal treatment with respect to any opportunity for discussion with offerors to provide any clarification, correction, or revision of proposals;
e. If the Commissioners determine that discussions as described above are necessary, the Commissioners shall avoid disclosing any information derived from proposals submitted by competing offerors during those discussions;
f. The Commissioners may negotiate with the offeror who submits the proposal that the Commissioners determine is the most advantageous to the county based on the rankings
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performed by the Commissioners and including any adjustment to those rankings based on above described discussions;
g. The Commissioners shall conduct negotiations with only one offeror at a time;
h. Except as provided below in these Instructions to Offerors, the Commissioners shall award a contract as provided herein.
3 . 3 . 6 . C O N T R A C T O R ’ S Q U A L I F I C A T I O N S
a. The Owner may make such investigations as the Owner deems necessary to determine the ability of the offeror to perform the contract, and the offeror shall furnish to the Owner all such information and data for this purpose as the Owner may request.
b. The offeror shall submit completed reference forms as found in Section 8 (Appendix A) and as per the specifications listed in Section 5 Offeror Qualifications. The references shall include the following information: Company Name, Company Address, Contact Name and Phone Number.
3 . 3 . 7 . W I T H D R A W A L O F P R O P O S A L
Offerors may withdraw their proposals at any time prior to the opening of the proposals.
3 . 3 . 8 . A W A R D O F C O N T R A C T
The Owner may award a contract to the offeror whose proposal is determined to be the most advantageous to the county, taking into consideration the evaluation factors and criteria developed by the Owner, and set forth in the request for proposals. The Owner may award a contract in whole or in part to one or more offerors. The Owner shall include a written statement in the contract file stating the basis on which the award is made. The Owner shall send a written notice to the offeror to whom it wishes to award the contract and shall make that notice available to the public. Within a reasonable time period after the award is made, the Owner shall notify all other offerors that the contract has been awarded to another offeror.
3 . 3 . 9 . W A I V E R O F T E C H N I C A L D E V I A T I O N S
The Owner may waive any minor infractions of the instruction to offerors, immaterial deviations from the RFP, or any technical deviations from the RFP that do not give an offeror an unfair competitive advantage.
3 . 3 . 1 0 . R E J E C T I O N O F P R O P O S A L S
a. The Owner reserves the right to reject any proposal in which the offeror takes exception to the terms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including but not limited to, the standards, specifications, and requirements specified in the RFP; or submits
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prices that the Owner considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the Owner.
b. The Owner reserves the right to reject, in whole or in part, any proposal that the Owner has determined, using the factors and criteria the Owner develops pursuant to ORC 307.862(A)(1) and would not be in the best interest of the county.
c. The Owner may conduct discussions with offerors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the RFP.
3 . 3 . 1 1 . V E N D O R A C C E P T A N C E
The Offeror shall submit a signed Vendor Acceptance form and submit with their proposal. The Vendor Acceptance form must be signed by a legally authorized representative.
3 . 3 . 1 2 . T E R M I N A T I O N O F N E G O T I A T I O N
The Owner may terminate negotiations with an offeror at any time during the negotiation process if the offeror fails to provide the necessary information for negotiations in a timely manner, or fails to negotiate in good faith. If the Owner terminates negotiations with an offeror, the Owner shall negotiate with the offeror whose proposal is ranked the next most advantageous to the county, according to the factors and criteria developed by the Owner.
3 . 3 . 1 3 . P U B L I C R E C O R D S
In order to ensure fair and impartial evaluation, proposals and any documents or other records related to a subsequent negotiation for a final contract that would otherwise be available for public inspection and copying under section 149.43 of the Revised Code shall not be available until after the award of the contract.
3 . 3 . 1 4 . C A N C E L O R R E I S S U E O F R E Q U E S T F O R P R O P O S A L
The Owner may cancel or reissue an RFP if any of the following apply:
a. The supplies or services offered through all of the proposals submitted to the Owner are not in compliance with the requirements, specifications, and terms and conditions set forth in the RFP.
b. The prices submitted by the offerors are excessive compared to existing market conditions or exceed the available funds of the Owner.
c. The Owner determines that award of a contract would not be in the best interest of the county.
3 . 3 . 1 5 . O T H E R R E Q U I R E M E N T S A P P L I C A B L E T O A L L R E S P O N S E S
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3 . 3 . 1 5 . 1 . I N T E R V I E W
Offerors submitting Responses may be requested to participate in an in-depth, on-site interview as part of the evaluation process. The interview may include participants from the County and any representatives that County may appoint. The Offeror shall bear all costs of any scheduled interview. Failure to interview will disqualify the Offeror from the award of the RFP. Miami County solely reserves the right to offer alternative interview options through County executive management approval, when deemed necessary.
3 . 3 . 1 5 . 2 . S T A R T W O R K D A T E
The selected Offeror must be able to begin work no later than seven (7) working days after the time funds are encumbered and approved by the Miami County Board of Commissioners. The selected Offeror will be notified by the County contract manager when work may begin. Any work begun by Offeror prior to this notification will NOT be reimbursable by the County.
3 . 3 . 1 5 . 3 . R E S P O N S E C O S T S
Costs incurred in the preparation of this Response are to be borne by the Offeror, and the County will not contribute in any way to the costs of the preparation. Any costs associated with interviews will be borne by the Offeror and will not be the County’s responsibility.
3 . 3 . 1 5 . 4 . T R A V E L A N D P A R K I N G E X P E N S E R E I M B U R S E M E N T
No travel or parking expenses, nor any other expenses, will be covered.
3 . 3 . 1 5 . 5 . U N R E S O L V E D F I N D I N G S F O R R E C O V E R Y ( R . C . 9 . 2 4 )
Ohio Revised Code Section 9.24 prohibits the County from awarding a contract to any entity against whom the Auditor of State has issued a finding for recovery if the finding for recovery is “unresolved” at the time of award. By submitting a Response, the Offeror warrants that it is not now, and will not become, subject to an “unresolved” finding for recovery under R.C. 9.24 prior to the award of any contract or business agreement arising out of this RFP, without notifying the County of such finding. The County will review the Auditor of State’s website prior to the evaluations of any Response submitted pursuant to this RFP. The County will not evaluate a Response from any Offeror whose name, or the name of any of the subcontractors proposed by the Offeror, appears on the website of the Auditor of the State of Ohio as having an “unresolved” finding for recovery.
3 . 3 . 1 5 . 6 . M A N D A T O R Y C O N T R A C T P E R F O R M A N C E D I S C L O S U R E
Each Response must disclose whether the Offeror’s performance, or the performance of any of the proposed subcontractor(s), under contracts for the provision of services that are the same or similar to those described in this RFP, has resulted in any “formal claims” for breach of those contracts. For purposes of this disclosure, “formal claims” means any claims for breach that have been filed as a lawsuit in any court, submitted for arbitration (whether voluntary or involuntary, binding or not), or
Page 12 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal assigned to mediation. If any such claims are disclosed, Offeror shall fully explain the details of those claims, including the allegations regarding all alleged breaches, any written or legal action resulting from those allegations, and the results of any litigation, arbitration or mediation regarding those claims, including terms of any settlement. While disclosure of any formal claims in response to this section will not automatically disqualify an Offeror from consideration, at the sole discretion of Miami County, such claims and a review of the background details may result in a rejection of the Offeror’s Response. The County will make this decision based on its determination of the seriousness of the claims, the potential that the behavior that led to the claims could negatively impact Offeror’s performance of the work, and the best interests of the County.
3 . 3 . 1 5 . 7 . M A N D A T O R Y D I S C L O S U R E S O F G O V E R N M E N T A L I N V E S T I G A T I O N S
Each Response must indicate whether the Offeror and any of the proposed subcontractor(s) has been the subject of any adverse regulatory or adverse administrative governmental action (federal, state, or local) with respect to Offeror’s performance of services similar to those described in this RFP. If any such instances are disclosed, Offeror must fully explain, in detail, the nature of the governmental action, the allegations that led to the governmental action, and the results of the governmental action including any legal action that was taken against Offeror by the governmental agency. While disclosure of any governmental action in response to this section will not automatically disqualify an Offeror from consideration, such governmental action and a review of the background details may result in a rejection of the Offeror’s Response at the sole discretion of Miami County. The decision by the County on this issue will be based on a determination of the seriousness of the matter, the matter’s potential impact on the Offeror’s performance of the work, and the best interests of the County.
3 . 3 . 1 5 . 8 . C O M M U N I C A T I O N S P R O H I B I T E D
From the issuance date of this RFP until the contract award has been formally announced by the County, there may be no communications concerning the RFP between any Offeror which expects to submit a Response and any employee of Miami County in the issuing office, or any other Miami County employee, or any other individual regardless of their employment status, who is in any way involved in the development of the RFP or the selection of the Vendor(s).
IMPORTANT: Amendments to the RFP or to any documents related to it will be accessible to interested Offerors through the original web page established for the RFP. All interested Offerors must refer to that web page regularly for amendments or other announcements. Miami County will not specifically notify any Offeror of changes or announcements related to this RFP except through the website posting. It is the affirmative responsibility of interested Offerors to be aware of and to fully respond to all updated information posted on this web page.
Miami County is not responsible for the accuracy of any information regarding this RFP that was obtained or gathered through a source other than the Question and Answer process described in this RFP. Any attempts at prohibited communications by Offerors may result in the disqualification of those Offeror’s Responses.
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4 . S U P P L E M E N T A L I N S T R U C T I O N S
4 . 1 . R E S P O N S E F O R M
The offeror’s proposal must include responses to all required elements in section 5 (Offeror Qualifications), section 6 (Technical Requirements) and section 7 (Cost Tables) and collectively are referred to as the ‘Response Form’.
Offerors interested in submitting Responses must submit six (6) copies of their response excluding costs proposal in hard copy and one (1) copy of the same response on non-rewritable compact disc (CD) or USB Flash Drive in Microsoft Word, Microsoft Excel, or Adobe Portable Document Format (PDF). The Offeror must also include one (1) hard copy of the cost proposal alone, in a separate, sealed envelope, along with the rest of their response package.
If there is any discrepancy between the paper copy and the electronic copy of the Response, the paper copy will control, and Miami County will base its evaluation of the Offeror’s Response on the paper copy. Offeror’s response may be provided in separate boxes; however, they must be clearly numbered (e.g. Box 1 of x, etc.) and labeled including: Offeror’s information, RFP name and ID#.
IMPORTANT: The Response may not contain any trade secrets or private information that would preclude it becoming a part of public records.
In addition to the separate Cost response, the Response must contain all the information as specified and requested for each of the components listed below. A Response that is incomplete, vague, unjustifiably wordy, unclear, or is poorly organized may not be successful. The following outline for the preparation of the Response in response to this RFP is intended to assist in the development of effectiveness and clarity.
The Offeror’s Response must contain the following components (organized in eight (8) primary tabs) as described below. Any other information thought to be relevant, but not applicable to a specific RFP section or listed requirement, such as charts, tables, timelines, excerpts of past related projects, etc., must be provided as an appendix to the Response and so marked as an additional tab. However, the Response will be scored based on the relevancy to the stated responsibilities as well as the conciseness, clarity, flow, and professionalism of the information presented. All pages shall be sequentially numbered.
. Tab A – Cover Letter . Tab B – Offeror Profile . Tab C – Offeror Qualifications . Tab D – Offeror Scope Response . Tab E – Request for Taxpayer ID Form W-9 . Tab F – Workers Compensation & Insurance Verification . Tab G – Required Forms & Certifications . Tab H – Supplemental Reference Material.
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. Cost Response – Offeror’s Proposed Costs (must be submitted under separate cover)
Tab A – Cover Letter: The cover letter must provide the following and be signed by an individual authorized to legally bind the Offeror.
1. A statement regarding the Offeror’s legal structure, federal tax identification number, and principle place of business 2. The name, address, phone number, and fax number of a contact person who has authority to answer questions regarding the Response
Tab B – Offeror Profile: The Offeror Profile (section 5.2) must include the type of organization (corporation, partnership, etc.), the type of ownership (corporate officers, partners), number of employees, number of employees engaged in tasks directly related to the work in this request, and any other information that will help the evaluators gauge the ability of the Offeror to fulfill the obligations of a subsequent contract.
Offerors should describe how they are qualified to conduct the work described in this RFP. Offerors must submit at least two (2), but not more than three (3) references for telephony system work done which is substantially similar to the scope of work described herein. These references must relate to work that was completed within the past five (5) years. Two of which must be for a VoIP system install of at least 500 end-points across multiple locations. References must be for either: a fully managed / hosted VoIP solution or for an on-premise VoIP solution, depending on which type Offeror is proposing, Other documents supporting Offeror qualifications may also be submitted.
Tab C – Offeror Qualifications: In this section the Offeror must describe their Organizational Experience and Capabilities as specified in Section 5.
Tab D – Offeror Scope Response: In this section the Offeror must respond to all requirements and any questions contained within Section 6 and complete the cost tables in Section 7. Offeror’s Cost Response must be submitted separately as detailed below.
Tab E – Request for Taxpayer ID Form W-9: Offerors must complete, sign in Blue ink, and return with their Response. A copy can be obtained at the website below: http://www.irs.gov/formspubs/index.html
Tab F – Required Forms & Certifications: The following RFP documents, found in Appendix A, shall be signed by Offeror’s legally authorized representative, if applicable, and submitted prior to the execution of the agreement:
a. Affirmative Action Certification a. Non-Discrimination and Equal Employment Opportunity Affidavit b. Non-collusion Affidavit c. Personal Property Tax Affidavit d. Copy of Certificate of Insurance: Proof of Coverage e. Copy of the Bureau of Workers’ Compensation Certificate
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Tab G – Supplemental Reference Material: Offer may provide supplemental reference documents, product white papers, architecture diagrams, etc. in support of their Response. All supplemental documents should be adequately identified and labeled with references to the requirement IDs from Section 5 they are addressing. The County may or may not consider the supplementary documents as a part of the evaluation and scoring of the Response.
4 . 2 . P R I C I N G ( C O S T R E S P O N S E )
Cost Response – Includes Offeror’s proposed cost, exclusively as per the reproduced cost tables in Section 7. The Cost Response must be submitted under separate cover, in its own sealed envelope, but may be submitted in one Response box along with the physical and electronic copies of the technical requirements response portion of the Response.
4 . 3 . M A N D A T O R Y R F P R E S P O N S E C R I T E R I A
Mandatory Response Acceptance Criteria Yes No Was the Offeror’s Response received by the deadline as specified in the RFP?
Offeror’s Response includes all required affirmative statements and certifications, signed by the Offeror’s responsible representative, as described in Appendix A and B to the RFP?
The Offeror must include a t l e a s t t w o ( 2 ) b u t n o t m o r e t h a n three (3) refere nces. These references must relate to work that was completed within the past five (5) years. Two of which must be for a VoIP system install of at least 500 end-points across multiple locations. References must be for either: a fully managed / hosted VoIP solution or for an on premise VoIP solution, depending on which type Offeror is proposing.
4 . 4 . T E C H N I C A L & C O S T S C O R I N G P R O C E S S
Offerors submitting a response will be evaluated based on the capacity and experience demonstrated in the Offeror Scope Response. All Responses will be reviewed and scored by a Response Review Team (RRT), comprised of staff from Miami County. Offerors should not assume that the review members are familiar with Offeror’s current work activities with any entity. Responses containing lack of sufficient detail, poor organization, lack of proofreading and unnecessary use of self-promotional claims will be evaluated accordingly. If the Offeror chooses to list assumptions when submitting their Response, the County may deem assumptions as unacceptable and may reject the Response.
The County also may have the Responses or portions of them reviewed and evaluated by independent third parties or various County personnel with experience that relates to the work or to a criterion in the evaluation process.
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IMPORTANT: No assumptions may be included regarding negotiation, terms and conditions, or requirements.
Final selection of the Offeror will be based upon the criteria specified in Sections 5 (Offeror qualifications and plans), Section 6 (technical requirements) and Section 7 (Cost Tables) of this RFP. The RRT reserves the right to reject any and all Responses, in whole or in part, received in response to this request. The review committee may waive minor defects that are not material when no prejudice will result to the rights of any Offeror or to the public. Miami County reserves the right to require clarification of any information provided in Offeror’s Response. In scoring the Responses, the County will score in four (4) phases:
4 . 4 . 1 . P H A S E I R E V I E W – I N I T I A L Q U A L I F Y I N G C R I T E R I A :
In order to be fully reviewed and scored, submitted Responses must be complete and contain all required sections and answers to requested capabilities in the format specified.
IMPORTANT: Submitted Responses must pass the Mandatory RFP Response Requirements in Section 4.3. Any “no” for the listed criteria will eliminate a Response from further consideration.
If none of the submitted responses pass the Initial Qualifying Criteria, the County reserves the right to cancel, modify or reissue this RFP.
4 . 4 . 2 . P H A S E I I R E V I E W – S C O R I N G T H E O F F E R O R S C O P E R E S P O N S E :
The RRT will then score qualifying Responses, not eliminated in Phase I Review, by assessing how well the Offeror meets the requirements as specified in Sections 5 and 6 of this RFP. Using the Technical Requirements Score tables found in Section 6.3.1 and 6.4, the RRT will read, review, discuss and reach consensus on the final technical score for each qualifying Response.
Each Offeror’s qualifying Response will be scored collectively by the review team; each such Response will be scored on a separate score sheet. Each Offeror’s total technical quality score will be the sum of the point value for all PHASE II evaluation criteria.
4 . 4 . 2 . 1 . T E L E P H O N Y S Y S T E M P R O P O S A L S :
A maximum of 980 points will be awarded for the Telephony System Technical Response. A Telephony System Technical Response must achieve a minimum points total of at least 420. The minimum points score is derived when an Offeror generally "meets" all the evaluation criteria and is capable of successfully performing contractual duties.
IMPORTANT: An Offeror that does not earn a total score of at least 420 points will be disqualified from further consideration. Only those that earn scores at or above the minimum required technical points will advance to PHASE III of the review and selection process.
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Scores will be determined for each evaluation criteria in Section 5 based on the RRT’s review and assessment of the Offeror’s Response and assigning one of the following point values:
. Does Not Meet Requirement – a particular RFP requirement was not addressed in the Offeror’s Response. Point Value: 0
. Meets Requirement – Offeror’s Response fulfills a particular RFP requirement in all material respects, potentially with only minor, non-substantial deviation. Point Value: 3
. Exceeds Requirement – Offeror’s Response fulfills a particular RFP requirement in all material respects, and offers some additional level of quality / capability in excess of the County’s expectations. Point Value: 5
. Greatly Exceeds Requirement – Offeror’s Response fulfills a particular RFP requirement in all material respects, and offers an exceptional additional level of quality / capability in excess of the County’s expectations. Point Value: 7
IMPORTANT: Before submitting a Response to Miami County in response to this RFP, Offerors are strongly encouraged to use the Technical Requirements Score tables found in Sections 6.3.1 and 6.4, and the above technical performance scoring information to review their Responses for completeness, compliance, and quality.
4 . 4 . 3 . P H A S E I I I R E V I E W – S C O R I N G T H E O F F E R O R ’ S C O S T T A B L E S
Once the technical merits of the Responses are considered, Miami County will consider the costs of one or more of the highest-ranking Responses. But it is within Miami County’s discretion to wait until after any, if requested by Miami County, interviews, presentations, and demonstrations to evaluate costs. Also, before evaluating the technical merits of the Responses, Miami County may do an initial review of costs to determine if any Responses should be rejected because of excessive cost. Miami County may reconsider the excessiveness of any Response’s cost at any time in the evaluation process.
Miami County may select one or more of the Responses for further consideration in the final phase of the evaluation process based on the price performance formula described below. The Response(s) selected for consideration in the next phase always will be the highest-ranking Response(s) based on this analysis. That is, Miami County may not move a lower-ranking Response to the next phase unless all Responses that rank above it also are moved to the next phase, excluding any Responses Miami County disqualifies because of excessive cost or other irregularities.
4 . 4 . 3 . 1 . P R I C E P E R F O R M A N C E F O R M U L A F O R T E L E P H O N Y S Y S T E M P R O P O S A L S
The RRT will rate qualifying Responses based on the following criteria and respective weights.
Based on a Response that meets all requirements, the technical score accounts for 70% and cost portion accounts for 30% of the evaluation.
To ensure the scoring ratio is maintained, Miami County will use the following formulas to adjust the points awarded to each Offeror. The Offeror with the lowest total 1st year cost based on the cost tables
Page 18 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal in section 6, will receive 180 points. The remaining Offerors will receive a percentage of the maximum Cost Score points based upon the following formula:
Cost Score Points = (Lowest Total 1st Year Cost / Offeror’s Total 1st Year Cost) x 180
4 . 4 . 3 . 2 . P R I C E P E R F O R M A N C E F O R M U L A F O R N E T W O R K E Q U I P M E N T P R O P O S A L S
The RRT will rate qualifying Responses based on the following criteria and respective weights.
Based on a Response that meets all requirements, the technical score accounts for 70% and cost portion accounts for 30% of the evaluation.
To ensure the scoring ratio is maintained, Miami County will use the following formulas to adjust the points awarded to each Offeror. The Offeror with the lowest cost based on the cost tables in section 6, will receive 90 points. The remaining Offerors will receive a percentage of the maximum Cost Score points based upon the following formula:
Cost Score Points = (Lowest Cost / Offeror’s Total Cost) x 90
4 . 4 . 4 . P H A S E I V R E V I E W – F I N A L S E L E C T I O N
The RRT will recommend for initial negotiation the technically qualified Offeror with the highest Final Total Score. Total Score is determined by adding the Phase II Technical Response points plus Phase III Cost Points (Total Score = Phase II + Phase III) for Telephony System proposals and if included, a separate score for Network Equipment proposals. Offerors may also earn additional scoring points based on the quality and scale of provided references as defined in sections 5.1 and 5.1.1.
Telephony System Proposal Selection Telephony Technical Additional Scoring Telephony Cost Score = Total Telephony Score Score Points TBD TBD TBD TBD
Network Equipment Replacement Proposal Selection Network Equipment Network Equipment Additional Scoring = Total Network Technical Score Cost Score Points Equipment Score TBD TBD TBD TBD
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4 . 5 . A D D I T I O N A L T E R M S & C O N D I T I O N S F O R H O S T E D V O I P P R O P O S A L S
4 . 5 . 1 . F O R H O S T E D V O I P S O L U T I O N P R O P O S A L S – H A N D L I N G O F C O U N T Y D A T A
“County Data” is any information, data, files, or software that the County or its Subscribing Entities use or store on or in conjunction with the Services (i.e. hosted VoIP telecommunications services), including but not limited to Generated Files. For the purpose of this service, County Data will include, but not be limited to, call records, video archives, voicemail archives, Active Directory information, billing records, dial plans, etc. The Offeror (Service Provider) must use due diligence to ensure computer and telecommunications systems and Services involved in storing, using, or transmitting County Data are secure and to protect that data from unauthorized disclosure, modification, or destruction. To accomplish this, the Service Provider must comply with all applicable National Institute of Standards and Technology (“NIST”) standards for Moderate Impact systems and:
1. Apply appropriate risk management techniques to ensure security for all sensitive data, including but not limited to any data identified as Confidential Information elsewhere in this Agreement. 2. Ensure that its internal security policies, plans, and procedures address the basic security elements of confidentiality, integrity, and availability. 3. Maintain plans and policies that include methods to protect against security and integrity threats and vulnerabilities, as well as and detect and respond to those threats and vulnerabilities. 4. Maintain appropriate identification and authentication process for information systems and services associated with County Data. 5. Maintain appropriate access control and authorization policies, plans, and procedures to protect system assets and other information resources associated with County Data. 6. Implement and manage security audit logging on information systems, including computers and network devices.
Note: For moderate-impact information systems, organizations must, as a minimum, employ appropriately tailored security controls from the moderate baseline of security controls defined in NIST Special Publication 800-53 and must ensure that the minimum assurance requirements associated with the moderate baseline are satisfied.
The Service Provider must maintain a robust boundary security capacity that incorporates generally recognized system hardening techniques. This includes determining which ports and services are required to support access to systems that hold County Data, limiting access to only these points, and disabling all others. The Service Provider must use two-factor authentication to limit access to systems that contain County Data.
Unless the County, through the applicable Subscribing Entity, instructs the Service Provider otherwise in writing, the Service Provider must assume all County Data is both confidential and critical for County operations, and the Service Provider’s security policies, plans, and procedure for the handling, storage, backup, access, and, if appropriate, destruction of that data must be commensurate to this level of sensitivity. As part of the Service Provider’s protection and control of access to and use of data, the Service Provider must employ appropriate intrusion and attack prevention and detection capabilities. Those capabilities must track unauthorized access and attempts to access County Data, as well as
Page 20 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal attacks on the Service Provider’s infrastructure associated with County Data. Further, the Service Provider must monitor and appropriately address information from its system tools used to prevent and detect unauthorized access to and attacks on the infrastructure associated with County Data.
The Service Provider must use appropriate measures to ensure that County’s data is secure before transferring control of any systems or media on which County Data is stored. The method of securing the data must be appropriate to the situation and may include erasure, destruction, or encryption of the data before transfer of control. The transfer of any such system or media must be reasonably necessary for the performance of the Service Provider’s obligations under this Agreement.
The Service Provider must have a business continuity plan in place. The Service Provider must test and update the IT disaster recovery portion of its business continuity plan at least annually. The plan must address procedures for response to emergencies and other business interruptions. Part of the plan must address backing up and storing data at a location sufficiently remote from the facilities at which the Service Provider maintains County Data in case of loss of that data at the primary site. The plan also must address the rapid restoration, relocation, or replacement of resources associated with County Data in the case of a disaster or other business interruption. The Service Provider’s business continuity plan must address short- and long-term restoration, relocation, or replacement of resources that will ensure the smooth continuation of operations related to County Data. Such resources may include, among others, communications, supplies, transportation, space, power and environmental controls, documentation, people, data, software, and hardware. The Service Provider also must provide for reviewing, testing, and adjusting the plan on an annual basis.
In case of an actual security breach that may have compromised County Data, including but not limited to loss or theft of devices or media, the Service Provider must notify the County in writing of the breach within 4 hours of the Service Provider becoming aware of the breach, and fully cooperate with the County to mitigate the consequences of such a breach. This includes any use or disclosure of the County Data that is inconsistent with the terms of this Agreement and of which the Service Provider becomes aware, including but not limited to, any discovery of a use or disclosure that is not consistent with this Agreement by an employee, agent, or subcontractor of the Service Provider.
The Service Provider must give the County full access to the details of the breach and assist the County in making any notifications to potentially affected people and organizations that the County deems are necessary or appropriate. The Service Provider must document all such incidents, including its response to them, and make that documentation available to the County on request. In addition to any other liability under this Agreement related to the Service Provider’s improper disclosure of County Data, and regardless of any limitation on liability of any kind in this Agreement.
All County Data will remain the property of the County. The Service Provider must ensure that the County retains access and download capability for purposes of retrieving its data.
All County Data at rest in systems supporting the Service Provider’s Services must reside within the contiguous United States.
4 . 5 . 1 . 1 . R E T U R N O F C O U N T Y D A T A
At no additional cost to the Subscribing Entity, upon request made at any time during a Service term or within 90 days after the effective date of termination or expiration of the Subscribing Entity’s Order for
Page 21 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal that Service, the Service Provider will make available to the Subscribing Entity for download the County Data covered by that terminated or expired Service, as well as any Generated Files, in native format or any other format the Subscribing Entity reasonably requests within one day of the request and at no additional charge to the Subscribing Entity. After such 90-day period, the Service Provider will have no obligation to maintain the County Data covered by an expired Service Order and must thereafter, unless legally prohibited, delete the applicable County Data in its systems or otherwise in its possession or under its control.
4 . 5 . 1 . 2 . D I S E N T A N G L E M E N T S E R V I C E S
On termination, in whole or in part, or expiration of an Order for any reason, the Service Provider will perform disentanglement Services if requested by Subscribing Entity to transition responsibility for any affected Services to another service provider or to Subscribing Entity itself (“Disentanglement Services”).
On request, the Service Provider will immediately provide a quote for such Disentanglement Services. The Service Provider will immediately begin providing necessary and appropriate assistance to allow the Services to continue without interruption and to facilitate the transfer of the Services to the ordering Subscribing Entity or its designee.
All documents, processes, programs and other tangible materials created by the Service Provider at any time during the Term or otherwise pursuant to the relationship will be the sole property of the Subscribing Entity.
The Service Provider will assist the Subscribing Entity in developing a plan that will specify the tasks to be performed by the parties during disentanglement and the schedule for the performance of such tasks. The plan will be developed, implemented, and concluded with full disentanglement with all due speed, not to exceed 90 days.
The Service Provider will participate in all disentanglement meetings as reasonably requested by the Subscribing Entity.
At the Subscribing Entity’s request, the Service Provider will return all data as further stipulated in the previous section.
The Service Provider will take part in parallel operations and cooperate with resources supplied by the succeeding service provider or, as the case may be, the Subscribing Entity.
The Service Provider’s personnel appropriate for knowledge transfer will be dedicated to the Subscribing Entity for the duration of the disentanglement the Subscribing Entity requests.
The Service Provider also will provide the Subscribing Entity all information and documentation available regarding services and issues related to the Subscribing Entity’s use of the Service.
The Service Provider will turn over any tools, software, equipment, and any other materials owned by the Subscribing Entity.
All Disentanglement Services will be performed as expediently and efficiently as reasonably possible to facilitate a timely, cost effective, and organized disentanglement.
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5 . O F F E R O R Q U A L I F I C A T I O N S
Responses submitted by Offerors regarding this Section will be evaluated on a continuum of quality scale based on responsiveness to these criteria and their applicability to the work described in this RFP. Offerors should select samples for submission on this project according to their applicability to this project.
5 . 1 . O F F E R O R Q U A L I F I C A T I O N S
References for Telephony System Proposals: The Offeror must include at least two (2) but not more than three (3) references in the Offeror’s Profile Tab of their response for telephony system implementation references. All references must relate to work that was completed within the past five (5) years and be comparable in features and functionality to the requirements of this RFQ. Both references must be for either: a fully managed / hosted VoIP solution or for an on-premise VoIP solution, depending on which type Offeror is proposing
- Two (2) must be for a client where the Offeror has successfully provided services for a VoIP telephony deployment of at least 1000 users.
The optional 3rd reference may be for any type of VoIP telephony and / or VoIP contact center deployment, that the Offeror feels best represents their capabilities to execute the scope of work detailed in this RFQ.
Offerors that do not meet all experience and qualifications above may be disqualified from further consideration for award.
Offerors must use the reference template provided in Appendix A (section 8) in their response.
5 . 1 . 1 . A D D I T I O N A L S C O R I N G P O I N T S C R E D I T F O R R E F E R E N C E S / E X P E R I E N C E
Offerors may earn an additional scoring points credit based on the quality of references provided by past customers and the compliance to required scope and scale of previous experience as stated above.
Additional scoring points credit will be determined based on the RRT’s review and assessment of the Offeror’s Response and references provided by past clients, and may assign one of the following point values:
. Does Not Meet Requirement – provided reference does not meet scale requirements and / or quality of reference. Additional Point Value: 0
. Meets Requirement – provided reference meets scale requirements and quality of reference. Additional Point Value: 25
. Exceeds Requirement – provided reference exceeds scale requirements and / or quality of reference. Additional Point Value: 26 to 50 points based on provided references
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5 . 2 . O R G A N I Z A T I O N A L E X P E R I E N C E & C A P A B I L I T I E S
Describe the Offeror’s organizational capability to provide the scope of work described in Section 5 of this RFP. To demonstrate organizational capability, Offeror must provide the following:
5 . 2 . 1 . O F F E R O R P R O F I L E
Provide a description of the company, including the following information:
. When the company was established . Number of employees . Locations of corporate and support offices:
o For Hosted VoIP Solutions - Offeror must specify in their response the locations of their solution’s data centers, NOCs, etc. and indicate the number of staff employed at each in support of the proposed solution
. Legal entity that will be contracting to provide the services outlined in the RFP . Offeror's experience in building industry-leading IP-based voice systems.
State whether parts of the proposed services are to be provided by a subcontractor / partner and describe the relationship with the proposed subcontractor / partner and subcontractor / partner role in providing these services.
IMPORTANT: Offeror must confirm that Miami County will contract with only one party who will be held accountable for all performance-related issues for all services that become part of the final contract.
5 . 2 . 2 . I M P L E M E N T A T I O N / T R A N S I T I O N P L A N
It is important for the selected vendor to provide for an organized transition from the current system(s) to the new system; ensuring internal and external communications are maintained.
The County requires a high-level Implementation / Transition Plan to be provided with Offeror’s Response. This document should include summary level activities, milestones, timeline, deliverables, and the Offeror’s approach for the following components:
. Planning & Design . Training . End User Requirements Definition . Cutover . Implementation * . Transition to post cutover support . Testing **
* Miami County will handle the staging and deployment of phone devices (offeror should include all other equipment / system implementation and installation activities in their proposal)
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** Miami County will handle creating test plane and executing UAT (offeror should include all other equipment / system testing and installation activities in their proposal)
In addition to describing the entire implementation lifecycle the plan is to include the resources to be dedicated, project approach for gathering requirements; telephony platform migration / transition (e.g. dial plans, station review / cut-sheets), a timeline of actions with a completion target date for the Offeror. The Implementation / Transition plan should also outline expectations the Offeror has of the County and its customers and the information or task the County and its customers are to provide the Offeror.
5 . 2 . 3 . S E R V I C E / S U P P O R T P L A N
The County requires a Service / Support Plan to be provided with Offeror’s Response. The Service / Support Plan should describe how the Offeror will meet the technical requirements and service levels for ongoing maintenance and support as defined in Technical Section 5. This plan must include but is not limited to availability / uptime, response time, escalation, ticketing / help desk, support staff including on-site contact, repair, etc.
For Hosted VoIP Proposals: The Offeror is responsible for processing all orders, billing, payments, cancellations, and changes, and receiving and managing all Service calls in a consolidated manner. In this regard, the Service Provider must act as the sole point of contact for all Services under this Agreement and any related Service Attachments for all Subscribing Entities.
5 . 2 . 4 . K E Y S T A F F
The Offeror must demonstrate significant expertise by assigning staff to key leadership roles for this project. The Offeror must, at minimum, identify by position and by name, those staff they consider key to the project’s success and professional profiles and resumes must be included in Offeror Responses for all persons proposed for key positions.
At minimum, key staff identified must include an Account Manager, Service Manager, and Project Manager, assigned to the project who will work with the County’s overall project team and designated leaders.
The County, if unsatisfied with job performance of any of the selected Offeror’s staff and / or subcontractors, may ask for their replacements. The County must be notified of any impending changes in key personnel and must approve any proposed replacement staff
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6 . T E C H N I C A L R E Q U I R E M E N T S
Offerors proposing either an on premise or hosted telephony solution must make the following assumptions and high-level design specifications in preparing their response:
. The County will maintain voice / data network readiness, traffic capacity and on-going reliability from the demarcation points with Offeror’s service to end-users. The County will base its standards on the specifications / requirements of the solution as to be specified by Offeror in response to Requirement AI-17.
Miami County has one Area Code of 937 and four exchanges. The majority of phone numbers are in the 774 exchange, however there a few numbers within each of the 332, 335, 339 and 440 exchanges. Each office has at least one 10-digit Direct Inward Dial (DID) number along with 4-digit extensions. There are 1420 extensions currently configured in the NEC solution with approximately 1,100 assigned, and approximately 53 devices within the Cisco system.
The County requires that the solution satisfies one of the following scenarios:
o The existing 10-digit numbers be kept intact along with existing 4-digit extensions; 4-digit dialing capability to be incorporated with any new VoIP System. o The existing 10-digit numbers be kept intact; replace existing 4-digit extensions with a contiguous block of new 10-digit numbers ending with existing 4-digit numbers; 4-digit dialing capability to be incorporated with any new VoIP System. o The existing 10-digit, published numbers be kept intact while the remainder of 10-digit numbers and 4-digit numbers be replaced with a block of new, contiguous numbers; 4-digit dialing capability to be incorporated with any new VoIP System.
IMPORTANT: A new 326 area code will be added to the area served by 937. Beginning March 8, 2020, new telephone lines or services may be assigned numbers using the new 326 area code.
IMPORTANT: Effective August 10, 2019, a new dialing procedure for local calls consisting of the area code + telephone number, or, 1 + area code + telephone number can start being used. Beginning February 8, 2020, callers must use the new dialing procedures to complete dialing to an external, outbound number.
The Offeror must propose a design that incorporates optional geographic diversity, with at least 2 connections to the PSTN. Costs for system survivability / diversity may be listed in the miscellaneous costs line item of the cost tables. This functionality should be assumed to be optional; the County may choose to implement or not.
IMPORTANT: Offeror’s response must present a specific design and proposed points of integration.
. Miami County categorizes needed phone types as: Basic, Mid-Range, and High-End:
o Basic – considered to have 1 to 2-line buttons and minimal feature sets to be used in miscellaneous locations (e.g. break rooms, hallways, etc.)
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o Mid-Range – considered to have at least 4-line buttons and full-featured with built-in camera and color video screen o High-End – considered to have at least 6-line buttons, full feature set and capable of supporting up to 3 key expansion modules (i.e. sidecars) with built-in camera and high- resolution color video screen
. The offeror may use the following matrix as a sizing reference for the proposed system. This table includes a summary of staff, telephony devices, analog lines and call center agents, supervisors and
queues currently in use as well some future needs: Staff
County Departments:
Phone - 4 lines 4 - Phone lines 20 - Analog - 6 lines 6 - Phone Lines
Estimated Estimated Agents ACD ACD Supervisors ACD
Mid-Range Mid-Range needed cars Side - Machines Fax High-end Phones High-end Conference Analog Other
ireless Mics Mics ireless Skills
Basic Phone Basic
Conference W W Conference / Queues Call
Animal Shelter 6 0 4 0 1 0 0 1 0 0 0 0
Auditor 20 3 19 8 19 1 1 2 0 14 2 2
Adult Parole Authority (APA) 6 0 5 1 0 0 0 1 0 0 0 0
Board of Elections 9 0 9 0 0 0 1 1 1 0 0 0
Children Services 33 25 5 5 1 0 1 4 1 0 0 0
Commissioners Office 8 0 11 3 3 0 1 5 0 0 0 0
Common Pleas Court 17 0 20 4 5 4 4 2 0 0 0 0
Common Pleas Clerk of Courts 9 0 9 0 0 0 0 1 0 9 1 1
Common Pleas Clerk of Courts-Auto Title 7 0 8 0 0 0 0 1 0 0 0 0
Communications Center 25 8 22 0 1 0 2 1 0 0 0 0
Coroner 1 0 0 0 0 0 0 0 0 0 0 0
Department of Development 19 2 17 6 5 5 0 5 4 0 0 0
EMA 7 0 33 0 15 1 2 3 0 6 1 1
Engineer 10 3 0 12 2 0 1 2 2 0 0 0
Engineer-Garage 22 3 5 0 0 0 0 0 0 0 0 0
Engineer-Tax Map 9 0 7 1 0 1 0 0 0 0 0 0
Human Resources 3 0 3 0 0 1 0 1 1 0 0 0
Sheriff Incarceration Facility 16 0 18 7 3 0 1 4 0 0 0 0
Information Technology 10 6 14 0 1 0 1 0 1 0 0 0
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Telecommunications System Request for Proposal Staff
County Departments:
ireless Mics Mics ireless Lines Phone - 4 lines 4 - Phone lines 6 - lines 20 - Phone Analog Skills
Estimated Estimated Phone Basic ACD Agents ACD Supervisors ACD
Mid-Range Mid-Range Phones High-end needed cars Side Conference W Conference - Machines Fax Analog Other / Queues Call
Job and Family Services 65 1 74 9 1 3 1 3 0 23 4 4
Juvenile & Probate Court* 28 0 22 16 1 2 4 4 3 11 2 2
Law Library 1 0 1 0 0 1 0 0 0 0 0 0
Municipal Court ? 0 32 3 5 0 0 6 0 0 0 0
Municipal Clerk of Court - Civil 5 0 5 0 0 0 0 1 0 0 0 0 Municipal Clerk of Court - Traffic / 8 0 8 0 0 0 0 1 0 0 0 0 Criminal Operations and Facilities 11 4 6 2 2 0 0 1 0 0 0 0
OSU Extension 7 0 8 2 1 1 1 1 0 0 0 0
Prosecutor’s Office 11 0 8 5 4 0 0 2 0 0 0 0
Public Defender 6 0 7 0 0 0 0 1 0 0 0 0
Recorder and Microfilm 6 0 7 2 1 0 0 2 0 0 0 0
Sanitary Engineer 20 3 17 0 0 0 1 1 0 0 0 0
Sheriff - Downtown & Jail 33 0 0 35 9 0 1 5 1 0 0 0
Sheriff - Incarceration Facility 16 1 18 7 6 1 0 1 0 0 0 0
Sheriff - Training Center 0 0 10 0 0 0 1 1 1 0 0 0
Transit 6 0 1 8 0 0 0 2 0 2 1 1
Treasurer 5 0 4 1 0 0 0 1 1 0 0 0
Veterans’ Services 7 0 4 1 0 0 1 1 0 0 0 0
Victim Witness 5 0 5 0 0 0 0 0 0 0 0 0
West Central Juvenile Detention 13 1 9 5 1 0 0 3 0 0 0 0
West Central Juvenile Rehabilitation 16 3 9 7 1 1 0 1 1 0 0 0
TOTALS 507 63 462 149 88 22 25 71 28 71 11 11
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6 . 1 . T E C H N I C A L R E Q U I R E M E N T S S P E C I F I C T O H O S T E D V O I P P R O P O S A L S :
If an Offeror is proposing a hosted VoIP Solution, the Offeror’s response must include consideration and responses to the following items within their technical and cost responses:
. Offeror must host all components at Offeror’s datacenter. Equipment will NOT be hosted at the County’s data centers, except for integration points (Session Border Controllers / Gateways) and optional equipment for site survivability.
Offeror must identify the types of equipment that may need to be located within County data centers or at end-user sites (for local survivability), and include all relevant system specifications (e.g. type, model, power / cooling requirements, space, etc.).
. Solution to provide one Carrier that can provide local, long distance and toll free service that results in one, monthly invoice to the County
. Provide government competitive rate structure for local, long distance (outside of Ohio) and toll free services
o Local Exchange Service for calling within County exchanges o Local Toll (intraLATA) Service for local long distance, or regional toll service that provides calling within a geographic area known as a Local Access and Transport Area (LATA). o Expanded Local Exchange Service Expanded local exchange service that extends a local exchange calling area and eliminates local toll costs o Toll Free Service
. Provide long distance calling within Ohio at no charge
. It is expected that multiple feature set configurations be offered with an appropriate and competitive rate structure. For example, but not inclusive:
o Nominal fee for inactive phone numbers, which are not yet assigned to a telephony device but are being retained for future use o Lower fee for features configured for analog devices o Different rate for phone devices configured with industry standard, common features, however different for phones with voicemail and without voicemail o Lower rate for voicemail-only profiles
. Offeror will handle all end-user billing and collection for chosen: monthly service plan, add-on option(s), interstate and international long distance charges, and any other services selected by end user.
IMPORTANT: Some end-users may elect to receive exported billing data from Offeror (in standard export data formats) for their own internal processing and direct billing of their user community. This will be determined and agreed to, on a case-by-case basis as end user groups elect the proposed service.
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6 . 2 . T E C H N I C A L R E Q U I R E M E N T S E V A L U A T I O N & S C O R I N G
A Response Review Team (RRT) appointed by Miami County, will collectively score qualifying Technical Responses. For each of the evaluation criteria given in section 6.3.1, reviewers will collectively determine whether the technical response exceeds, meets, or does not meet the requirements expressed in the RFP and assign the appropriate point value as follows:
Does Not Meet Greatly Exceeds Meets Requirement Exceeds Requirement Requirement Requirement 0 3 5 7
The evaluation criteria listed below will serve as the criteria to receive a score of “meets” for each requirement. Additional capabilities or depth of experience beyond those listed below will be considered for exceeding the minimum criteria and being scored accordingly. A technical Response’s total PHASE II score will be the sum of the point value for all the evaluation criteria. The review team will collectively score each individual qualifying Response. Technical Responses, which do not meet or exceed a total score of at least 420 points for a proposed telephony solution, a score that represents the Response “meets” all the evaluation criteria, will be disqualified from further consideration.
Telephony System Proposals Points Earned
Does Not Greatly Item Evaluation Criteria Weight Meets Exceeds Meet Exceeds
1 Architecture & Integration 20
2 Gen. Features / Functions 20
3 Support / Maintenance 20
4 Security / Emergency 15
5 Multi-Tenancy 10
6 Contact Center 10
7 3rd Party Billing Capability 5
8 Video Conferencing 10 Offeror Qualifications / Plans 9 30 N/A (as specified in section 4)
Points Earned Subtotals:
Points Earned Evaluation Total:
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6 . 3 . T E L E P H O N Y S O L U T I O N R E Q U I R E M E N T S
Miami County is seeking either a hosted or on premise VoIP solution that will enable them to provide end-users with telecommunications services. The following table identifies features and functions that Offeror’s proposed VoIP telephony solution should provide.
IMPORTANT: Offeror must duplicate this table in their response submission and complete it by indicating, for each feature / function, whether that capability is a part of their proposed solution, part of an add-on / optional feature of their proposed solution or can be available via a 3rd party integrated solution, or is ‘Not a Capability’ of the proposed VoIP solution.
IMPORTANT: If a listed feature is in the category of requiring ‘add-on’ or ‘3rd party integrated solution’ in order to provide the feature (e.g. contact center functions, video conferencing, etc.), the Offeror must explicitly indicate whether said feature is a part of their proposed cost or will require additional cost / funding beyond the proposed cost of implementation. If so, offeror must itemize these components on the cost table in the ‘miscellaneous costs’ section.
Under each requirement is a blank box where the Offeror shall describe how their proposed solution meets the associated requirement above, and / or specifically to address a question posed within a requirement. Descriptions should be succinct and understandable, and kept to a maximum of 2,000 characters (approximately one-half of a page using Arial or Calibri font 10 point). If necessary, Offeror may provide supporting documentation (e.g. product whitepapers, architecture diagrams, etc.) as attachments to their response. Any supplemental material provided should also be referenced with the relevant requirement ID numbers from the table below.
IMPORTANT: Only the information provided within the requirements table below (and responses to Section 4) will be evaluated for scoring purposes. Other than solution design and architecture diagrams, supplemental material included as attachments will only be reviewed for reference and will not be scored.
6 . 3 . 1 . T E L E P H O N Y S Y S T E M R E Q U I R E M E N T S T A B L E
Included in Requires Not Telephony System Requirements Proposed Add-on or Capable Solution 3rd Party
Architecture / Integration Solution should provide a VoIP system with e.164 dialing.
Offeror’s solution must support assignment of directory numbers (DN) that are both 10-digit direct dial numbers AI-01 (3-digit area code and 7-digit telephone number) and associated 4-digit extensions that match the last four numbers of the direct dial number to end devices (e.g., VoIP phone, softphone, a fax machine, or an analog devices attached to an analog adapter/gateway) Offeror’s Response:
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The County requires that the solution is able to operate in a network environment with QoS standards, and must AI-02 support and be certifiable with all County standard switches or routers. Offeror’s Response: The County requires that the solution integrate with analog sets, faxes, etc. and that the solution support AI-03 standard VoIP transport and encryption technologies (SIP, TLS, SRTP, and IPsec). Offeror’s Response: The County requires that the solution provide compatibility with mobile devices (i.e. smart phone AI-04 application to mimic / make portable a user’s desk phone, find-me / follow-me, etc.). Offeror’s Response: County requires a voicemail system with multi-tenancy AI-05 support for maintaining partitioning between each user group. Offeror’s Response: Offeror’s solution must integrate with the 3rd party Motorola ECW telephone system (e.g. SIP connection to AI-06 support transfer of call from ECW system to County phone system and dialing by extension)
Offeror’s Response:
The County requires the following dialing plan programming capabilities and configurations:
• Provide dial plan options to County for modification as needed to keep consistent with existing configurations • Route outbound dialing equal to 211, 311, 411, 511, 611, 711, and 911 be routed out the PSTN • Allow internal 4 digit dialing between Miami County phones • Allow 4-digit dialing for external callers once in the AI-07 County phone system, such as with automated attendant menu options • Provide different levels of permissions to be assigned to County phone profiles for limited dialing ability, such as: o 911 o 911 and internal o 911, internal and local o 911, internal and local, and within Ohio o 911, internal and local, within Ohio and within the US, including Canada o 911, internal and local, within Ohio, within
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the US, including Canada and International o Unlimited Offeror’s Response: The County also requires that the solution offer Unified Communications capabilities. Describe Offeror’s Unified Communications (IM and Presence) solution that will be AI-08 available and how the proposed system will address multiple tenants of the Unified Communication solution (multi agencies, and other non-agency users) Offeror’s Response: The County requires an option (available at an additional cost) for a robust survivability appliance that includes a local dial plan with local control and extensibility, and AI-09 local PRI / Analog support, for use in the event of an emergency, or loss of data connectivity to the Offeror’s solution / service. Offeror’s Response: The County requires that the system must be deployed in a geographically redundant fashion with all backend components mirrored between locations (no single point AI-10 of failure). Fail-over must be automatic (with no human involvement) and preferably on a per component basis. Describe how the on-premise or hosted solution will be architected. Offeror’s Response: The County requires that the solution supports predetermined call forwarding of selected numbers to AI-11 outside numbers during power faults and / or connectivity issues. Offeror’s Response: If proposing a hosted solution - AI-12 Describe Offeror’s hosted service, including manufacturer of equipment used, architecture, scalability, etc. Offeror’s Response: What is the maximum number of simultaneous AI-13 conversations supported by the proposed system? Offeror’s Response: Describe solution’s capability to ensure compliance and completion of local # portability, and retention / AI-14 reproduction of existing call plans (e.g. call forward settings, rollover #s, etc.). Offeror’s Response:
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Describe how your solution supports the Twenty-first AI-15 Century Communications and Video Accessibility Act of 2010 (Public Law 111-260).
Offeror’s Response:
Identify which operating systems are supported for any AI-16 potential desktop clients (soft-phones).
Offeror’s Response: Describe all requirements for County network related considerations, including: bandwidth, QoS, PoE, etc. from the point of demarcation so that the agencies know what requirements are necessary to utilize Offeror’s solution. AI-17 Information provide by Offeror, will become standard to which the County will operate / maintain the network from point of demarcation to end-points Offeror’s Response: County requires that the solution allows for secure extension mobility (i.e. VPN connection from a home AI-18 based worker, or by logging in to a hoteling station at another facility). Offeror’s Response: Describe how the proposed solution supports end-to-end AI-19 Quality of Service (QoS). How are QoS issues resolved? Offeror’s Response: Indicate how the solution is able to support multiple business / functional groups of users within an end-user AI-20 entity / organization, and the configuration options available that will be unique to each group. Offeror’s Response: The County requires analog device integration with adapter / gateway devices for locations that have a small, medium or large number of analog connections needed for overhead paging units, standalone fax machines, AI-21 multi-functional copier / fax / scan units, and non- networked credit card / postage machines. . Allow for multiple connectivity points within a building for analog devices
Offeror’s Response: The County requires online fax integration capability to allow faxes to be sent and received on desktop AI-22 workstations or any other computing device Miami County deems appropriate . Allow for shared fax accounts with a shared email box
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or folder where received faxes are emailed to this shared folder . Allow for individual fax accounts so that one person receive and sent online faxes from one email folder . Allow for individual fax accounts to be created with one person designated to receive all faxes for a group. This person (i.e., administrative person or receptionist) would forward faxes to the appropriate party with an email account. Having multiple people with access to their email folders in case backup coverage is needed. . For specific cases that require printing, provide automatic IP printing tying a given email address that to the multi-functional printer device’s IP address Offeror’s Response:
General Features / Functions The County requires IP-based voice capabilities, including:
. Integration of voice applications within a converged Internet Protocol (IP) solution . Ability to provide highly reliable and available hosted telephony switching systems FF-01 . A choice of analog or IP phones for endpoints including users, modems, fax machines, conference rooms, etc.
The proposed solution must allow a user to utilize multiple phones (physical set, softphone, mobile client, VPN-capable phone, etc.). Offeror’s Response: The County requires that the solution provide voice conferencing capabilities within the network and participants can also join in from outside the network:
Provide conference call / bridging capabilities for up to 20 ad hoc conferences Accommodate up to 100 participants Provide Moderator permanent account codes FF-02 Provide touch tone commands Allow recording and instant playback Provide availability 24 hours a day, 7 days a week Require that the system support permanently assigned numbers for audio conferences. Provide ability to assign designated bridge number for audio conference call in which the calling party wishes to have more than one called party listen and participate
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Allow each bridge to be assigned a secured primary number that allows participants to join a bridge using an access code and participant pass code Provide voice conferencing capabilities within the network; participants can also join the conference from outside the network Provide a solution that is VPN compatible / accessible for end users, and what degree of encryptions / security is possible with the solution Offer unlimited minutes
Include specifics in terms of total allowed users (concurrent and conferences). Offeror’s Response: The County requires compatibility with industry standard headsets including wireless / Bluetooth headsets. FF-03 Offeror should also provide a list a of recommended compatible wireless headsets for proposed solution. Offeror’s Response: The County requires that the solution meets the following voice mail requirements:
. Access to voicemail from any phone anywhere using and ID and PIN . Voice mail to email notification (e.g. .wav attachment and / or speech to text) . Private message capability . Secure message capability . Urgent message tagging . Shared mailboxes . Greeting only mailboxes . Announcement only mailboxes . General mailboxes FF-04 . Delivery of receipt and read receipt confirmation . Directory integration . Distribution list . Multiple greeting capability based on: o Time of day o Day of week o Holiday o Vacation . Solution allows users to record and change their name and greeting messages . Internal / External caller tagging . Call routing capabilities (e.g., 0 out to operator) . Cascading notification capabilities
Offeror’s Response:
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The County requires that the solution supports the following core telephony features:
. Call Barge . Call Blocking by Caller ID . Call Blocking / Class of Restriction . Call Forwarding . Call History . Call Hold . Call Mute . Call Park/Pickup . Call Pickup Group . Call Timer . Call Transfer Blind . Call Transfer Consult . Call Waiting . Caller ID . Conference Calling . Conference Chaining . Contact Lists . Dial by Extension . Dial by Name . Distinctive Ringing . Do Not Disturb . Extension Mobility . Extra Virtual Numbers FF-05 . HTTPS for phone services . Hunt Groups . If Busy Return Call . Immediate Divert to Voicemail . Last Number Redial . Line Unavailable Forward . Long Distance Access Code Support . Malicious / Fraudulent-call ID and trace . Message Waiting Indicator . Multiple Calls Per line Appearance . Music and tone on hold . Night Service Bell . On-Hold Timeout Alert . On-Hook Dialing . PLAR (Private Line Automatic Ringdown) . Port security features . Prime Line Select . Privacy – Do not Disturb . Record on Demand . Ringer Pitch Adjust . Ringer Volume Adjust . Secondary dial tone . Shared-line Appearances . Silent and feature ring options . Single Reach (internal/external) . Speakerphone
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. Speed Dial - Corporate . Speed Dial - Personal . Telephony Application Programming Interface (TAPI) support . Text label support on IP phones . Time of day, day of week and date-based call blocking . Voice Mail Offeror’s Response: The County requires basic auto attendant capabilities to provide a welcome message with an interactive menu on a per-user group basis. Features should at least include:
. GUI management interface . Dial by Name capabilities . Dial by Extension capabilities FF-06 . Unlimited Auto Attendants . Unlimited Call Tree depths . Time of Day routing . Day of Week routing . Holiday routing . Emergency message capability . Automated backups . On net and off net routing capabilities Offeror’s Response:
The County requires that the solution be able to provide FF-07 DNIS and ANI based auto attendant greetings / menu.
Offeror’s Response: County requires basic auto attendant capabilities to FF-08 create and modify routing, configure menu replays and adjust timing for caller entries Offeror’s Response:
The County requires that the solution support phones with the following basic features:
. Hold key . Menu key . Message waiting indicator . Deep-Sleep option (power savings feature) . Full duplex speakerphone FF-09 . Headset support . Graphical display . Programmable soft key buttons . Volume control . Multi-position foot stand . Multiple ring tones . Americans with Disabilities Act (ADA) (Public Law 101-336) and ADA Amendments Act (ADAAA) (Public
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Law 110-325) compliance . Support for Bluetooth connection to hearing aids (e.g. Streamer Pro) . Industry standard Codec support . Capacity to operate independent of PC . Dual Ethernet ports on handset equipment
Offeror’s Response: The County requires that the solution support mid-range and executive phones with the following Advanced features:
. Color Display FF-10 . Touch Screen Display . Camera . 6+ line appearance . Video conferencing capabilities . Attendant console / sidecar with color display Offeror’s Response: The County requires that the solution is able to add FF-11 participants to an already in-progress conference. Offeror’s Response: The County requires that the solution include password FF-12 protected conference capabilities. Offeror’s Response: The County requires that the system support multiple FF-13 user rights / permissions for conference features. Offeror’s Response: The County requires that the system support permanently FF-14 assigned numbers for audio conferences. Offeror’s Response:
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The County requires that the solution provide self- administration tools supporting flexibility for efficient configuration changes to user configurations and IP telephone equipment through the on-premise solution or a standard browser-based interface for a hosted system.
. Provide self-administration GUI interface tool that is easy to use with easy drop-down menus, quick links FF-15 and text fields . Provide monitoring dashboards, reporting and logs for managing system health . Provide the ability to create users, build phone profiles, update feature sets, reset passwords and perform the routine moves, add, changes . Provide the ability to create and maintain automated attendants, hunt groups, and call centers with call routing, queuing and prompts
Offeror’s Response: Describe how the solution is VPN compatible / accessible FF-16 for end users, and what degree of encryptions / security is possible with the solution. Offeror’s Response: The County requires that the solution include Discovery, FF-17 Auditing and Archiving functionality. Explain in detail what functionality is included. Offeror’s Response: The County requires that the solution allows county agencies to broadcast messages easily to the following populations:
. All users of the system, . All users in an agency, FF-18 . All users in a specific building, . All users on a floor, and . All users in a functional group.
Describe how the system can accommodate this functionality. Offeror’s Response: The County requires that the solution allow for up to full- time recording of voice lines (both inbound, internal, and FF-19 outbound). This would be used on a limited set of endpoints. Offeror must describe how their solution meets this requirement Offeror’s Response: The County requires that the solution provide Hunt Group FF-20 functionality that will ring members’ phone in a specific
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order, such as in sequential, group or longest idle ringing and terminate to a specific destination (another hunt group, phone number, group voicemail)
. Provide ability for members to be automatic members or to log into the Hunt Group to take calls . Provide the ability to configure Hunt Groups with basic call queuing, along with music on hold after greeting and in between delay prompts . Provide option to select different hunt styles (e.g. top down, broadcast, longest idle, etc.). Offeror’s Response: The County requires that the solution provide the ability to broadcast an audio or text message from one-to-one or one- to-many through the phone’s speaker and text alerts post to the phone’s display screen. FF-21 Allow for zone-based overhead paging to be configured for isolating different floors or areas of a building and to an entire location that may include more than one building. Offeror’s Response: The County requires that the solution provide on-demand / ad hoc recording of voice calls FF-22 . Store audio recordings for 45 days . Provide immediate access to recordings for retrieval, export, and replay, and saving Offeror’s Response: The County requires that the solution provide the ability to send emergency mass notifications across all of Miami County locations
. Allow for sending critical messages to on-premises devices and mobile users, helping keep people safe during severe weather, building evaluation or lockdown, active shooter, etc. . Provide single interface alert solution that reaches on- premises and mobile phone devices with a variety of FF-23 messaging formats . Allow for multiple messages to be manually triggered from on-premise and mobile phone devices . Allow for automated notifications be triggered from a variety of sources, such as the National Weather Service, County’s Security System, etc. . Allow for audio and text notifications to be pre-recorded (audio and text) . Provide the ability for staff to confirm notification was received . Provide administration the ability to monitor notifications
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in real time Offeror’s Response:
Support / Maintenance The County requires that the solution increase uptime by SP-01 deploying a highly available and survivable solution. Offeror’s Response: The County requires that the solution support 99.99% SP-02 uptime requirements. Describe the solutions ability to meet or exceed this requirement. Offeror’s Response: The County requires that the solution provide mechanisms for scheduled automated back-up of system SP-03 configuration, user settings, call history and voice-mail database. Offeror’s Response: The County requires that the solution support a single point of management from any point on the network in delegated administration, multi-tenancy environment, for all components including: the IP-PBX, voicemail, auto SP-04 attendants, ACD and unified messaging system.
The solution must support flexibility for efficient configuration changes to user profiles and IP telephone equipment through a standard browser-based interface. Offeror’s Response: The County requires that the system software upgrades and patches must incur a minimal outage for end users. SP-05 Describe the upgrade / patching processes, backup routines and continuity of operations planning and considerations.
Include response in Offeror’s Support Plan as instructed in section 5.2.3
The County requires that Offeror conduct proactive SP-06 monitoring of the system(s) or service(s) resulting from this RFP
Include response in Offeror’s Support Plan as instructed in section 5.2.3
Describe the process for submitting break / fix requests SP-07 and associated MTTRs
Include response in Offeror’s Support Plan as instructed in section 5.2.3
SP-08 Describe the Disaster Recovery / Fail-safe / Reliability plan
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Include response in Offeror’s Support Plan as instructed in section 5.2.3
Describe your support model including the process of end SP-09 user support.
Include response in Offeror’s Support Plan as instructed in section 5.2.3
The County requires that Offeror respond to service or system issues within the maximum time intervals (labeled “Response Time”) below: Failure Type Response Time Critical: Total loss of service or system functionality as a whole, or 20% or more of service locations, Within 1 hour or any loss at a critical State customer, or an outage with an impact on public safety Within 2 hours Major: Partial Loss of service or (7 AM to 5 PM EST, system functionality impacting Monday-Friday) SP-10 20% or more of non-critical Within 4 hours after locations workday hours or on weekends Within 4 hours Standard: Any Loss of service or (7 AM to 5 PM EST, system functionality impacting less Monday-Friday) than 20% of non-critical locations or 50% or more at a single service Within 6 hours, location. after workday hours or on weekends Within 24 hours Minor: all other service or system (7 AM to 5 PM EST, functionality issues Monday-Friday)
Include response in Offeror’s Support Plan as instructed in section 5.2.3
Security / Emergency Response The County requires that the solution supports legal requirements and state of Ohio Security Standards, including: . IT-SEC-02 SC-01 http://das.ohio.gov/Divisions/InformationTechnology /StateofOhioITStandards.aspx . IRS Publication 1075 Additional requirement Section 9.18.13, . NIST 800-53 SP Rev 3 – Including SP 800-58 for VoIP. Offeror’s Response: The County requires that the solution supports the SC-02 following phone security requirements: . Allows QoS VLAN for VoIP traffic only
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. Port security features . Compatible with CISCO NAC or 802.1X for device verification and authentication Offeror’s Response: The system must provide toll fraud protection including:
. System must be able to block transfers to external phone numbers by category (e.g., long distance, local, directory assistance, etc.) without interfering with the user’s ability to directly access the same category. . System must be able to block call forwarding to external phone numbers by category (e.g., long SC-03 distance, local, directory assistance, etc.) without interfering with the user’s ability to directly access the same category. . System must be able to block specific phone numbers or area codes from being called by anyone on the system and/or a select sub-group of users. . System must be able to block voice-mail system accounts from placing off system calls. . System must support the ability to define policies (groups and users) to control/manage calls. Offeror’s Response: The County requires that the solution provide audit trail capabilities. Solution should be able to at least provide SC-04 tracking of admin, user access, configuration changes, MACD changes, etc. Offeror’s Response: Describe how the solution supports provisions for SC-05 protection and remediation of voice mail spam, eavesdropping and redirection. Offeror’s Response: The County requires that the solution provide e911 location services for all sites, even in the event of loss of SC-06 data connectivity to Offeror’s service for site which are remote survivable configured. Offeror’s Response: The County requires that the solution provide e911 services that will be able to track people as they use SC-07 extension mobility features and / or move phones to different locations and report this information to central authorities. Offeror’s Response: The County requires that the solution provide services SC-08 that will be able to track people and their respective
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location as they place 911 calls to enable County security personnel to be prepared for emergency responders’ arrival. . Provide services to include automatically bridging in the building security desk to the 911 outbound call, sending notification emails, and sending notification to security desk PCs. Offeror’s Response:
Multi-Tenancy Requirements The County requires that the solution supports centralized and flexible reporting capabilities, including:
. Access for clients to run complete call detail record reporting for all traffic patterns related to their agency . Ability to integrate with cell and other phone vendors billing systems . Web-based report distribution MT-01 . Audit trail capabilities capturing the details of moves, adds, changes, and deletions (MACD) . Ad-hoc reporting . Trend reporting . Detail call reporting . On-demand reporting . Real-time monitoring . Auto Attendant reporting capabilities o Historical and real-time call summary o Historical and real-time resource utilization Offeror’s Response: The County requires Centralized Call Detail Reporting (CDR) system to report calls being made and where the call originated. The system will provide agency/entity multi-tenancy so that agencies or other entities only see their requisite call detail reporting data.
Identify if the solution requires additional 3rd party reporting packages.
Extensive CDR reporting capabilities should include: MT-02 . Historical and Real-time call reporting by defined business units . Executive Summary reporting for each business unit and location . Permissions-based access controls . Provide a customizable interface for tracking and reviewing all call activity and flexible reporting . Provide online access call record details for each line and service acquired from carrier/telephony service provider
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. Provide a tool to view, query and create reports of call record details for sorting by location, department, user, DNIS, etc. . Provide report format can be distributed to agencies as needed for charge-back purposes . Provide call detail record information for each monthly bill from the phone system to deliver an in- depth view of usage data for reporting and billing verification, such as: . Inbound and outbound activity for each line and service . User name, assigned supervisor and address location . ANI and DNIS Numbers . Length, date, time, and costs of the calls . Allow data to be further refined by using a variety of filters as needed . Provide audit trail capabilities for tracking of admin, user access, configuration changes, MACD changes, etc. . Provide solution that supports centralized and flexible reporting capabilities, including: . Access for clients to run complete call detail record reporting for all traffic patterns related to their agency . Ability to integrate with cell and other phone vendors billing systems . Web-based report distribution . Audit trail capabilities capturing the details of moves, adds, changes, and deletions (MACD) . Ad-hoc reporting . Trend reporting . Detail call reporting . On-demand reporting . Real-time monitoring . Hunt Group reporting capabilities . Auto Attendant reporting capabilities . Historical and real-time call summary . Historical and real-time resource utilization
Offeror’s Response: The County requires that the solution support multi- tenant administration, including hierarchical role-based access controls. This includes the capacity to create various profiles for the management of system and sub- systems and logically separate management by business MT-03 unit, with at least the following control areas:
. MACD . Auto Attendant . Prompt Management . Hunt Groups
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. Dial Plans . Reporting
Logical separation of all user data between groups Offeror’s Response: Describe how delegated administration in a multi-tenancy MT-04 environment is supported and any limitations. Offeror’s Response:
Contact Center & Peripherals Requirements – For each requirement indicate whether capable or not and provide descriptions of capability. The County requires that the solution be capable of at least the following ACD functionality:
. Multi-tenant capable to preserving business group partitioning . Multi-site / virtual call center support . GUI management interface . Real-time stats / performance display (dashboard) to phone and / soft client / wallboard . Skills-based routing . Unlimited call tree depths . Multiple Business and Holiday Schedules for call routing / queuing CC-01 . Agent record on demand . Live monitoring and call barge-in . Agents Groups . Agent Recorded Greetings . Agent call transfer / conference with other agents and / or outside entities . Ability to login and logout of agent groups . Ability for multiple agent group membership . Capability for auto answer configuration . Queue capacity control (thresholds) . MOH or queue messaging for specific queues . Historical and real-time Queue, Group, Agent reporting capabilities Offeror’s Response: The County requires that the solution be capable of providing automated outbound dialing with voice and SMS message functionality . Include a precise start date and time for each individual contact, allowing a number of contacts to be scheduled within a single transaction as CC-02 determined by the organization. . Provide real time status of scheduled contacts . Provide the ability to remove pending contacts from the schedule . Provide a Web-based management interface to be used for system status and for creation and
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management of ad hoc campaigns that consist of a single SMS/Voice message . Multi-tenant capable for preserving business group partitioning . Support multiple dialing lists / call campaigns . Integration with business group data sources (ODBC) . Non-interactive and non-predictive outbound notification campaigns . Basic text to speech capability Offeror’s Response: The County requires that the solution be capable of providing automatic callback functionality offering a caller the opportunity to be called back at a later time, based on a scheduled call or position in queue. . Allow callbacks be assigned a higher priority than CC-03 inbound calls to ensure the callbacks are made to meet the date and time of the callers’ requests. . System must provide automated callback functionality capability to callers waiting in queue based on estimated wait time in queue and/or the number of calls in queue. Offeror’s Response: The County requires that the solution be capable of providing Interactive Voice Response functionality.
. The solution should be VXML based . Allow use of dual-tone multi-frequency (DTMF) and CC-04 optionally of speech recognition to navigate the IVR . Allow for use of prerecorded greetings or optionally use text to speech for IVR messaging . Provide the ability to read / write with external data sources via API, FTP, etc. Offeror’s Response:
Billing FOR HOSTED SOLUTIONS: The County requires a detailed billing and reporting BL-01 system that allows Offeror to invoice each customer / participating entity directly. Describe the solution’s capability to provide this service. Offeror’s Response: Please describe your ability to export data for billing in a format that can be uploaded into disparate billing BL-02 systems. Describe available formats for exported billing data. Offeror’s Response: BL-03 Please describe your ability to export data for billing in a
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format that can be uploaded into disparate billing systems. Describe available formats for exported billing data. Offeror’s Response:
Video Conferencing Requirements The County requires that the solution can provide fully VC-01 provisioned multi-party video conferencing. Offeror’s Response: The County requires that the solution can maintain a VC-03 30fps frame rate in video conferences selectable by agency. Offeror’s Response: The County requires that the solution can record and store conference recordings in a repository that can be VC-04 indexed and easily searched; the solution also must support instant playback of audio recordings and IP based video recording. Offeror’s Response: The County requires the system to be capable of content VC-05 sharing on video conferences and include H.239 dual stream support for content sharing. Offeror’s Response: The County requires the solution to be multicast VC-06 streaming and unicast capable; the solution must be able to provide a video conference as a multicast stream. Offeror’s Response: The County requires that the solution is able to complete connections with external parties via IP or ISDN. The system must operate within firewalled environment and support firewall transversal with direct dial out for VC-07 Internet addressed units and support for H.320 via ISDN PRI video gateway. Naturally, the system must be able to receive inbound video conferencing calls from Internet connected video conferencing units. Offeror’s Response: The County requires that the solution supports password VC-08 protected endpoints. Offeror’s Response: The County requires that the solution supports third party VC-09 video endpoints using the SIP protocol. Offeror’s Response:
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The County requires H.323 gatekeeper support with VC-10 support for peering. Offeror’s Response: The County requires robust video conferencing detail reporting: . Date/time . Start/stop times, scheduled vs. actual . Identify participants in conference VC-11 . Duration . Bandwidth . Type – ad hoc, scheduled . End point or system usage reporting -- daily, weekly, monthly, yearly . Network statistics/quality of conference Offeror’s Response: The County requires that the solution allows moving end VC-12 points from room-to-room without the need to reconfigure. Offeror’s Response: The County requires support for video bandwidth VC-13 management via call admission control. Offeror’s Response: The County requires that end points are able to initiate VC-14 point-to-point conferences. Offeror’s Response: The County requires that the solution support H.264, VC-15 H.261 and H.263 video CODECs. Offeror’s Response: The County requires that the solution integrate with the VC-16 email system for conference reminders. Offeror’s Response: Describe how your solution scales (and associated costs) and identify any restrictions on simultaneous connections VC-17 for Video, Audio, and Web conferences. Detail all dedicated resources. Offeror’s Response:
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6 . 4 . T R A D E I N O F E X I S T I N G E Q U I P M E N T
Miami County would like to receive offers from interested offerors for the trade-in value of existing telephony equipment. Offerors that would like to extend Miami County a trade in credit towards the purchase of the proposed solution may utilize the optional line items on the cost sheet.
Specific quantities were not known as of the time of this writing; however Miami County would like a per-unit quote of trade-in value that is fair market by phone model type:
There are approximately 910 phones consisting of digital and analog models as follows:
Model Poor Condition Value Average Condition Value NEC DTR-2D-1X (majority deployed) NEC DTR-4D-1X NEC DTR-8D-1X (majority deployed) NEC DTR-16D-1X NEC DTR-32D-1X NEC DTR-32DT-1X NEC DTR-1-1 (majority deployed) NEC DTH-1-1 Cisco 7921 cordless phone (qty 5) Cisco 7937G conference phone (qty 2) Cisco 7961G desk phone (qty 21)
If an Offeror does not wish to offer a trade in credit for existing equipment, Offeror should enter ‘n/a’ in the appropriate row on the cost table.
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7 . C O S T T A B L E S
The offeror must complete and include the following cost tables in a separate sealed envelope as part of their response.
7 . 1 . T E L E P H O N Y S Y S T E M P R O P O S A L C O S T T A B L E
Offeror should duplicate and include in their response one of the following telephony system cost tables depending on whether they are proposing a hosted VoIP solution or an on premise system: 7 . 1 . 1 . O N P R E M I S E T E L E P H O N Y S Y S T E M C O S T T A B L E
If Offeror is proposing an on-premise telephony solution, then the following two tables, supplemental cost items and the solution training options in section 7.1.3 must be included in Offeror’s cost response:
If the Offeror also wishes to include costs for optional components in section 7.1.1.1, then those tables should also be replicated and included in response. However, those costs will not be part of the scoring and evaluation of the Offeror’s response.
On Premise Telephony System Cost Table Line Item: Proposed Cost: System Hardware System Software Professional Services for Implementation * Telephony Devices Total Cost (complete sub-table below) 1st Year Maintenance & Support Credit for Trade in of Existing County Telephony Equipment (provide detail using table in section 6.4) Total On Premise System Cost: 5 Year Cost of Ownership (include total above as 1st year value) * Miami County will handle UAT, device staging and deployment – Offeror should not include costs for these items in their proposal
Indicate ‘n/a’ if line item is not applicable, do not leave blank
Phone Devices Sub-Table Phone Type Proposed Model Qty. Cost Total Basic Phone 63 Mid-Range Phone 462 High-End Phone 149 Wireless (Wi-Fi) VoIP Phones 10 Sidecars (key expansion modules) 88 Conference Phones 47
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Phone Type Proposed Model Qty. Cost Total Extension Mics (pair) for Conf. 25 Phones Cat-6 Cables for Device to PC/Wall 731 Analog Terminal Adaptors 99 Phone Device Purchase Total (include in hardware cost in table above):
7 . 1 . 1 . 1 . O N P R E M I S E T E L E P H O N Y S Y S T E M – S U P P L E M E N T A L C O M P O N E N T S C O S T T A B L E S
Offeror should include the following supplemental costs for the County’s consideration:
These costs will not be included in the cost scoring portion of the evaluation; these are intended to identify other potential system implementation costs, should the County elect to select these additional features:
ACD Contact Center Functionality Offeror should provide costs for the possible implementation of basic ACD contact center functionality using the following design assumptions:
71 ACD agents 11 ACD supervisors 11 ACD menus with 3 routing options each (1 general info sub-menu, 2 agent queue transfers) 11 ACD queues Automated customer callback (i.e. virtually preserve caller’s place in line and call them back when they would have been answered, and queue them at top priority to be next answered call) for each of the 11 ACD queues.
ACD Contact Center Line Items: Supplemental Cost: ACD Professional Services for Implementation ACD Software ACD Hardware ACD Annual Maintenance & Support Total On Premise System ACD Contact Center Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
Video Conferencing for 674 telephony endpoints (not large room units) Video Conferencing Line Items: Supplemental Cost Video Conferencing - System Hardware Video Conferencing - System Software Video Conferencing - Professional Services for Implementation
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Video Conferencing Line Items: Supplemental Cost 1st Year Maintenance & Support Total On Premise System Video Conferencing Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
Small Site Survivability up to 100 Endpoints: Small Site Survivability Line Items: Supplemental Cost: Small Site Survivability - System Hardware Small Site Survivability - System Software Small Site Survivability - Professional Services for Implementation 1st Year Maintenance & Support Total Small Site Survivability Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
Large Site Survivability up to 500 endpoints Small Site Survivability Line Items: Supplemental Cost: Large Site Survivability - System Hardware Large Site Survivability - System Software Large Site Survivability - Professional Services for Implementation 1st Year Maintenance & Support Total Large Site Survivability Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
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7 . 1 . 2 . H O S T E D T E L E P H O N Y S Y S T E M C O S T T A B L E
If Offeror is proposing a hosted telephony solution, then the following three tables, the supplemental cost items and the solution training options in section 7.1.3 must be included in offerors cost response:
If the Offeror also wishes to include costs for optional components in section 7.1.2.1, then those tables should also be replicated and included in response. However, those costs will not be part of the scoring and evaluation of the Offeror’s response.
Hosted Telephony System Cost Table Line Item: Proposed Cost: Professional Services for Implementation * Telephony Devices Total Cost (complete sub-table below) 1st Year Cost for Hosted Services (complete sub-table below) Credit for Trade In of Existing County Telephony Equipment (provide detail using table in section 6.4) Total Hosted System Cost: 5 Year Cost of Ownership (include total above as 1st year value) * Miami County will handle UAT, device staging and deployment – Offeror should not include costs for these items in their proposal
Indicate ‘n/a’ if line item is not applicable, do not leave blank
Phone Devices Sub-Table Phone Type Proposed Model Qty. Cost Total Basic Phone 63 Mid-Range Phone 462 High-End Phone 149 Wireless (Wi-Fi) VoIP Phones 10 Sidecars (key expansion modules) 88 Conference Phones 47 Extension Mics (pair) for Conf. 25 Phones Cat-6 Cables for Device to PC/Wall 731 Analog Terminal Adaptors 99 Phone Device Purchase Total (include in table above): Indicate ‘n/a’ if line item is not applicable, do not leave blank
Hosted Service Profiles Phone Type Qty. Per Mo. Cost Annual Cost Standard Business User with Voicemail * 611
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Miscellaneous User (analog, hall phones, conference etc.) 110 Analog Devices (utilizing ATA / Analog Gateways) 99 ACD Agent / Supervisor 82 Hosted Services Profiles Total (include in table above): Indicate ‘n/a’ if line item is not applicable, do not leave blank
IMPORTANT: * if offeror has multiple user type profiles / costs, offeror should quote standard / typical profile cost, and provide supplemental details of other available profile types and their associated monthly costs.
7 . 1 . 2 . 1 . H O S T E D T E L E P H O N Y S Y S T E M – S U P P L E M E N T A L C O M P O N E N T S C O S T T A B L E S
Offeror should include the following optional costs for the County’s consideration:
These costs will not be included in the cost scoring portion of the evaluation; these are intended to identify other potential system implementation costs, should the County elect to select these additional features:
ACD Contact Center Functionality Offeror should provide costs for the possible implementation of basic ACD contact center functionality using the following design assumptions:
71 ACD agents 11 ACD supervisors 11 ACD menus with 3 routing options each (1 general info sub-menu, 2 agent queue transfers) 11 ACD queues Automated customer callback (i.e. virtually preserve caller’s place in line and call them back when they would have been answered, and queue them at top priority to be next answered call) for each of the 11 ACD queues.
ACD Contact Center Line Items: Supplemental Cost: Annualized cost per ACD Agent / Supervisor (indicate if based on named or concurrent use license model) ACD Professional Services for Implementation Total Hosted System ACD Contact Center Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
Video Conferencing for 674 telephone endpoints (not large room units) Video Conferencing Line Items: Supplemental Cost: Video Conferencing - System Hardware Video Conferencing - System Software Video Conferencing - Professional Services for Implementation
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Video Conferencing Line Items: Supplemental Cost: If recurring cost, indicate total annual cost for 674 devices Annual Maintenance & Support Total On Premise System Video Conferencing Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
Small Site Survivability up to 100 Endpoints: Small Site Survivability Line Items: Supplemental Cost: Small Site Survivability - System Hardware Small Site Survivability - System Software Small Site Survivability - Professional Services for Implementation If recurring cost, indicate total annual cost 1st Year Maintenance & Support Total Small Site Survivability Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
Large Site Survivability up to 500 endpoints Small Site Survivability Line Items: Supplemental Cost: Large Site Survivability - System Hardware Large Site Survivability - System Software Large Site Survivability - Professional Services for Implementation If recurring cost, indicate total annual cost 1st Year Maintenance & Support Total Large Site Survivability Cost: Indicate ‘n/a’ if line item is not applicable, do not leave blank
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7 . 1 . 3 . S O L U T I O N T R A I N I N G O P T I O N S
Offerors proposing either an on premise or hosted VoIP telephony solution must complete the following table to indicate available training delivery options and associated costs.
IMPORTANT: Offeror should include how cost is calculated (e.g. per user / class / web session, etc.) and any additional details in their response about classroom size limits, sessions per day, and so forth.
Train the CBT / Self- Printed Training Type * Classroom Web Conf. Trainer Paced Materials Administrator Help Desk End-User Specialized User
In general, the training types are defined as follows:
. Administrators – Training should cover deployment, operations and maintenance
. Helpdesk – Training on common problems users face when working with solution features and 1st level troubleshooting, and trouble reporting procedures / Offeror help desk interfacing.
. End-user – Training on common telephony system / phones, video conferencing, and unified communication features / functions
. Specialized Users – Training on advanced features such as: ACD, IVR, Dialer, QM, etc.
If Offeror is proposing training credits as a part of any monthly plan subscription, these should be detailed and specified.
* Miami County reserves the right to record / capture any training session for internal use only.
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8 . A P P E N D I X A : O F F E R O R R E S P O N S E T E M P L A T E S
8 . 1 . O F F E R O R R E F E R E N C E T E M P L A T E
Offeror must duplicate as needed the following table in their response for each project reference to be citied in Offeror’s response to this RFP:
ENTITY (AGENCY / COMPANY): CONTACT NAME & CONTACT TITLE: Name: Title: ADDRESS: CONTACT PHONE # & EMAIL ADDRESS: Phone #: Email: SUMMARIZED DESCRIPTION OF PROJECT WORK & RELEVANCE TO THIS RFP:
(PLEASE KEEP PROJECT DESCRIPTION TO LESS THAN 2 PAGES IN LENGTH – TABLE WILL EXPAND AS NEEDED)
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9 . A P P E N D I X B : R E Q U I R E D F O R M S & C E R T I F I C A T I O N S
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9 . 1 . V E N D O R A C C E P T A N C E F O R M
The ven d o r is a ske d to ind icat e a cce p ta n ce b y h a ving a rep rese n ta tive of the comp a n y sign and d a te t h is p a ge an d in clu d e th is p ag e with th e p rop o sa l.
Name o f A u th o rizing Off icer:
Title:
Name o f Firm:
A d d ress:
City, S ta te , an d ZIP Cod e :
Telep ho n e Nu mb e r:
I, , (prin t o r typ e n a me )
a cce p t t he f o rma t a nd t e ch nical sp e cificat ion s a s o utlined in th is p ropo sa l fo r
TELECOMMUNICATIONS SYSTEM fo r MIAMI COUNTY, OHIO ,
a n d a m p ropo sing a n a p p ro p ria te p ropo sa l which will mee t its man d ato ry req u ire me n ts. I t is my u nd erstan d ing t ha t my p ro p o sa l , if a cce pte d , will b e co me p a rt o f th e co n tract.
V e n do r Auth o rized S ign a tu re Dat e
Witn e ss S igna tu re Dat e
S w o r n t o a n d s u b s c r i b e d b e f o r e m e t h i s ______d a y o f ______, 2 0 _ _ _ _ _ .
______N o t a r y P u b l i c
Page 61 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal M y C o m m i s s i o n e x p i r e s ______R e c o r d e d i n ______C o u n t y
Page 62 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal
9 . 2 . S T A N D A R D F O R M O F A G R E E M E N T B E T W E E N O W N E R A N D C O N T R A C T O R ( O F F E R O R )
STANDARD FORM OF AGREEMENT BETWEEN OWNER AND CONTRACTOR AGREEMENT:
Made as of the day of in the year of Two-thousand and Nineteen (2019).
BETWEEN THE OWNER: The Owner is :
Board of Miami County Commissioners Miami County Safety Building 201 West Main Street Troy, Ohio 45373
And the CONTRACTOR:
TYPE OF SERVICE : Provision of VOIP TELECOMMUNICATIONS SYSTEM
The OWNER and the CONTRACTOR agree as set forth below:
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7a Article 1 Contract Documents The contract documents, which comprise the entire agreement between OWNER and the CONTRACTOR, consists of the following: 1.1 This Agreement; 1.2 General Conditions 1.3 Specifications (Offeror Qualifications & Technical Requirements) 1.4 Addenda 1.5 Proposal Form (Offeror Response) 1.6 Experience Record (Offeror References) 1.7 General Instructions to Offeror 1.8 Supplemental Instructions to Offeror 1.9 Auditor’s Certification 1.10 Unresolved Debt Affidavit 1.11 Vendor Acceptance 1.12 Affirmative Action Certification 1.13 Delinquent Personal Property Tax Affidavit 1.14 Non-Collusion Affidavit 1.15 Non-Discrimination and Equal Employment Opportunity Affidavit 1.16 Certificate of Insurance 1.17 Bureau of Workers Compensation Certificate
Article 2 Contracting Authority The “Contracting Authority” means the Board of Miami County Commissioners or Owner.
.
Article 3 Payment by Owner Owner shall pay the Contractor in accordance with the Contract Documents.
7b Article 4 Performance by Contractor The Contractor shall provide all goods, equipment, materials, supplies, and products and shall perform all services in accordance with the Contract Documents. Such performance will be without damage to Owner’s premises and without interruption to Owner's activities.
Article 5 Warranties and Representations In addition to any warranties, provided by law, the Contractor represents and warrants that the goods, equipment, materials, supplies, products and/or service, shall meet all conditions, requirements and specifications as provided for in the Contract Documents. Contractor further warrants that the work will be performed in a workmanlike manner and that title to the materials and equipment incorporated into the Project will be good
Page 64 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal and free from all liens and encumbrances. These warranties are cumulative and will survive any inspection, delivery, acceptance or payment by Owner of the work performed by Contractor. Contractor will assign to Owner all manufacturer's warranties related to the materials and equipment incorporated into the Project.
Article 6 Termination for Convenience The Owner may terminate without cause this Agreement by written notice of cancellation mailed to the Contractor at its business address at least thirty (30) days prior to the effective date of cancellation.
Article 7 Termination for Cause a. In the event of default by the Contractor, the Owner may terminate this contract without any further liability to the Contractor. Said termination shall be effective immediately upon delivery of written notice to the last known address of Contractor. b. The following events shall constitute default by the Contractor:
(1) the provision of defective goods, equipment, materials, supplies or products, (2) failure to furnish goods, equipment, materials, supplies or products in accordance with the standards required by the contract documents, (3) the quality of goods, equipment, materials, supplies or products fails to meet acceptable commercial standards, (4) failure to keep adequate inventory, (5) failure to deliver goods, equipment, materials, supplies or products in accordance with the contract documents, (6) failure to perform services in accordance with the contract documents, (7) failure by the key representative to perform his/her duties in accordance with the Contract documents, (8) nonperformance by contractor of any terms, conditions or provisions of this contract, (9) any affirmative act of insolvency by Contractor or the filing by Contractor of any petition under any bankruptcy, reorganization, insolvency or moratorium law, or any law for the relief of, or relating to, debtors, (10) the filing of any involuntary petition under any bankruptcy statute against Contractor or the appointment of any receiver or trustee to take possession of the Contractor's property. c. In the event Owner consents to or waives the breach of any provision or covenant of this Agreement, such waiver shall not constitute a waiver of such provision or covenant in the future. The Owner shall not be prevented from later enforcing any provision or covenant it may have previously waived or elected not to enforce, nor shall such waiver have any effect on the enforcement of any other provision. d. The Contractor shall pay the Owner all costs and expenses, including (but not limited to) attorney's fees, incurred by the Owner in exercising any of its rights or remedies hereunder of the terms, conditions or provisions hereof.
Article 8 Term of Engagement for Hosted Solutions
Page 65 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal In the event this contract is for a hosted VoIP telephony solution, the Owners and Contractor agree to enter in to a contract for services for the scope and cost of Offeror’s accepted and / or negotiated Response, for the following period:
. Term A – The end of the current County Calendar Year 2019 (from contract award and service go- live to December 31, 2019). . Term B – The following four (4) County Calendar Years (2020, 2021, 2022 and 2023).
At the conclusion of Term B, the Owner reserves the right, subject to its needs, to renew Term B for an additional annual period, and any subsequent annual period thereafter, if determined to be in the best interest of the Owner, and at the sole discretion of the Owner.
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This Agreement is entered into as of the day and year first written above.
This Agreement is entered into as of the day and year first written above.
BOARD OF MIAMI COUNTY COMMISSIONERS
______By: Gregory A. Simmons, President (date)
______By: John F. Evans, Vice President (date)
______By: Ted S. Mercer, Member (date)
APPROVED AS TO FORM:
______Anthony E. Kendell (date) Miami County Prosecutor
CONTRACTOR FOR: VoIP Telecommunications System
______By: Representative for (date) ______
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Miami County
CERTIFICATE
As the Auditor of Miami County, Ohio, I certify that the money required to meet the obligations of Owner under the attached Agreement between Owner and Contractor has been lawfully appropriated by Owner for those purposes and is in the treasury of the County or in the process of collection to the credit of an appropriate fund, free from any previous encumbrances.
This Certificate is given in compliance with Sections 5705.41 and 5705.44 of the Revised Code.
Dated: ______, 20______County Auditor Miami County, Ohio
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9 . 3 . A F F I R M A T I V E A C T I O N C E R T I F I C A T I O N
AFFIRMATIVE ACTION CERTIFICATION FOR EQUAL EMPLOYMENT OPPORTUNITY
This is to certify that (Name of Contractor) has executed a written Equal Employment Opportunity Affirmative Action program in accordance with Titles VI and VII of the 1964 Civil Rights Act, Executive Order 11246 as amended, the Governor’s Executive Order and the Equal Employment Opportunity Program of the Board of Miami County Commissioners.
If is awarded (Name of Contractor) a contract pursuant to this RFP, we understand that under the provisions of the resultant contract that we are obliged to take Affirmative Action to provide equal employment opportunity without regard to race, religion, color, sex, or national origin.
an authorized (Name and Title) official of is (Name of Contractor) responsible for the implementation of this contractual obligation.
Official’s Signature
Date
This certification becomes part of the resultant contract.
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9 . 4 . P R O P E R T Y T A X A F F I D A V I T
DELINQUENT PERSONAL PROPERTY TAX AFFIDAVIT
This sworn affidavit should be properly completed by the authorized representative of your firm and will be incorporated as a portion of the proposal and resulting contract for the following:
Subject: TELECOMMUNICATIONS SYSTEM
Department: COUNTYWIDE TERM CONTRACT
State of County of , ss:
being first duly sworn, deposes and says that he/she is the (Name )
of_ (Title) with offices located at , (Address of Vendor) and as its duly authorized representative states that effective this day of ,
( ) is not charged with delinquent personal property taxes on the general list of personal property in Miami County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Miami County, Ohio.
( ) is charged with delinquent personal property taxes on the general list of personal property in Miami County, Ohio, or any other counties containing property in the taxing districts under the jurisdiction of the Auditor of Miami County, Ohio.
County Amount (Include total amount and any penalties and interest thereon)
Miami $ $ $
(Affiant)
Sworn to and subscribed this day of _, 20 _.
(Notary Public)
My Commission expires , 20 _(Seal) section 5719.042 O.R.C.
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9 . 5 . N O N - C O L L U S I O N A F F I D A V I T
NON-COLLUSION AFFIDAVIT
STATE OF OHIO,
COUNTY OF _, SS:
being first duly SWORN, deposes and says that they are the or authorized representative of_ the party making the forgoing proposal; that such proposal is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that such proposal is genuine and not collusive or sham; that said offeror has not directly or indirectly induced or solicited any other offeror to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any offeror or anyone else to put in a shame proposal, or that any one shall refrain from proposal; that said offeror has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the proposal price of said offeror or of any other offeror, or to fix any overhead, profit, or cost element of such proposal price, or of that of any other offeror, or to secure any advantage against the public body awarding the contract or any one interested in the proposed contract; that all standards contained in such proposal are true; and further, that said offeror has not, directly or indirectly, submitted his proposal price or any breakdown thereof, or the contents thereof, or divulged information or date relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, proposal depository, or to any member or agent thereof, or to any other individual except to such person or person as have a partnership or other financial interest with said offeror in has general business.
_ Affiant and Title
SWORN to before me and subscribed in my presence this
day of , 20 .
Notary Public
My Commission expires , 20 (Seal)
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9 . 6 . N o n - D i s c r i m i n a t i o n & E q u a l E m p l o y m e n t O p p o r t u n i t y A f f i d a v i t
NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY AFFIDAVIT
STATE OF
COUNTY OF
being first duly sworn, deposes and says that they are (President, Secretary, etc.) of _, the party who made the foregoing proposals; that such party as contractor does not and shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, or national origin. If awarded a contract pursuant to this RFP, said party shall take affirmative action to insure that applicants are employed and that employees are treated, during employment, without regard to their race, religion, color, sex, or national origin. If awarded a contract through this request for proposals, the offeror shall post non-discrimination notices in conspicuous places available to employees and applicants for employment, setting forth the provisions of this affidavit.
Signature
Affiant
Company/Corporation
Address
City/State/Zip Code
Sworn to and subscribed before me this day of , 20 .
Notary Public
My Commission expires _, 20 . (Seal)
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9 . 7 . G E N E R A L C O N D I T I O N S
1. Taxes The Owner shall not pay local, state, or Federal taxes. If requested, the Contractor will be furnished with an exemption certificate.
2. Permits/Codes The Contractor is responsible for obtaining all permits and licenses required for performance of the work specified. All labor and materials provided under this agreement shall meet or exceed minimum standards covered by the current applicable code(s) or offeror shall have obtained a legal waiver.
3. Delivery of Goods The Owner shall not pay delivery fees. All proposal prices shall include inside delivery costs. The Owner shall not pay any charges for inside delivery made directly to the destination. All shipments are to be made as requested directly to the department.
4. Non-Acceptance of Supplies The Contractor shall correct any problem involving incorrect shipments, quality of supplies, or billing problems immediately upon request of the Owner. All returns will be the sole responsibility of the contractor. The Owner shall not permit return charges.
5. Performance Requirements The Owner may reject any supplies or equipment that fail to conform in all respects to the specifications. A representative or agent of the Owner shall contact the contractor by telephone within ten (10) days after delivery of the rejected supplies or equipment of the reason for rejection. If the Contractor fails to make immediate replacement of rejected supplies or equipment, the Owner may procure in the open market supplies and equipment that meets the specifications. If the Contractor does not perform in accordance with the specifications of the contract, it shall be considered breach of contract for non-performance and may result in a claim against the Contractor for all costs and damages to procure like items in the open market.
6. Force Majeure Clause Notwithstanding any other provision herein, each party’s time of performance shall be extended to the extent reasonably necessary in the event that an act of nature, war, civil commotion, fire, explosion or other force majeure event occurs without the fault or negligence of the non- performing party and prevents timely performance under this agreement; provided, however, that such failure to perform or delay could not have been prevented through the use of reasonable precautions, and such delay or non-performance cannot be reasonably circumvented by the non- performing party through the use of alternate sources, work-around plans or other means. The affected party shall promptly notify the other party of the circumstances causing its delay or failure to perform and of its plans and efforts to implement a work-around solution.
7. Labeling of Shipments The Contractor shall properly label all items and show all information necessary to deliver the items to the proper location. All shipments shall show the name of the entity placing the order and specific
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delivery location. All shipments must be accompanied by a packing slip showing the order number or invoice number.
8. Estimated Requirements Actual future purchases under this contract may exceed or be less than the estimated requirements furnished by the Owner during the proposal process. The Owner does not obligate itself to purchase said estimated requirements. Said estimated requirements are stated to give potential offerors a range or approximation of what the Owners’ purchases could possibly be during the upcoming years.
9. Contract Administration Miami County will administer the contract.
10. Equal Opportunity Provisions Required The Contractor agrees to comply with Executive Order 11246, Equal Employment Opportunity, as amended by Executive Order 11377 and as supplemented in the Department of Labor Relations 41 EFR, Part 60. The Contractor agrees to both of the following:
a. That in the hiring of employees for the performance of work under the contract or any subcontract no contractor, subcontractor, or any person acting on their behalf shall, by reasons of race, creed, color, religion, sex, age, handicap, national origin or ancestry, discriminate against any citizen of this state in the employment of a labor or workers, who is qualified and available to perform the work to which the contract relates;
b. That no contractor, subcontractor, or any person acting on their behalf, shall, in any manner, discriminate against, intimidate, or retaliate against any employee hired for the performance of work under the contract on account of race, color, religion, sex, age, handicap, national origin, or ancestry.
11. Title VI of the Civil Rights Act The Contractor agrees to comply with the provisions of Title VI of the Civil Rights Act, Section 504 of the Vocational Rehabilitation Act of 1978 and the Family Privacy Act, along with other applicable rules and regulations.
12. Affirmative Action Certification The Contractor shall complete and provide to the Owner an Affirmative Action Certification. Providing said Certification does not relieve the Contractor from his obligation to fully familiarize himself with all germane affirmative action requirements.
13. Non-Collusion Affidavit The Contractor shall complete and provide to the Owner an affidavit stating that neither he nor his agent, nor any other party for him, has paid or agreed to pay, directly or indirectly, any person, firm or corporation, any money or valuable consideration for assistance in procuring or attempting to procure the contract herein referred to, and further agreeing that no such money or reward will be hereafter paid. This affidavit shall be on the form, attached hereto and delivered by the Contractor to Central Services prior to execution of the contract.
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14. Personal Property Tax Affidavit The Contractor shall complete and provide to the Owner a Personal Property Tax Affidavit in compliance with ORC Section 5719.042. In the event, the Contractor has delinquent personal property taxes within Miami County, the Owner may not award a contract to the Contractor.
15. Insurance Requirements Throughout the contract period, the Contractor shall maintain a comprehensive insurance program affording as a minimum the coverage specified below. The Contractor shall submit to the Owner prior to the execution of the contract a Certificate of Insurance that identifies the types and amounts of coverage, and names the Miami County Board of Commissioners as the certificate holder. If there is any change in the Contractor’s insurance carrier or liability amounts, the Contractor shall supply the Owner with a new Certificate of Insurance.
a. Workers’ Compensation Coverage: as required by law.
b. Comprehensive Liability – a minimum of $1,000,000 single limit occurrence including:
c. Bodily Injury Liability: all sums which the company shall become legally obligated to pay as damages because of bodily injury, sickness or disease including death at any time resulting therefrom, sustained by any person other than its employees and caused by occurrence.
d. Property Damage Liability: all sums which the company shall become legally obligated to pay as damages because of injury to or destruction caused by occurrence.
e. Automobile Liability – a minimum of $1,000,000 single limit occurrence including:
f. Bodily Injury Liability: all sums which the company shall become legally obligated to pay as damages because of bodily injury, sickness or disease including death at any time resulting therefrom, sustained by any person other than its employees and caused occurrence, and rising out of ownership, maintenance or use of any automobile.
g. Property Damage Liability: all sums which the company shall become legally obligated to pay as damages because of injury to, or destruction of property caused by occurrence and rising out of ownership, maintenance or the use of any automobile.
16. Indemnification Contractor will indemnify and hold Owner harmless from all claims, proceedings, judgments, liabilities and expenses, including without limitation attorney fees which result from or are related to the breach or claimed breach of any of Contractor's warranties, the work being defective or claimed to be defective, or the failure or claimed failure of Contractor to perform any of its obligations under the terms of the Agreement, except where such claims, proceedings, judgments, liabilities and expenses result solely and proximately from (a) Owner's negligence, or (b) Owner's breach of a statutory or legal duty.
In order to give effect to the intention of the parties in forming this agreement and in order to facilitate all indemnification to the Owner, the Contractor expressly, intentionally and irrevocably waives any and all employer immunity provided in Section 35, Article II of the Ohio Constitution. It
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is further understood and agreed that the Contractor shall (at the Option of the Owner) defend the Owner with appropriate counsel and shall further bear all cost and expenses, including the expense of counsel, in the defense of any suit arising hereunder.
17. Federal, State and Local Laws The Contractor shall comply with all applicable Federal, state, and local laws in the performance of the contract, including applicable state and Federal laws regarding drug-free work places. The Contractor shall accept full responsibility for payment of all taxes, including, but not limited to Commercial Activity Tax, and insurance premiums including, but not limited to; Unemployment Compensation insurance premiums, Workers’ Compensation, all income tax deductions, Social Security deductions, and any other taxes or payroll deductions required for all employees engaged by the contractor in the performance of the contract.
18. OSHA Compliance a. Any equipment or materials supplied under this contract must comply with all requirements and standards of the Occupational Safety and Health Act. All guards and protectors as well as appropriate markings will be in place before delivery. The Owner may reject any items not meeting OSHA specifications. At the convenience of the Owner, the Owner may require the Contractor to provide training at the Contractor’s expense to county employees in the operation or maintenance of any item.
b. Prior to delivery of any material that is caustic, corrosive, flammable or dangerous to handle, the contractor shall provide the appropriate facility with written directions as to methods of handling such products, as well as the antidote or neutralizing material required for its first aid.
c. The Contractor shall post at each appropriate facility a Material Safety Data Sheet, containing a List of Hazardous Chemicals and Substances. Upon the delivery of any hazardous chemicals or substances, the contractor shall identify said hazardous chemicals and substances on said List of Hazardous Chemicals and Substances.
19. Assignment No assignment by a party hereto of any rights under or interests in the contract documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically but without limitation moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor for any duty or responsibility under the contract documents.
20. Amendment The Owner and the Contractor each reserves the right to make amendments to this contract provided that any such amendment is in accordance with law and the Owner and the Contractor each agrees to such amendment in writing. No modification of the Agreement or waiver of its terms will be effective against Owner unless set forth in a document signed by a duly authorized representative of Owner.
21. Independent Contractor
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The Contractor shall perform the services required by the contract as an independent contractor and not as an agent or employee of the Owner. All persons employed by the contractor to perform services hereunder shall be employees solely of the Contractor and shall not be agents or employees of the Owner.
22. Giving Notice Whenever any provision of the contract documents requires the giving of written notice, it will be deemed to have been validly given if delivered in person to the individual or to a member of the firm or to an officer of the corporation for whom it is intended, or if delivered at or sent by registered or certified, postage prepaid, to the last business address known to the giver of the notice.
23. Cumulative Remedies The duties and obligations imposed by these contract documents and the rights and remedies available hereunder to the parties hereto are in addition to, and are not to be construed in any way as a limitation of, any rights and remedies available to any or all of them which are otherwise imposed or available by Laws or Regulations, by special warranty or guarantee, or by other provisions of the contract documents, an the provisions of this paragraph will be as effective as if repeated specially in the contract documents in connection with each particular duty, obligation, right, and remedy to which they apply.
24. Survival of Obligations All representations, indemnifications, warranties, and guarantees made in, required by, or given in accordance with the contract documents, as well as all continuing obligations indicated in the contract documents, will survive final payment, completion, and acceptance of the Work or termination or completion of the Agreement.
25. Controlling Law and Consent to Jurisdiction The Agreement will be governed by the common and statutory law of the State of Ohio. Contractor consents to the jurisdiction of the Miami County Court of Common Pleas.
26. Records The Contractor shall keep, maintain, make available for inspection and copying, and release any and all records generated in the performance of this agreement in accordance with state and federal law governing public records and the Owner’s record retention schedules. The Contractor shall remove and destroy said records in accordance with state and federal law governing public records and the Owner’s retention schedules.
27. Unresolved Debt Affidavit The Owner shall complete an unresolved debt search in compliance with ORC Section 9.24.
28. Right to Utilize Contract Any officer holder, department or agency that does not utilize this contract after the contract has started to run shall have the right to participate in the contract at any time during the initial term or any renewals thereof by contacting the customer service representative.
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