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 Page 2 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal 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 Page 3 of 76 13946959v1 Miami County Ohio Telecommunications System Request for Proposal 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