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Item 9CCity of Southlake, Texas MEMORANDUM November 29, 2006 To: Shana Yelverton, City Manager From: Gary Gregg, Technical Services Manager Telephone System in the amount of $27,063.83. Action Requested: City Council approval of Award of bid to Inter -Tel for In -place Upgrade of Current Inter -Tel Axxess Telephone System in the amount of $27,063.83. Background Information: The current phone system was bid, purchased and initially installed in December 2000. The city adopted a strategy of a centralized storage of voicemail and call processing located at Town Hall. Each outlying site is connected to Town Hall by fiber optic cable. Each outlying site has its phone system controller located on -site to insure the ability for the remote facility to make calls in the event Town Hall cannot process telephone calls and voice mail. The Town Hall main telephone system call controllers are PC based and are over five years old. The associated controller cards are likewise the same age. The system is six versions beyond what the vendor currently supports and is beginning to exhibit some signs of instability. Staff prepared an RFP for an in -place upgrade of the system to take place and received one proposal from the actual system vendor. The proposal would reuse all other existing phone system equipment and telephone sets thus protecting the city's current investment. The upgrade will take place after hours if approved in order to least affect staff and customers. Financial Considerations: This item was budgeted for $25,000 in the current FY06 /07 budget. The single bid received is for $27,063.83. There are additional funds in the telephone maintenance account that can be used to cover the difference in the amount budgeted and the amount bid to do the upgrade. Citizen Input/ Board Review: None Legal Review: The RFP was prepared by the Finance Department and advertised appropriately. Alternatives: The Council may approve the award of bid or deny it. If the award is denied, the system will continue to function but with a large chance of increased failures and faults. Supporting Documents: RFP submittal, Bid tally Staff Recommendation: City Council approval of Award of bid to Inter -Tel for In -place Upgrade of Current Inter -Tel Axxess Telephone System in the amount of $27,063.83. Staff Contact: Gary Gregg, Manager, Information Services CITY OF SOUTHLAKE BID TABULATION FORM Form Prepared By: DEB RUSSELL Date Prepared: 11.17.2006 Quoter #: Contact Name: Contact Number: Physical Address: ITEM Description: DEPARTMENT: QUOTE DUE: RFB: Inter -Tel Technologies, Inc. Steven Youn , Jr. 469) 574 -8826 2304 Tarpley Road, # 110 Carrollton, TX 75006 SUPPORT 11 .17.06 RFP0611A NO RESP COMPTEL GWA INN( INC. Item 1. T wo (2) InterTel Axxess v9.x Software and Hardware Component Call Processing Server (Non -ATM) Part # 550.9089 $ 7,799.86 Item 2.. Voice Processing — Base Unified Messaging PC (Rack mount in 19" telco two post rack) Part # 550.5245 $ 4,490.28 Item 3. Voice Processing Spare/ Replacement Parts - SW Symantec Server 5 Pack Part # 841.0221 $ 514.33 Item 4. Two (2) Miscellaneous Items — Redundant PSU Complete with Two Power Supply Modules Part # 550.0127 $ 1,626.34 Item 5. Software Upgrade (Node 2- City Hall) Part # 6.XT09.1 1 U rade -CH2 $ 1,406.24 Item 6. Software Upgrade (Node 3 -East DPS) Part # 6.XT09.1 U rade -EDPS $ 1,406.24 Item 7. Software Upgrade (Node 6- Parks) Part # 6.XT09.1 Upgrade $ 1,406.24 Item 8.. Software Upgrade (Node 5- Public Works) Part # 6.XT09.1 U rade -PW $ 1,406.24 Item 9. Software Upgrade (Node 4 -West DPS) Part # 6.XT09.1 U rade -WDPS $ 1,406.24 Item 10. Software Upgrade (Main Node -City Hall) Part # >6.XT09.1 U rade -CH1 $ 966.79 Item 11. RAID I Hard Drive Upgrade Kit (IDE) Part # $ 926.68 Item 12. 512 to 1024 Networking Upgrade Part # >840.0061 $ 398.61 Item 13. 512 to 1024 Database Upgrade Part # >840.0557 398.61 Item 14. Labor Service $ 2,911.13 TOTAL ALL LINE ITEMS: $ 27,063.83 NOTE TO PURCHASING AGENT: Request award to for the full; Low Bid Delivery Time Emergency Repair Approved by Purchasing Agent: City of Southlake REQUEST FOR PROPOSAL Proposal Reference Number: RFP0611AI05GG600285 Project Title: In -Place Upgrade of Current InterTel Axxess Telephone System. Proposal Closing Date: 3:00 P.M.(CST), Friday, November 17, 2006. INTER -TEL TECHNOLOGIES, INC. RESPONSE TO RFP 4: RFP0611A105GG600285 Thursday, November 16, 2006 TABLE OF CONTENTS Tableof Contents ...................................................................... ............................... ...........................Page 1 Request for Proposals (1) Introductions ..................................................................................................... ............................... Page 2 (2) Definitions ............................................................................. ............................... ...........................Page 2 (3) General Information ............................................................... ............................... ........................... Page 3 (4) RFP Withdrawals and /or Amendments ................................. ............................... ........................... Page 4 (5) Proposal Submittal Requirements ..................................................................... ............................... Page 4 (6) Proposal Evaluation ............................................................... ............................... ...........................Page 5 (7) Contract Award .............. ......... ......... ......... ......... ............. ................ .. ...........................Page 6 Appendix A — Scope of Services (1) Project Title ...................................................................................................... ............................... Page 7 (2) Scope of Services Contact ................................................................................ ............................... Page 7 (3) Submittal Requirements ......................................................... ............................... ...........................Page 7 (4) Special Conditions ............................................................................................ ............................... Page 7 (5) Proposal Evaluation Factors ............................................................................. ............................... Page 7 (6) Brand Manufacture Reference .......................................................................... ............................... Page 7 (7) Key Events Schedule ........................................................................................ ............................... Page 7 (8) Bonds ................................................................................................................ ............................... Page 7 (9) Scope of Services .................................................................... ............................... ..........................Page 8 Appendix B — Proposal ( -) Label Format for Submittal Packet's Sealed Envelope ................................... ............................... Page 10 (1) Proposed Services and /or Products ...................................... ............................... ........................... Page 11 (2) Schedule of Pricing. ....................................................................................................................... Page 11 (3) Payment Terms .................................................................... ............................... ........................... Page 12 (4) Projected Schedules and Delivery dates(s) of Products and /or Services ........ ............................... Page 12 (5) Proposer's Experience / Staff ......................................................................... ............................... Page 12 (6) Guarantees and Warranties .................................................. ............................... ........................... Page 13 (7) References ...................................................................................................... ............................... Page 13 (8) Cost of Proposed Products and/or Services ......................... ............................... ........................... Page 14 (9) Delivery of Products and /or Services ............................................................... I............................ Page 14 (10) Independent Contractors Status ................................................................... ............................... Page 15 (11) Certifications of Proposer .................................................. ............................... ...........................Page 15 (12) Trade Secrets and/or Confidential Information ............................................ ............................... Page 17 (13) Federal, State and /or Local Identification Information ................................. ............................... Page 17 Appendix C — Conflict of Interest Questionnaire ........................................... ............................... Page 18 Appendix D — No Intent to Submit Form ............................ ............................... ........................... Page 20 rity of Ra nthlake AFP 4 - 2 Southlake, Texas Request for Proposals 1. Introductions A. Project Overview. The City of Southlake is requesting Proposals with the intent of awarding a contract for the requirements and services contained in Appendix `A' - Scope of Services. B. No Intent to Submit If you do not wish to submit a proposal at this time, please submit a "No Intent to Submit Form" (See Appendix D) via fax to (817) 748 -8048 or mail to the City of Southlake Finance Department, 1400 Main Street, Suite #440, Southlake, Texas 76092 C. Proposer Registration All potential Proposers who pick up a RFP packet must register with the Purchasing Agent. Potential Proposers receiving this Proposal other than directly from City should also register with the Purchasing Agent, so that the City may notify all potential Proposers in the event an addendum is issued. D. Questions: Following are contacts for questions as identified. RFP Clarifications All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Agent identified in section 2 below. ii. Scope of Service Questions All questions related to the scope of service should be submitted in writing as noted in Appendix A - Scope of Services. iii. Replies The City shall not be bound by any reply to an inquiry unless such reply is made by formal written addenda. Oral interpretations or clarifications will be non- binding. The proposer must acknowledge all addenda by both signing and returning such document(s) or by initialing appropriate area of Proposal. Responses to inquiries which directly affect an interpretation or change to this RFP will be issued in writing by addendum and mailed to all parties recorded by City as having received a copy of the RFP. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP, and the Proposer shall be required to consider and acknowledge receipt of such in his Proposal. E. Notification of Errors or Omissions Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. F. Conflict of Interest Questionnaire (Form CIQ) A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a request for proposals or bids, correspondences, or other writing related to any potential sales agreement with the City. 2. Definitions Centralized Master Bidders List CMBL : A master database used by State of Texas purchasing entities to develop a mailing list for vendors to receive bids based on the products or services they can provide to the State of Texas. (Manufacturers, suppliers, and other vendors wishing to furnish City of Southlake RFP0611A105GG600285 2 materials, equipment, supplies, and services to the state should apply to be on the CMBL to receive bidding opportunities as outlined by the State of Texas Building and Procurement Commission.) City Business: A business or firm with either its principal place of business or a significant business presence within the City of Southlake, Texas. City of Southlake "Ci " : The City of Southlake, Texas. City Secretary's Office The office of the City Secretary of the City, located at 1400 Main Street, Suite #270, Southlake, Texas 76092. (817) 748 -8016. Disabled Person A person who has a physical or mental impairment that has a substantial and long- --- --- --- - -- - his or her ability to carry out normal day to day activities Historically Underutilized Businesses (HUB): A Historically Underutilized Business is a business of which at least 51 percent of the business, or of the stock in the case of a corporation, is owned by one or more minority persons, women, or disabled persons, the management and daily business operations of which is controlled by one or more minority persons, women, or disabled persons. Minori / Women's Business Ente rise (MWBE): A Minority Business Enterprise is a business that is owned and controlled (as defined above in the HUB definition) at a minimum of 51 percent by one or more women or minority persons. A Women Business Enterprise is a business that is owned and controlled (as defined above in the HUB definition) at a minimum of 51 percent by a non - minority woman or women. Minority Person A person who is a citizen or lawful permanent resident of the United States and who is a member of any race other than Caucasian. Project Title The Project Title as identified on the cover sheet and first page of the Proposal herein. Proposal The signed and completely executed submittal of the entirety of Appendix B - Proposal. Prop oser: The Proposer and the Proposer's designated contact signing the first page of the Proposal. Purchasing A ent: The Purchasing Agent for the City; Deborah Russell, Fax (817) 748 -8048. E- Mail: drussell @ci.southlake.tx.us; Request for Proposals (RFP): The entirety of this document to include all Appendices. Scope of Services The entirety of Appendix A — Scope of Services. 3. General Information A. Tax Exempt Status Purchases made by the City are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. Excise Tax Exemption Certificate will be furnished by City upon request. B. City Business Preference_ : It is the policy of the City to encourage the use of City Businesses in prime contracts, subcontracts and purchasing transactions. Contact the Purchasing Agent for assistance in identifying relevant City Businesses or visit www.SouthlakeBusinesses.corn C. HUB 1 MWBE It is the policy of the City to encourage the use of HUB and MWBE certified businesses and City businesses in prime contracts, subcontracts and purchasing transactions. City of Southlake RFP0611AI05GG600285 3 Contact the Purchasing Agent for assistance in identifying HUB / MWBE or City businesses, or obtaining certification as a City business. D. Public Inspection of Proposal : The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes, regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. It is the understanding and position of the City that if the Proposal contains trade secrets and confidential information, then the Proposal may not be open to public review even after the Proposal award. It is the intent of the City that if the Proposer has notified the City, in writing, that the Proposal contains trade secrets and confidential information, and the City receives a request under the Texas Public Information Act for such information, or if such information is otherwise requested pursuant to applicable - - -- -- . law the- City�would general.ly.- take- ..reasonablo- steps- to- prevent, disclosure-of . such_. trade _. secrets. ._.._..._.__._._m._ and confidential information, such as by submitting such information to the Texas Attorney General for a determination as to whether such information is exempt from public disclosure or by notifying the Proposer submitting such information that a request for disclosure has been made, in order to permit the Proposer to take legal action to prevent such disclosure. The Proposer is hereby notified, however, that this is a statement of general policy only, and in no event shall the City be liable for disclosure of such information by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. No Proposer is authorized to make any public disclosures or issue any news releases pertaining to this Request without prior written approval of City. E. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City, payment terms for the City are Net 30 days upon receipt of invoice. Proposer may request additional payment term options and discounts for City to consider. F. Title to Goods and Risk of Loss For goods to be provided by Proposer hereunder, if any, the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the goods at the point or points of delivery. 4. RFP Withdrawals and /or Amendments A. RFP Withdrawal The City reserves the right to withdraw the RFP for any reason. B. RFP Amendments The City reserves the right to amend any aspect of this RFP prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered in accordance with Section l.0 herein, but failure to notify shall impose no obligation or liability on the City. The City may reject any Proposal that fails to incorporate the terms of any amendment as non - conforming, regardless of whether the Proposer actually received notice of such amendment, or the City may elect, in its discretion, to waive such non- conformance, and consider such Proposal as submitted. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in this Proposal, or any resultant contract. All changes will be made in writing and shall not be effective unless signed by the Purchasing Agent, 5. Proposal Submittal Requirements A. Submittal Deadline The deadline for submittal of Proposals shall be as identified on page 10 of Appendix B- Proposal. It is the Proposer's responsibility to have the Proposal correctly marked and delivered to the City Secretary's Office by the submittal deadline. City of Southlake RFP0611A105GG600285 B. Proposals Received Late The time and date recorded in the City Secretary's Office shall be the official time of receipt. The City is not responsible for non - delivery of mail, carrier, etc. to the City. Late Proposals will not be considered under any circumstances. . C. Withdrawals Any submitted Proposal may be withdrawn if a written withdrawal notice is submitted to the City Secretary prior to the submittal deadline. Otherwise, such Proposal shall be binding on the Proposer at the discretion of the City. D. Alterations of Proposal: Proposals, cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Agent. Any interlineations, alteration, erasure or other amendment made before the submittal deadline, must be signed or initialed by the Proposer or the __.___._._.._.. . . _ __ ___ ..___Pr-oposer'.s_authorized.. agent,.. guaranteeiz rg.authenticity..__ E. Submittal Packet All Proposals, originals and copies in duplicate as identified herein, shall be submitted in a sealed envelope with a completely executed page 10, Appendix B, Proposal affixed to the outside of the envelope. Proposer must submit Appendix B in its entirety, inclusive of other requested submittals, in order for proposal to be considered responsive. F. Proposal Format All Proposals must be prepared in single -space type, on standard 8 -1/2" x I I" vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom. Entries shall be typed, or legibly written in ink. Any other format (via telephone, fax, etc.) shall not be considered a valid Proposal. G. Validity Period: Once the submittal deadline has passed, any Proposal shall constitute an irrevocable Proposal to provide the commodities or services set forth in the Scope of Services, such Proposal to be irrevocable until the earlier of the expiration of one - hundred- twenty { 120} days from the submittal deadline, or until a contract has been awarded by the City. H. Proposal Content: Proposer shall submit a completely executed and signed Appendix B as the formal Proposal. I. Bonds: Any Proposal or bond signed by an agent or attorney -in -fact must be accompanied by evidence of authority G. Proposal Evaluation A. Best Value or Interest City reserves the right to determine which Proposal provides the City with the best value or which will be in the City's best interest. B. Unit Prices and Extensions If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby. C. Deviation from Scope of Services Any deviations from the required Scope of Services and alternate Proposals must be clearly shown with complete information provided by the Proposer. They may or may not be considered by the City, at its discretion. D. Ambi ii : Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices shall prevail. City of South lake RFP0611AI05GG600285 5 E. Product Samples and Demonstrations: Proposals shall be considered only from proposers who, in the judgment of the City are regularly established in business, financially responsible, able to show evidence of satisfactory past performance, and ready, willing and able to render prompt and satisfactory services. Samples and /or demonstrations of the product, when required, shall be furnished free of cost to the City for inspection and consideration. F. Proposal Evaluation Factors A variety of factors may be utilized in the evaluation of the submitted Proposals for this project. The evaluation factors and anticipated emphasis for each factor shall be as identified in the Scope of Services. G. Evaluation Process A committee comprised of support staff members from various City departments will evaluate the Proposals. The evaluation may result in more than one finalist. opportunityto interview with or make presentations to th _. _..._. committee and/or some or all of the City Council for further consideration. i. Schedule Evaluation See Appendix A — Scope of Service for anticipated Committee Evaluation Review date. ii. Acceptance of Evaluation Methodology: Submission of a Proposal indicates Proposer's acceptance of the evaluation technique and Proposer's recognition that some subjective judgments may be made by City during the evaluation and award process. H. Completeness Only those Proposals that include all requirements noted herein will be considered. If the Proposal fails to conform to the requirements of the RFP, City alone will determine whether the variance is significant enough to consider the Proposal susceptible to being made acceptable and therefore a candidate for further consideration, or not susceptible to being made acceptable and therefore not considered for award. I. Compliance with Requested Information: After all negotiations, but prior to final acceptance of the proposed product or service, the City reserves the right to perform a visual inspection and request a physical demonstration to verify compliance with all proposed specifications, features, functions, and operational requirements. Should the final proposed product or service fail to meet what was proposed by the City, the successful Proposer agrees that the City may elect to do any of the following: i. Reject the Proposal and void the purchase as to any and all items so proposed. ii. Require specific performance as proposed and accepted by the City at no additional cost to the City. J. Additional Information City may request other information to determine Proposer's ability to meet the minimum standards listed above. : 7. Contract Award Contract Award Process An award for the services or product acquisition specified herein will be made following a procedure using competitive sealed Proposals and in accordance with the City's purchasing policy. Proposals will be opened publicly to identify the names of the Proposers. After opening, an award may be made on the basis of the Proposals initially submitted, without discussion, clarification, modification, or negotiation with any of the Proposers or, at City option, City may discuss or negotiate various elements of the Proposal with selected Proposers. City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re- solicit for Proposals, as deemed to be in the best interest of City. City of Southlake RFP061 1A105GG600285 Appendix A — Scope of Services 2. 4. 91 8. Project Title: In -place upgrade of current InterTel Axxess telephone system of 6 nodes from version 3.x and 6.x to version 9.x. Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to Gary Gregg, Manager, Information Services, PH. 817.748.8086, e-mail: g gregg,(a7ci.southlakp.tx.us All Proposer's are invited review City's responses on the City's website at: www.cityofsouthlake.eoin_/rfP.a . Submittal Requirements This Proposal must include one (1) signed original document and five (5) copies. All proposals, originals and copies in duplicate as identified herein, shall be submitted in a sealed envelope with a completely executed page 10 (Appendix `B' Pro osal affixed to the outside of the envelope. Proposer shall submit a completely executed and signed Appendix B as the formal Proposal. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: NIA Proposal Evaluation Factors Em hasis Factor 15% Reputation of the bidder and the bidder's services 15% Quality of bidder's services 15% Extent to which bidder's services will meet the City's needs 20% Bidder's past relationship with the City 15% The price for services (both overall and hourly) 20% Qualifications of the individuals who would be assigned to perform the work Brand Manufacture Reference The City has determined that only the manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is intended to be restrictive, and is descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will not be considered. Key Events Schedule Sealed Proposal Due and Opened by City Anticipated Committee Evaluation Review Date Anticipated Award Proposal Date Bonds The following bonds are required for this Proposal: N /A. Shown on cover Page of this RFP November 20 -22, 2006 December, 2006 City of Southlake RFP0611A105GG600985 7 9. Scope of Services: I. INTRODUCTION: Request for Proposals for upgrade of current InterTel Axxess Telephone System. The City of Southlake, Texas (the "City ") is seeking a qualified company (the "Proposer ") to upgrade its existing Axxcss InterTel telephone system from the current software and hardware version (3.x to 6.x) to the most current version 9.X. The system consists of a Main Node with primary and redundant call processors (CPU), voice mail server and Oaisys server located at Town Hall. There is a second node located at Town Hall and other nodes located at the East DPS facility, 667 N. Carroll Avenue, WDPS facility, 2100 W FM 1709, Parks facility, 450 N. White Chapel Blvd and Public Works facil .located .. �.... �3' _ . � m _._ �.� _ __ ..�._ �. .. �_._.._ m. t_ 950. East, Continental. These remote nodes are connected to the main mm � node via fiber optic cable emulating T1 circuits. Updates to the databases contained at the remote nodes are currently done via serial line to IP interface devices. The city desires to migrate to version 9.x to communicate directly to the CPU cards via 1P. The city desires to maintain the current placement of nodes and redundant call processors. The work necessary to perform these tasks may have to be performed after normal business hours to reduce impact on city users and outside callers. No changes to telephone sets are contemplated. The various nodes contain an assortment of DKSC16 and 16+ cards as well as SLC cards. Inbound and outbound connections are accomplished via two PRI circuits provided by One Source Communications. The city does not anticipate reusing the Oasiys server. R. SCOPE OF SERVICES This Scope of Services calls for services as detailed under numbered headings below. The following requirements shall apply to the entire project: A. Service Description. Proposer's shall provide a detailed description their plan for providing the services if awarded a contract by the City, including a statement of the proposer's understanding of the work to be done and a work plan containing an overview of the component tasks required to complete the work in accordance with the Project Schedule. B. Project schedule. The proposer must provide a Project Schedule noting all projected dates for the project, from start -up to completion. Dates may be presented either in the form of calendar dates, or as an interval of time from the commencement of the project (e.g., within two weeks, within 90 days). C. Proposal Evaluation' Factors. The City intends to award a contract to the Proposer who will provide the services at the best value to the City. In determining which proposer would provide the best value, the City will consider the following factors, ranked in order of relative importance: i. The reputation of proposer and of the proposer's services; ii. The quality of the proposer's services. iii. The extend to which the services, as detailed in the proposer's response to this Request for Proposals, will meet the City's needs; City of Southlake RFP06IIAI05GG600285 8 iv. The proposer's past relationship with the City; V. The total long -term cost to the City to acquire the proposer's services; and, vi. The price for services (both overall and hourly); vii. The qualifications of the individuals who would be assigned to perform the work. D. Project Manager. The proposer shall be required to appoint as a Project Manager a qualified individual with relevant experience satisfactory to the City of Southlake City ofSouthlake RFP0611A105GG600285 9 Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) ✓ Appendix B (pages 10 through 17) must be included and addressed in the proposal submittal. ✓ Appendix C (pages 18 through 19) Conflict of Interest Questionnaire All proposals submitted to the City of Southlake shall include this page with the submitted Proposal and afft a copy of this form to the outside of the submittal packet's sealed envelope. N- Uvpber ...._ RFP061IA105GG600285 feet Title. Upgrade of Current Inter Tel Axxess Te mittal Deadline: 3:00 P.M. (CST), November 17, 2006 City Secretary's Office 1400 Main Street, Suite 270 Southlake, TX 76092 Rmit to (817) 748 -8016 Proposer. Information: )�: Mall Address: � Steven oung ,inter- tal.com _ - _ __ I learned of this Request for Bids by the following means: ❑ Newspaper Advertisement X City E -mail Notification ❑ Southlake Website ❑ Cold Call to City ❑ Mailed Me a Copy ❑ Other City of South lake RFP0611A105GG600285 10 Appendix 13 - Continuation. The proposal shall contain at minimum the following items: 1. Proposed Services and /or Products A. Service Description Describe the technical aspects, capabilities, features and options of the service or product proposed in accordance with the required Scope of Service as identified in Appendix A. Literature 1 brochures or other technical information may be used. B. Additional Hardware Descri tion: Proposers should also include a detailed description of what additional hardware and /or software, if any, would be required by the City in order to fully utilize the goods and /or service proposed. 2. Schedule of Pricing A. Schedule of Pricing Proposer shall quote unit pricing in accordance with the Scope of Item # Quantity Description of Products /Services Unit Cost Extended Price 1. 2 ea InterTel Axxess v9.x Software and Hardware Component Call Processing Server (Non -ATM) Part # 550.9089 $ 3,899.93 ea $ 7,799.86 2. 1 ea Voice Processing - Base Unified Messaging PC (Rack mount in 19" telco two post rack) Part # 550.5245 $ 4,49028 3. 1 ea Voice Processing Spare/ Replacement Parts - SW Symantec Server 5 Pack Part # 841.0221 $ 514.33 4. 2 ea Miscellaneous Items - Redundant PSU Complete with Two Power Supply Modules Part # 550.0127 $ 813.17 ea $ 1,626.34 5. 1 ea Software Upgrade (Node 2- City Hall) Part # 6.XT09.1 Upgrade -CH2 $ 1,406.24 6. 1 ea Software Upgrade (Node 3 -East DPS) Part # 6.XT09.1 Upgrade -EDPS $ 1,406.24 7. 1 ea Software Upgrade (Node 6- Parks) Part # 6.XT09.1 Upgrade -PKS $1,40624 8. 1 ea Software Upgrade (Node 5- Public Works) Part # 6.XT09.1 Upgrade -PW $ 1,406.24 9. 1 ea Software Upgrade (Node 4 -West DPS) Part # 6.XT09.1 Upgrade -WDPS $ 1,406.24 10. 1 ea Software Upgrade (Main Node -City Hall) Part # >6.XT09.1 Upgrade -CHI $ 966.79 11. 1 ea RAID I Hard Drive Upgrade Kit (IDE) Part # >828.1604 $ 926.68 12. 1 ea 512 to 1024 Networking Upgrade Part # >840.0061 $ 398.61 13. 1 ea 512 to 1024 Database Upgrade Part # >840.0557 $ 398.61 13. 1 ea 512 to 1024 Database Upgrade Part # >840.0557 $ NA 14. Svc Labor $ 2,911.13 TOTAL ALL LINE ITEMS $ 27,063.83 City of Southlake RFP06IIAI05GG600285 it 3. Payment Terms: The City anticipates payment terms for this project to be; Payment 1: 25% of proposed award at contract signing. Payment 2: 25% of proposed award on equipment delivery. Payment 3: 25% of proposed award at functional installation. Final Payment: 25% of proposed award after acceptance by the City. 4. Projected Schedules and Delivery date(s) of Products and /or Services A. Delivery Date: The Proposal must show the number of days required to deliver and, if required, set up and install the product or equipment after the receipt of the City's Purchase Order. This date mav, where time is of the essence, determine the successful Proposer. If the successful Proposer does not deliver in the promised time, fees for delay may be assessed as provided in this RFP beginning on the first day following the promised delivery date. If delivery delay is foreseen, the Proposer shall give written notice to City. City has the right to extend the delivery date if reasons appear valid, but is not required to do so. The Proposer must keep the City, through the City's designee, advised at all times of status of delivery. In the event of default in promised delivery (without accepted reasons) or failure to meet specifications, the City shall be authorized to purchase the commodities or services elsewhere and assess any increase in costs to the defaulting Proposer, who, by responding to the request for Proposal agrees to be responsible and liable for such costs, and promises to pay same within ten days of invoice. City of Southlake RFP0611AI05GG600285 12 B. Project Schedule Proposer must provide a project schedule noting all projected dates for the project, from start -up to completion. Inter -Tel understands the requirement for sound project Management and will work closely with Southlake personnel to ensure a sensible deployment plan is put into place. Project scheduling dates to be further defined by Southlake and Inter -Tel Project Managers, after proposal acceptance. plementation Timeline co P e Action Items 1. Acceptance of Inter -Tel Proposal • Signed Agreements • Initial payment 2. Nandoff Meeting Between Inter - Tel Sales and Operations Teams 3. Project Coordination • Coordinator Introduction to Southlake contact(s) • Database / Job Scope Design 4. System Preparation • All wiring connections, hardware, software and testing completed • Final Programming Scope and Training Calendar Approved • Installed equipment inventory & Database Saves Done on all Nodes • Equipment Delivery to Respective Sites 5. System Cutover • System Upgrades Performed • Testing as Needed • pre - training as needed 6. Post - Installation Check • System Performance confirmed • D &A Signed by Customer Responsibilit Southlake / Inter -Tel Inter -Tel Southlake / Inter -Tel Southlake / Inter -Tel Southlake / Inter -Tel Southlake / Inter -Tel Time Line Two Weeks Prior to Installation One Week Prior to Installation Week Of Installation Three Days Prior to Cutover Scheduled as appropriate after Cutover Date November 27 November 29"' December 7th December 18th December 20 December 24 City of Southlake IRFP0611A105GG600285 13 C. Operational Instructions / Manuals If requested by the City, the Proposer shall provide a complete set of operational instructions and descriptive literature for proper evaluation of the service or product proposed. D. Required Trainin : Should employee training be required as a result of this service or product, the successful Proposer shall provide on -site (or classroom, if applicable) instruction to designated City employees. This cost shall be included in the Proposal. 5. Proposer's Experience / Staff A. Project Team Identify all members of the Proposer's team (including both team members and management) who will be providing the services proposed and include information which details their experience. ... — Steve Moors — Operatiuns r -- = 2 - 1 Years - with - lnter TeE as -Operations /Set-vice--and Install Manager Paul Palnau — Service Manager — 9 Years with Inter -Tel as Service / Insta Manama Patty Speaker — Project Coordinator— 5 Years with hnter -Tel as Project Coordinator Tien Hoang — _Systems Engineer — 6 Years with Inter -Tel as Systems Engineer Juan Ruiz — Lead Technician — 9 Years with Inter -Tel as Technician B. Removal or Replacement of Staff: If the contractor determines that an assigned staff person must be removed or replaced for whatever circumstance, the replacement must be approved by City prior to joining the project. AGREED. C. Business Establishment State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the Iegal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals, if different than present, must be provided. Thinty Seven 37 Years Under Current Name & "form" State the number of years experience the business has: Thirty Seven (37) and the number of employees: Approximately 2000 — Company Wide City of Southlake RFP0611AI05GG600285 14 D. Project Related Experience: All Proposals must include detailed information that details the proposer's experience and expertise in providing the requested services that demonstrates the proposer's ability to logically plan and complete the requested project. I q J V ..................... cualorn-ir -Wsks Io rnor0zr salisfidion th= chart be4cjx by C: Resdufim, Cue levz-4s lal a 913rce' Upon comp4etk-n of each seMcs- Fesp:flse, and R=-( der& p�-rfcmavc=_ reqje a sabsfa&n sw-,w i,7 emAled to Ary cuslorn--r that rai--. ih--ir aVsrien:e less ih3n ft- coist:cner. aakiBfi-zcl t-:ciwss a personal loll t; cell :r email b discuss and res:I-oe lh-mir issua. Quarterly Service Level Statistics fee% 90% 7M Gow City of Souffilake RFP0611A]05GG600285 15 6. Guarantees and Warranties i. Vendor warrants that the software, documentation, and updates shall substantially conform to Vendor's published functional specifications in effect on the date of delivery. AGREED ii. Vendor warrants that the software shall be free from defects in material, content, and workmanship for a period of one year from the date of acceptance. For purposes of this Contract, "acceptance" means the date that City begins to utilize Vendor's software applications and the software is functioning in conformance with Vendor's published functional specifications. AGREED iii. If within 365 days after acceptance of the software by City, it is discovered that the software _. is defective or otlierwise does not perform as represented; Vendor - shall - either rep ace or - - repair the defective or non - performing software, or refund the amount paid for the software if Vendor is unable to remedy the defect. AGREED 7. References Proposer shall provide a minimum of three (3) references where Proposer has performed similar to or the same types of services as described herein. -4'2 y Client / Company Name: Cisco Eagle Contact Name: Contact Title: Chad Young IT Manager PH: EM: 972 - 4069330 Chad.young cisco- eagle.com Date and Scope of Work Provided: Date: Recent Installation (OCT 2006) Scope: Multiple Site Inter -Tel AXXESS Network Installation City of Southlake RFP0611AI05GG600285 16 Conditions and Certifications S. Cost of Proposed Products and/or Services A. Proposal Preparation Costs: Proposers electing to respond to this Request are responsible for all costs of Proposal preparation. The City is not liable for any costs incurred by a Proposer in response to this RFP. AGREED B. FOB (delivery cam All products offered shall be FOB final destination, with all delivery charges to be prepaid by the Proposer. The City does not accept C.O.D. or collect shipments. All prices proposed shall include all charges, including delivery, installation and set -up fees. AGREED C�mPackin Ci'atin�aridmCarta e: �T' Tl��m�ost "ofall boxing, crating, - or Cartago-- shal -- - - -� --- - -- --.- be included in the pricing specified on the Proposal unless otherwise specifically stated in the City's Request for Proposal. All packing, crating, or other debris resulting from the delivery or set -up of the commodity purchased shall be removed and properly disposed by the successful Proposer at no additional cost to the City, unless otherwise agreed to in writing by the City. AGREED D. Payment Discounts Cash or prompt payment discounts will not be considered in determining an award. All payment discounts offered will be taken, if earned and deemed in City's best interest. AGREED E. Pricing Bing Pricing shall reflect the full Scope of Services defined herein; inclusive of all associated cost for delivery, labor, insurance, taxes, overhead, and profit. City will not recognize or accept any charges or fees to perform this work that are not specifically stated in the Proposal. AGREED 9. Delivery of Products and /or Services A. Excess or Incorrect Commodities Products or materials delivered in error or in excess of the quantity ordered shall be returned at the successful Proposer's expense, unless otherwise agreed to in writing by the City. AGREED B. Substitutions or Cancellations No substitutions or cancellations are permitted without written approval of City. Delivery and/or work to be performed shall be done during normal working hours only, unless otherwise requested or agreed in writing by the City. AGREED C. Material Safety Data Sheets MSDS : If applicable, the successful Proposer shall provide the City with applicable MSDS documentation as required by applicable laws and regulations. AGREED D. Guarantees and Warranties Each. Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal submitted. 1 Year Parts & Labor Included E. Acceptance of Products and Services: All products furnished under this contract shall be warranted to be merchantable and good quality and fit for the purposes intended as described in this Proposal, to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Service, and all services performed shall be warranted to be of a good and workmanlike quality, in addition to, and not in lieu of, any other express written warranties provided. City reserves the right to inspect the services performed or product delivered, and to determine the quality, acceptability, and fitness of such services or product upon delivery, ad to reject any non - conforming goods, providing, however, that the City shall not be required to do so, and any failure by the City to do so shall not prohibit or bar the City from later asserting any non - conformance or breach of warranty. AGREED City of Southlake RFP06I1A105GG600285 17 10. Independent Contractor Status Proposer agrees that Proposer and Proposer's employees and agents have no employer - employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. AGREED ---- --------- A-- Insurance The- Contr- actor consistent with -its -. status-- as --an__ independent _..contractor,_shalLcarry, and shall require any of its subcontractors to carry, at least the following insurance in such form, with such companies, and in such amounts (unless otherwise specified) as City may require: i. Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements, for at least One Million Dollars ($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; 11. Certifications of Proposer In compliance with this RFP, and subject to all the conditions herein, the undersigned Proposer certifies and agrees to the following: AGREED A. Assign ments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Agent. Such consent shall not relieve the assigner of liability in the event of default by the assignee. B. Liens Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor, goods, and services which may be provided under the City's request, by Proposer or Proposer's vendor(s) and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. C. Indemnification Proposer agrees to defend, indemnify and hold harmless the City, all of its officers, Council members, agents and employees from and against all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of, connected with, or resulting from any acts or omissions of Proposer or any agent, employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. The Proposer agrees to protect and indemnify the City, all of its officers, Council members, agents and employees, from all claims, actions, suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses, arising out of any alleged infringement of patents or copyrights arising from the Contractor's performance under the Contractor's Proposal, including attorneys' fees and court costs. D. Indemnity for Patents Copyrights and Trademarks Proposer hereby warrants that the use or sale of the products, materials and services delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark covering such materials and the successful City of Southlake RFP0611Al05GG600255 18 Proposer agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to pay or incur. E. Rights of Use 1 Copyright Release All the creative elements created specifically for the City contracted with this project shall become the sole property of the City. This includes (not exclusively) any graphics, source and object code(s), scripts or other programming incorporated. Any graphic files, in both individual form and composite form, will also become property of the City. F. Gratuities /Bribes Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with th City. G. Franchise Tax Delin uenc : The Proposer is not currently delinquent in the payment of any franchise tax owed the State of Texas. H. Antitrust Laws Neither the Proposer nor any person, firm, corporation, partnership, or institution represented by or affiliated with the Proposer, has violated the antitrust laws of this State or the Federal Antitrust Laws, nor communicated directly or indirectly the Proposal made to any competitor or any other person engaged in such line of business. The Contractor hereby assigns to the City any and all claims for overcharges associated with any contract resulting from this Request for Proposal which arise under either the antitrust laws of the United States 15 U.S.C.A. Section 1, et seq. (1973), or the antitrust laws of the State of Texas, Texas Business and Commercial Code Ann. Sec. 15.01, et seq. (1967). I. Child Support Pursuant to section 231.006 (d) of the Texas Family Code, governing the payment of child support, the Proposer certifies that the Proposer is not ineligible to receive the specified payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. J. Eligibility: Pursuant to Section 2155.004 of the Texas Government Code, governing the collection of state and local sales and use taxes, the Proposer certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified contract and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. K. Debts of Propose : The Proposer agrees that any payments due the Proposer under this contract may be applied towards any debt of the Proposer to the City or the State of Texas, including but not limited to delinquent taxes and child support that is owed to the State of Texas and/or the City. L. Required Licenses Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Service herein. M. Authority to Submit Proposal and Enter Contract As Proposer, I hereby certify that in my capacity, I have authority to submit this Proposal and enter into any resulting contract Proposer agrees to enter into a contract if awarded the project. N. Cooperative Governmental Purchasing Notice Other governmental entities utilizing interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFP from the successful Proposer. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not City of Southlake RFP0611A105GG600285 19 be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [ ] Yes, Others can purchase; [ X ] No, Only the City can purchase 12. Trade Secrets and /or Confidential Information This proposal (does) X (does not) contain trade secrets and/or confidential information. If so, lease deserib - e - such -- trade - secrets confidential information and - -the- basis-:For your- assertion_tha such material qualifies for legal protection from disclosure. 13. Federal, State and /or Local Identification Information i. Centralized Bidders List Registration Number: 77676 ii. Prime Contractor HUB / MWBE Registration Number: # iii. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # - - iv. Pursuant to Section 231.006 (c) of the Texas Family Code, each Proposal should include the name and Social Security Number of each person with at least 25% ownership of the business entity submitting the Proposal. Proposers that have pre - registered this information on the TBPC Centralized Master Bidders List have satisfied this requirement. If not so pre - registered, complete the following: Name: SSN: Name: SSN: Name: SSN: City of Southlake RFP0611AI05GG600285 20 �ansr— V0 Appendix C - Conflict of Interest Questionnaire (CIQ) Inclusion of House Bill 914, Filing Conflict Disclosure Statements. A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM C1Q) which is found below or on -line at www.ethics.state.tx.us The form must be filed with the City Secretary no Iater than seven (7) days aft the date the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a reques fo r proposals or bids, correspondences, or other wrrtmg related to al�poieiifiaT�agreement wi�i tie City. Suc persons ari " usmesses; ari � ear agenfs; must"a so f e an up afed questionnaire not later than Septemberl of each year in which the person or business begins contract discussions or negotiations with the City, or submits an application, responds to a request for proposals, quotes, or bids, correspondence, or other writing related to a potential agreement with the City, and within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. An updated complete questionnaire is not required if the person or business filed a questionnaire or updated questionnaire after June 1 but before September 1. CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local government entity OFFICE USE This questionnaire is being fied in accordance with chapter 176 of the Local Government Code by ONLY a person doing business with the governmental entity. Dat p i By law this questionnaire must be filed with the records administrator of the local government not 1 %L -fir later than the 7'' business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.008, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An I�Q Y 6 offense under this section is a Class C misdemeanor. A. Name of person doing business with local governmental entity. (Please Print) (' OF Cl� Steven Young 2. ❑ Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated competed questionnaire with the appropriate filing authority later than September 1 of the year for which an activity described in Section 176.006(a), Local Government Code, is pending and not later than the 7 business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local government entity with respect to expenditure of money. Existing Vendor 4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local governmental entity that is the subject of this questionnaire. NONE f Of SCREW City ofSouthlake RFP0611A105GG6002 85 DUPLICATE 21 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local government entity 5. Name of local government officer with whom filer h as affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages t this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? © Yes X No B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local governmental entity? D Yes X No C. Is the filer of this questionnaire affiliated with a corporation of other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? F1 Yes X No D. Describe each affiliation or business relationship. 6 Describe any other affiliation or business relationship that might cause a conflict of interest. NONE 7 of person doing butines�bv�tl�CthEgovemmental entity City of Southlake RFP0611AIOSGG600285 f'- zoo(, Date 22