HomeMy WebLinkAboutRFP - P1041 VOIP COMMUNICATIONS SYSTEM (3)Request For Proposal
Voice Over Internet Protocol Communications System
RFP #P1041
Prepared by: VoIP Project Team
August 18, 2006
1.11 Compensation
No payment of any kind will be provided to the submitting vendor, or parties they represent for
obtaining any of the information solicited. Procurement of all equipment and services will be
in accordance with subsequent contractual action.
1.12 Commitments
All quotes should be submitted initially on the most complete basis and with the most favorable
financial terms available. The selected vendor's proposal may, at the City's option, be made
part of the final purchase contract and all representations in the vendor's proposal will be
considered commitments to supply the system as described.
1.13 Contract Award and Execution
The City reserves the right to make an award without further discussion of the proposal
submitted. Therefore, the proposal should be initially submitted on the most favorable terms
the vendors can offer. It is understood that the proposal will become part of the official file on
this matter without obligation to the City.
The general conditions and specifications of the RFP and the successful vendor's response, as
amended by agreements between the City and the vendor, will become part of the contract
documents. Additionally, the City will verify vendor representations that appear in the
proposal. Failure of the vendor's products to meet mandatory specifications may result in
elimination of the vendor from competition or in contract cancellation or termination.
The City will notify the apparently successful vendor of its intent to negotiate a binding
contract. Following this notice of intent to negotiate a contract, the vendor selected by the City
will be required to attend negotiation meetings scheduled at a later date. The intent of the
meeting(s) will be to discuss and negotiate contract requirements including but not limited to,
prices, service level agreements, detailed scope of work specifications, invoicing, delivery,
receiving, and payment procedures. Note Appendix 8.4 — Standard Software Services
Agreement.
Upon negotiation of all business terms, the vendor selected as the apparently successful vendor
will be expected to enter into a contract with the City. If the vendor fails to sign and return the
contract within ten (10) business days of delivery of the final contract, the City may elect to
cancel the award and award the contract to the next -highest ranked vendor. No cost chargeable
to the proposed contract may be incurred before the vendor has received a fully executed
contract.
1.14 Proposal Content
The proposal must contain schedules that include line items for equipment, software,
professional services, warranties, maintenance agreements, licenses, project management,
installation and training fees.
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1.15 Performance Bond
The selected vendor will be required to post a faithful completion bond or other form of
security, acceptable to the City Attorney, in an amount equal to ten percent (10%) of the value
of the materials, equipment, and installation of systems described herein. The bond or other
security shall be delivered to the City within ten (10) business days after the contract award has
been made.
1.16 Insurance Requirements
The City will require the selected vendor to comply with the insurance requirements as outline
below:
Contractor shall acquire and maintain Workers' Compensation, employer's liability,
commercial general liability, automobile liability, and professional liability insurance coverage
relating to services of Contractor, its agents, representatives, employees or subcontractors.
Form of insurance is subject to the approval of the City Attorney. The cost of such insurance
shall be borne by the contractor.
The minimum amounts of coverage corresponding to the aforesaid categories of insurance per
insurable event shall be as follows:
Insurance Category
Minimum Limits
Workers' Compensation
Statutory minimum, as required of under the Labor
Code of the State of Colorado.
Employer's Liability
$1,000,000 per accident for bodily injury or disease.
Commercial General Liability
$1,000,000 per occurrence and $2,000,000 aggregate
for bodily injury, personal injury and property
damage.
Automobile Liability
$1,000,000 per accident, $2,000,000 aggregate for
bodily injury and property damage (coverage required
to the extent applicable to Contractor's vehicle usage
in performing services hereunder).
Professional Liability
1 $1,000,000 per claim and aggregate.
Concurrently with the execution of this Agreement, and prior to the commencement of any
services, Contractor shall furnish City with certificates and copies of information or declaration
pages of the insurance required hereunder and, with respect to evidence of commercial general
liability and automobile liability insurance coverage, original endorsements:
Following contract award and before expiration of thirty (30) days, City shall have received
written notification of cancellation or reduction in coverage by first class mail;
Providing that Contractor's insurance shall apply separately to each insured against whom
claim is made or suit is brought, except with respect to the limits of the insurer's liability (cross
liability endorsement); and
Naming the City of Fort Collins, its Council, officers, boards, commissions, employees, agents,
and volunteers as insureds; and
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Providing that Contractor's insurance coverage shall be primary insurance with respect to City,
its Council, officers, boards, commissions, employees, and agents, and any insurance or self-
insurance maintained by City for itself, its Council, officers, boards, commissions, employees,
agents or volunteers shall be in excess of Contractor's insurance and not contributory with it.
Qualifications
All insurance companies providing coverage to Contractor shall be insurance organizations
authorized by the Insurance Commissioner of the State of Colorado to transact the business of
insurance in the State of Colorado, and shall have an A.M Best's rating of not less than
"ANIL"
Subcontractors
Contractor shall include all subcontractors as insureds under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for subcontractors
shall be subject to all of the requirements stated herein.
Waiver of subrogation
With respect to Workers' Compensation and Employers Liability Coverage, the insurer shall
agree to waive all rights of subrogation against the City, its officers, official, employees and
volunteers for losses arising from work performed by Contractor for the City.
Coverage is a material element
Maintenance of proper insurance coverage in conformity with the provisions of Section 1.16 is
a material element of this Agreement and failure to maintain or renew coverage or to provide
evidence of coverage or renewal may be treated by City as a material breach of this Agreement.
Variation
The Director of Purchasing and Risk Management for the City may approve a variation in those
insurance requirements upon a determination that the coverage, scope, limits and form of such
insurance are either not commercially available or that the City's interest are otherwise fully
protected.
1.17 Other Requirements
Equal Opportunity Compliance
The City is an equal opportunity employer and requires all vendors to comply with policies and
regulations concerning equal opportunity.
Other Compliance Requirements
In addition to nondiscrimination and affirmative action compliance requirements, the vendor
awarded a contract shall comply with federal, state, and local laws, statutes, and ordinances
relative to the execution of the work. This requirement includes, but is not limited to,
protection of public and employee safety and health; environmental protection; waste reduction
and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects.
Acknowledgement
Where requested in Section 3 indicate understanding of the stated concepts and general
requirements by initialing the `Understood' line provided.
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Exceptions
Respondents may take exception to any of the stated requirements so long as all such
exceptions are expressly noted and clarified in the response. Alternatives may be shown and
quoted as options.
Visits, Conferences and Provisions of Facilities
City team members may elect to visit vendor facilities or installed customer locations as part of
their evaluation. Vendors should be prepared to provide information on appropriate locations
and to arrange for such visits.
Primary Provider of all Services
If a vendor's proposal includes equipment, hardware, software, or services to be supplied by
entities other than the proposing vendor, it is mandatory for the proposing vendor to act as a
primary vendor for the entire procurement of all products and services proposed. The vendor
acting as the prime contractor must be the sole point of contact with regard to contract
stipulations including payment of any and all charges resulting from the purchasing of the
proposed equipment, hardware, software, and/or services. The vendor acting as the primary
contractor must take full responsibility for the demonstration, delivery, installation, and
acceptance testing of the items proposed to be supplied by its subcontractor. The vendor must
provide a complete list of subcontractors as Appendix 8.8 — Subcontractor Information.
Identify company name, main office business address, and the name and contact information of
the lead person assigned to the project.
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Section 2: Overview of Current Environment
2.1 Voice Systems
All City locations are currently served by a Nortel PBX based telephone system and an Octel
centralized voice messaging system. See Appendix 8.1— Data System and Infrastructure
Information.
2.2 PSTN Trunking Network
The City's listed directory numbers and approximately 2000 direct -inward -dial (DID) numbers
are provisioned over four (4) PRI/DID trunks with 2-way (inbound/outbound) Calling Line
Identification (CLID) into the Nortel Meridian 81 C PBX. This scenario represents a single
point of failure both at the PBX and Qwest central office (CO) with no provisioning for
redundancy through multiple City site trunking or the ability to split circuits by CO location.
There are 64 locations served by the PBX in a 15-20 mile radius, some locations have Norstar,
fiber remote or carrier remote as an extension of the PBX.
2.3 Data Network
The technical specifications for existing network hardware information for each site may be
found in the Appendix — 8.2 — Customer Phone Profiles. The three implementation projects
identified for phase one implementation are connected by fiber optic rings providing Gigabit
Ethernet bandwidth and redundant network access. Enterasys and Cisco equipment support
various LAN and WAN segments throughout the City. Sites are wired with Category 5/5E
cabling. Client computing devices are variously provisioned with 10 and 100 Mbps Ethernet
LAN port service. Wi-Fi is available on a limited basis in some facilities.
All facilities have Category 5/5e infrastructure for data applications. It is anticipated that the
Category 5/5e infrastructure at these facilities will be re -allocated to support both the voice and
data needs in the new IP Telephony environment.
2.4 Network Topology
Reference Appendix 8.1 — Data System and Infrastructure Information.
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Section 3: System Design Requirements
The replacement phone system for the City must address the goals and expectations for
feature/functionality, selection, implementation and on -going operation outlined in this section
Appendix 8.2 — Customer Phone Profiles contains detailed specifications for each facility.
Telephone systems are sought that will support all sites based on the same hardware, operating system
and application software. All City users will have 4-digit dialing (consistent with current direct -inward -
dialing (DID) numbers) between physical sites or new DID blocks determined by the addition of multiple
trunking.
The City's voice systems must be configured for high reliability to protect against service outage. This
will include the ability to survive the loss of any critical component through failure management
incorporating a recovery mechanism to minimize time to recovery. Vendors are required to specify the
means of survivability and recovery, and the average mean time to recovery within a given scenario.
The goals and expectations for the selection, implementation, maintenance, and on -going operation of
new IP Telephony systems are outlined in the following sections. Vendors are required to initial the
following sections as `Understood.'
3.1 New Environment
Initially, the City Nortel PBX will co -exist with the vendor's proposed IP voice system. This
approach is meant to allow for a scalable migration away from the Nortel PBX to a full scale IP
voice system.
The interim phone system and the eventual full scale IP voice system will incorporate multiple
site trunking and utilize the splitting of circuits between two Qwest central office (CO)
locations in an effort to avoid a single point of failure.
The vendor will provide specifics regarding the following objectives pertaining to the new
environment:
Migration from the Nortel PBX to a full scale IP voice system without the need for IP voice
system/network redesign to complete the migration.
Provisioning for additional trunks at existing or additional sites.
❖ Provisioning for 1FB type circuits at remote sites to support business continuity and E911
access in the event of LAN or WAN failure.
❖ Integration with the City's pending implementation of Teleworks, an e-commerce suite
featuring 311 public information services and outbound dialing through First Responder.
Understood
3.2 Network Design
The City of Fort Collins recognizes that overall IP communications system performance and
functionality is a factor of both network infrastructure and telephony system hardware and
software. This section addresses only the wide and local area network components and their
interdependencies with the proposed IP communication solution. Provision of network
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City of Fort Collins VoIP RFP
equipment by the bidder is not included in the scope of this proposal, therefore, no component
pricing is requested. However, general specifications and a list of supported equipment
manufacturers are being requested where upgrade or replacement of existing equipment is
required to support an overall converged voice and data communications strategy.
Understood
3.3 Mobility
The City anticipates growth in requirements for workforce mobility. Cellular, EVDO, Wi-Fi,
WiMax, and other broadband technologies will facilitate extended hours of customer service,
service options, work efficiencies, and remote participation. Traditional desktop phones will
increasingly give way to computer integration and hands -free solutions. Network elements of
the new IP communications system implemented in 2007 must be capable of scaling to
incorporate existing and new mobile client devices such as PDAs, laptop computers, and
cell/Wi-Fi combinations.
Understood
3.4 Transport Infrastructure
A secure IP transport is required for sending voice/data calls between sites on the physical
network. Utilization of the existing network infrastructure is the optimal design goal. The City
seeks a solution that is durable with regard to changing network platforms in the future. As
network equipment becomes further commoditized, it will be advantageous to integrate the
products of other manufacturers without having to re -tool or replace the IP communications
system. Upgrade of the existing network hardware will be considered only where required to
provide high quality for voice service to users or to ensure reliability in the form of redundancy
or power back up. Compliance with open industry standards is valued. Exceptions in
equipment recommendations must be noted. All sites are cabled with Category 5/5E drops to
each workstation and as such, the City requires a system that supports computer and telephone
on a single cable to minimize additional cabling costs.
Understood
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3.5 Quality of Service (QoS)
3.5.1 Implementation of systems that support industry standards for QoS, such as 802.1p,
802.1 Q and Diffsery (differentiated services) are vital to the development of a
converged solution. The selected vendor will be required to certify QoS minimum
standards that are sustainable over the life cycle of the proposed project prior to
installation. The City's target standard for Latency is that it should be no greater than
50ms. Jitter should be no more than .5ms. Packet Loss should not exceed .2%.
Exceptions to these standards must be clearly stated in the proposal. If equipment
needs to be changed out to satisfy QoS minimum standards or to maintain a high
level of operability for the City's data applications and other network requirements,
the general specifications for such equipment and a list of supported manufacturers
needs to be provided as Appendix 8.7 — Network Equipment Replacement
Recommendations.
Understood
3.6 Power
Survivability at City locations is critical. Phone sets in an IP solution require power. These
power requirements will be provided by a means compliant with 802.3af standard. The
selected vendor must have specifications and standards references that address this issue. Each
vendor will need to clearly state how their system provides power to the telephones and the
associated impact to space and capacity. Backup power requirements for network equipment
where required to support overall system up -time must be articulated in proposals.
Understood
3.7 Resiliency
Where business continuity in the context of communications is dependent upon network
components, recommended redundancy must be identified. The proposed solution will provide
the City with a network architecture to eliminate single points of failure and ensure continued
security and voice quality in the event of a disaster or major power failure. It is essential that
the chosen system be evaluated for reliability from both the standpoint of historical 99.999%
up -time to the survivability of remote sites.
Understood
3.8 Network Equipment
Routers and switches, depending on the recommended solution may have to be upgraded or
changed in order to support Quality of Service (QoS) requirements and allow a full deployment
of the IP communication system. Enterasys and Cisco equipment meets current City
infrastructure standards, however the City is interested in knowing what other vendor products
can support the proposed solution without any degradation of function. General, functional
specifications and a list of supported equipment manufacturers are being requested where
network components must be replaced.
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Understood
3.9 Telephone System Design/System-wide Features
The following features and functionality were identified as requirements. The City has several
departments that require the function and appearance of all lines on all telephones, as with that
of a multi -line or "squared" key system environment.
The features in this section are also detailed in Section 5.8.7 — System/Station/User features
Baseline Features
❖ Call pickup for a department or group.
❖ Call pickup directed at a specific ringing extension.
❖ Six (6) party conferencing.
❖ Automatic callback.
❖ Transfer to extension and voicemail.
❖ Call forward to extension and off network (cell phone, home etc.).
❖ Ability to forward calls to an external number (cell phone or otherwise).
❖ 4-digit dialing.
❖ Support Automatic Route Selection (ARS) and Least Cost Routing (LCR).
❖ Simplified 4-digit pin account codes entries for long distance and account code tracking.
Support Toll Fraud security.
❖ Analog support for phones, TDD, TTY, fax, modem and bell ringers.
❖ Incoming call waiting notification.
❖ Music on Hold (MOH).
❖ Message waiting indicator.
❖ Missed, placed and received caller's list.
Hunt groups.
❖ Phantom numbers.
Intercom over desktop IP speaker phones having a user opt -out function.
❖ Ability to change six digit routing entries for new office codes (NPA-NXX).
❖ Ability to restrict and manipulate outbound caller id (CLID) blocking on a per call basis.
❖ Find me/follow me functionality.
On -demand call recording for the life of a call.
Overhead paging
❖ RAN trunk support with interface to Interalia digital voice announcer
Understood
3.10 Emergency Operations Center (EOC)
The City of Fort Collins currently maintains an EOC in the Poudre Fire Authority LAN. A
second center will be included in the new Police Department facility. Both locations require
the ability for emergency staff to set up and activate 12-24 IP phones on short notice without
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resorting to technical support. EOC programming must be predefined in the telephone system,
including ACD routing for handling of calls from the general public and
greeting/announcements that can be easily modified.
Understood
3.11 E-911 Support
Regardless of location, the dialing of 911 from any site on the City's system must at minimum
identify the physical building address, floor, and major floor subsection to the E-911 operators.
It is preferred that the system also automatically re -addresses any station level moves.
The City of Fort Collins uses the PS-ALI product from Intrado to interface the City PBX to the
PSAP to provide Automatic Number Identification and Automatic Location Identification for
911 calls. The equipment utilized is supplied by Plant Equipment, Inc. (VESTA/M-1 System,
License 2.2). The City wishes to continue to use this PS-ALI application. The City currently
has DID numbers in the 970-221, 970-224 and 970-416 exchanges. The proposed VoIP system
shall output the full 10 digit NPA-NXX-XXXX number to the PSTN and the Nortel PBX also
needs to retain its current capability to output the full 10 digit telephone number with the
vendor's proposed trunking configuration. The E-911 location database is maintained by
Intrado and updated by City staff.
Understood
3.12 Call Center
If a call center component is available as a module of the vendor's system, the vendor is
requested to supply detailed information and option pricing.
Understood
3.13 Telephone Set Design
The following functions and features must be supported:
❖ Differing models of display telephones based on the department requirements and non -
display telephones for common areas.
Busy Lamp Field, DSS (Decision Support System) or equivalent visual indication via
display phone with minimal feature activation.
Telephones providing easy single button access to standard features including hold, transfer
and conference.
Support of American Disability Act (ADA) requirements, including amplified headsets and
support of TTY devices for those with a hearing disability.
❖ Headset port integration and designated on/off button on the telephone. Use of Bluetooth
technology or future plans to integrate it into design for headset interface is desirable.
❖ Display of internal CID name and extension.
Display of CID information provided by carrier PRI circuits.
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City of Fort Collins VoIP RFP
REQUEST FOR PROPOSAL
P1041 Voice Over Internet Protocol Communications System
Written proposals, nine (9) will be received at the City of Fort Collins' Purchasing Division, 215
North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before
4:00 p.m. (our clock), September 22, 2006. Proposal No. P1041. If delivered, they are to be
sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address
is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager Eric
Dahlgren, Telecom Systems (970) 221-6712.
Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO,
Senior Buyer (970) 221-6778.
A copy of the Proposal may be obtained as follows:
Download the Proposal/Bid from the BuySpeed Webpage,
https://secure2.fcqov.com/bso/login.'si)
2. Come by Purchasing at 215 North Mason St., 2"d floor, Fort Collins, and request a copy
of the RFP.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have
a financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority over the services to be
rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift,
gratuity favor, entertainment, kickback or any items of monetary value from any person who has
or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
e B. O'Neill II, CPPO, FNIGP
Di or of Purchasing & Risk Management
215 North Mason Street • 2" Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • Fax (970) 221-6707 www.fceov.com
❖ Ability to support multiple line appearances in requested departments as well as a personal
extension. Many departments require a "general line" for the ability to ring one number to
reach anyone available in the group, rather than trying multiple extensions.
❖ Ability to have speakerphone options to include: true full duplex, half duplex and
monitoring capabilities.
❖ Separate volume control for handset, speaker, and ringing features.
❖ Distinctive ringing (unique ring per telephone) for departments that have many phones in
an open area.
❖ Ability to support at minimum two (2) message waiting (MW) lights for voicemail
notification. Several City employees share a single telephone, but require visual voicemail
notification on the shared telephone.
❖ Ability to move handset to new location and quickly access full -functionality of user
privileges at previous location and have callers be able to ring new location using same
phone number as previous location. Location information also updated in centralized
database for internal CID and E-911.
Understood
3.14 Overhead Paging Requirements
The vendor's system must be able to provide the following interfaces to the City's overhead
paging equipment.
❖ 4 wire page trunk circuit — page voice pair at 600 ohms and E&M signaling
❖ 2 wire page trunk circuit and auxiliary contacts for night ringing over speakers
❖ 2 wire page trunk circuit — page voice pair at 600 ohms with wink start signaling
❖ 2 wire page trunk circuit — page voice pair at 600 ohms with immediate start signaling
2 wire page trunk circuit
❖ telephone interface (analog port dialup)
Paging must incorporate multi -site and multi -zone capabilities. Intercom paging must be
available through desktop IP phones equipped with speakers. Users must have the ability to
suppress this function at the deskset at any time.
Understood
3.15 Mobility
Mobility is a key implementation objective for the City. Communication with field personnel
is difficult and a number of staff require constant communication. Several modes of mobility
are of interest to the City but may or may not be initially implemented depending upon the total
cost of all systems. The future of mobility as outlined below will be key to the overall selection
process. Please note that some of the mobility requests are duplicated in subsets of other
categories. Be specific regarding what features you support for mobility in addition to those
listed below.
Voicemail options must support paging functions to provide the ability to leave field or mobile
staff a voicemail message and to have the system offer the caller the option to have the person
paged.
Understood
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3.15.1 Mobile Handsets
Mobile telephone sets for secretaries must support the ability to answer multiple lines while
away from the base station. Cordless single and multi -line telephones with a headset jack and a
300-foot range are optimal.
Understood
3.15.2 Headsets
Staff require traditional and wireless headsets for conducting business while on department
lines at the same time as delivering messages/information to other users in their department.
Use of Bluetooth technology or future plans to integrate it into design for headset interface is
desirable. Police Department staff desire a single telephone head set that can be used for both
performing transcription work and conducting telephone conversations. The transcription
application is "Start -Stop Universal Transcription System" version 9.4 from HTH Engineering,
Inc.
Understood
3.15.3 Wireless — Internal
The vendor's solution must enable wireless protocol call handling devices for immediate or
future deployment at each site. The preferred integration choice is an open standards wireless
protocol supporting universal call traffic devices; second is a proprietary solution. The vendor
will specify the security access standards and methods utilized in their IP voice system.
Understood
3.15.4 External
The vendor's solution must enable:
❖ Transfer of calls off —site to non -networked devices — either fixed call forward or user
activated call forward on demand.
❖ Virtual Office functionality — VPN access for voice and data calls - including associated
equipment and network requirements/costs for teleworkers.
❖ VoIP on PDA devices having different operating systems such as Palm and Windows
Mobile 2003/5,
❖ The vendor will specify the security access standards and methods utilized in their IP voice
system.
Understood
3.16 Voicemail System Requirements
The City seeks a robust Voice Mail system as a replacement to the existing Octel system and as
the base feature of an eventual Unified Messaging (UM) system. The Voice Mail component
must scale to include all of the City's telephone users as the City moves toward IP telephony at
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all sites. During this initial phase of the City's transition to an IP telephony system, the
vendor's system must integrate smoothly with the City's existing Nortel PBX including the
ability to illuminate message lights or buttons located on all user handsets. In addition, the
vendor is requested to describe how the proposed system can integrate the City's cellular phone
users into the voice mail system.
The vendor must also state whether their proposed IP telephony system will integrate
seamlessly with the City's Active Directory Services (ADS) database in order to populate the
vendor's phone directory and keep it up-to-date. If it will not integrate smoothly, the vendor
must describe in detail how they propose to integrate their phone directory with the City's ADS
database and the software that will be used to do so.
Additional requirements include:
Directory dialing by first and/or last name and by department.
❖ Ability to program different calendar dates, days of week and time of day announcements
to support different department operational dates, holidays and times.
❖ Exit system (i.e. "0") to pre designated operator(s) per department.
Current system configuration:
Octel Mailbox Type
Number of Mailboxes
Voice Messaging
1,044
Listen -Only (Announcement)
10
Directory
3
Callers Menu Only
374
Callers Menu / Dial Extension
22
Callers Menu / Dial Mailbox
64
Transfer
94
Conditional Transfer
2
Understood
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3.17 Automated Attendant
As part of the VoIP solution, the City requires an integrated automated attendant feature.
The feature shall integrate seamlessly to the proposed VoIP and Voicemail systems. This
feature shall have a GUI interface for ease in operation and maintenance. The system
shall provide printed reports of the menus/trees as they are being designed and once the
menus are implemented. Remote access to the system is necessary, so that users can
access the system and record from any location (office/home/car...). Reporting
capabilities for this application are desirable.
Understood
3.18 Conference Bridge
The City of Fort Collins requires an integrated Telephony Conference Bridge as part of the
VoIP system proposal. The Conference Bridge shall provide up to 50 ports for a single
conference. The Conference Bridge shall have a GUI interface for operation and
maintenance and to allow individual users to schedule their own conference(s). Reporting
capabilities for this application are desirable.
Understood
3.19 Unified Messaging
The proposed system must have the capability to add options for Unified Messaging (UM),
more advanced voicemail productivity services such as fax on the desktop and XML message
delivery, and other Computer Telephony Integration (CTI) options. The vendor is requested to
describe these possible future options in their proposal, including an assessment of the effort
required to add modules later and a cost for each module. The unified messaging or IP network
integration options must support Telephony User Interface (TUI) and Graphical User Interface
(GUI) access and should provide network compliance and interoperability with the City's PC
servers and GroupWise e-mail system. The City has a preference for solutions supporting
desktop dialing based upon direct integration with its Active Directory Services (ADS)
directory.
Understood
3.20 System Administration
System administration requirements include:
Secure administration for all sites on the network available on the City's LAN with system
administrative authorization.
❖ Ability to run basic diagnostic checks and backup as well as restore data to include site
telecom database, voicemail database, end user data and voicemail/email messages.
Ability to support remote administration at all sites (terminal services, VPN).
Ability to perform standard software changes (moves, adds, changes).
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❖ Ability to build/modify stations, trunk groups, trunk routing tables and ACD groups from a
Graphical User Interface (GUI) using English language commands.
❖ The system must provide reporting that allows the system administrator to determine
traffic/trunking requirements, processor busy levels and service quality.
❖ Additional traffic measurement tools with the ability to determine call volume by
department would be very useful for determining staffing and scheduling.
❖ Ability to execute program changes w/o reboot to system.
❖ Ability to change six (6) digit routing entries for new office codes (NPA-NXX )?
❖ Alarm notification to designated internal telephones and external cell phone(s).
❖ Training for City's system administrators
❖ Complete documentation of network implementation
❖ Training for end users
❖ Web based access tools
❖ Remote change of greetings
Understood
3.21 Call Accounting System
3.21.1 The proposed call accounting system must interface with the City's financial system,
Oracle JD Edwards Enterprise One. The Zl data interface file currently used to
upload billing information to the City's J.D. Edwards financial system is shown as
attachment 8.3 — Call Accounting Data Interface Structure. The proposed call
accounting system must support existing data requirements.
Understood
3.21.2 The City's financial system uses a billing code that is longer than the one to be used
in the call accounting system. The call accounting system will use 16 digits for its
billing code. A breakdown of the sixteen digits is as follows:
• Is` four digits = Fund / Company
• 51h and 6`h digits = Department / Business Unit
• 7`h through 11`h digits = Account Code / Object
■ Last 5 digits = Project Code / Subsidiary
The Z1 interface file utilizes the 16 digit billing code for the ACCT NUM field (29
alpha characters), and also breaks down the billing code to use in the following
fields: Company, Business Unit, Object, Subsidiary, and Sub Ledger. The
following table shows how the 16 digit billing code in the call accounting application
equates to the fields in the Z1 data interface file.
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City of Fort Collins VoIP RFP
Call
Account
Digits
Acct
Description
JD Edwards Field Length
Field Description
4
Fund
5 alpha characters
Company
2
Department
12 alpha characters
Business Unit
5
Account Code
6 alpha characters
Object
5
Project Code
8 alpha characters
Subsidiary
N/A
N/A
8 alpha characters
Sub Ledger
Although the Z1 data interface file indicates the need for Sub Ledger characters, this
field will not be used in the call accounting system. None -the -less, these characters
must be provided in the interface file in order for the City's financial system to accept
the file.
Understood
3.22 Call Accounting Required Features
Sort information for different billing periods.
❖ Sort data and report on the following:
❖ Report of calls made sorted in order of Long Distance Access (LDA).
❖ Sort calls made by a specific extension.
❖ Sort calls made by length of call greater/less than <variable>.
Sort calls on cost.
❖ Report the call from origination through all transfers.
❖ Flexible rate table, accommodates 200+ rate codes
❖ Retrieve call data from the NorTel PBX and vendor's proposed VoIP system
❖ Rate/cost calls based upon the service or equipment used
• Rate/cost authorization codes
❖ Split costs across several billing codes
❖ Bill back for one time costs of a service or unique equipment
Read carrier electronic invoices and match calls
❖ Easily adapt the file layout to accommodate constantly changing layouts from carriers
❖ Database is SQL or Oracle
❖ Web based
Access security levels
Export data to into SQL, Access, Excel or Crystal Reports
❖ Traffic reporting capability
•:• Toll fraud report
Exceptions report
❖ Incoming/outgoing calls report, by extension and billing codes
❖ Summary of the charge backs by billing code report
Call detail report by billing code
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City of Fort Collins VoIP RFP
Report Generator
❖ Backups
❖ History of data — 1 year and current
❖ Real time reporting
Understood
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City of Fort Collins VoIP RFP
Section 4: Implementation Requirements
4.1 Project Planning
Vendors will work with City staff to plan implementation of the system infrastructure (Voice
mail, gateways, call managers, PBX interfaces, etc). Voicemail implementation will precede
client phone installations. Poudre Fire Authority and Water Treatment Facility client
installations will be performed by the vendor. Police Department installations will be
performed by City staff subsequent to the completion of the new Police facility. Vendors are
required to provide a Gantt chart for the installation process once the notification of contract
award has been received. The chart must include information regarding any event or sequence
the vendor deems necessary for the completion of a successful implementation. This would
include information such as:
❖ Design and build new VoIP system, voicemail, and port fields
❖ Network order processing and coordination
❖ Cross -connect all cables from station distribution field to new VoIP system, voicemail, and
port fields.
❖ Cross -connect all trunks to trunk ports on new VoIP system and voicemail to include the
existing Nortel PBX.
❖ Provide complete implementation documentation.
❖ Installation of all hardware and software systems purchased by the City from the selected
vendor.
•:• Extensive pre -testing of all systems connected to include but not limited to:
o Main VoIP system and interface with the Nortel PBX
o All remote site systems
o New Voicemail integration with the Nortel PBX
o Call accounting
o All trunks
o System administration
o All stations (IP, cordless, wireless, headsets)
o Third party hardware and software attached to any system(s) purchased through the
selected vendor
❖ Administrator training (Vole system, voicemail, call accounting etc.) on site for the City's
designated system(s) administrators for day to day administration and end user support.
Understood
4.2 Industry Standards
The responsibility to identify all codes, and/or agencies having jurisdiction over any
implementation practice will be the sole responsibility of the primary vendor regardless of
subcontractor involvement. At a minimum, the execution of this RFP and all acts of the vendor
selected to perform work described herein, shall conform with the following guidelines:
❖ Federal Communications Commission (FCC)
OSHA
❖ Electronic Industries Association (EIA)
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City of Fort Collins VoIP RFP
❖ American National Standards Institute (ANSI)
❖ National and Local Electric Codes, including NFPA 70
❖ City ordinances as applicable
❖ BICSI Telecommunications Distribution Standards
Applicable regulations of the Washington Department of Labor and Industries, including
WISHA
❖ State and Federal Anti -Discrimination Laws
*This list is not exclusive
Understood
4.3 Documentation
The following documentation is required as part of the system(s) installation. This requirement
includes on -going updates to reflect changes as performed:
❖ Automated attendant tree
•:• System administration manuals or electronic media
❖ A quick reference guide for each user for each system and application with access to
comprehensive user guides via the City's intranet.
❖ As built drawings to include:
❖ One line schematic drawing of the voice application servers, network equipment and
connectivity
❖ Logical and numerical identification of extensions, jacks, patch panels etc. for each site.
❖ All circuit types connected to each installed site's system and any connections between
sites.
Understood
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City of Fort Collins VoIP RFP
Section 5: Response Format and Contents
Organize proposals with separately tabbed sections corresponding to the following format. Number each
page consecutively. Provide a concise response to each point. References may then be made for further
clarification. Wherever a table or spreadsheet is provided, please title the section and utilize the
table/spreadsheet. If you have any formatting questions, please contact Opal Dick at (970) 221-6778 or
email Odick ,fcP-ov.com.
5.1 Title Page
❖ Title page (no initial tabbed divider)
❖ Customer name
❖ Vendor name, address, telephone number, fax number, and email
❖ Main contact's name, signature, title and date
5.2 Vendor Overview
Please provide a description for each category subsections below, or where specified, utilize the
table or spreadsheet. This is intended for general overview and should highlight the reasons
your product, design and company are best suited for the City of Fort Collins.
Company (Five pages or less)
Please provide a brief overview of your company as well as the information below relating to
the project team:
❖ Staff assigned to the Project:
❖ Years of Experience in role
❖ Education & Certifications
❖ Last two accounts in role and references from those accounts
❖ Years Employed by Vendor
❖ Address, Telephone Number and Email Address
❖ Product (s) Proposed (Ten pages or less)
❖ Design Architecture (Five Pages or Less)
❖ Financial Status (Three Pages or Less)
❖ Service/Information: The following table is included for your use. Please complete each
section. If a section or question does not apply to your proposed solution fill in the
response with NA. Requests for information that are left blank may be considered in
default at the discretion of the City. Please utilize the designated Response column for
comments and clarifications. If an explanation is extremely lengthy please include it as
supplemental material in Section 6. — Supplemental Material — Vendor System
Clarification Appendices. Note inclusion of the material in the relevant response area.
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City of Fort Collins VoIP RFP
Table of Contents
Table of Contents
I
Section 1: Introduction
4
1.1 RFP Overview
4
1.2 Evaluation Process
5
1.3 Schedule
6
1.4 Withdrawal of Proposals
6
1.5 RFP Submission
6
1.6 Proposal Validity Period
6
1.7 Vendor Communication
7
1.8 Right of Selection/Rejection
7
1.9 REP Revisions
7
1.10 Statement of Confidentiality
7
1.11 Compensation
8
1.12 Commitments
8
1.13 Contract Award and Execution
8
1.14 Proposal Content
8
1.15 Performance Bond
9
1.16 Insurance Requirements
9
1.17 Other Requirements
10
Section 2: Overview of Current Environment
12
2.1 Voice Systems
12
2.2 PSTN Trunking Network
12
2.3 Data Network
12
2.4 Network Topology
12
Section 3: System Design Requirements
13
3.1 New Environment
13
3.2 Network Design
13
3.3 Mobility
14
3.4 Transport Infrastructure
14
3.5 Quality of Service (QoS)
15
3.6 Power
15
3.7 Resiliency
15
3.8 Network Equipment
15
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City of Fort Collins VoIP RFP
❖ Service Information
System Product/Manufacturer
Response
VoIP System
Voicemail
Unified Messaging (UM)
Call Accounting
Other(s)
Vendor Information
Response
❖ Address of Service Center
❖ Number of service personnel
trained and certified on each system
proposed
s• VOIP System
•'• Voicemail
•'• Call Accounting
❖ Other
Number of Like Systems
Installed/Serviced
Response
❖ VOIP System
❖ Voicemail
•'• Call Accounting
•:• Other
Service Hours and Labor Rates
(include minimum billable,
incremental trip,etc.
Response
❖ Normal business hours/rates
•'• Overtime hours/rates
❖ Emergency normal hours vs.
overtime rates
•:• Remote maintenance/rates
❖ List of replacement components
maintained in stock
Guaranteed Response Definition and
Times
Response
Major
❖ Define Conditions
•'• Response Time
Minor
:• Define Conditions
•'• Response Time
Software Upgrades — Define Cost
Impact to the City. of Fort Collins
Response
VoIP System
•:• Pre-cutover
❖ First year
•'• Bug fixes
•'• Software revision considerations
Voicemail
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City of Fort Collins VoIP RFP
•'• Pre-cutover
•'• First year
❖ Bug fixes
•'• Software revision considerations
Call Accounting
•'• Pre-cutover
•'• First year
❖ Bug fixes
•'• Software revision considerations
❖ Other
Warranty
Response
VoIP System
❖ Coverage duration
•'• Limits/exclusions
❖ Options to extend
Voicemail
❖ Coverage duration
•'• Limits/exclusions
❖ Options to extend
Call Accounting
❖ Coverage duration
•:• Limits/exclusions
❖ Options to extend
❖ Other
Manufacture Support During
Installation — Describe Level of
Technical Support On-site/Remote by
Manufacture
Response
❖ VolP System
❖ Voicemail
°i Call Accounting
❖ Other
Training
Response
End User
❖ Pre-cutover - # of trainers & days
•:• Cutover - # of trainers & days
•:• Post cutover - # of trainers & days
Receptionist
❖ Pre-cutover - # of trainers & days
❖ Cutover - # of trainers & days
❖ Post cutover - # of trainers & days
Administration
❖ Pre-cutover - # of trainers & days
•:• Cutover - # of trainers & days
•:• Post cutover - # of trainers & days
Maintenance Quotes — Describe
Configuration and Pricing
Response
•'• First Year
❖ Five Year Total
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City of Fort Collins VoIP RFP
5.3 References
Please provide at least (3) and no more than five (5) references that match the following
criteria:
Complex multi -site Vo P implementations
Government/municipal -cities of approximately 100,000 population
Please provide the principle contact and telephone number, as well as the associated system
type, size and customer application for each response. All references must be users of the
proposed system, including voice mail and any other specified hardware/software requirements.
Company Name Contact Telephone System(s) & # of Sites
5.4 System Design Requirements Acknowledgement
Please copy and insert Section 3 — System Design Requirements here with your
acknowledgement clearly initialized where Understood is requested. If you cannot
comply, or require clarification with a requirement(s), insert a comment directly below the
required item.
5.5 System Implementation
Describe your implementation process including the requirements in Section 4.1 — Project
Planning and Section 4.3 — Documentation. Limit the number of pages to a maximum of
three (3). Charts/tables are acceptable.
5.6 System Description
5.6.1 Executive Overview
This section is an introduction to and summary of the vendor and the system being proposed.
This should be structured so anyone reading only this section has a clear understanding of the
proposed system.
5.6.2 Proposed System
5.6.2.1 Provide a brief description of the proposed system. Include diagrams if desired.
Response:
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City of Fort Collins VoIP RFP
5.6.2.2 What are the model names and version numbers of all relevant components of the
proposed system?
Response:
5.7 System Architecture
5.7.1 Provide a brief description and discussion of your system architecture. Describe your
philosophy on open architecture and your ability to support other vendors'
equipment.
Response:
5.7.2 Provide a diagram of the system architecture.
Response:
5.7.3 Describe how the system integrates with voice services with the converged Internet
Protocol network including the use of standards and the support for analog and IP
endpoints for users, modems, fax machines, etc.
Response:
5.7.4 Describe how the system delivers reliability for voice services including maintaining
dial tone during WAN outages, failure of the system servers, and power outages.
Response:
5.7.5 Describe the system's support for open standards including those related to
integration with existing voice equipment.
Response:
5.7.6 Describe the architecture of the proposed voice mail solution including how voice
mail is accessed by both IP and Nortel users from their extension, remotely, and from
their desktop computer.
Response:
5.7.7 Describe the routine maintenance and administration tasks for all sites of the system.
Response:
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City of Fort Collins VoIP RFP
5.7.8 What remote service capabilities are supported by the system and how are they used
to provide technical support by the vendor.
Response:
5.7.9 What is the maximum user capacity of the proposed IP communications system?
Provide a description of how scalability is achieved. Include all licenses, software,
and hardware.
Response:
5.7.10 Describe the installation process in terms of its relative ease or difficulty.
Response:
5.7.11 Explain the network requirements for supporting delivery of high quality voice to
both local and remote sites.
Response:
5.7.12 Describe the required or recommended training for system administrators and end
users including time and costs.
Response:
5.8 IP Communications System Software and Hardware
5.8.1 System Software
5.8.1.1 Which software package is being proposed? Please provide the release and
version?
Response:
5.8.1.2 Describe all the system software components for call process and identify the
platforms where they are hosted in the proposed architecture.
Response:
5.8.1.3 Identify how the proposed software maintains call processing services to the
users at all sites during server or WAN failures.
Response:
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City of Fort Collins VoIP RFP
5.8.2 Hardware Configuration
5.8.2.1 What hardware is being proposed? Please provide the model name and number.
Response:
5.8.2.2 Describe the IP call processing hardware platform in detail. Is it based on
industry standard hardware, or is it proprietary?
Response:
5.8.2.3 What is the maximum number of simultaneous conversations supported by the
proposed system? Is the system non -blocking for voice calls?
Response:
5.8.3 Network Infrastructure Requirements
5.8.3.1 Describe requirements to the data network to support the system including
necessary infrastructure features and capabilities.
Response:
5.8.3.2 What capabilities are required inside the LAN?
Response:
5.8.3.3 What capabilities are required across the WAN?
Response:
5.8.3.4 How does your proposed intelligent network infrastructure support end -to -end
QoS? In a converged network supporting voice and data, how are QoS issues
resolved?
Response:
5.8.3.5 Explain how you can provide easy addressing of the IP phones without having to
change the addressing scheme of the existing IP data network?
Response:
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City of Fort Collins VOIP RFP
5.8.3.6 Explain how IP phones that are installed on the IP network are identified and
added to the system?
Response:
5.8.3.7 Can IP phones share existing Ethernet ports with data devices, or do the IP
phones require additional Ethernet ports be added by the customer to support
voice?
Response:
5.8.4 PSTN and Legacy Integration Interfaces
5.8.4.1 Identify all types of PSTN interfaces or trunks supported by the system.
Response
5.8.4.2 If PRI is supported, identify supported protocols (SESS, QSIG, NI2, etc.) and
PRI services such as ANI, DNIS, Caller ID Name and Number.
Response
5.8.4.3 Identify all supported interfaces for integration with existing or legacy telephone
equipment such as PBX's, key systems, fax servers, etc.
Response
5.8.5 Station hardware
5.8.5.1 Does the system support the following types of user equipment?
Equipment
YES
NO
OPTIONAL
Analog Telephones (2500 Type)
IP Telephones
Proprietary Digital Phones
Modems
Fax Machines
TTY
TDD
Paging Systems
Alarm Panels
Audible Notification Devices
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City of Fort Collins VoIP RFP
5.8.5.2 Please specify the power requirements for each analog telephone and if they
require local or closet power. On power failure, is the telephone disabled or are
support services such as LCD/LED devices disabled?
Response:
5.8.5.3 Does your analog station equipment provide the following features?
FEATURE
YES
NO
OPTIONAL
Audio Volume Adjust
Call Forward All Calls
Call Forward Bus
Call Forward No Answer
Call Hold / Release
Call Park 1 Pickup
Call Transfer
Call Waiting
Call Waiting Caller ID Name and Number
Calling Line ID Name and Number
Hands -Free
Intercom
Last Number Redial
Make / Drop Conference
Message Waiting Indicator
Multiple Calls Per Line Appearance
Night Bell
Prime Line Select
Privacy
Ringer Pitch Adjust
Ringer Volume Adjust
Shared Extensions on Multiple Phones
Sin le Button Retrieve
Speakerphone Mute
Speed Dial (Auto -Dial)
5.8.5.4 What per -user configuration is required for each analog phone deployed or re-
deployed in the system? Specify how the system allocates ports for analog
devices.
Response:
5.8.5.5 Provide a description of each IP telephone available with the proposed system
Response:
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City of Fort Collins VoIP RFP
5.8.5.6 Please specify the power requirements for each IP telephone and if they require
local or closet power. On power failure is the telephone disabled or are support
services such as LCD/LED devices disabled?
Response:
5.8.5.7 Are headsets available for all IP telephones?
Response:
5.8.5.8 Does your IP station equipment provide the following features?
FEATURE
YES
NO
OPTIONAL
Audio Volume Adjust
Call Forward All Calls
Call Forward Busy
Call Forward No Answer
Call Hold / Release
Call Park I Pickup
Call Transfer
Call Waiting
Call Waiting Caller ID Name and Number
Calling Line ID Name and Number
Hands -Free
Intercom
Last Number Redial
Make / Drop Conference
Message Waiting Indicator
Multiple Calls Per Line Appearance
Night Bell
Prime Line Select
Privacy
Ringer Pitch Adjust
Ringer Volume Adjust
Shared Extensions on Multiple Phones
Single Button Retrieve
Speakerphone Mute
Speed Dial (Auto -Dial)
5.8.5.9 What per -user configuration is required for each IP phone deployed or re-
deployed in the system?
Response:
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City of Fort Collins VoIP RFP
5.8.5.10 Can telephones from third parties also be used with the proposed system? State
the types of third party telephones supported.
Response:
5.8.6 System Reliability
5.8.6.1 How does the system provide reliability for voice services? Explain how it
avoids any single point of failure.
Response:
5.8.6.2 Explain how the system reacts when the routers and switches fail. Can reliable
dial tone and call routing be achieved without purchasing redundant network
hardware?
Response:
5.8.7 System/Station/User features
For the following features, use the table to indicate their availability. Note if any of
these features are optional or result in additional charges.
FEATURE
YES
NO
OPTIONAL
4-Digit Dialing
4-Digit PIN codes
ACD Option
Admission Control On WAN Usage
ADPCM
ADS
Analog Device Support
Answer/Answer Release
Attendant or Operator Console
Audio Volume Adjust
Auto Echo Cancellation
Automated Call -by -call Bandwidth Selection
Automated Phone Installation Configuration
Automatic Attendant
Automatic Phone Moves
Call Center Option
Call forwarding (Off Premise)
Call forwarding (Ring and/or No Answer)
Call forwarding (Self Directed)
Call Hold / Release
Call Park / Pickup
Call Transfer
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City of Fort Collins VoIP RFP
3.9
3.10
3.11
3.12
3.13
3.14
3.15
Telephone System Design/System-wide Features
Emergency Operations Center (EOC)
E-911 Support
Call Center
Telephone Set Design
Overhead Paging Requirements
Mobility
16
16
17
17
17
18
18
3.16
Voicemail System Requirements
19
3.17
Automated Attendant
21
3.18
Conference Bridge
21
3.19
Unified Messaging
21
3.20
System Administration
21
3.21
Call Accounting System
22
3.22
Call Accounting Required Features
23
Section
4: Implementation Requirements
25
4.1
Project Planning
25
4.2
Industry Standards
25
4.3
Documentation
26
Section
5: Response Format and Contents
27
5.1
Title Page
27
5.2
Vendor Overview
27
5.3
References
30
5.4
System Design Requirements Acknowledgement
30
5.5
System Implementation
30
5.6
System Description
30
5.7
System Architecture
31
5.8
IP Communications System Software and Hardware
32
5.9
Installation Requirements
50
5.10
Systems Component Pricing
51
Section
6. Supplemental Material
53
Section
7. Proposal Evaluation & Award of Contract
54
7.1
Vendor Requirements
54
7.2
Proposal Evaluation
54
7.3
Award of Contract
56
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Call Waiting
Call waiting Caller ID Name and Number
Calling Line ID Name and Number
CLEP
CLID Blocking Per Call
CODEC Standard G.711
CODEC Standard G.722
CODEC Standard G.723
CODEC Standard G.728
CODEC Standard G.729
Conference Bridge
Conference Calling (6 party external and/or internal)
Dial by Name Directory
Direct Inward Dialing
Direct Outward Dialing (DOD)
Distinctive Ringing (internal vs. external call)
Distinctive Station Ringing Pitch
Dry Audio
E-911 location tracking for MACS
Extension Dialing Between Locations
Find Me, Follow Me
H.323 Support
Hands -Free
Hunt Groups
Intercom
IP-based Integrated Messaging
Last Number Redial
LDAP
Lowest Cost Trunk Selection
Message Waiting Indicator
MGCP
Multiple Calls Per Line Appearance
Multiple Line Appearances
Multi -Station Hunt Groups Spanning Locations
Music on Hold (MOH)
Night Bell
On Demand Call Recording
OSPF
Overhead Paging
Phantom Numbers
Pool Lines
PRI Protocol Support
Pulse Code Modulation
QOS
RAN Trunk Support
Ringer Pitch Adjust
Ringer Volume Adjust
Session Initiation Protocol (SIP)
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City of Fort Collins VoIP RFP
Shared Extensions on Multiple Phones
Soft Keys
Soft Phones
Speakerphone Mute
Speed Dial Auto -Dial)
Station Monitoring or Busy Lamp Field Across all
Locations
TAPI Version 3.1
Temporary Set Re -Assignment for Traveling Workers
Toll and Nuisance Number (900,976,970,550,540
exchanges) Restriction
Tone On Hold
Visual Message Displays (All IP telephones) (name,
extension, etc.)
5.8.8 Desktop Call Management
5.8.8.1 Describe the system's desktop call manager and the call control features
supported from the user's desktop computer.
Response:
5.8.8.2 Does the desktop call manager application provide directory dialing across all
locations in the system?
Response:
5.8.8.3 Does the desktop call manager provide caller history or call log to archive the
user's telephone use?
Response:
5.8.8.4 Does the desktop call manager provide call routing information for delivered
calls? Identify how the caller reaches the users through the proposed system?
Response:
5.8.8.5 Does the desktop call manager provide searching and dialing of users through
ADS?
Response:
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City of Fort Collins VoIP RFP
5.8.8.6 Does the desktop call manager provide name match and display when received
caller ID information matches information in the user's personal information
manager?
Response:
5.8.8.7 Are the matched names also displayed on the user's telephone?
Response:
5.8.8.8 Does the desktop call manager provide speed dialing of the user's configured
frequently called numbers?
Response:
5.8.8.9 Are the configured speed dial entries also available on the user's telephone?
Response:
5.8.9 Call Accounting System Specifications
5.8.9.1 Describe the data collection method to be used, including any third party
products? NOTE: on average the City's daily raw call records has a file size of
1,400KB. We expect this to double, if not triple, once we begin collecting raw
call records for inbound calls.
Response:
5.8.9.2 How are calls handled that were not completed?
Response:
5.8.9.3 Does your system require a dedicated server(s)?
Response:
5.8.9.4 Which common web browsers will work with your product?
Response:
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City of Fort Collins VoIP RFP
5.8.9.5 Describe and provide examples of all available "canned" reports.
Response:
5.8.9.6 Describe the following features:
❖ Bill -back process used
❖ Traffic measurements/statistics
❖ Capabilities for costing services and equipment and what those are
Response:
5.8.9.7 Is there a class of service or levels of varying degrees of security that can be
assigned to a wide user base for accessing and using the system?
Response:
5.8.9.8 How are system malfunctions reported to the system administrator? What types
of malfunctions are reported?
Response:
5.8.9.9 Can your system automatically distribute reports to specified personnel? If so,
how is this performed?
Response:
5.8.9.10 Describe the level of expertise required or recommended to change the file layout
to accommodate carriers' electronic invoices.
Response:
5.8.9.11 Describe any additional capabilities or features not yet discussed.
Response:
5.8.9.12 Can your system reconcile billing codes if a file is provided by the City's
financial system? If so, what type of file would you need, i.e. flat, delimited, etc.
How often can this operation be performed; nightly, weekly, monthly`'
Response:
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City of Fort Collins VoIP RFP
5.8.10 911 Services
Explain how the proposed system meets the E-91 I/PSAP requirements.
Response:
5.8.11 System Administration
5.8.11.1 Describe the system administration tool(s) available to provide integrated
administration of the system across all locations.
Response:
5.8.11.2 Is the system administration application accessible from any workstation on the
LAN /WAN? What are the licensing provisions and limits on the number of
administrator clients?
Response:
5.8.11.3 Is the system administration application accessed through a standard web
browser?
Response:
5.8.11.4 Can moves and changes be "batched", that is can block copy changes be made to
a number of subscribers or class of service simultaneously?
Response:
5.8.11.5 How is security provided to prevent unauthorized access to the administration
application? Can some administrative users be defined with "view -only"
permissions?
Response:
5.8.11.6 Is there a limit to the number of administrators that can be logged on to the
system at one time?
Response:
Page 42 of 57
City of Fort Collins VoIP RFP
5.8.11.7 Does the administrative application have on-line help? If yes, describe.
Response:
5.8.12 System Maintenance and Upgrades
5.8.12.1 Explain the back-up procedures for the system configuration and information and
how the administrator would reload the data if needed to restore a previous
configuration?
Response:
5.8.12.2 How are customers provided future software releases? How are software
upgrades performed?
Response:
5.8.12.3 When system or station software updates are performed, must the system be shut
down, or can these types of activities take place in an on-line environment?
Response:
5.8.12.4 During a system upgrade, explain how each component of the system is upgraded
including estimate total time for upgrade for the proposed system and the
estimated time each service or component is off-line.
Response:
5.8.13 System Monitoring and Diagnostics
5.8.13.1 Describe the diagnostic tools available for monitoring and maintaining the
system's performance.
Response:
5.8.13.2 How does the system support logging of diagnostics events into an Event Log?
Response:
Page 43 of 57
City of Fort Collins VoIP RFP
5.8.13.3 What remote diagnostics are available? Can administrators see and access any
alarms or alerts on the system from remote terminals?
Response:
5.8.13.4 Can the system be configured to notify the administrator of diagnostic events
when they are remote or away from the system?
Response:
5.8.13.5 For each of the following system monitoring items listed below, respond with a
"Yes" if the proposed IP PBX monitoring features can support the feature. If the
answer is "Partly Yes", then define exactly what is supported and what is not
supported, and when you expect the IP PBX to be able to support this feature. If
the answer is "No", then state when you expect the IP PBX to be able to support
this feature.
Feature
YES
NO
Date
Status of all trunking
-Availability
Status of all call routing components
Integrated status of all locations
Status of individual stations (IP / Analog)
Call usage reporting
WAN usage reporting
IP quality statistics reporting
Diagnostic events listing or reporting
Real-time traffic status
Status of all gateway ports
Response:
5.8.14 Voice Messaging System Description
Describe in detail your voice messaging product offering. Include an overview of the
hardware, software, architecture, and components of the equipment proposed to meet the City's
requirements.
Response:
Page 44 of 57
City of Fort Collins VoIP RFP
5.8.15 Voice Mail System Specifications
5.8.15.1 How many users are supported by the proposed voice mail system? How are
additional users added to the system?
Response:
5.8.15.2 How many ports are proposed to support City's voice mail system? If additional
ports are required in the future, how are these added? Explain how the system
scales beyond the number of proposed ports.
Response:
5.8.15.3 Is the voice mail application centralized at a single site or distributed across the
different locations in the system?
Response:
5.8.15.4 Describe WAN use for users at remote locations when voice mail messages are
left or when they retrieve their messages.
Response:
5.8.15.5 Describe in detail the voice digitization technique and voice digitization rate used
for recording users' speech.
Response:
5.8.15.6 Indicate the capacity limits that can be defined for a particular voice mailbox.
Indicate whether or not this is configurable by class of service.
5.8.15.7 What is the length of the longest message that can be recorded by a caller?
Response:
5.8.15.8 How many messages can be stored in a subscriber's mailbox?
Response:
Page 45 of 57
City of Fort Collins VoIP RFP
5.8.15.9 What is the maximum total number of minutes of messages that can be stored in
a single voice mailbox?
Response:
5.8.15.10 How many classes of service can be defined for voice mail permission levels?
Please define those levels.
Response:
5.8.16 Voice Mail System — System Features
5.8.16.1 Is the voice mail system remotely accessible? Can the system be accessed from a
standard touch-tone phone? Are other types of client devices are supported?
Response:
5.8.16.2 Does the voice mail system provide an interface to deliver voice mail messages
into standard desktop email applications to provide unified messaging?
Response:
5.8.16.3 Describe the transition process and impacts related to the transition from the
existing email infrastructure to unified messaging?
Response:
5.8.16.4 Is a desktop application included that provides visual access to view and manage
users messages from their PC?
Response:
5.8.16.5 If a caller does not know a particular subscriber's extension number, can they
"look up" the subscriber by "spelling" the name via touchtone input? Explain
how the system would resolve the situation where one name has multiple entries
(e.g., "Jones")?
Response:
Page 46 of 57
City of Fort Collins VoIP RFP
5.8.16.6 Can system prompts be interrupted by experienced users? In other words, is
there a "fast path" for users? Can system prompts be repeated?
Response:
5.8.16.7 Does the voice mail system support a "zero out" to the attendant feature? Is this
feature configurable by class of service? Can the "zero out" destination be a
station rather than the attendant? If the "zero out" destination is busy, or rings
unanswered, will the call be re -directed?
Response:
5.8.16.8 Can individual users configure their own personal "zero out" destination for
callers separate from the system wide target? Is this configurable by class of
service?
Response:
5.8.16.9 Does the voice mail system support multiple greeting? If yes, describe all
available greetings.
Response:
5.8.16.10 Does the system support automatic remote notification and delivery of voice mail
messages to users?
Response:
5.8.16.11 Describe the proposed method for backing up the system.
Response:
5.8.16.12 Describe how disaster recovery would/could be handled for this system.
Response:
5.8.16.13 Can broadcast messages be sent? If so, is this dependent upon a class of service?
Response:
Page 47 of 57
City of Fort Collins VoIP RFP
Section 8: Appendices
57
8.1
Data System and Infrastructure Information
57
8.2
Customer Phone Profiles
57
8.3
Call Accounting Data Interface Structure
57
8.4
Standard Software Services Agreement
57
8.5
Equipment Specification and Pricing per Location
57
8.6
Future Purchase Discount Schedule
57
8.7
Network Equipment Replacement Recommendations
57
8.8
Subcontractor Information
57
Page 3 of 57
City of Fort Collins VoIP RFP
5.8.17 Voice Mail System — User Features
Can system users conduct the following actions:
5.8.17.1 Play, pause and replay messages; slow down, speed up; delete, skip, archive
Response:
5.8.17.2 Record responses and reply to voice mail messages
Response:
5.8.17.3 Record messages, send and mark "urgent" etc.
Response:
5.8.17.4 Forward messages to other users and append them with their own comments
Response:
5.8.17.5 Send or forward messages to other users at any location in the system using
extension addressing
Response`.
5.8.17.6 Create, edit, and modify their own distribution lists
Response:
5.8.17.7 Obtain user instruction through system prompts
Response:
5.8.17.8 Record personal greetings. How many different greetings can a user have?
Response:
5.8.17.9 Modify their own passwords.
Response:
Page 48 of 57
City of Fort Collins VoIP RFP
5.8.17.10 Set business days and hours for alternate greetings.
Response:
5.8.17.11 Manage voice mail from their personal computer or inside their email inbox?
Response:
5.8.17.12 Can the voice mail system identify callers that leave voice mail messages and
display their name based on caller id information that matches contact
information in the users personal information manger?
Response:
5.8.18 Voice Mail System — System Administration
5.8.18.1 Is system administration done through a standard web -enabled GUI? If so,
which browser does the administrative application support?
Response:
Describe how system administrator is able to perform the following user administration
actions:
5.8.18.2 Add or modify a class of service. State what user permissions or characteristics
within a class of service can be created or modified.
Response:
5.8.18.3 Add, delete, or modify a user's voice mailbox.
Response:
5.8.18.4 Set the maximum length of voice messages.
Response:
5.8.18.5 Explain how the system administrator would perform a backup and restore on the
voice messaging system.
Response:
Page 49 of 57
City of Fort Collins VoIP RFP
5.8.18.6 Is the voice mail administration integrated with the administration of users or via
a separate administration action?
Response:
Implementation
5.8.19 Project Plan
Bidders are required to supply a complete description of the key activities required for the
installation of the proposed system.
Response:
5.8.20 Transparency
It is essential that the installation of the new system be as transparent as possible to the users.
There should be no telephone service interruptions, no interim changes in dialing procedures,
and no perceived degradation in the quality of service.
Response:
5.8.21 Responsibility Matrix and Project Schedule
A master project schedule must be included, along with a work responsibility matrix,
identifying the tasks the vendor will perform and the tasks City is expected to perform to
successfully implement the new system.
Response:
5.9 Installation Requirements
5.9.1 Responsibility
The selected vendor is solely responsible for the complete tum-key engineering of the new
telecomununications system and all interconnecting facilities.
Response:
5.9.2 Initial Work
Vendor will perform station reviews, data base preparation, and original program initializations.
Response:
Page 50 of 57
City of Fort Collins VoIP RFP
5.9.3 Training Requirements
The successful bidder is required to conduct end -user training on City premises, tailored
specifically to City's particular requirements (e.g., console operator, message center operator,
secretary, and professional).
Response:
5.9.4 Training the Trainer
Vendor will also provide a training program and training materials for designated City
personnel who will train future employees.
Response:
5.9.5 Description
For each product application proposed, provide a detailed description of the training the vendor
will provide.
Response:
5.10 Systems Component Pricing
❖ Attach as Appendix 8.5 — Equipment Specification and Pricing per Location a complete
and detailed component pricing list reflecting the percent of discount from standard pricing.
Extend all ongoing cost components for each of the three phase one implementations to
show total annual costs in years one, two, et cetera through year five. Apply anticipated
annual price increases for such items as equipment maintenance and support, software
maintenance, and licenses. Break out all cost components and items by location in detail
into a matrix such as the one illustrated below:
Police Department Implementation
VOIP
Percent
Costs for the
Costs for
Costs for
Costs for
Costs for
Component
Discount
Year of
2nd year
3rd year of
4`h year
5`h year of
from List
Implementation
of
Operation
of
Operation
Operation
Operation
Desktop
phones
Server
Licenses
Client
Licenses
Et Cetera
Page 51 of 57
City of Fort Collins VoIP RFP
❖ Attach as Appendix 8.6 — Future Purchase Discount Schedule a comprehensive list of
discounts for materials, equipment, licenses, software, hardware, support agreements, et
cetera that will be applied to any future purchases by the City over the next 4 years.
Page 52 of 57
City of Fort Collins VoIP RFP
Section 6: Supplemental Material
Proposing vendors should also include the following supplemental materials and offer brief explanations
if they cannot.
❖ Standard Purchase Agreement
Standard Maintenance Contract
❖ Proprietary Lease or Lease/Purchase Agreement (if available)
❖ Selected Product Brochures
❖ Quick Reference and User Guides for VoIP System and Voicemail System
❖ Vendors System Clarification Appendices
Page 53 of 57
City of Fort Collins VoIP RFP
Section 7: Proposal Evaluation & Award of Contract
7.1 Vendor Requirements
The following are requirements for any proposing vendor. Vendors who fail to adequately prove that
they meet these requirements upon submission of their bid will not be considered and their bids will
be disqualified:
❖ Vendor must have Vole implementation experience with a municipality of comparable size.
❖ Vendor must have VoIP vendor authorized support personnel within two hours travel time from
the City of Fort Collins (300 Laporte Avenue, Fort Collins, CO 80521).
7.2 Proposal Evaluation
After receipt of a proposal, but prior to award of any contract, the City, at its sole discretion, may
require any or all Vendors to submit additional information and/or to meet in person with City
personnel.
Failure of a Vendor to specifically respond to each RFP item, or any other information requested by
the City, may be grounds for rejecting that Vendor's proposal.
The City, at its option, may reject any and all proposals submitted in response to this RFP, or waive
any informalities in a proposal when to do so would be to the advantage to the City or its citizens.
The successful proposal(s) will not necessarily be those that set forth the lowest price. The City's
evaluation of proposals submitted in response to this RFP will be based on the following criteria:
Evaluation Criteria
Points
Technical Design/System Architecture
30
Vendor/Company/Project Team
25
Adequacy of the Proposal
15
Financial Proposal
30
Total
100
7.2.1 Evaluation Criteria
Proposals will be evaluated by a Review Committee made up of representatives from the City.
A selected "short list" of vendors will be asked to make an on -site presentation to the
committee including an on -site, hands-on demo system that can be used to help evaluate the
vendor's proposal.
7.2.1.1 Technical Design/System Architecture
The proposal must contain sufficient information that will establish the viability of the
vendor's work plan. The City must be assured that, when completed, the VoIP project will
meet or exceed the requirements identified in this RFP. The criteria and associated weighting
to be applied by the City in evaluating the proposals will include, but are not limited to the
items discussed below:
Thoroughness and clarity of the proposal
Page 54 of 57
City of Fort Collins VOIP RFP
❖ Interoperability with City's network equipment
❖ Scalability/modularity of proposed system
❖ Durability of proposed solution - adaptable, flexible, sustainable 5-7 years
❖ Redundancy of the architecture, power, survivability
❖ Call Center option
❖ Level of reliability (documented 99.999%)
❖ Integration of the vendor's proposed systems
❖ Security considerations
7.2.1.2 Vendor/Company
The City regards its relationship with the vendor as a long-term partnership and as such seeks
a respected organization with talented and responsive people. The City expects the vendor to
have adequate, relevant experience with IP telephony systems and implementations and to
offer a high quality product. Proposals will be evaluated based on qualities such as the
following:
❖ Perceived level of vendor's understanding, responsibility, motivation, and dedication to
this project
❖ Implementation plan and timelines proposed
•:• Ability of the vendor to manage and coordinate activities
❖ Technical qualifications, experience, availability, and people skills of the personnel
assigned to the project
❖ Review of resumes of personnel assigned to the project
❖ Financial stability of the vendor's company
❖ Partner organizations/subcontractors working with the vendor
❖ User training plan, materials to be used
❖ Vendor's overall experience with IP telephony system implementations
7.2.1.3 Adequacy of the Proposal
The vendor is expected to demonstrate via the thoughtfulness and clarity of their proposal, a
thorough understanding of the RFP and the City's needs. The perceived adequacy of the
proposed hardware/software and project implementation capabilities of the vendor relative to
the defined system needs will be evaluated by the committee. The vendor must exhibit a
thorough knowledge of the tasks required to implement their proposed system and achieve
the City's stated project goals. Potential problem areas must be recognized and identified,
and the project plan should include details 'as to how to deal with these potential problem
areas.
7.2.1.4 Financial Proposal
Proposals will be evaluated on a cost/value/capability basis (capability as determined by the
technical evaluation of the systems proposed). The City will select the proposal that appears
to be in its best interest. Therefore, matters other than financial will also be considered in
determining the award. The following figures will be evaluated in the financial proposal
section:
Page 55 of 57
City of Fort Collins VoIP RFP
❖ Discounts — The discount offered to the City on a supplier's catalog price list. Additional
discounts for invoices paid in 30 days or less will be considered when the discounts
between competing proposals on identical items are equal.
❖ Service Rates — The service rates for similar classes of service. A standard 40 hour work
week will form the basis of evaluation.
❖ VoIP Project Cost —The total cost of materials, equipment, and services required for
completing the project described in the Scope of Work.
7.3 Award of Contract
7.3.1 Contract Negotiations
After the evaluation of the proposals has been completed, the Proposal Review Committee will
make a recommendation to the Executive Project Sponsor and the Director of Purchasing and
Risk Management. Upon approval the City will notify the apparently successful vendor of its
intent to negotiate a binding contract. Following this notice of intent to negotiate a contract, the
vendor selected by the City will be required to attend negotiation meetings scheduled at a later
date. The intent of the meeting(s) will be to discuss and negotiate contract requirements
including but not limited to, prices, service level agreements, detailed scope of work
specifications, invoicing, delivery, receiving, and payment procedures.
7.3.2 Contract Award
Upon negotiation of all business terms, the vendor selected as the apparently successful vendor
will be expected to enter into a contract with the City. If the vendor fails to sign and return the
contract within ten (10) business days of delivery of the final contract, the City may elect to
cancel the award and award the contract to the next -highest ranked vendor. No cost chargeable
to the proposed contract may be incurred before the vendor has received a fully executed
contract.
Page 56 of 57
City of Fort Collins VoIP RFP
Section 8: Appendices
City Documents as Attachments with the electronic version of the RFP
8.1 Data System and Infrastructure Information
8.2 Customer Phone Profiles
8.3 Call Accounting Data Interface Structure
8.4 Standard Software Services Agreement
Vendor Documents
8.5 Equipment Specification and Pricing per Location
8.5.1 Police Facility
8.5.2 Poudre Fire Authority
8.5.3 Water Treatment Facility
8.6 Future Purchase Discount Schedule
8.7 Network Equipment Replacement Recommendations
8.8 Subcontractor Information
Thank you for your interest and participation in Phase One of the City of Fort Collins IP telephony
project.
Page 57 of 57
City of Fort Collins VoIP RFP
Section 1: Introduction
1.1 RFP Overview
The purpose of this Request for Proposal (RFP) is to solicit proposals from vendors for the
selection of a new Voice over Internet Protocol (VoIP) phone system for the City of Fort
Collins (The City), in the State of Colorado. General information about the City can be found
on the City's website at www.fc ov.cotn . The City will replace a Nortel PBX based telephone
system in stages, moving in modular fashion through a series of projects. A system architecture
must be put into place to integrate simultaneous usage of new and legacy systems through
transitional phases and provide for a high degree of adaptation to wireless infrastructure and
mobile technologies. The current Octet centralized voice messaging system will be replaced
during initial projects.
This RFP documents City of Fort Collins requirements for a native IP-based voice
communications system. A new Police Department building under construction, a distributed
group of Fire Authority sites, and a Water Treatment facility have been defined as phase one
targets for implementation. In addition to providing a basis for evaluating RFPs, the customer
and service provider requirements for these business units establish the foundation for a series
of future implementations throughout the City. Therefore, the proposed IP communication
system must be capable of meeting anticipated growth without further major system
investments.
The City of Fort Collins seeks a technologically and financially durable solution. Objectives
include:
❖ Compliance with industry standards as opposed to lower level enablement
❖ Ease of systems administration and initial user training, as well as ongoing client support
Ability to change network equipment manufacturers in the future without retooling the IP
communications system
❖ Clear and predictable long-term system support over 5 years
❖ Resilient architecture for maximizing remote site business continuity
❖ Dynamic accommodation of employee relocation on and off premises
❖ Robust and evolving security strategies
❖ Emergency 911 integration with the Intrado PS-ALI product
❖ ADA compliance
❖ Comprehensive tools included for managing voice quality
Modular deployment of integrated system components
❖ Provision of Automated Attendant, Conference Bridge, Call Accounting
❖ Provision of a voice mail system with pricing for modules to enable Unified Messaging
•S Pricing and feature presentation for optional call center modules
❖ Pricing for optional Find-Me/Follow-Me, Instant Messaging, and other Computer
Telephony Interface modules
❖ Strategies for utilization and future incorporation of Voice over Wireless Local Area
Network (VoWLAN) and cellular telephone integration
❖ Establishment of a platform for future video conferencing functionality
Page 4 of 57
City of Fort Collins VoIP RFP
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Page 58 of 57
City of Fort Collins VoIP RFP
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Appendix 8.2 -- Customer Phone Profiles
Police Department
_
Poudre Fire Authority
Mater Treatment Facility
Hands -free Speaker Phones
156
162
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Station Side Digital Ports _
164
162
_ 51 _.
Station Side Anaiog Ports
37
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Soft Phones
141.
2
Page 59 of 57
City of Fort Collins VoIP RFP
Z1 Interface File
# OF
FIELD ID
CHARACTE
TYPE
EXAMPLE
RS
User Id
10
Alpha Numeric
TMA INTERF Needs to be in caps.
Trans Number
22
Alpha Numeric
Group of transactions.
000000001 ,
9 places for line number with leading 0's and
then 13 trailing spaces.
If the dollar amount 15.50 is charged to 4
different accounts, it would look like:
000000001 for the first account, 000000002
for the second, and so on.
If the next amount that's being charged is
9.99, and is charged to two accounts, it would
look like:
000000001 for the first account, and
000000002 for the second account, etc.
Line Number
7
Numeric
Sequential number. 0000324
Should have 4 leading zeros.
Send Rec
1
Alpha
B
Num of Detail
7
Numeric
Number of total records. 0000324
Should have 4 leading zeros
Processed
1
Alpha
0 Needs to be the number zero, not the letter
O.
Tran Actions
1
Alpha
A
Tran Type
1
Alpha
J
Batch Number
15
Alpha
String GL date Year, month and
Company/Fund (5 digits). If the date is
09/ 1 /2006:
06010200501
Should have 6 trailing spaces.
If the Fund/Company for the first Trans
Number (tran #1) is 101, the Batch Number
would be 980300101 . If the second
record has a Fund/Company for the same
Trans Number of 501, use the same Batch
Number of 980300101 not 980300501.
The following is an example of the first 60 characters.
TMA INTER 000000001
TMA INTER 000000001
TMA INTER 000000002
TMA INTER 000000002
TMA INTER 000000003
TMA INTER 000000003
0000001B00008820AJ990800101
0000002B00003820AJ990800101
0000003B00003820AJ990800501
0000004B00003820AJ990800501
0000005B00003820AJ990800412
0000006B00003820AJ990800412
Page 1 of 2
# OF
FIELD ID
CHARACTERS
TYPE
EXAMPLE
Doc Type
2
Alpha
CF
Doc Number
8
Numeric
This is the Business Unit (BU) with two leading
spaces. _602222
If over 8 digits, truncate to the first 8.
GL Date
6
Numeric
Julian format, with a 1 in the first column.
101327 = November 23, 2001
Batch Type
2
Alpha
G
Acct Num
29
Alpha
String BU delimited by size and
`.'delimited by size and
Obj delimited by size and
*and if subsidiary exists add
`.' delimited by size and
subledger delimited by size
If subledger exists 1234567.33333.44444
If subledger does not exist
1234567.33333
Acct Mode
1
Alpha
2
Ledger Type
2
Alpha
AA
Amount Sign
1
Alpha
Use `-` if amount is negative and `+' if positive. Need
leading zeros. If amount is $15.99, 0000000001599
with a + in the amount sign field.
Remark 1
30
Alpha
Description of Journal Entry. This is a mandatory field
that needs to say CIS INTERFACE
TRANSACTION, or TMA INTERFACE
TRANSACTION
Remark 2
30
Alpha
Blank for now
Company
5
Alpha
Right justified with leading zeros. If the
Fund/Company is 101: 00101
Business Unit
12
Alpha
Right justified with leading spaces
1234567
Object
6
Alpha
Object, 1 trailing space
33333_
Subsidiary
8
Alpha
Subsidiary, 3 trailing spaces
44444,
Sub Ledger
8
Alpha
Sub Ledger, 3 trailing spaces
55555_
Sub Type
1
Alpha
I Sub Type W
NOTE: User ID, Batch Number, Transaction Number, and Line Number
make up the unique primary key for this for this file.
Page 1 of 2
SOFTWARE LICENSE AGREEMENT
This Software License Agreement ("Agreement") is entered in to between THE CITY OF FORT
COLLINS, COLORADO, a municipal corporation ("City") and
hereinafter ("Company"), and shall be effective on the date signed by the City.
1. Definitions
a. Software. The term "Software" shall mean the computer program in object
code and source code and the user manuals described in the specifications set forth in
Exhibit "A," Statement of Work. The term "Software" includes any corrections, bug fixes,
enhancements, updates or other modifications, including custom modifications, to such
computer program and user manuals.
b. Certificate of Installation. The term "Certificate of Installation' shall mean a
written notice, signed by Company and acknowledged by the City, certifying that the
Software has been installed, that the Software substantially complies with the
specifications set forth in Exhibit "A," that the software has been fully configured and that
the master records ("rules") for the operation of the program have been established and
that the training of City employees is complete.
2. License
a. Grant of License. Company grants City, pursuant to the terms and conditions
of this Agreement, a perpetual, nonexclusive, nontransferable license to use the
Software.
b. Authorized Equipment and Site. City shall use the Software on the
computers used for City business.
C. Restrictions on Use. City agrees to use the Software only for City's business,
including any collaborative services with other governmental entities, provided
appropriate licensing fees have been paid to the Company.
d. Copies. City may make archival copies of the Software's computer
program, provided that the copies shall include Company's copyright and any other
proprietary notices.
e. Modifications, Reverse Engineering. City agrees that only Company shall have
the right to alter, maintain, enhance or otherwise modify the Software. City shall not
disassemble, decompile or reverse engineer the Software's computer program.
f. User Manuals. Company shall provide City with a minimum of three paper
copies and one CD copy of the user manuals, and the manuals shall be updated with
each new release of the Software and shall be updated no less than annually.
g. Personnel. Company personnel working with the City shall be acceptable to
the City.
3. Delivery, Installation, Data Conversion, Testing and Acceptance.
All activities related to the implementation of the Software shall proceed in accordance
with Exhibit "B", Implementation Schedule. Each activity listed in Exhibit B shall include
both a start date and completion date. In addition, the Implementation Schedule shall
incorporate the following specific activities.
a. Delivery. Company shall deliver the Software to the City location(s)
specified by the Information Services Director of the City within a mutually agreed time
after the effective date of this Agreement.
b. Installation. Company shall install the Software at the locations designated.
City shall grant Company access to the location(s) and the computer system(s) for the
period of time required for such installation.
C. Data Conversion. Data conversion, data entry and verification of data shall
be completed in accordance with the specifications of City as set forth in Exhibit "A."
d. Testing. City shall have thirty (30) days, commencing upon delivery of the
Certificate of Installation, to test the Software for substantial compliance with the
specifications set forth in Exhibit "A" (the "Testing Period). City shall provide notice to
Company of any failure of the Software to comply with such specifications. Upon receipt
of such notice, Company shall use its best efforts to remedy the failure and install a fix
within five (5) days. If City provides such notice to Company, the Testing Period, at
City's option, may be extended for thirty (30) days after Company asserts to City that the
problem has been fixed.
e. Acceptance. Acceptance shall occur (i) upon City's delivery of notice to
Company that the Software substantially complies with the specifications set forth in
Exhibit "A", or (ii) if City does not provide notice of a failure of the Software after thirty
(30) days from the close of the Testing Period, then after thirty (30) days after the close
of the Testing Period, Acceptance shall be deemed to have occurred.
4. License Fee
a. In General. In consideration for the license(s) granted by Company under this
Agreement as set forth in Exhibit "C", Pricing Quotation, City shall pay Company a fee,
not to exceed $
b. Payment Terms. Each installation of the License Fee shall be due and
payable in accordance with the Payment Schedule, which is incorporated into Exhibit
"B", Implementation Schedule. All amounts are due thirty (30) days from receipt of
invoice by City from Company.
5. Ownership
a. Title. City and Company agree that Company owns all proprietary rights,
including patent, copyright, trade secret, trademark and other proprietary rights, in and to
the Software and any corrections, bug fixes, enhancements or updates to the Software.
b. Transfers. Under no circumstances shall City sell, license, publish, display,
distribute, assign or otherwise transfer to a third party the Software or any copy thereof,
in whole or in part, without Company's prior written consent, except in when City is using
the Software to provide collaborative services with other governmental entities and the
appropriate licensing fees have been paid to the Company for this usage.
6. Confidential Information
Company agrees not to use City data except when specifically authorized by City, and to
treat all City data as confidential. City agrees to maintain the confidentiality of
proprietary information identified as such by Company to the extent allowed by law.
7. Warranty
Company warrants to City that for a period of one year commencing upon Acceptance,
the Software will substantially comply with the specifications set forth in Exhibit "A."
During this warranty period, Company shall also provide City the support and
maintenance services set forth in the Software Maintenance Agreement appended
hereto as Exhibit "D." After expiration of the warranty period, Company shall provide
support and maintenance for the Software pursuant to the terms of such Maintenance
Agreement.
8. Indemnification
Indemnity Company shall indemnify and hold harmless City from and against any
claims, including reasonable legal fees and expenses, based upon infringement of any
copyright or patent by the Software. City agrees to notify the Company of any such
claim promptly in writing and to allow Company to control the proceedings. City agrees
to cooperate fully with Company during such proceedings. Company shall defend and
settle at its sole expense all proceedings arising out of the foregoing. In the event of
such infringement, Company may replace, in whole or in part, the software with a
substantially compatible and functionally equivalent computer program or modify the
Software to avoid the infringement.
9. Insurance
Company agrees to maintain workers' compensation and employer's liability insurance
at the statutory limits. Company will also maintain a commercial general liability policy in
the amount of $500,000.00 per occurrence; $1,000,000.00 aggregate' $1,000,000.00
products and completed operations aggregate
10. Source Code
The uninterrupted availability of the Software is critical to City in the operation of its
business. Company agrees to provide the source code to the Information Services
Director of City.
11. Term and Termination
a. Effective Date. This Agreement and the license granted hereunder shall
take effect upon the date the City executes this Agreement.
b. Termination. City shall have the right to terminate this Agreement upon giving
thirty (30) days notice.
C. Within thirty (30) days after termination of the license, City will return to
Company, at Company's expense, the Software and all copies thereof or delete or
destroy all other copies of the Software and inform the Company that the Software has
been returned or all copies deleted or destroyed, and its use discontinued.
12. Force Majeure
Neither party shall be in default or otherwise liable for any delay in or failure of its
performance under this Agreement if such delay or failure arises due to any act of God,
any acts of the common enemy, the elements, earthquakes, floods, fires, epidemics,
riots, failures or delay in transportation or communications; provided, however, that lack
of funds shall not be deemed to be a reason beyond a party's reasonable control. The
parties will promptly inform and consult with each other as to any of the above causes,
which in their judgment may or could be the cause of a delay in the performance of this
Agreement.
13. Default
Each and every term and condition hereof shall be deemed to be a material element of
this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default thereof.
14. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed
a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require
specific performance; or (c) avail himself of any other remedy at law or equity. If the non -
defaulting party commences legal or equitable actions against the defaulting party, the
defaulting party shall be liable to the non -defaulting party for the non -defaulting party's
reasonable attorney fees and costs incurred because of the default.
15. Notices
All notices under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
COMPANY:
CITY:
City of Fort Collins, Purchasing
P.O. Box 580
Fort Collins, CO 80522
With a Copy To:
16. General Provisions.
a. Complete Agreement. This Agreement, its attachments, the City's Request for
Proposal and the Company's Response to the Request for Proposal are the complete
and exclusive statement of the agreement between the parties, which supersedes and
merges all prior proposals, understandings and all other agreements, oral or written,
between the parties relating to this Agreement.
b. Order of Precedence. In the event of any conflict or inconsistency among
documents related to this Agreement, said conflict or inconsistency shall be resolved by
giving precedence to the later dated document. Unless otherwise agreed to by both
parties, document precedence shall be as follows: (1) the Software License Agreement;
(2) the Request for Proposal; (3) the Company's response to the Request for Proposal.
C. Amendment. This Agreement may not be modified, altered or amended except
by written instrument duly executed by both parties, except that address for notice may
be changed as provided in section 13.
d. Waiver. The waiver or failure of either party to exercise in any respect any
right provided for in this Agreement shall not be deemed a waiver of any further right
under this Agreement.
e. Severability. If any provision of this Agreement is invalid, illegal or
unenforceable under any applicable statute, court decision or rule of law, it is to that
extent to be deemed omitted. The remainder of the Agreement shall be valid and
enforceable to the maximum extent possible.
f. Survival. All provisions of this agreement that by their nature would
reasonably be expected to continue after the termination of this Agreement will survive
the termination of this Agreement.
g. Governing Law. This Agreement and performance hereunder shall be
governed by the laws of the State of Colorado. Venue for any cause of action arising
hereunder shall be in Larimer County, Colorado.
h. Read and Understood. Each party acknowledges that it has read and
understands this Agreement and agrees to be bound by its terms.
THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
EXHIBIT "A"
5.1.2 Statement of Work
This Request for Proposal is intended to provide a standard base from which to evaluate
alternatives for communications systems and to allow the vendor flexibility in proposing the
most appropriate and cost-effective system. The acceptance of a proposal does not obligate the
City of Fort Collins to purchase a system from any vendor. The City of Fort Collins reserves
the right to reject all proposals and not make a decision. All costs for proposal preparation are
the responsibility of the bidder. After receipt of the proposal and prior to signing the contract,
the City of Fort Collins reserves the right to modify the system requirements by adding or
deleting specific equipment or optional features.
The City of Fort Collins is looking for a converged IP voice and data solution. Bidders should
use their knowledge and experience within the communications industry to recommend a
creative solution that will meet or exceed City of Fort Collins requirements.
A copy of this Request for Proposal (RFP) may be obtained from the City's website at
https:Hsecure2.fcgov.com/bso/login.isp . It is the sole responsibility of the vendor to monitor
the City's web site for any amendments to the RFP. For the purpose of this document the terms
"vendor", "proposer", and "contractor" are considered the same and are meant to represent
those entities submitting a response to this RFP.
1.2 Evaluation Process
An evaluation committee made up of City staff will consider how well the vendor's proposed
solution meets the needs of the City as described in the vendor's response to each requirement
and table. It is important that the responses be clear, concise and complete so that the
evaluators can adequately understand all aspects of the proposal in a succinct fashion. The
evaluation process is not designed to simply award the contract to the lowest cost vendor.
Rather, it is intended to help the City select the right vendor with the best combination of
qualifications, professional attributes, experience and relevant skill -sets, including that of price,
based on the evaluation factors.
The City will evaluate proposals from the vendors and will select a subset of vendors ("short
list") who will be asked to (1) make an on -site presentation to the City's evaluation committee,
and (2) set up a ten day working demonstration of their proposed system at the City of Fort
Collins to allow hands-on evaluation of user devices, key integrations and interfaces, and
administrative functions.
This RFP provides general and technical information as well as the required format for
responses. Your submitted response will be the primary source of information used for system
evaluation and upon selection becomes a part of the contract, should the vendor be awarded a
contract. Please include all required and appropriate information with your proposal. No other
source of information submitted, written or verbal, will be considered part of your proposal.
At the completion of the RFP process, the City will enter into contract negotiations with the
chosen vendor to provide equipment and services, representing, but not limited to, solutions
that best meet the City's criteria in design, cost, vendor requirements and references.
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City of Fort Collins VoIP RFP
EXHIBIT "B"
Implementation and Payment Schedule
EXHIBIT "C"
Pricing Quotation
EXHIBIT "D"
5.1.3 Software Maintenance Agreement
SOFTWARE MAINTENANCE AGREEMENT
This Software Maintenance Agreement ("Agreement") is entered into between the CITY
OF FORT COLLINS, COLORADO, a municipal corporation, hereinafter "City" and
, hereinafter "Company', and shall be effective on the date signed
by the City.
1. Scope of Agreement.
a. General. Company agrees to provide City standard maintenance, on -site
support, and training services for the computer programs and user manuals listed below
(collectively "Software") and regular upgrades including enhancements and user
manuals.
b. Software. This agreement covers the software described in Exhibit "A" of the
Software License Agreement between the City of Irving, Texas and Company dated
Company shall provide updates to the software as required in order that the software
reflect current federal and state laws or requirements of the federal or state government
or federal or state regulatory agencies.
C. User Manuals. When this agreement refers to "User Manuals," it shall
include any user manuals which are designed for the software and any user manuals
listed in Exhibit "A" and all manuals provided to users for the software listed above. At
least three (3) user manuals shall be provided in paper format and one (1) in CD format.
The user manuals shall be updated with each new release of the software and shall be
update at least annually.
2. Term
This Agreement shall be effective for one year from the effective date, and may be shall
automatically renew for up to four additional one year periods unless sooner terminated
as provided herein. Such renewals shall be subject to sufficient funds being
appropriated annually by the Fort Collins City Council, which appropriations are in the
Council's sole discretion.
3. Standard Maintenance Services
Scope of Services. During the term of this Agreement, Company will provide City the
following Standard Maintenance Services for the Software:
a. Corrections of substantial defects in the Software so that the Software will
operate as described in the user manuals listed above, as modified by the
City's Specifications, set forth in Exhibit "A" of the Software License
Agreement.
b. Periodic updates of the Software that may incorporate (A) corrections of any
substantial defects; (B) fixes of any bugs; (C) enhancements to the Software;
and (D) upgrades to user manuals as sets out above.
c. Telephone support, including dial -up support, between the hours of 7:00 a.m.
to 7:00 p.m. Central Time, Monday through Friday, excluding City of Fort
Collins holidays, to assist City in using the Software.
d. In the event of emergencies, or systems failures caused by Company's
software upgrades which occur outside of the designated support hours
established by Section 3(c), telephone support, including dial -up support,
twenty-four (24) hours per day, seven (7) days per week for the term of the
Agreement.
e. Maintenance at Company's office of a test version, including a test database,
for the most recent version of City's Software.
4. On -Site Support
Company, upon receipt of a written request from City, will provide City On -Site
Support at a mutually agreed time. City agrees to pay Company's costs associated
with the provision of on -site support, including charges for (i) Company's personnel;
(ii) charges for travel, lodging and miscellaneous expenses (if personnel must travel
more than 75 miles) in accordance with City guidelines for travel expenses; and (iii)
applicable taxes.
5. Training
Upon receipt of a written request from City, Company will provide Training at a
mutually agreed time at the offices of City, unless City agrees to receive the Training
elsewhere. City agrees to pay Company all costs associated with this Training in
accordance with costs reflected in Exhibit "C", Pricing Quotation, including (i)
charges for Company's personnel, which may include a surcharge for training
conducted at City's location; (ii) charges for travel, lodging and miscellaneous (if
personnel must travel more than 75 miles) in accordance with City guidelines for
travel expenses; and (iii) applicable taxes.
6. Maintenance Fee
a. Warranty Period. Company will not charge City any Maintenance Fee for the
Warranty Period, as defined in City's Software License Agreement for the Software.
b. Amount of Fee. City agrees to pay Company an annual Maintenance Fee,
the amount set forth in Exhibit "C", Pricing Quotation for Standard Maintenance Services
provided by Company pursuant to this Agreement. The amount charged for these
services shall not increase by more than five (5) percent from one year to the next, in the
event of renewal.
7. Payment Terms
City agrees to pay Company by thirty (30) days after receipt by City of invoices for
agreed upon fees.
8. Obligations Of City
a. City Contact. City shall notify Company of City's designated City Contact. To
the maximum extent practicable, City's communications with Company will be through
the City Contact.
b. Installation. City agrees to install all corrections of substantial defects, minor
bug fixes and updates, including any enhancements, for the Software in accordance with
the instructions and in order of receipt from Company.
C. Facility and Personnel Access. City agrees to grant Company reasonable
access to City's facilities and personnel concerned with the operation of the Software to
enable Company to provide services.
d. No Modification of Software. City agrees not to modify, enhance or otherwise
alter the Software, unless and only to the extent such modification, enhancement or
other alteration is specifically authorized in the user manuals identified in this Agreement
or through the consent of Company.
e. Error Documentation. Upon detection of any error in the Software, City,
as requested by Company, agrees to provide Company a listing of output and any other
data, including databases and backup systems, that Company reasonably may request
in order to reproduce operating conditions similar to those present when the error
occurred.
9. Termination
City shall have the right to terminate this Agreement at any time upon giving thirty (30)
days notice to Company. Upon termination, City shall be entitled to a pro rata refund.
Company shall have the right to terminate this Agreement and all services provided
pursuant to this Agreement (i) upon termination of City's Software License Agreement by
either party for any reason; and (ii) if City violates any provision of this Agreement and
City fails to cure such violation within fifteen (15) days after receipt of written notice from
Company.
10. Indemnification
Company shall indemnify and hold harmless City, its officers, agents and employees
against and from any all actions, suits, claims, demands or liability of any character
whatsoever arising out of, resulting from, or occurring in connection with the
performance of any services hereunder.
11.Insurance
Company agrees to maintain workers' compensation and employer's liability insurance
at the statutory limits. Company will also maintain a commercial general liability policy in
the amount of $500,000.00 per occurrence; $1,000,000.00 aggregate' $1,000,000.00
products and completed operations aggregate
12. Source Code
The uninterrupted availability of the Software is critical to City in the operation of its
business. Company agrees to provide the source code to the Information Services
Director of City.
13. Force Majeure
Neither party shall be in default or otherwise liable for any delay in or failure of its
performance under this Agreement if such delay or failure arises due to any act of God,
any acts of the common enemy, the elements, earthquakes, floods, fires, epidemics,
riots, failures or delay in transportation or communications; provided, however, that lack
of funds shall not be deemed to be a reason beyond a party's reasonable control. The
parties will promptly inform and consult with each other as to any of the above causes,
which in their judgment may or could be the cause of a delay in the performance of this
Agreement.
14. Default
Each and every term and condition hereof shall be deemed to be a material element of
this Agreement. In the event either party should fail or refuse to perform according to
the terms of this agreement, such party may be declared in default thereof.
15. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed
a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require
specific performance; or (c) avail himself of any other remedy at law or equity. If the non -
defaulting party commences legal or equitable actions against the defaulting party, the
defaulting party shall be liable to the non -defaulting party for the non -defaulting party's
reasonable attorney fees and costs incurred because of the default.
16. Notices
All notices under this Agreement shall be effective when mailed, postage prepaid and
sent to the following addresses:
COMPANY:
CITY:
City of Fort Collins, Purchasing
P.O. Box 580
Fort Collins, CO 80522
With a Copy To:
17. General Provisions.
a. Complete Agreement. This Agreement, its attachments, the City's Request for
Proposal and the Company's Response to the Request for Proposal are the complete
and exclusive statement of the agreement between the parties, which supersedes and
merges all prior proposals, understandings and all other agreements, oral or written,
between the parties relating to this Agreement.
b. Order of Precedence. In the event of any conflict or inconsistency among
documents related to this Agreement, said conflict or inconsistency shall be resolved by
giving precedence to the later dated document. Unless otherwise agreed to by both
parties, document precedence shall be as follows: (1) the Software License Agreement;
(2) the Request for Proposal; (3) the Company's response to the Request for Proposal.
C. Amendment. This Agreement may not be modified, altered or amended except
by written instrument duly executed by both parties, except that address for notice may
be changed as provided in section 13.
d. Waiver. The waiver or failure of either party to exercise in any respect any
right provided for in this Agreement shall not be deemed a waiver of any further right
under this Agreement.
e. Severability. If any provision of this Agreement is invalid, illegal or
unenforceable under any applicable statute, court decision or rule of law, it is to that
extent to be deemed omitted. The remainder of the Agreement shall be valid and
enforceable to the maximum extent possible.
f. Survival. All provisions of this agreement that by their nature would
reasonably be expected to continue after the termination of this Agreement will survive
the termination of this Agreement.
g. Governing Law. This Agreement and performance hereunder shall be
governed by the laws of the State of Colorado. Venue for any cause of action arising
hereunder shall be in Larimer County, Colorado.
h. Read and Understood. Each party acknowledges that it has read and
understands this Agreement and agrees to be bound by its terms.
THE CITY OF FORT COLLINS, COLORADO
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as [insert name of
business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE
PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
1.3 Schedule
Hard copy responses and related materials must be delivered by 4:OOpm MDT
Friday, September 22, 2006 as specified in the RFP. An approximate schedule for selection is
as follows. The schedule may change at any time given the City's discretion and all changes
will be noted on the City's website. It is the sole responsibility of the vendor to monitor the
City's web site for the posting of such information:
Issue RFP / Publish to City of Fort Collins Website:
August 25, 2006
RFP Responses Due:
September 22, 2006
Schedule vendorpresentations/system demos:
October 6-November 17, 2006
Vendor Selection:
November 22, 2006
Contract Completion:
December 1, 2006
Implementation Commences:
I January 15, 2007
1.4 Withdrawal of Proposals
Proposals may be withdrawn at any time prior to the submission time specified in this RFP,
provided notification is received in writing. Proposals cannot be changed or withdrawn after
the time designated for receipt.
1.5 RFP Submission
Please submit nine (9) hard copies and two (2) CD copies of the proposal, in its entirety to the
contact and address below no later than 4:OOpm MDT Friday, September 22, 2006:
City of Fort Collins
Purchasing Division
215 North Mason St., 2nd Floor
Fort Collins, CO 80524
If delivered, they are to be received at 215 North Mason Street, 2nd Floor, Fort Collins, CO
80524. If mailed, the address is P.O. Box 580, Fort Collins, CO 80522-0580.
1.6 Proposal Validity Period
Submission of the proposal will signify the vendor's agreement that its proposal and the content
thereof are valid for 180 days following the submission deadline and will become part of the
contract that is negotiated between the City and the successful vendor.
Page 6 of 57
City of Fort Collins VoIP RFP
1.7 Vendor Communication
Upon release all vendor communication concerning the RFP should be directed to the City
representatives listed below. Vendors should rely only on written statements issued by the
following City representatives:
RFP Process
Name:
Opal Dick, CPPO, Sr.
Buyer
Address:
City of Fort Collins
Purchasing Dept.
215 N. Mason St, 2"d Floor
Fort Collins, CO 80524
Telephone:
(970) 221-6778
FAX:
(970) 221-6707
E-Mail:
ODick@fcgov.com
RFP Content
Eric Dahlgren, Telecom Systems
Administrator
City of Fort Collins
Utilities Department
700 Wood Street
Fort Collins, CO 80521
(970)221-6712
(970)221-6619
EDahlgren@fcgov.com
Unauthorized contact with other City employees may be grounds for disqualification. Vendors
should rely only on written statements issued by these City representatives.
1.8 Right of Selection/Rejection
The City reserves the right to reject any or all proposals, to waive any minor informalities or
irregularities contained in any proposal, and to accept any proposal deemed to be in the best
interest of the City. Selection of a vendor solution shall not be construed as an award of
contract, but as commencement of contract negotiation, including but not limited to the contract
price proposed.
1.9 RFP Revisions
The City reserves the right to change the schedule or issue amendments to the RFP at any time.
The City also reserves the right to cancel or reissue the RFP at any time. Amendments or a
notice of cancellation will be posted to the City's web site and notice sent to those who have
acknowledged downloading the RFP.
1.10 Statement of Confidentiality
"Under Colorado State Law," the documents (including but not limited to written, printed,
graphic, electronic, photographic or voicemail materials and ( or transcriptions, recordings or
reproductions thereof) submitted in response to this Request for Proposal become a public
record upon submission to the City, subject to mandatory disclosure upon request by any
person, unless the documents are exempted from public disclosure by a specific provision of
law. Vendors must designate all pages in their proposal that they wish to kept confidential.
The City of Fort Collins requires all non -responsive proposals to be held for a period of one
year.
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City of Fort Collins VOIP RFP