RFP12-08: Cisco VOIP Solution 1 HACC — Central Pennsylvania’s Community College Request for Proposal RFP12-08: Cisco VOIP Solution Acknowledgement: Please acknowledge receipt and interest in this Request for Proposal (RFP) by completing the information requested below and faxing it to (717) 901-4625. Acknowledgement due date is November 9, 2011. Also, please include this page with your proposal. Provider Name: ____________________ Contact Name: _________________________ Address (include City, State, Zip): ________________________________________________ Phone: _______________ Fax: _______________ Email: ____________________ Check One: We will _____ will not _____ be responding to this RFP. If not responding, please explain briefly: ___________________________________ ____________________________________________________________________ DATES: HACC CONTRACT INFORMATION: Garry Crider, Procurement Services Manager Procurement Office /PC223 349 Wiconisco Street, Harrisburg PA 17110-2999 Phone: (717) 221-1300 Fax: (717) 901-4625 Issued: October 27, 2011 Pre-Proposal Meeting: November 14, 2011 – 10:00AM Deadline for Questions: November 21, 2011 – 11:00AM Response to the Questions: December 2, 2011 – 4:00PM Proposal Due Date: December 16, 2011 – 11:00AM Award of Contract: Following February 7, 2012 BOT meeting Board Meeting: Tuesday, February 7, 2011 All Firms who respond to the RFP will receive a notification letter in the mail within one week after the Board meeting. Proposal results will be posted on HACC’s website: www.hacc.edu – Business & Community – Purchasing – Proposal Results – Current Proposal Results FY10.)
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RFP12-08: Cisco VOIP Solution
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HACC — Central Pennsylvania’s Community College Request for Proposal
RFP12-08: Cisco VOIP Solution
Acknowledgement: Please acknowledge receipt and interest in this Request for Proposal (RFP) by completing the information requested below and faxing it to (717) 901-4625. Acknowledgement due date is November 9, 2011.
Also, please include this page with your proposal.
Provider Name: ____________________ Contact Name: _________________________ Address (include City, State, Zip): ________________________________________________ Phone: _______________ Fax: _______________ Email: ____________________ Check One: We will _____ will not _____ be responding to this RFP.
If not responding, please explain briefly: ___________________________________ ____________________________________________________________________
Issued: October 27, 2011 Pre-Proposal Meeting: November 14, 2011 – 10:00AM Deadline for Questions: November 21, 2011 – 11:00AM Response to the Questions: December 2, 2011 – 4:00PM Proposal Due Date: December 16, 2011 – 11:00AM Award of Contract: Following February 7, 2012
BOT meeting Board Meeting: Tuesday, February 7, 2011 All Firms who respond to the RFP will receive a notification letter in the mail within one week after the Board meeting. Proposal results will be posted on HACC’s website: www.hacc.edu – Business & Community – Purchasing – Proposal Results – Current Proposal Results FY10.)
Terms • All proposals must be mailed or hand delivered in a sealed, clearly marked envelope with company
name and proposal number. Faxes are not acceptable. • All proposals must be signed by an authorized representative of the company. • The College reserves the right to select all or any items on the RFP or to reject all proposals. • Proposals must include all costs and shipping/handling/freight charges. HACC is tax exempt. • Do not include a copy of this entire RFP document with your response. Only include this page. • Budgets must be clearly subtotaled and totaled, with one “bottom line dollar amount.” • The copyright of all renderings made for this project shall be the property of the College.
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HACC — Central Pennsylvania’s Community College
Harrisburg, PA
Request for Proposal, #RFP12-08 for
Cisco VOIP Solution
Deadline to Submit Proposals: December 16, 2011 @ 11:00 a.m. Sealed Proposals Must Be Delivered to: HACC, Procurement and Business Services
Room PC223 349 Wiconisco Street Harrisburg, PA 17110
For information concerning the RFP process, required format and the schedule of activities, please direct questions to: Garry Crider, Procurement Services Manager HACC — Central Pennsylvania’s Community College Procurement and Business Services, PC223 Harrisburg, PA 17110 Telephone: (717) 221- 1300 x 1645 Email: [email protected]
A. Purpose............................................................................................................................... 8 B. Pre-Proposal Meeting ......................................................................................................... 8 C. Proposal Pricing Method ................................................................................................... 8 D. Project Price Changes ........................................................................................................ 8 E. Contract Standards ............................................................................................................. 8 F. Invoices and Statements ..................................................................................................... 8 G. Payment ............................................................................................................................. 8
II. Request for Proposal .................................................................................................................. 9-17 1. Current Telephony Environment ................................................................................. 9-11 2. Network .......................................................................................................................... 11 A. Scope of Work ............................................................................................................ 11-17 1. Cisco Product List Guide ............................................................................................ 11 2. Time Line .................................................................................................................... 11 3. Call Manager System .................................................................................................. 11 4. Installation .................................................................................................................. 11 5. Audio / Video Conferencing ...................................................................................... 12 6. Automated Attendant and Attendant Console ............................................................ 12 7. CCX Server ................................................................................................................. 12 8. Phone System ......................................................................................................... 12-16 9. Training ....................................................................................................................... 16 10. Support ...................................................................................................................... 16 11. Buyback Equipment ................................................................................................... 17 B. RFP Clarification ............................................................................................................. 17 C. Addenda to the RFP ......................................................................................................... 17 D. Acceptance of Proposal ................................................................................................... 17
III. General Contract Provisions ......................................................................................................... 18
A. Examination of Contract Conditions ............................................................................... 18 B. Contract Manager ............................................................................................................ 18
C. Confidential Information………………………………………………………………. 18 IV. Rights and Remedies...................................................................................................................... 19
A. Arbitration ........................................................................................................................ 19 B. Litigation .......................................................................................................................... 19 C. Venue and Jurisdiction ..................................................................................................... 19 D. Right to Audit ................................................................................................................... 19 E. Force Majeure .................................................................................................................. 19
V. Proposal Submission ..................................................................................................................... 20
A. Economy of Preparation .................................................................................................. 20 B. Incurred Cost.................................................................................................................... 20 C. Signatories ....................................................................................................................... 20 D. Proposal Deadline ............................................................................................................ 20
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E. Number of Copies and Mailing of Proposal .................................................................... 20 VI. Format for Proposal ................................................................................................................. 21-22
A. Cover Letter .................................................................................................................... 21 B. Provider Qualifications .................................................................................................... 21 C. Provider History ................................................................................................................ 21 D. Project Plan ..... ..................................................................................................................21 E. Project Cost ....................................................................................................................... 22
VII. Evaluation ................................................................................................................................ 23-24
A. Proposal Process .............................................................................................................. 23 B. Evaluation Criteria ...................................................................................................... 23-24
VIII. Award ............................................................................................................................................ 25 IX. Notification of Intent to Attend Pre-Proposal Meeting ................................................................. 26
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Key Dates Important dates including proposal deadlines are shown below. Dates indicated are tentative and may be changed during the RFP process due to revision of any part of the RFP because of questions from Offerors and/or additional information requested after the proposal opening. A formal addendum to this RFP will be issued to the Offerors notifying of any changes to these dates.
Activity Advertisement Pre-Proposal Meeting Deadline for questions Answers to questions due Proposal opening Award of contract
Date & Time October 27, 2011 November 14, 2011- 10:00AM November 21, 11:00 AM December 2, 4:00 PM via Addendum December 16, 2011 11:00 AM Following February 7, 2011 BOT Meeting
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Proposal Submission Contents Proposals must include all information required a. Cover Letter b. Qualifications /Specifications c. Project Plan d. Project Proposal Cost (sealed separately)
Definitions
The following terminology shall be used throughout this RFP.
Campus: HACC, Central Pennsylvania’s Community College Campuses, Harrisburg, PA College: HACC - Central Pennsylvania’s Community College Provider, Offeror, Offeror: The company, firm or corporation formally submitting a response to this RFP Contract: The purchase order generated by the final award Purchaser: HACC - Central Pennsylvania’s Community College Request for Proposal (RFP): The written proposal to provide services
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I. Planning Requirements A. Purpose The College desires qualifications-based proposals detailing the complete deployment of a Cisco VOIP solution for the entire college. This will include finalizing the Cisco equipment, software, installation, implementation, integration, and training of a total Cisco VOIP solution. B. PRE-PROPOSAL MEETING: A Pre-Proposal Meeting will be held on November 14, 2011 at 10:00am at the Penn Center Three, 349 Wiconisco Street, Harrisburg, PA 17110 in Room PC224. All bidders are encouraged to attend. C. Proposal Pricing Method In a sealed envelope separate from the general proposal, cost proposals must include all costs associated with the installation and implementation of a Cisco VOIP solution. The total cost is to be proposed as a “not to exceed” amount and made part of the contents of the separately sealed envelope. Only the top rated proposals (See VII B, Evaluation Criteria) along with ties will have their sealed cost envelopes opened and scored accordingly. D. Project Price Changes Any changes in project work scope that alters costs must have prior approval from the Vice President for Finance and College Resources. HACC’s Executive Director of Procurement and Business Services will be the authorized representative of the College for purposes of interpretation of contract requirements. E. Contract Standards After the contract is awarded, it will be the provider’s responsibility to confirm, with the College's authorized representatives, that sufficient funds are available for the project through the issuance of a purchase order by the College (see VIII. Award of Contract). The terms of this RFP and the proposal offered will take precedence over all contracts signed with respect to this project. F. Invoices and Statements Invoices must be descriptively itemized and must clearly indicate the applicable College purchase order number, including the project name, location, and HACC account number. Invoices must be submitted in duplicate before payment can be authorized. Monthly statements may be submitted for engagements that exceed 45 days up to 75% of total contract amount. The remaining balance is to be invoiced at time of project completion and acceptance. A copy of the invoice statement is to be submitted to the “Bill to. . .” location identified on the purchase order. Any invoice submitted without an approved College purchase order reference is subject to being classified as a gift to the College. G. Payment The College will make payment to the provider from the approved invoice. Payment will be accomplished within thirty (30) days of project acceptance or invoicing, whichever is later, if the project is as specified and the invoice statements are in proper form.
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II. Request for Proposal
HACC formally invites responses to this (RFP) to provide a Cisco VOIP Solution for the College. Offerors are advised to examine and investigate existing College environment before submitting a proposal.
CURRENT TELEPHONY ENVIRONMENT HACC currently has five campuses located in Gettysburg, Harrisburg, Lancaster, Lebanon and York. There are two buildings in Midtown Harrisburg (Midtown I and Midtown II) that are also considered to be part of the Harrisburg Campus, that are approximately 3 miles from the main Harrisburg campus location. HACC also has a central administration that is split between two buildings, one in Midtown Harrisburg (Campus Square), and the other in Uptown Harrisburg (Penn Center). Each of the campuses locations is running an independent telephone system that offers only basic four digit dial between campuses, but does not share features across the enterprise. The Harrisburg Campus, the largest of the campuses, has the oldest phone system. The Rolm 9751 Model 40 has approximately 700 extensions and 520 phones across 10 buildings. The Rolm in Harrisburg is considered the hub of the communications system used at HACC as most of the long distance calling for the campuses is routed through this location. Two PRI lines were installed about five years ago to remove the many copper trunks that once serviced the Harrisburg Campus. Another T1 handles the long distance traffic. The two PRI lines are run through an Adtran device to convert them from PRI to standard T1 because the Rolm can’t accept these PRI lines natively. Most of the phones at the Harrisburg Campus have the prefix 780, but even this is slowly changing as new DID blocks are requested, either because there are no additional 780-xxxx numbers available, or that they do not fit the dialing scheme with relation to all of the other campuses. Each of the regional campuses is connected to the Harrisburg system with T1 TIE lines that are independent of any lines at each location for local/regional calling. The Lebanon Campus has a similar Rolm system, although it is a model 10 with a single shelf. The system is configured to handle about 75 phones. The Lebanon phone system is at capacity and no additional phones can be added at this location. Lebanon is serviced by four DID trunks and about eight COT trunks. A block of 100 DID numbers was purchased for use by HACC in Lebanon. There are some numbers that are available, but there are no ports available to configure phones for their use. The Lancaster Campus purchased a Siemens phone system after Rolm was acquired by Siemens. Lancaster is the second largest campus and has about 240 phones configured. Although Rolm was acquired by Siemens, the features available on the Lancaster system are different than those offered on the two Rolm systems. A PRI line with “call by call” capabilities carries both inbound and outbound local and regional telephone traffic. The Gettysburg Campus, is similar to Lebanon in that they have reached or are close to reaching the installed capacity of their phone system with approximately 100 phones. Gettysburg purchased a phone system from Executone (now eComm). The system is an InterTel unit and is very different from those Rolm and Siemens system in use at the other locations. A PRI line services the phone system for all their calling needs. No direct dial numbers were purchased for this location, and all calling to individuals in Gettysburg goes through and auto attendant.
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As the Harrisburg Campus prepared to open sites in Midtown Harrisburg, a Cisco CallManager system was piloted as a potential replacement for the College’s entire phone system. Initially this was a small deployment of about 70 telephones. Today, this system has been expanded out to include Midtown, Campus Square and Penn Center and supports nearly 500 phones. Because it was a pilot program, the system was not initially configured for the inclusion of the regional campuses. Also, only a small number of phones installed on the system are direct dial the remainder are only accessible by using an automated attendant. The CallManager can place and receive calls through a T1 that trunks this system to the Rolm. All calls exiting the college must go through the Rolm to reach the PSTN. The York Campus was originally installed using the Cisco CallManager Express and Unity Express platforms. Because of the size of the pilot server, it was decided that adding the initial 100 phones in York was going to exceed the capacity of the CallManager server, so CME and CUE became the viable solution. An expansion of the CallManger system prompted the replacement of the original platform, and so the York phones were integrated into the CallManager server – but Unity Express still remains as the voice mail solution. That portion of Yorks telephone system may be nearing its rated capacity. Similar to Gettysburg, York has no direct dial extensions as all calls are directed to a local auto attendant. The CallManger system in place has grown in pieces without an overall comprehensive look as to how efficient the design actually is. The system works like any other campus phone system in that it offers its services without worrying how it will impact the other campuses. The current system is Call Manager version 7.1.15 and Unity 7.0. Combination of legacy systems and a Cisco VoIP Phone System
Gettysburg: Has a PRI line, uses automated call attendant (ACA). Would need DIDs, 100 (approx.) existing phone sets, uses a eCom phone system
Harrisburg: Has a PRI line, has 35 blocks of DIDs, would need more, 520 (approx.)
existing phone sets, uses a ROLM 9751 model 40 phone system, and small number of extensions on the Cisco VoIP system.
Midtown: Ties into Harrisburg Campus, uses ACA, would need additional DIDs,
130 (approx.) existing phone sets, uses Cisco VoIP system Campus Square: Ties into Harrisburg Campus through Midtown, uses ACA, would need
additional DIDs, 70 (approx.) existing phone sets, uses Cisco VoIP system
Penn Center: Ties into Harrisburg Campus, uses ACA, would need additional DIDs,
150 (approx.) existing phone sets, uses Cisco VoIP system Lancaster: Has a PRI line, has 300 DIDs, 240 (approx.) existing phone sets, uses
Siemens Hicom 30H phone system Lebanon: Has 4 DID trunks, (would a PRI be recommended?), has 100 DIDs,
would need more, 75 (approx.) existing phone sets, uses Rolm 9751 model 10 phone system
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York: Uses copper trunks, (would a PRI be recommended?), uses ACA, would need DIDs, 165 (approx.) existing phone sets, uses Cisco VoIP phone system
The CISCO VoIP system is made up of the following servers: MCS-7835-H2-ECS1 MCS 7835-HP; rack; 2GB; RAID 1 S/N: USE713N3R8 (Unity VM only) MCS-7835-I2-IPC1 HW Only MCS-7835-I2 with 2GB R S/N: KQPZL93 (Call Manager 7.1.3) MCS-7835-I2-IPC1 HW Only MCS-7835-I2 with 2GB R S/N: KQPZM24 (Call Manager 7.1.3) MCS-7835-I3-CCX1 HW Only MCS-7835-I3 1x5504 CPU S/N: KQ9304C (Call Center)
All servers are under hardware maintenance and we have the software subscription maintenance currently through the NEC under the Cisco Partner supplied maintenance program.
NETWORK: The college recently upgraded the entire network switch infrastructure to Cisco switches that will provide power over Ethernet (PoE) to the new Cisco phones. Depending on the IT closet, there is a mix between Cisco 3750 switches servicing areas with a smaller number of computers and Cisco 4506E switches for areas of larger number of computers. HACC is currently working on providing each IT closet with a UPS unit that will provide a minimum of 30 minutes of power to a switch in the event of power loss so that the phones can be used to communicate with security or other emergency personnel. A. Scope of Work HACC, Central Pennsylvania’s Community College plans to continue the deployment of the Cisco IP phone system currently installed. The College worked with Cisco to define a parts list for the necessary hardware/software to upgrade the existing system. In addition to the work defined within this document, HACC is currently undergoing a change in network OS, from Novell NDS to Microsoft AD. The email system is also being changed from Novell GroupWise to Microsoft Exchange/Outlook. Work on the phone system will need to be coordinated so that Call Manager and Unity Connection can take advantage of Active Directory for such things as importing of user and user information, and corporate phone directories available on the Cisco phones. 1) CISCO PRODUCT LIST (TO BE USED AS A GUIDE ONLY) Use the Cisco parts list as a guide for implementing a Cisco VoIP solution for the entire college. Use the latest stable releases of all the Cisco products included below. Exact numbers, type and model of phones and other IP devices will need to be finalized with College staff prior to ordering hardware after the proposal is awarded. Provide in the RFP response package, a detail product list being recommended without pricing. In additional, provide in a separate sealed envelope a detailed product list with pricing of the components being recommended to complete installation of a VoIP Solution.
Product Description Quantity CUWL-LIC CUWL Top Level 1 LIC-UWL-STD Unified Workspace Licensing, Standard - 1 user 1300
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UWL-UPG-CM+UTY-STD Upgrade from UCM + Unity to STD 430
UWL-UPG-CM-STD Unified Workspace Licensing - Upgrade To 1 Standard User For 4
UCSS-UWL-STD 3-Yr UWL STD UCSS 1734 ANLG-DEV-MIG Analog non-app device migration 11 ANLG-DEV-UWL Analog, non-app device add-on for UWL 165 PUBLIC-IP-DEV-MIG Public Space non-app phone migration for UWL 19 UCSS-ANLG-3-1 UCSS for UCM analog user for three Year - 1 users 165 UCSS-ANLG-3-1 UCSS for UCM analog user for three Year - 1 users 11 UCSS-PUB-3-1 UCSS for UCM Pub user for three Year - 1 users 19 CUVA-CLIENT-UWL Unified Video Advantage Client for CUWL only 1734 IPC7-CLIENT-UWL IP Communicator 7.0 for CUWL only 1734 UCM-7845-85-UWL CUCM 8.5 7845 3 IME-7825-80 IME 8.0 7825 1 UNCN8-VMWARE-UWL Unity Connection 8.x for VMWare 2 CUP-85-UWL Cisco Unified Presence 8.5 for CUWL only 2
CCX-85-CMBUNDLE-K9 CCX 8.5 5 Seat CCX ENH CM Bundle - AVAILABLE ONLY FOR NEW CM 1
CIPC-UWL-RTU CIPC UWL Right to Use Certificate 1 CUCM-UWL Communications Manager UWL DLU Bundle 19499 CUCM-UWL-PAK CUCM Claim Certificate for UWL 1 CUP-85-UWL-K9-PAK Unified Presence 8.5 PAK 1 CUP-85-UWL-USR Unified Presence 8.5 Users 1734 CUVA-UWL-RTU CUVA UWL Right to Use Certificate 1 IME-7825-80-KIT IME 8.0 Media Kit 1 IME-PAK Include PAK Auto-expanding PAK for IME 8.0 1 LIC-UWL-STD1K Services Mapping SKU, 1K-10K UWL STD users 1734 UCM-7845-85-KIT CUCM 8.5 Media Kit 1 UCSS-ANLG-PAK PAK for Analog UCSS 1
UCSS-PUB-PAK UCSS Public Space Devices Product Authorization Key 1
UCSS-UWL-STD-PK UWL STD UCSS PAK 1 UCXN8-UWL-PAK Unity Connection 8.x PAK 1 UCXN8-UWL-USR Unity Connection 8.x User 1304 UNCN8-HA-VMWARE Unity Connection 8.x HA for VMWare 1 CON-ESW-ANLGDEVM ESSENTIAL SW Analog non-app device migration 33
CON-ESW-DEVUWL ESSENTIAL SW Analog, non-app device add-on for UWL 495
CON-ISV1-VSSTD1A ISV 24X7 VMware vSphere Std (1 CPU), 1 yr supp re 6
Product Description Quantity VG224-4PACK 4 Pack of VG224 High Density Analog Gateway 2 VG224-MP VG224 for MultiPack 8 SVGVG-12424T Cisco VG200 Series IP SUBSET/VOICE 8
CAB-AC AC Power Cord (North America), C13, NEMA 5-15P, 2.1m 8
MEM-224-1X64F-U 64MB Flash Memory for VG224 (Factory Upgrade) 8
MEM-224-1X128D-U 128MB DRAM Memory for VG224 (Factory Upgrade) 8
CON-OSP-VG224-MP ONSITE 24X7X4 VG224 for MultiPack 8
2) TIME LINE: Provide a project timeline for cutting campuses and buildings. Include major milestones and dates for beginning and completion of the project and each step. 3) CALL MANAGER SYSTEM: In conjunction with the College and using Cisco best practices examine the existing Call Manager System already in place and recommend and implement changes that should be in place for a College wide system. These include but are not limited to QoS, locations, partitions, calling search space, least cost routing, and dial plan. Change the code to access an outside trunk line to 8 (currently this is 9). 4) INSTALLATION: Purchase and install all the Cisco hardware/software related to the VoIP system.
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Install and Configure Presence server and available features will need to be determined with input from HACC. 5) AUDIO / VIDEO CONFERENCING: Provide option available with regards to point-to-point and multi-point audio/video conferencing within the hardware and software being purchased. 6) AUTOMATED ATTENDANT AND ATTENDANT CONSOLE: Design and implement Automated Attendant to include all campuses. Upgrade the existing Attendant Console with the solution from iQ Net Solutions. 7) CCX SERVER: Include a backup CCX server for redundancy. This is not specifically called out for in the Cisco parts list. 8) PHONE SYSTEM: Work with the campus business directors on the exact number and model of phone for each campus. Phone list on the Cisco parts list was for sample only. PHONE COUNT
Cisco IP Phone
Model #
Harrisburg Lancaster Lebanon Gettysburg Total
7942 270 225 85 90 670
7945 30 25 10 15 80
7962 205 25 5 10 245
7937 6 13 2 2 23
511 288 102 117 1018
7915 - Expansion Modules
6 2 1 1 10
Coordinate the install and configuration of DID lines and other trunks for each campus using gateways at each location by working with HACC’s telecommunication providers. Make recommendations on the type of service to install (SIP, PRI, etc.) Recommend the number of DID blocks necessary for each
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location based on the number of extensions to be configured. As a general guideline all full time staff/faculty will need a DID number. Trunk sizing should reflect the needs of all the services requested. Integrate corporate phone directory with LDAP or AD. Establish a dial plan that permits the duplication of DID extensions at each campus. Configure extension mobility across the College. Work with the college to establish any call pickup groups, intercom groups, mobility groups, or similar features desired. Establish security roles and groups based on campus location to limit access to administrative level configurations in the Call Manager, Unity Connection, and CCX. Utilizing the UCCX, recommend, design and build Call Centers across the college at a minimum recreating the current ACD call centers in place. Integrate Call Manager with Microsoft Active Directory Implement an emergency responder 911 system. Setup site survivability (SRST) at each location for a subset of the employees at each location as determined by HACC. Install Cisco Unity Connect. Working with college staff, discuss options and need for unified messages. Implement a unified inbox for any employee as determined by the college who may be eligible to have this service. Issues that could impact this decision are Pennsylvania Right to Know Law, and other similar laws. Provide a recommendation for analog lines for emergency phones, faxes, elevators. If communication devices using analog do not to run though the IP phone system provide recommendations and cost associated with implementing analog lines. Provide an ATA for each analog conference station. 9) TRAINING: Provide training to the Information Technology staff who will support these new systems. Please provide a sample outline of topics to be covered. Include a cost per person for the course (including materials) or the cost of providing a trainer (include travel, etc.) for providing the training. If a trainer is to be brought onsite, how many people can be in each class, and how much time is required to complete the training. Provide end user training. This training should be made available at each campus. Provide a sample outline of the topics to be covered. This training should be sufficiently detailed to orient the end user their IP phone and basic features and services. 10) SUPPORT: Provide support and maintenance options. Cisco Smartnet only, Cisco Smartnet with a local provider option.
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All existing Cisco hardware and software is under NEC Secure maintenance. 10) BUY BACK OLD EQUIPMENT: Provide pricing data to buy back the old phones that are being replaced. This information should be included the sealed pricing container with the proposal. B. RFP Clarification Offerors may request an explanation of the intent or content of this RFP and clarification of procedures used for this procurement. No interpretation made to any Offeror as to the meaning of the RFP shall be binding on the College unless repeated in writing and distributed as an addendum by the College’s Procurement and Business Services Office. Official written responses to all relevant written questions will be emailed or faxed by the College’s Procurement and Business Services Office. Requests for written explanation or clarification shall be made in writing and submitted in an envelope marked "Questions Related to RFP12-08" to HACC, Procurement and Business Services Office, ATTN: Garry Crider, Procurement Services Manager, 349 Wiconisco Street, Suite 223, Harrisburg PA 17110, or by fax (717) 901-4625. Email questions are acceptable if they are directed to [email protected]. Such requests must be received no later than November 21, 2011 @ 11:00 AM. Failure of the Offeror to make appropriate inquires, evaluate any special conditions, or verify requirements of this RFP shall not relieve the provider of responsibility for fulfilling the contract in accordance with the terms of this RFP. Oral communication with any College employee, unit, department, or organization concerning this RFP is not binding on the College and shall in no way modify the RFP or the obligation of the College or the provider. C. Addenda to the RFP In the event that it becomes necessary to revise any part of this RFP, HACC’s Procurement and Business Services Office will provide addenda in writing to the Offerors who indicate that they are interested by returning the acknowledgement and intent to propose page of this document (page 1). No oral statements, explanations, or commitments by whosoever made shall be of any effect except as the College’s Procurement and Business Services Office has confirmed the same in writing. D. Acceptance of Proposals The College reserves the right in awarding the contract to consider the competency, responsibility, and suitability of the Offeror, as well as the services to be provided. The College further reserves the right to accept or reject any or all proposals, to waive any irregularities or informalities, and to award the contract in the best interest of the College. Neither the College nor any agent thereof on behalf of the College will be obligated in any way by any Offeror’s response to this RFP. The College also reserves the right to allow an Offeror to correct a defect in its Proposal provided that correction of the defect does not alter the amount of the Proposal or the scope of work required under the Proposal.
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III. General Contract Provisions
A. Examination of Contract Conditions It is HACC’s intent through this RFP and contract conditions contained herein to establish to the greatest possible extent clarity about the requirements of both parties to the contract resulting from the RFP. Before submitting a proposal, the provider shall be thoroughly familiar with all contract conditions referred to in this document, and any addenda issued before the proposal submission date. Such addenda shall form a part of the RFP and shall be made a part of the contract. It shall be the provider's responsibility to ascertain that the proposal includes all addenda issued prior to the proposal submission date. By submitting a response to this RFP, the Offeror represents that the Offeror has read and understands the contract specifications and conditions. B. Contract Manager HACC’s Procurement and Business Services Office shall be the authorized representative of the College for purposes of interpretation of the contract requirements. Determination of adequacy of performance shall be the responsibility of the HACC Project Manager. Neither the College, nor the HACC Project Manager, nor any agent thereof, on behalf of the College, will supervise or be responsible for the actions of the provider's employees, sub-providers, or sub-provider’s employees. The Project Manager shall be David Shaffer, Network Administrator (717) 221-1300 x 1242. C. Confidentiality of HACC Information The selected Offeror may have access to, may obtain, or be given confidential information, including without limitation information concerning the College’s business strategies, political and legislative affairs, students, faculty, employees, contractors, customer lists, finances, properties, methods of operation, computer and telecommunication systems, and software and documentation. Certain confidential information may be protected under the Family Educational rights and Privacy Act (“FERPA”), and the Gramm-Leach-Bliley Act. The selected firm must have administrative, technical, and physical safeguards to protect the security, confidentiality, and integrity of the College’s confidential information. HACC may conduct discussions with Offerors in order to evaluate their abilities and responsiveness to the RFP. In order to facilitate the discussions and to allow Offeror to propose responsive solutions to HACC’s needs and requirements, HACC is willing to disclose certain confidential information to Offeror, including without limitation information concerning HACC’s business strategies, political and legislative affairs, students, employees, contractors, customer lists, finances, properties, methods of operation, computer and telecommunications systems, and software and documentation (“Confidential Information”). By submitting a proposal in response to this RFP, Offerors agree: (i) to use Confidential Information solely for purposes of responding to and discussing the RFP; and (ii) not to disclose, permit or cause use of, or provide access to Confidential Information to any third person or entity. Upon request by HACC, Offerors may be required to sign a Non-Disclosure Agreement.
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IV. Rights and Remedies
A. Arbitration All disputes between the parties to this agreement arising out of or in connection with the contract documents shall be submitted for arbitration. If arbitration is selected by the College, the College shall also select the number of arbitrators and the manner of arbitration, which shall be either: (1) arbitration according to the rules of the American Arbitration Association; or (2) referral to one of more arbitrators mutually agreed upon by the parties. When a written decision of the College states that (1) the decision is final but subject to arbitration and (2) a demand for arbitration of a claim covered by such decision must be made within thirty (30) days after the date on which the party making the demand received the final written decision. Failure to demand arbitration within said thirty (30) days’ period shall result in the College’s decision becoming final and binding upon the College and provider. In responding to a claim brought by a provider, the College shall have a minimum of forty-five (45) days in which to respond to a revised claim prior to the arbitration hearing. B. Litigation In the event that any term of this contract is the subject of litigation, it is hereby agreed that the parties in that litigation shall pay their own attorney's fees and court costs incurred, including court costs and attorney's fees incurred in appellate proceedings. C. Venue and Jurisdiction The terms and conditions herein constitute the sole and entire agreement among parties and the laws of the Commonwealth of Pennsylvania shall govern any disputes. In the event of litigation concerning this agreement, venue shall be in the County of Dauphin Courts, Harrisburg, PA. D. Right to Audit The College and appropriate designated representatives reserve the right to audit the College account records and other financial records of the provider, as they pertain to the College. Auditors selected by the College, if deemed necessary by the College shall, perform such audits. E. Force Majeure Neither party to this Agreement will be liable to the other for any failure or delay in performance under this Agreement due circumstances beyond its reasonable control including, without limitation, Acts of God, accident, labor disruption, acts, omissions and defaults of third parties, and official governmental and judicial action not the fault of the party failing or delaying in performance.
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V. Proposal Submission Any term or condition stated in this RFP document shall be considered accepted by the provider unless specifically objected to by the provider. The College may accept or reject provider’s alternative proposals to the terms of this RFP. A proposal may be rejected if it is incomplete or conditional. To receive consideration, proposals shall be made in agreement with the instructions as stated in this RFP, and such proposals and awards made therein shall be subject to all of the terms and conditions hereof: A. Economy of Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the Offeror’s capabilities to satisfy the requirements of the RFP. Special bindings, colored displays, promotional materials, etc., are not desired. Emphasis should be on completeness and clarity of content. B. Incurred Cost The College is not liable for any costs incurred by the Offeror in the preparation and presentation of their proposals. C. Signatories The proposal shall include information as requested throughout the RFP. The signature of all persons authenticating the proposal shall be printed and written in longhand in any designated area on page one (1) of the master copy. The proposal shall be signed with blue ink. D. Proposal Deadline To be considered for selection, proposals shall arrive at HACC’s Procurement and Business Services Office, 349 Wiconisco Street, Suite 223, Harrisburg, PA, 17110, by 11:00 a.m. on or before December 16, 2011. Proposals must be in a sealed container, clearly marked "Proposal RFP #RFP12-08, Cisco VOIP Solution.” Pricing must be submitted in a separately sealed envelope. Allow time for normal mail delivery to ensure timely receipt of proposals by HACC’s Procurement and Business Services Office. Proposals arriving after the deadline will not be considered. All proposals become the property of the College.
E. Number of Copies and Mailing of Proposal Eight (8) copies of the general proposal will be submitted in a sealed container clearly marked with the name of the proposal and labeled “Proposal RFP12-08, Cisco VOIP Solution.” One (1) of the copies shall be marked “Master Copy” and will contain original signatures. The remaining copies do not require original signatures. No cost information is to be contained in the general proposal. In a separate sealed envelope please submit one copy of the proposal. The proposals must be addressed as follows:
Proposal RFP # RFP12-08 HACC Procurement and Business Services ATTN: Garry Crider Three Penn Center Room PC223 349 Wiconisco Street, Harrisburg PA 17110
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VI. Format for Proposal The proposal shall be clear, concise and limited to no more than 25 pages. Use a table of contents or tabs for ease in finding necessary information is encouraged. The title page accompanying the proposal shall be signed by the person or persons required and authorized to legally bind the firm to the proposal and shall specifically state that the firm shall complete all services set forth in the proposal within the proposed time limits to the satisfaction of the College. Proposal shall be on 8 ½ x 11 paper only. A. Cover Letter The cover letter shall contain a brief introduction of the provider and the proposal. The letter shall be concise and need not repeat any of the detailed information set forth in the proposal; however, any terms or conditions of this RFP to which the provider objects and/or does not accept shall be clearly stated in the cover letter along with any alternatives or further explanation. At a minimum, the cover letter page shall be on company letterhead and shall include the name and working address of the firm submitting a proposal, the name and telephone number of the primary company representative to be contacted with reference to the proposal, and the date of submission. B. Provider Qualifications/Specifications Each proposal must contain a completed base proposal identifying the Lead Project Manager qualifications in accordance with this RFP’s minimal requirements. The College reserves all rights as to the evaluation of any and all responses to the base proposal submitted by each provider and to the College's determination of the provider’s qualifications. C. Provider History Each proposal must include a brief (one page) profile demonstrating an established, successful track record of past performance in providing services closely related to the requirements specified in this RFP. Explain the firm’s experience with projects of similar size and scope, qualifications and work experience of specific staff who will be assigned and sub-consultants to the project, number of years in business, and history of the firm. In addition, provide three references containing data regarding community college and/or university projects the firm has completed successfully during the past five years. This description of previous projects shall include overall size, value, owner’s name, address and telephone number. D. Project Plan Each proposal must include a draft project plan that includes a list of specific tasks, timeline for their completion, and expected outcomes. It is assumed that the project will include routine updates to identified College personnel. The project plan should explain any processes for communicating progress and processes for resolving any misunderstandings about project deliverables. Subcontracted work must be clearly identified and cost included in the not to exceed pricing structure. Provide a time table, by phase, for each project for which the firm is providing a proposal. Include a one page resume for each project manager by discipline (excluded from 25 page maximum) highlighting relevant experience. List only those individuals who will be assigned to the project. Provide a detailed training schedule for the Information Technology staff and the end user training for each Campus.
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E. Project Cost An itemized fee breakdown by task for all costs must be provided as part of the proposal. The total cost is to be proposed as a “not to exceed” amount.
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VII. Evaluation
A. Proposal Process
1. After the date established for receipt of proposals, a register of proposals shall be prepared which shall include the name of each Offeror. The register of proposals shall be open to public inspection only after proposal opening. No additional proposals will be accepted after the opening date.
2. The evaluation shall be based on the evaluation factors set forth in this RFP. Factors not specified
in the RFP shall not be considered. 3. For the purpose of conducting discussions, proposals shall be initially classified as:
a. responsive; or b. non-responsive
4. Discussions may be held with one or more Offerors to:
a. Promote understanding of the College’s requirements and the provider proposals; b. Facilitate arriving at a contract that will be most advantageous to the College taking into
consideration all factors set forth in the RFPs; c. Discussions may include oral presentations, interviews, and demonstrations, responses to
specific questions, modifications, and negotiations. Offers shall not be informed of their rank at the time of discussions. The College reserves the right to visit and inspect other sites of the potential provider;
d. Offerors must be prepared to send qualified personnel to discuss technical and contractual aspects of the proposal;
e. One or more Offerors may be provided an opportunity to submit a “best and final” offer.
5. References and the credit and financial responsibility of the proposals may be verified as appropriate.
B. Evaluation Criteria
All proposals must meet or exceed mandatory requirements outlined in this RFP in order to be reviewed. Those proposals meeting the minimum mandatory requirements will be considered based upon a point scoring evaluation system described in this section. Information and data for scoring will come from information supplied with the provider’s proposal from the references and any clarification information requested by the College. Points will be tallied for three areas: Qualifications/Specifications, Project Plan, and Total Cost of the proposal. The maximum possible points for the combined areas will be 100 points.
Provider Qualifications & Specifications and Provider History (30 points maximum) Information provided by references and in the general proposal will be evaluated and
awarded a maximum of 30 points. Particular attention will be given to experience with similar size and scope, experience of Lead Project Manager, experience of assigned staff, and references.
Project Plan (60 points maximum) The project plan will be evaluated for feasibility, completeness, and thoroughness in
addressing the scope of work. Particular attention will be given to completeness of project plan and time line (including Cisco configuration), phone system implementation,
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Call Manager System / audio video conferencing / automated attendant recommendations, and detailed training plan.
Total Cost (10 points maximum) SUBMITTED IN SEALED SEPARATE ENVELOPE
The cost envelopes of the top rated proposals in the areas above, along with ties, will be opened and will receive points according to the following formula:
Lowest cost --------------------- X maximum points (10) = points awarded Proposal being evaluated
The remaining proposals will not receive points for cost.
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VIII. Award
The College will review all proposals. The College reserves the right to cancel the selection process or the negotiations when a selection is made or at anytime prior to entering into a formal written agreement with the provider. The College intends to execute a contract with the provider submitting the proposal which the College determines to best meet the College’s requirements. The College will be the sole judge of the acceptance of any and all proposals. In awarding the contract, the College may take the following into consideration: the references, experience, responsibility, reputation, financial standing of the respondent, and the ability of the provider to provide an advantageous time schedule for providing service. The inability of any respondent to meet the requirements may be cause for rejection of the proposal. After selection approval by the College’s BOT, HACC’s Procurement and Business Services Office will cause a contract/purchase order to be prepared for signatures by both parties. A contract will be issued to the responsible provider whose proposal is the most advantageous to the College, taking into consideration all evaluation factors. No other evaluation criteria, other than that outlined in this proposal, will be used.
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HACC – CENTRAL PENNSYLVANIA’S COMMUNITY COLLEGE
VIII: NOTIFICATION TO ATTEND PRE-BID MEETING FOR
RFP12-08: CISCO VOIP SOLUTION Please refer to the Request for Bid #RFB12-08 Cisco VoIP Solution for Harrisburg Area Community College. If you will or will not be attending , please fill out the information requested below and return this form to Garry Crider, Procurement Services Manager, Harrisburg Area Community College, Penn Center Three, 349 Wiconisco Street, Harrisburg, PA 17110 no later than November 11, 2011 by 10:00AM. Name of Organization _____________________________________________ Mailing Address _____________________________________________ _____________________________________________ Representative’s Name ______________________________________________ Representative's Title ______________________________________________ Email Address ______________________________________________ Phone Number ______________________________________________ FAX Number ______________________________________________ Cell Phone Number ______________________________________________ Email address ______________________________________________ URL Web Address _______________________________________________ We intend on doing the following: (check one) 1. ( ) We will attend for the tour 2. ( ) We will NOT attend If number 2 is checked, please give a brief explanation in the spaces provided. ________________________________________________________________________ _______________________________________________________________________ Signed: _____________________________ Date: _________________________
Note: This form may be faxed to Garry Crider at 717-901-4625.
