PROJECT OVERVIEW AND BACKGROUND - Bid4Michigan Web viewElectronic submission must be pdf or...

REQUEST FOR PROPOSAL

No. 5967

FOR

CISCO Unified Communications System Upgrade

Proposals Due: 2:00 P.M. Friday, May 27, 2016

Submit Proposal to:

Macomb Community CollegePurchasing Department14500 Twelve Mile RoadWarren, MI 48088-3896

(Mailing Address)[email protected]@macomb.edu

Request for Proposal Released May 6, 2016

Dennis CostelloPurchasing Administrator

(586) [email protected]

mailto:[email protected]



MACOMB COMMUNITY COLLEGERFP NO. 5967


TABLE OF CONTENTS

Contents1. PROJECT OVERVIEW AND BACKGROUND.................................................4

Project Overview................................................................................................4Macomb Community College’s Technical Infrastructure....................................5

2. PROPOSAL INSTRUCTIONS AND CONDITIONS.........................................6Intent..................................................................................................................6Schedule of Events............................................................................................6Proposal Clarifications and Contract Information...............................................7Deadline for Proposals......................................................................................7Requirements for Signing Proposal...................................................................8Examination of Work Site...................................................................................8Proposal Response Format...............................................................................8Confidential Information.....................................................................................8Right to Request Additional Information............................................................8Proposal Preparation Costs...............................................................................8Standard Forms and Contracts..........................................................................9Performance bond.............................................................................................9Selection Criteria...............................................................................................9Compliance to Specifications.............................................................................9Experience.........................................................................................................9Proposal Price and Value................................................................................10Selection Process............................................................................................10Federal or State Sales, Excise or Use Taxes..................................................10Right of Refusal...............................................................................................10Turnkey Solution..............................................................................................11Proposal to Become Part of Agreement..........................................................11Confidential Information...................................................................................11

3. PROPOSAL RESPONSE FORMAT..............................................................11Introduction......................................................................................................11Executive Summary (Section 1).......................................................................12Company Background (Section 2)...................................................................12Proposed Solution Summary (Section 3).........................................................12Implementation Plan (Section 4)......................................................................13Implementation Support and Maintenance (Section 5)....................................13License and Maintenance Agreements (Section 6).........................................13Cost Quotations (Section 7).............................................................................14List of Clients and References (Section 8).......................................................14Technical and User Documentation (Section 9)..............................................14Exceptions/Deviations from Proposal Requirements (Section 10)...................14

4. SCOPE OF WORK.........................................................................................154.1 IP Telephony.................................................................................................165. GENERAL CONDITIONS..............................................................................20

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1.1. Macomb Community College Locations...................................................20Vendor as Independent Contractor..................................................................21Conflict of Interest/Disclosure..........................................................................21Use of Qualified and Experienced Personnel..................................................21Equal Opportunity Employer............................................................................21Compliance with Rules and Regulations.........................................................21Site Damage....................................................................................................22In the Event of an Accident..............................................................................22Non-interference with Institution Operations....................................................22Site Inspection and Clean Up..........................................................................22Campus Identification Required.......................................................................23Responsibility for Personal Property................................................................23Copyright Indemnity.........................................................................................23General Indemnity...........................................................................................23Risk During Equipment Storage and Installation.............................................24Submitting Disputes to Arbitration....................................................................24Advertising / Permission..................................................................................24Survival Clause................................................................................................24Governing Law.................................................................................................25Entire Agreement.............................................................................................25Effect of Regulation.........................................................................................25Termination......................................................................................................25Assignment......................................................................................................26Ownership of Documents.................................................................................26Employment of Other Vendors, Specialists or Experts....................................26Warranty of Fitness for a Particular Purpose...................................................26Final Acceptance of the System......................................................................26Non-Collusion Covenant..................................................................................27Vendor Not an Agent of Institution...................................................................27INSURANCE....................................................................................................27

Appendices..........................................................................................................30

1. Apprendix "A" Mandatory Bid Response Form...............................................302. IP Telephony..................................................................................................313. IP Telephony ENDPOINTS............................................................................324. Signature Page…………………………………………………………………….335. Appendix “B” Wall Plate Drawing………………………………………………...346. Appendix “C” – Campus Maps……………………………………………………35

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1. PROJECT OVERVIEW AND BACKGROUND

Project Overview

This RFP seeks proposals to upgrade the College’s existing CISCO IP Telephony System (Cisco Unified Communications Manager) and a portion of the endpoints with genuine CISCO components and software. Proposals and installation sequence shall be structured in a manner to provide the College with the most favorable pricing, phased to minimize disruption and match College staffing resources to effectively manage/perform the changes required.

A successful project will:

Replace functionality of existing telephony system with equivalent, but new, technology.

Ensure servers running all functions are Highly Available as part of HA pairs or clusters.

Expand audio conferencing capabilities to provide ad hoc conferences of up to six participants and bridged conferences of up to fifty participants.

Background Information

Located in Southeastern Michigan, Macomb Community College (MCC) serves more than 43,000 degree-credit students pursuing coursework annually. MCC is fully accredited by the North Central Association of Colleges. MCC offers pre-college programs, continuing and professional education programs, customized workforce training and many cultural and community service programs.

Instruction for over 1,100 courses is delivered in 44 buildings on four campuses and at several outreach centers and satellite sites throughout Macomb County.

Macomb Community College makes its academic programs available throughout the year by operating on a calendar that includes fall and winter semesters and abbreviated spring and summer terms. Courses are offered 7 days a week throughout the year during the day, late afternoon, and evening hours.

MCC is governed by 7 elected trustees and administered by approximately 1,900 staff, including 1,000 faculty members. Community outreach efforts consist of a large compliment of community education and professional certification courses. Rounding out the programming is the Macomb Center for the Performing Arts, the Cultural Center and the John R. Dimitry Student Community Center on our Center Campus, the John Lewis Student Community Center and the 61,000-square-foot

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Sports & Expo Center on South Campus, a Workforce Development Institute, and the Public Service Institute (Police and Fire Academies).

Macomb Community College’s Technical Infrastructure

The current technology environment can be described as follows:General Communications and Networking Background

Currently a Cisco Gigabit Ethernet backbone. The network is currently being upgraded to Dell N Series gigabit with 10 Gigabit backbone.

Currently ASA and FWSM firewalls are being utilized. This will be changing to Palo Alto NGFW’s utilizing Application ID for policy.

Dedicated fiber plant between buildings. Dedicated redundant fiber between South and Center campuses. Leased fiber to connect other campus and outreach locations.

Systimax Gigaspeed copper cable from MDF/IDF to office and classroom locations; about 9,000 total drops.

Approximately 1000 Aerohive AP’s installed throughout all campuses. Cisco IP telephony system. Includes Unity Connections voice mail, CER,

emergency notification application and more. Exchange 2010 and Exchange 2016 email system tied to Cisco Unity

Connections voice mail, front ended with a Cisco Ironport Spam Firewall. Approximately 120 network servers (physical and virtual) in 2 dispersed Data

Centers. An Active Directory environment running Windows 2003, Windows 2008R2, Windows 2012 and Windows 2012R2. Servers provide a wide array of services. Examples include web servers, print servers, network control servers, storage servers and application servers.

Internet connection is through a direct 1 Gb fiber connection to the Merit (statewide) Network

Current VOIP Environment VOIP telephony is running on physical (non-virtualized) servers and provides

services to over 2300 phones and devices. The environment includes a Cisco Unified Communications Manager cluster

consisting of 1 publisher and 4 subscribers (1 per Data Center plus 2 other locations), 2 Cisco Unified Call Center Express servers (1 per Data Center), 2 Unity Connection voice mail servers (1 per Data Center) for voicemail and Call Handlers, 2 Cisco Emergency Responder servers for e911 service (1 per Data Center), 1 Meeting Place Express server for audio conferencing, 1 Singlewire Informacast server for emergency notification.

5 PRI trunks terminate at two different DMARCs (1 at each main campus in a non-Data Center location).

SRST services run on Cisco routers at 2 remote locations. The Unity Connection servers are integrated with an Exchange cluster for

storage and alternate delivery of voice mail. The Exchange servers are a mix of

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Exchange 2010 and Exchange 2016 virtual servers in both Client Access Server and Mailbox Server roles.

There is a single non-production Skype for Business server for video conferencing.

All our server virtualization is run under Microsoft Hyper-V.

Near-term changes to environment The college has begun several major changes as stated in the Network

Background section. The network upgrade/firewall upgrade projects are replacing all core and edge switches on our network. This change will also change IP schemes and add Layer 3 routing to all of the switch stacks.

The edge switches will be Dell N3048P POE+ switches. This project’s timeline is from May through August. The timelines of these

projects will overlap so any proposed solution will need to be compatible with both environments without loss of functionality (with particular focus on VOIP and e911/CER continuity).

The college will is also beginning a project to migrate all 5 PRI trunks to SIP trunk services.

The proposed solution will need to be compatible with both environments without loss of functionality (with particular focus on VOIP and e911/CER continuity

The timeline for this may also overlap so any proposed solution.

2. PROPOSAL INSTRUCTIONS AND CONDITIONS

Intent

It is the intent of Macomb Community College through this Request for Proposal and contract conditions contained herein, to establish to the greatest extent possible, complete clarity regarding the requirements of both parties to the Agreement resulting from the Request for Proposal. Providers (Vendors) with relevant experience and the ability to provide the necessary services in a timely fashion are encouraged to apply.

Specifications for the proposal are listed herein. All proposals must be for material, labor and services that meet or exceed all specifications described. Proposals for services that deviate from these specifications may be considered invalid.

Schedule of Events

EVENT Date

Deadline for Submitting Clarifications May 16 ,2016

Clarifications published for all bidders May 20, 2016

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Deadline for Proposals and Public Opening May 27, 2016

Full Project Funding approval (estimated) June 21, 2016

Upgrade begins (estimated) July 15, 2016

Upgrade Completed September 1, 2016

Proposal Clarifications and Contract Information

Clarifications are encouraged, especially on RFP specifications that unnecessarily increase cost based on the vendor’s interpretation or understanding of the College’s need.

Clarifications will be accepted until the deadline above, must be in written form and include vendor name, contact name, phone number, fax number, e-mail address and reference to the line and Section/Subsection number(s) being addressed. Responses to clarifications will be shared with all organizations that were invited to submit a proposal. MCC will not be bound by any oral responses. Fax, mail, or email questions to:

Dennis Costello, Purchasing Administrator [email protected] and [email protected]

Deadline for Proposals

Proposals will be received at the Purchasing Department Office, 14500 E. 12 Mile Road, Warren, Michigan 48088 (mailing address), 16000 Hall Road, Clinton Twp., MI (office location) or [email protected] and [email protected] (e-mail address), until 2:00 PM on Friday, May 27, 2016 at which time and place proposals will be publicly opened. See the College’s website (www.macomb.edu ) for Campus maps.

Vendors are required to prepare and submit, at their own cost, one signed original and two copies of the original proposal. Submission must include the Vendor’s full response including all attachments, product services and specifications, and required Vendor documentation. Electronic submission must be pdf or Microsoft Word format. Vendors are encouraged to submit each proposal response under single cover (preferably soft sided).

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http://www.macomb.edu/






The outside of the envelope must identify name of Vendor and address of the party that received the RFP, and the name of project for which the proposal is submitted (see title page).

Requirements for Signing Proposal

Each Vendor, by making a proposal, represents that this document has been read and is fully understood.

The proposal must be signed in ink by an individual authorized to legally bind the person, partnership, company or corporation submitting the proposal.

All manual signatures must have the name typed directly below the line of the signature.

Examination of Work Site

All respondents are expected to have examined the premises and project site prior to submitting their proposal. Failure to do so will not relieve the successful Vendor from providing any product or performing any labor or services that may be required to carry out the intent of the contract.

Proposal Response Format

Proposals must follow the format designated in Section 3. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis.

Confidential Information

Information contained in proposals may be subject to FOIA (Freedom of Information Act) requests.

Right to Request Additional Information

MCC reserves the right to request any additional information, which might be deemed necessary after the completion of this document.

Proposal Preparation Costs

The Vendor is responsible for all costs incurred by the Vendor or his/her subcontractors in responding to this request for proposal.

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Standard Forms and Contracts

Any forms and contracts the Vendor proposes to include as part of any agreement resulting from this proposal between the Vendor and MCC must be submitted as part of the proposal. Any forms and contracts not submitted as part of the proposal and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

Performance bond

MCC may require the Vendor to furnish a Performance Bond and Labor and Material Payment Bond equal to 100 percent of the total amount payable by the terms of the contract by a qualified surety. If a bond is required, the Vendor will be reimbursed for the premium costs upon submission of proof of payment.

The Vendor shall deliver the required bonds to MCC within 15 days after award of the contract. If the work is to be commenced prior thereto in response to a letter of intent, the Vendor shall submit evidence to MCC that such bonds will be furnished prior to commencement of the Work.

Performance Bond and Labor and Material Bond form AIA Document A311/CM, June 1980 Edition is approved for use on this project.

The proposed bonding company of the Vendor shall be acceptable to MCC.

Selection Criteria

Vendors will be evaluated based on the following selection criteria:

Compliance to SpecificationsA. Submission deadline complianceB. Proposal formatC. Completeness of information supplied

ExperienceA. Success with similar projectsB. Experience with similar tools and applicationsC. Pertinent experience, qualifications, certifications and past performance of

proposed personnel that will be directly involved in providing services, including Subcontractors

D. Experience in similar college environments

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E. Ability to provide timely on-site services, problem resolution and telephone support

F. General impression of Vendor’s ability to successfully provide the required services

G. Credentials of actual installation team members.

Proposal Price and ValueA. Alignment of response to the College’s needB. The flexibility to stage implementation over a 1 to 3 month period.C. The ability of equipment to interoperate with existing systems.D. Management system featuresE. Comprehensiveness of reportingF. Labor rates and other charges or expensesG. Value of the proposal to MCCH. CostI. Preference will be given to Vendors that maintain a local office and retain key

staff residency within 40 miles of Warren, MI J. Reference checks

Selection Process

A. MCC staff will evaluate, rate and select the winning Vendor based on the written information provided in the proposal.

B. Vendors may be required to participate in a presentation and interview process where MCC representatives will further inquire about the firm’s qualifications and experience. Vendors may also be asked to provide a brief overview of their company, key personnel and how they would approach providing services.

C. If MCC is unable to successfully negotiate and execute a contract for services with the company offering highest ranked proposal, MCC reserves the right to interview the second-ranked proposal.

Federal or State Sales, Excise or Use Taxes

Vendors shall include all applicable taxes, (Federal, State, and Local) in the proposal price. Macomb Community College is exempt from State Sales Tax.

Right of Refusal

Macomb Community College reserves the right to reject any or all proposals, either in whole or in part, or to waive any informalities or irregularities therein that are in the best interest of MCC.

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Turnkey Solution

The proposal price will be the total dollar amount of all services, material, equipment and labor described herein inclusive of warranties and shipping FOB Macomb Community College. The proposal amount is to be held firm for at least 120 days from the proposal opening date scheduled for May 27, 2016.

All prices quoted must include all equipment necessary to make the system specified fully operational for the intent, function, and purposes stated herein.

Proposal to Become Part of Agreement

This RFP, Vendor’s response and any subsequent written communications, along with any formal, signed agreement will become part of the contract documentation governing performance of this project. Where conflicts exist, the later dated document will govern.

Confidential Information

Information contained in the vendor’s proposal that is company confidential must be clearly identified in the proposal itself. Macomb Community College will be free to use all information in the vendor’s proposal for the owner’s purposes.

3. PROPOSAL RESPONSE FORMAT

Introduction

To facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section.

Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. EMPHASIS SHOULD BE PLACED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Section Title

1 Executive Summary2 Company Background3 Proposed Solution Summary4 Implementation Plan5 Implementation Support & Maintenance

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6 License & Maintenance Agreements7 Cost Quotations8 List of Clients & References9 Technical & User Documentation10 Exceptions/Deviations from Proposal Requirements11 Bid Alternate(s)

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

Executive Summary (Section 1)

This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages, describing the proposed solution. The summary should contain as little technical jargon as possible, and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

Company Background (Section 2)

Vendors must provide information about their company so that Macomb Community College can evaluate the vendor’s stability and ability to support the commitments set forth in response to the RFP. The Vendor should outline the company’s background including a brief description (e.g., past history, present status, future plans, company size, etc.). This section should also include a brief description of the company’s experience performing services similar to those described herein and the type of work in which the vendor specializes.

Vendor may be required to submit audited financial information for the two (2) most recently completed fiscal years, which includes income statements, balance sheets and statement of cash flows.

Privately held companies wishing to maintain confidential financial information must provide information detailing the company’s long-term stability.

Proposed Solution Summary (Section 3)

Describe how vendor will address all of the requirements included in Section 4 – Scope of Work.

Also, identify and provide resumes of personnel to be directly involved with providing the products and/or services that are proposed herein, including:

1. List personnel specific to this RFP such as Project Manager (or Support Manager) and a brief description of their responsibilities to be assigned by the submitting Vendor. It is required that the Vendor assign an experienced Project Manager for this project given its scope and complexity.

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2. Other personnel. List all relevant experience and qualifications of other personnel within your company that might be expected to provide services to MCC. This must include the credentials of the actual installation team personnel (name and other identifiable information may be masked)

3. Subcontractors. List all relevant experience and qualifications of any known subcontractors that might be expected to provide services to MCC in partnership with your company.

Be sure to provide a listing of any pre-existing conditions required of Macomb Community College to begin work on the project and a list of decisions that will need to be made by the College before the project can begin. Describe any requirements for housing Vendor staff during the project, at Macomb Community College.

Implementation Plan (Section 4)

Provide a separate work breakdown structure with a timeline and each milestone and decision point identified.

The implementation plan should also include the overall project organization structure with key vendor and client staff identified. Describe the roles and responsibilities of College staff, their qualifications and required experience in previous projects.

Describe the recommended training plan for College staff who will be responsible for support of your system(s) after acceptance.

Implementation Support and Maintenance (Section 5)

The vendor must give a detailed description of the level and extent of all support to be provided during the implementation. Show any costs associated with this support in Section 7, Cost Quotations.

License and Maintenance Agreements (Section 6)

Sample license and maintenance agreements should be provided in this part of the vendor’s response for all components of the recommended solution (i.e., hardware, software, operating system, database, etc.).

Vendor shall also include an explanation of their proposed maintenance plan strategy, a recommended spare parts inventory (if applicable) and how it best supports an appropriate balance of downtime risk, investment cost and procurement latency of warranty replacement components.

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Cost Quotations (Section 7)

All costs must be itemized and included as Section 7 of the vendor’s response and must use the mandatory bid response form found at the end of this RFP. The vendor’s cost quotation must include all costs (e.g., license fees, modifications, travel and per diem, installation, documentation, discounts, etc.). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect.

If the entire project cannot be quoted at a fixed price, describe the portions of the project that can be delivered at a fixed price. Include a description of all deliverables. Include a description of each item or service that will not be part of a fixed cost. Show the item/service, the cost/rate and the unit (for example, Training at $100 per day). It is the College’s intent to establish known costs before a final contract is completed. For all variable priced items, describe how costs will be constrained and managed.

List of Clients and References (Section 8)

Vendors must provide at least three references from Higher Education clients that are similar in size and complexity to Macomb Community College and the scope of the project contemplated. Include a brief description of the scope of your engagement with the referenced client, and a contact person with appropriate contact information.

Bidders MUST provide proof in form of manufacturer license, certificate or equivalent that they are certified installers/providers of the manufacturer of the system/technology proposed.

Technical and User Documentation (Section 9)

During the proposal evaluation period, the vendor will provide one set of technical documentation and user documentation to Macomb Community College. At the end of the evaluation, the documentation will be returned to the vendor.

Exceptions/Deviations from Proposal Requirements (Section 10)

If the vendor finds it impossible or impractical to adhere to any portion of these specifications and all attachments, it shall be so stated in its proposal, with all deviations grouped together in a separate section entitled, “Exceptions/Deviations from Proposal Requirements.” This section will be all-inclusive and will contain a definition statement of each and every objection or deviation with adherence to specific RFP sections. Objections or deviations expressed only in other parts of the

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proposal, either directly or by implication, will not be accepted as deviations, and the vendor in submitting a proposal will accept this stipulation without recourse.

4. SCOPE OF WORK

1 A turnkey upgrade of the College’s VOIP infrastructure per the specifications listed below.

2 All equipment shall be bid with a three-year maintenance plan (itemized in bid response form) that begins on the date of equipment final acceptance. See bid form for minimum maintenance coverage.

3 Per requirements set forth in section 5.1, the College’s operations shall not be interrupted during normal business hours.

4 For configuration/installation/cutover that may cause disruptions to normal operations, bidders must expect to perform that work outside of normal business hours and on weekends.

5 All work must include a back-out/failover plan should new equipment install be unsuccessful before the College reopens for business the following business day.

Note: Some buildings/areas may tolerate outage windows that overlap normal business hours and the College will work with vendor to identify these opportunities.

For the purposes of this RFP, however, assume all disruptive work will be performed outside of the normal business hours stated below:

M-F (7 AM – 10 PM). Sat (8 AM – noon), Sun (Noon – 5 PM)

The college has begun this project in order to upgrade all current telephony services to run on the most current commercially available software versions and to virtualize server platforms. Telephony endpoints will be replaced only as needed to maintain compatibility with replacement systems. The preference is to retain use of endpoints to reduce project cost. The current telephony system has been very stable and reliable. It is a primary goal of this project to continue and enhance that stability and reliability while minimizing disruptions to end users (disruption both while installing new systems and disruptions after install to learn new systems). In order to comply with the goal of system stability, all system components common to more than one endpoint will not be a single point of failure. All these common components will be part of a Highly Available cluster or pairing.

This section stipulates the elements of the RFP under evaluation. Please remember that your solution will be evaluated for content, thoroughness, and clarity of response to all criteria requested in this proposal. Respond precisely and concisely to each and all

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specific questions and or topics by providing the requested information on separate pages, clearly labeled in your response.

Note: Please Tab and Label with Response any information directly requested. For “requirements”, include as Tab within your response a statement confirming your ability to comply with all requirements per completed section. For Preferences or Options, please provide narrative per bullet, on your capabilities or applicable comments.

4.1 IP TelephonyAs described in Table 1, the college licenses Cisco Unified Communications Manager software to manage and maintain current telephony features. All proposed solutions must, at minimum, provide this functionality or better. Additional requirements are listed below.

Table 1 Existing equipment and software levels

Product LicenseCount Version Notes

Call Manager 8222 8.6.2.22900-9 Codec G711

UCCX ver. 8.5.1.11004-25 Codec G711

Real Time ReportingHistorical ReportsVoice PromptsHigh AvailabilityAgents 400IVR 300Enhanced Seats (concurrent) 130CTI Triggers 18Queues 10

Unity Connections ver. 8.6.2.20000-76ports 153ports (sccp) 144Directory Handlers 2Menu Systems 162

Emergency Responder Ver.8.6.1.10000-11

Server 2User 5200

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Singlewire Informacast Ver. 8.1.0 Emergency

NotificationRoutersCISCO 4331V/K9 *** Ver. 03.13.02.S PRI DmarcCISCO 4331V/K9 *** Ver. 03.13.02.S PRI Dmarc

CISCO 3825 Ver. 12.4(13r)T10, REL (fc1) SRST

CISCO 3825 Ver. 12.4(24)T, REL (fc1) SRST

*** These routers are recent additions to the college’s telephony system and should be re-used.

1. Session Border Controllersa. Shall be capable of 250 simultaneous calls. Shall be capable of terminating

current PRI trunks and migrating to SIP trunks in the near future.

2. Endpointsa. The College intends to lifecycle/replace only those endpoints that have seen

heavy use. Bidders are required to provide replacement costs for all endpoints, however, and in a way the College can select (replace) only those it deems necessary.

Table 2 Current telephony endpointsFirmware version qty protocol

7911(wall mounted)

SCCP11.9-2-3S 33 sccp

7912(wall mounted)

CP7912080004SCCP080108A 834 sccp

7925 CP7925G-1.4.2 3 sccp7940 P00308010200 679 sccp7941 SCCP41.9-2-3S 36 sccp7942 SCCP42.9-2-3S 24 sccp7945 SCCP45.9-2-3S 5 sccp7960 P00308010200 443 sccp7961 SCCP41.9-2-3S 10 sccp7962 SCCP42.9-2-3S 13 sccp7914 14 button expansion module

S00105000400 55

7936 cmterm_7936.3-3-21-0 12 sccp7937 apps37sccp.1-4-4-0 4 sccpAta 186/188 ATA030204SCCP090202A 173 sccpVG204 12.4(22)T5 35 sccp

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VG224 12.3(8)T5 2 sccpVG248 1.2(1) 2 sccpIP Communicator 8.6.5 20 sccpH.323 Gateway 9 H.323CTI route Point 604331-VG1 2

3. Directory Servicesa. Phones will access a directory of all endpoints registered which is searchable by

name (first and or last) or extension. Optional real-time integration to our Active Directory is preferred.

4. Call Controla. There will be no limit to simultaneous calls supported.

5. e911a. The college has its own police force with PSAPs at each main campus. b. Calls will route to the appropriate dispatch center based on caller location and

will forward to the other dispatch center when either busy or not answered. c. The system will comply with all relevant Michigan state laws and regulations

regarding e911 specifications.

6. Emergency Notificationa. The emergency notification portion of this system will break into existing calls

and will override endpoint controls to use speaker phone capabilities to announce emergency notifications.

b. The system will be able to broadcast emergency notifications over IP speakers on the College’s network.

c. The system will be able to address endpoints by individual endpoint, building or campus, in addition to any other arbitrary groups the college shall create.

d. This capability is currently provided by the College’s Informacast (Singlewire) system. It has come to the college’s attention that our existing Alertus emergency notification system (used for emergency notification to desktops) may also be suitable for this purpose (http://www.alertus.com/contact/ ).

7. Conference callinga. The system will support not less than 100 simultaneous ad hoc conference

calls of not less than 6 participants. b. Those calls will be between at least 1 endpoint of this system and as many as 5

endpoints on or not on this system.

8. CDR reporting

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http://www.alertus.com/contact/



a. The college's existing CDR reporting system, custom programmed by Matsch Systems, takes CDR records from the Cisco system and uses the data contained therein to populate reports emailed to various college administrators.

b. The reports include fax reports including inbound and outbound minutes, bill back reports for University Center Partners and other rental/guests, flexible rate tables, menu reports for inbound calls to termination and cradle to grave call reports. The proposed solution must include a comparable reporting solution. That solution must include reports with like or better features or provide alternate arrangements to have custom reports programmed to the college's specifications at the bidder’s expense.

9. Intelligent Call Routing (ICR)a. All calls to 911 will be routed to the college police at the correct campus PSAP

based on caller location and forward to the other dispatch center when either busy or not answered.

b. The successful bidder will re-create the functionality of ALL existing queues, menus and scripts working in collaboration with the college and re-using as much as possible existing .wav files.

10.Automatic Call Distributiona. The successful bidder will re-create the functionality of ALL existing queues,

menus and scripts working in collaboration with the college and re-using as much as possible existing .wav files.

11.Voice Maila. All voice mail will be stored in and be accessible from the college’s Exchange

cluster. The only limits on the number of voice mailboxes or mailbox capacity will be those imposed by Exchange.

12.Fax Compatibilitya. The system will support analog fax capabilities on any extension without limit

on number or dial plan. We anticipate our new SIP environment to use a G711 Codec for all voice and fax traffic.

13.Other analog devices/phonesa. Other analog phones and devices will need to be supported. These include

but may not be limited to elevator phones (various manufactures and models depending on what company installed the elevator), and blue light emergency phones (Gia-Tronics Red Alert Emergency Telephone Model 397-00x, usually mounted on a stanchion, with a Model 530-001 L.E.D. Strobe). These devices currently connect to the network via a 186 or 188 Analog Terminal Adapter, or a voice gateway (VG204, VG224, VG248).

14.Wall mounting

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a. The mounting footprint of all wall-mounted replacement telephony endpoints (telephones) must be the same size or larger than the mounting footprint of the telephones they are replacing (see appendix “B” for drawing of existing mounting brackets).

b. If the mounting plate/bracket footprint is smaller than the unit it is replacing, then a secondary and or cosmetic mounting plate must be used so that no wall repair (patching of old holes, painting) is required. Vendor MUST provide drawing of such auxiliary mounting plate if it is required.

15.SIP licensesa. In order to support future projects (SIP trunk migration, etc.) the college wishes

to purchase 150 licenses for SIP sessions to add to the capacity of the vg4331 routers currently on our network. These licenses need to be pooled in such a way that in the event of a failure of a single vg4331, the surviving router will support as many sessions as its resources will allow without exhausting its licenses.

b. As a bid alternate please include pricing for additional licenses beyond 150. Include prices for license bundles as packaged by Cisco to decrease per license costs.

5. GENERAL CONDITIONS

The topics in this section will inform potential vendors of typical language to be included in a contract resulting from this RFP.

1.1.Macomb Community College Locations

Locations (see Appendix – Campus Maps) pertinent to this RFP (Contract) include:

Center Campus College Park Annex44575 Garfield 27956 College Park Dr.Clinton Township, MI 48038 Warren, MI 48088

South Campus Administration Building14500 E. 12 Mile Rd 16000 Hall RoadWarren, MI 48088 Clinton Twp., MI 48038

East Campus MTEC21901 Dunham Rd. 7900 Tank Avenue Clinton Township, MI 48036 Warren, MI 48092

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Vendor as Independent Contractor

This is not an Agreement of partnership or employment of Vendor or any of Vendor's employees by MCC. Vendor is an independent Vendor for all purposes under this Agreement.

Conflict of Interest/Disclosure

No company or corporation in which an employee of the College has a direct or indirect interest shall transact business with the College unless such interest is disclosed to the Purchasing Department prior to entering into any contract or agreement with the College. Further, the employee shall not take part in the negotiations for or approval of such contract or agreement.

Use of Qualified and Experienced Personnel

Vendor agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Vendor agrees that, at all times, the employees of Vendor furnishing or performing any services shall do so in a professional, work-person like, and dignified manner.

Equal Opportunity Employer

Vendor shall be an equal opportunity employer and shall conform to all Affirmative Action and other applicable requirements; accordingly, Vendor shall neither discriminate nor permit discrimination in its operations or employment practices against any person or group of persons on the grounds of race, color, religion, national origin, age, or sex in any manner prohibited by law.

Compliance with Rules and Regulations

Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them upon MCC's premises shall obey the rules and regulations that are established by MCC and shall comply with the reasonable directions of MCC's officers. MCC may, at any time, require the removal and replacement of any of Vendor's employees for good cause.

In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

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Site Damage

Vendor shall be responsible for the acts of its employees and agents while on MCC's premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury and loss to persons or property located on MCC's premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair, to the specifications of MCC, any damage that it, or its employees or agents, may cause to MCC's premises or equipment; on Vendor's failure to do so, MCC may repair such damage and Vendor shall reimburse MCC promptly for the cost of repair.

In the Event of an Accident

Vendor agrees that, in the event of an accident of any kind, Vendor will immediately notify MCC's Security Department and thereafter, if requested, furnish a full written report of such accident.

Non-interference with Institution Operations

College's operations must continue uninterrupted throughout the completion of the work contemplated herein. Certain portions of the work must be performed and completed in such order as directed by MCC's representative as to permit the orderly operation of MCC's activities. Vendor shall review the work to assure that operations will not impede the utilization of the facilities.

Site Inspection and Clean Up

Prior to all field work and installation or upgrade of all related equipment, the awarded Vendor will visit and inspect the project premises in order to confirm the conditions under which the Work for this project is to be performed, and determine the availability of facilities for access, delivery, transportation and storage.

Vendor at all times shall keep the premises free from accumulation of waste materials or rubbish caused by the Vendor’s operations. When the project is placed into service, the Vendor shall remove all such waste materials and rubbish from and about the Project premises as well as the Vendor’s installation equipment, machinery and surplus materials and restore all project premises back to the original condition as found when the project commenced.

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Campus Identification Required

Vendor and its employees are required, each day while work is being performed on campus, to check in with Campus Security and receive the necessary campus identification.

Responsibility for Personal Property

MCC shall have no responsibility for the loss, theft, mysterious disappearance of, or damage to, equipment, tools, materials, supplies, and other personal property of Vendor, its employees, Subcontractors, or material persons.

Copyright Indemnity

The awarded Vendor shall indemnify and hold MCC harmless from any claim that a product or accessory or its use, infringes on another person or company’s patent, copyright, trade secret or other property right.

General Indemnity

To the fullest extent permitted by law, the Vendor shall indemnify, hold harmless, and defend Macomb Community College and its agents, employees, officers and successors, from and against any claims, causes of action, damages, losses and expenses, including but not limited to attorney’s fees, arising out of or resulting in any way from Vendor’s performance of this contract, provided that such claim, cause of action, damage, loss or expense is attributable to bodily injury, sickness, disease or death to any person, including employees or agents of the Vendor, subcontractor, or construction manager, or to injury to or destruction of tangible property including loss of use resulting there from, but only if caused in whole or in part by a negligent act or omission of the Vendor, a subcontractor, the construction manager, anyone directly or indirectly employed by them or any for whose acts they may be liable, regardless of whether or not such claim, cause of action, damage, loss or expense is caused in part by a party indemnified hereunder. Vendor shall not be obligated to hold harmless, indemnify or defend Macomb Community College or its agents, employees, officers, or successors if any claim, cause of action, damage, loss or expense arises from the sole negligence or fault of a party indemnified hereunder.

Vendor shall assume the defense of Macomb Community College pursuant to the provisions of paragraph 5.16 within fourteen (14) days of receipt of written notice. Any legal cost or expense, including attorney’s fees incurred by Macomb Community College for enforcement of its rights under paragraph 5.16 between the time by which Vendor should have assumed Macomb Community College’s defense and the

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time when Vendor assumes Macomb Community College’s defense shall be reimbursed by Vendor. Any legal cost or expense, including attorney’s fees, incurred by Macomb Community College in the successful prosecution of any litigation or arbitration seeking to enforce the provisions of paragraph 5.16 or in negotiating a settlement of such claim, shall also be reimbursed by Vendor.

Risk During Equipment Storage and Installation

Delivery shall be made in accordance with the implementation schedule referenced as part of this Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the College of responsibility for all risk of loss or damage to the equipment. In addition, Vendor shall hold the College and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

Submitting Disputes to Arbitration

Should the parties agree to submit claims, disputes or other matters arising out of this Agreement to arbitration, they may do so only with the specific, written agreement of all parties, including Macomb Community College.

Advertising / Permission

Vendor shall not use, in its external advertising, marketing programs, or other promotional efforts, any data, pictures, or other representation of MCC except on the specific written authorization in advance of MCC’s Purchasing Agent. Vendor will limit and direct any of its advertising on MCC’s premises to MCC’s student media and bulletin boards, and shall make arrangements for such advertising through the Student Activities Department. Vendor shall not install any signs or other displays anywhere on MCC's premises unless in each instance the prior written approval of MCC's Purchasing Agent has been obtained. However, nothing in this clause shall preclude Vendor from listing MCC on its routine client list for matters of reference.

Survival Clause

The terms, conditions, representations, and warranties contained in this Agreement shall survive the termination or expiration of this Agreement.

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Governing Law

This Agreement, and all matters or issues collateral to it, shall be governed by, and construed in accordance with, the law of the State of Michigan.

Entire Agreement

This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements or understandings, written or oral, prior to signing of a contract.

Effect of Regulation

Should any local, state, or national regulatory authority having jurisdiction over Macomb Community College enter a valid and enforceable order upon the College which has the effect of changing or superseding any term or condition of the Agreement, such order shall be complied with, but only so long as such order remains in effect and only to the extent actually necessary under the law. In such event, this Agreement shall remain in effect, unless the effect of the order is to deprive the College of a material part of its Agreement with the Contractor. In the event this order results in depriving the College of materials or raising their costs beyond that defined in the Agreement, the College shall have the right to rescind all or part of this Agreement (if such a rescission is practical) or to end the Agreement term upon thirty (30) days prior written notice to the Vendor. Should the Agreement be terminated under such circumstances, the College shall be absolved of all penalties and financial assessments related to cancellation of the Agreement.

Termination

In the event that either party shall fail to maintain or keep in force any of the terms and conditions of this Agreement, the aggrieved party may notify the other party in writing via certified mail of such failure and demand that the same be remedied within ten (10) business days. Should the defaulting party fail to remedy the same within said period, the other party shall thereupon have the right to terminate this Agreement by giving the other party thirty (30) days written notice. Notwithstanding the foregoing, due to lack of State or County funding, MCC may at any time during the life of this Agreement, terminate same by giving thirty (30) day’s notice in writing via certified mail to Vendor. In addition, if at any time a voluntary petition in bankruptcy shall be filed against the Vendor and shall not be dismissed within thirty (30) days, or if the Vendor shall take advantage of any insolvency law, or if a receiver or trustee of the Vendor's property shall be appointed and such appointment shall not be vacated within thirty (30) days, MCC shall have the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate the contract by giving (30) day’s notice in writing of such termination.

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Assignment

This Agreement or any part thereof shall not be assigned or subcontracted by Vendor without the prior written permission of MCC; any attempt to do so without said prior permission shall be void and of no effect.

Ownership of Documents

All plans, studies, documents and other writings prepared by and for Vendor, its officers, employees and agents in the course of implementing this Agreement, except working notes and internal documents, shall become the sole property of MCC upon payment to Vendor for such work, and MCC shall have the sole right to use such materials in its sole discretion without further compensation to Vendor or to any other party.

Employment of Other Vendors, Specialists or Experts

Vendor will not employ or otherwise incur an obligation to pay other vendors, specialists or experts for services in connection with this Agreement without the prior approval of MCC.

Warranty of Fitness for a Particular Purpose

The College has presented detailed technical specifications of the particular purpose for which the technology is intended. The College has provided detailed descriptions and criteria of how the system can be defined to accomplish a particular purpose. The College has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the College’s particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the College is relying on the Vendor’s experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purpose for which it is intended as described in this document.

Final Acceptance of the System

The system proposed shall be defined to be finally accepted by the College after the installation of the equipment and successful completion of the following performance examinations: system hardware and software examination and performance, software acceptance and documentation. The College and its consultants shall be the sole judge of whether all conditions for final acceptance criteria have been met.

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Non-Collusion Covenant

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. In addition, the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to the College that the Vendor firm has received from the College no incentive or special payments, or considerations not related to the provision of automation systems and services described in this Agreement.

Vendor Not an Agent of Institution

Macomb Community College retains all rights of approval and discretion with respect to the projects and undertakings contemplated by this Agreement. Vendor, its officers, employees and agents shall not have any power to bind or commit MCC to any decision.

INSURANCE

Before commencement of any work, a Certificate of Insurance executed by Vendor's insurance carrier showing required insurance coverage shall be submitted. An endorsement or statement waiving the right of cancellation or reduction in coverage unless thirty (30) days prior written notice is given to MCC by registered or certified mail shall be included.

As a condition of performing work for MCC, Vendor must provide satisfactory evidence of insurance coverage as follows:

A. Worker's Compensation and Employer's Liability Insurance - covering statutory obligations in the state(s) in which work is to be performed.

B. Automobile Liability Insurance - with a limit of $1,000,000 per accident covering owned, non-owned, and hired automobiles.

C. Commercial General Liability Insurance - written on an OCCURRENCE policy form that includes coverage for operations, personal injury, XCU (explosion, collapse and underground), independent Vendors, contractual, and products - completed operations with limits of liability as follows:

1. If policy is written on the 1986 ISO Simplified form:

$1,000,000 Occurrence

$2,000,000 General Aggregate

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$2,000,000 Product - Completed Operations Aggregate. If the Vendor's policy's general aggregate is per job, then a $1 million limit of liability is acceptable for the general aggregate and the products - completed operations aggregate.

2. If policy is written on a form other than the 1986 ISO Simplified form:

$1,000,000 Occurrence (bodily injury and property damage combined).

$1,000,000 Aggregate (applicable to products - completed operations only).

3. Products - completed operations liability must be maintained for not less than one year after start of service of work.

D. Other Requirements

Evidence of insurance coverage, required herein, is to be provided to MCC in ACORD Certificate Form 25 or 25-S and must indicate:

1. That Commercial General Liability insurance policy includes coverage for item specified in 5.31 C3 above.

2. A Best's rating for each insurance carrier at B+VII or better.

3. That the insurance company will provide 30 days written notice of cancellation to the certificate holder and other words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed.

4. That “Macomb Community College” is additional insured on the General Liability policy certified.

1. Any deviation in coverage provided by the Standard 1986 IS0 Simplified General Liability policy form, and

. Any deductible over $2,500 applicable to any coverage.

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E. Insurance Options

General Liability and Auto Liability limits may be attained by individual policies or by a combination of underlying policies with umbrella and/or excess liability policies.

Vendor may prevent unnecessary follow up resulting from incomplete insurance certificates, by sending or faxing a copy of these insurance requirements to Vendor’s agent when requesting an insurance certificate.

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Appendices

APPENDIX “A” – MANDATORY BID RESPONSE FORM – RFP No. 5967Unified Communications Systems Upgrade

[Bidder: for use in section seven of your proposal]

TO: Macomb Community College May 27, 2016 14500 Twelve Mile Road Warren, MI 48088

ATTENTION: Purchasing Administrator

The contractor in compliance with the Request For Proposal for the Unified Communications System Upgrade project having examined the RFP documents and being familiar with the site of the proposed project including the availability of materials and labor, hereby proposes to furnish and install all labor, materials, tools, equipment, machinery, and all services to provide work described herein in accordance with the RFP documents for the amounts stated below.

Bid prices must be guaranteed for a minimum of 120 days from bid opening to allow for purchase authorization and contract development. This project requires purchase authorization by the College’s Board of Trustees and is subject to the timelines required to obtain such approval.

Bid MUST include a sample contract (if to be something other than the RFP itself) for review and for use in finalizing contract terms and conditions prior to Board of Trustees purchasing approval. If none is provided, then the RFP and purchase order shall serve as the binding contract.

Contractor, if awarded a contract, agrees to commence work upon receipt of a written “Notice to Proceed/Letter of Intent” / Purchase Order and to fully complete the work in a mutually agreeable time.

Contractor understands that the College reserves the right to reject any or all proposals and to waive any informalities therein.

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1. IP Telephony

1. COMPONENTS, HARDWARE, SOFTWARE (Must provide supporting Bill of material with unit pricing)

$______________

_________________________________________Dollars (in words)

2. ADDITIONAL EQUIPMENT, SUPPLIES OR SERVICES (list)

$______________

___________________________________________Dollars (in words)

3. INSTALL LABOR AND PROJECT MGMT $______________

___________________________________________Dollars (in words)

4. TRAINING FOR UP TO (4) I.T. SUPPORT STAFF $______________

___________________________________________Dollars (in words)

5. PERFORMANCE BOND $______________

__________________________________________Dollars (in words)

6. WARRANTY 4 HR hardware replacement, 24 x 7 call in support, all firmware and software upgrades and patches for 36 months after day of equipment acceptance

$______________

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__________________________________________Dollars (in words)

GRAND TOTAL: $______________

___________________________________________Dollars (in words)

7. Endpoint compatibility. Please indicate compatibility of your solution with select existing endpoints listed below:

Device YES YES with condition/constraint (explain) NO791179127925794079417942794579607961796279367937VG 204VG 224VG 224Ata 186/188

2. IP Telephony ENDPOINTS This section must be completed as a Bill of material list with unit pricing since the College intends to only replace a portion of its endpoint fleet. For each endpoint, include the component, software, mounting bracket, warranty and installation/configuration labor. Bidders are encouraged to provide volume pricing options.

BID ALTERNATE: Include unit pricing (and product description in bid response) for an ultra small-footprint desktop or bracket mounted phone that can be installed on the College’s mediated instructor’s desks. Bidders are encouraged to provide volume pricing options.

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The undersigned agrees to the provisions of contract documents and hereby affix authorized signature(s):

Signature(s):_____________________________________________________

Title:____________________________________________________________

Company Name:__________________________________________________

Address:________________________________________________________

City:__________________________State_________Zip Code____________

Telephone Number:________________ Fax Number:___________________

e-mail address: __________________________________________________

Print Name of Signature: __________________________________________

Date: ___________________________________________________________

IT IS MANDATORY OF ALL CONTRACTORS TO RETURN THIS SHEET FULLY COMPLETED WITH THEIR PROPOSAL.

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Appendix “B” – Wallplate Drawing

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Appendix “C” – Campus Maps

Current maps of the college’s campuses can be found on www.macomb.edu under the ‘Contact us’ link.

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http://www.macomb.edu/



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