HomeMy WebLinkAboutNB 6 TELECOMM SYSTEM 12-15-86 NEW BUSINESS
' GENDA
-, NO.
DATE DECEMBER "B6 Inter Corn
TO:
FROM:
S U BJ ECT:
HONORABLE MAYOR & MBIBERS OF THE CITY COUNCIL
WILLIAN A. HUSTON, CITY HANAGER
AUTHORIZATION TO ADVERTISE FOR BIDS FOR TELECO~UNICATIONS SYSTEM
RECOI~ENDATION
It is recommended that the City Council, at their meeting of December 15,
1986, adopt Resolution No. 86-143 approving the Request For Proposal for
Telecommunications System and directing the City Clerk to advertise for bids.
BACKGROUND
Our consultant, Mike Metcalf of Metcalf & Zaleznik, Inc. (MZI), has completed
the Council-authorized system design study of.our communication requirements
and staff has finalized the Request for Proposal identifying those needs.
The study complements work previously done by MZI comparing the costs of
leasing and/or purchasing a Centrex or PBX system.
DISCUSSION
Given the growth in staffing and the technological advances in the
communications industry in the last 12 years our present system is inadequate
and inefficient. The system does not meet the needs of current staff levels
and will not economically accommodate the increase in personnel we anticipate
in the next few years. The cost of repairs has risen and will continue to do
so as parts become more difficult to locate.
MZI has prepared a design and an RFP based upon on site surveys, interviews
with management and key personnel, an analysis of long distance charges,
etc. The RFP is comprehensive; detailed enough to ensure needs are met yet
taking into account that since deregulation of the industry it is not
possible to look to one supplier for a complete communications package; e.g.,
it cannot specify a certain type of instrument, but it addresses the level of
service required. The City Attorney has reviewed and approved the RFP.
Based on this system design document it is estimated that a new
telecommunications system will cost $100,000 - $120,000. Such an expenditure
will provide a system in the upper-mid range of the available technology.
Whether PBX or Centrex is selected the system will offer the basics of good
line connections, long distance service and new instruments. Through the
ability to design and program many options in-house, it will also offer
features which we do not have but are now considered industry standards;
AUTHORIZATION TO ADVERTISE FOR BIDS - TELECOMMUNICATIONS SYSTEM
December 15, 1986
Page two
e.g., Call Waiting, Automatic Call Back, etc. While even more sophisticated
options .such as data and video transmissions are available, we do not foresee
a need for those features. Either system will easily accommodate expansion.
Due to the nature of the RFP requesting quotes on a lease/purchase and an
acquisition, we will analyze relative benefits and recommend a suitable
appropriation at the time of the bid award.
If authorization for bid advertisement is approved, we could reasonably
anticipate selection and installation of a new system by early to mid-March,
1987.
WAH :ih
Attachment: Request for Proposal
Resolution No. 86-143
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RESOLUTIO# #0. 86-143
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF TUSTIN, APPROVING A REQUEST FOR
PROPOSALS FOR TELECOMMUNICATIONS SYSTEM FOR
THE CITY OF TUSTIN AND DIRECTING THE CITY
CLERK TO ADVERTIZE FOR BIDS
WHEREAS, it is the intention of the City Council of the City of
Tustin, California to secure a new telecommunication system for the City
Hall Complex; and
WHEREAS, the Director of Finance has presented a Request for
Proposals for the said system;
NOW, THEREFORE BE IT RESOLVED that the Request for Proposal
presented by the Director of Finance is hereby approved.
BE IT FURTHER RESOLVED that the City Clerk is hereby authorized and
directed 1:o advertize as required by law for the receipt of sealed bids
or proposals for the performance of the work and delivery of equipment
and materials as specified in the aforesaid Request for Proposal which
said advertisement shall be substantially in the following words:
"NOTICE TO SUPPLIERS"
SEALED PROPOSALS for a telecommunications systems for the City of
Tustin will be received at the office of the City Clerk, Tustin City
Hall, 300 Centennial Way, Tustin, California, until 9:00 a.m. on the 16th
day of January, ..1987, at which time they will be publicly opened~
read.
Plans, specifications and proposal forms to be used for bidding on
this project can be obtained by prospective bidders at the office of the
City Clerk, Tustin City Hall, 300 Centennial Way, Tustin, California
92680.
All bids shall be presented under sealed cover on the proposal form
provided and accompanied by one of the following forms of bidder's
security:
Cash
Cashier's check made payable to the City of Tustin
Certified check made payable to the City of Tustin
Bidder's bond executed by an accredited surety insurer,
made payable to the City of Tustin.
The security shall be in an amount equal to at least ten percent
(10%) of the amount of the bid. A bid shall not be considered unless one
of the forms of bidder's security is enclosed therewith.
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Resolution No. 86-143
Page two
A surety bond for payment of labor and materials will be required in
the amount of fifty percent {50%) of the estimated total contract price
together with a Faithful Performance Bond in the amount of one hundred
percent (100%) of the estimated total contract price in the form attached
to the contract documents. Said bonds shall be issued by a surety
company rated Grade A or better and Class IX or better by the latest
edition of Best's Key Rating Guide.
City of Tustin reserves the right to reject any or all bids and/or
waive any informality on a bid. No bidder may withdraw his bid for a
period of thirty (30) days after the date set for the opening thereof.
The contract will be awarded to the lowest qualified bidder based on
overall review and determination of "lowest bid".
All work to be paid for at the unit prices from appropriated monies.
Pursuant to California Government Code Section 4590, the contractor
will be entitled to post-approved securities with the City or an approved
financial institution in order to have the City release funds retained by
the City to insure performance of the contract.
PASSED AND ADOPTED by the City Council of the City of Tustin,
California, this __ day of , 1986.
ATTEST:
Mayor
City Clerk
Advertise in the Tustin News
December 18, 1986
December 25, 1986
Advertise in the Orange County Register:
December 22, 1986
December 29, 1986
City of Tustin
DONALD J. SALTARELLL/V~yor
RONALD B. HOESTEREY, Mayor Pro Tern
RICHARD B. EDGAR. Council Member
URSULA E KENNEDY, Council Member
JOHN KELLY, Council Member
WILLIAM A. HUSTON, City Manager
December 16, 1986
Prospective Bidder
Ladi es/Gentl emen:
You are invited to submit a written proposal for a telecommunications system
in accordance with the specifications outlined in the accompanying Request for
Proposal, hereinafter referred to as RFP. If, after reading the details of this
RFP, you feel your organization CANNOT deliver this system as specified, please
submit a letter declining to respond.
All submittals will be considered complete. Two (2) copies of your response
must be submitted to City Clerk, City of Tustin, 300 Centennial Way, Tustin,
California 92680 no later than 9:00 a.m., January 16, 1987. Late bids will not
be returned. Submit bids in a Sealed Envelope; state on the envelope "CITY OF
TUSTIN, TELECOMMUNICATIONS SYSTEM."
If you have any questions regarding the specifications, please contact Mr.
Mike Metcalf, Metcalf & Zaleznik, Inc., (714)833-1993.
Si ncerel y,
RAN: j h
Attachment
Ronald A. Naul t
Director of Finance
300 Centennial Way · Tustin, California 92680 · (714) 544-8890
of Tustin
DOHALD J. SALTARELLt, Mayor
RONALD B. HOESTEREY, Mayor Pro Tern
RICHARD B. EDGAR, Council Member
URSULA, F_ KENNEDY, Council Member
JOHN KELLY, Council Member
WiLlIAM A. H(JSTON, Cit~ Manager
REQUEST FOR PROPOSAL
FOR
TIlE CITY OF TUSTI#
TELECOMIqUNICATIONS SYST£MS
DECEMBER 16, 1986
300 Centennial Way · Tustin. California 92680 · (714) 544-8890
TABLE OF COBTE#TS
II.
III.
IV.
Ve
VII.
VIII.
IX.
Xe
XI.
XII.
XIII.
RFP INSTRUCTIONS AND CONDITIONS ....................... 1
CONTRACTOR INFORMATION ................................ 6
SYSTEM CONFIGURATION .................................. 10
TECHNICAL REQUIREMENTS ................................ 13
PRODUCT FUNCTION AND DESIGN ........................... 16
A. System & B. Station Features ...................... 17
C. Console Features .................................. 23
SPECIAL REQUIREMENTS .................................. 26
POST AND PRE CUT PRICING .............................. 27
TRAINING .............................................. 29
MAINTENANCE PRICING ................................... 30
SERVICE RESPONSE ...................................... 31
CONSULTING SERVICES ................................... 32
OPTIONAL PRICING ...................................... 33
SYSTEM PRICE .......................................... 34
LEASE PURCHASE ........................................ 35
SYSTEM PRICING SUMMARY ................................ 36
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I. RFP INSTRUCTIONS AND CO#DITIO#S
1. Proposals submitted in answer to the following bid specifications shall
comply with the following procedures, no later than 9:00 a.m., Friday, January
16, 1987.
2. Definitions: The following meanings are attached to the following words
when used in these specifications and the contract. The word "City" means the
City of Tustin. The words "bidder", "vendor" or "supplier" means the person,
firm or corporation submitting a bid on these specifications or any part
thereof.
3. Bid Form Preparation: All vendors responding to this proposal must use the
forms supplied with this document. All blanks in the form must be appropriately
filled in. All bids must be submitted directly to the City Clerk in a sealed
envelope bearing the name of the bidder, his address and the name of this
project, "CITY OF TUSTIN, TELECOMMUNICATIONS SYSTEMS." It is solely the
responsibility of the bidder to see that the bid is received in proper time.
Any bid received after the bid closing will not be returned.
4. Bid Consideration: The City reserves the right to reject any or all bids,
or to waive any irregularities or informalities in any bids or in the bidding.
Award of contract will be based upon a total review and analysis of each bid.
5. Product Capability: Bidder should be prepared to include any and all
statements made in their bid response in the final contract for equipment and
services. The inability to contractually guarantee any statement made or
specification stated could result in bidder disqualification.
6. Errors and Omissions: Failure to provide answers to any item{s) may
subject the bid proposal to rejection.
7. Signature: The bid must be signed in the name of the bidder and must bear
the signature in longhand of the person or persons authorized to sign the bid.
8. Modifications: Changes in or additions to the bid form, recapitulations of
the work bid upon, alternative proposals, or any other modification of the bid
form which is not specifically called for in the bid form amy result in
rejection of the bid as not being responsive to the Proposal request. No oral
or telephonic modification of any bid submitted will be considered, and a
telegraphic modification m~y be considered only if the postmark evidences that a
confirmation of the telegram duly signed by the bidder was placed in the mail
prior to the opening of bids.
9. Interpretation of Drawings and Docents: If any vendor is in doubt as to
the true meaning of any part of the plans, specifications or other supplied
documents, or finds discrepancies in, or omissions from the drawings and
specfications, the vendor may request an interpretation or correction thereof.
The vendor submitting the request shall be responsible for its prompt delivery.
Any interpretation or correction of the documents in question will be made only
by addendum which will be mailed, delivered or made available to each vendor
bidding this job. No oral interpretation of any provision in the contract
documents will be made to any bidder.
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10. Request for Informtton: Any question relative to the bid should be
directed to Metcalf & Zaleznik, Inc., (714) 833-1993.
11. Bidders Conference/Site InsPection: To be considered a responsible bidder,
each vendor shall attend a Bidders Conference which will be held at the City of
Tustin, 300 Centennial Way, Tustin, California 92680 on January 6, 1987 at
12:00 p.m. A site inspection to verify the scope of work required and acquaint
bidders with all conditions pertinent to the job being proposed will be
conducted in conjunction with the Bidders Conference. No other site inspections
will be conducted.
The failure or omission of any bidder to receive or examine any necessary
document, form, instrument, addendum or other document or to attend the
Bidders Conference shall in no way relieve any bidder from obligations with
respect to his bid. No claim for extra payment will be allowed on the basis of
contractor's lack of knowledge of existing conditions and problems arising
therefrom.
The submission of a bid shall be taken as prima facia evidence of compliance
with this section.
12. Withdrawal of Bids: Any bidder may withdraw its bid either personnally, by
written request or by telegraphic request confirmed in the manner before
specified at any time prior to the scheduled closing time' for receipt of bids.
13. Agree~nts and Bonds: All bids shall be accompanied by one of the
following forms of bidder's security:
a. Cash
b. Cashier's check made payable to the City of Tustin
c. Certified check made payable to the City of Tustin
d. Bidder's bond executed by an accredited surety insurer,
made payable to the City of Tustin.
The security shall be in amount equal to at least ten percent (10~;) of the
amount of the bid. A bid shall not be considered unless one of the forms of
bidder's security is enclosed therewith.
The successful bidder, as contractor, will be required to provide and furnish,
prior to execution of an Agreement, a Labor and Materials Bond in the amount of
fifty percent (50~) of the amount of the purchase price and a Performance Bond
shall be provided in the amount of one hundred percent (100~) of the purchase
price, each by a bonding or insurance company authorized to do business in the
State of California and rated Grade A and Class IX or better in Best's Guide.
14. Listing Subcontacters: Each bidder shall submit a list of the proposed
subcontractors on this project. Forms for this purpose are furnished with bid
forms.
15. Erasures: The bid submitted must not contain any erasures, interlineations
or other corrections unless each such correction is suitably authenticated by
affixing in the margin immediately opposite the correction the signature or
signatures of the person or persons signing the bid.
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16. Bidders Interested [n 14~re Than One Bid: No person, firm or corporation
shall be allowed to make, file or be interested in more than one bid for the
same work unless alternate bids are specifically called for. A person, firm or
corporation that has submitted a proposal to a bidder or had quoted prices of
materials to a bidder is not thereby disqualified from submitting a subproposal
or quoting prices to other bidders making a prime proposal.
17. Worl~man's Co~nsation: In accordance with provisions of Section 3700
ofthe labor code, vendor shall secure the payment of compensation to 'his
employees.~ Vendor shall sign and file with client the following certificate
prior to performing the work under this contract: "I am aware of the provision
of Section 3700 of the labor code which requires every employer to be insured
against liability for workman's compensation or to undertake self-insurance in
accordance with the provisions of that code, and I will comply with such
provisions before commencing the performance of the work of this contract." The
form for such certification will be included as part of the contract documents,
18. Evidence of Resi~)nslbility: Upon request of the City, a bidder whose bid
is under consideration for the award of contract shall submit promptly to the
City satisfactory evidence showing the bidders financial resources, his
installation experience and his organization is available for performance of the
contract.
19. Delays and Extension of Time: If the vendor is delayed at any time in the
progress of the work by an act or neglect of the City, or of its employees, by
an act of god or other casualty which the vendor could not have foreeen: by
strikes, boycotts, or like obstructive action by employees or labor
organizations which is not due to any act or conduct over which v. endor has
control, then the time for completion shall be extended for such reasonable time
as the City may approve. Extensions of time will be approved based on actual
effect of actions on the job, not on simple occurence of action and extensions
of time shall apply only to that portion of the work affected by the delay, and
shall not apply to other portions of work not so affected. No extension of time
on account of such delays shall be allowed unless promptly applied for and
justified in writing by the vendor and written approval of same is obtained by
the client.
20. Ooclntatton: Vendor shall provide two (2) complete sets of the following
data: Installation wiring diagrams, complete instruction manuals, schematic
drawings, service instructions and test documentations.
21. W~rranty: The system shall be guaranteed for a period of one (1) year from
the date of acceptance or first beneficial use, whichever comes first, against
defective materials, design, workmanship or improper adjustments. Any defective
materials or components shall be replaced at no expense to the owner, provided
failure was not caused by neglect or abuse.
22. Spare Parts: The vendor shall maintain or have available a complete supply
of replacement components for repair should servicing become necessary.
23. Worlmmnship: The work herein specified shall be performed by fully
competent workmen in a thorough manner. All materials furnished by the
contractor shall be new and shall conform to the applicable requirements of
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Underwriters Laboratories and shall be completed to the sa tisfaction of the
client or client's representative.
24. System :omponents: At the time of submittal, the vendor shall submit a
complete and accurate listing of all major components to be used in the .assembly
of the system, as well as block diagrams indicating the proposed location of all
equipment to be furnished. Any modification of standard equipment necessary to
meet performance requirements shall be fully explained and must be accompanied
by accurate schematic diagrams.
25. Liquidated Damages: Time is of the essense for completion of this
project. It would be difficult or impractical to determine actual damages
arising from the vendor's failure to have the specified new telephone system in
all respects installed and ready for use within 60 days at stated in the City's
"Notice to proceed." Therefore, if the vendor fails to have the system, in all
respects,, ready for use on said date or any extension thereof duly authorized by
the City in writing, then the vendor shall pay to the City, the sum of One
Hundred Fifty Dollars ($150.00) for each and every day after said date that the
telephone system is not in all aspects ready for use as, and for, liquidated
damages and not as a penalty of which shall be the damage sustained by the
City. The amount of liquidated damages may be deducted by the client from
monies due to the vendor.
Installation Costs: All costs of installation required by the vendor shall be
the responsibility of the successful bidder and shall be included in the cost
set forth in the bid form.
26. The Contract Award: The bidder to whom the award is made will be required
to enter into a written contract with the City of Tustin. A copy of the Notice
Inviting Bids, the Bid response and the Bid Specifications, will be attached to,
and form a part of the contract. All materials and services supplied by the
vendor shall conform to the applicable rquirements of the City or County
municipal codes, and state or federal laws, covering labor and wages, as well as
conforming to the specifications contained herein. In case of default by the
vendor, the City reserves the right to purchase the telephone system from
another source and to hold the vendor responsible for any excess cost incurred
by the City hereby.
27. Custo~r Service Representative: The successful bidder shall provide, at
no additional cost, a Customer Service Representative to the City commencing
with the execution of the contract through the period of installation and
warranty. The purpose of these services will be to relieve the City of all
equipment ordering, line ordering and overall coordination, planning and staff
training for the entire project.
28. Bid Exceptions: Any and all exceptions which are taken in response to this
bid must be clearly stated in your response. Bid exceptions may or may not
result in disqualifications of the bid. Any exceptions taken will be considered
and weighed on relative importance by the City and the City's representatives.
Allowance of exceptions will be determined by the aforementioned, whose findings
shall be final. Any bid exceptions or additional conditions requested after bid
closing, will be disallowed.
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29. Bid Negotiations: The City reserves the right to negotiate final terms
with the selected bidder as Contractor. A response of "Negotiable", "will
negotiate", or similar, will be considered as noncompliance with the specific
i tern.
30. Conflicts: In the event of any conflicts or ambiguities between
instructions and state or federal laws, such laws shall control.
31. Certification of Completion: The vendor shall submit to the owner a
"Certificate of Completion" to assure that the system has been tested, is in
proper operating condition and has met all performance requirements. The final
test shall be made in the presence of the City's representative who will given a
test date a minimum of five (5) days in advance.
32. Insurance: The vendor shall maintain insurance adequate to protect him
from claims for damages from personal injury, including death, and damage to
property which may arise from operations under the contract. The vendor shall
be required to file with the client certificates of such insurance. Failure to
furnish such evidence shall be considered default of the vendor.
33. Permits and Licenses: The successful bidder and all of his employees or
agents shall secure and maintain in force such licenses and permits .as are
required by law, in connection with the furnishing of materials, articles or
services herein listed. All operations and materials shall be in accordance
wi th 1 aw.
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II. CONTRACTOR INFORNATION
FORM OF ORGANIZATION
Sole Proprietorship
Partnership
Corporation (Date of Incorporation)
LENGTH OF TIME IN COMMUNICATIONS BUSINESS
DISTRIBUTO~ FOR PROPOSED SYSTEM
Name:
Address:
NUMBER OF FULL-TIME EMPLOYEES IN SOUTHERN CALIFORNIA
Administrative Staff
Journeymen Technicians (Factor Trained)
Apprentice Technicians
Customer Service Support
STAFF OF FACILITY SERVING THE CITY OF TUSTIN
Address:
BANK
General Manager:
Sal es Manager:
Service Manager:
Installation Manager:
Engineering Manager:
Programming Manager:
Training Manager:
REFERENCE:
Name:
Address:
Telephone:
Contact:
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TRADE REFERENCES
Using Space Below, List Four, Giving Name, Address, Telephone and Contact.
1. NAME:
ADDRESS:
TELEPHONE:
CONTACT:
NAME:
CONTACT:
ADDRESS:
TELEPHONE:
3. NAME:
CONTACT:
ADDRESS:
TELEPHONE:
4. NAME:
CONTACT:
ADDRESS:
TELEPHONE:
CONTACT:
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TOTAL NUMBER OF PBX SYSTEMS INSTALLED BY THE CONTRACTOR IN THE SOUTHERN
CALIFORNIA AREA
TOTAL NUMBER OF PBX SYSTEMS OF THE TYPE AND GENERATION PROPOSED INSTALLED BY
CONTRACTOR WORLD WIDE
TOTAL NUMBER OF PBX SYSTEMS INSTALLED OF THE TYPE AND GENERATION PROPOSED BY
CONTRACTOR IN THE SOUTHERN CALIFORNIA AREA
WILL THE SWITCHING EQUIPMENT MANUFACTURER PROVIDE A WRITTEN GUARANTEE FOR THE
PROVISION OF REPLACEMENT PARTS AS WELL AS MAINTENANCE AND INSTALLATION SERVICES
SHOULD THE CONTRACTOR BE UNWILLNG OR UNABLE TO PROVIDE THOSE SERVICES FOR A
MINIMUM PERIOD OF TEN (10) YEARS FROM THE DATE OF THE SYSTEM ACCEPTANCE?
YES NO
IF THIS GUARANTEE IS NOT AVAILABLE, WHAT GUARANTEE OF CONTINUED MAINTENANCE,
INSTALLATION AND REPLACEMENT PARTS CAN THE CONTRACTOR AND MANUFACTURER PROVIDE?
DESIG#ATIOM OF SUBCONTRACTORS
Subcontractor Address
Work To Be Done
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THE FOLLOWING ITEMS MUST ALSO BE INCLUDED AS PART OF YOUR RESPONSE TO THE
REQUEST FOR PROPOSAL. PLEASE CHECK AS INCLUDED
REFERENCE LIST 15 REFERENCES
SAMPLE SALE
EQUIPMENT ITEMIZATION
CONSOLE OPERATOR MANUAL
STATION USER MANUAL
TRADE-IN ALLOWANCE AGREEMENT
BUY-BACK AGREEMENT
'SUPPLIER/MANUFACTURER GUARANTEE
SYSTEM BROCHURES
DEFINITION OF FEATURES AND BENEFITS
SAMPLE LETTER OF AUTHORIZATION TO PACIFIC TELEPHONE
TECHNICAL SYSTEM DESCRIPTION, INC.
SAMPLE DATA BASE DOCUMENT SHEETS
TWO COPIES OF RFP
SAMPLE ACCOUNTING SYSTEM REPORTS
ANNUAL REPORTS
SPACE, POWER AND AIR CONDITION REQUIREMENTS
EXTRAORDINARY ITEMS BEYOND SPECIFICATIONS
DETAILED FLOORPLAN
TRADE REFERENCES
TH'E RESPONSE TO THIS PROPOSAL WAS PREPARED BY
I hereby certify the information contained, herein is accurate and represents the
system and prices that our company is offering.
(Signature)
(Name)
(Title)
(Date)
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III. SYSTEN CO#FIGUI~TION
Are the proposed single-line phone sets Analog or Digital?
Are the proposed multi-line phone sets Analog or Digital?
Are the proposed PABX Analog or Digital?
WIRING
Listed below is the minimum acceptable requirements for the proposed project.
Please indicate if your product meets these requirements.
Definitions for each category are given below:
(4)
(1) (2) (3) Maximum Item
Response Equipped Wired Capacity Capacity Description
124 168 224 336 Station Lines
36 40 56 72 2-Way Trunks
6 .9 NA NA OPX's
10' 12' 16' 24* DID Trunks
i 2 4 4 Consol es
(1) EQUIPPED: All required shelves, wiring and circuit cards are installed and
available for live assignment.
{2) WIRED: All required shelves, wiring and backplane slots are installed to
accommodate this expansion at medium traffic loads. Simply add circuit cards.
(3) CAPACITY: Shelves, wiring and circuit cards may be added to the wired
specifications (with the expanded system being at medium traffic loads), WITHOUT
having to add additional cabinets or CPU or software.
(4) MAXII~UI~ CAPACITY: Shelves, wiring, circuit cards, auxiliary cabinets and
CPU may be installed to accommodate this expansion, with the expanded system
being at medium traffic loads.
* Separate price for DID trunk cards. Automated Attendant Service Prices
should also be submitted as a comparison to DID costs.
Provide specific information on your proposed configuration. Use the same
definitions as above. If you project is port oriented, so indicate in capacity
and maximum capacity columns. (Use separate sheet.)
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HARDWARE
ARE THESE ITEMS INCLUDED IN YOUR BID?
Model
Response Quoted
51 'Single-Line desk telephones with TAP or electronic
feature activation button.
5 Single-Line mini-wall telephones with TAP or electronic
feature activiation button.
8 Mul ti-line executive telephones with Display and
Speakerphone (minimum of 15 line appearances)
15 Multi-line telephones with Display only (minimum 15
line appearances)
23 Mul ti-Line telephones with common feature buttons
(minimum 5 line appearances)
5 Multi-Line telephones wth common feature buttons
(minimum 15 line appearances)
2 Single-Line telephones with speakerphones (full duplex
only)
2 1A2 Six-line Key Service Units with Power Supplier &
Interrupter
6 400E Line Cards
2 10 Station Intercom
2 Thirty Button Recessed Call Directors. See Note A
10 Prewires (Jacks that are wired and live.)
i Attendant Console, with alphanumeric character display,
informs attendant of call processing and system status
information, including the source of a call and an
indication of calls waiting to be processed. Console
must have release loops. (If a busy lamp field is Not
included in the cost of the attendant console, list price
in the optional pricing section.
i Attendant headset
BIDDER'S COMMENTS
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NOTE A.
The Dispatch'center in the Tustin Police Department has two (2) 30-button Call
Directors recessed in a motorola desk dispatch center.
All vendors should inspect this area to insure any proposed Call Directors will
be able to be installed inside the current desk.
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IV. TECHNICAL REOUIRENENTS
This information is to be completed by Contractor and returned ~ith the other
RFP documents.
SYSTEM PROPOSED
Manufacturer/Factor Location:
Model 'Designation:
Technology
Control type (check) Processor~ Wired~
Network type (PMC, PAM, Space, Frequency, etc.)
Memory Type (PROM, ROM, RAM, etc.) and type of back up
Feature package, or Software Package, or Release Package proposed in
system. (Example: Feature Package 7, Release 6, RTU/305 Basic Program,
etc.) and Date of Manufacturer Release
Memory available in system as proposed (expressed in "K")
Number of cabinets required per installed system configuration
Cabinet Primary Power Requirement
Cabinet Dimensions
Power Dissipation
Humidity Range
Operating Temperature Range
Air Conditioning Required? Yes
Tons Air Conditioning {If Needed)
Cabinet Heat Generated
UL Approved? Yes No
FCC Registration Number
Ringer Equivalent
No
UL Listed Number
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Power Supply Manufacturer
Voltage Fluctuation Tolerances in Switching System Proposed
CPU Manufacturer
SWITC~ ING/NElli~)RK CAPACITIES
What is the maximum number of conversations, trunk lines, internal
communications, etc., that occur simultaneously in the system as installed
per this RFP?
What is the maximum number of time slots available in the system as per
this RFP?
Does a time slot take up one talking path or two? If your system has, for
example, 200 time slots, does this mean there are 200 simultaneous
conversations available, or only 1007
State number of total talking paths available in the system proposed.
Maximum Trunks Available
Maximum Lines Available
Station Instrument Manufacturer(s)
For Single Line Telephone Stations
For ETS, ECTS, feature phones, proprietary phones, etc.
LONG DISTANCE CONTROL
Does the proposed switching system provide for the equipment necessary to
provide 6-digit toll restriction?
What is the maximum number of Area and Office codes that the toll
restriction will address in the proposed system?
Is toll restriction available on a "class of service" basis?
What is the maximum number of classes of service available in your system
proposed?
-14-
ENVIRONMENTAL AND SWIT~ING REQUIREMENTS
What is the exact required size of the area/room required? (W'xD')
Initial installed configuration
At maximum model capacity
Can your system function in a room that has no air conditioning?
Can it'function with no air exchange in a room (over weekends?)
Any other condition such as dedicated power, floor tile, air conditioning
required in the switch room? List these requirements.
Electrical requirements; i.e., number and type of electrical outlets
required
Wattage consumption at 50% load or efficiency?
Does the proposed switch room fit your own company requirements for a
telephone switching room?
Prepare a detailed "blue line" drawing for the space and environmental
conditions required for your system at both initial capacity (i.e., 1
cabinet) and full capacity (i.e., 2 cabinets) with ancilliary equipment
(electronic mail, data, etc.)
NOTE: This blue line drawing MUST be provided with response.
-15-
V. PRODUCT FUNCTION AND DESTGN
On the following pages are lists of PABX features with brief descriptions.
n ii
the column that is headed "User Requirenm ts you will
specific features as follows:
Code
~Y
N
0
In
find the City's need for
Exp1 anatibn
Required by City
Not Required
Optional, City has interest in feature but inclusion is
not n~ndatory. If option is available, please quote
price.
Use the following codes to respond:
Code
S
OI
OP
NA
Exp1 anation
Standard in System
Optional, Price Included
Optional, Price Indicated
Not Available
-16-
A. SYSTEM FEATURES & B. STATIO# FEATURES
Requirement Response
A.1 Alarms
The attendant console has indication te show status
of system. There are major and minor alarms
A.2 Automatic Route Selection
Provides access to automatic routing of out-going
calls over alternative trunks with optimization based
on the area code and prefix, time of day, etc.
A/B.3 Automatic Call Back
Upon receiving a busy signal from a called station
Automatic Call Back allows originating station to
receive a call back as soon as the called station
becomes idle.
A/B.4 Automatic Privacy
All line appearances on multi-line telephones are
automatically private unless the station user
activates privacy release or conference
A/B.5 Automatic Release from Hold
If an outside party hangs up after being placed
on' hold the system automatically releases the line.
A.6 Battery Back-Up
In the event of power failure the battery back-up
powers the system for a minimum of 4 hours. Also
the system should retain any programmable memory
for a minimum of 5 years.
A/B.7 Call Waiting/Camp On
The incoming call will hear music indicating a
camped-on condition, while the station will receive a
tone burst to indicate a call is waiting. The call is
automatically returned to the attendant at an
adjustable time period.
A.8 Calling Number Display
Provide attendant with the number and class of
service of the inside station that has dialed "0"
-17-
A.9 C.O.A.M. Access RS-232 Comparable
Customer owned and maintained systems include
paging, dictation, accounting equipment.
A/B.iO Console-Less Operation
Through th~ use of UNA I or UNA 2 or trunk
answer from any station (TAFAS), station call
transfer features, internal stations may answer
incoming calls and process them.
A.11 Call Forwarding
Allows a station to call forward calls to another
internal station or outside line. Call forward
when: Busy, No Answer, Busy & No Answer
A/B.12 Call Pick-Up
Allows stations to be programmed into groups.
When stations ring, any station in the group may
pick-up calls for any other station. (Specify
how many pick-up groups are possible.)
A.13 Digital Data Switching
Permits the transmission of data in digital form
between stations within a PBX or between a station
and a digital trunk.
A.14 Direct Department Calling
Allows calls on a certain trunk group or group of
trunks to be routed to a specific station or group
of stations.
A/B.15 Direct-In Lines (DIL)
This feature allows direct termination of Central
Office calls to specific stations, by-passing the
consol e.
A/B.16 Direct Inward Dialing
This capability allows an incoming call to reach
any station line without attendant intervention
or assistance.
Requirement Response
-18-
A/B.17 Distinctive Ringing
The system has the ability to alert a station
user by ringing patterns, as to whether a call is
internal or an outside call.
Requirement Response
A/B.18 Do Not Disturb
The ability' to deny incoming calls to a station while
in the Do No Disturb mode. Calling stations receive
a distinctive ringing indicating this condition.
A.lg Direct Inward System Access
Allows an employee from a remote site to call
in to the switch using a security code and the
system provides access to all features and
extensions normally available.
A.20 Executive Display
This display provides information to the executive
or sub-attendants regarding origin of call, destination
of call, station status, programmed options, etc.
A/B.21 Executive Override
Permits executive override of station busy and do not
disturb from selected stations.
A/B.22 Flexible Ringing Assi~nmeqt
Provides flexibility of lines to ring on pre-determined
stations. Different trunks may ring on separate stations.
Program changes when in UNA 1 and UNA 2.
A.23 Flexible Station Numbering
Allows station numbering in accordance with customer-
desired numbering plan.
A/B.24 Group Call Pick-Up
Stations may be programmed into groups by
department. Any station within a programmed
group may answer other stations's calls within the
group. Some groups have the need to answer calls
in additional groups besides their own.
-19-
A/B.24.5 Hold Recall
When a station user puts a call on hold, after
a specfied interval the telephone is re-rung.
A.25 Hunt Groups
Stations may be programmed into hunt groups
for incomiffg calls. When attendant transfers calls
to the group it connects with the first available
station in the group.
A/B.26 Last Number Redial
Upon receiving a busy signal from the central
office, a station user may redial the last busy
number by pushing one button.
A.27 Multiple Classes of Service
Features and restrictions are allowed or denied
on a per station basis.
A.28 Music on Hold
A customer-provided music sources is applied
when a call is placed on hold or in a camped-on
condition.
A.29 Night Service
Incoming calls, normally directed to the attendant
activate a night signal. Any station with appropriate
class of service may answer these calls.
A.30 Off Premises Stations
An extension station may be located away from
the main PBX. This station may have access to
all lines and features.
A/B.31 Off Hook Call Announce
An extension with the appropriate class of service
may intercom a busy multi-button station and still
be capable of communicating through the speaker.
A/B.32 Outward Restrictions
Pre-selected station lines within the system are
denied the ability to access the exchange network
without the attendant.
-20-
Requirement Response
A/B.33 Paged Call Park
This is for a person who is not usually at a
specific phone, but is assigned an identification
number. When the number is paged, the person
has only to dial the number.
A.34 Pilot Hunt Group
A pilot hunt group is a station number with no
associated physical equipment. This number may
be assigned to a group of phones so that the calls
to the pilot number will rotary through the group
like a standard hunt group, ringing the first
available station in the group.
A.3S Power Failure Transfer
Provides service to and from exchange network
for a limited number of pre-arranged stations.
Indicate number of stations per group and cost.
A.36 Remote Maintenance/Diagnostics
The system can be accessed remotely to analyze
or correct any software problems. Also provides
help in localizing problem areas assuring any
dispatched service engineer has the necessary
parts on hand to accomplish the repair.
A/B.37 Toll Restriction
The ability to dial an area code is determined by
a station's class of service.
A.38 RS-232 Interface
Peripheral SMDR equipment may be connected to
the PBX, then enabling storage of SMDR info.
A.39 Secondary Answering Position
A station may be assigned as an overflow for
incoming calls which may be answered at this
station.
A.40 Speed Calling
Two or three digit codes are used to reach
frequently called numbers. Indicate maximum
number of system speed dials numbers and
individual speed call numbers.
-21-
Requirement Response
A.41 Station Message Detail Recording
SMDR provides the following station information:
i. Station Number
2. Starting Time
3. Date
4. Number Called
5. City Billing Code
6. Duration' of Call
7. Trunk Number
A.42 Station Transfer
A station may extend a call either screened or
unscreened.
A.43 Traffic Reports
Categorized call counts including internal calls,
incoming calls, outgoing calls, calls to each
attendant console. Attendant console answer
delay and trunk usage reports are accumulated
and may be printed on demand.
A.44 Trunk to Trunk Connection
The system can extend an incoming and outgoing
call from one trunk to another. This feature can be
activated by a station with the appropriate class
of service as well as the attendant.
A.45 Universal Night Answer
The system may be placed in Universal Night Answer
to allow station users who work after hours to have
the ability to answer incoming calls directly.
Requirement Response
.y
-22-
C. ATTENDANT CONSOLE FEATURES
C.1 Attendant Call Forwarded Indication
When the attendant enters the number of a
station to which the attendant desires to
extend a call, both the station number dialed
and the actual number to which the system is
placing the call will appear in the visual display.
C.2 Attendant Call Hold
The operator may place a call on hold while
answering other incoming calls. Please indicate
the number of calls that can be put on hold.
calls may be put on hold.
C.3. Attendant Call Transfer
A station user, while connected to an outside
trunk is able to transfer that trunk to the attendant
permitting the operator to handle the further
processing of that call.
C.4 Attendant Camp-On
An incoming call which is ~xtended to a busy
station is automatically placed on Camp-On
if the calling party desires to wait.
C.5 Attendant Conference
Attendant can set up a conference call for the
customer. Please state maximum number of
internal conferences-- Please state the
maximum number of outside trunks per
conference
C.6 Attendant Station Number Display
When the attendant is connected with an internal
station, the 3 or 4 digit station number, as well
as class of service is displayed.
C.7 Automatic Recall
The attendant is automatically recalled by
an unanswered, camped-on, or held call.
Requirement Response
C.8 Busy Verification of Station Lines
Allows the attendant to verify if a line is
actually in use.
C.9 Busy Verification of Trunks
Allows an a-ttendant to test all facilities for
dial tone and function.
C.10. Call Forward Attendant
Allows attendant to set up or cancel call
forwarding for any station.
C.11 Called Number Disp).~y
When a call is originated, by the console, the
number dialed is displayed on the console.
C.12 Digital Clock
Part of the console visual display is dedicated
to a display of time and date.
C.13 Direct Paging Access
Attendant can access City's paging system
by depressing a single button.
C.14 Extendable Class of Service
The operator may place a call for a restricted
station user, or the attendant can extend the
station's class of service on a one-time basis.
C.15 Incoming Trunk Display
Each time a trunk is answered by the attendant
the trunk in use is identified on the console
C.16 Night Service
When the attendant has turned on UNA to
indicate console is unattended, the
assigned night bell or stations will sound when
there are incoming calls.
Requirement Response
-24-
C.17 Numeric Display for Attendant
All numbers which the attendant keys into the
system using the keypad will appear on the
console visual display.
C.18 Serial Call
When an indoming trunk caller wishes to speak
to more than one extension and desires to be
recalled to the attendant following completion
of the first connection.
c.lg. Splitting Attendant Privacy
Trunk-to-station calls are automatically
split to allow the attendant to speak to each
party privately.
C.20 Station Busy Indication.
The console is equipped with a display which
indicates when a station is busy.
C.21 Trunk Group Selection
The attendant may use a key to select the
next available trunk or trunk group.
C.22 Trunk-to-Trunk Connection
The attendant has the capability of extending
an incoming Central Office trunk call to other
trunks within the system.
Requirement Response
-25-
VI. SPECIAL R£QUIR£I4ENTS
Include all pricing for this section on separate sheet entitled
Pricing for the City of Tustin".
SPECIAL REQUIREMENTS
1. Voice Paging
It is necessary to quote external ceiling speakers with volume control.
$ Each Speaker, including Installation
$ Each Corridor Speaker, including Installation
$ 100 Watt Amplifier
$ 200 Watt Amplifier
How many Zones of external paging are available?
Are there any additional costs for each zone?
"Optional
2. Call Accounting
What Call Accounting System(s) do you offer?
List the installed price of each including software.
How many call records maximum can the system store?
What kind of printer is being proposed?
Total Price, including software $
3. Voice ~tatl
Please quote a 4 or 8 port Voice Mail system installed.
List references for Call Accounting and Voice Mail
NAME ADDRESS
TELEPHONE CONTACT
-26-
VII. POST AJiD PRE CUT PRICING
What is the cost of the following equipment if added or deleted prior to the
installation and for the first year after system acceptance? Assume that all
equipment is to be touchtone equipped. The prices listed here should include
all labor, cable and necessary hardware for the complete instalation of the
equipment as required. Note: use only this form, do not use any other form or
your responses to the RFP will be considered invalid.
SALE PRICE'
Single-line mini-wall
Single-line desk set w/Tap
Single-line w/speaker phone
Electronic Telephone Multi-Line
Up to 15 lines
Electronic Telephone Multi-Line
Up to $ Lines
Executive Display Telephone
w/Speakerphone
Nine-foot handset cord
Thirteen-foot handset cord
Plantronics lightweight headset
or equivalent
Night bells (external)
Amplified handset (adjustable)
Telephone station confidencer unit
8-Party Conference Capability
Station line card for switching
equipment with~lines/card
Central office trunk card for
switch with trunks/card
Off premise station extension line
card for switch with OPX/card
Common Equipment Shelf or Carrier
-27-
Pre- Post-
Installation Acceptance
SALE PRICE
Additional Call Storage Tapes/
Diskettes
Electronic Station Line Card
with stations/card
Data Transmission Line card
with circuits/card
Additional Attendant Console
Battery Back, 4 and 8 Hours
Pre- Post-
Installation Acceptance
For the above )rices include any necessary labor, cable and hardware
-2 8-
VII.TRAINING
The City's console operators will be trained on the operating procedures of the
PBX Consoles. Indicate below the degree of training that will be provided prior
to cut-over. Training assistance will be required by the City on-site for a
period of five-days after cut-over.
A. Training will be:
1. on customer premises
2. on vendor premises
B. Training will be:
1. classroom in nature
2. performed on live equipment
The City's employees will also require the following:
1. On-site use instruction and classes.
2. Handbooks in sufficient quantity.
3. One employee will receive training for
administrative changes, trouble reporting
and other detailed training.
Continuous training may be needed by the customer over the useful like of the
PBX. Indicate how many training programs the customer will have access to and
the cost (if any) for post-cutover training.
On what basis will classes on new software releases or performance upgrade be
available to the City?
-2 9-
IX. MAINTENANCE PRICXNG
The bidder agrees to maintain and repair all PBX equipment and all equipment
supplied by the successful bidder. The bidder to restore service in all major
and minor outages and keep the system in working condition.
The following prices are to reflect basis maintenance, exclusive of any options.
In
basis:
2.
3.
1. Monthly Rate
the event the customer prefers
1st Year 2nd Year
to engage services on a time and materials
Hourly rate
Travel time
Additions, moves and changes not related to service or maintenance are priced
for labor only:
4. Hourly rate
5. Travel time
If the bidder proposes inflation protection, please indicate:
The vendor agrees that the prices quoted in items 1, 2, and 3 will not
increase more than % per year for years.
Items 4 and 5 will not increase more than % per year for
years.
-30-
X. SERVICE RESPONSE
Please fill in the following blanks with your best service response parameters
to be provided by the successful bidder.
1. Emergency maintenance/repair service will be available to the City:
A. days per week
B. hours per day
2. In the event of a major outage, which is defined as the inability to
make or receive calls:
A. A technician will be on site
3. In response to a request for moves, changes, additions, or trunk
additions:
A. A technician will be on site
4. In the event of a minor problem having little impact on the customer's
servi ce:
A. A technician will be on site
5. The successful vendor will maintain on his premises:
Ae
spare units for each item that is plug-in replaceable.
6. In the event of any processor or common equipment failure that chariot
be repaired on site, the equipment shall be:
A. Replaced in
hours with new processor.
In cases where the problem relating to a system outage is ambiguous as
to the location of the problem, the successful vendor agrees to locate
the problem source and coordinate the correction of the problem with
the phone company when necessary.
8. The successful vendor must agree to include the responses in this
section in the final contract with the City.
-31-
XI. CONSULTING SERVICES
Metcalf & Zaleznik, Inc. as the consultant for the City, is qualified to perform
the following tasks for the smooth and efficient installation and cut-over of
the PBX.
1. Order all facilities required of the utility company for
connection to the new PBX.
2. Coordinate testing and cut-over planning.
3. Coordinate system acceptance by City.
Since the implementation work ou~ine above will tend to reduce the vendor's
cost, I suggest that any and all savings be passed on to the City in the nature
of an additional reduction of the purchase price. This discount should be
quoted as an exact amount in the financial section of this RFP.
-32-
DESCRIPTION
XII. OPTIONAL PRICING
PRE POST QUANTITY TOTAL COST
-33-
XIII. SYSTEPl PRICE
Pr tces
Basic installed system price
Tax
Total System Cost
Less Consultant Services Discount
Adjusted System Price
System Monthly Maintenance After
The First Year's Warranty
Options
Vendor's Recommended Options
On site SMDR
Printer Terminal
CRT
Auto Route Selection
Remote System Access
Forced Account Codes
* YES if included in basic Installed System Price
NO if not included
$
$
$
$
$
$
$
$
$
* Included
-34-
LEASE PURCHASE
The Bidder further agrees to provide a 60 or 84 month lease with a purchase
option plan.
Down Payment
Amount to be Leased
Lease Rate.Factor
Monthly Payments (g x h)
Purchase Option (after 60 or 84 months)
To%al Cost of Lease Contract
Name of Leasor
(f) $
(g) $
(h) $
(i) $
(j) $
(k) $
Bidder's Comments
-35-
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Vendor Name:
REQUEST FOR PROPOSAL
CZTY OF TUST[N
System Prtctng SL_~_ ry
Product Bid:
Maximum Stations:
Maximum Trunks:
Maximum Ports:
On Site SMDR Complete $
Voice Mail Complete $
Product Bid:
Number of Boxes Provided:
Hours of Storage Provided:
Cabinet Dimensions as Quoted:
Hours of Battery Back-Up:
Second Year Maintenance (Monthly Cost):
Maintenance Inflation Rate Cap:
Servicing Center Location:
Response Time Non-Emergency:
Response Time Emergency:
-36-