HomeMy WebLinkAbout5 New phone system Agenda Item #
.O .R
DistrictPublic Utility
Memorandum
To: Board of Directors
From: Mary Chapman, Administrative Services Manager
Date: January 10,2007
SUBJECT: Consideration of dispensing with bidding and issuing a request for proposal for the purchase
of a new phone system including the purchase of hardware, software, installation and on-going support
services and training
1. WHY THIS ITEM IS BEFORE THE BOARD
We are in the process of upgrading to a new phone system. Because the price will be over $15,000
only the Board can authorize staff to seek proposals for a new system.
2. HISTORY
At the October 4, 2006 board meeting, the Board authorized us to seek proposals for phone system
consulting services. At the October 26,2006 board meeting,the Board selected Kris Richards of Insight
Technology Solutions, Inc. to provide telecom consulting services to the District.
Shortly after Kris was appointed to provide telecom consulting services, our in-house committee
of Mark Schlesinger, Craig Beede, Alan Harry, Richard Blair and I met with Kris to describe how our
operation worked and learn some about different phone technologies. We have had a total of three
meetings with Kris, many phone calls and a-mails back and forth. The draft request for proposal that is
attached for your review is the 5�' version of the document.
3. NEW INFORMATION
Kris will beat the meeting to present the RFP. He can review the RFP with the Board and answer your
questions. The proposed timeline for the purchase and installation of the new phone system is on page
4 of the RFP. I have also attached a list of vendors that will be sent the RFP. This list is comprised of
our current vendor, vendors that Kris knew of and vendors that asked to be added to the list when I was
searching around for the names of telecom consultants.
4. RECOMMENDATION:
That the Board approve the resolution to dispense with bidding and issue a request for proposal as
presented for the purchase of a new phone system.
INSIGHT
Technology Solutions, Inc.
Request for Proposal (RFP)
Telecom mU'n id6tions System
For
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E E C LF
Pu8Lf " U"'TILITY DISTRICT
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) So. McCarranBlvd Suite 2
Reno , 9 )9
77-5 331-6555
January 9, 2007
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Table nfContents
1'0' Introduction.--_,_~.-^.-.^-'-.-.-.-~-^--^_--.--.^-'..-^.^.-^.-~---.—_-.--_^---.--~'.-..-.---.,-3
2.0 Telco Coordination--^--~~-`^^''^^~~-' 4
3.0 Project Specifications
4'0
5.0
120' ,..~~^'C.e..~"",",na°°n .'9
13,0 System Trade-In ,,0
%40' Additional~^ Optional Items -9
l50' General Qualifications and Requirements lA
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' ' Vendor Response |%
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20.0 Codes,Standards and Authorities ^^`^-..----...---.--l3
�~ `` Administration~ ~ '~~~~~~.......~~.... l3
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1.0.Introduction
Truckee Donner Public Utility District(TDPUD)(also referred to as"Client")offers electric and water
service in the Truckee area. TDPUD is a non-profit,publicly owned utility governed by officials elected by
the registered voters of the District.
The objective of this RFP is to find a qualified vendor for the installation of a new telee,ornifi'unications system for
TDPUD's office located at 11570 Donner Pass Road,Truckee,California.Mailing
Address
ddress is PO Box 309 Truckee,CA
96160.Currently,the Client has an Executone Telephone system that is outdated l.and,tto longer fulfills the requirements
for their company.
Insight Technology Solutions,Inc.(also referred to as("ITSI")is a telecommunications consulting firm hired to provide
consulting services and will be managing the implementation of this proj Alrcommunicatio'n4,with the client are to
be directed through Insight Technology.No exceptions will be permitted.
If the proposing Vendor(also may be referred to as"Bidder");i,s a'distributor for more then one prodW,tthat meets all
of the requirements of the RFP,you are encouraged to propose each'sYstem A Complete.separately botiiid proposal
will be required for each system proposed.
Technical Proposal
One(1)oriji#alrnarked"MASTER"'
Ten(10)identical copies
One(1)identical copy on CD(Note: CD must I t be,labeled accordingly and,?in4 case.)
THE TECHNICAL PROPOSAL MUST INCLUDE A KARATE TAW,SECTION LABELED
"TRUCKEE DONNER PUBLIC UTILITY DIISTRICr4HICH SHALL INCLUDE:
• Master RFP
• All AmendmentsJ6 the,RFP
• All Attachments requiring signature
• Required Documents
Technical Proposal mast not include cost or confidenti information.
Technical Proposal shall be submitted in a sealedipackage and be clearly marked:
"T Imical Proposal m Response to Telecommunications RFP"
Lost Proposal:
'Ofhc(1)original marked"'MASTEW
Ten(10)identical copies
One(I),"identical copy on CD(Note: CD must be labeled accordingly and in a case.)
Cost Proposal shall be submitted in a sealed package
and beclear,!ymarked:
"Cost Proposat,tit Response to Telecommunications RFP"
If vendor feels they have a unique value proposition that the client would benefit from please be sure to explain the offer
in detail for consideration.
Deliver to Truckee Donner PUD no later then, 12:00 p.m.PST on the date listed below.Proposals submitted after this
time is subject to disqualification. Selected vendors will be notified with a time to make a formal presentation of their
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proposed solution.ITSI will make our recommendation after the vendor presentations.Implementation,installation and
cutover of the system is to be completed within 6 to 8 weeks after contract award per the schedule below.
1.1.1 Information and questions shall be directed to:
Kris A.Richards
Insight Technology Solutions,Inc.
6880 So.McCarran Blvd Suite 2
Reno,NV 89509
775 823-7910
775 823-7915 fax
1.2 Project time line
The following timeline will be used for the purposes of this"RFP.All dates designated in tfiii following schedule
will be stringently maintained.
Date Descriptiow.,i,
January 19 2007 RFP Relekst�
February 02 2007 2:00 PM Walklirough of facility.
February 09 290,7 12:00 pra questor'a'submittal deadline
February 23 2007 1 12-00 pm proposalg'su ed to Truckee
Donner PUI) 11570 Donner Pass Rd Truckee
CA 9616W'
March 13 2001,,$election of 6ndor
s to present solutions
April 18
2007 Pr9jected Vendor award
June 08 2007 System'installation and implementation
2.0 Telco Coordination
Vendor will work with LEC/CLEt for installation of Telco services. Scheduling/timeframes will be provided
to tie vendor durinj'§y�rn impletridatation,AT&T is the Telecommunications Vendor for current and new
services.New services will',be setup through AT&T utilizing the direct Marketing account team at AT&T,
client is not interested in'alternative service offerings at this time.
3.0 Project Specifications
All bidders lost describe,irk detail,their ability to provide a solution for each of the following specifications.
If bidder does,,not provide a,jksponse for any of the following required specifications,a non-response will be
equivalent to"tio;,solution,aVailable"for the specification. It is the bidder's responsibility to correctly correlate
their response to each of'the specification using the same numerical identifier. Any services proposed outside
of the scope of work should be identified as"Additional Services"and full description and cost will be listed as
"Additional Services
3.1 Connectivity
3.1.1 System must provide for networking between locations utilizing VoIP connectivity.
Currently TDPUD does not have any sites that are networked. This functionality is requested as a
future capability.
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3.1.2 Include the hardware and software required as an option for networking future locations.The
locations will be networked utilizing VolP protocol.Describe in detail your systems design criteria for
VoIP technology and the options available for connectivity between sites.
3.1.3 Other types of networking remote locations or telephones via high speed internet connectivity(DSL
or Cable modem)frame relay service,is desired for future use.Also,include optional pricing for
hardware and software to accommodate.
3.2 ACD
3.2.1 Call distribution is requested as an option to support up to 4 ACD,groups.Client will need the
I
capability to allow up to 12 users to log in to the call group,",'r answering calls.Reporting capability
to be included as an option as well for one license for aqcessing of ACD r�o' qrts.Provide fully
description of ACD functionality along with samplelreipb'rtg.
3.3 Remote access to system programming
3.3.1 Telephone and Voice Mail systems must be abieio-be administered from remote locations.
3.3.2 Administration includes the ability to make program i�h"angps ftom a remote location via a PC with
Client software(supplied by Vendor)or with an Intel I lletl,t;iowser type program.
3.3.3 All programming capabilities from offsite location must,bethe same as if on-site,if there are
variations,describe the functional ity differences in detail.
3.4 Voice Mail
3.4.1 Voice Mail system with a minimum of 8 ports'
3.4.2 Explain capacities and connectivity/functionalily�be4'e"e�t sites,
3.4.3 Recording of Calls con'trolled by the user,and programmab* y station for users to record live
telephone calls into their respective Voice Mail Box.
1
3.4.4 Voice Mail A"stem m4 th
,�rovide separate Auto Attendant greetings for e main location and any
,y
networked ch locations by time of day 4W day of week. Sample description:Day mode 8:00 a.m.
to 5:00 p.m.Mdn'day thrufriday;after hours r I hess age and separate Holiday Greetings.Auto
Attendant with 'Mace Rec6inition is not required at this time however;indicate if the system
proposed will allow" ibi'Voice eeop l, k as an option.If Voice Recognition is available,provide the
optional pricing to ensblevoice recognition along with the description of functionality and
limitations.
i.$.4 Holiday messa� schedufe needs to,be pre-recorded and scheduled at time of system installation.
During the day tho,'Main telephone number is answered by(two)live receptionists,system needs to
provide the abilityjq delay ring to a secondary group of telephones(4 to 12 stations)both the first two
receptionist phones'and the secondary group of telephones need to ring simultaneously.After hours
the,main telephone number(DID)and emergency telephone number(separate DID)needs to be
forwarded offsite to:an answering service.Forwarding of lines needs to be turned on and off at will.
Forwarding.should be able to be turned on and off with a preprogrammed button on the main
receptionist phones.Feature needs to be activated at anytime. Lines need to be forwarded to a Toll
Free number,assigned to the client by answering service.Define the process used to forward calls
along with system limitations.
3.5.5 Voice Mail system must provide a directory of mailbox users using First name look up.
The General Message mailbox must light a message-waiting indicator on the Receptionist PC
consoles/telephones to indicate a message is stored in the General Message center.
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Technology Solutions, Inc. I'- yl_�
3.5.6 Voice Mail notification of messages per voice mailbox to provide a schedule of notification to an
offsite telephone number.
3.5.7 Each user must be able to set their notification schedule through a touch-tone telephone from on-site
and/or from remote access.
3.5.8 Voice Mail system initially must be able to have a minimum of 100 voice mailboxes with future
growth to 200.
3.5.9 Follow me/find me from Voice Mail box: Callers can have the option/to attempt to locate user via
schedule of on site or offsite telephone numbers to call i.e.Cellulor;Home or any telephone number
programmed by user.Once user has been located caller is connocte&Y'44 conferencing or bridging of
lines.Explain functionality and operating features in detail.
3.6 Numbering System
3.6.1 Numbering plan for the system will utilize four digit extension numbers currentlk'u't'ilizing 3900-3999
which will be required to remain the same. The new system will be equipped with,�PRI circuit for
inbound and outbound calling.List any numbefingplan conflf6ts,this may produce for,'*system
being proposed. Indicate how system handles Callorlp inforrilatf6ri,received from PIS
,
,J'services.Will
the system quoted provide Caller ID name and number,Or ooly one of these?
3.7 Exchange Server
3.7.1 Client utilizes an Exchange server with Microsoft Windows 20Wserver edition software for email.
Workstations are running Microsoft I Win& XP Professional a 'e 2003 Outlook Client
software for each individual user.
3.7.2 Provide system capabilities for Unified,Messagmi I g�'arid toterface,rdquirements to email services or
servers.
3.7.3 Include 50 User Liteti sfor Unified Mes4ng including,I installation and setup of UM for these users.
3.7.4 Include Inbound and Otitltund Unified Fax capabilities for up to 50 users along with 4 ports for faxing
capability'.Optional pricing'to expand.
3.8 Uninterruptible Power Supply
3.8.1 Provide Uninterrup.fibkPow`er"Supply(UPS)system to provide 2 Hours of power backup for all
deices "mided.Cliefifhas generator power backup for extended power failures.
3.9 CoTe System Configuration
The following feat4es are requested in core system configuration or as an option:
'Indicate if the folleWing features are included as standard or optional in core system package and state
*,associated price?if optional.
3.9.1 Abifily to have the R eptionist Console set Do Not Disturb/Call Forward All on extensions from the
console:telephone. Fxplain if this functionality will work for onsite telephones as well as for
telephonesthroughbut the network.
3.9.2 Busy Lamp Dubeation;per extension the ability to program and show,the status of another extension
on site as weld as offsite networked extensions if possible.
3.9.3 External paging access provided from system to existing paging system.
Paging through speakers in telephones on a per station basis and by groups of telephones.Client
desires ALL Call Page through all telephones and ALL external paging speakers simultaneously.
10.1 Include installation of one additional external paging horn to existing system.Location to be shown
during walk through.
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Technology Solutions, Inc.
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3.10 Specific Client Specifications
3.10.1 Client is currently located at a single location two story office building.
3.11 System Architecture
3.11.1 Describe the overall architecture of the system.
3.11.2 Provide a detailed diagram that illustrates all of the network component their their role and interactions
with each other.
3.11.3 Where applicable,indicate the OS that the server software runs on.be sure to include the PBX server,
gateways and phones,
3.12 System Disclosures and Limitations
3.12.1 It is the Vendor's responsibility to define any/all system limitations compatibility,related to
functionality requested in this RFP and not requested in this RFP.Vendor is msoonsible to identify any
potential issues with implementing their system,along with identifying any additimid equipment
required by client to provide.Otherwise any additi al equipment/spftware required 63,itot identified
vendor will be financially liable to provide.
3.13 Purchase Terms
3.13.1 Provide cash purchase terms and Any,leasing options including but not limited to Fair Market Value
and Dollar Buyout leases.
3.13.2 Provide software licensing costs,if requited 4Wciated with the 4ystdmrequired for future growth.
3.13.3 Provide any other value propositions that dis"tribti t tor feels would be Beneficial to client.
4.0 Physical Location Requirements
4.1 Main Administratio'n location,,,,
Descriptio;r-,Required at system installation.indicatethe growth capacity for the system. Indicate the
growth of the stern froma" hardware and software perspective.
Extensions 70
PC.Consoles 2
Basic': .,
7
30
Deluxe 33
Analog ExteQons 8
Analog Loop Start Co 8
Networked locations 0
ISDN PRI 1�;' I
Voice Mail ports minimum 8
Voice Mail boxes 100
4.2 Installation
4.2.1 All system components to be Rack Mounted and installed in IT computer room.Include all of the
racking materials required to complete the installation.Vendor will be required to provide all cabling
necessary to locate the new system in the IT room.Currently the telephone system is installed at the
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Technology Solutions, Inc.
MPOE.Feed cables will be required to extend the Telco services and to back feed any cabling for
stations that currently terminate at the MPOE and IDF's.It is for this reason that the Walk Through is
strongly recommended to be attended.
4.2.2 Facility is currently cabled with Category 5 and 5e data cable for the computer network and Category
2 cable(2 Pair)for the telephone system.The Category 5 cabling is certified and tested to Cat 5
standards terminated on traditional wall/rack mounted patch panels.Thdi,Category 2 cabling is
terminated on 66 blocks.Client will provide new cabling to locationuiequiring Category 5 or higher
cabling.Vendor must provide cabling requirements for system and telephone stations provided in
proposal.Otherwise client would plan to re-use the cabling.,-,.
4.2.3 Cutover of the system will need to be performed during nork-lbusinesg''hours over a weekend starting
Friday night after 5:00 PM.Pricing must include all costs fbi,overtime hours to perform the complete
system installation.
5.0 Telephone Station Requirements
5.1 The telephone stations itemized as followst3.
5.2 Two receptionist Main telephone consoles muithave aWity,to show the status of extensions
on the system utilizing PC Console Software and separate Direct Station Selection(DSS)
module.
5.3 "Busy"must indicate the extengio'Wis in use.
5.4 "Call Forward All"or"Do Not Disturh moicates the exte nsi6n is,,set up to forward to Voice
mail or offsite.
5.5 "Available"must indicate the extension is avio lefor taking calls.
5.6 Incoming calls during Day mode are Answer by E re th'e,t�vl;,," ceptionists and by Answering
Service after hotim' ,see,description in 3.5.'5.
5.7 The two primary answering positions will need to be equipped with PC Consoles.
Receptioiiist must be abk` to forward all incoming calls to other stations on the
system/network.at time `when the receptionist is not available.
5.8 The system mit4forward calls on a delay forward basis if calls are not answered in a
'predetermined a"of time3:, :
6.0 Work station telephone-J0,
4splay Features`
- 6.1`1,1�1`_Basic—Display oin'qn-displayfor low usage areas such as break rooms includes built in speaker for
intercom not require4jo be a speakerphone.
6.2 Advanced—Display ability to handle more then one call at a time,access to system features through
programmable feature access buttons or display soft keys.Built in speakerphone.
6.3 Deluxe-,,Large Display ability to handle more then one call at a time access to system features through
programumble feature access buttons or display soft keys.Built in speakerphone full duplex preferred.
6.4 Hearing impaired handsets:One station needs to be Hearing impaired equipped. Provide optional
pricing to enable additional phones to be hearing impaired compatible.
6.5 PC Console:PC Consoles utilizing the clients existing PC platforms. Provide PC requirements for
utilizing PC Console systems.Provide full PC console functionality feature descriptions.
6.6 DSS Consoles: Include two DSS Consoles for the two primary answering positions for backup to the
PC Consoles.Include a minimum of 60 stations on each DSS console.
6.7 Polycom Speaker Phones: Include optional price list for Polycorn Sound Station
Conference phone options.
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7.0 Handset Compatibility
7.1 All telephone stations must be headset compatible and equipped for headset connection without the
addition of any hardware or software.
7.2 Include one hearing-aid compatible handset and optional pricing for additional hearing-aid compatible
handsets.
8.0 Telephone Pricing
8.1 Provide individual pricing and detailed description for all telephone types available on system.
9.0 Telephone Compatibility
9.1 Provide description of telephone sets connected to the system,whether sets are using analog,digital or
VolP connectivity.
10.0 Cordless Telephones
10.1 Price options individually.
10.2 Digital cordless telephone with capability to handle muti1ple'calls,hold and transfer functions.
10.3 Headset optional cordless and wired headset pricing is requested.
10.4 Analog single line cordless telephones headset optional
11.0 Station Call Routing
11.1 System must provide alternative call routes based oft number dialed,extension,local,long distance and
911.
11.2 System must be c le and su
pport upport 011,services provided to the PASP facility.
12.0 Vendor/Client Coor
dination
This project will require the Vendor coordinate installation and programming with the Client.
12.1 Vendor/Client Project Coordination
12.2 Vendor will be required,to work with tke.,JTpersonnel of Client to provide manufacturers
recommended Quality afSFrvice(QOS)',*Ogramming for Client Routers.
11,12,13 If necessary Client personnelwill do the router programming and changes required to maximize
QOS functionalfty,vendor isexpected to work with client until the quality of service is at acceptable
levels as determined by Client and ITSI.
12.4"', "Provide pre-and posi�cut-over training support for station users and administrative training for Client
personnel to learn the management of the system.
12.5 Describe in detail thi training included for users and administration personnel.
13.0 System Trade41"I"
The current i6kohone system is an Executone system with an ES1 4 port Voice Mail.Indicate in
proposal if a trade-in amount will be offered for the existing system.
14.0 Additional or Optional Items
All equipment or service features should be considered as"Additional"or Optional if they are not
included in the Sections 3,4 and 5.
14.1 Pricing Additional Items
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14.2 Provide listing of all optional equipment for system proposed along with individual pricing.
15.0 General Qualifications and Requirements
15.1 Vendor Responsibility
15.1.1 Perform work and provide material and equipment as shown on drawings and/or as specified
or indicated in Sections 3,4 and 5. Completely coordinate vq&specified by this RFP with
work performed by other trades.Provide a complete and fully functional installation.
15.1.2 Drawings and Specifications form complimentary requirements;provide work specified and
not shown,and work shown and not specified as though4iplicitly required by both.
Although work is not specifically shown or speciflid,provide 4upplementary or
miscellaneous items,devices and materials obviously necessary tbra sound,secure and
compliant installation.
15.1.3 Give notices,file plans,obtain permits and licenses,pay fees and ob-ti necessary approvals
from all licensing/permit agencies that,have jurisdiction as required to perAbrin work in
accordance with all legal requiremen4,and with Specifications,Drawings,Ad n' da and
Change Orders,all of which are part ofCci ct Doeu ts.
15.1.4 Work shall include,but shall not be limited'tb ,following:
15.1.4.1 Except where modified by a specific notation to the contrary,it shall be understood
that the indication and/or description of'inyJtem,in the drawings or specifications
or both,carries with,it the instruction to furniih and install the item,regardless of
whether or not thi4"ifistrattion is explicitly sta:I tod'as,,part of the indication or
description.
15.1.4.2 Drawings are diagrammatic. They!,Ike,not intended to be absolutely precise.They
are not intended to s*ify or to show everylbffset,fitting,and component. The
,0*`Qse of the drawings� to indicate a systems concept,the main components of
the syst
ems,and the appr9ximate geometrical relationships. Based on the system's
conce main am compowts,and the approximate geometrical relationships,the
contracts shall provide all components and materials necessary to make the
Systen*,,ful ly,complete and operational.
16.0 Main,tenamee"'aad GeneralVarranty
16.1 'Included in Vendb�proposal provision for Maintenance and Warranty service for a minimum
of and yvar from time,(kf Substantial Completion(as determined by the Client's representative
ITSI)
16.2 Provide cost of Maintenance and/or Warranty for years two through five.
16.3 Provide a COPY of Maintenance&Warranty agreement.
f6.4 Provide 24/71hour service by 365 days beginning on the date of Substantial Completion(as
determined b��,the Client's representative ITSI)and lasting until the termination of the Warranty
per, od.
16.5 Warranty'service shall be at no cost to the Client.
16.6 At the end of the guarantee period,transfer manufacturer's equipment and material warranties
still in force to Client.
16.7 Use of systems provided under this Section for temporary services and facilities shall not
constitute Final Acceptance of work nor beneficial use by Client,and shall not institute
guarantee period.
16.8 Vendor shall provide all hardware and software installation.
16.9 On-site Maintenance and Warranty service that meets the response time requirements of-
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16.9.1 Two hours on-site on major malfunctions (emergency service)
16.9.2 Next business day on-site response on minor malfunctions
16.9.2.1 3to5 business days for adds,moves and changes to system requiring on-site
technician.
16.9.2.2 Changes that can be performed using remote access to be done same business day
or within 24 hours of request,
16.9.2.3 Remote access to the system will be controlledby"the Client.
16.9.2.4 Provide a copy of your emergency response and service policy.
16.10 Compliancy
16.10.1 System shall be compliant with
16.10.2 FCC Rule 68,Part 68.316 f Hearing Aid
16.10.3 FCC Rule 68,Part 681;,317 for Volume Control
16.10.4 TIA/EIA/IS-968 for harm to the network
16.10.5 TIA-689 for PBX'afiA'KTS Supp6rt,of enhanced 9-1-1 E'' ency calling
services
16.10.6 ANSI TIA/EIA 464B Requvements for PBX switching equipment.
16.11 Technical Literature
16.11.1 Provide descriptive brochures and'tWbiiical information for all critical
componentsf the system.
17.0 Vendor Qualifications
17.1 The successful vendor shall haviat least five O years experience installing systems and
shallprovi 41ist(3 minimum)of completed projectsin the area equivalent in size and
system type to this project.
17.2 Ven�,,r,shall prov*contact names,telephone numbers and dates of completion,
17.3 if ve n SU- ly a list based on
or cannot I'theabove criteria,provide a list of five system
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installaii*mi locally that,are of the same"manufactured type and model.(Include contact
names,teleoho0e niimbei,'S�da spf.Completion and size of system by number of stations and
services ,whether the systems are networked with other locations or not).
17.4 Veh&shall prtj a list of qualified technicians assigned to this project,including relevant
marnifieturers training programs completed by each,and years of related experience in each.
17.5 Vendor shall maintaittan"'office and competent technical presence with appropriate testing
equipment and replacement parts within 2-hour drive time from this project.
17.5 The telephone system hardware and software furnished in accordance with this RFP shall be
new equipment with the latest system software.The system shall be current standard hardware
and software at the time of cutover.If new hardware and/or software release is available after
the proposal submission and before the system cutover,Client shall have the right to decide
which version they want installed,at no additional cost to Client.
17.6 Vendor shall be responsible for insuring compliance with all applicable laws,ordinances,
rules,regulations and orders for the installation of communications equipment.
17.7 For any work performed by Vendor that requires a contractor's license from the State of
California and provide proof of such License.Or any works performed by a sub contractor
provide Contractors License number and proof of sub-contractors license.
17.8 Provide pre-and post cutover implementation support.
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17.9 Vendor is required to have and maintain insurance coverage with per occurrence limits of
$1,000,000.00 for each of the following:
17.9.1 Workers Compensation
17.9.2 Commercial General Liability
17.9.3 Bodily Injury and Property Damage
17.9.4 Personal Injury
17.9.5 Commercial Automobile Liability
17.9.6 Bodily injury
17.9.7 Property damage
17.9.8 Successful Vendor will provide"a bertificate'of Insurance naming Client as
additional insured,within one week of contract award.
17.9.9 Failure to provide ALL req,6ftted information may,exclude contractor's
bid.
18.0 Vendor Response
18.1 Evaluation of Responses
The Client may at its discretion and at nc4tq.to The Cent,invite any Vendor to appear for
questioning during response evaluation fortuxpose of clarifying statements in the
response.
18.2 Right to Reject
18.2.1 Client:reserves the right to accept of rqq till proposals or sections
thereof.
18.2.2 Client:reserves e the right Award without further discussion.
't6
18.3 Negotiati6ni:"
18.4 Responses shook d' be submitted initially with the most favorable pricing and terms available.
18.5 Client reserves the right to award without further discussion or negotiations.
19.0 Discrepancies in DocunieW
19J...,
19 fl, Where 6 gs or Specifications conflict or are unclear,advise ITSI in
Writing before Award of Contract. Otherwise,ITSI's interpretation of
Cdntract Documents shall be final,and no additional compensation shall
be permitted unless authorized by ITSI.
1%1.2 Where Drawings or Specifications do not coincide with manufacturers'
recommendations,or with applicable codes and standards,alert ITSI in
writing before installation. Otherwise,make changes in installed work as
ITSI requires within Contract Price.
19.2 M60ific'ations in Layout
19.2.1 Where conflicts or potential conflicts exist and ITSI guidance is desired,
submit written recommendation of proposed resolution to ITSI for review
and approval.All concerns that might affect work adversely must be
submitted in writing to ITSI.
19.2.2 Do not proceed with work until concerns have been corrected and
conditions have been remedied.
INSIGHT
Technology Solutions, Inc,
19.2.3 Commencement of work shall be construed as complete acceptance of
existing conditions and preparatory work.
20.0 Codes,Standards and Authorities
20.1 Compliance
20.1.1 Perform work strictly as required by rubs,regulations,standards,codes,
ordinances,and laws of local,state,and Federal governments,and other
authorities that have legal jurisdiction over the site.
20.1.2 Materials and equipment shall b�manufactured,installed,and tested as
specified in latest editions of applicable pubticatiQns,standards,rulings,
and determinations of-
20.1.2.1 Locatand state building,plumbing,'mechanical,
electrical,fire an,d health department codes.,
20.1.2,2 National Fire Protection Association(Nf.,PA)
20.1.2.3 Ameiicim InsurW I esAssociation(AIA),,'(formerly
National 0 go, 0- ' f Fire Underwriters)
20.1.2.4 OccupationifSafety and Health Act (OSHA)
Underwriters Laboratories(UL)
2q., .2,6 Nationally Reco gn*qed Testing Laboratory(NRTL)
26.1.1 1',Fa,ctory Mutual Ass iation (FM)
20.1.2.8 Vendor Insurance Underwriter
26,J 1.2.9 Material and,equipment shall be listed by Underwriters'
L VLF,and approval by ASME,ANSI,
a orie*,'�
ASTM,and AGA for intended service.
21.0 Administration
21.1 4tion submission
2 1.1.1 Questions regarditig this RFP must 66 submitted and received in writing via email or letter
by date.specified in,Segtion 1.
2,1.11,121 Questioiii.i4bmitted 16jer-will.nocbe,considered.Responses to all questions will be made in
J 'Writing and diitributed all'prop'O'sing Vendors.
21.2 Propow Binding.Period
21.2.1 Prices quoted in The,Wndor's response for all labor and materials will remain in effect for a
period of atleast ninety(90)business days from the issuance date of the vendor's response.
20" Price Stability
2 f. Provide alisting of prices for components proposed or applicable options.
21.3.2 �Contractprices and discounts for equipment components shall be fixed at the time of contract
S,
approval.
21.3.3 Inthe event of price changes,replacement equipment shall be purchased at the lower of
contract or then current market price.
21.3.4 In no case shall a price higher than contract price be paid for equipment proposed.
21.3.5 In the event that The Client desires to purchase equipment or services not contained in the
contract,future purchases will be determined using the itemized price listing for a period of
no less then 5 years.
I i
NSIGHT
Technology Solutions, Inc,
7-1,
21.4 Cabling
21.4.1 Facility is fully cabled by other vendors.
21.4.1.1 All Cross connects to be done utilizing Category 5e or higher patch cords or by
cross connect wiring.
21.4.1.2 Provide Patch Cords if required and in quantities to fully install system and all
equipment.Colors of patch cords will be determined with the select vendor and
follow the clients color scheme.
21.4.1.3 In cases where dedicated phone lines are terminated at station faceplates such as fax
or modem locations,faceplates are to be clearly labeled with the telephone number.
Machine labels are required.Handwritten,labels are T40T allowed.
21.5 Grounding and Bonding
21.5.1 Provide a suitable telecommunications ground for equipment as required per ANSYTIA/EIA-
607(telecommunications grounding),,IEEE Emerald Green book and NEO requirements.
21.5.2 All aforementioned telecommunication5s'devices shall be grounded/bonded to the TGB using
stranded 6/0 insulated(green)copper(AWO, wire),,Codrdinate exact grounding locations for
each component with the clients Electrical C 0'mra�6r.
21.6 Miscellaneous/AcknovAedgqment Form
21.6.1 The following page is an acknowledgement form stati you have received,read,
i "'understand and agree with the'terms of the RFP.Pteaseii Aate and return this page with
your proposal. Proposals will not bye cGiaisldered without"this signed document.
4 0
INSIGHT
Technology Solutions, Inc.
RFP Acknowledgement Form
I acknowledge receipt of the RFP for Truckee Donner Public Utility District.I have fully read,understand and
agree with the terms of the RFP. Our firm will provide a proposal for the TDPUD,RFP. Failure to follow the
criteria as outlined in this RFP could result in financial penalties and/or loss of tie tract.
I will disseminate the criteria to members of my company responsible for the work at the Client locations. Any
subcontractors used will held to all conditions of RFP and be made awaT..Ofi�iiteria included in RFP.
I am authorized by my company to accept these terms.
Vendor
Signed
Printed
Title
Date
Insight Technology,Solutions, I ft I C
RE: TDPUD RFP Dited December 0"9,2006
6880 So.McCarran BlVd,,Ste 2
Reno NV 89509
775-331-6555
775-331-0$53'f4x`
Vendor listing of vendors RFP will be delivered to is:
DCR Telecom
Dave Reinitz
Inter-Tel
Steve Kiser
Pacific States Communications
Michael Buis
NetVersant
John Ferguson
Conway Communications
Dennis Conway
Sierra Telephone Systems
Tim Berry
AT&T Datacom Division
Kendall Holback
Mountain Telecom
Jim Lemke
Wilson Telecommunications
John Wilson
TRUCKEE
DONNER
_J_ Public Utility District
Resolution No. 2007-
Directing that competitive bidding be dispensed with in
connection with the purchase of a new phone system including
hardware, software, support services and on-going training
WHEREAS, the District's current phone system is fourteen years old and needs to be replaced; and
WHEREAS,purchasing a new phone system requires the purchase of hardware,software,support and
on-going training; and
WHEREAS, it is critical to the District's operation that the phone system including subsequent support
and on-going training meet the needs of the District; and
WHEREAS, upon delivery of the phone system the successful vendor will come to the District to install
the hardware and software, provide staff training and subsequent support of such hardware and
software; and
WHEREAS,various California court decisions, including Graydon v. Pasadena Development Agency,
104 C.A. 3d 631 (1980), hold that if the subject of a contract is such that competitive proposals would
be unavailing or would not produce an advantage and the advertisement for competitive bids would
thus be undesirable or impractical, a public agency may dispense with competitive bidding; and
WHEREAS,the District will be soliciting proposals for the purchase of a new phone system in the form
of a Request for Proposals but the District will select a system including subsequent support and on-
going training based on how well the proposed system and vendor meet the needs of the District; and
WHEREAS, due to the facts set forth above, competitive bidding would be unavailing and would not
produce an advantage to the District and the advertising for competitive bids would not produce an
advantage to the District and would be undesirable; and
WHEREAS, Public Contract Code Section 20206.4 generally requires that the District seek competitive
bids in connection with the purchase of goods; and
WHEREAS,the District finds that the phone system hardware,software,support services and on-going
training more nearly resembles a special service, for which no competitive bidding is required, as
opposed to a "good"; and
WHEREAS,the Public Utilities Code Section 16034 and Government Code Section 53060 provide that
the District may, without competitive bidding, contract for special services and advice in financial,
economic,accounting, engineering, legal,administrative and professional matters if such persons are
specially trained and experienced and competent to perform the special services required; and
WHEREAS, since the phone system vendor would provide a sole source of purchase, installation,
training and subsequent support and that the installation and implementation would be smoother and
more efficient because of it.
NOW, THEREFORE, BE IT RESOLVED by the Board of Directors that it adopts the above stated
recitals as its findings.
BE IT FURTHER RESOLVED BY THE Board of Directors that for the reasons set forth above, the
District finds that competitive bids for the purchase of a phone system including hardware, software,
installation, support services and on-going training would be unavailing and would not produce an
advantage to the District and the advertisement for competitive bids would not produce an advantage to
the District and would be undesirable and costly.
BE IT FURTHER RESOLVED that the District finds that phone system hardware,software,installation,
support services and on-going training more nearly resembles a special service, for which no
competitive bidding is required, as opposed to a "good."
BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the
acquisition of a new phone system including hardware and software,and the District staff is authorized
to seek proposals through the issuance of an RFP, review and evaluate all proposals submitted with
the assistance of the District's telecom consultant and bring them back to the Board with a
recommendation.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District
on the 17th day of January, 2007 by the following roll call vote:
AYES:
NOES:
ABSENT:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By:
Tim F. Taylor, Board of Directors
ATTEST:
Peter L. Holzmeister, Clerk of the Board