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  • REQUEST FOR PROPOSAL

    VoIP Phone System

    September 27, 2016 Revision 2016.10.07 Addendum #1

    The Corporation of the Town of Tecumseh 917 Lesperance Rd., Tecumseh, Ontario N8N 1W9

    Telephone (519) 735-2184 Facsimile (519) 735-6712 Email: info@tecumseh.ca

    Website: www.tecumseh.ca

  • RFP VoIP Phone System September 27, 2016

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    REQUEST FOR PROPOSAL VoIP Phone System September 27, 2016

    TABLE OF CONTENTS

    Section Page A Information for Applicants 3

    B Scope 7

    C Design Requirements 8

    D Quotation Content 9

    E Evaluation and Selection 10

    Appendix I - Acceptance 12

    Appendix II Submission Checklist 13

    Appendix III System Requirements 14

    Appendix IV Pricing Information 17

    Appendix V References 18

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    SECTION A - INFORMATION FOR APPLICANTS 1 PROPOSAL NAME

    This request for formal quotations will be referred to as the REQUEST FOR PROPOSAL VoIP Phone System September 27, 2016

    2 OVERVIEW

    The Town of Tecumseh, population 25,000 was incorporated in 1999 through the amalgamation of the Town of Tecumseh, Township of Sandwich South and Village of St. Clair Beach. The Town of Tecumseh is geographically situated immediately east of the City of Windsor, Ontario, Canada and is bounded on the north by Lake St. Clair. The Town of Tecumseh is a lower tier municipality within the County of Essex. The Town of Tecumseh currently utilizes an NEC VoIP phone system with one central location and several remote sites. The Town is accepting proposals for a new telecommunications system for our facilities that provides seamless communication throughout the organization. The Town is seeking proposals from prospective Vendors to supply an IP Telephony solution over the existing LAN/WAN infrastructure.

    3 CLOSING TIME AND DATE

    Quotations must be received no later than 2:00 p.m. - Thursday, October 20, 2016. Quotation packages should be returned in a sealed envelope marked:

    RFP VoIP Phone System September 27, 2016 Submission will consist of one original hard copy, 2 additional hard copies and one electronic copy

    At the following address: Corporation of the Town of Tecumseh 917 Lesperance Road Tecumseh, Ontario N8N 1W9 Attention: Laura Moy, Director Corporate Services & Clerk Any proposal received after the specified closing time will be returned unopened.

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    4 PROPOSAL OPENING

    The opening of the submissions shall commence at 2:05 p.m. on Thursday October 20, 2016 unless the Clerk or designate acting reasonably postpones the start to some later hour, but the opening shall continue once started, until the last bid is opened.

    5 CONTACTS

    Any questions or concerns arising out of this RFP, should be addressed to: Mr. Shaun Fuerth, B.C.S. Director of Information & Communication Services Phone: (519) 735-2184 x108 Fax: (519) 735-6712 sfuerth@tecumseh.ca

    All questions and requests for clarification are to be made in writing and submitted to sfuerth@tecumseh.ca and shall use the subject line RFP VoIP Phone System

    Questions must be received by no later than Thursday October 20, 2016. The Town may, at its discretion, consider or respond to questions posed after this date, but is under no obligation to do so.

    This RFP may only be amended by addendum. Information, clarification, responses or instructions provided in any other means regardless of setting or context are not binding on the Town and should not be relied upon unless an addendum is issued.

    Any addendum issued under this RFP will become part of the RFP and Proponents will be required to acknowledge addenda in their Submissions.

    IN ORDER TO RECEIVE ADDENDUMS, PROPONENTS SHOULD EXPRESS INTEREST BY REGISTERING ON THE TOWNS WEBSITE.

    Link: http://www.tecumseh.ca/tenderaddendum

    6 TIME FRAMES

    The Town of Tecumseh approximate time frames are as follows:

    RFP Close date: October 20, 2016

    mailto:sfuerth@tecumseh.ca

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    Commencement of RFQ Evaluations, including interviews: October 21, 2016 Final recommendation: November 10, 2016 Project Commencement: November 22, 2016 Substantial Completion: February 28, 2017

    7 FIRM IDENTIFICATION AND CONTACT

    Each respondent should provide the full legal corporate name of each corporate identity involved in the proposal, and the name, title, address, telephone number, facsimile number, URL website address, and email address of the individual to be contacted with respect to the submission. Also identify any subcontractors.

    Subcontractors

    If applicable, the proponent shall provide to the Town a firm list of the names and addresses of the subcontractors whom the proponent will use for work. The Town reserves the right to accept or reject subcontractors.

    Proponents subcontractors will be required to provide a current Workplace Safety and Insurance Board clearance certificate and proof of liability insurance ($ 5,000,000) to the Town prior to commencing work.

    The proponent agrees to be fully responsible to the Town for acts and omissions of their subcontractor and of persons directly or indirectly employed by them. Nothing in the contract documents shall create any contractual relationship between any subcontractor and the Town.

    8 REFERENCE

    The vendor will provide a company background including references in their proposal. References must include installations in municipalities of similar size and structure.

    9 INCURRING COST

    The Town of Tecumseh is not liable for any costs incurred in replying to this RFP. 10 CHANGES TO PROPOSAL SPECIFICATION

    If it becomes necessary to revise any part of the RFP, or otherwise provide additional information, an addendum will be issued by the Town of Tecumseh and furnished to all vendors that have registered as an interested party via the towns website. Please acknowledge the receipt of any addendum in the appropriate sections as indicated in the addendum.

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    11 PROPRIETARY INFORMATION

    Any restrictions on the use of data contained within a proposal and all confidential information must be clearly identified within the response.

    12 GENERAL TERMS AND CONDITIONS This Request for Proposals is subject to the Town of Tecumsehs Procurement Policies and Procedures as outlined in the Town of Tecumseh Purchasing By-Law 2006-03. The Town reserves the right to reject any and all submissions.

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    SECTION B - SCOPE

    The purpose of this request for quotation is to determine the most qualified vendor to install, implement and assist in maintaining the new telephone system. A single proposal that provides all components required by this RFP is preferred. 1. PROJECT GOALS

    The goal of this project is to implement a robust and scalable Voice over Internet Protocol (VoIP) phone system for municipal locations throughout the Town of Tecumseh.

    2. VENDOR QUALIFICATIONS The successful vendor must meet the following criteria:

    i. Submit a proposal in accordance with the defined proposal format on or before the specified date and time.

    ii. The submitted proposal must contain sufficient detail and system description for proper evaluation and demonstrate the ability to provide the best and most cost effective solution to successfully meet the Town of Tecumsehs goals

    iii. The submitted proposal must provide a full explanation of all deviations from the specifications contained within this document.

    iv. Shall be the qualified representative and show technical knowledge of the software they propose.

    v. Must be able to follow proposed schedule and implementation plan. (Section A.6) vi. Must provide annual service plan options

    vii. Demonstrate a proven track record in providing solutions similar to the proposed solution to organizations for a minimum of 10 years.

    3. IMPLEMENTATION PLAN Provide a complete description of your implementation methodology for this project including all significant milestones, including installation and training and an estimate of the number of days required to begin productive use of the telephone system.

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    SECTION C - DESIGN REQUIREMENTS

    TECHNICAL REQUIREMENTS Current Users and System Town Hall, Tecumseh Arena, Public Works, Parks and Pool facilities are all connected within the current VoIP solution. These sites are linked predominantly with fiber optic cable and some wireless bridges. A main 21 channel PRI is installed at Town Hall through which all calls to the above noted sites are routed through. Incoming and outgoing calls at Fire Station #1 and #2 utilize separate phone systems and traditional copper phone lines. Proponents should review existing phone line capacities and recommend telco line additions or technology enhancements in order to support call volumes and possible staff relocations as well as future growth. Description of current network technology and facility information is as follows TABLE C.1

    Location Address Link to PBX at Town Hall via # Desksets

    Tecumseh Town Hall 917 Lesperance Rd. - 45

    Fire Station #1 985 Lesperance Rd Fiber MM 1GB *** 5

    Tecumseh Arena 12021 McNorton Fiber MM 1GB 11

    Tecumseh PW/Water 1189 Lacasse Blvd Fiber SM 1GB 6

    Tecumseh Pool 550 Lacasse Blvd. Fiber M