SOLICITATION PROCEDURE

Proposals for this project are being solicited under Chapter 30B. The cost must be under $25,000. The cost must be a fixed lump sum amount and cover all work specified. Under Chapter 30B, the Town reserves the right to negotiate the price with the Vendors after proposals have been submitted. The deadline for submission is Tuesday, May 15, 2007 at 2:00 p.m. One original and three copies of the submission shall be delivered to:

Robert Customer

Police Department

Main Street,

Anytown, State, Zip

888-555-9999

Vendors must meet the applicable prevailing wage rates filed for this project. The rates are provided in a separate PDF file attached. The Vendor must comply with the required reporting procedures such as providing certified payroll records etc.

Only proposals from Vendors who can meet all requirements of these specifications will be accepted. The Town will award the contract within 15 days of the due date.

Fax responses are not acceptable. Any questions regarding these specifications shall be addressed to the Town’s consultant:

Consult

Main Street

Anytown, State, Zip

888-556-8888

555-667-6666 Fax

E-Mail: consultant@ISP

The following information is provided:

Specifications (included in this document)
Telephone Instruments by Room (attached – separate Excel file)
Prevailing Wage Rates (attached – separate PDF file)
Certificate of Non-Collusion (included in this document)
Tax Compliance Certificate (included in this document)

GENERAL

The Town is soliciting quotations to engineer, furnish, install, optimize and warranty an administrative telephone system for the new Police Headquarters. The equipment shall be the latest model. This system will be purchased in accordance with Chapter 30B procurement procedures.

The majority of the calls to the facility will be answered by the dispatch center and then transferred to the appropriate extension. Some instruments will require the capability to answer direct lines. An auto-attendant function may be activated on some lines. However, all calls shall have voice mail capability. Since there are more staff than telephone extensions, voice mailboxes will be required without associated extensions.

In general, the equipment and services to be supplied under this procurement include:

Operate up to 60 telephone extensions initially (expandable to 80)
PBX features
Caller ID with name
Voice mail independent of extensions
Music on hold with source
Control unit
Connect to the Verizon demarc block
Connect station instruments to the wall jacks
Connect to existing analog telephone in the elevator
Vendor programming services during installation
Input card to connect all outside lines listed
Input card for future connectivity to T1 (ISDN/DS1) service
Expandable to provide future interface to VoIP systems and instruments
Operate with Centrex features and “3” digit dialing to other Town offices
Warranty services
Coordinate the move of existing lines and the ordering of new lines from Verizon

The extensions will be located throughout the facility on two (2) floors. The control unit will be wall/rack mounted where the Verizon demarc panel will be located.

The Vendor shall assume that all necessary premise cabling for voice (Cat5E) and data (Cat6) has been installed, tested, labeled and terminated on a demarc block in the equipment room.

The Vendor shall assume that at the time of installation the following will be available:

A wall mounted plywood panel provided by the Town in the equipment room for mounting the control/voicemail unit
Access to an electrical outlet within 6’ of the control/voicemail unit
Cable access between all locations with either suspended ceiling or dedicated empty conduit
All overhead speaker wiring and speakers
The Verizon lines will enter the building as copper pairs

The Vendor will be required to provide wiring from the control unit to the analog bypass jacks.

All equipment will operate on 120vac/60Hz. The Town will provide a power source with UPS and standby generator with automatic start and transfer.

The following features shall be programmable in the system:

Date, day and time
Assign automated attendant to selected outside line(s)
System speed dial of 100 numbers
Music on hold with source
Directory services
Transfer any call to any extension/voice mail

The basic telephone instruments shall have a minimum of 8 programmable buttons and enhanced telephone instruments shall have a minimum of 16 programmable buttons. Each instrument shall include the following additional features:

Alphanumeric backlit display (2 Line x 24 Character Display)
Speed dial (20 personal numbers)
Hold
Flash
Speakerphone w/microphone mute & volume control
Conference (5 party = 3 internal and 2 external)
Redial
Individual programmable feature/line buttons
Pull-out tray instructions with each instrument
Labeled as approved by the Project Representative
Fully tested

The Vendor shall supply a Special Speakerphone (Conference style) with the following features:

Alphanumeric backlit display
Speed dial (20 personal numbers)
Hold
Flash
Microphones = 3 w/mute (capability to add external microphones)
Speaker & volume control
Redial
Individual programmable feature/line buttons
Pull-out tray instructions with each instrument

The following features shall be programmable at selected extension(s):

Call coverage
Call forwarding
Automatic line selection
Immediate, delayed or no ring by outside line
Outside line assignment
Privacy protection
Number of rings before transfer
Direct pick up of analog line at instrument
Assign outside line pickup by extension and/or group of extensions
Intercom among extensions
Caller ID display
Transfer to extension
Transfer direct to voice mail
Message waiting notification
Do not disturb
Direct extension dialing
Call forwarding
Allowed phone number lists
Allowed list assignments
Disallowed phone number lists
Disallowed list assignments
Line access restriction
Outgoing call restriction
Distinctive ring for outside line, intercom and transfer
Extension privacy
Barge-in
Record on demand (Selective record of a conversation in voice mail)
Hot desking
Access overhead paging system from any telephone

The voice mail system shall provide the following features:

Minimum of 60 individual mail boxes initially, expandable to 80
4 Ports
Automated attendant on selected lines
Three preprogrammed auto-attendant announcements with time/day selection
One button direct transfer to voice mail
Multi-level menus
Transfer out
Recorded announcements
Transfer messages to individuals, groups or all mailboxes
Broadcast message to all mailboxes
Remote (outside the building) access to change any programmed features by an authorized user
Alert pager/cell phone of messages w/direct access to listen to the message

A single line analog wall telephone shall be provided for the lobby.

CONTROL UNIT

The control unit shall be mounted in room 136. Direct access to all telephone extension locations will be available through conduits. Cat5E cable will be provided by the Owner to all locations in the building.

A telephone, local PC or remote PC shall program the system. All programming features shall be stored on a medium that provides a backup for the database. This backup medium shall provide immediate restoration of all system features should the database be lost. The system shall include the capability to copy programming features to multiple extensions. The control unit shall be capable of operating in a typical public safety environment that includes radio frequency energy from portable radios.

PAGING AMPLIFIER

The control unit shall interface to the Vendor provided overhead paging amplifier to be installed in room 136. The speakers and wiring will be installed by another Vendor.

OUTSIDE LINES

The Vendor shall connect the following lines from the Verizon demarc panel to the control unit:

000-000-0000 FD Ringdown (Record)

000-000-0000 Outgoing 1* (Hunt Group 2)

000-000-0000 Outgoing 2* (Hunt Group 2)

000-000-0000 Outgoing 3* (Hunt Group 2)

000-000-0000 PD Emergency Line* (Record and Hunt Group 1)

000-000-0000 PD Business 1* (Recorded and Hunt Group 1)

000-000-0000 PD Business 2* (Recorded and Hunt Group 1)

*Indicates lines with Caller ID with name activated

The Vendor shall connect the following lines that will bypass the control unit and be directly connected to wall jacks from the Verizon demarc panel to:

Dispatch Fax

Admin Fax

The Vendor shall be responsible to coordinate with Verizon on moving existing lines and ordering new service.

RECORDER INTERFACE

The incoming lines noted above shall be recorded at all times and at all extensions. The Vendor shall provide cables from the telephone interface block (room 136) to the E-911 logging recorder demarc block (room 136). The Vendor shall coordinate with the E-911 recorder Vendor for proper termination and operation.

The Vendor is responsible to demonstrate that the recorder interface is working but the final connection will be made by the E-911 Vendor. Route the cable to the 911 backboard in room 136 and coil up 8 feet of cable for future connection to the logging recorder by the E-911 Vendor. Label the wire pairs.

ANALOG BYPASS JACKS

The Vendor shall install 2 each RJ-11 jacks at each dispatch position in room 138 in a location to be determined by the Town’s Project Representative. These jacks shall be connected to the following lines:

PD Emergency Line

PD Business 1

The jacks will provide the capability to use single line analog telephone instruments to answer and make calls should the control unit malfunction. It shall be possible to disconnect the control unit while the analog bypass jacks remain connected to the outside lines. The Vendor shall supply the analog single line phones with caller ID display for name and number.

PC PROGRAMMING SOFTWARE

The Vendor shall supply PC programming software that permits local or remote programming of all the system parameters. This software shall provide:

A user friendly screen format that readily identifies the system status and alarms
Simple user card programming
Simple report generation and printing

EMAIL NOTIFICATION SOFTWARE

The Vendor shall supply software that will permit a user to be notified by email of a message in their voice mailbox. This software shall be available to 50 users.

EARLY INSTALLATION

Prior to the building being occupied, the Vendor shall be responsible to temporarily connect the elevator telephone to an outside line bypassing the police department system. The Vendor shall coordinate with the elevator contractor to have the elevator telephone programmed to automatically dial 911. After the building is occupied, the Vendor shall convert the elevator telephone to an extension on the police department’s system and coordinate with the elevator contractor to reprogram the telephone to automatically dial the dispatch center.

Prior to the building being occupied, the Vendor shall temporarily connect two outside lines directly to telephones located within the building. After the building is occupied, these lines will be connected to the telephone system.

VENDOR RESPONSIBILITY

It is the Vendor’s responsibility to provide a fully functional system to meet the requirements stated in this document. Unless agreed by the Town’s Project representative in writing, the Vendor will provide all the necessary system components for proper system operation.

SERVICES

The following services shall be included and provided as a lump sum cost in the cost proposal:

Contract Award - The Vendor shall review the order prior to submitting it to the factory to ensure that all items are accurate. If conditions not under the control of the Vendor require a change in the items and/or services proposed, a revised proposal shall be supplied to the Town’s Project Representative. No equipment shall be ordered and/or installed until approval has been received from the Town’s Project Representative.

It is the intent of the Town to have the building operational by July 18, 2007. It is assumed at this time, the installation window will be June 1 to 30, 2007. These dates are subject to change.

Shipping – All items shall ship FOB Destination.

Installation - The Vendor shall perform a pre-installation visit to survey the locations for all equipment to be installed. If conditions not under the control of the Vendor require a change in the items and/or services proposed, a revised proposal shall be supplied to the Town’s Project Representative. No equipment shall be delivered or work started until approval has been received from the Town’s Project Representative. Installation shall include all necessary wire, cables, connectors, hangers, etc. The Vendor shall use properly shielded cables to minimize interference from RF fields typically found in public safety facilities.

Installation shall be performed by factory trained staff. It is the Vendor’s responsibility to ensure that all existing equipment to be interfaced is in proper working order. It is the responsibility of the Vendor to notify the Town of any issues that must be addressed prior to commencing any work.

The Vendor shall be responsible to replace any fire stop seals that were removed or damaged. The Vendor shall take special care when handling ceiling tiles. The Vendor will be responsible to replace any ceiling tiles that are damaged due to mishandling.

The Vendor shall attend project coordination meetings that directly impact the Vendor’s work and/or schedule. The Vendor shall not receive compensation for any additional work required due to the lack of coordination with other Vendors.

At the end of each workday, the Vendor shall cleanup the work area and properly dispose of all excess materials as directed by the Town’s Project Representative.

The Vendor shall be on site during the cutover.

Equipment Cabinet Grounding – The Vendor shall supply and install a #6 green wire between the equipment cabinet and the ground bar in the equipment room. Compression lugs, bolts, lock washers and nuts shall be used on all ground wires.

Connection to equipment supplied by others as noted in these specifications.

Programming – All necessary programming labor to provide the functions identified by the Town. The Vendor will label all items, as required.

Training - The Vendor shall provide the necessary training for the Owner to become proficient in the operation of this equipment. The Vendor shall explain this training program and provide any costs in the proposal. This shall include a pre-installation session to identify all the system features to be programmed by the Vendor as well as operator training after installation and acceptance. The training session shall include the programming of all system parameters. The Vendor shall provide all necessary training materials for a maximum of 12 attendees. The training shall be performed at the Police Station at a mutually agreeable time.

Documentation – Three copies of all installation, service and as-built documentation shall be provided. At least one copy shall be printed.

Software Licenses - All necessary software licenses shall be included and explained.

Warranty and Service - The Vendor shall warrant all equipment, software and installation work for a minimum of one year after acceptance. Warranty shall include all parts, labor and travel necessary to return the equipment to its original working condition. The Vendor shall respond within 4 hours of notification of a problem 24 hours/day, 7 days a week. The Vendor is responsible to replace any spare parts used during the warranty period. The Vendor shall provide replacement instruments and parts for a minimum of seven (7) years after system acceptance.

Storage of Equipment - It shall be the Vendor’s responsibility to provide secure and dry storage space for all equipment prior to the approved installation date. The Vendor shall be responsible to inspect all deliveries and take the necessary corrective action to replace any damaged equipment. Copies of shipping documents for all undamaged equipment shall be the basis of the Vendor’s payment as stated in the payment schedule.

Acceptance Test - The Vendor shall demonstrate to the Town’s Project Representative that all requirements stated in this document have been provided and are operating in accordance with manufacturer’s specifications. The system shall operate for 30 days without failure before the warranty period commences. Any failure occurring within the 30-day period shall reset the 30-day clock. The Vendor must obtain written acceptance from the Town’s Project Representative to initiate the warranty period.

SPARE PARTS

The Vendor shall supply a list of recommended spare parts with unit pricing.

DEPOT SERVICE

The Vendor shall explain the manufacturer’s depot repair facility procedures, cost, turn-around time and typical system items returned.

ADDITIONAL REQUIREMENTS

All work will be performed in accordance with all applicable local, state, federal and prevailing wage laws. It is the Vendor’s responsibility to obtain and pay for any permits etc. prior to commencing any work.

The Vendor shall assist the Town in obtaining the necessary approvals required.

The Vendor is responsible for the safety of their workmen and all others while working on Town facilities.

It is the responsibility of the Vendor to notify the Town of any issues that must be addressed prior to commencing any work.

The Vendor is required to provide a Certificate of Insurance indicating coverage limits as outlined by the Town prior to commencing any work.

The Vendor must coordinate all work with the Town’s Project Representative. Any work that will require down time on any active system must be approved in advance.

It is assumed that the Vendor will meet all requirements of this solicitation unless the Vendor has stated exceptions and the Town has provided written acceptance.

The Successful Vendor will be required to execute a contract with the Town that will include the following:

Incorporate by reference the selected vendor’s proposal.
Incorporate by reference this document.
Term of the contract including any renewal, extension, or options.
Optional items may be purchased by the Town at its sole discretion by notification to the Vendor prior to the expiration of the warranty period.
Payment is subject to appropriation or other availability of funds.
The Vendor must provide the Town with the proper Certificates of Insurance for liability insurance and workers’ compensation.
All contract amendments must be in writing and signed by officials with authority to bind the Town.
The contract may not be assigned without the written approval of the Town.
Conditions to terminate the contract, what notice must be provided prior to termination, and what opportunity will be granted to correct any problem.
Prohibit any activity that would constitute a violation of the conflict of interest
A certification of tax compliance by the Vendor. (M.G.L. c. 62C, §49A.).
The document is the entire contract and that there are no agreements other than those incorporated therein.

PAYMENT SCHEDULE

The following is the payment schedule for Vendor payments:

Equipment Delivery (Shipping documents certified by the Vendor as received and undamaged) – 75%
Equipment Installation – 15%
Equipment Acceptance – 10%

PROPOSAL REQUIREMENTS

The Vendor shall supply the number of copies noted on page 1. The Vendor shall provide the information in the Proposal Requirements and Cost Proposal sections for each system proposed.

The proposal shall contain the following information:

Completed Certificate of Non-Collusion

Completed Tax Compliance Certificate

List of Subcontractors to be used (The Town desires to contract with a Vendor that does not use Subcontractors)

List of all items to be supplied and quantity

Catalog sheets showing all the equipment to be supplied

List any exceptions to the requirements stated in this document

List of any special requirements that need to be included in the facility

Explanation of software licenses included

Power consumption and heat load of all electrical equipment

Project Schedule - A schedule showing days after contract award for order review, equipment delivery, installation and acceptance.

Vendor Project Manager - The Vendor shall provide the name and telephone number of the individual who will be responsible for the coordination, installation, acceptance and warranty support.

List of five (5) references where the Vendor and Subcontractors have installed similar systems in public safety agencies. The list shall include the agency name, contact name, telephone number, type of system installed and date of installation

The Town reserves the right to adjust the quantities of purchased items.

Prior to award of a contract, the Vendor may be requested to attend an oral presentation to explain their proposal. The Town is not responsible for any costs incurred by the Vendor prior to contract execution.

After review of all proposals, the Town reserves the right to waive any requirements that are not in the best interest of the Town. The Town reserves the right to contract with the responsive and responsible Vender that provides the best-priced quotation for the Town. The best-priced quotation is based on the “Basic System Cost”.

COST PROPOSAL

Qty Unit-$ Extended-$

BASIC ITEMS

Control Unit 1 $ $

Includes Services for Above Item

(16 copper trunks, 60 digital phones)

Music-On-Hold 1 $ $

Desk Telephone – Basic Features 17 $ $

Includes Services for Above Item

Desk Telephone – Enhanced Features 9 $ $

Includes Services for Above Item

Wall Analog Single Line Phone for Lobby 1 $ $

Includes Services for Above Item

Elevator Phone Connection 1 $ -0- $ -0-

Includes Services for Above Item

Fax Line Connection 2 $ -0- $ -0-

Includes Services for Above Item

Wall Telephone - Basic Features 19 $ $

& Adapter Plates

Includes Services for Above Item

Wall Telephone – Enhanced Features 1 $ $

& Adapter Plates

Includes Services for Above Item

Special Speakerphone – Conference Style 1 $ $

Includes Services for Above Item

Voice Mail System Lot $ $

Includes Services for Above Item

(68 Mailboxes)

Recorder Interface Lot $ $

Includes Services for Above Item

Position 1 Analog Bypass Jacks and Cable 2 $ $

Includes Services for Above Item

Position 2 Analog Bypass Jacks and Cable 2 $ $

Includes Services for Above Item

Analog Single Line Phones for Bypass 2 $ $

Includes Services for Above Item

PC Programming Software Lot $ -0- $ -0-

Includes Services for Above Item

Email Notification Software Lot $ $

Includes Services for Above Item

Early Installation Lot Included In System Controller

Includes Services for Above Item

Software Licenses Lot Included in System Controller

Additional Items Required Lot N/A

(List Separately with Quantity and Individual Cost)

BASIC SYSTEM TOTAL $

OPTIONAL ITEMS

Maintenance Service Cost

Year 2 – From the end of the warranty period and the following 12 months

Year 3 – From the end of Year 2 and the following 12 months

Year 4 – From the end of Year 3 and the following 12 months

Year 5 – From the end of Year 4 and the following 12 months

Year 6 – From the end of Year 5 and the following 12 months

Spare Parts

Depot Service

Telephones – Basic Features 1 $

Includes Services for Above Item

Telephones – Enhanced Features 1 $

Includes Services for Above Item

Analog Line Expansion Module 1

Includes Services for Above Item $

(4 Copper Trunks)

Instrument Expansion Module 1 $

Includes Services for Above Item

(16 Digital Stations)

CERTIFICATION OF COST PROPOSAL

I certify that I have the authority to submit this proposal on behalf on my company and it meets the requirements of this document unless specifically stated in writing. I also certify that my company is:

Authorized representative of the manufacturers of all equipment supplied
Authorized to perform all warranty work
Staffed with manufacturer certified technicians

____

Name Title

________________________________________________________________

Signature Date

_________________________________________________________________

Company

_________________________________________________________________

City/Town State Zip

_________________________________________________________________

Telephone Number Fax Number

_________________________ _______________________________________

E-Mail

CERTIFICATE OF NON-COLLUSION

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word “person” shall mean any natural person, business, partnership, corporation, union, committee, club or other organization, entity, or group of individuals.

__________________________________

Signature of Individual Submitting Bid

___________________________________

Name of Business

Date: ___________________

TAX COMPLIANCE CERTIFICATE

Pursuant to M.G.L.c. 62C, §49A, I certify under the pains and penalties of perjury that, to the best of my knowledge and belief, I am in compliance with all laws of the Commonwealth relating to taxes, reporting of employees and contractors, and withholding and remitting child support.

___________________________________

Signature of Person Submitting Bid

____________________________________ Name of Business

Date: _________________