Sample Request for Telephone System Bids
1. INTRODUCTION AND OVERVIEW:
The <Name of City or Town> seeks a telecommunications network and call switching and processing system to be utilized for delivery of calls. Present needs are indicated in the following details and specifications. Should the <City or Town> gain sufficient momentum, expansion will be required, allowed for in the following. You are invited to bid for this project. The equipment needed installed by <Date>.
2. BID / RESPONSE REQUIREMENTS:
2.1. This specification is in two parts. The short "Compliance Table" pertains quite strictly to this special application and the equipment function desired. The "Equipment" portion outlines generally the station and trunk capacities required of the telephone system, as well as some telephone system features, and lastly, the capacities of the voice processing system. Although the <City or Town> prefers a single vendor solution, a multiple vendor solution will be considered as budgetary and overall system operation issues may arise.
2.2 We are requesting pricing for the platform of a system that accommodates analog trunking only but may have to accommodate T1 services as well.
2.3 Given the short time framework of this project, strict adherence to the format and response requirements detailed in this specification are required as there is sufficient time to send responses back to bidders for corrections. Failure to comply with or complete any part of this request may result in the rejection of a proposal.
2.4 Also very important, itemized, unit cost pricing is requested for hardware scheduled below (telephones, line cards, etc.) and must be indicated in bids.
2.5 Any question of interpretation by the Bidder shall be resolved before the Bidder submits the final response. Interpretation of each requirement resides with the bidder. In order to maintain the project schedule, request for interpretation are required for submission as soon as possible, but in no case later than <date>. Questions concerning this RFP should be directed to <name and phone number of contact person>.
2.6 Please prepare four copies of the proposal. Completed proposals must be submitted no later than <date and time>. Please send t <organization name and address>.
2.7 NOTIFICATION OF WITHDRAWALS OF PROPOSAL: Proposals may be modified or withdrawn prior to the date and time specified for proposal submission by an authorized representative of the bidder or by formal written notice. Proposals submitted will become the property of the <City of Town> after the proposal submission deadline.
2.8 RIGHTS TO PERTINENT MATERIAL: All responses, inquiries, and correspondence relating to the RFP and all reports, charts, displays, schedules; exhibits, and other documentation produced by the Bidder that is submitted as part of the proposal will become the property of the <City or Town>.
2.9 RIGHT OF <City or Town> TO REJECT PROPOSALS: The <City or Town>reserves the right to reject any and all proposals or any part of any proposals, to waive minor defects or technicalities, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as may be deemed necessary in its interest. The <City or Town> is not required to have reasons for rejecting a proposal.
2.10 . DEMONSTRATIONS: The <City or Town> may require demonstrations of similar systems that are installed and operational. All costs of the demonstrations are the Bidder's responsibility.
2.11 . EVALUATION: Some of the criteria upon which the evaluation of your proposal will be based are:
1. Completeness of the proposal.
2. Adherence of the proposal to the format requested herein.
3. Level of service and responsiveness that the Bidder can provide to the <City or Town>.
4. Financial stability and reputation of the Bidder.
5. Experience and technical expertise of staff.
6. Design, capability, and completeness of system.
7. Capability, reliability, and expandability of proposed hardware.
8. Economic feasibility and justification of all costs.
9. Bidder willingness to negotiate a contract acceptable to the <City or Town>.
10. Feasibility, timeliness and quality of the implementation schedule and cut plans.
11. Project Management abilities.
2.12. EXCEPTIONS TO THE RFP: Some degree of latitude is allowed in the preparation of your proposal. Specifically, we are receptive to your suggestions pertaining to:
1. Phasing and scheduling of the implementation.
2. Additional system capabilities not mentioned in this RFP that the Bidder believes would be useful to the <City or Town>.
3. Alternate methods of obtaining any portion of the requirements specified in this RFP.
2.13. PRODUCT LITERATURE: The Bidder shall present any general information and all marketing material (i.e., brochures, references, specification sheets and the like) as it deems necessary.
2.14. REFERENCES: The Bidder must include at least three references for existing telephone systems installed by bidder employing the same equipment as proposed. Please provide the customer name, address, and telephone number, the number of lines installed, the date placed in service and the customer's selected method of maintenance. The <City or Town> intends to check these references and verify customer satisfaction with hardware, software, installation and training.
2.15. MILESTONE SCHEDULE: Milestone Dates
· Inquiries ----------------------------------------- <date>
· Bids Due ---------------------------------------- <date>
· Contract Award -------------------------------- <date>
· System Installed -------------------------------- <date>
3. COMPLIANCE TABLE: Does the system proposed meet these criteria?
(IMPORTANT NOTE: Non-compliance does not necessarily disqualify a vendor for consideration. If a "YES" answer is indicated, client assumes such functionality is included in system proposed.)
3.1. List of Criteria should be placed here
3.2. Etc.
3.3. Etc.
4. EQUIPMENT TO BE SCHEDULED:
List of Equipment should be placed here.
1. (4) ports equipped but with a minimum 12 port wired
2. 10 to 15 hours storage capacity
3. Faxback / Fax on Demand is requested, but not necessarily at extra cost. Please indicate additional cost for this feature: $_____________
4. Directory
5. Urgent message notification capabilities
6. One year warranty
7. Annual cost for maintenance after warranty expiration
6. EQUIPMENT REQUIREMENTS : Compliance table of PBX features
6.2. Caller ID upon telephone displays; ________________(Y or N)
6.3. Hookflash: System must have ability to send 'Hookflash' signal either to CO Centrex trunk whether analog loop or ground start, OR, upon Centrex trunk built upon ISDN PRI T1 Super Trunk services; _____________(Y or N)
6.4. Least-cost-routing with capacity for screening ___________(Y or N)
6.5. Call announce capabilities on ALL digital instruments, Two-way; ___________(Y or N)
6.6. Interface for possible later CTI application; _________(Y or N)
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