Request for Proposals (RFP) Telephone System

Request for Proposals (RFP) Telephone System Northern Kentucky Area Planning Commission 2332 Royal Drive Fort Mitchell, KY 41017 859 331-8980 Email: phone_rfp@nkapc.org July 31, 2012

Table of Contents Part 1 Introduction 3 Part 2 General Requirements and Selection 6 Appendix A Declaration of Intent to Respond Form 13 2

Part 1 Introduction The Northern Kentucky Area Planning Commission (NKAPC) is inviting qualified firms to submit proposals for providing a telephone/communication system. The system now in use is aged, malfunctioning, outdated and for the most part replacement parts are difficult to secure. The purpose of this RFP is to locate a firm to provide a long-tern source of equipment, software and/or all other support, such as maintenance so that NKAPC has a reliable system. It is important that the system be as adaptable to expansion and new technologies as possible to enable the NKAPC to best serve the community. Overview of the Northern Kentucky Area Planning Commission The Northern Kentucky Area Planning Commission (NKAPC) has been in existence since 1961, created under Kentucky Revised Statutes 147.610-147.705. Formation of the NKAPC, as a tax base supported area planning commission, was initiated in part because of the multiplicity of governmental units within Northern Kentucky and the need to coordinate activities with numerous governmental jurisdictions and local planning commissions. Today the NKAPC serves Kenton County and the 18 other governmental jurisdictions that comprise the government structure within the county. NKAPC staff serves as the professional staff for the Kenton County Planning Commission (KCPC). Total population of the county is 159,876 (2010). Additionally, NKAPC provides services by contract to the Pendleton County (Kentucky) Fiscal Court. The NKAPC maintains a staff of: certified urban/regional planners; professional engineers/land surveyors; certified building officials; zoning administrators; and GIS/IT (Geographic Information Systems/Information Technology) professionals; student interns; and support staff. The organization is divided into five departments to provide services to our customers. These departments are: Administration Planning and Zoning Administration Infrastructure Engineering Building Codes Administration GIS Administration A basic function of the NKAPC is to prepare, and assist in the implementation of, a comprehensive plan for all incorporated and unincorporated areas of Kenton County. This comprehensive plan is jointly reviewed and adopted by both the NKAPC and the KCPC. In its role as staff to the KCPC, NKAPC provides development plan, review, subdivision review, inspection of infrastructure construction, and evaluation of zoning text and map changes which receive KCPC recommendation prior to action by legislative jurisdictions. Additionally, NKAPC staff provides building permitting and inspection, zoning administration and enforcement, and code enforcement services through our "One Stop Shop" program with many of the local jurisdictions in Kenton County. The NKAPC and the GIS Administration Department also serves as the managing partner of LINK-GIS - a partnership which, in addition to the NKAPC, includes: Kenton County Fiscal Court, Kenton County Property Valuation Administrator (PVA), Sanitation District No. 1, Northern Kentucky Water District, Campbell County Fiscal Court, and the Campbell County PVA. LINK-GIS is a geographic information system providing mapping and related attribute information for both Kenton and Campbell Counties. Further information on NKAPC, LINK-GIS, and One Stop Shop, can be found on the following websites: NKAPC: www.nkapc.org Link-GIS: www.linkgis.org One Stop Shop: www.nkonestop.org 3

Objectives NKAPC s objective is to purchase a new telephone system that is adaptable to both current and anticipated technologies and expandable for changing staffing needs of the commission. NKAPC requires a provider of a system with a proven track record of effective and timely, long-term system support, inclusive of all telephone hardware; and, that is an efficient solution in regards to communication and costs. Overview of NKAPC Departments The following is a general outline the roles of each department at the NKAPC with the exception of our Administrative Department. Planning and Zoning Administration Responsibilities: Zoning Administration and Enforcement Code Enforcement Long Range Planning Zoning Map and Text Amendments Development Plan Review Infrastructure Engineering Responsibilities: Subdivision Plat Review (including Pendleton County, by contract) Subdivision Infrastructure Inspection/Approval (including Pendleton County, by contract) Address Assignment Building Codes Administration Responsibilities: Administer/Inspect the Kentucky Building Code and associated codes (State and Local jurisdiction) Administer/Inspect HVAC codes Administer National Electric Code (Inspection by contract) GIS Administration Responsibilities: Development, support and maintenance of GIS information for LINK-GIS Partnership and local communities Development of digital data, maps, databases and on-line mapping Maintenance of Master Address Table Provide leadership and expertise to local community related to GIS activities, uses, data and products. Employee and Telephone Needs by Department and Other Office/ Meeting Room Areas Department Employees Phones Other Areas Phones Administration 7 8 Lobby 1 GIS 8 10 Admin Conference Room 1 Building Codes 7 9 Commission Chambers 1 Planning and Zoning 11 14 Planning/Zoning Conference Rm 1 Engineering 5 7 Engineering Conference Rm 1 Kitchen 1 TOTAL 38 48 6 4

Existing Telephone Environment NKAPC is currently served by a Comdial FX-II System installed approximately 7 year ago. The voicemail is a KeyVoice system, currently using software version 11.0.16. Our building is wired throughout with CAT 3 cable connecting to drops for up to 70 handsets. Existing and initial users and telephones are listed in the preceding table. Features of Existing System Auto Attendant Voicemail Caller ID PC Attendant Intercom System Dial in Direct Lines Call Forwarding Hunt Groups IVR Features/ Improvements NKAPC would like Minimum of 3 outside connections for conference calls Maintain same phone numbers Cordless receivers Multiple options for day and night messaging Ability for all Administrative staff to see who is on the telephone (approximately 5 locations, expandable) Optional Features NKAPC is interested in obtaining the most flexible and efficient telephone system possible within our budgetary means. For example, NKAPC would like to investigate if a full or partial VOIP system is a potential option for our agency. Contractors are requested to submit in their proposal alternative approaches that they consider appropriate to meet the needs of NKAPC. 5

Part 2 General Requirements and Selection The rules and procedures prepared by the NKAPC that guide the proposal process are described in this section. These terms are considered mandatory requirements, and failure of the Contractor to adhere to them may result in elimination from further consideration of the Contractor in the proposal selection process. This Request for Proposals is not an offer to purchase but is a request to receive proposals. The RFP, the proposal submitted in response, and any individually negotiated issues, will constitute any final contract which may result. Should conflicts arise, negotiated items shall take precedence over the RFP and the proposal; the RFP shall take precedence over the proposal. The NKAPC reserves the right to accept or reject any or all responses, as well as the right to negotiate with one or more, or none of the responding firms. Omissions, alterations, or irregularities of any kind shall constitute sufficient cause for rejection of a proposal. However, the NKAPC reserves the right to waive irregularities in the proposals. The NKAPC reserves the right to advertise for new proposals if, in its judgment, the best interests of the NKAPC will be served. By responding to this RFP, the vendor acknowledges that they have no prior knowledge of the contents of this RFP and the specifications defined in it. All expenses incurred by firms in connection with preparing and submitting responses to this RFP are that firm's alone. It is the responsibility of each responding firm to be aware of, and comply with, all relevant local, state, and federal licensing and statutory requirements. Intent to Respond The NKAPC requests that all RFP recipients complete the Declaration of Intent to Respond form contained in Appendix A, and return it, by mail, email, or fax to the address listed below by: Rick Masters, MCSE Systems Administrator, NKAPC 2332 Royal Drive Ft. Mitchell, KY 41017 Telephone: 859.331.8980 Fax: 859.331.8987 Email: phone_rfp@nkapc.org 3:00 p.m. (Eastern Time), Tuesday, August 14, 2012 Request for Information / Questions/ Site Visit All requests for clarification or additional information regarding this RFP must be submitted by: 3:00 p.m., (Eastern Time), Thursday, August 30, 2012 No questions will be entertained after this date. All firms submitting the Intent to Respond form will receive answers to all questions submitted related to this procurement. NKAPC is open to on-site visits from interested firms who have submitted the Intent to Respond form. NKAPC reserves the right to withdraw this offer in the event the number of firms requests visits exceeds or capacity to host all firms. The purpose of these visits is to allow firms to see our current system as a basis for preparing an RFP. Requests for clarification, additional information, and site visits shall be directed in writing/email to the Northern Kentucky Area Planning Commission by mail, email, or fax to the following address: Rick Masters, MCSE Systems Administrator, NKAPC 2332 Royal Drive Ft. Mitchell, KY 41017 Telephone: 859.331.8980 Fax: 859.331.8987 Email: phone_rfp@nkapc.org 6

RFP Addenda Substantive requests for information received prior to the deadline for Requests for Information above may be responded to in writing or by email by the NKAPC in the form of an addendum to this RFP. If a Contractor finds any inconsistency or ambiguity in this RFP, the contractor should contact the NKAPC for resolution of the issue. Any clarification given may become an addendum. If it becomes necessary to issue addenda to this RFP, an addendum will be provided to all contractors submitting the Intent to Respond form required in this RFP. Proposal Submission Requirements Responding firms must submit one (1) original hard copy and seven (7) copies, plus one digital copy (PDF format, with markup capability, preferred) of the proposal by Friday, September 14, 2012) by or before 3:00 pm EDT to the Northern Kentucky Area Planning Commission Office. The packages should be addressed as follows: Dennis Andrew Gordon, FAICP Executive Director, NKAPC 2332 Royal Drive Ft. Mitchell, KY 41017 Proposal for the Northern Kentucky Area Planning Commission Telephone System should be indicated clearly on the outside of the packages. Responding firms are responsible for assuring that their proposals are delivered by the deadline. All proposals received after the deadline will be returned to the responding firm. Tom Litzler, NKAPC Chairman and Dennis Andrew Gordon, NKAPC Executive Director or their designee will open all proposals received by the deadline on Monday, September 17, 2012 at 3:00 PM EDT and will announce the respondents at the NKAPC Office. The public is invited to attend. Obligations and Responsibilities of the Firms Responding to the RFP By submitting a proposal, the responding firm will be held accountable for having informed themselves as to the conditions under which the work will be accomplished, the contents of all applicable proposal documents and the provisions of all laws, ordinances, regulations, wage rates, and labor conditions prevailing at the work site. Any failure, omission, or neglect to so inform themselves of such items will not relieve the submitting firm of their obligation to successfully execute and perform completely the work within the time allocated in the contract. Withdrawal or Modification of Proposals Proposals may be withdrawn or modified in writing prior to the proposal submission deadline. Proposals that are resubmitted or modified shall be sealed and submitted to Mr. Dennis Andrew Gordon, FAICP, Executive Director, Northern Kentucky Area Planning Commission, prior to the proposal submission deadline of September 14, 2012 by or before 3:00 PM EDT. Packaging and Duly Authorized Signature Each proposal must be sealed to provide confidentiality of the information prior to the submission date and time. The technical and cost proposals shall be separately bound, sealed, and clearly marked so as to indicate their content without being opened. The NKAPC will not be responsible for premature opening of proposals not properly labeled. Clearly mark the original proposal copy as the Master Proposal and enclose originals of the required forms. A transmittal letter signed in ink by a duly authorized officer, empowered with the right to bind the contractor, shall accompany each proposal set. Acceptance of RFP Content Provisions of this RFP and the contents of the successful response will be used for establishment of final contractual obligations. The NKAPC retains the option of canceling the award if the successful contractor fails to accept such obligations. The NKAPC and the successful contractor shall enter into a written contract for the work to be performed. It is expressly understood that this RFP and the contractor s proposal may be attached and included by reference in an Agreement signed by the NKAPC and the successful contractor. 7

Proposals Binding All proposals submitted shall be binding upon the contractor, if accepted by the NKAPC, for 120 calendar days from the proposal submission deadline. No proposals may be withdrawn during this 120-day period. Negligence upon the part of the contractor in preparing the proposal confers no right of withdrawal after the time fixed for the submission of proposals. Prime Contractor Responsibility Contractors have the option of subcontracting for products and services they propose in response to this RFP. If any products or services are to be subcontracted, the contractor shall provide, within the proposal, a description of the subcontracting organization and the contractual arrangements made therewith. All subcontractors will be subject to approval by the NKAPC. The successful contractor will also furnish the corporate or company name and the names of officers or principals of said companies proposed as subcontractors. The NKAPC will consider the prime contractor to be solely responsible in all contractual matters, including payment of any and all charges resulting from such subcontractor arrangements. The successful contractor shall cause appropriate provisions of its proposal to be inserted in all subcontracts ensuing to insure fulfillment of all contractual provisions by subcontractors. Corporations If the successful approved firm is a corporate body, it shall furnish at the time of executions of the contract, a resolution of the directors of the corporation bearing the seal of the corporation, evidencing authority of the officer signing the contract to do so. Particular attention is called to any statutory requirements of the Commonwealth of Kentucky relative to the licensing of corporations organized under the laws of any other state. Equal Employment Opportunity Attention of all firms responding to this RFP is particularly called to the requirements for insuring that employees and applicants for employment are not discriminated against because of their race, creed, color, sex, or national origin. Cost Related to Proposal The contractor shall be fully responsible for all costs incurred in the development and submission of this proposal. The NKAPC assumes no contractual obligation as a result of the issuance of this proposal request, the preparation or submission of a proposal, the evaluation of proposals, or final selection. Selected proposal contractors may be shortlisted and will be asked to demonstrate their system to the NKAPC. The costs of such presentations shall be borne solely by the contractors. Price Quotations All prices shall be quoted in U.S. Dollars. Unless contractors specifically take exception, prices quoted will be considered firm. Additional purchases of all material may be required through 6 months from award date of this contract and shall be at the contract unit price. In case of error in the extension of prices in the proposal, the unit prices shall govern. Invoicing and Payment Products required by the contract shall be delivered on a schedule to be agreed upon with the NKAPC. Delivery and payment schedule will be decided upon as a part of negotiations. Format of Proposals To expedite and simplify proposal evaluation and to assure that each proposal receives the same orderly review; all proposals shall adhere to the format described in this section. Proposals must address the requirements completely and accurately using the required format. The proposals shall be organized according to the following outline: Section 1: Section 2: Section 3: Section 4: Introduction and Executive Summary Experience Response to Commercial Questions Proposed Telephone System and Capabilities 8

Section 5: Section 6: Section 7: Documentation, Training, and Support Warranties, Maintenance, and Installation Price Proposal (bound separately). Requirements and directions for preparation of each part of the proposal are outlined in the following sections. Section 1: Introduction and Executive Summary Include a brief executive summary of the major facts or features of the proposal, including any conclusions, assumptions, and recommendations the contractor desires to make. The executive summary should be designed specifically for review by a non-technical audience. Provide the following information relative to the contractor. If a joint venture, similar information must be provided for each member of the joint venture. 1. Company name and business address, including telephone number and website 2. Year established (include former firm names and year established, if applicable) 3. Type of ownership and parent company, if any 4. Contractor s contact name, address, and phone number, if different than Item 1. Provide a brief description of corporate and other organizational history and experience in developing and installing telephone/communications systems with applications comparable to those of the NKAPC. Section 2: Experience All proposal documentation and other information must comply with Part 2 of this RFP. Submit, as an element of Part 2 a description of at least five relevant installations. The description must provide the following information at minimum: 1. Client 2. Date of Installation 3. Client Contact Name, Title, and Current Telephone Number and Email Address 4. Hardware/Software, as applicable 5. Status of Implementation 6. Description of System Environment/Implementation The contractor agrees that the NKAPC may contact the references given, and visit installed sites. Section 3: Response to Commercial Questions Please answer the following questions directly and specifically, and cite the question before each answer. These questions are provided to assist with responses to Part 3 of this RFP. 1. What exceptions, if any, are taken to the terms and conditions contained in Part 3 of the RFP? If exceptions are taken, cite the paragraph involved, the exception taken, and state alternate language acceptable to the Contractor. 2. Are all costs quoted on a firm, fixed price basis? Price quotations must be at least as detailed as requested in Section 7. If a more detailed pricing is given, define the additional entries in response to this question, and include them in the separately bound price proposal. 3. Who will be the contractor s authorized negotiator? 9

Give name, title, address, and telephone number. The person identified shall be empowered to make binding commitments for the contractor. 4. What is the current financial status and condition of the contractor? Provide a copy of the contractor s most current annual report and statement of financial condition, or equivalent. Section 4: Proposed Telephone System and Capabilities Describe in detail the proposed telephone system(s) being offered for consideration. Note that the NKAPC is interested in a voice over IP (VOIP) option for consideration in this purchase. Describe the functionality of the proposed application(s), identify third-party packages with which the contractor s proposed system will integrate. Contractors are encouraged to review information provided herein and to visit each of the three websites listed on page 3 to learn more about the NKAPC so as to be as knowledgeable as possible about the agency before replying to this RFP. The contractor is requested, where appropriate, to include supporting literature describing the details of system capabilities, commands, and utilities. If included, this supporting literature must be referenced in the response to the specification and included in an appendix to the Contractor s proposal. Section 5: Training, and Support The contractor shall describe in detail their proposal for training NKAPC personnel to use and manage the system. Detailed information shall also be included in the RFP on the support structure for the system being proposed by the contractor, including replacement of malfunctioning units/parts, updating to new technologies and timing and/or scheduling of service calls. See Key Decision Criteria below for more information. Section 6: Warranties, Maintenance, and Installation Provide a complete description of contractor s system acceptance testing procedures, warranties, warranty limitations, and warranty periods, service agreements, extent of coverage, and alternate maintenance plans that apply to each system component. Specific requirements for system maintenance, as applicable, are to be stated in this section. Include prices for these in your cost proposal. The NKAPC reserves the right to negotiate all terms of maintenance. Provide in this RFP a proposed "Go Live" date based on the anticipated procurement schedule below. Include an installation plan and schedule detailing all steps of the process, with training necessary to meet the "Go Live" date. This date will be open to negotiation during contract negotiation. Section 7: Price Proposal Provide under separate bound and sealed cover, an itemized list of proposed system components complete with component name and item number, component description, unit price, extended price, unit annual maintenance, extended annual maintenance, and applicable taxes, if any. The price proposal shall include the price for shipping, insurance, and other costs related to the delivery and installation of the proposed software. All prices shall be quoted in U.S. Dollars. 10

Contractor Selection All proposal materials submitted shall become the property of the NKAPC, which reserves the right, in its sole discretion, to use without limitation any and all information, concepts, and data contained therein. The selection process will include the following steps: Evaluation and Selection Criteria - The detailed proposal review will evaluate the selection criteria listed below. Following review of the technical proposals, cost proposals will be opened and evaluated. Technical proposal evaluations will consider the key decision criteria listed below. The NKAPC reserves the right to request additional information from a contractor in reviewing the selection criteria. Shortlisted Firm/Vendor Demonstrations - Shortlisted contractors will be invited to the NKAPC to present their proposals and to demonstrate, if they desire, their system(s) to the evaluation team. The evaluation team will place emphasis on the capability of the proposed system to support the NKAPC s specific requirements for telephone communication and long term maintenance and serviceability. See the Procurement Schedule below for the anticipated date of this demonstration. Evaluation of Responses and Selection of Contractor - The evaluation team will evaluate and review all information available to it from the selection process and rank the contractors. At this point, the evaluation team will recommend one firm with which the NKAPC will enter into contract negotiations. Contract Award - Following successful negotiations with the selected contractor and approval of the Commission, the NKAPC will enter into a contract with the successful contractor. Key Decision Criteria Financial viability/ strategic direction. The bidder of the proposed solution must be experienced, financially viable, capable of sustained ongoing support and development of the products proposed. Bidder must have a defined vision for the proposed system that includes a strategic plan for long term support, as well as legacy investment protection. Asset management and protection, ensuring the capital investment provides flexibility in adapting future changes in technology. Efficiencies at the desktop, helping employees communicate better and work more productively Common applications, providing the same functionality across all communication platforms Permit addition of advanced, standards-based server applications as needed, such as unified messaging, unified communications, contact center, mobility, etc. Support modular growth in capacity and feature functionality Effective management tools: that provides maximum flexibility, for rapid, efficient and cost effective configuration changes and centralized management control. Contractor continuing support and availability, covering remote serviceability and technical support of the entire proposed solution, including applications. Bidder's resource infrastructure must provide a single point of contact. Services available from the bidder must include: Quality assurance process for delivery of services Installation and integration services, including project management and training Availability of support 24 hours a day, seven days a week through Help Desk infrastructure and online support Scheduled Onsite preventive maintenance services Onsite support 8 a.m. to 5 p.m., Monday through Friday with 4 hours response Training, Contractor shall describe a complete training program for all staff and any NKAPC personnel who will be assisting with on-site maintenance and upkeep of the system. 11

Procurement Schedule The following is the schedule for release, submission, and selection. Milestone Date Release of RFP July 31, 2012 Intent to Respond August 14, 2012 On-Site Visits (Optional) August 14 to August 28, 2012 Cut-Off Date for Questions August 30, 2012 Responses to Submitted Questions September 7, 2012 Proposal Due Date September 14, 2012 Proposal Opening Date September 17, 2012 Notification of Shortlist September 28, 2012 Shortlist Presentations/Product Demos October 5, 2012 Vendor Selection and Notification October 12, 2012 (Negotiations begin) Projected Start Date October 23*, 2012 Projected "Go Live" Date Per Proposal and/or Contract All submittals for this schedule are due no later than 3:00pm EST on due date * Start date is dependent on approval of contract by the NKAPC Attorney and Board Notice of Award and Contract Negotiations Notice of award will be issued by the NKAPC to the successful contractor by email (delivery and receipt response), telephone or other method suitable to make immediate contact with the selected firm. The NKAPC may, at its option, during contract negotiations with the selected contractor, modify the equipment/software requirements from those stated in the RFP or included in the contractor s proposal. If new hardware/software products become available between the time of proposal submittal and contract signing which meet the basic functional specifications in this RFP but deliver greater capability or performance or other advantages at a lower cost than the proposed products, the NKAPC will have the option of substituting these products at the lower costs. 12

Appendix A DECLARATION OF INTENT TO RESPOND The firm named below intends /does not intend to submit a proposal in response to the Northern Kentucky Area Planning Commission Request for Proposals for a Permit System. Firm Name: On - Site Visit Yes No The Northern Kentucky Area Planning Commission (NKAPC) wishes to establish a single communication contact with each potential Contractor. Please identify this individual in the space below. Contact Name Address Telephone Email Please complete and submit this for delivery prior to 3:00 PM (EDT) August 14, 2012. Your cooperation is appreciated. Rick Masters, MCSE, Systems Administrator Northern Kentucky Area Planning Commission 2332 Royal Drive Ft. Mitchell, KY 41017 Email: phone_rfp@nkapc.org Fax: (859) 331-8987 13