REQUEST FOR PROPOSALS TELECOMMUNICATION SERVICES RFP 10-14-15 The City of Des Peres is soliciting proposals from qualified vendors to provide TELECOMMUNICATIONS SERVICES to be used by the City of Des Peres, Missouri. Proposals will be accepted until 11:00 A.M. Wednesday, October 14, 2015, at which time they will be publicly opened and read aloud. Questions regarding this RFP should be directed to Aaron Cayce, IT Coordinator at (314) 835-6142 or via email at acayce@desperesmo.org. Bids should be submitted to: Office of the City Clerk Attn: Amanda Foster City of Des Peres Des Peres, Missouri 63131 Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility of the vendor to see that his/her proposal is received in proper time. No late proposals will be considered. Proposals should be submitted in a sealed envelope clearly marked TELECOMMUNICATIONS SERVICES RFP 10-14-15, with the name of the bidder and with the date and time of the bid opening. Please provide 2 copies. Jennifer N. Gray Assistant City Administrator 1
REQUEST FOR PROPOSALS TELECOMMUNICATION SERVICES RFP 10-14-15 The City of Des Peres is soliciting proposals from qualified vendors to provide TELECOMMUNICATIONS SERVICES to be used by the City of Des Peres, Missouri. Proposals will be accepted until 11:00 A.M. Wednesday, October 14, 2015, at which time they will be publicly opened and read aloud. Questions regarding this RFP should be directed to Aaron Cayce, IT Coordinator at (314) 835-6142 or via email at acayce@desperesmo.org. Bids should be submitted to: Office of the City Clerk Attn: Amanda Foster City of Des Peres Des Peres, Missouri 63131 Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility of the vendor to see that his/her proposal is received in proper time. No late proposals will be considered. Proposals should be submitted in a sealed envelope clearly marked TELECOMMUNICATIONS SERVICES RFP 10-14-15, with the name of the bidder and with the date and time of the bid opening. Please provide 2 copies. STATEMENT OF INTENT 1.1 PRICING: Prices must be stated in the quantity specified on the attached bid sheet. 1.2 PAYMENT: The City intends to make payment based on an itemized monthly statement provided by the vendor for services rendered based on the specifications established herein. If a vendor desires a different payment schedule, please indicate in your bid. 1.3 TERMS: Payment terms shall be Net 30 days. If a vendor desires a different term, please indicate in your bid. 2
1.4 RESERVATION OF RIGHTS: The City reserves the right to reject any or all bids, to waive any technicalities in the bid process, to award any bid or portion of a bid which is deemed to be the most advantageous to the City of Des Peres and to make such investigations as are deemed necessary to determine the ability of the vendor to perform the services requested. 1.5 SERVICE LEVEL: It is the intention of the city to maintain our current level of service as noted below. GENERAL TERMS AND CONDITIONS OF BID 2.1 PRICES: All prices shall be F.O.B. destination (1000 N. Ballas Road). No other costs will be permitted the vendor beyond those stated in his bid. 2.2 WITHDRAWAL OF BIDS: Products and prices included in the bid may not be withdrawn for a period of ninety (90) days from the date of bid opening without consent of the City. 2.3 MADE IN AMERICA: City Codes express a preference for products which are made in America. Vendors shall indicate for each product line what percentage of the item is made in America. 2.4 INSTALLATION: Proposals must include all labor and material for the completion of the transition. Vendor shall provide a proposed installation schedule. 2.5 WARRANTIES: The owner shall be provided with full manufacturer s warranty as a condition of the award. The warranty shall be stated on the bid form for each product specified. The successful bidder must provide the owner with any and all instructions, manuals and directions for proper cleaning and maintenance of all items bid. 2.6. INTERPRETATION OF CONTRACT DOCUMENTS PRIOR TO BIDDING: Any person contemplating submission of a bid for items contained in this bid, be in in doubt regarding the true meaning of any part of the contract documents, he/she may contact Mr. Aaron Cayce, IT Coordinator, at (314) 835-6142 or via email at acayce@desperesmo.org 2.7 QUESTIONS REGARDING TECHNICAL SPECIFICATIONS: Any and all questions regarding the technical specifications shall be directed to Mr. Aaron Cayce, IT Coordinator, at (314) 835-6142 or via email at acayce@desperesmo.org 2.8 ERRORS AND OMISSIONS BY CITY: No vendor shall be permitted to use to his/her advantage any error or omission in this solicitation or specifications. If vendor shall have any questions or desires a clarification or interpretation regarding any of the items specified, the vendor shall request such clarification in writing and any such clarifications shall be made available to all vendors. 2.9 SUBMISSION OF BIDS: Bids must be submitted prior to 11:00 A.M. Wednesday, October 14, 2015, at which time they will be publicly opened and read aloud. Bids should be returned to the attention of: 3
Office of the City Clerk Attn: Amanda Foster City of Des Peres Des Peres, Missouri 63131 2.10 Bids must be in a sealed envelope clearly marked TELECOMMUNICATIONS SERVICES RFP 10-14-15 and shall include the name of the bidder and the date and time of the bid opening. Please provide 2 copies. TYPES OF SERVICE For each type of service noted below, 3.1 thru 3.4, vendor shall provide service equivalent to or better than the existing service level. In addition, vendor shall provide pricing for the Option items identified. 3.1 LOCAL TELEPHONE SERVICE Local telephone service currently provided by Windstream. The City is provided with one (1) PRI-T1 (Smart Trunk) utilizing 23 channels for inbound/outbound voice communication. The PRI-T1 (Smart Trunk) is terminated at the City of Des Peres Public Safety Department located at 1000 N. Ballas Road, Des Peres, MO 63131 and connected to the City s ShoreTel Phone System. City has a block of DIDs ranging, consecutively, from 835-6100 to 835-6299. The City currently has a flat rate local calling plan. Options Additional block(s) of DID s (include price and quantity/block size) 3.2 LONG DISTANCE TELEPHONE SERVICE Long-distance service currently provided by Windstream On average, the City uses 1300 minutes per month. 3.3 DIRECTORY ASSISTANCE Directory Assistance information for the City of Des Peres is as follows: Des Peres Government Center 4
Des Peres, MO 63131 General Government (314) 835-6100 Public Works (314) 835-6130 Municipal Court - (314) 835-6117 Department of Public Safety (Police, Fire, EMS) 1000 N. Ballas Road Des Peres, MO 63131 Emergency - 911 Police (314) 835-6200 Fire (314) 835-6200 EMS (314) 835-6200 Parks and Recreation (The Lodge) 1050 Des Peres Road Des Peres, MO 63131 The Lodge - Front Desk/General Information - (314) 835-6150 Parks and Recreation - (314) 835-6150 The Lodge - Fitness Center - (314) 835-6180 3.4 POTS (Plain old telephone service) Lines The City has a total of eleven (9) pots lines at 3 locations. The telephone # s for these are as follows: (314) 821-5343 (314) 821-0471 (314) 821-0863 (314) 821-1834 (314) 821-2305 (314) 821-7648 (314) 835-1090 (314) 835-1955 (314) 394-4032 5
BID SHEET TELECOMMUNICATIONS SERVICES RFP 10-14-15 VENDOR INFORMATION Company Submitting Bid: Company Address: Company Phone No: Company Fax No. Authorized Representative: In submitting this bid, the undersigned certifies that the unit bid conforms in all respects to the specifications except as noted in the attached addendum. Signature: Print Name and Title: DATE: PHONE: Bid Sheet Next Page 6
BID SHEET TELECOMMUNICATIONS SERVICES RFP 10-14-15 COST BREAKDOWN Local Telephone Service $ Additional DID Block(s) (price/quantity) $ Long Distance Telephone Service $ Directory Listing Fee (Cost Per Listing) $ POTS Line (Cost Per Line) $ 7