Request for Proposal Tele- communications System The Fayette County Commission is soliciting bids for a new telecommunications system located at 100 Court Street, Fayetteville, WV. The current system is outdated and has reached its maximum capacity. Sealed bids will be accepted until 4:00 p.m. on Thursday, July 28, and will be opened in the regularly scheduled Commission meeting on Friday, July 29, 2016, at 10:00 a.m. General Conditions and Specifications can be obtained by calling Deborah Berry, County Administrator at (304) 574-4228 System Requirements: b System shall consist of new equipment from a worthy manufacturer. No used or refurbished equipment will be accepted. b System shall be of the latest VoIP technology. b System shall be capable of using Analog Stations, Digital Stations, and IP Stations in order to adapt to our current cabling infrastructure. b System shall have a user interface via a PC for making programming changes and updates. A minimum of two County employees shall have access to the system. b System shall be capable of 50{4ceb532c6f579389df471c6c1e832caf2346b74dc60fcbf6aabd4d29df3baf9c} expansion (minimum). b System shall be able to network with systems at different locations of the same model and manufacturer. System Configuration at time of Installation: Qty Description 2 PRI Interfaces 20 Analog Stations (Fax Machines) 123 Digital Stations 1 Battery Backup (30 Minute Minimum) 123 Voice Mailboxes (minimum); each mailbox shall be capable of email notification 123 24-Button Display Telephones. Each phone shall have a display with caller ID and speakerphone. Each phone shall have the standard pre-programmed button functions such as hold, transfer, conference, etc. Installation: b Provide and install equipment using the best business practices for installation. b Installation may require an after-hours cutover. b Installation includes working with current dial tone provider and making sure PRI connections are functioning properly with the system. b In order to program the system a review of how the system currently functions shall be done with each department to ensure proper ringing, call routing, etc. Once the review is done the station reviews shall be approved with the County Administrator. b The digital and analog stations shall be connected to the existing cabling infrastructure. Additional cabling is not anticipated at this time. Training: Training shall be provided in a classroom type setting with live telephones. Multiple training sessions shall be held throughout the period of 1 day to accommodate all employees in multiple departments. Training shall be scheduled prior to cutover and a representative of the company shall be present the day of cutover to assist with questions that may arise. Once installation is complete, follow-up training is to be conducted within a three (3) week period for all required personnel. Subcontractors: It may be necessary that the vendors employ subcontractors. If so, the name of the company, contact, address, and phone number must be included in the bid. The successful vendor shall be responsible for all work performed by any party. The successful vendor shall provide insurance documentation for their firm and any subcontractor(s). Service and Support: The proposed system shall have a least a full one year warranty for parts and service. Please provide additional pricing for a full five year warranty for parts and service. Service shall cover Monday through Friday. 8:00 AM to 4:00 PM. Local service must be within a reasonable distance from the Fayette County Courthouse. Please include the number and location of trained and available service personnel stationed with the local service area. Hourly Rate: Please provide your hourly rate for moves, adds and changes (MAC) orders. Please indicate if there are any discounts for MAC orders during the warranty period. Also please indicate what your labor rates are for structured cabling. References: Please include at least three (3) references that are being serviced by the system that you are proposing. Include the size of the system and length operation. The Fayette County Commission is requesting you make your response as detailed as possible in order to make an appropriate evaluation of all proposals. All pricing will be final unless the change in requirements is made in writing by the County Commission. Therefore, proposals must be accurate. Any mistake(s) in the system capability or pricing shall be the responsibility of the vendor and may result in the vendor being disqualified. The Fayette County Commission reserves the right to choose the vendor that can best meet our requirements in all areas. The Fayette County Commission reserves the right not to accept any bid(s), only part of a bid or to re-bid the project. 7-14-THU-2-FT; LG 305
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