RFPs

 

 

 

 

 

 

 

 

 

 

TOWNSHIP OF MAPLE SHADE

REQUEST FOR PROPOSALS
HOSTED VoIP SERVICES

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

NOTICE OF SOLICITATION OF PROPOSALS

FOR VoIP SERVICE FOR THE

TOWNSHIP OF MAPLE SHADE

 

 

The Township of Maple Shade, New Jersey seeks to replace its existing Avaya Telephone System with a hosted VOIP system.  The Township has procured equipment and is seeking a three-year contract for hosted VoIP services.

All applicants must submit two (2) copies of their proposal to Joseph Andl, Township Manager, 200 Stiles Avenue, Maple Shade, New Jersey, by 11:00 a.m., Eastern Standard Time, on or before October 17, 2017 at which time the Township Manager will open all proposals submitted. Guidelines for the RFP/RFQ may be obtained from the Office of the Township Clerk, 200 Stiles Avenue, Maple Shade, New Jersey during normal business hours.

 

Submitting person/agency must be qualified and experienced to conduct the services in the Proposal. Those not providing written proof of required qualifications and experience will be disqualified. If awarded a contract, the contractor will be required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27.This proposal is being solicited through a fair and open process in accordance with the N.J.S.A. 19:44a-20.5 et seq.Any questions concerning this Request for Proposal, please contact Joseph Andl, Maple Shade Township Manager at 856-779-9610 x161.

 

Andrea T. DeGolia, Township Clerk

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MAPLE SHADE TOWNSHIP

REQUEST FOR PROPOSAL/REQUEST FOR HOSTED VoIP SERVICES

 

 

SUBMISSION DEADLINE

11:00 a.m. on October 17, 2017

 

 

CONTACT PERSON

 

Joseph Andl, Township Manager

200 Stiles Avenue

Maple Shade, New Jersey (856) 779-9610, ext. 161

Email:  jandl@mapleshade.com

 

 

PURPOSE OF REQUEST

The Township of Maple Shade, New Jersey seeks to replace its existing Avaya Telephone System with a hosted VOIP system. The new system will replace all of the telephones and telephone switches in the Administration Offices, Police Department and the Public Library.  The Townhip has procured Yealink SIP equipment and now seeks proposals for the purpose of securing ahosted voice solution which provides monthly services for managed hosted VoIP.

 

Direct your response to:   Joseph Andl, Township Manager

Township of Maple Shade

200 Stiles Avenue

Maple Shade, New Jersey 08052

 

 

 

PERIOD OF CONTRACT

The contract will be for a three-year term.

 

 

NATURE SCOPE OF SERVICES

 

General Requirements

The proposershouldpossessanduseitsextensiveknowledgeandexperiencewithintheIcommunicationsindustrytorecommendacreativesolutionthatwillmeetorexceedthe Township’s needs.

I

               -The vendor must provide the necessary installation and software configurations to accomplish the project.

-Hosted VoIP will use current Township phone numbers. The vendor must arrange porting of all existing Township numbers and “800” numbers

-The Vendor must complete all required 911 Services registrations.

-The Vendor must provide adequate USA/Canada Usage Minutes. Costs for this service

-HostedVoIPServicewillprovidethree or four-digitdialingbetweenroomsandfacilities;CalForwarding, both inside and outside of the system; Call Routing System; Call Transfer and Redial;CallerID,boththecallerandreceiver,providedthereceiverhasthisfeatureon theirphone.

-Hosted VoIP Service will provide Centralized Call Detail Reporting (CDR) system to report callsbeingmadeand wherethecalloriginated.

– HostedVoIPServicewillprovideCentralizedVoiceMailSolutionthatcanbeusedtransparentlybyalllocations,andtheabilityforalllocationstoappeartobepartofasingle phonesystem,aswellas,VoiceMail thatisaccessiblefrominsideandoutsideoftheTownship.

-Concurrent Call Paths and Minutes are to be reviewed after 60 days and adjusted accordingly to usage with no penalty to the Township.

– Theproposal should have flexibility to add or decrease the quantity of service with a per unit cost if the Township deems it necessary to increase or decreaseits needs.

               –Technicians must be able to be on site within 4 hours of report of disruption in service

-Vendor must provide on-site training for system administrators and end users on all equipment.

               -The contract should include two 1-year extensions that can be executed at the sole discretion of the Township

 

 

Detailed Specifications

The specifications provided in this section are intended to convey the details of the existing phone system and the characteristics the Township desires in the hosted VoIP service.

Administration Office:

  • Replace current telephones with VOIP handsets
  • Utilize current Comcast 75mb circuit for the new VOIP Services
  • 25 Concurrent call Paths and 2 Fax (Analog Lines) and 25 DID
  • 28 Hand Sets
  • Polycom Sound Station for Conference Room
  • 5 Over the Ear Head Sets
  • Provide all necessary POE Switches and QOS/Voice Optimized Router (Such as an Edge Mark 4550 Series)

 

 

Police Department:

  • Replace current telephones with VOIP handsets
  • Provide Separate Comcast Internet Circuit for VOIP Services
  • 25 Concurrent call Paths, 7 Analog Lines (including 2 fax lines) 15 DID, 27 Phantom Lines (for patrolmen) and Dry Loops (NOT to be changed)
  • 36 Hand Sets
  • Provide all necessary POE Switches and QOS/Voice Optimized Router (Such as an Edge Mark 4550 Series)
  • Install Category 5 Data Cabling, terminated with RJ45 Data Jacks at Office Side and Patch Panel at Data Side. The VOIP System must be kept separate from the existing LAN. (Approximate 36 Runs)

 

 

 

Library:

  • Replace current telephones with VOIP handsets
  • 7 Concurrent call Paths, 1 Fax (Analog Line)
  • 7 Hand Sets
  • Install Category 5 Data Cabling and Connect to Vendor Provided POE Switches in Administration Offices

 

Configuration and Services:

  • Configuration of all Handsets and Extensions
  • PBX Setup
  • Configuration of Voice Mail
  • Training (see above)
  • On Going Remote Support and Managed Services
  • Fixed Hourly Rate for Non -Warranty Moves, Adds and Changes
  • Provide Fail Over to Existing FIOS Service

The above outline is only to be used as a guideline.

 

 

Documents required with submittal of proposal:

 

  1. Copy of Business Registration Certificate
  2. Certificate of Insurance
  3. Copy of your Certificate of Employee Information Report. If you do not have this certificate, you must apply for this through the State’s Department of Treasury by utilizing Form AA-302 and submitting the appropriate fee.  A copy of the completed Form AA-302 and a copy of your check must be submitted with your proposal.
  4. Disclosure of Investment Activities with Iran, P.L. 2012, C.25
  5. Two or more references of similar installations. All references should include contact person, telephone number and address, and dates of service

 

PLEASE NOTE, FAILURE TO SUBMIT ITEMS 1 THROUGH 4 WITH YOUR PROPOSAL WILL AUTOMATICALLY DISMISS YOUR PROPOSAL FROM CONSIDERATION.

 

Documents required to be submitted after award of contract:

 

  1. Signed mandatory Affirmative Action Language.
  2. W-9
  3. Any such other documentation required by the Township

 

 

SUBMISSION EVALUATION

 

Each submission must satisfy the objectives and requirements detailed in this RFP.  The successful proposer shall be determined by an evaluation of the total content of the proposals submitted.  The Township reserves the right to not select any of the proposals submitted.

 

 

AWARD CRITERIA

  1. Cost and scope of service
  2. Knowledge of the Township of Maple Shade and the subject matter to be addressed under this engagement
  3. Relevance and extent of similar engagements performed
  4. Statement of Proposal contains all required information
  5. Any other factors that the Township Council, in its sole discretion, feels are appropriate.

 

 

 

GENERAL TERMS AND CONDITIONS

 

  1. The Township reserves the right to reject any or all submissions, if necessary or to waive any informalities in the submissions, and unless otherwise specified by the proposer, to accept any item, items or services in the submissions should it be deemed in the best interest of the Township to do so. The Township reserves the right to interview proposers.

 

  1. The proposer shall maintain sufficient insurance as set forth above to protect against all claims under Workmen’s Compensation, General, and Automobile Liability.

 

  1. Submissions may be hand delivered or mailed. In the case of mailed submissions, the Township assumes no responsibility for submissions received after the designated date and time and will return late submissions unopened.  Submissions will not be accepted by facsimile or email.

 

  1. Should any difference arise between the contracting parties as to the meaning or intent of these instructions or specifications, the Township’s decision shall be final and conclusive.

 

  1. The Township shall not be responsible for any expenditure of monies or other expenses incurred by a proposer.

 

  1. The proposer shall be subject to and shall comply with all State and Township pay-to-play statutes, ordinances and regulations.

 

TOWNSHIP OF MAPLE SHADE

DISCLOSURE OF INVESTMENT ACTIVITIES IN IRAN

Page 1 of 2

RFP Name:

Due Date:

Proposer:

PART 1:

Pursuant to Public Law 2012, c. 25, any person or entity that submits a bid or proposal or otherwise proposes to enter into or renew a contract must complete the certification below to attest, under penalty of perjury, that the person or entity, or one of the person or entity’s parents, subsidiaries, or affiliates, is not identified on a list created and maintained by the NJ Department of the Treasury as a person or entity engaging in investment activities in Iran. If the Director of the NJ Department of Treasury finds a person or entity to be in violation of the principles which are the subject of this law, he/she shall take action as may be appropriate and provided by law, rule or contract, including but not limited to, imposing sanctions, seeking compliance, recovering damages, declaring the party in default and seeking debarment or suspension of the person or entity.

I certify, pursuant to Public Law 2012, c. 25, that the person or entity listed above for which I am authorized to bid/renew:

□ is not providing goods or services of $20,000,000 or more in the energy sector of Iran,

including a person or entity that provides oil or liquefied natural gas tankers, or products used to construct or maintain pipelines used to transport oil or liquefied natural gas, for the energy sector of Iran, AND

□ is not a financial institution that extends $20,000,000 or more in credit to another

person or entity, for 45 days or more, if that person or entity will use the credit to provide goods or services in the energy sector in Iran.

In the event that a person or entity is unable to make the above certification because itor one of its parents, subsidiaries, or affiliates has engaged in the above-referenced activities, a detailed, accurate and precise description of the activities must be provided in part 2 below to the Township of Bordentown under penalty of perjury. Failure to provide such will result in the proposal being rendered as non-responsive and appropriate penalties, fines and/or sanctions will be assessed as provided by law.

 

 

 

 

 

PART 2 is required to be completed if both certification boxes in PART 1 were not certified.

PART 2: PLEASE PROVIDE FURTHER INFORMATION RELATED TO INVESTMENT ACTIVITIES IN IRAN

You must provide a detailed, accurate and precise description of the activities of the bidding person/entity, or one of its parents, subsidiaries or affiliates, engaged in the investment activities in Iran outlined above be completing the section below.

PLEASE PROVIDE THOROUGH ANSWERS TO EACH QUESTION. IF YOU NEED ADDITIONAL ROOM, ADD ADDITIONAL PAGES.

Name___________________________ Relationship to Bidder/Offeror_____________________

Description of Activities___

Duration of Engagement____________________ Anticipated Cessation Date______________

PART 3: CERTIFICATION SIGNATURE:

Certification: I, being duly sworn upon my oath, hereby represent and state that the foregoing information and any attachments thereto to the best of my knowledge are true and complete. I attest that I am authorized to execute this certification on behalf of the above-referenced person or entity. I acknowledge that the Township of Bordentown is relying on the information contained herein and thereby acknowledge that I am under a continuing obligation from the date of this certification through the completion of any contracts with the Township of Bordentown to notify the Township of Bordentown in writing of any changes to the answers of information contained herein. I acknowledge that I am aware that it is a criminal offense to make a false statement or misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal prosecution under the law and that it will also constitute a material breach of my agreement(s) with the Township of Bordentown and that the Township of Bordentown at its option may declare any contract(s) resulting from this certification void and unenforceable. Parts 1 and 3 or Parts 2 and 3 must be completed and signed to be responsive to the specifications. Failure to complete Parts 1 and 3 or Parts 2 and 3 will render the bid non-responsive and the bid shall not be considered for an award.

_______________________________                       ______________________________

Signature                                                                       Print Name

 

Date: