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The Right Place The Right Time

Purchasing Department Finance Group

September 18, 2006 REQUEST FOR PROPOSAL FOR CISCO VOIP TELEPHONE SYSTEMS PROJECT NUMBER DUE DATE Dear Sir/Madam:
The City of Norwalk is inviting proposals for equipment and services to install a Cisco Voice Over IP telephone system to support City Hall, Department of Health, the Public Works facility, and all Fire Department facilities. A non-mandatory pre-proposal conference and walk-through will be held on the following date: Tuesday, September 26, 2006 @ 9:30 am room 101, Norwalk City Hall, 125 East Avenue, Norwalk, CT. Potential vendors are strongly encouraged to attend this conference. RFP DOCUMENTS are available upon receipt of this invitation (if not attached) over the Internet at http://www.bid.ci.norwalk.ct.us. Adobe Acrobat reader is required to view this document. If you do not have this software you may down load it for free from Adobe. A link to the Adobe site is provided at the bottom of the Internet bid page. This service is also available via FAX. Dial 203-854-7897 from any phone to access the Purchasing Department's Express Request Line. The document number to request will be the same as the project number indicated above. All questions must be directed, in writing, to Gerald J. Foley, Purchasing Agent, via e-mail [gfoley@norwalkct.org] or fax number (203) 854-7817. The deadline for submission of questions is October 10, 2006. We would appreciate the courtesy of promptly advising us if you do not intend to respond. To properly maintain our records, those firms who do not respond may be removed from our vendor records. If, after review of the RFP documents, your firm is interested in performing the services specified, provide the information requested, sign and return the complete document, along with your detailed proposal, to the City of Norwalk Purchasing Department by the due date. Sincerely, Gerald J. Foley Purchasing Agent Phone # (203) 854-7712, Fax # (203) 854-7817 E-Mail gfoley@norwalkct.org

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Document length October 17, 2006

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TABLE OF CONTENTS REQUEST FOR PROPOSALS SECTION A SCOPE OF WORK 1.0 2.0 3.0 4.0 5.0 6.0 GENERAL INFORMATION INTRODUCTION SYSTEM REQUIREMENTS SYSTEM INSTALLATION AND CUTOVER WARRANTY AND MAINTENANCE REQUIREMENTS TRAINING REQUIREMENTS Pricing Proposal

SECTION B - RESPONSE FORMS 2.0 2.1 2.2 RESPONSE INFORMATION FORM OF PROPOSALS RESPONSE FORM (S)

SECTION C - GENERAL INFORMATION (Request Express Document #1006)

SECTION D - GENERAL CONDITIONS FOR CONSTRUCTION (Request Express Document #1008)

SECTION E PREVAILING WAGE INFORMATION

EXHIBITS Exhibit 1 Spreadsheet of City Hall Campus, Department of Public Works Campus, and Fire Stations Telephone Requirements Exhibit 2 Sample City Agreement

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SECTION A SCOPE OF WORK


1
1.1

GENERAL INFORMATION
Introduction

The City of Norwalk, Connecticut is soliciting written proposals for a Cisco Voice Over IP (VoIP) telephone system to serve City facilities. A list of specific sites is provided in Section1.3. The City invites proposals for the Cisco VoIP telephone system from firms that are Cisco IP Communications and Call Manager and Call Manager Express Certified design and installation partners, have had experience in designing and providing these systems, installation and maintenance to municipalities or firms of similar size and scope, and that have the staff capacity and expertise to do so for the City of Norwalk. For a firm to be considered for the engagement, Original + fifteen (15) copies of its proposal must be submitted to the City Purchasing Agent at the address below. The deadline for the submission of proposals is 2:00:00PM October 17, 2006_ Gerald J. Foley, Purchasing Agent City of Norwalk, Room 103 125 East Avenue Norwalk CT 06856-5125 The specifications for the required telephone system platform and other terms and conditions of the project are described below. The anticipated selection schedule is as follows:
Activity Advertise RFP Pre-Proposal Conference Deadline for submission of questions Proposal Due Date Proposal Evaluation Interviews with Short Listed Firms Date September 18, 2006 September 26, 2006 October 10, 2006 October 17, 2006 November 1, 2006 Week of November 13, 2006

A non-mandatory pre-proposal conference and walk-through to discuss the content of this RFP and answer any proposer's questions will be held on September 26, 2006 @ 9:30 am., room 101, Norwalk City Hall, 125 East Avenue, Norwalk CT. Your installation representatives are encouraged to attend this pre-proposal conference. A tour of the facilities will follow the meeting. Each interested Contractor is requested to limit the number of representatives attending to two. The City of Norwalk reserves the right to reject any and all proposals submitted, to request additional information from all proposers, and to negotiate with one or more of the finalists regarding the terms of the engagement. The City intends to select the firm that, in its opinion, best meets the Citys needs, not necessarily the firm whose costs are the lowest. The consulting firm assisting the City with this project is RCC Consultants, Inc. 1.2 1.2.1 Background Description of the City

Norwalk was first settled in 1640 and is currently the sixth largest City in Connecticut with a population of 83,316. The City is located in Fairfield City along the Long Island Sound, includes a number of islands and covers an area of 22.5 miles. While preserving its suburban character, the City has a significant number of commercial and industrial establishments as well as being the location of many corporate headquarters. A Mayor, who serves as the Chief Executive Officer, a 15 member Common Council and a 7 member Board of Estimate and Taxation, governs the City. A Superintendent of Schools, who serves as the Chief Executive Officer, and a 9 member Board of Education oversees the operations of the public school system.

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1.2.2

Summary of City Services

The City provides a full range of municipal services, including education, police and fire protection, public works and sanitation, health and social services, planning and development, and recreational/cultural services. Provided below is a brief description of the Citys services. 1.2.2.1 General Government

The General Government group of departments includes the Mayor's Office, Corporation Counsel, City Clerk, Town Clerk, Personnel and Labor Relations, Human Relations and Fair Rent, Youth Services, and Registrar of Voters. This diverse group of departments provides myriad services, ranging from maintaining vital statistics (births, deaths, marriages) to conducting elections. A number of the departments within the General Government group, including Corporation Counsel and Personnel and Labor Relations, serve as internal support agencies for the City's departments. 1.2.2.2 Finance

The Finance Department consists of the following divisions: Office of the Director, Tax Assessment, Tax Collection, Accounting and Treasury, Management & Budgets, Information Technology and Purchasing. The Department is responsible for overseeing the financial affairs of the City. 1.2.2.3 Health

The City operates a public health program addressing environmental health concerns, housing code enforcement, preventable disease programs and public health laboratory services. The Health Department's responsibilities include inspection of all food-handling establishments, approval of private sewage disposal systems, enforcement of the housing code, and testing and treatment of sexually transmitted diseases. The Department also runs various immunization programs, operates a complete medical laboratory and administers the condemnation and relocation programs. 1.2.2.4 Police Department

The City provides around-the-clock police protection to Norwalk's 83,316 residents with a force of 179 sworn officers and 17 civilians utilizing 115 police cars and 4 marine vessels. In addition to routine police patrol, the Department maintains specialized units in the following areas: Internal Affairs, Planning and Research, Marine Division, Detective Bureau, Special Services (vice, gambling, narcotics), Emergency Services Tactical Unit, and the Youth Bureau. The Youth Bureau provides a comprehensive Drug Abuse Resistance Education (D.A.R.E.) program for Norwalk school children in conjunction with the Norwalk Public Schools. Through the State Weed and Seed Grant Program the department is able to offset a small portion of the costs for officers who perform community policing activities. The Department also operates a Community Services Program and Support Services, which encompass the following areas: crime prevention, traffic and safety, complaint bureau, police training, identification bureau, property room and prisoner holding facility. The Department maintains a substation at the South Norwalk Railroad Station as part of its community-policing program. The Police Department also shares first responder status with the Fire Department for medical emergencies. 1.2.2.5 Fire Department

The City provides complete fire prevention and suppression services through its professional full-time Fire Department that consists of 140 sworn fire personnel, supplemented by 9 civilian employees. The Department operates out of five fire stations strategically located throughout the community and maintains a rotating fire apparatus replacement schedule through their capital budget. The Fire Department oversees the operation of the Office of Emergency Management, which maintains a control center for local and national emergencies. The Fire Department also shares first responder status with the Police Department for medical emergencies. 1.2.2.6 Planning and Zoning and Code Enforcement

These two City departments are responsible for planning and coordinating the physical and economic development of the City, as well as overseeing the adoption and enforcement of zoning, subdivision and building codes. The Planning and Zoning Department prepares, adopts and implements the Citys plan of development once every ten years. This department also oversees the operations of the Conservation Commission staff, which is responsible for protecting the Citys inland wetlands and watercourses. Code Enforcement conducts required inspections of buildings and sites for code compliance, and issues all building and related trade permits. Page 4 of TelephoneSystems_2426.doc

1.2.2.7

Combined Dispatch & Emergency Preparedness

This department, created in the 2003-04 fiscal year, combined the police and fire dispatch functions. The objective is to provide the highest quality of command, control and information services for public safety agencies. Once fully implemented this department will have a sufficient staff to carry out all of its necessary responsibilities. 1.2.2.8 Public Works

This large and diverse department is responsible for the maintenance and repair of most of the physical facilities owned by the City of Norwalk. The Department oversees street and highway maintenance; engineering; solid waste collection, recycling, and disposal; wastewater collection and treatment; traffic signalization and control; and municipal parking. Public Works employs 109 people to maintain the City's infrastructure, which includes 243 miles of streets, 125 miles of sidewalk, 165 miles of sanitary sewers, 26 sanitary sewer pump stations, and 3,846 municipal parking spaces (including 3 parking garages). The land purchased for the treatment plant construction is also used to house the Public Works Center. The facility has enabled the City to consolidate the operations of Street Maintenance, Sewer Maintenance and Fleet Management. This location will also be used for the storage of all road salt and sand. During 1985-86 the City entered into a long-term contract with the Connecticut Resource Recovery Authority (CRRA), which directs the Citys solid waste to a regional resource recovery facility in the City of Bridgeport. In 2002-03 the Solid Waste Division disposed of approximately 61,000 tons of waste through CRRA. The Citys successful recycling collection service directs newspapers, tin and aluminum cans, glass, mixed papers, corrugated cardboard, plastics, and leaf and yard waste to a regional recycling facility. In FY 2002-03, the City recycled approximately 40% of the total waste stream. In FY 2002-03 the City moved the operations of the wastewater and parking divisions into enterprise funds and created the Water Pollution Control Authority and Parking Authority to oversee the use of these funds. More information on each of these funds can be found in the enterprise fund section of this book. 1.2.2.9 Building Management

The City provides for building management services through an outside contractor. The management firm oversees the operation and maintenance of most City buildings with the exception of schools. The scope of services encompasses more than 800,000 square feet of building space among 19 City facilities. In addition to repairs and replacement, comprehensive preventive maintenance and energy efficiency programs have been implemented. 1.2.2.10 Education The diverse educational needs of Norwalk children are met through a system of 12 elementary schools, 4 middle schools, 2 high schools, and 1 vocational school. The system also includes a nationally recognized Magnet elementary school; extensive special education, bilingual education, gifted and talented programs; and a full-day kindergarten. During FY 2003-04 the school system is anticipating a total enrollment of 11,320 students and will employ 1,325 people to carry out its educational mission. About 84% of Norwalks graduating seniors pursue some type of post-secondary education. 1.2.2.11 Recreation, Arts and Culture The City's Recreation and Parks Division maintains over 1,100 acres of public park land, including 2 public beaches on Long Island Sound, 143 acres of open space at Cranbury Park, 70 acres of waterfront park land at Veteran's Park and Calf Pasture Beach, and many neighborhood parks. The Department also maintains numerous athletic fields, tennis and basketball courts, and playgrounds located throughout the community. Additionally, a new riverfront park, Heritage Park, officially opened in June 2001 for walking trails and will continue to undergo enhancements over the next two years. The Department's Recreation Division sponsors a full complement of active and passive recreational programs for all age groups. In addition, the City owns an 18-hole golf course located at Oak Hills Park and leases the property to the Oak Hills Park Authority, which manages the operations of the golf course and park. The City also funds the Historical Commission, which operates and maintains publicly owned historical buildings, including Lockwood-Mathews Mansion, the Norwalk Museum and Mill Hill Park Museum; and the Norwalk Public Library, which operates two branches within the City, with a collection of over 400,000 items for public circulation. Page 5 of TelephoneSystems_2426.doc

1.2.2.12 Grants The City provides grants to outside agencies that offer various services to residents. These services include poverty relief through N.E.O.N and the Emergency Shelter, senior activities through the Senior Center and Elderhouse and urban renewal and community development through the Redevelopment and Housing Site Development Agencies. 1.2.2.13 Supplemental Data Demographics City Population: Fairfield City Population: Median Age: Per Capita Income: Unemployment Rate: 83,316 885,368 37.0 $40,402 4.0%

City Facts Area of City (including Norwalk Islands): 22.5 miles City Settled: September 11, 1651 Date of City and Town Consolidation: July 1913 City Motto: The Right Place The Right Time Culture and Recreation Acres of Public Park Lands: 1,215 Municipal Golf Courses (18 Holes): 1 Public Beaches: 2 Senior Centers: 1 Boat Launching Areas: 2 Library Branches: 4 Municipal Marinas: 1 Library Volumes: 275,000+ Athletic Diamonds: 41 Public Museums (8 Buildings): 3 Local Newspapers: 3 Election Information Registered Voters: 41,885 Number and Percent Voting In: Last National Election: 31,563 78.6% Last State Election: 19,309 46.1% Last Municipal Election: 18,705 44.0%

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1.3

Summary of Scope of Services

The City wishes to replace its current, aging telephone systems with a Cisco VoIP telephone system and related services for facilities located at the following locations: Facility City Hall/Board of Education Health Department Location 125 East Avenue 137 East Avenue (same property as City Hall/BOE, separate building) Public Works Campus 15 South Smith Street Volk Fire Station (Fire Headquarters, Fire 121 Connecticut Avenue Station #2) Fire Station #1 90 New Canaan Avenue Fire Station #3 56 Van Zant Street Fire Station #4 180 Westport Avenue Fire Station #5 23 Meadow Street Fire Mechanics Division 100 Fairfield Avenue The City will accept written proposals from firms for the Cisco VoIP telephony systems, ancillary systems and services required, and will only consider firms that are Cisco IP Communications and Cisco Call Manager Certified Partners and demonstrate the ability and experience in similar projects. This document will serve to outline (a) the requirements for proposals submitted in response to this RFP, (b) the Citys selection criteria, and (c) the systems/services to be provided by the selected firm. The system and services to be obtained through this procurement process shall support the locations listed above. However, the City intends to migrate to a single platform to support all City facilities (40 sites) as older telephone systems warrant replacement over time, so the proposed system must be scalable to support this eventuality. The City has installed a high-speed metropolitan area network linking all 40 sites, and envisions operating a common telephone system platform across the Metropolitan Area Network (MAN).

1.4

RFP Exhibits

Included as part of the RFP are the following Exhibits


Exhibit Number 1 Contents Spreadsheet of City Hall Campus, Department of Public Works Campus and Fire Stations Telephone Requirements

1.5

Subcontractors

If you intend to use subcontractors to perform any portion of the work required, you must include a description of which portion(s) of the work will be subcontracted out, the names and addresses of potential subcontractors and the expected amount of money each will receive under the Contract. Contractor may not use the services of other contractors/subcontractors not named in the Contractor's proposal without prior written permission from the City. If at any time during the term of the resulting contract, a contractor adds or changes any subcontractor, he or she shall promptly notify the City, in writing, of the names and addresses and the expected amount of money each new or replaced subcontractor will receive. 1.6 Contacts:

Questions pertaining to the RFP should be submitted in writing. Submit such questions, via email with RFP Questions re: Telephone Systems in the subject line to Gerald J. Foley, Purchasing Agent at gfoley@norwalkct.org, or via fax to 203854-7817, no later than 2:00PM, October 10, 2006.

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1.7

Submission of Proposals:

To facilitate evaluation, submit the Proposal as described below. Pricing Proposal Proposal submissions [One (1) original + fifteen (15) copies)] must be received at the below address no later than 2:00:00 pm on October 17, 2006. Proposals received later than the date and time specified will not be considered, and will be returned unopened. Submit to: Gerald J. Foley, Purchasing Agent City of Norwalk, Room 103 125 East Avenue Norwalk CT 06856-5125 1.8 Proposal Response Format

Prepare your responses to this RFP using the following format: Section 1 Letter or Transmittal

Include a brief statement demonstrating your understanding of the work to be performed under this contract. Section 2 Vendor Description & Qualifications

Provide a description of the qualifications and experience of your firm. Include responses to the specific required items listed in Section 1 of this RFP. Include in this section a statement describing your approach to insuring customer satisfaction at the end user level, including station review processes, department level configuration development and modification, pre and postcutover training, and other pertinent items. Provide in this section the required reference information as listed in Section 1. Section 3 System Description

Provide a complete and detailed technical and functional description of the equipment and services proposed. Include in this section your responses to all required items listed in Section 2 of the RFP. Section 4 Statement of Work

Provide a complete project work plan, detailing all tasks that will be performed under the contract. Include a listing of all tasks, and name the responsible parties for completing the tasks. Provide responses to all items in Section 3 of the RFP. Provide a detailed schedule itemizing each task, and identifying the date by which the tasks must be completed in order to meet the Citys schedule. Provide a cutover plan that identifies and quantifies any anticipated service disruptions that may occur during the cutover. Identify any City resources that you will require to perform tasks (staff support, office space, access to buildings, etc.) Section 5 Materials List & Pricing Information

Using the instructions and forms provided in the Pricing section of the RFP, provide a complete list of proposed equipment components in English (do not use product codes or part numbers). Provide catalog cuts or specification sheets for all system components. Provide unit pricing and summary system pricing, including all discounts applicable to the City. Include trade-in or buy back values for existing City systems. Provide the required authorized signature on the pricing form. Note that the City will not consider proposals for refurbished systems and/or components. 1.9 General Proposal Considerations

1.9.1 Proposal Clarity RFP responses should be as clear and concise as possible, while providing the level of detail necessary for an informed evaluation. Contractors are requested to refrain from adding unnecessary materials to their responses including marketing brochures and the like, unless specifically pertinent to the proposed solution. Contractors not conforming to this proposal Page 8 of TelephoneSystems_2426.doc

format may be considered non-responsive to the RFP. Refusal to provide a demonstration will be considered nonresponsive to the RFP. 1.9.2 Proposal Costs

All costs incurred by the Contractor for the preparation of its response or for any equipment demonstration that the City
requires shall be borne solely by the Contractor.

1.9.3

Contractor Examination of Work Sites

Contractors must satisfy themselves by personal examination of the location of the proposed work and by such other means as they choose as to verify the actual conditions and requirements of the work and accuracy of the estimates. Contractors must inform themselves of the conditions relating to the construction and labor under which the work will be performed. Failure to do so will not relieve the Contractor of its obligation to furnish all materials and labor necessary to carry out the provisions of the contract and to complete the contemplated work for the consideration set forth in this RFP. At the time of the opening of the proposals, each Contractor will be presumed to have inspected the site and to have read and to be thoroughly familiar with the RFP and all appendices and addenda. The failure or omission of any Contractor to receive or examine any form, instrument or document shall in no way relieve the Contractor from any obligation in respect to its proposal. 1.9.4 Single Contract

It is the Citys intention to award a single contract for the work to be performed. Contractors may propose the use of subcontractors for specific elements of the work. However, subcontractors and their specific roles must be clearly identified in your responses. The Contractor submitting the RFP response on behalf of a team including subcontractors will be the prime contractor with whom the City will execute a contract upon the completion of the procurement. The Contractor will be completely responsible for the actions of its subcontractors as if the Contractor directly employed them. 1.9.5 Alternate Proposals

All proposals will receive careful consideration if they do not depart from the intent of these specifications and are in the best interests of the City as interpreted by the City. However, if the equipment/services offered differs from the provisions contained in these specifications, such differences must be explained in detail. If any alternate equipment, services, features, or other items are offered, supplementary proposals may be submitted in an abbreviated form of the basic format and priced separately. A Contractor may offer exceptions to any terms and conditions. The City will evaluate any offered alternatives in terms of its needs and interests and either accept or reject the alternative offers as it deems it to be in its best interests. However, inability to contractually guarantee any statement or specification stated in your response may result in elimination from consideration. 1.10 Contractor Qualifications Contractors shall provide historical and background information concerning their firms, including at least the following: Name, mailing address, email address, telephone and facsimile numbers of firm Federal tax identification number Amount of time in business Number of employees locally and nationally Copy of relevant Cisco IP Communications Partnership certifications for your firm and any subcontracting firm you plan to engage on this project. Number of proposed systems installed by vendor locally and nationally Total number of proposed systems installed by all vendors Location of vendor's nearest maintenance facility Number of technicians at closest maintenance facility trained and certified to maintain/install the system proposed Location of nearest parts depot for system proposed Location of nearest customer service center for system proposed Copy of vendor's most recent audited financial statement, annual report, bank references, and/or other Page 9 of TelephoneSystems_2426.doc

documentation used by your firm to indicate financial stability 1.11 Contractor References The Contractor must be able to demonstrate experience and capability in installation and maintenance of the proposed system, with other sites of similar size and scope. The Contractor shall provide a list of customer references, with the following information: Customer name and location Contact person(s): name, title and telephone number System size (stations, trunks, etc.) System model number and software generic version in use at present System installation date (by the Contractor) Years system being maintained by the Contractor

At least five (5) such references shall be provided, preferably in Connecticut. Within the last 3 years, the Contractor shall have installed: At least three (3) installations of 500or more extensions At least three (3) installations in a multi-facility environment

The City may make any investigations as it deems necessary to determine the ability of Contractors to perform the work, and Contractors shall furnish the City all such information and data for this purpose as the City may request. 1.12 Notification of Award

Public announcements or news releases pertaining to this contract shall not be made without prior permission of the City. The City reserves the right to: a. b. c. d. e. f. Reject any and all proposals received in response to this RFP. Waive or modify minor irregularities in proposals received, after prior notification to the Contractor. Utilize any and all ideas and suggestions submitted in the proposals received. Adopt all or any part of a Contractors proposal in selecting the optimum configuration. Negotiate with Contractors responding to this RFP within the RFP requirements to serve the best interests of the City. Should the City be unsuccessful in negotiating a contract with the selected Contractor within an acceptable time frame, the City may begin contract negotiations with another Contractor in order to serve and realize the best interests of the City.

1.13 Evaluation Criteria An award will be made to the Contractor whose proposal is most responsive to the needs of the City as determined solely by the City. Evaluation criteria to be included in the Citys assessment of proposals will include, in no particular order, the following: a. Total cost b. Technical experience and qualifications of the Contractor c. Financial stability of the Contractor and Manufacturer d. Contractor experience, qualifications and guarantee e. Vendors ability to support the City system wide f. References for similar projects g. Responsiveness of proposal h. Installation and cutover plan and schedule 1.14 Contingency for Financing Award of contract will be contingent upon the availability of funding. Page 10 of TelephoneSystems_2426.doc

1.15 RFP Modifications The City reserves the right to modify the Contractor's proposals to change the quantities of equipment or features to be furnished in order to reflect any system requirements which may become known after issuing the RFP. The unit prices furnished with the proposal will be used to modify the Contractor's quoted price. 1.16 Cost Determination Costs will be determined over a period of 10 years by including the Contractors best offer prices on: a. b. Purchase and/or lease price, or any lump sum payments. Identify any special pricing and/or financing rates. Maintenance costs (maintenance will be included in the proposal and escalated at a maximum rate guaranteed by the Contractor. The City may elect to seek competitive proposals for maintenance services at the end of the warranty period or at the end of any maintenance agreement period.). Network access costs for required local telephone services (T-1, ISDN PRI and analog services) Cost for modifications to physical site. Estimated costs to upgrade LANs to support VoIP. Value of trade-in or buy back of existing City systems. Any other cost factors that the City considers relevant.

c. d. e. f. g.

1.17 Contractor Debriefing Unsuccessful Contractors will be notified by a letter from the City. 1.18 Manufacturers Guarantee Part A - The Contractor shall secure from the manufacturer, if the Contractor is not the manufacturer, a written guarantee executed by the manufacturer stating that the Contractor is qualified and certified by the manufacturer to perform the work described in the RFP pertaining to manufacturers products. Part B - The Contractor shall secure from the manufacturer, if the Contractor is not the manufacturer, a written guarantee executed by the manufacturer stating that the manufacturer, in the event that the Contractor is unable to complete an acceptable installation within the terms and conditions of such contract, will perform or cause to be performed all installation obligations of the contractor for the awarded contract at no additional cost to the City. Part C - The Contractor shall secure from the manufacturer, if the Contractor is not the manufacturer, a written guarantee executed by the manufacturer stating the manufacturer, in the event that the Contractor is unable to provide continuing maintenance within the terms and conditions of such contract, will perform or cause to be performed all maintenance obligations of the contractor for the awarded contract at a cost to the City no greater than Contractor's then prevailing rates per the proposal. Part D - For a ten - year period from the date the City has accepted the installation pursuant to the terms of the contract the manufacturer's guarantee will also include the following: a. Parts supply. b. b. Manufacturing field support and maintenance to protect the City from interruption of service due to the inability of the Contractor to meet his service obligations. This support and maintenance will be provided at the costs identified in this proposal. The determination of what constitutes inability of the Contractor to meet service obligations under the contract shall be that of the City in its sole discretion. c. c. Continued enhancement and upgrade of the proposed system hardware and software

Part E - In the event the Contractor proposes to supply principal components of the system from different manufacturers, separate written guarantees from the manufacturers must be supplied as requested above. Contractors should request directions from the City if a question is raised as to whether an item comprises a principal component requiring a separate manufacturer's guarantee. Part F - The Contractor must demonstrate that it has a stable and long-term relationship with the manufacturer. Provide documentation that this relationship is, at a minimum, 5 years in duration. The above referenced manufacturer's guarantee must be submitted with the proposal.

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1.20 Bond Requirements


A Bid Bond is not required for this project. The successful Contractor, however, will be required to provide the bonds outlined in Section 103-4 of the Citys general Conditions of Construction, as re-printed below. The Contractor shall procure and maintain without any expense to the City and until final acceptance of the Work the following: A. FAITHFUL PERFORMANCE BOND. A bond in the form acceptable to the Corporation Counsel with sufficient sureties, to ensure that the Contractor will perform the Work in accordance with the terms of the contract and with the plans and specifications, therefore, and that the same will be completed within the time prescribed in the contract; B. LABOR AND MATERIAL BOND. A bond in a form acceptable to the Corporation Counsel guaranteeing prompt payment of all monies due all persons supplying the Contractor or a Subcontractor with labor and materials employed or used in carrying out the contract. The bond shall inure to the benefit of the persons supplying such labor and materials. C. AMOUNT OF BONDS. The amounts of the Faithful Performance Bond and Labor and Material Bond shall each be 100% of the amount of the contract price. D. All bonds shall be submitted to the office of the Norwalk Corporation Counsel for review at least five days prior to the scheduled signing of a contract. No work on the contract shall commence until such bonds have been properly completed and submitted.

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2
2.1

SYSTEM REQUIREMENTS
Existing Telephone Service

The following locations are included in this RFP. Facility City Hall/Board of Education Health Department Location 125 East Avenue 137 East Avenue (same property as City Hall/BOE, separate building) Public Works Campus 15 South Smith Street Volk Fire Station (Fire Headquarters, Fire 121 Connecticut Avenue Station #2) Fire Station #1 90 New Canaan Avenue Fire Station #3 56 Van Zant Street Fire Station #4 180 Westport Avenue Fire Station #5 23 Meadow Street Fire Mechanic Division 100 Fairfield Avenue A summary of existing services at each location follows. The City Hall campus includes two buildings: City Hall, 125 East Avenue, which houses City administrative offices on the 1st and 2nd floors, and the Board of Education on the 3rd floor Health Department building, 137 East Avenue, adjacent to City Hall on same continuous property

The two buildings are linked by City owned fiber optic and copper cable through an underground conduit. The existing telephone system at City Hall/BOE/Health is an NEC NEAX 2400 IMG/MDS. It is approximately 18 years old. A Centigram voice mail system provides voice mail and automated attendant services. The voice mail system also supports voice mail users at the Public Works Facility (sometimes called the DPW Garage). The Public Works facility at 15 South Main Street also utilizes an NEC 2000 system. , PBX trunking and DID service are provided by a T1 connection to the City Hall PBX, again via City owned point-to-point fiber optic cable. The Volk Fire Station utilizes an NEC Electra key system and voice mail system. Each of the remaining fire stations utilizes Centrex service and analog telephones. The new system must support critical internal communications requirements supporting enhanced communications between the fire stations. Specifically, telephone users at any fire station must be able to initiate pages to any or all other fire stations using the telephone handset as a microphone. Pages must be able to be prioritized so that an emergency dispatch can take precedence over routine communications. Facility City Hall/Health/Board of Ed Public Works Campus Fire Station 1 Fire Station 2 Volk HQ1 Fire Station 3 Fire Station 4 Fire Station 5 Fire Mechanic Division Address 125 East Ave 15 South Smith Street 90 New Canaan Ave 121 Connecticut Ave 56 Van Zant Street 180 Westport Ave 23 Meadow Street 100 Fairfield Ave T1/PRI 8 0 0 0 0 0 0 0 Analog Trunks 24 4 2 4 2 2 2 2

The City Hall, Health Department, and DPW Public Works Center have all recently been completely recabled with certified category 6 cabling. The Fire Stations are in the process of being cabled. This RFP is intended to be the procurement vehicle to obtain telephone hardware and software for the locations identified herein. However, the Cisco VoIP platform may ultimately be implemented at all 40 City facilities. The proposed system must be capable of scaling to the size necessary to support all 40 City facilities, and the vendor selected must demonstrate its ability to support and maintain the proposed system in this citywide configuration. A complete listing of existing systems will be provided at the pre-proposal conference. Contractors are requested to provide trade-in or buy back offers with their proposals for systems or components of their choice. Page 13 of TelephoneSystems_2426.doc

2.1.1

Existing Cisco VoIP Telephony Sites


Address 300 Highland Avenue Monroe & South Main 10 Washington Street VoIP Services Call Manager 4.1.2 and ~250 IP Telephones Call Manager, 4.1.2 Unity Server and ~150 IP Telephones 2801 Router with SRST and 12 IP Telephones

Site Brien McMahon High School Police Station South Norwalk Library

2.2

Summary of Proposed System Requirements

The intent of this procurement document is to identify the functional, operational and performance requirements of the proposed system. The City has implemented a high speed Metropolitan Area Network (MAN). The MAN consists of a gigabit Ethernet backbone on a fiber optic cable infrastructure, deployed in a series of concentric rings that connects all 40 City facilities. The City envisions that the new telephone system will utilize the MAN for interconnections between City buildings. Network services local and long distance access will be consolidated at one or two City facilities in order to reduce the total quantity of outside trunks/lines. The MAN has Cisco 3650 switches at each location with either gigabit Ethernet or 100 megabit Ethernet LAN ports to link the telephone system to the MAN. The MAN CISCO equipment is owned and maintained by others and leased to the City. The City can utilize these CISCO switches as a transport medium but is not allowed to plug phones directly into these switches. The City envisions the use of VoIP across the City MAN to effect these interconnections. All City locations included in the RFP have newly installed (within the last 6 months) and certified category 6 cable plant with the exception of the Fire Stations which are in the process of recabling. City LANs are in varying states of readiness to support VoIP. The status of the facilities included in the RFP, and their ability to support VoIP, is as follows: City Hall 3rd Floor some LAN electronics would need to be upgraded. City Hall 1st and 2nd Floor LAN electronics would need to be upgraded Health Building - LAN electronics would need to be upgraded All Fire Stations cable upgrade in progress; some LAN electronics would need to be upgraded. DPW Center LAN electronics would need upgrading. Vendors must include in their proposals the costs for the required LAN upgrades. The Board of Education has recently installed several Alcatel OmniPCX VoIP systems at elementary and middle schools. Bidders must describe in detail the compatibility and interoperability issues that may arise in an environment that includes platforms from multiple manufacturers. The anticipated operating life cycle of the proposed system must be at least ten (10) years. Contractors must guarantee support for their proposed systems for the entire system life cycle. Said support must encompass the following: Maintenance Spare parts System administration and reconfiguration Documentation updates Training/retraining

In addition, Contractors shall provide written assurance from the manufacturer that it will commit to continued enhancement and upgrade of the proposed system hardware and software for a minimum of ten (10) years following award of contract. 2.3 Proposed System Location The location in City Hall for the new system is the Data Center on the 2nd floor. Contractor shall provide scope and pricing to provide cabling to extend the existing SBC DMARC from the City Hall basement to the second floor Data Center. Contractors shall provide a proposed equipment room layout for all required equipment spaces and wiring closets. Contractors shall provide the physical and environmental parameters for all switching equipment and ancillary systems. Contractors shall state the precise preparation requirements needed to accommodate the equipment, including:

Page 14 of TelephoneSystems_2426.doc

2.4 2.5

Space requirements Thermal dissipation (BTU/hour) per cabinet and aggregate at each facility Power requirements: voltage/current rating and receptacle type per cabinet and aggregate, single or three phase Temperature/humidity operating range Wall/floor/ceiling surface requirements Lighting requirements

System Traffic Handling Capacity System Reliability

. Contractors must describe in detail the traffic handling capacity of their proposed systems. Hardware The system must remain available for generating incoming and outgoing calls, despite individual component failures. In order to guard against failures that will make the system inoperative, the system must possess sufficient redundancy of critical components to minimize the scope of a major component failure. Minimum requirements are for redundant common control and system memory. Failure of a backed-up component must be automatically reported at the operations console or similar facility. Following a major system failure, the system should not lose any critical databases or tables. Contractors shall also detail the nature of partial degradations that occur as a result of certain component failures and outline failure modes that may occur. Basic system call handling operation should continue in the presence of minor, less crucial component failures. In the event of a primary power failure, an Uninterrupted Power Supply (UPS) with Battery Backup, with a minimum stand-by period of 30 minutes shall be provided for City Hall, Health Department, the Public Works Center, and each fire station. When the system is running off battery backup or emergency power, it shall activate an alarm at the attendant console and system administration workstation(s). The system must also be able to alert City staff of certain alarm conditions via alphanumeric pager or outdialing to a cellular telephone or other remote device. Each facility must be survivable. Survivability means that no facility will be dependent on any other facility for access to the Public Switched Telephone Network (PSTN). While the City intends to consolidate network services using the MAN, the City also envisions that each facility will have a small complement of network services to provide direct access to the PSTN in the event of a network or node failure. The City envisions a configuration that incorporates the use of Ciscos
Survivable Remote Site Telephony (SRST) to accomplish the required survivability, but will entertain alternative solutions that meet the Citys requirements.

The proposed system shall be equipped with all necessary hardware and software to perform diagnostic tests to evaluate system performance. The tests shall run periodically without manual startup and by command from a maintenance terminal. Remote access diagnostic capabilities shall be provided, with password protection, from remote locations. Frequency of scheduled diagnostic testing shall be configurable from the maintenance terminal. System performance and operation shall not be affected during diagnostic testing. Current Station Equipment Standards are: Internet Protocol (IP) telephone sets Cisco 7912G, Cisco 7940G, Cisco 7960G & 7914 expansion module for 7960 Attendant consoles none installed Call center/ACD sets - none installed Wireless telephones - Cisco 7920

These are the currently installed models, however, the manufacturer may have updated its product line and the Contractor should specify and quote most current, compatible models that meet the features specification available from the manufacturer Transmission The system shall provide toll quality transmission from end-to-end for station-to-station and station-to-trunk calls.

Page 15 of TelephoneSystems_2426.doc

2.6

Distributed Architecture A coordinated dialing scheme - This dialing scheme will facilitate calling among all facilities. The numbering plan will allow users at any extension to dial any other extension on the network by dialing a 4digit extension number. The system will recognize the number dialed and route the call appropriately. Network-wide automatic route selection The system shall have the ability to route calls from any extension via the least expensive available facilities system-wide. Centralized attendant service - Incoming main number calls directed to any node/module shall be able to be to be answered and processed from a single site. Incoming call routing - Incoming calls shall be able to be routed to available attendant positions or extensions at any node/module, regardless of the number dialed, based upon time of day, day of week, attendant availability, or other parameters. Feature transparency - Traditional system features shall be able to be employed transparently across the network. Features such as call transfer, call coverage, call forwarding, automatic callback, distinctive ringing, and others will be able to be employed among all facilities. Calling number/name display on digital/IP sets Digital or IP display telephones and attendant consoles will have the ability to display the extension number and the name of the individual (based on the name entered in the system database) of the originating extension of any call placed between any extensions on the network. The feature will further apply to call routing information when calls are forwarded or transferred between extensions on the network. Networked voice mail All sites on the network will be served by a single voice mail/automated attendant system. Full integration between the voice mail system and the telephone system must extend to all sites across the MAN. Minimum voice mail integration functionality is defined in the Voice Mail System Requirements section of this document. Number portability Any extension number in the Citys numbering range must be able to operate at any facility. There must be no requirement to dedicate certain number blocks to specific sites. Same # appearances at different facilities It is required to be able to have an extension number appear on telephone sets in different buildings or on different campuses. System administration The telephone system and peripheral systems must be configured to allow all nodes to be administered from one or more LAN-based workstations that may be located anywhere on the network. Minimum system administration functionality is defined in the System Management and Administration section of this document.

The collective system, including all nodes, must operate and be able to be administered as a single system.

Page 16 of TelephoneSystems_2426.doc

2.7

Expandability/Modularity

The proposed systems shall be able to grow and expand in an incremental manner to handle additional lines, storage capacity, and call volume without equipment replacement and/or massive retrofits. The approximate number of working devices required at each location is approximately shown in Exhibit 1. (Note Paragraph 2.8 regarding the selected contractors responsibility to perform detailed station reviews to determine final system configuration and quantities.) Contractors shall include these quantities of devices in their proposals. In addition, contractors shall include system capacity to support 10% growth in every category of devices, at every location in their proposed systems. This will be a phased cutover, scheduled on a building-by-building basis, to be completed over an estimated three month period. Once implemented at all 40 City facilities, the total system capacity is estimated to be approximately 2,000 to 2,200 stations. 2.8 Station Reviews

The exact quantity and type of telephone instruments to be installed at each location will be determined as a result of detailed station reviews to be conducted by the successful Contractor, with assistance from the City. Contractors must provide a listing of each type of telephone instrument available and the add/delete price for each model. This add/delete price will be used during station review process to determine any incremental costs/cost reductions resulting from the station reviews. The City requires that the successful Contractor conduct detailed station reviews as part of its project plan. Station reviews shall include meetings with representatives from each department/user group to determine the requirements of each department/user group, and properly apply the capabilities of the system to each station. The successful Contractor may use a survey form as a means of gathering information from each department. However, the City requires that the successful Contractor physically visit and interview representatives from each department in order to understand the configuration and operation of each department and to complete the system configuration. 2.9 Reliance on Standards Systems deployed shall rely on industry-wide & Cisco published IP Telephony best technical standards. 2.10 Accountability All telecommunications systems deployed will possess intrinsic mechanisms to monitor usage. Statistics will be output and collected which can be employed to: Chargeback usage as appropriate to individual departments Monitor and fine-tune system-wide performance Facilitate capacity planning (for future upgrades) Minimize telephone fraud and abuse

The Contractor shall connect the telephone instruments and other peripheral equipment to the system using new or existing cabling. Any attachments or options requiring power shall be capable of being powered either locally or from the telecommunications wiring closet. 2.11 Network Services The system must support a wide complement of network services, including, at a minimum, the following: Centrex lines Loop start trunks Ground start trunks Direct inward dial (DID) trunks E & M tie trunks T-1 (24 channels per interface card) Page 17 of TelephoneSystems_2426.doc

ISDN PRI (primary rate interface) (23 channels per interface card plus 1 signaling channel) ISDN BRI (basic rate interface) 100 megabit and gigabit Ethernet Auxiliary trunk interfaces (such as loudspeaker paging, recorded dictation)

The Contractor shall be responsible for the ordering and installation coordination of all network services, including DID number blocks, from all appropriate carriers, required to support the telephone system, as part of a complete turnkey installation. Ninety (90) days after system cutover, the Contractor shall conduct traffic studies to determine actual required trunk quantities by type. Results of the traffic studies shall be presented to the City, and upon the Citys approval, the Contractor shall order and coordinate the installation of proper modifications. 2.12 Features and Capabilities Contractors shall provide a complete list and description of all system, station and attendant features available with the proposed system. A description of the primary features that must be included with the proposed system follows. State whether each feature is: Standard Optional, but included in your pricing Not available

2.13 System Features 1. 2. Authorization Codes - ability to require, if desired, that all or certain selected users dial an authorization code when making certain outgoing calls. Automatic Call Distribution/Call Center - allows incoming calls to be directed and evenly distributed to a specific department or group of extensions, based upon availability of extensions within the group. When all extensions are in use, calls to the group are held in queue, until an extension becomes available. Provide basic level Call Center functionality with the system. No specific applications for the technology have been identified at this time. Automatic Call Intercept automatically re-routes calls when dialed in error or specifically denied by Class of Service. The system will be able to intercept calls in two ways: Attendant Intercept and Recorded Announcement Intercept. Automatic Route Selection - provides automatic routing of outgoing calls over specified trunks or trunk groups to insure that the least costly route is selected. Automatic Alternate Routing must also be provided to reroute calls if the primary designated routes are not available. The system must support the North American Numbering Plan. Battery Backup - provide a minimum of four (4) hours of battery backup under full load, peak traffic conditions, at the facilities identified herein. For City facilities that have generators, provide 30 minutes of battery backup power. Classes of Service - ability to assign to each station certain features and capabilities, and to restrict certain stations from certain features and capabilities. State the quantity and types of classes of service and levels of dialing restrictions that your system can support. Direct Inward Dialing allows incoming calls to be dialed directly to individual extensions Direct Inward System Access - allows an outside caller with appropriate security authorization the ability to dial directly into the system, and gain access to system features and outgoing trunk facilities. This feature will be closely monitored and access will be restricted. Describe in detail the DISA capabilities and security methods. Secured access via the network or the web should also be described. Electronic Switched Networking (ESN, ETN, etc.) - a group of basic networking features designed to support the need for interconnection/coordination among multiple systems, enabling all system nodes to operate as a single entity. Enhanced 911 ability to transmit detailed information to E911 Public Safety Answering Point (PSAP) to provide automatic location identification. Page 18 of TelephoneSystems_2426.doc

3.

4.

5.

6.

7. 8.

9.

10.

11. 12.

13.

14. 15. 16. 17.

Hot Line Service provides the capability for stations to automatically place a call to a pre-assigned number simply by going off-hook. Typically used in elevators, or example. Incoming Caller ID allows the calling number of an incoming call from outside the PBX network to be displayed on the display of a digital or IP telephone set, or on an external ancillary device. Allows calling number information to be included in call records output to Call Detail Recording system. Integrated Services Digital Network (ISDN) - standards developed in support of a global digital network allowing the interconnection of dissimilar systems via standard interfaces. This capability may be required to support video teleconferencing/interactive video applications. The proposed systems must support Primary Rate Interface (PRI) and Basic Rate Interface (BRI) both line and trunk side. Meet Me Conference ability to support station or attendant-initiated conferences of up to six (6) parties, five (5) of which may be external to the system. Off Premises Stations - provides ability to extend stations to off premise locations. Power Failure Transfer - provides automatic transfer of predefined network services to pre-selected stations during complete power failure, including failure of UPS and emergency generator. Public Address System Interface provides interface between telephone system and customer-provided public address system at City Hall, Police Station, , DPW facility, and Fire Station.s. In addition to traditional loudspeaker paging access, the Fire Department requires the ability to initiate pages from Volk Fire Station to one, some, or all of the five other Fire Stations. Current paging systems installed at the various fire stations are described below: Station Address Paging System 1 90 New Canaan Ave Bogen Classic Series C-100 2 121 Connecticut Ave Paso Series 7500 w/ Paso Equalizer 3 56 Van Zant Street Bagen TPU-100B 4 180 Westport Ave Bogen Classic Series C-100 5 23 Meadow Street Bogen C-100C Describe how you will address this requirement.. Recording System Interface - provides interface between telephone system and customer-provided call recording devices. This requirement exists primarily at the Police Station Combined Dispatch Center, which operates a Thales Wordnet recording system (formerly Racal) and records all calls into the Communications Center. Remote Maintenance Facility - hardware, software, and staffing to remotely access, diagnose, maintain, monitor, and measure the performance of the system. System Alarm Indications - basic system program that will isolate and identify faults either upon command or on a routine, timed basis; must be able to be accomplished on site at one or more positions staffed by the City as well as via a vendor remote maintenance facility. System Speed Dial provides for a system wide group of speed dial numbers for frequently dialed numbers

18.

19. 20.

21.

2.14 Station Features - Digital Telephones 1. 2. 3. 4. 5. Alphanumeric Display feature that allows the display of call information including number dialed, identification of incoming caller, time/date display, feature programming information, and call timer. Automatic Callback - when a station dials another station that is busy, the calling station may activate a feature that will complete the call when the called station becomes idle. Automatic Line Preference - allows user to connect to a given line on an automatic basis, without manually depressing a button; should include incoming and outgoing line preferences. Call Forward Dont Answer permits a station user to automatically route calls to another station in a no answer condition. (typically automatically invoked with initial station programming) Call Forward Busy permits a station user to automatically route calls to another station in a busy condition. (typically automatically invoked with initial station programming - can be a different location than Call Forward Dont Answer) Call Forward Variable (All Calls) permits a station user to automatically route calls to another station for all calls. (typically invoked by user at will) Call Hold - allows station user to place a call on hold. Call Pickup Directed permits station user to answer a ringing line at another station by dialing a code. Call Pickup Group permits station users within designated groups to pick up ringing lines at other stations within the group. Page 19 of TelephoneSystems_2426.doc

6. 7. 8. 9.

10. 11. 12. 13. 14.

15. 16. 17. 18. 19. 20. 21. 22. 23.

Call Transfer - enables station users to transfer any call to another station or to the console without attendant assistance. Call Waiting - automatically places a caller in a waiting position for a busy internal station, and alerts the called station that a call is waiting. Distinctive Ringing - provides a different ringing tone to distinguish between internal, external, and priority calls. DTMF Tone Generation permits users to generate DTMF tones over system trunks in order to navigate voice mail, automated attendant, IVR and other remote automated systems. Multiple Line Appearances on multi-line telephones, permits multiple appearances of the same extension on several buttons on a telephone set, and on several different telephone sets, using a single station port in the system. State multiple line appearance capacities. Redial - allows the last number dialed to be automatically redialed by depressing the appropriate feature code. Remote Feature Activation/Deactivation permits users to remotely activate and deactivate features by dialing in from any touchtone telephone. Speakerphone - built-in two-way speakerphone on all digital and IP telephones. Station Hunting - incoming calls to a station in a hunting group will search progressively through the group until it reaches an idle station. Station Speed Dialing - allows individual stations to have personal speed dial lists separate and distinct from the system speed dial list. Station-to-Station Dialing - allows station users within the system to call each other without attendant assistance. Three-Way Calling - allows a station user to establish a conference call with two or more stations or outside trunks without attendant assistance. Dedicated Feature Buttons dedicated buttons for access to commonly used features such as Hold, Conference, Transfer, Volume Control Programmable Feature Buttons - allows flexible programming of buttons for access to capabilities such as System and Personal Speed Dial Lists, Automatic Dialing, Intercom Paths, etc. Alphanumeric Display - provides display on console indicating call type, calling extension number, etc. Attendant Call Transfer - allows attendant to transfer any call to any station or another attendant console. Attendant Conference - allows attendant to establish a conference between central office trunks and internal stations, of up to six total participants. Attendant Control of Trunk Group Access - allows attendant to control access by stations to various trunk groups. Attendant Trunk Group Busy Indication - provides attendant visual indication that all trunks in a trunk group are busy. Automatic Recall - when a call directed from the attendant to a station is not answered in a predetermined time, the call is automatically routed back to the attendant. The attendant receives a visual indication that it is a returned call. Busy Lamp Field - provides visual indication to attendant of busy or idle status of each station. Busy Verification of Stations - allows attendant to verify whether a station is busy, generally used to determine if a station is defective. Camp-On - allows attendant to extend a call to a station, which is already busy, alerting the called station by a brief audible tone. Direct Station Selection - allows attendant to direct calls to a station by depressing a single button. Individual Trunk Access - provides attendant with direct access to each individual trunk, generally used to verify that each trunk is in proper working order. Splitting - allows attendant to consult privately with station user on a call, without the calling party hearing the conversation. PC-Based Console option for PC-based console, operating on a LAN, with all attendant functionality and integrated directory lookup.

2.15 Attendant Features 1. 2. 3. 4. 5. 6.

7. 8. 9. 10. 11. 12. 13.

2.16 Telephone System / Administration System System configuration control facilities shall enable the City to manage the system. The City Systems Administrators must be able to perform these configuration control functions without Contractor support. The proposed system shall include the Page 20 of TelephoneSystems_2426.doc

hardware, all required software, and the necessary link to the telephone system. The system configuration control functionality must be able to be accessed via the Citys MAN and remotely via dial-up link or VPN, with appropriate security. As a minimum, the system must support the following: 2.16.1 Moves, Adds and Changes including: Extension reassignment (to a new user) User physical relocation (preserve existing extension numbers) Add a new user and associated extension Modify the type of station equipment Disconnect an existing user Voice mail/automated attendant administration including password resets Adds, moves and changes must be performed on-line, with the actual update taking place as soon as possible following data entry, with no service disruption, or on a scheduled basis. 2.16.2 Class of Service Definition and Maintenance Ability to define the set of privileges and features available for each station. Via class of service, the station features may be selectively enabled/disabled on an individual telephone basis, including: Station number assignment Codes for restricted out-dial ARS route selection assignment Intercom group assignment System speed dial lists Trunk Group Modification 2.16.3 Control of Network Services The system will allow the City to exercise control over network services attached to the system: A given facility may be artificially "busied-out" following bad facility detection. Outgoing facilities may be partitioned into usage groups (first choice, second choice, etc.). The scanning sequence and order in which specific facilities are searched, should be alterable. 2.16.4 System Reporting It is required that all real-time status (update) reports, traffic studies, configuration control and automatic and/or controlled diagnostic testing information be accessible through the operations console (visual display and hardcopy printout). 2.16.5 Security of Administration Systems The Systems Administrator operations consoles shall be strictly security access-controlled and only available to qualified/authorized personnel. Contractor will also work with the City support staff to design and implement Multi-level Administration to allow a hierarchy of systems administration. 2.16.6 System Diagnostics The system shall provide appropriate built-in test and diagnostics to enable the Citys staff to conduct on and off-line tests. At minimum, such system shall provide: Appropriate indications of failed or marginal components Repertoire of status and error messages (periodic and event-driven basis) Bad Call reports etc. The system will enable operations personnel to perform test and diagnostic procedures from the operations console, while the system is on-line, handling calls. Page 21 of TelephoneSystems_2426.doc

The implementation of this functionality will not preclude the requirement for the contractor to provide proactive system and performance monitoring from the contractors site, as part of initial warranty and future maintenance agreements.

2.16.7 Optional Telemanagement System Contractors shall propose an optional facilities management/inventory system that will allow the City to issue work orders/trouble tickets, track and maintain an inventory accounting of system facilities and resources, including telephone station equipment, trunk and line interfaces/ports, spare parts, cable infrastructure, directory listings, and other telecommunications infrastructure. Provide separate pricing for this functionality. 2.17 Optional Call Detail Reporting (CDR) Contractors shall propose an optional complete call detail recording system. The input to the CDR system shall be in the form of individual complete call records from an SMDR or equivalent output from the telephone system. The call records shall contain the following information, at a minimum: a) Date and time of call b) Originating extension number c) Access Code d) Authorization Code (if used) e) Network service used f) Destination number (internal extension or outside number) g) Duration of call h) Cost of call, based on tariff or pricing information provided by the City A LAN-based call accounting system will allow the City to charge back users for calls as well as the use of telephone equipment and elements of the common telephone switching apparatus. Invoices and reports must be able to be readily generated by the City. A robust set of management reports must be standard with the system, which include the capability to aggregate calls made to and from various groups of extensions, user groups and departments. The system must be able to provide reports on incoming as well as outgoing calls. Provide samples of all reports with your proposal. Provide separate pricing for this functionality. Provide web-based options. 2.18 Voice Mail System (VMS) Requirements Currently, voice mail and automated attendant services are provided by a Centigram voice mail system for City Hall, Health Department, and the DPW Garage use this system. The Police Department, Brien McMahon High School and South Norwalk Library Branch utilize a Cisco Unity Voice Mail system. The City has made a significant investment in the Unity voice mail system and the server was initially sized to service ALL City locations going forward. The contractor is responsible for examining the current Cisco Unity voice mail system to insure that there is sufficient capacity available to support its proposal for the facilities outlined in this RFP. If the Contractor deems there is not sufficient capacity, the Contractor must supply a detailed assessment of what configuration, software and equipment modifications are required including any associated costs, including equipment, software and professional services, with these modifications. The user count of 3,000 assumes that most City employees, whether or not they have a dedicated telephone set, will have a voice mailbox. Speech continuity for record/playback must be preserved under full load conditions (i.e. all ports occupied). Contractor shall be able to demonstrate provision of VMS capabilities with respect to: Fault-Tolerant/Fail Safe Operation Built-in-Test and Diagnostics (on-line) Subsystem Detailed Test

2.18.1 Backup The Contractor shall design and develop procedures for automatically backing up program, configuration and data files, including voice mail systems, without taking the system out of service. The procedures shall be described in detail for Page 22 of TelephoneSystems_2426.doc

backup, suggesting frequency of backup and approximate duration of backup procedure. 2.19 Automated Attendant System(s) Calls made to specific extension numbers on the City telephone system will hear a recorded announcement followed by a "menu" of alternatives. Since Automated Attendant services can typically only be invoked by callers with touch-tone phones, the System shall provide a means of attendant (or alternate extension) recall to support incoming callers with rotary dial telephones. The City must have the capability to remotely create ad-hoc automated attendant greetings or announcements. 2.19.1 Menus Menus may contain department names or functional names. Menus can also be nested several levels deep. Once the caller selects a specific alternative on the menu, the Automated Attendant System shall, via the telephone system, extend the call to the specific extension. 2.19.2 Performance Requirements The following quantitative performance requirements for the Automated Attendant system shall apply. Up to 100 departmental-specific menus at cutover, up to 200 when all 40 facilities on system Up to three (3) levels of nesting per menu

2.20 Unified/Integrated Messaging (Optional) Provide pricing for all required hardware and software to implement Unified Messaging. The Citys current electronic mail platform is Exchange 5.5, with plans to upgrade to Exchange 2003 in the future. Provide separate pricing for this functionality.

Page 23 of TelephoneSystems_2426.doc

3
3.1

SYSTEM INSTALLATION AND CUTOVER


System Installation

System installation shall include: System platform(s) common equipment Local area network equipment required for VoIP All station equipment Operations/Administration consoles Attendant consoles All procured and/or required software and configuration Peripheral systems, which may be installed as a result of this procurement, including voice mail, call center software, call accounting and telemanagement systems
Integration with existing Cisco VoIP systems Connection to City metropolitan area network (MAN)

Equipment racks or cabinets, including patch panels and distribution panels UPS or other battery backup systems Installation of required cross-connects or patch cords to provide complete connectivity from telephone system common equipment to station equipment Coordination with local exchange carrier(s) and interexchange carrier(s) for the installation of and linkages to network services.

The Contractor shall propose the order of installation and cutover for each facility based on the Contractor design and agreement by the City. The City anticipates the project to commence once a contract has been executed with the Contractor. 3.2 Equipment Delivery and Storage

The Contractor is responsible for the safe transport, rigging, moving and shipping of all systems to their final installation location at all facilities. The Contractor is responsible for delivering the system to the telephone equipment rooms at each site. The City has limited space for storage, and does not wish to have the system stored in the City storage areas, awaiting relocation to the equipment rooms. The City prefers that the system be delivered directly to its final installation location. 3.3 Site Preparation Unless otherwise specified, the Contractor will perform site preparation (space preparation, power enhancements, lighting, cooling, backboards, and any other construction). A site inspection shall be performed by the Contractor prior to delivery and installation to ensure that all required site preparation items have been completed satisfactorily. The Contractor shall provide all site requirements with its proposal. The Contractor will certify that the site is suitable for the system following this inspection. 3.4 Regulations All work and materials shall comply with all federal and state laws, municipal ordinances, regulations and directions of inspectors appointed by proper authorities. The Contractor shall obtain and pay for all permits and licenses required for the performance of the work, and shall post all notices required by law. 3.5 Equipment, Material, Services

The work to be performed shall include the furnishing of all labor, materials, equipment, drawings engineering, and services necessary, or reasonably incidental to, the installation of a complete and operating telecommunications system, including all capabilities identified within this RFP. Page 24 of TelephoneSystems_2426.doc

3.6

Payment of Material and Services

Unless otherwise stipulated, the Contractor shall provide all materials, labor, tools, equipment, transportation, and other facilities necessary for the performance and completion of the work. The Contractor shall verify conditions at the facility, including door openings and passages. Any and all special handling requirements shall be provided and paid for by the Contractor. 3.7 Premises

The Contractor shall be responsible for any damages to the structure or property of the City caused by the Contractor, or any subcontractor or other direct or indirect employee of the Contractor throughout the course of this installation. Throughout the progress of the work, the Contractor shall keep the work area free from debris of all types, and remove from the premises all rubbish resulting from any work being performed by him on a daily basis. At the completion of the project, the Contractor shall leave the premises in a clean and finished condition. 3.8 Work Hours The City anticipates that the vast majority of the work associated related to this project, with the exception of system cutover(s), would be performed during normal business hours Monday through Friday, 8:30 am 5:00 pm. However, proposal submissions should include an overview of the proposed installation plan, detailing measures you plan to undertake to minimize disruption to daily operations of the City. 3.9 Project Management

The Contractor shall appoint a dedicated, competent Project Manager to act as its resident representative, and to supervise its employees and subcontractors during the design, delivery, installation, cutover, and final testing of the system. The Contractor shall also identify additional personnel who shall support the designated Project Manager, and be available to the City in the absence of the primary Project Manager. The Contractor shall inform the City of escalation procedures available to the City. The City will determine timeframes for project meetings and status reports. 3.10 Itemization The Contractor will provide the City with an itemized accounting of each item of equipment upon delivery to the City premises pursuant to the final negotiated contract. Only the City personnel who are designated and authorized by the City to receive delivery shall be the recipients of those deliveries, and only the signatures of those designated staff members shall be accepted upon the receipts. The City prefers that the Contractor use just in time delivery to minimize the requirement for storage of components on the Citys site. 3.11 Full Equipment Inventory The Contractor will maintain a detailed, accurate, and complete equipment and software inventory for this project and provide periodic electronic copies of the inventory to the City. The inventory must include sufficient detail to provide accurate information regarding what has been purchased by the model/serial number, quantity, location, order number, and item status (ie, installed, in inventory, returned for credit, shipped, etc). The Contractor will fully verify this inventory at the conclusion of the project. 3.12 Cutover Plans The Contractor shall be required to work with the City to develop and coordinate a cutover/transition plan acceptable to the City. The cutover plan must identify, quantify and minimize any anticipated down time. The cutover plan must allow for a return to the existing system should the cutover be unsuccessful. The cutover plan must provide for backup services, such as cellular telephones, for key users. The cutover shall occur during non-business hours. 3.13 Burn-in Testing The Contractor shall perform factory burn-in tests of all hardware for a period of three (3) days prior to shipment of the system. The City personnel shall have the option to witness such tests. 3.14 Project Completion The Contractor shall acknowledge that successful completion of this project shall include the installation, testing, and Acceptance, following a successful Performance Period as described below, by the following Acceptance Criteria: Prior to Acceptance by the City, the Contractor shall be responsible for performing testing and inspections to verify that the installation and all equipment and materials are performing in compliance with the manufacturer's specifications. The City personnel shall witness the testing. Page 25 of TelephoneSystems_2426.doc

At a minimum, pre-cutover functional tests as part of the acceptance test plan shall include: All required subscriber, operator and system features for each installed station Placement and reception of test calls under a variety of conditions: busy, no answer, call forward, etc. Tests to correctly place and receive calls via connected common carrier facilities Administrative and Maintenance subsystem capabilities Demonstration of acceptable performance in the presence of traffic overloads Demonstration of automatic fault detection and recovery following artificially-induced failures of each subsystem

Upon completion of successful testing and inspection by the Contractor, the Contractor shall provide written notification to the City. The City shall, within 24 hours of notification, exert reasonable effort to commence independent inspection and confirmation, and shall exert reasonable effort to complete said independent inspection and confirmation within 48 hours of commencement. Upon satisfactory completion of said testing and inspection, the City shall notify the Contractor, and the Performance Period shall commence. A Performance Period of thirty (30) consecutive calendar days of operating in accordance with the manufacturer's published specifications, subsequent to testing and inspection, shall constitute a successful Performance Period. If a Major Failure (as defined in Section 4.8 below) occurs during the Performance Period, the Contractor shall remedy the problem in accordance with manufacturer's published specifications, and the Performance Period shall recommence. Upon successful completion of the Performance Period, and within three business days, the City and the Contractor shall meet to confirm Acceptance, and the Final Acceptance Form shall be executed. If a successful Performance Period cannot be accomplished within ninety (90) calendar days after commencement of the first Performance Period, the City reserves the right to find the Contractor in default, and terminate the Contract. In that event, the Contractor shall remove the equipment, and the City shall not be responsible for any payment whatsoever to the Contractor, except for any materials (i.e., wiring) left in place and elected to be reused by the City.

3.15 Documentation
The Contractor shall provide five (5) complete sets of technical documentation including system manuals, technical specifications, and a complete inventory of all components, including at least the serial number, model number, manufacturer, description, and location installed. The inventory database shall be provided in electronic format agreeable to the City. 3.16 Equipment Disposal The Contractor shall be responsible for the proper disposal of the existing systems. Contractor proposals shall provide trade-in or buy back incentives pertinent to any existing City systems. 3.17 Spare Parts The Contractor shall provide a recommended spare parts list that the City should maintain on site.

Page 26 of TelephoneSystems_2426.doc

4
4.1

WARRANTY & MAINTENANCE REQUIREMENTS


Design and Operation

Contractor Shall Warrant that the equipment, components, and services sold or provided in response to this RFP will perform in accordance with their respective design specifications, and will operate in accordance with the manufacturer's published specifications when operated and maintained in accordance with the manufacturer's recommendations for a minimum of ten (10) years from Acceptance. 4.2 Configurations

Contractor shall warrant that the configurations of equipment and services proposed in response to this RFP represent sound design principles and are in compliance with Cisco IP Communications Best Practices and are being applied to provide a total system solution to the requirements stated in the RFP, and that the equipment and services provided will operate together in a manner to perform the functions expressed in the RFP. 4.3 Equipment Models

Contractor shall warrant that the equipment offered is standard new equipment, and the latest model of regular stock product, with parts regularly used for the type of equipment offered; also that no attachment or part has been substituted or applied contrary to manufacturer's recommendations and standard practice 4.4 Product Life Cycle

Contractor shall warrant that the equipment offered is not currently at the end of its product life cycle. To demonstrate this, the Contractor shall provide a list of installs in the U.S. (and the total number of lines installed), of the same system as proposed herein, in the last twelve (12) months. 4.5 Current Installations and Demonstrations

The Contractor warrants that all of the equipment proposed must be currently installed in a user environment and able to be demonstrated. Experimental or unannounced equipment will not be acceptable unless specifically stipulated by the City. 4.6 Warranty Coverage

The Contractor warrants that the system as priced, including all hardware and software, will include a complete 24X7 warranty covering all parts, labor, software, maintenance, preventive & corrective maintenance, travel and all other expenses, for a period of a minimum of two (2) years from final Acceptance. The Contractor will serve as a single point of contact, and provide the name, address and telephone number of the individual to contact when both on-site & remote maintenance is required. The Contractor shall further provide escalation procedures and contact names and numbers to be used when normal maintenance procedures are not adequate to resolve problems. At a minimum, it is anticipated that warranty coverage will include: A. provide one contact person who will be totally responsible for the account, coordinating efforts both within his/her own company and those of other telecommunications companies involved in a move, add, change, system failure, etc.; B. provide full on-site repair service between the hours of 8:00 am and 5:00 PM Monday thru Friday excluding holidays; C. provide full remote programming for automatic route selection, trunking, system data, exchange updates and requested station moves, adds, or changes. D. provide a yearly programming refresher and software/ release update for the System as well as regular notifications as to changes in telecommunications technology. Page 27 of TelephoneSystems_2426.doc

4.7

Equipment Replacement

During the warranty period, any equipment that must be replaced as a result of conditions covered under warranty will be replaced with new equipment of the same make and model. 4.8 Maintenance During Warranty

The City envisions that the contractor will take a proactive approach to system maintenance. Simple SmartNet services will not meet the Citys requirements. The City does not have the resources to assume responsibility for alarm/performance monitoring and troubleshooting system problems, and requires that the contractor provide these services during the warranty period. When the warranty period expires, the City will review the costs associated with alternative maintenance and support services. During the warranty period, and during any subsequent maintenance agreements, the Contractor shall make maintenance service available on a 7x24 basis. The Contractor will respond to Major Failures within two (2) hours. Response time is defined as the amount of time for a qualified technician to arrive on the Citys site. For the purposes of warranty and maintenance, a Major Failure is defined as any failure that affects the following: 4.9 10% of station equipment out of service 10% of network services out of service Any attendant console or call center station out of service Failure of any integration functionality between systems installed under this contract, or between systems installed under this contract and other existing systems Any failure whatsoever which reasonably affects the ability of the City to respond to any emergency situation, or which substantially impedes the Citys ability to operate, as determined by the City.

Routine Repairs

During the warranty period, and during any subsequent maintenance agreements, other routine repairs will be completed within 24 hours of report. 4.10 End of Warranty Period The Contractor will submit with its proposal alternative maintenance options including full parts and labor maintenance agreements, 24 X 7 with 4 hour response and 8 X 5 next-business-day maintenance options, time and materials pricing, depot service, factory support and other appropriate alternatives for years 3 6 beyond the warranty period expiration. 4.11 System Failure In the event of a major system failure, whether due to circumstances covered under warranty or maintenance agreement, or due to Acts of God or nature, or any other cause, the Contractor will have a replacement system readily available, which can be installed and operational within 48 hours to provide rudimentary telephone service to the City. 4.12 Preventative Maintenance The Contractor shall perform routine, preventive maintenance on the system on a quarterly basis, at a minimum. Contractor will describe in detail its preventive maintenance program, and provide written documentation of the results of the preventive maintenance to the City. 4.13 Remote Diagnostics The Contractor shall have a remote diagnostics and maintenance capability that permits the Contractor to perform routine diagnostics and maintenance from a remote maintenance facility, and will identify the location and capabilities of this facility. Page 28 of TelephoneSystems_2426.doc

5
5.1

TRAINING REQUIREMENTS
End User Training

The Contractor shall supply complete station user training for all station equipment types and other end user equipment, for all station users, utilizing live equipment at the Citys site, within two weeks prior to system cutover, at no cost to the City. The City will provide appropriate space and assist in scheduling of classes for station user training. Each user will be provided with written training materials for his/her telephone station equipment including voice mail menus and shortcuts. In addition, a supply of training materials/user guides shall be provided to the City for future use. 5.2 Attendant Training

The Contractor shall supply complete training to a minimum of four (4) attendants on the operation of the system attendant console, within two weeks prior to system cutover, at no cost to the City 5.3 Call Center Agent and Supervisor Training

The Contractor shall supply complete training to a minimum of eight (8) persons on the on the operation of the system call center station equipment, within two weeks prior to system cutover, at no cost to the City. 5.4 System Administration Training

The Contractor shall supply complete training for a minimum of four (8persons on the operation of the system management and administration functions, within two weeks prior to the system cutover, at no cost to the City. Training will be provided on all primary and peripheral systems and services installed under this contract. 5.5 Certified System Specialist Training

The Contractor shall provide pricing for the training necessary for the City to assume responsibility for system maintenance, should the City choose to do so after the warranty period has expired, for all primary and peripheral systems and services installed under this contract. Training will be adequate for personnel to be "certified" system technicians or administrators. Provide pricing exclusive of travel and out of pocket expenses, for additional individuals. Provide the locations where training is conducted. Identify available training courses, and provide pricing for on-going training and recertification programs. 5.6 Post-Cutover Training

Train the Trainer or equivalent training shall be provided at no cost to up to ten (10) staff. The Contractor shall provide the materials and support necessary for the City to provide training on an ongoing basis to new employees and refresher training to existing employees. Provide descriptions of all training programs available, length of classes, and quantities of individuals per class. Provide copies of training materials. Training materials and manuals should be available for download to the City via the Internet. 5.7 Training Credits Any and all Training Credits provided by the manufacturer as a result of the purchase or lease of components for the telephone system shall be awarded to the City for its sole use. Contractor shall insure these training credits are properly conferred to the City before they expire.

Page 29 of TelephoneSystems_2426.doc

6
6.1

PRICING PROPOSAL
Pricing Format

Pricing for the proposed system must be provided in summary format on this sheet, and in detail on the attached spreadsheets. Each chargeable item of equipment, hardware or software must be listed on the attached spreadsheets. The unit purchase and installation prices must apply from the date of contract until cutover. Add-on unit prices must apply for one full year after final Acceptance.

City City Hall Health Department Department of Public Works Campus Fire Department fire stations

School Board of Education

6.2

Approximation of Quantities

The quantities given in the proposal are approximate only, being given as a basis for the uniform comparison of proposals, and the City does not expressly or by implication agree that the actual amount of work will correspond therewith. An increase or decrease in the quantity for any unit price item shall not be regarded as sufficient grounds for an increase or decrease in the unit price of that item, nor in the time allowed for the completion of the work. 6.3 Pricing Timeframe

It is required that all pricing and provisions of the Contractor's proposal remain in effect for a minimum of 90 days from the submittal date. 6.4 Authorized Signature

Proposals must be signed below by a representative of the Contractor authorized to commit the Contractor to the quoted price and all of the terms and requirements stated in the RFP. Contractors signature below signifies compliance with all the terms and requirements of the RFP.

End of Section A

Page 30 of TelephoneSystems_2426.doc

SECTION B - RESPONSE INFORMATION


SPECIAL NOTES ON RESPONDING ADDENDA information is available via the Express Request Line. Dial 203-854-7897 from any phone. Request document #1001. We strongly suggest that you check for any addenda a minimum of forty eight hours in advance of the bid deadline. This service is also available over the Internet at http://www.bid.ci.norwalk.ct.us where the document is stored under the title of "ADDX" (where "X" corresponds with the last digit in the project number, i.e. 2074 would be found under "ADD4"). RESPONSE SUMMARIES will be available any time after 5:00 PM on the day of the bid opening via FAX. Call the Express Request Line. Dial 203-854-7897 from any phone, the document number to request will be the same as the project number indicated in the invitation to bid. This service is also available over the Internet at http://www.bid.ci.norwalk.ct.us where the document is stored under the title of "SUMX" (where "X" corresponds with the last digit in the project number, i.e. 2074 would be found under "SUM6"). Bid results will not be provided over the phone. AWARD NOTIFICATION Awards will be indicated on the bid summary document which can be accessed as indicated above. Regret letters will not be mailed out. BUSINESSES WITHOUT FAX EQUIPMENT or access to the Internet, may contact the Purchasing Department at 203854-7712 for this information.

Page 31 of TelephoneSystems_2426.doc

1.0 RESPONSE FORM, # 2426 Telephone Systems


Firm Name Address Phone Manager Fax Email Fed ID#

NOTE The City reserves the right to award all of this contract to one bidder, or to award different components to different bidders, or to award one component and reject all proposals for the other component. In submitting this proposal the undersigned declares that this is made without any connection with any persons making another bid or the same contract; that the bid is in all respects fair and without collusion, fraud or mental reservation; and that no official or the City, or any person in the employ of the City is directly or indirectly interested in said bid or in the supplies or work to which it relates, or in any portion of the profits thereof. The undersigned also hereby declares that he/she or they have carefully considered objectives of each element of this project, the desired end result, the environment in which services and or products are to perform and are satisfied as to all the quantities and conditions, and understands that in signing this proposal all right to plead any misunderstanding regarding the same is waived. The undersigned further understands and agrees that he will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the contract and to accept in full compensation therefore the amount of the contract as agreed to by the Contractor and the City. A. City Hall/BOE/Health 1. Purchase Price for Telephone System as Configured 2. Installation Price for Telephone System as Configured 3. Purchase Price for Voice Mail System as Configured 4. Installation Price for Voice Mail System as Configured 5. Warranty on-site / on-call maintenance services 6. Training Costs 7. Equipment Room Preparation Costs 8. Trade-in/Buy Back Incentive 9. Total Proposal Price for System [items 1 thru 8] $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $ ____________ $_________________

Total Proposal Price for System) in words: _______________________________________________________________________________ _______________________________________________________________________________ Annual On-site / on-call Maintenance Costs: (After required 2 year warranty) 24 X 7 option 8 X 5 option

$ $

Page 32 of TelephoneSystems_2426.doc

B. Department of Public Works


1. Purchase Price for Telephone System as Configured 2. Installation Price for Telephone System as Configured 3. Warranty on-site / on-call maintenance services 4. Training Costs 5. Trade-in/Buy Back Incentive 6. Total Cost for Complete System as Configured (Items 1-5) $ ___________ $ ___________ $ ____________ $ ___________ $ ___________ $_________________

Total Proposal Price for System (total of items 1 4) in words: ____________________________________________________________________________ ____________________________________________________________________________ Annual Maintenance Costs: (After required 2 year warranty) 24 X 7 option 8 X 5 option

$ _______________ $ _______________

C. Fire Stations
1. Purchase Price for Telephone System as Configured 2. Installation Price for Telephone System as Configured 3. Warranty on-site / on-call maintenance services 4. Training Costs 5. Trade-in/Buy Back Incentive 6. Total Cost for Complete System as Configured (Items 1-5) $ ___________ $ ___________ $ ____________ $ ___________ $ ___________ $_________________

Total Proposal Price for System (total of items 1 4) in words: ____________________________________________________________________________ ____________________________________________________________________________ Annual Maintenance Costs: (After required 2 year warranty) 24 X 7 option 8 X 5 option
Submitted by Authorized Agent of Company (name and title) Date

$ _______________ $ _______________

The above signatory acknowledges receipt of the following addenda issued during the RFP process and understands that they are a part of the bidding documents (if applicable):
Addendum # Addendum # Dated Dated Addendum Addendum # # Dated Dated -

End of Section B-

Page 33 of TelephoneSystems_2426.doc

City Hall/Health /Board of Educaton Materials List and Pricing Sheets (Use as many sheets as necessary) Item Description Part # Quantity Unit Price Purchase Unit Price Install Total Price Purchase

Total Price Install

Add-On Unit Price

Trade-In/Buy Back of Existing System Totals for Page

Page 34 of TelephoneSystems_2426.doc

Department of Public Works Materials List and Pricing Sheets (Use as many sheets as necessary) Item Description Part # Quantity Unit Price Purchase Unit Price Install Total Price Purchase

Total Price Install

Add-On Unit Price

Trade-In/Buy Back of Existing System Totals for Page

Page 35 of TelephoneSystems_2426.doc

Fire Station____________________________ Materials List and Pricing Sheets (Use as many sheets as necessary)

Trade-In/Buy Back of Existing System Totals for Page

Page 36 of TelephoneSystems_2426.doc

Page 37 of TelephoneSystems_2426.doc

Page 38 of TelephoneSystems_2426.doc

SECTION C - GENERAL BIDDING INFORMATION FOR CONSTRUCTION Rev. 102803, Express Request Doc. #1006 3.1 GENERAL: A. The City reserves the right to require the successful firm to execute a contract in a format supplied by Corporation Counsel. Award of all or a portion of the requirement may be subject to approval by the Norwalk Common Council. B. The City of Norwalk General Conditions For Construction and the Contract documents prepared by the City shall govern as the terms and conditions for this project. 1. A copy of the City of Norwalk General Conditions for Construction (022298) is available upon request. You may request a copy be mailed to you. Dial 203-854-7712 and request document 1008. C. A certified or cashiers check or bid bond in the amount indicated in the Invitation to Bid must accompany your response. The certified or cashiers checks will be returned to all unsuccessful candidates upon the awarding of the contract. If your quotation is not accompanied by a bid bond or check at the bid opening the bid will be automatically rejected. D. The successful firm will be required to furnish a performance bond and labor and materials bond acceptable to Corporation Counsel, each for the full contract amount, prior to execution of a contract and/or performance under Purchase Orders. Indicate the cost for these bonds, included in the lump sum bid(s) on the response form. Note: The requirement for a maintenance bond is not contingent on the dollar threshold for other bonds indicated in the invitation to bid. Please refer to Sections 3.17 and 109-15 for maintenance bond requirements. For 3.1, C & D: Surety Companies must be listed on the current Federal Register, licensed in the State of Connecticut and have an underwriting limitation exceeding the value of the project with no more than 5% of capitol in surplus tied to any one risk. Banks must have a branch office in Connecticut with insurance provided by the FDIC. E. The award of any contract is subject to the following conditions and contingencies: (1). The approval of such governmental agencies as may be required by law. (2). The appropriation of adequate funds by the proper agencies. (3). If the bidder is a corporation or other legal business entity, it must have a current license to do business in the State of Connecticut that is on file with the Connecticut Secretary of State's office, or it must be organized under the laws of the State of Connecticut and current in terms of its required filings.

Note: If you are an out-of state business and the performance of your contract with the City requires that tangible personal property will be used or consumed in this state, you must comply with Connecticut General Statutes 12-430-7 a copy of which can be found at http://www.cga.state.ct.us/2003/act/Pa/2003PA-00147R00SB-01137-PA.htm Questions concerning this statute should be addressed to the Commissioner of Revenue Services for the State of Connecticut, Department of Revenue Services, 92 Farmington Avenue, Hartford CT 06115. Registration by out-of state corporations with the Connecticut Secretary of State, 30 Trinity Street, Hartford CT 06106, telephone 860-509-6002, is required by law as a condition for doing business in the State of Connecticut.
E. When work is required in which no specific payment item is listed in the Proposal Form, the cost of such work will be included in the unit prices bid. Page 39 of TelephoneSystems_2426.doc

3.2 QUALIFICATIONS OF CANDIDATES: The City may make such investigations as deemed necessary to determine the ability of the candidate to perform the work and the degree to which any candidate meets the criteria for Award listed herein. 3.3 RECYCLING POLICY: The City of Norwalk is committed to protecting the environment and managing solid waste. Where possible and practical the City will procure recycled and/or recyclable products. The City will consider alternate proposals which maximize the use of products which are produced from post consumer waste, which reduce waste or consumption, or that offer products with a salvage value. The City requests that it's vendors eliminate all non-essential packaging that may be used in the delivery process. 3.4 OBLIGATIONS OF THE CANDIDATE: At the time of the opening of proposals, each candidate will be presumed to be thoroughly familiar with the specifications, the various sites, the City's requirements, and the objectives for each element of the project item or service. 3.5 LABOR RATES: See sections 102.18 and 107.12 of the City of Norwalk General Conditions for Construction. NOTE: Prevailing Wage Rates apply when (1) the total cost of work performed on new construction is $400,000 or more; or (2) the total cost of all work in connection with an alteration, repair, remodeling, refinishing, refurbishing or rehabilitation is $100,000 or more. 3.6 SITE INSPECTION:

Information contained in these documents is provided with the understanding as outlined in section 102-06 of General Conditions for Construction. Candidates are required to conduct a thorough inspection or study of existing conditions/equipment.
3.7 INSURANCE REQUIREMENTS: A certificate of insurance must be presented to the Corporation Counsel at the time of award and must name the City as an additional insured on the face of the document. In addition, please list the name and address of your insurance agent as part of the returned bid proposal. The Insurance requirements for this project are: INSURANCE: Note: The term Contractor shall also include their respective agents, representatives, employees or subcontractors; and the term "City of Norwalk " (hereinafter called the City) shall include their respective officers, agents, officials, employees, volunteers, boards and commissions. The insurance required shall be written for not less than the scope and limits of insurance specified hereunder, or required by applicable federal, state and/or municipal law, regulation or requirement, whichever coverage requirement is greater. It is agreed and understood that the scope and limits of insurance specified hereunder are minimum requirements and shall in no way limit or exclude the City from additional limits and coverage provided under the Contractors policies. Minimum Scope and Limits of Insurance: Worker's Compensation Insurance: With respect to all operations the Contractor performs the Contractor shall carry worker's compensation insurance in accordance with the requirements of the laws of the State of Connecticut. The Contractor shall carry employers liability limits of $100,000 each accident and $100,000 each employee by disease and $500,000 policy limit disease. Commercial General Liability: With respect to all operations the Contractor performs the Contractor shall carry Commercial General Liability insurance providing for a total limit of one million dollars ($1,000,000) per occurrence for each job site or location for all damages arising out of bodily injury, personal injury, property damage, products/completed operations, and contractual liability coverage for the indemnification provided under this contract. No exclusion of explosion, collapse, or underground damage. Each annual aggregate limit shall not be less than $ 2,000,000. Automobile Liability: With respect to any owned, non-owned, or hired vehicles the Contractor shall carry Automobile Liability insurance providing one million dollars ($1,000,000) per accident for bodily injury and property damage. Pollution Liability: The Contractor shall obtain, at the Contractors expense, and keep in effect during the term of this contract, Page 40 of TelephoneSystems_2426.doc

Pollution Liability insurance covering the Contractors liability for bodily injury, property damage and environmental damage resulting from sudden accidental and related cleanup costs incurred by the Contractor, all arising out of the work or services including transportation risk to be performed under this Contract. Combined single limit per occurrence shall not be less than one million dollars ($ 1,000,000). Annual aggregate limit shall not be less than $2,000,000. Acceptability of Insurers: The Contractors policies shall be written by insurance companies licensed to do business in the State of Connecticut, with an AM Best rating of A-VII, or otherwise acceptable by the Citys Risk Manager. Subcontractors: The Contractor shall require subcontractors to provide the same minimum scope and limits of insurance as required herein. All Certificates of Insurance shall be provided to Corporation Counsels office as required herein. Aggregate Limits: Any aggregate limits must be declared to and approved by the City. It is agreed that the Contractor shall notify the City when fifty percent (50%) of the aggregate limits are eroded during the contract term. If the aggregate limit is eroded for the full limit, the Contractor agrees to reinstate or purchase additional limits to meet the minimum limit requirements stated herein. The premium shall be paid by the Contractor. Deductibles and Self-Insured Retentions: Any deductible or self-insured retentions must be declared to and approved by the City. All deductibles or self-insured retentions are the sole responsibility of the Contractor to pay and/or to indemnify. Notice of Cancellation or Nonrenewal: Each insurance policy required shall be endorsed to state that coverage shall not be suspended, voided, cancelled, or reduced in coverage or in limits except after 30 days prior written notice by certified mail, return receipt requested, has been given to the City. Waiver of Governmental Immunity: Unless requested otherwise by the City, the Contractor and his insurer shall waive governmental immunity as defense and shall not use the defense of governmental immunity in the adjustment of claims or in the defense of any suit brought against the City. Additional Insured: The liability insurance coverage, except Workers Compensation, required for the performance of the Contract shall include the City as Additional Insured but only with respect to the Contractors activities to be performed under this Contract. Coverage shall be primary and non-contributory with any other insurance and self-insurance. Certificate of Insurance: As evidence of the insurance coverage required by this Contract, the Contractor shall furnish Certificate(s) of Insurance to Corporation Counsels Office prior to the award of the Contract if required by the Bid document, but in all events prior to Contractors commencement of work under this Contract. The Certificate(s) will specify all parties who are endorsed on the policy as Additional Insureds (or Loss Payees). The certificates and endorsements for each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. Renewals of expiring certificates shall be filed thirty (30) days prior to expiration. The City reserves the right to require complete, certified copies of all required policies at any time. . The City reserves the right to require complete, certified copies of all required policies at any time. All insurance documents required should be mailed to The City of Norwalk, Corporation Counsel, 125 East Avenue Norwalk, Connecticut 06851-5125. Waiver of requirements: The Corporation Counsel, may vary the requirements at Corporation Counsels sole discretion; if Corporation Counsel determines that the City's interests will be adequately protected without meeting all stated requirements. 3.8 LIQUIDATED DAMAGES: Liquidated damages as defined in Article 20 of the Norwalk General Conditions for Construction will be $1000.00 per day. 3.9 RETAINAGE: The City will retain 5% of the total project cost until such time as a guarantee bond, satisfactory to the Corporation Council's office is posted with the City (sect. 109-15, Gen. Cond. for Construction) or other terms for retainage are specifically stated in the contract for this project. 3.10 ACCEPTABLE BRANDS: The attached specifications are not intended to limit consideration to the particular service organization or manufacturer from which they were developed. References to brand names or numbers are to be interpreted as establishing a standard of quality and is not to be construed as limiting competition. Brand names used within these specifications shall be presumed Page 41 of TelephoneSystems_2426.doc

to be followed by the words "or approved equal". Burden of proving a product and/or material as equal to a specific product and/or material by brand name is the responsibility of the contractor. Final determination as to what is an "or equal" product will be made by the Purchasing Agent in conjunction with other City staff. The City will award on the basis of the criteria stated herein, and reserves the right to waive or require compliance with any element of the specifications. 3.11 HOW TO RESPOND: Supply the required information on the response and prequalification form. An authorized agent of your organization must sign and date the response form and any supplementary proposal document. If a prospective bidder needs clarification or interpretation of any items in the General Conditions, and/or Specifications, he/she must request such in writing, addressed to the Director of Purchasing at least fourteen calendar days prior to the bid opening. Responses shall also be in writing, and shall be distributed to all bidders. The City of Norwalk, or its agents shall not be responsible for any oral instructions or interpretations given to a bidder. Return the response forms, bond (if required), and any informational literature to the City of Norwalk Purchasing Department, Room 103 125 East Avenue, P.O.Box 5125, Norwalk, Ct. 06856-5125 using the return bid envelope (if provided in your bid package). Be sure to indicate the request number, name, and opening time on the face of the envelope otherwise we will not be able to insure the confidentiality of the bid. Failure to follow these guidelines may be just cause for rejection of the bid. 3.12 CRITERIA FOR AWARD: This Request for proposal/bid does not necessarily contemplate an award based solely on price. Rather, the City reserves its rights to accept or reject any and all proposals / bids, or any part thereof, to waive defects in the same, or accept any proposal / bid or a combination of proposals / bids deemed to be in its best interests. 3.13 THE RFP PROCESS: Bids are advertised as required by law. The City may also mail invitations to businesses as it deems appropriate. Placement on a vendor mailing list or a history of having received invitations in the past or having received prior contract awards in no way obligates the City to continue any form of direct notification. At the discretion of the Purchasing Agent the City may remove vendors from the mailing list for whatever reason including a poor performance history or failure to respond to previous invitations. Refer any questions that may arise during the solicitation and award process, in writing, to the Purchasing Agent. 3.14 TIME PROVISIONS: The content of any proposal submitted is to remain valid and available to the City for ninety (90) days from the day proposals are due. 3.15 ASSIGNMENT OF CONTRACT: The successful candidate agrees that he will not assign, transfer, or subcontract any portion of the award. 3.16 INDEMNIFICATION: Contractor shall not assert any claim arising out of any act or omission by any agent, officer or employee of the City in the execution or performance of this Agreement against any such agent, officer or employee. Such claims may be made against the City. No member of the governing body of the City, and no other officer, employee, or agent of the City shall have any personal interest, direct or indirect, in this Agreement, except as permitted by the Code of Ethics of the City of Norwalk; and the Contractor covenants that no person having such interest shall be employed in the performance of this Agreement. The Contractor expressly agrees to at all times indemnify, defend and save harmless the City of Norwalk and its respective officers, agents, and employees on account of any and all demands, claims, damages, losses, litigation, financial costs and expenses, including counsel's fees, and compensation arising out of personal injuries (including death), any damage to property, real or personal and any other loss, expense or aggrievement directly or indirectly arising out of, related to or in Page 42 of TelephoneSystems_2426.doc

connection with the Project and the work to be performed hereunder by the Contractor, its employees, agents, subcontractors, material suppliers, or anyone directly or indirectly employed by any of them. The Contractor shall and does hereby assume and agree to pay for the defense of all such claims, demands, suits, proceedings and litigation. The provisions of this paragraph shall survive the expiration or early termination of this Agreement and shall not be limited by reason of any insurance coverage. 3.17 WARRANTIES, GUARANTEES, & INSTRUCTIONS: All work shall be warranted by the Contractor for a minimum period of two (2) years from the date of completion of the work against all defective workmanship and materials furnished by the Company. Where longer periods of Warranty/ Guarantee are required by these specifications, the contract documents, or are provided for by specific or implied warranty of materials, goods or equipment or by general law, the longer period of time will govern. The Contractor shall promptly replace or repair in a manner satisfactory to the City any such defective work after notice from the City to do so. Work will be assumed to be defective if it is determined by the City that the material or equipment is not performing in a satisfactory manner, consistent with its intended use or operation. If the Contractor fails to make such replacement or repairs, the City may perform or cause to be performed all necessary work and the Company and its sureties shall be liable for all costs thereof. Original manufacturers' warranties, guarantees, instruction sheets, parts lists, and certificates of title are to be delivered to the Purchasing Agent. Copies of all such materials are to be provided to the department accepting delivery. 3.18 TERMS AND CONDITIONS: See Section 4 3.19 ASSIGNMENT OF ANTITRUST CLAIMS: The Contractor offers and agrees to assign to the City of Norwalk all of it's right, title and interest in and to any and all causes of action it may have under Section 4 of the Clayton Act, 15 U.S.C. Section 15, or under Chapter 624 of the Connecticut General Statutes, arising out of the purchase of services, goods, property or intangibles of any kind pursuant to a purchase order, contract agreement, subcontract or other form of public purchase by the City of Norwalk. This assignment shall be made and become effective upon award or acceptance by the City of Norwalk of the bid, purchase order or contract agreement with the Contractor without requiring any additional or further act or acknowledgement by the parties. The Contractor shall include the terms of this assignment to the City of Norwalk in any contract, agreement or purchase document that it may enter into for services, goods, property or intangibles used for or incorporated into any work or materials, performed for or provided to the City of Norwalk. 3.20 SMOKING POLICY No person shall smoke in any municipal or school system facility. 3.21 BUILDING PERMIT FEES Refer to Section 4, 107-01

- End of Section C -

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SECTION D CITY OF NORWALK GENERAL CONDITIONS FOR CONSTRUCTION


NOTE: SECTION 4 - GENERAL CONDITIONS FOR CONSTRUCTION contains the City's General Conditions for Contruction. You are responsible for obtaining a copy prior to bidding. If you do not have a revision dated 022898 or later on file you may request a copy via FAX. Dial 203-854-7897 from any phone to access the Purchasing Department's Express Request Line. Request document number 1008. A copy of this document is also available over the Internet at http://www.bid.ci.norwalk.ct.us.

Page 44 of TelephoneSystems_2426.doc

SECTION E: PREVAILING WAGE ADDENDEUM

The Contractor shall weekly submit to the Director a certified payroll, which shall consist of a complete copy of its records relating to the wages and hours worked by each employee and a schedule of the occupation or work classification at which each mechanic, laborer or workman on the Project is employed during each work day and week. The submission shall be in such manner and form as the State Labor Commissioner requires and in compliance with the requirements of Public Act 93392. This weekly submission shall also include a statement signed by the employer (the Contractor) indicating the information set forth in Section l(f) of Public Act 93-392."

Page 45 of TelephoneSystems_2426.doc

EXHIBIT 1 SPREADSHEET OF CITY HALL CAMPUS [City Hall, Health Department, Board of Education], DEPARTMENT OF PUBLIC WORKS CAMPUS [DPW Center, Animal Control, DPW Dispatch], AND FIRE STATIONS TELEPHONE REQUIREMENTS.

Approximate number of telephones. Actual numbers, including wall-mounted requirements to be determined during station vendor station review.

Building City Hall

Floor
B 1 2 3

Analog
3 15 17 14 2 5 5 15 5 5 3 5 10 3 4 4 4

7912
2 85 90 65 14 18 10 10 10 5 2 9 1 1 1 2

7940

7960

Attendant Console

22 30 22 15 5 4 4

16 45 20 1 1 2 5 1

Health

B 1 2

DPW DPW Dispatch Animal Control Fire 1 Fire 2 Fire 3 Fire 4 Fire 5 Fire Apparatus

1 2

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EXHIBIT 2

Page 47 of TelephoneSystems_2426.doc

"The following document is the City's standard consultant services contract. The substantive terms and requirements contained herein may be revised only with the approval of the Norwalk Corporation Counsel."

AGREEMENT FOR CONSULTANT SERVICES BY AND BETWEEN CITY OF NORWALK AND FOR A CITY-WIDE TELEPHONE SYSTEM PLATFORM

THIS AGREEMENT made and entered into this ________ day of _______________, 2006, by and between the CITY OF NORWALK (the CITY), acting herein by Richard A. Moccia, Its Mayor, and , (the CONTRACTOR), a corporation licensed

to do business in Connecticut with a principal office located at acting herein by its , duly authorized. W I T N E S S E T H: WHEREAS, the CITY is in need of telephone equipment and services in connection with the development, installation and operation of a new City-Wide Telephone System Platform (the Project); and WHEREAS, the CONTRACTOR has represented to the CITY that it is qualified and capable of providing the necessary equipment and performing the required services for the CITY in a timely, professional and responsible manner; and WHEREAS, the CITY desires to retain the services of the CONTRACTOR to perform the required services; NOW, THEREFORE, in consideration of the mutual covenants and agreements herein contained, the parties agree as follows:

1.

ENGAGEMENT OF THE CONTRACTOR

A. The CITY hereby retains the CONTRACTOR to provide the equipment and perform the Services described herein and to provide, install and service the required equipment in accordance with the terms and conditions and for the consideration set forth herein. Such services shall include the portion of the City-Wide Project related to the located at and the located . B. The person in charge of administering this Agreement on behalf of the CITY shall be Karen Del Vecchio, Director, Information Technology, or such other person as may be designated in writing. C. The person responsible for the services to be rendered on behalf of the CONTRACTOR shall be , or such other qualified person as is designated in writing by the CONTRACTOR and accepted by the CITY. 2. EQUIPMENT TO BE PROVIDED The CONTRACTOR shall provide the equipment needed to develop, install and operate the telephone system platform described in its Proposal dated , a copy of which is attached hereto and incorporated herein as Exhibit B (such telephone system platform shall be referred to as the System). A detailed list of the particular items of equipment to be provided and installed is attached and incorporated as Exhibit C (such items of equipment shall be referred to as the Equipment). The completed System shall perform to the functional requirements and standards described in Section 3 of Exhibit B. 3. SERVICES TO BE PERFORMED A. Pursuant to this Agreement, the CONTRACTOR shall perform the services described in the CITY's Request For Proposals, dated and the Addendum dated which are incorporated herein and collectively labeled Exhibit A; shall perform the technical support and maintenance services described in Exhibit D (The Services). B. The CONTRACTOR shall perform such Services and provide the Equipment required hereunder in a professional and timely manner using all due and reasonable care in order to accomplish the purposes of the Project, as determined by the CITY. The CITY also reserves the right to change and/or eliminate any of the Equipment to be provided hereunder if it determines such to be in its best interests. Any such change or elimination should not impact the performance requirements stated hereunder or affect the CONTRACTOR's responsibilities pursuant to Section 4.
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C. From time to time, the parties may agree to changes in the Services to be performed or in the Equipment to be provided by the CONTRACTOR hereunder. Any substantive change in the scope of the Project, the CONTRACTOR's services or in the Equipment required, which is beyond that reasonably contemplated hereunder, shall be incorporated in a written amendment signed by both parties to this Agreement. D. The CONTRACTOR shall have informed personnel available to meet with representatives, agencies, departments and officials of the CITY as may be appropriate; and with other entities as directed by the CITY, with regard to the services to be performed hereunder. E. THE CONTRACTOR's Materials. In connection with performance of the Services the CONTRACTOR shall provide to the CITY certain materials, including, without limitation, hardware and equipment, software; data; documentation or information developed or provided by the CONTRACTOR or its suppliers pursuant to the performance of this Agreement; and other information, methodologies, equipment, and processes used by the CONTRACTOR to develop and operate the System. F. Installation and Removal of Equipment. The CONTRACTOR is responsible for promptly commencing the installation of the Equipment in the Buildings upon the execution of this Agreement. The CITY shall provide the CONTRACTOR with reasonable access to the Buildings for purposes of installation during such hours as may be agreed to by the parties. Notwithstanding the above, such access by the CONTRACTOR shall not unreasonably interfere with the normal use of and business operations conducted at such Buildings. G. Maintenance of Equipment. The CONTRACTOR shall, at its own cost and expense, maintain, preserve and keep the Equipment in good working order and condition throughout the term hereof and throughout the three (3) year extended warranty following the acceptance by the CITY of the Completed installation, and shall, from time to time, make or cause to be made all necessary and proper repairs, replacements and renewals to the Equipment as recommended by the manufacturer or otherwise required in order to meet the CITY's needs and requirements. 4. PERFORMANCE/SERVICE GUARANTEES A. Equipment Performance and Service Guarantees

During the warranty period, and during any subsequent maintenance agreements, other routine repairs will be completed within 24 hours of report. Reports shall be made by .
3

The CONTRACTOR shall perform routine, preventative maintenance on the System on a quarterly basis, at a minimum. The CONTRACTOR will provide written documentation of the results of the preventive maintenance to the CITY. The CONTRACTOR shall have remote diagnostics and maintenance capability that permits The CONTRACTOR to perform routine diagnostics and maintenance from a remote maintenance facility and will identify the location and capability of this facility. B. System Performance and Service Guarantees

5.

COMPENSATION

A. The CONTRACTOR shall be compensated for its performance in compliance with the terms of this Agreement based on the fee and cost schedule set out in Exhibit E hereof. The CITY's payment obligation for maintenance shall thereafter commence upon the completed installation of the Equipment and acceptance thereof by the CITY as operational and in compliance with the requirements hereof and will continue to be made according to an agreed upon payment schedule. B. Compensation provided under this Agreement constitutes full and complete payment for all costs assumed by the CONTRACTOR in performing this Agreement including but not limited to salaries; consultant fees; costs of materials and supplies; printing and reproduction; meetings, consultations and presentations; clerical costs; travel expenses; postage; telephone; and all similar expenses. No direct costs shall be reimbursed by the CITY without the specific prior written approval of the Director. C. Payments to the CONTRACTOR under this Agreement shall be made by the CITY based on approved invoices certified by a principal of the CONTRACTOR and submitted monthly. Each invoice shall be in a form acceptable to the CITY and shall describe in detail the deliverables completed during the preceding month, and the amount of compensation due the CONTRACTOR therefor. The CITY may, prior to making any payment under this Agreement, require the CONTRACTOR to submit to it such additional information with respect to the CONTRACTOR's billings as it deems necessary. D. The acceptance by the CONTRACTOR, its successors or assigns, of any payment made on the final requisition under this Agreement, or of any final payment due on termination hereof, shall constitute a full and complete release of the CITY, its agents and employees, from any and all claims, demands and causes
4

of action whatsoever which the CONTRACTOR, its successors or assigns have or may have against the CITY under the provisions of or in connection with this Agreement. E. Maximum Compensation

The maximum amount of compensation payable hereunder by the CITY shall not exceed ($ ).

F.

Non-appropriation

The parties hereto understand that the CITY is dependent upon receiving continued appropriations or budgeted funds to continue this Agreement throughout its intended term. Notwithstanding any other provisions to the contrary, the CITY may terminate this Agreement at the end of any fiscal period if, subsequent to its having employed reasonable, good faith efforts to maintain adequate appropriations and/or budgeted funds for the full term of the Agreement, such necessary appropriations and funds are not made available. In order to effectuate such termination the CITY must give thirty (30) days written notice to the CONTRACTOR that the necessary funding has been denied. Within thirty (30) days following such termination, the parties shall meet and make available to each other all information and documentation necessary in order to determine the amount of fees due to the CONTRACTOR. No penalties, interest or indirect or consequential costs or damages shall be owned or paid by the CITY upon such termination.

6.

COST SHARING

During the term of this Agreement the CONTRACTOR shall continuously and diligently seek to identify and achieve savings in both one-time and recurring costs that are charged to and payable by the CITY hereunder. Such savings may be the result of modifications to the operation and maintenance of the Project, reduced subcontract or supplier costs, or the application of new technologies. However no such savings shall in any way, result or have the potential to result in a diminished level or quality of performance of the System, or the Equipment to be provided according to the terms hereof. Prior to undertaking any potential cost saving measures, however, the CONTRACTOR shall seek and obtain the prior written approval of the Director for the same. All actual cost savings achieved shall be documented
5

to the CITY's reasonable satisfaction and shall be shared by the CITY and the CONTRACTOR on an equal basis. The CITY shall have the sole authority to determine whether a qualifying savings is actually achieved. 7. LICENSE

A. License of The CONTRACTOR Materials. In consideration of the CITY's performance of its material obligations to the CONTRACTOR expressly set forth in this Agreement, the CONTRACTOR grants to the CITY and the CITY accepts from the CONTRACTOR, a limited, non-transferable, non-exclusive license, for the term of this Agreement, to use all Equipment provided hereunder in connection with the CITY's internal business purposes. 8. TIME PROVISIONS

A. The CONTRACTOR shall perform the Phase I services required under Articles 2 and 3 of this Agreement beginning on the date hereof and shall complete the same no later than . Thereafter, this Agreement and the maintenance services required of the CONTRACTOR shall continue for three (3) years during the extended warranty period. If the CONTRACTOR has been delayed in its performance through no fault of its own and as a result will be unable, in the opinion of the CITY, to complete performance fully and satisfactorily within the time allowed therefor, the CONTRACTOR, upon submission of a written request setting forth evidence of the cause of the delay satisfactory to the CITY, shall at the discretion of the Director be granted an extension of time for performance equal to the period that the CONTRACTOR was actually and necessarily delayed. Decisions of the Director relative to the granting of extensions of time shall be final and binding. The CONTRACTOR further agrees that it shall make no claims for damages for any delays or hindrances from any cause whatsoever and that such delays or hindrances, if any, shall be compensated for by an extension of time, as agreed to by the parties hereto. It is understood and agreed that permitting the CONTRACTOR to complete the services or any part thereof after the date of completion stated in this Agreement, or after the date to which the time of completion may have been extended, shall in no way operate as a waiver by the CITY of any of its rights herein or at law. 9. INSURANCE A. The CONTRACTOR's Insurance.
6

The CONTRACTOR shall take

out and maintain at its own cost and expense during the life of this Agreement professional liability (errors and omissions) insurance coverage of not less than $1,000,000.00 limit of liability and Comprehensive General Liability insurance coverage of not less than $1,000,000.00 limit of liability. The CONTRACTOR shall also maintain Workers' Compensation coverage for the benefit of its employees, in such amounts as are required by the laws of the State of Connecticut. The Comprehensive General Liability insurance coverage shall be issued on a "per occurrence" basis only. This insurance policy shall be endorsed to name the City of Norwalk as an additional insured party and shall be primary in cases of claims arising under this Agreement. All insurance shall be provided by a company or companies authorized to do business in the State of Connecticut. Before commencing the work, the CONTRACTOR shall furnish the CITY a certificate of insurance, and shall thereafter provide renewal certificates, as appropriate, evidencing such coverage written by a company or companies acceptable to the CITY. Such certificate and renewal certificates shall provide for a notice of cancellation, lapse or restrictive amendment by certified or registered mail at least thirty (30) days prior thereto and shall have attached a photocopy of the license(s) issued to the agent writing such insurance by the company or companies providing the insurance coverage under the certificate. If such insurance is written on a "claims made" basis then such insurance shall be kept in full force and effect for three (3) years after final payment to the CONTRACTOR. The CONTRACTOR shall require each of its subcontractors, if any, to procure and maintain until the completion of that subcontractor's work, insurance of the types and in the amounts specified above. It shall be the responsibility of the CONTRACTOR to ensure that all its subcontractors comply with all of the insurance requirements contained herein relating to such subcontractors. All insurance shall be taken out and maintained at no cost or expense to the CITY and the CONTRACTOR shall be responsible for the full amount of any deductible. The insurance requirements stated herein, including, but not limited to, the additional insured requirement, are separate and independent of any other requirement of this written Agreement. All risk of loss to the Equipment B. CITY's Insurance. shall be borne by CITY. At all times during the term of this Agreement, the CITY shall, at its own cost and expense, cause casualty, public liability, and equipment damage insurance to be
7

carried and maintained with respect to the Equipment, sufficient to protect the full replacement value of the Equipment and to protect from liability in all events for which insurance is reasonably, commercially available. The CITY shall furnish to the CONTRACTOR a certificate evidencing such coverage throughout the term of this Agreement. 10. GENERAL PROVISIONS

A. The CITY may at any time and for any reason, with or without cause, terminate this Agreement by written notice specifying the termination date, which shall be not less than seven (7) days from the date such notice is given. In the event of such termination, services shall be paid for in such amount as shall compensate the CONTRACTOR for those services satisfactorily performed prior to termination. Such amount shall be fixed by the CITY after consultation with the CONTRACTOR, and shall be subject to audit by the Comptroller. Termination by the CITY shall not give rise to any claim against the CITY for damages or for compensation in addition to that provided hereunder. B. It is the intent of this Agreement to secure the personal services of the CONTRACTOR's employees or duly authorized and competent representatives of the CONTRACTOR, acceptable to the CITY. Failure of the CONTRACTOR for any reason to make the services of such persons available to the CITY to the extent necessary to perform the services required in a professional, skillful and timely manner shall be cause for termination of this Agreement. C. The CONTRACTOR shall not assign or subcontract this Agreement or any of the services to be performed by it hereunder without prior consent of the CITY in writing. Any assignment or subcontracting in violation hereof shall be void and unenforceable. The CONTRACTOR shall be as fully responsible to the CITY for the acts and omissions of its subcontractors as it is for the acts and omissions of people directly employed by it. The CONTRACTOR shall require any subcontractor approved by the CITY to agree in a written contract to observe and be bound by all obligations and conditions of this Agreement to which the CONTRACTOR is bound. D. When the CITY shall have reasonable grounds for believing that: (1) The CONTRACTOR will be unable to perform this Agreement fully and satisfactorily within the time fixed for performance; or (2) A meritorious claim exists or will exist against the CONTRACTOR or the CITY arising out of the negligent, willful
8

or wanton acts, errors or omissions of the CONTRACTOR, its agents, servants or employees, or the CONTRACTOR'S breach of any provision of this Agreement; then the CITY may withhold payment of any amount otherwise due and payable to the CONTRACTOR hereunder. Any amount so withheld may be retained by the CITY for such period as it may deem advisable to protect the CITY against any loss and may, after written notice to the CONTRACTOR, be applied in satisfaction of any claim herein described. This provision is intended solely for the benefit of the CITY, and no person shall have any right against the CITY or claim against the CITY by reason of the CITY'S failure or refusal to withhold monies. No interest shall be payable by the CITY on any amounts withheld under this provision. This provision is not intended to limit or in any way prejudice any other right of the CITY. E. The CONTRACTOR shall not assert any claim arising out of any act or omission by any agent, officer or employee of the CITY in the execution or performance of this Agreement against any such agent, officer or employee. Such claims may be made against the CITY. F. No member of the governing body of the CITY, and no other officer, employee, or agent of the CITY shall have any personal interest, direct or indirect, in this Agreement, except as permitted by the Code of Ethics of the City of Norwalk; and the CONTRACTOR covenants that no person having such interest shall be employed in the performance of this Agreement. G. The CONTRACTOR shall indemnify, defend and save harmless the CITY, its officers, agents, servants and employees, from and against any and all claims, demands, suits, proceedings, liabilities, judgments, losses, costs or damages, including attorneys' fees, in any way arising out of, relating to or in connection with the performance of or failure to perform this Agreement. The CONTRACTOR hereby assumes and agrees to pay for the defense of all such claims, damages, demands, suits and proceedings. The provisions of this paragraph shall survive the expiration or earlier termination of this Agreement, shall be separate and independent of any other term or requirement hereof, and shall not be limited by reason of any insurance coverage provided hereunder. H. This Agreement shall be construed in accordance with the laws of the State of Connecticut, and any action or suit at law in connection herewith shall be brought in the Superior Court of the State of Connecticut, Judicial District Stamford/Norwalk. I. The CONTRACTOR shall comply with all applicable laws, ordinances and codes of any governmental body having jurisdiction
9

over any matter related to this Agreement or the services to be performed hereunder, and shall commit no trespass on any private property in performing any of the work embraced by this Agreement. J. During the performance of this Agreement, the CONTRACTOR agrees not to discriminate against any employee or applicant for employment because of race, color, religion, age, sex, physical disability, gender, sexual orientation or national origin. K. This Agreement incorporates all the understandings of the parties hereto and supersedes any and all agreements reached by the parties prior to the execution of this Agreement, whether oral or written. L. The CITY shall retain all right, title and interest in and to all products of the services performed under this Agreement shall be and remain the property of the CITY. This shall include all partially completed services in the event that the Agreement is terminated before completion for any reason. To the extent that such ownership does not automatically vest in the CITY by virtue of this Agreement, the CONTRACTOR agrees to transfer and assign to the CITY all right, title and interest in such products of its services to the CITY upon request. M. In the event the CITY determines that there has been a material breach by the CONTRACTOR of any of the terms of this Agreement, the CITY has the right, power and authority to terminate this Agreement and to complete the services or any part thereof without consultation with the CONTRACTOR, and the CONTRACTOR shall be obligated to pay the CITY for any losses, damages, costs and expenses, including attorneys' fees, sustained or incurred thereby. For the purpose of such completion the CITY may, for itself or for any of its Consultants, take possession of and use or cause to be used any and all documents, plans and specifications or other items that may have been used or drawn up in connection with the performance of this Agreement. This right is in addition to any other right or remedy the CITY may otherwise have. All costs, expenses, losses, damages, attorneys' fees, and any and all other charges incurred by the CITY under this section shall be charged to the CONTRACTOR and deducted and/or paid by the CITY out of any monies due, payable or to become due or payable under this Agreement to the CONTRACTOR. In completing the services to be performed hereunder, the CITY shall not be required to pursue the least costly means but is entitled to engage those services it reasonably believes to be in its best interests. If such costs exceed the sum due or to become due to the CONTRACTOR, the CONTRACTOR shall pay the excess costs to the CITY.
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N. Each and every provision and clause required by law to be inserted in this Agreement shall be deemed to be inserted and the Agreement shall be read and enforced as though such provisions and clauses were included herein. If, through mistake or otherwise, any provision is not inserted or is not correctly inserted then, upon the written consent of the parties, this Agreement shall forthwith be physically amended to make such insertion. O. No change or modification of this Agreement shall be valid unless it is in writing and signed by all parties to this Agreement. P. All notices of shall be in writing and postage prepaid, to the to such other addresses designate in writing: To the CITY: any nature referred to in this Agreement sent by registered or certified mail, respective addresses set forth below or as the respective parties hereto may Karen Del Vecchio, Director Information Technology City Hall, P. O. Box 5125 Norwalk, Connecticut 06856-5125 Corporation Counsel City of Norwalk City Hall P. O. Box 798 Norwalk, Connecticut 06856-0798

With a Copy to:

To THE CONTRACTOR:

Notices shall be deemed to have been duly given, delivered or served either upon personal delivery or three (3) days following the date when the same are sent by registered mail with proper postage. Q. The CITY and the CONTRACTOR each binds itself and its successors and assigns to the other party and to its successors and assigns with respect to all covenants of this Agreement. The CONTRACTOR shall not assign or transfer any interest in this Agreement without the prior written approval of the CITY. R. If any provision of this Agreement is held invalid, the balance of the provisions of this Agreement shall not be affected thereby if such provisions would then continue to conform to the requirements of applicable laws. The remaining provisions shall thereupon continue in full force and effect.
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S. The City of Norwalk's hiring practices strive to comply with all applicable federal regulations regarding employment eligibility and employment practices. Thus, all individuals and entities seeking to do work for the CITY are expected to comply with all applicable laws, governmental requirements and regulations, including the regulations of the United States Department of Justice pertaining to employment eligibility and employment practices. The CITY reserves the right at its discretion, but does not assume the obligation to require proof of valid citizenship or, in the alternative, proof of a valid green card for each person employed in the performance of work or services for the City of Norwalk. By reserving this right the CITY does not assume any obligation or responsibility to enforce or ensure compliance with the applicable laws and/or regulations. By signing this Agreement the CONTRACTOR hereby certifies to the City of Norwalk that it is in compliance with all applicable regulations and laws governing employment practices. T. The CONTRACTOR represents to the CITY as follows:

That the CONTRACTOR is a legally existing corporation under the laws of its state of incorporation and has not previously filed, nor is presently contemplating filing, nor has received notice of a petition of, nor contemplates receiving notice of a petition of, bankruptcy, liquidation, receivership or any other action for the protection of creditors or debtors; That the CONTRACTOR has the financial resources to perform this Agreement and that it is not the subject of any litigation or action, pending or threatened, regarding this Agreement or which, if resulting in an adverse decision, would affect its ability to perform its duties under this Agreement; That it has, and has exercised, the required corporate power and authority and has complied with all applicable legal requirements necessary to adopt, execute and deliver this Agreement and to assume the responsibilities and obligations created hereunder; and That this Agreement is duly executed and delivered by an authorized corporate officer, in accordance with such officer's powers to bind the CONTRACTOR hereunder, and constitutes a valid and binding obligation enforceable in accordance with its terms, conditions and provisions.

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Dated at Norwalk, Connecticut, the day and year first above written, and executed in four (4) counterparts. Signed, Sealed and Delivered in the Presence of: ____________________________ _____________________________ By:_____________________________ Richard A. Moccia Its Mayor Duly Authorized Date signed:________________

CITY OF NORWALK

_____________________________ _____________________________ By:_____________________________ Its Duly Authorized Date signed:____________________

APPROVED AS TO FORM: OFFICE OF CORPORATION COUNSEL By:__________________________

AVAILABILITY OF FUNDS: By:_____________________________ Comptroller Date:___________________________

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