SOUTHWESTERN COMMUNITY COLLEGE DISTRICT RFP 1819 Unified . - SWCCD

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)Responses to this RFP should cover the following general topics: IP‐based Voice capabilities and Intelligent Network Switching Reliability Voice Quality Experience and References Voice Messaging System Administration Support/Service Capabilities Scalability System longevity Simplicity of Installation Training and Usage Failover/emergency backup options Interoperability to existing Siemens HiPath 4000 including 4 digit dialing.DEFINITION OF TERMSThe designation of District refers to the Southwestern Community College District, apolitical subdivision of the State of California.The term “Proposers” refers to Firms that choose to submit proposals for ProfessionalAudio-Visual Design, Integration/Implementation Services.The terms "Contract" and "Agreement" shall be used interchangeably within thisdocument.Throughout this document, the term “District” and “SCCD” shall be usedinterchangeably within this document and shall be used to designate the rights andresponsibilities of the Southwestern Community College DistrictThe terms “Proposer” “Vendor” shall be used interchangeably to designate the rightsand responsibilities of the successful firm responding to this RFP.PROPOSAL QUESTIONSAll questions regarding this RFP should be sent, via e-mail to Linda Hernandez, Directorof Procurement, Central Services & Risk Management at purchasing@swccd.eduQuestions will be accepted until January 28, 2019 no later than 10:00 A.M. The e-mailsubject line should read: “Your company name/Questions regarding RFP No. 1819-161.No direct responses will be sent to the company/firm asking the question. Questions wefeel need to be responded, will be answered in the form of an addendum and sent to allpotential respondents by the end of day on February 5, 2019. All addendums to thisRFP will be posted on the District’s web site.8

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)PROPOSAL SUBMISSIONIt shall be the responsibility of the Proposer to ensure that Proposals are received in thefollowing two ways: via email submission and hard copy submission.(1) For Email Submission: Proposals are to be submitted, via e-mail, to the PurchasingDepartment no later than 2:00PM on February 11, 2019.Submit Proposal to: purchasing@swccd.eduThe Proposal must be emailed to the address above as an attachment in Word, PDF, orExcel format and not exceed file size of 10MB. Proposals with documents exceeding10MB in size should be saved to a smaller file size or split up and sent as separate emails.Subject line of e-mail containing submitted proposal should include and read “name ofyour company/submittal for RFP No. 1819–161 (“Email 1 of XX” if more than one)”.(2) For Hard Copy Submission:Proposer must submit one (1) original and three (3) copies of the proposal, in a 3-ringbinder, with tabs and one (1) USB Flash Drive with the proposal saved on it. Emphasisshould be on completeness and clarity of contents. Proposals should be in 12 point typeand not exceed fifteen (15) pages in length, excluding sample reports, Proposal Forms:A, C, D, E, F, G & H and all Appendices A through E. Proposals submitted in response tothis RFP shall be in the following order and shall include:A. General Information - Provide a cover letter per the requirements of PROPOSALFORM A.B. Mandatory Responses - Provide answers to the questions in both Sections 1 and 2of PROPOSAL FORM B. Limit responses to no more than one page per question.C. Personnel Experience – For each individual being proposed, provide the name(s),title(s), qualification(s), license information, availability and location of key staffmembers and supervisory personnel expected to work on this project, using the formatoutlined on PROPOSAL FORM C. Please include an organizational chart for theproposed staff and indicate who will be the District’s contact person for this Project.D. Fee and Rate Proposal – PROPOSAL FORM DE. General Terms and Conditions – PROPOSAL FORM E.F. References – Provide six (6) (three (3) current and three (3) previous) referencesusing the format outlined in PROPOSAL FORM F.G. Addenda Acknowledgement – PROPOSAL FORM GH. Addenda AcknowledgementI. Appendicesa. Non-Collusion Declaration – Must be notarizedb. Equal Opportunity Affirmative Action Statement (requires Corporate Seal)9

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)c. Consultant’s Certificate Regarding Worker’s Compensation (requires CorporateSeal)d. Sample Agreement/Contract (For reference only)e. Check ListOral, telephone, facsimile (fax machine) proposals will not be accepted. Each proposalshall be prepared simply, providing the straightforward, concise description of theproposer's ability to meet the requirements set for in the RFP document.SCCD reserves the right to reject all proposals, to request additional informationconcerning any proposals for purposes of clarifications, to accept or negotiate anymodifications to any proposal, following the deadline for receipt of all proposals, andto waive any irregularities, if such would serve the best interest of the District, asdetermined by Governing Board of Directors.This proposal package should be enclosed in a sealed envelope bearing the name of theProposer and RFP No. 1819-161 clearly marked. All proposals must be received on orbefore the above mentioned due date and time of 2:00 PM on February 11, 2019. Anyproposal received after the scheduled closing time for receipt of proposal will be returnedto the proposer unopened or rejected. All sealed proposals must be delivered to:SOUTHWESTERN COMMUNITY COLLEGE DISTRICTAttention: Linda HernandezDirector of Procurement, Central Services & Risk Management900 Otay Lakes Road, Room 1670Chula Vista, CA 91910(Room 1670 is located in the back of Parking Lot D)Please note that all proposers must have a clear understanding of the followinginformation, if not, questions should be resolved prior to the RFP submittal: Do you have any questions about the existing telephone/voicemail systemswhich are pertinent to your response? Do you have any questions about the summary of requirements which arepertinent to your response?10

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)RIGHT TO REJECTThis Request for Proposal does not constitute a commitment by the District to award acontract. The District reserves the right to waive any informality and to reject any or allproposals and/or to cancel the Request for Proposal. The District expressly reserves theright to postpone the proposal opening date for its own convenience. The award shall bemade on the proposal(s) that serve(s) the best interest of the District and will not beevaluated solely on a monetary basis; however proposers are encouraged to submit theirbest prices in their proposals. Award will be based on proposer’s qualification and best fitas deemed by the District. No contract award shall exist until executed and approved bythe District’s Governing Board.MODIFICATIONS TO PROPOSALSThe proposal may be modified after its submission by written notice to the District ofwithdrawal and resubmission before the date and time specified for receipt of proposals.Modification will not be considered if offered in any other manner. No modifications willbe allowed after the RFP due date and time has passed.PROPRIETARY INFORMATIONIn the event any Proposer shall include in the Proposal any information deemed"proprietary" or "protected", such information shall be separately packaged from thebalance of the proposal and clearly marked as to any proprietary claim. The Districtdiscourages the submission of such information and undertakes to provide no more thanreasonable efforts to protect the proprietary nature of such information. The District, asa public entity, cannot and does not warrant that proprietary information will not bedisclosed due the Provisions of the California Public Records Act. The District shall havethe right to use any or all information included in the proposals submitted unless theinformation is expressly restricted by the Proposer.ORDINANCES, LAWS AND REGULATIONSThe Proposer shall comply with all ordinances, laws, and regulations pertaining to theoperation contemplated hereby, including, but not limited to, the California Workers'Compensation Act, the Federal Equal Employment Opportunities Act, and the Americanswith Disabilities Act. The Proposer shall apply for, obtain, and maintain in force all permitsand licenses required by the various agencies of Federal, State, and local governmenthaving jurisdiction over the Proposer operations. All operations and materials shall be inaccordance with all applicable Federal, State, County and City laws, statutes andrequirements.11

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)WITHDRAWAL OF PROPOSALSAny Proposer may withdraw their proposal by written request via e-mail topurchasing@swccd.edu at any time prior to the deadline set for receipt of proposals.The subject line of the e-mail should include and read: “your company name/withdrawalof RFP No. 1819-161. No proposal may be withdrawn or modified after the deadline.Withdrawn proposals may be resubmitted up to the time designated for the receipt ofproposals provided that they are then fully in conformance with the general terms andconditions of the RFP.IRREVOCABLE OFFERProposals shall be considered irrevocable offers for a period of ninety (90) days from thedate of receipt and may not be withdrawn during this period without consent of the District.COST OF PREPARING PROPOSALSAny and all costs associated with the preparation of responses to this Request forProposal, including site visits, oral presentations and any other costs shall be entirely theresponsibility of the Proposer and shall not be reimbursable in any manner by the District.COMPLETION OF PROPOSALSProposals shall be completed in all respects as required by the instructions herein. Aproposal may be rejected if it is conditional or incomplete, or if it contains alterations ofform or other irregularities of any kind. A proposal will be rejected if, in the opinion of theDistrict, the information contained therein was intended to erroneously and fallaciouslymislead the District in the evaluation of the proposal.EXAMINATION OF CONTRACT DOCUMENTSProposers shall thoroughly examine the contents of this RFP. The failure or omission ofany Proposer to receive or examine any contract document, form, instrument, addendum,or other document shall in no way relieve the firm from obligations with respect to thisRFP or to the contract to be awarded. The submission of a proposal shall be taken asprima facie evidence of compliance with this section. If any ambiguity, conflict,discrepancy, omission or other errors in the RFP is discovered, then the Proposer shallimmediately notify the District of the error in writing and request modification orclarification of the document. All requests for clarifications shall be sent to the Director ofProcurement, Central Services and Risk Management by email as previously noted.12

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)ERROR IN PROPOSALProposer shall be bound by the terms and conditions of the proposal. However, if materialerrors are found in a proposal, the District may notify the Proposer that the submittedproposal requires correction of the errors. The District reserves the right to requestadditional information or clarification to allow corrections of errors or omissions.INTERVIEWSProposer may, after opening and prior to award, be required to make oral and visualpresentations at the request of the District and based on the availability of the reviewcommittee. The District will schedule the date, time and location for any presentations asrequested. Oral presentations will be evaluated and may be subjected to the selectioncriteria.AWARD WITHOUT DISCUSSIONThe District reserves the right to make an award without further discussion of theproposals received. Therefore, it is critical that, all proposals be submitted initially in themost favorable terms possible, both economically and technically.CONTRACT COMMENCEMENT/TERMIt is the intent of the District to commence the resulting contract as soon as possible afterevaluation of the proposals. Performance period for this contract is anticipated to be fromMarch 13, 2019 to March 12, 2022, however, term will be discussed and modified asneeded prior to District Governing Board approval. Term shall not exceed three (3)years. After award, contract is subject to cancelation with 30-days written notice by eitherparty.INDEPENDENT CONTRACTOR STATUSIt is expressly understood that the firm named in any contract entered into by the Districtis acting as an “independent contractor” and not as an agent or employee of the District.SCCD MODIFICATIONS TO PROPOSALSAny interpretation, correction, or change of this RFP will be made by written Addendum.Interpretations, corrections, or changes of this RFP made in any other manner will not bebinding, and Proposers shall not rely upon such interpretations, corrections, and changes.Any changes or corrections will be issued by SCCD. All Addenda issued to this RFP willbe posted to the District web site at www.swccd.edu/procurement. Addenda will also bee-mailed to all that are known to have received a copy of the RFP. Since failure toacknowledge any addendum(s) may be cause for rejection, Proposers must returnthe addendum-completed acknowledgment(s) prior to or with the proposal.(Proposal Form G)13

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)NEGOTIATIONDistrict reserves the right to negotiate the final pricing before award of business.AWARD OF CONTRACTIt is anticipated that a contract will be awarded by the Board of Trustees at a regularlyscheduled meeting on March 12, 2019. The award will be made to the responsible firmjudged to offer the most advantages for the District. At the time of the formal award, theapparent successful firm must have agreed to contract terms representing theunderstandings between the parties as to terms and conditions which will govern therelationship of District and Proposer and the obligation of each party for performance ofthe AgreementFINAL CONTRACTThe following documents are considered part of the final Agreement, in order ofprecedence:1. The final Agreement between SCCD and the Proposer.2. The Proposer’s proposal in total, including all addenda and attachments;3. This RFP as originally released, with Appendices and any addenda released priorto proposal opening.All of the above documents are intended to cooperate and be complementary so that anyinstructions or requirements called for in one and not mentioned in the other, or vice versa,are to be executed the same as if mentioned in all said documents. The intention of thedocuments is to include all labor, materials, equipment and transportation necessary forthe proper delivery of all services called for in any contract which may arise as a result ofthis RFP.NON-COLLUSION DECLARATIONDeclarations are required to be completed by the Proposer declaring that the proposal isin all respects fair and without collusion or fraud. Please see Appendix A.EQUAL OPPORTUNITY AFFIRMATIVE ACTION STATEMENTProposer must accept and sign the Equal Opportunity and Affirmative Action Statementset forth in Appendix B.PROHIBITED INTERESTNo official of the District who is authorized in such capacity and on behalf of the Districtto take part in negotiations or to make, accept or approve this contract, shall have director indirect financial interest in the award or any part thereof. Proposer shall receive nocompensation hereunder should bidder aid, abet or knowingly participate in violation of14

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)this article or breach or violation of this article, the District shall have the right to terminatethe contract either in part or in whole and any loss or damage sustained by the District inprocuring the services on the open market which the Proposer agreed to perform, shallbe borne and paid for by the Proposer.QUALITY OF WORKThe Proposer shall be responsible for the performance of all work as specified herein andshall guarantee that work will meet or exceed the specifications as set forth herein. If itis determined by the District that such services and/or materials do not meet requirementsof the District, the Proposer shall be required to correct the same at their own expense.QUALITY OF PERSONNEL ASSIGNED TO THE WORKThe Proposer shall not employ on this account any unfit person or anyone not skilled inthe work assigned to him/her and shall devote only its best qualified personnel to workunder this contract. Should the District deem anyone employed under any contract whichmay arise as a result of this RFP to be incompetent or unfit for his/her duties and so informthe Proposer, the Proposer shall immediately remove such person from this work andhe/she shall not again, without prior written permission of the District, be assigned to workunder this contract.FEESThe District agrees to pay and the Proposer agrees to accept for performance of allservices rendered herein, exclusive of extra work and services, a fee as specified in thecost proposal included herein. The prices specified in the cost proposal shall be firm forthe duration of the contract and shall include all of the Proposer’s costs, taxes, duties,license fees, expenses, overhead, required bonds, and profit.It is understood and agreed that said fee is a maximum fee and is subject tocorresponding reduction in the event that the actual cost of performing the servicesproves to be less than is now estimated at the time of entering into the contract.TERMINATIONThe District hereby reserves the right to terminate this Agreement, with or without cause,at any time. In the event of such termination, the Proposer shall be paid the reasonablevalue of all services rendered up to the date of such termination as may be determinedby the District, and the Proposer hereby expressly waives any and all claims for damagesor compensation arising under this contract, except as set forth herein, in the event ofsuch termination. Notwithstanding any of the foregoing provisions, if, for any reason, theBoard of Trustees fails to appropriate or allocate funds for further payment under anycontract derived as a result of this RFP, the District will not be obligated to pay remaining15

SOUTHWESTERN COMMUNITY COLLEGE DISTRICTRFP 1819 – 0161Unified Communications & Voice over Internet Protocol (VoIP)unpaid

Unified Communications & Voice over Internet Protocol (VoIP) 6 SECTION 1 - INTRODUCTION District Overview The Southwestern Community College District (SCCD), located South of San Diego and extending to the U.S. - Mexico border, is one of seventy two community college districts in the California Community College system.