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CITY OF SAN RAMON

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REQUEST FOR PROPOSALS

TELECOMMUNICATIONS SYSTEMS PROJECT

December 30, 2015

Proposals must be submitted to:

Rick Maria, Information Technology Manager

City of San Ramon

2226 Camino Ramon

San Ramon, CA 94583

By: 3:00 PM on January 27, 2016

TABLE OF CONTENTS

General Information 1

Section I Vendor Selection Tentative Timetable 2

Section II Summary 2

Section III Background 3

Section IV Instructions to Bidders 4

Section V City Requirements 6

Section VI Proposal Format and Contents 6

Section VII Proposal Evaluation 9

Appendix A – Scope of Work 10

Exhibit A – San Ramon Business License Application 27

Exhibit B – Insurance Requirements 28

Exhibit C – City Contract (Sample) 31

Exhibit D – Cover Letter (Sample) 32

Exhibit E – Pricing Sheet (Sample) 33

GENERAL INFORMATION

Proposals must be submitted to:

Rick Maria, Information Technology Manager

City of San Ramon

2226 Camino Ramon

San Ramon, CA 94583

This Request for Proposals (RFP) is not a commitment, promise, or contract for services. The City of San Ramon (City) reserves the right to pursue any and/or all ideas generated by this request. Costs for developing the proposals are entirely the responsibility of the Proposers and shall not be reimbursed. The City reserves the right to reject any and all proposals. The City reserves the right to waive any requirements of this RFP when it determines that waiving a requirement is in the best interest of the City.

General Provisions Regarding the Public Nature of Proposals. Government Code §6250 et. Seq., known as the “Public Records Act”, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any citizen has a right to inspect any public record, unless the document is exempted from disclosure. Any proposals submitted to the City shall be considered by the City to be public records in accordance with the Public Records Act.

Proposer’s Rights Regarding Confidentiality of Proposals. The City cannot represent or guarantee that any information submitted in response to the RFP will be confidential. If the City receives a request for any document submitted in response to this RFP, it will not assert any privileges that may exist on behalf of the person or business submitting the proposal. If a Proposer believes that a portion of its proposal is confidential and notifies the City of such in writing, the City may as a courtesy attempt to notify the Proposer of any request for the proposal, but cannot make a guarantee that such a notice will be provided. In any event, it would be the sole responsibility of that Proposer to assert any applicable privileges or reasons why the document should not be produced, and to obtain a court order prohibiting disclosure. The Proposer understands that the City is not responsible under any circumstances for any harm caused by production of a confidential proposal.

City’s Rights Regarding Confidentiality of Proposals. To the extent consistent with applicable provisions of the Public Records Act and applicable case law interpreting those provisions, the City and/or its officers, agents, and employees retain the discretion to release or withhold disclosure of any information submitted in response to this RFP.

SECTION I – VENDOR SELECTION TENTATIVE TIMETABLE

|Date |Time |Details |

|12-30-2015 | |RFP Posted on Website |

|01-06-2016 |5:00 pm |Intent to Bid |

|01-08-2016 |10:00 am |Bidder’s Teleconference |

|01-12-2016 |5:00 pm |All questions regarding the RFP must be transmitted via email to rmaria@sanramon. by this |

| | |date. |

|01-13-2016 |5:00 pm |Responses to answered questions will be posted on City’s website by this date. |

|01-27-2016 |3:00 pm |RFP proposals due: Hard copies, electronic copies submitted |

|01-29-2016 |TBD |Interviews (if requested) |

|02-9-2016 | |City Manager / City Council Approval |

|02-12-2016 | |Contract Signed |

|02-16-2016 | |Vendor Kick Off Meeting |

|04-20-2016 | |System Acceptance |

|04-23-2016 | |System Cut Over |

SECTION II – SUMMARY

The City of San Ramon is requesting proposals (RFP) from qualified firms to procure, install, and configure complete telecommunications systems for the City of San Ramon.

The pricing proposal will include all fees, costs, charges, and other amounts, associated directly or indirectly, with providing all things necessary for the Telecommunications Systems Project. Failure to comply fully with the requirements of this Section will be cause for the City to reject, as non-compliant, a proposal from further consideration.

To respond to this RFP, an interested bidder must submit one electronic copy of the proposal on a thumb drive or via email to rmaria@sanramon., plus three (3) completed hard copies of their material, including one unbound copy containing original signatures marked as “master copy”. This material must be delivered in a sealed package to:

Rick Maria, Information Technology Manager

City of San Ramon

2226 Camino Ramon

San Ramon, CA 94583

Proposals must be received at the City offices by 3:00 pm

On January 27, 2016

Late proposals will not be considered.

A Proposer must address all information requested in this RFP. It may add information not requested in this RFP, but the information should be in addition to, not instead of, the requested information and format. Minority business enterprises, women’s business enterprises, veteran’s business enterprises, and Certified Green businesses are encouraged to submit their proposals. All proposals made in response to this RFP must remain open and in effect for a period of not less than ninety (90) days after the date of proposals.

Any questions regarding this RFP should be directed to Rick Maria at:

rmaria@sanramon.

A. Intent to Bid

Vendors must notify the City of San Ramon of their intention to bid by 5:00 pm on January 6, 2016. Send an email with your intention to bid to rmaria@sanramon. with the following information included;

Company Name

Contact Name

Contact Phone Number

Contact Email

Once your intent to bid email is received you will be sent an email response verifying the City received your Intent to Bid email.

B. Bidder’s Teleconference

Vendors that responded with Intent to Bid will receive an email with the information for the Bidder’s Teleconference. This conference will be held on the date and time listed in the timetable above. The teleconference will present vendors with the opportunity to review and ask questions about the RFP document and the bidding process.

SECTION III – BACKGROUND

A. City of San Ramon Project Overview

The City of San Ramon is currently using an end of life NEC PBX system. All of the City’s sites are connected to City Hall with T1 lines. The City has approximately 300 handsets in use at 13 facilities. The current trunk lines are 2 PRI/T1 circuits coming into City Hall. The City does not handle incoming 911 calls. They are handled by the fire district and the county and as such are not part of this project.

The City of San Ramon wishes to acquire a replacement VoIP system that will continue to provide them with the current VoIP features and technology solutions that are important to the City, yet have an extended life cycle. They would like to acquire a system that is reliable and manufacturer supported for at least 10 years.

City of San Ramon is seeking proposals for the installation of a new Telecommunications platform from qualified respondents that will support their offices, as listed herein.

SECTION IV – INSTRUCTIONS TO BIDDERS

A. General

1. All proposals must be made in accordance with the conditions of this RFP. Failure to address any of the requirements is grounds for rejection of this proposal.

2. All information should be complete, specific, and as concise as possible.

3. Proposals should include any additional information that the respondent deems pertinent to the understanding and evaluation of the bid.

4. The City may modify the RFP or issue supplementary information or guidelines during the proposal preparation period prior to the due date. Please check the City website for updates.

5. Proposals shall constitute firm offers. Once submitted, proposals cannot be altered without the written consent of the City, but proposals may be withdrawn.

6. The City reserves the right to reject any and all proposals.

7. All questions must be in written form, directed to Rick Maria, and arrive no later than January 12, 2016 at 5:00 pm. All answered questions will be in writing and posted on the City website by January 13, 2016 at 5:00 pm at

8. The City reserves the right to judge whether any questions should be answered. If responses are provided, the responses will be written. No responses will be provided to voice messages.

9. No negotiations, decisions, or actions shall be initiated by any Bidder as a result of any verbal discussion with any consultant of the City or with any City employee.

10. Inquiries are not to be directed to any consultant or other staff member of the City, other than the City’s Project Manager responsible for this RFP. Such actions may disqualify Bidder from further consideration for a contract as a result of this RFP. Telephone calls to the City’s Project Manager, Rick Maria (925-973-2522) are allowed but questions and answers are not considered binding unless put in writing per item 7 above.

11. The cost for developing the proposal is the responsibility of the Bidder, and shall not be charged to the City.

12. All responses to this RFP become the property of the City and will be kept confidential until a recommendation for award of a contract has been announced. Thereafter, submittals are subject to public inspection and disclosure under the California Public Records Act. If a respondent believes that any portion of its submittal is exempt from public disclosure, it may mark that portion “confidential.” The City will use reasonable means to ensure that such confidential information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “confidential” in their entirety will not be honored, and the City will not deny public disclosure of any portion of submittals so marked.

By submitting a proposal with portions marked “confidential” a respondent represents it has a good faith belief that such portions are exempt from disclosure under the California Public Records Act and agrees to reimburse the City, and to indemnify, defend, and hold harmless the City, its officers, employees, and agents, from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses, and court costs of any nature whatsoever, arising from or relating to the City’s non-disclosure of any such designated portions of a proposal.

B. Submittal of Proposals

1. Proposals must be submitted as specified in Section II.

C. Interviews

1. The City, at its option, may interview Bidders for purpose of clarifying the proposals.

2. Submittal of new proposal material at an interview will not be permitted.

SECTION V – CITY REQUIREMENTS

A. San Ramon Business License

Any entity conducting business within or with the City of San Ramon must obtain a San Ramon Business License prior to the execution of an agreement (see San Ramon Municipal Code Division B-3). See EXHIBIT A for City Business License Application.

B. Insurance Requirements

Each Proposer must provide a copy of current insurance coverage. Insurance Certificates naming the City as an additional policy holder must be received by the City prior to the execution of an agreement for services. Insurance requirements are included in the City contract. See EXHIBIT B for specific City Insurance requirements.

SECTION VI – PROPOSAL FORMAT AND CONTENTS

To be eligible for evaluation, Proposers shall adhere strictly to the format set forth below. Each of the required sections identified must be addressed and must be specifically labeled.

The content and sequence of the proposal will be as follows:

|Section |Title |

|A |Transmittal/Cover Letter |

|B |Title Page |

|C |Table of Contents |

|D |Company/Firm Information |

|E |Qualifications and References |

|F |Scope of Services |

|G |Billing Rates |

|H |Conflict of Interest |

|I |Proof of Insurance |

A. Transmittal/Cover Letter

An authorized representative of the Proposer shall sign the proposal on a cover letter which: (1) identifies this project by name; and (2) identifies the full legal name of the Proposer, along with name of contact person, address, phone number, fax number, and e-mail address; and (3) indicates Proposer’s willingness to comply with the procedures identified in this RFP. See EXHIBIT D for a sample transmittal/cover letter.

B. Title Page

Proposals must include a title page that includes the RFP subject, the name of the firm, local address, telephone number, name of contact person, and the date.

C. Table of Contents

Proposals must include a table of contents that includes a clear identification of the material by section and page number in a manner which demonstrates the Proposer's competence and qualifications for the satisfactory performance of the services identified in this RFP.

D. Company/Firm Information

Proposals must provide the name of the business entity (including any fictitious business names), details of the entity’s business structure (i.e. corporation, partnership, LLC), organization chart for the business entity, statement(s) on financial integrity of all entities related to the company/firm or joint venture that will be involved in the contract, the location of offices located within the nine-county Bay Area region.

E. Qualifications and References

Provide a minimum of three (3) references for projects completed of similar size using a similar solution. Preferred references would be local government references from the northern California area but you are free to use any references you wish. Provide the company name and address, the contact name, phone number and email address, the date the install was completed and a description of the project.

F. Scope of Services

The City has set forth on RFP Appendix “A,” attached hereto and incorporated herein by reference, an outline of services which the City anticipates the successful proposer to perform. The outline of services set forth on RFP Appendix “A” is presented for the primary purpose of allowing the City to compare proposals. The precise scope of services to be incorporated into the Service Agreement will be based upon RFP Appendix “A” as well as Proposal Exhibit “A” to be prepared by Proposer as a part of the proposal (described below), and may be the subject of negotiations between the City and the successful proposer.

1. Based upon the City’s outline of services set forth on RFP Appendix “A,” the Proposer shall prepare a complete description of the scope of services (to be labeled: Proposal Exhibit “A”) which the Proposer intends to perform in order to achieve the Project Objectives. The Proposer may identify services in Proposal Exhibit “A” which differ from the outline of services in RFP Appendix “A” if the Proposer believes the changes will assist the City in more efficiently and effectively achieving the City’s stated Project Objectives.

2. The Proposer’s scope of services shall include, at a minimum, a description of the major components of services (or phases of service), a description of work product (or “deliverables”) to be provided by Proposer to the City, and the expected time of completion for each component.

G. Billing Rates

The Proposer shall prepare a schedule of billing rates (to be labeled: Proposal Exhibit “B”) which identifies:

1. A proposed rate and method of payment for all services to be performed by the Proposer, including hourly rates, and a description of any reimbursable charges.

2. A total proposed “Not to Exceed” cost for the performance of all services described in the scope of services, Proposal Exhibit “A.”

3. A cost breakdown for each major component by facility. See Exhibit “E” for a sample sheet.

H. Conflict of Interest

Each Vendor must disclose any existing or potential conflict of interest relative to the performance of the contractual services as a result of this RFP/RFQ/Bid. Any such relationship that might be perceived as or represent a conflict should be disclosed. By submitting a proposal in response to this RFP/Bid, vendors affirm that they have not given, nor intend to give at any time hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor or service to a public servant or any employee or representative of same, in connection with this procurement. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest will automatically result in the disqualification of a vendor’s proposal. An award will not be made where a conflict of interest exists. The City will determine if a conflict of interest exists and whether it may reflect negatively on the City’s selection of a vendor. The City reserves the right to disqualify any vendor on the grounds of actual or apparent conflict of interest.

I. Proof of Insurance

SECTION VII – PROPOSAL EVALUATION

After the proposals are received and opened by the City, the City shall review and evaluate all proposals for responsiveness to the Request for Proposals in order to determine whether the Proposer possesses the qualifications necessary for the satisfactory performance of the services required. The City may also investigate qualifications of all Proposers to whom the award is contemplated, and the City may request clarifications of proposals directly from one or more Proposers. The City will award the proposal based on the best interests of the City. In reviewing the proposals, the City may consider the following:

7(A). The qualifications of the Proposer and its agents, employees, and sub-consultants in completing projects of a similar type and size. The City may consider Proposer's timely and accurate completion of similar projects within budget.

7(B). The feasibility of the proposal based upon the methodology of the proposed scope of services, and the reasonableness of the schedule of billing rates.

7(C). Proposer’s understanding of the work to be completed based upon the clarity of the proposal and responsiveness to this RFP.

7(D). Proposer’s proposed language for the Services Agreement.

APPENDIX A

SCOPE OF WORK

SAN RAMON CITY HALL TELECOMMUNICATIONS SYSTEMS PROJECT

1. Project Description

The City of San Ramon is requesting proposals for a new VoIP phone system. The City is currently building a new City Hall facility and will bring the new system online during the move to the new building. The plan is to install the new system in the current City Hall facility, as well as all of the remote facilities and run the new VoIP in parallel with the existing system. The VoIP system will be operated in a test environment, allowing the programming to be completed and the functionality over the WAN to be fully tested. During the move, the City will relocate the City Hall equipment to the new server room, re-mount and reconnect the equipment. The selected vendor will have a technician available during the move to connect the PRI lines and final test the system. This move will occur on a weekend so take that into account in your response.

The City’s WAN is currently comprised of T1 lines from City Hall to all of the remote facilities. The City is currently in the process of installing TelePacific MPLS connections to all facilities to replace the T1 lines. The minimum speed will be 10 Mbps, with faster speeds at the larger facilities. The speed of the lines is indicated on the included diagram in a later section. The MPLS installation is scheduled for completion in January and February, with the larger sites completed first and the smaller sites to follow. The City’s infrastructure is comprised of routers, switches and firewalls from Cisco Systems. The City will have Cisco PoE switches available in all facilities prior to the installation of the VoIP system.

The City of San Ramon prefers to use an on- premise system, but is willing to look at proposals for hosted systems as well. If your solution is a hosted system, include in your design and response how you propose to achieve high availability.

2. Current Environment

Review the current infrastructure environment listed below and include in your response how the proposed solution will operate in the environment being described. If the proposed solution is not compatible with a specific area, describe the non-compliance.

1. CURRENT PBX SYSTEM

The City of San Ramon is currently using an end of life NEC PBX system. All of the City’s sites are connected to City Hall with T1 lines. The City has approximately 300 handsets in use at 13 facilities. The current trunk lines are 2 PRI/T1 circuits coming into City Hall. The City does not handle incoming 911 calls. They are handled by the San Ramon Valley Fire Protection District and the Contra Costa County and as such, are not part of this project.

2. CURRENT INFRASTRUCTURE

1.

2.

1.

2.

1. WAN INFRASTRUCTURE

The City of San Ramon’s network consists of 13 sites. Sites are listed in table 2.2.2 below. The Police Department and the Permit Center are listed separately but are located in the same building. The City’s WAN infrastructure currently uses T1 lines, connecting all sites back to City Hall. Most sites have a T1 for data and a T1 for voice. A few small sites share a single T1 for voice and data. The Police Department/Permit Center building has two T1 lines for data and two T1 lines for voice. The City is currently upgrading the WAN to a MPLS network from TelePacific. All sites will have a minimum of a 10 Mbps link, with some larger sites using faster connections. The new connection speeds are shown in the topology diagram 2.2.4 below.

2. CITY OF SAN RAMON SITES TABLE

|CITY OF SAN RAMON FACILITIES AND PHONES |

|City Facility |Address |Total Handsets |

|City Hall |2226 Camino Ramon |50 |

|Police Department |2401 Crow Canyon Road |61 |

|Permit Center |2401 Crow Canyon Road |64 |

|Dougherty Valley High School |10550 Albion Road |10 |

|Forest Home Farms |19953 San Ramon Valley Blvd. |4 |

|Public Service - Crow |5000 Crow Canyon Road |21 |

|Public Service - DV |2011 Rancho Park Loop |11 |

|Pine Valley School |3000 Pine Valley Road |2 |

|Dougherty Library |17017 Bollinger Canyon Road |14 |

|Iron Horse School |12601 Alcosta Blvd. |5 |

|San Ramon Olympic Pool |9900 Broadmoor |10 |

|Senior Center |9300 Alcosta Blvd. |13 |

|Community Center - DV |17011 Bollinger Canyon Road |17 |

|Community Center |12501 Alcosta Blvd. |18 |

|Totals | |300 |

3. CITY OF SAN RAMON CURRENT TOPOLOGY

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4. CITY OF SAN RAMON TOPOLOGY AFTER COMPLETION OF THE MPLS INSTALLATION

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5. LAN INFRASTRUCTURE

The City’s switching and routing infrastructure is made up of switches, firewalls, and routers from Cisco. The City’s servers are from HP with a few legacy servers from Dell still in use. Most of the servers use Windows Server 2008R2, with a few legacy systems still running Windows Server 2003. The Windows Active Directory domain is 2008R2. The City uses VMware with most of the servers at City Hall and the Police Department virtualized. All sites have a UPS in place, with the key sites having a backup generator. The City provides Wi-Fi to employees and guests using Cisco controllers and access points. The City has several Cisco 2960S and 2960X PoE switches currently in place. The City will be installing additional Cisco PoE switches in the coming weeks so a PoE port will be available for each VoIP station.

6. EMAIL SYSTEM

The City’s email system is currently Microsoft Exchange 2003. The City is scheduled to upgrade to Exchange 2010 in January 2016.

7. DESKTOPS

The City of San Ramon’s desktops are HP workstations running Windows 7 Pro. The systems are running Symantec End Point Protection for anti-virus and Microsoft Office 2010 Pro.

8. INTERNET

The City has an AT&T OPT-E-MAN 10 Mbps Internet connection at City Hall. This connection services all of the City facilities, with the exception of the Police Department/Permit Center (2401 Crow Canyon Road). The Police Department/Permit Center has a Comcast Internet connection. As part of the MPLS implementation, City Hall and the Police Department will be getting an additional Internet connection handoff from the MPLS router.

3. VOIP NETWORK

The MPLS WAN network infrastructure will support an implementation of the VoIP platform envisioned. The vendor can make the following assumptions in order to configure their proposed solution:

1. City of San Ramon’s configuration is to run the VoIP network with the telephone connected to a Power over Ethernet LAN switch through the wall jack, and the computer connected to the telephone. The telephone should acquire an IP address and run on a separate VLAN with different QoS prioritizations to voice and data.

2. QoS is not currently deployed in the LAN, but all network equipment is intended to be capable of supporting QoS when needed.

3. QoS will be deployed on the MPLS WAN.

4. For the purposes of this RFP, assume there to be at least one Category 5e or better data drop per office/cubicle.

5. Equipment racks in the server rooms have available space for additional equipment.

4. WAN

The City of San Ramon MPLS WAN will support the following as a minimum:

1. Latency ................
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