#2016 4210 hosted ip telephony project for macon...

RFP #2016‐01‐4210

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IT REQUEST FOR PROPOSALS #2016‐01‐4210

HOSTED IP TELEPHONY PROJECT FOR MACON COUNTY

Issue Date: Wednesday, March 30, 2016

ISSUING DEPARTMENT: MACON COUNTY FINANCE DEPARTMENT

5 WEST MAIN STREET FRANKLIN, NC 28734

PHONE: (828) 524-1640 FAX: (828) 349-2520

ATTN: LINDSAY LEOPARD, PURCHASING AGENT [email protected]

PROPOSALS WILL BE RECEIVED UNTIL MAY 2, 2016 AT 2:00 P.M.

PROPOSALS ARE TO BE SEALED AND MAILED VIA USPS TO THE ABOVE ADDRESS OR DELIVERED TO THE PURCHASING AGENT’S OFFICE LOCATED IN THE MACON COUNTY ANNEX BUILDING AT 5 WEST

MAIN STREET, FRANKLIN, NC 28734

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TABLE OF CONTENTS

SECTION 1: Request for Proposals (IT RFP) Instructions ................................................................................... 4

1.1 Public Notice ................................................................................................................................ 4

1.2 Background................................................................................................................................... 4

1.3 Specifications ...............................................................................................................................5

1.3.1 Registration ......................................................................................................................... 5

1.3.2 Questions & Requests .........................................................................................................5

1.4 Schedule of Events ...................................................................................................................... 5

1.5 Proposal Forms............................................................................................................................ 6

1.6 Proposal Delivery ........................................................................................................................ 6

1.7 Duties and Obligations of Contractors in the RFP Process........................................................ 6

1.8 Addenda ...................................................................................................................................... 7

1.9 Modification or Withdrawal of Proposals .................................................................................. 7

1.10 Awarding of the Contract ............................................................................................................ 7

1.11 Public Records ............................................................................................................................... 7

1.12 Other Conditions and Reservations ............................................................................................ 8

SECTION 2: General Terms and Conditions ....................................................................................................... 10

2.1 Definition of Terms......................................................................................................................10

2.2 Miscellaneous Conditions ......................................................................................................... 11

2.3 Payments .................................................................................................................................... 14

2.4 Background Requirements ........................................................................................................ 15

2.4.1 Drug Free Workplace......................................................................................................... 15

2.4.2. CJIS Federal Requirements ..............................................................................................16

2.5 Indemnification .......................................................................................................................... 16

2.6 Insurance Requirements ........................................................................................................... 17

2.7 Termination ................................................................................................................................ 18

2.8 No Collusion, Bribery or Conflict of Interest .............................................................................19

2.9 E‐Verify……………………………………….............................................................................20

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2.10 Iran Divestment Act ………………………..............................................................................20

SECTION 3: Specifications................................................................................................................................... 21

3.1 Network ............................................................................................................................................. 22

3.2 Sites……………............................................................................................................................... 23

3.3 Site Roster ….................................................................................................................................... 24

3.4 Features............................................................................................................................................ 31

3.5 Phones .............................................................................................................................................. 32

3.6 Implementation…............................................................................................................................ 33

3.7 Training…......................................................................................................................................... 33

3.8 Support …......................................................................................................................................... 33 3.8 Service…........................................................................................................................................... 33

SECTION 4: Proposal Requirements ................................................................................................................. 35

4.1 Submittals......................................................................................................................................... 35

4.2 RFP Evaluation ................................................................................................................................. 35

4.3 Selection Process............................................................................................................................. 37

4.4 Taxes................................................................................................................................................ 37

4.5 BUSINESS LICENSE REQUIREMENT ................................................................................................ 37

FORM A – Proposal Cover Sheet ....................................................................................................................... 38

FORM B – Experience and Qualifications .......................................................................................................... 39

FORM B – Experience and Qualifications, Part II .............................................................................................. 42

FORM C – Proposal for Hosted IP Telephony Project...................................................................................... 44

Appendix A – CJIS Requirements....................................................................................................................... 50

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SECTION 1: Request for Proposals (IT RFP) Instructions 1.1 Public Notice

Macon County is requesting competitive sealed proposals from qualified firms (Contractor) interested in contracting with the County to provide Hosted IP Telephony Services.

The County will replace telephone systems and centralized voice messaging service for facility sites

detailed below. The strategic plan for the County’s telephone systems includes adding other County

owned/operated locations in the future via fiber, point‐to‐point T1’s (for data) and point to point

wireless. Therefore, all proposals shall include the capability to accommodate future growth at a

minimum level equal to the current operational level. The acquisition will include IP telephony

architecture (VoIP) systems that are:

1. Supported by a highly qualified and reliable vendor with experience in complex VoIP

Implementations.

2. Mainstream products with strong manufacturer commitment and vendor support

3. Easy to use and readily accepted

4. Open system industry standards based – H.323, 802.1p and 802.1q, TAPI, MGCP, LDAP

5. Easy to upgrade to newer standards as they become readily accepted – SIP

6. Easily maintained by network administrators through standards based interface

A copy of this Request for Proposal (IT RFP) may be obtained from the County’s web site at www.maconnc.org.

1.2 Background

The County has used a Tadiran PBX to allow for a combination of four‐digit dialing and other features

between buildings and off premise extensions. The current system is no longer cost effective, and cannot

meet the goals of the organization. The County has taken the opportunity to review all possible

solutions to determine whether a premise‐based or cloud‐based solution would provide the best value

to the County. It has been determined that the vast majority of telephony needs could be met with a

hosted solution. The Goal is to reduce the County’s monthly phone costs while providing enhanced

features that are currently missing from the Tadiran Solution: global contacts, status, mail integration,

centralized web based administration, user self‐service, etc. The current trunk architecture does not

support caller ID, and the current VoIP architecture is proprietary, and unsustainable. Service is to

include local, long distance, and leased equipment. If awarded, a system implementation will be

performed by the end of 2016. The County is looking for a partner to provide a next generation hosted

phone solution, port the DID numbers matched to internal extensions, migrating from the current legacy

system to a hosted solution. The selected hosted solution will integrate with the county’s hosted email

solution, contacts and calendars of Microsoft Outlook clients and smartphone clients. The existing

systems footprint will be reduced and maintained only for phone circuits that are not candidates for a

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hosted solution, ex: MODEMS, fire systems and elevator phones. Respondents may also propose

premise equipment to address that need.

1.3 Specifications

1.3.1 Registration

If you plan to respond to this RFP, you must register via e‐mail to [email protected]. Vendors

who do not register will not receive the listed Addenda and their proposals may not be accepted by the

selection committee.

1.3.2 Questions & Requests

Please submit all questions and requests in writing to the Purchasing Agent, Lindsay Leopard,

[email protected] by 5:00 pm EST on Thursday, April 14, 2016. Each question or request for

clarification must provide clear reference to the section, page, and item in question. Requests received

after the deadline may not be considered.

Consideration will be given only to proposals from Contractors that are properly licensed, experienced in

the class of work, and that can refer to similar projects that have been successfully completed.

1.4 Schedule of Events

Advertisement of RFP: Date: 3/30/2016

Onsite Visit/Pre‐bid Conference 1: Date: 4/11/2016

Addendum #1 Issued, if applicable: Date: 4/18/2016

Addendum #2 Issued, if applicable: Date:

RFP Responses Due: Date: 5/2/2016

RFP Interviews and Demonstrations: Date: Week of 5/23/2016

Anticipated Contract Negotiations: Date: 5/31/2016

Anticipated Project Commencement: Date: 6/15/2016

Expected Project Completion: Date: 9/15/2016

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1.5 Proposal Forms

The Proposal Forms provided by the County shall be completed and submitted for consideration. All

entries, including signatures, should be written in blue or black ink. All signatures submitted should be

original.

1.6 Proposal Delivery If your firm would like to be considered, please carefully and accurately fill out and submit three (3)

complete original sets of Proposal Forms (referred to as the “Proposal”), as well as 1 electronic copy of

the completed documents on a USB thumb drive or memory key.

Place all of the above in a sealed package with the information below printed on the outermost package:

PROPOSAL FOR HOSTED IP TELEPHONY PROJECT

MACON COUNTY RFP # 2016‐01‐4210

PROPOSER’S NAME:

CONTRACTOR’S NAME

DUE ON: Monday, May 2, 2016 ATTENTION: Lindsay Leopard

All Proposals must be received by 2:00PM EST on Monday, May 2, 2016 at the following location:

Hand Deliver To: Macon County Mail To: Macon County

5 West Main Street Franklin, NC 28734

Packages must be clearly marked, “PROPOSAL FOR HOSTED IP TELEPHONY PROJECT MACON COUNTY

RFP # 2016‐01‐4210”. Proposals may be hand delivered prior to the submission deadline at the address

listed above. Directions may be obtained by calling (828) 349‐2177. Any proposals received later than the

submission deadline will not be accepted/considered. The County will not be responsible for late

submission caused by the postal service, other carriers, or any other delivery problems regardless of the

reason.

1.7 Duties and Obligations of Contractors in the RFP Process The Contractor must thoroughly review this RFP and promptly notify the Purchasing Agent identified in

Section 1.3.2 of this RFP in writing/via email of any ambiguities, inconsistencies, unduly restrictive

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requirements, omissions, or errors which may be discovered upon examination of this document.

Additionally, this review should include any terms or requirements that either preclude the entity from

responding to the RFP or add unnecessary cost. Any notification must be accompanied by an explanation

of the issue and a suggested modification. The County will make the final determination of changes to the

RFP

1.8 Addenda Addenda will be sent via email to all firms who have registered via e‐mail as an interested bidder. The registered vendor should send an email to Lindsay Leopard, [email protected], with the subject of RFP VOIP Telephony Registration and the body must contain your contact information, company name, address, phone number, and email for sending all addenda. The Contractor shall be responsible for inquiring if Addenda have been issued.

1.9 Modification or Withdrawal of Proposal Contractors may change or withdraw their Proposals at any time prior to the Due Date for Proposal specified in Section 1.6 above by written notice to the Purchasing Agent at the address provided in Section 1.3 above. In order to be effective, the intent of the notification must be clearly and concisely spelled out.

1.10 Awarding of the Contract The County will award the Contract conditioned upon funds being available and other governmental

approvals as may be required. The County reserves the right to select a responsive, responsible firm on the

basis of best overall proposal as determined by the County after considering the factors to be considered in

the awarding of the contract.

1.11 Public Records

Notwitstanding anything to the contrary contained herein and pursuant to the provisions of N.C. Gen. Stat. §

143‐129.8, Proposals submitted in response to this Request for Proposal shall not be subject to public

inspection until a contract is awarded. Upon award of the contract by the County, each Proposal becomes

the property of the County and is considered a public record except for material Contractors clearly mark as

“Confidential” in each part of their offer which they consider proprietary information that could be exempt

from disclosure under North Carolina General Statue, Code of Laws of North Carolina, 1976 as amended

(Freedom of Information Act) and GS 143.129.8. If any part is designated as “confidential”, there must be

attached to that part an explanation of how this information fits within one or more categories listed in North

Carolina General Statute 132‐1.2.

Macon County reserves the right to determine whether this information should be exempt from disclosure

and no legal action may be brought against Macon County or its agents for its determination in this regard.

Furthermore, each Contractor agrees to indemnify and hold harmless the County and each of its officers,

employees and agents from all costs, damages and expenses incurred in connection with refusing to disclose

any material that the Contractor has designated as “Confidential”. Any Contractor that designates its entire

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Proposal as “Confidential” may be disqualified from consideration.

Macon County reserves the right to determine whether this information should be exempt from disclosure

and no legal action may be brought against Macon County or its agents for its determination in this regard.

Should any responder fail to perform or comply with any provision or terms and conditions of any documents

referenced and made part hereof, Macon County may terminate the Contract Documents, in whole or in part,

and may consider such failure or non‐compliance a breach/default of contract. The County reserves the right

to purchase any/all items or service in default on the open market. No additional responses will be considered

from a firm in default until the default expenses are paid. No principals of a defaulting firm may submit a

response under another organization or individual name until their previous default is settled. Proposals will

be reviewed by the County’s evaluation committee."

1.12 Other Conditions and Reservations

The County expects to select one Contractor, but reserves the right to request substitutions of

subcontractors. The County reserves the right to contact any Contractor if such is deemed desirable by the

County to obtain any additional information including but not limited to experience, qualifications, abilities,

equipment, facilities, and financial standing. The County reserves the right to conduct investigations with

respect to the qualifications and experience of any Contractor.

The County reserves the right to reject any and all Proposals, or to cancel it in part or in its entirety and to

waive informalities or technicalities as it may deem to be in its best interest. This solicitation does not

commit the County to award a contract or to pay any costs incurred in the preparation of a proposal

or to procure or contract for services.

A response to this IT RFP should not be construed as a contract, nor indicate a commitment of any kind.

The RFP does not commit the County to pay for costs incurred in the submission of a response to this IT

RFP or for any cost incurred prior to the execution of a final contract. No recommendations or conclusions

from this IT RFP process concerning your firm shall constitute a right (property or otherwise) under the

Constitution of the United States or under the Constitution, case law or statutory law of North Carolina. No

binding contract, obligation to negotiate, or any other obligation shall be created on the part of the

County unless the County and your firm execute a contract.

The Contractor shall perform the Work described in this IT RFP and all documents included by reference.

All Work shall comply with acceptable industry standards. The Contractor shall perform the Work onsite at

the designated locations in Franklin, North Carolina. Unless otherwise specified, the Contractor shall obtain

and provide all labor, materials, equipment, transportation, facilities, services, permits, and licenses

necessary to perform the Work.

All references to days in this document (including the Exhibits) shall refer to calendar days rather

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than business days, unless a provision specifically uses the term ‘business days.” Any references to

“business days” shall mean the days that the County’s offices are open for the public to transact business.

GS § 147‐33.81. Definition of an IT RFP As used in this Article:

(1) "Cooperative purchasing agreement" means an agreement between a vendor and one or more states or state agencies providing that the parties may collaboratively or collectively purchase information technology goods and services in order to increase economies of scale and reduce costs.

(1a) "Distributed information technology assets" means hardware, software, and communications equipment not classified as traditional mainframe‐based items, including personal computers, local area networks (LANs), servers, mobile computers, peripheral equipment, and other related hardware and software items.

(2) "Information technology" means electronic data processing goods and services, telecommunications goods and services, security goods and services, microprocessors, software, information processing, office systems, any services related to the foregoing, and consulting or other services for design or redesign of information technology supporting business processes.

(3) "Information technology enterprise management" means a method for managing distributed information technology assets from acquisition through retirement so that total ownership costs (purchase, operation, maintenance, disposal, etc.) are minimized while maximum benefits are realized.

(4) "Information technology portfolio management" means a business‐based approach for analyzing and ranking potential technology investments and selecting those investments that are the most cost‐effective in supporting the strategic business and program objectives of the agency.

(5) "Office" means the Office of Information Technology Services as established in this Article. (6) "State agency" means any department, institution, commission, committee, board, division, bureau, office, officer, or official of the

State. The term does not include any State entity excluded from coverage under this Article by G.S. 147‐33.80, unless otherwise expressly provided. (1999‐434, s. 9; 2000‐174, s. 2; 2001‐424, s. 15.2(a); 2013‐333, s. 1(a), (b); 2013‐410, s. 24.)

§ 143‐129.8. Purchase of information technology goods and services. (a) In recognition of the complex and innovative nature of information technology goods and services and of the desirability of a single point of responsibility for contracts that include combinations of purchase of goods, design, installation, training, operation, maintenance, and related services, a political subdivision of the State may contract for information technology, as defined in G.S. 147‐33.81(2), using the procedure set forth in this section, in addition to or instead of any other procedure available under North Carolina law. (b) Contracts for information technology may be entered into under a request for proposals procedure that satisfies the following minimum requirements:

(1) Notice of the request for proposals shall be given in accordance with G.S. 143‐129(b). (2) Contracts shall be awarded to the person or entity that submits the best overall proposal as determined by the awarding authority.

Factors to be considered in awarding contracts shall be identified in the request for proposals. (c) The awarding authority may use procurement methods set forth in G.S. 143‐135.9 in developing and evaluating requests for proposals under this section. The awarding authority may negotiate with any proposer in order to obtain a final contract that best meets the needs of the awarding authority. Negotiations allowed under this section shall not alter the contract beyond the scope of the original request for proposals in a manner that: (i) deprives the proposers or potential proposers of a fair opportunity to compete for the contract; and (ii) would have resulted in the award of the contract to a different person or entity if the alterations had been included in the request for proposals. (d) Proposals submitted under this section shall not be subject to public inspection until a contract is awarded. (2001‐328, s. 3; 2004‐199, s. 36(b); 2004‐203, s. 10.)

END OF SECTION

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SECTION 2: General Terms and Conditions 2.1 Definition of Terms

Whenever the following terms are used in the Contract Documents, the intended meaning of such

terms shall be as follows:

1. County refers to contracting authority ‐ the Macon County, North Carolina.

2. Contract refers to the executed Contract Documents between the County and the Contractor.

3. Contract Documents refers to this RFP, the Project Provisions, the Specifications, the completed

Itemized Proposal, the Execution of Proposal, any incorporated Exhibits and drawings, and all addenda

and modifications issued by the County, and any other items specifically stipulated as being included in

the Contract Documents.

4. Contract Period refers to the period from the Notice to proceed until the number of calendar

days specified in the Contract has elapsed.

5. Contract Sum refers to the total amount of all subtotals.

6. Change Order refers to a written order to the Contractor signed by the County, issued after the

execution of the Contract, authorizing a change or modification in the Work or an adjustment in the

Contract Sum or Contract Period.

7. Contractor refers to the individual, firm, or corporation undertaking the execution of the Work under

the terms of the Contract and acting directly or through its agents or employees.

8. County Project Manager refers to the IT Director of the County authorized to act directly or through

an assistant or other duly authorized representative, who provides all explanations and directions on the

County’s behalf for the satisfactory prosecution and completion of the work.

10. Itemized Proposal refers to the Itemized Proposal form(s) that contains the pricing submitted by the contractor to perform the work.

11. Notice to Proceed is a written notice issued to the Contractor upon execution of the Contract and

insurance certificates. The Notice to Proceed establishes the beginning date of the Contract Time or

Period.

12. Proposal refers to the completed and properly executed proposal submitted by the Contractor

in accordance with this RFP.

13. Proposer or Offeror: refers to the individual, firm or corporation who submits a Proposal.

14. Request for Proposal (RFP) is a request written as a performance specification, outlining the

desired result and asking the responders to propose a method of reaching that result.

15. Project Manager: refers to an individual, working for the Contractor, who has overall responsibility

for contract work performance

16. Solicitation Documents refers to the Request for Proposals, Proposal forms, Project Provisions,

Specifications, Details, Maps, Drawings, and other documents necessary to support the Work requested.

17. Subcontractor refers to a secondary Contractor who performs some part of the prime

Contractor's obligation under the Contract.

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18. Supplier refers to the individual, firm or corporation who supplies materials or equipment for the

work, including that fabricated to a special design, but who does not perform labor at the site.

19. Vendor is synonymous with Contractor 20. Work refers to the entire scope of the work to be performed, including labor, materials, equipment, transportation and such other facilities as necessary to fulfill all obligations under the Contract. 21. IT RFP procedure GS 143‐129.8

Formal advertisement Proposals evaluated on RFP criteria Standard of Award to best overall proposal as determined by the County and not lowest

bidder May negotiate with any proposer within scope of RFP Proposals not public until contract awarded

2.2 Miscellaneous Conditions

Relationship of the Parties

The relationship of the parties established by the Contract Documents is solely that of independent

Contractors, and nothing contained in the Contract Documents shall be construed to (i) give any party

the power to direct or control the day‐to‐day activities of the other; or (ii) constitute such parties as

partners, joint ventures, co‐owners or otherwise as participants in a joint or common undertaking.

Governing Law and Jurisdiction

The parties acknowledge that the Contract is made and entered into in Macon County, North Carolina.

The parties further acknowledge and agree that North Carolina law shall govern all rights, obligations,

duties, and liabilities of the parties to the Contract, and that North Carolina law shall govern

interpretation of the Contract Documents and any other matters relating to the Contract Documents (all

without regard to North Carolina conflicts of laws principles).

The parties further agree that any and all legal actions or proceedings relating to the Contract shall be

brought in a state court sitting in Macon County, North Carolina. By execution of the Contract

Documents, the parties submit to the jurisdiction of said courts and hereby irrevocably waive any and

all objections that they may have with respect to venue in any of the above courts.

Binding Nature and Assignment

The Contract Documents shall bind the parties and their successors and permitted assigns. Neither party

may assign the Contract Documents without the prior written consent of the other. Any assignment

attempted without the written consent of the other party shall be void.

Delays and Extensions

Reasonable extensions of time for unforeseen or unavoidable delays may be made by mutual consent of

the parties involved.

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Force Majeure

The Contractor shall not be liable for any failure or delay in the performance of its obligations pursuant to

the Contract Documents and such failure or delay shall not be deemed a default of the Contract or

grounds for termination hereunder, except as set forth below, if all of the following conditions are

satisfied:

a. If such failure or delay could not have been prevented by reasonable precautions;

b. If such failure or delay cannot reasonably be circumvented by the non‐performing party

through the use of alternate sources, work‐around plans, or other means; and

c. If and to the extent such failure or delay is caused by fire, flood, earthquake, elements of nature

or acts of God, acts of war, terrorism, riots, civil disorders, rebellions or revolutions, strikes,

lockouts or court order (each, a "Force Majeure Event").

Upon the occurrence of a Force Majeure Event, the Contractor shall be excused from any further

performance of those of its obligations pursuant to the Contract Documents affected by the Force

Majeure Event for as long as: (i) such Force Majeure Event continues and (ii) the Contractor continues

to use commercially reasonable efforts to recommence performance whenever and to whatever extent

possible without delay.

The Contractor shall promptly notify the County by telephone or other means available (to be

confirmed by written notice within five (5) business days of the inception of the failure or delay) of the

occurrence of a Force Majeure Event and describe in reasonable detail the nature of the Force Majeure

Event. If any Force Majeure Event prevents the Contractor from performing its obligations for more

than thirty (30) days, the County may terminate the Contract.

Severability

The invalidity of one or more of the phrases, sentences, clauses or sections contained in the Contract

Documents shall not affect the validity of the remaining portion of the Contract so long as the material

purposes of the Contract can be determined and effectuated. If any provision of the Contract

Documents is held to be unenforceable, then both parties shall be relieved of all obligations arising

under such provision, but only to the extent that such provision is unenforceable, and the Contract

Documents shall be deemed amended by modifying such provision to the extent necessary to make it

enforceable while preserving its

intent.

Approvals

All approvals or consents required under the Contract Documents must be in writing. Electronic

documents shall have the same validity as physical documents.

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Waiver

No delay or omission by either party to exercise any right or power it has under the Contract Documents

shall impair or be construed as a waiver of such right or power. A waiver by either party of any covenant or

breach of the Contract Documents shall not constitute or operate as a waiver of any succeeding breach of

that covenant or of any other covenant. No waiver of any provision of the Contract Documents shall be

effective unless in writing and signed by the party waiving the rights.

Interest of the Parties

The Contractor covenants that its officers, employees, shareholders and subcontractors have no interest

and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with

the performance of services required to be performed under the Contract Documents.

Taxes

The Contractor shall pay all applicable Federal, State and local taxes that may be chargeable for all goods

and services rendered. Invoices submitted to the County shall include sales tax breakdown.

Change in Control

In the event of a change in “Control” of the Contractor (as defined below), the County shall have the

option of terminating the Contract by written notice to the Contractor. The Contractor shall notify the

County within ten (10) days of the occurrence of a change in control. As used in the Contract Documents,

the term "Control" shall mean the possession, direct or indirect, of either:

a. The ownership of or ability to direct the voting of, as the case may be, fifty‐one percent (51%)

or more of the equity interests, value or voting power in the Contractor; or

b. The power to direct or cause the direction of the management and policies of the Contractor

whether through the ownership of voting securities, by contract or otherwise.

Subcontracting

Should the Contractor choose to subcontract, the Contractor shall remain fully responsible for

performance of all obligations that it is required to perform under the Contract Documents. Any

subcontract entered into by the Contractor in connection with the Project shall name the County as a

third party beneficiary.

County Not Liable for Delays

Except as expressly provided in the Contract Documents, the County shall not be liable to the Contractor,

its agents, representatives or subcontractors for or on account of any stoppages or delay in the

performance of any obligations of the County or any other party hereunder.

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Survival of Provisions

All definitions and express representations and indemnifications included in the Contract Documents

will survive its completion or termination. Those sections of the Contract Documents including Exhibits

that by their nature would reasonably be expected to continue after the termination of the Contract

Documents shall survive the termination of the Contract.

Familiarity and Compliance with Laws and Ordinances

In performing the Contract, the Contractor shall be aware of and comply with, and cause each of its

subcontractors to comply with, all applicable federal, state and local laws and regulations (including

without limitation obtaining all required permits and licenses).

2.3 Payments

Payment provided for under the Contract Documents will be made to the Contractor at the completion of

the statement of work and accompanied by proper supporting documentation as the County may require.

Any hourly basis fees and reimbursable expenses shall be itemized on each invoice. Payments will be

made within 30 calendar days of the date of receipt of a correct payment request. A correct payment

request is defined as an invoice that indicates only those work items that have been satisfactorily

completed and accepted by the County.

In order to assure timely payment,

Mail invoices to: Macon County

5 West Main Street

Franklin, NC 28734

The Contractor shall maintain complete and accurate records, using Generally Accepted Accounting

Practices (GAAP), of all costs related to the Contract. Such records shall be open to inspection and subject

to audit and/or reproduction, during normal working hours, by the County’s agent or authorized

representative to the extent necessary to adequately permit evaluation and verification of any invoices,

payments, or claims submitted by the Contractor or any of his payees in connection with the Contract.

Records subject to examination will include, but are not limited to, those records necessary to evaluate

and verify direct and indirect costs (including overhead allocations) as they may apply to costs associated

with the Contract Documents

For the purpose of such inspections, the County’s agent or authorized representative shall have access

to said records from the Effective Date of the Contract Documents, for the duration of the Services, and

until three (3) years after the date of final payment by the County to the Contractor pursuant to the

Contract Documents.

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The County’s agent or authorized representative shall have access to the Contractor’s facilities and shall

be provided an adequate and appropriate work place, in order to conduct audits in compliance with this

Article. The County will give the Contractor reasonable advance notice of planned inspections. If, as the

result of an audit hereunder, the Contractor is determined to have charged the County for amounts that

are not allocable or verifiable, the Contractor shall promptly reimburse the County for said amount.

Withholding of Periodic Payments

The parties agree that the County shall be entitled to withhold periodic payments and final payment due

to the Contractor under the Contract Documents until the County has received in a form satisfactory to

the County all claim releases and other documentation required by the County.

2.4 Background Requirements

2.4.1 Drug Free Workplace

The Contractor shall provide a drug‐free workplace during the performance of the contract. This obligation is met by:

a) Notifying employees that the unlawful manufacture, distribution, dispensation, possession, or

use of a controlled substance is prohibited in the Contractor’s workplace and specifying the

actions that will be taken against employees for violations of such prohibition;

b) Establishing a drug‐free awareness program to inform employees about (i) the dangers of drug

abuse in the workplace, (ii) the Contractor’s policy of maintaining a drug‐free workplace, (iii)

any available drug counseling, rehabilitation, and employee assistance programs and (iv) the

penalties that may be imposed upon employees for drug abuse violations;

c) Notifying each employee that as a condition of employment, the employee will (i) abide by

the terms of the prohibition outlined in this Article and (ii) notify the Developer of any criminal

drug statute conviction for a violation occurring in the workplace not later than five (5) days

after such conviction;

d) Notifying the County within ten (10) days after receiving from an employee a notice of a

criminal drug statute conviction or after otherwise receiving actual notice of such conviction,

unless otherwise forbidden to communicate such information to third parties under the

Contractor’s drug‐free awareness program or other restrictions;

e) Imposing a sanction on, or requiring the satisfactory participation in a drug counseling,

rehabilitation or abuse program by an employee convicted of drug crime

f) Making a good faith effort to continue to maintain a drug‐free workplace for employees; and

g) Requiring any party to which it subcontracts any portion of the work under the contract to

comply with the provisions above.

If the Contractor is an individual, the requirement is met by not engaging in the unlawful manufacture,

distribution, dispensation, possession, or use of a controlled substance in the performance of the

Contract.

16

Failure to comply with the above drug‐free workplace requirements during the performance of the

Contract shall be grounds for suspension, termination or debarment.

2.4.2. CJIS Federal Requirements

Phone system installation and configuration in contact with Law Enforcement falls under CJIS contractor

requirements (see excerpts in Appendix C for a non‐inclusive sample). Vendor must validate that their

team will meet their requirements and, if chosen, provide appropriate documentation to confirm

compliance. Failure to comply with CJIS requirements shall be grounds for suspension, termination, or

debarment.

2.5 Indemnification

To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless each of

the “Indemnitees” (as defined below) from and against any and all “Charges” (as defined below) paid or

incurred any of them as a result of any claims, demands, lawsuits, actions, or proceedings: (i) alleging

violation, misappropriation or infringement of any copyright, trademark, patent, trade secret or other

proprietary rights with respect to the Work or any products or deliverables provided to the County

pursuant to the Contract (“Infringement Claims”); (ii) seeking payment for labor or materials purchased

or supplied by the Contractor or its subcontractors in connection with the Contract Documents; or (iii)

arising from the Contractor's failure to perform its obligations under the Contract Documents, or from

any act of negligence or willful misconduct by the Contractor or any of its agents, employees or

subcontractors relating to the Contract, including but not limited to any liability caused by an accident or

other occurrence resulting in bodily injury, death, sickness or disease to any person(s) or damage or

destruction to any property, real or personal, tangible or intangible; or (iv) alleging violation of any

federal, state or local law or regulation by the Contractor or any of the Contractor's subcontractors; or (v)

alleging that an employee or subcontractor of the Contractor is an employee of the County, including but

not limited to claims relating to worker’s compensation, failure to withhold taxes and the like. For

purposes of this Section: (a) the term “Indemnitees” means the County and

each of the County’s officers, officials, employees, agents and independent Contractors (excluding the

Contractor); and (b) the term “Charges” means any and all losses, damages, costs, expenses (including

reasonable attorneys’ fees), obligations, duties, fines, penalties, royalties, interest charges and other

liabilities (including settlement amounts).

If an Infringement Claim occurs, the Contractor shall either: (i) procure for the County the right to

continue using the affected product or service; or (ii) repair or replace the infringing product or service so

that it becomes non‐infringing, provided that the performance of the overall product(s) and service(s)

provided to the County shall not be adversely affected by such replacement or modification. If the

Contractor is unable to comply with the preceding sentence within thirty days after the County is directed

to cease use of a product or service, the Contractor shall promptly refund to the County all amounts paid

17

under the Contract Documents.

2.6 Insurance Requirements Contractor's and Subcontractor’s Insurance:

Before commencing the Work, and until completion and final acceptance of the Work, the Contractor

shall procure and maintain, at its own expense, the insurance coverages described below. Before

starting the Work, Contractor shall furnish a Certificate of Insurance, in a form acceptable to Owner,

evidencing the Contractor's compliance with the Agreement’s insurance requirements. All insurance

policies are to be written through a company duly authorized to transact that class of insurance within

the jurisdiction of the Project site and shall be with insurance companies acceptable to Owner and with

A.M. Best Rating of A minus or better. The Certificates and policies for the Commercial General Liability

and Business Automobile Liability Policy shall name Owner, and if requested, Owner's agents, as

Additional Insureds for completed and ongoing operations on a primary and non‐contributory basis.

All Insurance Certificates shall state policy numbers, dates of expiration, policy limits, and provide that

the insurance will not be cancelled or changed unless Owner has been given written notice at least thirty

(30) days prior to the date of the proposed change or cancellation. If the Contractor fails to procure or

maintain required insurance coverages, Owner shall have the right, but not the obligation, to procure and

maintain the required insurance for and in the name of the Contractor, and Contractor shall pay the cost

thereof and furnish all necessary information to make effective and maintain such insurance. Contractor

shall not commence work until all insurance requirements are met. Macon County shall be added to the

Contractor’s insurance as an additional insured party.

a. Required Insurance Coverages: The insurance coverages to be provided include those as

set forth below unless modified in an Insurance Exhibit attached to the Agreement:

(1) Commercial General Liability Insurance with limits of $1,000,000.00 per occurrence/$1,000,000

aggregate Bodily Injury and Property Damage Liability. This coverage must, at a minimum,

include coverage and/or endorsements for premises operations, products/completed

operations, contractual liability assumed by Contractor under this Agreement, personal injury,

advertising injury and broad form Property Damage (including coverage for explosion, collapse

and underground hazards), and independent Contractor coverages. All liability policies must be

written on an "occurrence" basis. Such policy shall not contain Endorsement, CG 22 94 10 01.

The Commercial General Liability and Automobile Liability insurance required herein shall protect

the Contractor and the Owner against liability from damages growing out of any Contractor

operations (including the operation of all automobiles, trucks, and other vehicles owned or

rented) in connection with the performance of this Agreement, as well as liability arising after

the completion of the Contractor's operations.

(2) Motor Vehicle Liability Insurance with bodily injury limits of $1,000,000.00 and property damage limits of $1,000,000.00 or a combined single limit of $1,000,000.00.

(3) Worker's Compensation in accordance with, and providing coverages meeting or exceeding

18

the limits required by, the laws of the State of North Carolina jurisdiction, and Employer's

Liability Insurance with the following minimum limits: $100,000 Per Accident, $100,000 Per Disease

for Each Employee, $500,000 aggregate.

(4) Excess or Umbrella Liability Insurance with a policy limit of $1,000,000.00 per occurrence and aggregate.

(5) Sub‐Contractor Insurance: If Contractor elects, with Owner's approval, to subcontract

any portion of the Work to another Contractor, Contractor shall require of such Subcontractor

insurance coverage similar to that required of Contractor hereunder and shall furnish to Owner

evidence that such insurance coverages are currently in effect. Moreover, Contractor shall

require any such Subcontractor to name Contractor and Owner as additional insureds on

Subcontractor’s Commercial General Liability Insurance and will provide Contractor with a waiver

of subrogation form from such sub‐Contractors worker's compensation carrier. Failure of

Contractor to require Subcontractor to obtain the coverages required herein or to furnish Owner

evidence of such coverage shall be grounds for termination for default.

b. The Contractor shall furnish one copy of each Certificate of Insurance herein required attached

to each copy of the Agreement, plus three additional copies of each Certificate of Insurance

herein required, which shall specifically set forth evidence of all coverages set forth above.

The Contractor shall furnish to the Owner copies of any endorsements that are subsequently

issued amending coverage or limits.

2.7 Termination

Termination by the County for Cause

1. The County may terminate the Contract if the Contractor:

a) Persistently or repeatedly fails to meet the dates and deliverables set forth within the

Statement of Work.

b) Fails to make payment to subcontractors for materials or labor in accordance with the

respective agreements between the Contractor and the subcontractors;

c) Persistently disregards laws, ordinances, or rules, regulations or orders of a public authority having jurisdiction; or

d) Otherwise is guilty of substantial breach of a provision of the Contract Documents.

2. When any of the above reasons exist, the County, upon certification by the County Project

Manager that sufficient cause exists to justify such action, may without prejudice to any other

rights or remedies of the County and after giving the Contractor and the Contractor’s surety, if

any, seven days written notice, terminate employment of the Contractor and may, subject to any

prior rights of the surety:

a) Take possession of the site and all materials, equipment, tools and construction equipment

and machinery thereon owned by the Contractor;

b) Accept assignment of subcontracts; and

19

c) Finish the work by whatever reasonable method the County may deem expedient. Upon

request of the Contractor, the County shall furnish the Contractor a detailed accounting of the

costs incurred by the Owner in finishing the work.

3. When the County terminates the Contract for one of the reasons stated above, the

Contractor shall not be entitled to receive further payment until the work is finished.

4. If the unpaid balance of the Contract Sum exceeds the costs of finishing the work, including compensation for the County Project Manager’s services and expenses made necessary thereby, and other damages incurred by the County and not expressly waived, such expenses shall be paid to the Contractor. If such costs and damages exceed the unpaid balance, the Contractor shall pay the difference to the County. The amount paid to the Contractor or the County, as the case may be, shall be certified by the County Project Manager, upon application, and this obligation for payment shall survive the termination of the Contract.

5. The County Manager shall have authority to terminate the Contract without additional authorization by County Board of Commissioners.

Termination by the County for Convenience

1. The County may, at any time, terminate the Contract for the County’s convenience and without cause.

Upon written notice from the County of such termination for the County’s convenience, the

Contractor shall:

a) Cease operations as directed by the County in the notice;

b) Take actions necessary, or that the County may direct, for the protection and preservation

of the work; except for the work directed to be performed prior to the effective date of

termination stated in the notice, terminate all existing subcontracts and purchase orders and

enter into no further subcontracts and purchase orders.

2. The County Manager shall have authority to terminate the Contract without additional authorization by County Council.

3. In case of such termination for the County’s convenience, the Contractor shall be entitled to

receive payment for work executed, and costs incurred by reason of such termination, along with

reasonable overhead and profit for the completed work.

2.8 No Collusion, Bribery or Conflict of Interest

By responding to this RFP, the Contractor shall be deemed to have represented and warranted that its

Proposal submittal is not made in connection with any competing Contractor submitting a separate

response to this RFP, and is in all respects fair and without collusion or fraud. Furthermore, the

Contractor certifies that neither it, any of its affiliates or subcontractors, nor any employees of any of the

foregoing has bribed, or attempted to bribe, an officer or employee of the County, or other government

official at the state or federal level, in connection with this RFP.

20

2.9 E‐Verify Contactor hereby required to be in compliance with the requirements of Article 2 of Chapter 64 of the North Carolina General Statues concerning e‐verification at the time of submitting its bid or proposal and entering any resulting Contract and at all times during the performance of any resulting Contract. Contractor’s subcontractors under any such resulting Contract are likewise required to comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statues concerning e‐verification at the time of entering any resulting Contract and at all times during the performance of any resulting Contract. Contractor shall take the necessary steps to include this provision in all contracts with its Subcontractors who will perform any portion of the work covered by any resulting Contract.

2.10 Iran Divestment Act Pursuant to N.C.G.S. 143‐6A‐5(a), Contractor must be able to truthfully certify and shall certify at the time

that its bid or proposal is submitted as well as at the time of contracting that in accordance with the Iran

Divestment Act the Contractor is not listed on the Final Divestment List created by the State Treasurer

pursuant to N.C.G.S. 143‐6A‐4.

END OF SECTION

21

SECTION 3: Specifications

The following information is provided as a guide of the existing system in each location at the County.

The proposal should detail how the proposed solution will be implemented in each site and with

what equipment.

22

3.1 Network 10/100/1000 POE Networking is available in every building, all Cat5 or greater. Primary site switches are

redundantly connected at 10G, and secondary sites are connected at 1G with Dark fiber connections.

Multiple routes and gateways are available to the network. Total internet bandwidth available 76M. The

network configuration can also support dedicated links to a VOIP provider. At the Court House and

other county facilities, there is generally one CAT5 already used by a computer and one phone line

available per desk. We are open to using a CAT5 system that requires the computing device to plug into

the back of the Phone, providing the phone supports 10/100/1000 connections. Please break out the

proposal pricing by location as applicable.

23

3.2 Sites SITE 1: 5 W. Main St., Franklin NC 28734 (ADMIN, BOARD OF

ELECTIONS, EDC, FINANCE, HR, JUVENILE OFFICER, MAPPING,

REG OF DEEDS, TAX OFFICE AND TECH SOLUTIONS)

NUMBER OF Lines: 115 Handsets:78 FAX/TD:11 MODEM:12

Note: 2 PRI/T1's at DMARK, Paging and main switchboard in the building

SITE 2: 193 Thomas Heights Rd., Franklin NC 28734

COOPERATIVE EXTENSION

NUMBER OF Lines: 22 Handsets:N/A

Note: Site is not connected to Macon County network, but does have

Internet connectivity.

SITE 3: 108 Wayah St., Franklin NC 28734 DEPT ON AGING

NUMBER OF Lines: 17 Handsets:15

SITE 4: 104 E. Main St., Franklin NC 28734 (DISPATCH/EMS,

FIRE MARSHALL AND VETERANS SERVICES)

NUMBER OF Lines: 24 Handsets:18 FAX/TD:2

SITE 5: 40 Pannell Lane, Franklin NC 28734 (GARAGE,

MAINTENANCE)


NOTE: Site 6,7 and 8 are all located in the Human Services Building and

share a DMARK, paging within building.

SITE 6: 1830 Lakeside Drive, Franklin NC 28734 HEALTH

DEPARTMENT


Note: secondary switchboard in clerical area

SITE 7: 1834 Lakeside Drive, Franklin NC 28734 (INSPECTIONS

AND PLANNING)


SITE 8: 1832 Lakeside Drive, Franklin NC 28734 SOCIAL

SERVICES


Note: secondary switchboard in clerical area

SITE 9: 109 Sierra Drive, Franklin NC 28734 LANDFILL

NUMBER OF Lines: 12 Handsets:9 MODEM:1

SITE 10: 1288 Georgia Road, Franklin NC 28734 RECREATION


SITE 11: 18 Patton Ave., Franklin NC 28734 SHERIFF DEPT

NUMBER OF Lines: 73 Handsets:32 FAX/TD:2 MODEM:1

Note CJIS location

SITE 12: 36 Pannell Lane, Franklin NC 28734 TRANSIT


SITE 13: Housing

NUMBER OF Lines :3 Handsets:3 ~ N/A

Note: Site is not connected to Macon County network, but does have

Internet connectivity.

SITE 14: JAIL 1820 Lakeside Dr.

NUMBER OF Lines: ? Handsets:12 FAX/TD:1

Note CJIS location

SITE 15: Adult Dental 108 Macon Center Drive

NUMBER OF Lines :3 Handsets:3 FAX/TD:1

SITE 16: Animal Control

1377 Lakeside Drive

NUMBER OF Lines :3 Handsets:5 FAX/TD:1

Total Handsets 347, Total TD Fax Devices 24, MODEMS 14

3 Switchboard Locations

24

3.3 Site Roster Highlighted totals for handset and fax lines per site. Address Department ExtNu

mber ExtName VOIP

Cadidate

handset count

1 104 E. Main St., Franklin NC

DISPATCH/EMS

2061 EOC/911 * 1

104 E. Main St., Franklin NC

DISPATCH/EMS

2062 EOC/911 * 2


911 2063 Higdon, Myra * * 3


DISPATCH/EMS

2065 Pruett, Jeff * * 4


DISPATCH/EMS

2066 EMS crew quarters

* 5


911 2067 Jamison, Kim * 6


DISPATCH/EMS

2068 Teem, Jimmy * 7


VETERANS SERVICES

2151 Tabor, Leigh * 8


DISPATCH/EMS

2166 DISPATCH, 911‐

* 9


VETERANS SERVICES

2171 Tabor Lee * * 10


DISPATCH/EMS

2175 Veterans * * 11


DISPATCH/EMS

2193 ERC * 12


FIRE MARSHALL

2198 Modem, Roberta

* 13


911 2547 Kinsland, Angie

* * 14


DISPATCH/EMS

2548 Wooten, Bruce

* 15


DISPATCH/EMS

2549 Jamison, Darryl

* 16


911 2558 Cabe, Warren * 17


DISPATCH/EMS

2322 Recording ? 18

104 E. Main St., 911 2078 FAX, 911 FAX 18

Franklin NC 104 E. Main St., Franklin NC

VETERANS SERVICES

2196 Fax, Vet FAX * 18

108 Macon Center drive, Franklin NC

HEALTH DEPARTMENT

2760 Adult Dental Lab

* * 1


HEALTH DEPARTMENT

2761 Shirley, Leanna

* * 2


HEALTH DEPARTMENT

2762 Kaldre, Bruno * * 3

108 Wayah St., Franklin NC

DEPT ON AGING

2058 Services, Sheila 2.

* * 1


DEPT ON AGING

2059 Karen, Wisman

* 2


DEPT ON AGING

2060 Southard, Sheila

* * 3


DEPT ON AGING

2235 Mason, Lucy * * 4


DEPT ON AGING

2236 Day, Misty * * 5


DEPT ON AGING

2724 Interview room

* * 6


DEPT ON AGING

2725 Multi purpose room

* * 7


DEPT ON AGING

2726 Gunnin, Sonya

* * 8


DEPT ON AGING

2727 Tscarios, Marie

* 9


DEPT ON AGING

2728 Resource Center

* 10


DEPT ON AGING

2729 Ainsworth, Amy

* * 11


DEPT ON AGING

2730 Boyce, Reesa * * 12


DEPT ON AGING

2731 Maynard, David

* * 13


DEPT ON AGING

2733 Gleaner, Martha

* 14


DEPT ON AGING

2734 Mathews, Scott

* 15

109 Sierra Drive, Franklin NC

LANDFILL 2077 Scalehouse, Franklin

* * 1


LANDFILL 2079 Recycling * * 2


LANDFILL 2100 Stahl, Chris * 3

109 Sierra Drive, LANDFILL 2164 WASTE, * 4

25

Franklin NC SOLID 109 Sierra Drive, Franklin NC

LANDFILL 2194 Bailer, Office * 5


LANDFILL 2195 Bailer, Breakroom

* * 6


LANDFILL 2215 Cassada, June

* 6


LANDFILL 2251 Belcher, Joe * * 7


LANDFILL 2252 Ostroff, Joel * * 8


LANDFILL 2187 Modem, McCall House

MODEM

9

1288 Georgia Road, Franklin NC

RECREATION 2090 Recreation park main

* 1


RECREATION 2091 Moffitt, Justin

* 2


RECREATION 2092 Recreation park shop

* 3


RECREATION 2093 Senior Games * 4


RECREATION 2094 Adams, Seth * * Second number for art not in dex


RECREATION 2180 FAX, Recreation

* * 6

1377 Lakeside Drive, Franklin

ANIMAL CONTROL

2106 1642 FAX 2631 2632

Animal Control

* 4

18 Patton Ave., Franklin NC

SHERIFF DEPT 2009 Bradley, Terry

* 1


SHERIFF DEPT 2075 Blanton, David

* * 2


SHERIFF DEPT 2076 Moody, Charles

* 3


SHERIFF DEPT 2104 Ofc, Front Desk Sheriff's

* * 4


SHERIFF DEPT 2105 Shields, Andy * 5


SHERIFF DEPT 2107 Willis, Don * * 6


SHERIFF DEPT 2109 Carver, Tony * 7


SHERIFF DEPT 2111 Road Sargent * 8


SHERIFF DEPT 2113 OFFICE, WALL PHONE SHERIFF

* 9


SHERIFF DEPT 2152 Holland, Robby

* 10


SHERIFF DEPT 2155 Stewart, Amy * * 11

18 Patton Ave., SHERIFF DEPT 2202 Bryson, Clay * * 12

Franklin NC 18 Patton Ave., Franklin NC

SHERIFF DEPT 2223 Underwood, David

* * 13


SHERIFF DEPT 2264 Stewart, Steve

* 14


SHERIFF DEPT 2265 Hughes, Sherri

* * 15


SHERIFF DEPT 2266 Lane K., Smith T.

* * 16


SHERIFF DEPT 2268 Pellicer, Stephanie

* * 17


SHERIFF DEPT 2271 A‐Shift, Road * * 18


SHERIFF DEPT 2272 D‐Shift, Road * * 19


SHERIFF DEPT 2273 B‐Shift, Road * * 20


SHERIFF DEPT 2274 C‐Shift, Road Patrol

* * 21


SHERIFF DEPT 2282 Warrant Desk * 22


SHERIFF DEPT 2293 CH security Baliff

* * 23


SHERIFF DEPT 2295 Front Desk Jail

* 24


SHERIFF DEPT 2413 Jones, Dereck

* * 25


SHERIFF DEPT 2573 Cope, Kenny * * 26


SHERIFF DEPT 2574 SBI, NC * * 27


SHERIFF DEPT 2575 Lau, Jim * 28


SHERIFF DEPT 2576 Rhoden, Will * * 29


SHERIFF DEPT 2579 Corbin, Tony * * 30


SHERIFF DEPT 2877 Ofc, Front Desk Sheriff's

* * 31


SHERIFF DEPT 2275 Fax, Sheriffs FAX * 32


SHERIFF DEPT 2578 FAX, Investigation

FAX * 32


SHERIFF DEPT 2283 modem, Admin Modem /Support

MODEM?

1820 Lakeside Drive Franklin N

SHERIFF DEPT 2261 room, Jail Computer/Phone

* 1


SHERIFF DEPT 2263 Booking 1. * * 2


SHERIFF DEPT 2267 Jail, Magistrate

* * 3


SHERIFF DEPT 2270 Sharp, Lou * * 4


SHERIFF DEPT 2276 Jail medical room

* 5


SHERIFF DEPT 2277 Breathylyzer, room

* 6

26


SHERIFF DEPT 2279 Baby safe surrender

* 7


SHERIFF DEPT 2280 Canteen, Jail * 8


SHERIFF DEPT 2281 Room, Roamer

* * 9


SHERIFF DEPT 2291 Booking 2. * * 10


SHERIFF DEPT 2611 Jail control room

* * 11


SHERIFF DEPT 2278 Fax, Booking FAX * 12


HEALTH DEPARTMENT

2081 Pauley, Sheryl

* * 1


HEALTH DEPARTMENT

2082 Switchboard, CH

* 2


HEALTH DEPARTMENT

2083 Room, Mae Shope

* 3


HEALTH DEPARTMENT

2084 Room, Judy Moore

* * 4


HEALTH DEPARTMENT

2085 Community Care Clinic

* * 5


HEALTH DEPARTMENT

2086 Bassett, Jessica

* 6


HEALTH DEPARTMENT

2192 Buchanan, Fannie

* 7


HEALTH DEPARTMENT

2331 Health Ed workroom

* 8


HEALTH DEPARTMENT

2407 Murray, Donna

* 9


HEALTH DEPARTMENT

2420 Bruckner, Jim * * 10


HEALTH DEPARTMENT

2421 Keezer, Tammy

* 11


HEALTH DEPARTMENT

2422 Oakley, Lindsey

* 12


HEALTH DEPARTMENT

2423 Bellavance, Charlene

* * 12


HEALTH DEPARTMENT

2424 Keener, Diane

* * 13


HEALTH DEPARTMENT

2425 Blanton, Rhonda

* * 14


HEALTH DEPARTMENT

2426 Wilde, Dawn * * 15


HEALTH DEPARTMENT

2427 Burton, Amy * * 16


HEALTH DEPARTMENT

2429 Library Conference

* 17


HEALTH DEPARTMENT

2430 Haskell, Shannon

* 18


HEALTH DEPARTMENT

2431 Harrah, Melody

* ~ 19


HEALTH DEPARTMENT

2432 Sala, Natalia * 20


HEALTH DEPARTMENT

2433 Davis, Darice * 21


HEALTH DEPARTMENT

2434 MCPH clerical‐vacant

* 22

1830 Lakeside HEALTH 2435 Welch, * 23

Drive, Franklin DEPARTMENT Tammy 1830 Lakeside Drive, Franklin

HEALTH DEPARTMENT

2437 Barr, Becky * 24


HEALTH DEPARTMENT

2439 FWD call to Rhonda Blanton

* 25


HEALTH DEPARTMENT

2442 Lab * 26


HEALTH DEPARTMENT

2443 Queen, Mary * * 27


HEALTH DEPARTMENT

2444 Hall, Ann * 28


HEALTH DEPARTMENT

2445 Lab Recp. * * 29


HEALTH DEPARTMENT

2446 Lab‐EH * 30


HEALTH DEPARTMENT

2447 Central Lab * * 31


HEALTH DEPARTMENT

2448 Fisher, Jeanette

* * 32


HEALTH DEPARTMENT

2449 School Nurse * * 33


HEALTH DEPARTMENT

2451 Vernelson, Seana

* * 34


HEALTH DEPARTMENT

2452 Carlson, Kyrie * * 35


HEALTH DEPARTMENT

2453 Morales, Amy * 36


HEALTH DEPARTMENT

2455 Innis, April * * 37


HEALTH DEPARTMENT

2456 Tennyson, Sarah

* * 38


HEALTH DEPARTMENT

2457 Polycomm, MCPH Library

* * 39


HEALTH DEPARTMENT

2458 Villiard, Dr. Jimmy

* 40


HEALTH DEPARTMENT

2459 Leatherman, Melissa

* * 41


HEALTH DEPARTMENT

2460 Check, Health * * 42


HEALTH DEPARTMENT

2461 Bell, Judy * 43


HEALTH DEPARTMENT

2464 Koman, Danielle

* 44


HEALTH DEPARTMENT

2466 Garrett, Jennifer

* 45


HEALTH DEPARTMENT

2470 Dr. Dewhurst * 46


HEALTH DEPARTMENT

2471 Avila, Mercy * 47


HEALTH DEPARTMENT

2472 Cowart, Rachel

* * 48


HEALTH DEPARTMENT

2473 Carlton, Jessica

* * 49


HEALTH DEPARTMENT

2474 Ramey, Cheryl

* 50


HEALTH DEPARTMENT

2475 McGaha, Kathy

* 51


HEALTH DEPARTMENT

2476 Shot Room #1 * 52

27


HEALTH DEPARTMENT

2477 Clinic Work Room

* 53


HEALTH DEPARTMENT

2481 Simons, Rachelle

* 54


HEALTH DEPARTMENT

2483 WIC front office

* 55


HEALTH DEPARTMENT

2485 Coleman, Audrey

* 56


HEALTH DEPARTMENT

2487 Crisp, Robert * 57


HEALTH DEPARTMENT

2489 Setzer, Melissa

* 58


HEALTH DEPARTMENT

2490 McDonald, Kathy

* * 59


HEALTH DEPARTMENT

2491 Patterson, Barry

* 60


HEALTH DEPARTMENT

2492 Morgan, Jane * * 61


HEALTH DEPARTMENT

2493 Mintz, Justin * 62


HEALTH DEPARTMENT

2494 Muse, Patrick * 63


HEALTH DEPARTMENT

2495 Switchboard MCPH

* * 64


HEALTH DEPARTMENT

2496 Jennings, Kyle

* 65


HEALTH DEPARTMENT

2497 Mason, Tiffany

* 66


HEALTH DEPARTMENT

2498 Browning, Lisa

* * 67


HEALTH DEPARTMENT

2499 Womack, Charles

* 68


HEALTH DEPARTMENT

2500 FILING, ADMIN ELEC

* 69


HEALTH DEPARTMENT

2502 Lab Collection #2

* 70


HEALTH DEPARTMENT

2503 #2, LAB BLOOD RM

* 71


HEALTH DEPARTMENT

2504 McGowan Terrie, CDSA

* * 72


HEALTH DEPARTMENT

2505 Witty Paul, CDSA

* 73


HEALTH DEPARTMENT

2506 Meeting Room A mcph

* * 74


HEALTH DEPARTMENT

2507 Classroom B MCPH

* 75


HEALTH DEPARTMENT

2508 RM, BREAK * * 76


HEALTH DEPARTMENT

2509 Cable, Pat EFNEP

* 77


HEALTH DEPARTMENT

2510 STORAGE, ROOM

* 78


HEALTH DEPARTMENT

2511 Chang, Dr. Camelia

* * 79


HEALTH DEPARTMENT

2512 Corbin, Sheila * 80


HEALTH DEPARTMENT

2513 Molar Roller * 81

1830 Lakeside HEALTH 2515 Blanton, * * 82

Drive, Franklin DEPARTMENT Amanda 1830 Lakeside Drive, Franklin

HEALTH DEPARTMENT

2516 rm, Coffee Break

* 83


HEALTH DEPARTMENT

2517 MCPH, Chart Phone Clerical

* 84


HEALTH DEPARTMENT

2519 Clerical, Sub‐waiting

* 85


HEALTH DEPARTMENT

2522 #1, COURTESY

* 86


HEALTH DEPARTMENT

2588 Adult Dental ‐ MUST dial 349‐2588

* 87


HEALTH DEPARTMENT

2592 Fouts, Jonathan

* * 88


HEALTH DEPARTMENT

2478 FAX, Nursing workststion

FAX 89


HEALTH DEPARTMENT

2501 FAX, ADMIN FAX 89


HEALTH DEPARTMENT

2514 #2, DENTAL FAX

FAX * 89


HEALTH DEPARTMENT

2521 Lab, FAX FAX * 89


SOCIAL SERVICES

2115 Alexander, Jennifer

* * 1


SOCIAL SERVICES

2116 Young, April * * 2


SOCIAL SERVICES

2117 Cerri, James * * 3


SOCIAL SERVICES

2118 "Kay" * * 4


SOCIAL SERVICES

2119 Stowe, Hillary * * 5


SOCIAL SERVICES

2120 Carver, Kristy * * 6


SOCIAL SERVICES

2121 Mason, Amy * * 7


SOCIAL SERVICES

2122 Parrott, Nina * * 8


SOCIAL SERVICES

2123 Stamey, Jessica

* * 9


SOCIAL SERVICES

2124 Langston, Laura

* * 10


SOCIAL SERVICES

2126 Wallace, Chrissy

* * 11


SOCIAL SERVICES

2127 Capaforte, Jeana

* * 12


SOCIAL SERVICES

2129 Interview room 9

* * 13


SOCIAL SERVICES

2130 Kimsey, Jane * * 14


SOCIAL SERVICES

2131 Vogl, Brian * * 15


SOCIAL SERVICES

2132 Conley, Sheila * * 16


SOCIAL SERVICES

2133 Intern DSS * * 17


SOCIAL SERVICES

2134 Breedlove, Amy

* * 18

1832 Lakeside SOCIAL 2135 Norris, Kathy * * 19

28

Drive, Franklin SERVICES 1832 Lakeside Drive, Franklin

SOCIAL SERVICES

2136 Alligood, Wanda

* * 20


SOCIAL SERVICES

2138 Roland, Kay * * 21


SOCIAL SERVICES

2139 Hilliard, Lisa * * 22


SOCIAL SERVICES

2141 Carnes, Karen * * 23


SOCIAL SERVICES

2156 Interns * * 24


SOCIAL SERVICES

2161 Frank Belanger

* * 25


SOCIAL SERVICES

2162 Winters, Billie * * 26


SOCIAL SERVICES

2230 Makinson, Cathy

* * 27


SOCIAL SERVICES

2231 Holden, Amanda

* * 28


SOCIAL SERVICES

2237 Jenkins, Stacey

* * 29


SOCIAL SERVICES

2238 Henry, Lisa * 30


SOCIAL SERVICES

2240 Butler, Michael

* * 31


SOCIAL SERVICES

2246 Davis, Sabrina

* 32


SOCIAL SERVICES

2482 Brown, Charlotte

* * 33


SOCIAL SERVICES

2523 Bradley, Polly * * 34


SOCIAL SERVICES

2524 OLIVIO, Suzi * * 35


SOCIAL SERVICES

2525 Cole, Richard * * 36


SOCIAL SERVICES

2527 Townsend, Michelle

* * 37


SOCIAL SERVICES

2528 Spare Cubicle * * 38


SOCIAL SERVICES

2529 Houser‐Wood, Kristin

* * 39


SOCIAL SERVICES

2530 Pruett, Maureen

* * 40


SOCIAL SERVICES

2531 Gwen Taylor * * 41


SOCIAL SERVICES

2532 Room, Large Conference

* * 42


SOCIAL SERVICES

2533 Mcelhaney, Sandy ‐ VACANT

* * 43


SOCIAL SERVICES

2536 interview room, #10

* * 44


SOCIAL SERVICES

2537 Interview room , #9

* * 45


SOCIAL SERVICES


* * 46


SOCIAL SERVICES


* * 47


SOCIAL SERVICES

2540 Interview room, #6

* * 48


SOCIAL SERVICES


* * 49


SOCIAL SERVICES


* * 50


SOCIAL SERVICES


* 51


SOCIAL SERVICES


* * 52


SOCIAL SERVICES


* * 53


SOCIAL SERVICES

2546 Messer, Stacey

* * 54


SOCIAL SERVICES

2401 FAX, DSS FAX * 55


INSPECTIONS 2072 Stanley, Jessica

* * 1


INSPECTIONS 2073 Inspections * 2


INSPECTIONS 2170 Morgan, Jack * 3


INSPECTIONS 2172 Ramey, Paul * * 4


INSPECTIONS 2174 Bishop, Bobby

* 5


INSPECTIONS 2325 Phone, Courtesy Inspections

* * 6


INSPECTIONS 2411 Enloe, David * 7


INSPECTIONS 2560 Erosion Control

* 8


PLANNING 2571 Mason, Matt * 9


INSPECTIONS 2594 Wiggins, Tina * * 10

36 Pannell Lane Franklin NC

TRANSIT 2222 Dispatch, Transit

* 1


TRANSIT 2565 Angel, Kim * 2


TRANSIT 2566 Asher, Darlene

* * 3


TRANSIT 2567 Kitchen, Transit

* 4


TRANSIT 2568 Field, Marcia * * 5


TRANSIT 2569 Conference, Transit

* * 6


TRANSIT 2570 Fax, Transit FAX * 7

40 Pannell Lane, Franklin NC

MAINTENANCE

2080 Brooks, Sharon

* * 1


MAINTENANCE

2087 Maintenance, CH

* 2


GARAGE 2213 Bay, Garage * * 3


MAINTENANCE

2286 HVAC, Internal HSB

* 4


GARAGE 2292 Conley, Larry * 5

40 Pannell Lane, MAINTENANC 2300 Hunt, Sharon * * 6

29

Franklin NC E 40 Pannell Lane, Franklin NC

MAINTENANCE

2556 Ledford, Steve

* 7


GARAGE 2220 Fax, Garage FAX 8

5 W. Main St., Franklin NC

ADMINISTRATION

2000 Switchboard * * 1


BOARD OF ELECTIONS

2006 Tallent, Gary Dean

* * 2


HUMAN RESOURCES

2020 Decker, Mike * 3


ADMINISTRATION

2021 Manager, Conferance Room Cty

* * 4


ADMINISTRATION

2022 Roland, Derek

* * 5


ADMINISTRATION

2023 ROOM, BOARD

* 6


ADMINISTRATION

2025 Ledford, Pam * * 7


FINANCE 2026 CAMP, KIM * 8


FINANCE 2027 Hall, Lori * 9


FINANCE 2028 Tonya Hodgins

* 10


FINANCE 2029 Southard, Lisa

* 11


BOARD OF ELECTIONS

2034 Thibault, Melanie

* 12


BOARD OF ELECTIONS

2035 George, Debbie

* 13


PAROLE OFFICE

2056 Whitman, Diane

* 14


TECHNOLOGY SOLUTIONS

2057 Wright, Lynn * 15


SHERIFF DEPT 2070 Parrish J. * 16


MAPPING 2088 Phone, Counter

* 17


PAROLE OFFICE

2089 3506, Parole Offc redir 34

* * 18


REG OF DEEDS

2096 Birchard, Jesse

* 19


REG OF DEEDS

2097 Raby, Todd * 20


REG OF DEEDS

2099 Vault * 21


MAPPING 2102 Provencher, Art

* * 22


MAPPING 2103 Hummel, Stephen

* * 23


SHERIFF DEPT 2108 Civil, Process * 24



2112 Hyatt, Simon * 25



2140 Rodriguez, Nina

* * 26


TAX OFFICE 2142 Smith, Lori * 27


TAX OFFICE 2144 Raby, Delena * 28


TAX OFFICE 2146 Freeman, Betina

* 29


TAX OFFICE 2147 Allen, Tom * 30


TAX OFFICE 2148 Braswell, Abby

* * 31


TAX OFFICE 2149 Perry, Margaret

* 32


TAX OFFICE 2150 TaxVault * * 33


MAPPING 2157 Mapping Breakroom

* * 34


TAX OFFICE 2163 COUNTER, TAX

* 35


TAX OFFICE 2167 TAX, COUNTER

* 36


MAPPING 2168 Hall, Mike * 37



2177 Muncey, Andy

* 38


TAX OFFICE 2181 Belcher, Heather

* * 39


TAX OFFICE 2182 Cabe, Christie * * 40


MAPPING 2190 Provencher, Art

* * 41


TAX OFFICE 2203 Ford, Kevin * * 42


TAX OFFICE 2205 Mathews, Kaine

* 43


REG OF DEEDS

2207 Deal, Jenny * * 44


TAX OFFICE 2210 Breedlove, Joe

* * 45


TAX OFFICE 2211 McDowell, Teresa X.

* * 46


MISC 2214 Communication, Internal Annex

* 47



2219 Hall,Wesley * * 48


HUMAN RESOURCES

2227 Finance Conf. Room

* * 49


DISPATCH/EMS

2232 Seagle, Todd * * 50


MAPPING 2234 Mapping, Fax * * 51



2250 room, training

* * 52



2269 Birchard, Nick

* * 53


TAX OFFICE 2288 Lightner, Richard

* 54


SHERIFF DEPT 2289 CHS/Civil, Process

* 55


REG OF DEEDS

2294 Vault, Back * * 56

5 W. Main St., EDC 2296 Jenkins, * * 57

30

Franklin NC Tommy 5 W. Main St., Franklin NC

EDC 2306 Tommy, Jenkins

* 58


PHONE SYSTEM POOLS

2313 Pool, Voice Menu

* * 59


MISC 2319 #1, Courtesy Phone

* * 60


MISC 2320 #2, Courtesy Phone

* * 61


ADMINISTRATION

2329 Courtesy, 2nd Floor

* 62


ADMINISTRATION

2330 Courtesy, 4th Floor

* 63


BOARD OF ELECTIONS

2332 Tallent, Gary Dean

* * 64



2402 Hyatt, Simon * 65


GURDIAN AD LITUM

2409 Guardian, Ad Litum

* 66


FINANCE 2418 Doster, Kyra * 67



2419 Casses, Chris * 68


DAYREPORTING

2551 Kinsland, Christie

* 69


JUVENILE OFFICER

2559 Gentry, Lindsay

* 70


Mountain Mediation

2561 Mediation, Mt.

* * 71


TAX OFFICE 2572 Kowmas,Tara * 72


ADMINISTRATION

2595 PERRY, PAM * 73


BOARD OF ELECTIONS

2597 BOE / NO LONGER USED

* 74


LEGAL 2602 Meadows,Mark

* 75


FINANCE 2621 McConnell, Lindsay

* 76



2744 Muncey, Andy

* 77


ADMINISTRATION

2299 Internal ? 78



2176 Technology Solutions, FAX

FAX 78


ADMINISTRATION

2184 Switchboard, Fax at

FAX * 78


JUVENILE OFFICER

2185 FAX, MCCALL FAX 78

5 W. Main St., MAPPING 2249 Mapping , FAX 78

Franklin NC Fax 5 W. Main St., Franklin NC

ADMINISTRATION

2400 FAX, County Mgr. Rm 204

FAX 78


REG OF DEEDS

2403 FAX, Deeds FAX 78


Mountain Mediation

2415 FAX FAX 78


FINANCE 2520 Fax, Finance FAX 78


EBT Foods 2535 FAX FAX 78


DAYREPORTING

2552 FAX, DAYREPORTING

FAX 78


BOARD OF ELECTIONS

2557 FAX, BOE FAX 78


Main Menu Recording

2600 Menu MENU 78


Main Menu Recording

2618 Menu MENU 78


MODEMS 2158 #1, D. P. MODEM

MODEM

78



2159 TS, Security MODEM

78


MODEMS 2178 ?, Modem/Fax Location

MODEM

78


MODEMS 2206 4., Internal MODEM

78


MODEMS 2228 5., Internal MODEM

78


FINANCE 2242 MODEM, FINANCE

MODEM

78


MODEMS 2245 Modem, Bear MODEM

78


MODEMS 2256 RM, ANNEX COMP

MODEM

78


MODEMS 2257 #2, ANNEX COMP RM

MODEM

78


MODEMS 2258 Modem, Annex Computer Room

MODEM

78


MODEMS 2285 MODEM MODEM

78


SMS 2412 modem, SMS VOICEMAIL SYSTEM

MODEM

78

31

3.4 Features

The following features were determined as desirable by County Staff and the selection committee. In

Section 4 of the RFP, please detail if and how the proposed solution will meet these requirements. If

the solution requires an additional modification beyond that provided by the at‐large system, please detail

that requirement and detail the modification’s costs in Section 6. The county is requesting a Hosted VOIP

IP solution which provides the latest mobility, messaging, and Unified Communication features. In

addition the following are standard features that must be met by the winning proposal. The system must

provide the highest reliability in the form of redundancy and resiliency with a local technician team

available as needed to support possible future issues and/or enhancements. The system must provide

support for existing hunt groups, call center rotation schedules, and forwarding to an outside line.

1. Custom call‐hold system allowing for announcements by the County

2. Automated Attendant

3. Menu system customizable by County staff

4. Time‐and‐date schedulable menu changes to handle after‐hours and holiday changes to the menu on a by department basis.

5. Caller ID

6. Web‐based management of user functions

7. Voicemail copied to e‐mail

8. Call Hold

9. Call waiting

10. Transfer active calls to/from cell

11. Conference Calling (minimum 5 party)

12. Ad‐hoc conference lines available to outside users

13. Quality duplex speakerphone

14. County‐wide phone directory

15. Site‐specific 911 capability

16. 4‐digit transfer between this system and existing systems in all other facilities

17. Administrative control of Hunt groups, Call down tree, and call center rotation, and scheduled on call rotations.

32

18. Call Accounting

19. Voicemail date and time stamp

20. Allow acceptance of roll‐over calls from other systems in the County:

20.1 Rollover from main switchboard to auxiliary switchboards

20.2 After‐hours rollover of main line and switchboards

21. Employee bulletin and weather notices.

22. Departmental group messaging and status, and custom status.

23. Call Forward Function ‐ User ability to direct all calls straight to Voicemail, based on busy or no answer, or forward to a different number such as cell phone or another users extension.

24. Call Pickup, User ability to pickup another extension upon ring and signaled by light or special ring. Currently widely used in various departments.

25. Paging integration ‐ ability to page the PA system in the buildings where existing.

26. Last number redial * call last number dialed with one button

27. Phone Dial Lock ‐ code to prevent unattended phone from be dialed out on

28. Library Numbers ‐ four digit extension code which dials outside number such as a quick dial for a cell phone

29. Multi Lingual menu options ‐ user ability to use phone system in multiple languages

30. Voicemail Forward ‐ ability to send voicemail to another users box

31. User access to recent history (Can you see the last 10 numbers that called? Can you see the number of caller who leaves voicemail?)

3.5 Phones 1. Phone headset option

2. Assume 3 ‘reception’ / switchboard stations for entire Network, with rollover to reception stations at Court House, Health Department, and DSS. These stations must be console type units in conjunction with softphone type interface, ex drag and drop call transfer and visibility.

3. Assume ‘2‐line’ phone stations with duplex speakerphone and display for all others.

3.1 Phone sets may be proprietary, but must support SIP standards, and be able to negotiate a call across internet connection or an intranet connection.

4. Please include options for Softphones and mobile client applications.

5. The County also would like options for a messaging solution which aligns with the phone system and fully integrates with Microsoft Lync

6. Phones must support 10/100/1000 network connection with pass‐through for PC.

Note: All Phones and accessories are to be presented as leased equipment.

33

3.6 Implementation Please detail the plan for implementation and deployment of the proposed solution at the various sites. Implementation and deployment details must clearly define the roles and responsibilities of Macon County, and the Macon County information Technology staff, and the vendor.

Will there be any variation in the implementation between sites?

Will the work be performed during the day or after‐hours? Will the users experience be unable to use their phones for any period of time?

Public Safety phone access is required on a 7x24 basis. Access to the phone system will need to be scheduled well in advance and any downtime will need to be performed in less than five Minutes/Local/Long Distance and be immediately reversible if issues occur. Please detail how this will be handled.

Include an estimated timeline and site schedule assuming an award date of 6/14/2016.

3.7 Training

Training sessions on phone and system features should be made available on multiple occasions. If on‐

site training is available, we would like that option quoted. Online help and video tutorials as well as

regular webinars should be available to employees for reference, refresher training, and new employee

orientation. Please detail what training is available, both to users at the time of implementation as well as

to new employees. In the ‘Ad‐hoc’ costs section of Form C, please list the cost for training of new

employees if there is a per‐employee cost. Otherwise, please detail in the ‘Other’ section of Form C the

costs any training options available after implementation.

3.8 Support

Overall system and ‘line’ monitoring and support should be available 7x24x365. Issues impacting

public safety should have a 30‐Minutes/Local/Long Distance phone response time and 4‐hour onsite

response time for critical issues. All other critical issues should have a same‐day response time. Any

additional cost beyond infrastructure

(wiring, networking equipment, patch cables, and additional handsets) for adds, moves, and changes

should be detailed in this section.

3.9 Service

1. How do individual phone users get the support they need in day to day operation of the system? Do you

offer a help key on each user phone for direct access to system support as part of your normal service offering?

2. Do you offer unlimited support, or is the support based on a number of hours at which point the support becomes billable?

3. Describe your support in detail.

34

4. How many and which carriers services will be made available to Macon County for connections to the outside world? What if we do not like the carrier of choice and want to move to a different provider in the future?

5. Which major carriers are directly connected to your data center where the hosted system resides? 6. Are you using and providing SIP based phones? 7. Do you provide power bricks for phones at no charge? 8. Can all phone models be taken home for Bad Weather or DR Emergency and be connected via simple

Internet, or do they require VPN? 9. If users take phones home for a Bad Weather day or DR Emergency, do the phones have to be

reconfigured? 10. If the provider has to invoke a failover do the phones have to be reconfigured? 11. Describe the process for failover in your hosted data center. 12. Can you provide an SLA for the connection circuit to your data center? 13. Does your system use components manufactured by one manufacturer and tested to work in one common

platform, or does your system use components from various manufacturers? 14. Please describe your provided implementation services. 15. Does your deployment service carry out 911 registration service when the numbers are ported? Describe the

process of updating that registration if phone are moved to another site. 16. Caller ID, Detailing a method to exempt sending caller ID such as for LE, DSS private outgoing (restricted or

unknown seen by caller), or when calling company that's going to call spam in the future. etc. 17. Caller ID, Will have the ability to specify per line, such as all the calls from IT show as main IT line, rather than

individuals extension. Or like the current #83 where any LE user can call out on the main Sheriff's line, as they want the callee to have a call back number to the main office but not give up personal extension, (such as investigators)

18. Caller ID management, is IT staff or Telco able to update caller id name/number/gis options? 19. Outside line access, total number of outside lines available to entire system , total number available to each

station. 20. Outside trunk groups, total number of outside trunks, redundancy? physical/logical? 21. Encryption ‐ will SIP calls or other protocol used, utilize transient data tunnel encryption to prevent on the

fly wire tap/call capture? 22. Recording ‐ Any option to record call for user/notify callee of recording (limited current use) 23. Offsite Voicemail Access method to access voicemails from outside lines 24. Mobile App access, Android/iOS app to access full phone station functions? 25. Management Interface ‐ detail of IT staff vs Telco management access 26. Default station ongoing deployment, button feature programming and default install specs 27. Leased equipment life‐cycle/replacement expectancy and projected associated costs moving forward 28. Ongoing support details.

END OF SECTION

35

SECTION 4: Proposal Requirements 4.1 Submittals

Firms are requested to submit Three (3) copies of the proposal in the following format:

• FORM A – Proposal Cover Sheet

• Section 1 – Company Background and Information

• Section 2 – Proposed Solution Features/Benefits

• Section 3 – Implementation Specifications

o 3.1 Network

o 3.2 Sites

o 3.3 Site exceptions, MODEM, FAX and TD Devices

• Section 4 – Feature Specifications

• Section 5 – Implementation

• Section 6 – Training

• Section 7 – Support

• Section 8 – Costs

o Form C

Due to time limitations of the Selection Committee members, proposals should be limited to no longer

than sevent‐five (75) single‐sided pages. Please include tab dividers for easy access to each section of the

proposal (tab dividers do not count toward the 75 page limit). Additional supplemental information may

be submitted, under separate cover, in order to aid in firm selection. This information must include staff

resumes which will be assigned to this project. Please also include Form B: descriptions of similar

projects in size and scope of work, and project references. No proposal may be withdrawn for a period

of ninety (90) days after the submittal date.

4.2 Factors to be Considered in Awarding

As per General Each Proposal will be evaluated on the Contractor’s responsiveness to the requirements of this

RFP as demonstrated in the Contractor’s Proposal. Evaluations will focus on identifying strengths,

weaknesses, deficiencies and risks associated with the Contractor’s Proposal. The County reserves the

discretion to choose on the basis of the best overall value as determined by the County, IT integration and

benefit to the County. The County may choose to exercise any of the following options for

Proposals that fail to comply with any requirement of this RFP: a) assign a low rating; b) not

evaluate the Proposal; or c) deem the Proposal nonresponsive.

36

Evaluation criteria include the following, listed in relative order of importance:

Percentage Category Criteria 20% Completeness of System Features and Responsiveness to

Requirements of RFP Ability to meet RFP criteria,

features, and timeline. 10% Demonstrated & Proven Ease‐of‐Use to Employees Ease‐of‐Use shown in demo.

Reported Ease‐of‐User by references.

10% Type of Training & Training Approach Training capabilities described in response versus requirements.

Demonstrated training capabilities.

Reference feedback. 10% Past Project Experience of Similar Project Process Clarity of description of

references provided that are of similar scope‐and‐breadth of County.

Quality of reference responses. 10% Government, Public Safety, and Regional Experience Clarity of description of

references provided that are either a local government in North Carolina and/or are within 100 miles of Macon County, NC.

References that demonstrate public safety agencies and/or facilities.

Quality of reference responses. 10% Quality and System Stability of Vendor Three years of financials and

forward looking statements. Years experience installing

proposed vendor & system. Years experience installing

phone systems. Years experience installing

phone systems. 10% Integration with Email & Contacts Global Contacts

Mail Integration Centralized Web Based

Administration User Self Service

10% Service & Support Characteristics Initial Response Time On‐Site Response Time Resolution Time Comprehensiveness of Support

5% Differences Found Between Stated Features in RFP & Feature/Functionality Discovered in Discovery Process

Features stated in RFP or at demonstration versus those demonstrated.

Features stated in RFP versus feedback of features from references.

5% Cost Differences in 1, 3, and 5 year total cost of ownership including annual maintenance agreements.

Costs of adds, moves, and/or changes.

Cost of scalability / site additions.

37

4.3 Selection Process

The County will conduct a fair and impartial evaluation of all Proposals that are received in accordance

with the provisions of this RFP. The County will appoint a committee to perform technical evaluations,

rank submittals, and make selection recommendations based on consensus. Proposals may be held by

the County for a period not to exceed 90 calendar days from the due date for the purpose of reviewing

proposals and investigating qualifications of Contractors.

The County reserves the right to obtain clarifications or additional information from any Contractor

regarding its Proposal. All Contractors that submit Proposals will be notified of final selection decisions.

Final recommendation of any selected Contractor is subject to availability of funding and review and

action of the County Commissioners or appropriate County officials to award a contract.

4.4 Taxes

Macon County pays NC Sales Taxes in the amount of 6.75%. However, Macon County is exempt from

Federal Excise Taxes and will issue exemption certificates, if requested. INCLUDE ALL APPLICABLE

TAXES AND FEES IN YOUR COST PROPOSALS.

4.5 Business License Requirement

At the time of submittal of a response to this RFP, a Contractor shall possess all applicable federal, state,

and local licenses and certifications required to perform the Scope of Work delineated in this RFP.

Throughout the duration of the Contract the Contractor shall be responsible for complying with federal,

state, and local regulations for applicable licenses required to perform the services or work for the

Contract Documents.

It is required that each Contractor/firm awarded a contract agreement and/or purchase order with

Macon County, either secure a business license or update their current business license for the contract

or purchase order amount for the work being done inside the County.

END OF SECTION

38

FORM A – Proposal Cover Sheet PROPOSAL FOR IP TELEPHONY PROJECT MACON COUNTY RFP # 2016‐01‐4210

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL

Company Full Legal Name:

Contact Person for RFP Process:

Address:

County/State/Zip:

Telephone Number:

Fax Number:

Email Address:

County/County Business License #

_

The person executing the Proposal, on behalf of the Contractor, being duly sworn, solemnly swears (or affirms) that

neither he, nor any official, agent or employee of the Contractor has entered into any agreement, participated in any

collusion, or otherwise taken any action which is in restraint of full and open competition in connection with

any proposal or contract and that the Contractor intends to do the work with its own bona fide employees or

subcontractors and is not proposing for the benefit of another company.

Submission of a response to this RFP constitutes certification that the Contractor and all proposed team members

are not currently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from

participation in this Project by any State or Federal department or agency. Submission is also agreement that the

County will be notified of any change in this status.

The information contained in this Proposal package, including all forms and other documents, delivered or to

be delivered to the County, is true, accurate, and complete. I certify that have given true, accurate and complete

information in this Proposal to the best of my knowledge.

Represented and Warranted By

(Authorized Signature):

Printed Name and Title:

Date Signed:

39

FORM B – Experience and Qualifications THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL ‐ Make additional copies of this form as needed

Identify at least five (5) projects completed within the last three (3)

years performed by your company that was similar in size and service.

‘Enhancements’ are those costs agreed to by your Customer that

were added after the initial contract signing that were not required

for completion of the contract’s initial scope and ‘Change Orders’ are

those costs that were not part of the original contract but are

required for completion of the contracts initial scope of

work.Customer:

Costs:

Project Name: Contracted: $

Start Date:

End Date: Enhancements/Change

Orders: $

Final Costs: $

Scope of Work, if applicable, a description of change orders:

Customer: Costs: Project Name: Contracted: $

Start Date:


Orders: $

Final Costs: $ Scope of Work, if applicable, a description of change orders:

40

Customer: Costs:


Start Date:


Orders: $

Final Costs: $


Customer: Costs:


Start Date:


Orders: $

Final Costs: $


41

Customer: Costs:


Start Date:


Orders: $

Final Costs: $


Customer: Costs:


Start Date:


Orders: $

Final Costs: $


42

FORM B – Experience and Qualifications, Part II THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL ‐ Make additional copies of this form as needed

Identify key staff members of the Contractor to be assigned to this project:

Employee Name Job Title/Role Time with

Company

43

THIS FORM MUST BE SUBMITTED WITH YOUR

PROPOSAL FORM B – Cont’d

3. List all subcontractors to be used and their services:

Subcontractor Name Services to be Provided

4. List any lawsuits or fines for violations issued to your firm or subcontractor firms during the last five (5) years. List the cause of the complaint or violation and the dollar amount of the fine. Please list and occurrences when your Payment and Performance Bonds were revoked in the last five (5) years and the reasons why.

Complaint/Violation Fine $ Amount

44

FORM C – PROPOSAL FOR HOSTED IP TELEPHONY PROJECT MACON COUNTY

RFP # 2016‐01‐4210 Cost Proposal

THIS FORM MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR PROPOSAL. Location: Site 1 Site 2 Site 3 Site 4 …

# of Handsets / $ per <vendor Type

#1>

<vendor Type #2> <vendor Type #3> <add lines as needed> # of outbound lines available

Upfront Costs: Installation Services Training Network Equipment Phone System Handsets Other (specify)

TOTAL: Y1 Recurring Costs: Lines Minutes/Local/Long Training Maintenance Other (specify)


TOTAL: Y3 Recurring Costs: Lines Minutes/Local/Long Training

45

Maintenance Other (specify)

TOTAL: Y4 Recurring Costs:

Please detail the reasons for ‘Other’ costs below:

Lines Minutes/Local/Long Training Maintenance Other (specify)


TOTAL: Ad‐Hoc Costs Additional Phone Remove Move Move Phone Site Visit New User Training Other (specify)

TOTAL:

46

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL

Location: Site 5 Site 6 Site 7 Site 8…

# of Handsets / $ per Handset

<vendor Type #1> <vendor Type #2> <vendor Type #3> <add lines as needed> # of outbound lines available





TOTAL:

47

Y4 Recurring Costs: Lines Minutes/Local/Long Training Maintenance

Location: Site 9 Site 10 Site 11 Site 12 …


#1>





TOTAL: Y3 Recurring Costs: Lines Minutes/Local/Long

48

Training Maintenance Other (specify)


Location: Site 13 Site 14 Site 15 Site 16 …


#1>





TOTAL: Y3 Recurring Costs: Lines

49

Minutes/Local/Long Training Maintenance Other (specify)


Other (specify) TOTAL: Y5 Recurring Costs: Lines Minutes/Local/Long Training Maintenance Other (specify)

TOTAL: Ad‐Hoc Costs Additional Phone Remove Move Move Phone Site Visit New User Training Other (specify)

TOTAL: Please detail the reasons for ‘Other’ costs below: Summarize MRC for complete project by equipment cost, Local and long distance costs and PRI’s

50

Appendix A – CJIS Requirements

Below are excerpts of CJIS requirements that apply to this RFP. The selection is not exclusive;

it is the vendor’s responsibility to ensure they are compliant with all requirements.

5.9.1.4 Access Control for Transmission Medium

The agency shall control physical access to information system distribution and transmission

lines within the physically secure location.

5.10.1 Information Flow Enforcement

The network infrastructure shall control the flow of information between interconnected

systems. Information flow control regulates where information is allowed to travel within an

information system and between information systems (as opposed to who is allowed to

access the information) and without explicit regard to subsequent accesses to that

information. In other words, controlling how data moves from one place to the next in a

secure manner. Examples of controls that are better expressed as flow control than access

control (see section

5.5) are:

1. Prevent CJI from being transmitted unencrypted across the public network.

2. Block outside traffic that claims to be from within the agency.

3. Do not pass any web requests to the public network that are not from the internal web

proxy.

Specific examples of flow control enforcement can be found in boundary protection devices

(e.g. proxies, gateways, guards, encrypted tunnels, firewalls, and routers) that employ rule

sets or establish configuration settings that restrict information system services or provide a

packet filtering capability.

5.10.1.1 Boundary Protection

The agency shall:

1. Control access to networks processing CJI.

2. Monitor and control communications at the external boundary of the information system

and at key internal boundaries within the system.

3. Ensure any connections to the Internet, other external networks, or information systems

occur through controlled interfaces (e.g. proxies, gateways, routers, firewalls, encrypted

tunnels). See Section 5.10.4.4 for guidance on personal firewalls.

4. Employ tools and techniques to monitor network events, detect attacks, and provide

identification of unauthorized

51

use.

5. Ensure the operational failure of the boundary protection mechanisms do not result in any

unauthorized release of information outside of the information system boundary (i.e. the

device shall “fail closed” vs. “fail open”).

6. Allocate publicly accessible information system components (e.g. public Web servers) to

separate sub networks with separate, network interfaces. Publicly accessible information

5.10.1.2 Encryption

1. Encryption shall be a minimum of 128 bit.

2. When CJI is transmitted outside the boundary of the physically secure location, the data shall be immediately protected via cryptographic mechanisms (encryption). EXCEPTIONS: See sections 5.5.7.3.2 and 5.10.2. 3. When CJI is at rest (i.e. stored electronically) outside the boundary of the physically secure

location, the data shall be protected via cryptographic mechanisms (encryption).

4. When encryption is employed, the cryptographic module used shall be certified to meet

FIPS 140‐2 standards.

Note 1: Subsequent versions of approved cryptographic modules that are under current

review for FIPS 140‐2 compliancy can be used in the interim until certification is complete.

Note 2: While FIPS 197 (Advanced Encryption Standard) certification is desirable, a FIPS 197

certification alone is insufficient as the certification is for the algorithm only vs. the FIPS 140‐2

standard which certifies the packaging of an implementation.

5. For agencies using public key infrastructure technology, the agency shall develop and

implement a certificate policy and certification practice statement for the issuance of public

key certificates used in the information system. Registration to receive a public key certificate

shall: a) Include authorization by a supervisor or a responsible official.

b) Be accomplished by a secure process that verifies the identity of the certificate

holder. c) Ensure the certificate is issued to the intended party.

5.10.1.4 Voice Over Internet Protocol

Appropriate agency officials must explicitly authorize the use of Voice over Internet Protocol

(VoIP). Agencies using the VoIP protocol shall:

1. Establish usage restrictions and implementation guidance for VoIP technologies.

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2. Document, monitor and control the use of VoIP within the agency.

5.12.1.2 Personnel Screening for Contractors and Vendors

In addition to meeting the requirements in paragraph 5.12.1.1, contractors and vendors shall

meet the following requirements:

1. Prior to granting access to CJI, the CGA on whose behalf the Contractor is retained shall

verify identification via a state of residency and national fingerprint‐based record check.

2. If a record of any kind is found, the CGA shall be formally notified and system access shall

be delayed pending review of the criminal history record information. The CGA shall in turn

notify the Contractor‐appointed Security Officer.

3. When identification of the applicant with a criminal history has been established by

fingerprint comparison, the CGA or the CJA (if the CGA does not have the authority to view

CHRI) shall review the matter.

4. A Contractor employee found to have a criminal record consisting of felony conviction(s)

shall be disqualified.

5. Applicants shall also be disqualified on the basis of confirmations that arrest warrants are

outstanding for such applicants.

6. The CGA shall maintain a list of personnel who have been authorized access to CJI and

shall, upon request, provide a current copy of the access list to the CSO.

Applicants with a record of misdemeanor offense(s) may be granted access if the CSO

determines the nature or severity of the misdemeanor offense(s) do not warrant

disqualification. The CGA may request the CSO to review a denial of access determination.