request for proposal - nanaimo · web viewthe city of nanaimo’s long term strategic goal is to...

REQUEST FOR PROPOSAL No. 1207

Telecommunications Infrastructure

Issue date: July 11, 2011

Closing location:Purchasing Department

2020 Labieux RoadNanaimo, B.C.

V9T 6J9

City Contact:Tom Rothoehler

Sr. Tech Support Specialist - NetworkTelephone: 250.755.4419

Email: [email protected]

Closing date and time:Proposals must be received at the Purchasing Department before 2:00 PM Pacific

Time onAugust 19, 2011

Proposals will not be opened in Public

mailto:[email protected]

Request for ProposalTelecommunications Infrastructure RFP

Table of Contents

TABLE OF CONTENTSSECTION 1 INTRODUCTION............................................................................................................................ 3

1.1 EXECUTIVE OVERVIEW............................................................................................................................... 31.2 CORE OBJECTIVES OF THIS BID................................................................................................................. 31.3 SCOPE OF WORK..................................................................................................................................... .3

SECTION 2 PROPOSAL SUBMISSION GUIDELINES.....................................................................................52.1 SCHEDULE................................................................................................................................................ 52.2 OPTIONAL PROPONENT’S MEETING RSVP.................................................................................................52.3 NOTICE OF INTENTION............................................................................................................................... 52.4 RESPONDENTS QUESTIONS........................................................................................................................ 62.5 SUBMISSION OF PROPOSALS...................................................................................................................... 62.6 LEGAL CONTRACTS AND FORMS................................................................................................................. 72.7 CONTRACT AWARD AND SELECTION PROCESS............................................................................................82.8 GENERAL TERMS AND CONDITIONS..........................................................................................................102.9 DEFINITIONS............................................................................................................................................ 22

SECTION 3 CURRENT ENVIRONMENT.........................................................................................................243.1 CURRENT VOICE INFRASTRUCTURE..........................................................................................................243.2 CURRENT DATA INFRASTRUCTURE...........................................................................................................29

APPENDIX A - SYSTEM REQUIREMENTS..........................................................................................................32A.1 OVERALL SOLUTION................................................................................................................................ 32A.2 ADMINISTRATIVE REQUIREMENTS.............................................................................................................35A.3 CORE FEATURES AND FUNCTIONALITY......................................................................................................36A.4 OPTIONAL FEATURES AND FUNCTIONALITY...............................................................................................42

APPENDIX B - PROFESSIONAL SERVICES.......................................................................................................44B.1 PROJECT MANAGEMENT ASSESSMENT.....................................................................................................44B.2 ADMINISTRATIVE STAFF TRAINING REQUIREMENTS....................................................................................44B.3 PROFESSIONAL SERVICES ACTIVITIES.......................................................................................................45

APPENDIX C - QUALIFICATIONS AND REFERENCES......................................................................................47C.1 MANDATORY INFORMATION...................................................................................................................... 47C.2 CORPORATE PROFILE.............................................................................................................................. 47C.3 CORPORATE REFERENCES.......................................................................................................................47C.4 STAFF EXPERIENCE................................................................................................................................. 48C.5 MAINTENANCE AND SUPPORT CONTRACTS...............................................................................................48C.6 3RD PARTY APPLICATIONS.........................................................................................................................50

APPENDIX D - PRICING........................................................................................................................................ 53D.1 PRICING SHEET....................................................................................................................................... 53D.2 PHASE 1 – PUBLIC WORKS......................................................................................................................53D.3 PHASE 2 – CITY HALL WITH PUBLIC WORKS BACKUP................................................................................54D.4 PHASE 3 – BRANCH SITE DEPLOYMENT....................................................................................................56D.5 OPTIONAL COMPONENTS......................................................................................................................... 57D.6 PRICING COMMITMENT............................................................................................................................. 57D.7 PRICING SUMMARY.................................................................................................................................. 58

APPENDIX E - FORMS.......................................................................................................................................... 59E.1 OPTIONAL PROPONENT’S MEETING RSVP................................................................................................59E.2 NOTICE OF INTENT TO PROPOSE..............................................................................................................60E.3 SUBMISSION COVERING FORM................................................................................................................. 61E.4 Respondent Reference.......................................................................................................................... 62


Introduction

SECTION 1 INTRODUCTION

1.1 EXECUTIVE OVERVIEWThe City of Nanaimo operates 14 separate facilities with telephone services at each location provided through a mix of PBX and KEY systems from a variety of manufacturers connected through the PSTN and city’s private fibre network. Having a mixture of systems creates a barrier for smooth communications across the city, as well as increasing the costs of on-going system administration and maintenance. All of the major sites have PBX equipment that are nearing End-of-Life status and should be considered for upgrades. Rather than continue to invest into disparate systems, the City would like to implement a strategy for system replacement that moves towards an integrated service.The City has installed its own City Wide Fibre network that should be leveraged as part of a long term telephony strategy. The two major operational centres, City Hall and Public Works, are served from different Central Offices. This is seen to be an advantage that would lend itself nicely to a system diversity plan.

The City of Nanaimo’s long term strategic goal is to implement an IP based telecom service based on a common platform for all facilities to deliver Unified Communications over a converged network infrastructure.

The current data infrastructure at Public Works is Avaya based and includes various core, aggregation and edge switches to provide the QoS (Quality of Service) and PoE (Power over Ethernet) required by an IP based telephone system. All Public Works cabling consists of either Cat 5e or Cat 6.

1.2 CORE OBJECTIVES OF THIS BIDThe ultimate goal of the City of Nanaimo is to deploy an IP telecom technology platform at all city facilities in order to streamline the City’s voice and data communication services into a single converged network. Achieving 100% city wide coverage is restricted by cost and city resources which are available to assist with the city wide roll out of IP telephony and services. Therefore, the goal of this bid is to find a partner for both manufacturer(s) and vendor(s) who will be help design a multi-year strategic plan for deployment. One department which has priority status and is in need of upgrading which will be part of the initial phase is Public Works.

Therefore, the primary objectives of this RFP are as follows:

1. Development of a voice communications 5 (five)-year strategic plan.

2. Establishment of Vendor partnership who will work with the City to execute such plan.

3. Standardization of manufacturer’s products and services.

4. Price protection guarantees for a minimum of 2(two) years from the initial installation date for future acquisitions.

5. Immediate replacement of Public Works NEC NEAX2000 IVS and NEC IPK Key included in phase 1.

6. Provide pricing for Phase 2 to replace the City Hall Nortel Option 11C

7. Provide pricing for Phase 3 to replace/migrate all other sites into the solution

1.3 BID SCOPEThe scope of this bid includes:


Introduction

Replacement of the existing NEC Phone system and voicemail platform at Public Works

Pricing for future phases (Phase 2 and 3)

A VoIP Readiness Assessment of the Nanaimo data/wan network

Potential implementation of optional components

1.3.1 OUT OF SCOPE Data Network Equipment - the existing Avaya LAN infrastructure provides PoE and QoS

Cabling Infrastructure – the existing cabling is either Cat 5e or Cat 6

RCMP 911 upgrade


Introduction

SECTION 2 PROPOSAL SUBMISSION GUIDELINES Failure to meet the requirements of this section will result in rejection of the Proposal.

2.1 SCHEDULE

NOTE: Amendments to this schedule will only be made at the discretion of The City of Nanaimo.

2.2 OPTIONAL PROPONENT’S MEETING RSVPThe Optional Proponent’s meeting will provide opportunity for Proponent’s to present questions in an interactive format. A maximum of 2 representatives are allowed from each respondent to this RFP.

1) Proponent’s should complete and return by email the signed Proponent’s Meeting RSVP form found in Appendix WWW -Forms Appendix XXX - Optional Proponent’s Meeting RSVP by no later than July 19th, 2011. The RSVP form should be sent to:

[email protected]

2.3 NOTICE OF INTENTIONProponent’s should complete and return by email the Notice of Intention form found in Appendix Appendix YYY - - Notice of Intent to Propose by no later than August 12th, 2011. The Notice of Intention should be sent to:

2.4 [email protected] QUESTIONS:

Date ActivityJuly 11th, 2011 Issue Proposal

July 19th, 2011 RSVP for Proponent’s Meeting

July 25th, 2011 Optional Proponent’s Meeting 1:00 PM PDT

The City of Nanaimo Public Works Department2020 Labieux RoadNanaimo, BC V9T 6J9

August 12th, 2011 Notice of Intent to Propose

August 12th, 2011 Final Date for Submission for RFP Questions: Questions must be submitted prior to 4 PM PDT.

August 19th, 2011 Closing Date for Submission before 2:00 PM PDT.

Submit Proposals to:

The City of Nanaimo

The wall clock in the Purchasing Department Office is the official time piece for the receipt of all Proposals

September 16th, 2011 Provide notice to Shortlisted Vendors

September 28th, 2011 Shortlisted Vendor Presentations

October 7th, 2011 Award Bid

mailto:[email protected]


Introduction1) Questions with respect to this Request for Proposal shall be submitted in writing via email only and

submitted (Section 2.1 – Schedule) to The City of Nanaimo prior to the deadline for “Final Date for Submission of Respondent questions” specified in the Request. Questions and the responses will be supplied to all potential respondents, without identifying the originator of the question. All questions are to be sent to:

[email protected] responses to questions will be sent as a written response as a numbered addendum to firms who submit Appendix E.2 Notice of Intent to Propose as well as being posted on the City’s website and BC Bid. If a firm does not submit Appendix E.2 Notice of Intent to Propose, it will be their sole responsibility to check for addendums posted on the City’s website or BC Bid prior to submitting their proposal.

2) Respondents shall not make verbal inquires associated with the Request for Proposal. A verbal response provided by The City of Nanaimo staff in connection with this Request, will not be binding on The City of Nanaimo nor will it be considered to change the requirements of the Request, in any way.

3) Respondents should acknowledge in their submission the receipt of each addendum to the RFP.

2.5 SUBMISSION OF PROPOSALS1) The Respondent should submit one (1) original hard copy to be labelled as such, signed by an

authorized signing officer, and three (3) hard copies of each proposal in a sealed envelope in addition to providing an electronic version (CD,DVD, or memory stick) containing the RFP with each hard copy, no later than 2:00 PM PDT August 19th, 2011 to the following address:

The City of NanaimoAttention: Kurtis Felker, Manager, Purchasing & Stores, City of Nanaimo,2020 Labieux Road, Nanaimo, BC, V9T 6J9

It is the Proponent’s sole responsibility to ensure they allow themselves enough time to submit their Proposal prior to the posted closing date and time.

2) All Proposals should be clearly marked with the Request for Proposal name, closing date and Respondent name & address on the face of the envelope.

3) Proposals, which are received after the posted closing date and time, will be returned unopened.

4) All prices are to be quoted in Canadian Dollars. All applicable taxes or fees should be shown separately such as Harmonized Sales Tax (“HST”).

5) Each Respondent shall sign and return the “Submission Covering Form” (found in Appendix E3 – Submission Covering Form) with their Proposal or the Proposal will not be accepted.

6) Proposals may not be submitted by facsimile or e-mail.

7) Proposals shall be submitted in English.

8) All Proposals shall be binding for a period of one hundred and twenty (120) calendar days. Adjustments to submitted Proposals by telephone, facsimile, email or letter will not be considered. Should a Respondent wish to alter or amend a Proposal, it shall be withdrawn by written notice and a new Proposal submitted prior to the posted closing date and time.

9) Proposals:

a) Respondents may submit as many Proposals as desired but each Proposal must be totally self-contained without reference to another and each Proposal will be equally binding.

b) Alternative Proposals: In addition to the basic Proposal, which each Responder agreeing to reply to this RFP should submit in conformance to the requirements of the RFP, Vendors are free to offer any alternatives to the basic Proposal, which are in the Responder’s view superior


Introductionor offer greater overall value to the City of Nanaimo.

10) The Respondent shall complete section BBB.1 Corporate References and provide three (3) customer references that have previously acquired or utilized similar services. The City of Nanaimo reserves the right to check all references provided and to check additional or further references.

11) Respondents should follow the format outlined in this section, to facilitate comparison and evaluation of Proposals.

a) Proposals should contain concise written material and illustrations that enable a clear understanding and evaluation of the Respondent’s capabilities and the qualities of its Proposal. Legibility, clarity and completeness of the Respondent's Proposal are essential. Note: All pages to be numbered.

b) Proposals should be structured as follows:

i) Submission Covering Form - (Appendix Appendix ZZZ - - Submission Covering Form) to be completed and signed.

ii) Table of Contents - Outline should be as follows

(1) Executive Summary - summary of submission,

(2) Solution Response – Refer to Appendix A - System Requirements for questions.

(3) Professional Services – Refer to Appendix KK - Professional Services for questions.

(4) Qualifications and References – Refer to Appendix YY - Qualifications and references for questions.

(5) Pricing – Refer to Appendix NNN - for response format. Note: Pricing should be in this format for bid consideration.

(6) Legal Contracts and Forms – Refer to 2.6 - Legal Contracts and Forms (below)

(7) Product Brochures and User Guides – if available

(8) Acknowledged Addendums – refer to 2.4 Respondents Questions

2.6 LEGAL CONTRACTS AND FORMS As part of this response, it is the responsibility of the Proponent to submit a copy of all contracts, schedules, documentation that would require signature or approval as part of this project. As part of this requirement all documentation is to be clearly index with a brief description of each form being provided. An example of forms that should be included would be: Letter of Authorization, Master Contract Agreements and schedules for services, etc.


Introduction

2.7 CONTRACT AWARD AND SELECTION PROCESS 2.7.1 CONTRACT AWARD

1) It is the intention of The City of Nanaimo to award the contract to the Respondent with the highest evaluated score, which complies with the criteria, set out in Section 2.7.5 herein ("Proposal Evaluation").

2) It is understood that if the Proposals are not acceptable to The City of Nanaimo, there may not be an Award.

3) The City of Nanaimo reserves the right not to award a contract to the Respondent with the highest evaluated score or indeed to any Respondent if the overall solution presented is not satisfactory; hence this RFP is not an irrevocable offer to purchase goods or services.

4) The successful Respondent will be notified in writing by The City of Nanaimo.

5) The lowest, or any Proposal may not necessarily be accepted.

2.7.2 PROPOSALS1) Proposals that do not meet the mandatory requirements will not be evaluated.

2.7.3 MANDATORY RESPONDENT SUBMISSION REQUIREMENTSMandatory Submission requirements are outlined in SECTION 2 and any additional mandatory content is identified in Appendix A, B, C and D.

All Respondents should indicate that they have complied with the following requirements (by completing the Submission Covering Form):

1) The Proposal Submission Guidelines (SECTION 2)2) Provision of detailed solution information as required under Appendix A and B related to the

technologies, Appendix C related to the support and background and pricing (Appendix D).

3) Acknowledgement and confirmation of the necessary financial and management resources to complete the duties described in the Proposal.

2.7.4 DISQUALIFICATIONThe City of Nanaimo reserves the right to disqualify any Respondent who has given false or misleading information.

2.7.5 PROPOSAL EVALUATIONAll proposals will be reviewed by an evaluation team created at the sole discretion of the City of Nanaimo. An award, if any, will be issued in writing the City of Nanaimo.

Proposals to this request will be evaluated according to the following criteria:

1) All Proposals should be in compliance with SECTION 2: Proposal Submission Guidelines

2) The following factors will form part of the evaluation:

Meets the City of Nanaimo Mandatory RequirementsThe extent to which The City of Nanaimo's mandatory requirements are met as identified in SECTION 2: Proposal Submission Guidelines.

a. Evaluation Scoring:


IntroductionEvaluation of the submissions will be based on the following components:

Overall Bid Response

Technical Components (Appendix A - System Requirements)

Professional services (Appendix KK - Professional Services)

Maintenance and Support (Appendix YY - Qualifications and references)

Pricing (Appendix NNN - Pricing)

b. Value Added Offerings

When evaluating Proposals the City of Nanaimo will consider in its evaluation process, Proposals from Vendors who offer innovative or enhanced project/service provision solutions that are of benefit to the City of Nanaimo. Offerings not directly related to this RFP must be included in a separate appendix and should only be referenced in the executive summary.


Introduction

2.8 GENERAL TERMS AND CONDITIONS1) All information provided by The City of Nanaimo to the successful Respondent is strictly confidential,

and as such, shall neither be disclosed to a third party under any circumstances nor used for commercial purposes. Each page or partial page of confidential information contained within a Respondent’s submission should be so marked.

2) The issuance of this Request to any prospective Respondent shall not cause any express or implied commitment or undertaking on the part of The City of Nanaimo to acquire goods or services.

3) The City of Nanaimo shall not be liable for any expense incurred by the Respondent resulting from a response to this or any Request.

4) Respondents shall not disclose their Proposals or elements of their Proposals to third parties without the prior written consent of The City of Nanaimo.

5) Each Respondent shall provide pricing for the goods or services as described. All prices quoted must remain unchanged for the term of the agreement.

6) Proposals not submitted in accordance with the instructions included in this Request may be disqualified at the discretion of The City of Nanaimo

7) The City of Nanaimo may cancel or withdraw this Request at its discretion with no compensation.

8) The City of Nanaimo may issue amendments to this RFP in writing prior to the Closing time. Respondents shall include all amendments in their submission.

9) The Respondent agrees that the Proposal contains a firm offer to supply the goods or services in accordance with the Terms and Conditions specified herein, and which Proposal may be accepted by The City of Nanaimo. The Respondent may revoke its Proposal at any time prior to the time fixed for the closing of the Request by delivering written notice of revocation to The City of Nanaimo Purchasing Department.

10) Respondents may submit as many Proposals as desired but each Proposal must be totally self-contained without reference to another and each Proposal will be equally binding.

11) If erasures or other changes appear in the Proposal, each erasure and change must be initialled by the person signing the Proposal.

12) The City of Nanaimo reserves the right to accept or reject any part of respondent’s proposal and select only those services or products they require.

2.8.1 AGREEMENTa) The successful Respondent will be required to enter into an Agreement with the City of

Nanaimo to supply the specified goods and/or service, according to the Terms and Conditions of this Request. Alternatively, and at the sole discretion of the City of Nanaimo, a purchase order (P.O.) to supply the specified goods and/or service, according to the Terms and Conditions of this Request may be issued by the City of Nanaimo

b) The laws of the Province of British Columbia and the Government of Canada shall govern the award.

c) The Request for Proposal and the Proposal shall be included as schedules to the award. In the event there is conflict between the Agreement and these schedules, the Agreement shall prevail.

d) The parties to the Agreement may only amend the agreement by an amendment in writing signed by both parties, which will form part of the award.

e) It is agreed and understood by the Respondent, that in submitting a response to this Request for Proposal, they certify that they have read and agree to comply with the Proposal


IntroductionSubmission Guidelines contained herein, and that any exceptions have been duly noted in their submission.

f) The City of Nanaimo cannot provide any guarantee of the volume of requirements, or the timing of such requirements over the Term of the Agreement.

2.8.2 SURVIVAL All warranties and representations about quality, skills, qualifications and experience, the intellectual property clause, the confidentiality clause, the indemnity clause, and any clauses about remedies shall remain in force after the Term of the Agreement.

2.8.3 GENERAL DUTIES AND STANDARDS The Respondent shall provide the goods and/or services as tendered, including the provision of any and all labour, supplies and equipment necessary to, carry out its duties under the Agreement, strictly in accordance with all of the terms of the Request for Proposal, and the Response as modified by subsequent correspondence and the award.

2.8.4 STANDARD OF CAREThe Respondent shall carry out the duties hereunder skilfully, diligently, and expeditiously, in good faith, in a careful and competent manner, and in accordance with good business practices, management techniques, laws of British Columbia and current relevant standards.

2.8.5 INDEMNIFICATIONThe Proponent shall indemnify and save harmless the City, its agents, employees and elected officials from and against any and all liability whatsoever for losses, liens, charges, claims, demands, payments, suits, actions, recoveries, and judgments including legal fees and expenses of every nature and description brought or recovered against either the City, its agents and employees, or the consultant by reason of an act,error or omission of the Consultant, its agents employees or licencees in providing the services, including, without limiting the generality of the foregoing, loss or damage to property, injury to or the death of any persons, alleged copyright, patent or other intellectual property rights infringement or interference, defective design or damage to the environment.

2.8.6 TIMEThe delivery of goods and/or services shall be performed in a timely fashion and according to the schedules in the Agreement.

2.8.7 TERMINATIONWithout liability, cost or penalty, The City of Nanaimo may terminate this Agreement immediately with or without reason or cause upon written notice.

2.8.8 BREACH OF CONTRACTa) The following shall be events of breach:

i) If The City of Nanaimo is of the opinion that there has been a breach of any warranty, representation, condition or provision of this Agreement; or

ii) if The City of Nanaimo considers the Respondent insolvent or bankrupt, or if a receiver or trustee is appointed to handle the Respondent’s property, or if the


IntroductionRespondent makes an assignment, proposal, compromise or arrangement for the benefit of creditors or files for the appointment of a receiver; or attempts to make a bulk sale.

b) Curing the Breach:In the event that the City of Nanaimo considers the breach curable and wishes to give the Respondent the opportunity to cure the breach, The City of Nanaimo shall notify the Respondent of the details of the breach with a specific period in which the Respondent may affect the cure. At the end of that period, if the City of Nanaimo considers that the cure has not been accomplished, the City of Nanaimo may extend the cure period and repeat the process in this section or terminate the Agreement immediately.

2.8.9 OBLIGATIONS IN THE EVENT OF TERMINATIONa) Obligations of the Respondent:

The Respondent shall prepare a report on the state of the deliverables and deliver whatever has been supplied by the City of Nanaimo and produced by the Respondent under the Agreement within ten (10) days of the termination in a proper and professional manner.

b) Obligations of The City of Nanaimo:The City of Nanaimo shall make payment for services performed to the satisfaction of the City of Nanaimo to the date of termination upon receiving the invoice, but, in the case of termination for breach, The City of Nanaimo may deduct or set off from such payment any hold back plus any additional losses or costs and expenses incurred or to be incurred as a result of the termination or events leading up to the termination, reasonably calculated. If the loss to the City of Nanaimo is greater than payments withheld, or if the City of Nanaimo fails to withhold payment as a result of an administrative error, the City of Nanaimo may commence any proceeding to recover any loss in tort or contract.

2.8.10 DISPUTE RESOLUTIONIn the event of a dispute arising between the City and the Proponent as to their respective rightsand obligations under the Agreement, both parties agree to resolve the dispute by:

a. Frank and open negotiations whereby both parties use their best efforts to resolve the dispute by mutual agreement including the most Senior Management of both parties.

a. If, after 30 calendar days, the dispute is not resolved, both parties agree to appoint a mediator to resolve the dispute. All costs to be split equally.

b. If, after the mediation process is complete and the dispute is not resolved, the parties shall proceed to arbitrations following the rules of procedures as per the British Columbia International Commercial Arbitration Centre located in Vancouver, B.C.. All costs, with the exception of legal fees, shall be borne equally.

2.8.11 REMEDIES OF THE CITY OF NANAIMOUpon the occurrence of a breach of the Agreement by the Respondent, the City of Nanaimo may choose from the following remedies, as the City of Nanaimo, in its sole and absolute discretion, shall determine:

a) The City of Nanaimo may terminate this Agreement;

b) The City of Nanaimo may bring any action at law as may be necessary or advisable in order to recover damages and costs.

c) If the City of Nanaimo terminates the Agreement or reduces its scope thereby depriving the Respondent of the right to complete any portion of the Project, The City of Nanaimo will then have the right, but not the obligation, to complete the Project by whatever method the City of Nanaimo considers expedient. The City of Nanaimo may choose to do the Work itself or to


Introductionremove or replace the Respondent but to keep all or some of the subcontractors. In that event, the Respondent shall assign specified subcontracts to the City of Nanaimo or it’s designate at the option of the City of Nanaimo.

d) If the City of Nanaimo terminates the Agreement or reduces its scope and is forced to do all or part of the work itself or find a replacement for the Respondent with or without its subcontractors, the Respondent shall bear the incremental costs associated with the change. Included in those incremental costs will be any margin making up the higher price associated with the replacement by another Respondent or by the City of Nanaimo employees, as well as an administration fee for the added administrative and legal burden of repeating the process of selection. If these costs exceed the unpaid balance of the contract, the Respondent will be liable for the balance.

2.8.12 NON EXCLUSIVE REMEDIESThe City of Nanaimo may, in its sole discretion, exercise any right or recourse and/or proceed by any action, suit, remedy or proceeding against the Respondent authorized hereunder or permitted by law and may proceed to exercise any and all rights hereunder and no remedy for the enforcement of the rights of the City of Nanaimo shall be exclusive of any other rights or remedies provided hereunder or at law or in equity or be dependent upon any such right or remedy and any one or more of such rights or remedies may from time to time be exercised independently or in combination.

2.8.13 SUB-CONTRACTINGa) The Respondent shall not assign, transfer, pledge or subcontract the performance of

services without the prior written consent of the City of Nanaimo. Such consent may be withheld at the sole discretion of the City of Nanaimo.

b) No assignment or subcontract shall relieve the Respondent from its obligations arising from the Agreement or impose any liability upon the City of Nanaimo to any assignee or subcontractor. The Respondent shall at all times be held fully responsible for the acts and omissions of the assignee or the subcontractor and its Personnel.

c) If there is a joint proposal by two or more Respondents, one shall take overall responsibility and liability (the Respondent) and the other shall be a subcontractor and the details of the arrangement shall be part of the Proposal.

d) Nothing contained in the agreements between the Respondent and the sub-contractor(s) shall create any contractual relationship between the sub-contractor(s) and the City of Nanaimo

2.8.14 CONFIDENTIALITYa) The Respondent, including all Personnel shall not disclose, divulge, lend, licence or sell to

any third party any information, data, databases, documents, software, proprietary information, supplied to or by the City of Nanaimo in the performance of the Agreement.

b) Respondents shall not disclose their Proposals or elements of their Proposals to third parties without the prior written consent of the City of Nanaimo.

2.8.15 EXCLUSIVITYThe Agreement shall not restrict the City of Nanaimo from contracting for identical or similar goods and/or services from any other person.


Introduction2.8.16 DISCLAIMER

The City of Nanaimo shall not be liable for any inaccuracies in the Request and schedules to it. The City of Nanaimo has provided its best efforts to give the detail according to its best knowledge and experience. If any details change, The City of Nanaimo shall provide notice so that the Proposals may be altered accordingly.

2.8.17 PERSONNELa) All parts of the services(s) shall be performed by persons qualified and skilled in performing

such services.

b) The Respondent shall replace any of its Personnel if they are unacceptable to the City of Nanaimo because of security risk, incompetence, conflict of interest, and breach of confidentiality or improper conduct upon receiving written notice from the City of Nanaimo.

c) The Respondent shall pay the wages and benefits of any personnel. Nothing contained or implied in any forthcoming Agreement shall create any contractual relationship between the Respondent's personnel and the City of Nanaimo.

d) The City of Nanaimo shall not be liable for any loss, damage, theft, burglary or robbery of any personal belongings, equipment or vehicles of the personnel, agents or subcontractors of the Respondent.

2.8.18 CONFLICT OF INTERESTa) The Respondent shall disclose to the City of Nanaimo without delay any actual or potential

situation that may be reasonably interpreted as either a conflict of interest or a potential conflict of interest.

b) A breach of this section by the Respondent shall entitle the City of Nanaimo to terminate the Agreement, in addition to any other remedies that the City of Nanaimo has in the Agreement, in law or in equity.

2.8.19 INTELLECTUAL PROPERTYa) All documents, raw data, research, processes, technology, film, artwork, engravings, dies,

paper tapes, magnetic media, programs, designs and inventions (collectively referred to as the "Information") conceived of, collected, completed or produced in the course of performance of the Agreement by the Respondent, (including all Personnel) for the City of Nanaimo or provided to the Respondent by the City of Nanaimo shall be the exclusive property of the City of Nanaimo and shall be kept confidential.

b) The Respondent shall not disclose any information or report related to this Assignment to any person or group of persons without the written direction from the City of Nanaimo.

c) The Respondent shall not retain any Information related to the Assignment, in any medium, and shall return all copies.

2.8.20 INFORMATION AND DOCUMENTATIONa) All information and documents supplied to the Respondent under the Agreement and all

reports, programs, procedures, documents and information produced under the Agreement are the property of the City of Nanaimo and shall be returned upon completion of the contract.

b) All materials prepared at the request of and for the City of Nanaimo shall remain the property of the City of Nanaimo


Introduction2.8.21 TAXATION

a) Unless otherwise provided for, the Respondent shall collect and remit all applicable government taxes in force at the date of the Agreement.

b) In the event that a change in any applicable direct sales-type tax is enacted and effective after the signing of the Agreement or issuance of an Order, the price stipulated in the Agreement or Order shall be adjusted by an amount equal to the increase or decrease in the cost of the work to the Respondent brought about by the change in such tax ("Price Adjustment"). Such Price Adjustment shall be effective during the period in which the tax change is effective. The Respondent shall provide an itemized account of any tax adjustments for approval.

2.8.22 CONSORTIUM BID AGREEMENTWhere the Respondent is a consortium of persons and proposes a joint bid, using third parties to perform any part or parts of the Agreement, a full explanation of the arrangement, together with a signed agreement or letter of intent covering each sub-contract, must accompany the Proposal. In such cases it must be clearly stated who is the responsible person for the Proposal ("Lead Respondent") and who will be responsible and liable to the City of Nanaimo for the performance of the Agreement throughout the entire Term of the Agreement. Invoices will only be accepted from and any payments made to the Lead Respondent.

2.8.23 CONTRACT ADMINISTRATORThe Contract Administrator shall be the City of Nanaimo representative and will act on behalf of the City of Nanaimo with respect to the exercise of all powers, duties and authority vested in the City of Nanaimo under this Agreement.

2.8.24 REPRESENTATIVEa) The Respondent’s Project Manager shall represent the Respondent at all times throughout

the currency of this Agreement. The Respondent may at any time and from time to time, replace the designated Project Manager with prior Approval of the City of Nanaimo.

b) The Contract Administrator shall represent the City of Nanaimo and shall have the right to require the Respondent to cause the replacement of the Project Manager if such Project Manager is not carrying out his or her duties to the reasonable satisfaction of the City of Nanaimo.

2.8.25 NO SMOKING POLICYThe Respondent and any employee or subcontractor shall not smoke in or on any City of Nanaimo property.

2.8.26 ACCESSa) The Respondent will have to submit a work schedule for all personnel associated with this

project in advance in order to be guaranteed access to the City of Nanaimo job site, subject to clause 2 below.

b) The City of Nanaimo has the right at all times to refuse access to any employee, agent or assign of the Respondent for reason of security.


Introduction2.8.27 UTILITIES

All necessary heat, light, power and water required by the Respondent in the performance of the Agreement will be provided by the City of Nanaimo.

2.8.28 CONDITION OF PREMISESa) Upon completion of the service or supply of the Equipment as set out in the Request, each

and every work site must be left in a "swept-clean" condition daily.

b) The Respondent is responsible for the cleanup of all materials related to their work, while on the project site.

c) The Respondent is responsible for keeping the workplace clean, safe and free from debris that has been caused by the Respondent at all times. All debris from the successful Respondent must be removed from the site on a daily basis. The cost of cleaning is the responsibility of the Respondent for their debris. The Respondent shall dispose of all their debris off site.

2.8.29 NO COLLUSIONA Respondent shall not communicate, directly or indirectly, with any other party, servant or agent, information about their proposal or business plan, including figures or arrangements.

2.8.30 CHANGESa) Change Orders The Respondent shall take steps to ensure that any Change Orders issued

during the performance of the services, and signed by the City of Nanaimo, are diligently complied with and implemented.

b) Scope Changes The Respondent shall take steps to ensure that Scope Changes issued during the performance of the Assignment are diligently complied with and implemented in such a manner so that costs and delays relating thereto are minimized to the greatest extent possible in the circumstances and in compliance with the Agreement.

2.8.31 APPROVALS AND CONSENTSWherever the provisions of this Agreement require or provide for an approval or consent by the City of Nanaimo of or to any action, document or other matter contemplated by this Agreement, this Agreement shall provide that:

a) Such request for approval or consent shall be in writing and shall:

i) contain or be accompanied by any documentation or information required for such approval or consent

ii) clearly set forth the matter in respect of which such approval or consent is being sought;

iii) form the sole subject matter of the correspondence containing such request for approval or consent; and

iv) clearly state that such approval or consent is being sought;

b) Such approval or consent shall be in writing and shall not be unreasonably or arbitrarily withheld or delayed (unless the text hereof expressly states otherwise);

c) The City of Nanaimo shall, expeditiously after receiving a Notice requesting an approval or consent, advise the Respondent by Notice either that the City of Nanaimo consents or


Introductionapproves or that it withholds its consent or approval in which case it shall set forth, in reasonable detail, its reasons for withholding its consent or approval; and

d) If the responding Notice mentioned in subsection 2.8.31 c) indicates that the City of Nanaimo does not approve or consent, the Respondent shall promptly take all steps necessary to satisfy the objections of the City of Nanaimo set out in the responding Notice and thereupon, shall resubmit such request for approval or consent from time to time and the provisions of this Section 2.8.31 shall again apply until such time as the approval or consent from the City of Nanaimo is finally obtained.

2.8.32 ADDITIONAL APPROVALS AND CONSENTSThe City of Nanaimo may require such further approvals and consents as may be reasonably required with respect to the Work.

2.8.33 EQUIPMENTa) All electrical equipment must be C.S.A. and/or BC Hydro approved and must bear

appropriate designation of such approval. All telecommunication equipment must be Department of Communications approved.

b) All operating manuals, documentation etc. shall be supplied with the Equipment, in English, at no extra charge.

c) All delivered Equipment must match the equipment specifications as specified herein.

2.8.34 TECHNOLOGYa) The Respondent must be authorized to sell any equipment included in the Proposal

("Equipment") by the Canadian Manufacturer or Distributor (if one exists), and may be required to provide proof of such authorization. Further, the Equipment must be authorized for sale in Canada.

b) The City of Nanaimo reserves the right to undergo an equipment evaluation of all hardware products for which it has not previously completed a technical evaluation. The City of Nanaimo technical staff shall perform an Acceptance Test to determine whether the system:

i) Performs repetitively without failure on a variety of data using purchaser converted system files for a period of not less than five (5) working days and shall attempt to use existing the City of Nanaimo equipment in conjunction with the product being tested to ensure compatibility; and,

ii) Meets the requirements, functional specifications and standards demanded by the Functional Specifications included herein.

c) Immediately following installation of any Equipment, the City of Nanaimo shall perform such tests as it deems necessary to determine whether the Equipment:

i) Meets the requirements, Functional Specifications and standards set out in the Equipment Specification attached hereto ("Acceptance Test"); and

ii) Performs repetitively without failure on a variety of data, using the City of Nanaimo converted system files for a period of thirty (30) consecutive working days from date of receipt.


Introduction2.8.35 ACCEPTANCE TESTING

a) As part of an Acceptance Test, the City of Nanaimo shall be entitled to confirm that the Product is fully operational and useable, and meets the requirements set forth in this Agreement

b) If such Acceptance Test discloses any material deficiency, the Respondent shall correct such deficiency and the City of Nanaimo shall thereafter re-conduct the Acceptance Test. Failure to meet specifications after the second Acceptance Test shall entitle the City of Nanaimo to cancel the Agreement without liability or to request the Respondent to correct the deficiencies and to repeat the Acceptance Test.

c) Should the City of Nanaimo elect to give the Respondent additional opportunities to correct deficiencies of the Equipment and to repeat the Acceptance Test, this shall be without prejudice to the City of Nanaimo right to cancel the Agreement without liability should the Equipment fail such subsequent test(s).

2.8.36 WARRANTYThe Respondent warrants that the equipment will perform as provided in any manual or other documentation and that it will be of merchantable quality, etc. The warranty must provide for repair or replacement during the warranty period. The Respondent warrants that it has the intellectual property rights in any program associated with the equipment and can licence the City of Nanaimo to use it. Warranties shall commence upon the City of Nanaimo acceptance.

2.8.37 TECHNICAL SPECIFICATIONSThe Respondent must provide detailed technical specifications on all equipment proposed showing physical size, capacities, heat and other emissions, processing speeds and other relevant information and requirements.

2.8.38 MAINTENANCE SUPPORTa) Extended maintenance for all Equipment supplied by the Respondent must be provided.

Equipment maintenance shall be quoted separately on a three year basis.

b) Respondents are to provide the following levels of support and service:

a. The warranty and maintenance will cover all “No Fault” parts and labour, not including loss or theft. The service must be performed ON-SITE within the time frames agreed to in the final contract. This time frame to start from the time the Respondent is first notified on the problem. Each Respondent shall specify how service is to be provided. I.e. third party

b. In the event that equipment cannot be serviced on-site within the Time Frame, a temporary replacement device is to be provided. Any temporary loaned device must be functionally identical to the equipment requiring service and must be available to the City of Nanaimo within the time frame allowed. The Respondent will be responsible for all transportation costs for the loaned equipment.

2.8.39 WORKERS’ COMPENSATION CERTIFICATE OF CLEARANCE

The successful Respondent shall provide the City of Nanaimo with a valid WorkSafeBC Board Certificate of Clearance to the satisfaction of the City of Nanaimo or their agent.


Introduction2.8.40 INSURANCE

The Contractor shall, at its own expense, provide to the City a comprehensive general liability insurance policy to the satisfaction of the City in an amount of not less than $5 million all inclusive together with a standard non-owned automobile liability and statutory conditions endorsement. The City of Nanaimo shall also be included as an additional insured on the Policy with respect to any work performed by the Contractor for the City. The insurance shall be maintained during the continuance of this agreement and shall insure the City and shall contain a cross-liability clause and shall not be capable of cancellation unless 30 days notice is first given to the City. A certified copy of the policy shall be provided to the City.

2.8.41 CONSTRUCTION SCHEDULESIt will be left to the discretion of the Respondent the means to complete the entire project in accordance to the schedule, specification and safety guidelines set forth by the City of Nanaimo for this project and the City of Nanaimo Project Manager. The successful Respondent shall coordinate with the Project Manager with this project to insure harmony and a smooth working environment with other trades on the site.

2.8.42 COMMUNICATIONS PRODUCTSa) All products must meet the specifications as listed in this document. No alternatives will be

accepted unless prior written acceptance by the City of Nanaimo.

b) The Respondent shall supply proof that all materials for this project are new and have not been used elsewhere. The Respondent shall at his expense remedy any occurrences where used or defective materials are used or found.

c) All products installed must meet or exceed all local, provincial and federal building, fire, health, safety and electrical codes.

d) The Respondent is responsible for complete storage, handling, delivery and installation of all materials used in the performance of the work.

2.8.43 LABOURa) The Respondent’s Contractors or Technicians must comply with all the requirements of the

Occupational Health & Safety Act.

b) All technicians who shall be terminating any portion and testing any segment of this contract shall have successfully completed the training and certification of products/services being provided as part of this contract. Technicians could be asked to show proof of certification and should be prepared to produce proof of certification that they have successfully completed installation training of the system manufacturer to be installed.

c) The City of Nanaimo reserves the right to review the qualifications of sub-trades named on this project and reject them if deemed necessary.

2.8.44 PAYMENT TERMSThe Proponent will be solely responsible for invoicing the City ensuring to include the City’s Purchase Order number on all invoices to assure timely payment.

All invoices are subject to prior review and approval by the City and approved invoices will be paid on a net 30 day basis unless otherwise negotiated and agreed to in writing.

If the City does not approve of the services or part of them or percentage of work complete which are the subject of the invoice, the City shall advise the Proponent in writing of the reasons for


Introductionnon-approval and the Proponent shall remedy at no additional cost to the City before the City shall be obliged to pay the invoice or any part of it or any percentage, as the case may be.

2.8.45 COST ESTIMATES, COST MINIMIZATION AND CAPS

a) If a Schedule specifies that any Services are to be provided at a Time and Materials Rate and not by fixed price and if, in the course of performing the Services, Respondent becomes aware that the cost for the Services, or any component thereof, will or are likely to exceed the cost estimate agreed to by The City of Nanaimo, Respondent agrees to promptly submit a revised cost estimate for approval by The City of Nanaimo. Pending approval by The City of Nanaimo of the revised cost estimate and unless otherwise instructed by The City of Nanaimo in writing, Respondent will cease work on the Services or such component thereof. Respondent agrees to resume work on the Services when The City of Nanaimo approves the revised cost estimate in writing.

b) Where a Schedule states a maximum price for Services, Respondent acknowledges that it has performed a preliminary review of The City of Nanaimo’s requirements and agrees that the total Fees charged to The City of Nanaimo shall not exceed the maximum Fees listed in such Schedule.

c) To the extent any Services are rendered on a time and materials basis or cost basis under this Agreement, Respondent shall use commercially reasonable efforts to complete each assigned task in as economical a manner as practicable and to minimize the time and materials charges or costs and other charges or charges and expenses incurred in connection therewith, to the maximum extent practicable, consistent with Respondent’s other obligations under this Agreement.

2.8.46 DOCUMENTATIONa) Concurrently with the delivery of any Product, Respondent agrees to provide The City of

Nanaimo with sufficiently detailed Documentation to enable The City of Nanaimo to install, configure, operate, validate and maintain (routine maintenance) the Product. Documentation will be provided in modifiable electronic form, where available. The City of Nanaimo may modify user Documentation in support of any permitted use of the Products but any such change will not change Respondent’s obligations under this Agreement. The City of Nanaimo must notify Respondent of changes to Documentation and shall request Respondent’s approval, not to be unreasonably withheld.

b) Respondent agrees to furnish The City of Nanaimo with revisions to the existing Documentation that it may develop for the Product when the revisions are published. The revised Documentation will be provided at no cost to The City of Nanaimo during the Warranty Period, and will be provided in consideration of the Support Fees during the period when the Product is subject to Support Services.

c) The City of Nanaimo may reproduce, at no cost to The City of Nanaimo, as many copies of this Documentation as it requires in accordance with the terms of this Agreement, including the applicable Schedule. The City of Nanaimo agrees to reproduce the Documentation and printed materials for internal use of its Representatives who require the Documentation to perform their responsibilities to The City of Nanaimo.

d) The City of Nanaimo may make, at no additional cost, copies of the Documentation to replace any worn or damaged copies.

2.8.47 BUSINESS LICENCEThe successful Proponent must have a current City of Nanaimo Business Licence prior to the commencement of any work.


Introduction2.8.48 LIMITATION OF DAMAGES

The Proponent, by submitting a proposal, agrees that it will not claim damages, for whatever reason, relating to the Contract or in respect of the competitive process, in excess of an amount equivalent to the reasonable costs incurred by the Proponent in preparing its proposal and the Proponent, by submitting a proposal, waives any claim for loss of profits if no agreement is made with the Proponent.

2.8.49 FREEDOM OF INFORMATIONAll documents, including proposals, submitted to the City become the property of the City. They will be received and held in confidence by the City, subject to the provisions of the Province of British Columbia’s Freedom of Information and Protection of Privacy Act.

2.8.50 FORCE MAJEURENeither party shall be responsible for any delay or failure to perform its obligations under this Agreement where such delay or failure is due to fire, flood, explosion, war, embargo, governmental action, Act of Public Authority, Act of God or to any other cause beyond its control, except labour disruption.

In the event Force Majeure occurs, the party who is delayed or fails to perform shall give prompt notice to the other party and shall take all reasonable steps to eliminate the cause.

Should the Force Majeure event last longer than 30 calendar days, the City may terminate this Agreement immediately by written notice to the Contractor without further liability, expense, or cost of any kind.

2.8.51 LOCAL PREFERENCEPreference shall be given to local suppliers where quality, service, and price are equivalent.

2.8.52 MINIMUM RATE OF PAYEvery contract made by the Employer for construction, remodelling, repair, or, demolition of any municipal works or for providing any municipal service or function shall be subject to the following condition:

“Minimum rate of pay for work performed under this Contract or under Sub-contract shall be as classified in the current Agreement between the City of Nanaimo and Canadian Union of Public Employees, Local 401.”

DefinitionsWork performed” refers to the current classifications contained in the Parties’ Collective Agreement and not directly connected to the job which is contracted.

Process1) Each contract assigned to a contractor by the City of Nanaimo will contain terms:

a) Requiring that the contractor adhere to the provisions of Article 31 of the Collective Agreement. Current classified rates will be included.

b) Specifying that failure to adhere to the provisions is a breach of the contract and may give rise to the termination of the contract.

c) Entitling the City to copies of information showing the wage rates paid to its employees. (The City will provide copies to the Union if requested.)

2) In the event the City has concerns that a contractor is in violation of Article 31, the following shall apply:


Introduction

a) The City shall immediately inform the contractor of its concerns and require the contractor to comply.

b) The City shall follow up contact and if violation still exists within thirty (30) days provide written request for compliance.

c) If violation continues, the City shall provide second request within a further thirty (30) days and demand compliance or contract forfeiture may occur.

d) If violation continues, the City shall provide final request within a further thirty (30) days and may give two weeks’ notice for failure to comply with provision of contract.

e) The City may terminate the contract and/or withhold funds and/or require the contractor to submit appropriate monies to rectify the breach of contract.

f) If the City does not require forfeiture, such decision must be for bona fide operational or legal reasons.

g) Notwithstanding the above, the City may proceed to (d) or (e) directly.

2.8.53 MINOR NON-COMPLIANCE WAIVERThe City of Nanaimo reserves the right to waive items it deems as minor non-compliance.

2.8.54 RIGHT TO NEGOTIATEThe City of Nanaimo reserves the right to negotiate with the preferred proponent.

2.9 DEFINITIONSUnless otherwise noted, whenever used in this document:

1) "Agreement" means the formal agreement entered into by the successful Respondent to this Request.

2) "Consortium" means a consortium of persons, firms or companies prepared to complete the Agreement.

3) “THE CITY OF NANAIMO” will refer to The City of Nanaimo, Nanaimo, B.C., Canada.

4) "Proposal" means each submission or response submitted by a Respondent to the Request.

5) "Respondent" means any person, or persons, whether an individual, corporation, or consortium submitting a response to this Request.

6) "Satisfactory", "approved", "adequately", "suitable", or similar words or phrases mean, unless the context provides otherwise, "satisfactory to The City of Nanaimo ", "approved by The City of Nanaimo ”, "adequately to The City of Nanaimo's satisfaction", "suitable to The City of Nanaimo " etc.

7) "Term" means the time period for the Agreement.

8) "Terms and Conditions" means generally all the terms and conditions of the Request.

9) “Applicable Law” means all applicable requirements, laws, statutes, codes, acts, ordinances, orders, decrees, injunctions, by-laws, rules, regulations, permits, licenses, authorizations, directions and agreements with all applicable government authorities, agencies, bodies or departments, having jurisdiction over this Agreement or the supply or use of the Products or Services

10) “Deficiency” means any error, defect or malfunction in any Product, including any non-conformity with the Specifications, other requirements of this Agreement or defects in materials, workmanship or design. “Deficiencies” refers to more than one Deficiency


Introduction11) “Documentation” means (1) documentation in either printed or machine-readable form provided, or to

be provided, to The City of Nanaimo (including any documentation specifically identified in a Schedule) relating to the design, capabilities, functionality, installation, use maintenance or operation of a Product, including system and technical manuals, program manuals, test and diagnostic information, specifications, maintenance information plans, schematics, sales materials, descriptions (including those provided orally or by means of demonstration) program listings, flow charts, application manuals, training manuals, user manuals, test documentation and data, reference materials and operating procedures, which among other things, contain operating instructions for the Products (including of the following: (a) description of all procedures and tasks; (b) system prompts, acceptable responses, and operating actions; (c) procedure timing and task dependence requirements; and (d) error messages and recovery procedures) and (2) any additional documentation produced by Respondent with respect to any Customizations made for The City of Nanaimo.

12) “Product” means, as the context admits, any System, or any components of hardware, Software or other deliverables to be provided under this Agreement and its associated Documentation. Product includes (i) all Modifications, (ii) any Enhancements that are acquired by The City of Nanaimo and (iii) any Customizations or Deliverables. For further certainty, the Product shall include any Sub-Licensed Software, as modified, customized, supplemented or enhanced by Respondent to meet The City of Nanaimo’s requirements.

13) “Services” means the service to be provided by Respondent to The City of Nanaimo as described in this Agreement or any Schedule, including implementation Services, Professional Services and Support Services, and any additional services authorized by The City of Nanaimo which Respondent agrees to perform or is required to perform hereunder.

14) “Specifications” means (i) the Software Specifications, (ii) the System Specifications, (iii) the Documentation, (iv) the Business Functional Requirements Specifications (attached to the RFP) and (v) such other criteria incorporated or referenced in this Agreement and any other criteria as mutually agreed upon by the parties with respect to any Product. In the event that a Product was demonstrated to The City of Nanaimo prior to execution of this Agreement then the Specifications for any such Product acquired by The City of Nanaimo shall also be deemed to incorporate such functionality as was demonstrated to The City of Nanaimo

15) “System” means an integrated system which includes applicable items of Recommended Configuration, Software, Documentation and Services to be provided pursuant to a Schedule or related Schedules, whether or not all components are to be delivered at one time or in separate deliveries. “System” also includes any Modifications in respect of any of the foregoing which are made during the period Respondent is providing Support Services to The City of Nanaimo.

16) As used in this Agreement, “Confidential Information” of a party means secret or confidential information which is not generally known to the public


Current Environment

SECTION 3 CURRENT ENVIRONMENT

3.1 CURRENT VOICE INFRASTRUCTUREThe City manages a variety of locations. These include public works, recreation centres and other facilities.

Engineering/Public Works - 2020 Labieux RdPublic Works is responsible for the provision of technical services, design, engineering drawings, surveying services, engineering studies, transportation planning, garbage and recycling, road maintenance and safety, sewage and drainage and water supply.

Telephone service for 75 local stations is currently provided by an NEC NEAX 2000 IVS PBX/NEC IPK KEY with FMS 2 Voicemail connected to the Wellington Central Office. Two analogue TIE trunks are connected to City Hall to provide 4 digit dialling capability between sites.

City Hall - 455 Wallace StreetCity Hall provides municipal administration and local government services with telephone service provided by a Nortel Option 11C (s/w release 3.0) with a Call Pilot 1.07 (12 channel 300 mailbox) Voice Mail system. Two TIE trunks connect City Hall to Public Works, one TIE trunk connects to the Bowen Complex and one OPX circuit connects to Firehall 911. PSTN connectivity is to the Fitzwilliam CO with one attendant console position.

Annex - 238 Franklyn St.The City of Nanaimo's Franklyn Street Annex provides access to the City Manager's office, human resources, planning, building inspections, bylaw services, permits, planning, engineering and real estate.

Telephone service to the Annex is provided by a 100 pair cable connected to the Option 11C at City Hall. (Annex station count already included in City Hall totals)

Community Policing Service - 18 Victoria CrescentThe Community Policing and Services Office serves as an information centre for downtown businesses, residents and shoppers. Staffed by a Community Policing Coordinator, By-Law Enforcement Officer and Volunteers, the CPSO provides information on safety concerns and also crime prevention programs and general downtown information. It also houses the Citizens on Patrol, Harbour Watch, Speed Watch and the Auxiliary policing program. Also working out of the office are employees of Footprints Security, a private security firm contracted by the City to provide daily foot patrols and security for the citizens of Nanaimo. Telephone service is provided through two analog lines. PSTN connectivity is to the Fitzwilliam CO.

Bowen Park Complex – 500 Bowen Rd.The Bowen Park Complex is a versatile multi-purpose facility that can accommodate a variety of uses including concerts, shows, socials, banquets, receptions, meetings, workshops, rehearsals, conferences for up to 300 people. The telephone system at Bowen Complex is a Mitel SX200 RM with Express Messenger voicemail which is also used to provide voicemail services to the Ice Centre, Aquatic Centre and Beban Complex connected over city owned fibre T1 links. One TIE trunk connects to City Hall and one business line is used to connect to 911. PSTN connectivity is to the Fitzwilliam CO with one attendant console position.


Current Environment

Beban Park Complex – 2300 Bowen RoadBeban Park Social Centre is located near the centre of the city and has an ice rink, swimming pool, playground, wireless internet, pitch'n putt, tennis courts, forested participark, bmx track and playing fields. Telephone service is provided by a Mitel SX-200EL with voicemail provided through connection to the Bowen Complex Express Messenger over city owned fibre T1 link. PSTN connectivity is to the Wellington CO with one attendant console position.

Aquatic Centre – 741 Third St.The facility houses a 52m competition pool including 2 movable bulkheads, leisure pool, dry fitness facility, cafe, meeting rooms and social area. Telephone service is provided by a Mitel SX -200 EL system on site with voicemail service provided through connection to the Bowen Complex Express Messenger voicemail system over city owned fibre T1 link. There is also an underground 10 pair copper connection to the Ice Centre to support telephone service with a 911 connection to the Bowen Complex. PSTN connectivity if through the Fitzwilliam CO and nightime console service is provided from Beban.

Ice Centre- 750 Third St.The Nanaimo Ice Centre features two NHL-size ice rinks. Rink One has a seating capacity of 400 and Rink Two has a capacity of 200. The facility also offers 11 change rooms, two officials room and a warm lounge area. The Ice Centre is connected through 10 city owned copper pairs to the Aquatic Centre Mitel SX 200 EL for telephone service.

Parks Yard - 89 Prideaux St.The Parks and Recreation maintenance yard has local stations (9 digital stations, 1 analog) served off the Bowen Complex Mitel SX 200RM via city owned/managed dark fibre.

Oliver Woods - 6000 Oliver RoadThe Oliver Woods Community Centre facility is located on 7.5 acres of park property and includes two gymnasiums, a preschool room, a wellness and multi-purpose room and a community policing station. The telephone system is a Samsung OS 7200 with built in voicemail. PSTN connectivity is through the Wellington CO.

Fire Station # 1 – 666 Fitzwilliam StreetFire Station # 1 serves the southern end of Nanaimo including downtown and Harewood. This is a composite station consisting of one on duty Career Fire Fighting crew and On-Call Fire Fighters. Telephone service provided by a Nortel Option 11C with a Meridian Mail Voice Mail system with a 100 pair copper cable connecting to the Fire Command Centre to service that facility. One OPX circuit connect to City Hall. PSTN connectivity is through the Fitzwilliam CO.

Fire Command – 580 Fitzwilliam St.Serves as the Nanaimo Fire Rescue Departments administrative centre with telephone service supplied through a 100 pair copper cable connected to Fire Station #1. Sets are included in the station count of Fire Station #1.

Fire Station # 2 – 2499 Dorman Rd.


Current EnvironmentFire Station # 2 services the central region of the city including Departure Bay, the hospital area, northern Westwood and Wellington regions. This is a composite station consisting of one on duty Career Fire Fighting crew and On-Call Fire Fighters. The telephone system is a Toshiba Strata with 2 analog lines. PSTN connectivity is through the Wellington CO.


Current Environment

3.1.1 SITE CONNECTIVITY


Current Environment

3.1.2 SITE LISTING

Site Address System VoiceMail Digital

SetsAnalog

SetsIP Sets Console

Trunks Analog

Trunks PRI

Trunks TIE

OPXAuto

AttendentDID

NumbersNotes:

In Scope

Beban Complex 2300 Bowen Rd Mitel SX-200EL 12 27 1 1 1 30City owned fibre T1 link to Bowen for voice only, Express Messenger Hosted at Bowen Complex

Aquatic Centre 741 Third St Mitel SX-200EL 9 6 1 15

City owned fibre T1 link to Bowen for voice only, Express Messenger Hosted at Bowen Complex,Underground Copper Link to Aquatic Centre for locals

Ice Centre 750 Third St n/a 3 3 310 Copper lines(underground ducting) connected from Aquatic Centre

Bowen Complex 500 Bowen Rd Mitel SX 200RM Express Messenger 13 5 1 9 1

Parks Yard 89 Prideaux St n/a 9 114 locals served off Bowen Park via City owned 100FX fibre

Oliver Woods 6000 Oliver Rd Samsung OS 7200 SVMi 13 14 1 1 Telus partial PRI - 10 channel

City Hall 455 Wallace St Nortel Option 11C Call Pilot 216 144 8 1 3 1 3 1 1 115

Annex 238 Franklyn St n/aCity Hall Annex served by City Hall system via 100 pair cable

Public Works 2020 Labieux Rd NEC2000 IVS/NEC IPK NEC FMS 2 58 17 14 2 49 Wireless Point to Point to Fire Stattion #2

CP Offi ce 18 Victoria Cr n/a 2 Downtown Community Policing & Services Offi ce

Fire Station 1 666 Fitzwilliam St Nortel Option 11C Merdian Mail 31 10 6 1Phone count includes phones in service at Fire Command

Fire Command 580 Fitzwilliam St n/a Serviced Via 100 pair copper from Fire Station 1

Fire Station 2 2499 Dorman Rd Toshiba Strata 2 Point to Point Wireless to Public Works

Totals 364 229 8 3 36 3 6 2 2 212


Current Environment

3.2 CURRENT DATA INFRASTRUCTURE

3.2.1 NETWORK EQUIPMENT

Site Address LAN Infrastructure WAN InfrastructureBeban Complex 2300 Bowen Rd 1 ERS 4548GT-PWR

1 ERS 4524GTX-PWR1 Nortel Baystack 5510-24T1 Dell PowerConnect 54482 Dell PowerConnect 53241 Linksys Business Series SRW2008MP2 Nortel BayStack 350-24TPOE to be implemented in 2011:scheduled to replace older switches with 1 Nortel ERS 4524GT-PWR and 1 4548GT-PWR and 1 Linksys Business Series SRW2008MP

Dark Fibre - 1 GB, City owned and maintained

Aquatic Centre 741 Third St 1 Nortel BayStack 350-24T1 Dell PowerConnect 54481 3Com Intellijack 3CNJ220POE to be implemented in 2011: replace older switches with 1 Nortel ERS 4548GT-PWR 1 Linksys Business Series SRW2008MP

Dark fibre, 1 GB, City owned and maintained

Ice Centre 750 Third St POE to be implemented in 2011: 1 Dell PowerConnect 5324 to be replaced with Nortel ERS 4524GT-PWR

Dark fibre, 1 GB, City owned and maintained

Bowen Complex 500 Bowen Rd 1 Dell PowerConnect 5448note: to be replaced with Nortel ERS 4548GT-PWR

City owned and managed dark fibre, 10 GB point to point to Fire Hall #1

Parks Yard 89 Prideaux St no POE or qos yet1 Dell PowerConnect 5324 to be replaced with Nortel ERS 4548GT-PWR

City owned and managed dark fibre, 1 GB point to point link to Fire Hall #1

Oliver Woods 6000 Oliver Rd 1 Nortel Baystack 5510-24T (to be replaced with Nortel ERS 4524GT-PWR)1 Nortel Baystack 350-24AT

Point to Point to Point Proprietary Wireless, 150 Mb

City Hall 455 Wallace St no POE no qos2 Nortel ERS 5650TD - PWR1 Nortel Baystack 5530-24TFD2 Dell PowerConnect 27087 Nortel BayStack 350-24T2 Linksys Business Series SRW2008MP

City owned and managed dark fibre, 10 and 1 GB point to point links

Annex 238 Franklyn St no POE no qos

City owned and managed dark fibre, 10 GB point to point links


Current Environment2 Nortel ERS 5650TD - PWR1 Nortel Baystack 5530-24TFD1 Nortel Baystack 5530-5510-24T4 Nortel BayStack 350-24T1 Nortel Baystack 5510-48T8 Dell PowerConnect 5324

Public Works 2020 Labieux Rd Telus ADSL for external useInternal: 1 Nortel ERS 5650TD - PWR6 Nortel ERS 4524GT-PWR 2 Nortel ERS 4548GT-PWR 1 Nortel Baystack 5530-24TFD

City owned and managed dark fibre, point-to-point, 10 GB to City Hall

CP Office 18 Victoria Cr No POE or qos 1 Linksys Business Series SRW2008MP

City owned and managed dark fibre, 100 mb point to point link to City Hall

Fire Station 1 666 Fitzwilliam St Shaw for external use onlyInternal: 1 Nortel Baystack 5530-24TFD 2 Nortel Baystack 5510-24T 2 Nortel BayStack 350-24T 5510's to be replaced with 5650TD-PWR

City owned and managed dark fibre, point to point, 1 GB

Fire Command 580 Fitzwilliam St Shaw for external use only Internal: 1 Nortel Baystack 5510-48T 1 Nortel BayStack 350-24T

City owned and managed dark fibre, point to point, 1 GB

Fire Station 2 2499 Dorman Rd1 Nortel BayStack 350-24T

Point to point wireless to Public Works

3.2.2 CABLE INFRASTRUCTURECable infrastructure

Cat 5e or Cat 6 throughout the site

3.2.3 SERVER AND SOFTWAREServers and Desktops utilize the following software and operating systems:

One Windows Domain Controller, One Windows Print server, one SAP (test) server, and one CommVault Backup server and Tape Library.

Server OS Windows 2008 R2 64 bit, Windows 2003

MS Exchange Server 2007 Version: 08.01.0436.000

Outlook 2007 sp2

Microsoft Active Directory running on 2008 Rs

VM environment - Five ESX servers


Current Environment

3.2.4 PUBLIC WORKS LAN ROOMData Centre rack space currently available for IP telephony servers/gateways is 6U with plans to remove 2 existing servers to free up additional rack space.


Pricing

APPENDIX A - SYSTEM REQUIREMENTS

APPENDIX B - OVERALL SOLUTIONThe purpose of this proposal is to provide a long term telecommunication strategy for the City. This solution should be based on a geographically redundant core between City Hall and the Public Works facility providing telephony services for all sites.

Specific sites have been identified that will require survivability in the event of a network failure, however the majority of smaller sites will depend on the core infrastructure for primary service, with a few analog phones deployed for emergency situations.

While the configuration of the solution should be based on the overall architecture, the Public Works site will be the only location where work will proceed in Phase 1. The design of the solution should be able to be integrated into the core design in the Phase 2 process with minimal changes to hardware and software.

The scheduling for Phase 2 and Phase 3 has not been determined. The earliest that Phase 2 would occur would be at the end of 2012. Only after the core has been implemented, would plans start for Phase 3.

CITY OF NANAIMO – FUTURE CITYWIDE TELEPHONE NETWORK TOPOLOGY(REFERENCE ONLY)

City Owned Fibre

Wireless

T1

Fibre Digital Line

Copper Trunk

OPX

4 Wire E&M Tie Trunk

LEGEND

CP OFFICE2 IP SETS

ANNEX

VANCOUVER ISLANDCONFERENCE CENTRE

OLIVER WOODSCOMMUNITY CENTRE

SRG27 IP SETS

PSTNTELUS WELLINGTON

CENTRAL OFFICE

PSTNTELUS FITZWILLIAM

CENTRAL OFFICE

FIRE STATION #23 IP SETS

CITY HALLPRIMARY SITE317 IP SETS

FIRE COMMANDPARKS YARD

10 IP SETS

2 MEGALINK – 46 CHANNELS

2 911 Trunks

BEBAN COMPLEXSRG

39 IP SETS

PUBLIC WORKSBACKUP SITE75 IP SETS

911 Trunk

6 COPPER

FIRE STATION #1SRG SITE: 42 IP SETS

BOWEN COMPLEXSRG

19 IP SETS

1 MEGALINK – 23 CHANNELS

911 Trunk

911 Trunk

911 Trunk

911 Trunk

PSTN

PSTN911 Trunk

Connection to 911 TrunkCity owned Copper

ICE CENTRE4 IP SETS

AQUATIC CENTRESRG

21 IP SETS


Pricing

APPENDIX C - SYSTEM REQUIREMENTSAPPENDIX D - MANDATORY: ESTABLISHED PRODUCTION COMPONENTS

The solution provided for this proposal where possible should contain commercially available software and hardware (not beta) and have a minimum of 10 existing production implementations of the given release/version.

Any components that do not comply with the requirements above should be identified in section Appendix F -.

APPENDIX E - IMPLEMENTATION

a) All core telephony equipment should be located in the LAN rooms

APPENDIX F - END STATE DESCRIPTION1) Describe your complete end-state solution including optional components defined in this bid and

provide an overview of each component in the solution. For each component, include:

a. Product Name

b. Release

c. Date the product was commercially available.

d. Should have at least 10 implementations in production

2) Provide an architectural diagram showing all components required to support Geographic Redundancy and survivable sites for the entire solution and include:

a. Voice network interfaces detailing all servers, applications, gateways, appliances

b. Include all optional components defined in this bid

c. Data Network connections

d. External Servers/Services Required for project

e. Highlight all components that are included in the bid

3) Provide a detailed description of what needs to be done to implement each phase of the solution. Include any changes that need to be made to the system configuration of previous phases such as hardware/software/licensing as well as the tasks required to implement the new phase

a. Phase 1 – Public Works

b. Phase 2 – City Hall with Public Works as DRP Site

c. Phase 3 – Bowen Complex, Beban Complex, Aquatic Centre, Ice Centre, Parks Yard, Oliver Woods, Fire Station 1,Fire Command, Fire Station 2,Community Policing (excluding the Vancouver Island Conference Centre)

APPENDIX G - COMPONENT LISTING

1) For each site, list all components (servers/applications/Gateways/VM Machines) that are required for the solution using the chart structure provided below. This should include any resources (e.g. DHCP, DNS, SMTP, etc.) provided by THE CITY OF NANAIMO that are required for the solution to perform. See example provided.

a. VPE (Vendor Provided Equipment): Identify all servers that are provided in the bid with a ‘Y’. Servers provided by THE CITY OF NANAIMO should be indicated with an ‘N’.

b. Component/Function: Name of device.


Pricingc. Services: What services or applications will operate on the device?

d. Rack Space: Identify space requirements for equipment. Provide additional detail for any device that is not rack mounted (e.g. requires shelf, etc.)

e. Please provide a rack layout showing all equipment that will need to be installed (Identify any servers that are client provided)

f. Power: Provide the maximum power requirements for the device in Watts.

g. Heat: Provide the maximum generated heat output for the device in BTU’s

h. NICS: Identify the number of network ports required for this device.

i. SPECS: Provide specifications for servers that should be provided by THE CITY OF NANAIMO.

VPE(Y/N)

Component/ Function

Services Rack Space (U)

Power(Watts)

Heat(BTU’s)

NICs Specs

Y Phone Server Core System Voicemail

2 550 700 2

N DHCP DHCP, DNS

Require DHCP for assignment of set IP addressesDNS

N Admin Desktop Admin Tools

Desktop Server Min 1 GHz Processor Min 2GB memory Windows 7Req: 150Mb Disk Space

2) Provide details for any of the above devices (e.g. Gateways) that can be directly mounted on a wall, etc.

APPENDIX H - NETWORK REQUIREMENTS1) The cabling in place at Public Works consists of Cat 5e or Cat 6 cables.

a. Are any steps required to prepare the cabling for IP deployment?

2) What network resources will be required for this application to function? (e.g. DHCP, DNS, etc.). For each:

a. Identify what server it will reside on if part of your solution

b. If the resource needs to be provided by the client, identify impact to existing servers (memory, disk space etc. required to handle additional loads).


Pricing

APPENDIX I - ADMINISTRATIVE REQUIREMENTS1) What skill-sets, training and experience are required to provide basic administration of this

environment?

2) What skill-sets, training and experience are recommended to diagnose manage VoIP on the network?

3) Are there any specific tools or resources that are recommended to assist in supporting this solution that are not included in this proposal?


Pricing

APPENDIX J - CORE FEATURES AND FUNCTIONALITYThe following features and functionality need to be included in the proposed solution.

APPENDIX K - ACTIVE DIRECTORY (AD) INTEGRATIONThe solution should include integration into the existing AD infrastructure to match AD entries with telephone system subscribers so that the AD account becomes linked to the telephone system subscriber entry. Once links have been made then Flow-through-Provisioning should permit the adding, deleting and updating of subscribers and telephones through Active Directory.

1) Describe what is required to implement AD into the existing AD structure.

2) What features of the system can be controlled by AD:

a. Phone Configuration

b. Voicemail/Unified Messaging

c. Audio/Web Conferencing

3) Are there additional solution licensing costs for AD integration

4) Provide a list of all systems that require a username and password and indicate which usernames and passwords are controlled via AD for:

a. Administration of the system

b. End User Applications

5) What Administrative Tasks are automated by use of the AD? (E.g. Create Phone, Voicemail profile, Conference Server access, Mobile Phone, etc.)

a. What configuration tasks are still manually required?

APPENDIX L - AUTOMATED ATTENDANT/SPEECH RECOGNITION DIRECTORYThe auto-attendant application should provide the following capabilities:

support for a minimum of 3 menus for Public Works with growth to 80 Menus in phase 2. Time-Of-Day controls (Daytime, after hours, holidays, emergency service, etc.).

1) Please provide a description of how the Time-Of-Day feature operates

2) What is the maximum number of menus supported by the system?

3) Does each menu or menu branch consume a license?

4) What is the maximum number of ports supported by the auto-attendant?

5) What is required to voice-enable the name directory? Please provide separate pricing.

APPENDIX M - BASIC CDR (CALL DETAIL RECORDING)1) The system should be able to log every call to a text file or other database. Explain how this

is achieved and provide sample call records.

2) Optional: Please provide optional pricing to implement a Call Accounting package for departmental billing.


PricingAPPENDIX N - BASIC CALL QUEUING

The system should have the ability to provide basic call queuing to handle high call volumes. This feature will be used in various departments and does not require the rigorous management of a full contact centre solution. Call Queuing is required to allow Public Works front desk personnel to handle incoming calls and allow additional staff to join a queue to handle calls during high volume call events.

The system should be able to:

Support multiple queues with up to 10 agents in each queue

Display the number of calls waiting

Provide basic ability to log in and out of the queue

Provide basic reporting statistics

Redirect calls to another location when no agents are logged into the queue

1) Describe how the basic call queuing features works in the proposed solution.

a) Identify the additional features and functionality between your basic queuing and advanced call centre offerings.

2) How does the system identify the number of calls waiting?

3) How does an agent log in/out of the queue?

4) What options are available for presenting calls to agents (e.g.Hunt, Circular, Longest Idle, Ring All, etc.)

5) Provide sample reports showing the call volumes managed by the groups.

APPENDIX O - E9111) It is essential that 911 Emergency services be routed to the correct location. Explain how the

system identifies the caller location and ensures the correct PSAP is notified.

APPENDIX P - FIND ME FOLLOW METhe system should provide that when a number is dialled the system routes the call through a user-defined list of numbers. The numbers may be called simultaneously or sequentially, either in a preferred order or in accordance with the user's scheduled activities and locations. Once the list has been called and no connection made, the system may route the call to the user’s voice mail.

1) Provide a description of the solutions ability to provide Find Me Follow Me call treatment.

2) Provide details of any equipment required to implement this feature along with pricing requirements.

APPENDIX Q - RESILIENCY/REDUNDANCYTo support the entire City, the Option 1 includes geographic redundancy between City Hall and the Public Works department. These two sites are serviced out of different central offices and are connected together via dark fibre. In the event of a loss of the PRI or Network at City Hall, all services should route through the Public Works site.

1) Describe how the redundancy feature works for the phone system.

2) For future reference, describe the redundancy capabilities of the following components:


Pricinga. Voicemail

b. Call Centre

c. Audio/Web Conferencing

d. Unified Messaging

2) When a failure occurs, what happens to a phone as it re-registers to the backup site?

a. How long is the phone unavailable for use as it re-registers to the backup site?

b. Does the phone reconnect automatically to the primary site when it becomes available? If so, does this affect calls currently in progress?

3) Proved details on equipment required and pricing

APPENDIX R - HOT DESKING (HOTELLING)Temporary staff occasionally has the need to move between departments and sites and therefore require the ability to Log their set profile into another desk set to take on their unique set profile.

1) Explain what is required to set up an extension with hot desk capabilities.

2) Provide details on any licenses required and pricing detail.

APPENDIX S - MOBILE EXTENSIONThe system should be capable of allowing mobile phone users to be connected to the system to appear like office extensions twinned with the user’s desk set telephone number.

1) Describe the feature operation/capabilities in this configuration.

2) What is required to set up the cell phones to be able to function as devices on the phone network (e.g. make calls from phone system, 4 digit dialling, appear as an extension on the phone system) for:

a. Blackberry, Smartphone. Include pricing per unit and licensing requirements.

b. Miscellaneous cell phones. Include pricing per unit and licensing requirements..

APPENDIX T - MUSIC ON HOLD1) What external music sources can be used in the proposed solution?

a. What is required to support this?

2) What internal music sources can be used in the proposed solution?

a. What is required to support this?

APPENDIX U - PAGINGAPPENDIX V - OVERHEAD

The system should be able to interface to an existing analog overhead paging system (single zone).

1) The system should be integrated into the overhead paging system. Describe the typical interface used to connect to a paging system.

APPENDIX W - SET BASED PAGING

1) The system should be able to perform set based paging to all IP telephone sets using the sets built in speaker. Describe how this is accomplished and provide pricing for this capability.


Pricing

APPENDIX X - USAGE REPORTING1) What reporting is available on the basic performance of the devices connected to the phone

system? (Trunks, Phones, etc.)

a) Provide sample reports for each.

2) The solution should be able to provide reporting on system trunking capacity (PRI, Analog).

a. Describe how these reports are generated and captured

b. Are these reports historical? If so, how long is the data retained for?

c. Provide a sample report that can be generated to identify traffic volume.

APPENDIX Y - PHONESFor each of the set types listed below, provide a detailed description of the phone including a picture, a list of features and the idle/active power requirements.

1) Standard IP Phones

a. Minimum Required Features

i. 3 line LCD Display

ii. 6-8 Administrable feature buttons (DN Appearances, etc)

iii. 2 Way Full Duplex Speaker

iv. Feature Keys for conference, transfer, hold, mute

v. 10/100 Ethernet Switch

b. Provide pricing for a Wall Mount Unit

2) Optional: Standard IP Gig Phones




iii. 2 Way Full Duplex Speaker

iv. Feature Keys for conference, transfer, hold, mute

v. 10/100/1000 Ethernet Switch


3) Basic IP Phones




iii. Feature Keys for conference, transfer, hold, mute

iv. 10/100 Ethernet Switch


4) Optional: Basic IP Gig Phones



Pricingi. 2 line LCD Display


iii. Feature Keys for conference, transfer, hold, mute

iv. 10/100/1000 Ethernet Switch


5) Optional: Conference Phone



ii. Feature Keys for conference, transfer, hold, mute

iii. 10/100 Ethernet Switch

6) Optional: Software Console


i. GUI Software tools for corporate directories

ii. Fall back to basic phone service in the event of a phone failure

iii. Ability to answer and place 4-6 calls on hold on the “console” and switch between them

7) Headsets (provide recommendation and unit pricing)

a. Bluetooth Wireless (50 foot coverage desired)

b. Wired Headset

APPENDIX Z - REMOTE ACCESS1) The system should be accessible remotely for both vendor support and support via staff

access. Remote access via Citrix is the preferred method. Comment on what is required for remote access.

APPENDIX AA - UNIFIED MESSAGINGThe solution should be able to have select users access their voicemail messages from their email. Users should be able to:

Have voice messages delivered to their Microsoft Exchange email account. It is preferable to have the message store maintained on the voice server.

Voice messages delivered to their Microsoft Exchange email account should be accessable to their Blackberry devices through a Blackberry Enterprise Server.

Be able to play voice messages from their Exchange account via Outlook or Blackberry. When a message is played from either device, the message waiting light should turn off.

Messages deleted from Exchange via Outlook or Blackberry should be removed from the voicemail server.

Should be able to view faxes sent to mailboxes in Exchange in a TIF or PDF file format.

1) Describe how your system integrates with Microsoft Exchange.

2) Does the message reside on the voicemail server or on Microsoft Exchange?


Pricinga) If on the voicemail server, does a copy get sent to Exchange as a WAV or does the

Exchange message only contain a link to the voicemail server?

APPENDIX BB - VOICEMAILThe voicemail server should be able to support the entire enterprise. The solution should be able to handle both voice and fax messaging for users.

1) Describe the features and functionality available within the voicemail platform.

2) Describe what is required to set up fax services for users.

a. Describe how faxes are created and managed

3) Confirm the number of channels/ports and users provided in your system quote.

4) What is the maximum number of ports and users supported by the voicemail platform?


Pricing

APPENDIX CC - OPTIONAL FEATURES AND FUNCTIONALITY

APPENDIX DD - AUDIO/WEB CONFERENCINGAn internal audio/web conferencing solution should be included with the ability to integrate to Outlook for scheduling a conference call, complete with the bridge number and password.

1) Provide details on the audio/conferencing solution.

2) Describe how a conference can be set up using:

a. An internal (IP) phone

b. External Phone

c. Web Session

d. Outlook

3) What is required to add desktop video to this solution?

a. How many video participants can be on a single conference call?

4) Pricing should be based on the following optional configurations:

a. Audio/Web Conferencing

i. 24 Ports

ii. 36 Ports

iii. 48 Ports

APPENDIX EE - CALL RECORDING Calls are required to be recorded dependent on the telephone being used with the ability to start/stop a recording using a PC or telephone based tool. Calls should be stored in wav files and backed up to archive devices and/or emailed to listen to.

1) The solution should be able to provide ad-hoc recording of calls on a call by call basis with a minimum of 3 concurrent recordings.

a. Explain how this is achieved

b. What is required to expand this capability?

APPENDIX FF - OUTCALLING APPLICATION FOR AFTER-HOURS CALL OUTSAn after-hours emergency work team notification application/process is required that can be used to notify personnel with specific or predefined messages using an on-call listing. The messages should be capable of being sent to multiple devices per individual (email, page, text to cell phone, telephone, etc), with the ability to confirm receipt and/or require a password to receive the message.

1) Describe how the solution would be set up and administered.

2) Provide information on equipment required for implementation and pricing details.

APPENDIX GG - SOFTPHONE


Pricing1) Softphone capability is required to allow remote access for travelling staff and for emergency

access by priority staff. Comment on what is required to set up a softphone at an external location.

a. Identify what is required on the network for a soft phone to connect to the phone system (e.g. Network VPN, etc.)

b. Provide pricing detail.

APPENDIX HH - TELEWORKERTeleworker service is required to enable employees to work remotely with full access to voice mail, conferencing, and other features of the office phone system.

1) 5 Teleworker sets should be configured for deployment from user homes.

a. Describe any difference in features (or models) between teleworker sets vs. on premises sets.

b. Identify what is required on the network to support teleworker sets (e.g. Network VPN, etc.)

c. Provide pricing detail.

APPENDIX II - UNIFIED COMMUNICATIONSThe City is interested in the integration of real-time communication services such as instant messaging (chat), presence information, telephony (including IP telephony), video conferencing, data sharing (including web connected electronic whiteboards), call control to provide a unified user interface and user experience across multiple devices and media types.

1) Describe the features and capabilities of your UC solution.

2) Provide a detailed description of the equipment required to implement the solution along with pricing.

3) Provide examples of screen shots

4) Provide information on system administration, screen shots

5) Provide a detailed description of your UC’s ability to integrate with Microsoft’s Active Directory.

APPENDIX JJ - 311In the future, THE CITY OF NANAIMO is looking to expand the capabilities of the phone system with the addition of applications to further streamline operations, and increase communication between staff and the community.

1) Please provide information regarding the proposed systems ability to operate in a 311 Information Service environment.


Pricing

APPENDIX KK - PROFESSIONAL SERVICESThe response to the professional services details in this section of this proposal is specific to the implementation of Phase 1 of the project. Pricing for Professional Services should be made for all Phases of the project as per the pricing section.

APPENDIX LL - PROJECT MANAGEMENT ASSESSMENT1) A single point of contact is required for all aspects of the solution being provided. Who will lead

the project?

2) Account Team:

a. Include or insert project team names and roles.

b. Include or insert account team (support) post cutover.

APPENDIX MM - SCOPE OF WORKAs part of the submission, it is required that that the Respondent submits a detailed scope of work demonstrating a good understanding of this project. If selected as the winning provider of services this scope of work will build help the foundation for the project.

It is very important to determine what work is performed by the Respondent and what is expected of THE CITY OF NANAIMO in order to meet budgeting requirements therefore we need to see a detailed scope of work definition with descriptions (and samples) of each of the tasks.

APPENDIX NN - PROJECT PLANPlease include a detailed project plan in your proposal that shows the steps and dates required for implementation and include the following milestones:

1) Station Reviews Completed

2) Design Signoff

3) Core System Installation Completed

4) Acceptance Testing Signoff

5) Pilot Test Signoff

6) Site Testing Signoff

7) Site Cutovers Signoff

8) System Handover to Client

9) Start of Maintenance/Warranties

APPENDIX OO - ADMINISTRATIVE STAFF TRAINING REQUIREMENTSClearly identify your approach to training for the following;

1) System Administrator training. Administration training should be provided for a minimum of 3 users.

a) How much time will be spent providing training?

b) What recommended skill-sets and experience should the administrator have prior to


Pricingworking on this system?

2) Are their recognized or certification training courses that you would recommend for the system administrator?

a) Does your solution provide credits towards such training?

3) Please describe your method for ensuring a successful system knowledge transfer to the client.

APPENDIX PP - PROFESSIONAL SERVICES ACTIVITIES

APPENDIX QQ - STATION REVIEWSMANDATORY: The Respondent will be responsible for interviewing each department within Public Works and completing the station review documentation.

1) Describe your process for completing station reviews for confirming quantities, features, phone type, etc.

2) Provide any paper work (input sheets) that you will be completing.

APPENDIX RR - END USER TRAININGThere are approximately 75 end users that will require training. Some users may be on different shifts and may not be able to attend regular training. It is our intention for the Respondent to provide direct end user training for approximately 40 core staff. In addition, the Respondent will provide Train-the-Trainer training for approximately 5 staff that will be responsible for providing end user training for the remaining staff.

1) Describe what will be included in the End User Training sessions.

a) How many staff do you recommend in each class?

b) How long will each session be?

c) Do you have any recommendations for when the sessions should occur to accommodate for the different shifts?

d) What handouts will be provided?

2) Describe what will be included in the Train-the-Trainer Sessions.

a) How many staff do you recommend in each class?

b) How long will each session be?

c) Do you have Trainer materials to aid in training?

3) For the remaining users that will be trained internally:

a) What training materials will be provided? Provide samples.

b) What materials will be available for refresher or reference post-cut?

4) As part of the response, the Respondent should configure sets for a training room environment to support the Respondent lead training sessions.

APPENDIX SS - TEST PLANTest plans should be provided to THE CITY OF NANAIMO stepping them through the features and functionality provided in the solution.

1) Describe your process for completing feature and functionality testing.


Pricinga) Provide a sample section from a customer test plan showing the procedures.

APPENDIX TT - PILOT TESTINGA Pilot test to validate the technology is required.

1) What type of pilot would you recommend for this solution?

2) How would the pilot users interact with the current environment?

APPENDIX UU - CUTOVER 1) When cutting over the system, it is expected that the technicians will deal directly with the

telecommunications company providing the PRI and analogue voice services to the facility. Describe your procedures for this.

2) Do you provide technicians and trainers on-site for “go live” date? Comment on what resources are provided on cutover, and the typical actions performed.

APPENDIX VV - NETWORK ASSESSMENT1) Describe in detail how you will assist The City in preparing their LAN/WAN for IP Telephony.

2) Include information on any LAN assessment tools or processes that your company has included in this bid to assure LAN readiness.

3) Discuss the IP Telephony deployment testing, procedures and troubleshooting

APPENDIX WW - POST CUT DOCUMENTATION1) It is expected that a detailed document outlining the system configuration will be provided at cutover.

Please outline the sections that will be included in the document. Provide samples.

2) What procedural information will be included in the handover material?

APPENDIX XX - CHANGE ORDER PROCESSChange management during the implementation process should be managed closely to ensure that the solution is delivered on budget.

1) As the actual quantities of sets will need to be verified by the successful Respondent during the Station Review process, explain how adjustments to the bid will be completed.

2) Describe your process for change order process for addition or deletions for all of the equipment and services provided in the bid.

a) Detail any additional fees such as restocking charges, etc.


Pricing

APPENDIX YY - QUALIFICATIONS AND REFERENCESThe qualifications and reference section responses are required for the Phase 1 section of the project. All resources, and maintenance and support contract details should be specific to the Phase 1 implementation.

Mandatory: Any 3rd party resource that will be engaged for this project is required to complete the Qualifications and References as a separate subsection of the bid response. 3rd Party resources are any sub-contractor or partner or consortium, either individual or a company that is not directly employed by the vendor.

APPENDIX ZZ - MANDATORY INFORMATIONVendors should disclose any 3rd party resources that will provide support or services for this solution.

1) If a Partnership or consortium, describe the relationship between the companies.

a. Identify the name of each 3rd party resource

b. Indicate which hardware/software is provided by the 3rd party

c. Indicate role 3rd party will be providing for the implementation

d. Is a separate contract required for this 3rd party?

2) Which organization will be primary contact for this solution?

APPENDIX AAA - CORPORATE PROFILE1) Company Name

2) Address of Corporate Head Office

3) Description of Primary Business

4) What makes your business unique when comparing yourself to your competitors?

5) Would you consider the public sector as one of your core competencies for client references? If so, please elaborate.

6) If the product you are proposing is fairly new to your Corporation (less than 18 months) explain the steps that you have done to ensure success for installation and post support.

7) Company Description- All respondents are to provide an overview of their company and describe in general terms your company’s overall products and services.

APPENDIX BBB - PRESENCE IN NANAIMO1) What is the location of nearest office?

a. How many clients are supported by this office?

b. How many technicians do you have typically working within a 2 hour on-site response time in the Nanaimo area?

BBB.1 CORPORATE REFERENCESEach Respondent should provide 3 current references to demonstrate their ability to provide services to an organization using the same technologies/services as proposed to The City of Nanaimo. References should be of direct clients of the Respondent. Manufacturer references will not be considered. The references should demonstrate the ability to implement a multi-site implementation similar to the requirements for The City. These references do not have to be affiliated with the public sector. Please


Pricinguse the form provided in Appendix Appendix AAAA - Respondent Reference.

APPENDIX CCC - STAFF EXPERIENCE

APPENDIX DDD - IMPLEMENTATION STAFFProvide résumés for all personnel that will be involved in the initial installation and cutover of the system.

Include the following items:

1. Name

2. Title

3. Role

4. Relevant experience in the role performed.

5. Relevant training/certifications to the solution being provided.

APPENDIX EEE - POST CUT SUPPORT STAFFProvide résumés for all personnel that will be involved in the post cut support of the system.

Include the following items:

1. Name

2. Title

3. Role

4. Relevant experience in the role performed.

5. Relevant training/certifications to the solution being provided.

APPENDIX FFF - MAINTENANCE AND SUPPORT CONTRACTS APPENDIX GGG - WARRANTY

1) In the table below, list all products (servers, software, etc.) that are provided in the solution.

a. Specify the duration of the initial warranty.

b. Specify the duration of the extended warranty included in the bid.

c. Indicate whether the warranty components are Parts only or include any associated professional services.

Product Initial Warranty Extended Warranty (included in Bid)

Parts Only?Y / N

2) Initial Sale Warranty

a. What is included in the initial warranty? (Repairs, parts replacement, professional services)

b. What components or services are not covered by the initial warranty?

c. When does the warranty start on the provided solution?


Pricingd. Who owns the warranty – the VAR or manufacturer?

e. Is the warranty transferrable to another VAR? If so, describe the process.

3) Extended Warranty

a. What is included in the extended warranty? (Repairs, parts replacement, professional services)

b. What components or services are not covered by the extended warranty?

c. Who owns the extended warranty – the VAR or manufacturer

d. Is the extended warranty transferrable to another VAR? If so, describe the process.

APPENDIX HHH - SOFTWARE ASSURANCE1) In the table below list all software components provided in the solution. For each:

a. Identify any initial sale ‘out-of-the-box’ upgrade entitlements that are provided with the initial purchase. (E.g. Patches, Minor or Major Updates, etc.)

b. Identify what updates are included with the purchase of a software assurance agreement.

c. Identify if labour rates for providing the updates are included in the software assurance program.

Software Initial Sale Updates Software Assurance Labour IncludedY / N

2) Is the software assurance plan owned by the VAR or Manufacturer?

3) Is the software assurance plan transferrable to another VAR? If so, describe the process.

4) Are there any components of the software that are not covered by the plan?

5) Are end-user license upgrades included with any core upgrade?

APPENDIX III - MAINTENANCE/SUPPORT CONTRACTSa) What service options are available? Provide detail.

Service Hours (e.g. M-F 9-5, 7/24, etc.)

Support Calls (e.g. Included, 10 free incidents, etc.)

Remote Moves, Adds and Changes (MAC’s)

Training (e.g. End User, Console or Train-the-Trainer refresher training)

Preventative Maintenance (Equipment Inspections, Backup of systems, etc.)

System Monitoring (e.g. Remote polling, alarm notification, etc.)

b) What are your rates?


PricingAPPENDIX JJJ - TIME AND MATERIAL SUPPORT PRICING

Please provide standard rates for your support and development. Add job functions when appropriate.

Description Hourly Rate Daily Rate Function

Technician

Customer Support

Hardware Support

Software Support

Training

Other

APPENDIX KKK - SERVICE LEVEL AGREEMENT (SLA)As a facility that provides public service to the community it is important that any service disruption is responded to in a timely fashion.

1) Does your company prioritize their clients based on market? Describe your dispatch prioritization process.

2) What are the hours of operation for live answer (not voicemail or pager)?

a) If you use a pager or voicemail service, please provide a description of the service.

3) Do you have a web site for tracking the status of issues? If so, provide screenshots or a demo link.

4) What is your SLA for remote diagnostics? Provide sample.

a) What is your average response time for this product?

b) Does this vary based on time of day? Describe.

5) What is your SLA for onsite support? Provide sample.

a) Is this based on the time of call, or after remote diagnostics testing is completed?

b) What is your average onsite response time for service calls in the Nanaimo area?

c) Does this vary based on time of day? Describe.

6) What penalties are in place in the event that SLA’s are not adhered to?

7) What tracking mechanisms do you have in place to ensure that SLA’s are met?

8) Where is your spares depot?

a) What quantities do you maintain for spares for the various components included in this bid?

b) What region does this provide parts for?

c) How fast can parts be shipped to site?

APPENDIX LLL - 3RD PARTY APPLICATIONS


PricingIt is mandatory that the VAR identifies any elements of this proposal which are not included in the basic warranties/maintenance and software assurance plans. It is the responsibility of the VAR to identify additional cost and outline the process for reporting repairs.

APPENDIX MMM - LETTER OF AUTHORIZATION/MANUFACTURER SUPPORTRespondents are to provide a letter from the manufacturer stating that they are an authorized distributor of the proposed solution. The letter will also confirm that in the event the Respondent is unable to support and maintain the proposed system to the satisfaction of the City of Nanaimo then the manufacturer would undertake to provide direct support of the system or assist in obtaining for the City service from an alternative authorized vendor subject to the City’s approval.


Pricing


Pricing

APPENDIX NNN - PRICINGPrices should be quoted in Canadian dollars and should include any customs duties or tariffs. Prices shall not be subject to adjustment for fluctuation in foreign exchange rates. All prices quoted, unless otherwise instructed in this RFP, shall remain firm for the period set out in the Proposal and in the Agreement. All prices should be quoted exclusive of the Harmonized Sales Tax (HST).

Pricing Sheet

APPENDIX OOO - INSTRUCTIONSUsing the Excel Pricing Sheet provided (either the accompanying file, or from the embedded version above) enter all components and services required for the solution for each section.

Adding DetailYou may insert additional rows for equipment or services in the spreadsheets. Please do not delete sections. If they are not applicable, leave them blank.

Update ResponseTotals are configured to automatically update the summary sheet. Transfer the totals to the summary section below (Appendix VVV - - Pricing Summary)

The excel spreadsheet should be included in the soft copy of the submitted proposal.

APPENDIX PPP - PHASE 1 – PUBLIC WORKS

APPENDIX QQQ - OPTION 1 – PUBLIC WORKSThe first option will be to install the servers and software at the Public Works facility. The only users to be cut over to the new system will be those at the Public Works facility. Public Works will use PRI service for PSTN access on the new system.

The configuration should include the following components:

Phoneso 41 – IP telephone sets - Standard IP Phoneo 34 – IP telephone sets - Basic IP Phoneo 4 – Analogue Sets

Trunking Service requiredo 1 - PRI Card o 1 – Analogue Trunk

Auto Attendant Menuso 3 Menus

Connection to Overhead Paging – 1 Zone Voicemail System

o 2 - Auto-Attendant menuso 75 - Mailboxes


Pricingo 30 - Unified Messaging Client Licenses (10 with FAX capability)

Misc Featureso 33 – Mobile Cellular/Blackberry device twinned to the desk telephone set o 30 – Find Me / Follow Meo 41 – Hot Desking Userso 1 - Basic call queue with 10 users

Administration Toolso 3 - admin users

Headsetso 1 - Bluetooth Headset – 50 foot rangeo 1 - Wired headset

The system should be configured in the following manner:

1) Auto attendant configuration needs to be designed to allow outside callers to reach individual employees in a more direct fashion and to direct calls for departments more efficiently.

2) A new PRI circuit will connect to the PTSN to replace the existing analog trunk facilities.

3) Core PBX servers should be installed in the Data Centre/LAN room.

4) Simulate 4 digit dialling using PSTN to City Hall to replace existing E&M Tie Trunk.

APPENDIX RRR - PHASE 2 – CITY HALL WITH PUBLIC WORKS BACKUP The second phase is to implement a geographically redundant core solution for the city. The core servers and software will be located at City Hall with the Public Works facility configured as a backup site with its own PRI.

The configuration should include the following components:

IP Phoneso 216 – IP telephone sets - Standard IP Phoneo 144 – IP telephone sets - Basic IP Phoneo 1 – Soft Consoleo 8 – Analogue Sets

IP Phone Licenseso 340* –Standard IP Phone Licenseso 205* –Basic IP Phone Licenseso 200* – Mobile Cellular/Blackberry device Licenseso 3* – Soft Console Licenses

Trunking Service o 1 - PRI Card o 3 – Analogue Trunks

Voicemail Systemo 80 - Auto-Attendant menuso 550* - Mailboxeso 300* - Unified Messaging Client Licenses (100 with FAX capability)

Misc Features


Pricingo 100 – Mobile Cellular/Blackberry device twinned to the desk telephone set o 250* – Find Me / Follow Meo 250* – Hot Deskingo 10 - Basic call queues with 10 users per queue

Administration Toolso 3 - admin users

Headsetso 10 - Bluetooth Headset – 50 foot rangeo 2 - Wired headsets

*Includes a 10% Growth factor

The system should be configured in the following manor:

1) Voicemail services do not need to be geographically redundant.

2) During Phase 2, the voicemail server will be relocated to City Hall.

3) The 2 IP phones for the CP office should be deployed during this phase.


Pricing

APPENDIX SSS - PHASE 3 – BRANCH SITE DEPLOYMENTThe site deployment phase may occur over a period of 2-5 years. Each site should be priced out as an individual project.

For each site, provide pricing on all hardware, software (including licenses), professional services and warranty costs that would be associated with the site in the spreadsheet.

Site Standard IP Set

Basic IP Set

Analog Stations Console Voicemail* Unified

Messaging* Paging Survivable Gateway

Local Analogue

Trunks

Beban Complex 12 27 4 1 39 20 Yes 1

Aquatic Centre 9 6 4 0 21 11 1 Zone Yes 1

Ice Centre 3 3 0 0 6 3 0

Bowen Complex + Parks Yard

22 6 4 1 28 14 Yes 1

Oliver Woods 13 14 4 0 27 14 Yes 1

Fire Station 1 +Fire Command

31 11 4 0 42 21 Yes 6

Fire Station 2 0 3* 0 0 3 1 0

Totals 90 70 20 2 166 84 10

*Already included in Phase 2 Configuration

Confidential Information


Forms

APPENDIX TTT - OPTIONAL COMPONENTSThe following details the quantities required for each item below.

1) Audio/Web Conferencing - The solution should be priced out for a 24, 36 and 48 port solution for both audio and web collaboration

2) Call Recording - Ad Hoc call recording with 10 concurrent recordings

3) Speech Recognition - Names Directory for 600 Users/Departments

4) Unified Communications for 275 Users

5) Soft Phone - 5 Softphone Licenses expandable up to 50 Softphone Licenses

6) Teleworker - 5 Teleworker Sets expandable up to 50 Teleworker Sets

7) Call Accounting for all Stations

8) Outcalling Application - 1 Outcall List – 10 Users expandable up to 20 Outcall Lists – 200 Users

APPENDIX UUU - PRICING COMMITMENT THE CITY OF NANAIMO would like to have a 2 year commitment on pricing for all components (servers, gateways, phones, licenses, etc).

1) Describe how you achieve this.

2) Identify any components in this proposal that do not fall under the pricing commitment.


Forms

APPENDIX VVV - PRICING SUMMARY

Hardware Professional Services Maintenance Sub Total

Phase 1 - Public Works PBX $ - $ - $ - $ - Phones & User/Device Licenses $ - $ - Voicemail and Unified Messaging $ - $ - $ - Call Queuing $ - $ - $ - Network Assessment $ - $ - Project Management $ - $ -

System Total $ - Phase 2 - City Hall

PBX $ - $ - $ - $ - Phones & User/Device Licenses $ - $ - Voicemail and Unified Messaging $ - $ - $ - Call Queuing $ - $ - $ - Network Assessment $ - $ - Call Queuing $ - $ -

System Total $ - Phase 3 - Branch Sites

Beban Complex $ - $ - $ - $ - Aquatic Center + Ice Centre $ - $ - $ - $ - Bowen Complex + Parks Yard $ - $ - $ - $ - Oliver Woods $ - $ - $ - $ - Fire Station 1 + Fire Command + Fire Station 2 $ - $ - $ - $ -

System Total $ - Optional Components

Audio/Web Conferencing 24 Ports $ - $ - $ - $ - Audio/Web Conferencing 36 Ports $ - $ - $ - $ - Audio/Web Conferencing 48 Ports $ - $ - $ - $ - Soft Phone $ - $ - $ - $ - Speech Recognition Auto Attendant $ - $ - $ - $ - Teleworker $ - $ - $ - $ - Outcalling Application $ - $ - $ - $ - Call Recording $ - $ - $ - $ - Unified Communications $ - $ - $ - $ - Call Accounting $ - $ - $ - $ -


Forms

APPENDIX WWW - FORMS

APPENDIX XXX - OPTIONAL PROPONENT’S MEETING RSVP

The City of Nanaimo (THE CITY OF NANAIMO)

REQUEST FOR PROPOSALOptional Proponent’s Meeting RSVP

REQUEST FOR PROPOSAL No. 1207: Telecommunications Infrastructure RFP

Optional Proponent’s Meeting July 25th, 2011 1:00 PM – 2:30 PM

The City of Nanaimo Public Works Department2020 Labieux Road,Nanaimo, BC V2T 4M7

Please respond by email to:

[email protected] will receive an acknowledgement of receipt of email within 48 hours.

Company:

Name:

Title:

Telephone Number:

Email Address:

People Attending (Name/Title):

Note: Max 2 people per Respondent


Forms

APPENDIX YYY - NOTICE OF INTENT TO PROPOSE


REQUEST FOR PROPOSAL

NOTICE OF INTENT TO PROPOSE


Please state your intention with regard to this Request for Proposal by selecting one of the following:

[ ] Intend to respond to THE CITY OF NANAIMO’s Request for Proposal

[ ] Does not intend to respond to THE CITY OF NANAIMO’s Request for Proposal

Please respond by email to:

[email protected] will receive an acknowledgement of receipt of email within 48 hours.

Company:

Authorized Representative:

Address:

City/Prov./Postal Code:

Name:

Title:

Telephone Number:

Email Address:


Forms

APPENDIX ZZZ - SUBMISSION COVERING FORM


REQUEST FOR PROPOSAL


Return completed Proposal to:The City of Nanaimo

Issue Date: July 11th, 2011Closing Date: August 19th, 2011Closing Time: 2:00 p.m. PDTAll submissions must be clearly marked with the Request for Proposal number, closing date and Respondent name & address on the face of the envelope.

Quote F. O. B. Delivered to: As stated herein.

To be completed by Respondent:

It is agreed and understood by the Respondent, that in submitting a response to this Request for Proposal, they certify that they have read and agree to comply with the Proposal Submission Guidelines contained herein, and that any exceptions have been duly noted in their submission.

Company: _________________________________________

Address: _________________________________________

_________________________________________

City/Prov/Postal Code: _________________________________________

Name: _________________________________________

Title: _________________________________________

Signature: ___________________________ Date:_________By an Authorized Signing Officer

Telephone Number: (_____) __________________________________

Facsimile Number: (_____) __________________________________

Email Address: _________________________________________


Forms

APPENDIX AAAA - RESPONDENT REFERENCECompany Information

Company Name

Type of Organization <parent / subsidiary; a cooperative, a buying group, franchise structure> <Market Segment>

Address

Contact Name

Name

Title

Telephone Number

Email Address

Timeline <Project Start Date>

<Project End Date>

New system or upgrade/migration

<provide details as to the project i.e. Number of users, sites, etc. what were the business drivers that necessitated change, Technology roadblocks/hurdles encountered, diagrams, etc.>

Prior System (if Applicable)PBX: <Manufacturer> <Model> <Release> <Number of Sets>

Voicemail: <Manufacturer> <Model> <Release> <Number of Mailboxes>

Data Network: <Manufacturer> <Switch Models> <Cabling>

<Other components>

New SystemPBX: <Manufacturer> <Model> <Release> <Number of Sets>

Voicemail: <Manufacturer> <Model> <Release> <Number of Mailboxes>

Data Network: <Manufacturer> <Switch Models> <Cabling>

<Other components>

Process <describe how the work was completed i.e. Staged, single cut, phased in, etc.>

Benefits <Describe end results of project, Benefits Etc.>

Case Studies, etc. <Any other information related to this project>

request for proposal - nanaimo · web viewthe city of nanaimo’s long term strategic goal is to...

Documents