Eastern WashingtonUniversity
Telephony Systems
REQUEST FOR PROPOSAL
(RFP 16/07)
Release Date: June 5, 2006
Proposal Due Date: July 21, 2006 at 2pm local time
Eastern WashingtonUniversityRFP 16/07
Telephony Systems ProjectApril 17, 2006
Table of Contents
Proposal Due Date: July 21, 2006
Table of Contents
1.Information to Vendors
1.1.Project Identification
1.2.Issuing Institution / Department / Unit
1.3.Contact Information
1.4.Instructions to Vendors
1.4.1.Vendor Intent-to-Propose Letter
1.4.2.Non-Disclosure Form
1.4.3.Mandatory Pre-Proposal Conference
1.4.4.Vendor Questions And Inquires
1.4.5.Submittal Of Proposal
1.4.6.Identification
1.4.7.Multiple Proposals
1.4.8.Further EWU Documentation
1.5.Important Dates
1.6.Terminology
2.Vendor Information and Qualifications
2.1.Contact Information
2.1.1.Required Information
2.1.2.Subcontractors
2.2.Vendor Background Information
2.3.Manufacturer’s Background Information
2.4.Manufacturer’s Continuity Letter
2.5.Financial Statements
2.6.User Group Identification
2.7.Project Team Information / Certification
2.8.References
2.8.1.Number Of References
2.8.2.Reference Qualifications
2.8.3.Reference Information
2.9.Additional Information
3.Form and Content of Proposals
3.1.Legibility and Organization
3.2.Completeness of Response
3.3.Abbreviated Responses
3.4.Vendor Responsible for Completeness of Response
3.5.Problem Resolution Escalation Information
3.6.Copies
3.7.Signatures
3.8.Liability Insurance
3.9.Performance Bond
3.10.Proposal Format
4.RFP and Proposal Terms and Conditions
4.1.Right to Withdraw Proposals
4.2.Right to Reject/Accept Proposals
4.3.Right to Modify Proposals
4.4.University Not Responsible for Proposal Expenses
4.5.University Right to Modify Specifications
4.6.Alternatives to Specification
4.7.Clarifications
4.8.Guarantee
4.9.Restricted Communications
4.10.Distribution of Questions and Answers
4.11.Confidentiality/ Publicity
4.12.RFP, Proposals Do Not Obligate
4.13.Use of Information
4.14.Proposal Evaluation and Vendor Selection
4.14.1.Evaluation Committee
4.14.2.Preliminary Evaluations
4.14.3.Weighted Preliminary Evaluation Criteria
4.15.Notification to Proposers
4.16.Debriefing of Unsuccessful Proposers
4.17.Protest Procedure
5.Terms and Conditions of Contract
5.1.Governing Laws
5.2.Non-Performance
5.3.Payment Currency
5.4.Contract Components
5.5.Precedence of Conflict Resolution
5.6.Contract Responsibilities for the University
5.7.Failure to Conform
5.8.Rejected Work
5.9.Escalation and Penalties
5.10.Changes to Contract
5.11.Materials and Warranties
5.12.Subcontracting Relationships
5.12.1.Respondent As Prime
5.12.2.Subcontractor Approval
5.12.3.Subcontractor Disputes
5.13.Legal and Regulatory Compliance
5.13.1.Valid License
5.13.2.Legal Compliance
5.13.3.Safety Considerations
5.13.4.Drug Use Policy
5.13.5.Harassment, Discrimination, Fraternization
5.13.6.Unprofessional Behavior
5.13.7.Attire
5.13.8.Identification Badges
5.13.9.Collective Bargaining
5.13.10.Building Access
5.14.Patent Infringements
5.15.Segmentation of Award
5.16.Washington Institutions of Public Higher Education Clause
5.17.Non-Collusion
5.18.Codes and Standards
5.19.Payment Schedule
5.20.Final System Acceptance
6.Technical Requirements
6.1.Background
6.1.1.Main Campus
6.1.2.Spokane Center
6.2.General System Design
6.3.General Implementation Requirements
6.4.General Implementation Assumptions
6.5.Implementation Schedule and Plan
6.6.Service and Maintenance
6.7.Training
6.8.System Environmental / Cutover Requirements
6.9.Telephone System Requirements
6.9.1.Advanced System
6.9.2.Scalable Solution
6.9.3.Reliability
6.9.4.System Maintenance, Upgrades, and Diagnostics
6.9.5.High Availability and Quality of Service (QoS)
6.9.6.Voice System Signaling / Protocols / Standards
6.9.7.Dial Tone / Trunking / Call Routing Issues
6.9.8.Additional System Features
6.9.9.Music On Hold (MOH)
6.9.10.System Management / Administration
6.9.11.Security
6.9.12.Traffic Measurement
6.9.13.Call Detail Recording / Call Accounting
6.9.14.E911 and Location Identification
6.9.15.CALEA Requirements
6.9.16.Telephone Set / Desktop Units
6.10.Automatic Call Distribution (ACD)
6.10.1.Basic System
6.10.2.Additional ACD Features
6.10.3.ACD Statistical Reports
6.11.Voice Mail System Requirements
6.11.1.Basic Systems
6.11.2.Minimum Feature Requirements
6.11.3.Optional Features
6.11.4.Unified or Integrated Messaging
6.11.5.Voice Messaging System Administrative Console
6.12.System Configuration
6.13.Itemized System Costs
6.14.Warranty and Maintenance Issues
6.14.1.Warranty Period
6.14.2.Maintenance Pricing
6.15.No Unspecified Costs
6.16.Post Cutover Pricing
APPENDIX A: Letter of Intent-to-Propose
APPENDIX B: Non-Disclosure Form
APPENDIX C: Certifications And Assurances (See RFP Response Form)
APPENDIX D: Current Configuration Information
APPENDIX E: RFP Response Form
Final 6/1/2006Page 1
Eastern WashingtonUniversityRFP 16/07
Telephony Systems ProjectApril 17, 2006
1.Information to Vendors
1.1.Project Identification
This Request for Proposal (RFP) encompasses the purchase, installation, and maintenance services for EasternWashingtonUniversity’s telephony systems. EasternWashingtonUniversity (hereinafter referred to as “EWU” or “the University”) invites all qualified Vendors to submit a proposal.
EWU currently uses a Nortel Option 81C (Cheney campus) and a Nortel Option 51 (SpokaneCenter) for the core Private Branch Exchange (PBX) telephone equipment. The system uses both Nortel Intelligent Peripheral Equipment (IPE) and Enhanced Peripheral Equipment (EPE) for common support equipment. There are two MeridianMail systems in use to support the administration, staff, and faculty (one at each campus), and a third MeridianMail system for the dormitory residents on the main campus. According to Nortel’s Equipment Life Cycle Management Planning Notices, essential elements of the University’s telephony hardware are either “Manufacturer Discontinued” or “End of Life” status. The End of Life notice on critical hardware will severely impact the University’s maintenance program and will limit the University’s ability to manage growth in capacity and services.
Through this RFP, the University is seeking a qualified Vendor to migrate existing services off of the aging Nortel equipment onto supportable platforms that will easily accommodate evolution to IP Telephony. The University envisions a “hybrid” solution will be a necessary transition to the full IP Telephony system of the future.
In considering proposals for IP Telephony solutions the Vendor must recognize the University has a well developed data network, but the University has not deployed the necessary network electronics to support inline power and Quality of Service in all buildings on campus. As such, the Vendor should consider the initial rollout of IP-based telephony services to be a pilot project with careful phasing of future implementations.
To address potential solutions for the SpokaneCenter, the Vendor must understand the infrastructure will not support IP Telephony and the University does not plan to invest in data electronics or re-cabling for this site.
The University is pursuing a three-year maintenance contract for all telephony systems that will include a pre-negotiated option to extend the maintenance contract for two one-year periods.
EWU will evaluate proposals supplying equipment and maintenance from multiple manufacturers and including sub-contracted vendors; however, the contract will only be awarded to a single Vendor who will provide a single point of contact(under a single contract) to EWU.
1.2.Issuing Institution / Department / Unit
Eastern WashingtonUniversity
Information Resources
Enterprise Systems Department
Cheney, WA99004-2411
1.3.Contact Information
Susan Brown
Purchasing Office
Eastern WashingtonUniversity
312 Showalter Hall
Cheney, WA99004-2445
(509) 359-6403 (office)
(509) 359-7984 (FAX)
Any contact with EWU regarding this RFP must be forwarded through the above defined contact. Any Vendor who seeks information, clarification or interpretations from any other EWU employee will be excluded from the RFP process (see section 4.10).
1.4.Instructions to Vendors
1.4.1.Vendor Intent-to-Propose Letter
Upon receipt of this RFP, and prior to the deadline defined in Section 1.5, Vendors interested in providing EWU with a proposal shall complete and submit a Letter of Intent-to-Propose by fax, expressing its interest. A blank copy of the Letter of Intent-to-Propose is enclosed in Appendix A. The Vendor must include with its fax a signed Non-Disclosure Form. The Letter must be faxed to: Eastern Washington University, Attention: Purchasing Manager, at (509)359-7984. The Letter shall list the Vendor contact information, including telephone number, fax number, and e-mail address of its designated contact. This Letter shall also serve to confirm the Vendor’s attendance at the mandatory pre-proposal conference as scheduledin Section 1.5 of this document. Any Vendor wishing to rescind its Letter of Intent-to-Propose may do so at any time during the RFP process by sending a letter stating their intent not to submit a proposal.
1.4.2.Non-Disclosure Form
EWU is willing to share sensitive network and telecommunications design information during the pre-proposal conference with Vendors to ensurefull understanding and quality RFP responses. This information may include detailed lists of network electronics bysite, network diagrams and drawings, and the specific location of wiring and electronics closets. For security purposes, providing this information requires the Vendors to sign a Non-Disclosure Agreement. A copy of the Non-Disclosure Form is in Appendix B – this must be signed by an authorized representative and faxed to the EWU Purchasing Department along with the Vendor’s Letter of Intent-to-Propose. The Vendor must bring the signed original documents to the Pre-Proposal Conference. EWU will then distribute the additional telephone system and data network design information to the Pre-Proposal attendees.
1.4.3.Mandatory Pre-Proposal Conference
A mandatorypre-proposal conference will be held on the date, time, and place specified in Section 1.5. All Vendors who intend to offer a proposal must attend. As stated above, each Vendor attending must present the original signed Nondisclosure Form that was faxed with its Letter of Intent-to-Propose. The purpose of this conference is to provide the Vendors the opportunity to ask questions related to the technical or contractual issues related to EWU’s requirements. Any discussion at the Pre-proposal Conference will not alter any of the written requirements or specifications of the RFP unless committed to a formal written Addendum issued by EWU and distributed to all Vendors.
This conference will include a walk-through of relevant telecommunications rooms identified for the common telephone system equipment. Vendors will not be allowed to take photographs; however, EWU will supply digital photos of the rooms.
1.4.4.Vendor Questions And Inquires
It is the responsibility of the Vendorsto read and understand all parts of the RFP. As required by WAC 236-48-013 and WAC 236-48-081 all questions shall be directed to the Purchasing Office, Eastern Washington University, 312 Showalter Hall, Cheney, WA 99004-2445. The preferred method is to fax questions to (509) 359-7984. Questions must reference the appropriate paragraph of the RFP document. All faxed correspondence must include an active fax number to whichthe University can send responses. Questions received after the date/time specified in Section 1.5 of this document, willnot be considered. Only questions answered by formal written addenda shall be binding. Oral interpretations shall be without legal effect. If the Vendor’s response is incomplete, or does not follow all RFP instructions, or does not meet specifications of any part of the RFP document, that Vendor’s response may be rejected with no penalty to the University. All questions and answers will be distributed to all Vendors that both submit a Letter of Intent-to-Propose and attend the mandatory pre-proposal conference.
1.4.5.Submittal Of Proposal
All proposals must follow the format of the Vendor RFP Response Form (See Appendix E). All responses must be delivered to Showalter Hall, room 312, not later than 2:00 p.m. local time in Cheney, Washington, on the date defined in Section 1.5 of this document. Proposals arriving after the deadline will be rejected and returned to senders. Proposals and accompanying documents arriving before the deadline will become the property of the University and may not be returned unless a written request to withdraw the proposal is received before the response due date and time. RFP responses may then be returned at the Vendor’s expense.
Vendors assume the risk of the method of dispatch chosen. The University assumes no responsibility for delays caused by the U.S. Postal Service or other delivery services. Postmarking by the due date will not substitute for actual proposal receipt by EWU. Late proposals will not be accepted, nor will additional time be granted to any individual Vendor. Proposals may not be delivered by facsimile or other electronic means.
1.4.6.Identification
Proposals must be submitted in a sealed envelope with the RFP number, Eastern Washington University’s name, and the proposal opening date and time clearly indicated on the outside of the envelope. The envelope must also bear the Vendor’s name and address, preferably in the upper left hand corner.
1.4.7.Multiple Proposals
Vendors may submit more than one proposal in response to this RFP. However, each proposal must be a separate, complete package that can be considered independently of any other proposal from the same Vendor.
1.4.8.Further EWU Documentation
EWU publishes itsstandards and near term projects for telecommunications on itspublic website: This website will also be used to publish this RFP and additional documentation such as Questions and Answers associated with this RFP process. Information issued under non-disclosure will not be published on this website.
1.5.Important Dates
Release Date: June 5, 2006
Faxed Letter of Intent-to-Propose Due: June 19th, 2006
Mandatory Conference & Walkthrough: June 27, 2006
** Tawanka Room 215 9:00AM to Noon**
Closing Date for Questions: 2:00 p.m.July 7, 2006
Last Day EWU To IssueAddenda: July 13, 2006
Proposals Due: 2:00 p.m.July 21, 2006
By Invitation Proposal Presentations: August 9-10, 2006
Vendor Selection: August 21, 2006
Project Commencement: September 18, 2006
1.6.Terminology
The term “RFP” refers to this Request for Proposal document.
The terms “Project,” “Solicitation,” and “Agreement” refer to the project described in this RFP and for which proposals are being solicited.
For the purpose of this RFP, the terms “contractor,” “vendor,” and “respondent” are used interchangeably.
Any statement in this document that contains the word “must” or the word “shall” requires mandatory compliance. Failure of the Vendor to comply may be cause for rejection of the proposal or cancellation of the contract.
Technical terms used in this RFP are intended to follow industry conventions. Respondents should request clarification of terms whenever there is uncertainty as to the exact meaning.
2.Vendor Information and Qualifications
All information must be submitted on the RFP Response Form (See appendix E).
2.1.Contact Information
2.1.1.Required Information
At a minimum, the respondent must provide the name, office address and telephone number for each of the parties below. Where possible, the respondent should also provide fax numbers and/or e-mail addresses.
2.1.1.1Principals
Provide the names of Company principals or corporate officers.
2.1.1.2Contract Executives
List executive(s) that will be the contract authority for the project described in this RFP. This person must also be the point of contact for questions regarding the submitted proposal.
2.1.1.3Account Executives
List executive(s) that will be responsible for managing the business relationship between the respondent and the University.
2.1.1.4Project Manager
List the Person(s) that will be responsible for the projectmanagement of the implementation of the system(s).
2.1.1.5Sales Engineer
List the person(s)whowill be responsible for the technical response inthe proposal and the overall system design.
2.1.2.Subcontractors
The respondent shallprovide names, addresses, and contact information (as above) for each subcontractor to be employed in the execution of the contract. Include a brief background on each subcontractor involved, description of the subcontractor’s activities, and three references of work similar to that which they wouldbe performing as subcontractor on this project.
2.2.Vendor Background Information
Provide the following information:
a.Parent Company (if applicable):
b.Organizational Type/Structure:
c.State of incorporation:
d.Federal Identification Number:
e.Washington Business License Number
f.Vendor Experience:
1.Years company in business in WashingtonState:
2.Years firm has represented the equipment manufacturer:
3.Number of systems installed by the proposing office, same model:
4.Other products/manufacturers represented:
5.Additional background information (optional):
2.3.Manufacturer’s Background Information
Provide the following information for the system(s) proposed:
a.Manufacturer’s name:
b.Headquarters address:
c.Original release date of this family of systems:
d.Release date of this system model:
e.Release date of the proposed level/version of software:
f.Number of systems installed nationwide, same model:
Provide the following information for the voice messaging system proposed:
a.Manufacturers name:
b.Headquarters address:
c.Original release date of this family of systems:
d.Release date of this system model:
e.Release date of the proposed level/version of software:
f.Number of systems installed nationwide, same model:
2.4.Manufacturer’s Continuity Letter
The Vendor shall provide a letter of continuity from the manufacturer of the proposed voice communications system(s) and the manufacturer of the proposed voice messaging system(s), addressed to EasternWashingtonUniversity. The letters shall guarantee full service and support for EWU in the event of the Vendor’s failure or discontinuation of the product by the manufacturer. The commitment must be effective for at least seven years and must include local (within one hour) availability of all software, hardware, parts, service, and support. The letter must be on the manufacturer’s letterhead and signed by an authorized representative, and be included with the RFP Response Form (Section IX).
2.5.Financial Statements
The proposal must include the Vendor’s most recent financial statement or annual report (RFP Response Form Section X).
2.6.User Group Identification
If there is an established Users Group for the equipment proposed, list the name and contact(s) for the national and local User Groups as well as any website for these organizations.
2.7.Project Team Information / Certification
The proposal must include a list of the proposed project team members, including the local technical staff available for on-site service work after the installation. The list shall include the title, role and responsibility for each team member and any pertinent certifications they have obtained. Specific roles that should be itemized include the project manager, the system designer, the system database developer, the system database programmer, the trainer, the installer/technician, and any LAN/WAN network engineers used to validate the capability of the IP network, for anIP Telephony design and implementation. Normal location refers to where the individual’s office is and whether travel expenses may apply to future (post-project) work.
A copy of the resume of the Project Manager, the lead Sales Engineer, and the Lead Maintenance Technician assigned for post-installation support shall be submitted as part of the proposal.