RFP_050622-VSR.pdf

Historic Green County Courthouse Security System – Request for Proposals

REQUEST FOR PROPOSAL

VOICE PLATFORM REPLACEMENT

COUNTY OF GREEN

MONROE, WISCONSIN, 53566

PROPOSAL DUE DATE: JUNE 3RD, 2022

EXECUTIVE SUMMARY

ES.01 PROJECT IDENTIFICATION

Project Name: Voice Platform Replacement Project ID: 050622-VSR

ES.02 PROJECT SUMMARY

Green County is in search of a voice platform to replace multiple voice phone systems into a single platform the organization. Currently Green County is utilizing two different voice platforms: One for Pleasant View Nursing Home and another for the remainder of the County. PVNH is an on-prem solution while the other is a hosted platform.

ES.03 PROJECT OWNER/MANAGER

• Owner: County of Green

• Project Manager:

Ryan Camron

Director, Information Technology

Address: N3152 State Road 81 Monroe, WI 53566

Phone: 608-328-9348

E-mail: rcamron@greencountywi.org mailto:rcamron@greencountywi.org

INSTRUCTIONS TO BIDDERS

I.01 PROPOSAL SUBMISSION

• The signed, executed, and dated RFP must be received at the office of the Owner before 12:00PM June 3rd, 2022.

• Amendments to the submitted offer will be permitted if received in writing prior to RFP closing and if endorsed by the same party or parties who signed and sealed the offer.

I.02 PROPOSAL DOCUMENTS AND CONTRACT DOCUMENTS

• Addenda may be issued during the proposal period. All Addenda become part of the Contract Documents and include resultant costs in the RFP Amount

• Verbal answers are not binding on any party.

• Clarifications requested by bidders must be in writing not less than 7 days before date set for receipt of proposals. The reply will be in the form of an Addendum, a copy of which will be forwarded to known recipients.

I.03 PROPOSAL SUBMISSION

• Submit one copy of the executed offer on the RFP Form provided, signed and sealed with the required security in a closed opaque envelope, clearly identified with bidder's name, project name and Owner's name on the outside.

• Submit completed RFP Form along with executed offer. See Appendix A

I.04 PROPOSAL INELIGIBILITY

• Proposals that are late, unsigned, improperly signed or sealed, conditional, illegible, obscure, contain arithmetical errors, erasures, alterations, or irregularities of any kind, may at the discretion of the Owner, be declared unacceptable.

I.05 OFFER DURATION

• Proposals shall remain open to acceptance for a period of 90 days after the RFP closing date.

I.06 ACCEPTANCE OF OFFER

• After acceptance by Owner, the Owner will issue to the successful bidder, a written Proposal Acceptance.

TIMELINE

TL.01 RFP CLARIFICATION/QUESTIONS

• Clarification/Questions due: May 27th, 2022 at 5PM CST.

TL.02 PROPOSAL DUE

• Proposals due to Owner by: June 3rd, 2022 at 12:00PM CST.

TL.02 OWNER PROPOSAL REVIEW

• Proposal Opening: June 6th, 2022

• Submitter Presentations: Will be coordinate starting June 20th, 2022 through June 24th, 2022

TL.03 OWNER AWARDING/REJECTING PROPOSALS

• Anticipated Awarding of Proposal: Expected by end of day on July 30th, 2022. This is subject to full County Board of Supervisors approval.

GENERAL REQUIREMENTS

G.1 Voice Platform – Basic Requirements

• Direct Dial Calling – 366 Lines

• 3 digits calling for internal users

• Voice Mail – 292 Unique mailboxes o Voice Mail to Email Capable (Google or Microsoft)

• Mobility Functionality – Ringing/Forwarding to Cell Phones

• Hunt Group – Minimum of 19 unique groups

• Auto Attendant – Minimum of 13 unique

• Physical & Virtual Phone Capable – 350

G.3 Voice Platform – Technical Requirements

• Detailed call reporting and monitoring (No call recording)

• Integration into other systems to allow for overhead paging

• Centralized management structure of system with capabilities for IT Administrators to perform adds/moves/changes to phones and programming without vendor assistance.

G.2 Vendor

• Previous support and expertise around supporting voice platform

• General Support availability 24/7/365

• Implementation experience with voice platform

G.3 Licensing

• System licensing will run for an initial term of a 3-year period with renewal terms of 1-year periods. The contract shall be effective on the date executed by both parties.

G.4 Support and Maintenance Contract

• The support and maintenance contract will run for a 1-year period with annual renewal optional. The contract shall be effective on the date executed by both parties.

APPENDICES

A.1 RFP Submission Form

COUNTY OF GREEN RFP FORM

TO:

County of Green Attention Ryan Camron N3152 State Road 81 Monroe, WI 53566

FOR:

Project: Voice Platform Replacement Project ID: 050622-VSR Project Location: N3152 State Road 81 Monroe, WI 53566

DATE: _________________________________

SUBMITTED BY:

Bidder Name: ______________________________________________

Address: __________________________________________________

City, State, Zip: _____________________________________________

OFFER:

Licensing Costs: $___________________________________________

Support and Maintenance Costs: $______________________________

Implementation/Conversion Costs: $____________________________

Total Initial Project Costs: $____________________________________

BIDDER SINGATURES:

(Bidder Printed Full Name and Title)

(Bidder Signature)