RFP NF2025-03.pdf

REQUEST FOR PROPOSALS

VOICE OVER INTERNET PROTOCOL (VOIP) AND INTERNET SERVICE

GREATER PEORIA MASS TRANSIT DISTRICT

129 Van Buren St, PEORIA, IL 61603

MAY 5, 2025

REQUEST FOR PROPOSAL – COVER PAGE

Issue Date:

Title:

Reference Number:

Issuing and Using Agency:

May 5, 2025

Voice over Internet Protocol (VoIP) and Internet Service

RFP# NF2025-03

Greater Peoria Mass Transit District

Attn: Stephanie Alexander, Procurement Administrator

129 Van Buren St Peoria, Illinois 61603-3587

Proposals for Furnishing the Product(s)/Service(s) Described Herein Will Be Received Until:

4:00 PM on June 9, 2025 (CST)

All Inquiries for Information Should Be Directed To: Address listed above or Phone (309) 679-8160.

IF PROPOSALS ARE MAILED OR HAND-DELIVERED, SEND DIRECTLY TO:

GPMTD PROCUREMENT, 129 Van Buren St, PEORIA, ILLINOIS 61603.

The Reference Number, Date and Time of proposal submission deadline, as reflected above, must clearly appear on the face of the returned proposal package.

In Compliance with This Request For Proposals And To All Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services Described Herein In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.

Name and Address of Firm:

______________________________________ Date: ___________________________________

______________________________________ By: _____________________________________ (Signature in ink)

_________________ Zip Code: ____________ Name: __________________________________ (Please Print)

Telephone: ( ) ________________________ Title: ___________________________________

Fax Number: ( ) _______________________ FEI/FIN Number: _________________________

DUNS Number: _________________________ E-Mail Address: __________________________

NON-MANDATORY PRE-PROPOSAL MEETING WILL BE HELD:

May 8, 2025 at 2:00 pm (CST)

TABLE OF CONTENTS

REQUEST FOR PROPOSAL – COVER PAGE

TABLE OF CONTENTS

LEGAL NOTICE

INTERESTED PROPOSER REGISTRATION FORM

SECTION 1 - INSTRUCTIONS TO PROPOSERS

1-1 Introduction

1-2 Purpose

1-3 Proposal Submission

1-4 Proposal Format and Required Content

1-5 Proposal Signature

1-6 Inquiries

1-7 Procurement Schedule

1-8 Pre-Proposal Meeting

1-9 Interviews & Presentations

1-10 Proposal Specifics

1-11 Examination of RFP and Contract Documents

1-12 Interpretation of RFP and Contract Documents

1-13 Cost of Proposals

1-14 Samples

SECTION 2 – SCOPE OF WORK

2-1 Introduction

2-2 Description

2-3 Scope of Work

2-4 Requirements

2-5 Current Environment

SECTION 3 – PROPOSAL SUBMISSION PROVISIONS

3-1 Postponement, Amendment and/or Cancellation of Request for Proposals

3-2 Rejection of Proposals

3-3 Clarification of Proposals

3-4 Approved Equals

3-5 Modification or Withdrawal of Proposals and Late Proposals

3-6 Errors and Administrative Corrections

3-7 Compliance with RFP Terms and Attachments

3-8 Collusion

3-9 Pricing, Taxes and Effective Date

3-10 Proposal Alternatives

3-11 Single Proposal Response

3-12 Exclusionary or Discriminatory Specifications

3-13 Protest Procedures

3-14 Insurance Requirements

3-14.1 General Requirements

3-14.2 Required Coverages

SECTION 4 – PROPOSAL EVALUATION & CONTRACT AWARD

4-1 General

4-2 Eligibility for Award / Preliminary Proposal Review

4-3 Evaluation of Proposals

4-4 Scoring and Evaluation Criteria

4-5 Competitive Range

4-6 Negotiations

4-7 Contract Award

4-8 Execution of Contract and Notice to Proceed

4-9 Public Disclosure of Proposals

SECTION 5 – STANDARD CONTRACTUAL TERMS & CONDITIONS

5-1 Administration

5-2 Notification of Delay

5-3 Request for Extension

5-4 Contract Changes

5-5 Instructions by Unauthorized Third Persons

5-6 Cost or Price Analysis

5-7 Lack of Funds

5-8 Force Majeure

5-9 Taxes, Licenses, Laws, and Certificate Requirements

5-10 Defective Work, Materials or Services

5-11 Assignment

5-12 Indemnification and Hold Harmless

5-13 Applicable Law and Forum

5-14 Attorney Fees

5-15 State Officials and Employees Ethics Act

5-16 Conflicts of Interest and Non-Competitive Practices

5-17 Conflicts of Interest – Current and Former Employees

5-18 Other Public Agency Orders

5-19 Severability

5-20 Non-waiver of Breach

5-21 Use of GPMTD’s Name in Contractor Advertising or Public Relations

5-22 Termination Provisions

SECTION 6 – SPECIFIC CONTRACTUAL TERMS & CONDITIONS

6-1 Contract

6-2 Contract Documents and Precedence

6-3 Contract Term

6-4 Payment Procedures

6-5 Advance Payment Prohibited

6-6 Prompt Payment to Subcontractors

6-7 Price Adjustments

6-8 Shipping Charges

6-9 Delivery Points

6-10 Summary Report

6-11 Warranty Provisions

6-12 Express Warranties for Services

6-13 Warranty Remedies

6-14 Independent Status of Contractor

6-15 Notices

6-16 Non-Disclosure of Data

6-17 Non-Disclosure Obligation

6-18 Public Disclosure Requests

6-19 Ownership of Data

6-20 Patents and Royalties

6-21 Changed Requirements

6-22 Counterparts

6-23 Contractual Relationships

SECTION 7 - STATE OF ILLINOIS CONTRACT REQUIREMENTS

7-1 Interest of Members of in Congress

7-2 Prohibited Interests

7-3 Contract Changes

7-4 Escalation

7-5 Equal Employment Opportunity

7-6 Financial Assistance

7-7 Audit and Inspection of Records

7-8 Assignment

7-9 Retention of Records

7-10 Ownership of Records

ATTACHMENT A – Vendor Checklist

ATTACHMENT B – Proposal Affidavit

ATTACHMENT C – Addendum Page

ATTACHMENT D – Request for Clarifications / Approved Equals

ATTACHMENT E – Affidavit of Non-Collusion

ATTACHMENT F – Indemnity and Insurance Requirements

ATTACHMENT G – Firm Data Sheet

ATTACHMENT H – Prompt Payment Affidavit

ATTACHMENT I – Proposal Pricing Form

DEFINITION OF WORDS AND TERMS

Words and terms shall be given their ordinary and usual meanings. Where used in the Contract documents, the following words and terms shall have the meanings indicated. The meanings shall be applicable to the singular, plural, masculine, feminine and neuter of the words and terms.

Acceptance or Accepted: Written documentation of GPMTD’s determination that the Contractor’s Work has been completed in accordance with the Contract.

Addendum/Addenda: Written additions, deletions, clarification, interpretations, modifications or corrections to the solicitation documents issued by GPMTD during the Solicitation period and prior to contract award.

Administrative Change: Documentation provided by GPMTD to Contractor, which reflects internal GPMTD procedures not affecting the Contract terms or Scope of Work.

Best and Final Offer: Best and Final Offer shall consist of the Proposer’s revised proposal, the supplemental information, and the Proposer’s Best and Final Offer. In the event of any conflict or inconsistency in the items submitted by the Proposer, the items submitted last will govern.

Buyer: Individual designated by GPMTD to conduct the Contract solicitation process, draft and negotiate contracts, resolves contractual issues and supports the Project Manager during Contract performance.

Change Documentation: A written document agreed upon by Project Managers, which if it creates a material change to the Contract term or Scope of Work shall be executed as a Contract Amendment.

Change Order: Written order issued by GPMTD, with or without notice to sureties, making changes in the Work within the scope of this Contract.

Contract Amendment: A written change to the Contract modifying, deleting or adding to the terms or scope of work, signed by both parties, with or without notice to the sureties.

Contract or Contract Documents: The writings and drawings embodying the legally binding obligations between GPMTD and the Contractor for completion of the Work.

Contract Period: The period of time during which the Contractor shall perform the Services or Work under the Contract.

Contract Price: Amount payable to the Contractor under the terms and conditions of the Contract for the satisfactory performance of the Services or Work under the Contract.

Contractor: The individual, association, partnership, firm, company, corporation, or combination thereof, including joint ventures, contracting with GPMTD for the performance of Services or Work under the Contract.

Cost Analysis: The review, evaluation and verification of cost data and the evaluation of the specific elements of costs and profit. Cost analysis is the application of judgment utilizing criteria to project from the data to the estimated costs in order to form an opinion on the degree to which proposed costs represent what the Contract should cost, assuming reasonable economy and efficiency.

Day: Calendar Day.

DBE: Disadvantaged Business Enterprise.

Documentation: Technical publications relating to the use of the Work to be provided by Contractor under this Contract, such as reference, user, installation, systems administration and technical guides, delivered by the Contractor to GPMTD.

DOT: Department of Transportation.

Final Acceptance: The point when GPMTD acknowledges that the Contractor has performed the entire Work in accordance with the Contract.

FTA: Federal Transit Administration.

GPMTD: Greater Peoria Mass Transit District.

Person: Includes individuals, associations, firms, companies, corporations, partnerships, and joint ventures.

Price Analysis: The process of examining and evaluating a price without evaluating its separate cost elements and proposed profit.

Procurement Administrator: The individual designated by GPMTD to administer the Contract and be the Contractor’s primary point of contact. The Procurement Administrator has no contracting authority.

Project Manager: The individual designated by GPMTD to manage the project on a daily basis and who may represent GPMTD for Contract Administration.

Proposer or Offeror or Bidder: Individual, association, partnership, firm, company, corporation or a combination thereof, including joint ventures, submitting a bid/proposal to perform the Work.

Provide: Furnish without additional charge.

Reference Documents: Reports, specifications, and/or drawings that is available to proposers for information and reference in preparing bids but not as part of this Contract.

RFP or Solicitation: Request for proposals; also known as the solicitation document.

Scope of Work or Statement of Work (SOW): A section of the Request for Proposals consisting of written descriptions of Services to be performed, or the goods to be provided, or the technical requirements to be fulfilled under this Contract.

Services: The furnishing of labor, time or effort by a Contractor, but not involving the delivery of any specific manufactured good.

Shall or Will: Whenever used to stipulate anything, Shall or Will means mandatory by either the Contractor or GPMTD, as applicable, and means that the Contractor or GPMTD, as applicable, has thereby entered into a covenant with the other party to do or perform the same.

Specifications or Technical Specifications: A Section of the Request for Proposals consisting of written descriptions of Services to be performed, or the goods to be provided, or the technical requirements to be fulfilled under this Contract.

Subcontractor: The individual, association, partnership, firm, company, corporation, or joint venture entering into an agreement with the Contractor to perform any portion of the Work covered by this Contract.

Submittals: Information that is submitted to the Procurement Administrator in accordance with the Scope of Work/Specifications.

Work: Everything to be provided and done for the fulfillment of the Contract and shall include all goods and services specified under this Contract, including Contract Amendments and settlements.

LEGAL NOTICE

May 5, 2025

REQUEST FOR PROPOSALS

Voice over Internet Protocol (VoIP) and Internet Service

RFP# NF2025-04

The Greater Peoria Mass Transit District (GPMTD) is seeking proposals for Voice over Internet Protocol (VoIP) and Internet Services. The scope of work/specifications is outlined in the Request for Proposals (RFP). The successful Proposer shall meet the terms and conditions set forth in this document and all other attachments.

The RFP, which includes the procurement schedule, may be obtained by downloading the document from GPMTD’s website found at www.ridecitylink.org/resources/procurement under ‘Current Projects’.

All interested contractors should complete a Contractor’s Registration Form (contained in the RFP) and submit to the listed person, via e-mail. All questions should be directed to:

Stephanie Alexander, Procurement Administrator

Greater Peoria Mass Transit District 129 Van Buren St

Peoria, IL 61603-3587

(309) 679-8160

E-mail: salexander@ridecitylink.org

All proposals must be received on or before 4:00 pm (CST) on June 9, 2025 at the address listed above.

The right is reserved to accept any proposal/bid or any part or parts thereof or to reject any and all proposals/bids. Acceptance of any proposal/bid is subject to concurrence by the Illinois Department of Transportation and the United States Department of Transportation.

Any contract resulting from these proposals is subject to financial assistance contract between the GPMTD and the United States Department of Transportation and the Illinois Department of Transportation.

Contractor will be required to comply with all applicable Equal Employment Opportunity laws and regulations.

A Non-Mandatory Pre-Proposal Meeting will be held on May 8, 2025 at 2:00 pm (CST), at the GPMTD Administrative office, 129 Van Buren St, Peoria, IL 61603.

Funding provided in whole or in part by the Illinois Department of Transportation “IDOT”.

INTERESTED PROPOSER REGISTRATION FORM

Voice over Internet Protocol (VoIP) and Internet Service RFP# NF2025-04

Date: May 5, 2025 To: INTERESTED CONTRACTORS Subject: Voice over Internet Protocol (VoIP) and Internet Service RFP# NF2025-04

To Proposers:

The REQUEST FOR PROPOSALS (RFP) and any issued addenda(s) are available for download at www.ridecitylink.org/resources/procurement. Please submit this Form to salexander@ridecitylink.org with your completed contact information.

Name of INTERESTED CONTRACTOR: ________________________________________ _______

Name of Contact Person: ________________________________________________

Title of Contact Person: ________________________________________________

Street Address/Post Office Box: ________________________________________________

City, State, Zip Code: ________________________________________________

Telephone Number: ________________________________________________

Fax Number: ________________________________________________

E-Mail Address: ________________________________________________

Website Address: ________________________________________________

Date of Download: ________________________________________________

This Form is requested to ensure that every Interested Contractor receives issued addenda(s) for this REQUEST FOR PROPOSALS. Failure to register this download may result in a rejection of the quotation due to non-compliance with addenda requirements. See ATTACHMENT C - ADDENDUM PAGE, which must be completed and submitted with the proposal that you provide to the Greater Peoria Mass Transit District.

Thank you for your interest. We look forward to receiving your proposal.

Sincerely, Stephanie Alexander Procurement Administrator

PH: (309) 679-8160

SECTION 1 - INSTRUCTIONS TO PROPOSERS

1-1 Introduction

The Greater Peoria Mass Transit District (GPMTD) is the primary public transportation provider for the greater Peoria region. The GPMTD is a municipal corporation within the State of Illinois. GPMTD provides an environmentally friendly and customer-focused transportation service that connects people to places in an efficient and safe manner.

GPMTD employs approximately 191 full and part-time employees, operates 20 fixed routes within the City of Peoria, City of East Peoria, City of Pekin, Village of Peoria Heights and West Peoria Township and maintains an active fleet of 53 fixed-route buses. In addition to traditional fixed-route service, GPMTD provides complementary ADA paratransit service (CityLift) within the service area and owns 36 medium duty vans used for CityLift services. GPMTD has three (3) facilities comprised of an Administration Building and Maintenance Building located at 129 Van Buren Street, and a Transit Center located at 407 SW Adams.

1-2 Purpose

The purpose of this Request for Proposals (RFP) is requesting proposals from qualified, responsive and responsible company to Lease Voice over Internet Protocol (VoIP) and Internet Service as specified in Section 2, Scope of Work.

1-3 Proposal Submission

The proposer will submit:

One (1) original;

Six (6) hard copies;

Original and required copies, complete with all signed affidavits and certifications, will be bound together. Oversize pages used for drawings or similar purposes are allowed. The package containing the proposal must be clearly marked with the words "Proposal for Voice over Internet Protocol (VoIP) and Internet Service RFP# NF2025-04” and the time and date proposals are due. GPMTD will not accept responsibility for late proposals that may be improperly routed in the mail or otherwise delivered after the prescribed date and time.

GPMTD shall not be responsible for unintentional premature opening of a proposal that has not been properly addressed and identified per the instructions included with this RFP. All proposals are due NO LATER THAN 4:00 pm (CST), June 9, 2025.

1-4 Proposal Format and Required Content

Proposals shall be prepared in a clear, concise, and economical manner. Proposals should be bound simply, and sections shall be tabbed to coincide with the sections of the RFP and pages should be numbered in each section.

There is no page limitation or minimum document size, but any information the Proposer submits is expected to be concise and relevant to the RFP. Illustrations may be included in the proposal.

Proposals that do not adhere to the required format, are difficult to read or are deemed illegible by GPMTD and may be rejected.

Proposals shall adhere to the following format and contain the following items in the order outlined below:

A. Request for Proposal Cover Page (page 2) and all properly completed and executed Attachments

B. Cover Letter, providing the following information:

1. Identification of the proposer(s), including name, address and telephone number of the appropriate contact person at each company/firm.

2. Proposed working relationship among proposing companies/firms, i.e. prime subcontractors, if applicable.

3. Signature of a person authorized to bind the proposing firm/company to the terms of the proposal.

C. Notice of Exception(s) (if applicable)

D. Qualifications and Capabilities of the Company

1. Name(s) and title(s) of all key personnel proposed for the duration of the contract. In the event that oral presentations are conducted, the designated key personnel will be required to attend along with other representatives of the Proposer.

2. Provide a brief profile of the Proposer, including its principal line of business, year founded, form of organization and a general description of the Proposer’s financial condition. Identify any conditions (bankruptcy, pending merger, pending litigation, planned office closures) that may impede the Proposer’s ability to complete the project.

3. Identify all qualifications and organizational capabilities that will establish the proposer as a satisfactory provider of the required product or service by reason of its strength and stability.

4. In addition to SSAE 16 certification, please indicate any other industry certifications. For example:

SSAE 16

PCI

HIPPA

5. Identify any and all subcontractors, if applicable. For each subcontractor, provide the name the company, address, contact person, telephone number and project function(s).

Proposer must provide affirmation of your company’s ability to meet all RFP requirements, including any supporting documentation, sales materials, etc. Also include a reason why you are not able to meet any RFP requirements and why you feel regardless of your inability to meet all requirements your proposal should be considered.

E. Related Experiences and References

1. This section of the Proposal should establish the ability of the Proposer to provide the required product or service by demonstrating competence in the performance of services to be provided. Proposers should identify or provide any record(s) of satisfactory performance on similar contracts and supportive client references. Provide examples of similar contracts that the Proposer has undertaken (indicating current status of the contract) within the last two years. For each reference cited as related experience, furnish the name, title, address, and telephone number of the person(s) at the purchaser’s organization who is the most knowledgeable about the work performed.

2. Please identify what you believe are the primary characteristics that differentiate your firm from others in the market and explain why your company is uniquely positioned to work successfully with GPMTD.

F. Technical Proposal (to include)

1. Proposers must demonstrate their understanding of the project, describe their project approach and explain how they will meet GPMTD’s goals and objectives.

2. A response to each line item in Section 2, the Scope of Work. The proposer will identify the response to each line item in the order the line item appears in the Scope of Work. Identify how the line item requirements will be met and describe in detail the item being presented.

This response will incorporate all addenda to the RFP. Each response should be clearly defined and shall include, but not be limited to, a detailed statement of how the Proposer intends to achieve full compliance, or an explanation of why full compliance cannot be attained.

3. Provide, in narrative form, a plan of how your organization, would approach this project if awarded the contract. This should include, but not be limited to, complete compliance with the Scope of Work, identification of potential shortfalls in your understanding of the requirements, and your ideas which would improve the likelihood of success for both parties.

4. Where the Scope of Work permits alternative means, methods, and/or materials to be employed, the proposal shall indicate the choice of the Proposer.

5. A comprehensive list of any disclaimers or caveats pertaining to the provision of service and start-up of services as described in GPMTD’s Scope of Work/Specifications. Except as clearly stated in this section, it shall be assumed that GPMTD’s Scope of Work shall supersede any and all such specifications that may be described and/or included in the proposal

G. Cost/Price Proposal

The Cost/Price Proposal should identify and respond to the items within the Scope of Work. A summary of the cost/price proposal for items in the proposal is required, showing fees for the basic work program. The cost for the entire proposal is also required. The Proposer/Bidder must demonstrate its financial capability, including financial resources to sustain operations between the time expenses are incurred and the time payment is made.

1-5 Proposal Signature

Each proposal shall include the RFP Cover Page signed by a person authorized to bind the proposing firm to the terms of the Contract. Proposals signed by an agent are to be accompanied by evidence of that person's authority.

1-6 Inquiries

The proposer is required to show on all correspondence with the GPMTD the following: "Proposal for Voice over Internet Protocol (VoIP) and Internet Service RFP #NF2025-04”. Any communication with GPMTD should be written and directed to: Stephanie Alexander, Procurement Administrator, GPMTD, 129 Van Buren St, Peoria, Illinois 61603-3587. Written communication may also be forwarded via email to salexander@ridecitylink.org. Correspondence will not be accepted by any other means or by any other GPMTD staff member.

1-7 Procurement Schedule

The projected schedule for this procurement is:

Request for Proposals available: May 5, 2025

Pre-Proposal Meeting at 3:00 pm (CST): May 8, 2025

Deadline for questions and clarifications: May 15, 2025

Deadline for responses to questions and clarifications: June 2, 2025

Proposals due by 4:00 pm (CST): June 9, 2025

Evaluation of proposals & possible interviews: June 10 - 20, 2025

Recommend Contract Award at GPMTD Board Meeting: July 2025

Contract Effective Date: July 2025

Start Up Date: July 2025

1-8 Pre-Proposal Meeting

There will be a non-mandatory pre-proposal meeting on May 8, 2025 at 2:00 pm (CST) at GPMTD’s Administrative Office located at 129 Van Buren St, Peoria, Illinois 61603. All potential proposers attending will attend at their own cost and should bring a hardcopy of this solicitation. At this meeting proposers will be given the opportunity to ask questions and familiarize themselves with all the conditions that may affect the time or cost of performance. The GPMTD may conduct a site visit for all proposers so it will not be necessary later on for proposers to make a subsequent claim or request a contract modification because of facts not known when the proposal was submitted.

1-9 Interviews & Presentations

GPMTD may schedule interviews and presentations for Proposers submitting proposals for this project. These interviews and presentations will allow selected Proposers to present their proposals and approaches to this project in greater depth.

GPMTD will expect the Project Manager to take an active part in making the presentation at the Proposer’s interview. The Project Manager would have day-to-day responsibility conducting services contracted or very closely supervising others’ work for the services contracted, if awarded.

The interview and presentation will last approximately one hour. Your presentation should be limited to approximately 20 minutes. The remainder of the time will be used for follow-up discussion and questions.

The presentations will be at the Greater Peoria Mass Transit District offices on 129 Van Buren St Peoria, IL.

1-10 Proposal Specifics

The Selection Committee reserves the right to reject any or all proposals. Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself.

1-11 Examination of RFP and Contract Documents

Proposers are expected to examine the Scope of Work, scope of services required, specifications, schedules, compliance requirements and all instructions. Failure to do so will be at the Proposer's risk. It is the intent of these specifications to provide product(s)/service(s) of first quality, and the workmanship must be the best obtainable in the various trades. The product(s)/service(s) proposed must be high quality in all respects. No advantage will be taken by the Proposer in the omission of any part or detail, which goes to make the product/service(s) complete. All manner of workmanship and material used in the production of the services and not herein contained or specified shall be of the industry standard and shall conform to the best practices known in the industry.

Contractor will assume responsibility for all equipment used in the proposal item, whether the same is manufactured by the Contractor or purchased ready made from a source outside the Contractor's company. It is the sole responsibility of the Contractor to read the Scope of Work/Specifications and understand them.

The submission of a proposal shall constitute an acknowledgment upon which GPMTD may rely on that the Proposer has thoroughly examined and is familiar with the solicitation, instructions and Scope of Work, including any work site identified in the RFP, and has reviewed and inspected all applicable statutes, regulations, ordinances and resolutions addressing or relating to the goods and services to be provided hereunder. The failure or neglect of a Proposer to receive or examine such documents, work sites, statutes, regulations, ordinances, or resolutions shall in no way relieve the Proposer from any obligations with respect to its Proposal or to any Contract awarded pursuant to this RFP. No claim for additional compensation will be allowed which is based on lack of knowledge or misunderstanding of this RFP, work sites, statutes, regulations, ordinances, or resolutions.

1-12 Interpretation of RFP and Contract Documents

No oral interpretations as to the meaning of the RFP will be made to any Proposer. Any explanation desired by a Proposer regarding the meaning or interpretation of the RFP, Scope of Work, Specifications, etc., must be requested in writing and with sufficient time allowed (a minimum of fifteen (15) calendar days before the proposal due date) for a reply to reach all Proposers before the submission of their proposals. Any interpretation or change made will be in the form of an addendum to the RFP, specifications, etc., as appropriate. All addendums will be furnished as promptly as is practicable to all contractors who have registered to submit a proposal on this RFP and to whom the RFP has been issued to at least seven (7) calendar days prior to the proposal due date. All addenda will become part of the RFP and any subsequently awarded Contract. Oral explanations, statements, or instructions given by GPMTD before the award of the Contract will not be binding upon the GPMTD.

1-13 Cost of Proposals

GPMTD is not liable for any costs incurred by Proposers in the preparation, presentation, testing, or negotiation of Proposals submitted in response to this solicitation.

1-14 Samples

Samples of items, when called for, must be furnished free of charge. Samples must be labeled with the Proposer's name, manufacturer's brand name and number, proposal number, and item reference.

Request for return of samples shall be accompanied by instructions, which include shipping authorization and name of carrier, and must be received within ninety (90) days after proposal opening date. If instructions are not received within this time, the commodities shall be disposed of by GPMTD.

SECTION 2 – SCOPE OF WORK

2-1 Introduction

The Greater Peoria Mass Transit District is conducting an RFP for Leasing Voice over Internet Protocol (VoIP) and Internet Service. The qualified vendor will be customer driven and provide GPMTD with an exceptional level of service and quality products. GPMTD encourage companies to submit the most comprehensive proposal possible offering the highest quality of service.

2-2 Description

The proposer shall furnish all labor, materials, software, hardware and other equipment necessary to make the network and phone system operational. Proposer shall also provide a detailed plan for implementation, cutover and project management. The proposal must offer the GPMTD a suitable transition path from the current environment into the new environment and the proposer will be required to install, test, cutover, train on and warrant all aspects of the proposed solution.

The network must be highly reliable and scalable. Network capabilities including throughput, reliability, physical redundancy and backup power systems will be considered.

All fiber WAN terminations (Demarcs) shall be to existing MMF (Fiber) ports on GPMTD owned FPOE Fortiswitches

Successful proposer shall submit a Statement of Work\Specifications, that shall include:

1. GPMTD Requirements

2. Physical diagrams for all proposed network installations

3. Detailed project plans and detailed method of project completion

4. Project timeline listing project milestones

5. Secure GPMTD approval before beginning any work or ordering any equipment

6. Order, install, configure and test equipment, software and circuits

7. Assist with cutover of each location to the new WAN

8. Provide full documentation of all installed circuits and equipment

9. Turn over all documentation of the GPMTD at completion

10. Provide a written Business Continuity Plan that will be tested before signing off on project

11. Provide up to sixteen (16) hours training to GPMTD personnel or assigned designee(s) who will be managing the complete phone and communication system (If transitioning to new provider)

Proposer's response shall detail at least the following:

Proposal for Voice over Internet Protocol (VoIP) and Internet Service RFP #NF2025-04

1. Definition of major outage and escalation procedures

2. Guaranteed response times for repair

Proposer shall show all total cost for both recurring and non-recurring (startup) charges along with any/all other taxes and surcharges.

2-3 Scope of Work

GPMTD is requesting to have one Voice over Internet Protocol (VoIP) and Internet services vendor with a singular point of contact with a proven track record of successful implementations exceptional service all while provided under a single contract and billing platform.

GPMTD intends to contract with a qualified vendor for continuation of high-speed (gigabit Ethernet) IP Wide Area Network (WAN) and fiber lines to support Internet access for all facilities that are within GPMTD’s network as well as a cloud-based VoIP phone system.

Proposed fiber network architecture (termination Points) must match the existing WAN that is based on our current site setup (Administration building located at 129 Van Buren St. Peoria, Maintenance building 2105 NE Jefferson Ave. Peoria, Transit Center 407 SW Adams St., Peoria).

This is a significant investment and will need to be adhering to our network design.

2-4 Requirements

1. All proposers submitting a proposal, regardless of the connectivity type, must have the ability to sell and support service to all GPMTD locations. Proposals will not be considered from vendors that cannot sell services and provide a single point of contact for support of those services at all GPMTD locations.

2. All proposers submitting a proposal must have a human staffed 24x7x365 network operations center or similar in which proactive network monitoring and maintenance occurs 7 days a week, 24 hours a day, including holidays. Vendors must provide a 24x7x365 voice-based point of contact for GPMTD to report trouble or repair issues. Point of contact must be reachable in three minutes or less from time of call placement.

3. Proposers must supply a problem escalation chart with an escalation path including mobile telephone numbers eventually leading to the company's executive team.

4. Vendor is required to make a record (often known as a "trouble ticket") for each such occurrence or outage, containing at a minimum the time of commencement, time of response, and time of repair. Response time for occurrences or outages, must be one hour or less, be listed and contain the original problem and the solution thereof. Provide compensation penalty options for each occurrence.

5. GPMTD communication outage and or phone system outage which shall be deemed any occurrence of any type shall have a maximum of 4 hours or less before any penalty will be charged.

Provide compensation penalty options for each 4 hours of downtime

6. All GPMTD locations must be able to access the Internet directly (specified traffic only), or carrier must have the ability to bring the specified Internet destined traffic to a carrier managed head-end facility other than the GPMTD datacenters for transfer to the Internet.

7. All GPMTD facilities location equipment proposed for installation by the vendor regardless of network topology must be industry standard and widely installed with a proven track record of reliability. All vendor supplied and/or installed equipment at the location must be vendor maintained for the lifetime of the service agreement proposed including option years.

Proposal Requirements

1. Monthly Recurring and Nonrecurring cost in total

2. Monthly Recurring and Nonrecurring cost breakout by location

3. Make/model of all equipment to be installed by location

4. Bandwidth speeds by location

5. Proposed term of initial service agreement including option years

6. Definition of major outage and escalation procedures as part of the SLA

7. Startup Recurring and Nonrecurring cost in total

8. Pricing information on any/all other taxes and surcharges

9. All agreements (template is fine) that would be executed upon successful award

10. Diagram of proposed network topology

11. Affirmation of your company's ability to meet all RFP requirements, including any supporting documentation, sales materials, etc. Include any reason why you are not able to meet any RFP requirements and why you feel regardless of your inability to meet all requirements your proposal should be considered

12. Must be able to meet or exceed all PCI (Payment Credit Industry) security standards

13. Provide pricing for options requested or options vendor proposes in addition to requirements of

RFP

14. Monthly breakout of outages and service interruptions attached to invoice with performance penalties incorporated that will also reflect credits for said outages on current month’s invoice

15. Provide adequate coverage to meet GPMTD Insurance Requirements

Functionality Requirements for the VoIP Solution

The following are requirements for VoIP technical functionality options and features associated with the platform.

Handsets and conference phones Excellent Industry-standard low levels of jitter and packet loss “High Quality” Level of voice quality Internal dialing Unified messaging (voice message to email) with ability to transcribe to email Cloud based PBX solution (non-on prem or hybrid) Obscure outgoing phone numbers with trunk line which a caller will reach our call Queue upon callback Hands free, wireless headsets with options for additional Porting of all current phone needed numbers

Distinctive Ringing (Administrative Offices) Audio conferencing Automated attendant Live call monitoring Call group creation Hunt group creation Capacity of required simultaneous live calls Call forwarding for both extensions and main numbers Call forwarding (internal and off premise) Call Pickup Softphone Caller ID Speakerphone Call Transfer (hot and cold) Do not Disturb Conferencing Outbound Message Notification (Voicemail) Announcements on Hold (Customizable for MCS to announce events, etc. to callers while they are on hold Call blocking for Private Numbers Call recording and review Voice Mail with up to 1,000 Mailboxes & 100 hours of storage time Programmable Call Routing (to pages, cell phones, etc.)

Call Accounting/Information Management integrated with software for network/workstation monitoring & reports (incoming calls — lost calls — duration of calls — service level, all with ability but not limited to be broken down by user, date, day of week, user group

E911 Compliant D.I.D. (Direct Inward Dial) D.O.D. for E911 issues Interactive voice response LCD displays on all phones with speed dial buttons Sequential hunting Automatic callback of extensions as well as outside calls Call queuing Camp on call waiting All features and functionalities of a digital phone system Automated attendant Interfacing with digital network

Proposal will be a Fiber-backed Solution

1. Fiber solution must be a minimum of 100Mbps access local loops at the Administration and Transit Center locations.

2. All proposers should be aware of locations for GPMTD properties setup (Administration building located 129 Van Buren Street Peoria; Maintenance building 2105 NE Jefferson Ave. Peoria; Transit Center 407 SW Adams St Peoria).

3. Proposers should consider that GPMTD is requiring that the contractor include a lease agreement or a rental agreement of a new telephone system that is compatible with the contractor’s fiber lines as well as third party ISP providers who are used or could be used for redundancy. This will also include that the responsibility of that vendor is to service and maintain the phones\system at current technology. The telephones\system may not be used or reconditioned. Additionally, the contractor is responsible for upgrades to the telephones\system from the base agreement including the option years.

4. Proposer must have a minimum of 10 years in the telecommunication business.

5. Proposer must provide with their proposal, a Business Continuity Plan for the proposed network, as well as redundant cabling on separate pathways for “middle mile” transmission that is mutually agreed upon by GPMTD and Contractor prior to contract execution.

6. Proposer may be a reseller or own the fiber.

7. Proposer will provide within proposal, conversion plan of all GPMTD analog lines that are currently in use to the desired VOIP solution wherever possible and mutually agreed to by both parties.

8. Must provide a web portal for GPMTD to view all lines and provide information that will allow for bandwidth adjustments when needed.

9. GPMTD requires that the contractor be a minimum Tier II telecommunication provider

Services Required for Installation of the Telephone System

1. On-site training sessions broken out amongst varying times during day/week

2. Setup, configuration & programming of system

3. Tone — tag — testing of existing lines

4. Reliable maintenance and service — referrals requested for verification

5. Help line for calling after training is complete

6. Supply all equipment, installation and maintenance of new system according to specifications

Additional Requirements shall be included but not be limited to

1. Available help desk 24 hours a day

2. Up to eighty (80) hours of on-site training which will include, but not be limited to, the Customer

Service Representatives, and all Administration Staff. This training shall consist of all aspects of phone system usage, (i.e., forwarding incoming phone calls, phone call recording, phone call routing, phone message retrieval, etc).

3. Tone-tag-testing of existing lines, complete installation, setup, configuration, programming according to our needs per each department.

2-5 Current Environment

GPMTD has 45 handsets and 3 conference phones, and 1 cordless handset. GPMTD currently uses a Stratus Cloud solution.

Lines and POTS Totals

Point to Point from 2105 NE Jefferson to 407 SW Adams (data line from Administration Building to Transit Center)

Advaned ePOTS – 2 PRI Line — mainly used for DID lines Standard faxing – 1 Voice lines - 59

Proposal Format Suggestions

1. Sample Services Agreement: Provide a detailed sample Services Agreement for the solution that you are proposing. Please ensure that the proposed and specific contract language is used.

2. Other Information: Include additional information such as sample reports, etc.

SECTION 3 – PROPOSAL SUBMISSION PROVISIONS

3-1 Postponement, Amendment and/or Cancellation of Request for Proposals

The GPMTD reserves the right to revise or amend any portion of this RFP prior to the date and time for the proposal delivery. Such revisions and amendments, if any, shall be issued through addenda to this RFP. Copies of such addenda and/or amendments shall be placed on the GPMTD website and will be furnished to the Proposer’s email address submitted on the Contractors Registration Form. If the revisions or addenda require changes in requested information or the format for proposal submission, the established date for submission of proposals contained in this RFP may be postponed by such number of days as, in the GPMTD’s opinion, shall enable Proposers adequate time to revise their proposals.

GPMTD reserves the right to cancel this RFP at any time or change the date and time for submitting proposals by announcing same prior to the date and time established for proposal submittal.

3-2 Rejection of Proposals

GPMTD reserves the right to reject any or all proposals and waive any minor informalities or irregularities.

3-3 Clarification of Proposals

GPMTD reserves the right to obtain clarification of any point in a proposal or to obtain additional information necessary to properly evaluate the proposal. Failure of a Proposer to respond to such a request for additional information or clarification may result in the proposals’ rejection.

3-4 Approved Equals

In all cases, services and materials must be furnished as specified. Where brand names or specific items are used in the specifications, consider the term "or approved equal" to follow.

Any unapproved deviations, exceptions, substitutions, alternates or conditional qualifications contained in a proposal may be cause for its rejection.

If potential proposers believe that their product is equal to the product specified, they must submit a written request to GPMTD on the provided form (Attachment D) and this request will be approved or rejected by GPMTD at least seven (7) calendar days prior to the due date of proposals. Requests for approved equals and clarification of specifications must be received by GPMTD in writing a minimum of fifteen (15) days before the proposal opening to allow analysis of the request.

Any request for an approved equal must be fully supported with catalog information, specifications and illustrations, or other pertinent information, as evidence that the substitute offered is equal to or better than the specification. Where an approved equal is requested, the Proposer must demonstrate the equality of this product to GPMTD to determine whether the Proposer's product is or is not equal to that specified.

3-5 Modification or Withdrawal of Proposals and Late Proposals

At any time before the time and date set for submittal of proposals, a Proposer may request to withdraw or modify its Proposal. Such a request must be made in writing by a person with authority as identified on the RFP Cover Page, provided their identity is made known and a receipt is signed for the proposal. All proposal modifications shall be made in writing executed and submitted in the same form and manner as the original proposal. Any proposal or modification of proposal received at GPMTD's office designated in the solicitation after the exact time specified for proposal receipt will not be considered.

3-6 Errors and Administrative Corrections

GPMTD will not be responsible for any errors in proposals. Proposers will only be allowed to alter proposals after the submittal deadline in response to requests for clarifications or Best and Final Offers by GPMTD. GPMTD reserves the right to request an extension of the proposal period from a Proposer or Proposers.

GPMTD reserves the right to allow corrections or amendments to be made that are due to minor administrative errors or irregularities, such as errors in typing, transposition or similar administrative errors. Erasures or other changes or entries made by the proposer must be initialed by the person signing the proposal.

3-7 Compliance with RFP Terms and Attachments

GPMTD intends to award a Contract based on the terms, conditions, and attachments contained in this RFP. Proposers are strongly advised to not take any exceptions. Proposers shall submit proposals which respond to the requirements of the RFP. An exception is not a response to the RFP requirement. If an exception is taken, a “Notice of Exception” must be submitted with the proposal.

The “Notice of Exception” must identify the specific point or points of exception and provide an alternative.

Proposers are cautioned that exceptions to the terms, conditions, and attachments may result in rejection of the proposal.

GPMTD may, at its sole discretion, determine that a proposal with a Notice of Exception merits evaluation. A proposal with a Notice of Exception not immediately rejected, may be evaluated, but its competitive scoring will be reduced to reflect the importance of the exception. Evaluation and negotiation will only continue with the Proposer if GPMTD determines that a Contract in the best interest of GPMTD may be achieved. The Notice of Exception will be used as part of GPMTD’s evaluation of the proposal, and, therefore, must be made known during the course of the proposing process. Comments and exceptions substantially altering the form agreement will not be considered after conclusion of the bid process and the award of a contract. Failure to submit a marked-up copy of the form agreement with a bid proposal will be interpreted by GPMTD as the proposer’s acceptance of the form agreement provided herein.

3-8 Collusion

The proposer guarantees that the proposal submitted is not a product of collusion with any other proposer, and no effort has been made to fix the proposal price of any proposer or to fix any overhead, profit, or cost element of any proposal price (Attachment E - Affidavit of Non-Collusion). Failure to submit the signed affidavit at the time of bid opening shall be grounds for disqualification of the proposer's offer.

If GPMTD determines that collusion has occurred among Proposers, none of the proposals from the participants in such collusion shall be considered. GPMTD’s determination shall be final.

3-9 Pricing, Taxes and Effective Date

The price to be quoted in any proposal will include all items of labor, materials, tools, equipment, delivery and other costs necessary to fully meet the requirements of GPMTD. Any items omitted, which are clearly necessary for the completion of this project, will be considered a portion of such specifications, although not directly specified.

Price proposals shall include all freight charges, FOB to the designated delivery points.

GPMTD is exempt from payment of Federal, Excise and Transportation Tax, and the Illinois Sales, Excise and Use Tax. Proposers will not include these taxes in their proposed price(s). All other government taxes, duties, fees, licenses, permits, royalties, assessments, and charges shall be included in the proposed price.

In the event of a discrepancy between the unit price and the extended amount for a required item, the unit price will govern.

The price quoted by the proposing companies/firms will not change for a period of ninety (90) days, beginning from the date the proposal is opened.

3-10 Proposal Alternatives

Proposals shall address all requirements identified in this solicitation. In addition, GPMTD may consider proposal alternatives submitted by Proposers that provide enhancements beyond the RFP requirements. Proposal alternatives may be considered if deemed to be in GPMTD’s best interests.

Proposal alternatives must be clearly identified.

3-11 Single Proposal Response

If only one Proposal is received in response to the RFP, a sample of two (2) Proposals, if available, awarded to the Proposer within the past two (2) years may be requested of the single Proposer.