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Kansas City Area Transportation Authority

1. RFP 11 5011 35 Telephone System amp Data Network 37 of 117 April 14 2011 40 DASH Board DISPLAY CAPABILITIES The ability of the system to offer contact center as well as the agents performance statistics directly to their PC Display This feature also allows the Supervisor to send messages to agents F Call Recording Application will support the following 1 VoIP Integration The system will provide VoIP integration with the proposed PBX platform and allow a combination of full time on demand and Contact Center call recording to be used at any of KCATA s De ACD Agent PC Dual Screen Capture During the course of the agent customer conversation all agent PC activity is recorded and automatically synchronized with the recorded phone conversation 3 Playback The system will allow supervisors to simply choose the recorded interaction to be reviewed and the recorded PC activity and conversation is replayed in a full motion format 4 Performance Evaluation The system will provided browser based evaluation tools that can be customized to meet KCATA s unique grading requirements It will support standard grading formats including Yes No Pass Fail Excellent Good Average Poor and allow KCATA to customize scoring as needed Questions or sections can be weighted differently In addition it will automatically calculate the scores and store the results on the server 5 Historical Reports System will allow
2. STATION HUNTING CONSECUTIVE When stations are arranged in consecutively numbered groups and this facility is provided an incoming call to any of those stations within the group if busy shall progressively search through the remaining stations within that group and shall establish connection to the first available non busy station STATION MESSAGE DETAIL RECORDING Provides a record of calls placed to or from a telephone station or attendant console including starting time call duration all digits of the called calling number and the specific trunk or trunk group used TENANT PARTITIONS Several closely located customers can simultaneously be served by the same equipment Each customer is provided with separate attendant facilities night service dedicated trunk facilities and separate feature and class of service complements This entry specifies the maximum number of different tenant groups supported TERMINAL HUNTING Applying to either consecutive or nonconsecutive station hunting arrangements this feature allows an incoming call to a busy station within a hunt group to proceed only in an upward direction as it searches for an available station line TIE TRUNK ACCESS Commonly known as tie lines these are special trunk circuits that interconnect on a dialable basis to PBX or Centrex systems RFP 11 5011 35 Telephone System amp Data Network 21 of 117 April 14 2011 60 61 62 6
3. TRUNK VERIFICATION BY CUSTOMER Attendant Applying only to Switched Loop Consoles the attendant is able to access individual trunks by dialing an access code followed by the specific trunk number for purposes of testing to verify supervision and transmission UNIFORM CALL DISTRIBUTION Similar to Automatic Call Distribution Services the facility permits incoming Central Office calls to be terminated directly from the Central Office to the idlest of a prearranged group of stations without attendant assistance or intervention VERIFIED FORCED AUTHORIZATION CODES VFAC VFAC supplements the Forced Account Code FAC feature Like the FAC VFAC requires that a code be entered when an outside call is attempted The difference is that VFAC checks the code entered against an internal database for accuracy If the code is genuine the call is allowed to proceed If it is invalid the system returns a reorder tone The code can be between 4 and 16 digits in length and is specified on a system wide basis The codes are randomly generated by the system and are assigned by the programmer via the PI Up to 10 000 authorization codes can be assigned As an added level of security the VFAC branch of the PI is password protected VOICE PAGING ACCESS Allows attendants and station users to dial access customer provided loudspeaker paging equipment H Maintenance Alarm Requirements Ie The system should define an alarm as an event that takes pla
4. Thank you for your interest in doing business with the Kansas City Area Transportation Authority KCATA To become a qualified vendor with KCATA your company must comply with all applicable Federal Affirmative Action and Equal Employment Opportunity requirements To receive Affirmative Action compliance certification which will make your company a qualified vendor please complete the enclosed Vendor Registration Form if one has not already been submitted and include the following documents to KCATA s Procurement Office 1 A written Affirmative Action plan in accordance with the following list of component parts Utilization analysis by race sex and national origin including workforce analysis see form AA1 or an EEO 1 report may be substituted and availability analysis workforce statistics of your SMSA population area This information must be updated annually e Statement of policy specific and detailed percentage and numerical goals with timetables and programs of affirmative action for correcting any underutilization of affected classes of persons or lack of full equal Employment opportunity e An assessment of present employment practices regarding recruitment selection salaries promotion termination and other conditions of employment by race sex and national origin in order to further assist in the identification of problem areas and corrective actions Designation of specific personnel and their responsibilities f
5. 32 33 34 35 36 37 38 39 rankings based on their level of subject matter expertise An agent may be assigned to multiple skill sets and have a different priority level in each MUTLIMEDIA The system will allow email and chats request to be put in queue along with the standard voice traffic and routed to the appropriate skill set or group COLOR SUPERVISOR TERMINAL Browser based supervisor terminal highlights various information in different colors to draw attention to conditions exceeding customer established limits CUSTOMIZED REPORTING The ability of the system to provide reports that can be customized by supervisors in both format and the calculation of data At a minimum attach a copy of a system manual that details the process by which supervisors can customize their reports GRAPHICAL REPORTING INTERFACE The ability of the system to present both real time and historical reports in a graph form to enhance both the presentation and understanding of the data Indicate which of the following types of graphs are supported a Bar b Stacked Bar Pie d Area HISTORICAL REPORTING The ability of the system to accumulate data regarding system performance and generate appropriate reports detailing system operation over a specified period Reporting periods that can be specified must be interval hourly daily weekly and monthly at the very least Reports must be capable of being directed to ext
6. A The following protest procedures will be employed for this procurement For the purposes of these procedures days shall mean business days of KCATA administrative personnel which RFP 11 5011 35 Telephone System amp Data Network 54 of 117 April 14 2011 are days other than a Saturday Sunday or legal holidays observed by KCATA for such administrative personnel 1 Pre Submittal A pre submittal protest is received prior to the proposal due date Pre submittal protests must be received by the Authority in writing and addressed to the KCATA Director of Procurement no later than five 5 days before the proposal closing date 2 Post Submittal Pre Award A post submittal pre award protest is a protest against making an award and is received after receipt of proposals but before award of a contract Post submittal protests must be received by the Authority in writing and addressed to the KCATA Director of Procurement no later than five 5 days after the proposal closing date 3 Post Award Post Award protests must be received by the Authority in writing and addressed to the KCATA Director of Procurement no later than five 5 days after the date of the Notice of Intent to Award The KCATA Director of Procurement shall respond in writing within five 5 days from the date of the written request If the protester is not satisfied with the response of the KCATA Director of Procurement the protester may appeal in writing t
7. Kansas City Area Transportation Authority PROCUREMENT DEPARTMENT 1350 East 17th Street Kansas City Missouri 64108 Request for Proposals 11 5011 35 PURCHASE TELEPHONE SYSTEM amp DATA NETWORK Date April 21 2011 Contact Joyce Young Jim Mellody Buyer II Procurement Manager Telephone Number 816 346 0247 816 346 0279 Fax Number 816 346 0336 816 346 0336 E Mail jyoung kcata org jmellody kacat org RFP 11 5011 35 Telephone System amp Data Network 1 of 117 April 14 2011 April 21 2011 11 5011 35 PURCHASE TELEPHONE SYSTEM amp DATA NETWORK NOTICE OF REQUEST FOR PROPOSALS RFP The Kansas City Area Transportation Authority KCATA is a bi state agency offering mass transit service within the greater Kansas City metropolitan area KCATA is requesting proposals from qualified firms for a Telephone System and Data Network KCATA plans to procure a telephone system and data network to replace the current Fujitsu digital telephone system equipped with a CCRM contact center and Nice call recording system and HP voice and data network The term of the contract will be for five 5 years including extended warranty Firms are encouraged to attend the WEBEX conference to be held at 1 p m CDT on May 2 2011 Elert Associates along with the KCATA staff will review the requirements of this RFP and be available for questions Please contact Joyce Young at jyoung kcata org if your firm plans on attending Proposers a
8. Regulations to Implement the Equal Employment Provisions of the Americans with Disabilities Act 29 C F R Part 1630 pertaining to employment of persons with disabilities In addition the Contractor agrees to comply with any implementing requirements FTA may issue RFP 11 5011 35 Telephone System amp Data Network 73 of 117 April 14 2011 9 10 11 D ADA Access Requirements In accordance with section 102 of the Americans with Disabilities Act as amended 42 U S C 12112 and section 504 of the Rehabilitation Act of 1973 as amended 29 U S C 794 the Contractor agrees that it will comply with the requirements of U S Department of Transportation regulations Transportation Services for Individuals with Disabilities ADA 49 CFR Part 37 and U S Department of Transportation regulations Americans with Disabilities ADA Accessibility Specifications for Transportation Vehicles 36 CFR Part 1192 and 49CFR Part 38 pertaining to facilities and equipment to be used in public transportation In addition the Contractor agrees to comply with the requirements of 49 U S C 5301 d which expresses the Federal policy that the elderly and persons with disabilities have the same right as other persons to use mass transportation services and facilities and that special efforts shall be made in planning and designing those services and facilities to implement transportation accessibility rights for elderly persons and per
9. in accordance with its instructions 3 The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers including subcontracts subgrants and contracts under grants loans and cooperative agreements and that all subrecipients shall certify and disclose accordingly This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352 Title 31 U S Code Any person who fails to file the required certification shall be subject to a civil penalty of not less than 10 000 and not more than 100 000 for each such failure Executed this day of DaT By Signature of Authorized Official Title of Authorized Official RFP 11 5011 35 Telephone System amp Data Network Page 107 of 117 April 14 2011 ATTACHMENT I 1 CERTIFICATION OF PRIMARY PARTICIPANT REGARDING DEBARMENT SUSPENSION AND OTHER RESPONSIBILITY MATTERS The Primary Participant applicant for an FTA grant or cooperative agreement or potential contractor for a major third party contract certifies to the best of its knowledge and belief that it and its principals 1 Are not presently debarred suspended proposed for debarment declared ineligible or voluntarily excluded from covered transactions by any Federal departme
10. phone book directory shared notes personal notes and call tracking E 911 Requirements 1 All 911 calls originating from a KCATA location shall provide an emergency line identification ELID number that could be used by the public safety automatic line identification PSALI database to identify the location of the calling party The ELID number shall be a DID number that is assignable to a single telephone or group of telephones that are in the same area The system must have the ability for on site notification that a 911 call has been made The call shall generate an audible alarm and display the calling party line information to a telephone or a PC The system should have the ability to present an ELID number based on the data electronics switch port that supports the IP telephone 2 5 Voice Mail System Requirements A The voice mail system will support full integration with the proposed telephone system and will cable of turning message waiting lights on the telephones on and off RFP 11 5011 35 Telephone System amp Data Network 24 of 117 April 14 2011 B The voice mail system will support integration with MicroSoft Exchange 2007 and 2010 and Office 2007 and Office 2010 C The voice mail system shall be sized and equipped based on the specifications provided in the configuration tables below 1 Voice Mail System Configuration a 20 equipped ports with a capacity of 48 ports b 275 equipped voice mail boxes with a
11. 816 346 0336 fax or jyoung kcata org email Any questions or requests for clarification are due from Proposers before 11 a m local on May 5 2011 and must be submitted in writing to Joyce Young via email at jyoung kcata org If required KCATA s response to these submissions will be in the form of an Addendum This RFP includes the submission of a Bid Bond in the amount of 5 of the contract amount A separate contract goal of 12 for DBE participation has been established for this procurement Etta J Jackson Director of Procurement RFP 11 5011 35 Telephone System amp Data Network 2 of 117 April 14 2011 TABLE OF CONTENTS SECTION 1 PROPOSAL CALENDAR 1 ccccsssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssseces 6 SECTION 2 SCOPE OF SERVICES sscsssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssssseseces 8 2 1 OUALIFIGA TIONS es 2ctristet ccs tabs E cant cote tas eee Soa ba eee Was cana Cot oa Tae EO Ee 8 22 SCOPE OR SERVIGES 3225 coh og eee aE eh Oooo sos Sa Nk iboats 8 2 3 GENERAL ROLES AND RESPONSIBILITIES csssccccccesecceccececcccsceccassceceassecceasessecees 10 2 4 TELEPHONE SYSTEMS REQUIREMENTS cccssessececcccccesssssesescccccesssseessesccecssssuausseeecesess 16 2 5 VOICE MAIL SYSTEM REQUIREMENTS ccccssessscscccccceessssescsccsccssssseusceccecsessususesececess 24 2 6 LDAP INTEGRATION REQUIREMENTS csscssecccccccccsssssscsccccseseuseeseccs
12. Data Network 89 of 117 April 14 2011 Contract If the Contractor has any property in its possession or under its control belonging to KCATA the Contractor will account for same and dispose of it in the manner KCATA directs B Funding Contingency If this Contract is subject to financial assistance provided by the U S Department of Transportation the Contractor agrees that withdrawal or termination of such financial assistance by the U S DOT may require KCATA to terminate this Contract in accordance with other provisions of this Contract C Termination for Default Breach or Cause If the Contractor does not deliver products equipment materials or supplies in accordance with the contract delivery schedule or if the Contract is for work or services and the Contractor fails to perform in the manner called for in this Contract or if the Contractor fails to comply with any other provisions of this Contract KCATA may terminate this Contract for default Termination shall be effected by serving a notice of termination on the Contractor setting forth the manner in which the Contractor is in default The Contractor will only be paid the contract price for products equipment materials or supplies delivered and accepted or work or services performed in accordance with the manner of performance set forth in this Contract If the termination is for failure of the Contractor to fulfill the project contract obligations KCATA may complete the pro
13. campus locations 2 Voice Mail The voice mail system will fully integrate with the telephone system and be capable of supporting optional integration with MS Exchange 2010 3 Fault Tolerance The telephone system shall be highly available and shall be designed to ensure that internal and external traffic can be rerouted or reconnected in the event of a system network or PSTN failure 4 System Management The management systems shall provide a single point of access to the system for day to day administration reporting and telephone system maintenance 5 Unified Communication The system shall optionally support a wide variety of applications including presence instant messaging mobility audio conference bridge collaboration desktop video conferencing and PC desktop call control 6 Paging The system will support zoned group paging utilizing both the overhead PA system and the telephone speakers The system will connect to the overhead paging system via Loop Start FXO connections with the existing Bogen TAM B paging interface 7 Contact Center The contact center application shall support skills based voice and multimedia routing and robust reporting The system shall also allow agents to work from any location on the voice network or from home offices or an external contracted call center location 8 Data Network Electronics The HP infrastructure shall be upgraded to support VoIP connectivity and integrati
14. contacted to influence or attempt to influence a covered Federal action Contractor is required to obtain the same certification and disclosure from all subcontractors at all tiers when the Federal money involved in the subcontract is 100 000 or more Any such disclosure forms received by the Contractor must be forwarded to KCATA NOTIFICATION AND COMMUNICATION Communications regarding technical issues and activities of the project shall be exchanged with KCATA s title Issues regarding the Contract changes amendments etc are the responsibility of KCATA s Procurement Department All notices and communications on all matters regarding this Contract may be given by delivery or by mailing the same postage prepaid addressed to the following If to KCATA Etta J Jackson Director of Procurement Kansas City Area Transportation Authority 1350 East 17th Street Kansas City MO 64108 If to Contractor Name Company Address 32 PATENTS AND RIGHTS IN DATA AND COPYRIGHTS A Rights in Data 1 The term subject data used in this clause means recorded information whether or not copyrighted that is delivered or specified to be delivered under this Contract The term includes graphic or pictorial delineation in media such as drawings or photographs test in specifications or related performance or design type documents machine forms such as punched cards magnetic tape or computer memory printouts and information retained
15. dynamic incoming calling patterns as these pointers and their associated routing table may be simply swapped to respond to changing conditions LAST AGENT ROUTING The ability to route a caller to the agent that they worked with last based on their calling line ID MULTI GROUP QUEUING The ability of the system to queue a particular call to up to three groups or skill sets at the same time OFF SITE ACD AGENT Allows an ACD agent to be located off site with all features and functions available as if they were located on site TIME OF DAY ROUTING The ability of the system to automatically change the routing pattern of incoming calls based upon the time of day At least three automatic time of day changes per group routing pattern must be supported SKILLS BASED ROUTING The ability to route a contact to a particular group of predefined agents who have the expertise or skill required to manage the contact Contact routing is determined by the DNIS or ANI digits account number presented chat session origination or email address presented when the contact enters the Contact Center System The contact can be queued against a single skill set or multiple skill sets as needed SKILL SETS Skill sets are defined by the supervisor or system administrator based on the type of contact to be handled Agents are assigned to a skill set with priority RFP 11 5011 35 Telephone System amp Data Network 36 of 117 April 14 2011 31
16. each subcontractor has consented in writing to its name being submitted for this RFP Additionally I certify that I shall notify each subcontractor in writing if the award is granted to my firm and I will make all documentation available to KCATA upon request f References upon request from KCATA 15 Exceptions Omissions and Form of Contract a Exceptions The proposal should clearly identify any exceptions to the requirements set forth in this RFP b Technical Exceptions Respondents may find instances where they must take exception with certain technical requirements or specifications of the RFP All exceptions shall be clearly identified in this section and written explanations shall include the scope of the exceptions the ramifications of the exceptions for the KCATA and a description of the advantage to be gained or disadvantages to be incurred by KCATA as a result of these exceptions C Omissions The Contractor will be responsible for providing all services equipment facilities and functions that are necessary for the safe reliable efficient and well managed operation of the program within the general parameters described in this RFP and consistent with established industry practices regardless of whether those services equipment facilities and functions are specifically mentioned in this RFP or not The Proposer should clearly identify any omissions to the requirements set forth in the RFP d Sample Co
17. third party contractor lessee or other participant at any tier of the project DISPUTE RESOLUTION Except as otherwise provided in this Contract any dispute concerning a question of fact arising under this Contract that is not disposed of by Contract shall be decided by KCATA s Director of Procurement who shall reduce the decision to writing and mail or otherwise furnish a copy thereof to the Contractor The decision of the KCATA Director of Procurement shall be final and conclusive unless within ten 10 days from the date of receipt of such copy the Contractor mails or otherwise furnishes a written appeal addressed to the KCATA General Manager with a copy to the KCATA Director of Procurement The determination of such appeal by the KCATA General Manager shall be final and conclusive unless determined by a court of competent jurisdiction to have been fraudulent or capricious arbitrary or not supported by substantial evidence In connection with any appeal proceeding under this clause the Contractor shall be afforded an opportunity to be heard and to offer evidence in support of its appeal Pending final decision of a dispute hereunder and unless otherwise directed in writing by KCATA the Contractor shall proceed diligently with performance in accordance with the KCATA Director of Procurement s decision The duties and obligations imposed by this Contract and the rights and remedies available hereunder shall be in addition to and not a li
18. Administration Tool Provides an interface for trained technicians to use to program the system b Group Administration Tool Provides an interface that enables administrators and receptionists to make changes to user information e g hunt groups c Desktop Tool Provides an interface for telephone users to program their telephone feature keys d Configuration Tool Enables the installer to get a new system or gateway up and running 3 Call Accounting System Requirements 1 The system must provide browser access for system administration reporting and maintenance 2s The system shall be capable of collecting all inbound including CLID if provided outbound and internal call records from the telephone system 3 The system shall support Authorization Account codes 4 The user database shall support the following inputs or fields a Telephone number b First and last name C Department or account number d Authorization account code e Telephone type amp associated cost RFP 11 5011 35 Telephone System amp Data Network 29 of 117 April 14 2011 f Location including building and room number 5 The system shall allow customized call costing for each trunk group 6 The system shall provide standard and customizable report options which can be generated monthly weekly daily or ad hoc as needed T7 The system shall allow monthly reports to be automatically generated and distributed via email or accesse
19. Number of Ports Number of Networked Locations 11 5012 35 Telephone System amp Data Network Reference Form Page 4 of 8 Data Network Reference 2 Organization Name Address Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System Number of Ports Number of Networked Locations Data Network Reference 3 Organization Name Address PEA Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System Number of Lines Ports Jacks Number of Networked Locations 11 5012 35 Telephone System amp Data Network Reference Form Page 5 of 8 E Subcontractors Partners 1 The applicable terms and provisions of the contract documents shall bind every subcontractor Further information about subcontractors may be requested prior to award 2 Identify all subcontractors or partners used for any purposes Failure to disclose subcontractors partners may lead to disqualification Include separate sheet s labeled Subcontractors Partners if necessary Business Years Type of Work Percent of Name Experience Project F References for Subcontractors Partners Include below three 3 references for EACH subcontractor Duplicate this page if needed for multiple subcontractors Again preference shall be given to Respondents with references for implemen
20. Type Print Telephone Fax BES BIS 24S EIS 8 EEEE ye oe oP he he ofS E he ofS Ie EK E K K K K KKK KK 11 5011 35 Telephone System amp Data Network Bid Response Page 1 of 7 KCATA hereby accepts the offer submitted by your company in response to the Request for Proposals Bid and for the items listed This award consummates the contract which consists of a the Request for Proposal Bid solicitation and your Proposal Bid Response Form offer and b this contract award No further contractual document is necessary A Contract will be issued which consists of a the Request for Proposal Bid solicitation and your Proposal Bid Response Form offer and b KCATA s required terms and conditions as set forth in the Request for Proposal Bid documents A Notice to Proceed as well as a Purchase Order will be forthcoming under separate cover Authorized Signature for KCATA Title Date 11 5011 35 Telephone System amp Data Network Bid Response Page 2 of 7 KCATA Voice and Data Network Systems RFP Exhibit A Cost Work Sheet For all items requested in this section the Respondent shall include the cost to provide all servers hardware software equipment shipping and labor to provide install configure and cutover or make operational a fully functioning turnkey system 1 Telephone Base System The telephone system shall included the items listed below and shall be sized based on the quantities p
21. and checksums in secure storage prior to system deployment j Testing the system to ensure a secure configuration k Using secure replication procedures for additional identically configured systems making configuration changes on a case by case basis L Changing all default passwords m Testing the resulting systems H Project Closeout and Acceptance 1 Punch List Work or materials found to be incomplete of unsatisfactory quality failing to meet the specifications in the RFP package and resulting contract and or unacceptable to KCATA shall be documented in a punch list by KCATA and provided to the Contractor to rectify De Punch List Approval The punch list shall be considered complete only after having been signed by KCATA 3 Acceptance Acceptance shall occur after all of the following conditions have been met a The Contractor has certified in writing to KCATA that the system is installed and operational in accordance with these specifications and is ready for use b Training as specified is complete c The Contractor has supplied test results needed to verify compliance with the specifications found in this RFP package d The system has been transitioned into service and operates in conformance with manufacturer s published specifications e Public Switched Telephone Network connections with desired local and long distance call routing options requested by KCATA least cost next best route etc are all
22. announcements to a caller placed into queue The first would be provided to a caller upon entering the queue when the ACD group is open The second would be provided repeated once a caller has held beyond a predefined threshold The third would be played when the ACD group is closed MUSIC ON HOLD The ability to provide a caller in queue a music or information source in between announcements SILENT MONITOR The ability of the system to allow supervisors to silently monitor conversations of agents assigned to their groups SUPERVISOR AS AGENT The ability of the system to allow supervisors to temporarily handle incoming calls during busy periods usually provided by the supervisor s use of an Agent ID SUPERVISOR ASSISTANCE The ability of the agent to press a single button on the telephone to signal a supervisor for assistance with the call AGENT CHARACTERISTICS The ability to separately define for each agent specific restrictions allowances to system features and facilities based on a class of service or similar basis Up to 64 such classes of service must be individually assignable to agents with the system permitting multiple classes of service to be assigned to agents within the same group AGENT PC INTERFACE Agent can view the current status of their assigned groups including the number of calls waiting the duration of the longest call waiting the average speed of answer the status of each agent and the number of c
23. any Federal loan the entering into of any cooperative agreement and the extension continuation renewal amendment or modification of any Federal contract grant loan or cooperative agreement If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency a Member of Congress an officer or employee of Congress or an employee of a Member of Congress in connection with this Federal contract grant loan or cooperative agreement the undersigned shall complete and submit Standard Form LLL Disclosure Form to Report Lobbying in accordance with its instructions The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers including subcontracts subgrants and contracts under grants loans and cooperative agreements and that all subrecipients shall certify and disclose accordingly This certification is a material representation of fact upon which reliance is placed when this transaction was made or entered into Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352 Title 31 U S Code Any person who fails to file the required certification shall be subject to a civil penalty of not less than 10 000 and not more than 100 000 for each such failure Executed this day of 20 By Sig
24. b Call review and evaluation tools c Evaluation form design d Report generation and configuration 6 Provide overview of system documentation and use of all system manuals L Contact Center Documentation l The Contractor shall provide manuals full documentation for all components and an explanation of where and how to obtain support 23 Instruction Manuals a The Agent Manual shall be customized and provide instructions for all applications to which agents have access b The Supervisor Manual shall be customized and provide instructions for all applications to which supervisors have access 3 Technical Manual As a part of the equipment to be delivered the Contractor shall furnish with the equipment one 1 complete technical service manual describing the all components implemented in support of KCATA s Contact Center Applications as well as media in CD and online form J Contact Center Post Cutover Requirements 1 The Contractor shall provide a minimum of one 1 Contact Center Specialist for three 3 business days following the cutover of the Contact Center applications to assist supervisors agents and management with the deployed applications 2 Following the first full month of service the Contact Center Specialist shall verify that all applications and reports are performing as expected and shall review the information reports and audited information collected with the Contact Center Management Team K Cont
25. be accommodated by the VMS a Internal calls within the telephone system b Analog DID Centrex 1FBs or PRI digital service c Toll free lines d Tie trunk RFP 11 5011 35 Telephone System amp Data Network 25 of 117 April 14 2011 10 11 12 13 14 15 16 Identification Pass Codes Code Users accessing the system shall enter at least a six digit pass code which must be system validated to provide security Integration The voice mail system must fully integrate with the proposed telephone system Message Forwarding Messages may be forwarded to single or multiple destinations with or without introductory comments Pass Code Change Control The system should allow user controlled pass code changes PSTN Connection Blocking It shall not be possible for a caller connected to the PSTN to be reconnected to the PSTN Security A caller shall not be able to pass through any auto attendant to reach an outside line System Announcement Broadcast The system must support a system announcement or broadcast message up to five minutes in length to all mailbox subscribers System Distribution Lists The VMS shall support a minimum of 50 system distribution lists with a minimum of 100 mailboxes each Subscriber Mailboxes Must provide the following a Password Protection Access to a subscriber s mailbox shall be password protected b Answer Announcement Individual pe
26. capacity of 500 voice mail boxes c 25 equipped and configured auto attendants with a capacity of 100 auto attendants 2 200 equipped hours of storage with a capacity of 400 hours of storage D Voice System Features he Auto Attendant Provide multiple auto attendants or trees with the ability to do the following a Play different multi level greetings depending on the time of day day of week or day of year b Provide a KCATA directory that allows dial by number or dial by name c Provide separate auto attendant or trees for departmental use as required Can be configured revised by user department staff d Allow single digit option extension e Provide zero out option to predefined extension number or secondary tree 2 Broadcast Message Provide the ability for the system administrator or operator with the appropriate password to send a message to all users on the voice messaging system 3 Call Answer VMS calls shall be answered on the first ring and be time and date stamped 4 Disconnect Detection The VMS must detect that a caller has hung up and immediately disconnect and restore the line to service 5 DTMF Signaling The system must be able to receive and generate standard DTMF tone signaling 6 Escape A caller shall have VMS escape options before or after leaving a message by dialing 0 to reach an operator or up to five digits to an extension Te Forwarding The following forwarded call types must
27. card cages b Provide a complete network diagram depicting all physical and logical inter and intra building network facilities to be utilized in the installation including the required number of network ports required to support all voice applications 10 Acceptance Testing a Provide the manufacturer s recommended installation and acceptance test plan for all proposed products and applications 11 Software Upgrades a Provide a detailed description of what is included in the proposed software upgrade maintenance including the following i What type of upgrades are included e g major or release minor or versions updates and patches ii What is the frequency of each upgrade ii How many of each type of upgrade were required over the past year on the proposed products RFP 11 5011 35 Telephone System amp Data Network 62 of 117 April 14 2011 iv How is each of the upgrades accomplished implemented and what impact do they have on the system availability v How are IP phones and gateways affected vi What tools are used to manage the upgrades vii Who installs the upgrades 12 LDAP Integration with MS Active Directory AD Provide a detailed description of the system management functions that can be accessed from AD utilizing LDAP for the proposed telephone system voice mail system and optional applications At a minimum you should address the following activities a Adding a new user
28. categories RFP 11 5011 35 Telephone System amp Data Network 98 of 117 April 14 2011 Other Administrative Sales Management Construction Manufacturing Consulting Specify 1 Does your firm have a written Affirmative Action Plan If YES submit a Cres O No O ENCLOSED copy 2 Does your firm have a current Certificate of Compliance that has been issued by a governmental agency If YES submit in lieu of an Affirmative Oyes O No O ENCLOSED Action Plan 3 Does your firm have twenty five 25 or fewer employees If YES submit a notarized letter requesting exemption from preparation of a written Affirmative Action Plan and list all employees by name race sex job position and salary range O yes Ono O ENCLOSED 4 Is your firm a Disadvantaged Business Enterprise DBE within the meaning of the following definition Oyes O NO Definition of Disadvantaged Business Enterprise For profit small business concern which 1 is at least 51 percent owned by one or more socially or economically disadvantaged individuals and 2 whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged owners REF 29 CRF 26 For questions regarding DBE Affirmative Action please contact the Contracting Supplier Diversity Coordinator at 816 346 0224 or via email at dbradshaw kcata org WORKER ELIGIBILITY AFFID
29. complete this form in its entirety and return it to the KCATA Procurement Department Submittal of this registration form will place your company on the KCATA Registered Vendor List but does not guarantee a solicitation The list will be periodically purged If you do not receive solicitations inquire to confirm that your company remains on our list Current business opportunities can be found in the Doing Business with KCATA section of our website www kcata org Legal Entity Name Phone Doing Business As Toll free Phone Physical Address Fax City Email State Zip Website Contact Person Name Title Contact Phone Contact Email Mailing Address Phone City Fax State Zip Comments O Individual O Partnership O Corporation Business Type I Limited Liability Company CI Other Explain If Incorporated in Which State Years in Business Federal Tax ID No Years in Business Under Current Name I O Less than 250 000 O 250 000 to 500 000 O 500 000 to 1 Million Annual Gross Receipts CI 1 Million to 5 Million O 5 Million to 10 Million O More than 10 Million NE Standard Invoice Due Days Discount Days Percent Terms Identify the goods or services you are interested in providing to KCATA NAICS CODE S SIC CODE S NAICS CODE S SIC CODE S Identify number of personnel employed by the company in the following
30. costs included in the cost proposal should include all items of labor materials and other costs necessary to perform the contract Any items omitted from this RFP that are clearly RFP 11 5011 35 Telephone System amp Data Network 66 of 117 April 14 2011 4 6 4 7 4 8 4 9 necessary for the completion of the work being proposed should be considered part of the work though not directly specified or called for in this RFP Basis for Contract Award A This is a Best Value competitive negotiated source selection Award of contract if made will be made to the responsive and responsible Proposer whose offer conforming to the solicitation is judged by an integrated assessment of the evaluation criteria to be the most advantageous to the Authority price cost and other factors considered For this procurement all evaluation factors other than cost price when combined are significantly more important than cost price KCATA may select other than the lowest cost priced technically acceptable offer if it is determined that the additional technical merit offered is worth the additional cost in relation to other proposals received KCATA is more concerned with obtaining excellent technical features than with making an award at the lowest overall cost price to the Authority However the Authority will not make an award at a significantly higher overall cost to achieve only slightly superior technical features Offerors are furt
31. dated April 26 2011 a copy of which is attached hereto as Appendix E and hereby incorporated herein by reference Proposal 2 SCOPE OF CONTRACT The Contractor shall provide the products equipment materials and or work services consistent with the Request for Proposals RFP solicited by KCATA dated March 31 2011 entitled telephone system amp data network sometimes referred to as the project the Project or the work The Contractor hereby agrees to provide a telephone system amp data network for KCATA in accordance with general specifications of the scope of contract provided in the Contract Documents herein 3 TERM The term of this Contract shall be for five 5 year beginning and expiring on The services to be performed shall commence upon receipt of a notice to proceed from KCATA and subject to authorized adjustments as provided as provided in the Contract 4 CONTRACT SUM KCATA shall pay the Contractor in current funds for the performance delivery of the Services Appendix B to this Contract subject to a the terms and conditions of the Contract and b any KCATA authorized additions or deductions by Change Orders as provided in this Contract The funds to be paid the Contractor under this contract shall not to exceed the sum of Dollars A breakdown of the Contract Sum is provided in the cost proposal of the Contractor a copy of which is attached hereto as Appendix C and hereby incorp
32. functioning correctly f All of the documentation requirements have been met g All outstanding punch list items have been completed h The system post cutover requirements have been completed mi e The system including all ancillary devices applications and options made part of the contract has had 30 consecutive days with 100 percent availability RFP 11 5011 35 Telephone System amp Data Network 14 of 117 April 14 2011 j KCATA or KCATA s designated representative has inspected the installation and provided written approval k At this time upon KCATA s written acceptance operational control becomes the responsibility of KCATA This constitutes Date of Acceptance The warranty for the entire system and all components begins on the Date of Acceptance Voice Systems Applications Warranty and Maintenance l Server and Software Maintenance The Contractor shall provide all necessary server and software maintenance on a turnkey basis during the first year warranty period and any subsequent maintenance term The Respondent shall be responsible for operating system and database tuning patches hardware and software diagnosis recovery and version upgrades as needed Respondent shall work directly with KCATA on application modifications diagnosis recovery customization configuration and how to questions Respondent shall manage backups of data application operating system and database management system as
33. instrument accepted in lieu of a bond must remain valid and in effect for the full term of this Contract If used the LOC shall be irrevocable unconditional and issued by an acceptable federally insured financial institution The LOC must cover the entire period of performance or may be submitted with an initial expiration date which is a minimum period of one year from the date of issuance with a provision which states that the LOC is automatically extended without amendment for one year from the expiration date or any future expiration date until the period of performance is completed The period of performance shall end the later of 90 days following final payment or until completion of any warranty period KCATA may require additional performance bond protection when the Contract Sum is increased Contractor s failure to maintain a valid payment performance bond or a valid substitution for the full term of this Contract will be a breach of this Contract B Warranty of Work Materials The Contractor warrants to KCATA that all products equipment and materials furnished under this Contract will be of highest quality and new unless otherwise specified by KCATA free from faults and defects and in conformance with the Contract All work not so conforming to these standards shall be considered defective If required by KCATA the Contractor shall furnish satisfactory evidence as to the kind and quality of products equipment and material
34. join the meeting or call the number below and enter the access code Call in toll number US Canada 1 408 792 6300 Access code 338 431 010 For assistance Go to https elert webex com elert mc On the left navigation bar click Support You can contact Pat Daniels at Pat daniels elert com IMPORTANT NOTICE This WebEx service included a feature that allows audio and any documents and other materials exchanged or viewed during the session to be recorded By joining this session you automatically consent to such recordings If you do not consent to the recording do not join the session Questions Comments and Requests for Clarifications Due to KCATA KCATA Issues Response to Questions Comments and Requests for Clarification REP CIOSINS nc ceaanccsiescconsansuexserecaeseniesees cians E EAEE EEE ERE Interviews Tentative cc ccc ccc cece eee e cece eee e ease eee eeeeneaeeeeeeees Contract Award Teniative lt 6 sccssiceseranancraduneascesnevsicsnveninceemunexones RFP 11 5011 35 Telephone System amp Data Network April 14 2011 May 5 2011 11 a m May 11 2011 May 24 2011 2 p m CDT June 9 10 2011 July 1 2011 6 of 117 SECTION 2 KANSAS CITY AREA TRANSPORTATION AUTHORITY TELEPHONE SYSTEM amp DATA NETWORK QUALIFICATIONS SCOPE OF SERVICES RFP 11 5011 35 Telephone System amp Data Network 7 of 117 April 14 2011 SECTION 2 SCOPE OF SERVICES 11 5011 35
35. of Contractor subcontractor or sub subcontractor or anyone directly or indirectly employed by any of them the indemnification obligation shall not be limited by a limitation on the amount or type of damages compensation or benefits payable by or for the Contractor subcontractor or sub subcontractor under worker s compensation acts disability benefit acts or other employee benefit acts If any action at law or suit in equity is instituted by any third party against Contractor arising out of or resulting from the acts of Contractor in performing work under this Contract Contractor shall promptly notify KCATA of such suit If any action at law or suit in equity is instituted by any third party against KCATA or its commissioners officers or employees arising out of or resulting from the acts of Contractor a subcontractor or sub subcontractor their respective agents or anyone directly or indirectly employed by any of them in providing products equipment or materials or in performing work or services under this Contract and if Contractor has failed to provide insurance coverage to KCATA against such action as required herein or otherwise refuses to defend such action KCATA shall have the right to conduct and control through counsel of its choosing the defense of any third party claim action or suit and may compromise or settle the same provided that KCATA shall give the Contractor advance notice of any proposed compromise or settlement KCAT
36. of Kansas City Missouri LOBBYING RESTRICTIONS Pursuant to Public Law 104 65 the Contractor is required to certify and does hereby so certify that no Federal funds were used to influence or attempt to influence an officer or employee of any Federal department or agency a member of Congress an officer or employee of Congress or an employee of a member of Congress regarding obtaining any Federal contract grant or any other award covered by 31 U S C 1352 Contractors who use non Federal funds for lobbying on behalf of specific projects or proposals must RFP 11 5011 35 Telephone System amp Data Network 82 of 117 April 14 2011 31 submit disclosure documentation when these efforts are intended to influence the decisions of Federal officials If applicable Standard Form LLL Disclosure Form to Report Lobbying is required with the Contractor s first submission initiating KCATA s consideration for a contract Additionally disclosure forms are required each calendar quarter following the first disclosure if there has been a material change in the status of the previous disclosure A material change includes 1 a cumulative increase of 25 000 or more in the amount paid or expected to be paid for influencing or attempting to influence a covered Federal action 2 a change in the person s or individual s influencing or attempting to influence a covered Federal action or 3 a change in the officer s or employee s or member s
37. required the KCATA will reimburse for trips home on weekends only every third weekend In some instances KCATA may require relocation of an employee to Kansas City 7 Taxis Airport Shuttles Public Transportation Transportation between the airport and hotel will be reimbursed Contractors should consider the number in their party and compare taxi rates to airport shuttle fees when the shuttle serves the hotel 8 Personal Vehicle Mileage for usage of personal vehicles for business travel outside the seven county Kansas City metropolitan area Clay Cass Jackson and Platte Counties in Missouri Johnson Wyandotte and Douglas counties in Kansas will be reimbursed at KCATA s current rate of 51 0 cents per mile based on IRS 2011 established rate RFP 11 5011 35 Telephone System amp Data Network Page 112 of 117 April 14 2011 ATTACHMENT L CONTRACTOR LIST PROPOSAL 11 5011 35 TELEPHONE SYSTEM AND DATA NETWORK Brain Young State and Local Representive GN Hello Direct Inc 77 Northeastern Blvd Nashua NH 03062 888 321 0028 ext 2449 byoung hellodirect com Mike Petty Siemens Enterprise Communications Inc North American Sales 10315 Manor Road Shawnee Mission KS 66206 913 905 5510 Michael petty siemens enterprise com Kate Gollogly Analyst Homeland Security amp Justice Public Safety INPUT 11720 Plaza America Dr Suite 1200 Reston VA 20190 703 707 3567 kgollogly input com Mar
38. required to provide for full recovery in the event of a disaster or hardware failure The Respondent shall coordinate and work with the server hardware maintenance provider in the diagnosis and repair of the server hardware Respondent shall perform restores and recovery without KCATA s assistance other than to load tapes as requested Warranty Period and Maintenance The Contractor by entering into a contract with KCATA warrants and represents that all materials equipment and services delivered to KCATA pursuant to the contract conforms to all of the specifications contained or referred herein The Contractor further guarantees to replace all materials equipment software or services that may be rejected by KCATA due to defective materials or workmanship for a minimum of one year following final acceptance of all systems Failure or neglect of KCATA to require compliance with any term or condition of the contract specifications shall not be deemed a waiver of such term or condition Service and Support The following must be included in the warranty period and under maintenance contract a Monday Friday 8 00 a m 5 00 p m call out on minor alarms b Seven day per week 24 hour call out coverage for the items listed below i Critical alarms il System outages including 5 or more of telephones or trunks at department or contact center group C Two hour on site response time for critical alarms and system outages d Softwar
39. the proposal non responsive Modification of Proposals A Any proposals modifications or revisions received after the time specified for proposal closing may not be considered Unbalanced Proposal A The Authority may determine that an offer is unacceptable if the prices proposed are materially unbalanced An offer is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated in relation to cost for other work Approved Equals 1 Wherever brand manufacturer or product names are used they are included only for the purpose of establishing a description of minimum quality of the requested item unless otherwise specified This inclusion is not to be considered as advocating or prescribing the use of any particular brand or item or product However approved equals or better will be accepted only when previously approved by KCATA 2 All requests for approved equals shall be received in writing Changes to the specifications will be made by addendum if applicable Proposers may discuss the specification with KCATA however requests for changes shall be written and documented 3 When an approved equal is requested the bidder shall demonstrate the quality of its product to KCATA and shall furnish sufficient technical data test results etc to enable KCATA to determine whether the Proposer s product is or is not equal to specifications Protests
40. the system maintains their place in queue allowing those who choose to remain in queue to be presented to the next available agent CONDITIONAL CALL ROUTING Monitors real time parameters such as calls waiting available agents and wait time and automatically reconfigures the routing sequence of calls to continually optimize the handling of incoming calls DYNAMIC RECONFIGURATION CAPABILITIES The supervisor must have the ability to dynamically change certain system agent and group parameters on a real time basis in order to quickly respond to dynamically changing conditions For each parameter listed below indicate whether the system is capable of allowing supervisors the ability to make such changes on a real time basis a Sign On Off Agents b Move Agents between Groups Skills and Teams c Change Incoming Call Routing Patterns EXPECTED WAIT TIME Upon entering the system the caller will be told what their expected wait time is based on the current call volumes and agent availability when they entered the queue FLEXIBLE CALL ROUTING CAPABILITIES The ability of the system to direct incoming calls to software pointers or vectors in the system with each pointer or vector having an associated routing table to direct the processing of the call As opposed to traditional methods of directly assigning incoming trunks to specific ACD groups flexible call routing systems permit users more flexibility in responding to
41. this Contract the Contractor agrees to maintain same until such litigation appeals claims or exceptions related thereto have been disposed The Contractor shall permit KCATA the Secretary of Transportation the Comptroller General of the United States and representatives of KCATA participating communities to inspect all work materials construction sites payrolls and other data and records and to audit the books records and accounts of the Contractor relating to its performance under this Contract The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed REQUESTS FOR PAYMENT Invoices requesting payment shall be submitted directly to KCATA s Procurement Department All invoices shall be numbered dated and submitted in duplicate and contain full descriptive information of products equipment materials work or services furnished All invoices and correspondence shall reference KCATA s Purchase Order number Separate invoices shall be submitted for each purchase order or work task order Contracts containing subcontractors shall provide a detailed breakout by prime majority subcontractor s and or DBE Subcontractor s on each invoice submitted for payment Invoice shall contain a summary section that shows current payment and cumulative KCATA may perform random RFP 11 5011 35 Telephone System amp Data Network 86 of 117 A
42. to paid or pending claims under the policies and 2 the identity of other entities or individuals covered as an additional insured on the policies Further the Contractor shall confirm that the insurers obligation to pay defense costs under the policies is in addition to and not part of the liability limits stated in the policies All such insurance with the exception of Professional Liability coverage shall contain endorsements that the policies may not be canceled or amended or allowed to lapse by the insurers with respect to KCATA its commissioners officers and employers by the insurance company without thirty 30 days prior notice by certified mail to KCATA in addition to the Named Insured s and that denial of coverage or voiding of the policy for failure of Contractor to comply with its terms shall not affect the interest of KCATA its commissioners officers and employees thereunder The requirements for insurance coverage are separate and independent of any other provision under the KCATA purchase order or the contract The requirements for insurance coverage are separate and independent of any other provision hereunder C Worker s Compensation and Employers Liability Workers Compensation Statutory Employer s Liability Limit Bodily Injury by Accident 500 000 each accident Bodily Injury by Disease 500 000 each employee Bodily Injury by Disease 500 000 policy limit The Contractor and any subcontractor shall main
43. 1 4 G Basic Telephone System Features Requirements l ACCOUNT CODE CAPABILITY An adjunct to Station Message Detail Recording which allows a station user to enter a cost accounting or client billing code into the system after dialing a long distance number AREA OFFICE CODE RESTRICTION The ability of the switching system to selectively identify six digit area and office codes and either allow or deny passage of long distance calls to those specific six digit codes This type of restriction is usually provided on a trunk group basis and on an allowed rather than denied basis AUTOMATIC CALL DISTRIBUTION SERVICE Indicates the ability of the system to offer uniform distribution of incoming calls to station users called agents on a random basis or to the station that has received the fewest calls This facility generally includes the capabilities to queue on a first in first out basis a predetermined number of delay announcements to identify incoming calls to transfer to supervisory positions to transfer to other groups of agents and to originate non ACD calls AUTOMATIC RECALL After a prescribed period of time this feature automatically alerts the attendant of a camped on or unanswered call completed through the attendant position This enables the attendant to give a status report to the calling party AUTOMATIC RINGBACK ON HELD CALL When a station user or attendant places a given line circuit on hold and goes
44. 1 or 911 for access to emergency services If a caller dials 911 the system should automatically insert the trunk access code usually a 9 NONCONSECUTIVE HUNTING Commonly known as Jump Hunting nonconsecutive station numbers can be searched by the switching equipment when dialing the initial master number associated with the hunting group to find connection to the first non busy station OFF HOOK ALARM This feature would notify a predetermined location that a particular station has been off hook for more than 50 seconds This is automatically recorded in the CDR record OUTGOING TRUNK CAMP ON PRIORITY Applying to any trunk group within the system this facility allows the station user upon encountering an All Trunks Busy condition to dial an access code or press a feature button that puts them in queue for an available trunk The station s queue priority may be assigned on a Class of Service basis POWER FAILURE TRANSFER STATION PER LINE Provides automatic ringing of and direct access to a designated number of Central Office lines and any predetermined stations on a one to one basis during a power failure The capability of RFP 11 5011 35 Telephone System amp Data Network 20 of 117 April 14 2011 49 50 51 52 53 54 55 56 57 58 59 the system s instrumentation to be operational when so connected to an individual Central Office trunk circuit is inherent PROGRAMMAB
45. 11 35 Telephone System amp Data Network 60 of 117 April 14 2011 d e Brief statement of the firm s understanding of the services to be performed and the firm s positive commitment to provide the services as specified Technical summary of the system proposed including details about any improvements over and above the base request for example resiliency redundancy system management database consolidation or larger number of ports Key Personnel Experience and Qualifications a Provide a brief synopsis of the firm including when and where incorporated major business activities and a listing of officers of the company State whether the firm is local regional or national and how long the firm has been in existence under current ownership management This section should demonstrate the Proposer s experience skills and qualifications of the Project Manager and other key personnel in the design and implementation of telephone system and data network and in meeting client goals objectives and schedules Describe direct experience administering and operating during the previous three 3 years Detail any plans on services the Proposer will provide that are not specifically required in this RFP Provide resumes for the proposed Project Manager and other key personnel and discuss the unique qualifications these individuals bring to the project To demonstrate the project manager s experience provide references
46. 3 64 65 66 67 68 TOUCH TONE CALLING A station and attendant dialing arrangement whereby industry standard Dual Tone Multi Frequency signaling is issued at all instruments attendant consoles and softphones TRAFFIC REPORTS Provides the customer with detailed data on the traffic carried by the switching equipment including peg counts CCS centum call statistics measurements and overflow measurements for all trunks and trunk groups attendant consoles stations features and any time slot sensitive infrastructure of the proposed system TRUNK ANSWER FROM ANY STATION A night service facility activated by the attendant whereby incoming calls normally directed to the attendant activate a common alerting system bells gong etc on the customer s premises These incoming calls from non restricted stations thereby meet the incoming call TRUNK TO TRUNK CONNECTIONS ATTENDANT An attendant is able to establish a connection between any two trunk circuits that terminate in the system TRUNK TO TRUNK CONNECTIONS STATION A system may provide this feature in either or both of two versions 1 A station already in connection with either an incoming or outgoing trunk circuit is able to use the Add on Conference circuitry to affect a conference with another trunk circuit 2 Once a three way conference is so established the system shall maintain control and supervision of the two trunk circuits in connection
47. 64108 Stillwater MN 55082 The packages should be clearly labeled RFP and Title Cost Proposal 4 2 Technical Proposal Format A The technical proposal page limit is 30 pages The Proposer may choose to allocate pages between any of the criteria as long as the proposal does not exceed 30 pages If a Proposer submits a proposal exceeding this limit KCATA will consider the pages up to the allowable number and discard all subsequent pages B The following are excluded from the page count _ Title page Table of contents Letter of transmittal 2 3 4 Tabs or indices 5 Additional lists of references 6 R sum background information please restrict to a maximum of three 2 pages per individual 7 Required forms such as certifications financial data 8 Vendor registration form 9 Affirmative Action information RFP 11 5011 35 Telephone System amp Data Network 58 of 117 April 14 2011 One page is defined as one side of a single 8 x 11 page with 11 point minimum font size for the substantive text Any page over this size will be counted as two 2 pages Any page or partial page with substantive text tables graphics charts r sum s etc will be counted as one 1 page Proposers may use their discretion for the font size of other materials e g graphics charts 4 3 Technical Proposal Content A Each technical proposal should enable the evaluation committee to make a thorough evalu
48. 7 April 14 2011 G Telephone Connections The Contractor shall provide and complete all required cross connects or patch cord connections between the telephone system equipment and the telephones at the main equipment room MER and all telephone room TR locations including all required connections between the data switch and VoIP telephones H Data Network Connection The Contractor shall provide and install all required connections between the telephone system and the data network including all cable jacks patch panels and patch cords I Data Network Configuration The Contractor shall be responsible for providing all QoS VLAN and IP addressing configuration requirements to support all VoIP applications to KCATA and shall assist KCATA IT staff with the configuration installation J Set Test and Label All phones faxes and modems shall be live The Contractor is responsible for placing testing and labeling all phones Every phone fax and modem line shall be tested to ensure it can make and receive calls at the assigned number and the assigned features and PSTN connections function properly when placed K Asset Tags Contractor shall label and inventory all provided equipment and components valued at a 1 000 00 or higher with a KCATA supplied asset tag At a minimum the inventory shall include the name of the device serial number and asset tag number L Interconnection and Coordination with Local Telep
49. 96 of 117 April 14 2011 ATTACHMENT B PROPOSAL CHECKLIST FORM Listed below are all documents that are required to be submitted as part of a response to this Request for Proposals RFP Write yes on the blank space if you have included those items for submittal of your proposal Contractor s Relative Experience Reference Form Attachment C separate Proposal Response Form Attachment D separate Vendor Registration Form Attachment E Work Force Analysis Report Form Attachment F 2 Unless Already on File with KCATA Affidavit of Primary Participants Regarding Employee Eligibility Verification Primary and Lower Tier Form Attachment G Certification of Lobbying Primary and Lower Tier Form Attachment H Certification of Debarment Primary and Lower Tier Form Attachment I Buy America Attachment J Receipt of Addenda Form if issued Audited Financial Statements for Past Two Years RFP 11 5011 35 Telephone System amp Data Network 97 of 117 April 14 2011 S ATA ATTACHMENT E Kansas City Area Transportation Authority y en d or R e g j str a ti on Procurement Department 1350 E 17th Street Application Kansas City MO 64108 816 346 0254 O REVISION O INITIAL PLEASE TYPE OR CLEARLY PRINT ALL INFORMATION Thank you for your interest in doing business with the Kansas City Area Transportation Authority To be placed on the KCATA Registered Vendors List for goods and services please
50. A shall permit Contractor to participate in the defense of any such action or suit through counsel chosen by the Contractor provided that the fees and expenses of such counsel shall be borne by Contractor If KCATA permits Contractor to undertake conduct and control the conduct and settlement of such action or suit Contractor shall not consent to any settlement that does not include as an unconditional term thereof the giving of a complete release from liability with respect to such action or suit to KCATA Contractor shall promptly reimburse KCATA for the full amount of any damages including fees and expenses of counsel for KCATA incurred in connection with any such action LICENSING LAWS AND REGULATIONS The Contractor shall without additional expense to KCATA be responsible for obtaining any necessary licenses and permits and for complying with all Federal State and municipal laws codes and regulations applicable to the providing of products equipment or materials or the performance of the Services under this Contract The Contractor shall comply with all applicable and current rules regulations and ordinances of any applicable Federal State county or municipal governmental body or authority including but not limited to those as set forth by the Environmental Protection Agency the Missouri Department of Natural Resources the Kansas Department of Health and Environmental the FTA the Department of Transportation and the City
51. AVIT As required by 285 500 RSMo et seq any business contracting to perform work in excess of 5 000 for KCATA shall provide a sworn affidavit affirming 1 its enrollment and participation in a Federal work authorization program such as E Verify accompanied by corresponding documentation to evidence its enrollment in that program and 2 that it does not knowingly employ any person who does not have the legal right or authorization under Federal law to work in the United States CERTIFICATION certify that information supplied herein including all pages attached is correct and that neither the business entity nor any person in any connection with the business entity as a principal or officer so far as known is now debarred or otherwise declared ineligible from bidding for furnishing materials supplies or services to the Kansas City Area Transportation Authority or declared ineligible to participate in federally funded projects Signature Date Printed Name Title Return completed Vendor Registration Form to Kansas City Area Transportation Authority Procurement Department 1350 East 17th Street Kansas City MO 64108 Fax 816 346 0336 or email proc kcata org RFP 11 5011 35 Telephone System amp Data Network 99 of 117 April 14 2011 KANSAS CITY AREA TRANSPORTATION AUTHORITY AFFIRMATIVE ACTION CERTIFICATION PROCESS Dear Prospective Vendor
52. CE WITH SECTION 285 500 RSMO ET SEQ REGARDING EMPLOYEE ELIGIBILITY VERIFICATION STATE OF COUNTY OF On this day of 20 before me appeared personally known by me or otherwise proven to be the person whose name is subscribed on this affidavit and who being duly sworn stated as follows I am the title of business entity and I am duly authorized directed or empowered to act with full authority on behalf of the business entity in making this affidavit I hereby swear or affirm that the business entity does not knowingly employ any person in connection with the contracted services who does not have the legal right or authorization under Federal law to work in the United States as defined in 8 U S C 1324a h 3 I hereby additionally swear or affirm that the business entity is enrolled in an electronic verifi cation of work program operated by the United States Department of Homeland Security E Verify or an equivalent Federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees under the Immigration Reform and Control Act of 1986 and that the business entity will participate in said program with respect to any person hired to perform any work in connection with the contracted services I have attached hereto documentation sufficient to establish the business entity s enrollment and participation in the required electronic verifica
53. D APPROVED SUBCONSULTANTS ccccceees 96 ATTACHMENT B PROPOSAL CHECKLIST FORM ccccccscscscssssscscscscscscscscvcseccccseses 97 ATTACHMENT C REFERENCES FORM u ccccccssssscscees SEPARATE ATTACHMENT ATTACHMENT D 1 BID RESPONSE ccccscscssssscscscsccsees SEPARATE ATTACHMENT RFP 11 5011 35 Telephone System amp Data Network April 14 2011 3 of 117 ATTACHMENT I 2 000000000000 0000 cece cere cece eee else eee ee eeee ee ee eee ee ee ee eee Eee Oe Ee eee eeEeeeseeeeeeeeeeeeeeeesorecoooooooooS 000000000000 000000 ce eee ee cece cece eee ee ee eee ee sees le Sees eeee ee eel ee eee cesses eeeeeseeeceeeseeseoeorecoooooooeos ATTACHMENT J BUY AMERICA scicscitsctsccccssscetedssonccvocssesesesebaccvsceesstedscseacuocebsaacedsobersisecves ATTACHMENT K TRAVEL POLICY nosire nveciticedeeeeschonscedesvesniiletieseseigenes ATTACHMENT L VENDORS LIST eeeseeesseeeseessoeesoeesocessossseeesoeesoeesoseoeesoeee RFP 11 5011 35 Telephone System amp Data Network April 14 2011 4 of 117 NO PROPOSAL REPLY FORM 11 5011 35 PURCHASE OF TELEPHONE SYSTEM amp DATA NETWORK To assist KCATA in obtaining good competition on its Request for Proposals we ask that if you received an invitation but do not wish to propose please state the reason s below and return this form to Joyce Young Procurement Department KCATA 1350 East 17 Street Kansas City MO 64108 fax 816 346 0336 This information
54. LE OUTGOING NUMBER DISPLAY Allows the outgoing calling line identification for each telephone to be changed to any 10 digit number RECALL DIAL TONE When a station user activates a feature that requires presentation of a second dial tone the system provides the caller with a unique audible indication instead of a normal dial tone when the first dial tone occurs This assures the caller that an operating feature is being implemented REMOTE MAINTENANCE FACILITY This capability extends the Maintenance Facility feature to a remote location such as a maintenance center This permits centralized technicians to interrogate the switching system determine its status and run tests to determine causes of faults or failures SPEED CALLING STATION Allows station users to assign abbreviated codes to certain frequently called numbers usually associated with outgoing Central Office calls SPEED CALLING SYSTEM Allows any user on the system to dial abbreviated codes to certain frequently called numbers usually associated with outgoing Central Office calls STATION FORCED BUSY DO NOT DISTURB A facility that allows a station user upon dialing a special code to busy out the station for temporary periods of time when the user does not want to be disturbed A corresponding special code must be dialed to re establish service to the station While in activation this facility does not prevent the station from initiating calls
55. OS Inc 12851 Foster Street Overland Park KS 66213 913 307 2300 jeremy dautenhahn aos5 com Greg Carleton Missouri Office Systems amp Supplies Inc 13010 White Grandview MO 816 761 5152 greg 8asupplier com RFP 11 5011 35 Telephone System amp Data Network April 14 2011 Michelle A Lewis Allegiant Networks 14643 W 95 Street Lenexa KS 913 402 2202 mlewis allegiantusa com Cory Bryars Communication Integrity Group 707 N Lindenwood Dr Olathe KS 913 254 6120 c bryars cigkc com Randy Pettit Dice Communications 15404 W Center Rd Omaha NE 515 710 0596 rpettit dicellc com Michael Lacovone Black Box 727 Congress Park Drive Centerville OH 937 438 8660 Michael iacovone nuvt com Daniel Lohman 7808 N Revere Kansas City KS 952 456 3537 dlohman crosstelecom com Randy Lindsted Marco 7003 W Lake Street Suite 100 St Louis Park MN 651 634 6103 randyl marconet com Page 114 of 117 Frank Milo Matrix 171 Cheshire Ln N Ste 700 Plymouth MN 763 475 5551 fmillo matrixcomm com Mark Lindgren Transcend United 7801 E Bush Lake Rd 210 Minneapolis MN 952 835 8338 mark lindgren transcendunited com Ron Lawrence Legacy Voicemail Inc 8283 N Hayden Rd Ste 291 Scottsdale AZ 85258 480 998 9500 ron legacyvoicemail com Jim Walker Carousel Industries 10002 Craig Dr Overland Park KS 66212 615 815 3308 jwalker car
56. P and the proposal is made in accordance with the RFP requirements and instructions Zi The Proposer possesses the capabilities resources and personnel necessary to provide efficient and successful service to KCATA RFP 11 5011 35 Telephone System amp Data Network 53 of 117 April 14 2011 3 4 3 5 3 6 3 7 3 8 B Before submitting a proposal the Proposer should make all investigations and examinations necessary to ascertain site or other conditions and requirements affecting the full performance of the contract Authorization to Propose A If an individual doing business under a fictitious name makes the proposal the proposal should so state If the proposal is made by a partnership the full names and addresses of all members of the partnership must be given and one principal member should sign the proposal If a corporation makes the proposal an authorized officer should sign the proposal in the corporate name If the proposal is made by a joint venture the full names and addresses of all members of the joint venture should be given and one authorized member should sign the proposal Withdrawal amp Incomplete Proposals A B Proposals may be withdrawn upon written request received by KCATA before proposal closing Withdrawal of a proposal does not prejudice the right of the Proposer to submit a new proposal provided the new proposal is received before the closing date Incomplete proposals may render
57. Patch Cables Cords specifications Required Element 1 Fiber Patch Cords a Provide multimode fiber patch cords in sufficient quantity to interconnect switches provided under this contract within core network and or between switches in the at MERs TRs and data center locations Quantity to be determined by Network Contractor b Multimode Fiber Patch Cords 50 micron i Pass all TIA EIA 568B 3 performance requirements li Have 50 Micron OM4 multimode fiber iii Have 3mm turquoise jacket iv Be 3 meters in length v Insertion loss per connection 0 12dB typical 0 35dB maximum vi Have duplex SC type connectors vii Factory terminated and 100 tested for insertion loss viii Insertion loss data recorded for every multimode patch cord ix Highest quality flame retardant fiber optic cable with tight buffered coating on each optical fiber x Manufactured by Corning Panduit Leviton or Ortronics c Multimode Fiber Patch Cords 62 5 micron 1 Pass all TIA EIA 568 B 3 performance requirements li Have 62 5 multimode fiber iii Have 3mm orange jacket iv Be 3 meters in length RFP 11 5011 35 Telephone System amp Data Network 47 of 117 April 14 2011 v Insertion loss per connection 0 12dB typical 0 35dB maximum Vi Have duplex SC type connectors vii Factory terminated and 100 tested for insertion loss viii Insertion loss data recorded for every multimode patch cord ix Highest quality flame retardant fiber optic cable with
58. R 661 7 20 Employee Eligibility Verification Attachment G a The Proposer is required by sworn affidavit and provision of documentation to affirm its enrollment and participation in a Federal work authorization program with respect to employees working in connection with the contracted services RFP 11 5011 35 Telephone System amp Data Network 65 of 117 April 14 2011 b The Proposer shall also affirm that it does not knowingly employ any person in connection with the contracted services who does not have the legal right or authorization under Federal law to work in the United States as defined in 8 U S C 1324a h 3 c The Proposer is required to obtain the same affirmation from all subcontractors at all tiers 21 Proposer Status and Affirmative Action Attachment F 1 F 2 a All firms doing business with KCATA must be a registered vendor and must be in compliance with the Authority s EEO and Affirmative Action requirements Firms may be considered for certification by KCATA for such compliance by completing the information required in the Vendor Registration Form Attachment E However firms that are currently in compliance need not duplicate this information Please contact KCATA s Procurement Department at 816 346 0254 to verify affirmative action compliance status b The FTA s EEO Program objectives are to ensure that FTA applicants recipients subrecipients contractors and or subcontractors wh
59. RFP 11 5011 35 Telephone System amp Data Network 76 of 117 April 14 2011 IRCA P L 99 603 18 EMPLOYEE PROTECTIONS Contract Work Hours and Safety Standards Act A Overtime Requirements No Contractor or subcontractor contracting for any part of the contract work under this Contract that may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one half times the basic rate of pay for all hours worked in excess of forty hours in such workweek B Violation Liability for Unpaid Wages Liquidated Damages In the event of any violation of the clause set forth in Paragraph 1 of this section the Contractor and any subcontractor responsible therefore shall be liable for the unpaid wages In addition such Contractor and subcontractor shall be liable to the United States for liquidated damages Such liquidated damages shall be computed with respect to each individual laborer or mechanic including watchmen and guards employed in violation of the clause set forth in Paragraph 1 of this section in the sum of 10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the c
60. SIONS OF 31 U S C SECTIONS 3801 ET SEQ ARE APPLICABLE THERETO Signature and Title of Authorized Official Date RFP 11 5011 35 Telephone System amp Data Network Page 109 of 117 April 14 2011 ATTACHMENT J BUY AMERICA CERTIFICATION For Steel or Manufactured Products Other Than Rolling Stock Certificate of Compliance with Buy America Requirements The bidder or offeror hereby certifies that it will comply with the requirements of 49 U S C 5323 j 1 and the applicable regulations in 49 CFR part 661 Date Signature Company Name Title Certificate of Non Compliance with Buy America Requirements The bidder or offeror hereby certifies that it cannot meet the requirements of 49 U S C 53230 but it may qualify for an exception to the requirements pursuant to 49 U S C 5323 j 2 as amended and the applicable regulations in 49 CFR 661 7 Date Signature Company Name Title RFP 11 5011 35 Telephone System amp Data Network Page 110 of 117 April 14 2011 ATTACHMENT K HOTEL AVAILABILITY AND RATES Must Request Government Rates Based on Availability HOLIDAY INN AT COUNTRY CLUB PLAZA 107 00 Tax One E 45 Street Kansas City Missouri Country Club Plaza 816 753 7400 Includes unlimited local phone amp wireless internet MARIOTT RESIDENCE INN 107 00 Tax 2975 Main Street Kansas City Missouri Crown Center 816 561 3000 Queen studio with hot breakfast and wireless int
61. Section 2 10 C 1 200 Users Total Cost Hardware amp Software 0 00 Professional Services Labor 0 00 Contractor to install first 25 desktops 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 2 Provide cost to install and configure the above PC desktop Video Total application clients for additional clients ENESE 175 Desktop Clients 0 00 11 5011 35 Telephone System amp Data Network Bid Response Page 4 of 7 7 Option 4 Mobility Cost to implement recommended solution for the following quantities Reference Section 2 10 D 1 5 Users Total Cost Hardware amp Software 0 00 Professional Services Labor 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 8 Optional Voice Mail Application 1 Option 5 Find Me Follow Me Reference Section 2 10 F1 200 Users Total Cost Hardware amp Software 0 00 Professional Services Labor 0 00 Contractor to install first 25 desktops for all of the options requested 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 2 Option 6 Integrated Unified Messaging with MS Exchange Reference Section 2 10 F2 200 Us
62. Similar in function to the busy line version of Call Forwarding automatic re routing of an incoming call to the attendant or a preprogrammed secondary station occurs when a given station doesn t answer within a prescribed time interval CALL FORWARDING DON T ANSWER BUSYLINE ON A PREVIOUSLY FORWARDED CALL In essence the ability to forward a previously forwarded call CALL FORWARDING EXTERNAL The ability to forward a call to a telephone number external to the system local or long distance CALL FORWARDING SOURCE DEPENDENT Allows the system to be pre programmed by extension to route calls when an extension is busy not answered or in a Do Not Disturb mode to different destinations based on a source being internal or external CALL PARK Once a call is placed in the park condition any station within the system may retrieve it by either dialing the appropriate access code or by pressing a special feature button on a station instrument CALL SPLITTING The ability to speak privately with one of the parties engaged in a three party conference call and alternate between the two CALL WAITING The ability to hear or produce a beep tone to a busy phone alerting the user that another call is ringing in The user then has the choice to alternate between calls hang up on the original call and take the new call or ignore that beep tone CALLING NUMBER DISPLAY Indicates that a Station Alphanumeric Display or ad
63. Street Kansas City MO 64108 D In cases where communication is required between bidders and KCATA such as requests for information communication shall be forwarded in writing directly to Joyce Young Buyer IL Electronic comments questions and requests for clarification should be sent to Joyce Young Buyer II and the subject line should read RFP and title E Submitting a proposal constitutes a firm offer to KCATA for one hundred twenty 120 days from the closing date F KCATA is not responsible for any cost or expense that may be incurred by the Proposer before the execution of a contract including costs associated with preparing a proposal or interviews G A separate contract goal of 12 for DBE participation has been established for this procurement 3 2 Reservations A KCATA reserves the right to waive informalities or irregularities in proposals to accept or reject any or all proposals to cancel this RFP in part or in its entirety and to re advertise for proposals if it is in the best interest of the Authority B KCATA also reserves the right to award a contract solely on the basis of the initial proposal without any interviews or negotiations Therefore offers should be submitted to KCATA on the most favorable terms possible from a cost or price and technical standpoint 3 3 Proposer s Responsibilities A By submitting a proposal the Proposer represents that 1 The Proposer has read and understands the RF
64. TELEPHONE SYSTEM amp DATA NETWORK 2 1 Qualifications 1 KCATA plans to procure a telephone system and data network to replace the current Fujitsu and HP voice and data network KCATA currently utilizes a Fujitsu digital telephone system equipped with a CCRM contact center and Nice call recording system The existing system is located on the second floor of building 1 The solution shall be provided by an experienced Contractor who has extensive IP telephony data networking contact center and unified communications experience The Respondent has staff employees with five or more years of experience installing configuring and maintaining IP telephone systems contact centers and data network systems solutions and components All prospective Respondents must provide a minimum of three installation and three maintenance references for the proposed telephone system contact center system and data network systems The references must be similar in scope and size to the KCATA s project and must demonstrate the following 1 At minimum one of the three telephone references must have at least 150 telephones deployed in a multi building campus environment in the previous two 2 years 2 At a minimum one of the three data network references must have at least 350 ports deployed in a multi building campus environment in the previous two 2 years 3 References must demonstrate that the Respondent has extensive knowledge of all equipme
65. THE PROVISIONS OF 31 U S C SECTIONS 3801 ET SEQ ARE APPLICABLE THERETO Signature and Title of Authorized Official Date RFP 11 5011 35 Telephone System amp Data Network Page 108 of 117 April 14 2011 ATTACHMENT I 2 CERTIFICATION OF LOWER TIER PARTICIPANTS REGARDING DEBARMENT SUSPENSION AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION The Lower Tier Participant potential sub grantee or sub recipient under an FTA project potential third party contractor or potential subcontractor under a major third party contract certifies by submission of this proposal that neither it nor its principals are presently debarred suspended proposed for debarment declared ineligible or voluntarily excluded from participation in this transaction by any Federal department or agency If the Lower Tier Participant potential sub grantee or sub recipient under an FTA project potential third party contractor or potential subcontractor under a major third party contract is unable to certify to any of the statements in this certification such participant shall attach an explanation to this proposal THE LOWER TIER PARTICIPANT POTENTIAL SUB GRANTEE OR SUB RECIPIENT UNDER AN FTA PROJECT POTENTIAL THIRD PARTY CONTRACTOR OR POTENTIAL SUBCONTRACTOR UNDER A MAJOR THIRD PARTY CONTRACT CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVI
66. Telephone System Configuration Table 2 4 J 1 Single Line Analog Phone Type 1 Type 2 Type 3 Add On Module IP Telephone X X X X Message Waiting X X X Hold Button X X X Volume Control X X X Transfer X X X Conference X X X Display 1X20 6X20 6x20 Line Appearances 1 1 12 20 Feature Buttons 6 6 6 Full Duplex Speakerphone X X Self Labeling Phones X X X X Headset Jack X X Wireless Headset Hook Switch X X Control EHS 802 1P Q X X X X 802 3af X X X X 2 10 100 1000 switch port X X RFP 11 5011 35 Telephone System amp Data Network 23 of 117 April 14 2011 K L PC Attendant Console Requirements 1 This device is designed for use as a primary dedicated answer position or secondary answer position which must offer the following features a Up to six primary call handling keys b Answer c Release d Cancel e Hold f Retrieve g Recover last call h Up to 12 user programmable keys mi e Volume control ringer handset j Handset and headset sockets Telephone system shall route calls to a recorded announcement when calls are waiting or call rings reach predefined thresholds Graphical User Interface must offer the following capabilities a Call status bar showing calls waiting to be answered b Call source and destination c Calls on hold d Console status day night service handset headset etc Application Zone
67. WARD DIALING DID A basic facility allowing incoming calls from the public telephone network to reach specific lines without attendant intervention or assistance DIRECTED CALL PICK UP A station user is able to answer calls ringing on any other station within the system by dialing a unique answer code of that particular station to be answered DISTINCTIVE RINGING Provides a unique pattern of station ringing to permit the user to distinguish internal from external calls EXTENSION ASSIGNABLE ACCOUNT CODES In essence this feature allows account codes to be used in conjunction with long distance calling only to be able to be activated from the specific station to which it is assigned FIXED NIGHT SERVICE An arrangement used to route incoming central office calls normally answered at the attendant position to pre selected stations within the system when the attendant is not on duty FLEXIBLE NIGHT SERVICE Permits the attendant to set up night connections in accordance with day to day requirements with full flexibility in the assignment of incoming trunks to various stations Such night service assignments must be established by the attendant on each occasion they are activated FORCED ACCOUNT CODE FAC A feature that requires all or certain users to enter a code before dialing an outside number HANDS FREE ANSWERBACK The ability to dial an extension internally and automatically have the microphone turn on witho
68. act Center Service and Support 1 In addition to the general maintenance service the Contractor s Contact Center specialists shall provide bi annual review and audit of all Contact Center applications and performance and shall make recommendations on any required changes RFP 11 5011 35 Telephone System amp Data Network 40 of 117 April 14 2011 2 10 Optional Applications A Option 1 Conference Bridge with Collaboration Requirements l The audio conference bridge shall be fully integrated with the proposed telephone system and shall support features such as authorization codes call detailed recording and charge accounts for billing De The system administrator users shall have access to the system via Web based tools for scheduling conference control adding users and running reports 3 The system shall support automatic dial out and or participant dial in 4 User access shall be password protected and support multiple levels of system user privileges 5 Conference chairperson shall have the ability to add or remove conferees with either touch tone or Web based commands 6 The system shall support several simultaneous conferences or a single conference and allow for complete utilization of all equipped channels 7 The system shall provide collaboration capabilities that shall allow conference attendees to view or share files applications or presentations This service shall support one on one or one to many collaboration
69. agraphs 1 through 4 of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts The prime Contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in Paragraphs 1 through 4 of this section 19 ENVIRONMENTAL A Clean Air The Contractor shall comply with all applicable standards orders or regulations issued pursuant to the Clean Air Act as amended 42 U S C 7401 et seq The Contractor agrees to report and to require each subcontractor receiving more than 100 000 from this Contract to report any violation of these requirements resulting from any project implementation activity to KCATA The Contractor understands that KCATA will in turn report each violation as required to assure RFP 11 5011 35 Telephone System amp Data Network 77 of 117 April 14 2011 20 21 22 23 notification to FTA and the appropriate U S EPA Regional Office B Clean Water The Contractor agrees to comply with all applicable standards orders or regulations issued pursuant to the Federal Water Pollution Control Act as amended 33 U S C 1251 et seq The Contractor agrees to report and require each subcontractor receiving more than 100 000 from this Contract to report any violation of these requirements resulting from any project implementation activity to KCATA The Contractor understands that KCATA will in turn r
70. alists CCS shall inform all CCMs of decisions that they shall need to make regarding the equipment and software being installed RFP 11 5011 35 Telephone System amp Data Network 38 of 117 April 14 2011 3 Contact Center Design Reviews The Contractor s CCS personnel shall hold separate meetings with the three primary contact centers to determine specific routing reporting agent and supervisor needs of each department as required to fully design and implement a turnkey solution for each group 4 Equipment Installation The Contractor shall install configure and test all materials and equipment provided under this RFP 5 System Programming The Contractor shall provide all system programming and database entry including but not limited to agents supervisors call routing scripts custom reports call recording logs and system backups to provide a fully operational turnkey Contact Center solution H Contact Center Training 1 ACD Supervisor Agent Telephone User The Contractor shall provide separate training sessions for all ACD telephone users limited to six 6 people maximum in any one session Sessions shall last approximately two 2 hours each Training shall include telephone operation and any advanced ACD features provided through a PC Training shall occur at a location specified by KCATA 2 Supervisor Applications The Contractor shall provide two 2 hours supervisor management overview training
71. all columns All blank spaces will be considered zero Number of Employees Report employees in only one category Race Ethnicity Hispanic or Not Hispanic or Latino Job Latino Categories or Alaska Native First Mid Level Officials and Managers Professionals Technicians Sales Workers Signature of Certifying Official Company Name Printed Name and Title Address City State Zip Code Date Submitted Telephone Number Fax Number 11 5011 35 Telephone System and Data Network Page 103 of 117 April 14 2011 ATTACHMENT G 1 AFFIDAVIT OF PRIMARY PARTICIPANTS COMPLIANCE WITH SECTION 285 500 RSMO ET SEQ REGARDING EMPLOYEE ELIGIBILITY VERIFICATION STATE OF COUNTY OF On this day of 20 before me appeared personally known by me or otherwise proven to be the person whose name is subscribed on this affidavit and who being duly sworn stated as follows I am the title of business entity and I am duly authorized directed or empowered to act with full authority on behalf of the business entity in making this affidavit I hereby swear or affirm that the business entity does not knowingly employ any person in connection with the contracted services who does not have the legal right or authorization under Federal law to work in the United States as defined in 8 U S C 1324a h 3 Thereby additionally swear or affirm that the business entity is enrolled in an electronic verifi cation of
72. alls they have answered Screen refresh time the time it takes the system to update the real time information of the screen must not be any longer than two seconds ANI ROUTING The ability to route incoming calls to specific ACD groups or skill set routing tables based upon the ANI Automatic Number Identification or account number information provided by caller in the VR system AUTOMATIC PRIORITY UPGRADE The ability of the system to automatically upgrade the priority level of an individual call typically based upon the length of time that the call has been holding AUTOMATIC ROUTING BY SHIFT SCHEDULE Similar to the Time of Day Routing feature the ability of the system to automatically change the routing patterns of incoming calls based on the shift schedule of the ACD group Shift schedules must be capable of being individually defined for each group with at least three shifts per group supported CALL PROMPTING WITHOUT LOSS OF QUEUE PLACEMENT The ability of the system to provide a waiting caller with a menu that provides the caller with various RFP 11 5011 35 Telephone System amp Data Network 35 of 117 April 14 2011 21 22 23 24 25 26 2T 28 29 30 options such as leaving a voice mail message transferring to a specific extension return to IVR continuing to wait in queue etc which are activated via pushbutton commands While the callers are presented with their various options
73. andards for Seismic Safety required in the Department of Transportation Seismic Safety Regulations 49 C F R Part 41 and will certify to compliance to the extent required by the regulation The Contractor also agrees to ensure that all applicable work performed under this Contract including work performed by a subcontractor is in compliance with the standards required by the Seismic Safety Regulations and the certification of compliance issued on the project SERVICE MANUAL AND WIRING SCHEMATIC If specified the Contractor will provide at least one 1 copy of a service manual and at least one 1 copy of wiring schematics for individual components and other schematics and drawings as may be applicable to any equipment or project work in question SEVERABILITY If any clause or provision of this Contract is declared to be invalid by any court of competent jurisdiction then and in that event the remaining provisions hereof shall remain in force In lieu of each clause or provision of this Contract that is illegal invalid or unenforceable there shall be added as a part of this Contract a clause or provision as similar in terms to such illegal invalid or unenforceable clause or provision as may be possible and be legal valid and enforceable SUBCONTRACTORS A Subcontractors None of the work or services covered by this Contract shall be subcontracted without the prior written approval of KCATA The only subcontractors approved for this Co
74. anges for the following i Users ii Departments amp department numbers iii Locations iv Trunk groups v Trunks vi Account codes vii Telephone type RFP 11 5011 35 Telephone System amp Data Network 32 of 117 April 14 2011 P viii Rate table updates C Report generation d Overview of system documentation and use of all system manuals 5 Refresher Training The Contractor shall offer refresher training classes three weeks after the cutover This training shall include live telephones for an eight 8 hour day 6 Training Media Training media from the manufacturer are required to be left on site or be accessible through the internet KCATA also has the right to videotape training classes given by the Contractor 7 Training Manual A minimum of one 1 complete system management training manual shall be provided by the date of acceptance detailing all information necessary for full use of the system proposed Station user manuals are to be provided for all users Payment may be withheld until a complete and accurate training manual has been provided 8 Technical Manual As a part of the equipment to be delivered the Contractor shall provide one complete set of technical manuals in electronic format on Compact Disc Post Cutover Requirements 1 Cutover On the day of the cutover and the following five 5 business days the Contractor is required to provide a project team on site to resolve te
75. anty Period 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 Maintenance pricing will be used for evaluation purposes KCATA reserves the right to accept or not accept the maintenance pricing Provide Detailed Add and Delete Schedule Part Number amp Description Post Cut Example 1 Level 1 Telephone with license 0 00 Example 2 Level 2 Telephone with license 0 00 Example 3 Level 3 Telephone with license 0 00 Example 4 Soft phone 0 00 Example 5 PRI Trunk Card 0 00 Example 6 Analog FXS Line Card 0 00 100 Performance Bond Cost based on option items excluded 0 00 100 Payment Bond Cost based on option items excluded 0 00 11 5011 35 Telephone System amp Data Network Bid Response Page 6 of 7 KCATA Voice and Data Network Systems RFP Exhibit A 1 Cost Summary Sheet Summary Cost Hardware Software Professional Service Labor and 1st Year Warranty Cost Telephone Base System Voice Mail Contact Center Sub Total Data Network System UPS System Sub Total Fr F P A P P H Other Costs Use a separate sheet of paper Total of Base Proposal Option 1 Conference Bridge Option 2 PC Desktop Unified Communications Option 3 PC Desktop Video Option 4 Mobility Option 5 Find Me Follow Me Option 6 Integrated Unified Messaging 11 5011 35 Teleph
76. are fully authorized certified to supply upgrade install configure provide warranty services and troubleshoot support the proposed equipment All installing personnel have completed certified manufacturer training or the Contractor shall contract with manufacturer for installation of all proposed components The Contractor shall take responsibility for proper ordering shipping charges and delivery of all component parts This includes any components to be ordered from any third party companies The Contractor shall be responsible for proper storage of delivered equipment The personnel listed in the Respondent s proposal shall be the personnel assigned to this project If changes are required the Contractor shall gain written approval from KCATA s Project Manager prior to assignment of substitutes Manufacturer s or a certified training agency thereof must be offered to KCATA employees on products supplied Any technician s dispatched to install or fix failed component shall have been factory trained and certified by the manufacturer of the proposed equipment The Contractor is responsible for following industry standards and all manufacturer installation and maintenance practices The Contractor is responsible for working with KCATA to understand its IP addressing scheme and for implementing this scheme in the furnished devices Currently KCATA uses a mixture of static addressing and DHCP KCATA shall work with the vendor to
77. artmental meetings with each department to determine features types of phone and physical location call routing restrictions desktop applications enhanced 911 database etc on a per phone basis KCATA shall assist with scheduling but the Contractor is responsible for collecting any and all information required to install configure and cutover the systems and applications Documentation The Contractor shall be responsible for marking the location of each telephone on KCATA provided floor plans and updating KCATA cable records and cut sheets Following the cutover the Contractor shall provide KCATA with an updated database and cable records in an electronic format such as Microsoft Excel or Access and one complete set of updated floor plans There shall be no exceptions to this Equipment Installation The Contractor is required to install configure and test all materials and equipment provided under this RFP System Programming The Contractor shall provide all system programming and database entry including but not limited to stations and station features voice mail boxes enhanced 911 auto attendant trunks least cost routing networking and integrated connections to the voice mail system system management call accounting and data network to provide a fully operational turnkey telephone voice messaging system system management and call accounting system RFP 11 5011 35 Telephone System amp Data Network 30 of 11
78. ating to bankruptcy whether voluntary or involuntary the Contractor agrees to furnish by certified mail written notification of the bankruptcy to the KCATA official identified in the Notification and Communication Section of this Contract This notification shall be furnished within five 5 days of the initiation of the proceedings relating to bankruptcy filing This notification shall include the date on which the bankruptcy petition was filed the identity of the court in which the bankruptcy petition was filed and a listing of KCATA contract numbers against which final payment has not been made This obligation remains in effect until final payment under this Contract 5 BONDING REQUIREMENTS A Performance and Payment Bonds The Contractor shall furnish at its own expense a performance and payment bonds payable to KCATA in the amount of one hundred percent 100 of the full expected cost of the services to be performed goods to be delivered A licensed surety company shall secure bonds The bonds shall remain valid and in effect for the full term of this Contract A cash deposit certified check irrevocable letter of credit LOC or other negotiable instrument may be accepted by KCATA in lieu of a bond The form of any substitution in lieu of a bond must be RFP 11 5011 35 Telephone System amp Data Network 71 of 117 April 14 2011 approved by KCATA The cash deposit certified check irrevocable LOC or other negotiable
79. ation il Work Groups Buddy List Each user must be allowed to define work groups or a buddy list and assign other users as required provided their restriction class allows iii Restriction Class Provides a means to restrict which users an individual can view in their buddy list or workgroup j Collaboration Provide the means to allow real time file sharing and white boarding k Instant Messaging Provide the ability to send and receive secure text messages within KCATA network The system must provide logging and archive capabilities and support authentication and encryption L Docking Allow user to dock the application on the top side or bottom of monitor or minimize to system tray if desired C Option 3 PC Desktop Video Allow user to request and establish a video call with other video enabled users on the system 1 User s desktop PC shall be utilized to manage and view video calls 2 Video user shall be able to allow or deny a request for video call 3 Video users who have an active audio call shall be able to establish a video call with no interruption to the existing call 4 Audio shall be available through telephone handset PC speaker and microphone or USB headset 5 Multi party video conferencing if equipped shall be available to all video users D Option 4 Mobility 1 Single Number Reach for Mobile User Allow user to define when and how calls that are presented to a user s PBX telep
80. ation and arrive at a sound determination as to whether or not the proposal will meet KCATA s requirements Each technical proposal must be so specific detailed and complete as to clearly and fully demonstrate that the Proposer has a thorough knowledge and understanding of the requirements and has valid and practical solutions for technical problems Statements that paraphrase the requirements or attest that standard procedures will be employed are inadequate to demonstrate how the Proposer will comply with the requirements of this procurement To achieve a uniform review process and obtain the maximum degree of compatibility technical proposals must be organized as follows Section 1 Executive Summary Overview Tab a Letter of Transmittal b Written summary of the understanding of the scope of work to be performed c Overview of installation and training d Future growth capability of proposed system Section 2 Main Body of Response Tab a Bills of Materials of Equipment Itemization b Key Personnel Experience and Qualifications c Financial Condition of the Firm d Program Management e Respondent Assumptions mh Installation Methodology Drawings Acceptance Testing i Software Upgrades j LDAP Integration with MS Active Directory AD k IVR Application l Subcontractor Utilization Plan RFP 11 5011 35 Telephone System amp Data Network 59 of 117 April 14 2011 Section 3 Require
81. ce when an anomaly is detected and corrective action is required 2 There are three classes of alarms RFP 11 5011 35 Telephone System amp Data Network 22 of 117 April 14 2011 a Critical Indicates a loss of service that demands immediate attention This alarm invokes system fail transfer b Major Indicates a fault that affects service to many users Usually results in major degradation in service and requires attention to minimize user concerns c Minor Indicates any fault that does not fall into any of the above two classes e g single set or single trunk failure 3 An alarm condition is cleared when the fault is resolved I Security Requirements 1 The system offers comprehensive Toll Control as an integral part of the Call Control It allows restriction of user access to trunk routes and or specific external directory numbers It also allows Class of Restriction COR and Class of Service COS features that can substantially reduce the risk of toll fraud 2 Authorized access to the system tools provides protection for various administration commands from unauthorized users The web based system tools are as follows a System Administration b Group Administration c Personal Desktop User J Telephone Desktop Sets Requirements The phones shall be manufactured in accordance with FCC hearing aid compatibility technical standards codified at 47 C F R 68 316 and the Telecommunications Act of 1996
82. cess Requests for Payment Right to Offset Service Manual and Wiring Schematics Severability Suspension of Work Taxpayer Identification Number TIN Termination Training Unavoidable Delays Warranty Warranty of Title General Provisions The Contractor will take such action with respect to any subcontractor or procurements as KCATA or the U S Department of Transportation may direct as means of enforcing such provisions 43 SUSPENSION OF WORK KCATA may order the Contractor in writing to suspend delay or interrupt all or any part of the services under this Contract for the period of time that KCATA determines appropriate for the convenience of KCATA 44 TAXPAYER IDENTIFICATION NUMBER TIN The Contractor is required to provide its TIN which is the number required by the IRS to be used by KCATA in reporting income tax and other returns The TIN provided by the Contractor is By execution of this Contract the Contractor certifies the accuracy of the above TIN for IRS reporting purposes 45 TERMINATION A Termination for Convenience KCATA may terminate this Contract in whole or in part at any time by written notice to the Contractor when it is in KCATA s best interest The Contractor will only be paid the Contract Sum for products equipment materials or supplies delivered and accepted or work or services performed in accordance with the manner of performance set forth in this RFP 11 5011 35 Telephone System amp
83. chnical issues provide follow up training and staff a helpline for users to call and report problems 2 The Contractor is required to complete the following items within the first 30 days following the cutover of each system a Completion of any outstanding adds moves or changes b Internal system traffic study c Refresher training classes d Station software changes 2 9 Contact Center Requirements A B The Contact Center call routing and reporting application server shall be located in KCATA s Data Center located in Breen Building All applications provided in support of the Contact Center under this RFP shall be available to all KCATA offices including for home office workers and remote contracted contact center agents The Contact Center shall be capable of supporting the addition of an IVR application in the future The IVR application shall provide integration with the telephone system and contact center applications and shall support database integration with ODBC and 3270 emulation compliant applications The Contact Center Application shall be equipped and configured based on quantities provided below RFP 11 5011 35 Telephone System amp Data Network 33 of 117 April 14 2011 1 Contact Center System Configuration Table 2 9 D 1 5 5 1 0 Auditor 3 Email Chat Skill Groups 2s Contact Center Call Recording Sizing Requirements 4 2 The call recording system will allow KCATA to record u
84. d b That the Contractor allows a 60 day test period to ensure that equipment performs according to specifications F Requirements for all switches 1 All switches must be installed with the most current software version unless otherwise requested by Owner 2 Identical software images must be loaded on all switches of the same type e g all core switches must have the same software load 3 All switch devices must be capable of supporting IPv6 either as configured or via a software upgrade RFP 11 5011 35 Telephone System amp Data Network 48 of 117 April 14 2011 4 All switch devices must be able to generate packets supporting 802 1p and 802 1Q to provide standards based traffic prioritization and VLANs Switches must support a minimum of 256 VLANs per port All switches must support a minimum of four 4 classes of QoS All switches must support IGMP snooping Rot oy All switches must be capable of reporting RMON Statistics Alarms Events and History 9 All switches must enable network manager to mirror traffic on any port to another port for analysis by a sniffer or RMON probe 10 Switch devices proposed must support 802 3ad link aggregation trunking of multiple Gigabit Ethernet connections to aggregate bandwidth 11 When Power over Ethernet PoE is called for it is required to be a minimum of IEEE 802 3af and provide 15 40 W on every port when fully populated G Core switches Required Elemen
85. d Documents Tab a References to qualify b Maintenance guarantee from manufacturer and vendor c Delivery amp Installation Schedule d Last two years audited Financial Statements Balance Sheet for March 2011 e Receipt of Addenda Form f Debarment g Lobbying h Buy America i Vendor Registration Form j Disclosure of Investigations Actions k Employee Eligibility Verification l Proposer Status and Affirmative Action Section 4 Exceptions It will be assumed that the proposer accepts all conditions and considerations as outlined within this document unless specifically noted in the Exceptions section 4 4 Title Page 1 Show the RFP number and title the name of the firm address telephone number s name and title of contact person telephone number s e mail address facsimile number and date 2 Table of Contents Clearly identify the materials by section and page number 3 Letter of Transmittal The letter should be addressed to Director of Procurement Etta J Jackson and signed by a corporate officer with authority to bind the firm The letter must contain the following a Identification of proposing firm s including name address telephone number s and e mail addresses of each subcontractor b Proposed working relationship among proposing firms e g prime subcontractor if applicable G Name title address telephone number and e mail address of the contact person for this project RFP 11 50
86. d via web browser as designated by KCATA 8 The system shall allow reports to be generated on any of the defined user fields 9 The system shall provide call tracing capability i e the ability to trap individual internal and external telephone numbers and generate alarms when a call is received or transmitted from a predefined number 2 8 Telephone and Voice Mail Implementation Requirements A Informational Presentation As these specifications are put together with no specific equipment or Respondent in mind the Contractor shall include in the installation cost two informational presentations for KCATA management The presentation will include an overview of all products and applications purchased with an explanation of how they are being deploy utilized by other organizations Standards Meeting This second round of meetings is to determine KCATA standards for how the system is to be installed The Contractor s customer service personnel shall inform KCATA Project Manager of decisions that they will need to make regarding the equipment being installed KCATA Project Manager shall indicate which decisions are KCATA standards and which decisions are available for the departments to make Any decisions or requests at the department level that either increase cost or are outside of KCATA standards require the written approval of KCATA Project Manager Station Reviews The Contractor s customer service personnel shall hold dep
87. ddress per stack switches The switch fabric must provide a minimum of 320 Gbps per 144 10 100 1000 ports 6 All 10 Gbps uplink ports will be supported over 50 micron multimode fiber J All Gigabit uplink ports will be supported over 62 5 Micron MM fiver with SC connectors 8 The uplinks between the Core and building 1 MER must be connected to different devices within any stack and support channel aggregation to provide two gigabits each to the core 9 The building 1 MER switch must allow capacity to add a minimum of two 2 10 Gbps links per Chassis or stack over 50 Micron O4 MM in the future modules NOT required at this time just available ports capacity 10 Power supply must provide sufficient capacity to power all installed modules ports at full operating capacity 11 Contractor must provide one 1 year maintenance with Next Business Day NBD parts replacement RFP 11 5011 35 Telephone System amp Data Network 50 of 117 April 14 2011 I J All switches will be equipped and configure per the table 2 11 I below TABLE 2 11 1 Building Name Location 10G 1G 10 100 1000 50Micron 62 5 Micron Port quantity Breen MER MER Core 2 5 192 POE Breen Data Center 2 0 96 Building 1 MER 2 Floor 0 5 288 POE Building 1 TR 0 1 48 POE Bus Barn MER 0 3 48POE Bus Barn Radio TR 0 1 24 POE Fuel Island TR 0 1 24 OE The table 2 11 J below provides the list of data network hardwa
88. e 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 11 5011 35 Telephone System amp Data Network Bid Response Page 3 of 7 Optional Telephone Equipment Services Configuration Requirements KCATA shall determine which if any of the options listed below will be included in the contract based on their cost and impact on the overall project budget 4 Option 1 Conference Bridge with Collaboration Equipped with 24 audio ports and 24 collaboration sessions and shall be capable of expanding up to a Total Cost maximum of 48 ports for each Reference Section 2 10 A Hardware amp Software 0 00 Professional Services Labor 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 5 Option 2 PC Desktop Unified Communications Applications Reference Section 2 10 B 1 200 Users Cost Hardware amp Software 0 00 Professional Services Labor 0 00 Contractor to install first 25 desktops 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 2 Provide cost to install and configure the above PC desktop UC Total Cost application for additional clients ee 175 Desktop Clients 0 00 6 Option 3 PC Desktop Video Reference
89. e AA A 54 3 9 DISCLOSURE OF PROPRIETARY INFORMATION ccccccccccccsssssscscccccesesssssesccsccessuausssceceeess 55 SECTION 4 PROPOSAL SUBMISSION EVALUATION AND AWARD u cssccesssees 58 4 1 PROPOSAL COPIES iscc2ccsciteisseisedesscchaedorcbocabceccheegua edneteen sibeddssabadascecdheaged AEE 58 4 2 TECHNICAL PROPOSAL FORMAT cccccccccccccccssssssscsccccccesessssscsccscssssssessesccecsessuaussseecesess 58 4 3 TECHNICAL PROPOSAL CONTENT cccccccccccccsesssssceccccccesssssesesccsscesssseussesccessessuausesecesess 59 WA ithe Pages oii a iist EEEE AE ananice Wahes suse a et aan Pecan anaat eae 60 4 5 PROPOSAL SUBMISSION REQUIREMENTS COST PROPOSALL w cccsssssesecccccesesseseeseceeess 66 4 6 BASIS FOR CONTRACT AWARD cccccceccccccccesssssssceccccccesssssssesccsscsssusesseecesesessuuusssscecess 67 4 7 TECHNICAL PROPOSAL EVALUATION CRITERIA cccccccccsssssescscccccecsssessscscccccsssssesesseceeess 67 4 8 BONDING REQUIREMENTS CONSTRUCTION AND FACILITY IMPROVEMENTS 66 67 4 9 PRESENTATIONS INTERVIEWS WRITTEN RESPONSES cscccccssscecceceececcessececeesesceceanes 67 ATTACHMENT A SAMPLE CONTRACT ccccccscssscscscscscscscscscscsccccccccscscccscscscseseseseseses 69 APPENDIX B SCOPE OF WORK SPECIFICATIONS 0 ccccccscssssscssscscscscscscsccesccceees 94 APPENDIX C COST PROPOSAL eeeeeeeesesesssesosesesesesososesesesosesesesosesososesosesesosososesosesosesesoe 95 APPENDIX D KEY PERSONNEL AN
90. e Contractor is responsible for installing all copper and fiber patch cables regardless of provider that interconnect core and access switches provided under this contract The Contractor is responsible for working with KCATA to create a VLAN plan and to implement this plan in the furnished system At a minimum ten 10 VLANs shall be configured regardless of whether all will be used immediately The Contractor is responsible for working with KCATA to develop SNMP configurations community strings and passwords for all devices and to implement these in the furnished system RFP 11 5011 35 Telephone System amp Data Network 46 of 117 April 14 2011 13 Network is responsible for working with KCATA to implement security features as required by KCATA 14 The Contractor is responsible for working with KCATA to understand its IP addressing scheme and for implementing this scheme to support all applications provided under the RFP 15 The Contractor is responsible for working with KCATA to ensure the proper VLAN and QoS configurations are implemented to support all applications provided under this RFP 16 The Contractor is responsible for understanding KCATA s device naming convention and for implementing device names on all new devices 17 The Contractor shall supply all materials and labor necessary to mount network devices and UPS units in racks cabinets 18 External transceivers or media converters shall not be used D
91. e Directory The interface shall allow the following system management functions to be accessed a Add a new user s telephone and voice mailbox b Change a user s telephone number c Change a user s name d Change a user s VM password e Update the system telephone directory f Change PSTN access privileges g Change feature privileges h Enable access to applications such as Presence and Audio Conferencing RFP 11 5011 35 Telephone System amp Data Network 28 of 117 April 14 2011 2 7 System Management Requirements l The system must offer a complete telecommunications management tool that is capable of the following a Allow user telephone and voicemail administration including the ability to schedule updates b Allow configuration of global group or individual configuration changes c Provide templates for all telephone models and configurations d Provide alarm management with page out capability e Provide scheduling of maintenance functions such as upgrades backups and restore f Provide remote software distribution and installation g Locate unused directory numbers and unused circuits h Provide tools that allow maintenance personnel to troubleshoot IP related issues down to the telephone level including but not limited to congestion packet loss jitter and cmos scores 2 The telephone system should have the following programming tools designed for different user levels a System
92. e estimates The Contractor shall be required to perform station surveys to verify quantities Any increases in components prior to acceptance shall be at pre cutover costs and deletions shall not be charged restocking fees The Contractor shall supply one complete set of hardware and software documentation manuals for all provided items at no additional cost G Security 1 When deploying any product software or application associated with this RFP the Contractor shall harden the resulting system s Hardening includes the following actions a Determining the purpose of the system and minimum software and hardware requirements b Documenting the minimum hardware software and services to be included on the system c Installing the minimum hardware software and services necessary to meet the requirements using a documented installation procedure d Installing necessary patches RFP 11 5011 35 Telephone System amp Data Network 13 of 117 April 14 2011 e Installing the most secure and up to date versions of applications f Configuring privilege and access controls by first denying all then granting back the minimum necessary to each user g Configuring security settings as appropriate enabling allowed activity and disallowing other activity h Enabling logging sufficient for KCATA telephony staff to determine equipment faults or configuration problems in the telephony equipment i Archiving the configuration
93. e liability coverage for all vehicles licensed or unlicensed on or off KCATA s premises whether the vehicles are owned hired or non owned covering use by or on behalf of the Contractor and any subcontractors during the performance of work under this Contract F Professional Liability Insurance Professional Liability Limit 1 000 000 Each Occurrence 1 000 000 Annual Aggregate Where applicable the Contractor shall obtain Professional Liability Insurance Covering any damages caused by an error omission or any negligent acts of the contractor or its employees with regard to performance under this Contract 28 LIABILITY AND INDEMNIFICATION A Contractor s Liability Contractor shall be liable for all damages to persons including employees of Contractor or property of any type that may occur as a result of any act or omission by Contractor any subcontractors or sub subcontractor their respective agents or anyone directly employed by any of them or anyone for whose acts any of them may be liable or arising out of any products equipment or materials provided or services rendered under this Contract B Subrogation Contractor its agents and any subcontractor hereby waive and relinquish any right of subrogation or claim against KCATA its commissioners officers and employees arising out of the use of KCATA s premises including any equipment by any party in performance of this Contract C Indemnification To the fullest exte
94. e of multiple activity codes per call with agents allowed to enter these codes at any time during or after the call and with each registration silent to the caller 5 AUTOMATIC AGENT BUSYOUT The ability of the system to recognize when a caller is presented to the next available agent and the agent does not answer the call When such an event occurs the system automatically removes the agent from the queue flags the event for reporting and returns the call to the front of the queue for delivery to the next available agent 6 AUTOMATIC REPORTING The ability to program the system to generate historical reports automatically at preset intervals T CALLS WAITING DISPLAY For those agents equipped with digital phones a light can be programmed on their set to indicate the level of the number of calls waiting in RFP 11 5011 35 Telephone System amp Data Network 34 of 117 April 14 2011 10 11 12 13 14 15 16 17 18 19 20 queue For those agents equipped with display sets this information must be capable of being displayed on the set s display DNIS ROUTING The ability to route incoming calls to specific ACD groups or routing tables based upon the DNIS or DID number of the call DNIS NAME DISPLAY Allows a name to be associated with the dial number terminating on an agent s telephone RECORDED ANNOUNCEMENT Each ACD group shall have the ability to play a minimum of three separate
95. e s may be invited to interview with the evaluation committee concerning its technical proposal RFP 11 5011 35 Telephone System amp Data Network 67 of 117 April 14 2011 The evaluation committee may also require a Proposer s to submit written responses to questions regarding its proposal B Proposers selected for interview will be notified by telephone and follow up letter to advise of date and time Interviews are tentatively scheduled for week of May 9 2011 Selected Proposers will be informed as to the exact time RFP 11 5011 35 Telephone System amp Data Network 68 of 117 April 14 2011 ATTACHMENT A SAMPLE CONTRACT 11 5011 35 TELEPHONE SYSTEM amp DATA NETWORK THIS CONTRACT made and entered into as of the__ day of 2011 by and between the Kansas City Area Transportation Authority KCATA a body corporate and politic and a political subdivision of the States of Missouri and Kansas with offices at 1350 East 17th Street Kansas City Missouri and Contractor Consultant with offices at NOW THEREFORE in consideration of the covenants and conditions to be performed by the respective parties hereto and of the compensation to be paid as hereinafter specified KCATA and the Contractor agree as follows 1 EMPLOYMENT OF CONTRACTOR This Contract is entered into for the purpose of engaging the Contractor as an independent contractor by KCATA in accordance with that certain proposal submitted by the Contractor
96. e upgrades including new next releases and up issues versions of the same release e Patches mh Corrective maintenance All labor except for except major software releases upgrades g h Materials RFP 11 5011 35 Telephone System amp Data Network 15 of 117 April 14 2011 1 Four hour replacement of critical components j Next business day for non critical components k Remote support L Telephone support to assist KCATA IT personnel with technical and system management issues and questions m Software backups for business continuity n Off site software storage o Alarm monitoring p Work to completion q 24 hour x 7 days a week service center r 24 hour x 7 days a week alarm monitoring and remote trouble resolution Respondent must include all hardware and software required to support this application in base telephone system cost 4 Maintenance Guarantee A signed letter from both the Respondent and manufacturer is required guaranteeing maintenance of the proposed system over its seven 7 year life Should the manufacturer discontinue this product or cease to do business the Respondent guarantees to stock an adequate supply of components to maintain the system over its seven 7 year life Further should the Respondent cease to do business the manufacturer guarantees to provide components and services for this installation over its seven 7 year life 2 4 Telephone Systems Requirements A B All pr
97. edies in instances where subcontractors violate or breach contract terms including sanctions and penalties as may be appropriate 2 Termination for cause and for convenience including the manner by which it will be effected and the basis for settlement 3 The following provisions if included in this Contract Acceptance of Material No Release ADA Access Requirements Agreement in Entirety Assignment Bankruptcy Bonding Performance Payment Warranty of Work Breach of Contract Remedies Buy America Changes Civil Rights Clean Air Clean Water Continuity of Services Contractor s Personnel Contractor s Responsibility Debarment and Suspension Delivery DBE Disclaimer of Federal Government Obligations or Liability Dispute Resolution Employee Eligibility Verification Employee Protections Employee Protections Contract Work Hours amp Safety Standards Act Energy Conservation Federal Changes Fraud and False or Fraudulent Statements or Related Acts Governing Law Choice of Judicial Forum RFP 11 5011 35 Telephone System amp Data Network 88 of 117 April 14 2011 Headings Independent Contractor Installation Insurance Laws and Regulations Liability and Indemnification Lobbying Restrictions Notification and Communication Patents and Rights in Data and Copyrights Privacy Act Requirements Prohibited Interests Prohibited Weapons and Materials Qualification Requirements Record Retention and Ac
98. enable DHCP addressing for all telephony devices The Contractor must install equipment per manufacturer specification and industry standards including airflow power grounding and patch cable connections The Contractor shall be responsible to label all cables and equipment components installed as part of this project In doing so make the labeling of each component a Unique to prevent it from being confused with other similar components b Legible and permanent enough to last the life of the component Handwritten labels shall not be permitted Cable ties and Velcro straps shall be installed snugly without deforming cable insulation Ties shall be spaced at uneven intervals not to exceed 4 feet No sharp burrs should remain where excess length of the cable tie has been cut The Contractor shall make the system properly operational and physically secure by mounting equipment and related accessories into furniture consoles and racks as required Manufacturer s guidelines for installation shall be followed Discrepancies in installation procedure or inability to complete a given task due to a shortage of materials or malfunctioning equipment shall be reported to KCATA immediately upon discovery Any equipment items systems accepted by KCATA and made part of the contract once configured by the Contractor shall be delivered to the specified customer installation location and installed by the Contractor without any additional cost
99. ent The system should be accessible from the same tools used to manage the telephone system System Changes The administrator must be able to add delete mailboxes change general recordings and perform other administrative duties while the system is in operation VMS Usage Reports Shall be available on customer demand or automatically on a pre programmed basis of quarter half or one hour RFP 11 5011 35 Telephone System amp Data Network 27 of 117 April 14 2011 timeframes or daily and weekly At a minimum they shall report the following 1 Storage space used for announcement or information mailboxes 2 Message storage space 3 Maximum storage space used during the report interval iv VMS Traffic Reports Shall be available on customer demand and should include the following 1 Total calls answered Total calls routed to station Total calls routed to default Total calls abandoned CCS use and call count by input port Greetings played Number of log ins User connect time OF 200 SW CON OL Jae yh Caller connect time Number of messages left 11 Number of pages v System Backup Provide a means to back up all system configurations including mailboxes greetings auto attendants and messages This is normally provided through a tape backup system or via connection to a separate storage device through the LAN 2 6 LDAP Integration Requirements A LDAP interface with MS Activ
100. ent on any damage caused from the delivery and or installation of its work RFP 11 5011 35 Telephone System amp Data Network 10 of 117 April 14 2011 2 The Contractor shall keep the premises clean from debris and rubbish At the end of each workday the Contractor shall remove any rubbish or waste from the working area If KCATA is required to clean up the cost shall be charged back to the Contractor D Project Manager 1 The Contractor shall appoint a Project Manager who shall be the main point of contact regarding the project for KCATA The Project Manager is responsible for the following a Ensuring the contract is completed successfully in a timely manner b Guaranteeing the work and performance of all employees and subcontractors that have been hired by the Contractor c Completing and submitting all required submittals and documentation d Attending all project coordination and or construction meetings as required by KCATA plus chairing a weekly project status meeting throughout the duration of the project e Maintaining the project status meeting minutes and distributing them to all participants within two days following the meeting f Informing KCATA of all unexpected conditions and problems that may result in delay or expense The Contractor must report issues immediately upon discovery and must provide KCATA with the option s for resolving them 2 If the Contractor seeks to change the Project Manager duri
101. eport each violation as required to assure notification to FTA and the appropriate U S EPA Regional Office C Recovered Materials The contractor agrees to comply with all the requirements of Section 6002 of the Resource Conservation and Recovery Act RCRA as amended 42 U S C 6962 including but not limited to the regulating provisions of 40 C F R Part 247 and Executive Order 12873 as they apply to the procurement of the items designated in Subpart B or 40 CFR Part 247 FEDERAL CHANGES The Contractor shall at all times comply with all applicable FTA regulations policies procedures and directives including without limitation those listed directly or by reference in this Contract as they may be amended or promulgated from time to time during the term of this Contract The Contractor s failure to so comply shall constitute a material breach of this Contract FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS The Contractor acknowledges that the provisions of the Program Fraud Civil Remedies Act of 1986 as amended 31 U S C 3801 et seq and U S DOT regulations Program Fraud Civil Remedies 49 C F R Part 31 apply to its actions pertaining to the project Upon execution of this Contract the Contractor certifies or affirms the truthfulness and accuracy of any statement it has made it makes or may make pertaining to the project covered under this Contract In addition to other penalties that may be applicable the Cont
102. er must certify that is not included in the U S General Services Administration s List of Parties Excluded from Federal Procurement or Non procurement Programs RFP 11 5011 35 Telephone System amp Data Network 64 of 117 April 14 2011 The Proposer agrees to refrain from awarding any subcontractor of any amount at any tier to a debarred or suspended subcontractor and to obtain a similar certification from any subcontractor at any tier seeking a contract exceeding 25 000 The Proposer agrees to provide KCATA with a copy of each conditioned debarment or suspension certification provided by a prospective subcontractor at any tier and to refrain from awarding a subcontract with any party that has submitted a conditioned debarment or suspension certification until FTA approval is obtained 18 Lobbying Attachment H a Pursuant to Public Law 104 65 the Proposer is required to certify that no Federal funds were used to influence or attempt to influence an officer or employee of any Federal department or agency a member of Congress or State legislature an officer or employee of Congress or State legislature or an employee of a member of Congress or State legislature regarding the project s included in this contract Proposers who use non Federal funds for lobbying on behalf of specific projects or proposals must submit disclosure documentation when these efforts are intended to influence the decisions of Federal of
103. ernal printers or the supervisor s terminal screen at the supervisor s discretion as well as being stored in a file format suitable for export to an external computing platform for additional processing Attach documentation to your proposal detailing the reports and the information included in each report that has been included in the cost of the proposed system ON DEMAND REPORTING The ability to request historical reports at any time for example shift totals with the entire reporting format options made available to the supervisor requesting such reports CRADLE TO GRAVE REPORTING Ability to run a report which traces a single call from the time it enters the VR Contact Center application until it has been disconnected including hold times transfers and talk time SUPERVISOR ACCESS Supervisors can view the current status of their assigned agents and groups the number of calls waiting for each group the duration of the longest call waiting for each group the average speed of answer for each group the status of each agent and the length of time that each agent has been in that state Screen refresh time the time it takes the system to update the real time information of the screen must not be any longer than two seconds SUPERVISOR ACCESS RESTRICTIONS The system shall support multiple levels of system administrative and supervisor access to be defined from fully restricted view only to fully unrestricted system access
104. ernet Charge on phone KC MARIOTT DOWNTOWN 179 00 Tax 200 W 12 Street Kansas City Missouri Downtown Subject to change 816 421 6800 Corporate Rate Government rates Not available BEST WESTERN SEVILLE PLAZA 98 00 Tax 4309 Main Street Kansas City Missouri Country Club Plaza 816 561 9600 Includes breakfast local calls hi speed internet amp parking MARRIOTT COUNTRY CLUB PLAZA HOTEL 107 00 Tax 4445 Main Street Kansas City MO Country Club 816 531 3000 Includes local calls amp hi speed internet ALADIN HOLIDAY INN 103 00 Tax 1215 Wyandotte Kansas City MO Downtown 816 421 8888 Includes free wireless internet amp local telephone HYATT REGENCY CROWN CENTER 107 00 Tax State 2345 McGee Street 816 421 1234 Includes continental breakfast hi speed internet amp local phone WESTIN CROWN CENER 107 00 Tax One Pershing Road Kansas City MO Downtown 816 474 4400 includes wireless internet amp local telephone Rev 12 28 10 RFP 11 5011 35 Telephone System amp Data Network Page 111 of 117 April 14 2011 KCATA TRAVEL POLICY FOR CONTRACTORS Article I General Policy Contractors will be reimbursed for authorized and documented expenses incurred while conducting KCATA business Expenses for a traveler s companion are not eligible for reimbursement Contractors are expected to make prudent business decisions and comparison shop for airfares rental cars
105. ers Total Cost Hardware amp Software 0 00 Professional Services Labor 0 00 Contractor to install first 25 desktops for all of the options requested 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 3 Provide cost to load and configure the above integrated messaging for additional clients j j HERE Total Cost a 175 Client 0 00 9 Data Network Base System l 1 Provide cost to provide configure and install the data network Total Cost Maintenance is on core devices only as defined in the RFP Hardware amp Software 0 00 Professional Services Labor 0 00 Year 1 Maintenance 0 00 Trade In Value Show as negative number 0 00 Total 0 00 11 5011 35 Telephone System amp Data Network Bid Response Page 5 of 7 9 Data Network Base System continued from above Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 10 UPS Base System 1 Provide cost to provide UPS Systems to support all data network Total Cost equipment and voice services for 15 minutes SOS Hardware amp Software 0 00 Professional Services Labor 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 11 Provide hourly rate to provide a remote system administration support to Cost per perform moves adds and changes during normal business hours Hour Warr
106. erves the right to release any documents if KCATA determines that such information is a public record pursuant to the Missouri Sunshine Law RFP 11 5011 35 Telephone System amp Data Network 56 of 117 April 14 2011 SECTION 4 KANSAS CITY AREA TRANSPORTATION AUTHORITY TELEPHONE SYSTEM AND DATA NETWORK PROPOSAL SUBMISSION EVALUATION AND AWARD RFP 11 5011 35 Telephone System amp Data Network 57 of 117 April 14 2011 SECTION 4 PROPOSAL SUBMISSION EVALUATION AND AWARD 4 1 Proposal Copies A The proposal package consists of two 2 sealed packages B One of the sealed packages should contain one 1 unbound original and ten 10 unbound full complete and exact copies of the original proposal to be sent to Total of eleven 11 sets sent to One 1 complete copy sent directly to Joyce Young Pat Daniels KCATA Central Receiving Department Elert Associates 1350 E 17 Street 140 Third Street South Kansas City MO 64108 Stillwater MN 55082 The packages should be clearly labeled RFP and Title Technical Proposal C The second sealed packages should contain one 1 unbound original and two 2 full complete and exact copies of the Cost Proposal to be sent to Total of three 3 sets sent to One 1 complete copy sent directly to Joyce Young Pat Daniels KCATA Central Receiving Department Elert Associates 1350 E 17 Street 140 Third Street South Kansas City MO
107. f any other term covenant or condition of this Contract F Property of KCATA Upon termination of this Contract for any reason and if the Contractor has any property in its possession or under its control belonging to KCATA the Contractor shall protect and preserve the property account for the same and dispose of it in the manner KCATA directs Upon termination of this Contract for any reason the Contractor shall 1 immediately discontinue all work or services affected unless the notice directs otherwise and 2 deliver to KCATA s Project Manager all data drawings specifications reports estimates summaries and other information and materials accumulated in performing this Contract whether completed or in process RFP 11 5011 35 Telephone System amp Data Network 90 of 117 April 14 2011 46 47 48 49 TRAINING If specified the Contractor shall properly train KCATA personnel in the operation and maintenance to include preventive maintenance of any applicable equipment supplied as part of the project The estimated amount of training man hours will be provided as specified UNAVOIDABLE DELAYS A delay is unavoidable only if the delay was not reasonably expected to occur in connection with or during the Contractor s performance and was not caused directly or substantially by acts omissions negligence or mistakes of the Contractor the Contractor s suppliers or their agents and was substantial and in
108. fact caused the Contractor to miss delivery dates and could not adequately have been guarded against by contractual or legal means A Notification of Delays The Contractor shall notify the KCATA Director of Procurement as soon as the Contractor has or should have knowledge that an event has occurred that will cause an unavoidable delay Within five 5 days the Contractor shall confirm such notice in writing furnishing as much as detail as is available B Request for Extension The Contractor agrees to supply as soon as such data is available any reasonable proof that is required by the KCATA Director of Procurement to make a decision on any request for extension The KCATA Director of Procurement shall examine the request and any documents supplied by the Contractor and shall determine if the Contractor is entitled to an extension and the duration of such extension The KCATA Director of Procurement shall notify the Contractor of its decision in writing It is expressly understood and agreed that the Contractor shall not be entitled to damages or compensation and shall not be reimbursed for losses on account of delays resulting from any cause under this provision WARRANTY WARRANTY OF TITLE The Contractor agrees that products equipment materials or services furnished under this Contract shall be covered by the most favorable warranties the Contractor gives to any customer of such products equipment materials or services and that
109. ficials If applicable Standard Form LLL Disclosure Form to Report Lobbying is required with the Proposer s first submission initiating KCATA s consideration for a contract Additionally Disclosure forms are required each calendar quarter following the first disclosure if there has been a material change in the status of the previous disclosure A material change includes 1 a cumulative increase of 25 000 or more in the amount paid or expected to be paid for influencing or attempting to influence a covered Federal action 2 a change in the person s or individual s influencing or attempting to influence a covered Federal action or 3 a change in the officer s or employee s or Member s contacted to influence or attempt to influence a covered Federal action The Proposer is required to obtain the same certification and disclosure from all subcontractors at all tiers when the Federal money involved in the subcontract is 100 000 or more Any disclosure forms received by the Proposer must be forwarded to KCATA 19 Buy America Attachment J To the extent applicable to the project the Contractor agrees to comply with 49 U S C 5323q and FTA s Buy America regulations at 49 C F R Part 661 which provide that Federal funds may not be obligated unless steel iron and manufactured products used in this project are produced in the United States unless a waiver of these provisions is granted General waivers are listed in 49 C F
110. filiation or community recognition JOB CATEGORIES 1 OFFICIALS and MANAGERS Includes chief executive officers presidents vice presidents directors and kindred workers 2 PROFESSIONALS Includes attorneys accountants and kindred workers 3 TECHNICIANS Includes computer programmers and operators drafters surveyors highway technicians inspectors and kindred workers 4 SALES WORKERS Includes contract sales representatives purchasing agents customer relations representatives and kindred workers 5 OFFICE and CLERICAL Includes secretaries book keepers clerk typists payroll clerks accounts payable clerks receptionists switchboard operators and kindred workers 6 CRAFT WORKERS skilled Includes mechanics and repairers electricians carpenters plumbers and kindred workers 7 OPERATIVES semi skilled Includes bricklayers plaster attendants welders truck drivers and kindred workers 8 LABORERS unskilled Includes laborers performing lifting digging mixing loading and pulling operations and kindred workers 9 SERVICE WORKERS Includes janitors elevator operators watchmen chauffeurs attendants and kindred workers RFP 11 5011 35 Telephone System amp Data Network 102 of 117 April 14 2011 ATTACHMENT F 2 WORK FORCE ANALYSIS REPORT FORM AAI PART II Report all permanent temporary or part time employees including apprentices and on the job trainees Enter the appropriate figures on all lines and in
111. for the following a Contact Center Application Two to four 2 4 hours to include 1 Supervisor display monitoring and messaging capabilities il Generating reports ii Skill set creation iv Setting agent priorities and skill sets b Call Recordings Two to four 2 4 hours to include i Supervisor display and monitoring capabilities il Call review and evaluation tools ii Use of tools training 3 Agent Applications The Contractor shall provide four 4 separate Agent training sessions for each of the applications listed below a Contact Center Application One 1 hour to include i Agent display monitoring and messaging capabilities b Call Recordings One 1 hour to include i Agent display and monitoring capabilities ii Call review and evaluation tools 4 System Management The Contractor shall provide two 2 hours in depth training for at least two 2 system administrators on the use of the system management tools and modules provided including the following a Supervisor display monitoring and messaging capabilities RFP 11 5011 35 Telephone System amp Data Network 39 of 117 April 14 2011 b Generating reports c Skill set creation d Call flow scripting e Setup and assignment of ACD groups f Setting agent priorities and skill sets g Moving agents 5 Call Recordings Four 4 hours of training including the following a Supervisor display and monitoring capabilities
112. ging in another designated call pickup group LAST NUMBER REDIAL Memory contained either within the system common equipment or within the station instrument enables the station user to dial a special access digit and activate a speed calling treatment of the last 10 numbers that were dialed or received from at that station instrument LEAST COST ROUTING Usually found only in processor controlled systems this facility gives to the switching system via varying degrees of sophistication the responsibility to select the most economical circuit to use on outgoing calls initiated by stations LEAST COST ROUTING WITH 6 DIGIT SCREENING The ability to screen the first six digits of the dialed number normally the NPA and NXX to determine the least expensive trunk group on which to route the call MESSAGE WAITING The ability to activate a message waiting lamp on the user s telephone from the attendant console telephones with appropriate class of service and voice mail systems MULTIPLE TRUNK GROUPS An indication that the switching system is capable of being equipped and accessed accordingly by station dialing for more than one group of outgoing trunk circuits MUSIC ON HOLD ACCESS SYSTEM Centralized availability of customer provided audio source input for system wide distribution to all held call conditions within the system both for attendant and station use 911 DIAL PLAN Users must be able to dial either 9 91
113. her cautioned that KCATA may not necessarily make an award to the Proposer with the highest technical ranking if doing so would not represent the best value to KCATA For evaluation purposes if proposals become more technically equivalent then cost price becomes more important and may be the deciding factor Technical Proposal Evaluation Criteria A Proposals will be evaluated by the evaluation committee on the basis of the following criteria Technical factors and price are weighted equally 1 Cost Price 2 Understanding of Project Scope 3 Technical Criteria 4 Qualifications Reputation and Experience 5 Approach to Project Management and Implementation Bonding Requirements Construction and Facility Improvements A A bid bond in the amount of five percent 5 of the full expected cost of services to be performed based on the first year of the contract reflected in U S dollars must be enclosed in the original cost proposal envelope The bond must be written by a licensed surety firm Failure to submit a bond with the proposal will result in the proposal being considered non responsive A performance bond and payment bonds in the amount of one hundred 100 of the full expected cost of year one service of the contract will be required within ten 10 days from execution of contract Presentations Interviews Written Responses A After the submission of proposals selected Proposers with the highest evaluation scor
114. his Contract or such other remedy as KCATA deems appropriate Each subcontract the Contractor signs with a subcontractor must include the assurance in this paragraph see 49 C F R 26 13 b C The Contractor is required to pay its subcontractors performing work related to this Contract for satisfactory performance of that work no later than 30 days after the Contractor s receipt of payment from that work from KCATA D The Contractor must promptly notify KCATA whenever a DBE subcontractor performing work related to this Contract is terminated or fails to complete its work and must make good faith efforts RFP 11 5011 35 Telephone System amp Data Network 75 of 117 April 14 2011 15 16 17 to engage another DBE subcontractor to perform at least the same amount of work The Contractor may not terminate any DBE subcontractor and perform that work through its own forces or those of an affiliate without prior written consent of KCATA DISCLAIMER OF FEDERAL GOVERNMENT OBLIGATION OR LIABILITY The Federal government shall not be subject to any obligations or liabilities to any subrecipient any third party contractor or any other party in connection with the performance of this Contract Notwithstanding any concurrence provided by the Federal government in or approval of any solicitation subagreement or third party contract the Federal government continues to have no obligations or liabilities to any party including any subrecipient
115. hone Utility The local exchange carrier and or alternate carrier shall provide trunks and PRIs The Contractor shall provide complete coordination between switch and local telephone utility regarding T 1 trunks and leased lines The Contractor must also coordinate with the IT staff for connection to KCATA network M When installation is complete the Contractor shall furnish KCATA with one complete set in a three ring binder of project documentation as well as electronic copies of project documentation on CD in MS Office format N The Contractor shall provide documentation as follows l Logical diagrams for the voice and data products provided installed and connected to the network 2 Static IP numbers assigned to all telephony equipment noted both on diagrams and on a separate table spreadsheet Standard templates for all telephones provided Numbering plan design for each location Least cost call routing schemes Class of restriction tables Class of service tables Route and trunk configuration tables DO OO O ee R S IP networking Quality of Service configurations 10 Contact center call flow diagram 11 Dial Number Identification Service DNIS assignment 12 Call recording configuration and telephone assignments RFP 11 5011 35 Telephone System amp Data Network 31 of 117 April 14 2011 13 Diagram of all auto attendants self service trees menu services 14 Enhanced 911 database O Training Requirements 1 Te
116. hone are distributed to their mobile or stationary device including the following a Time of day and day of week b Call ringing location i Desk phone li Cell phone iii Other location iv Simultaneous at desk phone and designated alternate RFP 11 5011 35 Telephone System amp Data Network 42 of 117 April 14 2011 oF Number of rings before forwarding 2x Call Hand Off Allow user to hand off active call from desk phone to mobile or from mobile to desk phone without interrupting the call 3 Call Control Allow user to access PBX features including the ability to transfer conference and place outgoing calls utilizing simple feature access codes 4 Presence Mobile device users availability shall be updated based on the current state of the telephone 5 Instant Messaging Provide the ability to send and receive secure text messages from the presence application to the user s mobile telephone E Optional Voice Mail Applications 1 Option 5 Find Me Follow Me Allows caller to reach a user at an alternate number based on rules the user defines such as time of day day of week and calling line ID 2 Option 6 Integrated Messaging Requirements a KCATA currently uses Exchange 2007 as its e mail platform Please provide details on the integration capabilities of the proposed voice mail system with this platform b KCATA would prefer to maintain separate servers for e mail and voice mail but they sha
117. ica Bury Pro Circuit Inc 4925 Deramus Ave Kansas City MO 64120 816 474 9292 monicabury procircuitinc com Barbara L Carr Electronic Technology Inc 5700 Merriam Drive Merriam KS 66203 913 962 8083 bearr directmw com RFP 11 5011 35 Telephone System amp Data Network April 14 2011 Page 116 of 117 11 5011 35 Telephone System and Data Network Page 117 of 117 April 14 2011 ATTACHMENT C REFERENCE FORM 1 RESPONDENT AND SUBCONTRACTOR QUALIFICATIONS SUPPORT CAPABILITIES AND REFERENCES 1 01 Information about the Respondent Company name Legal name if different Years in business Number of years selling systems similar to this Proposal Contact person Full mailing address Telephone number TO mm OO WOW D gt Fax number E mail address Name and phone number of bonding company Number of full time employees T a S Number of technical installation personnel minimum of four dedicated to this project M Names and titles of personnel who would be providing the training for the equipment in this project Attach listing of experience with similar projects N Name of person who would be project manager for this project Attach listing of experience with similar projects O Dunn and Bradstreet Number 1 Respondent 2 Voice Manufacturer 3 Other Manufacturer 11 5012 35 Telephone System amp Data Network Reference Form Page 1 of 8 1 02 Qualification and Requi
118. ich include all businesses wishing to do business with KCATA abide by Federal Transit Laws 49 U S C 5332 b c Firms that do not have a current Affirmative Action compliance certification with KCATA must submit the following documents i A copy of its current Affirmative Action Program and or Policy statement and a completed Workforce Analysis Report Attachment F1 Form AA1 or EEO 1 may be substituted i A current certificate of Affirmative Action compliance from a local government agency may be submitted in lieu of a program or policy statement il A letter requesting exemption from filing an Affirmative Action Program if your firm has twenty five 25 or fewer employees A signed notarized letter on company letterhead listing the employees their race gender job title and annual salary must be submitted d For questions on these requirements or assistance in completing the forms please contact KCATA s Contracting Supplier Diversity Coordinator at 816 346 0224 4 5 Proposal Submission Requirements Cost Proposal A KCATA anticipates awarding a fixed price contract in a not to exceed amount B Detailed and summary cost proposal forms are attached as Attachment D 1 C Provide an itemized bill of material BOM including all hardware software labor shipping and storage for all items proposed in response to this RFP Proposers are also asked to submit estimated travel expenses as a separate attachment E The
119. implementation team a network engineer fully capable of analyzing and implementing proper Quality of Service configurations necessary to support VoIP utilizing current and new network devices This person shall be available throughout the implementation phase of the project to assist the project team with the VoIP assessment engineering and configuration recommendations for implementing IP telephony across KCATA s existing WAN The Contractor shall provide detailed LAN configuration specifications and best practices required to support all installed VoIP components Provide configure install test and document new switches Provide configure install test and document new uninterruptible power supply UPS units for the MER and all TRs of specified buildings Provide and install all necessary cables with appropriate connector ends to interconnect all the switches provided under this contract Manufacturer specific stacking cables may be used for switches within a single MER or TR Provide and install new multi mode fiber optic patch cables at KCATA s MER an TR as required to interconnect all network components The Contractor is responsible for installing all copper and fiber patch cords regardless of provider between the network switches and patch panels with the exception of additions after the initial implementation The Voice Contractor is responsible for installing all copper patch cords at the telephone workstation end Th
120. in computer memory The term subject data does not include financial reports cost analyses and similar information incidental to contract administration 2 The following restrictions apply to all subject data first produced in the performance of this Contract a Except for its own internal use Contractor may not publish or reproduce subject data in whole or in part or in any manner or form nor may Contractor authorize others to do so without the RFP 11 5011 35 Telephone System amp Data Network 83 of 117 April 14 2011 written consent of KCATA in its sole discretion until such time as KCATA may have either released or approved the release of such data to the public In accordance with 49 C F R 18 34 and 49 C F R 19 36 the Federal government reserves a royalty free non exclusive and irrevocable license to reproduce publish or otherwise use and to authorize others to use for Federal government purposes 1 Any subject data developed under this Contract whether or not Contractor or KCATA registered the copyright has been obtained and 2 Any rights of copyright purchased by KCATA or the Contractor using Federal assistance in whole or in part provided by FTA As used in the previous sentence for Federal government purposes means use only for the direct purposes of the Federal government When FTA awards Federal assistance for experimental developmental or research work it is FTA s general
121. in the key personnel as described in the contractor s proposal shall be subject to the written approval of KCATA such approval shall not be unreasonably withheld The parties agree that at all times during the entire term of this Contract that the persons listed in Contractor s proposal shall serve as the primary staff person s of Contractor to undertake render and oversee all of the services of this Contract subject to KCATA s right to remove personnel KCATA reserves the right to require the Contractor to remove any personnel and or subcontractors for any cause provided such request for removal shall be documented in writing giving reasons therefore to Consultant CONTRACTOR S RESPONSIBILITY No advantage shall be taken by the Contractor or its subcontractor of the omission of any part or detail that goes to make any services products equipment or materials complete and operable for use by KCATA In case of any variance this specification shall take precedence over Contractor s or subcontractor s own specifications The Contractor shall assume responsibility for all products equipment materials and services used whether the same is manufactured by the Contractor or purchased ready made from a source outside the Contractor s company In the case of the replacement of a RFP 11 5011 35 Telephone System amp Data Network 74 of 117 April 14 2011 12 13 14 subcontractor the Contractor shall within five 5 days no
122. inancial statements Upon request financial statements from the Respondent Manufacturer and subcontractor s inclusive of cash flow sheet income sheet balance sheet and asset liability statement for the last three 3 years shall be provided 11 5012 35 Telephone System amp Data Network Reference Form Page 8 of 8 ATTACHMENT D 1 PROPOSAL RESPONSE FORM KANSAS CITY AREA TRANSPORTATION AUTHORITY Proposal Number Date of Issuance For KCATA Representative and Tile Telephone Fax Email BES BIS 24S OI 8 248 IS EEEE E AR oI he EE E he oR ie EK oI ye K K E oe ok K KK KK The undersigned acting as an authorized agent or officer for the Proposer do hereby agree to the following 1 The offer submitted is complete and accurate including all forms required for submission in accordance with the terms and conditions listed in this Invitation for Proposals and any subsequent Addenda The Proposer shall immediately notify KCATA in the event of any change 2 The pricing submitted shall remain fixed for the duration of this procurement 3 The quantities specified are based upon the best available estimates and do not determine the actual amount the Authority shall order during the contract period The quantities are subject to change Payments will be based on actual quantities order based on the unit rates quoted Company Name Type Print Date Address City State Zip Authorized Signature Title Name
123. intention to increase transportation knowledge available to the public rather than to restrict the benefits resulting from the work to participants in that work Therefore unless FTA expressly determines otherwise Contractor by performing experimental developmental or research work required by the underlying Contract agrees to permit FTA to make available to the public either under FTA s license in the copyright to any subject data developed in the course of this Contract or through distribution of a copy of the subject data first produced under this Contract for which a copyright is not available under 17 U S C 101 et seq If the experimental developmental or research work which is the subject of the underlying Contract is not completed for any reason whatsoever all data developed under this Contract shall become subject data as defined previously and shall be delivered as the Federal government may direct This Subsection however does not apply to adaptations of automatic data processing equipment or programs for KCATA s or Contractor s use whose costs are financed in whole or part with Federal assistance provided by FTA for transportation capital projects Unless prohibited by state law Contractor agrees to indemnify save and hold harmless KCATA and the Federal government its commissioners officers agents and employees acting within the scope of their official duties the Indemnified Person against any liability i
124. iquids acids fireworks other highly combustible materials radioactive materials or biochemical materials may be carried on or in any KCATA property facility or vehicle including vehicles of contractors parked on KCATA property or leased facilities or vehicles used in transporting any KCATA customer except as authorized in writing by KCATA in its sole discretion Any contractor subcontractor employee or agent thereof who has a firearm or other weapon including those used for recreational purposes in his her possession including on his her person in a vehicle on an ATA facility in a vehicle carrying KCATA customers or accessible such as in first aid kits toolboxes RFP 11 5011 35 Telephone System amp Data Network 85 of 117 April 14 2011 35 36 37 purses lunch or carrying bags etc at any time while performing KCATA contracted services or on KCATA property including parking lots concealed or not shall be immediately prohibited from performing any further KCATA work even if the person has a permit to carry a concealed weapon Any KCATA contractor subcontractor employee or agent thereof while performing KCATA contracted services or on any KCATA property or facilities who has in his her possession carries transports displays uses flourishes or threatens another person with a weapon radioactive material biochemical material or other dangerous weapon object or material which has the capability of inflicti
125. is Contract and that invention improvement or discovery is patentable under the laws of the United States of America or any foreign country the Contractor agrees to notify KCATA immediately and provide a detailed report who in turn shall ultimately notify the FTA Unless the Federal government later makes a contrary determination in writing and irrespective of the Contractor s status a large business small business state government or state instrumentality local government nonprofit organizations institution of higher education individual KCATA and Contractor agree to take the necessary actions to provide through FTA those rights in that invention due the Federal government as described in U S Department of Commerce regulations Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants Contracts and Cooperative Contracts 37 C F R Part 401 PROHIBITED INTERESTS No board member officer employee or agent of KCATA or of a local public body who has participated or will participate in the selection award or administration of this Contract nor any member of his or her immediate family business partner or any organization which employs or intends to employ any of the above during such period shall have any interest direct or indirect in this Contract or the proceeds thereof to any share or part of this Contract or to any benefit arising therefrom This shall not be construed to
126. ject in question by contract or otherwise and the Contractor shall be liable for any additional cost incurred by KCATA If after termination for failure to fulfill contract obligations it is determined that the Contractor was not in default KCATA after setting up a new delivery or performance schedule may allow the Contractor to continue the project or treat the termination as a termination for convenience D Opportunity to Cure KCATA in its sole discretion may in the case of a termination for breach or default allow the Contractor an appropriately short period of time in which to cure the defect In such case the written notice of termination will state the time period in which cure is permitted and other appropriate conditions If Contractor fails to remedy to KCATA s satisfaction the breach or default of any of the terms covenants or conditions of this Contract within the time period permitted KCATA shall have the right to terminate the Contract without any further obligation to Contractor Any such termination for default shall not in any way operate to preclude KCATA from also pursuing all available remedies against Contractor and its sureties for said breach or default E Waiver of Remedies for any Breach In the event that KCATA elects to waive its remedies for any breach by Contractor of any covenant term or condition of this Contract such waiver by KCATA shall not limit KCATA s remedies for any succeeding breach of that or o
127. junct display unit identifies via station number an internal calling party only CALLING PARTY NUMBER The ability to display the digits of the number from which an external call originated CENTRAL OFFICE COMPATIBILITY System supports ISDN connectivity with the following central office manufacturers a AT amp T 4ESS b AT amp T 5ESS Cc Northern DMS 100 CIRCULAR HUNTING Regardless of whether a given rotary hunt station group is arranged for consecutive or nonconsecutive hunting this arrangement allows the hunting for an available nonuse station to start with the called station line and then proceed in a prearranged order to test all lines in the group completing the incoming call to the first idle station line CLASSES OF SERVICE An industry term referring to the capability of assigning to each station within a system a variety of allowed or denied types of calls on both an incoming and an outgoing basis In some systems this further extends to RFP 11 5011 35 Telephone System amp Data Network 18 of 117 April 14 2011 23 24 25 26 2T 28 29 30 als 32 33 34 35 programming specific stations for access to specialized system features Each system has a predetermined number of such classes available for assignment to any station CONFERENCE CALLS The ability to connect at minimum six but preferably more parties into one phone conversation DIRECT IN
128. k Greim V P of Sales sipVine Inc 1321 Burlington St Suite A North Kansas City MO 64116 816 268 2590 mgreim sipvine com RFP 11 5011 35 Telephone System amp Data Network April 14 2011 Matthew Lemens Lemens Telephone Systems 501 W Green St Versailles MO 65084 573 378 7455 matthew lemens ts com Candace Vannice Sr Marketing Specialist JMA Information Technology 10551 Barkley Suite 400 Overland Park KS 66212 913 722 3252 ext 119 Cvannice jma it com Russel Bohn Solution Sales Consultant Midwest Technology Connectin 410 W 5 St Kansas City MO 64105 816 471 3553 ext 128 rbohn mtcweb com Julie McNichols DVS 111924 W 132 Street Overland Park KS 66213 847 564 4486 julief dvsweb com Brian Coatney Celeritas Telecom 7101 College Blvd Suite 600 Overland Park KS 66210 913 491 9000 coatney celeritas com Page 113 of 117 Barbara Clements Auditel Inc P O Box 560506 Montverde FL 34756 800 473 5655 bclements auditelinc com Elaine Hamilton VISIONFIVE P O Box 411492 Kansas City MO 64141 1492 816 756 0912 elaine visionteleproduction com Melissa L Ward American Telephone Inc 6950 Squibb Road Suite 420 Mission KS 66202 913 780 3166 Melissa americantelephoneinc com Lori Thompson BTU Consultants 1293 Pinehurst Club Ct O Fallon MO 63366 636 294 7117 lori BTU consultants com Jeremy Dautenhahn A
129. l be delivered to KCATA in first class condition and the Contractor shall assume all responsibility and liability for said delivery KCATA reserves the right to extend delivery or installation postpone delivery or installation or reschedule delivery or installation in case the delivery or installation of products equipment or materials under this Contract shall be necessarily delayed because of strike injunction civil disturbance government controls or by reason of any cause of circumstance beyond the control of the Contractor as detailed in writing by the Contractor The time of completion of a delivery or installation shall be extended by a number of days to be determined in each instance by KCATA DISADVANTAGED BUSINESS ENTERPRISE DBE A This Contract is subject to the requirements of Title 49 Code of Federal Regulations Part 26 Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs A separate contract goal of 12 for DBE participation has been established for this procurement B The Contractor shall not discriminate on the basis of race color national origin or sex in the performance of this Contract The Contractor shall carry out applicable requirements of 49 C F R Part 26 in the award and administration of this DOT assisted contract Failure by the Contractor to carry out these requirements is a material breach of this Contract which may result in the termination of t
130. lause set forth in Paragraph 1 of this section C Withholding for Unpaid Wages and Liquidated Damages KCATA shall upon its own action or upon written request of an authorized representative of the U S Department of Labor withhold or cause to be withheld from any moneys payable on account of work performed by the Contractor or subcontractor under any such contract or any other Federal contract with the same prime Contractor or any other federally assisted contract subject to the Contract Work Hours and Safety Standards Act which is held by the same prime Contractor such sums as may be determined to be necessary to satisfy any liabilities of such Contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in Paragraph 2 of this section D Safety Standards No Contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic to work in surroundings or under conditions that are unsanitary hazardous or dangerous as prohibited by the safety requirements of Section 107 of the Contract Work Hours and Safety Standards Act 40 U S C 3704 and its implementing U S Department of Labor regulations Safety and Health Regulations for Construction 29 CFR Part 1926 E Subcontracts The Contractor or subcontractor shall insert in any subcontracts the clauses set forth in Par
131. lephone amp Voice Mail End User The Contractor shall conduct on site hands on user training sessions for all users limited to a maximum of 12 people in any one session Sessions shall last approximately one 1 hour each The Contractor is responsible for the cost to install cable from the switch to the training location to provide up to 12 live telephones Ze Attendant The Contractor shall provide a minimum of two 2 hours of on site hands on training for all attendants 3 System Management The Contractor shall provide training manual and a minimum of twelve 12 hours of training for two system administrators on the use of the system management tools and modules provided including the following a Familiarization with features of all components b Add move or change telephones and voice mail boxes c Add or change user templates d Add or change class of service and trunk group restriction e Add or change auto attendants f Configuration details of selected applications and how to configure new users or groups g Run traffic reports h Find unused numbers i Utilization of IP troubleshooting tools j Overview of system documentation and use of all system manuals 4 Call Accounting The Contractor shall provide a minimum of four 4 hours of training for two system administrators on the use of the call accounting system provided including a Familiarization with features of all components b Moves adds and ch
132. ll consider other options The system shall provide a unique identifier for voice fax and e mail messages in the subscriber s e mail inbox d Message Management i New messages will be delivered to users voice mailbox and e mail Inbox regardless of the status of the Outlook client il Deleted messages will be removed from the e mail Inbox and voice mailbox regardless of the interface used to delete them ill Message waiting will be turned off no matter what interface is used to listen to a new message iv The message status will be changed from New to Listened to no matter what interface is used to listen to a message e E mail Playback Options i Provide a playback tool that has the following attributes 1 Does not require any secondary login to voice mail or PC playback control client or playback browser in order to play message 2 Allows user to control playback of message through any user defined multimedia device or telephone 3 E mail playback control will allow user to respond via e mail voice mail or direct dial delete message forward message or save message RFP 11 5011 35 Telephone System amp Data Network 43 of 117 April 14 2011 f Telephone User Interface TUI Playback Options i Provide user with the ability to determine the total number of new voice and e mail messages upon login to voice mailbox il Provide the ability to prioritize both voice and e mail message
133. ll install and place in operation subject to approval of KCATA the equipment at the Contractor s expense within thirty 30 days from issuance of a notice to install issued by KCATA If required the Contractor shall assemble the equipment as part of the installation INSURANCE The insurance required under the purchase order or contract shall be written for not less than any limits of liability required by law or by those set forth below whichever is greater and shall include contractual liability insurance as applicable to the Contractor s obligations under the Liability and Indemnification section below All policies except Professional Liability and Workers Compensation policies shall name KCATA its commissioners officers and employees as additional insureds The policies shall provide coverage applicable to the operations of KCATA Explosion collapse and underground coverage shall not be excluded The insurance should be written with companies acceptable to KCATA and the companies should have a minimum A M Best s insurance rating of A VIID An exception to the minimum A M Best rating is granted for Workers Compensation exposures insured through the Builders Association Self Insurance Fund BASIF or Missouri Employers Mutual Insurance Company The Contractor shall be required to furnish to KCATA copies of required insurance policies and relevant additional insured endorsements of insurance prior to issuance of the KCATA purchase o
134. ll key staff Indicate whether each has worked in operations similar to what is requested in the RFP and in what capacity they served at these other operations RFP 11 5011 35 Telephone System amp Data Network 61 of 117 April 14 2011 T7 Respondent Assumptions a Provide a complete list of any equipment that KCATA will need to provide such as hardware software and servers required to support the proposed telephone system voice mail and all optional equipment applications The list shall include detailed specifications and be organized to allow KCATA to determine which alternate or option the equipment shall support b The Contractor must provide all equipment including but not limited to hardware software servers and labor required to support and install the proposed telephone system voice mail and all optional equipment applications proposed unless it has been identified in this section c Provide details of any other assumptions taken in preparing your response to the RFP 8 Installation Methodology a Provide a detailed description of your firm s implementation methodology including the following i Project timeline beginning with contract signing ii Database collection iii Network assessment iv Hardware software and application deployment v Training vi Acceptance and warranty 9 Drawings a Provide a rack diagram for all locations including but not limited to switches servers gateways and
135. lodging etc and to keep in mind that they are being reimbursed with public monies Receipts paid bills or other documentary evidence for expenditures must be submitted with requests for reimbursement The request for reimbursement must clearly indicate the amount date place and essential character of the expenditures The KCATA reserves the right to modify this travel policy with proper notification to Contractors 1 Airfare Commercial airline coach class seating only When possible trips should be planned far enough in advance to assure purchase discounts 2 Lodging The KCATA has negotiated special rates at specific hotels Contractors may stay at the hotel of their choice but will be reimbursed no more than the special rate for a single room at the KCATA designated hotels which is a maximum daily amount of 125 00 incl tax 3 Meals The actual costs of meals including tips of generally 15 17 will be reimbursed up to a maximum of 60 a day Alcoholic beverages are not an eligible reimbursable expense 4 Auto Rental Rental or leased vehicles will not be reimbursed unless approved in writing by KCATA s Project Manager in advance The class of auto selected if authorized should be the lowest class appropriate for the intended use and number of occupants 5 Telephone Project related long distance business calls will be reimbursed 6 Number of Trips to Travel Home on Weekends When extended stays in Kansas City are
136. ly with the terms of this Contract such failure shall be deemed a total breach of contract and the Contractor shall be subject to legal recourse by KCATA plus costs resulting from failure to comply including KCATA s reasonable attorney fees whether or not suit be commenced The duties and obligations imposed by this Contract and the rights and remedies available hereunder shall be in addition to and not a limitation of any duties obligations rights and remedies otherwise imposed or available by law or equity No action or failure to act by KCATA shall constitute a waiver of any right or duty afforded under this Contract nor shall any such action or failure to act constitute an approval of or acquiescence in any breach hereunder except as may be specifically agreed in writing RFP 11 5011 35 Telephone System amp Data Network 72 of 117 April 14 2011 7 CHANGES KCATA at any time by a written order and without notice to the sureties may make changes within the general scope of this Agreement No such changes shall be made by the Contractor without prior written approval by KCATA If any such change causes an increase or decrease in the cost of or the time required for performance of this Agreement whether changed or not changed by such order an equitable adjustment in the Contract Sum shall be made by written modification Any Contractor s claim for adjustment under this clause must be asserted within 30 days from the date of recei
137. mination of existing devices Individual components and line item pricing are to be included in Bills of Materials Software version numbers must be included Responses that fail to include Bills of Materials and technical specifications may be disqualified B Definitions 1 Core switches Highly available redundant high speed network backbone The core provides dual high speed connections to the distribution access switches and can also connect to Internet resources The core aggregates the traffic from the distribution access switch devices so it must be capable of forwarding large amounts of data quickly RFP 11 5011 35 Telephone System amp Data Network 45 of 117 April 14 2011 Access switches The devices to which end user network devices systems will be connected End devices may include wireless access points servers IP phones computers video surveillance cameras and any other devices capable of Ethernet connections C Scope of Network Contract 1 10 11 12 Contractor to implement a network that supports Voice over IP VoIP as an integral key function Provide configure install test and document new core and access switches in the specified buildings and closets The new switches shall support typical network applications as well as the new VoIP telephone system and other IP based systems security system building automation etc at each facility The Contractor shall have as a part of its
138. mitation of any duties obligations rights and remedies otherwise imposed or available by law or equity No action or failure to act by KCATA or Contractor shall constitute a waiver of any right or duty afforded any of them under this Contract nor shall any such action or failure to act constitute an approval of or acquiescence in any breach thereunder except as may be specifically agreed in writing EMPLOYEE ELIGIBILITY VERIFICATION To comply with Section 285 500 RSMo et seq the Contractor is required by sworn affidavit and provision of documentation to affirm its enrollment and participation in a Federal work authorization program with respect the employees working in connection with the contracted services The Contractor shall also affirm that it does not knowingly employ any person in connection with the contracted services who does not have the legal right or authorization under Federal law to work in the United States as defined in 8 U S C 1324a h 3 The Contractor is required to obtain the same affirmation from all subcontractors at all tiers A Federal work authorization program is any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security E Verify or an equivalent Federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees under the Immigration Reform and control Act of 1986
139. nature of Authorized Official Title of Authorized Official RFP 11 5011 35 Telephone System amp Data Network Page 106 of 117 April 14 2011 ATTACHMENT H 2 CERTIFICATION OF LOWER TIER PARTICIPANTS REGARDING RESTRICTIONS ON LOBBYING I Name and Title of Grantee Official or Potential Subcontractor Under a Major Third Party Contract hereby certify on behalf of Name of Grantee or Potential Subcontractor that 1 No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned to any person for influencing or attempting to influence an officer or employee of any agency a Member of Congress an officer or employee of Congress or an employee of a Member of Congress in connection with the awarding of any Federal contract the making of any Federal grant the making of any Federal loan the entering into of any cooperative agreement and the extension continuation renewal amendment or modification of any Federal contract grant loan or cooperative agreement 2 If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency a Member of Congress an officer or employee of Congress or an employee of a Member of Congress in connection with this Federal contract grant loan or cooperative agreement the undersigned shall complete and submit Standard Form LLL Disclosure Form to Report Lobbying
140. ncluding costs and expenses resulting from any claim against Indemnified Person alleging misappropriation or infringement of intellectual property or proprietary rights copyrights or rights of privacy of a third party arising out of the publication translation reproduction delivery use or disposition of any data or Work furnished under this Contract Contractor shall not be required to indemnify an Indemnified Person for any such liability arising out of the wrongful act of such Indemnified Person Nothing contained in this Section on rights in subject data shall imply a license to the Federal government under any Contractor patent or be construed as affecting the scope of any license or other right otherwise granted to the Federal government under any Contractor patent Data that is developed by KCATA or Contractor under this Contract and financed entirely without using Federal assistance provided by the Federal government that has been incorporated into work required by this Contract is exempt from the requirements of subsections b c and d of this Part 2 of this Section provided that KCATA or Contractor identifies that data in writing at the time of delivery of the contract work RFP 11 5011 35 Telephone System amp Data Network 84 of 117 April 14 2011 33 34 B Patent Rights If any invention improvement or discovery of the Contractor is conceived or first actually reduced to practice in the course of work under th
141. ng bodily injury shall be immediately prohibited from performing any further KCATA work QUALIFICATION REQUIREMENTS Qualification Requirement as used in this Section means a KCATA requirement for testing or other quality assurance demonstration that must have been completed before Contract award One or more qualification requirements may apply to the products equipment materials supplies work or services covered by this Contract whether the covered product or service is an end item under this Contract or simply a component of an end item The products equipment material supply work or service must be qualified at the time of award of this Contract whether the Contractor or a subcontractor will ultimately provide the same in question If after award KCATA discovers that an applicable qualification requirement was not in fact met at the time of award KCATA may either terminate this Contract for default or allow performance to continue if adequate consideration is offered and KCATA determines the action is otherwise in KCATA s best interest RECORD RETENTION AND ACCESS The Contractor agrees that during the course of this Contract and any extensions thereof and for three 3 years thereafter it will maintain intact and readily accessible to KCATA all data documents reports records contracts and supporting materials relating to this Contract In the event of litigation or settlement of claims arising from the performance of
142. ng the course of the project such change is subject to prior written approval from KCATA 3 KCATA reserves the right to request a new Project Manager during the course of the project if the Project Manager does not perform to KCATA s satisfaction 4 The Contractor shall re verify closet locations with KCATA s Project Manager prior to installation 5 Prior to ordering furnishing or installing any equipment the Contractor shall obtain KCATA s written approval of equipment locations layout and installation 6 If other Contractors work delays the Contractor that information must immediately be communicated to KCATA s Project Manager and appropriate extra time may be allowed Shipping delays are the sole responsibility of the Contractor E Cable Management System l The Contractor shall use KCATA s cable management system where equipped to provide a neat and efficient means for routing and protecting fiber and copper cables and patch cords on telecommunication racks and enclosures F Installation Requirements 1 For any equipment items systems accepted by KCATA and made part of the contract the database collection shipping delivery installation configuration testing end user and system management training and documentation must be included in the project schedule RFP 11 5011 35 Telephone System amp Data Network 11 of 117 April 14 2011 10 11 12 13 Contractor and or its subcontractors
143. nt or agency 2 Have not within a three year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining attempting to obtain or performing a public Federal State or local transaction or contract under a public transaction violation of Federal or State antitrust statutes or commission of embezzlement theft forgery bribery falsification or destruction of records making false statements or receiving stolen property 3 Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity Federal State or local with commission of any of the offenses enumerated in paragraph 2 of this certification and 4 Have not within a three year period preceding this application proposal had one or more public transactions Federal State or local terminated for cause or default If the primary participant applicant for FTA grant or cooperative agreement or potential third party contractor is unable to certify to any of the statements in this certification the participant shall attach an explanation to this certification THE PRIMARY PARTICIPANT APPLICANT FOR AN FTA GRANT OR COOPERATIVE AGREEMENT OR POTENTIAL CONTRACTOR FOR A MAJOR THIRD PARTY CONTRACT _ CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT
144. nt permitted by law Contractor agrees to and shall indemnify defend and hold harmless KCATA its Commissioners officers and employees from and against any and all claims losses damages causes of action suits liens and liability of every kind including all expenses of litigation expert witness fees court costs and attorneys fees whether or not suit be commenced by or to any person or entity collectively the Liabilities arising out of caused by or resulting from the acts or omissions of Contractor subcontractors or sub subcontractors their respective agents or anyone directly or indirectly employed by any of them in performing work under this Contract and provided such claim is attributable to bodily injury sickness disease or death of any person or injury to or destruction of property including consequential damages regardless of whether or not such claim damage loss or expense is caused in part by a party indemnified hereunder so long as such Liabilities are not caused by the sole negligence or willful misconduct of a party indemnified hereunder Such obligation shall not be construed to negate abridge or otherwise RFP 11 5011 35 Telephone System amp Data Network 81 of 117 April 14 2011 29 30 reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this paragraph In claims against any person or entity indemnified under this Section by an employee
145. nt proposed and has at least three 3 years of experience with the same system s in the same environment 4 Contractor and or its subcontractors are fully authorized certified to supply upgrade install configure provide warranty service and troubleshoot support the proposed equipment 5 Any technician s dispatched to install or fix a failed component shall have been factory trained and certified by the manufacturer of the proposed equipment The Contractor is responsible for following industry standards and all manufacturer installation and maintenance practices 6 The Contractor shall provide a turnkey system including but not limited to all hardware software installation training and support The telephone system service and maintenance contracts shall be with the implementing Contractor whether the Contractor is a VAR or OEM 2 2 Scope of Services A KCATA plans to procure a telephone system and data network to replace the current Fujitsu and HP voice and data networks and anticipates that the system shall be completed prior to October 31 2011 RFP 11 5011 35 Telephone System amp Data Network 8 of 117 April 14 2011 B Upon completion of this project KCATA shall have a telecommunications system service provider capable of providing the following 1 Platform All buildings will be served by a single IP IP hybrid based telephone platform capable of providing feature transparency and business continuity across all
146. ntract if any are listed on an Appendix to this Contract Any substitutions or additions of subcontractors must have the prior written approval of KCATA in its sole discretion Contractor shall be solely RFP 11 5011 35 Telephone System amp Data Network 87 of 117 April 14 2011 responsible for reimbursing any subcontractors or service firms and KCATA shall have no obligation to them provided KCATA has accepted and reimbursed Contractor for the subcontractors or service firms work If Contractor fails to reimburse subcontractors or service firms after receiving reimbursement from KCATA for the subcontractors or service firms work KCATA reserves the right to directly reimburse the subcontractor or service firm and withhold such payments directly from any future payments to Contractor any retainage held by KCATA on this Contract or draw down on any letter of credit provided in lieu of retainage under this Contract KCATA may require lien waivers from all subcontractors before reimbursement is made to the Contractor A breakdown of all payments to subcontractors shall be included with Contractor s payment requests submitted to KCATA B Adequate Provision s in Subcontract s Any subcontracts related to this Contract must contain adequate provisions to define a sound and complete contract In addition all subcontracts shall contain contractual provisions or conditions that allow for 1 Administrative contractual or legal rem
147. ntract and Conditions In addition to carefully reading all of the information in the RFP the Proposer must carefully read and review the attached sample contract Attachment A The successful Proposer will be required to enter into a contract with KCATA which will be substantially similar to the sample provided Therefore the Proposer must submit any proposed changes to the sample contract with the proposal Any requested changes must be made legibly and conspicuously Page s on which the change s appear must be tabbed so as to be easily identified The Proposer must also provide the rationale for any requested changes If no changes are requested the Proposer will be deemed to have accepted the sample contract language If the Proposer requests changes such requests will be considered in any negotiations with KCATA Failure to reach an agreement may result in KCATA pursuing negotiations with the second ranked Proposer 16 Disclosure of Investigations Actions Proposer must provide a detailed description of any investigation or litigation including administrative complaints or other administrative proceedings involving any public sector clients during the past five 5 years including the nature and status of the investigation and for any litigation the caption of the action a brief description of the action the date of inception current status and if applicable the disposition 17 Debarment Attachment I a The Propos
148. ny time during the contract term and shall have the right to reject all materials and workmanship that do not conform with the conditions contract requirements and specifications provided however that KCATA is under no duty to make such inspection and Contractor shall notwithstanding any such inspection have a continuing obligation to furnish all products equipment or materials and workmanship in accordance with the instructions contract requirements and specifications Until delivery and acceptance and after any rejections risk of loss will be on the Contractor unless loss results from negligence of KCATA 2 AGREEMENT IN ENTIRETY This Contract represents the entire and integrated Contract between the parties and supersedes all prior negotiations representations or agreements either written or oral This Contract may be amended only by written instrument signed by all parties 3 ASSIGNMENT The Contractor shall not assign any interest in this Contract and shall not transfer any interest in the same whether by assignment or novation without the prior written consent of KCATA thereto In the event of KCATA s consent to assignment of this Contract all of the terms provisions and conditions of the Contract shall be binding upon and inure to the benefit of any permitted assignee and their respective successors permitted assigns and legal representatives 4 BANKRUPTCY In the event the Contractor enters into proceedings rel
149. o next message Forward review within the message Cancel review Replay last message Replay faster or slower Pause Append information Forward message to mailbox or list Create new answer announcement Increase playback volume Tutorial The system must provide a user tutorial that assists new subscribers with mailbox setup Message Review It shall be possible for a caller leaving a voice mail message to review edit or delete the message VMS Remote Maintenance The system shall be equipped with a remote maintenance port to allow the manufacturer supplier or system administrator to connect remotely to perform service or administrative functions Voice Mail Security Requirements i il ii Audit Trail Users may designate a necessary written record of message destination input time and receipt This audit trail shall be printed on the administrative console along with daily reports Password At least six digits alphanumeric with automatic shut off should three successive failures occur in trying to gain entry within a ten minute timeframe or less At the time of shutdown an alarm should appear on the on site administrative terminal Password Change Control The ability to force users to change their pass code periodically This is a variable length of time which normally can be set by the system administrator as required System Administration Requirements i il ii System Managem
150. o the KCATA General Manager within five 5 days from the date from the KCATA Director of Procurement s response The KCATA General Manager will decide if the protest and the appeal if any have been given fair and reasonable consideration or if additional consideration is warranted The KCATA General Manager s response will be provided within ten 10 days after receipt of the request The KCATA General Manager s decision is final and no further action on the protest shall be taken by KCATA By written notice to all parties the KCATA Director of Procurement may extend the time provided for each step of the protest procedures extend the date of notice of award or postpone the award of a contract if deemed appropriate for protest resolution Proposers should be aware of the Federal Transit Administration s protest procedures with the FTA Regional Office ref FTA Circular 4220 1F dated November 1 2008 If Federal funding is involved FTA will review protests from a third party only when 1 a grantee does not have a written protest procedure or fails to follow its procedure or fails to review a complaint or protest or 2 violations of specific Federal laws or regulations have occurred An appeal to FTA must be received by FTA s regional office within five 5 days after the date the protester learned or should have learned of an adverse decision by KCATA or other basis of appeal to FTA Protests shall be addressed to Regional Admini
151. on between all voice and data applications 9 Fiber The existing fiber backbone consisting of multimode fiber shall be utilized to interconnect all data electronics 10 Serviceability The system shall be easy to configure and maintain C Existing Infrastructure l KCATA currently utilizes a Fujitsu digital telephone system equipped with a CCRM contact center and Nice call recording system The existing system is located on the second floor of building 1 2 The KCATA campus consists of four separate buildings 3 LAN WAN Data Network Electronics HP Procurve see data network section 4 Cable a CAT 3 or higher cable shall continue to be utilized to support fax and modem connections RFP 11 5011 35 Telephone System amp Data Network 9 of 117 April 14 2011 b KCATA shall provide CAT 5 or higher to support the IP voice and data network PC Operating System a Mostly XP however we have begun to migrate to Windows 7 E mail Platform a Server Exchange 2010 b Client Outlook 2007 Overhead Paging System Interface a 2 Bogen TAM B 2 3 General Roles and Responsibilities A Permission to Proceed 1 The Contractor s first task shall be to submit a Project Schedule The document must identify in detail the exact tasks that the Contractor and KCATA must perform and or be responsible for in order to accomplish the database collection network configuration review order delivery installation and configurati
152. on hook the held line shall automatically revert to an incoming call condition after a prescribed period of time BATTERY BACKUP INDICATION Notifies the attendant or system administrator when the system is operating off of batteries for systems that are equipped with battery backup BUSY OVERRIDE Allows the attendant entry into an existing busy connection and usually provides a warning tone to that conversation to indicate a third party entry CALL BACK QUEUING Allows a station user encountering an all trunks busy condition to activate the Call Back Queuing CBQ feature and hang up When a circuit becomes idle the system shall recall the user and when the person answers the system shall automatically place the call CALL FORWARDING Allows a station user to program at any time any internal station number or the attendant and when activated by the station user all incoming calls to this station shall be automatically re routed to that preprogrammed number RFP 11 5011 35 Telephone System amp Data Network 17 of 117 April 14 2011 10 11 12 13 14 15 16 17 18 19 20 21 22 CALL FORWARDING BUSY LINE Automatically reroutes incoming Direct Inward Dialing DID calls attendant processed calls incoming CCSA calls or direct terminating tie line calls directly to attendant or predetermined secondary station when the called station is busy CALL FORWARDING DON T ANSWER
153. on of the system training and cutover The Contractor shall project a timeline by function which shall allow the Contractor to meet the required completion date The Contractor shall provide KCATA with the following submittals shop drawings of the proposed equipment placement equipment lists voice and data network system databases and system design parameters etc All submittals will be provided in MS Word MS Excel and MS Visio The submittals must be approved by KCATA prior the commencement of work Any work performed prior to this approval is at the Contractor s own risk The project timeline shall not be altered due to lateness of submittals The Contractor shall remain bound to deliver a timely complete and finished project as stipulated in their contract The failure of the Contractor to provide submittals as required herein may result in the cancellation of the contract Contractor must obtain KCATA s permission before proceeding with any work necessitating cutting into or through any part of a building structure B Change Orders 1 Any and all changes must be submitted to KCATA in writing for approval Any equipment procured or work performed without KCATA s written approval is at the Contractor s own risk C Damage and Cleanup l Existing floors walls ceilings or any structural piece shall not be drilled or cut without prior approval of KCATA The Contractor shall be held responsible for and make paym
154. on or allow the service to be pushed to an end user s PC The Contractor shall install the first 25 clients for each option selected that requires a client to be loaded on the end user s personal computer or mobile device Database Contractor shall provide all database entries needed to ensure the applications provided function according to KCATA manufacturer and industry standards Optional Application Training 1 User Desktop amp mobile device applications including Call Control and Presence training sessions shall be limited to twenty 20 people maximum in any one session Sessions shall last approximately one 1 hour each System Management The Contractor shall provide in depth training for at least two 2 system administrators on the use of the system including the following RFP 11 5011 35 Telephone System amp Data Network 44 of 117 April 14 2011 a Client Installation b Database management c Class of service definitions d System management and alarms System Documentation The Contractor shall provide an overview of the system documentation and the use of all system manuals H Optional Application Documentation 1 Full Documentation Contractor shall provide manuals in electronic format on Compact Disc for all components and shall explain where and how to obtain support Instruction Manual User manual shall be customized and provide instructions for all applications that u
155. on up to five 5 representative projects within the last three 3 years At least one reference contact including name title e mail address and telephone number should be provided for each project Include role of the project manager contract amount and contract start and end dates Financial Condition of the Firm In this section the representative must provide information demonstrating that Proposer has the necessary financial resources to perform the contract in a satisfactory manner The Proposer is required to permit KCATA to inspect and examine its financial statements The Proposer shall submit two 2 years of its most recent audited financial statements Program Management a This section should demonstrate the experience skills and qualifications of key personnel and staff to perform the required services Present the management approach to be followed and the management techniques required for implementation and control of the work At minimum address and include a service start up plan and schedule Provide an organizational chart showing how the project will be staffed in all functional areas Indicate the number of employees of each type Indicate how the on site staff will be supported by other regional or national staff and the reporting relationships between on site staff and other firm management staff if applicable Define and identify the proposed key on site project staff Provide resumes and references for a
156. one System amp Data Network Bid Response Page 7 of 7
157. or RFP 11 5011 35 Telephone System amp Data Network 12 of 117 April 14 2011 14 15 16 17 18 19 expense to KCATA and KCATA shall not be deemed to have accepted any equipment until the date of acceptance The Contractor shall unpack equipment from shipping material and organize equipment into the kits from which it shall be used This includes checking to ensure that all equipment is complete and fully functional Empty boxes and packaging shall be neatly organized per KCATA s instructions and removed if requested Cutovers shall take place outside of normal business hours including Saturdays and Sundays to avoid any disruption of service Sunday presents the best opportunity for cutover work The Respondent must include the cost hours to cutover all proposed voice and data systems after normal business hours The Contractor shall be responsible for the disposal and inventory of all existing voice and data equipment not incorporated into the new system including but not limited to items listed below The equipment shall be inventoried removed and disposed of by the Contractor a Fujitsu PBX b PBX backup power c Fujitsu switch tales and associated blocks amp brackets d Unused MDF and IDF cross connects e Telephones f Data network electronics The Contractor shall provide updates to KCATA Project Manager on the project status on an as needed basis Client quantities included in this RFP ar
158. or implementing and maintaining adherence to the equal employment opportunity program dissemination of the equal employment opportunity policy as well as appropriate elements of the equal employment opportunity program to all personnel applicants and to the general public and An internal monitoring and reporting system for assessing accomplishments of the EEO program particularly the goals and timetables of that program and for revising that program as necessary e All data submitted must reflect current year figures 2 In lieu of an Affirmative Action Plan a current Letter or Certificate of Compliance issued by another governmental agency that has reviewed and approved your Affirmative Action plan 3 A current Workforce Analysis Form enclosed 4 A formal request for exemption from 1 and 2 above if your firm has twenty five 25 or fewer employees This request submitted on company letterhead must list all employees their job positions race gender and salary ranges The document must be notarized If you have any questions or would like assistance from our DBE Officer please contact KCATA s Contracting Supplier Diversity Coordinator at 816 346 0224 or FAX 816 346 0336 RFP 11 5011 35 Telephone System amp Data Network 100 of 117 April 14 2011 SAMPLE LETTER OF EXEMPTION FROM AFFIRMATIVE ACTION PLAN SUBMITTAL Ms Denise Bradshaw Contracting Supplier Diversity Coordinator Kansas City Area Transportation Au
159. orated herein by reference Cost Proposal RFP 11 5011 35 Telephone System amp Data Network 69 of 117 April 14 2011 5 MISCELLANEOUS PROVISIONS The following Appendices are attached hereto and incorporated herein by reference as part of this Contract This Contract and any amendments issued hereafter constitute the entire Contract between KCATA and the Contractor Appendix A Contract Conditions and Appendix B Scope of Services and Appendix C Cost Proposal Submitted by Contractor and Appendix D Key Personnel and Approved Subcontractors IN WITNESS WHEREOF the parties hereto for themselves their successors and permitted assigns executed this Agreement as of the day and year first above written AUTHORITY Contractor By Name Title Date RFP 11 5011 35 Telephone System amp Data Network April 14 2011 KANSAS CITY AREA TRANSPORTATION By Etta J Jackson Director of Procurement Date 70 of 117 CONTRACT CONDITIONS Appendix A to Contract or KCATA Purchase Order 1 ACCEPTANCE OF MATERIALS NO RELEASE Acceptance of any portion of the products equipment or materials prior to final acceptance shall not release the Contractor from liability for faulty workmanship or materials or for failure to fully comply with all of the terms of this Contract KCATA reserves the right and shall be at liberty to inspect all products equipment or materials and workmanship at a
160. ouselindustries com Belinda Donley ISG Technology Inc 7929 Bond St Lenexa KS 66214 913 541 4021 bdonley isgtech com Kerri Casey Softchoice Corporation 1600 Genessee St Kansas City MO 64102 800 268 7638 kcas softchoice com RFP 11 5011 35 Telephone System amp Data Network April 14 2011 Noelle Scaramucci Athena Communications LTD 9013 W 51 Terr Merriam KS 66203 913 599 3444 mail athenacomm com Kenneth Yancy Call Blast Communications LLC 2300 Main St Ste 900 Kansas City MO 64108 816 256 4646 kennyyancy callblast com Gretchen Gregory Pangea Networks 9664 Marion Ridge Drive Kansas City MO 64134 816 767 9364 ggregory pangeanetworks com Angela Hurt Veracity Consulting Inc 15621 W 87 195 Overland Park KS 66219 913 647 7999 angela hurt veracityit com Moieshae Burroughs American Business Communication 4860 College Blvd Ste 206 Overland Park KS 66211 mburroughs americanbc com Randal McKinnis American Legacy Construction Group Inc 1216 SE Broadway Drive Ste C Lee s Summit MO 64081 816 554 3800 rmckinnis americanlegacyconstruction com Page 115 of 117 Ajamu Webster Dubois Wireless Solutions 5737 Swope Parkway Kansas City MO 64130 816 333 7722 awebster duboisengrs com Alfre Gonzales Jr Gonzales Communications Inc 10821 Lakeview Avenue Lenexa KS 66219 913 829 7601X201 pmay gonzalescomm com Mon
161. ovided systems must be new and currently in manufacture The telephone and voice mail systems shall have a single database to administer provide survivability offer feature transparency across all locations and utilize KCATA s WAN LAN to provide service between the locations specified in this RFP The telephone platform shall be designed and configured to ensure all IP telephones and PRI gateways have a secondary call control server that they can re register with should their primary call control server fail or be unavailable for any reason The design architecture shall at a minimum provide two core call control servers The telephone system will support integration with the voice mail system and will allow the voice mail system to turn message waiting lights on and off on the telephones All trunks including digital and analog shall be accessible from any location on the network The telephone system sized and equipped based on the specifications provided in the configuration tables below RFP 11 5011 35 Telephone System amp Data Network 16 of 117 April 14 2011 Telephone System Configuration Table 2 4 F 1 Core Leveli Level 2 IP Wall Mount Single 20 Telephone System Call PC ATT i aia Conference Brackets Button P Console Room for IP Add On Controll Phone Phone Mod Maximum Growth with additional license amp 7 Building 1 2 1 0 1 Building 3A 1 Security Guard
162. p to 25 predefined telephones no matter where they are located in the enterprise At a minimum 20 of the seats will provide synchronized voice and screen recordings for the Information and ADA Contact Centers The remaining ports will provide on demand call recording for a predefined set of telephones located at in non call center offices The Contact Center Call Routing and Reporting Application shall support the following l ACD GROUP Multiple telephones or agents assigned to the same incoming number The ACD feature of the switch distributes incoming calls evenly to all telephones or agents in the group based on customer defined parameters such as longest idle priority agent status and occupancy 2 ACD TEAMS The ability to sub define an ACD group into different teams of agents Teams can also be used to define subgroups of agents across ACD groups 3 AGENT The number of agents that can be simultaneously logged on to the system Agents are assigned an identification code that they use to log on to a telephone instrument The Agent ID brings the agent s individual agent characteristics skill set assignments priority levels to that instrument 4 ACTIVITY CODES The ability of the system to accumulate and report information regarding the types of calls handled by agents through use of event recorders or stroke counts at the agent set typically provided via a feature button on the agent set The system must support us
163. prevent any such person from owning stock in a publicly owned corporation No member of or delegates to the Congress of the United States shall be admitted to any share or part of the Contract or to any benefit arising there from This shall not be construed to prevent any such person from owning stock in a publicly owned corporation PROHIBITED WEAPONS AND MATERIALS Missouri Revised Statutes 571 107 allows government units and businesses to prohibit persons holding a concealed carry endorsement from carrying concealed firearms on its premises Accordingly KCATA has adopted the following rules prohibiting weapons whether concealed or not and whether or not the individual carrying the weapon has an endorsement or permit to carry on No weapon including firearms concealed or not other instrument intended for use as a weapon or any object capable of inflicting serious bodily injury upon another person or property may be carried in or on any facility or property of KCATA including vehicles of contractors parked on KCATA property or leased facilities or vehicles used in transporting KCATA customers even if a person has a permit to carry a concealed weapon unless authorized in writing to do so by KCATA in its sole discretion For the purposes hereof a weapon shall include but not be limited to a firearm knife sword or any instrument of any kind known as blackjack billy club club sandbag and metal knuckles No explosives flammable l
164. pril 14 2011 38 39 40 41 42 audits and contact minority subcontractors to confirm the reported participation Failure to meet the contracted goal without documented evidence of a good faith effort may result in the termination of this Contract Payment will be made within the later of 1 30 days after receipt of a proper invoice or 2 30 days after KCATA s acceptance of products equipment materials or supplies delivered or services performed by the Contractor On a final invoice where the payment amount is subject to contract settlement actions acceptance shall be deemed to have occurred on the effective date of the contract settlement All final invoices shall be submitted to KCATA within 90 days of project completion or contract termination Invoices submitted more than 90 days after project completion or contract termination will not be valid and will not be paid RIGHT TO OFFSET KCATA without waiver or limitation of any rights may deduct from any amounts due Contractor in connection with this Contract any amounts owed by Contractor to KCATA including amounts owed by Contractor pursuant to Contractor s obligation to indemnify KCATA against third party claims arising out of Contractor s performance of work under this Contract SEISMIC SAFETY The Contractor agrees that any new building or addition to an existing building which is a part of the project will be designed and constructed in accordance with the st
165. pt by the Contractor of the notification of change Nothing in this clause shall excuse the Contractor from proceeding with this Agreement as changed 8 CIVIL RIGHTS A Nondiscrimination In accordance with Title VI of the Civil Rights Act as amended 42 U S C 2000d section 303 of the Age Discrimination Act of 1975 as amended 42 U S C 6102 Section 202 of the American with Disabilities Act of 1990 42 U S C 12132 and Federal Transit Law at 49 U S C 5332 the Contractor agrees that it will not discriminate against any employee or applicant for employment because of race color creed national origin sex age or disability In addition the Contractor agrees to comply with applicable Federal implementing regulations and other implementing requirements FTA may issue B Equal Employment Opportunity In accordance with Title VII of the Civil Rights Act as amended 42 U S C 2002e and Federal Transit Laws at 49 U S C 5332 the Contractor agrees to comply with all applicable equal employment opportunity requirements of U S Department of Labor U S DOL regulations Office of Federal Contractor Compliance Programs Equal Employment Opportunity Department of Labor 49 C F R Parts 60 et seq which implement Executive Order No 11246 Equal Employment Opportunity as amended by Executive Order No 11375 Amending Executive Order 11246 Relating to Equal Employment Opportunity 42 U S C 2000e note Sec
166. r a Capacity to add a minimum of four 4 additional 10 Gbps links in the future modules NOT required at this time just available ports capacity RFP 11 5011 35 Telephone System amp Data Network 49 of 117 April 14 2011 10 11 12 13 b Equipped and configure Gigabit ports appropriate connector form factor 62 5 Micron MM SC The Core switch es shall be equipped with 10 100 1000 copper ports to connect network infrastructure devices The Core switch es shall be equipped with N 1 power supplies with sufficient capacity to power all installed modules ports at full operating capacity The Core switch es shall be equipped with any additional memory and accessories necessary for proper functioning Contractor must provide one 1 year hardware maintenance with Next Business Day NBD parts replacement for the core switches H Access Switches Required Element 1 All access switches shall be fully managed layer 2 3 devices 2 Operating system software must be enabled and configured for OSPF routing If this requires a software upgrade cost for such must be included in proposal 3 Access switches must support multicast Internet Group Management Protocol IGMP and Protocol Independent Multicast PIM dense mode and sparse mode 4 Contractor must provide any additional memory and accessories necessary for proper functioning 5 The access switches equipment shall be Chassis or truly stackable single IP a
167. ractor further acknowledges that if it makes a false fictitious or fraudulent claim statement submission or certification the Federal government reserves the right to impose the penalties of the Program Fraud Civil Remedies Act of 1986 on the Contractor to the extent the Federal government deems appropriate The Contractor also acknowledges that if it makes a false fictitious or fraudulent claim statement submission or certification in connection with this Contract the government reserves the right to impose on the Contractor the penalties of 18 U S C 1001 and 49 U S C 5307 n 1 to the extent the Federal government deems appropriate GOVERNING LAW CHOICE OF JUDICIAL FORUM This Contract shall be deemed to have been made in and be construed in accordance with the laws of the State of Missouri except those pertaining to conflicts of laws Any action of law suit in equity or other judicial proceeding to enforce or construe this contract respecting its alleged breach shall be instituted only in the circuit court of Jackson County Missouri HEADINGS The headings included in this Contract are inserted only as a matter of convenience and for reference and in no way define limit or describe the scope of intent of any provision and shall not be construed to affect in any manner the terms and provisions hereof of the interpretation or construction thereof RFP 11 5011 35 Telephone System amp Data Network 78 of 117 Ap
168. rder or execution of the contract If copies of the required insurance policies or endorsements are not then available the Contractor shall be required to furnish certificates of insurance prior to execution of the contract and thereafter furnish copies of the policies and additional insured endorsements from time to time whenever reasonably requested by KCATA The certificates with the exception of Professional Liability and Workers Compensation coverage shall specifically state that RFP 11 5011 35 Telephone System amp Data Network 79 of 117 April 14 2011 A Contractual liability coverage is applicable B The Kansas City Area Transportation Authority its commissioners officers and employees are named as additional insureds on the policies covered by the certificate using this specific wording Kansas City Area Transportation Authority its commissioners officers and employees are named as_additional insureds as_respects general liability and where required by written contract Any coverage afforded the certificate holder as an additional insured shall apply as primary and not excess or contributing to any insurance or self insurance in the name of the certificate holder and shall include a waiver of subrogation Further from time to time and whenever reasonably requested by KCATA the Contractor shall represent and warrant to KCATA 1 the extent to which the insurance limits identified below have been or may be eroded due
169. re requested to submit their questions via email prior to the WEBEX conference WEBEX conference details are included as a part of the proposal schedule The WEBEX details will also be posted on the web site www kcata org under About KCATA Doing Business Proposals must be received with all required submittals as stated in the RFP no later than 2 p m local time on May 24 2011 Please reference RFP 11 5011 35 on the submittal cover Proposals received after the time specified shall not be considered for award Proposals received via facsimile fax or electronic mail e mail shall not be considered Proposals not meeting specified delivery and method of submittal will not be opened nor considered responsive Proposals must be addressed and delivered to KCATA at the following address This is also the address to be used for all communication in connection with this RFP Kansas City Area Transportation Authority Central Receiving Department 1350 East 17 Street Kansas City Missouri 64108 Attn Joyce Young Buyer II Procurement Department In addition proposers are asked to send one copy directly to Elert and Associates at an address shown within the RFP This copy must also meet the submittal requirements shown above Submission of a proposal shall constitute a firm offer to KCATA for one hundred twenty 120 days from the date of RFP closing For information regarding this proposal contact Joyce Young at 816 346 0247 phone
170. re that is eligible for trade in TABLE 2 11 J Product Quantity HP J4819A 5308 XL 4 HP J4850A 5304XL 1 HPJ4820B XL 18 HP J4904A 2848 1 HP J9088A 2610 48 1 HP J4900B 2626 1 HP J4900V 2626 1 HP J4903A 2824 1 RFP 11 5011 35 Telephone System amp Data Network April 14 2011 51 of 117 SECTION 3 KANSAS CITY AREA TRANSPORTATION AUTHORITY TELEPHONE SYSTEM AND DATA NETWORK PROPOSAL INSTRUCTIONS RFP 11 5011 35 Telephone System amp Data Network 52 of 117 April 14 2011 SECTION 3 PROPOSAL INSTRUCTIONS 11 5011 35 TELEPHONE SYSTEM AND DATA NETWORK 3 1 General Information A KCATA plans to procure a telephone system and data network to replace the current Fujitsu telephones system and HP data network with an anticipated completion date of October 31 2011 B The terms solicitation and Request for Proposals RFP are used interchangeably and the terms offer and proposal are used interchangeably C Interested firms may submit proposals until proposal closing at 2 p m CST on May 24 2011 Proposals received after the time specified may not be considered for award Proposals received via facsimile fax or electronic mail e mail will not be considered Proposals must meet specified delivery and method of submittal or they will not be opened or considered responsive Proposals must be delivered or mailed to KCATA s Procurement Department at 1350 E 17th
171. rements A If more than one 1 company is involved in the installation training and or support after installation there must be a Prime Contractor This Prime Contractor assumes responsibility for all other entities involved List Prime Contractor here B The response shall include a statement from all involved Respondents agreeing that the configuration shall work as specified and that all Respondents shall work under the Prime Contractor to resolve any configuration or interoperability problems during the installation process at no additional cost to the District Write statement below 1 03 Experience and Existing Customers How many similar systems has the Respondent sold installed A In the area B Statewide C Nationwide 1 04 Telephone System All prospective Respondents must provide a minimum of three installation and three maintenance references for the proposed Telephone Network and three Data Network installation referencesusing the reference format provided below The references must be similar in scope and size to the District s project and must demonstrate the following A At minimum one of the three telephone references must have at least 700 telephones deployed in a multi building campus environment B At a minimum one of the three Data Network references must have at least 1500 ports deployed in a multi building campus environment C References must demonstrate that the Respondent has extensi
172. reports to be generated for a specific agent group skill set or evaluation form Reporting periods that can be specified must be interval hourly daily weekly and monthly 6 Report Format Supported formats include Crystal Reports PDF and MS Excel 7 Automatic Evaluation Scheduling Allows the scheduling of a predetermined number of recorded calls per agent to be automatically located and presented to the supervisor to grade 8 Call Location Supervisors can quickly locate all calls that have been recorded or graded for their agents using a wide variety of search criteria such date and time agent ID calling number and DNIS digits 9 Agents Access From their desktop the agents will be able to review and grade their recorded calls and view performance evaluations G Contact Center Implementation 1 Personnel The Contractor shall provide personnel who specialize in Contact Center deployments and are fully certified on the Contact Center applications provided 2 Standards As these specifications are put together with no specific equipment or Respondent in mind the Contractor shall include in the installation cost two 2 hours to provide informational presentations to KCATA s Contact Center Management CCM The purpose of the meetings is to provide a full review of the system s call routing functionality reporting capabilities and agent and supervisor features The Contractor s Contact Center Speci
173. ril 14 2011 24 25 26 27 INCORPORATION OF FEDERAL TRANSIT ADMINISTRATION TERMS The provisions in this Contract include in part certain standard terms and conditions required by DOT whether or not expressly set forth All contractual provisions required by DOT as set forth in FTA Circular 4220 1F dated November 1 2008 are hereby incorporated by reference into this Contract Anything to the contrary herein notwithstanding all FTA mandated terms shall be deemed to control in the event of a conflict with other provisions contained in this Contract The Contractor shall not perform any act fail to perform any act or refuse to comply with any KCATA requests that would cause KCATA to be in violation of the FTA terms and conditions INDEPENDENT CONTRACTOR The parties hereto agree that the Contractor is an independent contractor under this Contract Under no circumstance shall the Contractor be considered an agent employee or representative of KCATA and KCATA shall not be liable for any claims losses damages or liabilities of any kind resulting from any action taken or failed to be taken by the Contractor The Contractor shall furnish adequate supervision labor materials supplies and equipment necessary to perform all the Services under this Contract in an orderly timely and efficient manner consistent with professional skill care and the orderly progress of the Project INSTALLATION If specified the Contractor sha
174. rovided in section 2 4 F1 Telephone System Configuration Table of the RFP A System Management Tools with access from any location in KCATA B Call Accounting C Traffic reporting software D Long handset cords minimum 12 ft on all new phones F Auto out dial to service center on alarm G Remote maintenance callback modem for all locations or whatever Respondent determines is best alternative for their equipment ner ee Hardware amp Software 0 00 Professional Services Labor 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 2 Voice Mail Base System The voice mail system shall be sized based on the quantities provided in section 2 5 C 1 Voice Mail System Configuration of the Total Cost RFP Hardware amp Software 0 00 Professional Services Labor 0 00 Warranty Following Final Acceptance 0 00 Total 0 00 Maintenance Year 2 0 00 Year 3 0 00 Year 4 0 00 Year 5 0 00 3 Contact Center Base System The Contact Center system shall be sized based on the quantities provided in section 2 9 D 1 Contact Center System Total Cost Configuration Table amp 2 9 D 2 Contact Center Call Recording System Sizing Requirements of the RFP Hardware amp Software 0 00 Professional Services Labor 0 00 Warranty Following Final Acceptanc
175. rsonalized greetings of up to three minutes for each mailbox are required At a minimum the system shall provide standard and extended absence greetings c Menus The system must provide easy to use menus that allow subscribers to send urgent or private messages d Message Waiting Notification The system must be capable of lighting a message waiting light on a telephone and provide an option to allow a user to set up external notification to pager cell phone or other telecommunications device when a new message has arrived e Message Reply Mailbox owners must be able to reply to a message from a mailbox on the same system f Message Retrieval Mailbox owners shall automatically be given mailbox status upon call in Mailbox status should include the following i Number of new messages since last access ii Number of saved messages existing iii Upon accessing the messages the user may delete skip or save a message Saved VMS messages may be deleted only by the user or the VMS administrator g Station Dialing In addition to the menu route callers may access an individual station by inputting either the extension number or the called party s last name RFP 11 5011 35 Telephone System amp Data Network 26 of 117 April 14 2011 User Controls The VMS protocol shall provide the following user controls 1 ii iii iv v Vi Vii viii ix Xi Xil Playback messages Skip t
176. rties Time for Certain Actions Each party agrees to take such further actions and to execute such additional documents or instruments as may be reasonably requested by the other party to carry out the purpose and intent of this Contract Except where expressly stated to be in a party s sole discretion or where it is stated that a party has the ability to act in its sole judgment or for its own uses or purposes wherever it is provided or contemplated in this Contract that a party must give its consent or approval to actions or inactions by the other party or a third party in connection with the transactions contemplated hereby such consent or approval will not be unreasonably withheld or delayed If no time period is set hereunder for a party to approve or consent to an action or inaction by the other party or a third party such approval shall be given or affirmatively withheld in writing within ten 10 business days after it is requested in writing or it shall be deemed given Time Periods A business day is a business working day of KCATA administrative personnel which are days other than a Saturday Sunday or legal holidays observed by KCATA for administrative personnel If the time period by which any right or election provided under this Contract must be exercised or by which any act required hereunder must be performed expires on a day which is not a business day then such time period shall be automatically extended through the clo
177. s Further at a minimum all such products equipment or materials must be of good quality free of defects in workmanship or materials merchantable comply with all applicable specifications and laws and be suitable for their intended purposes The work or services furnished must be of first quality and the workmanship must be the best obtainable in the various trades The work or services must be of safe substantial and durable construction in all respects The Contractor hereby guarantees the work or services against defective materials or faulty workmanship for a minimum period of one 1 year after final payment by KCATA and shall replace or repair any defective products equipment or materials or faulty workmanship during the period of the guarantee at no cost to KCATA As additional security for these guarantees the Contractor shall prior to the release of final payment furnish separate maintenance or guarantee bonds in form acceptable to KCATA written by the same corporate surety that provides the performance bond for this Contract These bonds shall secure the Contractor s obligation to replace or repair defective products equipment and materials and faulty workmanship for a minimum period of one 1 year after final payment and shall be written in an amount equal to one hundred percent 100 of the Contract Sum as adjusted if at all 6 BREACH OF CONTRACT REMEDIES If the Contractor shall fail refuse or neglect to comp
178. s telephone and voice mailbox b Changing a user s telephone number c Changing a user s name d Changing a user s VM password e Updating the system telephone directory f Changing PSTN access privileges g Changing feature privileges h Enabling access to applications such as Presence and audio conferencing 13 IVR Application Provide a detailed description of the IVR module application that is supported on the proposed Contact Center System Please identify the following a How would the system be integrated with the telephone system and contact center applications b What Maximum Number of Ports c Database integration capabilities and limitations d Is natural speech supported 14 Subcontractor Utilization Plan Subcontractors must be approved by KCATA prior to contract award A separate contract goal of 12 for DBE participation has been established for this procurement For each anticipated subcontract provide the following a Subcontractor s name address and telephone number including the name title and telephone number of the contact person b DBE category if applicable G Type s of goods or services to be provided d Estimated value of subcontract e The following signed and dated certification statement I certify that each subcontractor has been notified that it has been listed in this proposal and that RFP 11 5011 35 Telephone System amp Data Network 63 of 117 April 14 2011
179. s through the computer screen g E mail and Voice Mail Responses 1 Allow user to reply to an internal e mail or voice mail message with voice or e mail response li Allow user to save a voice message as a WAV file so that it can be attached to an e mail and sent to any e mail address h The system shall support browser access Optional Applications Implementation 1 For any optional items systems accepted by KCATA and made part of the contract the delivery installation and configuration shall be included in the project schedule Personnel The Contractor shall provide personnel who specialize in deployment of the selected option and are fully certified on the applications provided Standards As these specifications are put together with no specific equipment or respondent in mind the Contractor shall include in the installation cost two 2 hours to provide informational presentations for each option selected to the project team Design Reviews The Contractor s personnel shall include any option selected in the departmental design meetings Equipment Installation The Contractor is required to install configure and test all applications materials and equipment provided under this RFP System Programming The Contractor shall provide all system programming and database entry for any option selected by KCATA Clients Client software shall be centrally administered and support remote installati
180. se of business on the next regularly scheduled business day I Survival In addition to any provisions expressly stated to survive termination of this Contract all RFP 11 5011 35 Telephone System amp Data Network 92 of 117 April 14 2011 provisions which by their terms provide for or contemplate obligations or duties of a party which are to extend beyond such termination and the corresponding rights of the other party to enforce or receive the benefit thereof shall survive such termination J Authority of Signatories Any person executing this Contract in a representative capacity represents and warrants that such person has the authority to do so and upon request will furnish proof of such authority in customary form Contractor s Initials KCATA s Initials RFP 11 5011 35 Telephone System amp Data Network 93 of 117 April 14 2011 APPENDIX B SCOPE OF WORK SPECIFICATIONS Appendix B to Agreement or KCATA Purchase Order To be attached to Agreement as applicable to each IFB RFP 11 5011 35 Telephone System amp Data Network 94 of 117 April 14 2011 APPENDIX C COST PROPOSAL Dated 20 Appendix C to Agreement or KCATA Purchase Order Contractor will prepare and submit with its response to IFB RFP 11 5011 35 Telephone System amp Data Network April 14 2011 95 of 117 APPENDIX D KEY PERSONNEL AND APPROVED SUBCONSULTANTS RFP 11 5011 35 Telephone System amp Data Network
181. sers have access to Technical Manual As a part of the equipment to be delivered the Contractor shall furnish with the equipment one 1 complete technical service manual describing all components implemented in support of any application provided In addition manuals shall be available in electronic media and or online Optional Application Post Cutover Requirements The Contractor shall provide a minimum of one 1 application specialist for one 1 business day following the cutover of any of the options implemented to assist users and management with the deployed applications Optional Application Service and Support In addition to the general maintenance service Contractor shall provide bi annual review and audit of all applications and performance and make recommendations on any required changes 2 11 Data Network Requirements A Proposal Response 1 Technical specifications data sheets cut sheets for all proposed items including software are to be included in response Technical specifications data sheets for UPS units must be included in response and must be specific to the models proposed Trade in if there is a potential credit to KCATA if it trades in existing equipment the Proposer shall state this in the Response Form and attach applicable terms and conditions If KCATA decides to accept a potential trade in option the selected Contractor shall determine the dollar amount based on Contractor s review exa
182. sessions 8 System may optionally allow all meetings to be recorded B Option 2 Unified Communication 1 PC Desktop Call Control a Directory Contacts Dialing Provide a drop down box for name entry and dialing from internal directory or Outlook contacts b Call Control Provide call control including dialing disconnect transfer and conference c Key Label Allow user to change the label associated with feature or line appearance key d Speed Call List Allow user to program numbers into a personal speed call list Call History Allow user to view and redial a minimum of the last 100 calls placed or received at their telephone extension The history must include the following i Date ii Start and end time iii Telephone number iv Name from system directory and Outlook contacts database f Personal Voice Mail Administration User must have the ability to change their call coverage destination outcall notification and find me number RFP 11 5011 35 Telephone System amp Data Network 41 of 117 April 14 2011 g Status Change Allow user to select a status that approximates their current state from a group of predefined definitions h PC Desktop Presence Application 1 Presence The ability to dynamically display a person or group of peoples availability or status for various communication systems including desktop and mobile telephone IM PC activity and Outlook calendar inform
183. sons with disabilities Contractor also agrees to comply with any implementing requirements FTA may issue CONTINUITY OF SERVICES The Contractor recognizes that the services under this Contract are vital to KCATA and must be continued without interruption and that upon contract expiration a successor either KCATA or another contractor may continue them The Contractor agrees to 1 furnish phase in training and 2 exercise its reasonable best efforts and cooperation to effect an orderly and efficient transition to a successor The Contractor shall upon KCATA s written notice 1 furnish phase in phase out services for up to 90 days after this Contract expires and 2 negotiate in good faith a plan with a successor to determine the nature and extent of phase in phase out services required The plan shall specify a training program and a date for transferring responsibilities for each division of work described in the plan and shall be subject to KCATA s approval The Contractor shall provide sufficient experienced personnel during the phase in phase out period to ensure that the services called for by this Contract are maintained at the required level of proficiency CONTRACTOR S PERSONNEL All of the services required hereunder shall be performed by the Contractor or under its supervision and all personnel engaged in the services shall be fully qualified and authorized under state and local law to perform such services Any change
184. ssssususueeceseesesanes 28 2 7 SYSTEM MANAGEMENT REQUIREMENTS ccccsssssscsccccceccssssssesccccssssesssssesesccssseesensneess 29 2 8 TELEPHONE AND VOICE MAIL IMPLEMENTATION REQUIREMENTS ccccccccccsssesesseceeees 30 2 9 CONTACT CENTER REQUIREMENTS cccccccccccssssssecsccccccesssssssesccecsesssssusesccecsssssueaseeceeess 33 2 10 OPTIONAL APPLICATIONS cccccccccccccsssssscecccccecssssssseeccccsesessusseececcsssssusnecseescssseueunenenss 41 2 11 DATA NETWORK REQUIREMENTS sseseessoesessssssssesterrsessssesterrerssssesterteesesseseereesesses 45 SECTION 3 PROPOSAL INSTRUCTIONS scssssssssssssssssssssssssssssssssssscssssssssssssssscsssess 53 3 1 GENERAL INFORMATION ccccccccccccccssssssscscccccccsssssssesccsccecssuusssesececssssesessesesceseseesenenenss 53 3 2 RESERVATIONS 535 25 ssecoccoete Shes dada toc deedalss astec be coed Sua sade noceeue A aibeades 53 3 3 PROPOSER S RESPONSIBILITIES cccccsccccccccccsssssscecccccceeesscesesccecsesseussseeccesssssuuuaeseceeess 53 3 4 AUTHORIZATION TO PROPOSE ssssseccccccccesssssscecccccessssscssesccscssssusessseeccecsessuuuessesceeess 54 3 5 WITHDRAWAL amp INCOMPLETE PROPOSALS cccccccccsssssssececcceccesessssscecccssesuensusecscceseseaes 54 3 6 MODIFICATION OF PROPOSALS ccccccccccccssesssssccccccccseessscscscccecssessscececcsesssueusuececesseeaues 54 3 7 UNBALANCED PROPOSAL EEEE ENE EEE E E EES 54 3 8 J ed OH E E RAA TAEA trast A A E E EAE E ed eek hae at
185. strator FTA Region 7 901 Locust Room 404 and Kansas City MO 64106 3 9 Disclosure of Proprietary Information A A Proposer may restrict the disclosure of scientific and technological innovations in which it has a proprietary interest or other information that is protected from public disclosure by law which is contained in the proposals by 1 marking each page of each such document prominently in at least 16 point font with the words Proprietary Information 2 printing each page of each such document in a different color paper than the paper which the remainder of the proposal is printed and RFP 11 5011 35 Telephone System amp Data Network 55 of 117 April 14 2011 3 segregating each page of each such document in a sealed envelope which shall prominently display on the outside the words Proprietary Information in at least 16 point font along with the name and address of the Proposer B After either a contract is executed pursuant to this RFP or all proposals are rejected the proposals will be considered public records open for inspection If access to documents marked Proprietary Information as provided above is requested under the Missouri Open Records Law KCATA will notify the Proposer of the request and the Proposer shall have the burden to establish that such documents are exempt from disclosure under the Law Notwithstanding the foregoing in response to a formal request for information KCATA res
186. t 1 Purpose of core switch switches a To connect services from outside KCATA b To interconnect KCATA s buildings and data center with one another c To connect distribution or access switches devices 2 The core switch es shall be located in the MER located in the Breen building 3 All services will fail over to the standby redundant management and switch fabric if the primary fails and must be able to support all buildings amp servers on the network as well as continuing to provide connection to outside services 4 The cores switch es shall be fully non blocking as configured 5 Operating system software must be enabled and configured for OSPF routing If this requires a software upgrade cost for such must be included in proposal 6 Core switch es must support Virtual Router Redundancy Protocol VRRP or Hot Standby Router Protocol HSRP 7 Core switch es must support Rapid Spanning Tree RSTP or equivalent protocol to enable quick re convergence after failure of a network link Non standard protocols are allowable with justification KCATA prefers a mechanism that reestablishes network links within 50 milliseconds 8 Core switch es must support multicast Internet Group Management Protocol IGMP and Protocol Independent Multicast PIM dense mode and sparse mode 9 The Core switch es shall be equipped and configured to support a minimum 10 Gbps over 50 micron multimode fiber for connectivity to KCATA s data cente
187. t for more than one such counterpart executed by the party against whom enforcement is sought E Interpretation Update of Citations Unless otherwise specified herein a the singular includes the plural and the plural the singular b words importing any gender include the other genders and c references to persons or parties include their permitted successors and assigns The parties recognize and agree that many of the laws regulations policies procedures and directives stated as governing the Contractor s performance of its work or services or the supplying of products equipment or materials pursuant to this Contract are subject to updating amendment or replacement Therefore all such references in this Contract are agreed by the parties to be deemed to refer to the then current updated amended or replacement form of such laws regulations policies procedures and directives in effect at the applicable time during the term of this Contract and the same are hereby incorporated into this Contract by this reference F When Effective Notwithstanding any provision contained in this Contract to the contrary this Contract shall become effective only after the execution and delivery of this Contract by each of the parties hereto and no course of conduct oral contract or written memoranda shall bind the parties hereto with respect to the subject matter hereof except this Contract G Further Actions Reasonableness and Cooperation by Pa
188. tain adequate worker s compensation insurance as required by law to cover all employees during performance of services or during delivery installation assembly or related services in conjunction with this Contract D Commercial General Liability Bodily Injury and Property Damage 1 000 000 Each Occurrence 2 000 000 Annual Aggregate Contractor shall procure and maintain at all times during the term of the KCATA purchase order or the contract commercial general liability insurance for liability arising out of the operations of the Contractor and any subcontractors The policy ies shall include coverage for the Contractor s and RFP 11 5011 35 Telephone System amp Data Network 80 of 117 April 14 2011 subcontractors products and completed operations The policy ies shall name as an additional insured in connection with Contractor s activities KCATA its commissioners officers and employees Using ISO Form CG 20 10 11 85 or OCG20 26 0704 in the case of a Blanket Endorsement or such other additional insured forms acceptable to KCATA The Insurer s shall agree that its policy ies is primary insurance and that it shall be liable for the full amount of any loss up to and including the total limit of liability without right of contribution from any other insurance or self insurance KCATA may have E Auto Liability Bodily Injury and Property Damage 1 000 000 Combined Single Limit The policy ies shall include automobil
189. tations at organizations most similar to the client Subcontractor References will be contacted Please verify information before submitting Utilize the format below for all subcontractor references All references will be called Please inform your contacts that a 10 to 15 minute call may be anticipated 11 5012 35 Telephone System amp Data Network Reference Form Page 6 of 8 Subcontractor Reference Format Organization Name Address Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System Number of Lines Ports Jacks __ Number of Networked Locations 1 05 Telephones Service after Installation A How many service personnel trained in maintaining the proposed systems does Respondent employ in the District s area Please indicate location closest to the District 1 Trained Service Personnel 2 Location 3 Ratio of Installed Lines to Certified Techs B Provide the address of Respondent s service center s closest to the District 1 Company 2 Address 3 Telephone Number C Who shall maintain parts inventory At what location Company Address Telephone Number pee Ne er What critical component parts are kept in stock at this location 11 5012 35 Telephone System amp Data Network Reference Form Page 7 of 8 1 06 Below please acknowledge receipt of any addenda with the number and date on the addendum document 1 07 F
190. the rights and remedies provided herein are in addition to and do not limit any rights afforded to KCATA by any other clause in this Contract Upon final acceptance by KCATA of all work to be performed by the Contractor KCATA shall so notify the Contractor in writing The date of final acceptance shall commence the warranty period Contractor shall provide KCATA with good and marketable title to all products equipment or materials delivered under this Contract free and clear of all liens and encumbrances GENERAL PROVISIONS A No Third Party Beneficiaries The parties do not intend to confer any benefit hereunder on any person firm or entity other than the parties hereto RFP 11 5011 35 Telephone System amp Data Network 91 of 117 April 14 2011 B Extensions of Time No extension of time for performance of any Contractor obligations or acts shall be deemed an extension of time for performance of any other obligations or acts C Binding Effect This Contract shall bind and inure to the benefit of the legal representatives successors and permitted assigns of the parties D Counterparts This Contract may be executed at different times and in two or more counterparts and all counterparts so executed shall for all purposes constitute one contract binding on all the parties hereto notwithstanding that all parties shall not have executed the same counterpart And in proving this Contract it shall not be necessary to produce or accoun
191. thority 1350 East 17 Street Kansas City MO 64108 Dear Ms Bradshaw Company Name has submitting a written Affirmative Action Plan Date Listed below are the individuals working for Company Name employees and is hereby requesting exemption from Name J ob Title Gender Race Salary Range Sincerely Company Representative Title NOTE This statement must be submitted on company letterhead and notarized RFP 11 5011 35 Telephone System amp Data Network April 14 2011 101 of 117 ATTACHMENT F 1 GUI DELI NES FOR WORKFORCE ANALYSIS Form AA1 Part DEFINITIONS RACI AL ETHNIC 1 WHITE not of Hispanic origin All persons having origins in any of the original peoples of Europe North Africa or the Middle East 2 BLACK not of Hispanic origin All persons having origins in any of the Black racial groups of Africa 3 HISPANIC All persons of Mexican Puerto Rican Cuban Central or South American origin regardless of race 4 ASIAN or PACIFIC ISLANDER All persons having origins in any of the original peoples of the Far East Southeast Asia the Indian Subcontinent or the Pacific Islands This area includes for example China Japan Korea the Philippine Islands and Samoa 5 AMERICAN INDIAN or ALASKAN NATIVE All persons having origins in any of the original peoples of North America and who maintain cultural identification through tribal af
192. tify KCATA in writing of the replacement and provide name address telephone number and the type of service DEBARMENT AND SUSPENSION CERTIFICATION The Contractor shall certify that it is not included in the U S General Services Administration s List of Parties Excluded from Federal Procurement or Non procurement Programs The Contractor agrees to refrain from awarding any subcontract of any amount at any tier to a debarred or suspended subcontractor and to obtain a similar certification from any subcontractor at any tier seeking a contract exceeding 25 000 The Contractor agrees to provide KCATA a copy of each conditioned debarment or suspension certification provided by a prospective subcontractor at any tier and to refrain from awarding a subcontract with any party that has submitted a conditioned debarment or suspension certification until FTA approval is obtained DELIVERY Materials products and or equipment shall be delivered to Kansas City Area Transportation Authority Central Receiving Facility Building 1 1350 East 17th Street Kansas City Missouri 64108 KCATA will assume custody of property at other locations if so directed in writing by KCATA Packing slips shall be furnished with the delivery of each shipment KCATA reserves the right to inspect all deliveries or services before acceptance All external components shall be wrapped for protection against damage during shipping and handling Each specified unit shal
193. tight buffered coating on each optical fiber x Manufactured by Corning Panduit Leviton or Ortronics E Network Equipment General Requirements 1 All provided systems must be new and currently in manufacture Zn Proposal pricing shall include shipping delivery configuration installation within MER and TR rooms testing and documentation including all labor 3 The Proposer must specify the electrical power outlet type s required for each switch type where requested in your response If power draw is more than 20 amps per circuit Proposer must also indicate required amperage s If more than one 20 amp circuit is required per technology room indicate quantity required 4 All equipment and installation services must be warranted by the Contractor for 12 months If this requires purchase of a maintenance program then cost for such must be included in the base proposal 5 All equipment must be rack mounted 19 racks and cabinets provided by Owner including UPS devices 6 Proposal must include all software updates and upgrades for twelve 12 months after completion Any cost for such must be included in the base proposal not including labor Ts All hardware components must be UL approved and FCC certified as applicable 8 Equipment that has been announced but is not yet shipping will be considered providing the following a That the announced delivery date is on or before the installation dates of this project an
194. tion 4 of the Age Discrimination in Employment Act of 1967 as amended 29 U S C 623 The Contractor agrees to take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race color creed national origin sex disability or age Such action shall include but not be limited to the following employment upgrading demotion or transfer recruitment or recruitment advertising layoff or termination rates of pay or other forms of compensation and selection for training including apprenticeship In addition the Contractor agrees to comply with any implementing requirements FTA may issue In the event of the Contractor s non compliance with nondiscrimination provisions of this Contract KCATA shall impose such sanctions as it the U S Department of Transportation or the City of Kansas City Missouri may determine to be appropriate including but not limited to withholding of payments to the Contractor under this Contract until the Contractor complies and or cancellation termination or suspension of the Contract in whole or in part C Americans with Disabilities Act In accordance with Section 102 of the Americans with Disabilities Act as amended 42 U S C 12112 and section 504 of the Rehabilitation Act of 1973 as amended 29 U S C 794 the Contractor agrees that it will comply with the requirements of U S Equal Employment Opportunity Commission EEOC
195. tion of work program I shall require that the language of this affidavit be included in the award documents for all sub contracts exceeding 5 000 00 at all tiers and that all subcontractors at all tiers shall affirm and provide documentation accordingly Affiant s signature Subscribed and sworn to before me this day of 20 Notary Public My Commission expires NOTE An example of acceptable documentation is the E Verify Memorandum of Understanding MOU a valid completed copy of the first page identifying the business entity and a valid copy of the signature page completed and signed by the business entity the Social Security Administration and the Department of Homeland Security RFP 11 5011 35 Telephone System amp Data Network Page 105 of 117 April 14 2011 I ATTACHMENT H CERTIFICATION OF PRIMARY PARTICIPANTS REGARDING RESTRICTIONS ON LOBBYING Name and Title of Grantee Official or Potential Contractor for a Major Third Party Contract hereby certify on behalf of Name of Grantee or Potential Contractor that 1 No Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned to any person for influencing or attempting to influence an officer or employee of any agency a Member of Congress an officer or employee of Congress or an employee of a Member of Congress in connection with the awarding of any Federal contract the making of any Federal grant the making of
196. ut having the person receiving the call pick up the handset Called party must be able to respond to caller without lifting the handset External calls shall ring the phone This is not an auto answer function HOT LINE STATIONS Instruments are specially programmed to dial a specific internal station number or 0 for the attendant when the station user goes off hook INCOMING CALL IDENTIFICATION On Switched Loop Consoles the attendant is provided with indicator lamps or a numeric alphanumeric display to identify the type of trunk or trunk group associated with an incoming call that has been directed to that console for processing INTERCEPT TREATMENT ATTENDANT For calls that cannot be completed by the switching system automatic routing takes place to the attendant INCOMING DIGIT MANIPULAITON Ability to add strip or completely change the digits of any incoming DNIS DID or Tie Line number in order to reroute the call to the appropriate location RFP 11 5011 35 Telephone System amp Data Network 19 of 117 April 14 2011 36 37 38 39 40 41 42 43 44 45 46 47 48 INTERCEPT TREATMENT RECORDED ANNOUNCEMENT For calls that cannot be completed by the switching system automatic routing occurs to a recorded announcement that provides the caller with a message to that effect INTER GROUP CALL PICKUP A station user may dial a special code to answer any incoming calls rin
197. ve knowledge of all equipment proposed and has at least one 1 year of experience with the same system s in the same environment 11 5012 35 Telephone System amp Data Network Reference Form Page 2 of 8 D References will be contacted please verify information before submitting Use the format below for all references All references will be called Please inform your contacts that a 10 to 15 minute call may be anticipated Telephone Reference 1 Organization Name Address Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System Number of Lines Ports Jacks Number of Networked Locations Telephone Reference 2 Organization Name Address Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System Number of Lines Ports Jacks Number of Networked Locations 11 5012 35 Telephone System amp Data Network Reference Form Page 3 of 8 Telephone Reference 3 Organization Name Address ee eee ee Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System Number of Lines Ports Jacks Number of Networked Locations Data Network Reference 1 Organization Name Address Type of Business Contact Person Telephone Number Fax Number E mail Address Dates of Installation Description of System
198. will not preclude receipt of future invitations unless you request removal from the Proposer s List by so indicating below Unfortunately we must offer a No Proposal at this time because 1 We do not wish to participate in the proposal process 2 We do not wish to propose under the terms and conditions of the Request for Proposal document Our objections are 3 We do not feel we can be competitive 4 We do not provide the services on which proposals are requested 5 Other We wish to remain on the Proposer s list for these services We wish to be removed from the Proposer s list for these services FIRM NAME SIGNATURE Return completed form via fax 816 346 0336 RFP 11 5011 35 Telephone System amp Data Network 5 of 117 April 14 2011 RFP Advertised RFP Issued Pre Bid WEBEX Conference SECTION 1 PROPOSAL CALENDAR 11 5011 35 TELEPHONE SYSTEM amp DATA NETWORK AEE eda es On caus agentes ecouoa dee iach E April 21 2011 ee ee ee E April 21 2011 ENIO AE A ONET TA omen O May 2 2011 1 00 p m CDT Online Meeting Meeting Number 338 431 010 Meeting Password kcata050211 iPhones https elert webex com elert j php 7ED 172450272 amp UID 0 amp PW NNmUZzZMWY2MDZi amp RT MiM3 Enter your name and email address Enter the meeting password kcata050211 Click Join Now Audio Conference Only To receive a call back provide your phone number when you
199. work program operated by the United States Department of Homeland Security E Verify or an equivalent Federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees under the Immigration Reform and Control Act of 1986 and that the business entity will participate in said program with respect to any person hired to perform any work in connection with the contracted services I have attached hereto documentation sufficient to establish the business entity s enrollment and participation in the required electronic verification of work program I shall require that the language of this affidavit be included in the award documents for all sub contracts exceeding 5 000 00 at all tiers and that all subcontractors at all tiers shall affirm and provide documentation accordingly Affiant s signature Subscribed and sworn to before me this day of 20 Notary Public My Commission expires NOTE An example of acceptable documentation is the E Verify Memorandum of Understanding MOU a valid completed copy of the first page identifying the business entity and a valid copy of the signature page completed and signed by the business entity the Social Security Administration and the Department of Homeland Security RFP 1 1 5011 35 Telephone System amp Data Network Page 104 of 117 April 14 2011 ATTACHMENT G 2 AFFIDAVIT OF LOWER TIER PARTICIPANTS COMPLIAN

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