telephone system bid documents

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TELEPHONE SYSTEM BID DOCUMENTS For

GUILFORD HIGH SCHOOL 605 New England Road Guilford, Connecticut 06437

STATE DEPARTMENT OF EDUCATION

Project No. 060-0100N PHASE 3 of 3

Prepared by

KOHLER RONAN, LLC 93 Lake Avenue Danbury, CT 06810 October 1, 2014

TOWN OF GUILFORD RFP No. 4-1415

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TOWN OF GUILFORD REQUEST FOR PROPOSAL RFP#3-1415

GUILFORD HIGH SCHOOL TELEPHONE SYSTEM (FF&E) TABLE OF CONTENTS I. II. III. IV. V. VI. VII. VIII. IX.

Invitation to Bid (Legal Notice) General Conditions & Instructions to Bidders Additional Information to Bidders Acknowledgement: Receipt of Invitation to Bid Form Contract Non-Collusion/Non-Conflict Affidavit (submit with bid) Affirmative Action Affidavit (submit with bid) Prevailing Wage, as applicable General Specifications and Bid Proposal Forms(include Statement of Work) (submit with Bid)

REQUIREMENTS 1)

Certificate of Insurance

X_ Yes, upon bid award

2)

Bid Bond/Cashier’s Check (10% of base bid)

X_ Yes (submit w/ bid)

3)

100% Performance Bond

X_ Yes, upon bid award

4)

Labor & Materials Bond ( a/k/a Payment Bond)

X_-_ Yes, upon bid award

5)

Vendor References

X_ Yes, (submit w/bid)

6)

Required Affidavits/Bid Proposal Forms(see above)

X_ Yes, (submit w/ bid)

7)

Acknowledgement: receipt of Invite to Bid

X_ Yes (submit w/ bid)

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LEGAL NOTICE TOWN OF GUILFORD REQUEST FOR PROPOSAL RFP #4-1415 - Guilford High School Telephone system (FF&E) The Town of Guilford is seeking Telephone system competitive bids for Guilford High School. On Thursday February 5, 2015 at 3:30p.m. Sealed Bids will be due on at the office of the First Selectman, on the second floor of Town Hall, 31 Park Street, Guilford, CT 06437 at which time they will be opened publicly. Bids received after this date and time will be rejected. Sealed Bid envelopes (including overnight packaging) should be clearly labeled with bid number, bid title and marked “time sensitive”. On Tuesday January 20, 2015 the contract bid documents may be accessed from Kohler Ronan’s site: https://app.box.com/s/ulj2oshw4ty9umtfnaig and also from the Town of Guilford’s website at www.ci.guilford.ct.us and the Department of Administrative Services procurement website. Any questions regarding the bid specifications and documentation shall be directed, in writing only (no phone calls please), to Bo Laraia, [email protected], with a copy to the Purchasing Department at [email protected]. All questions must be received no later than noon on Friday January 30, 2015. There will be a non-mandatory pre-bid meeting on Friday, January 23, 2015 at 10:00 a.m. Respondents should meet in the Main Reading Room at the Guilford Free Library, 67 Park Street, Guilford CT 06437. No additional visits/inspections will be permitted prior to bid deadline. Each bidder will be required to submit to the Office of the First Selectman, their original proposal with one (1) copy and a bid bond or cashier’s check in the amount of ten percent (10%) of the base bid. Each bidder shall honor the bid price for ninety (90) business days from the date of the bid opening, without modification. Upon award of the bid, the winning bidder shall be bound by the bid proposal price throughout the contract period. This is a public works project covered by the Prevailing Wage Law CT - General Statutes Section 31-35 as it applies to the installation of technology equipment and electrical work that is attached or connected directly to the building or structure; leveling, securing, anchoring and erecting in place, complete and ready for use. Respondents should contact State DOL directly for clarification s regarding applicability of prevailing wage laws. The Town of Guilford reserves the right to reject any or all bids; or to waive defects in same, if it deems such to be in the best interest of the Town. __________________________ Joseph S. Mazza First Selectman ------------------------------------------------------------------------------------------------------Publish one time only in the New Haven Register under LEGAL NOTICES on January 20, 2015.

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II. GENERAL CONDITIONS AND INSTRUCTIONS TO BIDDERS The general rules and conditions outlined below apply to all purchases authorized by the Town of Guilford. The conditions outlined become a formal part of each Invitation to Bid unless otherwise specified. All Bidders are expected to fully inform themselves as to the conditions, requirements and specifications before submitting bids. Failure to do so will be at the Bidder's own risk. The terms and conditions outlined in the Invitation to Bid become part of the formal contract following award, unless specified otherwise. 1. 1.1

1.2

1.3

1.4

1.5

1.6 1.7 1.8

1.9

BIDDING PROCEDURE Bidder shall submit two (2) complete sets of the bid documents and all supporting material, unless otherwise stated in the Invitation to Bid. All appropriate blanks shall be completed. The signer of the bid shall initial any interlineations, alteration or erasure on the specification document. Bidders shall not change the Proposal Form nor make additional stipulations on the specifications document. Bid prices shall be submitted on the Bid Proposal Form included in the bid document. The Base Bid is the sum stated in the bid for which the Bidder offers to perform the work or provide merchandise or equipment described in the bid package as the base, to which work or materials may be added or from which work or materials may be deleted from sums stated in alternate bids. Conditional bids are subject to rejection in whole or in part. A conditional bid is defined as one which limits or modifies any of the terms and conditions and/or specifications of the Invitation to Bid. Alternate bids will not be considered unless specifically requested in the original bid package. An alternate bid is defined as one which is submitted in addition to the Bidder’s Base Bid set forth in the Invitation to Bid. Town shall have the right to accept alternates in any order or combination, unless otherwise specifically provided in the bid documents, and to determine the low Bidder on the basis of the sum of the Base Bid and alternates accepted. Unit prices will not be considered unless specifically requested in the original bid package. Unit price is defined as an amount proposed by Bidders, stated on the Bid Proposal Form, as a price per unit of measurement for material or services added to or deducted from the base bid by appropriate modification, if estimated quantities of work required by the contract documents are increased or decreased. Each bid must be legible (no pencil), include the full name, business and e-mail address, and telephone number of the Bidder and be signed in ink by the Bidder. A bid by a firm or organization other than a corporation must include the name and address of each member. A duly authorized representative of a Bidder entity must sign the bid and any applicable bond(s) in the name of such entity. Such representative must attest that he/she is duly authorized to bind such entity or submit a corporate resolution or limited liability/partnership consent evidencing such authority. Bids received after the time and date established for receiving bids will be rejected.

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1.10

1.11

1.12

At bid opening all bids are publicly opened and received. The bids will be considered unverified and subject to further review for acceptance/disqualification. The Town shall prepare a bid summary by the Town of Guilford, which summary shall be available to all Bidders upon the request. Quantities are listed as part of a bid package in order to assist Bidders. The Town’s acceptance of this bid will bind the Town to pay for, at unit price only, quantities ordered and delivered. The Town will not be required to accept delivery of any balances unordered as of the contract expiration date. Bidders shall submit catalogues, descriptive literature and detailed drawings, fully detailing features, designs and construction necessary to fully describe the material or work proposed in the bid.

2.

BIDDER’S SECURITY

2.1

Bid Security, as a guarantee of good faith, in the amount of ten percent (10%) of the base bid and in the form of a certified check, cashier’s check, or Bidder’s bond, shall be required to be submitted with the bid package for all bids. Such bid security will be returned to the unsuccessful Bidders when the award of bid is made. Bid security will be returned to the successful Bidder as follows: For bids with specified quantities for which the awarded bid package and delivery of award notice constitute the contract; upon the delivery and installation of all equipment or merchandise (and/or performance of services, if applicable), and upon final acceptance by the Town. For all other contracts; upon receipt by the Town of the executed contract and applicable bonds, if any. Town shall have the right to retain the bid security of Bidders to whom an award is being considered until either: A contract has been executed and bonds have been furnished. The specified time has elapsed so that the bids may be withdrawn. All bids have been rejected. Bid security will be forfeited to the Town as full liquidated damages, but not as a penalty, for any of the following reasons: If the Bidder fails to deliver the equipment or merchandise in full compliance with the accepted proposal and specifications. If the Bidder fails or refuses to enter into a contract on forms provided by the Town, and/or if the Bidder fails to provide sufficient bonds or insurance within applicable time periods set forth in the bid package. The surety company executing the bond must be licensed to do business in the state, or the bond must be countersigned by a company so licensed. The bond must be signed by an official of the surety company and corporate seal must be affixed over his/her signature. Signatures of two witnesses for both the principal and surety must appear on the bond, as required by law. A power of attorney for the official signing the bond for the surety company must be submitted with the bond.

2.2 2.3 2.3.1

2.3.2 2.4 2.4.1 2.4.2 2.4.3 2.5 2.5.1 2.5.2

2.6

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3.

CLARIFICATION OF SPECIFICATIONS/ADDENDA

3.1

Bidders shall promptly notify the Consultant, in writing, of any ambiguity, inconsistency or error, which they may discover upon examination of the specification documents. Bidders desiring clarification or interpretation of the specification documents shall make a written request which must reach Bo Laraia, at Kohler Ronan LLC, [email protected] with a copy to the Purchasing Department at [email protected] no later than January 30, 2015 at noon. Failure to request a clarification or interpretation within said time frame shall be deemed a waiver of the right to assert these issues and claims in the future. Interpretations, corrections and changes made to the specification documents will be made by written addenda. Oral interpretations or changes to the specifications documents made in any other manner, will not be binding on the Town and Bidders will not rely upon such interpretations or changes. Addenda are written instruments issued by the Town prior to the bid opening date, which modify or interpret the specification document by addition, deletion, clarification or correction. It is the Bidder’s responsibility to check for addenda prior to submitting proposals. Copies of addenda will be made available for inspection at the office of the Purchasing Department, which is located in the First Selectman’s office. No addenda will be issued later than forty-eight (48) hours prior to the bid opening date, except addenda withdrawing the Invitation to bid or addenda which includes postponement of the bid. Bidders shall ascertain prior to submitting their bid that they have received all addenda issued, and they shall acknowledge receipt of addenda on the Bid Proposal Form. It is the sole responsibility of the Bidders to monitor the Kohler Ronan web site to determine if addendums have issued.

3.2

3.3 3.4

3.5

3.6 3.7 3.8

3.9

4.

BIDDER REPRESENTATION

4.1

Each Bidder by signing and submitting a bid, represents that the Bidder has read and understands the specifications documents and all addendums, and the bid has been made in accordance therewith. Each Bidder for services further represents that the Bidder has visited the site and has become familiar with and is satisfied as to the general, local and site conditions that may affect cost, progress, performance, furnishing and completion of the services. Bidder acknowledges that it is solely responsible for investigating and satisfying itself as to all actual and existing site conditions. Bidder recognizes and agrees that the Town is subject to the Freedom of Information Act of the Connecticut General Statutes and, as such, any information contained in or submitted with or in connection with Bidder’s bid is subject to disclosure if required by law or otherwise. Bidder expressly waives any claims that Bidder or any of its successors and/or assigns has or may have against the Town or any of its directors, officers, employees or authorized agents as a result of any such disclosure.

4.2

4.3

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4.4

Bidder recognizes and agrees that the Town shall have the right to inspect and audit the records of the Contractor as they pertain to this bid.

5.

SUBSTITUTIONS

5.1

Wherever in the specifications or Bid Proposal form brand names, manufacturer, trade name, or catalog numbers are specified, it is for the purpose of establishing standard of required function, dimension, appearance and quality to be met by any proposed substitution. No substitution will be considered prior to receipt of bids. It is the Bidder’s responsibility to identify any Substitutes, “Or Equal”, offered in the bid, and prove to the satisfaction of the Town that said item is equal to, or better than, the product specified. Bidder shall identify the manufacturer and brand name of each proposed substitute, plus a complete description of the substitute items including illustrations, performance test data and any other information necessary for an evaluation. The Bidder must indicate any variances by item number from the specification document. Bidder must fully explain the variances from the specification document, since brochure information may not be sufficient. Town reserves the right to approve as an equal or to reject as not being equal any article the Bidder proposes to furnish which contains major or minor variations from the specifications requirements. Any deviation from the Town’s specifications not previously submitted as required by the above will be grounds for rejection of the material and/or equipment.

5.2

6.

SAMPLES

6.1

When samples are required from Bidders, the samples may be retained by the Town of Guilford until the delivery of contracted items by the awarded Bidder and with respect to the rejected Bidders, upon notification of such rejection. Bidders shall be responsible for delivery and removal of samples, at Bidders’ sole cost. All samples are to be marked samples and delivered to Guilford. The package must indicate the name of the Bidder, item enclosed and bid number. Failure to adequately identify samples as indicated may be considered sufficient grounds for rejection of the bid.

7.

BID AWARD

7.1

The signed bid proposal shall be considered an offer on the part of the Bidder. Such offer shall be deemed accepted upon receipt of proper Town authorization from the Board of Selectmen, and delivery by the Town of a notice of award letter to the winning bidder, or if applicable, execution by the Town and Bidder of a separate contract, in the form included in the bid package, or if not included in the bid package, in a form mutually acceptable to both parties. In either case, the terms and provisions of the Town’s Invitation to Bid shall be deemed incorporated into the contract. Notwithstanding anything to the contrary stated herein, the contract shall be deemed executory only to the extent of appropriation available to each agency for the purchase of such articles/services. The Town’s extended obligation on those contracts which envision extended funding, through successive fiscal periods shall be contingent upon actual appropriations for the following year. In the event that funding

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7.2

7.3

7.4

7.5

is not available at the time of award and/or execution of the contract and/or if the Town budget is approved for the fiscal year in which the contract is to be performed after contract execution or time of award but prior to the performance of the contract, the Town reserves the right to cancel the contract. Contracts shall be executed by the Bidder and delivered to the Town for counter-execution within five (5) business days of Town’s delivery of final contracts for execution. If the Town and Bidder cannot agree upon a final form contract within five (5) business days of notice of award, or anytime thereafter, as determined by Town, the Town may reject the bid and award to the next most responsible responsive bidder. No bid shall be modified or withdrawn for a period of ninety (90) calendar days after the time and date established for receiving bids, and each Bidder so agrees in submitting the bid. Upon award of the bid, the winning bidder shall be bound by the bid proposal price throughout the contract period. If two or more Bidders submit identical bids and are equally qualified, the decision of the Town to make award to one or more of such Bidders shall be final. Selection shall be made by drawing lots in public, unless one of the bidders is a resident bidder, in which case preference shall be given to the resident bidder. The contract will be awarded to the lowest responsive, responsible Bidder complying with all the provisions of the invitation, provided the bid price is reasonable and in the best interest of the Town of Guilford to accept it. The Town reserves the right to reject any or all bids. The Town specifically reserves the right to reject the low Bidder. In determining responsibility the following qualifications in addition to price will be considered. a.

Compliance to the specifications, and the terms, conditions and instructions of the bid documents/quote request.

b.

The ability and capacity of the Bidder to perform the work or provide the services required.

c.

The character, integrity, reputation and experience of the Bidder

d.

The quality and satisfaction of any previous work or services performed for the Town.

e.

The financial resources available to provide the insurance and bond requirements of the bid.

f.

The number and scope of any conditions or exceptions included in the bid or quote.

g.

The quality, availability and adaptability of the supplies or contractual services to the particular use required.

h. The ability of the Bidder to provide future maintenance and service for the use of the subject of the contract, if applicable. State of Connecticut Project No. 060-0100N Phase 3 of 3

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7.6

The Town reserves the right to reject all bids or any part of a bid or to waive defects in bids if to do so is deemed to be in the best interest of the Town. The Town reserves the right to waive irregularities and technicalities in bids, such as shall best service the requirement and interest of the Town.

8.

TERMS OF PAYMENT

8.1

Prepayment discounts for early payment are preferred. All others to be Net 30 days unless otherwise specified. The Town is exempt from state and local taxes. A contract shall be deemed executory only to the extent of appropriation available to each agency for the purchase of such articles. The Town's extended obligation on these contracts which envision extended funding, through successive fiscal periods shall be contingent upon actual appropriations for the following year

8.2 8.3

9.

PERFORMANCE/LABOR AND MATERIALS BOND

9.1

If required by the bid specifications, the successful Bidder shall supply an original performance bond and labor and materials bond in the amount of 100% of the total awarded bid amount within five (5) business days of the award notification. The provisions of Section 2.6 above shall apply to the bonds required by this Section 9.1. The bonds shall remain in effect for one year from the date of delivery of the bonds to the Town. Should the Town elect to renew the terms of the accepted proposal, if applicable, then the bonds shall be extended for the period of such renewal period and the performance bond shall be increased to the full amount of the revised contract price, if applicable.

10.

INSURANCE REQUIREMENTS

10.1

The successful Bidder shall, at its own expense and cost, obtain and keep in force during the duration of the work/project the insurance set forth below covering the Bidder and its agents, employees and subcontractors and other providers of services and shall name the Town of Guilford and Guilford Board of Education and its employees and agents as “Additional Insureds” on a primary and non-contributory basis to the Bidder’s Commercial General Liability and Automobile Liability Certificate of Insurance. Insurance shall be written with Carriers approved in the State of Connecticut and with a minimum Best’s Rating of A-. In addition, all Carriers are subject to approval by the Town of Guilford. The Town reserves the right to require additional coverages than those listed below, including, without limitation, Builder’s Risk insurance for construction projects and Owner’s Protective Liability, if desirable. The required coverages are as follows: a. Worker’s Compensation Insurance: (i) statutory coverage, (ii) employer’s liability; (iii) $500,000 each accident/ $500,000 disease-policy limit/$500,000 disease each employee (Coverage is to be extended for USL&H benefits and

10.2

10.3

10.4

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include coverage for Jones Act where work is adjacent to or on the water); and (iv) waiver of subrogation shall be provided. b. Commercial General Liability: (on an occurrence basis): (i) including premises & operations, products and completed operations, personal and advertising injury, contractual liability and independent contractors, (ii) limits of liability for bodily injury and property damage each occurrence $1,000,000, aggregate $2,000,000 (to be applied separately to each job), and (iii) waver of subrogation shall be provided. c. Automobile Insurance: (i) including all owned, hired, borrowed and non-owned vehicles; (ii) limit of liability for bodily injury and property damage per accident $1,000,000; and (iii) wavier of subrogation shall be provided. d. Excess Liability Coverage (Umbrella): With respect to the coverage provided by firm for this Project, excess liability insurance will be provided in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and annual aggregate basis. The Bidder shall provide a Certificate of Insurance to the Town within five (5) business days after receipt of notice of award. The Certificate shall specify that the Town of Guilford and Board of Education shall receive thirty (30) days advance written notice of cancellation or non-renewal. The Certificate shall evidence all required coverage including the Additional Insured and Waiver of Subrogation. Notwithstanding the forgoing, in the event that any State laws or regulations require additional coverage and/or higher coverage amounts, State laws and regulations shall control. 11.

WARRANTIES AND MAINTENANCE

11.1 11.2

Copies of manufacturer’s warranties and maintenance policies and associated costs shall accompany the bid proposal for items being bid. At a minimum the Bidder shall warrant that any defective components discovered within a one year period after the date of installation/delivery shall be replaced at no expense to the Town, unless otherwise specified. Bidder shall pay the cost of all shipping with regard to such defective parts (both return and purchase of replacement parts.)

12.

INDEMNIFICATION

12.1

The Bidder shall indemnify and hold harmless the Town, its agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees arising out of, in whole or in part, the performance of the contract, or any negligent or willful act or omission of the Bidder, its subcontractors, employees or agents, including, without limitation, claims, damages, loss and expense attributable to bodily injury, sickness, disease or death or injury to or destruction of tangible property, including the loss of use resulting there from or attributable to any type of pollution and/or environmental impairment or release into or upon land, the atmosphere, or any course or body of water that is above or below ground. The indemnification obligation under 12.1 shall not be

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limited in anyway by any limitation of the amount or type of damages, compensation or benefits payable by or for the Bidder, its subcontractors, agents or employees under worker’s compensation, disability benefit acts or other employee benefit acts. This indemnity shall survive the expiration or early termination of the contract. 13.

MISCELLANEOUS CONTRACT TERMS

13.1

Delivery. Bidder shall state on its Proposal Form the date upon which it can make delivery of all equipment or merchandise. Time is of the essence. All bids shall be based upon inside delivery and installation of the equipment or merchandise F.O.B. at the location specified by the Town. The Town reserves the right to cancel orders or any part thereof, without obligation, if delivery is not made within the time(s) specified on the proposal form. Such failure to deliver shall authorize the Town to purchase replacement articles of comparable grade from third party supplier(s). On all such purchases, Bidder shall reimburse the Town, within a reasonable time as specified by the Town, for any expenses incurred in excess of contract prices or the Town may deduct such amount from amounts owed the defaulting contractor. Such substitute purchases shall be deducted from contract quantities. If in the best interest of the Town, the Town reserves the right to use or consume articles delivered which are substandard in quality, subject to an adjustment in price to be determined by the Town. Termination of Contract. Contracts shall remain in force for the period within which the Bidder must perform as set forth in the proposal, unless (i) there have been satisfactory deliveries prior to expiration; or (ii) an extension has been agreed upon as evidenced by a contract extension executed by Bidder and the Town. Assignment. Bidder shall not assign or transfer this contract or its obligations hereunder without the consent of the Town, which consent may be withheld in the Town’s sole discretion. Default. The contract may be terminated by the Town by written notice of default to the contractor upon non-performance or breach of the contract terms. The awarded Bidder shall be obligated to pay the Town for all losses, damages, costs and expenses, including the cost of re-procurement, and attorney’s fees incurred defending claims arising from such default and in seeking recovery of all such costs and expenses from Bidder and/or its surety. Upon a termination for cause, the Town shall have no further obligation to issue payments to the Contractor until resolution of the dispute.

13.2

13.3

13.4

13.5

Conflict. To the extent any of the contract terms set forth in sections 13.1 through 13.4 conflict with the terms of the form Contract entered into by the parties, the Contract terms shall control.

14.

COMPLIANCE WITH LAWS

14.1

The Bidder shall comply with all federal, state and local laws and regulation and shall procure all necessary license and permits, pay all charges and fees and give all notice necessary and incident to the due and lawful performance of the contract and bid process. Such laws shall include, without limitation, the following:

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a. Non-Discrimination and Affirmative Action. Contractor, in performing under this contract, shall not discriminate against any worker, employee or applicant, or any member of the public, because of race, creed, color, age, marital status, sexual orientation, national origin, ancestry, sex, mental retardation or physical disability, including but not limited to blindness, unless it is shown by the contractor that such disability prevents performance of the work involved in any manner prohibited by the laws of the United States or the State of Connecticut, nor otherwise commit an unfair employment practice. Contractor further agrees that this article, (and any additional provisions required by law), will be incorporated by contractor in all contracts entered into with suppliers of materials or services contractors and sub-contractors and all labor organizations, furnishing skilled, unskilled and craft union skilled labor or who may perform any such labor or services in connection with this contract. The following principles and requirements of Equal Opportunity and Affirmative Action, as incorporated herein, will be incorporated into "Equal Opportunity - NonDiscrimination Clause" are hereby deemed to be included in all Town bid documents, purchase orders, lease and contracts entered into with the Town. The principles of Affirmative Action are addressed in the 13th, 14th and 15th Amendments of the United States Constitution, Civil Rights Act of 1964, Equal Pay Act of 1963, Title VI and VII of the 1964 United States Civil Rights Act, Presidential Executive Orders 11246, 11375, 11478 (nondiscrimination under federal contracts), Act 1, Section 1 and 20 of the Connecticut Constitution, Governor Grasso's Executive Order Number 11, Governor O'Neill's Executive Order Number 9, the Connecticut Fair Employment Practices Law (Sec. 46a-60-69) of the Connecticut General Statutes (CGS), Connecticut Code of Fair Practices (46a-70-81), Deprivation of Civil Rights (46a-58 (a)(d) ), Public Accommodations Law (46a-63-64), Discrimination against Criminal Offenders (46a-80), definition of blind (46a-51(1)), definition of Physically Disabled (46a-51 (15) ), definition of Mentally Retarded (46a-51-13 ), cooperation with the Commission on Human Rights and Opportunities (46a-77), Sexual Harassment (46a60 (a)-8), Connecticut Credit Discrimination Law (360436 through 439), Title 1 of the State and the Local Fiscal Assistance Act 1 1972. If a project is funded in whole or in part by State funds, CGS Sections 46a-68c through 46a-68k apply to contractors. These Sections trigger affirmative action plan requirements for contractors and the filing of compliance reports with the State by contractors. b.

Executive Orders. The contract may be subject to the provisions of Executive Order No. Three of Governor Thomas J. Meskill, promulgate June 16, 1971, concerning labor employment practices, Executive Order No. Seventeen of Governor Thomas J. Meskill, promulgate February 15, 1973, concerning the listing of employment opening and Executive Order No. Sixteen of Governor John G. Rowland promulgated August 4, 1999, concerning violence in the workplace, all of which are incorporated into and are made a part of the contract as if they had been fully set forth in it. The contract may also be subject to Executive Order No. 7C of Governor M. Jodi Rell, promulgated July 13, 2006, concerning contracting reforms and Executive Order No. 14 of Governor M. Jodi Rell,

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promulgate April 17, 2006, concerning procurement of cleaning products and services, in accordance with their respective terms and conditions. c.

Connecticut’s Prevailing Wage Law Provision. If applicable, the contractor must be in full compliance with CGS Section 31-53 and 31-53(a) which applies to each contract for the construction, remodeling, refinishing, refurbishing, rehabilitation, alteration, or repair of any public w0orks project by the state or its agents, or by any political subdivision of the State, CGS Section 31-53 (g) provides monetary thresholds which must be met before the law is applicable. In accordance with CGS Section 31-53, projects are subject to the payment of minimum prevailing wages where the total cost of all work to be performed by all contractors and subcontractors in connection with new construction of any public works project is $400,000 or more and where the total cost of all work to be performed by all contractors and subcontractors in connection with any remodeling, refinishing, refurbishing, rehabilitation, alteration or repair of any public works project is $100,000 or more. For qualifying projects, all contractors and subcontractors shall submit to the Finance Department certified weekly payrolls for all contracts meeting the stated monetary limits. The certified payrolls shall be submitted to the Finance Department with the contractor’s monthly certificate for payment. The contractor should familiarize themselves with all aspects of the provisions under state law in order to ensure full compliance.

d.

Occupational Safety and Health Administration Requirements. According to CGS, Section 31-53b (a) each contract entered into on or after July 1, 2007, for the construction, remodeling, refinishing, refurbishing, rehabilitation, alteration or repair of any public building project by the state or any of its agents, or by a political subdivision of the state or any of its agents, where the total cost of all work to be performed by all contractors and subcontractors in connection with the contract is at least $100,000 shall contain a provision requiring that, not later than thirty days after the date such contract is awarded, each contractor furnish proof to the Labor Commissioner that all employees performing manual labor on or in such public building , pursuant to such contract, have completed a course of at least ten hours in duration in construction safety and health approved by the federal Occupational Safety and Health Administration or, in the case of telecommunications employees, have completed at least ten hours of training in accordance with 29 CFR 1910.268. The aforesaid provisions shall be deemed to be incorporated into the Contract with the Town. The contractors should familiarize themselves with all aspects of state law and any applicable regulations pertaining to these requirements in order to ensure full compliance.

e.

Payment Bond/Performance Bond State Law Requirements. CGS Section 4941, known as the Little Miller Act, requires that the Town ensure that payment bonds a/k/a labor and materials bond in the amount of the contract are provided for public works projects over $100,000. When a contract for construction, alteration, remodeling, repair or demolition of any public building is estimated to cost more than $500,000 additional laws/requirements apply. The contractors should

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familiarize themselves with all aspects of state law and any applicable regulations pertaining to these requirements in order to ensure full compliance. f.

Non-Resident Contractor 5% Tax For Contracts. CGS Section 12430(7) requires non-resident contractors who perform services or furnish materials, or both, for the construction, alteration or improvement of any project in which the contract price is at least $250,000, to furnish the Department of Revenue Services (DRS) a Guarantee Bond for 5% of the total cost of the work, issued under a contract using Form AU-766, Guarantee Bond. This form is available on the State DRS website. Form AU-766 must be submitted for each additional change order or supplement issued against the contract. Non-resident contractors must have completed and submitted to the DRS Form REG-1, Business Tax Registration Application, to register with the DRS and have been issued a Connecticut Tax Registration Number. This form is available on the DRS website. Non-resident contractors have 120 days from the commencement of the contract to file the Guarantee Bond with the State. Commencement of the contract, as defined by law, “means the time when the non-resident contractor signs the contract, but, in any event, occurs no later than when the work under the contract actually starts.” As soon as the guarantee bond is filed with the DRS, the non-resident contractor shall submit the copy of such Guarantee Bond together with the non-resident contractor’s Connecticut Tax Registration Number to the Town department for whom the project is required. After the non-resident contractor receives its Certificate of Compliance from the DRS confirming that the Guarantee Bond requirement has been met, the non-resident contractor shall submit a copy of the same to the department, for whom the work is being performed, with a copy to the Purchasing Department.

g.

Equal Employment Opportunity (EEO); Minority Business Enterprises (MBE) If a project is funded in whole or in part by state or federal funds, there may be a requirement that the contractor comply with CGS Section 4a-60 and applicable State regulations. On these projects it will depend upon which set-aside requirements are imposed by the funding agency. If no set-aside requirement is imposed, a statement that the contractor is required to undertake good faith efforts to include subcontractors and suppliers who are minority business enterprises will suffice and shall be deemed to be incorporated into the Contract with the Town. If there is a set-aside goal, the Town and contractor shall comply with the Small Contractors Set-Aside Program and the hiring goals identified by the State Commission on Human Rights and Opportunities.

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III. ADDITIONAL INSTRUCTION TO BIDDERS 1. GENERAL REQUIREMENTS A. By submitting this quote, the vendor takes responsibility for providing all material and personnel necessary to complete the proposed work properly. B. All responses become the property of the Owner. The Owner reserves the right to determine whether the vendor has the capability to carry out the proposed work properly. C. All pricing must be firm and guaranteed for 90 days. Equipment Unit Pricing (network switches, switch modules, wireless access points, mounting kits, and phone sets) must remain valid for 6 months from the award date to accommodate future and/or unforeseen equipment purchases.

2. PROCEDURES A. All responses must be received by deadline so noted. Any responses received after that time will be eliminated from consideration. B. All proposals must be submitted by the Due Date. Included should be all requested addenda information, brochures, samples, etc. All costs for proposal preparation are entirely the responsibility of the vendor. C. The Owner reserves the right to amend or cancel this Specification at any time, for any reason. D. Following review of the bids, vendors who are selected for the “short-list” will be invited to present an overview of their proposed solution and to allow staff from Guilford Board of Education to understand the proposed solution, and to review each vendor’s proposal to ensure the complete scope has been included in the bid proposal. These meetings will be held on February 12-13, 2015. Short-Listed bidders will be notified by February 9, 2015 what time their presentation will be held, and the meeting location. 3. PROJECT SCHEDULE A. Time is of the essence of the Contract. Completion of Work included in the Invitation in accordance with the Project Schedule is absolutely essential to the use and occupancy of the Project for the Owner's operations. Contractor is to include in its quotations all costs, extra crews, equipment, warehousing, etc. as required to meet schedule. B. The selected Contractor(s) shall set forth a detailed schedule, including deliveries and field installation as proposed to meet schedule. Such schedule shall be compatible with Construction Project Schedule. Contractor shall notify Owner ten (10) days in advance of delivery. As a major part of bid analysis, each Bidder may be asked to describe in detail how it would furnish and install its portion of the Project, schedule, manpower, deliveries, etc. This would be done shortly after receipt of bids. State of Connecticut Project No. 060-0100N Phase 3 of 3

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C. If Contractor is behind schedule through fault of no one but itself, it shall add manpower and/or work overtime as required by Construction Manager in order to regain schedule. No compensation for such overtime or added manpower will be made. If Contractor is required by Construction Manager to work overtime for the convenience of the Project, such overtime premium costs will be compensated except that no overhead or profit will be allowed on the premium portion of these costs. D. Note that Contractor will be required to purchase and submit for approval all critical materials and equipment immediately and that at some time during the schedule subcontractor may be required to perform work out of normal sequence. E. Subcontractors whose work normally is coordinated with others should make themselves aware of others' work scope. F. Anticipated Project Schedule: Activity RFP released to vendors Pre-Bid Meeting Final questions deadline Proposals Due Presentations for Short-Listed Vendor(s) Purchase Order Issued Design Meeting(s) with Awarded Vendors(s) IT Staff Training & Installation (anticipated) User Training (Phones, Voicemail, etc) 4. SELECTION CRITERIA

Date January 20, 2015 January 23, 2015 January 30, 2015 February 5, 2015 February 12-13, 2015 February 20, 2015 March, 2015 March-April, 2015 September 2-4, 2015

A. The purchasing decision will be based on many different price/performance factors. In addition to cost considerations, proposals will be evaluated on the basis of the following factors. The Owner will select the vendor based upon the best overall solution and value, and is not obligated to select the lowest price bidder: 1. Functionality of standard equipment and features to meet the Owner’s specific needs. 2. Availability of additional optional capabilities to add as needed. 3. System growth and expansion 4. Open standards based software, hardware, and interfaces 5. Ease of Use 6. Ease of System Administration 7. Product quality, reliability, and warranty plan 8. Credible commitment by the vendor to the product and to ongoing enhancement of both feature capabilities and service State of Connecticut Project No. 060-0100N Phase 3 of 3

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B. The Owner reserves the right to reject any and all bids, to waive any and all informalities not involving price, time, or changes in the Work and to negotiate contract terms with the Successful Bidder, and the right to disregard all nonconforming, non-responsible, unbalanced, or conditional bids. Also, the Owner reserves the right to reject the Bid of any Bidder if it believes that it would not be in the best interest of the project to make an award to that Bidder, whether because the Bid is not responsible or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by the Owner. Discrepancies in the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. C. In evaluating Bids, the Owner will consider the qualifications of the Bidders, whether or not the Bids comply with the prescribed requirements, and such alternative unit prices and other data, as may be requested prior to the Notice of Award. D. The Owner may consider the qualifications and experience of Subcontractors, Suppliers, and other persons and organizations proposed for those portions of the Work as to which the identity of Subcontractors, Suppliers, and other persons and organizations must be submitted. E. The Owner also may consider the operating costs, maintenance requirements, performance data, and guarantees of major items of materials and equipment proposed for incorporation in the Work when such data is required to be submitted prior to the Notice of Award. F. The Owner may conduct such investigations as it deems necessary to assist in the evaluation of any Bid and to establish the responsibility, qualifications, and financial ability of Bidders, proposed subcontractors, suppliers, and other persons and organizations to perform and furnish the Work in accordance with the RFP to the Owner's satisfaction. G. If the contract is to be awarded, it will be awarded to the Bidder whose evaluation by the Owner indicates that the award will be in the best interest of the Project. H. If the contract is to be awarded, the Owner will give the Successful Bidder a Notice of Award within thirty (30) days after the day of the Bid opening. I. Successful bidder shall enter into a contract and be issued a formal purchase order from the Guilford Board of Education.

5. GENRAL INSTALLATION SPECIFICATIONS A. It is not the intent of this RFP to describe all technical requirements essential to the functioning of the proposed equipment. It is the vendor’s responsibility to design, engineer, implement and deliver a fully functioning, complete, optimized system that meets the technical and functional requirements.

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B. The Work to be provided shall include the furnishing of all labor, materials, equipment and services necessary, or reasonably incidental to, the completion of the specified work. It shall be the responsibility of the Contractor to meet all of the requirements stated in this quotation request. C. Before submitting a quote, the contractor shall take into consideration the amount and character of work to be done and of the difficulties involved in its proper execution; all costs incidental to the Work must be included to cover all contingencies essential to the completion of the proposed work, notwithstanding that every item or contingency is not specifically mentioned herein. Any additional material needed to meet the basic specifications shall be included in the proposal and will be supplied by the Contractor. D. No claims for compensation for extra work due to lack of knowledge on the part of the Contractor will be considered or allowed. E. The contractor will coordinate with Owner’s personnel to ensure that power, cooling, equipment, room space, and other environmental conditions are adequate. F. Electrical power connections required for all communications equipment installed will be provided by the Owner and should not be included in costs. All outlets required by the contractor shall be identified in its response. Contractor shall also include in its response a list of the type of electrical power connections required by the proposed equipment and show the desired location of all electrical power connections. G. The Contractor will coordinate with other Contractors as is necessary at its own expense, for any supporting trade work it may require. All such work will be supervised and checked by the Contractor. H. The Contractor will conform to all building regulations with regard to running cable in the hung ceiling. I. The Contractor shall be responsible for any damage to the floor, walls, etc., which is caused by its personnel or equipment, during the installation and also is responsible for the removal of all of its debris, clean up, and restoration of the area to its original condition, if applicable. This will include all subcontractors, if any, hired by the Contractor to work on the Owner's premises. J. All equipment installed shall be firmly held in place by fastenings and/or supports, which are adequate to support their loads with an ample safety factor. Cable run in the ceiling must be selfsupporting and cannot be affixed, in any way, to the framework of the hung ceiling. K. All cables, (where applicable) regardless of length, shall be marked and/or numbered at both ends. Marking codes shall correspond to recognized standards and specifications. All cabling shall be neatly laced, dressed, and adequately supported. No splices will be allowed in system wiring other than at approved designated locations.

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L. Care shall be exercised in wiring to avoid damage to cable and equipment both existing and new. All wiring and connectors shall be installed in strict adherence to standard communications installation practices and all applicable Federal, State, and Local Building codes. Contractor shall take all necessary precautions to protect the building areas adjacent to work. All openings required by the Contractor for the installation of any cable shall be sealed by the Contractor in accordance with applicable fire and building codes. Any permits required shall be obtained by the Contractor. M. The Owner shall furnish and provide the following: 1. Any power and light required to facilitate the installation of equipment. 2. Reasonable openings and storage space to permit scheduled delivery of equipment as well as normal security for delivered items to protect against theft. 3. Adequate foundation below bases and floors to maintain the weight of the equipment. 4. Adequate workspace to accommodate installation of equipment. 5. Access to all premises as required by installation of the proposed system. N. The site of the Work shall be available for inspection at any time by the Owner or Owner’s representative. All materials and work not conforming to the specifications shall be subject to rejection. All rejected work or materials shall be immediately replaced to conform to the specifications. O. No changes shall be made, nor will bills for changes, alterations, modifications, deviations, and extra orders be recognized or paid for except upon the written order from the Owner. P. The Contractor shall install only new equipment and the manufacturer shall warrant all of the equipment against defective parts and workmanship for a minimum period of one (1) year from the date on which the equipment is accepted by the Owner. Contractor shall further guarantee to replace any defective unit or part without cost to the Owner; to warrant that unit or part for one (1) year after installation; and to guarantee that all equipment is new, standard and regularly used for the specified purpose. Q. The awarded contractor will be required to attend a brief safety meeting conducted by the General Contractor. All persons working in the premises shall be required to attend prior to any work commencing within the building. Safety equipment to be provided by the awarded contractor includes hard hats, safety shoes, and reflective vests for all personnel working in the building. R. The contractor shall coordinate with the Owner any data network requirements including but not limited to IP Address allocation, Ethernet requirements, Data Switching ports, bandwidth, etc. State of Connecticut Project No. 060-0100N Phase 3 of 3

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S. Under no circumstances shall any device be connected to Owner’s data network without approval from the Owner. This includes any phone switch equipment, laptops, PC, network diagnosis tools, hubs, data switches, or any other device capable of connecting to the data network. T. At the conclusion of the project, all telecommunications cabinets will be vacuumed to remove dust, dirt, wire clippings, and other debris. All rack mount equipment in cabinets and free-standing racks will be dusted and the Telecom rooms left broom clean. All work-related rubbish must be removed from the buildings. In the case of a dispute, The Owner may remove the rubbish and charge the cost to the selected vendor / contractor. U. The selected vendor / contractor shall have sufficient resources in order to complete the project within the allotted timeframe and shall, upon request, demonstrate that they have the resources necessary to fulfill the project timeline. V. Contractors shall provide Owner with a Project Implementation Schedule. The Project Implementation Schedule must be agreed upon by both the contractor and the Owner. W. If the selected vendor/contractor defaults or neglects to carry out the Scope of Work, the Owner may, after seven (7) days’ written notice to the selected vendor/contractor and without prejudice to any other remedy it may have, make good such deficiencies and may deduct the cost thereof from the payment then or thereafter due the selected vendor/contractor. X. A Subcontractor is a person, firm, company or corporation who has a contract with the contractor to perform any work for completing the project. The selected contractor shall be responsible for the actions, inactions, and work performed by the subcontractor. The selected contractor shall furnish to the Owner, in writing, a list of any/all subcontractors proposed to perform any part or portion of the Scope of Work to complete the project. The selected contractor shall not employ any subcontractor to whom the Owner objects and may withdraw their quote or submit an acceptable substitute. Y. When applying for payments, the contractor shall submit to the Owner an itemized invoice based upon the installation schedule. The project shall be considered complete when the Scope of Work has been completed, accepted by the Owner, and the following items are furnished; a) required warranties, b) electronic cable test results, c) as-built drawings. These items must be furnished within 14 days of project completion. Payments may be withheld by the Owner for; a) defective work not remedied, b) claims filed and unresolved, c) damages to the Owner or another contractor, d) failure to furnish warranties, cable test results, and asbuilt drawings. Z. The Owner may reject work which does not conform to the specifications in the request for proposal. If the selected contractor fails to correct any defective work or fails to supply labor, materials, or equipment in accordance with the specifications, the Owner may order the selected vendor / contractor to stop all work, or any portion thereof, until the cause for such order has been eliminated. Payments may be withheld until defective work is corrected to the Owner’s satisfaction. State of Connecticut Project No. 060-0100N Phase 3 of 3

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6.

QUESTIONS ABOUT PLANS AND SPECIFICATIONS See Section 3 of Article II General Conditions and Instructions to Bidders. Questions are to be presented in writing to Kohler Ronan LLC. Answers received during bidding directly from Owner or Guilford High School Personnel will not be binding.

7.

COORDINATION AND JURISDICTION The Contractor shall coordinate its work with that of other trades at all times.

8.

PARKING AND ACCESS Parking of workers', supervisors', or management employees' cars will be allowed on the site only in designated areas (except with the specific approval of Construction Manager and Owner in advance). Trucks will be allowed on the actual project site only to make deliveries of material, tools, or equipment and must then leave promptly unless being used as a tool of the trade.

9.

OTHER OPERATIONS Contractor shall do all things necessary to keep noise, vibration and disruption to an absolute minimum. All work to be done inside the Guilford High School or in adjacent areas is to be coordinated and approved in advance with the Owner and Construction Manager. The operations of the school or construction of the project is not to be disrupted or affected.

10.

CLEAN UP Daily clean up and removal of rubbish is the responsibility of the Contractor. Contractor shall be responsible for proper disposal of all packing and crating materials off-site. Cooperation among Subcontractors is required and expected regarding cleaning of general litter. Buildings are to be kept clean at all times and failure of Contractor in this regard will result in back charges from the Construction Manager for cleaning.

11.

CUTTING AND PATCHING The Contractor shall perform all cutting and patching under jurisdiction of its trade(s). Also, if cutting and patching are required as a result of Contractor's failure in the performance of the Work, the Contractor shall be responsible for the corrective cutting and patching at no cost to the Construction Manager.

12.

INSURANCE

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Contractor is to provide insurance as noted in Exhibit A to Purchasing Policy, Section 10 of Article II General Conditions and Instructions to Bidders and in AIA document A251-2007 General Conditions for the Contract for Furniture, Furnishings and Equipment. The Contractor shall provide insurance coverage for portions of the Furniture, Furnishings and Equipment stored off-site after written approval of the Owner at the value established in the approval and also for portions of the Furniture, Furnishings and Equipment in transit. 13.

PROTECTION AGAINST LOSS AND DAMAGE The Contractor shall protect and secure its materials and equipment against loss, including theft. The Construction Manager will not accept any claim for alleged theft. Contractor will protect its work from damage until its work is complete for the entire project.

14.

SALES TAX This project is exempt from Connecticut Sales Tax.

15.

SITE VISIT The Contractor acknowledges that prior to furnishing a proposal for the Work, it has visited the site and is familiar with conditions at the site and in the locality where the Work is to be performed which could affect its work. Selected contractor may be required to attend a preinstallation meeting.

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Acknowledgement: Receipt of Request for Proposal Town of Guilford RFP #4-1415 TELEPHONE SYSTEM Please acknowledge receipt of the attached documents immediately. Bid No.:

CT State Project No. 060-0100N

Telephone system for the Guilford High School

Date Issued: Date documents received:

______/______/________

Do you plan to submit a bid?

Yes______

No_____

Print or type the following information: Company Name: Address:

Telephone:

Fax:

E-mail: Received by:

Note: Faxed or e-mailed acknowledgements are requested. Fax No.: (203) 778-1018 E-mail: [email protected] Fax this sheet only. A cover sheet is not required.

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V. TOWN FORM CONTRACT AIA Documents on the following 17 pages.

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VI. NON-COLLUSIVE/NON-CONFLICT AFFIDAVIT OF BIDDERS FOR: RFP# 4-1415 TELEPHONE SYSTEM GUILFORD HIGH SCHOOL The undersigned bidder, having fully informed themselves regarding the accuracy of the statements made herein certifies that: 1. the bid has been arrived at by the bidder independently and has been submitted without collusion with, and without any agreement, understanding, or planned common course of action with any other vendor of materials, supplies, equipment, or services described in the invitation to bid, designed to limit independent bidding or competition; 2. the contents of the bid have not been communicated by the bidder and its employees or agents to any person not an employee or agent of the bidder or its surety on any bond furnished with the bid, and will not be communicated to any such person prior to the official opening of the bid; 3. no Selectman or other officer or employee or person whose salary is payable in whole or in part from the Town of Guilford, nor any immediate family member thereof, is directly or indirectly interested in the Bid/Proposal, or in the supplies, materials, equipment, work or labor to which it relates, or in any profits thereof; and 4. he/she has read the Guilford Code of Ethics, set forth in Chapter 31 of the Code of the Town of Guilford, which is available on the Town website and he/she agrees on his/her behalf and on the behalf of his/her firm/company that he/she nor his/her firm/company are in violation of the Code with respect to this bid. The undersigned further certifies that this statement is executed for the purpose of inducing the Town of Guilford to consider the bid and make an award in accordance therewith. Legal Name of Bidder: __________________________________ Business Name: Business Address:

____________________________________ ____________________________________

____________________________________ Signature and Title of Person Subscribed and sworn to me ______________________________ this _______ day of ________________, 20______. ______________________________________ Notary Public

State of Connecticut Project No. 060-0100N Phase 3 of 3

My Commission Expires_______________ Date

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VII.

AFFIRMATIVE ACTION/EEO AFFIDAVIT RFP#4-1415 TELEPHONE SYSTEM GUILFORD HIGH SCHOOL

Concerning Equal Employment Opportunities and/or Affirmative Action Policy I/we, the respondent, certify to the TOWN OF GUILFORD that: 1. I/we are in compliance with the equal opportunity clause as set forth in Connecticut state law (Executive Order No. Three, http://www.cslib.org/exeorder3.htm). 2. I/we do not maintain segregated facilities. 3. I/we have filed all required employer’s information reports. 4. I/we have developed and maintain written affirmative action programs. 5. I/we list job openings with federal and state employment services. 6. I/we attempt to employ and advance in employment qualified handicapped individuals. 7. I/we are in compliance with the Americans with Disabilities Act. 8. I/we (check one) ________ have an Affirmative Action Program, or ________ employ 10 people or fewer

___________________________ Legal Name of Bidder

__________________________________ (Signature)

Bidder’s Representative, Duly Authorized_____________________________________ Name of Bidder’s Authorized Representative___________________________________ Title of Bidder’s Authorized Representative____________________________________

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VIII. PREVAILING WAGE RATES

CURRENT PREVAILING WAGE RATES IN COMPLIANCE WITH SECTION 31-53 OF THE CONNECTICUT GENERAL STATUTES (C.G.S.)

ANNUAL ADJUSTMENT OF WAGE RATES WILL BE REQUIRED PER C.G.S. SECTION 31-55a

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IX. GENERAL SPECIFICATIONS I.

Background Information A. The Town of Guilford has entered into an agreement with Fusco/O&G Industries (the “General Contractor”) to construct the new Guilford High School on the existing high school campus located at 605 New England Road in Guilford, CT. The architect, Tai Soo Kim , has entered into an agreement with Kohler Ronan LLC (the “Consultant”) to design the technology and communications systems for the new facility. The new building is an approximately 220,000 ft 2 high school including a 600 seat auditorium, gymnasium, general technical & science classrooms, cafeteria, and kitchen with an approximate construction cost of $92 million.

B. Telecommunications Rooms 1. There are six Telecommunications Rooms (TR) located throughout the facility. Each is provided with racks or cabinets, grounding busbars, UPS with generator backup, vertical power strips, cooling, and lighting. Rooms with free-standing racks also have ladder rack above for cable routing. A brief description of each TR, and the area it serves, is listed below. Also refer to the Rack Elevation drawings. a. TR1 (MDF) – This room is located in the lower level of the “A” Wing and acts as both the wiring closet for this area of the building, and as the equipment room for the building containing servers, communications equipment, service provider demarc’s, etc. There are three 2-post racks and one 4-post rack for data/voice communications cabling and equipment, with vertical wire management between the racks. There are additional 2-post racks for radio communications and other equipment outside the scope of this RFP. b. TR2 (IDF) – This room is located on the Second Floor of the “C” Wing and serves all three floors of the “C” Wing. It contains three 2-post racks with vertical wire managers between the racks. c. TR3 (IDF) – This room is located on the Second Floor of the “B” Wing and serves all three floors of the “B” Wing. It contains three 2-post racks with vertical wire managers between the racks. d. TR4 (IDF) – This room is located on the first floor of Area “D” near the gymnasium. One Middle Atlantic slide-out rack is provided for cabling and State of Connecticut Project No. 060-0100N Phase 3 of 3

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equipment. This TR serves the Fitness Room, Nurse’s Suite, Locker Rooms, PE Offices, and portions of the gymnasiums. e. TR5 (IDF) – This room is located on the second floor of Area “D” and contains one 2-post rack with vertical wire managers. This TR serves the PE Offices, portions of the Gymnasiums, Library/Media Center, and several classrooms. f. TR6 (IDF) – This 26U wall-mount cabinet is located in a storage room on the first floor of Area “A” and serves the Music Rooms and portions of the Stage & Auditorium. 2. Fiber Backbone a. From TR1 (MDF), there is a 24-strand 50-micron OM3 to each of the remote TR’s. Fiber terminations are LC-Style. b. There is a 12-strand 50-micron OM3 fiber between TR3 and TR5, and between TR2 and TR5 to provide redundant fiber paths from TR1 to each of the TR’s. c. For TR6 only, there is no redundant fiber path with only a 24-strand fiber from TR1. d. There is an additional 12-strand 50-micron OM3 fiber from TR1 to the existing high school building Science Wing. This fiber will be used to interconnect the existing network to the new network during the transition from the old high school building to the new high school building. e. The following shows the fiber layout:

3. Horizontal Cabling a. New Category-6 cabling will be installed at all data/voice locations throughout the building, and terminated to modular 48-port patch panels in the TR’s. b. Wireless Access Point locations will be installed with Category-6A cable to separate Category-6A patch panels in the racks. 4. Service Provider Connectivity a. The school is connected to the CT Education Network (CEN) for Internet connectivity. It is expected that the existing CEN connection in the existing State of Connecticut Project No. 060-0100N Phase 3 of 3

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building will be used during the transition period from the old building to the new building. b. New CEN fiber will be installed in the new high school building. As part of the system design and planning process, the cutover between the old CEN fiber and the new CEN fiber will need to be considered, and the selected vendor will be responsible for assisting with this cutover. c. A cable-modem Internet connection provided by Comcast will be utilized as a backup connection to the primary CEN connection. The Comcast Internet is currently disconnected in the old building, but is expected to be active in the new building. 5. Additional Information a. The firewall solution in the existing high school building is a SonicWall NSA4500 that is now at end-of-life. Vendor to provide new firewall as part of overall networking solution. See page 64 for further information. b. DHCP is server-based. Network switches will not be required to process DHCP requests. c. Current network management solution is SolarWinds.

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RACK ELEVATION DRAWINGS – TR#1, TR#2 & TR#3

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RACK ELEVATION DRAWINGS – TR#4, TR#5 & TR#6

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TELEPHONE SYSTEM I.

Proposed Solution A. The proposed solution shall be a premise-based VoIP system (non-hosted). Complete Bid Form #1 for a premise-based solution (non-hosted). B. ALTERNATE: A hosted solution may be proposed. The following items apply to a Hosted Solution. Complete Bid Form #2 for a Hosted Solution i. Vendor must be capable of providing a solution where hardware is hosted at the Vendor’s facility, with no customer owned equipment, except for handsets, media/voice gateway, or session border controller. ii. Vendor must provide platform architecture with comprehensive capacity and instances to provide at least 99.99% uptime. iii. The Hosted VoIP solution must include carrier dial tone and long distance services. iv. Vendor should have proven experience with deployments similar in nature and scale to what is being requested in this solicitation, preferably in K-12 environment. v. Vendor must be able to provide simplified billing (consolidated line item charges inclusive of relevant service option). vi. Vendor is required to provide a solution based on services provided by a telecommunications provider that is primarily based on monthly usage charges for tariff or contracted telephone services with little or no customer owned equipment. The solution must be turn-key. vii. The Hosted VoIP solution must include the following: Standard telephony features: E911, Caller ID, Call Waiting, Call Forward, Call Transfer, Call Hold, Music on Hold, Direct Inward Dialing, Direct Outward Dialing, Auto-Attendant, Distinctive Ring, Line Hunting, Speed Dialing, Three-Way Calling, Message Waiting Indicator, Voicemail, and Local Number Portability. viii. An online administrative interface to facilitate end user configurations, dialing privileges, and perform Moves, Adds and Changes. ix. Integration with Owner’s email system, including voice to text. x. Softphones for mobile users. C. Centralized Voice Messaging and Auto Attendant will be provided. Remote access to the Voice Messaging system is required. Approximately 150 users will require voicemail. D. The Owner currently uses Gmail as its email service. Voicemail to Email must support sending of .WAV files to each users Gmail account. The voicemail itself should be sent as an attachment and not a transcription of the voicemail message. E. The proposed solution will only support the new High School building. At the present time, there is no requirement for integration with telephone systems in other Town or School buildings. F. Connections to the PSTN include: i. 13 Analog CO Trunks ii. Provide interface card for future PRI. If a PRI is utilized, a minimum of four Analog CO Trunks will be configured as backup for outbound calls in the event of a PRI outage. G. Phone Sets i. Classrooms – All Classroom phones will be single line phones, typically wall mounted. Wall-Mount kits are to be provided. Outbound calling will be restricted to local, internal

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and 911. Phones will not be able to receive calls during normal school hours. Contractor to provide short (6”-9”) patch cords to be installed between phone and wall-phone faceplate. ii. Teacher Workrooms – In each Staff Work area, there are 12 desks with two teachers sharing a common desk area. There will be one 12-button phone shared by two teachers at each of these locations. The phone will be programmed to have a line extension for each teacher, and a Message Waiting Indicator (MWI) for each teacher’s voicemail box.

iii. Office Staff / Administration – Most Staff and Administrators will be provided with a 12button phone. Receptionists in some departments will receive 24-button phones in order to view line status of phones within the department. iv. Conference Rooms – The three conference rooms will receive a Conferencing Device (i.e. Polycom of similar). These must provide high quality, full-duplex conferencing ability. In addition, there will be a single line phone in the conference rooms to allow for private conversations. v. Analog (Fax) – There are four Fax machines throughout the building. Provide capacity for a minimum of eight analog devices. Provide one IP to Analog converter for each analog port (minimum of eight). vi. Wireless Phones – Provide five wireless IP Phones for use by Administrators allowing them to roam the building with their phone. These wireless phones will be programmed with the same extension as their office phone. H. Integration with Paging System i. The building-wide PA system is ClassConnection by Valcom. A FXO Trunk will need to be provided between the telephone system and the PA system headend located in the MDF. State of Connecticut Project No. 060-0100N Phase 3 of 3

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ii. Contractor is responsible for installing the line from the Telephone system to the PA System headend, and coordinating testing with the PA System integrator. I.

II.

Console for Main Office i. Provide a PC based Attendant console for use at two stations in the Main Office. The receptionists will need the ability to route calls (transfer, park, etc) as well as view line status of selected phones within the building.

System Requirements A. General Requirements 1. This system should be 19” EIA rack mountable for all components. It should run on standard 110VAC power and not require any different environmental considerations that are not available in a standard company’s computer room. 2. The proposed system must be both UL approved and FCC registered. Please verify that the proposed system conforms to all UL and FCC requirements. 3. The proposed system must have complete compliance with the North American Numbering Plan standards. 4. All hardware and software must be the current offering provided by the manufacturer, and that which receives the highest level of support available from the manufacturer. 5. The system must be IP ready, meaning it may be equipped with interfaces to provide IP telephone sets with their own IP addresses. This communication server system shall be considered “a device on the network.” It must support VoIP trunk and station interface. 6. The proposed telephone system must be capable of networking multiple similar communication systems together to work as one large system, both for the purpose of expanding capacity in one location, and to serve multiple locations with transparent operation. 7. The proposed system must be a completely integrated solution including voice and related communication requirements. This requires all PBX telephony, automated attendant, voice mail, etc. feature groups and applications to run concurrently and in integrated fashion on one server.

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B. IP TELEPHONE SET REQUIREMENTS 12 & 24 Button IP Phones shall be capable of connecting to the network at 10/100 Mbps. ALTERNATE: Provide pricing on Bid Response Form #1 for phones capable of connecting to the network at 1Gbps.

III.

1-Line No LCD

12Button With LCD & Speaker

24Button With LCD & Speaker

Required Sets

120

73

Spare Sets

10

Total Sets

130

Wireless Phone

Conf. Room Speaker Phone

Analog Sets / Devices (Non-IP)

10

5

3

5

7

2

0

0

3

80

12

5

3

8

TRAINING A. Administrator training for doing moves, adds and changes of users, queues, workgroups. When finished, the administrator must be capable of adding, changing or removing users, queues and workgroups and their associated functions, running standard reports, exporting call logs in to Excel and setting up and managing of persistent paging groups. This training will be for one primary administrator and two backup administrators immediately following system installation. B. End user training will be required for the end users to be able to take and make calls from the phone sets provided. They will be trained on setting up their personal settings, call screening, personalized greetings, simple call rule setup, forwarding of calls using find me features, managing their voice mail, recordings and other features that are available to them. Train the Trainer training will also be required for the IT Staff, although some users will attend training sessions during normal business hours immediately following system cutover. This initial training group will include school Administrators and Administrative staff who will require training prior to general end-user training in September, 2015. End User training is expected to take place September 2-4, 2015 during teacher professional development days prior to school opening. C. User guides (including console and system administrators') must be provided as well as appropriate customized "Quick Reference Sheets" and new intercom lists if appropriate. Samples of all training materials and description / outline of the training class are to be included with the Bid Response. D. Final pricing should include pre- and post-cutover training costs.

IV.

INSTALLATION, TESTING, AND CERTIFICATIONS REQUIREMENTS A. Installation and final cutover of the system(s) must be scheduled according to the Owner's request to minimize disruption of activities on campus.

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B. Contractor will place or assist in placement of any necessary Telco orders and coordinate any interface activity with any related contractors. C. Contractor will have back up equipment components on site in case of any equipment failure during the cutover. D. Contractor will provide ample on-site technical assistance and follow up customer training assistance for a minimum of (1) day following the cutover and additional assistance as requested by the Owner until system is accepted by the Owner. Number and type of follow up support staff must be approved by Owner. E. Contractor will guarantee that all call processing applications will be provided as specified at no additional cost to the Owner. F. Contractor will make any immediate changes on the telephone system deemed necessary by the Owner for the first (5) business days after the cutover at no additional charge. G. Contractor will provide onsite technician for the first eight hours on the next normal business day following the cutover in each building. This technician will be available for programming changes, user questions, etc. H. All voice cables are to be tested for correct station location, polarity, transposition, continuity, and ground faults. I.

All trunk routing will be thoroughly tested to ensure that all inbound and outbound calls can be completed.

J. Contractor must perform and provide a complete backup of all custom applications developed immediately after cutover, as well as backups of all system configurations. K. 911 will be tested. Coordinate with Guilford Police Department prior to testing. L. All telephone sets and associated buttons will be properly labeled using mechanically printed labels (i.e. not handwritten). The labels shall be sized for each application and provide a legible and unobstructed means of identification. M. Documentation must be provided to indicate that all locations have been fully tested. N. All distribution panels, terminal blocks, and faceplates must provide complete labeling. O. All work must comply with all local and federal codes and standards including: 1. National Electrical Code 2. National Fire Protection 3. Electronic Industries Association 4. American National Standards Institute 5. Underwriters Laboratories 6. Manufacturers Standards 7. Building Installation Codes State of Connecticut Project No. 060-0100N Phase 3 of 3

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P. Proposed system to be installed meets or exceeds the FCC requirements for Radio Frequency Interference (RFI). Q. Stations with existing headsets, speakerphones, or other external device shall be connected and tested. This can also include external ringers, buzzers, bells, lights, or other equipment. The Owner will assist to identify these locations. R. The contractor's work shall be considered complete, and system acceptance approved, after the following has been accomplished: 1. All system testing has been completed, the contractor certifies that the entire system is in working order (per specifications in this document), and applicable forms, equipment documentation, and Warranty forms have been submitted to the customer. 2. All ceiling panels previously removed have been put back in place. 3. All system labels have been put in place. 4. All construction debris and scrap materials have been removed from the premises. 5. All marked-up, as-built drawings have been returned to the Project Manager. 6. All unused material has been returned to Owner, or credit has been issued for unused material. 7. The Owner’s Project Manager has inspected and accepted the installation. 8. Any and all damage caused by the contractor has been resolved to the satisfaction of the Owner (i.e. ceiling tiles, carpet damage, etc.) 9. All End-User and IT Staff training has been completed.

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RFP PROPOSAL FORM GUILFORD HIGH SCHOOL TELEPHONE SYSTEM To:

Town of Guilford – Board of Selectmen Purchasing Department - SECOND FLOOR 31 Park Street Guilford, CT 06437

Bid of: ___________________________________________________________________ (Name of Company) Bid Opening Date: Thursday, February 5, 2015. This proposal is made with the understanding that it will not be withdrawn before 90 days of bid opening. Furthermore, the undersigned Bidder declares the Project Site, the Invitation to Bidders, the Drawings, Specifications, Addenda, and the availability of material and labor has been carefully examined and agrees to furnish and install technology equipment as specified and scheduled, including all supervision, material, labor, tools, apparatus and implements, freight, permits, removal of debris, and cartage. The undersigned Bidder also agrees to complete the Work in accordance with the Contract Documents within the time limit stated below. The undersigned Bidder is submitting with the RFP Proposal Form, and completed itemized summary sheets with unit prices and extended prices indicated. These prices are to cover all expenses incurred in performing the work required under the Contract Documents, of which this proposal is a part. After review of all factors, terms and conditions, including price, the purchasing authority of the Town of Guilford reserves the right to reject any and all bids, or any part thereof, or waive defects in same, or accept any proposal deemed to be in the best interest of the Town of Guilford. Checklist: o o o o o o o o o o o o

Company Overview Answers to all Bid Response Questions Data Sheets for all major components of the proposed solution Unit Pricing for all components of the proposed solution (attach separate sheet detailing quantities and unit pricing for each component. Separate detailed pricing for Installation Services. Separate detailed pricing for annual maintenance, licensing, and other recurring costs. Detailed Scope of Work for Installation Services Signed RFP Response below Town required affidavits listed in table of contents Bid document acknowledgement form referenced in table of contents Bid Surety referenced in bid document As a condition precedent to a contract award, bidders may be asked by the Town to provide a current financial statement to the Town. Failure to provide a current financial statement within 48 hours of the Town’s request shall be grounds for disqualification

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RFP PROPOSAL FORM (CONTINUED) GUILFORD HIGH SCHOOL TELEPHONE SYSTEM EQUIPMENT Part 1 - Company Information 1. List your company’s legal name, address, and telephone number. Include parent company information if applicable.

Corporate Name and Address

__________________________________________________ __________________________________________________ __________________________________________________

Phone Number

__________________________________________________

Fax Number

__________________________________________________

Contact Name

__________________________________________________

E-Mail Address

__________________________________________________

Federal EIN:

__________________________________________________

2. How long has your company been in business?

3. How long has your company or division been providing business telephone systems, PCs, software support, and related equipment?

4. Indicate whether your company is the manufacturer or the distributor of the proposed equipment. If your company is a distributor of the product, describe the terms of your agreement with the manufacturer, the manufacturer’s level of support, and what contingencies they have in place should your company fail to continue to support the product for any reason.

5. If your company is a distributor or integrator of the proposed product, is your company authorized by the manufacturer to do so and how long has your company been authorized?

6. How many employees do you have?

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7. How many technicians are certified on the proposed equipment?

8. Provide a minimum of 3 references for K-12 customers that use the equipment being proposed. Include contact names, telephone numbers, addresses, and indicate the year the system was installed.

Part 2 – System Overview 1. Describe the overall architecture of your system in relation to the requested features.

2. Describe any special environmental considerations with regards to installation of hardware, such as power requirements, special cooling requirements, physical space requirements, etc. Be sure to be specific about the exact amount of rack space (in rack units) that are required to mount your equipment and all the options including all required power.

3. Please verify that the proposed system conforms to all UL and FCC requirements.

4. State whether the proposed system is the latest available version of both hardware and software and if not, explain what is being proposed and why.

5. Describe your proposed software upgrade capabilities in terms of frequency of new version releases, cost, how implemented, reprogramming and retraining requirements, etc.

6. It is possible to run the proposed communication server system without being connected to our LAN? Describe the ramifications of doing so in terms of features and capabilities of the proposed system.

7. The proposed telephone system must be capable of networking multiple similar communication systems together to work as one large system, both for the purpose of expanding capacity in one location, and to serve multiple locations with transparent operation. Describe how these needs will be met with the proposed telephone system, and what additional software and hardware components are required.

8. What features does the standard software provide? List the applications that require additional software and list additional hardware components required to support them. State of Connecticut Project No. 060-0100N Phase 3 of 3

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9. Does the proposed communication server system have a power failure transfer capability to switch CO lines to standard analog telephones if AC power fails and auxiliary power is not available? Describe what equipment is required, if any, to accomplish power failure transfer. Is the transfer immediate after a loss of power, or is a manual transfer procedure required? Does the communication server automatically restart when power is restored? If not, what is required? Please list in your price proposal the option of having a hard copper cut over in event of a total extended power outage beyond the capacity of the UPS to support 4 fail over CO lines into a minimum of 4 designated, existing stations on the telephone system to give voice only in and out bound calling capabilities.

10. The proposed system must provide a telephone user interface that makes features easy to use. Describe the telephone feature use attributes of the proposed system. Explain the differences between the high end phone sets, low end phone sets and if a simple analog phone set were attached to the system as to the accessibility of system features such as transfer, hold, conferencing, etc.

11. Describe how maintenance administration is accomplished both by the service technician and the system administrator. Can live system programming be done? Is there any service interruption during upgrades or maintenance? Can a full and complete backup of all voice and data can be done on a live system?

12. Can both programming and troubleshooting be performed remotely? Is password protection available for security access to the remote administration interface? Is this a standard or optional capability? What additional software or equipment is required?

Part 3 – Telephony Features Please complete the table below indicating for each item if the feature is Standard (S) with the solution, Optional (O), or Not Available (NA). A comments area is also provided for additional information. PBX TELEPHONY FEATURE Account Codes – Voluntary Account Codes – Forced Account Codes – Verified Automatic Number Identification (ANI) - ANI Call History - ANI Callback Automatic Route Selection Call Logging

S

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O

NA

Comments

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Call Recording Call Screening Call Waiting Caller ID - Caller ID History - Caller ID Callback Customized Call Handling Dialed Number ID Service (DNIS) Direct Inward Dialing (DID) Call Coverage Groups Call Forward - Routing List Call Forward - External & Remote Change Call Forward - System-wide Default Call Pickup - Directed Station Call Pickup - Station Group Call Pickup - Holding/Parked Call Transfer Immediate Call Transfer with Announcement Call Transfer with Camp-on Call Transfer Recall Call Record to Voice Mail Conference Disconnect Supervision Distinctive CO/Intercom Ringing Distinctive Station Ringing Enhanced 911 Operation Feature Prompting on Telephone - LCD Feature Prompting with Soft Keys - Verbal Menus Flexible Button Assignment by User Flexible Station Numbering Flexible Line Ringing Assignment Graphical User Interface (GUI) – For Admin Ground Start Lines Handset Volume Control Headset Compatible Hearing Aid Compatible Hold with Recall ISDN Basic Rate Interface ISDN Primary Rate Interface LED Two-Color Indicators LED Flash Rates By Condition LED Line in Use (I-Use) Indication State of Connecticut Project No. 060-0100N Phase 3 of 3

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LED Line on Hold (I-Hold) Indication Message Waiting Indication - Digital Telephone LED - Analog 2500 Set LED - 2500 Set Stutter Dial Tone Multiple Directory Number Call Coverage Multiple Language Choice Music-on-Hold Interface Networking of Multiple Systems Night Service - Day/Night Ring Patterns - Scheduled Auto Activation On-hook Dialing with Hot Dialpad Outgoing Call Restriction Paging - External Interface Park Zones Power Failure Transfer Redial - Last Number Dialed - Last Number Received - Voice Mail Callback Remote Maintenance/Administration Ringing Line Preference Speakerphone Speed Dial Buttons Speed Dial Directory Dialing on LCD Station Hunting Station Status - Do Not Disturb - Out of Office - User Definable Speed Dial Directory Dialing Toll Restriction - Toll Restriction Override - Outgoing Call Restriction Trunk Groups Trunk-to-Trunk Connections T1 Interface Voice Over Internet Protocol (VoIP) Volume Control - Handset Volume Control - Ringing Volume Control - Speaker Wireless Telephone Integrated Interface State of Connecticut Project No. 060-0100N Phase 3 of 3

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Automated Attendant Features: Automated Attendant Answering Multi-level Menus Scheduled Routing by Time of Day/Week Voice Mail Features: Called Identification Call Screening Callback Distribution Lists Forwarding Messages Greetings - Length Control - Personal - System Default Message Playback Options - Playback Order Flexibility - Priority (Urgent Message) - Private Message - Via Telephone - Via GUI on-screen Display Message Bookmarks Message Date & Time Message Delete & Undelete Message Purging Message Length Control Message Reply Message Waiting Indication - Digital Telephone LED - Analog 2500 Set LED - 2500 Set Stutter Dial Tone Multiple System Languages Email Notification

Part 4 - Trunk Interfaces 1. Can the proposed system support ISDN Primary Rate Interface? What software or equipment is required? How many PRI interfaces and trunks will the system support in relation to the maximum trunk capacity?

2. Can the proposed system support standard analog loop start trunk lines? Describe required equipment. State of Connecticut Project No. 060-0100N Phase 3 of 3

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3. Does the proposed system support Direct Inward Dialing? Are DID trunks available on an analog interface as well as the proposed system’s digital T1 interface? What additional system software or equipment is required?

Part 5 - Station Interfaces 1. Are standard analog telephones supported? Are analog telephones connected to the communication server via standard one-pair telephone cabling, or do they have to be connected via the LAN? Can faxes be transmitted over the TCP/IP network or do they require a dedicated POTS line?

2. What standards does the proposed system support via the IP telephone interface? Do remote IP telephone users have access to the same TUI and GUI features as local telephone users? What additional software or equipment is required?

3. Does the proposed VoIP component support any non-proprietary softphones such as Net Meeting, Lync, etc.? If so, what standards does it use to interface with them and is there any additional equipment or software needed to do so?

Part 6 - Telephone Stations 1. Describe the analog telephones that can be used with the proposed system and detail the system features that can or cannot be accessed via a standard analog (POTS) phone. Can the system proposed support standard POTS wireless phone sets?

2. Describe the IP telephone models that can be used with the proposed system. Are the IP phones designed around open standards to work with other systems? Please describe the feature sets, system accessibility and the open communications standards supported by these phones.

Part 7 - PBX Features 1. Auto Attendant - Does the proposed system support an auto attendant? How many levels of menu choices are supported? Can auto attendant greetings and choices automatically change during non-business hours, holidays, etc.?

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2. Caller Identification - Can the proposed system interface with Caller ID offered from the local operating company. Does Caller ID display name, number, or both? Does the system capture call history for both abandoned (unanswered) and answered calls for later viewing or speed dialing? If a second call rings while on the first call, can the Caller ID display the second call information?

3. Call Waiting - The user must be able to place important secondary calls on hold without any break on the primary call. They must be able to route the waiting call to any other user or voice mail box as needed without interruption of the primary call. Can the proposed system provide call waiting notification of a second call ringing at a busy telephone? What methods of multiple call handling does the user have?

4. Call Logging - Call logs must be user accessible for that user’s logs or admin accessible for the system logs. They must be directly exportable into a Microsoft Excel spread sheet format with full log data and proper column names. Can the proposed system keep a list of all calls made and received? Is the call log accessible by individual users as well as the system administrator?

5. Customized Call Handling - Does the proposed system enable each individual user to set the parameters of how their calls are routed based upon who is calling, or by time of day? Can the system play custom greetings the user establishes for each of these actions?

6. Music On Hold - What type of music interface is provided or available with the proposed system? Is additional equipment required? How many music source interfaces are supported on the proposed system?

7. Call Forward - Describe the call forward modes and capabilities available. Can calls be forwarded to a succession of destinations via a call routing list? Can calls be forwarded externally? Can the call forward external destination be changed remotely by the user when out of the office? What features are typically not available to an external person using only a cell phone for their station?

8. Call Pickup - Can a station pickup calls ringing at other stations? Can a station pickup calls ringing at other stations when the station number is unknown? How many station pickup groups are available? How many CO line pickup groups are available? Is a station capable of picking up calls from hold, park, and the paging system?

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9. Call Coverage Groups - Describe the call coverage capabilities available. Can coverage groups be established to route and answer calls? Can a station be in more than one group simultaneously? How many call coverage groups can be defined within the proposed system? Can any group member easily answer calls at other telephones in the group? Can users have the ability to create their own groups without administrator rights or assistance? Camp on - Can a user camp on a busy line?

10. Station Hunting - Describe the station hunting capabilities available with the proposed system. Can a station be in more than one hunt group simultaneously? How many hunt groups can be defined within the proposed system? Describe how station hunting compliments or works in conjunction with call coverage groups.

11. Call Transfer Options - All phones, including POTS phones must be able to transfer calls. Can calls be transferred either immediately, without waiting for the destination party to answer, or after announcing the call to the answering party? Will the transferred call following the receiving station’s forwarding? Will a transferred call recall to the transferring station if the destination does not answer within a programmable amount of time, or forwarding does not cause the call to reach a destination that answers?

12. CO Line/Trunk Groups - How many CO line or trunk groups are supported on the proposed system? How are they accessed?

13. Conference - How many parties can be on a conference? How many simultaneous conferences can occur? Can joined parties continue in the conference after the originating station has hung up? How are additional parties added to a conference after the conference has been established – can a party who has called in join, or must an outbound call be placed to add additional parties?

14. Conference bridging - Does the proposed solution support conference bridges (where an access code can be distributed to multiple parties, who can call in at a designated time and join the conference)? What additional equipment is needed for this feature? How many parties can join a conference bridge?

15. Distinctive Ringing - Can station ringing be different for incoming line calls and internal calls. State the number of different station ring settings available with the system. Is the ring setting programmable by the user or system administrator or both?

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16. Ringing Line Preference - Can a telephone be programmed to answer the ringing line by simply depressing the speaker button or lifting the handset? Is it programmable by station?

17. Flexible Station Status - Can individual users set their station status according to various conditions like “Do Not Disturb,” “Out of Office,” etc. Are they user definable? Can station status be set to ring certain types of calls and forward others?

18. Enhanced 911 (E911) Operation - Does the proposed system support Enhanced 911 operation to provide locator information to Public Safety 911 Agencies? How does this work? What additional equipment is required?

19. Flexible Button Assignment - Discuss how features are assigned to programmable buttons at the station. Can most, if not all, features be assigned under feature buttons? Can individual station users program their own feature buttons on their telephone?

20. Headset Compatible - Are the proposed telephone sets capable of connecting a headset? What additional equipment or interface is required?

21. Message Waiting Indicator - Can a message waiting light be set on both IP and standard analog stations on the proposed system? How does the station user retrieve a voice message? If a message waiting light cannot be set on a standard analog telephone, is stutter dial tone supported? Is email and/or pager notification supported to alert the user while away from their telephone?

22. Business Hours Service - Indicate the number of day and night modes available. State the differences between day and night ringing and answering. Can system switching between day and night modes be programmed for automatic activation by time of day and day of week?

23. Operator Console - Describe in detail your operator console and its ability to be displayed on a Windows interface. Can the operator put calls directly into voice mail? Can they see the personal status of the user as well as their phone hook position?

24. Paging - Paging must be done via speakerphones as setup by the administrator and over ridden by individual users. Paging groups must be capable of being setup by the administrator. The proposed system must be able to support overhead paging through external speakers or paging by using the speaker phone. State of Connecticut Project No. 060-0100N Phase 3 of 3

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How is overhead paging equipment connected to the system? How do users initiate a page? What additional equipment is required for these paging capabilities? How many paging groups/zones can be setup? Can the same phone be in multiple groups/zones?

25. Call Park - Does the proposed system offer park orbit zones? How many park orbit zones are available? How are calls announced and retrieved from Park?

26. Redial Capabilities - Can the proposed telephone store the last number the user dialed, and allow the user to redial the number by pressing a key? Can the proposed telephone store the telephone number of the last caller, and allow the user to dial the number by pressing a key? Can the proposed system callback the number the caller left in a voice message?

27. Toll Restriction - Describe all the toll restriction capabilities available with the proposed system. Can toll restriction be overridden by certain authorized users? Does the system conform to current North American Numbering Plan requirements?

28. Outgoing Call Restriction - Can selected stations on the proposed system be restricted from making any outgoing calls? Is flexibly programmable by station and by CO line?

Part 8 - Auto-Attendant 1. System Integration - Automated Attendant features must be an integrated built-in part of the basic telephone system without requiring a separate server or external system to run the auto attendant application. There needs to be at least support for 100 auto attendants. Describe how auto attendant is either part of the standard telephone system or can optionally be added to it. Describe what additional, if any, software or other components are required to add auto attendant features.

2. Automated Attendant Functionality - Does the auto attendant provide multi-level menus to make it easy for users to navigate through it? Can the automated attendant automatically change greetings and route calls by time of day, day of week, and holidays? Is it accessible via a Windows interface?

Part 9 - Voice Messaging 1. System Integration - Voice mail features must be an integrated built-in part of the basic telephone system without requiring a separate server or external system to run the voice mail application. Describe how voice mail is either part of the standard telephone system or can optionally be added to it. Describe what additional, if any, software or other components are required to add voice mail features. What equipment, software and licensing is needed to expand voice mail/recording space? State of Connecticut Project No. 060-0100N Phase 3 of 3

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2. Capacity Expansion – Provide the maximum system capabilities for Number of Ports, Number of Mailboxes, Length of Messages, Amount of online message storage?

3. Security Features - Describe the security features of the voicemail system. Minimum/maximum password length? Who controls the length? Can the passwords of other users be viewed by the system administrator? Can passwords be reset? By whom? Can they be locked after a certain number of invalid attempts?

4. Distribution Lists - Does the proposed system support group distribution lists for sending messages to groups of users? Can all users in the system appear in one distribution list to be used as a system-wide broadcast list? Is there any limit to the number of mailboxes that can be included in a distribution list?

5. Forwarding Messages - Does the proposed system enable the subscriber to forward a message with or without comments to another subscriber or group of subscribers? Can the message be re-forwarded by other subscribers upon their receipt? Will all the introductory remarks attached to the message be retained?

6. Greetings - How many different greetings are available with the proposed voice mail? Can the greetings be affected by time of day, day of week, holiday, and emergency? Can the greetings change automatically or must they be manually activated?

7. Message Playback Order and Priority - What order are messages played when retrieving messages from a user mailbox? Can this be changed or selected between oldest first or newest first? Does playback order distinguish new messages from saved messages? Can messages be market urgent for priority order?

8. Message Playback Privacy - Can messages be market private, so they cannot be forwarded or shared by others?

9. Message Playback by Telephone - Describe the message playback commands available from the telephone. Can the user replay, skip, pause, etc. during messages? Is there an undelete function?

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10. Message Purging - Describe the system’s procedure for purging deleted messages. When does purging occur? Is it automatic, manual, both? Is the purge timing controllable by the system administrator?

11. Message Delete and Undelete - After a message has been deleted, is there an undelete function? How does this work?

12. Message Date and Time - Does the proposed voice processing system play the time and date of messages? Can this feature be turned off and on by individual stations?

13. Message Length Control - Can the system administrator control the length of incoming messages in an effort to manage hard disk space usage?

14. E-Mail synchronization - Describe the proposed system’s ability to fully synchronize with GMail for all users.

Part 10 - Installation Service and Maintenance 1. Explain in detail the installation and warranty coverage, and time period of the warranty.

2. After the warranty period, what does your company offer in regards to service arrangements?

3. What are your standard maintenance hours? What are your optional plans, if any? Cost?

4. Break down service costs as follows:  Per call basis (Service Call without Maintenance Agreement) – See Table in Part 12  Per call basis (Moves, Add, or Changes without Maintenance Agreement) – See Table in Part 12  Annual Maintenance Agreement (quote should be for the year immediately following expiration of warranty)

5. Is your maintenance rate based upon a per port charge, a device charge, or a combination of the two? If not solely per port, list each item and its monthly charge. State of Connecticut Project No. 060-0100N Phase 3 of 3

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6. If the long-term service agreements are subject to price increases, please state the basis on which these increases can be made.

7. Explain in detail how additional equipment added to the basic system will increase service costs.

8. How often would service rates be adjusted due to additions to the system?

9. Is preventive maintenance included during the warranty period and while the system is under a maintenance agreement? How often is preventive maintenance performed? What, specifically, is performed during each preventive maintenance session?

10. Does your company offer a software maintenance plan which assures the user will have the most current version of system features installed? Is it included in the warranty / maintenance plan? If not, provide estimated recurring costs for software maintenance.

11. What are your response times during and after the warranty period? Any differences? Explain.

12. Service Calls — What are your response times for:  Complete system failure (define a system failure)  Major service malfunction (define a major failure)  Minor service malfunction (define a minor failure)  Station outages (define a station outage)

13. Explain in detail your service capabilities on:  A major problem. (as defined above)  A minor problem. (as defined above)

14. Is service available 24 hours a day, 7 days per week?

15. What is your guaranteed response time for Move and Change activity? Define exceptions, if any. State of Connecticut Project No. 060-0100N Phase 3 of 3

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16. Where is your local installation/maintenance office located?

17. How many installation/maintenance personnel do you have located within the local area that are factory authorized to work on the system(s)?

18. Do you stock adequate spare parts to meet your service agreement commitments? Explain.

19. Does contractor provide a website where customers can a) log service calls; b) find field notes to most commonly experienced problems without the need to log support calls; c) Customer can access their account service history and track outstanding work orders, etc? Define offerings?

20. Does the contractor / system manufacturer sponsor user groups and/or conferences for organizations?

21. How long will support for the proposed solution be guaranteed for? Indicate if the manufacturer has issued any End of Support or End of Life notices.

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VoIP Telephone system Bid Pricing Form #1 – Non-Hosted Solution – Equipment and Service

Component

Purchase Price

Vendor Information

Voice Processing Platform Manufacturer: Model: Equipped Capacity: Trunks Stations

$

Maximum Growth Capacity: Total Ports Telephone Sets & Licenses: Single-Line IP 10/100Base-T1 12-Button IP 10/100Base-T 24-Button IP 10/100Base-T Wireless Phone - WLAN Conf Room Speakerphone IP IP Phone License2

Qty: Qty: Qty: Qty: Qty: Qty:

Unit Price: $ Unit Price: $ Unit Price: $ Unit Price: $ Unit Price: $ Unit Price: $

Optional Phone Upgrade 12-Button IP with 1000Base-T 24-Button IP with 1000Base-T

Qty: Qty:

Unit Price: $ Unit Price: $

Voicemail Manufacturer: Model: Equipped Capacity:

$

Ports Hours Growth Capacity: Ports Hours Number of Licenses:

Included (in VM total) Total Less Any Applicable Discount Grand Total3

$ $ $

Notes: 1 Includes patch cords from phone to wall-phone faceplate, and mounting kits. 2 Provide unit pricing for different license types if applicable (i.e. Standard, Premium, etc) 3 Guilford Board of Education is exempt from State Sales Tax

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SERVICE SUPPORT

Trip Charge

Rate

Minimum

Trip Charge

Rate

Minimum

On-Site Standard (M-F, 8:00am to 5:00pm) On-Site Overtime (Outside of 8 to 5, M-F & Saturday) On-Site Double Time (Sundays and Holidays)

Remote Standard Remote Holidays Remote Premium Remote Premium Holidays

MOVES, ADDS, CHANGES On-Site Standard (M-F, 8:00am to 5:00pm) On-Site Overtime (Outside of 8 to 5, M-F & Saturday) On-Site Double Time (Sundays and Holidays)

Remote Standard Remote Holidays Remote Premium Remote Premium Holidays

I have examined the RFP Bid documents and specifications, and agree that if my company is awarded a contract to provide any of the products and/or services sought in this RFP, my company will provide the Owner with the products and/or services according to the requirements of the RFP. Any and all deviations from the RFP Bid Specifications are in writing and attached.

Representative Name:__________________________________________

Title:_______________________

Signature: ______________________________________________ Date:_____________________

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VoIP Telephone system Bid Pricing Form #2 – Hosted Solution (ALTERNATE)

Line

A

Component

Cost

Monthly cost of Hosted VoIP services (for a total of 206 phone lines)

B

Annual cost of Hosted VoIP services (Line A x12)

C

Total five year cost of Hosted VoIP services (Line B x 5)

D

One time setup – migration and transition

Monthly cost of VOIP handset rental $______________Each for classroom phones (total of 120) $______________Each for administrative/office phones (total of 83) $______________Each for conferencing phones (total of 3)

I have examined the RFP Bid documents and specifications, and agree that if my company is awarded a contract to provide any of the products and/or services sought in this RFP, my company will provide the Owner with the products and/or services according to the requirements of the RFP. Any and all deviations from the RFP Bid Specifications are in writing and attached.

Representative Name:__________________________________________

Title:_______________________

Signature: ______________________________________________ Date:_____________________

State of Connecticut Project No. 060-0100N Phase 3 of 3

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