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SIP Trunking Services

Request for Proposals

City of Overland Park, Kansas

8500 Santa Fe Drive

Overland Park, KS 66212

Proposals Due by: 2:00 p.m. Central on Tuesday, June 13th, 2017

Prepared by:

Swartz Consulting, LLCApril 27, 2017

© 2000 Swartz Consulting, LLC.ALL RIGHTS RESERVED

Subject to the Kansas Open Records Act, K.S.A. 45-215 et seq., no part of this Proposal may be copied, photocopied, transmitted or reproduced in any form or by any means, or incorporated into any information retrieval system, electrical or mechanical, without the express written permission of Swartz Consulting, LLC.

TABLE OF CONTENTS

PageSection A - General Information

Where to Direct Inquiries 3Deadline for Submitting Proposals 3Mailing Address for Proposals 3Definitions 3Kansas Open Records Act 4Overview 4

Section B - Proposal InstructionsRequirements for a Proposal 5Agreement to Specifications 6Agreement 6Term of Contract 6Proof of Insurance 6Tax Exempt 6Evaluation Criteria 6

Section C – Proposal RequirementsEnvironment Overview 6

Executive Summary 6

Proposed Solution, Configuration and Operation 7Implementation, Billing, Ongoing Support and Administration 11Alternate Proposals 14Exceptions 14Pricing 15

Section D – Proposal Sheet 16Section E – Agreement Template 17Attachment A – Long Distance and Local Pricing Sheets

SIP Trunking Services City of Overland Park, Kansas Page 2

SECTION AGENERAL INFORMATION

A1. The City of Overland Park, Kansas is requesting proposals for the purchase of SIP Trunking Solution.

A2. Specifications for the SIP Trunking Services to be purchased are included in this Request for Proposal (RFP). All inquiries concerning this RFP should be directed to:

Melissa Swartz Swartz Consulting, [email protected]

Any clarifications made in response to questions received which could affect a vendor’s response to this Request for Proposal will be posted on the City’s website at http://www.opkansas.org/doing-business/bids-and-proposals/.

The deadline for submitting clarification is 5 p.m. on May 19, 2017. Responses will be posted by 5 p.m. on Friday, May 26, 2017.

A3. Sealed proposals will be received by the Overland Park City Clerk at the address listed below until 2:00 p.m. central daylight time (CDT) on Tuesday, June 13, 2017. Sealed proposals must be clearly marked on the outside of the envelope with the following description: "SIP Trunking Services”. In addition, please include your company name on the outside of the envelope. The mailing address for proposals is:

City ClerkRe: SIP Trunking ServicesOverland Park City Hall8500 Santa Fe DriveOverland Park, Kansas 66212

Proposals may be delivered in person or mailed to the City Clerk. However, any proposal which does not reach the City Clerk by the deadline time set forth above will not be accepted.

A4. The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. No submitted proposal may be withdrawn for a period of ninety (90) days from the date set for the opening thereof. The City will not be liable for any expense or cost associated with the preparation and/or submittal of a Vendor’s response to this RFP.

A5. Definitions: The following terms are used in this Request for Proposal.

a. City: The City of Overland Park, Kansas, and/or the staff of the City. b. SP: Service Providerc. SIP: Session Initiated Protocold. RFP: This Request for Proposal for ISP Services.e. Vendor or Respondent: Any company submitting a Proposal in response to this RFP.f. Proposal: A response to this RFP which includes the submittal elements as outlined in

Section B.g. Contract: Means the contract or any other type of agreement between the City and

selected Vendor resulting from this RFP for ISP Services.h. SLA: Service Level Agreement.i. Acronyms: Unless otherwise defined in the RFP, any telecommunication acronym shall


have the meaning as published in the Newton’s Telecom Dictionary, 25th Edition.

A6. Kansas Open Records Act: The City is a Kansas municipality governed by the Kansas Open Records Act, K.S.A. 45-215 et. seq. (the “Act”). The Vendor understands and acknowledges that its response, once opened, is presumed to be an open record. If the Vendor submits information that is marked confidential, the particular exception from mandatory disclosure outlined in the Act must also be noted.

A7. Overview: The City is moving off of a legacy PBX system and onto a ShoreTel Connect VoIP system. To provide resiliency for business continuity, the City is looking for a SIP provider that will fully integrate into the new VoIP system including features and requirements outlined in this RFP.

City of Overland Park expects to experience continued growth over the next few years. The City is looking for a long term solution that does not impose limitations on future operations.

SECTION BPROPOSAL INSTRUCTIONS

B1. Requirements for a ProposalVendors are expected to respond to all information requested within the RFP. The completeness and simplicity of responses will be part of the evaluation process.

Vendors must note which features or capabilities are optional, and not included in the proposed configuration, when such features are described or discussed in your proposal. These capabilities should be clearly marked as “Optional, additional cost will be $XX.”

Provide responses to questions in this electronic document. Respond inline with questions, but clearly differentiate responses in such a way that they are clearly identifiable from the questions. Use of different typeface, bold or italic type, or different color ink are all acceptable methods of differentiating the responses from the questions.

When responding to this document, note that the small diamond symbol, "♦" indicates that a response is required from the vendor. Vendors must respond to each item, in the order presented in this RFP. Vendors who do not respond to each point, in order, will be considered non-responsive. Boilerplate material and brochures are not considered adequate as a response to the specific items, but may be used to expand upon your answers. Statements that are not preceded by the diamond symbol are informational and do not require a response. However, if you wish to respond to such information, you are welcome to do so. All responses that are exceptions to the requirements specified shall be noted in the respective section of the proposal AND itemized in Section 5, Exceptions, in your response.

Proposal: The information outlined below is the minimum submittal requirement. Vendors may supply additional information if desired. Vendors shall submit two (2) copies of the Proposal along with an electronic copy of the full submittal. Electronic copies of the proposal must be submitted in Word format. Pricing sheets must be submitted in Excel format. The electronic copy of the proposal must match the paper copies. Any modification to the questions in this RFP by the vendor will result in immediate rejection of the proposal. Each paper copy must be submitted in a separate binder, and must have tabs separating each section, including tabs for multiple appendices.

Each proposal submitted must include the following information, in order to be accepted and fully considered by the City. Section C, Proposal Requirements, include these sections with specific criteria and questions to accommodate this format.

○ Executive Summary. SIP Trunking Services City of Overland Park, Kansas Page 4

○ Proposed Architecture, Configuration and Operation. ○ Implementation, Billing, Ongoing Support and Administration○ Alternate Proposal(s)○ Exceptions○ Pricing Sheets○ Proposal Sheet○ Samples of all contractual documents that Overland Park will be asked to agree to

directly or by reference

B2. Agreement to SpecificationsBy submitting a Proposal, Vendor agrees to the specifications presented in this Request for Proposal except as noted in Respondent’s Proposal Exceptions. The contract or any other agreement between the City and the Selected Vendor resulting from this RFP shall include and fully incorporate this Request for Proposal and the Selected Vendor's response.

B3. AgreementThe City will negotiate an agreement with the qualified Vendor quoting the best value for SIP Trunking Services in substantially the same form as the Agreement Template (Section E) included in this RFP. The selected Vendor and the City will work together to develop Exhibit C, referenced in “Section I – Scope” of the Agreement, and “Section II – Compensation” of the Agreement. If an agreement cannot be successfully negotiated between the City and the selected Vendor within a reasonable time as determined by the City, the City will then attempt to negotiate an agreement with the qualified Vendor quoting the next best value. This process will continue with other Vendors until an agreement has been successfully negotiated or the City terminates efforts to negotiate an agreement. The Vendor shall identify as a Proposal Exception any provision of the City’s contract language could preclude Vendor from executing an agreement with the City.

B4. Term of the Contract The term length of the contract will be based on the pricing and service as presented by the selected Vendor for thirty-six (36) months. As required by Kansas State Statutes, the contract will stipulate that the City reserves the right to terminate the contract without cause at the end of the City’s fiscal year by giving the selected Vendor thirty (30) days written notice.

B5. Proof of Insurance The successful Vendor shall provide proof of insurance in the form, coverages, and amounts specified in Section E as a precondition to execution of a contract or agreement.

B6. Tax ExemptThe City of Overland Park is exempt from taxes as set forth in K.S.A. 79-3606 as a political subdivision, and Proposals should be based accordingly.

B7. Evaluation CriteriaThe selection process includes, but is not limited to, a review and an evaluation of the RFP responses and reference checks. The following criteria will be used to evaluate each proposal received.

○ The degree to which each Vendor meets or exceeds the specifications.○ Compliance with all requirements of this RFP.○ The Vendor’s general understanding of the services required, the submitted

Project/Implementation Plan, and service reliability.○ The experience of the Vendor in developing, installing, and providing ISP services.○ The cost to the City for SIP Trunking services.○ The completeness of the Proposal response.○ Proposal exceptions, if any.○ References and any responses solicited and received by the City.


SECTION CPROPOSAL REQUIREMENTS

C1. Environment OverviewOverland Park has an aging Fujitsu PBX system that is scheduled to be replaced beginning in the next few months with a ShoreTel Connect Premise VOIP solution. The existing PBX system is currently connected to numerous City buildings over the City’s fiber network and are currently served by three PRI circuits at one primary location and a fourth PRI located at another primary location. In addition to the Fujitsu systems located at larger sites, many of the locations are currently served by older Norstar systems. A few additional sites have different systems or are served only by POTS lines.

All of these locations will be incorporated into the new solution and are a part of the scope for this RFP.

The City anticipates that once complete, the new VoIP system will have SIP trunks coming into each of the City’s two datacenters.

C2. SIP TrunkingThe SIP trunks will be installed in conjunction with the build out of the new ShoreTel Connect system at the City’s two data centers. They will be installed, activated, and tested before moving actual numbers or personnel to the new systems.

The City currently has banks of DID numbers in three different exchanges along with several individual numbers that are routed to the City on the local PRIs. The City plans to port these numbers to the SIP trunks in phases as users migrate onto the new ShoreTel system. It is unlikely that the numbers will be ported in consecutive blocks.

They existing numbers are:

913-327-5600 To 913-327-5799913-327-6600 To 913-327-6999913-344-8650 To 913-344-8799913-433-2277913-433-2278913-433-2279913-495-2770 To 913-495-2779913-495-7000 To 913-495-7199913-888-6066913-888-8348913-890-1000 To 913-890-1999913-895-5000 To 913-895-5199913-895-6000 To 913-895-6599913-895-8300 To 913-895-8599

As an option, the City would like the pricing for five thousand (5000) consecutive, new numbers. These numbers may be used to replace the existing DID numbers, and must be portable to other carriers. ♦ Please describe your ability to transition to these new numbers over time. Can we forward or otherwise assign multiple numbers to the same location?

♦ Is there cost for porting the existing numbers?

C3. Executive SummaryProvide the following information about your company and the solution you are proposing.


1. The successful vendor must be an authorized partner for the proposed SIP service. Identify the underlying carrier, if it is not the organization responding to the RFP. Describe the vendor’s relationship with the carrier.

2. Provide at least three references that have similar services to those you are proposing. References that are in the Overland Park/Kansas City area are preferred, if available. Give a brief summary of activity with each client, including the type of service provided, how long the client has had the service, and the number of locations served. References must include the name and phone number of a person at each company who is involved with the solutions and vendor’s performance of the installation as well as ongoing service and billing. References should include city or county governmental agencies with Public Safety responsibilities, if possible.

3. State the name and type of service(s) you are proposing.

4. Provide an analysis of the amount of spare capacity for any proposed equipment, if applicable.

5. Provide a diagram that shows the SIP network being proposed and how it will connect to the Overland Park network.

6. Provide all requirements the proposed solution may have for physical space, rack space, electrical, grounding or miscellaneous power. This must include all ancillary equipment such as keyboards, etc.

7. Successful vendor may do a site survey to ensure that environmental factors are adequate.

8. Provide a list of credentials and references for any subcontractors planned to be used on this project. The use of subcontractors may be limited or denied by Overland Park at its discretion. Subcontractors shall be bound by the same performance requirements and standards as the vendor and shall be supervised by the successful vendor’s project manager.

C4. Proposed Solution, Configuration and Operation This section details Overland Park's requirements for the SIP services. These requirements will specify functionality rather than a specific solution wherever possible. This will allow the vendor to be as creative and flexible as possible in their efforts to provide Overland Park with the most cost-effective solution to its communications needs. Any proposed equipment must be new.

Configuration RequirementsThe required solution must be configured for two primary locations (Data Center A and Data Center B). Both sites shall be configured for SIP trunking; the SIP trunking will provide failover capability. The City’s goal is to have a primary and secondary location run in an “active/active” arrangement.

Requirements For PSTN SIP ResourcesThe City is looking for services that optimize trunking and allow sharing of SIP PSTN resources across the enterprise, utilizing the data network for transport of voice calls. This RFP requires SIP trunking as a primary method of transport. The successful solution must:

1. Provide complete compatibility and interoperability with the ShoreTel Connect Premise system.2. Allow for capacity to support 100 peak simultaneous calls. The calls shall be presented in a 50-

50 manner to the two data centers. Each data center must be able to support the entire call load (100 concurrent calls), with the ability to fail over between data centers.

3. Allow calls to be presented in a 50-50 manner between the two SIP trunk paths. As a part of the implementation, the porting of the DID numbers shall be separated. At the City’s discretion, some numbers will be ported to the SIP trunks at Data Center A and some to Data Center B.

4. Be highly resilient and provide for local survivability in the event of a customer network or provider network service interruption.

5. Provide failover routing for ALL DID numbers. In a disaster situation, if the SIP circuit is not functioning at a Data Center, all of the numbers associated with that SIP circuit must fail over to the SIP circuit at the other data center. This shall be true for a failure at either data center. If both SIP circuits should fail at the same time, there must be capability to route DID numbers to a location other than the current SIP services (such as a backup PRI).


6. Provide disaster routing capabilities that are under the control of the City. The City staff must be able to activate a disaster scenario. This may be for reasons such as planned DR testing, building power outages for maintenance, or evacuation.

7. Local calling8. Long Distance Calling9. DID services10. e911 service11. Directory Assistance12. White pages listings13. Inbound Caller ID, name and number, where possible.14. Outbound Caller ID number controlled by the City ShoreTel system.

♦ Does proposed solution include the above capabilities? If not, note it here and in the Exceptions section.

♦ Provide a detailed description of proposed SIP solution, including who will be providing last mile services.

♦ Identify the termination interface for the SIP trunking into the Session Border Controller (i.e. T-1 handoff, Ethernet, other).

♦ Provide a current map of proposed solution’s local calling area.

♦ Describe proposed dialing solution:

o Can users dial 7 digits for local calls, or are 10 digits required for all local calls?o Is a “1” required before dialing long distance calls?

♦ Describe process for increasing the number of concurrent call paths.

o Can the City add the call paths through a portal, or will an order need to be created for increases and decreases?

o How much time does it take to implement the increase?▪ Is there a faster process that can be utilized in an emergency situation?

o Can the number be increased one at a time, or is there a minimum increment?o Is there a minimum period of time that an increase must remain in place?o How is billing impacted by an increase should it occur in the middle of a billing cycle?o If call paths were increased for an emergency event, and decreased after the event is

over, how is billing impacted?

♦ What capabilities are included with the proposed services for providing disaster routing capabilities under the control of the City?

o How is disaster routing activated? Can the City activate it through a portal?o Can a routing plan be created in advance and activated as needed?o How soon does the re-routing take effect?o How is the disaster routing de-activated?o Please list any charges associated with this service in the pricing sheets.

♦ Describe any diverse routing or alternate routing features that are inherent in the proposed solution’s network architecture for protection against network failures.

♦ The City requires the ability to failover from Data Center A to Data Center B and vice versa in the 50/50 environment.

o Does proposed solution’s network detect a failure and automatically route calls to the other data center?


o How does proposed solution’s network recognize a failure?▪ Will your service recognize a failure of the City’s network between the SBC and

ShoreTel and automatically re-route?▪ Will your service recognize a failure of the two redundant ShoreTel servers and

automatically re-route?

♦ What types of diagnostics and repair can the City do from their interface?o Are diagnostics available all the way to the customer Demarc?o To the SBC?o To the customer network interface at the ShoreTel?

♦ How will the significant number of white pages listings that the City currently has be maintained in the LEC phone directory and also in Directory Assistance?

♦ Can the City keep its current IP public and private addressing scheme?

Local and Long Distance: Today, the City’s long distance calling routes out on the PRIs for the larger sites and out POTS lines for the smaller sites. The City plans to centralize this with the SIP trunks. The City would like to include long distance calling in the proposals for the SIP trunking. The City currently has a monthly usage average of:

Calls MinutesLocal Calls 12,000 30,000Intra-State LD 260 800Intra-Lata LD 90 200Interstate LD 610 2500

♦ Under the proposed solution, will the City be charged for local calls?

♦ Include the pricing for this long distance calling on the pricing sheet.

♦ Does proposed solution offer any bundles that include free minutes?

Optional PRI InterfaceCurrently, the City has DID numbers that are connected through the Fujitsu telephone system to various fax machines throughout the City. With the uncertain capability of handling fax traffic through any SIP solution, the City is asking for an optional quote for a PRI for inbound fax use.

♦ Provide the cost for a PRI at Data Center A for this purpose.

♦ Can this fax PRI be utilized for outbound calling in an emergency situation should the carrier SIP network fail?

o How will the outgoing Caller ID be displayed?o How will 911 calls be affected?o Will local and long distance rates remain the same?

♦ Can this fax PRI be utilized for inbound DID calling in an emergency situation should the carrier SIP network fail?

o If yes, how will the DID numbers be re-routed to the PRI?

Requirements: Features and Software


911 Requirements: The system must provide the following capabilities:● 911 calls must be routed so that the correct site address is displayed to the 911 PSAP

operators in a networked environment with multiple locations sharing the same SIP Trunks for outgoing calls.

● 911 calls may be made from telephones with non-DID extension numbers. These must provide the correct information to the 911 PSAP operators.

● 911 calls cannot be blocked.● 911 calls from remote users (work at home or traveling users) must provide the correct

address information for the user and be routed to the correct PSAP.● 911 calls from wireless users must provide the correct address information for the user and

be routed to the correct PSAP.● The solution must be compliant with E-911 regulations, which require that a phone system

transmit information that will allow a phone to be located to a specific floor in the building.

♦ Identify whether proposed solution provides each feature described above. If not, note it here and also in Section 5, Exceptions.

♦ Describe how proposed solution handles the e911 capabilities for the City.

♦ How is the number/location database administered?

♦ Who administers this database?

Networking Feature Requirements: The solution must work with the City’s locations, which are tied together over the fiber network, and support the following:

● The appearance of one large system to both internal and external callers. This includes display information such as the name and DID number of the calling party, and the status of the called party.

● The ability to transfer calls transparently to any location utilizing services such as SIP refer so that City resources are most efficiently utilized.

● The ability of the display information (name, extension number, of the calling party, caller information, transfer information, busy status, etc.) to be carried from location to location, internal or external, with a transferred call.

● The ability to route calls out of PSTN trunks at any site, as determined by each location’s ShoreTel routing software.

● Anti-tromboning (SIP refer) on transferred calls (unused or duplicated calls paths are dropped when a new call path is established, or path is no longer needed due to a transfer or conference).

● The ability to administer all SIP groups from one, or any, location, including software changes.

● The ability to use one centralized call accounting system to track calls out of all locations on the network. The call accounting system must be able to distinguish which phone originated the call, no matter where the phone exists in the network.

♦ Identify whether proposed solution has each feature described above. If not, note it here and also in Section 5, Exceptions.

Call Accounting Feature Requirements: The proposed solution must include Call Accounting (Station Message Detail Recording (SMDR/ Call Detail Recording (CDR)) capability. This capability must be able to be provided on the attendant console as well as other stations.

The system must have the ability to track outgoing, incoming, and internal calls, including:● ANI/ Caller ID/ Calling number● Extension number● Call date, time, and duration● Call type (report on incoming, outgoing, and internal calls)● Dialed number


In addition, the system must provide the following report capabilities: ● Reports (summary and detail reports) at the following levels: individual users, departments,

by site, and organization wide● Ability to run ad-hoc reports and filter information to isolate calls that meet specific criteria

such as date, time, dialed number, calling number, extension number, etc. ● Schedule reports to run automatically● Send regularly scheduled reports out via email● Export reports into Excel or .PDF formats● Have updates to user information made automatically when a user is added, deleted, or

changed in the phone system

♦ Identify whether proposed solution has each feature described above. If not, note it here and also in Section 5, Exceptions.

C5. Implementation, Billing, Ongoing Support and AdministrationImplementation: The successful vendor shall provide a project manager, separate from the account manager, who will be the focal point for our implementation. Status reports will be required bi-weekly during any implementation process. These reports shall be provided in writing to the designated City project manager.

The City has recently purchased a new ShoreTel Connect Premise Solution. It is anticipated that the ShoreTel installation will be phased to replace the current environment. The City currently has banks of DID numbers in three different exchanges along with several individual numbers that are routed to the City on the local PRIs. The City plans to port these numbers to the SIP trunks in phases as users migrate onto the new ShoreTel system. It is unlikely that the numbers will be ported in consecutive blocks.

The City has a list of all known existing numbers. This information will be provided to the selected vendor.

♦ Describe plan to have the SIP trunks installed and tested. This plan should also describe how disruption for Overland Park employees would be minimized. Include a timeline that specifies the tasks necessary, whom will perform each task, and time frames for each.

♦ Describe the methodology for porting the numbers from the current carrier to proposed solution, including how this will be accomplished in the necessary phases.

The selected vendor must provide an organization chart of the personnel who will be involved in the network conversion. This chart shall include titles and a functional description of the role played by each person. Subcontractors must be identified, and are subject to approval by the City.

The selected vendor must provide an escalation procedure for addressing problems during implementation.

Testing: The City expects the underlying facilities, and all test numbers, to be tested before turning them over to the City. The City will then perform their own tests before accepting the services. Billing shall not begin until the City has accepted the services.

The City requires:● Advance notice of any kind of intrusive testing (or any testing) that will disable a data service,

T-1 or circuit.● Vendor personnel must obtain advance approval of any intrusive testing of any City facilities.● Notification provided to the City of any and all yellow and red alarms detected by the network.● Address incident management vs. ongoing changes and scheduled outages.


♦ State your understanding of the requirements in the Implementation and Testing sections above, and your compliance with them. If your proposed solution varies from these requirements note it here and in the Exceptions Section.

Billing and Reports: The City requires the following capabilities:● Billing for all types of services on a single invoice available on a secure web site, for all SIP

locations. ● The ability to name and identify all locations on their network with names or location

identifiers that are of their choosing. This should be adjustable, at any time, by the City and should follow through for any inventories, billing location names or circuit identification on ALL reports as they change. This City identifier should be independent from any vendor location/circuit identification.

● Ability to adjust billing format to allow for the appearance of a location number or name somewhere in the billing address for City use in identifying usage or bills for particular locations.

● Charges broken out by location and by type of service which shows, for example: ▪ SIP circuit charges by site▪ Usage charges by site, including

● Total number of calls● Total minutes of usage● Additional location charges● Taxes, fees and other surcharges● Total of all charges (discounted) for each location.

▪ Each individual site must be separated and summarized on a consolidated bill. The option must be available to print, or view the detail, data and voice, for every location separately, but have the totals rolled up to a master bill.

● Call detail and other detailed information.● A web site/customer accessible interface/portal that provides:

o Billing reportso Ability to create custom reports both contents and report format .xlsx, etc.o Ability to dispute bills and track status and resolutiono An inventory of all serviceso Traffic/usage datao Analytical tools that enable reporting (either standard or customized), graphics

and charting abilities, etc.o Network inventory of services, by site (including phone numbers and toll free

numbers)

Billing Problems: The City requires a billing SLA with time frames for complete resolution of minor billing problems within one (1) billing period, and complete resolution of major service problems within three billing periods.

In addition, the City requires the ability to terminate the contract if such standards are not met. Proper billing is a service that the selected vendor is required to provide, and the selected vendor risks breach of contract for continual billing errors and failure to resolve them expeditiously.

The City requires that accurate invoices be received within sixty (60) days of completed work, or provision of services. Those not received within sixty (60) days of completed work, or provision of services, shall be declared stale and not accepted for payment.

The successful vendor shall be required to provide other, on-demand customized reports as may be required from time to time to assist the City in its management process.

♦ State your understanding of the billing requirements above, and your compliance with them. If your proposed solution varies from these requirements note it here and in the Exceptions Section.


Ongoing Support: ♦ What is your company's plan for providing ongoing support to the City? Provide an overview of your account team structure. Are any account team members a part of a “Customer Service Center” call center operation?

♦ What is the escalation procedure for addressing problems at nights and on weekends and holidays? Upon award, will an escalation list be provided with names, telephone numbers, and email addresses so that the City may contact higher level personnel as needed for response?

The proposed solution must offer a web portal for reporting service problems during regular business hours, as well as after business hours and on holidays. The solution’s Repair Center must have the ability to performing remote diagnostics/repair.

If problems are not resolved within a predetermined timeframe, the issue must be automatically upgraded and brought to the attention of higher levels of management.

Status information and problem resolution timeframes must be provided to the City at least daily on a minor issue and hourly for a major outage.

Timeliness of Changes: The City requires the successful vendor to make changes to our services in a timely manner. Specifically, the City has the following base expectations:

● 800 numbers and other toll free service:o Disconnects: 2 working dayso New service: 5 working days (this does not include numbers which are ported

from another carrier)o DNIS changes: 1 working day

● Backbone Network:o Connection Speed changes: 5 working dayso Addition of new sites: 30 days

♦ State your understanding and acceptance of these requirements. If your proposed solution varies from these requirements note it here and in the Exceptions Section.

System Administration and Management Requirements: Overland Park prefers to utilize a single system management tool for the proposed solution. The tool must have the following capabilities:

a) Remote Monitoring by vendorb) Traffic Studies on trunks that show call counts and utilization on all SIP circuits (attempts,

seizures, busies, overflows)c) The ability to determine SIP status, and alarm conditionsd) Exception reports indication conditions where delay, jitter, packet loss, etc. exceed preset

thresholdse) The ability to monitor/track individual calls for troubleshooting and quality monitoring purposesf) Testing and diagnostic capability that allows administrator to do troubleshooting remotelyg) Diagnostic capability that allows administrator to determine if problem is with SIP linesh) Status information to show if problem has been resolvedi) Routing administrationj) Ability to busy out SIP trunks, groups, etc.k) Ability to determine status (working, not working, in alarm state) of SIP trunks, and gatewaysl) Support for open standards, such as SNMP

♦ Please state whether your solution can provide each requirement listed above. If not, note it here and also in Section 5, Exceptions.

Security:


♦ Explain what security capabilities are included in the solution as proposed, and what optional capabilities your solution provides. Include pricing for optional capabilities. Please address:

o Virus protection capabilitieso Intrusion detection o Password protection capabilities o Encryptiono Prevention of phone Denial of Service (DoS) attacks o Secure remote management access

C6. Alternate ProposalsUse this section to propose any other configuration, product, or service that will benefit the City of Overland Park. Include information on managing future growth, and/or plans for future products and/or services

All pricing for any alternative proposals shall be included on the Alternate Proposal Pricing Sheet. The format and price sheets should remain the same, standardized for easy comparison. Please describe your alternate solution, in detail, in this section.

C7. ExceptionsList ALL exceptions to the requirements specified in this RFP. Exceptions noted in the body of the response MUST be repeated in this section. Include any features that will not operate as specified, in addition to other exceptions.

C8. PricingVendor price shall include ALL equipment, labor, travel, overtime, supplies, shipping, fees, taxes, regulatory charges, and services necessary to deliver the specified SIP service. Proposals shall not include sales tax/use tax for the State of Kansas. Other monthly costs, non-recurring costs, and any additional cost items shall be identified and itemized so that the City has a complete understanding of costs, taxes, fees, and surcharges that comprise the total monthly cost as proposed. The Total Monthly Cost reflects the total amount that the City will be billed on a monthly basis for SIP services during the term of the Contract. THE CITY WILL NOT BE LIABLE OR RESPONSIBLE FOR ADDITIONAL CHARGES OR COSTS THAT ARE NOT STATED IN YOUR PROPOSAL.

An electronic excel pricing spreadsheet has been provided with this RFP (Attachment A), which must be filled in with the appropriate information. Pricing Sheets must be provided on the forms provided with this RFP. Pricing sheets must be submitted in hardcopy and original electronic excel format with your proposal. Pricing sheets that are submitted in .pdf format may be disqualified.

Please note that the pricing spreadsheet is composed of 4 individual worksheets, which are described in more detail below: Pricing SummaryItemized Pricing Pricing Summary--Alternate ProposalItemized Pricing-- Alternate Proposal

Summary PricingProvides an overview of the proposed system pricing and ongoing maintenance costs.

Itemized PricingIndividual proposed parts along with their respective prices should be included, so that we can adjust our configuration as necessary and calculate the new price after adjustments (see "Sample Pricing Sheet-Itemized Pricing" below). All items that are included as part of a package should be itemized and priced.

Pricing Summary-- Alternate ProposalProvides an overview of the proposed system pricing and ongoing maintenance costs. This sheet should explain and price any alternate proposals you may want to provide.


Itemized Pricing-- Alternate ProposalIndividual proposed parts for the alternate proposal, along with their respective prices, should be included. All items that are included as part of a package should be itemized and priced.


SECTION DPROPOSAL SHEETThis sheet to be submitted in hardcopy form with your proposal.

D1. Vendor Contact

Vendor Name:

Contact Name:

Title:

Street Address:

City, State, Zip:

Phone:

Email:

D2. Vendor Signature

I have reviewed all of the general information and specifications in the RFP, have contacted the City regarding any needed clarifications, and submit this proposal with a full understanding of the specifications.

If selected by the City as the Vendor, I agree to abide by the terms and conditions specified in this RFP.

Company Officer Name:

Title:

Signature:

Date:

Phone:


SECTION EAGREEMENT TEMPLATE

The following template shall be the basis of the Agreement between the City and the Selected Vendor.

THIS AGREEMENT is made and entered into this ________________ day of , 201__, by and between the City of Overland Park, Kansas, hereinafter referred to as “City,” and __________________, hereinafter referred to as “Contractor.”

SECTION I - SCOPE AND ORDER OF PRECEDENCE

Contractor shall provide to the City certain products and services as outlined in Exhibit C, a copy of which is attached hereto and incorporated by reference herein to the City’s complete satisfaction and in compliance with the Request for Proposal (RFP) in Exhibit A.

If there is a conflict among any of the Exhibits referenced above, the following order of precedence shall apply:

1. This Agreement, excluding exhibits2. The Scope of Work (Exhibit C)3. The RFP (Exhibit A) 4. The RFP Response (Exhibit B)

SECTION II - COMPENSATION

The City agrees to pay Contractor for all products and services as outlined in Exhibit G, a copy of which is attached hereto and incorporated by reference herein, $__________________ . The Compensation will be paid to Contractor as follows:

SECTION III - DISPUTE RESOLUTION

City and Contractor agree that disputes relative to the products delivered and work performed should first be addressed by negotiations between the parties. If direct negotiations fail to resolve the dispute, the party initiating the claim that is the basis for the dispute shall be free to take such steps as it deems necessary to protect its interests; provided, however, that notwithstanding any such dispute Contractor shall proceed with the work as per this Agreement as if no dispute existed; and provided further that no dispute will be submitted to arbitration without the parties’ express written consent.

SECTION IV - TERMINATION FOR CONVENIENCE

Either party may terminate this Agreement at their convenience by giving the other party written notice. Agreement will be terminated on the first day of the month following the month in which a termination notice is received by either party. Any termination shall not relieve the City of its obligations to pay SIP Trunking Services City of Overland Park, Kansas Page 17

Contractor for functional hardware received or services satisfactorily performed through the effective date of termination.

SECTION V - ASSIGNMENT

Parties hereto agree that neither shall assign, sublet or transfer their interest in this Agreement without the written consent of the other and further agree that this Agreement binds the parties, their successors, trustees, assignees and legal representatives.

SECTION VI - PRIOR VERBAL OR WRITTEN STATEMENTS NOT BINDING

It is understood and agreed that the written terms and provisions of this Agreement shall supersede all prior verbal and written statements of any and every official and/or other representative of the City and Contractor and such statements shall not be effective or be construed as entering into, or forming a part of, or altering in any way whatsoever, the written Agreement. In the event that the City issues a purchase order, work order, invoice or similar document relating to services performed, such purchase order or similar document shall be for the City’s administrative purposes only and will not supplement, supersede, modify or affect any of the terms and conditions set forth herein.

SECTION VII - INDEPENDENT CONTRACTOR

Contractor is an independent contractor, and as such, neither Contractor nor its personnel are agents or employees of the City. Contractor is responsible for payment of any and all federal, state and local taxes.

SECTION VIII - HOLD HARMLESS/INDEMNIFICATION

Contractor agrees to defend, indemnify and hold harmless the City and its agents and/or employees from any and all claims, settlements, and judgments including but not limited to those for bodily injury, physical property damage and/or death that are caused by the Contractor and within its control and/or those that arise out of Contractor’s or any of its agents, servants and/or employees’ negligent or intentional acts, and/or failure to act in the performance of this Agreement. Neither acceptance of the completed work, payment therefore or termination or expiration of this Agreement shall release Contractor of its obligation under this paragraph.

In the event of any proceeding (suit, claim, or action) against City arising from allegations that the hardware, software, or services, or part thereof, furnished by Contractor (hereinafter “Product”) infringes on a U.S. patent, copyright, trade secret, intellectual property, or other proprietary right of any third-party, Contractor will, if such a proceeding does not result from modifications to the Product made by City use of any Product in combination with other products not furnished by Contractor, defend City’s right, title, or interest in the Product, at Contractor’s expense, provided City promptly notifies Contractor in writing of the allegation. Contractor shall make such defense by counsel of its own choosing, and City shall cooperate with said counsel.

In the event any Product furnished hereunder is, in Contractor’s opinion, likely to or does become the subject of a claim of infringement of any duly issued patent or copyright or of any trade secrets or other intellectual property rights or other proprietary right of a third-party, Contractor may at its option and expense, procure for City the right to continue using the Product, or modify the Product to make it non-infringing but functionally the same, or replace the Product with a non-infringing equivalent.SIP Trunking Services City of Overland Park, Kansas Page 18

SECTION IX - NON-DISCRIMINATION AND OTHER LAWS

A. Contractor agrees that:1. Contractor shall observe the provisions of the Kansas act against discrimination and shall

not discriminate against any person in the performance of work under the present Agreement because of race, religion, color, sex, disability, national origin, ancestry or age;

2. In all solicitations or advertisements for employees, Contractor shall include the phrase, “equal opportunity employer,” or a similar phrase to be approved by the Kansas Human Rights Commission (the “Commission”);

3. If Contractor fails to comply with the manner in which Contractor reports to the Commission in accordance with the provisions of K.S.A. 44-1031 and amendments thereto, Contractor shall be deemed to have breached the present Agreement and it may be canceled, terminated or suspended, in whole or in part, by the City;

4. If Contractor is found guilty of a violation of the Kansas Act Against Discrimination under a decision or order of the Commission which has become final, Contractor shall be deemed to have breached the present Agreement and it may be canceled, terminated or suspended, in whole or in part, by the City; and

5. Contractor shall include the provisions of subsections (A)(1) through (4) in every subcontract or purchase order so that such provisions will be binding upon such subcontractor or vendor. The provisions of this section shall not apply if:

a. Contractor employs fewer than four employees during the term of such contract; or

b. If Contractor contracts with the City cumulatively total $5,000 or less during the fiscal year of the City.

B. Contractor further agrees that Contractor shall abide by the Kansas Age Discrimination In Employment Act (K.S.A. 44-1111 et seq.) and the applicable provision in the Americans With Disabilities Act (42 U.S.C. 12101 et seq.) as well as all federal, state and local laws, ordinances and regulations applicable to this project and to furnish any certification required by any federal, state or local governmental agency in connection therewith.

SECTION X - PROHIBITION AGAINST CONTINGENT FEES

Contractor warrants that it has not employed or retained any person, firm, or corporation, other than a bona fide employee working solely for Contractor, to solicit or secure the awarding of this Agreement based upon an arrangement that the person, firm or corporation would receive any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the award of this Agreement for the breach or violation of the foregoing provision, the City shall have the right to terminate the Agreement without liability and, at its discretion to deduct from the contract price, or otherwise recover the full amount of such fee, commission, percentage, gift or consideration.


SECTION XI - APPLICABLE LAW, NONWAIVER

This Agreement is entered into under and pursuant to, and is to be construed and enforceable in accordance with, the laws of the State of Kansas. The waiver of or failure to enforce any term or condition of this Agreement shall not be construed as a waiver of any other term or condition. If any provision is held to be unenforceable by a court or other tribunal, the enforceability of the other provisions shall not be affected.

SECTION XII – AGREEMENT TERM

The term of this Agreement shall commence on the date above first written and shall continue in force through the two (2) year period required by the RFP (the Initial Term). Thereupon, the Agreement will renew automatically for an additional term of _______ (___) year(s) unless either party gives written notice of intent to terminate thirty (30) days prior to the date the term expires.

Notwithstanding the foregoing, nothing in this Agreement shall prevent, limit, or otherwise interfere with the right of the City to terminate this Agreement in whole or in part, with or without cause, at any time, subject to written notice to Contractor. Upon termination, the City shall compensate Contractor fall all work satisfactorily completed to date of its receipt of the termination notice. Compensation shall not include anticipatory profit or consequential damages, neither of which will be allowed.

SECTION XIII – SUBCONTRACTORS

Contractor shall not subcontract any of the work or services required by this Agreement without the prior written approval of the City. Should Contractor request and the City agree to work being subcontracted, Contractor shall be as fully responsible to the City for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by said subcontractors, as Contractor is for the acts and omissions of the persons it directly employs.

SECTION XIV - INSURANCE REQUIREMENTS

Contractor shall secure and maintain, throughout the duration of this Agreement, insurance (on an occurrence basis unless otherwise agreed to) of such types and in at least such amounts as required herein. Contractor shall provide certificates of insurance and renewals thereof on forms approved by the City and shall name the City as an additional insured on the general liability and automobile liability. The City shall be notified by receipt of written notice at least thirty (30) days prior to material modification or cancellation of any policy listed on the Certificate. Any claims-made policy forms must be maintained for a minimum of 2-years after the end of this Agreement.

A. General LiabilityGeneral Aggregate: $1,000,000Products Completed Operations Aggregate: $1,000,000Personal & Advertising Injury: $500,000Each Occurrence: $500,000

B. Automobile Liability: Policy shall protect Contractor against claims for bodily injury and/or property damage arising from the ownership or use of all owned, hired and/or non-owned vehicles in the amount of no less than $500,000 Each Accident, Combined Single Limits, Bodily Injury, and Property Damage.


C. Worker’s Compensation and Employer’s Liability: This insurance shall protect Contractor against all claims under applicable state workers’ compensation laws. Contractor shall also be protected against claims for injury, disease or death of employees which, for any reason may not fall within the provisions of a workers’ compensation law. The policy limits shall not be less than the following:

Workers’ Compensation: StatutoryEmployer’s Liability:

Bodily Injury by Accident $100,000 each accidentBodily Injury by Disease $500,000 policy limitBodily Injury by Disease $100,000 each employee

D. Professional Liability: Contractor shall maintain throughout the duration of this Agreement plus a minimum of three additional years, Professional Liability Insurance in an amount not less than One Million Dollars ($1,000,000) and shall provide the City with certification thereof.

E. Industry Ratings: The City will only accept coverage from an insurance carrier who offers proof that it:1. Is authorized to do business in the State of Kansas;2. Carries a Best’s policyholder rating of A- or better; and3. Carries at least a Class VIII financial rating; or4. Is a company mutually agreed upon by the City and Contractor

Subcontractors Insurance – If a part of the Agreement is to be sublet, the Contractor shall either:

1. Cover all subcontractors in its insurance policies if allowed to by Contractor’s insurance carrier, or

2. Require each subcontractor not so covered to secure insurance which will protect subcontractor against all applicable hazards or risks of loss as and in the minimum amounts designated.

3. Whichever option is chosen, Contractor shall indemnify and hold harmless the City as to any and all damages, claims or losses, including attorney’s fees, for bodily injury, physical property damage and/or death that arises out of a subcontractor’s or any of its agents, servants, and/or employees’ negligent acts, and or failure to act in the performance of this Agreement arising out of the acts or omissions of its subcontractors.

SECTION XV – ADJUSTMENT TO CONTRACT TERMS

Changes to the terms of this Agreement may be made only in writing and must be approved by the City and Contractor. Should a decision be made to amend the terms of this Agreement, the City and Contractor must mutually agree in writing to the amended terms.

SECTION XVI – CASH BASIS LAW


The City is obligated only to make payments under this Agreement as may be lawfully made from funds budgeted and appropriated for the purposes as set forth in this Agreement during the City’s current budget year. In the event the City does not so budget and appropriate the funds, the parties acknowledge and agree that they shall be relieved from all obligations, without penalty, under this Agreement.

SECTION XVII - SEVERABILITY CLAUSE

Should any provision of this Agreement be determined to be void, invalid, unenforceable or illegal for whatever reason, such provision(s) shall be null and void; provided, however, that the remaining provisions of this Agreement shall be unaffected thereby and shall continue to be valid and enforceable.


SECTION XVIII - EXECUTION OF AGREEMENT

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their authorized officials on the day and year first above written.

CITY OF OVERLAND PARK, KANSAS [ Contractor___]

Carl Gerlach, Mayor

Date Date

ATTEST:

Elizabeth KelleyCity Clerk

APPROVED AS TO FORM:

Tammy M. Owens City Attorney


CORPORATE ACKNOWLEDGMENT

STATE OF __________________ ) ) ss.

COUNTY OF ________________ )

BE IT REMEMBERED, That on this day of , 2017, before me, the undersigned, a Notary Public in and for the County and State aforesaid, came , the _________________________ of (Contractor)., a corporation duly organized, incorporated and existing under and by virtue of the laws of who is personally known to me to be the same person who executed as such officer the within instrument on behalf of said Corporation, and such person duly acknowledged the execution of the same to be the act and deed of said Corporation.

IN WITNESS WHEREOF, I have hereunto subscribed my name and affixed my official seal the day and year last above written.

Notary Public

My Commission Expires:



Documents

SIP Trunking Services - Web view911 calls must be routed so that the correct site address is displayed to the 911 PSAP ... Any claims-made policy forms must be maintained for a minimum