Request for Proposal itg/VoIP/Multiple Locations 2012

1.0 Purpose

The purpose of this Request for Proposal (RFP) is for companies in the Telecommunications Industry to provide the New York Public Library (NYPL), with the specifications, performance schedule and price quotations for stated systems based upon the terms and conditions as set out in the sample agreement attached and hereby made part hereof.

This RFP is for:

1. 
   Software upgrade, to the current releases at the time of implementation, to an existing Nortel CS 1000E Release 7.5 PBX, Call Pilot Release 5.0, Aura Contact Center 6.2 and Element Manager Phones 7.5. These existing components are housed in NYPL’s Stephen A. Schwarzman Building on 5^th Ave and 42^nd Street, Manhattan, New York.
   
2. 
   Replacement of legacy PBX and key systems with VoIP systems at: *
   

• 
  Library for the Performing Arts (LPA)
  

• 
  Andrew Heiskell Braille and Talking Book Library (LB)
  

• 
  St George (SG)
  

• 
  Belmont
  

• 
  Francis Martin
  

• 
  Jerome Park
  

• 
  Melrose
  

• 
  Morrisania
  

• 
  Mott Haven
  

• 
  Riverdale
  

• 
  Sedgwick
  

• 
  West Farms
  

• 
  Woodstock
  

• 
  125^th Street
  

• 
  Aguilar
  

• 
  Hamilton Grange
  

• 
  Harlem
  

• 
  Inwood
  

• 
  New Amsterdam
  

• 
  Riverside
  

* The locations may, decrease, increase or substitutions may occur at the award date.

New York Public Library seeks to replace existing:

• 
  Avaya G3 PBXes at LPA and Heiskell. The LPA PBX also serves the adjacent Riverside branch
  
• 
  AT&T Definity System at St George
  
• 
  Avaya Nortel and Lucent key systems at the remaining upgrade locations
  

• 
  The Element Manager and Aura Contact Center must be configured with all available modules included.
  
• 
  The actual number of Telephones can be found in Appendix G as well as the total number of VoIP licenses required at cut.
  
• 
  Included in the scope of this project is the programming, assembly, installation, patching and testing of all purchased Telephones.
  
• 
  Included in the scope of this project is porting the existing phone numbers / number blocks used at the upgrade locations onto new ISDN PRIs to SASB, and programming the PBX to correctly route incoming calls to these numbers to new Telephones at the upgrade locations.
  

• 
  New gateways will be installed at LPA, LB and St George, each with an ISDN PRI as backup to the IP network configuration.
  

Note: Your proposal must have unit price breakouts for each line item for all components, licensing and software. The library reserves the right to alter the quantities, increase or decrease, of final items purchased. These unit prices will be used for both addition and deletion to the final install contract and purchase order and through the life of the job. Each unit price is to be shown with a labor break out unit price as well as the hardware/software unit price. Increases in unit prices after proposal acceptance and issuance of the purchase order will not be allowed.

• 
  This RFP specification
  
• 
  Sample agreement
  

1. 
   New York Public Library reserves the right to qualify, accept, or reject any or all vendors.
   
2. 
   New York Public Library reserves the right to accept or reject any or all proposals and to waive any irregularities or technicalities in the RFP and in any proposal.
   
3. 
   New York Public Library reserves the right to negotiate any alterations specifications herein due to oversight or error.
   
4. 
   New York Public Library reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of this RFP.
   
5. 
   New York Public Library reserves the right to seek clarification, in writing, from vendors about areas of their RFP response during the evaluation process.
   
6. 
   New York Public Library will not pay for any information requested herein, nor will it be liable for any costs incurred by the vendor in preparing a proposal.
   
7. 
   New York Public Library reserves the right to contract for a project that is not the lowest in price, provided that, in the sole judgment of the library, the project offered under the higher proposal has additional value or function which justifies the difference in price. Price will remain the highest percentage factor.
   
8. 
   All proposals become the property of New York Public Library and will not be returned to the vendor.
   

1.1 Issuing Office

2. Definitions

The New York Public Library

The New York Public Library

Refers to the

Any individual, partnership or corporation who participates in the RFP process, prior to award. After award, the successful RESPONDENT shall be the individual, partnership or corporation, who, as a result of the RFP process, is selected to provide the services. The RESPONDENT submitting this proposal shall be the sole point of contact and responsible for providing all aspects of equipment, services, and support, specified herein, including problem resolution for all equipment, services and support purchased under this RFP.

Successful RESPONDENT

2. Addenda

2. Schedule of Events

Release of RFP January 24, 2012

1.5 Proposal Presentation

1.6 Proposal Modifications or Withdrawal

1.7 Method of Award

• 
  Experience working on similar projects
  
• 
  Compliance with critical requirements
  
• 
  Library’s previous experience with respondent, if any
  
• 
  Vendor’s service and delivery capabilities and history
  
• 
  Accuracy and quality of deliverables, adherence to schedules and relative success of programs implemented (determined through reference checks with peer libraries)
  
• 
  Vendor’s proposed implementation schedule
  

• 
  Award to other than the lowest price respondents
  
• 
  Reject all proposals and invite further competition if deemed necessary
  
• 
  Waive, modify, or correct any irregularities in proposals received, after prior notification to the respondents
  
• 
  Extend the time for the submission for all proposals after notification to all respondents.
  
• 
  Terminate negotiations with a selected respondent and select the next most responsive respondent when contract negotiations fail to result in a signed agreement within a reasonable period of time
  
• 
  Approve or reject any sub-consultants proposed by the Contractor
  

8. Warranties

9. Testing, Cutover and Acceptance

   1. Upon completion of Installation, VENDOR shall test the equipment, software and installation for conformity with the standards and specifications set forth in the applicable Manufacturer installation manuals and in accordance with the features and performance specifications described in this RFP, utilizing the test procedures set forth in applicable Manufacturer documentation. Library must be present and witness all such tests at the time of performance by VENDOR. When all such tests have been completed to VENDOR's satisfaction, VENDOR shall give the Library written notice including copies of tests, together with its certification that all applicable standards and specifications have been met.

   2. Upon receipt by Library of notice of completion of the tests by VENDOR, the Library may request a retest the equipment, software and installation for conformity with the standards and specifications set forth in the applicable Manufacturer’s documentation. This retest will be at no cost to the library.

   3. VENDOR installation of the equipment and software may be staged in a manner such that portions of the Library will begin using the system before the entire system is installed and tested. Such use of the partial system by the Library does not constitute acceptance of the entire system by the Library and does not relieve the VENDOR of testing the system after all installation of equipment and software is complete. Failure of the Library to notify the VENDOR of portions of the system that are functioning incorrectly does not constitute acceptance of the system.

   4. Library shall notify VENDOR in writing of its election to accept the system in part or completely after receipt by Library of notice of completion of the tests by VENDOR.

   5. When the equipment and software have satisfactorily been tested to manufacturers standards VENDOR shall notify Library of the date on which the equipment and software is ready to be placed into service ("Cutover"). The actual date of Cutover shall be as mutually agreed by the parties.

   6. Within sixty (60) days after Cutover, Library shall either accept the installation, equipment and software, with a written notice of Final Acceptance, or notify VENDOR in writing specifying in reasonable detail those particulars, which Library deems unacceptable.

   7. VENDOR shall promptly proceed to correction, and thereupon Library shall accept the equipment, software and installation in writing.

   8. For purposes of this Section, any notice given by either party must be given in writing to a representative previously identified by each party prior to the commencement of work.- as per the Notice provision of the agreement

10. Incurring Costs

9. Payment Schedule

1. 
   VENDOR hereby agrees that no work will commence and the Library shall make no payment until Library is in receipt of VENDOR’s insurance certificate. All insurance coverage and carriers are subject terms of the sample agreement attached.
   
2. 
   Invoices are to be rendered only if items or services on the Purchase Order have been furnished and installed. Invoices shall be itemized; for all applicable discounts identified and shall reference the correct purchase order number(s). Offers that include requests for prepayment will not be considered. Invoices will be submitted after NYPL has issued a written Notice of Final Acceptance, as described in 1.9
   
3. 
   NYPL policy relating to the payment of invoices is Net 45.
   
4. 
   All equipment shipped to the library to fulfill the purchase order must be delivered with Bills Of Lading and Packing Lists showing PO number, part numbers and serial numbers of each item.
   

2.1 OSHA Requirements

2. Performance Standard

2. Trade-In Equipment

2. Proprietary Information

2. Subcontracting

2. Work Hours

2. New Manufacture

2. Library Project Manager

3.1 Delays and Extensions of Time

1. 
   Increase staff and labor force
   
2. 
   Work overtime
   
3. 
   Add or change subcontractors
   
4. 
   Utilize alternate agreed upon materials/methods
   
5. 
   Reschedule
   

Cost of any remedial action shall not be assigned to the Library, and no increase in contract price will be authorized.

3.2 Permits, Licenses and Codes

The VENDOR shall meet with the Library Project Manager before starting installation to discuss scheduling of work, keys, access to buildings, and installation procedures. The VENDOR shall prepare a list of materials for product submittal review and will develop (jointly with the Library) an acceptable project management schedule that will be maintained throughout the project.

4. Correction of Work After Substantial Completion

4. Cutting and Patching

4. Phasing of the Work

4. Access to Work and Miscellaneous Items

4. 
   Product Specification Submittals
   

The VENDOR is required to prepare and submit to the Library a formal product submittal that provides detailed information regarding the products and equipment proposed for installation. The submittal shall be sufficient in detail to allow full and fair evaluation of the product submitted. In addition, any requests for product substitutions (from the manufacturer’s model originally specified) must be made in writing to the Library Project Manager. Only product substitutions that clearly identify a benefit to the Library (such as lower cost to the Library and/or higher quality) will be reviewed.

4. 
   Review of Existing Conditions
   

The RESPONDENT shall have the responsibility to walk the project sites and note existing conditions prior to proposal response and prior to commencing construction. Verbal descriptions of conditions shall not be used as a substitute for physical inspection of the project sites. The Library cannot be responsible for errors based upon lack of inspection by the RESPONDENT.

12. 
    Documentation
    

The VENDOR shall maintain, prepare, and submit documentation of all work performed under this contract to the Project Manager. Upon completion of the work and before approval of final payment, final testing results and documents must be provided as outlined above.

12. 
    Installation Procedures
    

All work performed under this contract shall be of extremely high quality and workmanship. All cables shall be securely mounted, neatly dressed, and labeled. All work must meet local, state, and national codes and comply with published industry standards, as stated above. If disputes occur, local, state, and national codes have precedence; then Library’s policies and procedures; then standards such as EIA/TIA; then guidelines from organizations such as Building Industry Consulting Services International (BICSI), and then specific product manufacturers' (such as Cisco, Avaya Nortel, Siemons, 3M, etc.) recommendations. Any work not meeting this high quality of workmanship must be corrected at the VENDOR's sole expense.

12. 
    F.O.B. Destination – Installed
    

The system proposed is to be delivered prepaid FOB Destination to the Library with three full copies of operating instructions, operating manuals, and maintenance manuals in both printed and digital data format given to Project Manager. Include all packing, transportation, insurance, installation, instruction, documentation, and any other related charges.

12. 
    Liens and Encumbrances
    

The VENDOR represents and warrants that it has good and absolute title to and full right to transfer and assign the system equipment and software to the Library and that there are no liens, claims, or encumbrances of any kind or nature whatsoever against the system equipment at the time of acceptance by the Library. The VENDOR warrants the system equipment shall be delivered and installed free of the rightful claim of any person by way of patent or trademark infringement, or the like.

12. 
    Upgrading Hardware/Software
    

Library shall have the option of substituting the most current versions of hardware and software during the contract, but prior to delivery by the selected vendor. This right shall include the acquisition of new features at no cost to NYPL as may be announced during the contract term and will provide for the retirement of replaced capabilities without penalty and the inclusion of the new capabilities into the remainder of the purchase.

12. 
    Product Changes by Manufacturer
    

In the event of upgrades or changes to any product included in VENDOR's proposal prior to acceptance date, the following provisions shall apply: In the event of price decrease, VENDOR shall offer the specified product at the lower price. In the event of increased product capability, VENDOR shall offer the more capable product at same price as original product was offered. In the event product capability changes materially affect the suitability of the product to the purposes of Library, and the specified product is no longer available, Library shall have the option of canceling the contract without penalty and requiring VENDOR to remove, at Library’s option, any materials or equipment installed and return premises to original condition.

4.0 NYPL Site Information

• 
  Four sites are served by three Avaya G3 PBXs (the LPA PBX also serves the adjacent Riverside branch).
  
• 
  Three locations are served by Avaya Nortel Systems PBXs: CS1000M Release 4.0 (Bronx Library Center): a Avaya Nortel 1000E Rel. 7.5 with Call Pilot Release 5.0, Aura Contact Center 6.2 and Element Manager Phones 7.5 (Stephen A. Schwarzman Building) and a Nortel CS1000E Release 5.5 (Schomburg Center for Research in Black Culture, also serving the adjacent Countee Cullen branch)
  
• 
  In addition the Library Service Center and Science, Industry and Business Library are served by a Avaya Nortel Media Gateway 1000E IP linked to the Stephen A. Schwarzman Building site (See Appendix E)
  
• 
  The Avaya Nortel locations are networked over NYPL’s data network using IP links. One Call Pilot System, one Call Center Manager and one Telephone Manager serve all Nortel PBX locations.
  

The remaining NYPL sites are served by

• 
  64 Avaya Partner systems
  
• 
  9 Nortel BCM 50s
  
• 
  9 sites with VoIP from the SASB CS1000E.
  

The Avaya G3 PBXs are networked for five-digit dialing and voice mail service between the locations by point-to-point T-1s. (See Appendix E) Each location has its own DID circuits and DOD circuits. (See Appendix A) All locations have POTS circuits utilized for fax service, alarm circuits and elevator telephones. The Avaya PBXs are G3V8 series switches upgraded from System 75. (See Appendix C). There are three Avaya Audix systems serving all Avaya PBX locations. (See Appendices D & E)

2. 
   Telephone Instruments
   

The library has a total of 2,500 telephone instruments at its networked PBX locations. Eighty percent (80%) are digital multi line instruments. Five Percent (5%) are single line analog telephone instruments. The remaining fifteen percent are Avaya Nortel VoIP instruments.

3. Voice Mail System

3. E911 System

3. Network Management Systems

The three Avaya Nortel PBXs are network addressable using TM.

3. Inside Cable Plant.

5.0 TECHNICAL SPECIFICATIONS

5.1 Introduction

2. Overview of Proposed System

1. 
   PBX and Network Modifications and Additions
   

The proposed PBX modifications and additions are:

6. 
   The proposed system must provide additional licenses for Element Manager Phones to allow for management of the additional instruments and components.
   
7. 
   IP Trunking capability is required for all PBX additions for NYPL on-network five digit dialing/calling.
   
8. 
   The selected RESPONDENT is responsible to coordinate and make work all five digit dialing between all existing Avaya/Avaya Nortel PBX(s) and installed Gateways. Selected RESPONDENT is responsible to install the new instrumentation so that the existing NYPL five digit dialing plan is maintained and used in its present construct. SIBL DID numbers will be ported to the SASB PBX at cut and SIBL’s existing extensions will be maintained and assigned to the new VoIP instruments.
   

2. 
   Statement of Work
   

The Selected RESPONDENT shall:

1. 
   Furnish all equipment related to the components selected;
   

2. 
   Furnish all software required by system components;
   

3. 
   Install all equipment related to the components selected;
   

4. 
   Complete all necessary construction to provide for direct PBX/ or server installation and install new cabling selected by the Library for direct service to the PBX/ or server, if any;
   

5. 
   Test the system as a fully-operating network;
   

6. 
   Train Library personnel in the management, operation, and control of the system;
   

7. 
   Support the cutover of communications from the existing telephone network to the new network;
   

8. 
   Furnish system documentation; in electronic and paper media, three copies of each.
   

9. 
   Provide warranty maintenance and repair for one year following the date specified in the written notice of Final Acceptance on all VENDOR-supplied equipment, as detailed in an Agreement and its Annexes;
   

2. Coordination with Carriers

5.5 Telephone Instruments

5.7 Automatic Call Distributor (ACD)

5.8 Management System

• 
  Session Initiation Protocol (SIP)
  
• 
  H.323
  

5.11 Voice Mail and Unified Messaging Systems

5.12 Power System

5.13 Grounding and Bonding System

14. Heating, Ventilation and Air Conditioning System (HVAC)

5.15 Maintenance Guarantee

5.16 Response Times

1. 
   System Failure
   
2. 
   Failure of a Common Control Unit
   
3. 
   Failure of 5% or more trunk circuits
   
4. 
   Failure of any Network Management system
   
5. 
   Failure of any E911 interface component
   
6. 
   Failure of the Maintenance or E911 database
   
7. 
   Failure of a power supply
   
8. 
   Failure of 5% or more stations
   
9. 
   Failure of a console
   
10. 
    Failure of SMDR output from any switching component.
    
11. 
    Failure of ANY server in the system even if redundant.
    

5.17 Training

5.17.1 Maintenance Training

The RESPONDENT will train the Library technical staff to perform daily maintenance and moves, adds and changes on all installed equipment prior to system acceptance. This training shall be performed at a NYPL facility, or another facility within NYC.

The training must impart a working knowledge of system operating details and diagnostic and maintenance techniques including, but not limited to, testing and repair, routine and preventive maintenance, installation and modification procedures, system programming, and network management at all levels. If the Library elects commencement of the training program during the installation period, the training shall commence sufficiently prior to cutover to permit the Library personnel to participate in final testing and cutover of the system. A specific plan for the training to be provided shall be included in the proposal along with samples of training material.

2. Customer Training

17. Spare Parts

17. Maintenance Center Location and Personnel Profiles

17. System Installation/Cutover Plans

• 
  Contract Signing
  
• 
  Issuance of the Funding Commitment Decision Letter by USAC
  
• 
  Issuance of Purchase Order
  
• 
  Equipment Delivery
  
• 
  System Installation
  
• 
  System Testing
  
• 
  NYPL technician training
  
• 
  Station customer training
  
• 
  Complete system operational testing
  
• 
  Cutover
  

17. Project Management

1. 
   Acting as the single point of contact for the VENDOR to the Library.
   

2. 
   Effecting the necessary coordination between the VENDOR, other suppliers and the Library.
   

3. 
   Establishing and maintaining all project implementation schedules and plans subject to approval by the Library.
   

17. System Testing and Acceptance

1. 
   Installation tests
   

2. 
   Pre-Cutover tests
   

3. 
   Acceptance tests
   

17. Installation Tests

1. 
   Visual and mechanical inspection
   

2. 
   Electrical continuity, grounding, shielding, and signal loss tests
   

3. 
   Component operational tests
   

4. 
   Subsystem operational tests
   

17. Pre-Cutover Tests

17. Acceptance Tests

17. Drawings and Documentation

1. 
   Installation and Floor Plan drawings, showing complete system layout. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

2. 
   Equipment Inventory for the PBX drawings, listing all equipment items and indicating the location of items within frames, shelves, etc. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

3. 
   Compliance with FCC and New York PSC requirements for the connection of customer-provided equipment to public utility telephone company systems. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

4. 
   Proposed acceptance test, and set of system and component specifications to be utilized during acceptance tests. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

5. 
   Project schedule for complete project. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

6. 
   A New York State/New York City license will be required for any engineer or architect performance that constitutes practice of one of those professions. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

7. 
   Equipment adjustment and maintenance data, providing any necessary adjustment, calibration, testing and maintenance data. This document is due no later than thirty (30) days after the date specified in the written Notice to Proceed.
   

8. 
   Cable distribution drawings showing pair assignments and cross connect information documenting connections to existing facility/campus systems, if any. This document is due no later than ninety (30) days after the date specified in the written Notice to Proceed.
   

9. 
   Subsystem diagrams, including schematic drawings, circuit drawings and wiring diagrams. This document is due no later than ninety (30) days after the date specified in the written Notice to Proceed
   

6.0 RESPONDENT QUALIFICATIONS

6.1 Company Information

1. 
   Description
   
2. 
   Years In Business
   
3. 
   D&B Rating
   
4. 
   Number of Employees
   
5. 
   Financial history, including the most recent full year’s financial statement
   
6. 
   Information that would establish the company and its products/services as a strong business organization and qualified to undertake this project.
   
7. 
   Information regarding the company’s relationship with the manufacturer of the proposed system and ancillary products.
   
8. 
   Number of Full Time Service people (not installers) in New York Metro Area trained on proposed equipment
   
9. 
   Number of "In House" Repair Center, Full- Time Technicians trained on equipment proposed (in New York City)
   
10. 
    System Training/Coordinator Specialists trained on equipment proposed (in New York City)
    

6.2 References

1. 
   Company or institution name, address, contact person’s name and telephone number.
   
2. 
   Date of system installation.
   
3. 
   Size of installation and short description.
   

6.3 VENDOR Personnel Requirements

1. Project Manager must have a minimum of one-year employment with VENDOR’s company and have at least five years experience in installing, programming, and maintaining voice-switching equipment.

2. Installation Technician/Engineer – Shall have at least on advanced certification from the manufacturer of the proposed system for each component s/he will install. Have a minimum of one-year employment with VENDOR’s company and have at least five years experience in installing, programming, and maintaining the chosen manufacture’s equipment. The Installation Technician/Engineer shall be at the Library and on site during the time frame that the equipment and software is being installed, configured and cutover, and for the next business day following the installation at each location.

7.0 RESPONDENT CERTIFICATION/SIGNATURE PAGE

APPENDIX A

Existing PBX Line and Station Counts

BRONX LIBRARY 7 23(PRI T-1) 100 1

LSC Backup PRI In above

SIBL Backup PRI In above
LPA 8 16 190 1
MID-MHTN 28 25 425 1
SCHOMBURG 8(backup) 46(2XPRI T-1) 140 1
ST. GEORGE 9 16 50 1

(Spirit)

APPENDIX B

Existing PBX Locations

APPENDIX C

PBX Software LoadS

AVAYA G3 PBXS

AVAYA Nortel CS1000Es

LPA V8I.02.0.034.5 018-913-6518

MID/MHTN V8I.02.0.034.5 016-122-5917

APPENDIX D

PBX Locations with Voice Mail Systems

APPENDIX E

NYPL CURRENT Voice network

APPENDIX F

Avaya equipment Hardware and Software SPECIFICATION FOR SASB

Avaya equipment Hardware and Software SPECIFICATION FOR LPA

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT.

Avaya equipment Hardware and Software SPECIFICATION FOR LB

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT.

Avaya equipment Hardware and Software SPECIFICATION FOR St George

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT.

Avaya equipment Hardware and Software SPECIFICATION FOR EACH OF THE OTHER LOCATIONS

the parts listed may be substituted by equivalent parts, from AVAYA OR another manufacturer. IF PROPOSAL INCLUDES SUBSTITUTION, YOU MUST INDICATE HOW YOUR PROPOSED SYSTEM WILL FULLY INTEROPERATE WITH THE EXISTING NORTEL/AVAYA ENVIRONMENT.