HomeMy WebLinkAboutAgenda Report - September 18, 1991 (67)of
CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Request for Proposal for Telephone System Upgrade
NfEE TU DATE: September 18, 1991
PREPARED BY: Assistant City- Manager
RECOMMENDED ACTION: That the City Council approve the Request for Proposal
for the City's telephone system upgrade and authorize
dissemination of the Request for Proposal to interested
parties.
BACKGROUND INFORMATION: The Request for Proposal, as prepared by Northern
California Communications Network, will provide the
equipment and services necessary to upgrade the City's
telephone system to a mrh needed capacity. Items to
be bid upon include the following.
• upgrade main switch in the Public Safety Building;
• install a new PBX at the Municipal Service Center;
• voice mail;
• key systems for White Slough, Parks & Recreation,
and Hutchins Street Square; and
• maintenance contract for entire phone system
A copy of :he RFP will be delivered to Council Members prior to the Council
meeting of September 18.
FUNDM - Operating Budget
- Mater Capital
- Sewer Capital
- Electric Capital
- Capital Outlay Reserve
Respectfully submitted,
t k n t fig Manager
A istant City h
JLG:br
Prepared by Janet S. Keeter
Administrative Assistant to the City Manager
CCCOM314/TXTA.07A
APPROVED
THOMAS A. PETERSON .,.. a ..«
City Manager
CC -1
REQUEST FOR PROPOSALS TO
FURNISH, INSTALL AND MAINTAIN
COMPLETE TELEPHONE SERVICES
THE CITY OF LODI
LQDI, CALIFORNIA
PREPARED BY:
NORTHERN CALIFORNIA COMMUNICATIONS NETWORK
134 RHOADES WAY
FOLSOM, CALIFORNIA 95630
(916) 983-0955
1owli�►owm
INSTRUCTIONS TO BIDDERS SECTION 1.00-1 TO 1.00-7
GENERAL INSTRUCTIONS .........................PAGE 1.00-1 TO 1.00-4
PROPOSAL FORM AND BID SIGNATURE..............PAGE 1.00-5 TO 1.00-6
ACCEPTANCE/EXCEPTION FORM ....................PAGE 1.00-7
GENERAL CONDITIONS SECTION 2.00-1 TO 2-00-6
RFP TERMINOLOGY..............................PAGE 2.00-1
INSPECTION OF SITE OF WORK...................PAGE 2.00-2
ACCEPTANCE/EXCEPTION FORM ................... PAGE 2.00-6
VENDOR SPECIFICATIONS 3.00-1 TO 3.00-7
TRAINING....................................PAGE 3.00-1
SERVICECONTRACT............................PAGE 3.00-2
CONTRACTORS LIABILITY INSURANCE..............PAGE 3.00-3
VENDOR PROFILE...............................PAGE 3.00-5 TO 3.00-6
ACCEPTANCE/EXCEPTION FORM .................... PAGE 3.00-7
GENERAL TECHNICAL SPECIFICATIONS 4.00-1 TO 4.00-5
SCOPE OF PROJECT ............................. PAGE 4.00-1 TO 4.00-2
KEY SYSTEM FEATURES .........................PAGE 4.00-3 TO 4.00-4
ACCEPTANCE/EXCEPTION FORM .................... PAGE 4.00-5
VOICE PROCESSING TECHNICAL REQUIREMENTS 5.00-1 TO 5.00-10
INTRODUCTION.................................PAGE 5.00-1
GENERAL REQUIREMENTS .........................PAGE 5.00-2 TO 5.00-8
ACCEPTANCE/EXCEPTION FORM .................... PAGE 5.00-9 TO 5.00-10
SYSTEM CONFIGURATIONS 6.00.1 TO 6.00-11
OPTION #1 UPGRADE SL -IM AT MAIN LOCATION..... PAGE 6.00-1 TO 6.00-3
OPTION #2 TELEPHONE SYSTEM FOR MSC........... PAGE 6.00-4 TO 6.00-5
OPTION #3 KEY SYSTEMS ........................PAGE 6.00-6 TO 6.00-8
VOICE PROCESSING SYSTEM ......................PAGE 6.00-9 TO 6.00-10
ACCEPTANCE/EXCEPTION FORM....................PAGE 6.00-11
SYSTEM PRICING 7.00-1 TO 7.00-6
GENERAL REQUIREMENTS .........................PAGE 7.00-1
OPTION #1....................................PAGE 7.00-2
OPTION #2....................................PAGE 7.00-3
OPTION #3....................................PACE 7.00-4
OPTION #4...... ........ ....................PAGE 7.00-5
POST CUT PRICING.............................PAGE 7.00-6
SOFTWARE OPTIONS.............................PAGE 7.00-7 TO 7.00-8
ADDITIONAL INFORMATION .......................PAGE 7.00-9
EXHIBITS 8.00-1 TO 8.00-4
EXHIBIT A - NETWORK DIAGRA*.... .............PAGE 8.00-1
EXHIBIT B - CURRENT SYSTEMS INSTALLED ........ PAGE 8.00-2
EXHIBIT C - INSTALLATION SCHEDULE ............ PAGE 8.00-3
EXHIBIT D - MSC DIAGRAM ......................PAGE 8.00-4
ADDITIONAL INFORMATION
FLOOR PLANS
W
NOTICE INVITING PROPOSALS
The City of Lodi hereby invites sealed proposals to provide,
furnish,install and warranty all the necessary equipment,
materials, hardware, software, and labor for a Telecommunications
System(s) for the City of Lodi, California.
Each proposal shall be in accordance with this notice and
specifications on file with and available front Joel Harris,
Purchasing Agent, City of Lodi, 221 West Pine Street, Lodi,
California 95240, (209) 333-6777.
No proposal will be considered unless it is submitted on a proposal
form provided by the City of Lodi.
Sealed proposals shall be accompanied by a Bidder's Bond of a
Corporate Surety authorized to do business in the State of
California and acceptable to the City, or by a cashier's check or
certified check, for the amount of not less than ten percent (100)
of the total proposal mount, which shall be held as deposit by the
City of Lodi to secure the City in the execution of the contract by
the successful bidder.
Said sealed proposals shall be delivered to the Purchasing Officer,
city of Lodi, 221 West Pine Street, Lodi, CA 95240, (P.O. Box
3006, Lodi, CA 95241-1910), at or before
11:00 a.m., October 28, 1991.
At that date and hour said sealed proposals will be publicly opened
and read in the Public Works Conference Room, First Floor, City
Hall, 221 West Fine Street, Lodi, California. Bidders or their
authorized agents are invited to be present.
The City of Lodi reserves the right to reject any or all proposals,
to waive any informality in any proposal, to accept other than the
lowest proposal, or not to award the proposal.
Reference is hereby made to said specifications for further
details, which specifications and this notice shall be considered
part of any contract made pursuant thereto.
CITY OF LODI
Joel E. Harris
Purchasing officer
PAGE 1.00-1
l TO BIDDERS
1.01 OPENING OF PROPOSALS
A. The Purchasing Officer will receive two (2) copies of
sealed proposals in his office, City Hall, 221 West pine
Street, Lodi, California 95240, until
11:00 a.m.,October 28, 1991.
At that time, in the Public Works Conference Room, first .
Floor, City Hall, 221 West Pine Street, Lodi, California,
proposals will be publicly opened and read. Bidders or their
authorized representatives are invited to be present.
B. The proposal shall be submitted as directed in the "Notice
Inviting Proposals" under sealed cover plainly marked
"TELECOMMUNICATIONS PROPOSAL"
"Opening , October 28, 1991"
Proposals which are not properly marked may be disregarded,
1.02 PROPOSAL FORM
A. Prospective bidders are furnished with two proposal forms
included with the specifications,
B. The proposal must be signed with the full name and address of
the bidder, by an authorized representative of the company.
C. The purchaser reserves the right to accept other than the
lowest proposal, or to reject any or all proposals.
1.03 BIDDER'S BOND
A. Proposals shall be accompanied by a bidder's bond executed by
a corporation authorized to issue surety bonds in the State of
California, or by a cashier's check of a responsible bank,
made out in favor of the City of Lodi, for an amount not less
than ten percent (10%) of the total amount of the proposal.
No proposal shall be considered unless accompanied by such
bidder's bond or check.
B. In the event the person, firm or corporation is awarded the
contract and said bidder fails, neglects, or refuses to enter
into a contract to furnish said equipment, then ohe amount. of
the bid bond or check accompanying the bid shall be declared
to be forfeited to the City.
PAGE 1..00-2
INSTRUCTIONS TO BIDDERS
1.04 PENALTIES
In the event the successful bidder fails to deliver said
equipment on the date promised, the City of nodi shall levy a
penalty of $300.00 for each working day after promised
delivery date that actual delivery is late. Penalty shall be
deducted from invoice amount at the time final payment is
made.
1.05 BIDDER'S RESPONSIBILITY FOR SUBCONTRACTORS
The bidder shall accompany their proposal with a list
of the names and trades of their subcontract bidders to
whom they propose to sublet portions of the work.
Bidder shall Lie the sole point of contact and be fully
and completely responsible for all work of subcontractors, and
shall be liable for any failures or omissions to comply with
the specifications for this equipment and its installation
thereof. City reserves the right to approve all
subcontractors.
1.06 RKJRCTION OF PROPOSALS
Acceptance of proposals does not obligate the City of Lodi
in any way. The right to accept or reject any or all
proposals shall be exercised by the City. Proposals may be
rejected if they show any alterations of proposal form,
additions not called for, or alternative proposals not
properly documented. Bidders proposing equipment with which
the City has no prior in-service experience may be rejected.
Erasures or irregularities of any kind may also be cause for
rejection.
1.07 AWARD
A. Contract will be awarded on the basis of the lowest
qualified responsible bidder, whose proposal complies
with all the requirements herein described, as determined by
the City and the Consultant. The basis for awarding the
contract will be the strongest combination of the
following
1) Technical Solution
2) Design and Implementation
3) Vendor Strength and Service History
4) Price
5) Terms and Conditions
B. Where alternate proposals are received, the City Council
reserves the right to select the proposal most advantageous to
the City. The award, if made, will be made within ninety days
after the opening of the proposals.
PAGE 1.00-3
INSTRUCTIONS TO BIDDERS
The contract documents consist of (1) the Notice Inviting
Proposals, (2) the Instructions to Bidders, (3) the General
Conditions, (4) the Vendor Specifications, (5) the Technical
Specifications,(6) the Acceptance/E:;ception Form(s),(7)the
Proposal Form(s),(8) the Cost Break --Out Form(s), (9) the
Installation and Completion Schedule(s), and (10) the
Proposal, including all supplements, modifications, and
addenda incorporated before their execution.
1.09 DELIVERY
Delivery time will be part of the proposal evaluation, and
delivery shall be clearly indicated on the proposal. Delivery
shall be made to City of Lodi only during normal working hours
(8:00 a. m. - 4:00 p.m. Monday through Friday). Installation
times are defined in Exhibit C.
1.10 PRICES
All quoted prices shall be current and firm for at least
ninety days after date of proposal opening.
1.11. SALES AND USE TAXES
All quotations submitted shall include 7.75% California/ local
sales or use taxes.
1.12 ?AYMENTS
A. Invoices shall indicate sales or uoe taxes as separate items
apart from the cost F.O.B. point of delivery. Purchaser's item
description and order number shall appear on all invoices.
All invoices shall be rendered in duplicate.
B. Full payment by the purchaser shall not release supplier of
his responsibility to fully carry out his proposal obligations
nor be construed by scpplier as acceptance of the work
hereunder by purchaser.
1.13 GIIARANTEES
In addition to any or all guarantees mentioned elsewhere
herein, the supplier shall replace entirely at his own
expense, including freight, any faulty equipment, within a
period of at least one year after the equipment has been
accepted by the purchaser.
INSTRUCTIONS TO BIDDERS
1.14 PURCHASES
PAGE 1.00-4
All terms included in the contract documents section,
paragraph 1.08 shall be binding. Cash purchases, if
applicable, will be covered by City of Lodi purchase order.
Lease puchases will be covered by the tennis and
conditions of the lease.
1.15 RESERVATIONS
The City reserves the unrestricted right to adjust the
contract amount by acceptance or rejection of any,
several, or all unit prices, subcontracts, and optional
alternate proposals.
I PRETATIV
Questions pertaining to the specifications shall be
directed to Gayle G. Heffner, of ICC Network at (916)
983-0955. Any questions received within 24 hours prior to
deadline for submitting proposals cannot be answered.
Neither the City nor NCC Network will be responsible for any
oral interpretations during the proposal period. No oral,
telephone or facsimile proposal modifications of bid will be
accepted.
PAGE 1.00-5
t PROPOSAL
FOR
THE CITY OF LODI, CALIFORNIA
PROPOSAL= TO FURNISH AND DELIVER EQUIPMENT AS SPECIFIED
HEREIN TO THE CITY OF LODI, CALIFORNIA.
From:(Mame of Bidder)
TD: Lodi City Council
City Hall
Lodi, California
The undersigned, as bidder, declares to have carefully examined the
Notice Inviting Proposals, Information to Bidders, and
Specifications filed for furnishing and delivering this equipment,
and agrees to be fully informed regarding all of the conditions
affecting the equipment to be furnished for the completion of the
order, and that the information was secured by personal
investigation and research and not from any estimate of a City
engineer; and that no claim will be made against the City by
reason of estimates, tests or representations of any officer or
agent of the City; and proposes and agrees, if the proposal be
accepted, to furnish the City of Lodi the necessary equipment
specified in the proposal in the manner and time therein set forth,
It has been noted the City of Lodi reserves the right to accept all
or part of this proposal, to reject any or all. proposals, or to
accept other than the lowest proposal.
Equipment listed below is to be in accordance with the City of Lodi
specifications attached hereto. The bidder will submit a detailed
list of any and all exceptions taken to these specifications- In
the absence of such a list, it will be understood that the bidder's
proposal is based cn strict confoz-mance to the specifications in
all respects, All exceptions taken will be evaluated and
determination made on acceptability before the award is made.
W
PAGE 1.00-6
It is understood and agreed that if this Proposal is accepted, the
price quoted is inclusive of sales or use taxes, or similar tax now
imposed by Federal, State, or other governmental agency upon the
material specified.
The undersigned has checked carefully all the figures and
understands that the City and its officers and employees will not
be responsible for any errors or omissions on the part of the
undersigned in completing this proposal.
In any case where discrepancy in extensions may occur, the Bidder
agrees that the unit pr:.ce shall be taken as the correct figure.
The undersigned, as bidder, hereby declares that the only persons
or firms interested in the proposal as principal or principals is
or are named herein and that no other persons or firms than herein
mentioned have any interest in this proposal, that this proposal is
made without connection with any other person, company or parties
making proposal; and that it is in all respects fair and in good
faith, without collusion or fraud.
This proposal may be withdrawn by the written request of an
authorized representative of the bidding company at any time prior
to the scheduled time for the opening of proposals or prior to any
authorized postponement thereof.
The undersigned hereby designates as the office to which such
notice of acceptance may b -e mailed or delivered:
Name of Company
Address
City, State, Zip
Authorized Signature
Name
Title
Telephone No._
FAX Number
Dated
PAGE 1.00-7
ACCEPTANCE /EXCEPTION FORM
EACH VENDOR SHALL INITIAL AND MARK WITH AN (X) THEIR ACCEPTANCE OR
EXCEPTION OF EACH PARAGRAPH LISTED BELOW. IN THE EVENT AN
EXCEPTION IS TAKEN, AN EXPLANATION OF THE EXCEPTION SHALL BE
ENCLOSED WITH THEIR PROPOSAL.
PARAGRAPH A EXCEPTION INITIAL
1.01
1.02
1.03
1.04
1.05
1.06
1.07
1.06
1.09
1.10
1.11
1.12
1.13
1.14
PAGE 2.00-1
GENERAL CONDITIONS
2.01 IDENTIFICATION OF RFP TERMINOLOGY AND REOUIREMENTS
Bidder/Vendor: One who submits a proposal directly to the City as
distinct from a sub -bidder who submits a proposal to a bidder-
Scccessful Bidder: The lowest, qualified, responsive, responsible
bidder to whom the City makes an award.
N.C.C. NETWORK: indicates Northern California Communications
Network (The consultant for the City of Lodi).
.qNAT•T,: indicates items or conditions that are required by the
City of Lodi. Failure to meet these requirements may result in
rejection of the proposal.
SHOULD OR MAY: indicates desirable items or conditions, but are
nonessential in nature.
ACCEPTED: indicates that the preceding information has been read,
understood, and agreed upon to sustain without protest.
EXCEPTION: indicates that the preceding information has been read,
understood, and is remonstrated, and requires an explanation or
clarification in the response, An exception may not in itself cause
rejection of the proposal.
INITIAL: indicates the initials of the person/persons responsible
or accountable for all information provided in the response.
Sections that are not initialed nay be cause for rejection of the
proposal.
TRUNK: indicates the incoming/outgoing Pacific Bell circuits.
LINE OR STATION: indicates the user terminals, telephone sets,
etc.
PAGE 2.00-2
GENERAL CONDITIONS
2.02 INSPECTION OF SITE OF WORK
A mandatory bidder's conference will be held at the Lodi
City Hall located at: 221 West Pine Street, Lodi,
California, on Wednesday, October 2, 1991 at 10:00 am.
Bidders are required to inspect the site of the work in order to
satisfy themselves, by personal examination of the location(s) of
the proposed work, and as to the actual conditions of and at the
site of work. If, during the course of the examination, a bidder
finds facts or conditions which appear confusing to bidder, bidder
shall apply to the City for additional information and explanation
before submitting the proposal. However, no such supplemental
information so requested or furnished shall vary the terms of the
specifications or the Contractor's sole responsibility to satisfy
himself or herself a5 to the conditions of the work to be
performed.
The submission of a proposal by the bidder shall constitute the
acknowledgment that, if awarded the contract, bidder has relied and
is relying on bidder's examination of (a) the site of the work, (b)
the access of the site, and (c) all other data, matters, and things
requisite to the fulfillment of the work and on bidder's own
knowledge of existing conditions on and in the vicinity of the site
of the work to be performed under the contract, and not on any
representation or warranty of the City. No claim for additional.
compensation will be allowed which is based upon a lack of
knowledge of the above items.
Where plans and specification contain drawings of physical
conditions in or relating to existing surface conditions, including
underground facilities, which are at or contiguous to the site,
bidder may rely upon the accuracy of the data contained in such
drawings but not upon the completeness thereof for the purposes of
bidding or installation. If a mass diagram has been prepared for a
project, it is for design purposes only. If it is made available
to bidders, the City assumes no responsibility whatever for the
information contained therein and makes no guarantees with respect
to reliance thereon.
Before submitting a proposal, each bidder will, at bidder's own
expense, make or obtain any additional examinations,
investigations, explorations, tests and studies, and obtain any
additional information and data which pertain to the physical
condition (surface, subsurface and underground facilities) at or
contiguous to the site or otherwise wnich may affect cost,progress,
performance or furnishing of the work and which bidder deems
necessary to determine its proposal for performing and furnishing
the work in accordance with the time, price and other terms and
conditions of the contract documents.
PAGE 2.00-3
Al CONDI
On request in advance, the City will provide each bidder access to
the site to conduct such explorations and tests as each bidder
deems necessary for submission of a proposal. Bidder shall fill
all holes, clean up and restore the site to its former condition
upon completion of such explorations.
Each bidder shall thoroughly examine and be familiar with legal and
procedural documents, general conditions-, specifications, drawings
and addenda (if any) . The submission of a proposal shall
constitute an acknowledgment upon which the City may rely that the
bidder has thoroughly examined and is familiar with the contract
documents. The failure or neglect of a bidder to receivi or examine
any of the contract documents shall in no way relieve that bidder
from any obligation with respect to that bidder's proposal or to
the contract. No claim for additional compensation will be allowed
which is based upon a lack of knowledge of any contract documents,
2.03 ADDENDA
Addenda may also be issued to modify the bidding documents as
deemed advisable by the City. Addenda will be mailed or delivered
to all parties recorded as having received the bidding documents.
No addenda will be issued later than four days prior to the date
for receipt of proposals except an addendum, if necessary,
postponing the date for receipt of proposals or withdrawing the
request for proposals.
Only questions answered by formal written addenda will be binding.
Oral and other interpretations or clarifications will be without
legal effect.
2.04 FORM OF PROPOSALS
A11 proposals shall include the original RFP documents, and should
follow in the same format and order as the 'RP documents. A11
blanks in the proposal shall be appropriately filled in. If
additional space is required to complete a response, bidder shall
make clear reference to what section of the RFP the additional
information applies.
Oral, telephone, or facsimile proposals are invalid and will not
receive consideration. No bidder may submit more than one proposal
for each option requested. Multiple proposals under different
names will not be accepted from one firm or association.
PAGE 2.00-4
GENER CONDITIONS
2.05 PROPOSAL PRICE
The proposal price shall include everything necessary for the
completion of installation and fulfillment of the contract
including but not limited to furnishing all materials, equipment,
tools, plant and other facilities and all management,
superintendence, labor and services.
2.06 - BASIS OF PROPOSALS
The bidder shall submit both a lump sum price and prices for all
unit cost items and alternatives shown on the proposal forms.
Where specific quantities are given they are approximate only,
being given as a basis for the comparison of proposals, and the
City of Lodi does not, expressly or by implication, warrant that
the actual amount of work will correspond therewith; but reserves
the right to increese or decrease the amount of any class or
portion of the work, or to omit portions of the work as may be
deemed necessary or advisable by the City- The amount of the
proposal for comparison purposes will be the total of all items.
The total of unit basis items will be determined by extension of
the item price proposal on the basis of the estimated quantity set
forth for the item.
2.07 LIST OF SUBCONTRACTORS
Each proposal shall have listed on the form provided herewith, the
name and address of each subcontractor to whom the bidder proposes
to sublet portion of the work.
The City has the right to review the suitability and
qualifications of any subcontractor or supplier proposed by the
Contractor. As part of this review the City may request an
experience statement with pertinent information as to similar
projects and other evidence of qualification for each such
subcontractor, person and organization. If the City after due
investigation has reasonable objection to any proposed
subcontractor, the City may before giving the notice of award
request the apparent successful bidder to submit an a,-,eptable
substitute without an increase in proposal price, If the apparent
successful bidder does not make such substitution, the contract
shall not be awarded to such bidder, but Contractor's failure to
make such substitution will not constitute grounds for sacrificing
the proposal security. Any subcontractor, other person or
organization so listed and to whom the City does not make written
objection prior to the giving of the notice of award will be deemed
acceptable to the City.
2.08 MODIFICATION OR WITHDRAWAL (' PROPOSALS
Any bidder may withdraw his/her proposal either personally or by
written request at any time prior to the scheduled closing time for
receipt of proposals. No bidder may withdraw his/her proposal after
the time set for the opening. Proposals must be held good for
ninety (90) days from proposal closing.
PAGE 2.00--5
GENERAL CONDITIONS
If, within 24 hours after proposals are opened, any bidder files a
duly signed written notice with the City and promptly thereafter
deiionstrated to the reasonable satisfaction of the City that there
was a material and substantial mistake in the preparation of the
proposal, that bidder may withdraw his/her proposal and the
proposal security will be returned. Thereafter, that bidder will
be disqualified from further bidding on the work.
2.09 POSTPONEMENT OF OPENING
The City reserves the right to postpone the date and time for•
opening of proposals at any time prior to the date and three
announced in the advertisement- In the event of such postponement,
an addendum will be mailed and notice of postponement will be
advertised.
2.10 NOTICE TO PROCEED
The City shall give the successful bidder written notice to proceed
with the work within Five (5) days of the execution of the
contract. Notwithstanding any other provision of the contract, the
City shall not be obligated to accept or to pay for any work
furnished by the Contractor prior to delivery of notice to proceed
whether or not the City has knowledge of the furnishing of such
work.
2.11 INDEMNIFICATION
In the event Seller, its officers, employees, agents, or
subcontractors at any tier enter premises occupied by or under the
control of Buyer or third parties in the performance of this order,
Seller shall defend, indemnify, and hold harmless Buyer, its
officers, employees and agents from any claim, suit, loss, cost,
damage , expense to any person, including Seller's employees, of
whatsoever nature or kind arising out of, a result of, or in
connection with , such performance occasioned in whcle or in part
by the actions or omissions of Seller, its officers,
employees,agents or subcontractors at any tier. Seller shall take
all precautions necessary, special or otherwise, and shall be
responsible for compliance with all local, state and federal safety
laws in the performance of work hereunder. Without in any way
limiting the foregoing undertakings, Seller and its subcontractors
at any tier shall maintain public liability and property damage
insurance in reasonable limits covering the obligations set forth
and shall maintain proper Worker's Compensation Insurance covering
all employees performing this order-
04
PAGE 2.00-6
ACCEPTANCE/EXCEPTION FORM
EACH VENDOR SHALL INITIAL AND MARK WITH AN (X) THEIR ACCEPTANCE OR
EXCEPTION OF EACH PARAGRAPH LISTED BELOW IN THE EVENT AN
EXCEPTION IS TAKEN, AN EXPLANATION OF THE EXCEPTION SHALL BE
ENCLOSED WITH THEIR PROPOSAL.
PARAGRAPH ACCEPTED EXCEPTION INITIAL
2.01
2.02
2.03
2.04
2.05
2.06
2.07
2.08
2.09
2.11
PAGE 3.00-1
VENDOR SPECIFICATIONS
3.01 VENDOR SUPPORT
The chosen Vendor shall provide and pay for all materials, labor,
tools, equipment, software, and any other components necessary for
the performance and completion of the work. Vendor shall also
supply all necessary system(s) testing, training, and
documentation, as well as making available all necessary Vendor
staff for ongoing support throughout the implementation period.
Vendor shall assume the role of project coordinator, and is
responsible for interpreting the City of Lodi's practical
applications into its hardware/software solution. Therefore, .
immediately after award, Vendor shall schedule a coordination
meeting with the Project Manager for the City of Lodi, to plan for
proper system(s) implementation. The chosen Vendor shall also be
responsible for coordinating all aspects of implementation with the
local public utility.
3.02 SOFTWARE
A11 programming required for system(s) operation, control, and
reporting shall be provided by the selected Vendor. Documentation
of system(s) programs shall also be provided to the City of Lodi,
including a copy of the data base, system description, and
programming manuals. An up-to-date log containing all software
changes for repairs, adds, moves, or changes, shall be maintained
by the Vendor at the site, in the switch room area on a continuing
¢' basis.
i� 3.03 TRAINING
Required console,station user, voice processing and administration
training shall be supplied by the Vendor. Training shall be
conducted prior to, during, and thirty (30) days following system
cutover. A detailed training plan must be submitted as part of the
proposal and must include, the objective, outline of subjects
covered, a description of duration, locations, and schedules for
the classes to be given. The City of Lodi would prefer all
training to be live, on site, in which Vendors shall include in the
proposal any cost for installing temporary training phones etc.
Appropriate training materials must be provided for all training
conducted. Training materials, such as a video tape and training
booklets to conduct ongoing training, may be developed but shall
become the property of City of Lodi.
3.04 MANUFACTURER'S WARRANTY AND SURETY
Vendors shall provide with the proposal a manufacturer's warranty
and surety which shall include a provision guaranteeing
manufacturer support in the event of a default by the Vendor or
business for a period of ten years from the date of completed
installation.
PAGE 3.00-2
VENDOR SPECIFICATIONS
3.05 FINAL ACCEPTANCB
Operation of the system does not constitute acceptance of the work,
Final acceptance of the work shall not occur until final submittals
are processed, and after the Vendor has demonstrated that the
system(s) is fully operational and fulfills all requirements of the
contract documents no Sooner than sixty (60) days following
cutover.
3.06 SERVICE CONTRACT/14A.INTENANCE
A) GENERAL
The Vendor shall provide all service contract options for a minimum
of five (5) years beginning after the initial one year warranty
period. The Vendor shall include in its maintenance proposal all
necessary labor, parts, materials, and transportation to maintain
all proposed equipment. The Vendor shall provide fully trained or
certified technicians to service the equipment proposed. Vendors
should specify on the appropriate form, any discounts City of Lodi
may receive for signing a multiple year contract. Vendors shall
also specify response times and availability for response in
emergency situations,
B? PREVENTATIVE MAINTENANCE
The Vendor shall provide preventative maintenance as required by
the equipment manufacturer to effectively maintain the equipment
proposed. The Vendor shall describe in detail all parts of the
preventative maintenance plan. The description should include such
items as the type of maintenance activity to be performed, the
frequency of the maintenance, and the expected duration, This cost
must be included in the price of the maintenance portion of the
contract. The time period to perform preventative maintenance
service shall be only during a mutually agreeable time,
C) SPARE PARTS
The Vendor shall keep an adequate inventory of spare parts on hand
or immediately available for emergency repairs to ensure the prompt
return of operation of the equipment. If replacement parts are no
longer available after the maintenance contract period, the Vendor,
when requested by City of Lodi, shall furnish all necessary
information which will enable City of Lodi to have access to such
parts. Vendor shall warrant that spare parts will be available
during the maintenance period or Vendor will replace unrepairahJp
equipment.
D1 EXISTING SYSTEMS
It is the desire of the City to have one Vendor maintain all
existing systems installed in the multiple locations of the City.
Vendors should refer to Exhibit B for the description of all
existing key systems, paging, etc., acid propose on the appropriate
price page, any optional maintenance programs for these locations
that are available.
PAGE 3.00-3
VENDOR SPECIFICATIONS
3.07 REPAIR RECORDS
An up-to-date log containing the complete records of all repair
reports, adds, moves, and changes shall be maintained by the
servicing technic'.�n, at the site on a continuing basis.
Technicians should report to the telecommunications manager on
arrival, and before they leave to inform City of Lodi of the work
performed, All such records shall be the property of the City .
3.08 CONTRACTORS LIABILITY INSURANCE
Vendor, shall at his uym cost and expense, procure and maintain
satisfactory public liability and casualty insurance to adequately
protect himself and customer in damages for personal injury,
incltnding death, which may arise from operations under this
contract, whether such operations are by himself or by his
subcontractors, or anyone directly or indirectly employed. Vendor
shall assume all liability for injuries to or loss or any of the
City of Lodi's property or to any adjoining property which may be
caused directly or indirectly, by the Vendor, his subcontractors
and by the employees of each of them, and shall, at his awn cost
and expense indemnify the City of Lodi and make good any such
damage, loss, or theft. Vendors and all vendor subcontractors
shall, during performance hereof, maintain Workmen's Compensation
Insurance in compliance with the laws of the State wherein the work
is _performed, and insurance in types and amounts shown below and by
companies satisfactory to the City of Lodi.
_ COVERAGE AMOUNTS AND LIMITS
public Liability $One Million
Property Damage $One Million
Automobile Public Liability $One Million
Automobile Property Damage $One Million
Prior to performance of any work, Vendor shall furnish the City of
Lodi certificates evidencing that each policy of insurance is in
force and will not be canceled without thirty (30) days written
notice to the City.
3.09 LABOR
Vendors, Contractors and Subcontractors employed upon work shall be
required to conform to Labor Laws of the state of California and
various acts amendatory and supplementary thereto and to other
laws, ordinances and legal requirements applicable thereto.
It shall be the duty of every Vendor, Contractor and Subcontractor
engaged on this project to enforce among all workmen directly or
indirectly employed by them, all rules which the City may require
Cfor conduct of workers on premises.
PAGE 3.00-4
CVENDOR ONS
3.10 INDUSTRY STANDARDS AND CODES
All work shall be accomplished in strict conformity with all laws
and ordinances applying to the operation under this contract,
including the latest rules and regulations of all municipal and
other public authorities having jurisdiction and with the rules and
regulations of the latest issue of the California State Electrical
Codes, Installation shall also meet the standard requirements of
the National Electrical ,Code. (NEC), ziFPk Life Safety Code and
Occupation Safety and Health Administration (OSHA - Federal and
State) and the National Fire Protection Associations.
3.11 AS -BUILT DRAWINGS
The Vendor shall prepare, at his expense, complete field
installation drawings including equipment rooms at all locations to
ensure that all existing equipment rooms will meet the requirements
of the system(s) installed. Should for any reason any or all of
these equipment rooms are not adequate, Vendor must advise the City
of Lodi as to any modifications that need to take place, before
installation, in the proposal. Any modifications that are not
stated in the proposal shall be the responsibility of the chosen
Vendor.
The Vendor shall keep a detailed record of the manner and location
in which all installations are actually made, properly indexing
feeders, pull boxes, wiring, protective devices and any changes.
Upon completion "As Built Drawings" shall become the property of
the City.
3.12 CHANGES IN THE WORK
Any reasonable modifications, relocation or re-arrangment of work
and materials necessary for the successful completion of the
project in accordance with provisions of the specifications shall
be performed by the Vendor as a part of their work, and such costs
as are occasioned thereby shall be included in the contract
proposal. All changes must be documented, approved and signed by
the City of Lodi for any additional compensation above and beyond
the contract.
C
PAGE 3.00-5
VENDOR SPECIFICATIONS
VENDOR PROFILE
In the appropriate spaces provided, indicate the following
information concerning your proposal response. If additional space
is required, note with "See Attachment". Each bidder shall provide
the following information:
OFFICE LOCATION
Corporation Headquarters
Local Office
Parts Warehouse
CONTACT PEOPLE
Sales Representative
Sales Manager
Installation Manager
Service
Manager
MAINTENANCE !MB SZ;;
Define Major service call
Response
Time
Define Minor service call
Response
Time
PAGE 3.00-6
VENDOR PECIFICATIONS
Define Major Add, Move or Change
Response Time
Define Minor Add, Move, or Change
Response Time—
PAGE 3.00-7
ACCEPTANCE/EXCEPTION FORM
EACH VENDOR SHALL INITIAL AND MARK WITH AN (X) THEIR ACCEPTANCE OR
EXCEPTION OF
EACH PARAGRAPH LISTED BELOW. IN THE: EVENT AN
EXCEPTION IS
TAKEN, AN EXPLANATION OF THE EXCEPTION SHALL BE
ENCLOSED WITH THEIR PROPOSAL,
PARAGRAPH
ACCEPTED EXCEPTTON INITIAL
3.01
3.02
3.03
3.04
3:05
3.06
3.07
3.08
3.09
3.10
3.11
3.12
PAGE 4.00-1
TECHNICAL SPECIFICATIONS
C4.01 - SCOPE OF PROJECT
The City of Lodi is interested in receiving proposals for the
following:
OPTXON #1
Upgrade the current SL -IM PBX Software Release 4, Issue 21,
(Main Location) to a Meridian One PBX with the most current
software release available.
OPTION #Z
Install a new Meridian One PBX at the Municipal Service Center
with the most current release of software. This PBX will be
networked to the Main location via a T-1 connection and will
replace the existing 24 OPXs from the Main.
OPTION #3
Install new key telephone systerns for the following locations:
PARKS AND RECREATION
HTJTCHINS STREET SQUARE
WHITE SLOUGH WASTE WATER PLANT
FIRE STATION #2
OPTION #4
Install a Voice Processing System that will service all city
facilities and integrate with the upgraded Meridian One at the
Main location.
* SEE EXHIBIT A FOR CURRENT LODI NETWORK DIAGRAM
At the present t h e , the City of Lodi has a centralized network
which connects all locations either through underground cabling, or
Pacific Bell OPX circuits to the SL -IM PBX. The current PBX does
not meet the requirements for the City's future expansion in
regards to Capacity, System Memory, and Voice Processing
capabilities. The majority of incoming calls are directed to
specific departments or individuals through DID circuits, 'and in
some cases, are then forwarded through OPXs. The City currently
utilizes one (1) block of one hundred ( 100 ) DID numbers and has
reserved a second block to be installed during the upgrade
installation.
All inside plant wire and cable will be reused wherever feasible,
or unless otherwise specified.
PAGE 4.00-2
TECHNICAL SPECIFICATIONS
4.01 - SCOPE OF PROJECT cont.
The City's current Comdev Call Accounting system will remain at the
Main location and be integrated with the upgraded Meridian One PBX.
Bidders are encouraged to submit alternate proposals which would
Meet the intent of the specifications but are less expensive or
provide enhanced services.
4.02 RESPONSE CRITERIA
Each bidder is requested to respond to all portions of the proposal
document, Highest ratings in the evaluation process will be given
to those vendors providing sole source responsibility for the
specified system(s). Sole source responsibility for maintaining the
new and existing systems after completion of the project will also
be given the highest consideration in the evaluation process.
4.03 SYSTEM(s) CONFIGURATIONS
1) EQUIPPED shall mean the system as installed, shall include all
equipment and services to provide the quantities specified,
2) KIRED shall mean the system as installed, including all
cabinets, cards, memory, etc., and number of ports remaining.
3) CAPACTTY shall mean the maximum expansion capability of the
system through the addition of cabinets, cards, etc., as
necessary without changing out of system.
C4.04 SYSTEM(s) FEATURES
There are two (2) categories of feature specifications. They are:
(1) Mandatory = Those identified by " (M) "
(2) Desirable/Optional = Those identified by "(D/0)"
The mandatory items shall be included as part of the proposed
system. The Desirable/Optional items shall be included only if
they are a standard item at no additional cost, Exceptions to any
of the specified features, whether it is a mandatory feature or a
desirable/optional feature, shall be accompanied with a detailed
description of why an exception has been taken,
4.05 INSTALLATION RESPONSIBILITIES
The successful bidder(s) shall install the PBX(s), Voice Processing
System terminal equipment, peripheral equipment, wire, cable and
outside plant, test the system(s) for a period of not less than two
(2) weeks prior to cutover, train operators and staff on working
systems prior to cutover, provide all docmentation including user
manuals prior to cutover, and install and cutover the entire
project without any interruptions to the existing telecommunication
system and with minimal interference to the normal work habit•.s of
the staff and/or employees of the City of Lodi,
PAGE 4.00-3
TECHNJICAL
SPECIFICATXONS
KEY SYSTEM FEATURES
FEATURES MANDATORY DESIRABLE/OPTIONAL
4.06 SYSTEM FEATURES
Call Back
Group Call Pickup
*
Flexible System Numbering
Off Premise Extensions (OPX)
Universal Night Answer
System Call Park
*
Remote Diagnostics
Power Failure Transfer
Preset Call Forward
-All C a 11 s
-Busy
-No Answer
Traffic Reports
4.07 STATION FEATURES
Flash Button
*
Flexible Program. Buttons
*
Speakerphones
Message Waiting Indication
* i
Speed Dial
Distinctive Ringing
*
Conference
C a 11 Hold
*
DTMF Dialing
PAGE 4.00-4
TECHNICAL SPECIFICATIONS
KEY SYSTEM FEATURES
FEATURES MANDATORY DESIRABLE/OPTIONAL
4.08 ATTENDANT CONSOLE FEATURES
Call Waiting Indication
External Zone Paging
Voice Call
Busy Lamp Field
DTMF Dialing
Digital Display (Alpha -Numeric)
Camp -0n
Last Number Redial
PAGE 4.00-5
ACCEPTANCE /EXCEPT IOK FORM
EACH VENDOR SHALL INITIAL, AND MARK WITH AN (X) THEIR ACCEPTANCE OR
EXCEPTION OF EACH PARAGRAPH LISTED BELOW. IN THE EVENT AN EXCEPTION
IS TAKEN, AN EXPLANATION OF THE EXCEPTION SHALL BE ENCLOSED WITH
THEIR PROPOSAL.
PARAGRAPH ACCEPTED EXCEPTION INITIAL
4.01
4.02
4.03
4.04
4.05
4.06 -
4.03
4-08
PAGE 5.00-1
VOICE PROCESSING SYSTEM
5.01 INTRODUCTION
THIS SECTION OUTLINES THE REQUIREMENTS AND SPECIFICATIONS FOR A
VOICE PROCESSING SYSTEM WITH VOICE MAIL AND AUTOMATED ATTENDANT.
VENDORS SHOULD STUDY 'I H I S DOCUMENT, AND FILL IN ALL THE NECESSARY
BLANKS PROVIDED IN THE FOLLOWING PAGES.
5.02 DESCRIPTION OF THE SYSTEM PROPOSED
Vendors shall describe in detail the system that they are
proposing. This description should include an overview of the
hardware and software architecture, components of the equipment
proposed to meet the requirements, and s all specify the physical
dLmenaions, weight, environmental and electrical requirements, and
method of integration with the Meridian One PBX. (For those vendors
who are not proposing a PBX, please state with which PBXs you do
not fully integrate).
5.03 IMPLEMENTATION PLAN
Vendors shall include an implementation plan, including an
installation schedule, and a training schedule for the system
manager and approximately 400 users, Specify the steps to set up
the subscriber data base, the parameters that must be initialized
for each subscriber, for subscriber classes, and for the entire
system,
5.04 ADDITIONAL INFORMATION
All responses and proposals should be accompanied by brochures
and/or marnuals describing hardware specifications and feature
operations,
5.05 SOFTWARE UPDATES
The vendor must provide information of software updates available
at no additional charge.
PAGE 5.00-2
VOICE PROCESSING TECHNICAL REQUIREMENTS
ENVIRONMENTALS
5.06 POWER
City of Lodi will provide primary power as required by the system.
However, the Vendor will supply any conversion equipment or other
interface equipment to adapt this power to their system.
5.07 SURGE PROTECTION
Vendor shall provide, with the system, a power filter designed to
protect the equipment against line surges, transients, and/or
brownouts.
5.08 FLOOR REQUIREMENTS
The system must be capable of being installed on standard office
flooring or inside the PBX. No special flooring shall be required.
5.09 SAFETY
A) All connections, wiring or conductors to the Voice Processing
system, manager's terminal and printer must be properly
installed and labeled.
B) A list of system compatible CRT terminals and printers must be
included with the bid.
C) Working clea-rance to permit access to the system for
examination, adjustment, servicing, or maintenance must be
provided to permit ready and safe operation of the
system.
SPECIAL REQUIREMENTS
5.10 PAUSE COMPRESSION (M)
The system must be equipped with pause compression circuitry to
eliminate long pauses in recorded messages during playback.
5.1_ REMOTE CAPABILITIES (M)
The system must be equipped and capable of supporting remote
diagnostics and software upgrades using an integral modem.
5.12 AUTOMATIC GAIN CONTROL (M)
The system must be equipped with automatic gain control to
automatically maintain a consistent audio output volume over a
range of variation input signals.
5.13 AUTOMATIC RE -BOOTING (M)
The system must be equipped with automatic re -booting capability
after power failure. This will bring the system back on-line and
fully operational after power or battery back-up failure without
manual intervention.
C
PAGE 5.00-3
VOICE PROCESSING TECHNICAL REQUIREMENTS
GENERAL SYSTEM REQUIREMENTS
5.14 EXPANSION
The vendor must provide the cost of expansion for each increment of
hardware and software to expand the system up to 24 ports and
associated hours of message storage.
TRAINING
5.15 END USER
All required user training shall be supplied by the Vendor.
Training shall be conducted prior to and during system cutover,
Follow-up post cutover training shall also be conducted for a
period of thirty (30) days following cutover.
5.16 SYSTEM MANAGER
Vendor shall provide System Management training to one employee of
the City of Lodi. This training shall include a detailed overview
of the entire system, covering a subscriber's mailbox features,
database creation and application development. He/she shall
participate with the vendor in the initial loading of the database
and setting parameters of the system by the vendor.
SYSTEM PROMPTS
5.17 PROMPTS FUNCTION (M)
The system shall provide prompts. This function allows all callers
to receive guidance within the system via prompts that clearly
describe options and features in an easily understood voice. The
system prompts and additional prompt commands for other
applications, shall be capable of being changed, added, or deleted
by the control of the system manager. The system will provide
multiple prompt levels and will allow the user to dial through
prompts via the touch-tone pad.
5.18 OVERRIDING PROMPTS (M)
The system must allow DTMF tones, to allow the capability, to
override prompts, so that a user will not have to -listen -to all
system prompts during a session.
PAGE 5.00-4
5.23 PLAYBACK (M)
Voice Mail message review must include:
Skip
Cancel
Pause
Move back/forward
Return to beginning
Forward to end
5.24 VOICE MAIL MESSAGE CONFIRMATION (_D/O)
The system shall provide the capability to mark messages, so that
the sender receives confirmation of receipt. The sender will have
the capability to confirm receipt of any sent message at any time.
VOICE PROCESSING TECHNICAL REQUIREMENTS
5.19
VOICE MAIL (M)
1)
The system shall provide the function of Voice Mail for all
system subscribers.
2).__
The system shall provide group messaging, private group
distribution lists, system group distribution lists and
general system announcements,
3)
The system mode will be under control of the user, as defined
by their Class of Service, as assigned by the system manager,
4)
The system will be accessed both internally and externally via
passwords and a DTMF touch-tone phone -
5)
The user will also be able to change his entire personal voice
announcements, which are recorded entirely in the user's own
voice to answer calls, at any time. This will be allowed
either through internal or external access.
g)
Voice Mail mode will provide users with automatic answer to
their messages without readdressing.
5.20
VOICE MAIL MESSAGE CREATION (M)
The
following controls must be provided during message creation:
CONTROLS: Erase and re-record
Pause during message creation
Review prior to sending
5.21
DIAL BY NAME (M)
The
system shall provide the capability for the user to address a
message
either by mailbox number or by the subscriber's name.
5.22
MAILBOX CONFIRMATION (M)
The
system shall provide the recipient's spoken name after
addressing, to confirm destination.
5.23 PLAYBACK (M)
Voice Mail message review must include:
Skip
Cancel
Pause
Move back/forward
Return to beginning
Forward to end
5.24 VOICE MAIL MESSAGE CONFIRMATION (_D/O)
The system shall provide the capability to mark messages, so that
the sender receives confirmation of receipt. The sender will have
the capability to confirm receipt of any sent message at any time.
PAGE 5.00-5
VOICE PROCESSING TECHNICAL REQUIREMENTS
5.25 VOICE MAIL MESSAGE INFORMATION (M1
A) The system must provide information to the caller on the
number of messages in the mailbox upon entering.
B) The system must provide the option of hearing information
(time/day recorded,) about the messages at any time,
C) The system must provide the capability of providing the user,
upon entering a mailbox, with information regarding the number
of messages in each category contained in a mailbox.
5.26 VOICE MAIL MESSAGE COPYING (M)
The system shall provide the capability to the user to send a copy
of a received message to another user with introductory comments.
This type of message will be capable of being re -sent in this
manner multiple times.
5.27 VOICE MAIL GREETINGS (D/O)
A) The option to default to a generic system greeting.
B) The system must provide the capability of a different greeting
to be used during extended absences at the user's option.
5.28 VOICE MAIL MESSAGE SECURITY (M)
A) The system must provide absolute security for each mailbox.
The system shall require a password for each mailbox that will
be provided by the user upon initialization. This password must
be used each time the mailbox is accessed.
€3) The mailbox messages must not be read without this password
access.
C) The system must provide the capability of disconnecting a
caller after multiple incorrect password attempts.
5.29 VOICE MAIL MESSAGE PRIORITY (D/O)
The following message priority functions must be provided by the
system:
Urgent
Normal
Confidential
A I
5
PAGE: 5.00-6
VOICE PROCESSING TECHNICAL REQUIREMENTS
TELEPHONE ANSWERING
5.30 TELEPHONE ANSWERING FUNCTION (M)
a) The system shall provide the function of telephone answering
for all system users. This function will automatically answer
all user's telephones when the calls are forwarded to the
Voice Mail system. The telephone answering mode will proxride
the user's personal greeting to the caller and then record the
caller's message(s). This function shail, with touch-tone '
capability,provide the caller with the option of listening,
re-recording, and canceling of sending the message to the
subscriber. The telephone answering function will also allow
the caller to return to the operator or dial a different
extension number. The caller should have the capability of
prioritizing the message for the subscriber.
B) Callers with rotary phones must be able to leave messages on
the system,
C) The caller must be able to have the following touch-tone edit
-functions for their messages:
Listen
Re-record
Cancel
Send
OUTCALLING
5.31 OUTCALLING FUNCTION (D/O)
The system shall provide the ability to seize an outgoing line and
automatically place a call to deliver messages left in any user's
mailbox. This capability will also be available on internal station
lines. This outcalling capability is restricted by the
system manager via class of sezvice,
5.32 OUTCALLING PASSWORD (D/O)
The system must receive the proper user password prior to
delivering a message via outcalling.
5.33 OUTCALLING USER'S CONTROLLED PARAMETERS (D/0)
The user must be able to control the following parameters:
Destination phone number
Time of day for outcalls
5.34 OUTCALLING NOTIFICATION SCHEDULE (D/O)
The notification schedule must be programmable by the user from
on-site or off-site locations.
PAGE 5.00-7
TELEPHONE ANSWERING
5.35 OUTCALLING MESSAGE DISTRIBUTION D/O
The subscriber shall be able to designate what specific messages
will be outcalled. This classification shall include message type
such as urgent and normal.
5.36 OUTCALLING RBSTRICTIOH BY DESTINATION LOCATION. (D/O)
The system manager shall have the capability to restrict system
outcalling by destination location.
AUDIOTEX
5.37 AUDIOTEX FUNCTION (M1
The system shall provide an audiotex or voice bulletin capability
for use by the departments. This function will allow callers to
access the system and receive detailed information or brief
announcements concerning various subjects. These announcements
shall be accessed by the general public or employees via their
telephones. These voice bulletin beards should have distinct
operation types including listen only, listen and respond and
caller directed choice of listening. There must also be the ability
for the caller to control the playback of the messages. The system
manager will control these audiotex mailboxes. These mailboxes must
also allow the caller the ability to return or be routed to a live
attendant.
5.35 AUDIOTEX MESSAGE CAPABILITIES (L4)
A) The user will call in and have the ability to listen only to
prerecorded messages.
B) The user will access the mailbox and have the capability of
leaving a recorded response.
5.39 AUDIOTEX USER CHOICES (M)
Users must be able to choose the announcement (via provided menus)
they wish to listen to in multiple announcement mailboxes by using
touch-tone commands.
5-40 AUDIOTEX RETURN TO AN OPERATOR fM)_
Users must have the option of returning to an operator and/ or
other designated extensions while using these mailboxes,
5.41 AUDIOTEX PLAYBACK CONTROLS fM)
The following playback controls must be available to the users.
Rewind
Advance
Pause
PAGE 5.00-8
VOICE PROCESSING TECHNICAL REQUIREMENTS
IC
AUTOMATED ATTENDANT
5.42 GPSCIALIZED CALL PROCESSING FUNCTION (M)
The system shall provide a specialized call processing capability
for use in routing callers through various steps or procedures.
This function must be capable of presenting a menu of options for
the caller to select. By utilizing touch-tone commands, the caller
must be able to select from these options for specific routing.
The City of Lodi requires the capability of using the Automated
Attendant feature either as a full time, a back-up, or as an after
hours attendant. The capability of routing callers with rotary
phones to live attendants is required.
5.43 SPECIALIZED CALL PRQCBSSING CALLER ROUTING LM L
The caller must also have the ability to enter a single digit
command and be routed immediately to an extension number,
5.44 SCP SYSTEM ADMINISTRATOR CONTROL (M
Specialized call processing will be controlled by the system
manager and the ability to change routing with established SCP
routines must be easily accomplished and managed by system manager.
5.45 SCP PROMPTS (M)
Prompts for SCP must be able to be dialed over by the user via
touch-tone commands .
5.46 SCP TRANSFER (M1
Users must be able to transfer from SCP to voice mail mode with
touch-tone commands.
PAGE 5.00-9
ACCEPTANCE/EXCEPTION FORM
EACH VENDOR SHALL INITIAL AND MARK WITH AN (X) THEIR ACCEPTANCE OR
EXCEPTION OF EACH PARAGRAPH LISTED BELOW. IN THE EVENT AN EXCEPTION
IS TAKEN, AN EXPLANATION OF THE EXCEPTION SHALL BE ENCLOSED WITH
THEIR PROPOSAL.
PARAGRAPH ::CE E 'E i INITIAL
5.01
5.02
5.03
5.04
5.05
5.06
5.07
5.09
5.10
5.11
5.12
5.13
5.14
5.15
5.16
5.17
5.18
5-19
5.20
5.21
C
Ll
PARAGRA
5.22
5.23
5.24
5.25
5.26
5.27
5.28
5.29
5.30
5.31
5.32
5.33
5.34
5.35
5.36
5.37
5.38
5.39
5.40
5.41
5.42
5.43
5.44
5.45
5.46
PAGE 5.00-10
ACCEPTANCE/EXCEPTION FORM CONTINUED:
ACCEPTED EXCEPTION INITIAL
PAGE 6.00-1
TECHNICAL IFICATIONS
SYSTEM! CONFIGURATIONS
OPTION #1
TELEPHONE SYSTEM FOR MAIN LOCATION
What product are you bidding?
Time on Market
#Local installations -by bidder
Number of certified technicians
Maximum trunk capacity
Maximum line capacity
Software Version
Revision Number
Pm;er Loss Restart time
Required room size
CEquipment power room requirements
System Voltage AC o r DC?
Equipment room environmental requirements —
Type Demarcation block
Is full "on-line" redundancy available?
FCC registration #
Ringer Equivalency
Location of nearest service facility
PAGE 6.00-2
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION #1
6.01 UPGRADE CURRENT SL -1M TO MERIDIAN ONE
The City of Lodi would like to retain all existing equipment,
shelves, cards, telephones etc., during the course of this upgrade,
The current configuration will basically remain the same except for
a few minor additions. Listed below are the current sys-em
statistics.
TRUNK PORTS
25
DID TRUNK PCRTS
10
ANALOG PORTS
165
(39 are being used
for OPXs)
SL -1 PORTS
79
PAGING PORTS
2
CONSOLE PORTS
1
SEE EXHIBIT A FOR NETWORK DIAGRAM
CURRENT SOFTWARE
OPTIONS
VERSION 711 - RELEASE 4 - ISSUE 21
OPTF
CDR
CTY
RAN
TAD
EES
INTR
BRTE
MSB
SS25
DDSP
ODAS
DI
CHG
CAB
BQUE
NTRF
NCOS
CPRK
SSC
HIST
BARS
PQ*.FE
FCBQ
HOT
PAGE 6.00-3
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION #1
6-01 UPGRADE
CURRENT SL-lM TO MERIDIAN
ONE conk_
NEW CONFIGURATION
ITEM
EQUIPPED WIRED
CAPACITY
TRUNK PORTS
25 30
60
DID PORTS
20 20
40
T-1 SPANS
1 1
2
OPXs
15 25
50
ANALOG PORTS
165 176
250
SL -1 PORTS
79 79
90
CONSOLE PORTS
1 1
2
SYSTEM ADMIN TERMINALS 1 1
1
VOICE MAIL PORTS
12 12
24
PAGING PORTS
2 2
2
SOFTWARE
Software must be
the latest release available.
Vendors must
specify the additional software options that are included on the
appropriate form.
Vendors must also include in
their proposal
Meridian Manager
with Station Administration.
PAGE 6.00-4
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION #2
TELEPHONE SYSTEM FOR MUNICIPAL SERVICE CENTER
What product are you bidding?
Time on Market
#Local installations by bidder (N.CA.)
Number of certified technicians
Maximum trunk capacity
Maximum line capacity
Software Version
Revision Number
Power Loss Restart time
Required room size
Equipment power room requirements
System Voltage AC or DC?
Equipment room environmental requirements
Type Demarcation block
Is full "on-line" redundancy available?
FCC registration #
Ringer Equivalency
Location of nearest service facility,
PAGE 6.00-5
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION #2
6.02 INSTALL A NEW MERIDIAN ONE PBX AT M.S.C.
MSC currently has 24 OPXs connected to the Main location, and 5
dedicated trunks. The equipment is a mixture of single line
telephones and IA2 key systems, MSG will continue to use all of
their existing single line telephones, and will replace the
multi -button sets with Meridian Digital telephones. The City of
Lodi would like to see, as an option, an external paging system for
the MSC yard area.
CONFIGURATION
ITEM
EQUIPPED WIRED
CAPACITY
TR= PORTS
5 8
10
T-1 SPANS
1 1
2
OPXs
* All existing OPXs will
be disconnected
ANALOG PORTS
33 40
70
DIGITAL PORTS
11 16
32
SYSTEM ADMI1T TERMINALS
1 I
1
PAGING PORTS
1 1
2
SOFTWARE
Software must be the latest
release available,
Vendors must
specify the additional
software options that are included on the
appropriate form. Vendors must also include in
their proposal
Meridian Manager with
Station Administration.
TERMINAL EQUIPMENT
M2008 telephones
7
M2112 telephones
2
M2317 telephones
2
* All existing analog telephones will be reused.
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION #3
PAGE 6.00-6
KEY TELEPHONE SYSTEMS
What product are you bidding?
Time on Market
#Local installations by bidder
Number of certified technicians
Maximum trunk capacity
Maximum line capacity
Software Version
Revision Number
Power Loss Restart time
Required room size
Equipment power room requirements
System Voltage AC or DC?
Equipment room environmental requirements
Type Demarcation block
Is full "on-line" redundancy available?
FCC registration # Ringer Equivalency
Location of nearest service facility
PAGE 6.00-7
,,..� TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION
6.03 INS Mj KEY SYMMEM FOR THE ]FOLMNIM
PARKS AND RECREATION
ITEM EQUIPPED WIRED CAPACITP
TRUNK PORTS 3 4 8
OPXs (far end) 5 8 10
DIGITAL PORTS 18 20 32
TERMINAL EOUIPMENT
Attendant Position telephones 2
Busy Lamp Fields 2
Multi -line telephones
(Minimum 8 buttons) 18
HUTCHINS STREET SQUARE
ITEM
EQUIPPED
WIRED
CAPACITY
TRUNK PORTS
5
3
12
OPXs (far end)
3
4
8
DIGITAL PORTS
3
4
8
ANALOG PORTS
4
4
8
TERMINAL EQUIPMENT
Multi -line telephones
(Minimum 8 buttons)
3
# The current single line telephones will be reused.
PAGE 6.00-8
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION
6.03 INSTALL NEW KEY SYSTEMS FOR THE FOLLOWING cont
WHITE SLOUGH WASTE
WATER PLANT
ITKM
EQUIPPED
WIRED
CAPACITY
OPXs (far end)
3
5
8
DIGITAL POKTS
2
4
8
ANALOG PORTS
9
12
16
TERMINAL EQUIPMENT
Multi -line telephones
(Minimum 8 buttons)
2
FIRE STATION #2
ITRM
TRUNK PORTS
OPXs (far end)
DIGITAL PORTS
TERMINAL EQUIPMENT
Multi -line telephones
(Minimum 8 buttons)
EQUIPPED WIRKD CAPACITY
1 2 4
1 2 3
7 8 16
7
# All existing single line telephones will be
reused.
PAGE 6.00-9
TECHNICAL SPECIFICATIONS
SYSTEM CONFIGURATIONS
OPTION #4
VOICE PROCESSING SYSTEM
What product are you bidding?
Time on Market
#Local installations by biddor
Number of certified technicians
Maximum port capacity
Maximum storage capacity
Software Version
Revision Number —
Power Loss Restart time
Required room size
Equipment power room requirements
System Voltage AC or DC?
Equipment room environmental requirements
Maximum distance from PBX
Is full "on-line" redundancy available?
FCC registration #
Location of nearest service facility_
PAGE 6.00-10
VOICE PROCESSING TECHNICAL REQUIREMENTS
SYSTEM CONFIGURATIONS
OPTION #4
6.04 VOICE PROCESSING FOR ALL DEPARTMENTS OF THE CI
CONFIGURATIONS
nESC_RTPTTow FOITTPPrn MAXTM17M rAPAC-TTY
PORTS 12 24
INFORMATION MAILBOXES 10 20
SUBSCRIBERS 400 600
ADMINISTRATION TERMINALS 1 2
HOURS OF STORAGE - Vendors should equip the system to accommodate
this configuration for medium to heavy usage.
AVERAGE # MESSAGES PER DAY PER SUBSCRIBER 5-10
AVERAGE MESSAGE LENGTH 30-40 seconds
AVERAGE CONNECT TIME - AUTO ATTENDANT 30 seconds
AVERAGE MESSAGE RETENTION TIME 4-5 minutes
PAGE 6.00-11
ACCEPTANCE/EXCEPTION FORM
EACH VENDOR SHALL INITIAL AND MARX WITH AN (X) THEIR ACCEPTANCE OR
EXCEPTION OF EACH PARAGRAPH LISTED BELOW. IN THE EVENT AN EXCEPTION
IS TAKEN, AN EXPLANATION OF THE EXCEPTION SHALL BE ENCLOSED WITH
THEIR PROPOSAL.
I 2 �# Tei �#AWA
5.01
6.02
6.03
6.64
ACCEPTED
EXCEPT —
PAGE 7.00-1
SYSTEM PRICING
GENERAL REQUIREMENTS
VENDORS SHALL PROPOSE ALL APPROPRIATE UPGRADE OPTIONS
AVAILABLE TO THE CITY OF LODI. THHIS INCLUDES ANY SPECIAL
PROGRAMS THAT ARE CURRENTLY BEING OFFERED THROUGH NORTHERN
TELECOM. VENDORS ARE ENCOURAGED TO SUBMIT ALTERNATE
PROPOSALS WHICH WOULD MEET THE INTENT OF THE
SPECIFICATIONS BUT ARE LESS EXPENSIVE OR PROVIDE ENHANCED
SERVICES. ALL OPTIONS PROPOSED SHALL INCLUDE ANY
AVAILABLE LEASE PURCHASE OR RENTAL OPTIONS. VENDORS SHALL
STRUCTURE THE PRICING FOR EACH OPTION IN THE FOLLOWING
MANNER:
TOTAL EQUIPMENT COST
TOTAL LABOR COST
APPLICABLE TAXES
TOTAL PRICK
MAINTENANCE
VENDORS SHALL PROPOSE A FIVE (5) YEAR MAINTENANCE PLAN
(AFTER THE INITIAL ONE (1) YEAR WARRANTY) FOR EACH OPTION
PROPOSED. VENDORS SHALL BREAK OUT PRICING IN THE
FOLLOWING MANNER:
YEAR 2
YEAR 3
HEAR 4
YEAR 5
YEAR 6
*VENDORS SHALL SPECIFY ANY ADDITIONAL DISCOUNTS FOR
MULTIPLE YEAR CONTRACTS.
.-IN
PRICING
PAGE 7.00-2
OPTION #1 - UPGRADE SL -1M TO MERIDIAN ONE
PAGE 7.00-3
PRICING
PAGE 7.00 - 4
PRICING
OPTION #3 - INSTALL NEN KEY TELEPHONE SYSTEMS
FOR: PARKS AND RECREATION
HUTCHINS STREET SQUARE
WHITE SLOUGH WASTE: WATER PLANT
FIRE STATION #2
PAGE 7.00-5
PRICING
OPTION #4 - INSTALL A VOICE PROCESSING SYSTEM!
PAGE 7.00-6
POST CUT PRICING
Indicate the cost to add the following equipment after
"acceptance" These costs shall be guaranteed for I vex from the
date of final system acceptance. Contractor shall list equipment
cost only not including labor.
ITEM
PRICE
Additional Shelves
Trunk Cards
T-1 Cards
DID Trunk Cards
Analog Line Cards
Digital Line Cards
TIE Line Cards
Attendant Console
Multi -line Telephones
Model M2008
Model M2009
Model M2112
Model M2616
Model M2317
S/L Sets with Tap
Wall -mount k i t s
Pre -wires (including labor)
Hourly Labor Rate
CASH PURCHASE
PAGE 7.00-7
ADDITIONAL INFORMATION
ADDITIONAL SOFTWARE OPTIONS
Please ist any 3itional software hat is i i
t software for the Meridian One. Vendors shots cLve
a brief description for each option, and state ther or not th
particular option is . t in the r . al
OPTION # DESCRIPTION INCLUDED Y/N
Y
PAGE 7.00-8
ADDITIONAL INFORMATION
ADDITIONAL SOFTWARE OPTIONS cont.
OPTION # DESCRIPTION INCLUDED YIN
PAGE 7.00-9
ADDITIONAL INFORMATION REQUIRED
1) A BILL OF MATERIALS FOR EACH OPTION.
2) A MINIMUM OF TEN (10) REFERENCES WHO CURRENTLY USE THE SYSTEM
PP.OPOSED .
3) A BAY FACE LAYOUT OF ALL CABINETS AND ALL CIRCUIT CARDS
INSTALLED.
4) A SAMPLE IMPLEMENTATION SCHEDULE.
S) USER GUIDES FOR ALL PROPOSED TELEPHONES INCLUDING THE ATTENDANT
CONSOLE.
6) A SYSTEM DESCRIPTION MANUAL FOR EACH SYSTEM PROPOSED.
7) BROCHURES ON ALL PROPOSED EQUIPMENT.
8) A SAMPLE OF ALL CONTRACTS.
9) A COMPANY ANNUAL REPORT.
EXHIBITS
CITY HALL
( 221 W. Pine)
200 pair cable
Public Safety
(210 & 230 W. E1mJ
SL -1 PBX ----N ,
(Located in Public
Safety IBuilding)
(100 pair)
EXHIBIT A
CURRENT NETWORK
CITY OF LODI
(25 pair) N
(25 pair)
PAGE 8.00-1
Munici pa?
Service
Parks & Rec
025 N. Stockton St)
5 = OPXS
3 = Dedicated Lines
Hutchins St.
Square
(125 S. Hutchins)
3 = OPXS
5 - Dedicated Lines
(City Pays)
White Slough
02751 N. Thornton)
3 = OPXS
Fire Sta. 02
(705 E. Lodi Ave.)
1 - OPX
1 =Dedicated Line
Hall of Justice: Court House F ire Prev. CARN. Library Fire Sta. 4r3
(Next to City Hall) (315 W. Elm) (217 W. Elm) FORUM (201 W. Locust) (2141 S. Ham Ln.)
(305 W. 2 = OPXs 1 = OPX
County Telephones PINE ST.) 3 = Dedicated 1 = Dedicated Line
PAGE 8.00-2
EXHIBIT B
CURRENT S 11
All of the systems described below need to be maintained,
along with the new equipment, under a maintenance contract.
1) CITY HALL - NORTHERN SL -1M PBX CABINETS,CARDS TERMINAL
EQUIPMENT, BATTERS BACK-UP, ETC.
2) SINGLE LINE TELEPHONES - 151
3) 1A2 MULTI- BUTTON TELEPHONES - 37
4) SL -1 TELEPHONES - SO
5) FIRE STATION #2 - ONE (1) TIE KEY SYSTEM - 7 TELEPHONES
6) FIRE STATION #3 - ONE (1) ISOETEC KEY SYSTEM - 5 TELEPHONES
7) PUBLIC SAFETY - ONE (1) EXTERNAL PAGING SYSTEM
8 ) NUMEROUS BELLS AND CHIMES
PAGE 8.00-3
EXHIBIT C
`f INSTALLATION SCHEDULE
LISTED BELOW ARE THE TARGET DATES FOR EACH INSTALLATION FOR THE
CITY OF LODI. VENDORS SHOULD INCLUDE THESE DATES IN THEIR
IMPLEMENTATION SECTION. THE CITY OF LODI WOULD LIKE ALL "CUTOVERS"
TO TAKE PLACE AFTER HOURS TO ENSURE THAT SERVICE IS NOT DISRUPTED.
IF THESE DATES CAN NOT BE MET, OR CAN BE ESCALATED, VENDORS SHOULD
SPECIFY DATES PREFERRED.
1) UPGRADE OF SL -1M COMPLETED 1/13/92
2) VOICE PROCESSING SYSTEM COMPLETED 1/13/92
3) MSC PBX INSTALLATION COMPLETED 1/20/92
4) PARKS AND REC. INSTALLATION COMPLETED 1/27/92
5) HUTCHINS STREET INSTALLATION COMPLETED 2/3/92
6) WASTE WATER PLANT INSTALLATION COMPLETED 2/7/92
7) FIRE STATION #2 2/12/92
services ounomg
` MUNICIPAL SERVICE CENTER
PAGE 8.00-4
Covered Storage
t00%
FLOOR PLANS
577/1\
ELECTRIC UTILITY
PHONE ASSIGNMENT
REST
ROM
LOCKER ASSEKRLY
ASS
ROOM ROM
763
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368-3766
NMA
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RESOuRc:Es
369-7771
-SINGLE LINE PHONE
746 748
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RESOURCES
765
763
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766
COMPUTER
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BILL
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368-3766 AA
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PL-RCHA-,9TNa-M5C MAY 22'91
City Manager's offic,
,SINGLE LIME PHONES (Ywt ScAte—�
Public Works Deparment
Pao Bell
D -Mark
4-339-9026 (Conduit)
16 =Total Phones
A► ` a
r
Perks & Recreation Department
(125 N. Stockton St.=
TIE 820 Key System
18 - Phones
Parrs
Dept.
6 = Phones
Storage Area
50 pair aerial cable
k
L1 i
KSU
t A
A
Recreation Department
Garage
V" 120 -
LU
W
12
k-
tn
W
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Playground
Shop
Building
Soccer Field
Handball
Courts
SITE PLAN
HUTCHREST NS
Hutchins Street Square _
QUARE
925 S. Hutchins Street, Lord -i,_ CA 95240`
OAK STREET X C'fy otF+cc Telcpl�rxs
Parking Lot
Multipurpose Al
(s} Building
k
Basketball
Courts
Phone Numbers and Locations:
FNh
SeniorxC
'omplex
C9) (:rl
x
(X
Parking Lot
WALNUT STREET
0
xWFne
Arts
/.Wein X
1) Lodi Art Center
2) Theatre Director's Office
3) Lodi Arts Commission
4) Community Center Office
5) Community Center Office
6) Community Center Office
7) Field and Fair Day Office
8) Camp Hutchins
9) Senior Center Director's Office
10) Senior Center Legal/IiICAP Office
11) Senior Center
12) Adult I)ay Services Center - Lodi Memorial
13) Adult Day Services Center - Lodi Memorial
14) Pacific Bell Payphone - outside North hall
15) Pacific Bell Payphone - Fine Arts Building
16) Pacific Bell Payphone - Multipurpose Building
17) Senior Complex Swimming Pool
18) Pacific Bell Pay Phone - Senior Complex
Auditorium
MAY 2 2 '91
y Manager's Offic;
W
W
cc
CD
Z
H
368-4925
367-1350\C�M1Q
369-495
333-6782 (.3 -lines)
334-5634 ext 596;,
7
369-4443
369-4443
333-9673
353-9900
3 t- 21
369-2765
333-9670
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FLOOR PLAN
WHITE SLOUGH
W'
TER POLLUTION CONTROL FACIL I-,
Fire Station 12
(705E. Lodi Ave.)
TIE 516
368-5895 7 = Phom
Ext. 555
Entrance