JEFFERSON COUNTY COMMISSION by e00Dgg

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									                              JEFFERSON COUNTY COMMISSION
                                    PURCHASING DIVISION
                                   ROOM 830 COURTHOUSE
                             BIRMINGHAM, ALABAMA 35203-0009
                          OFFICE: (205)325-5662/FAX: (205) 325-4888


BUYER: MELINDA CUNNINGHAM                                                            NOVEMBER 1, 2011
                                                                                       RFP NO: 32-12

    TO:                                Prospective Offerors
                                       32-12 (Full document available for download at
    REQUEST FOR PROPOSAL NO.:          http://paca.jccal.org)
                                       “SESSION INITIATED PROTOCOL (SIP) TRUNK -
    SEALED PROPOSAL FOR:
                                       INFORMATION TECHNOLOGY DEPARTMENT”
    REQUEST FOR PROPOSAL               Melinda Cunningham, Buyer
    RESPONSES WILL BE RECEIVED Room 830, 716 Richard Arrington Jr. Blvd. North
    BY:                                Birmingham, AL 35203
                             * * * IMPORTANT SOLICITATION DATE * * *
                                         PROPOSAL DUE DATE:
                                    NOVEMBER 15, 2011 by 5:00 PM
                                        (Central Standard Time)
             Return responses to this Request for Proposal (RFP) in a sealed envelope marked:
      “RFP # 32-12 SESSION INITIATED PROTOCOL (SIP) TRUNK - INFORMATION TECHNOLOGY
                                             DEPARTMENT”
                                PROPOSAL OPENING WILL BE HELD AT:
                                      Jefferson County Courthouse
                               Purchasing Division, Room 830 Courthouse
                                  716 Richard Arrington Jr. Blvd North
                                      Birmingham, AL 35203-0009

    TELEPHONE INQUIRIES – NOT ACCEPTED
    Telephone inquiries with questions regarding clarification of any and all specifications of the RFP will not
    be accepted.

    Submissions may be withdrawn, modified, and resubmitted prior to the formal proposal opening due date.
    Any submission modification(s) submitted after the “Proposal Opening Due Date” will not be
    considered.

    Jefferson County (henceforth referred to as “The County”) reserves the right to accept or reject any or all
    proposals, or any part of any proposal, and to waive any informalities or irregularities in the proposal.

    All costs incurred by an individual or firm in responding to this solicitation are the responsibility of the
    Offeror. All copies and contents of the proposal, attachments, and explanations thereto submitted in
    response to this RFP, except copyrighted material, shall become the property of the Jefferson County
    Commission regardless of the Consultant selected. Response to this solicitation does not constitute an
    agreement between the Offeror and the County.
    Jefferson County is not responsible for delays occasioned by the U.S. Postal Service, the internal
    mail delivery system of the County, or any other means of delivery employed by the Offeror.
    Similarly, Jefferson County is not responsible for, and will not open, any proposal responses, which
    are received later than the due date and time indicated above. Late proposal responses will be
    retained in the RFP file, unopened.     Notwithstanding, late responses may be considered if it is
    determined to be in the best interest of the County.

                                                     Released by:

                         _____________________________________________________________
  REQUEST FOR PROPOSAL
                    32-12

“SESSION INITIATED PROTOCOL (SIP)
TRUNK - INFORMATION TECHNOLOGY
          DEPARTMENT”


          MELINDA CUNNINGHAM, BUYER
   Room 830*716 Richard Arrington Jr. Blvd North
            Birmingham, Alabama 35203
              Phone: (205) 325-5662
           Email: cunninghamm@jccal.org
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                         NOVEMBER 1, 2011
                                                                                     RFP NO: 32-12

                                          REQUEST FOR PROPOSAL


PROPOSAL PROCESS AND INSTRUCTIONS

Jefferson County will conduct the proposal and selection process in the following manner:

      1.       All responses must be submitted in a sealed envelope and the submittal should consist of an
               original and three (3) hard copies. Only vendors that submit a response by the deadline
               will be eligible for this RFP.
      2.       Proposals will be received by the County’s designated representatives and evaluated by the
               Information Technology Evaluation Team.
      3.       The vendor whose proposal best meets the requirements of the Information Technology
               Department will be selected for contract negotiations.
      4.       The Jefferson County Commission and the Information Technology Department reserve the
               right to make changes to the RFP as deemed necessary. In the event of a change in
               specifications, the County will notify all companies that submitted proposals. The Jefferson
               County Commission and the Information Technology Department also reserve the right to issue
               addenda to this RFP up to three (3) days before the proposal due date as needed to clarify the
               Information Technology Department’s desires or to make corrections.           Vendors shall
               acknowledge receipt of all addenda and any addenda will become an integral part of this RFP.

Schedule of Events
    1. Proposal Due Date (by 5:00 p.m., CDT)                      November 15, 2011
    2. Proposal Evaluation                                        November 16, 2011
    3. Contract Negotiation                                       TBD

OBJECTIVE:
The purpose of this RFP is for the Jefferson County Information Technology Department to determine the
vendor community’s ability to deliver high reliability voice services over SIP trunks. It is the desire of the
County to provide a highly reliable communications system with a combination of digital (PRI) trunks and SIP
trunks. This RFP is a wish list approach with the intent that vendors will respond with a “best practices”
approach for their offerings. While there is no guarantee, it is the desire of the County to follow up this RFP
with vendor interviews and ultimately to awarding a contract.

MINIMUM QUALIFED OFFEROR:
The following are the minimum qualifications for Offerors. Offerers should address each of the following
minimum qualifications within the submitted proposal.
          Documented ability to provide all the services listed in and required by this RFP.
          History of providing service similar to specifications herein for a minimum of three (3) years.
          Documented business experience and a good reputation for reliability and successful completion of
           similar projects in government agencies.
          Offerer must be authorized to conduct business in the State of Alabama and Jefferson County.
          Offerer must employ sufficient qualified personnel to provide the services to fulfill the requirements
           of this RFP and address any problems that may arise during the entire course of the engagement
           listed herein.
          Offerer must have a full time service department for rapid response.
          Offerer must have a Help Desk available by phone for issue resolution.
          Offerer must be financially stable (Vendor may be requested to submit evidence of financial
           position.).
          Bidder must have all necessary business licenses as required by State and County.
                                     JEFFERSON COUNTY COMMISSION
                                        PURCHASING DEPARTMENT
                               ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                          BIRMINGHAM, AL 35203
                                               (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                                                            NOVEMBER 1, 2011
                                                                                                                                       RFP NO: 32-12

                                                  REQUEST FOR PROPOSAL


BACKGROUND:
Jefferson County, AL is in the process of deploying a Voice over Internet Protocol (VoIP) platform across the
County. The VoIP platform is Asterisk based and capable of multiple trunks (analog, digital, and soft trunks
SIP and IAX). There are currently three Asterisk servers in use. Two of the servers are physical servers
(Bessemer Criminal Justice Building and the 2121 Building in downtown Birmingham) with PRI interfaces.
The third server is a VMWare instance of Asterisk.

With the current implementation of VoIP, the County can offer highly reliable and failover connectivity for all
outgoing calls. Example, if an internal caller attempts to make a call over the PRI in the 2121 Building and it
is congested or down, the call can be routed over the County’s data network to the Bessemer Criminal Justice
Building and vice versa. It is the intent of the County to provide the same type of resiliency for inbound calls
via SIP and PRI circuits.

The diagram below depicts the current deployment of VoIP at Jefferson County.




                      SIP Handsets
                        SIP Handsets
                        can be in any
                        county building
                        on the county
                        network



                                               SIP                      Asterisk                             SIP
                                                                                                     SIP
                                                                          On
                                                     SIP                             SIP
                                                                        VMWare




                                  Asterisk                                                                         Future Asterisk
                                             PRI Circuits
                                    PRI                                                                                 PRI
                                                                         Asterisk
                                                                           PRI                     PRI Circuit
                                                                                   PRI Circuits




                                             Public Telephone Network                                Public Telephone Network



                                                                        Public Telephone Network
                                 JEFFERSON COUNTY COMMISSION
                                    PURCHASING DEPARTMENT
                           ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                      BIRMINGHAM, AL 35203
                                           (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                               NOVEMBER 1, 2011
                                                                                          RFP NO: 32-12

                                         REQUEST FOR PROPOSAL


REQUIREMENTS:

   1. Vendor must be able to provide both SIP and digital (PRI) trunks.
   2. Vendor must be able to provide SIP service on a per channel basis. The intended use would be to
       provide failover to a small facility with a data connection in the residential DSL range.
   3. Vendor must be able to provide secure SIP trunk registration that fixes the IP of the client to the IP of
       the host. The purpose of this is to ensure that the County’s equipment is connected to the SIP host by
       Username, Password, and IP origination vs. Username, Password only.
   4. Vendor must allow for SIP trunks to ride over the general Internet interface of the County as well as
       private data connections provided by the vendor.
   5. Vendor must provide for configurable Class of Service and Quality of Service tagging.
   6. Vendor data circuits must be full duplex.
   7. Vendor must provide the following CODECs on the SIP channels:
           a. G711.u (County will provide 14.4Kb/s fax over this CODEC)
           b. G726
           c. G729 (The County recognizes there maybe an additional licensing fee for this particular
               CODEC).
   8. Vendor must provide the County with a Web based portal for trunk management.
           a. Ideally the portal would allow the County to manage where calls are routed in the event of a
               natural or man-made disaster.
           b. Portal would also allow for the definition of a primary trunk and a backup trunk for each DID.
   9. Vendor must allow the County’s equipment to project the CALLERID.
   10. Vendor must provide for CALLERID to Location management for E911 services.
           a. Ideally the vendor would have a Web portal to allow County personnel to manage the
               associations between DID and location.
   11. Vendor must be able to provide an unlimited calling plan on a SIP channel for all U.S. States and
       Territories and Canada.

Non-requirement Features

   1. The County would like to provide peer-to-peer video services. Please describe if your network will
      allow or if you have future plans to allow.
   2. Please describe any network calling features that would help minimize per call costs to the County (i.e.
      if calls within a certain region or zone are considered “local”).
   3. Please describe softphone support for remote personnel. Can your network allow for softphone
      registration and calls without the County altering their firewall to do so?
   4. Please describe DMARC connections you can deliver SIP over in following form:
           a. DSL
           b. Cable Modem
           c. T-1
           d. Fiber
                             JEFFERSON COUNTY COMMISSION
                                PURCHASING DEPARTMENT
                       ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                  BIRMINGHAM, AL 35203
                                       (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                     NOVEMBER 1, 2011
                                                                                RFP NO: 32-12

                                  REQUEST FOR PROPOSAL



                                                                                   OTHER
           ADDRESS                  DSL       CABLE        T-1       FIBER
                                                                                 (DESCRIBE)
                                   Y or N     Y or N     Y or N      Y or N
2121 Building
2121 8th Avenue North
Birmingham, Alabama 35203
Courthouse
716 Richard Arrington Jr Blvd N
Birmingham, AL 35203
Bessemer Justice Center
1851 2nd Avenue North
Bessemer, AL 35020
Bessemer Courthouse Annex
1801 3rd Ave. No.
Bessemer, AL 35203
Family Court
Arrington Jr Blvd N
Birmingham, AL 35203
Family Courts Building
120 2nd Court North
Birmingham, AL         35204
Sheriff’s Headquarters Building
2200 8th Ave. No.
Birmingham, AL 35203




                     {REMAINDER OF THIS PAGE IS LEFT BLANK INTENTIONALLY}
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                NOVEMBER 1, 2011
                                                                                           RFP NO: 32-12

                                         REQUEST FOR PROPOSAL


PROPOSAL SUBMITTAL
Jefferson County Commission and the Information Technology Department shall not reimburse any firm for
cost incurred in the preparation and presentation of their proposal. Offerors submitting proposals shall
provide an original and three (3) hardcopies of the proposal.

PROPOSAL INFORMATION REQUIREMENTS
Offerors are encouraged to thoroughly read and understand the requirements of the RFP before preparing and
submitting a proposal. To be deemed responsive, proposals must present, at a minimum, each of the
following sections with sufficient detail to evaluate the information and determine the ability of the vendor to
meet the requirements of this RFP:

 I. Contact Information
 II. Organizational Qualifications & Experience
          Describe in detail the number of staff who will be assigned to work with the Information
            Technology Department and their qualifications.
          Describe the Offeror’s qualifications as they pertain to those listed in the “Minimum Qualified
            Offerer” section of this RFP.
 III. Scope of Service (This section must address how the organization will meet effectively provide the service
      outlined in the above “Scope of Service.”)
          Explain in detail the preventative maintenance process that the vendor would provide under this
            contract.
          Describe in detail the on-call/unscheduled maintenance and repair process that your organization
            would implement for Information Technology Department service calls under this contract.
          Describe in detail the customer service level guarantees that your organization plans to offer the
            Information Technology Department under this contract.
          Describe in detail any quality control/quality assurance program that your organization plans to
            implement.
 IV. Cost/Fee Structure
 V. Non-Collusion Affidavit
 VI. Jefferson County, Alabama Equal Employment Opportunity Certification Form
 VII. Signature Page

EQUIPMENT WARRANTY
Any equipment still covered under the original manufacturers’ warranty provision, will be repaired or replaced
through the Service Provider acting as an agent for the Information Technology Department. The Service
Provider will remove, ship, test, and re-install equipment in need of repair under the manufacturer’s
warranty.

EVALUATION OF PROPOSALS
All proposals received will be reviewed and evaluated by the Information Technology Department of Jefferson
County and the Purchasing Department. Proposals will be evaluated using the following criteria:

   a.      Demonstrated ability to provide exceptional customer service;
   b.      Ability to provide technical expertise necessary to service and maintain equipment;
   c.      Experience as a manufacturer’s authorized service/maintenance provider;
   d.      Positive business references’ feedback
   e.      Responsiveness of the proposal
   f.      Cost
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                NOVEMBER 1, 2011
                                                                                           RFP NO: 32-12

                                         REQUEST FOR PROPOSAL


AWARD OF SERVICES
The final award will be made to the most qualified, responsive, and responsible Offeror as determined in
accordance with the evaluation criteria, policies and procedures solely identified by the Information
Technology Department. The determination of services to be provided by the selected Offeror shall be at the
sole discretion of the Information Technology Department.

PRE PAYMENTS
No pre payments of any kind will be made prior to shipment.

BID BOND
Each Offeror will furnish WITH BID RESPONSE a bid bond, or cashier’s check in the amount of
$500.00, and hereby agrees that in case of failure to execute a contract and furnish a performance bond
within 14 days after notice of award, the Jefferson County Commission will be paid by this bonding company
the difference between the amount of the low bid as submitted, and the amount of the proposal of the next
highest bidder, or if no other bid is received, the full amount of the proposal guaranty will be recovered as
liquidated damages for such default. RESPONSES SUBMITTED WITHOUT BID BOND WILL NOT BE
ACCEPTED.

INVOICING
All invoices must agree with the purchase order in description and price and include the following
information:
    1) Purchase Order Number; 2) Ship-to department name and address.

In order to ensure prompt payment, ALL ORIGINAL INVOICES*MUST BE SENT TO:

       Jefferson County Commission
       Finance Department
       Room 820 County Courthouse
       716 Richard Arrington Jr. Blvd. North
       Birmingham, AL 35203

*If invoice does not agree with purchase order, credits or a corrected invoice will be required in order for the
County to process payment. Invoices that do not reference an authorized Purchase Order will be
returned to the vendor.

THIRD-PARTY “REMIT-TO”
If Offeror’s has a third-party “remit-to” company, that information must appear on the Offeror’s response.
Information Technology Department and Jefferson County will send payment to the company designated by
Offeror’s on its response, but will not be responsible for resolving payment issues, should the Offeror’s change
payment processing companies after a payment has been mailed or without 45-day written notification to the
Purchasing and Accounting division of Jefferson County.

TAX
Jefferson County and the Information Technology Department are exempt from all tax. Provided however,
Offeror’s shall be responsible for payment of all sales, use, lease, ad valorem and any other tax that may be
levied or assessed by reason of this transaction.
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                NOVEMBER 1, 2011
                                                                                           RFP NO: 32-12

                                         REQUEST FOR PROPOSAL



                   GENERAL TERMS & CONDITIONS
PUBLIC DISCLOSURE
Subject to applicable State and Local law or regulations, the content of each Offeror’s Proposal shall become
public information upon the effective date of any resulting contract. An Offeror’s disclosure or distribution of
the Proposal, other than to the County, will be grounds for disqualification at the County’s option. All
electronic files; audio and/or video recordings; and all papers pertaining to any activity performed by the
Successful Offeror for or on behalf of the County shall be the property of the County and shall be turned over
to the County upon request. Proposals submitted are not publicly available until after awarded contract is
signed by the Jefferson County Commission. Jefferson County reserves the right to retain all proposals
submitted and to use any ideas in a proposal regardless of whether that proposal is selected.

EXAMINATION OF RFP DOCUMENTS
Failure of any Offeror to receive or examine any form, instrument, addendum or other document shall in no
way relieve any Offeror from any obligation with respect to their proposal or to any contract resulting from
this proposal. The submission of a proposal shall be taken as conclusive evidence of compliance with this
condition. Failure to meet this condition may result in rejection of any offering on this proposal.

SOLE CONTRACTOR/IMPLEMENTER
The Information Technology Department of Jefferson County intends to award the contract to a sole
contractor. The successful Offeror shall assume total responsibility for all Deliverables whether a sub-
contractor or third-party produces them in whole or in part. Further, the Information Technology Department
will consider the successful Offeror to be the sole point of contact with regard to contractual matters,
including payment of all charges resulting from the Contract. The successful Offeror will be fully responsible
for any default by a sub-contractor, just as if the successful Offeror itself had defaulted. No sub-contractor
will be paid directly by the Information Technology Department or Jefferson County. The successful Offeror
will be solely responsible for the success of the entire Project.

GUARANTEE
Offeror certifies by bidding, that he is fully aware of the conditions of service and purpose for which services
included in this RFP are to be purchased, and that his offering will meet the requirements of service and
purpose to the satisfaction of the Information Technology Department, Jefferson County Commission and its
Agent.

PROPERTY OF JEFFERSON COUNTY
All copies and contents thereof of any proposal, attachment, and explanation thereto submitted in response to
this RFP, except copyrighted material, shall become the property of the Jefferson County Commission
regardless of the Offeror selected. All copyrighted material must be clearly marked in indication of its
copyrighted status. The County shall be held harmless from any claims arising from the release of
proprietary information not clearly designated as such by the proposing firm.

CANCELLATION
Failure to deliver as specified and in accordance with the RFP submitted, including promised delivery will
constitute sufficient grounds for cancellation of the order at the option of the Information Technology
Department.
                                 JEFFERSON COUNTY COMMISSION
                                    PURCHASING DEPARTMENT
                           ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                      BIRMINGHAM, AL 35203
                                           (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                               NOVEMBER 1, 2011
                                                                                          RFP NO: 32-12

                                        REQUEST FOR PROPOSAL


TERMINATION OF CONTRACT
This contract may be terminated by the Information Technology Department with a thirty (30) day written
notice to the other party regardless of reason. Any violation of this agreement shall constitute a breach and
default of this agreement. Upon such breach, the Information Technology Department shall have the right to
immediately terminate the contract and withhold further payments. Such termination shall not relieve the
Contractor of any liability to the Information Technology Department or Jefferson County for damages
sustained by virtue of a breach by the Contractor.

ADDITIONS TO CONTRACT AND/OR ADDITIONAL CONTRACTS
The Information Technology Department, without invalidating any resulting Contract, may order changes in
the items within the general scope of this RFP consisting of additions, deletions, or other revisions. The
contract price and time being adjusted accordingly, providing pricing for such additions/changes is included
in Offeror’s Proposal Response. All such changes in the contract shall be authorized by a written change order
to the contract by the Personnel Director, and shall be executed under the applicable terms and conditions of
Jefferson County Commission. No claim for additional work or change in price will be considered valid unless
submitted in writing to the Purchasing Department and approved via change order by the Information
Technology Department.

All changes/modifications to the original agreement must be submitted to the Purchasing Department for
review. These submissions (and if applicable, the costs associated with the changes) will be submitted for
review and approval to the Director of the Information Technology Department. Changes that are reviewed by
the Purchasing Department and, determined to be necessary by the Information Technology Department
Director, are at no cost to the Information Technology Department and Jefferson County. Any
changes/modification that involves ADDITIONAL MONEY shall not be binding unless approved by the
Information Technology Department Director.

LAWS AND REGULATIONS
All applicable State of Alabama and federal laws, ordinances, licenses and regulations of a governmental body
having jurisdiction shall apply to the award throughout as the case may be, and are incorporated here by
reference. Any contract executed based on award of this RFP must stipulate that governing law will be the
State of Alabama.

INCURRING COSTS
All costs incurred in preparing the Proposal, or costs incurred in any other manner by the respondent in
responding to this Request for Proposal will be wholly the responsibility of the respondent. All materials,
supporting materials, correspondence and documents submitted in response to this Request for Proposal will
become the property of Jefferson County and will not be returned.

SUBCONTRACTING
The intention to subcontract any portion of the project to a named entity must be part of the Offeror’s
proposal. No portion of the proposal or resulting project may subsequently be subcontracted without the
prior written approval of the Information Technology Department.
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                NOVEMBER 1, 2011
                                                                                           RFP NO: 32-12

                                         REQUEST FOR PROPOSAL


NEGOTIATIONS
The Information Technology Department, through the Jefferson County Purchasing Department, reserves the
right to negotiate the terms and conditions of the contract with any of the evaluated Offerors. Should the
successful Offeror and the Information Technology Department fail to come to an agreement, the Information
Technology Department may at its sole discretion award services to any of the remaining Offerors. The
Offeror to whom the contract is awarded shall be required to enter into a written contract with the
Information Technology Department in a form approved by legal counsel for Jefferson County. This RFP and
the proposal, or any part thereof, shall be incorporated into and made a part of the final contract.

CLARIFICATION
Respondent may be requested to provide additional information and/or clarify contents of their proposal
package. Other than information requested by the Information Technology Department or Jefferson County,
no proposer will be allowed to alter the proposal or add new information after the final filing date.

HOLD HARMLESS AND INDEMNIFICATION
Contracting party agrees to indemnify, hold harmless and defend the Information Technology Department of
Jefferson County, Jefferson County, Alabama, its elected officers and employees (hereinafter referred to in this
paragraph collectively as “County”), from and against any and all loss expense or damage, including court
cost and attorney’s fees, for liability claimed against or imposed upon County because of bodily injury, death
or property damage, real or personal, including loss of use thereof arising out of or as a consequence of the
breach of any duty or obligations of the contracting party included in this agreement, negligent acts, errors or
omissions, including engineering and/or professional error, fault, mistake or negligence of Integrator, its
employees, agents, representatives, or subcontractors, their employees, agents or representatives in
connections with or incident to the performance of this agreement, or arising out of Worker’s Compensation
claims, Unemployment Compensation claims, or Unemployment Disability compensation claims of employees
of company and/or its subcontractors or claims under similar such laws or obligations. Company obligation
under this Section shall not extend to any liability caused by the sole negligence of the County, or its
employees. Before beginning work, contract party shall file with the County a certificate from his insurer
showing the amounts of insurance carried and the risk covered thereby. Liability insurance coverage must be
no less than $1,000,000; During performance the company must effect and maintain insurance from a
company licensed to do business in the State of Alabama. Coverage required includes 1) Comprehensive
General Liability; 2) Comprehensive Automobile Liability; 3) Worker’s Compensation and Employer’s Liability.

PROPRIETARY INFORMATION
Any proprietary information contained in the Response shall be so indicated with the notation in BOLD letters
at the top and bottom of the page, THIS PAGE CONTAINS PROPRIETARY INFORMATION. A general
indication that the entire content or major portion, of the Response is proprietary will not be honored.

GENERAL
The Information Technology Department expressly reserves the right to reject any or all RFPs, or parts of
RFPs or re-bid, and to make the award on merit and/or features of design and quality, delivery, and
availability of parts and service as the best interest of the Information Technology Department and Jefferson
County appears.

EQUAL OPPORTUNITY
Each Offeror submitting a proposal agrees not to refuse to hire, discharge, promote, demote, or to otherwise
discriminate in matters of compensation against any person otherwise qualified solely because of race, creed,
sex, national origin, ancestry or physical handicap.
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                  NOVEMBER 1, 2011
                                                                                             RFP NO: 32-12

                                          REQUEST FOR PROPOSAL


DISCLAIMER OF LIABILITY
The Information Technology Department and Jefferson County will NOT hold harmless or indemnify any
successful Offeror for any liability whatsoever.

LICENSES/CERTIFICATES
The Information Technology Department and Jefferson County reserve the right to require documentation that
each Proposer is an established business and is abiding by the Ordinances, Regulation, and Laws of their
community and the State of Alabama.

If you are required by any regulatory agency to maintain professional license or certification to provide any
product and/or service solicited under this RFP, the County reserves the right to require you to provide
documentation of your current license and/or certification before considering your proposal and/or before
awarding a contract.
     Are you required to maintain professional license or certification? ___YES ___NO

ASSIGNMENT
No portion of the proposal or resulting project contract may be sold, assigned, transferred or conveyed to a
third party without the express written consent of the Information Technology Department. Should the
Information Technology Department authorize the Successful Offeror to subcontract (assign) any portion of
this contract, the Successful Offeror will maintain the ultimate legal responsibility for all services according to
contract specifications. In the event of a subcontract, the Successful Offeror must maintain a continuous
effective business relationship with the sub-contractor(s) including, but not limited to, regular payment of all
monies owed to any sub-contractor. Failure to comply with these requirements, in whole or part, will result
in termination of the contract and/or legal ramifications, due to nonperformance.

SINGLE BID
If a single bid response is received for this RFP, the bid will be rejected in accordance with Title 41-16-50-a-1
of the Alabama Code. The bid will be opened, but will not be read publicly. We will proceed with negotiations
for a lower price with the rejected Offeror and other Offerors by means of sealed quotes. The rejected Offeror’s
initial offer will not be disclosed to other Offerors, prior to the awarding of a contract. The award will be made
to the company offering the lowest negotiated quotation, provided that all conditions and specifications
required by the Information Technology Department are met.

GOVERNING LAW/DISPUTE RESOLUTION
The parties agree that this contract is made and entered into in Jefferson County, Alabama and that all
services, materials and equipment to be rendered pursuant to said Agreement are to be delivered in Jefferson
County, Alabama. The interpretation and enforcement of this Agreement will be governed by the laws of the
State of Alabama, without giving effect to the conflict of laws rules thereof. The parties agree that jurisdiction
and venue over all disputes arising under this Agreement shall be in the Circuit Court of Jefferson County
Alabama, Birmingham Division.




                          {REMAINDER OF THIS PAGE IS LEFT BLANK INTENTIONALLY}
                                 JEFFERSON COUNTY COMMISSION
                                    PURCHASING DEPARTMENT
                           ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                      BIRMINGHAM, AL 35203
                                           (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                               NOVEMBER 1, 2011
                                                                                          RFP NO: 32-12

                                        REQUEST FOR PROPOSAL


INSURANCE
The successful Offeror will maintain such insurance as will protect him, the Information Technology
Department and Jefferson County from claim under Workmen's Compensation Acts, and from claims for
damage and/or personal injury, including death, which may arise from operations under this contract.
Insurance will be written by companies authorized to do business in Jefferson County, Alabama and shall
include Jefferson County, Alabama as Added Additional Insured By Endorsement including a thirty
(30) day(s) written cancellation notice. Evidence of insurance will be furnished to the Purchasing agent not
later than seven (7) day(s) after Purchase Order/contract date. Successful Offeror is also required to include
the bid number on the evidence of insurance.

Insurance Minimum Coverage:
Contracting party shall file the following insurance coverage and limits of liability with the County's Human
Resource Department and Purchasing Department before beginning work with the County.
      General Liability:
      $1,000,000 - Bodily injury and property damage combined occurrence
      $1,000,000 - Bodily injury and property damage combined aggregate
      $1,000,000 - Personal injury aggregate
      Comprehensive Form including Premises/Operation, Products/Completed Operations, Contractual,
      Independent contractors, Broad Form property damage and personal injury
      Automobile Liability:
      $1,000,000 - Bodily injury and property damage combined coverage
      Any automobile including hired and non-owned vehicles
      Workers Compensation and Employers Liability:
      $100,000 - Limit each occurrence
      Umbrella Coverage:
      $1,000,000 - Each occurrence
      $1,000,000 – Aggregate

       Added Additional Insured By Endorsement:
       Jefferson County, Alabama
       30 day(s) written cancellation notice

        Under Description of Operations/Locations/Vehicles/Exclusions Added by Endorsement/Special
        Provisions enter the BID/RFP Number, Project Number or Purchase Order Number Covered by
        The Certificate of Insurance




                         {REMAINDER OF THIS PAGE IS LEFT BLANK INTENTIONALLY}
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                NOVEMBER 1, 2011
                                                                                           RFP NO: 32-12

                                          REQUEST FOR PROPOSAL


RECORDS RETENTION and ACCESS REQUIREMENTS
The Successful Offeror and any of its sub-contractors shall maintain books, records, documents and other
evidence of account procedures and practices, which properly and sufficiently reflect all direct and indirect
costs invoiced in the performance of the Contract. The Successful Offeror and its sub-contractors shall retain
all such records for five (5) years after the expiration or termination of the Contract. Records relating to any
litigation matters regarding the Contract shall be kept for one year following the termination of litigation,
including all appeals if the litigation does not terminate within six (6) years from the date of expiration or
termination of the Contract. Upon prior notice and subject to reasonable time frames, all such records shall
be subject to inspection, examination, audit and copying by personnel so authorized by the County and state
or federal officials so authorized by law, rule, regulation or contract, as applicable. During the term of this
Contract, access to these items will be provided within Jefferson County of the State of Alabama, unless
otherwise agreed by the County. Delivery of and access to such records will be at no cost to the County
during the six (6) year period after the Contract term or six (6) year term following litigation. The Successful
Offeror shall include the records retention and review requirements of this section in any of its subcontracts.

AUDITS
For all the work being performed under this contract, Jefferson County or a designated 3 rd party auditor has
the right to inspect, examine, and make copies of any and all books, accounts, records and other writing
relating to the performance of the work. Audits shall take place at times and locations mutually agreed upon
by both parties, although the successful Offeror shall make the materials to be audited available within one
(1) week of the request for them.

PRICES
Include all applicable charges to complete project as specified.

MAINTENANCE OF RECORDS
Offeror shall maintain documentation of all charges against Jefferson County. The books, records, and
documents of Contract, insofar as they relate to work performed or money received under the contract, shall
be maintained for a period of three (3) full years from the date of the final payment and will be subject to
audit, at any reasonable time and upon notice by the County or its duly appointed representative. The
records shall be maintained in accordance with generally accepted accounting principles.

LAWS AND REGULATIONS
All applicable State of Alabama and federal laws, ordinances, licenses and regulations of a governmental body
having jurisdiction shall apply to the award throughout as the case may be, and are incorporated here by
reference. Any contract executed based on award of this Bid must stipulate that governing law will be the
State of Alabama.

PUBLIC DISCLOSURE
Subject to applicable law or regulations, the content of each Offeror’s Proposal shall become public
information upon the effective date of any resulting contract.

NON-DISCRIMINATION POLICY
The Information Technology Department and Jefferson County Commission are strongly committed to equal
opportunity in solicitation of ITB’s and RFP’s. The Information Technology Department and Jefferson County
encourage Offerors and proposers to share this commitment. Each Offeror submitting a proposal agrees not
to refuse to hire, discharge, promote, demote, or to otherwise discriminate against any person otherwise
qualified solely because of race, creed, sex, national origin or disability.
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                 NOVEMBER 1, 2011
                                                                                            RFP NO: 32-12

                                          REQUEST FOR PROPOSAL


CONFIDENTIAL OR PROPRIETARY INFORMATION
If an Offeror’s response contains material noted or marked as confidential and/or proprietary that, in the
County’s sole opinion, meets the disclosure exemption requirements of the Alabama Public Records Law, then
that information will not be disclosed pursuant to a request for public documents. If the County does not
consider such material to be exempt from disclosure under the Alabama Public Records Law, the material will
be made available to the public, regardless of the notations or markings. If an Offeror is unsure if its
confidential and/or proprietary material meets the disclosure exemption requirements of the Alabama Public
Records Law, then it should not include such information in the bid proposal.

COUNTY FUNDS PAID
Successful Offeror must certify by the execution of Purchase Order Agreement that no part of the funds paid
by the Information Technology Department and Jefferson County pursuant to this agreement nor any part of
the services, products or any item or thing of value whatsoever purchased or acquired with said funds shall
be paid to, used by or used in any way whatsoever for the personal benefit of any member or employee of any
government whatsoever or family member of any of them, including federal, state, county and municipal and
any agency or subsidiary of any such government; and further certify that neither the Offeror nor any of its
officers, partners, owners, agents, representatives, employees or parties in interest has in any way colluded,
conspired, connived, with any member of the governing body or employee of the governing body of the County
or any other public official or public employee, in any manner whatsoever, to secure or obtain this Agreement
and further certify that, except as expressly set out in the scope of work or services of this Agreement, no
promise or commitment of any nature whatsoever of any thing of value whatsoever has been made or
communicated to any such governing body member or employee or official as inducement or consideration for
this Agreement.

Any violation of this certification shall constitute a breach and default of this Agreement, which shall be cause
for termination. Upon such termination, Offeror shall immediately refund to the Information Technology
Department and Jefferson County all amounts paid by the Information Technology Department and County
pursuant to this Agreement.




Melinda Cunningham
Buyer




                          {REMAINDER OF THIS PAGE IS LEFT BLANK INTENTIONALLY}
                                 JEFFERSON COUNTY COMMISSION
                                    PURCHASING DEPARTMENT
                           ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                      BIRMINGHAM, AL 35203
                                           (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                NOVEMBER 1, 2011
                                                                                         RFP NO: 32-12

                                         REQUEST FOR PROPOSAL
                                             PRICE SHEET

BID BOND: Each Offeror will furnish WITH BID RESPONSE a bid bond in the amount of $500.00
RESPONSES SUBMITTED WITHOUT BID BOND.

The County would like to purchase SIP trunks individually as well as in bundles. Additionally, the County
would like to purchase the data circuit that the SIP trunk rides over separately or in a bundle with the SIP
trunk. Please indicate the pricing you can offer for the following:

County Supplies the Data Circuit (Note: Channel = Call Path)

       DSL or Cable
              Single Voice Channel SIP
                     E911 included
                     Unlimited Local Calls
                     Individual DID        $__________/month

              Single Voice Channel SIP
                     E911 included
                     Unlimited Local Calls
                     Unlimited Long Distance (U.S & Canada)
                     Individual DID        $__________/month

              Ten (10) Channel Channel SIP
                     E911 included
                     Unlimited Local Calls
                     Individual DID        $__________/month

              Ten (10) Channel Channel SIP
                     E911 included
                     Unlimited Local Calls
                     Unlimited Long Distance (U.S & Canada)
                     Individual DID        $__________/month

              Additional DID’s added to the Ten (10) Channel Configuration $______/DID/month

              Thirty (30) Channel Channel SIP
                      E911 included
                      Unlimited Local Calls
                      Individual DID        $__________/month

              Thirty (30) Channel Channel SIP
                      E911 included
                      Unlimited Local Calls
                      Unlimited Long Distance (U.S & Canada)
                      Individual DID        $__________/month

              Additional DID’s added to the Thirty (30) Channel Configuration $______/DID/month

Vendor Provides the Data Circuit
                              JEFFERSON COUNTY COMMISSION
                                 PURCHASING DEPARTMENT
                        ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                   BIRMINGHAM, AL 35203
                                        (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                        NOVEMBER 1, 2011
                                                                                 RFP NO: 32-12

                                  REQUEST FOR PROPOSAL
                                 ACKNOWLEDGEMENT PAGE




OFFEROR:   COMPANY:           ________________________________________________________


           ADDRESS:           ________________________________________________________


           PHONE NO.:          _______________________________________________________



           AUTHORIZED BY:     ________________________________________________________
                                               (SIGNATURE & TITLE)


           EMAIL:             ________________________________________________________


           DATE:                ________________________________________________________
                                  JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                 NOVEMBER 1, 2011
                                                                                              RFP NO: 32-12

                                          REQUEST FOR PROPOSAL

                                           Non-Collusion Affidavit

I,   ___________________________________________________,      an     authorized     agent/representative      of
____________________________________________ attest that the Invitation to Bid is not made in the interest of, or
on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that
the Invitation to Bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly
induced or solicited any other Bidder to put in a false or sham ITB, and has not directly or indirectly colluded,
conspired, connived, or agreed with any Bidder or anyone else to put in a sham ITB, or that anyone shall
refrain from proposing; that the Bidder has not in any manner, directly or indirectly sought by agreement,
communication or conference with anyone to fix the ITB of the Bidder or any other Bidder, or to fix any
overhead, profit, or cost element of the ITB price or of that of any Bidder, or to secure any advantage against
the public body awarding the contract of anyone interested in the proposed contract; that all statements
contained in the ITB are true; and further, that the Bidder has not, directly or indirectly, submitted his/her
ITB price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto,
or paid, and will not pay any fee to any corporation, partnership, company, association, organization, ITB
depository, or to any member or agent thereof, to effectuate a collusive or sham ITB.


       I, the undersigned, hereby certify that I have read and understand this Non- Collusion Affidavit and
guarantee complete compliance with all the terms, conditions and stipulations.

Subscribed and Sworn to BY ____________________________________________________________________
Authorized Signature of Bidder



Before me this ___________ day of _______________________ 20____.
                                   Date



__________________________________________________
            Print or Type Name of Bidder



___________________________________
Notary Public of
My Commission expires
                                     JEFFERSON COUNTY COMMISSION
                                        PURCHASING DEPARTMENT
                               ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                          BIRMINGHAM, AL 35203
                                               (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                                          NOVEMBER 1, 2011
                                                                                                     RFP NO: 32-12

                                              REQUEST FOR PROPOSAL

                                    JEFFERSON COUNTY, ALABAMA
                         EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION FORM

Contractor/Vendor Name:          __________________________________________________
Address:                         __________________________________________________
                                 __________________________________________________

        The Contractor acknowledges receipt of Jefferson County’s Equal Employment Opportunity Contractor
Compliance Administrative Order (attached hereto) and certifies that it is an equal opportunity employer and agrees
to the requirements of the Policy and the Equal Employment Opportunity Clause therein. It further certifies that it
will require all subcontractors to execute an Equal Employment Opportunity statement and certification of
compliance in accordance with Jefferson County Administrative Order 08-4 as follows:
1.      The Contractor will not discriminate against any employee or applicant for employment because of race, color,
religion, sex, national origin, age, disability or veteran status pursuant to the provisions of Title VII of the Civil Rights
Act of 1964, 42 U.S.C. §§ 1981, 1983, 1986 and all amendments thereto relative to discriminatory employment
practices. The Contractor will ensure that qualified applicants are employed, and that employees are treated during
employment, without regard to their race, color, religion, sex, national origin, age, disability or veteran status. Such
action shall include, but not be limited to the following: employment, promotion, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship.
2.      In the event of the Contractor’s non-compliance with the equal employment opportunity clause of this
contract, this contract may not be awarded or may be cancelled, terminated or suspended in whole or in part and
the Contractor may be declared ineligible for further County contracts.
3.      The Contractor will include the provisions of paragraph (1) in every subcontract or purchase order.
4.      The Contractor shall certify to the County its compliance with this policy prior to receipt of any contract or
business with the County.
The Contractor will furnish to the County, upon request, reports, notices, policies and/or information certifying
compliance with this policy.
In the event of the Contractor’s non-compliance with the equal employment opportunity clause of this contract, this
contract may not be awarded or may be cancelled, terminated or suspended in whole or in part and the Contractor
may be declared ineligible for further County contracts.



________________________                                 _______________________________________
Date                                                     Signature

                                                         _______________________________________
                                                         Title
                                 JEFFERSON COUNTY COMMISSION
                                    PURCHASING DEPARTMENT
                           ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                      BIRMINGHAM, AL 35203
                                           (205) 325-5662

BUYER: MELINDA CUNNINGHAM                                                               NOVEMBER 1, 2011
                                                                                          RFP NO: 32-12

                                        REQUEST FOR PROPOSAL


The Jefferson County Commission, or its Agent, shall have the right to waive any informality or
irregularity. Under certain limited conditions, the Purchasing Department may apply a local preference
option in determining the low bid for purchases of personal property.

All provisions of this Invitation are accepted by bidder as part of any contract or purchase resulting
therefrom.

Please specify terms of payment below; otherwise, the terms will be Net 30.

Date: _______Company Name: ______________________________ Web Address: _____________

Terms: _______Address:_______________________________________City:__________________

County: _______________State: _____ Zip: ____________ Phone: (_____) ____________________
If Jefferson County Business Licenses were issued to your company for the past twelve (12) months,
please list numbers: _____________________________________________.

Vendor's Federal I.D. Number: ____________________________

I certify that ___________________________ has ___ has not ___ been in operation for one year at
                    (Company Name)                    (Check one)

location(s) zoned for the type of business conducted by my company at the address stated above.

                                                                             ______________________________
                                                                                     (Authorized Signature)

                                                                             ______________________________
                                                                                               (Print Name)

                                                                             ______________________________
                                                                                           (E-Mail Address)

Toll Free Phone: _____________________________Fax Number: ____________________________

Return original bid in sealed envelope. Authorized signature of bidder must be in ink.

Bids received in our office after the specified date and hour will not be considered.

INDICATE THE FOLLOWING ADDRESSES IF DIFFERENT FROM ABOVE:
1. BID AWARD NOTICE ADDRESS
2. PURCHASE ORDER ADDRESS
3. REMITTANCE ADDRESS (AND NAME IF DIFFERENT THAN ABOVE)
                                 JEFFERSON COUNTY COMMISSION
                                     PURCHASING DEPARTMENT
                            ROOM 830 * 716 RICHARD ARRINGTON JR BLVD N
                                       BIRMINGHAM, AL 35203
                                            (205) 325-5381

                                        ADDENDUM NO. 1
                                   REQUEST FOR PROPOSAL# 32-12

  “SESSION INITIATED PROTOCOL (SIP) TRUNK - INFORMATION TECHNOLOGY DEPARTMENT”

November 14, 2011

THE REQUEST FOR PROPOSAL FOR THIS SOLICITATION IS HEREBY AMENDED OR CLARIFIED
AS SET OUT BELOW. THIS ADDENDUM FORM IS PART OF THE REQUEST FOR PROPOSAL 32-12
AND MUST BE SUBMITTED WITH YOUR RESPONSE.

TO: All Prospective Offerors:

The Request for Proposal (RFP) for “Session Initiated Protocal (SIP) Trunk – Information Technology
Department” is hereby amended or specifications clarified as outlined in the following manner:

I. Proposal due date has been amended as follows:

Proposals will be accepted until 5:00 P.M. Central Time (standard or daylight savings time, as
applicable) on November 18, 2011.


Please acknowledge receipt of this addendum by signing and returning with your proposal.


Respectfully,


Melinda Cunningham
Buyer

                                           ACKNOWLEDGED:



OFFEROR:        Company            ______________________________________________

                Address           ______________________________________________

                                  ______________________________________________

                Phone No.          ______________________________________________

                Authorized by     ______________________________________________
                                         (Signature & Title)

                Date              ______________________________________________

								
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