Request for Proposal by hYjZu9vz

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									                 REQUEST FOR PROPOSAL No. 1207


               Telecommunications Infrastructure

                          Issue date: July 11, 2011


                             Closing location:
                           Purchasing Department
                            2020 Labieux Road
                               Nanaimo, B.C.
                                 V9T 6J9


                               City Contact:
                              Tom Rothoehler
                    Sr. Tech Support Specialist - Network
                          Telephone: 250.755.4419
                     Email: tom.rothoehler@nanaimo.ca


                           Closing date and time:
Proposals must be received at the Purchasing Department before 2:00   PM   Pacific
                                   Time on
                               August 19, 2011


                  Proposals will not be opened in Public
                                                                                                                      Request for Proposal
                                                                                                      Telecommunications Infrastructure RFP
                                                                                                                          Table of Contents

                                                                TABLE OF CONTENTS
SECTION 1   INTRODUCTION.............................................................................................................................. 3
  1.1   EXECUTIVE OVERVIEW ................................................................................................................................ 3
  1.2   CORE OBJECTIVES OF THIS BID ................................................................................................................... 3
  1.3   SCOPE OF W ORK ....................................................................................................................................... .3
SECTION 2    PROPOSAL SUBMISSION GUIDELINES ...................................................................................... 5
  2.1   SCHEDULE .................................................................................................................................................. 5
  2.2   OPTIONAL PROPONENT’S MEETING RSVP .................................................................................................. 5
  2.3   NOTICE OF INTENTION ................................................................................................................................. 5
  2.4   RESPONDENTS QUESTIONS ......................................................................................................................... 6
  2.5   SUBMISSION OF PROPOSALS ....................................................................................................................... 6
  2.6   LEGAL CONTRACTS AND FORMS .................................................................................................................. 7
  2.7   CONTRACT AWARD AND SELECTION PROCESS ............................................................................................. 8
  2.8   GENERAL TERMS AND CONDITIONS ............................................................................................................ 10
  2.9   DEFINITIONS ............................................................................................................................................. 22
SECTION 3   CURRENT ENVIRONMENT .......................................................................................................... 24
  3.1   CURRENT VOICE INFRASTRUCTURE ........................................................................................................... 24
  3.2   CURRENT DATA INFRASTRUCTURE ............................................................................................................. 29
APPENDIX A - SYSTEM REQUIREMENTS ........................................................................................................... 32
  A.1   OVERALL SOLUTION .................................................................................................................................. 32
  A.2   ADMINISTRATIVE REQUIREMENTS............................................................................................................... 35
  A.3   CORE FEATURES AND FUNCTIONALITY ....................................................................................................... 36
  A.4   OPTIONAL FEATURES AND FUNCTIONALITY ................................................................................................. 42
APPENDIX B - PROFESSIONAL SERVICES ........................................................................................................ 44
  B.1   PROJECT MANAGEMENT ASSESSMENT ....................................................................................................... 44
  B.2   ADMINISTRATIVE STAFF TRAINING REQUIREMENTS ..................................................................................... 44
  B.3   PROFESSIONAL SERVICES ACTIVITIES ........................................................................................................ 45
APPENDIX C - QUALIFICATIONS AND REFERENCES ....................................................................................... 47
  C.1   MANDATORY INFORMATION........................................................................................................................ 47
  C.2   CORPORATE PROFILE ............................................................................................................................... 47
  C.3   CORPORATE REFERENCES ........................................................................................................................ 47
  C.4   STAFF EXPERIENCE .................................................................................................................................. 48
  C.5   MAINTENANCE AND SUPPORT CONTRACTS ................................................................................................. 48
         RD
  C.6   3 PARTY APPLICATIONS .......................................................................................................................... 50
APPENDIX D - PRICING ......................................................................................................................................... 53
  D.1   PRICING SHEET......................................................................................................................................... 53
  D.2   PHASE 1 – PUBLIC W ORKS ........................................................................................................................ 53
  D.3   PHASE 2 – CITY HALL WITH PUBLIC W ORKS BACKUP .................................................................................. 54
  D.4   PHASE 3 – BRANCH SITE DEPLOYMENT...................................................................................................... 56
  D.5   OPTIONAL COMPONENTS ........................................................................................................................... 57
  D.6   PRICING COMMITMENT .............................................................................................................................. 57
  D.7   PRICING SUMMARY ................................................................................................................................... 58
APPENDIX E - FORMS ........................................................................................................................................... 59
  E.1   OPTIONAL PROPONENT’S MEETING RSVP ................................................................................................. 59
  E.2   NOTICE OF INTENT TO PROPOSE ................................................................................................................ 60
  E.3   SUBMISSION COVERING FORM ................................................................................................................... 61
  E.4   RESPONDENT REFERENCE ........................................................................................................................ 62




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                                                                                       Request for Proposal
                                                                       Telecommunications Infrastructure RFP
                                                                                                 Introduction

SECTION 1             INTRODUCTION
1.1   EXECUTIVE OVERVIEW
      The City of Nanaimo operates 14 separate facilities with telephone services at each location provided
      through a mix of PBX and KEY systems from a variety of manufacturers connected through the PSTN
      and city’s private fibre network. Having a mixture of systems creates a barrier for smooth
      communications across the city, as well as increasing the costs of on-going system administration and
      maintenance. All of the major sites have PBX equipment that are nearing End-of-Life status and should
      be considered for upgrades. Rather than continue to invest into disparate systems, the City would like to
      implement a strategy for system replacement that moves towards an integrated service.
      The City has installed its own City Wide Fibre network that should be leveraged as part of a long term
      telephony strategy. The two major operational centres, City Hall and Public Works, are served from
      different Central Offices. This is seen to be an advantage that would lend itself nicely to a system
      diversity plan.

      The City of Nanaimo’s long term strategic goal is to implement an IP based telecom service based on a
      common platform for all facilities to deliver Unified Communications over a converged network
      infrastructure.

      The current data infrastructure at Public Works is Avaya based and includes various core, aggregation
      and edge switches to provide the QoS (Quality of Service) and PoE (Power over Ethernet) required by an
      IP based telephone system. All Public Works cabling consists of either Cat 5e or Cat 6.

1.2   CORE OBJECTIVES OF THIS BID
      The ultimate goal of the City of Nanaimo is to deploy an IP telecom technology platform at all city facilities
      in order to streamline the City’s voice and data communication services into a single converged network.
      Achieving 100% city wide coverage is restricted by cost and city resources which are available to assist
      with the city wide roll out of IP telephony and services. Therefore, the goal of this bid is to find a partner
      for both manufacturer(s) and vendor(s) who will be help design a multi-year strategic plan for deployment.
      One department which has priority status and is in need of upgrading which will be part of the initial phase
      is Public Works.

      Therefore, the primary objectives of this RFP are as follows:

          1. Development of a voice communications 5 (five)-year strategic plan.

          2. Establishment of Vendor partnership who will work with the City to execute such plan.

          3. Standardization of manufacturer’s products and services.

          4. Price protection guarantees for a minimum of 2(two) years from the initial installation date for
             future acquisitions.

          5. Immediate replacement of Public Works NEC NEAX2000 IVS and NEC IPK Key included in
             phase 1.

          6. Provide pricing for Phase 2 to replace the City Hall Nortel Option 11C

          7. Provide pricing for Phase 3 to replace/migrate all other sites into the solution

1.3   BID SCOPE
          The scope of this bid includes:



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                                                                Telecommunications Infrastructure RFP
                                                                                          Introduction


           Replacement of the existing NEC Phone system and voicemail platform at Public Works
           Pricing for future phases (Phase 2 and 3)
           A VoIP Readiness Assessment of the Nanaimo data/wan network
           Potential implementation of optional components


1.3.1   OUT OF SCOPE
           Data Network Equipment - the existing Avaya LAN infrastructure provides PoE and QoS
           Cabling Infrastructure – the existing cabling is either Cat 5e or Cat 6
           RCMP 911 upgrade




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                                                                              Proposal Submission Guidelines



SECTION 2               PROPOSAL SUBMISSION GUIDELINES
      Failure to meet the requirements of this section will result in rejection of the Proposal.

2.1   SCHEDULE

                        Date                   Activity
      July 11th, 2011              Issue Proposal
      July 19th, 2011              RSVP for Proponent’s Meeting
      July 25th, 2011              Optional Proponent’s Meeting 1:00 PM PDT
                                   The City of Nanaimo
                                   Public Works Department
                                   2020 Labieux Road
                                   Nanaimo, BC V9T 6J9
      August 12th, 2011            Notice of Intent to Propose
      August 12th, 2011            Final Date for Submission for RFP Questions: Questions must be
                                   submitted prior to 4 PM PDT.
      August 19th, 2011            Closing Date for Submission before 2:00 PM PDT.
                                   Submit Proposals to:
                                   The City of Nanaimo
                                   Attention: Kurtis Felker, Manager,
                                   Purchasing & Stores, City of Nanaimo,
                                   2020 Labieux Road,
                                   Nanaimo, BC, V9T 6J9
                                   The wall clock in the Purchasing Department Office is the official time
                                   piece for the receipt of all Proposals
      September 16th, 2011         Provide notice to Shortlisted Vendors
      September 28th, 2011         Shortlisted Vendor Presentations
      October 7th, 2011            Award Bid

           NOTE: Amendments to this schedule will only be made at the discretion of The City of Nanaimo.

2.2   OPTIONAL PROPONENT’S MEETING RSVP
      The Optional Proponent’s meeting will provide opportunity for Proponent’s to present questions in an
      interactive format. A maximum of 2 representatives are allowed from each respondent to this RFP.
      1)   Proponent’s should complete and return by email the signed Proponent’s Meeting RSVP form found
           in Appendix E -Forms E.1 Optional Proponent’s Meeting RSVP by no later than July 19th, 2011.
           The RSVP form should be sent to:
                        RFP1207@nanaimo.ca

2.3   NOTICE OF INTENTION
           Proponent’s should complete and return by email the Notice of Intention form found in Appendix E.2
           - Notice of Intent to Propose by no later than August 12th, 2011. The Notice of Intention should
           be sent to:


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                        RFP1207@nanaimo.ca

2.4   RESPONDENTS QUESTIONS
      :
      1)   Questions with respect to this Request for Proposal shall be submitted in writing via email only and
           submitted (Section 2.1 – Schedule) to The City of Nanaimo prior to the deadline for “Final Date for
           Submission of Respondent questions” specified in the Request. Questions and the responses will be
           supplied to all potential respondents, without identifying the originator of the question. All questions
           are to be sent to:
                        RFP1207@nanaimo.ca
           All responses to questions will be sent as a written response as a numbered addendum to
           firms who submit Appendix E.2 Notice of Intent to Propose as well as being posted on the
           City’s website and BC Bid. If a firm does not submit Appendix E.2 Notice of Intent to Propose,
           it will be their sole responsibility to check for addendums posted on the City’s website or BC
           Bid prior to submitting their proposal.
      2)   Respondents shall not make verbal inquires associated with the Request for Proposal. A verbal
           response provided by The City of Nanaimo staff in connection with this Request, will not be binding
           on The City of Nanaimo nor will it be considered to change the requirements of the Request, in any
           way.
      3)   Respondents should acknowledge in their submission the receipt of each addendum to the RFP.

2.5   SUBMISSION OF PROPOSALS
      1)   The Respondent should submit one (1) original hard copy to be labelled as such, signed by an
           authorized signing officer, and three (3) hard copies of each proposal in a sealed envelope in
           addition to providing an electronic version (CD,DVD, or memory stick) containing the RFP with each
           hard copy, no later than 2:00 PM PDT August 19th, 2011 to the following address:
              The City of Nanaimo
              Attention: Kurtis Felker, Manager,
              Purchasing & Stores, City of Nanaimo,
              2020 Labieux Road,
              Nanaimo, BC, V9T 6J9
           It is the Proponent’s sole responsibility to ensure they allow themselves enough time to submit their
           Proposal prior to the posted closing date and time.
      2)   All Proposals should be clearly marked with the Request for Proposal name, closing date and
           Respondent name & address on the face of the envelope.
      3)   Proposals, which are received after the posted closing date and time, will be returned unopened.
      4)   All prices are to be quoted in Canadian Dollars. All applicable taxes or fees should be shown
           separately such as Harmonized Sales Tax (“HST”).
      5)   Each Respondent shall sign and return the “Submission Covering Form” (found in Appendix E3
           – Submission Covering Form) with their Proposal or the Proposal will not be accepted.
      6)   Proposals may not be submitted by facsimile or e-mail.
      7)   Proposals shall be submitted in English.
      8)   All Proposals shall be binding for a period of one hundred and twenty (120) calendar days.
           Adjustments to submitted Proposals by telephone, facsimile, email or letter will not be considered.
           Should a Respondent wish to alter or amend a Proposal, it shall be withdrawn by written notice and a
           new Proposal submitted prior to the posted closing date and time.
      9)   Proposals:


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          a)   Respondents may submit as many Proposals as desired but each Proposal must be totally
               self-contained without reference to another and each Proposal will be equally binding.
          b)   Alternative Proposals: In addition to the basic Proposal, which each Responder agreeing to
               reply to this RFP should submit in conformance to the requirements of the RFP, Vendors are
               free to offer any alternatives to the basic Proposal, which are in the Responder’s view superior
               or offer greater overall value to the City of Nanaimo.
      10) The Respondent shall complete section C.3 Corporate References and provide three (3) customer
          references that have previously acquired or utilized similar services. The City of Nanaimo reserves
          the right to check all references provided and to check additional or further references.
      11) Respondents should follow the format outlined in this section, to facilitate comparison and evaluation
          of Proposals.
          a)   Proposals should contain concise written material and illustrations that enable a clear
               understanding and evaluation of the Respondent’s capabilities and the qualities of its Proposal.
               Legibility, clarity and completeness of the Respondent's Proposal are essential. Note: All pages
               to be numbered.
          b)   Proposals should be structured as follows:
                 i)    Submission Covering Form - (Appendix E.3 - Submission Covering Form) to be
                       completed and signed.
                 ii)   Table of Contents - Outline should be as follows
                        (1) Executive Summary - summary of submission,
                        (2) Solution Response – Refer to Appendix A - System Requirements for questions.
                        (3) Professional Services – Refer to Appendix B - Professional Services for
                            questions.
                        (4) Qualifications and References – Refer to Appendix C - Qualifications and
                            references for questions.
                        (5) Pricing – Refer to Appendix D -
                        (6) Pricing Sheet for response format. Note: Pricing should be in this format for bid
                            consideration.
                        (7) Legal Contracts and Forms – Refer to 2.6 - Legal Contracts and Forms (below)
                        (8) Product Brochures and User Guides – if available
                        (9) Acknowledged Addendums – refer to 2.4 Respondents Questions

2.6   LEGAL CONTRACTS AND FORMS
      As part of this response, it is the responsibility of the Proponent to submit a copy of all contracts,
      schedules, documentation that would require signature or approval as part of this project. As part of this
      requirement all documentation is to be clearly index with a brief description of each form being provided.
      An example of forms that should be included would be: Letter of Authorization, Master Contract
      Agreements and schedules for services, etc.




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2.7   CONTRACT AWARD AND SELECTION PROCESS
      2.7.1   CONTRACT AWARD
              1) It is the intention of The City of Nanaimo to award the contract to the Respondent with the
                 highest evaluated score, which complies with the criteria, set out in Section 2.7.5 herein
                 ("Proposal Evaluation").
              2) It is understood that if the Proposals are not acceptable to The City of Nanaimo, there may
                 not be an Award.
              3) The City of Nanaimo reserves the right not to award a contract to the Respondent with the
                 highest evaluated score or indeed to any Respondent if the overall solution presented is not
                 satisfactory; hence this RFP is not an irrevocable offer to purchase goods or services.
              4) The successful Respondent will be notified in writing by The City of Nanaimo.
              5) The lowest, or any Proposal may not necessarily be accepted.



      2.7.2   PROPOSALS
              1) Proposals that do not meet the mandatory requirements will not be evaluated.


      2.7.3   MANDATORY RESPONDENT SUBMISSION REQUIREMENTS
         Mandatory Submission requirements are outlined in SECTION 2 and any additional mandatory
         content is identified in Appendix A, B, C and D.
         All Respondents should indicate that they have complied with the following requirements (by
         completing the Submission Covering Form):
              1) The Proposal Submission Guidelines (SECTION 2)
              2) Provision of detailed solution information as required under Appendix A and B related to the
                 technologies, Appendix C related to the support and background and pricing (Appendix D).
              3) Acknowledgement and confirmation of the necessary financial and management resources
                 to complete the duties described in the Proposal.


      2.7.4   DISQUALIFICATION
         The City of Nanaimo reserves the right to disqualify any Respondent who has given false or
         misleading information.


      2.7.5   PROPOSAL EVALUATION
         All proposals will be reviewed by an evaluation team created at the sole discretion of the City of
         Nanaimo. An award, if any, will be issued in writing the City of Nanaimo.
         Proposals to this request will be evaluated according to the following criteria:
              1) All Proposals should be in compliance with SECTION 2: Proposal Submission Guidelines
              2) The following factors will form part of the evaluation:
                  Meets the City of Nanaimo Mandatory Requirements
                  The extent to which The City of Nanaimo's mandatory requirements are met as identified in
                  SECTION 2: Proposal Submission Guidelines.
                      a. Evaluation Scoring:


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                                                     Proposal Submission Guidelines
   Evaluation of the submissions will be based on the following components:
           Overall Bid Response
           Technical Components (Appendix A - System Requirements)
           Professional services (Appendix B - Professional Services)
           Maintenance and Support (Appendix C - Qualifications and references)
           Pricing (Appendix D - Pricing)


b. Value Added Offerings
   When evaluating Proposals the City of Nanaimo will consider in its evaluation
   process, Proposals from Vendors who offer innovative or enhanced project/service
   provision solutions that are of benefit to the City of Nanaimo. Offerings not directly
   related to this RFP must be included in a separate appendix and should only be
   referenced in the executive summary.




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2.8   GENERAL TERMS AND CONDITIONS
      1)   All information provided by The City of Nanaimo to the successful Respondent is strictly confidential,
           and as such, shall neither be disclosed to a third party under any circumstances nor used for
           commercial purposes. Each page or partial page of confidential information contained within a
           Respondent’s submission should be so marked.
      2)   The issuance of this Request to any prospective Respondent shall not cause any express or implied
           commitment or undertaking on the part of The City of Nanaimo to acquire goods or services.
      3)   The City of Nanaimo shall not be liable for any expense incurred by the Respondent resulting from a
           response to this or any Request.
      4)   Respondents shall not disclose their Proposals or elements of their Proposals to third parties without
           the prior written consent of The City of Nanaimo.
      5)   Each Respondent shall provide pricing for the goods or services as described. All prices quoted must
           remain unchanged for the term of the agreement.
      6)   Proposals not submitted in accordance with the instructions included in this Request may be
           disqualified at the discretion of The City of Nanaimo
      7)   The City of Nanaimo may cancel or withdraw this Request at its discretion with no compensation.
      8)   The City of Nanaimo may issue amendments to this RFP in writing prior to the Closing time.
           Respondents shall include all amendments in their submission.
      9)   The Respondent agrees that the Proposal contains a firm offer to supply the goods or services in
           accordance with the Terms and Conditions specified herein, and which Proposal may be accepted
           by The City of Nanaimo. The Respondent may revoke its Proposal at any time prior to the time fixed
           for the closing of the Request by delivering written notice of revocation to The City of Nanaimo
           Purchasing Department.
      10) Respondents may submit as many Proposals as desired but each Proposal must be totally self-
          contained without reference to another and each Proposal will be equally binding.
      11) If erasures or other changes appear in the Proposal, each erasure and change must be initialled by
          the person signing the Proposal.
      12) The City of Nanaimo reserves the right to accept or reject any part of respondent’s proposal and
          select only those services or products they require.


      2.8.1    AGREEMENT
               a) The successful Respondent will be required to enter into an Agreement with the City of
                  Nanaimo to supply the specified goods and/or service, according to the Terms and
                  Conditions of this Request. Alternatively, and at the sole discretion of the City of Nanaimo, a
                  purchase order (P.O.) to supply the specified goods and/or service, according to the Terms
                  and Conditions of this Request may be issued by the City of Nanaimo
               b) The laws of the Province of British Columbia and the Government of Canada shall govern
                  the award.
               c) The Request for Proposal and the Proposal shall be included as schedules to the award. In
                  the event there is conflict between the Agreement and these schedules, the Agreement shall
                  prevail.
               d) The parties to the Agreement may only amend the agreement by an amendment in writing
                  signed by both parties, which will form part of the award.
               e) It is agreed and understood by the Respondent, that in submitting a response to this Request
                  for Proposal, they certify that they have read and agree to comply with the Proposal



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             Submission Guidelines contained herein, and that any exceptions have been duly noted in
             their submission.
        f)   The City of Nanaimo cannot provide any guarantee of the volume of requirements, or the
             timing of such requirements over the Term of the Agreement.


2.8.2    SURVIVAL
   All warranties and representations about quality, skills, qualifications and experience, the intellectual
   property clause, the confidentiality clause, the indemnity clause, and any clauses about remedies
   shall remain in force after the Term of the Agreement.


2.8.3    GENERAL DUTIES AND STANDARDS
   The Respondent shall provide the goods and/or services as tendered, including the provision of any
   and all labour, supplies and equipment necessary to, carry out its duties under the Agreement,
   strictly in accordance with all of the terms of the Request for Proposal, and the Response as
   modified by subsequent correspondence and the award.


2.8.4    STANDARD OF CARE
   The Respondent shall carry out the duties hereunder skilfully, diligently, and expeditiously, in good
   faith, in a careful and competent manner, and in accordance with good business practices,
   management techniques, laws of British Columbia and current relevant standards.


2.8.5    INDEMNIFICATION
    The Proponent shall indemnify and save harmless the City, its agents, employees and elected
    officials from and against any and all liability whatsoever for losses, liens, charges, claims,
    demands, payments, suits, actions, recoveries, and judgments including legal fees and expenses
    of every nature and description brought or recovered against either the City, its agents and
    employees, or the consultant by reason of an act,error or omission of the Consultant, its agents
    employees or licencees in providing the services, including, without limiting the generality of the
    foregoing, loss or damage to property, injury to or the death of any persons, alleged copyright,
    patent or other intellectual property rights infringement or interference, defective design or damage
    to the environment.


2.8.6    TIME
   The delivery of goods and/or services shall be performed in a timely fashion and according to the
   schedules in the Agreement.


2.8.7    TERMINATION
   Without liability, cost or penalty, The City of Nanaimo may terminate this Agreement immediately
   with or without reason or cause upon written notice.


2.8.8    BREACH OF CONTRACT
        a) The following shall be events of breach:
                i)    If The City of Nanaimo is of the opinion that there has been a breach of any
                      warranty, representation, condition or provision of this Agreement; or
                ii)   if The City of Nanaimo considers the Respondent insolvent or bankrupt, or if a
                      receiver or trustee is appointed to handle the Respondent’s property, or if the

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                    Respondent makes an assignment, proposal, compromise or arrangement for the
                    benefit of creditors or files for the appointment of a receiver; or attempts to make a
                    bulk sale.
        b) Curing the Breach:
            In the event that the City of Nanaimo considers the breach curable and wishes to give the
            Respondent the opportunity to cure the breach, The City of Nanaimo shall notify the
            Respondent of the details of the breach with a specific period in which the Respondent may
            affect the cure. At the end of that period, if the City of Nanaimo considers that the cure has
            not been accomplished, the City of Nanaimo may extend the cure period and repeat the
            process in this section or terminate the Agreement immediately.


2.8.9   OBLIGATIONS IN THE EVENT OF TERMINATION
        a) Obligations of the Respondent:
            The Respondent shall prepare a report on the state of the deliverables and deliver whatever
            has been supplied by the City of Nanaimo and produced by the Respondent under the
            Agreement within ten (10) days of the termination in a proper and professional manner.
        b) Obligations of The City of Nanaimo:
            The City of Nanaimo shall make payment for services performed to the satisfaction of the
            City of Nanaimo to the date of termination upon receiving the invoice, but, in the case of
            termination for breach, The City of Nanaimo may deduct or set off from such payment any
            hold back plus any additional losses or costs and expenses incurred or to be incurred as a
            result of the termination or events leading up to the termination, reasonably calculated. If the
            loss to the City of Nanaimo is greater than payments withheld, or if the City of Nanaimo fails
            to withhold payment as a result of an administrative error, the City of Nanaimo may
            commence any proceeding to recover any loss in tort or contract.


2.8.10 DISPUTE RESOLUTION
    In the event of a dispute arising between the City and the Proponent as to their respective rights
    and obligations under the Agreement, both parties agree to resolve the dispute by:
         a. Frank and open negotiations whereby both parties use their best efforts to resolve the
             dispute by mutual agreement including the most Senior Management of both parties.
         b. If, after 30 calendar days, the dispute is not resolved, both parties agree to appoint a
             mediator to resolve the dispute. All costs to be split equally.
         c. If, after the mediation process is complete and the dispute is not resolved, the parties shall
             proceed to arbitrations following the rules of procedures as per the British Columbia
             International Commercial Arbitration Centre located in Vancouver, B.C.. All costs, with the
             exception of legal fees, shall be borne equally.


2.8.11 REMEDIES OF THE CITY OF NANAIMO
   Upon the occurrence of a breach of the Agreement by the Respondent, the City of Nanaimo may
   choose from the following remedies, as the City of Nanaimo, in its sole and absolute discretion, shall
   determine:
        a) The City of Nanaimo may terminate this Agreement;
        b) The City of Nanaimo may bring any action at law as may be necessary or advisable in order
           to recover damages and costs.
        c) If the City of Nanaimo terminates the Agreement or reduces its scope thereby depriving the
           Respondent of the right to complete any portion of the Project, The City of Nanaimo will then
           have the right, but not the obligation, to complete the Project by whatever method the City of
           Nanaimo considers expedient. The City of Nanaimo may choose to do the Work itself or to


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           remove or replace the Respondent but to keep all or some of the subcontractors. In that
           event, the Respondent shall assign specified subcontracts to the City of Nanaimo or it’s
           designate at the option of the City of Nanaimo.
       d) If the City of Nanaimo terminates the Agreement or reduces its scope and is forced to do all
          or part of the work itself or find a replacement for the Respondent with or without its
          subcontractors, the Respondent shall bear the incremental costs associated with the change.
          Included in those incremental costs will be any margin making up the higher price associated
          with the replacement by another Respondent or by the City of Nanaimo employees, as well
          as an administration fee for the added administrative and legal burden of repeating the
          process of selection. If these costs exceed the unpaid balance of the contract, the
          Respondent will be liable for the balance.


2.8.12 NON EXCLUSIVE REMEDIES
   The City of Nanaimo may, in its sole discretion, exercise any right or recourse and/or proceed by any
   action, suit, remedy or proceeding against the Respondent authorized hereunder or permitted by law
   and may proceed to exercise any and all rights hereunder and no remedy for the enforcement of the
   rights of the City of Nanaimo shall be exclusive of any other rights or remedies provided hereunder or
   at law or in equity or be dependent upon any such right or remedy and any one or more of such
   rights or remedies may from time to time be exercised independently or in combination.


2.8.13 SUB-CONTRACTING
       a) The Respondent shall not assign, transfer, pledge or subcontract the performance of
          services without the prior written consent of the City of Nanaimo. Such consent may be
          withheld at the sole discretion of the City of Nanaimo.
       b) No assignment or subcontract shall relieve the Respondent from its obligations arising from
          the Agreement or impose any liability upon the City of Nanaimo to any assignee or
          subcontractor. The Respondent shall at all times be held fully responsible for the acts and
          omissions of the assignee or the subcontractor and its Personnel.
       c) If there is a joint proposal by two or more Respondents, one shall take overall responsibility
          and liability (the Respondent) and the other shall be a subcontractor and the details of the
          arrangement shall be part of the Proposal.
       d) Nothing contained in the agreements between the Respondent and the sub-contractor(s)
          shall create any contractual relationship between the sub-contractor(s) and the City of
          Nanaimo


2.8.14 CONFIDENTIALITY
       a) The Respondent, including all Personnel shall not disclose, divulge, lend, licence or sell to
          any third party any information, data, databases, documents, software, proprietary
          information, supplied to or by the City of Nanaimo in the performance of the Agreement.
       b) Respondents shall not disclose their Proposals or elements of their Proposals to third parties
          without the prior written consent of the City of Nanaimo.


2.8.15 EXCLUSIVITY
   The Agreement shall not restrict the City of Nanaimo from contracting for identical or similar goods
   and/or services from any other person.




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2.8.16 DISCLAIMER
   The City of Nanaimo shall not be liable for any inaccuracies in the Request and schedules to it. The
   City of Nanaimo has provided its best efforts to give the detail according to its best knowledge and
   experience. If any details change, The City of Nanaimo shall provide notice so that the Proposals
   may be altered accordingly.


2.8.17 PERSONNEL
       a) All parts of the services(s) shall be performed by persons qualified and skilled in performing
          such services.
       b) The Respondent shall replace any of its Personnel if they are unacceptable to the City of
          Nanaimo because of security risk, incompetence, conflict of interest, and breach of
          confidentiality or improper conduct upon receiving written notice from the City of Nanaimo.
       c) The Respondent shall pay the wages and benefits of any personnel. Nothing contained or
          implied in any forthcoming Agreement shall create any contractual relationship between the
          Respondent's personnel and the City of Nanaimo.
       d) The City of Nanaimo shall not be liable for any loss, damage, theft, burglary or robbery of
          any personal belongings, equipment or vehicles of the personnel, agents or subcontractors
          of the Respondent.


2.8.18 CONFLICT OF INTEREST
       a) The Respondent shall disclose to the City of Nanaimo without delay any actual or potential
          situation that may be reasonably interpreted as either a conflict of interest or a potential
          conflict of interest.
       b) A breach of this section by the Respondent shall entitle the City of Nanaimo to terminate the
          Agreement, in addition to any other remedies that the City of Nanaimo has in the Agreement,
          in law or in equity.


2.8.19 INTELLECTUAL PROPERTY
       a) All documents, raw data, research, processes, technology, film, artwork, engravings, dies,
          paper tapes, magnetic media, programs, designs and inventions (collectively referred to as
          the "Information") conceived of, collected, completed or produced in the course of
          performance of the Agreement by the Respondent, (including all Personnel) for the City of
          Nanaimo or provided to the Respondent by the City of Nanaimo shall be the exclusive
          property of the City of Nanaimo and shall be kept confidential.
       b) The Respondent shall not disclose any information or report related to this Assignment to
          any person or group of persons without the written direction from the City of Nanaimo.
       c) The Respondent shall not retain any Information related to the Assignment, in any medium,
          and shall return all copies.


2.8.20 INFORMATION AND DOCUMENTATION
       a) All information and documents supplied to the Respondent under the Agreement and all
          reports, programs, procedures, documents and information produced under the Agreement
          are the property of the City of Nanaimo and shall be returned upon completion of the
          contract.
       b) All materials prepared at the request of and for the City of Nanaimo shall remain the property
          of the City of Nanaimo



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2.8.21 TAXATION
       a) Unless otherwise provided for, the Respondent shall collect and remit all applicable
          government taxes in force at the date of the Agreement.
       b) In the event that a change in any applicable direct sales-type tax is enacted and effective
          after the signing of the Agreement or issuance of an Order, the price stipulated in the
          Agreement or Order shall be adjusted by an amount equal to the increase or decrease in the
          cost of the work to the Respondent brought about by the change in such tax ("Price
          Adjustment"). Such Price Adjustment shall be effective during the period in which the tax
          change is effective. The Respondent shall provide an itemized account of any tax
          adjustments for approval.


2.8.22 CONSORTIUM BID AGREEMENT
   Where the Respondent is a consortium of persons and proposes a joint bid, using third parties to
   perform any part or parts of the Agreement, a full explanation of the arrangement, together with a
   signed agreement or letter of intent covering each sub-contract, must accompany the Proposal. In
   such cases it must be clearly stated who is the responsible person for the Proposal ("Lead
   Respondent") and who will be responsible and liable to the City of Nanaimo for the
   performance of the Agreement throughout the entire Term of the Agreement. Invoices will
   only be accepted from and any payments made to the Lead Respondent.


2.8.23 CONTRACT ADMINISTRATOR
   The Contract Administrator shall be the City of Nanaimo representative and will act on behalf of the
   City of Nanaimo with respect to the exercise of all powers, duties and authority vested in the City of
   Nanaimo under this Agreement.


2.8.24 REPRESENTATIVE
       a) The Respondent’s Project Manager shall represent the Respondent at all times throughout
          the currency of this Agreement. The Respondent may at any time and from time to time,
          replace the designated Project Manager with prior Approval of the City of Nanaimo.
       b) The Contract Administrator shall represent the City of Nanaimo and shall have the right to
          require the Respondent to cause the replacement of the Project Manager if such Project
          Manager is not carrying out his or her duties to the reasonable satisfaction of the City of
          Nanaimo.


2.8.25 NO SMOKING POLICY
   The Respondent and any employee or subcontractor shall not smoke in or on any City of Nanaimo
   property.


2.8.26 ACCESS
       a) The Respondent will have to submit a work schedule for all personnel associated with this
          project in advance in order to be guaranteed access to the City of Nanaimo job site, subject
          to clause 2 below.
       b) The City of Nanaimo has the right at all times to refuse access to any employee, agent or
          assign of the Respondent for reason of security.




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2.8.27 UTILITIES
   All necessary heat, light, power and water required by the Respondent in the performance of the
   Agreement will be provided by the City of Nanaimo.


2.8.28 CONDITION OF PREMISES
       a) Upon completion of the service or supply of the Equipment as set out in the Request, each
          and every work site must be left in a "swept-clean" condition daily.
       b) The Respondent is responsible for the cleanup of all materials related to their work, while on
          the project site.
       c) The Respondent is responsible for keeping the workplace clean, safe and free from debris
          that has been caused by the Respondent at all times. All debris from the successful
          Respondent must be removed from the site on a daily basis. The cost of cleaning is the
          responsibility of the Respondent for their debris. The Respondent shall dispose of all their
          debris off site.


2.8.29 NO COLLUSION
   A Respondent shall not communicate, directly or indirectly, with any other party, servant or agent,
   information about their proposal or business plan, including figures or arrangements.


2.8.30 CHANGES
       a) Change Orders The Respondent shall take steps to ensure that any Change Orders issued
          during the performance of the services, and signed by the City of Nanaimo, are diligently
          complied with and implemented.
       b) Scope Changes The Respondent shall take steps to ensure that Scope Changes issued
          during the performance of the Assignment are diligently complied with and implemented in
          such a manner so that costs and delays relating thereto are minimized to the greatest extent
          possible in the circumstances and in compliance with the Agreement.


2.8.31 APPROVALS AND CONSENTS
   Wherever the provisions of this Agreement require or provide for an approval or consent by the City
   of Nanaimo of or to any action, document or other matter contemplated by this Agreement, this
   Agreement shall provide that:
       a) Such request for approval or consent shall be in writing and shall:
               i)    contain or be accompanied by any documentation or information required for such
                     approval or consent
               ii)   clearly set forth the matter in respect of which such approval or consent is being
                     sought;
               iii) form the sole subject matter of the correspondence containing such request for
                    approval or consent; and
               iv) clearly state that such approval or consent is being sought;
       b) Such approval or consent shall be in writing and shall not be unreasonably or arbitrarily
          withheld or delayed (unless the text hereof expressly states otherwise);
       c) The City of Nanaimo shall, expeditiously after receiving a Notice requesting an approval or
          consent, advise the Respondent by Notice either that the City of Nanaimo consents or




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         approves or that it withholds its consent or approval in which case it shall set forth, in
         reasonable detail, its reasons for withholding its consent or approval; and
     d) If the responding Notice mentioned in subsection 2.8.31 c) indicates that the City of
        Nanaimo does not approve or consent, the Respondent shall promptly take all steps
        necessary to satisfy the objections of the City of Nanaimo set out in the responding Notice
        and thereupon, shall resubmit such request for approval or consent from time to time and the
        provisions of this Section 2.8.31 shall again apply until such time as the approval or consent
        from the City of Nanaimo is finally obtained.


2.8.32 ADDITIONAL APPROVALS AND CONSENTS
  The City of Nanaimo may require such further approvals and consents as may be reasonably
  required with respect to the Work.


2.8.33 EQUIPMENT
     a) All electrical equipment must be C.S.A. and/or BC Hydro approved and must bear
        appropriate designation of such approval. All telecommunication equipment must be
        Department of Communications approved.
     b) All operating manuals, documentation etc. shall be supplied with the Equipment, in English,
        at no extra charge.
     c) All delivered Equipment must match the equipment specifications as specified herein.


2.8.34 TECHNOLOGY
     a) The Respondent must be authorized to sell any equipment included in the Proposal
        ("Equipment") by the Canadian Manufacturer or Distributor (if one exists), and may be
        required to provide proof of such authorization. Further, the Equipment must be authorized
        for sale in Canada.
     b) The City of Nanaimo reserves the right to undergo an equipment evaluation of all hardware
        products for which it has not previously completed a technical evaluation. The City of
        Nanaimo technical staff shall perform an Acceptance Test to determine whether the system:
             i)    Performs repetitively without failure on a variety of data using purchaser converted
                   system files for a period of not less than five (5) working days and shall attempt to
                   use existing the City of Nanaimo equipment in conjunction with the product being
                   tested to ensure compatibility; and,
             ii)   Meets the requirements, functional specifications and standards demanded by the
                   Functional Specifications included herein.
     c) Immediately following installation of any Equipment, the City of Nanaimo shall perform such
        tests as it deems necessary to determine whether the Equipment:
             i)    Meets the requirements, Functional Specifications and standards set out in the
                   Equipment Specification attached hereto ("Acceptance Test"); and
             ii)   Performs repetitively without failure on a variety of data, using the City of Nanaimo
                   converted system files for a period of thirty (30) consecutive working days from date
                   of receipt.




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2.8.35 ACCEPTANCE TESTING
       a) As part of an Acceptance Test, the City of Nanaimo shall be entitled to confirm that the
          Product is fully operational and useable, and meets the requirements set forth in this
          Agreement
       b) If such Acceptance Test discloses any material deficiency, the Respondent shall correct
          such deficiency and the City of Nanaimo shall thereafter re-conduct the Acceptance Test.
          Failure to meet specifications after the second Acceptance Test shall entitle the City of
          Nanaimo to cancel the Agreement without liability or to request the Respondent to correct
          the deficiencies and to repeat the Acceptance Test.
       c) Should the City of Nanaimo elect to give the Respondent additional opportunities to correct
          deficiencies of the Equipment and to repeat the Acceptance Test, this shall be without
          prejudice to the City of Nanaimo right to cancel the Agreement without liability should the
          Equipment fail such subsequent test(s).


2.8.36 WARRANTY
   The Respondent warrants that the equipment will perform as provided in any manual or other
   documentation and that it will be of merchantable quality, etc. The warranty must provide for repair or
   replacement during the warranty period. The Respondent warrants that it has the intellectual
   property rights in any program associated with the equipment and can licence the City of Nanaimo to
   use it. Warranties shall commence upon the City of Nanaimo acceptance.


2.8.37 TECHNICAL SPECIFICATIONS
   The Respondent must provide detailed technical specifications on all equipment proposed showing
   physical size, capacities, heat and other emissions, processing speeds and other relevant
   information and requirements.


2.8.38 MAINTENANCE SUPPORT
       a) Extended maintenance for all Equipment supplied by the Respondent must be provided.
          Equipment maintenance shall be quoted separately on a three year basis.
       b) Respondents are to provide the following levels of support and service:
               a. The warranty and maintenance will cover all “No Fault” parts and labour, not
                  including loss or theft. The service must be performed ON-SITE within the time
                  frames agreed to in the final contract. This time frame to start from the time the
                  Respondent is first notified on the problem. Each Respondent shall specify how
                  service is to be provided. I.e. third party
               b. In the event that equipment cannot be serviced on-site within the Time Frame, a
                  temporary replacement device is to be provided. Any temporary loaned device must
                  be functionally identical to the equipment requiring service and must be available to
                  the City of Nanaimo within the time frame allowed. The Respondent will be
                  responsible for all transportation costs for the loaned equipment.


2.8.39 WORKERS’ COMPENSATION CERTIFICATE OF CLEARANCE
   The successful Respondent shall provide the City of Nanaimo with a valid WorkSafeBC Board
   Certificate of Clearance to the satisfaction of the City of Nanaimo or their agent.




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2.8.40 INSURANCE
   The Contractor shall, at its own expense, provide to the City a comprehensive general liability
   insurance policy to the satisfaction of the City in an amount of not less than $5 million all inclusive
   together with a standard non-owned automobile liability and statutory conditions endorsement. The
   City of Nanaimo shall also be included as an additional insured on the Policy with respect to any
   work performed by the Contractor for the City. The insurance shall be maintained during the
   continuance of this agreement and shall insure the City and shall contain a cross-liability clause and
   shall not be capable of cancellation unless 30 days notice is first given to the City. A certified copy
   of the policy shall be provided to the City.


2.8.41 CONSTRUCTION SCHEDULES
  It will be left to the discretion of the Respondent the means to complete the entire project in
  accordance to the schedule, specification and safety guidelines set forth by the City of Nanaimo for
  this project and the City of Nanaimo Project Manager. The successful Respondent shall coordinate
  with the Project Manager with this project to insure harmony and a smooth working environment with
  other trades on the site.


2.8.42 COMMUNICATIONS PRODUCTS
      a) All products must meet the specifications as listed in this document. No alternatives will be
         accepted unless prior written acceptance by the City of Nanaimo.
      b) The Respondent shall supply proof that all materials for this project are new and have not
         been used elsewhere. The Respondent shall at his expense remedy any occurrences where
         used or defective materials are used or found.
      c) All products installed must meet or exceed all local, provincial and federal building, fire,
         health, safety and electrical codes.
      d) The Respondent is responsible for complete storage, handling, delivery and installation of all
         materials used in the performance of the work.


2.8.43 LABOUR
      a) The Respondent’s Contractors or Technicians must comply with all the requirements of the
         Occupational Health & Safety Act.
      b) All technicians who shall be terminating any portion and testing any segment of this contract
         shall have successfully completed the training and certification of products/services being
         provided as part of this contract. Technicians could be asked to show proof of certification
         and should be prepared to produce proof of certification that they have successfully
         completed installation training of the system manufacturer to be installed.
      c) The City of Nanaimo reserves the right to review the qualifications of sub-trades named on
         this project and reject them if deemed necessary.


2.8.44 PAYMENT TERMS
   The Proponent will be solely responsible for invoicing the City ensuring to include the City’s
   Purchase Order number on all invoices to assure timely payment.

   All invoices are subject to prior review and approval by the City and approved invoices will be
   paid on a net 30 day basis unless otherwise negotiated and agreed to in writing.

   If the City does not approve of the services or part of them or percentage of work complete which
   are the subject of the invoice, the City shall advise the Proponent in writing of the reasons for



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   non-approval and the Proponent shall remedy at no additional cost to the City before the City
   shall be obliged to pay the invoice or any part of it or any percentage, as the case may be.


2.8.45 COST ESTIMATES, COST MINIMIZATION AND CAPS
      a) If a Schedule specifies that any Services are to be provided at a Time and Materials Rate
         and not by fixed price and if, in the course of performing the Services, Respondent becomes
         aware that the cost for the Services, or any component thereof, will or are likely to exceed
         the cost estimate agreed to by The City of Nanaimo, Respondent agrees to promptly submit
         a revised cost estimate for approval by The City of Nanaimo. Pending approval by The City
         of Nanaimo of the revised cost estimate and unless otherwise instructed by The City of
         Nanaimo in writing, Respondent will cease work on the Services or such component thereof.
         Respondent agrees to resume work on the Services when The City of Nanaimo approves the
         revised cost estimate in writing.
      b) Where a Schedule states a maximum price for Services, Respondent acknowledges that it
         has performed a preliminary review of The City of Nanaimo’s requirements and agrees that
         the total Fees charged to The City of Nanaimo shall not exceed the maximum Fees listed in
         such Schedule.
      c) To the extent any Services are rendered on a time and materials basis or cost basis under
         this Agreement, Respondent shall use commercially reasonable efforts to complete each
         assigned task in as economical a manner as practicable and to minimize the time and
         materials charges or costs and other charges or charges and expenses incurred in
         connection therewith, to the maximum extent practicable, consistent with Respondent’s other
         obligations under this Agreement.


2.8.46 DOCUMENTATION
      a) Concurrently with the delivery of any Product, Respondent agrees to provide The City of
         Nanaimo with sufficiently detailed Documentation to enable The City of Nanaimo to install,
         configure, operate, validate and maintain (routine maintenance) the Product. Documentation
         will be provided in modifiable electronic form, where available. The City of Nanaimo may
         modify user Documentation in support of any permitted use of the Products but any such
         change will not change Respondent’s obligations under this Agreement. The City of
         Nanaimo must notify Respondent of changes to Documentation and shall request
         Respondent’s approval, not to be unreasonably withheld.
      b) Respondent agrees to furnish The City of Nanaimo with revisions to the existing
         Documentation that it may develop for the Product when the revisions are published. The
         revised Documentation will be provided at no cost to The City of Nanaimo during the
         Warranty Period, and will be provided in consideration of the Support Fees during the period
         when the Product is subject to Support Services.
      c) The City of Nanaimo may reproduce, at no cost to The City of Nanaimo, as many copies of
         this Documentation as it requires in accordance with the terms of this Agreement, including
         the applicable Schedule. The City of Nanaimo agrees to reproduce the Documentation and
         printed materials for internal use of its Representatives who require the Documentation to
         perform their responsibilities to The City of Nanaimo.
      d) The City of Nanaimo may make, at no additional cost, copies of the Documentation to
         replace any worn or damaged copies.


2.8.47 BUSINESS LICENCE
   The successful Proponent must have a current City of Nanaimo Business Licence prior to the
   commencement of any work.




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2.8.48 LIMITATION OF DAMAGES
   The Proponent, by submitting a proposal, agrees that it will not claim damages, for whatever
   reason, relating to the Contract or in respect of the competitive process, in excess of an amount
   equivalent to the reasonable costs incurred by the Proponent in preparing its proposal and the
   Proponent, by submitting a proposal, waives any claim for loss of profits if no agreement is made
   with the Proponent.


2.8.49 FREEDOM OF INFORMATION
   All documents, including proposals, submitted to the City become the property of the City. They will
   be received and held in confidence by the City, subject to the provisions of the Province of British
   Columbia’s Freedom of Information and Protection of Privacy Act.


2.8.50 FORCE MAJEURE
   Neither party shall be responsible for any delay or failure to perform its obligations under this
   Agreement where such delay or failure is due to fire, flood, explosion, war, embargo, governmental
   action, Act of Public Authority, Act of God or to any other cause beyond its control, except labour
   disruption.

   In the event Force Majeure occurs, the party who is delayed or fails to perform shall give prompt
   notice to the other party and shall take all reasonable steps to eliminate the cause.

   Should the Force Majeure event last longer than 30 calendar days, the City may terminate this
   Agreement immediately by written notice to the Contractor without further liability, expense, or cost
   of any kind.


2.8.51 LOCAL PREFERENCE
   Preference shall be given to local suppliers where quality, service, and price are equivalent.


2.8.52 MINIMUM RATE OF PAY
   Every contract made by the Employer for construction, remodelling, repair, or, demolition of any
   municipal works or for providing any municipal service or function shall be subject to the following
   condition:
   “Minimum rate of pay for work performed under this Contract or under Sub-contract shall be as
   classified in the current Agreement between the City of Nanaimo and Canadian Union of Public
   Employees, Local 401.”
   Definitions
   Work performed” refers to the current classifications contained in the Parties’ Collective Agreement
   and not directly connected to the job which is contracted.

   Process
   1) Each contract assigned to a contractor by the City of Nanaimo will contain terms:
       a) Requiring that the contractor adhere to the provisions of Article 31 of the Collective
           Agreement. Current classified rates will be included.
       b) Specifying that failure to adhere to the provisions is a breach of the contract and may give
           rise to the termination of the contract.
       c) Entitling the City to copies of information showing the wage rates paid to its employees.
           (The City will provide copies to the Union if requested.)
    2) In the event the City has concerns that a contractor is in violation of Article 31, the following
       shall apply:

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                a)   The City shall immediately inform the contractor of its concerns and require the contractor
                     to comply.
                b)   The City shall follow up contact and if violation still exists within thirty (30) days provide
                     written request for compliance.
                c)   If violation continues, the City shall provide second request within a further thirty (30) days
                     and demand compliance or contract forfeiture may occur.
                d)   If violation continues, the City shall provide final request within a further thirty (30) days
                     and may give two weeks’ notice for failure to comply with provision of contract.
                e)   The City may terminate the contract and/or withhold funds and/or require the contractor to
                     submit appropriate monies to rectify the breach of contract.
                f)   If the City does not require forfeiture, such decision must be for bona fide operational or
                     legal reasons.
                g)   Notwithstanding the above, the City may proceed to (d) or (e) directly.


      2.8.53 MINOR NON-COMPLIANCE WAIVER
              The City of Nanaimo reserves the right to waive items it deems as minor non-compliance.


      2.8.54 RIGHT TO NEGOTIATE
              The City of Nanaimo reserves the right to negotiate with the preferred proponent.


2.9   DEFINITIONS
      Unless otherwise noted, whenever used in this document:
      1)   "Agreement" means the formal agreement entered into by the successful Respondent to this
           Request.
      2)   "Consortium" means a consortium of persons, firms or companies prepared to complete the
           Agreement.
      3)   “THE CITY OF NANAIMO” will refer to The City of Nanaimo, Nanaimo, B.C., Canada.
      4)   "Proposal" means each submission or response submitted by a Respondent to the Request.
      5)   "Respondent" means any person, or persons, whether an individual, corporation, or consortium
           submitting a response to this Request.
      6)   "Satisfactory", "approved", "adequately", "suitable", or similar words or phrases mean, unless the
           context provides otherwise, "satisfactory to The City of Nanaimo ", "approved by The City of
           Nanaimo ”, "adequately to The City of Nanaimo's satisfaction", "suitable to The City of Nanaimo " etc.
      7)   "Term" means the time period for the Agreement.
      8)   "Terms and Conditions" means generally all the terms and conditions of the Request.
      9)   “Applicable Law” means all applicable requirements, laws, statutes, codes, acts, ordinances, orders,
           decrees, injunctions, by-laws, rules, regulations, permits, licenses, authorizations, directions and
           agreements with all applicable government authorities, agencies, bodies or departments, having
           jurisdiction over this Agreement or the supply or use of the Products or Services
      10) “Deficiency” means any error, defect or malfunction in any Product, including any non-conformity with
          the Specifications, other requirements of this Agreement or defects in materials, workmanship or
          design. “Deficiencies” refers to more than one Deficiency



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11) “Documentation” means (1) documentation in either printed or machine-readable form provided, or to
    be provided, to The City of Nanaimo (including any documentation specifically identified in a
    Schedule) relating to the design, capabilities, functionality, installation, use maintenance or operation
    of a Product, including system and technical manuals, program manuals, test and diagnostic
    information, specifications, maintenance information plans, schematics, sales materials, descriptions
    (including those provided orally or by means of demonstration) program listings, flow charts,
    application manuals, training manuals, user manuals, test documentation and data, reference
    materials and operating procedures, which among other things, contain operating instructions for the
    Products (including of the following: (a) description of all procedures and tasks; (b) system
    prompts, acceptable responses, and operating actions; (c) procedure timing and task dependence
    requirements; and (d) error messages and recovery procedures) and (2) any additional
    documentation produced by Respondent with respect to any Customizations made for The City of
    Nanaimo.
12) “Product” means, as the context admits, any System, or any components of hardware, Software or
    other deliverables to be provided under this Agreement and its associated Documentation. Product
    includes (i) all Modifications, (ii) any Enhancements that are acquired by The City of Nanaimo and
    (iii) any Customizations or Deliverables. For further certainty, the Product shall include any Sub-
    Licensed Software, as modified, customized, supplemented or enhanced by Respondent to meet
    The City of Nanaimo’s requirements.
13) “Services” means the service to be provided by Respondent to The City of Nanaimo as described in
    this Agreement or any Schedule, including implementation Services, Professional Services and
    Support Services, and any additional services authorized by The City of Nanaimo which Respondent
    agrees to perform or is required to perform hereunder.
14) “Specifications” means (i) the Software Specifications, (ii) the System Specifications, (iii) the
    Documentation, (iv) the Business Functional Requirements Specifications (attached to the RFP) and
    (v) such other criteria incorporated or referenced in this Agreement and any other criteria as mutually
    agreed upon by the parties with respect to any Product. In the event that a Product was
    demonstrated to The City of Nanaimo prior to execution of this Agreement then the Specifications for
    any such Product acquired by The City of Nanaimo shall also be deemed to incorporate such
    functionality as was demonstrated to The City of Nanaimo
15) “System” means an integrated system which includes applicable items of Recommended
    Configuration, Software, Documentation and Services to be provided pursuant to a Schedule or
    related Schedules, whether or not all components are to be delivered at one time or in separate
    deliveries. “System” also includes any Modifications in respect of any of the foregoing which are
    made during the period Respondent is providing Support Services to The City of Nanaimo.
16) As used in this Agreement, “Confidential Information” of a party means secret or confidential
    information which is not generally known to the public




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SECTION 3             CURRENT ENVIRONMENT
3.1   CURRENT VOICE INFRASTRUCTURE
      The City manages a variety of locations. These include public works, recreation centres and other
      facilities.


      Engineering/Public Works - 2020 Labieux Rd
      Public Works is responsible for the provision of technical services, design, engineering drawings,
      surveying services, engineering studies, transportation planning, garbage and recycling, road
      maintenance and safety, sewage and drainage and water supply.
      Telephone service for 75 local stations is currently provided by an NEC NEAX 2000 IVS PBX/NEC IPK
      KEY with FMS 2 Voicemail connected to the Wellington Central Office. Two analogue TIE trunks are
      connected to City Hall to provide 4 digit dialling capability between sites.


      City Hall - 455 Wallace Street
      City Hall provides municipal administration and local government services with telephone service
      provided by a Nortel Option 11C (s/w release 3.0) with a Call Pilot 1.07 (12 channel 300 mailbox) Voice
      Mail system. Two TIE trunks connect City Hall to Public Works, one TIE trunk connects to the Bowen
      Complex and one OPX circuit connects to Firehall 911. PSTN connectivity is to the Fitzwilliam CO with
      one attendant console position.


      Annex - 238 Franklyn St.
      The City of Nanaimo's Franklyn Street Annex provides access to the City Manager's office, human
      resources, planning, building inspections, bylaw services, permits, planning, engineering and real estate.
      Telephone service to the Annex is provided by a 100 pair cable connected to the Option 11C at City Hall.
      (Annex station count already included in City Hall totals)


      Community Policing Service - 18 Victoria Crescent
      The Community Policing and Services Office serves as an information centre for downtown businesses,
      residents and shoppers. Staffed by a Community Policing Coordinator, By-Law Enforcement Officer and
      Volunteers, the CPSO provides information on safety concerns and also crime prevention programs and
      general downtown information. It also houses the Citizens on Patrol, Harbour Watch, Speed Watch and
      the Auxiliary policing program. Also working out of the office are employees of Footprints Security, a
      private security firm contracted by the City to provide daily foot patrols and security for the citizens of
      Nanaimo. Telephone service is provided through two analog lines. PSTN connectivity is to the Fitzwilliam
      CO.


      Bowen Park Complex – 500 Bowen Rd.
      The Bowen Park Complex is a versatile multi-purpose facility that can accommodate a variety of uses
      including concerts, shows, socials, banquets, receptions, meetings, workshops, rehearsals, conferences
      for up to 300 people. The telephone system at Bowen Complex is a Mitel SX200 RM with Express
      Messenger voicemail which is also used to provide voicemail services to the Ice Centre, Aquatic Centre
      and Beban Complex connected over city owned fibre T1 links. One TIE trunk connects to City Hall and
      one business line is used to connect to 911. PSTN connectivity is to the Fitzwilliam CO with one
      attendant console position.



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Beban Park Complex – 2300 Bowen Road
Beban Park Social Centre is located near the centre of the city and has an ice rink, swimming pool,
playground, wireless internet, pitch'n putt, tennis courts, forested participark, bmx track and playing
fields. Telephone service is provided by a Mitel SX-200EL with voicemail provided through connection to
the Bowen Complex Express Messenger over city owned fibre T1 link. PSTN connectivity is to the
Wellington CO with one attendant console position.


Aquatic Centre – 741 Third St.
The facility houses a 52m competition pool including 2 movable bulkheads, leisure pool, dry fitness
facility, cafe, meeting rooms and social area. Telephone service is provided by a Mitel SX -200 EL
system on site with voicemail service provided through connection to the Bowen Complex Express
Messenger voicemail system over city owned fibre T1 link. There is also an underground 10 pair copper
connection to the Ice Centre to support telephone service with a 911 connection to the Bowen Complex.
PSTN connectivity if through the Fitzwilliam CO and nightime console service is provided from Beban.


Ice Centre- 750 Third St.
The Nanaimo Ice Centre features two NHL-size ice rinks. Rink One has a seating capacity of 400 and
Rink Two has a capacity of 200. The facility also offers 11 change rooms, two officials room and a warm
lounge area. The Ice Centre is connected through 10 city owned copper pairs to the Aquatic Centre Mitel
SX 200 EL for telephone service.


Parks Yard - 89 Prideaux St.
The Parks and Recreation maintenance yard has local stations (9 digital stations, 1 analog) served off the
Bowen Complex Mitel SX 200RM via city owned/managed dark fibre.


Oliver Woods - 6000 Oliver Road
The Oliver Woods Community Centre facility is located on 7.5 acres of park property and includes two
gymnasiums, a preschool room, a wellness and multi-purpose room and a community policing
station. The telephone system is a Samsung OS 7200 with built in voicemail. PSTN connectivity is
through the Wellington CO.


Fire Station # 1 – 666 Fitzwilliam Street
Fire Station # 1 serves the southern end of Nanaimo including downtown and Harewood. This is a
composite station consisting of one on duty Career Fire Fighting crew and On-Call Fire Fighters.
Telephone service provided by a Nortel Option 11C with a Meridian Mail Voice Mail system with a 100
pair copper cable connecting to the Fire Command Centre to service that facility. One OPX circuit
connect to City Hall. PSTN connectivity is through the Fitzwilliam CO.


Fire Command – 580 Fitzwilliam St.
Serves as the Nanaimo Fire Rescue Departments administrative centre with telephone service supplied
through a 100 pair copper cable connected to Fire Station #1. Sets are included in the station count of
Fire Station #1.


Fire Station # 2 – 2499 Dorman Rd.
Fire Station # 2 services the central region of the city including Departure Bay, the hospital area, northern
Westwood and Wellington regions. This is a composite station consisting of one on duty Career Fire

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Fighting crew and On-Call Fire Fighters. The telephone system is a Toshiba Strata with 2 analog lines.
PSTN connectivity is through the Wellington CO.




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3.1.1   SITE CONNECTIVITY




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            3.1.2    SITE LISTING

                                                                                   Digital Analog                 Trunks   Trunks Trunks            Auto     DID
        Site                Address            System              VoiceMail                      IP Sets Console                          OPX                                              Notes:
                                                                                    Sets    Sets                  Analog     PRI    TIE          Attendent Numbers
In Scope
                                                                                                                                                                     City owned fibre T1 link to Bowen for voice only,
Beban Complex 2300 Bowen Rd                Mitel SX-200EL                           12      27              1                1                      1        30      Express Messenger Hosted at Bowen Complex
                                                                                                                                                                     City owned fibre T1 link to Bowen for voice only,
                                                                                                                                                                     Express Messenger Hosted at Bowen
                                                                                                                                                                     Complex,Underground Copper Link to Aquatic
Aquatic Centre      741 Third St           Mitel SX-200EL                            9       6                      1                                        15      Centre for locals
                                                                                                                                                                     10 Copper lines(underground ducting) connected
Ice Centre          750 Third St                 n/a                                 3       3                                                               3       from Aquatic Centre

Bowen Complex 500 Bowen Rd                 Mitel SX 200RM      Express Messenger    13       5              1       9               1
                                                                                                                                                                     14 locals served off Bowen Park via City owned
Parks Yard          89 Prideaux St               n/a                                 9       1                                                                       100FX fibre

Oliver Woods        6000 Oliver Rd        Samsung OS 7200               SVMi        13      14                      1        1                                       Telus partial PRI - 10 channel

City Hall           455 Wallace St        Nortel Option 11C         Call Pilot      216     144     8       1       3        1      3       1       1       115
                                                                                                                                                                     City Hall Annex served by City Hall system via 100
Annex               238 Franklyn St              n/a                                                                                                                 pair cable

Public Works        2020 Labieux Rd      NEC2000 IVS/NEC IPK       NEC FMS 2        58      17                      14              2                        49      Wireless Point to Point to Fire Stattion #2

CP Office           18 Victoria Cr               n/a                                                                2                                                Downtown Community Policing & Services Office

                                                                                                                                                                     Phone count includes phones in service at Fire
Fire Station 1      666 Fitzwilliam St    Nortel Option 11C      Merdian Mail       31      10                      6                       1                        Command
Fire Command        580 Fitzwilliam St           n/a                                                                                                                 Serviced Via 100 pair copper from Fire Station 1

Fire Station 2      2499 Dorman Rd          Toshiba Strata                                   2                                                                       Point to Point Wireless to Public Works


                                                               Totals               364     229     8       3       36       3      6       2       2       212



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3.2     CURRENT DATA INFRASTRUCTURE

        3.2.1    NETWORK EQUIPMENT
      Site                Address               LAN Infrastructure             WAN Infrastructure
Beban Complex       2300 Bowen Rd     1 ERS 4548GT-PWR                        Dark Fibre - 1 GB, City
                                       1 ERS 4524GTX-PWR                      owned and maintained
                                      1 Nortel Baystack 5510-24T
                                      1 Dell PowerConnect 5448
                                      2 Dell PowerConnect 5324
                                      1 Linksys Business Series SRW2008MP
                                      2 Nortel BayStack 350-24T
                                      POE to be implemented in
                                      2011:scheduled to replace older
                                      switches with 1 Nortel ERS 4524GT-
                                      PWR and 1 4548GT-PWR and 1 Linksys
                                      Business Series SRW2008MP
Aquatic Centre      741 Third St      1 Nortel BayStack 350-24T               Dark fibre, 1 GB, City
                                      1 Dell PowerConnect 5448                owned and maintained
                                      1 3Com Intellijack 3CNJ220
                                      POE to be implemented in 2011:
                                      replace older switches with 1 Nortel
                                      ERS 4548GT-PWR 1 Linksys Business
                                      Series SRW2008MP
Ice Centre          750 Third St      POE to be implemented in 2011: 1 Dell   Dark fibre, 1 GB, City
                                      PowerConnect 5324 to be replaced        owned and maintained
                                      with Nortel ERS 4524GT-PWR
Bowen Complex       500 Bowen Rd                                              City owned and
                                      1 Dell PowerConnect 5448                managed dark fibre, 10
                                      note: to be replaced with Nortel ERS    GB point to point to Fire
                                      4548GT-PWR                              Hall #1
Parks Yard          89 Prideaux St                                            City owned and
                                      no POE or qos yet                       managed dark fibre, 1
                                      1 Dell PowerConnect 5324 to be          GB point to point link to
                                      replaced with Nortel ERS 4548GT-PWR     Fire Hall #1
Oliver Woods        6000 Oliver Rd    1 Nortel Baystack 5510-24T (to be       Point to Point to Point
                                      replaced with Nortel ERS 4524GT-        Proprietary Wireless,
                                      PWR)                                    150 Mb
                                      1 Nortel Baystack 350-24AT
City Hall           455 Wallace St    no POE                                  City owned and
                                      no qos                                  managed dark fibre, 10
                                      2 Nortel ERS 5650TD - PWR               and 1 GB point to point
                                                                              links
                                      1 Nortel Baystack 5530-24TFD
                                      2 Dell PowerConnect 2708
                                      7 Nortel BayStack 350-24T
                                      2 Linksys Business Series SRW2008MP
Annex               238 Franklyn St                                           City owned and
                                      no POE                                  managed dark fibre, 10
                                      no qos                                  GB point to point links


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                                                 2 Nortel ERS 5650TD - PWR
                                                 1 Nortel Baystack 5530-24TFD
                                                 1 Nortel Baystack 5530-5510-24T
                                                 4 Nortel BayStack 350-24T
                                                 1 Nortel Baystack 5510-48T
                                                 8 Dell PowerConnect 5324
Public Works             2020 Labieux Rd         Telus ADSL for external use             City owned and
                                                 Internal: 1 Nortel ERS 5650TD - PWR     managed dark fibre,
                                                 6 Nortel ERS 4524GT-PWR                 point-to-point, 10 GB
                                                  2 Nortel ERS 4548GT-PWR                to City Hall
                                                  1 Nortel Baystack 5530-24TFD
CP Office                18 Victoria Cr          No POE or qos                           City owned and
                                                  1 Linksys Business Series SRW2008MP    managed dark fibre,
                                                                                         100 mb point to point
                                                                                         link to City Hall
Fire Station 1           666 Fitzwilliam St      Shaw for external use only
                                                 Internal: 1 Nortel Baystack 5530-
                                                 24TFD                                   City owned and
                                                  2 Nortel Baystack 5510-24T             managed dark fibre,
                                                  2 Nortel BayStack 350-24T              point to point, 1 GB
                                                  5510's to be replaced with 5650TD-
                                                 PWR
Fire Command             580 Fitzwilliam St      Shaw for external use only              City owned and
                                                  Internal: 1 Nortel Baystack 5510-48T   managed dark fibre,
                                                  1 Nortel BayStack 350-24T              point to point, 1 GB
Fire Station 2           2499 Dorman Rd                                                  Point to point wireless
                                                 1 Nortel BayStack 350-24T               to Public Works


       3.2.2      CABLE INFRASTRUCTURE
                 Cable infrastructure
                             Cat 5e or Cat 6 throughout the site


       3.2.3      SERVER AND SOFTWARE
            Servers and Desktops utilize the following software and operating systems:
                         One Windows Domain Controller, One Windows Print server, one SAP (test) server, and
                          one CommVault Backup server and Tape Library.
                         Server OS Windows 2008 R2 64 bit, Windows 2003
                         MS Exchange Server 2007 Version: 08.01.0436.000
                         Outlook 2007 sp2
                         Microsoft Active Directory running on 2008 Rs
                         VM environment - Five ESX servers




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3.2.4   PUBLIC WORKS LAN ROOM
         Data Centre rack space currently available for IP telephony servers/gateways is 6U with plans
         to remove 2 existing servers to free up additional rack space.




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        Appendix A - SYSTEM REQUIREMENTS
        A.1            OVERALL SOLUTION
                       The purpose of this proposal is to provide a long term telecommunication strategy for the City. This
                       solution should be based on a geographically redundant core between City Hall and the Public Works
                       facility providing telephony services for all sites.
                       Specific sites have been identified that will require survivability in the event of a network failure, however
                       the majority of smaller sites will depend on the core infrastructure for primary service, with a few analog
                       phones deployed for emergency situations.
                       While the configuration of the solution should be based on the overall architecture, the Public Works site
                       will be the only location where work will proceed in Phase 1. The design of the solution should be able to
                       be integrated into the core design in the Phase 2 process with minimal changes to hardware and
                       software.
                       The scheduling for Phase 2 and Phase 3 has not been determined. The earliest that Phase 2 would occur
                       would be at the end of 2012. Only after the core has been implemented, would plans start for Phase 3.

                                      CITY OF NANAIMO – FUTURE CITYWIDE TELEPHONE NETWORK TOPOLOGY
                                                                                            (REFERENCE ONLY)
  OLIVER WOODS
COMMUNITY CENTRE                                                                                                                                     VANCOUVER ISLAND
      SRG
    27 IP SETS                                                                                                                                       CONFERENCE CENTRE
                                                                                                               CITY HALL
                                                                                       ANNEX                   PRIMARY SITE
                        911 Trunk                                                                              317 IP SETS


                         PSTN                                    2 MEGALINK – 46 CHANNELS
                   TELUS FITZWILLIAM                                                                                                                       911 Trunk           PSTN
                    CENTRAL OFFICE
                                                                            6 COPPER
                                               911 Trunk                                                                             CP OFFICE
                                           911 Trunk                                                                                     2 IP SETS

                       2 911 Trunks

                                AQUATIC CENTRE
                                        SRG
                                      21 IP SETS                            PARKS YARD
                                                                               10 IP SETS
                                                                                                                                         FIRE COMMAND



                 Connection to 911 Trunk                       BOWEN COMPLEX
                   City owned Copper                                     SRG
                                                                       19 IP SETS
                                                                                                           FIRE STATION #1
                                                                                                           SRG SITE: 42 IP SETS                                          LEGEND

                                                                                                                                                                         City Owned Fibre
                                                                                                                                                                             Wireless


    ICE CENTRE                                                                                                                                                                  T1
     4 IP SETS
                                                                                                            PUBLIC WORKS                                                 Fibre Digital Line
                                                                   BEBAN COMPLEX                               BACKUP SITE               FIRE STATION #2                   Copper Trunk
                                                                            SRG                                 75 IP SETS                     3 IP SETS
                                                                          39 IP SETS                                                                                           OPX
                                                           911 Trunk                              1 MEGALINK – 23             911 Trunk
                                                                                                     CHANNELS                                                            4 Wire E&M Tie Trunk

                                                                                  PSTN
                                                                            TELUS WELLINGTON
                                                                                                                                  PSTN
                                                                             CENTRAL OFFICE




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A.1.1 SYSTEM REQUIREMENTS
    A.1.1.1    M ANDATORY: ESTABLISHED PRODUCTION COMPONENTS
              The solution provided for this proposal where possible should contain commercially available
              software and hardware (not beta) and have a minimum of 10 existing production
              implementations of the given release/version.
              Any components that do not comply with the requirements above should be identified in
              section A.1.2.
    A.1.1.2    IMPLEMENTATION
               a) All core telephony equipment should be located in the LAN rooms


A.1.2 END STATE DESCRIPTION
      1) Describe your complete end-state solution including optional components defined in this bid and
         provide an overview of each component in the solution. For each component, include:
               a. Product Name
               b. Release
               c.   Date the product was commercially available.
               d. Should have at least 10 implementations in production
      2) Provide an architectural diagram showing all components required to support Geographic
         Redundancy and survivable sites for the entire solution and include:
               a. Voice network interfaces detailing all servers, applications, gateways, appliances
               b. Include all optional components defined in this bid
               c.   Data Network connections
               d. External Servers/Services Required for project
               e. Highlight all components that are included in the bid
      3) Provide a detailed description of what needs to be done to implement each phase of the solution.
         Include any changes that need to be made to the system configuration of previous phases such
         as hardware/software/licensing as well as the tasks required to implement the new phase
               a. Phase 1 – Public Works
               b. Phase 2 – City Hall with Public Works as DRP Site
               c.   Phase 3 – Bowen Complex, Beban Complex, Aquatic Centre, Ice Centre, Parks Yard,
                    Oliver Woods, Fire Station 1,Fire Command, Fire Station 2,Community Policing
                    (excluding the Vancouver Island Conference Centre)


    A.1.2.1    COMPONENT LISTING
      1) For each site, list all components (servers/applications/Gateways/VM Machines) that are required
         for the solution using the chart structure provided below. This should include any resources (e.g.
         DHCP, DNS, SMTP, etc.) provided by THE CITY OF NANAIMO that are required for the solution
         to perform. See example provided.
               a. VPE (Vendor Provided Equipment): Identify all servers that are provided in the bid with a
                  ‘Y’. Servers provided by THE CITY OF NANAIMO should be indicated with an ‘N’.
               b. Component/Function: Name of device.


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                    c.   Services: What services or applications will operate on the device?
                    d. Rack Space: Identify space requirements for equipment. Provide additional detail for any
                       device that is not rack mounted (e.g. requires shelf, etc.)
                    e. Please provide a rack layout showing all equipment that will need to be installed (Identify
                       any servers that are client provided)

                    f.   Power: Provide the maximum power requirements for the device in Watts.
                    g. Heat: Provide the maximum generated heat output for the device in BTU’s
                    h. NICS: Identify the number of network ports required for this device.
                    i.   SPECS: Provide specifications for servers that should be provided by THE CITY OF
                         NANAIMO.

VPE       Component/           Services             Rack      Power      Heat        NICs Specs
(Y/N)     Function                                  Space     (Watts)    (BTU’s)
                                                    (U)
                               Core System
Y         Phone Server                              2         550        700         2
                               Voicemail
                                                                                           Require DHCP for
                                                                                           assignment of set IP
N         DHCP                 DHCP, DNS                                                  addresses
                                                                                           DNS
                                                                                           Desktop Server
                                                                                            Min 1 GHz Processor
          Admin
N                              Admin Tools                                                 Min 2GB memory
          Desktop
                                                                                            Windows 7
                                                                                           Req: 150Mb Disk Space
                              
                              
                              
                              


         2) Provide details for any of the above devices (e.g. Gateways) that can be directly mounted on a
            wall, etc.


A.1.3 NETWORK REQUIREMENTS
    1) The cabling in place at Public Works consists of Cat 5e or Cat 6 cables.
               a.            Are any steps required to prepare the cabling for IP deployment?
    2)            What network resources will be required for this application to function? (e.g. DHCP, DNS,
          etc.). For each:
          a.             Identify what server it will reside on if part of your solution
          b.       If the resource needs to be provided by the client, identify impact to existing servers
               (memory, disk space etc. required to handle additional loads).




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A.2   ADMINISTRATIVE REQUIREMENTS
      1)   What skill-sets, training and experience are required to provide basic administration of this
           environment?
      2)   What skill-sets, training and experience are recommended to diagnose manage VoIP on the
           network?
      3)   Are there any specific tools or resources that are recommended to assist in supporting this
           solution that are not included in this proposal?




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A.3   CORE FEATURES AND FUNCTIONALITY
      The following features and functionality need to be included in the proposed solution.


  A.3.1 ACTIVE DIRECTORY (AD) INTEGRATION
              The solution should include integration into the existing AD infrastructure to match AD entries with
              telephone system subscribers so that the AD account becomes linked to the telephone system
              subscriber entry. Once links have been made then Flow-through-Provisioning should permit the
              adding, deleting and updating of subscribers and telephones through Active Directory.
              1) Describe what is required to implement AD into the existing AD structure.
              2) What features of the system can be controlled by AD:
                       a. Phone Configuration
                       b. Voicemail/Unified Messaging
                       c.   Audio/Web Conferencing
              3) Are there additional solution licensing costs for AD integration
              4) Provide a list of all systems that require a username and password and indicate which
                 usernames and passwords are controlled via AD for:
                       a. Administration of the system
                       b. End User Applications
              5) What Administrative Tasks are automated by use of the AD? (E.g. Create Phone, Voicemail
                 profile, Conference Server access, Mobile Phone, etc.)
                       a. What configuration tasks are still manually required?


  A.3.2 AUTOMATED ATTENDANT/SPEECH RECOGNITION DIRECTORY
              The auto-attendant application should provide the following capabilities:
                      support for a minimum of 3 menus for Public Works with growth to 80 Menus in phase 2.
                      Time-Of-Day controls (Daytime, after hours, holidays, emergency service, etc.).
              1) Please provide a description of how the Time-Of-Day feature operates
              2) What is the maximum number of menus supported by the system?
              3) Does each menu or menu branch consume a license?
              4) What is the maximum number of ports supported by the auto-attendant?
              5) What is required to voice-enable the name directory? Please provide separate pricing.


  A.3.3 BASIC CDR (CALL DETAIL RECORDING)
              1) The system should be able to log every call to a text file or other database. Explain how this
                 is achieved and provide sample call records.
              2) Optional: Please provide optional pricing to implement a Call Accounting package for
                 departmental billing.




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A.3.4 BASIC CALL QUEUING
      The system should have the ability to provide basic call queuing to handle high call volumes. This
      feature will be used in various departments and does not require the rigorous management of a full
      contact centre solution. Call Queuing is required to allow Public Works front desk personnel to
      handle incoming calls and allow additional staff to join a queue to handle calls during high volume
      call events.
      The system should be able to:
             Support multiple queues with up to 10 agents in each queue
             Display the number of calls waiting
             Provide basic ability to log in and out of the queue
             Provide basic reporting statistics
             Redirect calls to another location when no agents are logged into the queue
         1)   Describe how the basic call queuing features works in the proposed solution.
              a)   Identify the additional features and functionality between your basic queuing and
                   advanced call centre offerings.
         2)   How does the system identify the number of calls waiting?
         3)   How does an agent log in/out of the queue?
         4)   What options are available for presenting calls to agents (e.g.Hunt, Circular, Longest Idle,
              Ring All, etc.)
         5)   Provide sample reports showing the call volumes managed by the groups.


A.3.5 E911
         1) It is essential that 911 Emergency services be routed to the correct location. Explain how the
            system identifies the caller location and ensures the correct PSAP is notified.


A.3.6 FIND ME FOLLOW ME
      The system should provide that when a number is dialled the system routes the call through a user-
      defined list of numbers. The numbers may be called simultaneously or sequentially, either in a
      preferred order or in accordance with the user's scheduled activities and locations. Once the list has
      been called and no connection made, the system may route the call to the user’s voice mail.
         1) Provide a description of the solutions ability to provide Find Me Follow Me call treatment.
         2) Provide details of any equipment required to implement this feature along with pricing
            requirements.


A.3.7 RESILIENCY/REDUNDANCY
      To support the entire City, the Option 1 includes geographic redundancy between City Hall and the
      Public Works department. These two sites are serviced out of different central offices and are
      connected together via dark fibre. In the event of a loss of the PRI or Network at City Hall, all
      services should route through the Public Works site.
         1)    Describe how the redundancy feature works for the phone system.
         2)    For future reference, describe the redundancy capabilities of the following components:
                   a. Voicemail


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                   b. Call Centre
                   c.   Audio/Web Conferencing
                   d. Unified Messaging
           2) When a failure occurs, what happens to a phone as it re-registers to the backup site?
                   a. How long is the phone unavailable for use as it re-registers to the backup site?
                   b. Does the phone reconnect automatically to the primary site when it becomes
                      available? If so, does this affect calls currently in progress?
           3) Proved details on equipment required and pricing


A.3.8 HOT DESKING (HOTELLING)
       Temporary staff occasionally has the need to move between departments and sites and therefore
       require the ability to Log their set profile into another desk set to take on their unique set profile.
          1) Explain what is required to set up an extension with hot desk capabilities.
          2) Provide details on any licenses required and pricing detail.


A.3.9 MOBILE EXTENSION
       The system should be capable of allowing mobile phone users to be connected to the system to
       appear like office extensions twinned with the user’s desk set telephone number.
          1) Describe the feature operation/capabilities in this configuration.
          2) What is required to set up the cell phones to be able to function as devices on the phone
             network (e.g. make calls from phone system, 4 digit dialling, appear as an extension on the
             phone system) for:
                   a. Blackberry, Smartphone. Include pricing per unit and licensing requirements.
                   b. Miscellaneous cell phones. Include pricing per unit and licensing requirements..


A.3.10 MUSIC ON HOLD
           1) What external music sources can be used in the proposed solution?
                   a. What is required to support this?
           2) What internal music sources can be used in the proposed solution?
                   a. What is required to support this?


A.3.11 PAGING
    A.3.11.1   OVERHEAD
       The system should be able to interface to an existing analog overhead paging system (single zone).
          1) The system should be integrated into the overhead paging system. Describe the typical
             interface used to connect to a paging system.
    A.3.11.2   SET BASED PAGING
          1) The system should be able to perform set based paging to all IP telephone sets using the
             sets built in speaker. Describe how this is accomplished and provide pricing for this capability.



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A.3.12 USAGE REPORTING
          1) What reporting is available on the basic performance of the devices connected to the phone
             system? (Trunks, Phones, etc.)
                  a) Provide sample reports for each.
          2) The solution should be able to provide reporting on system trunking capacity (PRI, Analog).
                  a. Describe how these reports are generated and captured
                  b. Are these reports historical? If so, how long is the data retained for?
                  c.   Provide a sample report that can be generated to identify traffic volume.


A.3.13 PHONES
      For each of the set types listed below, provide a detailed description of the phone including a picture,
      a list of features and the idle/active power requirements.
         1) Standard IP Phones
                 a. Minimum Required Features
                           i. 3 line LCD Display
                          ii. 6-8 Administrable feature buttons (DN Appearances, etc)
                          iii. 2 Way Full Duplex Speaker
                          iv. Feature Keys for conference, transfer, hold, mute
                          v. 10/100 Ethernet Switch
                 b. Provide pricing for a Wall Mount Unit
         2) Optional: Standard IP Gig Phones
                 a. Minimum Required Features
                           i. 3 line LCD Display
                          ii. 6-8 Administrable feature buttons (DN Appearances, etc)
                          iii. 2 Way Full Duplex Speaker
                          iv. Feature Keys for conference, transfer, hold, mute
                          v. 10/100/1000 Ethernet Switch
                 b. Provide pricing for a Wall Mount Unit
         3) Basic IP Phones
                 a. Minimum Required Features
                           i. 2 line LCD Display
                          ii. 2-3 Administrable feature buttons (DN Appearances, etc)
                          iii. Feature Keys for conference, transfer, hold, mute
                          iv. 10/100 Ethernet Switch
                 b. Provide pricing for a Wall Mount Unit
         4) Optional: Basic IP Gig Phones
                 a. Minimum Required Features
                           i. 2 line LCD Display


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                            ii. 2-3 Administrable feature buttons (DN Appearances, etc)
                            iii. Feature Keys for conference, transfer, hold, mute
                           iv. 10/100/1000 Ethernet Switch
                    b. Provide pricing for a Wall Mount Unit
           5) Optional: Conference Phone
                    a. Minimum Required Features
                             i. 2 line LCD Display
                            ii. Feature Keys for conference, transfer, hold, mute
                            iii. 10/100 Ethernet Switch
           6) Optional: Software Console
                    a. Minimum Required Features
                             i. GUI Software tools for corporate directories
                            ii. Fall back to basic phone service in the event of a phone failure
                            iii. Ability to answer and place 4-6 calls on hold on the “console” and switch
                                 between them
           7) Headsets (provide recommendation and unit pricing)
                    a. Bluetooth Wireless (50 foot coverage desired)
                    b. Wired Headset


A.3.14 REMOTE ACCESS
           1) The system should be accessible remotely for both vendor support and support via staff
              access. Remote access via Citrix is the preferred method. Comment on what is required for
              remote access.


A.3.15 UNIFIED MESSAGING
      The solution should be able to have select users access their voicemail messages from their email.
      Users should be able to:
               Have voice messages delivered to their Microsoft Exchange email account. It is preferable to
                have the message store maintained on the voice server.
               Voice messages delivered to their Microsoft Exchange email account should be accessable
                to their Blackberry devices through a Blackberry Enterprise Server.
               Be able to play voice messages from their Exchange account via Outlook or Blackberry.
                When a message is played from either device, the message waiting light should turn off.
               Messages deleted from Exchange via Outlook or Blackberry should be removed from the
                voicemail server.
               Should be able to view faxes sent to mailboxes in Exchange in a TIF or PDF file format.


      1)   Describe how your system integrates with Microsoft Exchange.
      2) Does the message reside on the voicemail server or on Microsoft Exchange?
           a)    If on the voicemail server, does a copy get sent to Exchange as a WAV or does the


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              Exchange message only contain a link to the voicemail server?


A.3.16 VOICEMAIL
      The voicemail server should be able to support the entire enterprise. The solution should be able to
      handle both voice and fax messaging for users.
         1) Describe the features and functionality available within the voicemail platform.
         2) Describe what is required to set up fax services for users.
                 a. Describe how faxes are created and managed
         3) Confirm the number of channels/ports and users provided in your system quote.
         4) What is the maximum number of ports and users supported by the voicemail platform?




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A.4   OPTIONAL FEATURES AND FUNCTIONALITY

  A.4.1 AUDIO/WEB CONFERENCING
        An internal audio/web conferencing solution should be included with the ability to integrate to Outlook
        for scheduling a conference call, complete with the bridge number and password.


           1) Provide details on the audio/conferencing solution.
           2) Describe how a conference can be set up using:
                   a. An internal (IP) phone
                   b. External Phone
                   c.   Web Session
                   d. Outlook
           3) What is required to add desktop video to this solution?
                   a. How many video participants can be on a single conference call?
           4) Pricing should be based on the following optional configurations:
                   a. Audio/Web Conferencing
                             i. 24 Ports
                            ii. 36 Ports
                            iii. 48 Ports


  A.4.2 CALL RECORDING
        Calls are required to be recorded dependent on the telephone being used with the ability to start/stop
        a recording using a PC or telephone based tool. Calls should be stored in wav files and backed up to
        archive devices and/or emailed to listen to.
           1) The solution should be able to provide ad-hoc recording of calls on a call by call basis with a
              minimum of 3 concurrent recordings.
                   a. Explain how this is achieved
                   b. What is required to expand this capability?


  A.4.3 OUTCALLING APPLICATION FOR AFTER-HOURS CALL OUTS
        An after-hours emergency work team notification application/process is required that can be used to
        notify personnel with specific or predefined messages using an on-call listing. The messages should
        be capable of being sent to multiple devices per individual (email, page, text to cell phone, telephone,
        etc), with the ability to confirm receipt and/or require a password to receive the message.
           1) Describe how the solution would be set up and administered.
           2) Provide information on equipment required for implementation and pricing details.


  A.4.4 SOFTPHONE

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         1) Softphone capability is required to allow remote access for travelling staff and for emergency
            access by priority staff. Comment on what is required to set up a softphone at an external
            location.
                 a. Identify what is required on the network for a soft phone to connect to the phone
                    system (e.g. Network VPN, etc.)
                 b. Provide pricing detail.


A.4.5 TELEWORKER
      Teleworker service is required to enable employees to work remotely with full access to voice mail,
      conferencing, and other features of the office phone system.
         1) 5 Teleworker sets should be configured for deployment from user homes.
                 a. Describe any difference in features (or models) between teleworker sets vs. on
                    premises sets.
                 b. Identify what is required on the network to support teleworker sets (e.g. Network
                    VPN, etc.)
                 c.   Provide pricing detail.


A.4.6 UNIFIED COMMUNICATIONS
      The City is interested in the integration of real-time communication services such as instant
      messaging (chat), presence information, telephony (including IP telephony), video conferencing,
      data sharing (including web connected electronic whiteboards), call control to provide a unified user
      interface and user experience across multiple devices and media types.
         1)   Describe the features and capabilities of your UC solution.
         2)   Provide a detailed description of the equipment required to implement the solution along with
              pricing.
         3)   Provide examples of screen shots
         4)   Provide information on system administration, screen shots
         5)   Provide a detailed description of your UC’s ability to integrate with Microsoft’s Active
              Directory.


A.4.7 311
      In the future, THE CITY OF NANAIMO is looking to expand the capabilities of the phone system with
      the addition of applications to further streamline operations, and increase communication between
      staff and the community.
         1) Please provide information regarding the proposed systems ability to operate in a 311
            Information Service environment.




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Appendix B - PROFESSIONAL SERVICES
The response to the professional services details in this section of this proposal is specific to the implementation
of Phase 1 of the project. Pricing for Professional Services should be made for all Phases of the project as per the
pricing section.

B.1     PROJECT MANAGEMENT ASSESSMENT
              1) A single point of contact is required for all aspects of the solution being provided. Who will lead
                 the project?
              2) Account Team:
                      a. Include or insert project team names and roles.
                      b. Include or insert account team (support) post cutover.


    B.1.1 SCOPE OF WORK
        As part of the submission, it is required that that the Respondent submits a detailed scope of work
        demonstrating a good understanding of this project. If selected as the winning provider of services this
        scope of work will build help the foundation for the project.
        It is very important to determine what work is performed by the Respondent and what is expected of THE
        CITY OF NANAIMO in order to meet budgeting requirements therefore we need to see a detailed scope
        of work definition with descriptions (and samples) of each of the tasks.


    B.1.2 PROJECT PLAN
              Please include a detailed project plan in your proposal that shows the steps and dates required for
              implementation and include the following milestones:
                  1) Station Reviews Completed
                  2) Design Signoff
                  3) Core System Installation Completed
                  4) Acceptance Testing Signoff
                  5) Pilot Test Signoff
                  6) Site Testing Signoff
                  7) Site Cutovers Signoff
                  8) System Handover to Client
                  9) Start of Maintenance/Warranties



B.2     ADMINISTRATIVE STAFF TRAINING REQUIREMENTS
        Clearly identify your approach to training for the following;
         1)      System Administrator training. Administration training should be provided for a minimum of 3
                 users.
                 a)     How much time will be spent providing training?
                 b)     What recommended skill-sets and experience should the administrator have prior to

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                    working on this system?
       2)     Are their recognized or certification training courses that you would recommend for the system
              administrator?
              a)    Does your solution provide credits towards such training?
       3)     Please describe your method for ensuring a successful system knowledge transfer to the client.



B.3   PROFESSIONAL SERVICES ACTIVITIES
  B.3.1 STATION REVIEWS
            MANDATORY: The Respondent will be responsible for interviewing each department within Public
            Works and completing the station review documentation.
       1)     Describe your process for completing station reviews for confirming quantities, features, phone
              type, etc.
       2)     Provide any paper work (input sheets) that you will be completing.


  B.3.2 END USER TRAINING
       There are approximately 75 end users that will require training. Some users may be on different shifts
       and may not be able to attend regular training. It is our intention for the Respondent to provide direct
       end user training for approximately 40 core staff. In addition, the Respondent will provide Train-the-
       Trainer training for approximately 5 staff that will be responsible for providing end user training for the
       remaining staff.
       1)     Describe what will be included in the End User Training sessions.
              a)    How many staff do you recommend in each class?
              b)    How long will each session be?
              c)    Do you have any recommendations for when the sessions should occur to accommodate
                    for the different shifts?
              d)    What handouts will be provided?
       2)     Describe what will be included in the Train-the-Trainer Sessions.
              a)    How many staff do you recommend in each class?
              b)    How long will each session be?
              c)    Do you have Trainer materials to aid in training?
       3)     For the remaining users that will be trained internally:
              a)    What training materials will be provided? Provide samples.
              b)    What materials will be available for refresher or reference post-cut?
       4)     As part of the response, the Respondent should configure sets for a training room environment to
              support the Respondent lead training sessions.


  B.3.3 TEST PLAN
      Test plans should be provided to THE CITY OF NANAIMO stepping them through the features and
      functionality provided in the solution.
       1)     Describe your process for completing feature and functionality testing.


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            a)     Provide a sample section from a customer test plan showing the procedures.


B.3.4 PILOT TESTING
   A Pilot test to validate the technology is required.
    1)      What type of pilot would you recommend for this solution?
    2)      How would the pilot users interact with the current environment?


B.3.5 CUTOVER
    1)      When cutting over the system, it is expected that the technicians will deal directly with the
            telecommunications company providing the PRI and analogue voice services to the facility.
            Describe your procedures for this.
    2)      Do you provide technicians and trainers on-site for “go live” date? Comment on what resources
            are provided on cutover, and the typical actions performed.


B.3.6 NETWORK ASSESSMENT
         1) Describe in detail how you will assist The City in preparing their LAN/WAN for IP Telephony.
         2) Include information on any LAN assessment tools or processes that your company has included
            in this bid to assure LAN readiness.
         3) Discuss the IP Telephony deployment testing, procedures and troubleshooting


B.3.7 POST CUT DOCUMENTATION
    1) It is expected that a detailed document outlining the system configuration will be provided at
       cutover. Please outline the sections that will be included in the document. Provide samples.
    2) What procedural information will be included in the handover material?


B.3.8 CHANGE ORDER PROCESS
    Change management during the implementation process should be managed closely to ensure that the
    solution is delivered on budget.
    1)      As the actual quantities of sets will need to be verified by the successful Respondent during the
            Station Review process, explain how adjustments to the bid will be completed.
    2)      Describe your process for change order process for addition or deletions for all of the equipment
            and services provided in the bid.
            a)     Detail any additional fees such as restocking charges, etc.




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Appendix C - QUALIFICATIONS AND REFERENCES
The qualifications and reference section responses are required for the Phase 1 section of the project. All
resources, and maintenance and support contract details should be specific to the Phase 1 implementation.
                      rd
Mandatory:       Any 3 party resource that will be engaged for this project is required to complete the
                                                                                                rd
                 Qualifications and References as a separate subsection of the bid response. 3 Party resources
                 are any sub-contractor or partner or consortium, either individual or a company that is not directly
                 employed by the vendor.

C.1     MANDATORY INFORMATION
                                         rd
        Vendors should disclose any 3 party resources that will provide support or services for this solution.
             1) If a Partnership or consortium, describe the relationship between the companies.
                                                      rd
                     a. Identify the name of each 3 party resource
                                                                                 rd
                     b. Indicate which hardware/software is provided by the 3 party
                                         rd
                     c.    Indicate role 3 party will be providing for the implementation
                                                                   rd
                     d. Is a separate contract required for this 3 party?
             2) Which organization will be primary contact for this solution?

C.2     CORPORATE PROFILE
        1)   Company Name
        2)   Address of Corporate Head Office
        3)   Description of Primary Business
        4)   What makes your business unique when comparing yourself to your competitors?
        5)   Would you consider the public sector as one of your core competencies for client references? If so,
             please elaborate.
        6)   If the product you are proposing is fairly new to your Corporation (less than 18 months) explain the
             steps that you have done to ensure success for installation and post support.
        7)   Company Description- All respondents are to provide an overview of their company and describe in
             general terms your company’s overall products and services.


   C.2.1 PRESENCE IN NANAIMO
        1) What is the location of nearest office?
                 a. How many clients are supported by this office?
                 b. How many technicians do you have typically working within a 2 hour on-site response time in
                    the Nanaimo area?

C.3     CORPORATE REFERENCES
        Each Respondent should provide 3 current references to demonstrate their ability to provide services to
        an organization using the same technologies/services as proposed to The City of Nanaimo. References
        should be of direct clients of the Respondent. Manufacturer references will not be considered. The
        references should demonstrate the ability to implement a multi-site implementation similar to the
        requirements for The City. These references do not have to be affiliated with the public sector. Please


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      use the form provided in Appendix E.4 Respondent Reference.




C.4   STAFF EXPERIENCE
  C.4.1 IMPLEMENTATION STAFF
      Provide résumés for all personnel that will be involved in the initial installation and cutover of the system.
      Include the following items:
          1. Name
          2. Title
          3. Role
          4. Relevant experience in the role performed.
          5. Relevant training/certifications to the solution being provided.
  C.4.2 POST CUT SUPPORT STAFF
      Provide résumés for all personnel that will be involved in the post cut support of the system.
      Include the following items:
          1. Name
          2. Title
          3. Role
          4. Relevant experience in the role performed.
          5. Relevant training/certifications to the solution being provided.

C.5   MAINTENANCE AND SUPPORT CONTRACTS
  C.5.1 WARRANTY
       1) In the table below, list all products (servers, software, etc.) that are provided in the solution.
                a. Specify the duration of the initial warranty.
                b. Specify the duration of the extended warranty included in the bid.
                c.   Indicate whether the warranty components are Parts only or include any associated
                     professional services.
                        Product            Initial Warranty   Extended Warranty        Parts Only?
                                                               (included in Bid)          Y/N




       2) Initial Sale Warranty
                a. What is included in the initial warranty? (Repairs, parts replacement, professional services)
                b. What components or services are not covered by the initial warranty?
                c.   When does the warranty start on the provided solution?


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           d. Who owns the warranty – the VAR or manufacturer?
           e. Is the warranty transferrable to another VAR? If so, describe the process.
   3) Extended Warranty
           a. What is included in the extended warranty? (Repairs, parts replacement, professional
              services)
           b. What components or services are not covered by the extended warranty?
           c.   Who owns the extended warranty – the VAR or manufacturer
           d. Is the extended warranty transferrable to another VAR? If so, describe the process.


C.5.2 SOFTWARE ASSURANCE
   1) In the table below list all software components provided in the solution. For each:
           a. Identify any initial sale ‘out-of-the-box’ upgrade entitlements that are provided with the initial
              purchase. (E.g. Patches, Minor or Major Updates, etc.)
           b. Identify what updates are included with the purchase of a software assurance agreement.
           c.   Identify if labour rates for providing the updates are included in the software assurance
                program.
         Software               Initial Sale Updates        Software Assurance        Labour Included
                                                                                          Y/N




   2) Is the software assurance plan owned by the VAR or Manufacturer?
   3) Is the software assurance plan transferrable to another VAR? If so, describe the process.
   4) Are there any components of the software that are not covered by the plan?
   5) Are end-user license upgrades included with any core upgrade?


C.5.3 MAINTENANCE/SUPPORT CONTRACTS
   a) What service options are available? Provide detail.
               Service Hours (e.g. M-F 9-5, 7/24, etc.)
               Support Calls (e.g. Included, 10 free incidents, etc.)
               Remote Moves, Adds and Changes (MAC’s)
               Training (e.g. End User, Console or Train-the-Trainer refresher training)
               Preventative Maintenance (Equipment Inspections, Backup of systems, etc.)
               System Monitoring (e.g. Remote polling, alarm notification, etc.)
   b) What are your rates?




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  C.5.4 TIME AND MATERIAL SUPPORT PRICING
           Please provide standard rates for your support and development. Add job functions when
           appropriate.



                      Description              Hourly Rate            Daily Rate              Function
              Technician

              Customer Support

              Hardware Support

              Software Support

              Training

              Other



  C.5.5 SERVICE LEVEL AGREEMENT (SLA)
      As a facility that provides public service to the community it is important that any service disruption is
      responded to in a timely fashion.
      1)      Does your company prioritize their clients based on market? Describe your dispatch prioritization
              process.
      2)      What are the hours of operation for live answer (not voicemail or pager)?
              a)      If you use a pager or voicemail service, please provide a description of the service.
      3)      Do you have a web site for tracking the status of issues? If so, provide screenshots or a demo
              link.
      4)      What is your SLA for remote diagnostics? Provide sample.
              a)      What is your average response time for this product?
              b)      Does this vary based on time of day? Describe.
      5)      What is your SLA for onsite support? Provide sample.
              a)      Is this based on the time of call, or after remote diagnostics testing is completed?
              b)      What is your average onsite response time for service calls in the Nanaimo area?
              c)      Does this vary based on time of day? Describe.
      6)      What penalties are in place in the event that SLA’s are not adhered to?
      7)      What tracking mechanisms do you have in place to ensure that SLA’s are met?
      8)      Where is your spares depot?
              a)      What quantities do you maintain for spares for the various components included in this bid?
              b)      What region does this provide parts for?
              c)      How fast can parts be shipped to site?



C.6   3RD PARTY APPLICATIONS

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  It is mandatory that the VAR identifies any elements of this proposal which are not included in the basic
  warranties/maintenance and software assurance plans. It is the responsibility of the VAR to identify
  additional cost and outline the process for reporting repairs.


C.6.1 LETTER OF AUTHORIZATION/MANUFACTURER SUPPORT
  Respondents are to provide a letter from the manufacturer stating that they are an authorized distributor
  of the proposed solution. The letter will also confirm that in the event the Respondent is unable to support
  and maintain the proposed system to the satisfaction of the City of Nanaimo then the manufacturer would
  undertake to provide direct support of the system or assist in obtaining for the City service from an
  alternative authorized vendor subject to the City’s approval.




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Appendix D - PRICING
      Prices should be quoted in Canadian dollars and should include any customs duties or tariffs. Prices
      shall not be subject to adjustment for fluctuation in foreign exchange rates. All prices quoted, unless
      otherwise instructed in this RFP, shall remain firm for the period set out in the Proposal and in the
      Agreement. All prices should be quoted exclusive of the Harmonized Sales Tax (HST).
      Pricing Sheet




                                                   RFP 1207 Pricing
                                                     Sheet.xlsx

  D.1.1 INSTRUCTIONS
      Using the Excel Pricing Sheet provided (either the accompanying file, or from the embedded version
      above) enter all components and services required for the solution for each section.
      Adding Detail
      You may insert additional rows for equipment or services in the spreadsheets. Please do not delete
      sections. If they are not applicable, leave them blank.
      Update Response
      Totals are configured to automatically update the summary sheet. Transfer the totals to the summary
      section below (D.7 - Pricing Summary)
      The excel spreadsheet should be included in the soft copy of the submitted proposal.



D.2   PHASE 1 – PUBLIC WORKS
  D.2.1 OPTION 1 – PUBLIC WORKS
      The first option will be to install the servers and software at the Public Works facility. The only users to be
      cut over to the new system will be those at the Public Works facility. Public Works will use PRI service for
      PSTN access on the new system.
      The configuration should include the following components:
             Phones
                 o 41 – IP telephone sets - Standard IP Phone
                 o 34 – IP telephone sets - Basic IP Phone
                 o 4 – Analogue Sets
             Trunking Service required
                  o 1 - PRI Card
                  o 1 – Analogue Trunk
             Auto Attendant Menus
                  o 3 Menus
             Connection to Overhead Paging – 1 Zone
             Voicemail System
                  o 2 - Auto-Attendant menus
                  o 75 - Mailboxes
                  o 30 - Unified Messaging Client Licenses (10 with FAX capability)


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             Misc Features
                  o 33 – Mobile Cellular/Blackberry device twinned to the desk telephone set
                  o 30 – Find Me / Follow Me
                  o 41 – Hot Desking Users
                  o 1 - Basic call queue with 10 users
             Administration Tools
                 o 3 - admin users
             Headsets
                 o 1 - Bluetooth Headset – 50 foot range
                 o 1 - Wired headset


      The system should be configured in the following manner:
          1) Auto attendant configuration needs to be designed to allow outside callers to reach individual
             employees in a more direct fashion and to direct calls for departments more efficiently.
          2) A new PRI circuit will connect to the PTSN to replace the existing analog trunk facilities.
          3) Core PBX servers should be installed in the Data Centre/LAN room.
          4) Simulate 4 digit dialling using PSTN to City Hall to replace existing E&M Tie Trunk.



D.3   PHASE 2 – CITY HALL WITH PUBLIC WORKS BACKUP
      The second phase is to implement a geographically redundant core solution for the city. The core servers
      and software will be located at City Hall with the Public Works facility configured as a backup site with its
      own PRI.
      The configuration should include the following components:
             IP Phones
                  o 216 – IP telephone sets - Standard IP Phone
                  o 144 – IP telephone sets - Basic IP Phone
                  o 1 – Soft Console
                  o 8 – Analogue Sets
             IP Phone Licenses
                  o 340* –Standard IP Phone Licenses
                  o 205* –Basic IP Phone Licenses
                  o 200* – Mobile Cellular/Blackberry device Licenses
                  o 3* – Soft Console Licenses
             Trunking Service
                  o 1 - PRI Card
                  o 3 – Analogue Trunks
             Voicemail System
                  o 80 - Auto-Attendant menus
                  o 550* - Mailboxes
                  o 300* - Unified Messaging Client Licenses (100 with FAX capability)
             Misc Features
                  o 100 – Mobile Cellular/Blackberry device twinned to the desk telephone set
                  o 250* – Find Me / Follow Me


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           o   250* – Hot Desking
           o   10 - Basic call queues with 10 users per queue
      Administration Tools
          o 3 - admin users
      Headsets
          o 10 - Bluetooth Headset – 50 foot range
          o 2 - Wired headsets


       *Includes a 10% Growth factor


The system should be configured in the following manor:
   1) Voicemail services do not need to be geographically redundant.
   2) During Phase 2, the voicemail server will be relocated to City Hall.
   3) The 2 IP phones for the CP office should be deployed during this phase.




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 D.4      PHASE 3 – BRANCH SITE DEPLOYMENT
          The site deployment phase may occur over a period of 2-5 years. Each site should be priced out as an individual project.
          For each site, provide pricing on all hardware, software (including licenses), professional services and warranty costs that would be associated
          with the site in the spreadsheet.
                                                                                                                                                       Local
                            Standard IP      Basic IP       Analog                                       Unified                      Survivable
           Site                                                             Console      Voicemail*                      Paging                      Analogue
                                Set            Set          Stations                                    Messaging*                     Gateway
                                                                                                                                                      Trunks
                                  12             27             4               1             39             20                          Yes             1
Beban Complex
                                  9              6              4               0             21             11          1 Zone          Yes             1
Aquatic Centre
                                  3              3              0               0             6              3                                           0
Ice Centre
Bowen Complex +                   22             6              4               1             28             14                          Yes             1
Parks Yard
                                  13             14             4               0             27             14                          Yes             1
Oliver Woods
Fire Station 1 +                  31             11             4               0             42             21                          Yes             6
Fire Command
                                  0              3*             0               0             3              1                                           0
Fire Station 2
          Totals                  90             70            20               2            166             84                                          10


          *Already included in Phase 2 Configuration




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D.5   OPTIONAL COMPONENTS
      The following details the quantities required for each item below.
      1)   Audio/Web Conferencing - The solution should be priced out for a 24, 36 and 48 port solution for
           both audio and web collaboration
      2)   Call Recording - Ad Hoc call recording with 10 concurrent recordings
      3)   Speech Recognition - Names Directory for 600 Users/Departments
      4)   Unified Communications for 275 Users
      5)   Soft Phone - 5 Softphone Licenses expandable up to 50 Softphone Licenses
      6)   Teleworker - 5 Teleworker Sets expandable up to 50 Teleworker Sets
      7)   Call Accounting for all Stations
      8)   Outcalling Application - 1 Outcall List – 10 Users expandable up to 20 Outcall Lists – 200 Users



D.6   PRICING COMMITMENT
      THE CITY OF NANAIMO would like to have a 2 year commitment on pricing for all components (servers,
      gateways, phones, licenses, etc).
      1)   Describe how you achieve this.
      2)   Identify any components in this proposal that do not fall under the pricing commitment.




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D.7   PRICING SUMMARY
                                                                Professional
                                                 Hardware                      Maintenance        Sub Total
                                                                  Services
Phase 1 - Public Works
     PBX                                     $              -   $          -   $         -    $               -
     Phones & User/Device Licenses           $              -                                 $               -
     Voicemail and Unified Messaging         $              -   $          -                  $               -
     Call Queuing                            $              -   $          -                  $               -
     Network Assessment                                         $          -                  $               -
     Project Management                                         $          -                  $               -
                                                                               System Total   $               -
Phase 2 - City Hall
     PBX                                     $              -   $          -   $         -    $               -
     Phones & User/Device Licenses           $              -                                 $               -
     Voicemail and Unified Messaging         $              -   $          -                  $               -
     Call Queuing                            $              -   $          -                  $               -
     Network Assessment                                         $          -                  $               -
     Call Queuing                                               $          -                  $               -
                                                                               System Total   $               -
Phase 3 - Branch Sites
     Beban Complex                           $              -   $          -   $         -    $               -
     Aquatic Center + Ice Centre             $              -   $          -   $         -    $               -
     Bowen Complex + Parks Yard              $              -   $          -   $         -    $               -
     Oliver Woods                            $              -   $          -   $         -    $               -
     Fire Station 1 + Fire Command + Fire
                                             $              -   $          -   $         -    $               -
     Station 2
                                                                               System Total   $               -
Optional Components
     Audio/Web Conferencing 24 Ports         $              -   $          -   $         -    $               -
     Audio/Web Conferencing 36 Ports         $              -   $          -   $         -    $               -
     Audio/Web Conferencing 48 Ports         $              -   $          -   $         -    $               -
     Soft Phone                              $              -   $          -   $         -    $               -
     Speech Recognition Auto Attendant       $              -   $          -   $         -    $               -
     Teleworker                              $              -   $          -   $         -    $               -
     Outcalling Application                  $              -   $          -   $         -    $               -
     Call Recording                          $              -   $          -   $         -    $               -
     Unified Communications                  $              -   $          -   $         -    $               -
     Call Accounting                         $              -   $          -   $         -    $               -




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Appendix E - FORMS
E.1     OPTIONAL PROPONENT’S MEETING RSVP
                                 The City of Nanaimo (THE CITY OF NANAIMO)

                                           REQUEST FOR PROPOSAL
                                       Optional Proponent’s Meeting RSVP

               REQUEST FOR PROPOSAL No. 1207: Telecommunications Infrastructure RFP

                  Optional Proponent’s Meeting July 25th, 2011 1:00 PM – 2:30 PM


                                       The City of Nanaimo
                                       Public Works Department
                                       2020 Labieux Road,
                                       Nanaimo, BC V2T 4M7



      Please respond by email to:

                              RFP1207@nanaimo.ca
      You will receive an acknowledgement of receipt of email within 48 hours.


                        Company:

                            Name:

                              Title:

               Telephone Number:

                   Email Address:

                 People Attending
                    (Name/Title):

           Note: Max 2 people per
                     Respondent




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E.2     NOTICE OF INTENT TO PROPOSE
                                 The City of Nanaimo (THE CITY OF NANAIMO)

                                          REQUEST FOR PROPOSAL

                                       NOTICE OF INTENT TO PROPOSE

               REQUEST FOR PROPOSAL No. 1207: Telecommunications Infrastructure RFP

                  Please state your intention with regard to this Request for Proposal by selecting one of
                  the following:
                  [     ] Intend to respond to THE CITY OF NANAIMO’s Request for Proposal


                  [     ] Does not intend to respond to THE CITY OF NANAIMO’s Request for Proposal

      Please respond by email to:

                              RFP1207@nanaimo.ca
      You will receive an acknowledgement of receipt of email within 48 hours.


                        Company:

       Authorized Representative:

                          Address:



           City/Prov./Postal Code:

                            Name:

                              Title:

               Telephone Number:

                  Email Address:




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E.3      SUBMISSION COVERING FORM
                                    The City of Nanaimo (THE CITY OF NANAIMO)

                                             REQUEST FOR PROPOSAL

                  REQUEST FOR PROPOSAL No. 1207: Telecommunications Infrastructure RFP

      Return completed Proposal to:                           Issue Date: July 11th, 2011
            The City of Nanaimo                               Closing Date: August 19th, 2011
                                                              Closing Time: 2:00 p.m. PDT
               Attention: Kurtis Felker, Manager,
                                                              All submissions must be clearly marked with
               Purchasing & Stores, City of Nanaimo,          the Request for Proposal number, closing
                                                              date and Respondent name & address on the
               2020 Labieux Road,                             face of the envelope.
               Nanaimo, BC, V9T 6J9
      Quote F. O. B. Delivered to: As stated herein.



      To be completed by Respondent:

      It is agreed and understood by the Respondent, that in submitting a response to this Request for
      Proposal, they certify that they have read and agree to comply with the Proposal Submission
      Guidelines contained herein, and that any exceptions have been duly noted in their submission.

      Company:                           _________________________________________

      Address:                           _________________________________________

                                         _________________________________________

      City/Prov/Postal Code:             _________________________________________


      Name:                              _________________________________________


      Title:                             _________________________________________


      Signature:                         ___________________________ Date:_________
                                         By an Authorized Signing Officer

      Telephone Number:                  (_____) __________________________________

      Facsimile Number:                  (_____) __________________________________

      Email Address:                     _________________________________________




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E.4   RESPONDENT REFERENCE
                                       Company Information
              Company Name
          Type of Organization   <parent / subsidiary; a cooperative, a buying group, franchise
                                 structure> <Market Segment>
                     Address
                Contact Name
                        Name
                         Title
           Telephone Number
                Email Address


                     Timeline    <Project Start Date>
                                 <Project End Date>
               New system or     <provide details as to the project i.e. Number of users, sites, etc.
            upgrade/migration    what were the business drivers that necessitated change,
                                 Technology roadblocks/hurdles encountered, diagrams, etc.>
                                 Prior System (if Applicable)
                                 PBX: <Manufacturer> <Model> <Release> <Number of Sets>
                                 Voicemail: <Manufacturer> <Model> <Release> <Number of
                                 Mailboxes>
                                 Data Network: <Manufacturer> <Switch Models> <Cabling>
                                 <Other components>
                                 New System
                                 PBX: <Manufacturer> <Model> <Release> <Number of Sets>
                                 Voicemail: <Manufacturer> <Model> <Release> <Number of
                                 Mailboxes>
                                 Data Network: <Manufacturer> <Switch Models> <Cabling>
                                 <Other components>
                      Process    <describe how the work was completed i.e. Staged, single cut,
                                 phased in, etc.>
                      Benefits   <Describe end results of project, Benefits Etc.>

            Case Studies, etc.   <Any other information related to this project>




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