Avaya Phone System Agreement

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					                                REQUEST FOR PROPOSAL

                       AVAYA PHONE SYSTEM MAINTENANCE

                                  CONTRACT NO. P-2536


INTRODUCTION

The Milwaukee Metropolitan Sewerage District ("District") is requesting proposals from Phone
System Maintenance providers to enter into a contract for maintenance of the District's phone
system, voicemail system, and telephone sets. The District operates an Avaya Phone system at its
headquarters facility, and three connected remote facilities with remote phone system equipment
at each site. These sites are connected via a fiber optic network ring. Each site enables phone
services via the phone system over an IP network implemented on the fiber ring.

The District is seeking a four (4) year service agreement to provide maintenance and phone
system support coverage on a 24x7 coverage basis.


SUBMITTAL REQUIREMENTS

Firms wishing to be considered in the selection process must submit one (1) hard/paper copy of
their proposal and a CD or DVD PDF format with their proposal on it no later than 10:00 a.m.,
local Milwaukee time, Monday, October 18, 2010, to:

                                Kathleen Oestreich, CPPB
                              Senior Contract Administrator
                         Milwaukee Metropolitan Sewerage District
                                 260 West Seeboth Street
                               Milwaukee, WI 53204-1446

The proposal package shall be plainly marked with your firm’s name in the lower left corner of
the cover as follows:

                                  MMSD Proposal No. P-2536
                               Avaya Phone System Maintenance
                           Submittal date: October 18, 2010, 10:00 a.m.
                              Submitted by: ____________________


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Proposals received after the designated time will not be considered in the evaluation process and
will be returned unopened. The DISTRICT reserves the right to accept or reject any or all
proposals

The DISTRICT is a unit of government obligated to comply with Wisconsin’s Public Records
Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under that law is that
public records shall be open to the public unless there is a clear statutory exception, unless there
exists a limitation under the common law, or unless there is an overriding public interest in
keeping the public record confidential. As such, Proposers should assume that their Proposals
will be subject to disclosure under the Public Records Law.

Proposals will only be accepted from FIRMS authorized to do business in the State of Wisconsin.

Proposals shall be signed and shall include the firm name, address, telephone number and the
name of the person authorized to submit/sign the proposal, along with his/her title and telephone
number. The DISTRICT will not be liable for any costs incurred by the respondents in replying
to this Request for Proposal. The DISTRICT is not liable for any costs for work or services
performed by the selected provider prior to a written Notice to Proceed.

Requests for further information or questions regarding this Request for Proposal should be
addressed, in writing, to the individual listed below. Any oral communication will be considered
unofficial and non-binding on the DISTRICT. Respondents should rely only on written
statements issued by the individual listed below.

  Requests for further information or questions regarding this Request for Proposal
  should be addressed, in writing, to the individual listed below. Any oral
  communication will be considered unofficial and non-binding on the DISTRICT.
  Respondents should rely only on written statements issued by the individual listed
  below.
  UNAUTHORIZED CONTACT REGARDING THIS REQUEST FOR PROPOSAL
  WITH ANY DISTRICT OR VEOLIA WATER EMPLOYEE MAY RESULT IN
  DISQUALIFICATION.
                                 Kathleen Oestreich, CPPB
                               Senior Contract Administrator
                          Milwaukee Metropolitan Sewerage District
                                  260 West Seeboth Street
                                Milwaukee, WI 53204-1446
                                 Telephone: (414) 225-2076
                                    Fax: (414) 271-0829
                              E-mail: koestreich@mmsd.com

This Request for Proposal is available under the Procurement section of the DISTRICT’s Web
site at www.mmsd.com. However, this copy is unofficial and the DISTRICT must have your
firm’s address for addendum purposes.



                                                  2
The RFP and the selected proposal will become part of the contract. In the event of any conflict
between the RFP and the proposal, the RFP will govern. The selected FIRM will be expected to
enter into an agreement with the DISTRICT.

SMALL, WOMEN, MINORITY OWNED BUSINESS PARTICIPATION

It is the policy of the DISTRICT to procure 20% of all goods and services including professional
services from certified Small, Women’s and Minority Business Enterprises (S/W/MBE). Please indicate
the extent to which an SWMBE firm will be utilized based on percentage of dollars.

The participation goals for the DISTRICT are currently 5% for small business, 2% for women
business, and 13% for minority business enterprises. However, since there are limited sub-
consulting opportunities given the scope of service, one certified S/W/MBE firm may satisfy the
participation goal. No percentage breakdown will be required within that 20%.

Minority and women-owned businesses proposed to participate must be certified as Minority or Women
Business Enterprises. Small businesses must be certified with the DISTRICT and are defined as
businesses not exceeding $2.5 million in gross sales during the recent calendar or fiscal year.

Information on Minority Business Enterprise (MBE) or Women Business Enterprise (WBE)
certification may be obtained by contacting José Galván, the DISTRICT 's S/W/MBE
Coordinator, at 414-225-2238 or jgalvan@mmsd.com.

The DISTRICT will recognize the following certifications performed by the organizations
below. Firms interested in obtaining applications for certification should contact those
organizations.

        Small Business Enterprise (SBE) certifications by the MMSD of companies that are
         defined as small businesses not exceeding $2.5 million in gross sales during the recent
         calendar or fiscal year. www.mmsd.com

        Existing WBE and MBE certifications determined by the Joint Certification program
         until those certifications expire.

        MBE certification by the Wisconsin Department of Commerce, Bureau of Minority
         Business Development. Contact: Marketing/Certification Department, 608-267-9550
         http://www.doa.state.wi.us/dsas/mbe/index.asp

        Women Business Enterprise (WBE) certification by the Wisconsin Department of Commerce,
         Bureau of Minority and Women Business Development. www.commerce.wi.gov/BD/

        MBE certification by the Wisconsin Supplier Development Council. Contact:
         Executive Director, 608-241-5858, or http://www.nmsdcus.org/




                                               3
         Disadvantaged Business Enterprise (DBE) certification by the Wisconsin Department of
          Transportation provided they reflect certification because of minority or women-owned
          status. Contact: Office of Disadvantaged Business Enterprise Programs, 608-266-6961
          http://www.dot.state.wi.us

         Disadvantaged Business Enterprise (DBE) certification by the Milwaukee County
          Office of Disadvantaged Business Development Programs, provided they reflect
          minorities or gender.
          http://www.county.milwaukee.gov/CertificationService12282.htm

         Small Disadvantaged Business (SDB) certification by the U.S. Small Business
          Administration provided they reflect certification because of minority or women-owned
          status. Contact: Business Opportunity Specialist, 414-297-3951, or www.sba.gov

         Women Business Enterprise (WBE) certification by the Women’s Business Enterprise
          National Council. http://www.wbenc.org/GetCertified/

Those firms interested in obtaining Small Business Enterprise (SBE) certification with the
DISTRICT should contact José Galván, the DISTRICT’s S/W/MBE Coordinator, at
414-225-2238, or jgalvan@mmsd.com.
A firm selected by the Proposer can only satisfy one of the three categories. The same firm may
not, for example, be listed for participation as an MBE organization and an SBE organization
even if the level of participation exceeds each category's goal.
All firms must be registered or certified prior to the submittal of the proposal. A Proposer is at
risk in that there may be an issue of time to certify or register if it intends to use a firm that is not
certified or registered at the time the RFP is submitted.


NON-DISCRIMINATION

The DISTRICT has adopted a Non-Discrimination and Equal Employment Opportunities policy.
The following is an excerpt from that policy:

          “It is the DISTRICT’S policy to encourage equal employment opportunity
          practices on the part of private businesses. Persons seeking to do business
          with the DISTRICT are expected to comply with applicable Federal and
          Wisconsin State laws, regulations and orders relating to equal
          employment and non-discrimination with regard to employees and
          subcontractors. To this end, the DISTRICT shall include equal
          employment opportunity and non-discrimination requirements as part of
          the DISTRICT’S purchasing and contracting procedures.”

In accordance with that policy, the DISTRICT requires that the FIRMS complete and submit the
Certification of Non-Discrimination (Attachment C) and the Equal Employment Opportunity
Data (Attachment D) with the Proposal. Copies of the required forms are included with this
Request for Proposal.

                                                    4
SELECTION PROCESS AND SCHEDULE

The proposals considered in the selection process may be evaluated by a Consultant Selection
Advisory Committee (CSAC) according to the criteria and point system presented below. The
DISTRICT will not release the names of committee members and requires that providers direct
any questions to the aforementioned DISTRICT contact person.

The CSAC will evaluate the proposals and make a recommendation to either select a Provider
based on the proposals alone or to interview a “short list” of providers. If interviews are to be
held, a letter will be sent to all providers which states whether said FIRM has been removed from
further consideration, or whether they are still a candidate, along with details of the interview
process.

Following selection of the best proposal, the DISTRICT will negotiate contractual terms, level of
effort and scope of services, and upon successful negotiations an award will be recommended by
the CSAC. Contract award will be made to the provider whose proposal best complies with the
Request for Proposal and will be the most advantageous to the DISTRICT. The DISTRICT,
because of time constraints and depending upon the thoroughness of the proposals, may at its
sole option award a contract based upon the initial proposal submittal. Do not assume there will
be an opportunity for submittal of additional information. Submit your proposal as if it were
your “best and final offer.”

The following is the anticipated schedule for this project:

       October 18, 2010       10:00 a.m.      Deadline for Proposal Submittals
       October, 2010                          Proposal Evaluation and
                                              Selection by Committee
       October, 2010                          Notice to Proceed

PROPOSAL EVALUATION CRITERIA

The following information must be included in each proposal and will form the basis of the
evaluation. The District will thoroughly review and evaluate each proposal. Responses should
be clear, concise and complete. Proposals must address all sections in the Request for Proposal.
Any deviations or other considerations in any section should be outlined in detail in your
response. The point number is the weight of each criterion. Interviews may be conducted to
obtain additional information regarding the proposal.

The proposals will be evaluated on the following criteria:
           Completeness of proposal
           Cost of services over the contract life
           Qualifications and experience of the service provider
           Methodology employed to deliver service and monitor performance

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QUALIFICATIONS AND EXPERIENCE OF FIRM (25 Points)

This will include an overall assessment of the proposer’s ability to meet all the requirements of
the RFP; the ability of the proposer to provide informational reports to the District, experience of
the proposer with public sector organizations and the proposer’s willingness to agree to specified
levels of performance for customer service and quality; proposer’s willingness to provide
specified contact person for resolving questions and/or issues that may arise.

Proposals should include sufficient data to cover these areas:

   Have extensive internal resources to provide the intended service

   Have demonstrated organizational stability to support continuity over the life of the contract

   Have a replacement parts inventory that fulfills the responsiveness requirement of the
    service level agreement

   Have thorough knowledge of the District's type of Avaya Phone system and peripherals,
    voicemail system and the technologies to support them.

   List of references including contact names and telephone numbers. References should
    include public sector organizations for whom you provide similar services.

   List of staff who will be involved in the District’s plan and their area of specialty.


ABILITY TO PROVIDE SPECIFIED LEVEL OF SERVICES AND PLAN APPROACH
(30 Points)

The proposal should indicate what services you are able to provide and on what type of schedule
they would be provided.

The proposal should include a recommended implementation plan.

Provide a work plan and schedule outlining the major tasks and activities to be undertaken for
plan implementation and identify personnel to be assigned and the estimated completion date for
each task/activity.

Provide your Methodology employed to deliver service and monitor performance.


PRICE / COST PROPOSAL (35 Points)

The respondent will provide a Maintenance Service Agreement and the associated costs to the
District in maintaining this agreement over its life. This should outline, in detail, the services
provided, the response times to requests for services, and the methodology for service delivery.

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The cost proposal shall include a monthly and yearly fee. Specify any extra costs, if applicable.

The cost proposal should identify and explain the funding mechanism being proposed and any
billing process to be used. The proposal should identify the recommended banking
arrangements.

The cost proposal shall include a not-to-exceed rate guarantee for subsequent years (up to a five-
year period). Each annual cost must be identified separately. Include any implementation fees
which will be charged to the District for the initial year, if applicable, as a separate identifiable
cost item. The District at its discretion shall determine the terms of the contract.


SMALL, WOMEN, MINORITY OWNED BUSINESS PARTICIPATION (5 Points)

Provide a list of S/W/MBE firms proposed to work on this project. The list should include the
proposed percentage, based on the contract value, and experience in the type of work for each
S/W/MBE firm. These goals are separate initiatives and one firm cannot be used to satisfy more
than one goal. The percent involvement, the meaningfulness of the involvement, and the
capability of the S/W/MBE firm to perform the work will be evaluated under this criteria.


LOCAL OFFICE PREFERENCE (5 Points)

It is a District goal to maximize the local economic impact of the District’s
annual operating and capital spending for the benefit of the District’s taxpayers
and to take advantage of increased levels of customer service provided by local firms.
As such, firms responding to this RFP shall describe within their proposal the following
information concerning their presence in the Sanitary Sewer Service Area (SSSA)

Provide a table that describes the amount of work (based on hours) to be performed by each
project team member (see example below). In this case, some of the prime firm’s work is being
performed in another office, which is located outside of the District’s SSSA. Staff who are
permanently assigned to an office outside the SSSA cannot count work performed at a
firm’s local office. In addition, a firm must have an office that is established at the time
the work is performed and is located in the SSSA in order for the hours to count in the
column A total.




                                                  7
         Column                     A                         B                       C
          Firm            Of the total hours on      Of the total hours on    Percent of all work
                             the project, the       the project, percent of       performed
                            percent of work           work performed by        (based on hours)
                           performed by staff            staff who are
                          who are permanently       permanently assigned
                             assigned to the        to the “outside SSSA”
                          “within SSSA” office         office (based on
                            (based on hours)                 hours)
     Firm A (prime)               50%                         15%                    65%


          Firm B                   25%                       0%                      25%
     (subconsultant)
          Firm C                   10%                       0%                      10%
     (subconsultant)
    Total (equal to the            85%                       15%                    100%
   sum in the columns)


Points may be deducted for an incomplete and/or incorrect table. For questions
please contact José Galván, the District’s S/W/MBE Coordinator, at 414-225-2238
or jgalvan@mmsd.com.

Provide the following additional information relating to the prime consultant.

Describe the prime contractor’s local office’s function within the overall company. For example,
is it the headquarters of the company? Is it a branch office? What functions are performed at
this office?

Provide the total number of employees at this office.




                                                8
                                       ATTACHMENT A

                        AVAYA PHONE SYSTEM MAINTENANCE

                                       PROPOSAL P-2536

                                     SCOPE OF SERVICES


The District is seeking a four (4) year service agreement to provide maintenance and phone
system support coverage on a 24x7 coverage basis.

The elements to be covered are as follows:

              One(1) Avaya S8500 Definity CM3 switch (1,049 ports)
              Three (3) EPNs
              One (1) Intuity Audix R server
              One (1) Audix voicemail system
              All telephone sets (Approx. 731)

Coverage excludes UPS system, cabling infrastructure, and IP connectivity issues.
The respondent will provide a Maintenance Service Agreement and the associated costs to the
District in maintaining this agreement over its life. This should outline, in detail, the services
provided, the response times to requests for services, and the methodology for service delivery.
The respondent will also describe the method(s) for District monitoring the service contract,
provider performance, and the method of tracking incidents related to service.

The respondent will provide a Maintenance Service Agreement and the associated costs to the
District in maintaining this agreement over its life. This should outline, in detail, the services
provided, the response times to requests for services, and the methodology for service delivery.
The respondent will also describe the method(s) for District monitoring the service contract,
provider performance, and the method of tracking incidents related to service.


See ATTACHMENT B – A Graphic Depicting the MMSD Phone System Architecture
                                     ATTACHMENT C

                       AVAYA PHONE SYSTEM MAINTENANCE

                                  PROPOSAL NO. P-2536

                     CERTIFICATION OF NON-DISCRIMINATION

The Proposer hereby certifies not to discriminate and to comply with the DISTRICT's
Non-Discrimination provision of this Request for Proposal. The DISTRICT's Commission
Policy on Non-Discrimination requires compliance with applicable Federal and Wisconsin state
laws, regulations and orders relating to equal employment opportunity and non-discrimination.



                                           ______________________________________
                                           Proposer


                                           ______________________________________
                                           Signature


                                           ______________________________________
                                           Title


                                           ______________________________________
                                           Date
                                     ATTACHMENT D

                        Equal Employment Opportunity Data Form

                       AVAYA PHONE SYSTEM MAINTENANCE

                                  PROPOSAL NO. P-2536

Below please provide the Milwaukee Metropolitan Sewerage District with the total number of
females and minorities employed by your firm. In addition, we require you to state the percent
of minorities and females that are available in the labor market from which you draw your
workforce. These figures may be obtained from your local Job Service, State Labor Department
or the U.S. Census Bureau.
Any questions you have may be addressed to Jose Galvan, the DISTRICT’s Small, Minority and
Women Business Coordinator, at (414) 225-2238.
DATA:

A.   Total number of Employees                         .

B.   Total Number of Minorities                         \               %.

              Hispanic                                  \               %.
              Black                                     \               %.
              Native American                           \               %.
              Asian                                     \               %.

C.   Total Number of Females                            \               %.

              Hispanic                                  \               %.
              Black                                     \               %.
              Native American                           \               %.
              Asian                                     \               %.

D.   Labor Market Availability: Minorities             %, Females               %.

Please use the total number of employees as base when calculating percentage for each group.
FIRM NAME: ___________________________________________________
ADDRESS:      ___________________________________________________
CITY/STATE:___________________________________________________
CONTACT PERSON:         ___________________________________________________
TELEPHONE NO:            ___________________________________________________
NOTE: The 2008 Milwaukee Metropolitan Statistical Area labor market availability
figures are: Minorities 20%, Females 48%.

                                Submit this form with Proposal


                                      ATTACHMENT D
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