Request For Proposal - Aurora Public Library

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Request For Proposal - Aurora Public Library Powered By Docstoc
					             AURORA PUBLIC LIBRARY


       PROPOSALS DUE OCTOBER 14, 2011 AT 3:00 P.M.

                   Aurora Public Library
                       Business Office
                    1 East Benton Street
                      Aurora, IL 60505

                     Aurora Public Library
The Aurora Public Library is pleased to invite you to submit a proposal for:

Title: Replacement of Telephone System

RFP Due Date: October 14, 2011 by 3:00 p.m. local time at Aurora Public Library, Business
Office, 1 East Benton Street, Aurora, IL 60505.

The Aurora Public Library is requesting proposals for a telecommunication system for their
existing four-building system

Note the following:
 A non-mandatory pre-proposal meeting and walkthrough on Tuesday, October 4, 2011 at 1:00
p.m. in the Multipurpose Room (Lower Level, Main Library)

Required documents:
 Signed Proposal Form
 Affidavit of Compliance
 Insurance Certificate

We sincerely hope that you take the time to review the specifications and submit a proposal.

If you need additional information, contact us at


      October 4, 2011 AT 1:00 p.m.

Aurora Public Library Multipurpose Room
      (Lower Level, Main Library)

       Proposal Due Date/Time
           October 14, 2011
              3:00 p.m.

         Aurora Public Library
             Business Office
          1 East Benton Street
            Aurora, IL 60505



Proposals must be accompanied by a fully executed Affidavit of Compliance, provided in this package, and shall be
submitted on the forms provided or in an identical format typed by the proposer, properly signed in the appropriate
places, and submitted in a sealed envelope.


All proposals submitted must be received in an envelope by the Business Manager before the time specified for
receipt of proposal. The envelope must be clearly marked "SEALED PROPOSAL" WITH THE RFP TITLE, DATE
DUE, AND TIME OF RECEIPT, written on the front of the envelope. The Business Office Manager, or her
designated agent, will decide when the specified time for receipt has arrived (as determined by the official clock in
the Business Office). Formal sealed proposals, amendments thereto, or requests for withdrawal of proposals after the
time specified for the proposal opening will not be considered.


Proposers shall acknowledge the receipt of any addendum interpreting the specifications on the proposal form.


All questions concerning the RFP shall be submitted to the Library Business Office. Questions requiring a
clarification or interpretation of the specifications shall be submitted to at least 48-
hours prior to the Proposal due date so the Library can issue a response to all Proposers of record in the form of an
addendum. Whenever the answer to a question is contained in the documents, the Proposer shall be directed to the
provision in the specifications that responds to the question.


Unless otherwise specified in the specifications, all formal RFPs submitted shall be binding for forty-five (45)
calendar days following date of receipt.

                                          AWARDING THE PROPOSAL


The Contract will be awarded to the responsible, responsive Proposer, or any other Proposer determined by the
Library to be in the best interest of the Library, who meets or exceeds the criteria and provisions. The Library
reserves the right to reject any or all proposals or to waive any details in proposals received whenever such rejection
or waiver is in the best interests of the Library. The Library also reserves the right to reject the RFP of a Proposer

who has previously failed to satisfactorily perform, has not completed Contracts on time, or whom, upon
investigation shows is not in a position to perform the Contract.

In determining responsibility, the following qualifications will be considered by the Library;

a)   The ability, capacity, and skill of the Proposer to perform the Contract or provide the service required;

b) Whether the Proposer can perform the Contract or provide service promptly, or within the time specified,
   without delay or interference;

c)   The character, integrity, reputation, judgment, experience, and efficiency of the proposer;

d) The quality of performance of previous Contracts or services;

e)   The previous and existing compliance by the Proposer with laws and ordinances relating to the Contract or

f)   The sufficiency of the financial resources and ability of the Proposer to perform the Contract or provide the

g) The quality, availability, and adaptability of the supplies or Contractual services to the particular use required;

h) The ability of the Proposer to provide future maintenance and service for the use of the subject of the Contract;

i)   Proposer's record of experience in this field of endeavor; and, the size and scope required in the proposal's


The Library intends to accept in writing one of the proposals within forty-five (45) days from the date of receipt, or
the time specified within the specifications, unless the awardee extends the time of acceptance to the Library. Notice
of Award will be mailed to all Proposers of record within the time for acceptance specified in the Request for

                                                  CONTRACT AWARDS


By submitting a proposal the Proposer agrees to accept to be bound by the following terms and requirements in any
resulting Contract:


Any resulting Contract will specify as follows:

This Contract may be terminated by the Library at any time upon thirty (30) days written notice, or by either party in
the event of substantial failure to perform in accordance with the terms hereof by the other party through no fault of
the terminating party. This Contract is also subject to termination by either party if either party is restrained by state
or federal law or a court of competent jurisdiction from performing the provisions of this Contract. Upon such
termination, the liabilities of the parties to this Contract shall cease, but they shall not be relieved of the duty to
perform their obligations up to the date of termination. Mailing of such notice, as and when above provided, shall be
equivalent to personal notice and shall be deemed to have been given at the time of mailing.

If this Contract is terminated due to the Library's substantial failure to perform, the Proposer shall be paid for labor

and expenses incurred to date, subject to set off for any damages, losses, or claims against the Library resulting from
or relating to Proposer‟s performance or failure to perform under this Contract.


The Proposer shall, at its expense, secure and maintain in effect throughout the duration of this Contract, insurance of
the following kinds and limits. The Proposer shall furnish Certificates of Insurance to the Library prior to Contract
award and in no case shall any work begin without approved insurance in place. All insurance policies shall be written
with insurance companies licensed to do business in the State of Illinois and having a rating of not less than A IX,
according to the latest edition of the A.M. Best Company; and shall include a provision preventing cancellation of the
insurance policy unless fifteen (15) days prior written notice is given to the Library. This provision shall also be stated
on each Certificate of Insurance as, "Should any of the above described policies be canceled before the expiration
date, the issuing company will mail 15 days written notice to the certificate holder named."

The limits of liability for the insurance required shall provide coverage for not less than the following amounts, or
greater where required by law.

(A) Commercial General Liability:

Coverage is to include: 1) Premise/Operations, 2) Products/Completed Operations, 3) Independent Contractors, 4)
Broad Form Property Damage, 5) Contractual, and 6) Personal Injury.


General Aggregate:                   $2,000,000.00

Products/Completed Aggregate:        $1,000,000.00

Each Occurrence:                     $1,000,000.00

Personal Injury:                     $1,000,000.00

Coverage is to be written on an "occurrence" basis. Products/Completed Operations coverage is to remain in force
for a period of two (2) years after the completion of the Contract. Cover all claims arising out of the Provider's
operations or premises, anyone directly or indirectly employed by the Provider, and the Provider's obligations under
indemnification under this Contract.

(B) Worker’s Compensation:

Shall be in accordance with the provisions of the laws of the State of Illinois, including occupational disease
provisions, for all employees at the site of the project, and in case work is sublet, the Provider shall require each of
its Subcontractors similarly to provide Worker's Compensation Insurance. In case employees engaged in hazardous
work under this Contract at the site of the project are not protected under the Worker's Compensation statute, the
Proposer shall provide, and shall cause each of its Subcontractors to provide, adequate and suitable insurance for the
protection of employees not otherwise provided.

(C) Comprehensive Automobile Liability:

Coverage is to include all Owned, Hired, Non-owned vehicles, and/or trailers and other equipment required to be

Combined Single Limit:      $1,000,000.00

(D) Umbrella:

Combined Single Limit:      $2,000,000.00

The Aurora Public Library shall be named as additional primary non-contributory insured on all insurance
policies except Workmen’s Compensation and Professional Liability.

The Proposer understands and agrees that, except as to professional liability, any performance bond or insurance
protection required by this Contract or otherwise provided by Proposer, shall in no way limit the responsibility to
indemnify, keep and save harmless, and defend the Library as herein provided.


Any drawings and other documents prepared by the Proposers as part of their proposals and/or made pursuant to any
resulting Contract for the Project shall be the property of the Library. Subject to the disclosure requirements of the
Freedom of Information Act, any drawings and other documents prepared for the project shall not be released to any
third party without the prior written approval of the Proposer.

All documents, including without limitation, drawings, specifications, and computer software prepared pursuant to
any resulting Contract are instruments of service with respect to the Project.


Any resulting Contract will specify as follows:

The Proposer shall indemnify and hold harmless the Library, its officers or employees from any and all claims, suits,
actions, costs, and fees, including attorney fees, of every nature or description arising from, growing out of, or
connected with the performance of this Contract because of any negligent act or omission, neglect, or misconduct of
the Proposer, its employees and agents, or any of its subcontractors. Except as to professional liability, such
indemnification shall not be limited by reason of the enumeration of any insurance coverage herein provided.

The Proposer shall be responsible for any and all damages to property or persons and for any losses or costs to repair
or remedy construction as a result of any negligent act or omission, neglect, or misconduct in the performance of its
work and shall indemnify and hold harmless the Library, its officers, agents and employees from all suits, claims,
actions or damages of any nature whatsoever resulting therefrom.

Acceptance of the work will not relieve the Proposer of the responsibility for subsequent correction of any such
errors, omissions and/or negligent acts or of its liability for loss or damage resulting therefrom. Except as to
professional liability, these indemnities shall not be limited by the listing of any insurance coverage.
The Proposer shall not be responsible for any delay in the performance or progress of the Project, or liable for any
costs or damages sustained by the Library resulting from such delay, caused by any errors, omissions and/or
negligent acts of the Library or its agents, or as a result of any federal, state or regulatory authority, or riot or civil
commotion, or by any other cause beyond the Proposer's control. In the event of such delay, the Proposer will
proceed with due diligence to alleviate the delay and continue the performance of its obligations under this Contract.

The Proposer shall not be responsible for any damages which may occur as a result of any modifications made to the
plans of the Proposer by others without the Proposer's knowledge, or for damages which may occur because of the
improper or negligent acts of third parties.

The Library will release and hold harmless the Proposer for delays or losses experienced by the Library or others
which result from the discovery of concealed conditions which require additional design, disposal, mitigation or other
remedial action. When such discovery warrants the need for additional services, those services will be considered.


Any resulting Contract will specify as follows:

The Library and the Proposer each bind themselves and their partners, successors, executors, administrators and
assigns to the other party of this Contract and to the partners, successors, executors, administrators and assigns of
such other party in respect to all covenants of this Contract. Except as above, neither the Library nor the Proposer
shall assign, sublet or transfer his interest in this Contract without the written consent of the other. Nothing herein
shall be construed as creating any personal liability on the part of any office or agent of any public body which
may be a party hereto, nor shall it be construed as giving any right or benefits hereunder to anyone other than the
Library and the Proposer.


Any resulting Contract will specify as follows:

Neither the Proposer nor the Library shall be responsible for any delay caused by any contingency beyond their
control, including, but not limited to: acts of God, war or insurrection, strikes or lockouts by the parties‟ own
employees, walkouts by the parties‟ own employees, fires, natural calamities, riots or demands or requirements of
governmental agencies.


Any resulting Contract will specify as follows:

The nature and the scope of services specified in this Contract may only be modified by written amendment to this
Contract approved by both parties. This Contract may be modified or amended from time to time provided, however,
that no such amendment or modification shall be effective unless reduced to writing and duly authorized and signed
by the authorized representative of the Library and the authorized representative of the Proposer.


Any resulting Contract will specify as follows:

The Proposer shall perform all of the provisions of this Contract to the satisfaction of the Library. The Library shall
base its determination of the Proposer's fulfillment of the scope of work in accordance with accepted professional


Any resulting Contract will specify as follows:

This Proposal shall be governed by the laws of the State of Illinois. Venue for any action related to this Proposal
shall be in the Circuit Court for the 16th Judicial Circuit, Kane County, Illinois.


Any resulting Contract will specify as follows:


The Proposer shall cooperate with the Library and provide the Library, when requested, with access to data,
information and documentation pertaining to the work. Library requests for information may be based on requests

from federal or state regulatory agencies, other governmental agencies, courts of law, consultants hired by the
Library or other parties, which in the Library‟s opinion, require the information.

Data, information and documentation will include, but not be limited to, original estimate files, change order
estimate files, and detailed worksheets; subcontractor and supplier proposals for both successful and unsuccessful
bidders; all project related correspondence; subcontractor and supplier change order files (including detailed
documentation covering negotiated settlements); back-charge logs and supporting documentation; any records
detailing cash, trade, or volume discounts earned; insurance proceeds, rebates, or dividends received; and any other
supporting evidence necessary to substantiate charges related to the Contract (both direct and indirect costs,
including overhead allocations as they may apply to costs associated with the Contract).

The Proposer will provide the Library with copies of all requested records in electronic format (if available) as well
as hard copy.

The Proposer shall retain and preserve all information relating to the work for a period of at least four (4) years from
the date of the completion of the work.

The Library will have the right to audit any records necessary to permit evaluation and verification of Contractor
compliance with Contract requirements throughout the term of the Contract and for a period of four years after final
payment, or longer if required by law.

The Library will have the right to interview any of the Proposer's current and former employees, as related to this
Contract, during the audit.

The Proposer will provide the Library with adequate and appropriate workspace, with access to photocopy
machines, during the audit.

The Proposer will include in its subcontracts a provision granting the Library the right of audit provisions against
subcontractors as contained in this article.

                    Telephone System Procurement
                  The Aurora Public Library, Aurora IL
                                       September 23, 2011

The Aurora Public Library is seeking to upgrade or replace its current Telephone System.

An original and six (6) complete copies of the proposal must be submitted to:

                                    Aurora Public Library
                                        Business Office
                                     1 East Benton Street
                                       Aurora, IL 60505

Questions concerning the RFP must be submitted in writing to:

Proposals must be received by 3:00 PM, Central time, October 14, 2011, and pricing must be
valid for 45 days after that date.

               TABLE OF CONTENTS






SECTION VI     PRICING OPTIONS               30



SECTION VIII   PROPOSAL FORM                 37




Instructions to Proposers

1.1     General - The Aurora Public Library is seeking a state-of-the-art, highly reliable Administrative Telephone
system which will provide superior service at a reasonable cost.

1.2.    Background - Currently the Library uses a hybrid system that consist of Fujitsu 9600s and Avaya S8300
Media Gateways at each Library Facility. The Library utilizes an extensive private fiber optic owned and managed
by the Aurora Public Library. It is the intent of this procurement to leverage the fiber optic network.

1.3      System Proposals - Under this procurement, Aurora Public Library will accept proposals for two (2)
systems: Option 1) to upgrade the current hybrid system and Option 2) to replace the system. The systems must be
Voice over Internet Protocol (VoIP) systems. Aurora Public Library has examined the telecommunications options
available in the marketplace and has determined that its long-term telecommunications requirements can be met
through this option.

Each of the systems is to provide the following features and applications:

1.3.1. Capable of supporting ISDN PRI and other traditional inbound and outbound Public Switched Telephone
Network (PSTN) services;

1.3.2. Configurations to allow the option for survivability

1.3.3. Capable of providing shared access to local inbound and outbound, long distance inbound and outbound, and
services provided by carriers selected by Library;

1.3.4. Capable of providing wireless voice and data services;

1.3.5. Capable of providing unified messaging services;

1.3.6. Capable of providing analog station ports to be used for analog devices such as fax machines, modem, etc.
Should the analog gateways traverse the IP network it is necessary for them to support T.38 to ensure quality fax
transmission. Explain how the proposed analog telephones are supported by the common control call telephony
service. Specify the required intermediary hardware elements for control signaling transmission. List the number of
circuit terminations per circuit board, media gateway, and module.

1.3.7. Capable of providing auto-attendant and dial-directory (dial-by-name) functionality;

1.3.8. Capable of providing Automatic Call Distribution;

1.3.9. Capable of providing the hardware and software tools necessary to allow the Library and the Proposer to
effectively manage and/or maintain the communications system;

1.3.10. Capable of interconnection to the Library-owned private fiber optic network, as well as network obtained
from potential local exchange carriers;

1.4. Initial Design Network Configuration - Table 3.3.1 depicts the network configuration on which the specified
components, features and functionality of this RFP are based for the Library. The Library is open to other ideas
and options relative to network configuration. The pricing table in Section 6 must be based on this configuration.
Other Proposer-recommended configurations will be reviewed, but any alternative configurations must be priced as

1.5. Initial WAN Configuration – Aurora Public Library

1.5.1. Section 8 depicts the WAN configuration as it exists. The Proposer will be required to work with the library to
provide the configurations needed to accommodate the requirements of the RFP. The Proposer will be required to
re-use the existing connections that the library already has in place. These include four (4) „Ground Start‟ lines at
each building.

1.5.2 If the existing connections cannot be re-used, the proposer must justify why the existing connections cannot be

1.6. Time Table – The Library anticipates the following events in this procurement:

1.6.1. Provider selection process completed approximately October 21, 2011
1.6.2. Provider proposal completed approximately October 28, 2011
1.6.3. System implementation beginning approximately November 11, 2011

1.7. Configuration - Sections 2 and 3 of this RFP provide sizing, component, feature, and function specifications
necessary for the Proposer to develop system pricing that must be detailed in Section 6. However, all Proposers
should note the following:

1.7.1 The component quantities detailed in Section 2 and 3 are not necessarily the final quantities the Library will
purchase. Exact quantities may increase or decrease subsequent to the release of this document.

1.7.2 While the pricing information provided in response to Section 6 will be used to evaluate the various proposals
received, the Library will not necessarily enter into a Contract for those quantities upon Contract award, however the
detailed component pricing must be valid through April 1, 2012. Component price decreases are acceptable, but
price increases will not be allowed.

1.7.3 The selected Proposer must review station choices by the Library. This station review process will identify the
following: The type and quantity of all telephone stations, by user location, to be installed for users during the
implementation process; The telephone station programming, by user, including, but not limited to, telephone numbering,
programmed features, call flow and voicemail capability; The PSTN network interface information by user location to provide for local, long distance, E911, and
intra-organization calling;

1.7.4 The information developed through the station review process will be provided to the Library both
electronically and in hard copy. The selected Proposer will detail the design to the Library and gain Library
acceptance before proceeding with the development of a final Contract. Implementation will follow.

1.7.8 The Library will not be responsible for any equipment order placed by the Proposer prior to the completion
and acceptance of the station review process.

1.8. Proposers’ Meeting
The Library will host one Proposers‟ Meeting and walkthrough on Tuesday, October 4, 2011 at 1:00 p.m. in the
Aurora Public Library Multipurpose Room. Questions from the meeting will be recorded and the questions and
answers will be posted at website URL designated by the Library.

1.9. Intent of Request-for-Proposal

The primary intent of this document is to provide the Proposer with reference point to design a complete
Administrative Telephone System that will satisfy the objectives of the Library. The specifications provided herein
are intended to facilitate the communications of the requirements of the Library, and are to be considered as the
minimum requirements. These specifications do not relieve the Proposer of any responsibility for providing a
technically and operationally workable system.

1.10. Format of Proposal and Contract

1.10.1. The proposal should follow the same outline as this RFP. Thus, each numbered section should have an
appropriate response such as “read and understood” or the pertinent information requested.

1.10.2. The Proposer should address each point listed in the document directly below the numbered point. In this
way, the Library will be able to discuss the specific information requested, and review the specific response without
a cumbersome matching process. This includes all sections and points in this RFP.

1.10.3. The Proposal shall include a copy of the Proposer‟s standard contract language for both purchase contracts
and maintenance contracts. First year maintenance is defined as a warranty, and must be included in the purchase
price. Maintenance costs for years 2 through 7 must also be included.

1.11. Evaluation Criteria

All proposals will be evaluated on the following: Technical Configuration, Proposer References, Proposer
Background & Experience, and the overall cost of the proposed solution.

2. Data Network Requirements

2.1. Overview

The Library WAN is currently is a private fiber network owned and maintained by the City of Aurora.

The Proposer should include all network engineering necessary to design and configure the existing and newly
procured components of the VoIP environment.

2.2. WAN Components

2.2.1. The Proposer is not required to provide any data networking connectivity hardware or software to support the
Library WAN. The Library will provide all necessary hardware, software and connectivity.

2.2.2. The Proposer will be required to implement Quality of Service (QoS), Priority Queuing, and Tagging as
appropriate for the Library.

2.2.3. Three of the Locations, Eola Road Branch, West Branch and the Church Road Facility will require survivable
capabilities, through the „Ground Start‟ lines should their main connection to the call processors be severed.

2.2.4 List and explain all survivability options provided with or through the proposed system. What interfaces,
protocols, hardware, and software is required to make this survivability occur? (Trunks, ground start lines, POTS
lines, etc…) If the option includes the use of a Session Initiation Protocol (SIP) Provider, does the provider support SSL
communications through either the use of a certificate-based solution or through the use of a Virtual Private
Network (VPN) connection.

2.3. Network Switches

The Proposer will be responsible for the physical installation of all switches and all VoIP-related switch
configurations. Provide power requirements and NEMA plug configurations for all proposed equipment.

2.4. Equipment Management Solution

For the purposes of this proposal, assume that the Library owns and maintains a LAN/WAN SNMP management
system that monitors all WAN equipment. The Proposer will provide an equipment management solution (EMS) or
solutions for the Library to support the VoIP implementation. The equipment management solutions will consist of
all required hardware and software that will manage the configuration of all Library VoIP network components. The
EMS will have the following minimum requirements:

2.4.1. Scheduled software updates – deploy image and configuration updates to user-specified groups of devices
without user intervention;

2.4.2. Change control with time stamping for the last configuration change;

2.4.3. Ability to log all configuration changes by individual users;

2.4.4. Automatic updates to the EMS for any changes to the device configuration data made through command-line
or SNMP management processes;

2.4.5. Quality of Service configuration of user-specified groups of devices;

2.4.6. Status Monitoring – device and component status reporting;

2.4.7. Reporting – device, component, and link status and statistics reporting, including jitter, delay, and lost packets;

2.4.8. Alarm Management – customizable alarm management and error reporting under user-specified conditions
including, but not limited to, event notification via e-mail, running of script, or audible alerts;

2.4.9. Support for multiple users with security that allows users to login to the application and be granted different
levels of access to application features;

2.4.10. Provide hardware and software support for the EMS, to include parts, labor, loaner equipment, periodic
software updates, and telephone technical support and troubleshooting for a minimum of two years from the
acceptance date of the system;

3. Voice Requirements

3.1. Aurora Public Library - System Locations – Overview - The Aurora Public Library is upgrading/replacing
its existing telephone service at the locations detailed in Table 3.1 and Section 3.2. Under this procurement the
Library will accept proposals for a VoIP solution IP network connectivity, from any manufacturer capable of
meeting both the voice and data communications requirements detailed in this proposal.

                                        Table – 3.1 - Library Locations

Main Library                                                1 East Benton Street, Aurora, IL 60505
Eola Road Branch                                            555 South Eola Road, Aurora, IL 60504
West Branch                                                 233 South Constitution Drive, Aurora, IL 60506
Church Road Facility                                        1100 Church Road Suite 10, Aurora, IL 60505

3.2. System Configuration – Current - Voice communications service today for the Library is primarily provided
through a hybrid system of Avaya S8300 Media Gateway and Fujitsu 9600 PBXs.

3.2.1 Main Library
PRI circuit for incoming DID and outgoing calls. 1 Avaya S8300 Media Gateway and 1 Fujitsu 9600. Four (4)
„Ground Start‟ lines for redundant outgoing calls.

3.2.2 Eola Road Branch
1 Avaya S8300 Media Gateway and 1 Fujitsu 9600. Connectivity to the Main Library is provided by the private fiber.
Four (4) „Ground Start‟ lines for redundant outgoing calls.

3.2.3 West Branch
1 Avaya S8300 Media Gateway and 1 Fujitsu 9600. Connectivity to the Main Library is provided by the private fiber.
Four (4) „Ground Start‟ lines for redundant outgoing calls.

3.2.4 Church Road Facility
1 Avaya S8300 Media Gateway and 1 Fujitsu 9600. Connectivity to the Main Library is provided by a single T-1 line.
Four (4) „Ground Start‟ lines for redundant outgoing calls.

3.3. System Configuration – Library Quantities for Purposes of the RFP

3.3.1. The proposed system must be configured to provide the quantities detailed in Table 3.3.1

                            Table 3.3.1 - Aurora Public Library Requirements

                   Site                             POE Ports                No. Switches            Telephone Sets
Main Library                                  72                         4                      63
Eola Road Branch                              56                         2                      38
West Branch                                   32                         2                      18
Church Road Facility                          48                         1                      24

3.4. Telephone station requirements

3.4.1. Type 1 – A single-line station with message waiting indication, key access to message retrieval, conference,
forward, transfer, and hold capabilities, with capability to listen via speakerphone, but not respond.

3.4.2. Type 2 – A minimum of 2 lines and 8 programmable keys, plus fixed or flexible feature keys for message
retrieval, conference, forward, transfer, and hold capabilities; message waiting notification; headset connectivity; a
multi-line display and full-duplex speakerphone capability.

3.4.3. Type 3 – A minimum of 4 lines and 8 programmable features, plus fixed or flexible feature keys for message
retrieval, conference, forward, transfer, and hold capabilities; message waiting notification; headset connectivity; a
multi-line display and full-duplex speakerphone capability. Capability for adding sidecar with off-hook indicators.

3.4.4 Type 4 – Console Phone minimum of 4 lines with a call hold button, transfer button. Capability for adding
sidecar with off-hook indicator for each station in the building.

3.4.5 Type 5 – A minimum of 2 lines and 8 programmable features, plus fixed or flexible feature keys for message
retrieval, conference, forward, transfer and hold capabilities; message waiting indicator, headset connectivity, a
multi-line display and full-duplex speakerphone capability. Station must be capable of having removable handset
that is cordless and can be taken away from base station up to 200 feet. Cordless technology is required to NOT
utilize 802.11 standards for transmission.

3.4.5. All telephone sets must be provided with a 10/100/1000 Mb/s Ethernet port.

3.4.6. Section 6 will require pricing on all models of currently available station equipment.

3.5 Telephone Station Type and Quantity per building

Note: The quantities below are an approximation and may not reflect the final quantity of each handset purchased by
the Library.

                                 Table 3.5.1 – Type of Stations per building

                                Stations Analog Stations   Total Stations
 Main Library                         63                 2                                           65
 Eola Road Branch                     38                 2                                           40
 West Branch                          18                 1                                           19
 Church Road Facility                 24                 0                                           24
 Total                                143                       5                                148

                                Table 3.5.2 – Type of handset per building

             Main Library      Eola Road Branch        West Branch        Church Road Facility         Totals
 Type 1                14                    13                  5                        0                  32
 Type 2                37                    20                 10                      22                   89
 Type 3                 7                     1                  1                        1                  10
 Type 4                 1                     1                  1                        0                   3
 Type 5                 4                     3                  1                        1                   9
 Totals                  63                       38                18                      24              143

3.6. PSTN Trunking Requirements

3.6.1. The proposed system must allow ISDN PRI circuits to terminate directly into network equipment. The intent
is to utilize PRI as the primary inbound /outbound local service facility. Equipment shall also allow for POTS lines
to be terminated.

3.6.2. The systems must be configured to provide analog trunking, as detailed by location in Tables 3.3.1. The
analog trunks will provide back-up connectivity in the event of a PRI failure. The analog trunks must work
interactively with the PRI services such that the analog facilities are part of the normal inbound/outbound traffic

3.6.3. Each location as indicated in Table 3.3.1 will have additional analog facilities not associated with the
proposed system, to provide PSTN access in the event of a PRI, WAN, call processor, router, or any other hardware
or software failure of the system.

3.7. Required Features

Does the proposed communications system support each of the user features listed below? Specify any features that
are not included as part of the standard call-processing software package.

Identify any of the features listed below that require additional hardware and/or software because they are not
included as part of the standard software package.

1)    Add-On Audio or Video Conference (five party or more)
2)    Automatic Intercom
3)    Bridged Call Appearance
4)    Call Coverage (Programmed)
5)    Time of Day/Day of Week Call Programming
6)    ANI/DNIS/CLID Call Programming
7)    Internal Caller ID Programming
8)    External Caller ID Programming
9)    Call Forwarding – All Calls
10)   Call Forwarding – Busy/Don‟t Answer
11)   Call Forwarding – Follow Me
12)   Call Forwarding – Off Premises
13)   Call Hold
14)   Call Park
15)   Call Pickup – Individual
16)   Call Pickup – Group

17)   Call Transfer
18)   Speed Dialing
19)   Dial by Name
20)   Distinctive Ringing
21)   Do Not Disturb
22)   Elapsed Call Timer
23)   Emergency Access to Attendant
24)   Executive Access Override
25)   Executive Busy Override
26)   Facility Busy Indication
27)   Group Listen
28)   Hands-Free Dialing
29)   Hands-Free Answer Intercom
30)   Incoming Call Display with Caller ID
31)   Intercom Dial
32)   Last Number Redialed
33)   Line Lockout
34)   Group Paging to all phones
35)   Malicious Call Trace
36)   Manual Intercom
37)   Message Waiting Activation
38)   Multi-Party Assisted Conference with Selective Call Drop
39)   Music On Hold
40)   Off-Hook Alarm
41)   Paging/Code Call Access
42)   Personal Co Line (Private Line)
43)   Personal Speed Dialing
44)   Personalized Ringing
45)   Extension Privacy
46)   Recall Signaling
47)   Ringing Tone Control
48)   Send All Calls
49)   Store/Redial
50)   Trunk-to-Trunk Connections
51)   Hotdesking
52)   Call History
53)   User Dial out PIN

3.7.2 Optional Features.

The following features are desired but are not required. List the hardware and software needed if these are not a
standard feature in section 6. One-button call recording on the telephone station for malicious call recording. Ability to send one voice message to a pre-determined list of numbers in an automatic fashion. (Emergency
closing, etc.) (“Voicemail Blast”) Application Programming Interface (API) access to be used for potential automatic processing of
information in a method to be determined by the library.

                                             Table 3.7 Optional Features

         Optional Feature                            Description                                  Price

3.8. Quality of Service (QoS) Testing - Describe the process of QoS testing that will be used to ensure the superior
voice transmission performance of the proposed system. Clearly define the task to be performed by the Proposer‟s
implementation team, and the involvement of the Library. Be specific about any network utilization information the
Library may be required to provide.

3.9. Required Automatic Call Distributor (ACD) Features – The Library requires the proposed telephone system
to be equipped with the following required ACD features. For each feature listed, indicate if the feature is “standard”
or is “optional”. Due to the wide variety of system features, it is possible that the proposed system might not have all
the features listed below. If this is the case, provide a detailed explanation on any alternatives available in the
proposed systems to provide similar functionality.

3.9.1. ACD Reporting - Include complete feature documentation, LAN compatibility information, archiving
capability, and report generation capability for a basic system to support 12-30 agents.

3.9.2. Announcements A single ACD split must be able to answer for multiple customers and multiple applications. The Library is
interested in supplying customized caller announcements in queue, based on the called number. Each ACD group detailed in Tables 3.3.1 and Section 3.8 must provide for at least three individualized
recorded announcements.

3.9.3. Conditional Routing Clearly define the capabilities of the proposed system to provide complex routing based on preprogrammed
conditions. Specifically address routing based on time-of-day, day-of-week, traffic considerations, IVR-provided
information, etc. Detail any limitations or maximum parameters, such as routing steps.

3.9.3 Dialed Number Identification Service (DNIS) Conversion to Alpha Display - A single ACD split may answer
for multiple users and multiple applications. Rather than display the actual dialed number on the agent's display
screen, the Library is interested in displaying a preprogrammed alpha stream, such as the client company's name, or
the product name. Is there any limitation on the number of characters that can be displayed?

3.9.4. Real-time Changes - Describe the capability of the proposed system to make real-time software feature, agent,
and routing changes to the ACD. Are there activation delays? If so, how long and affecting what type of feature and
routing changes?

3.10. Physical requirements

3.10.1 All infrastructure equipment must be rack-mountable. Provide the number of rack unit spaces required.

3.10.2. All servers must have redundant dual power supplies. Each power supply must be of sufficient capacity to
meet the entire load requirement.

3.10.3. Provide current, load, and voltage requirements of the infrastructure equipment.

3.10.4. Provide electrical connection requirements (NEMA plug style) for all infrastructure equipment.

3.10.5 Provide heat dissipation specifications for all infrastructure equipment.

3.10.6 Provide environmental requirements for all infrastructure equipment.

3.10.7 What is the tested reliability regarding the physical hardware? (E.G., 99.999% uptime, etc…).

3.11. Disaster Recovery Issues

3.11.1. System Outages When software maintenance is performed on the system, is a reboot required? Typically, what will the duration of a system reboot be for a system of this size? What, if any, manual intervention is required for a reboot? Describe the processor failover procedure.

3.11.2. Disaster Back-up Service
Indicate the resources available to restore service promptly if the equipment is damaged by a disaster such as fire,
flood, etc., or after a total system failure.

3.11.3. Software Back-up & Restoration
Describe the process for downloading the system software to a back-up media. What is the recommended media? Do
you provide the media? Is the back-up process manual or automatic? Do you provide a remote back up for the
telephony programming, voicemail programming, or both? Can they be backed-up simultaneously using the same
media? As part of a maintenance Contract will your personnel perform the backups and maintain off-site copies?

3.12. E911 Compatibility

3.12.1. Describe how the proposed system will provide street address information to the local PSAP. Include any

costs - software, equipment and/or telephone utility – required to accomplish this notification in Section 6. It will be
the responsibility of the selected Proposer to provide for this capability and demonstrate to the Library, through live
testing, this capability is operative prior to system cutover.

3.12.2. Provide specific documentation indicating how your proposed system complies with all E911 regulations of
the FCC and the State of Illinois, specifically 50 ILCS Act 750 for buildings over 40,000 square feet. How can the
proposed system provide for E911-location notification by station number? As an option in Section 6, provide the
necessary hardware and software to provide this feature. Include all relevant telephone utility costs.

3.13. System Management - The following System Administration features and capabilities, or functional
equivalents, must be provided as part of the proposed system. These features must be available at all locations of the

3.13.1. Multiple Users - The system must interface to the Library‟s Local Area Network (LAN) and allow for access
and change capability for multiple, simultaneous users.

3.13.2. Levels of Integration - System must also provide access to voicemail and ACD systems for software changes
and programming.

3.13.3. Printing Faceplates – If the proposed telephone sets necessitate face-plate changes to identify programmed
features, the system must provide the necessary software to allow the system to print the faceplate or button
designation strips associated with all types of proposed telephone sets.

3.13.4. Inventory Information - The system must provide inventory information on the number and type of telephone

3.13.5. Alarm Notification – The system must provide an alarm system that notifies both the remote maintenance
center described in Section 5.15, and the Library, if certain Library-programmed system performance thresholds are

3.13.6. Recent & Past Change History - The proposed system must provide documentation on both recent changes to
an element of the system (station, trunks, etc.) and all past changes to an element of the system.

3.14. Handset and Line Cords, and Wall Mount Kits

3.14.1. The Library may require the use of 25‟ handset and 25‟ line cords, and wall mount kits for a significant
number of telephone sets.

3.14.2. Indicate the pricing for these longer cords and include three (3) wall mount kits in your proposal as a

3.15. Training

3.15.1. Include in your proposal a detailed explanation of the training you will provide for station users, as well as
the system administrators. Indicate on which functions the system administrator will be trained.

3.15.2. The system pricing detailed in Section 6 must include, for the Library: Classroom training, on operational telephones, led by Proposer-provided instructors, for a minimum of 100
users. System programming, reporting, management, and configuration training, led by Proposer-provided
instructors, for 4 management personnel.

3.16. Acceptance - The Library requires an acceptance period of at least 30 days subsequent to the completion of
the timetable described in Section 1.7. During this 30-day period the system must perform without major
interruption of services and in compliance with all representations offered in the Proposer‟s proposal. Should the
system fail to perform satisfactorily, the 30-day time frame for acceptance will start over until such time as the system
performance is satisfactory for a period of 30 consecutive days. Final payment will be withheld, and the warranty
period will not begin, until system acceptance.

3.17. Financial Information - Detailed pricing information is needed on the system. Provide the following financial

3.17.1. The response to Section 6 MUST INCLUDE an itemized schedule of all equipment and software for
the proposed system. The pricing quoted must include all activities necessary for a complete, turn-key system,
including, but not limited to: Complete installation of all system components and software; Complete programming of all system components and software; Complete testing of all system components and software prior to system cutover, including QoS testing; PSTN coordination including: Coordination of PRI and analog trunk installation with the PSTN service provider selected by the Library; On-site station reviews and determination of user requirements; Full system configuration documentation provided to the Library to include all station features and
functions, complete trunking configuration information, and complete call flow information by station;

3.17.2. Cost detail for any non-standard features and optional items as detailed in the system specifications;

3.17.3. Any additional charges which apply for taxes, shipping, and handling. Specify dollar amounts;

3.17.4. A recommended payment schedule must be included. The Library will not consider any proposal with a final
payment, due on acceptance of the system, of less than 25%;

3.17.5. Add/delete cost schedule for all system components, software, and station equipment. Details on addition or
deletion of all network components must be included in Section 6. Include both pre-cut and post-cut prices. Indicate
how long the post-cut prices will remain in effect. Pre-cut component pricing must remain in effect through system

3.17.6. Maintenance costs for the system, as configured, after the warranty period must be included in Section 6.
Clearly specify the warranty period for all hardware and software components. Maintenance costs should be
itemized by component. A specific maintenance cost must be clearly itemized for business day service on all
proposed equipment and software.

3.17.7. Equipment Leasing Options – Provide the interest rate and monthly lease rate factor for 3-, 5-, and 7-year
municipal lease options in Section 6.

3.18. References

3.18.1. Provide at least 3 references of similarly installed systems in the greater Chicago area, using the tables
provided below, expanding them as necessary to include all relevant information. The references must be for a

multi-location library with a centralized voicemail system.

3.18.2. Provide a complete listing of all systems specified in section 3.18.1. The Library may elect to independently
contact any of the organizations listed.

3.18.4. Number of Installed Systems - Specify the total number of the proposed system(s) that the Proposer has
installed in the greater Chicago area.

3.18.4. The Library may wish to conduct site visits with one or more of the references provided below.

Reference #1
Customer Name:
Contact Name:
Contact Address:
Contact Telephone Number:
Contact E-mail:
Installation Date of:
Comparative System:
Description of Comparative System –be specific and detailed:

Reference #2
Customer Name:
Contact Name:
Contact Address:
Contact Telephone Number:
Contact E-mail:
Installation Date of:
Comparative System:
Description of Comparative System –be specific and detailed:

Reference #3
Customer Name:
Contact Name:
Contact Address:
Contact Telephone Number:
Contact E-mail:
Installation Date of:
Comparative System:
Description of Comparative System –be specific and detailed:

4. Voicemail System

The Library currently uses an AVST CallXpress Voicemail box running version. 8.1.1. Any proposed telephone
system must either integrate with this voicemail server or provide the same feature set. Section 6 must include, as a
requirement, the cost of the IP Integration module for the Library‟s AVST CallXpress Voicemail system, if the
proposal includes the integration the existing voicemail system.

If the proposer is opting for a replacement the following features are a requirement:

4.0.1    Capability of providing multiple general delivery mailboxes with the option of multiple schedules.
4.0.2    Capability to provide the caller a menu;
4.0.3    Capability to schedule holidays and closed days;
4.0.4    Capability to deliver messages to a per-building mailbox when the library is closed;
4.0.5    Capability to allow end user to change user access code;
4.0.6    Capability to allow message replay;
4.0.7    Capability to retrieve recently deleted messages;
4.0.8    Capability to report on activity by mailbox, including timestamps;
4.0.9    Immediately light a message-waiting lamp on the appropriate telephone when a message has been taken.
4.0.10   Automatically turn the message-waiting lamp off when all the messages have been heard and/or delivered.
4.0.11   If the caller does not wish to leave a message, the proposed system must allow the caller to escape from the
         voicemail system to a pre-programmed extension number. The system must allow for multiple targets for
         these “escape” calls. Does the proposed system have any limitation on the number of targets per system?
         Can the target be a telephone number outside the proposed system?
4.0.12   If the caller does not wish to leave a message, the proposed system must allow the caller to dial another
         extension of their choice.
4.0.13   Allow an external caller to finish a message by simply hanging up. Systems that require the caller to touch
         a key on the telephone pad to save a message will not be considered.
4.0.14   Archive Messages - Describe the options for archiving stored messages and the process to accomplish this
         function. Clearly define the tasks of both station users and system administrators in the archiving function.
4.0.15   Changeable Passwords Can the user change passwords? Can the user be forced to change passwords? What is the minimum password length? Maximum?
4.0.16   Skip Forward Through Messages
4.0.17   Personalized Greetings – Multiple
4.0.18   Scheduled Delivery of Messages
4.0.19   Remote Access - The system must allow users to access their mailbox from outside of the system without
         the assistance of an operator. Can this be blocked on a station by station basis?
4.0.20   System Administrator Reports - Indicate what types of management and usage reports are available with
         the proposed equipment. Indicate if additional hardware/software is required to generate the management
         and usage reports.
4.0.21   Variable Settings for Maximum Message Length
4.0.22   Caller ID Time and Date Stamp on a message by message basis.

4.1. Fax Server Capability

4.1.1. Does the proposed system offer FAX server integration? If so, provide specific documentation on this offering.

4.1.2. What are the steps involved in the delivery of an incoming FAX?

4.1.3. With what E-mail packages does the FAX server integrate?

4.1.4. Does a user need a FAX number and a telephone number, or can the numbers be shared?

4.1.5. Section 6 must include optional pricing on a Fax Server to eliminate the requirement for separate, analog line,
fax machines. Include cost estimates for various levels of system capacity.

4.2. Message Integration

4.2.1. Describe the proposed system‟s capability to provide for unified, or desktop, messaging. Pricing for unified
messaging for all Library voicemail users must be included in Section 6.

4.2.2. Does the proposed unified messaging software integrate directly with Microsoft Exchange Server? If so,
which version of Microsoft Exchange Server? If so, describe how the product integrates and what mail protocol
options are available.

4.2.3. Provide a discussion of the current state of the technology relative to e-mail integration, fax integration, image
integration, text-to-voice conversion, and voice-to-text conversion. Be specific about currently available offerings
and future enhancements, e-mail packages supported, storage capabilities and limitations, and all relevant
integration and capacity issues.

5. Maintenance and Warranty

5.1. Warranty - Provide a copy of the warranty on the proposed system or a narrative description of the provisions
of the warranty.

5.2. Factory-Trained Personnel - Indicate the number of service personnel in the greater Chicago area who are
factory-trained to maintain the proposed system, including the street address of the service location.

5.3. Qualified Personnel - Indicate the number of service personnel in the greater Chicago area who are qualified to
maintain the proposed system, including the street addresses of the service locations. This should include factory-
trained personnel, personnel trained by the Proposer, and all other individuals who can perform technical services on
the system.

5.4. Service/Support Centers - Provide the locations, and hours of operation, of the service centers to be utilized.

5.5. Spare Parts - Provide a listing of critical replacement parts that are user replaceable that can be kept on-hand to
expedite repairs.

5.6. Maintenance Plans - Provide details on maintenance service arrangements for the proposed system and the
cost for any alternative available including maintenance Contracts and per-call maintenance. Provide the monthly
maintenance Contract price based on the initial equipped configuration including details on how this price is
computed. The Library is capable of performing some basic maintenance routines. Provide information on any
charges associated with Library-provided maintenance.

5.7. Hourly Service Rates - Indicate the hourly rate the Library can expect for service not covered by warranty or
service Contract for each of the proposed systems.

5.8. Maintenance Cost Escalation - Provide the rate at which the maintenance Contract costs are escalated
including any Contractual limits in escalation of costs.

5.9. Modification Lead-Time - Specify the amount of lead-time required for moves, changes, additions, and

5.10. Repair Response Times - Describe the expected and guaranteed response time for “regular” and “emergency”
services. Indicate what you define to be “regular” and “emergency” service. Guaranteed response times of greater
than 4-hours for emergency services, and next business day for regular services, will not be acceptable.

5.11. Service Alternatives - Indicate the provisions for service and spare parts if your business terminates, is
subjected to a strike, or is shutdown for any reason.

5.12. Default - State what recourse is available if the proposed system does not perform as quoted, and the Library
is faced with loss or interruption of service. Be advised that some form of liquidated damages for non-performance
and/or system failure will be required in any final Contract.

5.13. Performance of Maintenance - Clearly identify if the Proposer or a third party will provide maintenance
services. The Library will require the right to reject any third parties or subcontractors under this Proposal, and in
any event, Proposer will be responsible for all maintenance services.

5.14. Remote Maintenance

5.14.1. Provide information on the capabilities of the system to interact with the Remote Maintenance Center (RMC)
of the Proposer.

5.14.2. How does the system notify the RMC of trouble?

5.14.3. What diagnostic capabilities does the RMC have?

5.14.4. Can the Library communicate directly with RMC personnel?

5.14.5. How frequent is the proposed system polled by the RMC for routine maintenance?

6. Pricing Options

Submit pricing along with your proposal, but in a separate sealed envelope. Submit these pages in duplicate.

6.1. Pricing - Expand the following tables as required to provide itemized component pricing for the proposed
system to meet the requirements of the Library. The component name should be clear and understandable, not a
code or stock number. The Discounted Price must be the actual cost the Library will pay for the component, not a
list price with a summary discount at the end. Total Price equals the Quantity times the Discounted Price.

6.1.1. WAN Equipment – Section 2.2. Total Install should include the cost of configuring devices, rack-mounting
equipment, connecting cables, validating connectivity and completing test plans.

6.1.2. Communication Equipment Management Solution – Section 2.4.

                                                   Table 6.1.2
 Component Name            Qty     Discounted Unit            Total      Installed Cost        Total Installed
                                        Cost                  Cost                                  Cost
List All Component
Costs of the System
General Installation
& Training
Taxes – any that are
Total Purchase Price

6.1.3. Telephone System as defined in Sections 2, 3, and 4. Include all required components.
                                                   Table 6.1.3
 Component Name            Qty     Discounted Unit            Total      Installed Cost        Total Installed
                                        Cost                  Cost                                  Cost
List All Component
Costs of the System
General Installation
& Training
Taxes – any that are
Total Purchase Price

6.1.4. Telephone Stations – Provide unit and installation costs for all proposed telephone sets;

                                                    Table 6.1.4

    Model Number                     Unit Cost               Installed Unit Cost           Total Installed Cost

6.1.5. E-911 Station Location Capability – Section 3.12

                                                    Table 6.1.5

 Component Name             Qty     Discounted Unit             Total      Installed Cost          Total Installed
                                         Cost                   Cost                                    Cost
List All Component
Costs of the System
General Installation
& Training
Taxes – any that are
Total Purchase Price

6.1.6. Maintenance Pricing – Section 5

                                                  Table 6.1.6
Component Name                           Qty             Per Unit Monthly               Total Maintenance
                                                         Maintenance Cost                      Cost
List All Component
Costs of the System
Total Maintenance Cost

6.1.7. Optional Equipment

                                                  Table 6.1.7

 Component Name             Qty    Discounted Unit          Total      Installed Cost       Total Installed
                                        Cost                Cost                                 Cost
List All Component
Costs of the System
General Installation
& Training
Taxes – any that are
Total Purchase Price

6.2. Lease Rates – Complete the following table for a $1 buy-out municipal lease to finance the hardware/software
costs of the proposed system.

                                         Table 6.2 – Lease Rates

             Term                              Monthly Rate Factor                 Effective Interest Rate
 36 - month term
 60 - month term
 84 - month term

6.3. Library Maintenance - The Library is interested in a long-term maintenance contract. Provide terms,
conditions, and costs for a contract to provide maintenance for five (5) years, 2 through 7 and for three (3) years,
years 2 through 5.

                                     Table 6.3 – Maintenance Cost

           Years                        Terms                      Conditions                       Costs

7. Delivery and Installation

The Library anticipates cutover of all systems to be completed on or about December 15, 2011, and an
implementation process as detailed in Section 1.7. Indicate whether this schedule can be met, and identify the exact
tasks including site preparation that the Library and the Proposer will perform and/or be responsible for in order to
accomplish delivery and installation of the system in this time frame. It is assumed that any task not specifically
stated to be the Library‟s responsibility will be that of the Proposer.

7.1. Implementation Plan - The Proposer must provide a tentative installation schedule within five (5) business
days of Contract award. This plan must clearly identify the tasks and resource requirements of the Library during the
implementation process.

7.2. Risk of Loss - State when the Library assumes risk of loss or damage.

7.3. System Physical Requirements - Indicate the requirements for each Library location for the following:

7.3.1. Floor Spacing

7.3.2. Floor Loading

7.3.3. Wall Space

7.3.4. Environmental factors such as air conditioning, heat output, temperature, humidity, and ventilation.

7.3.5. Minimum size door opening required for equipment movement.

7.3.6. Specify the electrical and grounding requirements for the proposed system. Indicate what modifications will
be needed, if any, at the site to meet those requirements. Unless otherwise stated, the Proposer will be responsible
for all necessary modifications.

7.4. Equipment Reduction - Explain any penalty or liability charge for reducing equipment or telephone instrument
quantities prior to and/or after installation of the proposed system.

7.5. Equipment Delivery - The Proposer will be responsible for making necessary arrangements with the Library
for delivery of equipment to the premises. The Proposer must comply with all building regulations regarding hours,
any delivery rigging and method, and location of equipment delivery.

7.6. Manuals and Brochures - Provide the following as part of your proposal:

7.6.1. Station set user manuals

7.6.2. System administrator manuals

7.6.3. Any other pertinent reference information.

7.7. Manufacturer Relationship - Describe your precise relationship with the manufacturer of the proposed system
(i.e., distributor, branch, common parent, etc.).

7.8. Manufacturer’s Commitment - The Proposer shall make a written commitment to make available
maintenance spares, trained personnel, and software support to fully maintain the system for a period of ten years
from the date of cutover. If the Proposer is other than the manufacturer, then a letter of similar commitment
from the manufacturer must be included in the proposal.

7.9. Warranty - The Proposer must guarantee all of the installation work to be performed and materials to be
furnished under this Contract against defects in materials and workmanship for a minimum period of one (1) year
from the date of final acceptance of the completed work by the Library. The Proposer shall, at its own expense and
without cost to the Library and within a reasonable time after receiving a written notice thereof, make good any
defect in materials and/or workmanship of the installation which may develop during the guarantee period. Any
associated damage to other items and/or finished surfaces caused by the defect shall also be corrected by the
Proposer to the satisfaction of the Library and at no additional cost.

7.10. Test Plan - The Proposer will develop and execute a test plan and final walk through with the Library‟s
project manager in attendance. The test plan and walk through will include:

7.10.1. Testing of all connectivity between switches.

7.10.2. Random testing of port connectivity.

7.10.3. Verification of each VLAN.

7.10.4. Printed copies of all equipment configurations for the Library‟s project manager review.

7.10.5. Conducting a final walk through inspection of the installation with the Library‟s project manager and the
preparation of a punch list of items that need attention prior to final acceptance.

7.10.6. Completion of the punch list items and the request for a final acceptance walk through with the Library‟s
project manager.

7.10.7. Final acceptance of the installation.

8. Network Diagram

                     AURORA PUBLIC LIBRARY
                     REQUEST FOR PROPOSALS
                         PROPOSAL FORM

The Proposer shall also include with its response to this RFP a signed copy of the enclosed
affidavit, as well as literature, samples, etc. as required within the Request for Proposal

The undersigned Proposer, having examined the specifications and other documents, hereby
agrees to supply services as per the attached specifications and to perform other work stipulated
in, required by, and in accordance with the proposal documents attached for and in consideration
of the proposed prices.

The undersigned acknowledges receipt of addendum(s): ______ ______ ______

                                SUBMIT ONE (1) ORIGINAL
                           Five (5) COPIES OF YOUR PROPOSAL

__________________________________________          __________________________________________
FIRM NAME                                           NAME

__________________________________________          __________________________________________
ADDRESS                                             PHONE NUMBER

__________________________________________          __________________________________________
LIBRARY, STATE, ZIP CODE                            FAX NUMBER

__________________________________________          __________________________________________

__________________________________________          __________________________________________
DATE                                                PRINT NAME/TITLE

The Library reserves the right to unilaterally determine whether to require Performance and
Payment bonds or other financial security, based on the nature of the work, and/or the financial
status of the Proposer.

                         AURORA PUBLIC LIBRARY
                      PROPOSER INFORMATION SHEET

        The information below is required to complete your proposal packet.
                                 Type or Print Only

Purchase Order Mailing Information:
NAME:                 _________________________________________________________
ADDRESS 1:            _________________________________________________________
ADDRESS 2:            _________________________________________________________
ADDRESS 3:            _________________________________________________________
STATE:                _________________________________________________________
ZIP-CODE:             _________________________________________________________
PHONE:                _________________________________________________________
FAX:                  _________________________________________________________
PROJECT CONTACT: _________________________________________________________
EMAIL:                _________________________________________________________

Remittance Mailing Information:
NAME:                 _________________________________________________________
ADDRESS 1:            _________________________________________________________
ADDRESS 2:            _________________________________________________________
ADDRESS 3:            _________________________________________________________
STATE:                _________________________________________________________
ZIP-CODE:             _________________________________________________________
PHONE:                _________________________________________________________
FAX:                  _________________________________________________________
FEIN:                 _________________________________________________________


                            AFFIDAVIT OF COMPLIANCE

APPLICANT NAME: __________________________________________________________

        ADDRESS:       __________________________________________________________

        FEIN:          __________________________________________________________

As a condition of entering into a Contract with the Aurora Public Library, and under oath and
penalty of perjury and possible termination of Contract rights and debarment, the undersigned,
(Print or Type) __________________________________________________________________
(the sole owner, a partner, joint venture, The President, the Secretary, etc.) of _________________
(Name of Company),
The party making the foregoing Proposal, and that he has the authority to make any disclosures or
certifications required by this Affidavit on behalf of the Proper and that all the information
contained in this Proposal is true and correct in both substance and fact.

                          DISCLOSURE OF BENEFICIARIES

Section 1. Ordinance 85-193, an ordinance amending Title 1 (Administrative) of the Aurora
Municipal Code, as amended, by adding Chapter 12 thereto requires disclosure of certain
interests by persons applying for permits, licenses, approvals, or benefits from the Aurora Public

A. Nature of Benefit sought by the undersigned

B. Nature of Applicant (Check One)
   1. Natural Person           ______                   4. Trust/Trustee        ______
   2. Corporation              ______                   5. Partnership          ______
   3. Land Trust/Trustee       ______                   6. Joint Venture        ______

C. If applicant is an entity other than described in Section B, briefly state the nature and
   characteristics of the applicant below.
D. If, in your answer to subsection B, you have checked box 1 2 3 4 5 or 6, identify by name
   and address each person or entity who is a 5% shareholder in the case of a corporation, a
   beneficiary in the case of a trust or land trust, a joint venturer in the case of a joint venture, or
   who otherwise has a propriety interest, interest in profits and losses, or right to control such
               NAME                            ADDRESS                  PERCENT OF INTEREST
   1. _________________________________________________________________________

    2. _________________________________________________________________________

    3. _________________________________________________________________________

    4. _________________________________________________________________________

    IMPORTANT NOTE: In the event your answer to Section 1 identified entities other than a
    natural person, additional disclosures are required for each such entity.

The Proposer will comply with the


Section 2: That in connection with this procurement,

A. The bid is not made in the interest of or on behalf of any undisclosed person, partnership, company, association,
organization, or corporation;

B. The Proposer has not in any manner directly or indirectly sought by consultation, communication, or agreement
with anyone to fix the bid price of said Proposer or any other Proposer or to fix any overhead profit or cost element
of such bid price or that of any other bidder or to secure any advantage against the public body awarding the
Contract or anyone interested in the proper Contract;

C. The bid is genuine and not collusive or sham;

D. The prices or breakdowns thereof and any and all contents which had been quoted in this bid have not been
knowingly disclosed by the Proposer and will not be knowingly disclosed by the bidder directly or indirectly to any
other bidder or any competitor prior to opening;

E. All statements contained in such bid are true;

F. No attempt has been made or will be made by the bidder to induce any other person or firm to submit a false or
sham bid;

G. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to
submit a bid for the purpose of restricting competition;

Section 3. The undersigned further states that: (circle A or B)

A. He is the person in the bidder's organization responsible within that organization for the decision as to the prices
being bid herein and that he has not participated, and will not participate, in any action contrary to paragraphs A
through G, in Section 2, above; or

B. He is not the person in the bidder's organization responsible within that organization for the decision as to the
prices being bid herein but that he has been authorized to act as agent for the persons responsible for such decision
in certifying that such persons have not participated, and will not participate, in any action contrary to paragraphs A
through G, in Section 2, above and as their agent does hereby so certify; and

C. That he has not participated, and will not participate, in any action contrary to paragraphs, in Section 2, A through
G above.

Section 4. The undersigned certifies that the bidder has never been convicted for a violation of State laws
prohibiting bid rigging or bid rotating.


Section 5. The undersigned will publish a statement:

A. Notifying employees that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled
substance is prohibited in the aforementioned company‟s workplace;
B. Specifying the actions that will be taken against employees for violations of this prohibition;

C. Notifying the employees that, as a condition of their employment to do work under the Contract with the Aurora
Public Library, the employees will:

         1. Abide by the terms of the statement; and
         2. Notify the aforementioned company of any criminal drug statute conviction for a violation occurring in
            the workplace not later than five (5) days after such a conviction.

D. Establishing a drug free awareness program to inform the aforementioned company's employees about:
         1. The dangers of drug abuse in the workplace;
         2. The aforementioned company's policy of maintaining a drug free workplace;
         3. Any available drug counseling, rehabilitation, and employee assistance programs; and
         4. The penalties that may be imposed upon employees for drug violations.

E. Making it a requirement to give a copy of the statement required by Section 5 to each employee engaged in the
performance of the Contract with the Aurora Public Library and to post the statement in a prominent place in the

F. Notifying the Aurora Public Library within ten (10) days after receiving notice under Section 5.C.2 from an
employee or otherwise receiving actual notice of such a conviction;

G. Imposing a sanction on, or requiring the satisfactory participation in, drug abuse assistance or rehabilitation
program by any employee who is so convicted, as required by Section 6 below;

H. Training personnel to effectively assist employees in selecting a proper course of action in the event drug
counseling, treatment, and rehabilitation is required and indicating that an effectively trained counseling and referral
team is in place;

I. Making a good faith effort to continue to maintain a drug free workplace through implementing these

J. Making a good faith effort to continue to maintain a drug free workplace through implementation of this policy.

Section 6. The undersigned further affirms that within thirty (30) days after receiving notice from an employee of a
conviction of a violation of the criminal drug statute occurring in the aforementioned company's workplace he shall:

         A. Take appropriate personnel action against such employee up to and including termination; or

         B. Require the employee to satisfactorily participate in a drug abuse assistance or rehabilitation program
         approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate

                                               TAX COMPLIANCE

Section 7. The undersigned on behalf of the entity making the foregoing proposal certifies that neither the
undersigned nor the entity is barred from Contracting with the Aurora Public Library because of any delinquency
in the payment of any tax administered by the State of Illinois Department of Revenue, unless the undersigned or
the entity is contesting, in accordance with the procedures established by the appropriate revenue act, liability of
the tax or the amount of tax.

Section 8. The undersigned or the entity making the proposal or bid understands that making a false statement
regarding delinquency in taxes is a Class A Misdemeanor and, in addition, voids the Contract and allows the
municipality to recover all amounts paid to the individual or entity under the Contract in a civil action.

                                  EQUAL EMPLOYMENT OPPORTUNITY

Section 9. This EQUAL EMPLOYMENT OPPORTUNITY CLAUSE is required by the Illinois Human Rights Act
and the Rules and Regulations of the Illinois Department of Human Rights published at 44 Illinois Administrative
Code Section 750, et seq.

Section 10. In the event of the Contractor's non-compliance with any provision of this Equal Employment
Opportunity Clause, the Illinois Human Right Act, or the Rules and Regulations for Public Contracts of the
Department of Human Rights (hereinafter referred to as the Department) the Contractor may be declared non-
responsible and therefore ineligible for future Contracts or subcontracts with the State of Illinois or any of its
political subdivisions or municipal corporations, and the Contract may be canceled or voided in whole or in part, and
such other sanctions or penalties may be imposed or remedies involved as provided by statute or regulation.

During the performance of this Contract, the Proposer agrees:

A. That it will not discriminate against any employee or applicant for employment because of race, color, creed,
religion, national origin, ancestry, age, sex, marital status, sexual orientation, military status, or disability; and
further, that it will examine all job classifications to determine if minority persons or women are underutilized and
will take appropriate affirmative action to rectify any such underutilization.

B. That, if it hires additional employees in order to perform the eventual Contract, or any portion hereof, it will
determine the availability (in accordance with the Department's Rules and Regulations for Public Contracts) of
minorities and women in the area(s) from which it may reasonably recruit and it will hire for each job classification
for which employees are hired in such a way that minorities and women are not underutilized.

C. That, in all solicitations or advertisements for employees placed by it or on its behalf, it will state that all
applicants will be afforded equal opportunity without discrimination because of race, color, creed, religion, national
origin, ancestry, age, sex, marital status, sexual orientation, military status, or disability

D. That it will send to each labor organization or representative of workers with which it has or is bound by a
collective bargaining or other agreement or understanding, a notice advising such labor organization or representative
of the Contractor's obligations under the Illinois Human Rights Act and the Department's Rules and Regulations for
Public Contract. If any such labor organization or representative fails or refuses to cooperate with the Contractor in
its efforts to comply with such Act and Rules and Regulations, the Contractor will promptly so notify the
Department and the Contracting agency will recruit employees from other sources when necessary to fulfill its
obligations thereunder.

E. That it will submit reports as required by the Department's Rules and Regulations for Public Contracts, furnish
all relevant information as may from time to time be requested by the Department or the Contracting agency, and
in all respects comply with the Illinois Human Rights Act and the Department's Rules and Regulations for Public

F. That it will permit access to all relevant books, records, accounts, and work sites by personnel of the Contracting
agency and the Department for purposes of investigation to ascertain compliance with the Illinois Human Rights Act
and the Department's Rules and Regulations for Public Contracts.

G. That it will include verbatim or by reference the provisions of this Equal Employment Opportunity Clause in every
subcontract it awards under which any portion of the Contract obligations are undertaken or assumed, so that such
provisions will be binding upon such subcontractor. In the same manner as the other provisions of this Contract, the
Proposer will be liable for compliance with applicable provisions of this clause by such subcontractors; and further it
will promptly notify the Contracting agency and the Department in the event any subcontractor fails or refuses to
comply therewith. In addition, the Proposer will not utilize any subcontractor declared by the Illinois Human Rights
Department to be ineligible for Contracts or subcontracts with the State of Illinois or any of its political subdivisions
or municipal corporations.
Section 11. For the purposes of subsection G of Section 10, "Subcontract" means any agreement, arrangement, or
understanding, written or otherwise, between a public Proposer and any person under which any portion of the public
Proposer‟s obligations under one or more public Contracts is performed, undertaken or assumed; the term
"subcontract," however, shall not include any agreement, arrangement, or understanding in which the parties stand

Section 12. It is expressly understood that the foregoing statements, representations, and promises are made as a
condition to the right of the Proposer to receive payment under any award made under the terms and provisions of
this proposal.

Section 13. Have written sexual harassment policies that shall include, at a minimum, the following information: (i)
the illegality of sexual harassment; (ii) the definition of sexual harassment under State law; (iii) a description of
sexual harassment, utilizing examples; (iv) the Proposer‟s internal complaint process including penalties; (v) the
legal recourse, investigative, and complaint process available through the Department and the Commission; (vi)
directions on how to contact the Department and Commission; and (vii) protection against retaliation as provided by
Section 6-101 of this Act. A copy of the policies shall be provided to the Department upon request.

                               THE AMERICANS WITH DISABILITIES ACT

Section 14. The Americans with Disabilities Act (42 U.S.C. 12101 et seq.) and the regulations thereunder (28 CFR
35.130) (ADA) prohibit discrimination against persons with disabilities by the State, whether directly or through
Contractual arrangements, in the provision of any aid, benefit, or service. As a condition of receiving this Contract,
the undersigned Proposer certifies that services, programs, and activities provided under this Contract are and will
continue to be in compliance with the ADA.

                                        ILLINOIS PREVAILING WAGE

Section 15. The undersigned shall comply with the applicable requirements of the Illinois Prevailing Wage Act, 820
ILCS sec. 130/0.01 et seq., as amended for public works projects.

                                    EMPLOYEE SAFETY AND HEALTH

Section 16. The undersigned shall comply with all applicable Laws and Regulations of any public body having
jurisdiction for the safety of persons or property or to protect them from damage, injury, or loss; and shall erect and
maintain all necessary safeguards for such safety and protection. Proposer‟s duties and responsibilities for the safety
and protection of the work shall continue until such time as all the work is completed and accepted by the Library.

A. The Proposer shall be responsible for initiating, maintaining, and supervising all safety precautions and programs
in connection with the work. The Proposer shall take all necessary precautions for the safety of, and shall provide
the necessary protection to prevent damage, injury, or loss to, all employees on the worksite; all work, materials and
equipment to be incorporated therein, whether in storage on or off site; and other property at the site or adjacent
thereto in the course of construction.


Section 17. Any Proposer is prohibited from bringing to any school building or school property any employee or
agent who is a child sex offender or murderer as defined in the child sex offender and murderer community
notification law. At least quarterly, the Proposer shall contact the local law enforcement authority where each
employee or agent resides to determine if the employee is on the list of registered felons who have committed child
sex offenses or murder. The Proposer shall also provide the Library with the name and address of each employee
who will perform work on school property and require that the employee submit to a criminal history background
investigation. Any person hired by the Library, as well as any person who is an employee of a person or firm
holding a Contract with the Library, shall submit to a criminal history background investigation.

Signed By: __________________________________________________________________
                (Name and Title)

Subscribed and Sworn to before me this _______ day of _____________________, 20___, AD.
By: __________________________________________
        (Notary Public)

The Proposer will comply with the following:

__________   The American with Disabilities Act

__________   Illinois Prevailing Wage

__________   Drug Free Workplace Act

__________   Equal Opportunity Employment

__________   No convictions of Bid Rigging/Rotating

__________   Child Sex Offender and Murderer Community Notification Act


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