HomeMy WebLinkAboutContracts & Agreements_13-2014_CCv0001.pdf AGREEMENT TO PERFORM PROFESSIONAL SERVICES AND PUBLIC PROJECT
WORK
This agreement for the provision of infrastructure technology network installation and
support services (-Agreement-) is made and entered into this 4th day of February. 2014
(-Effective Date-), by and between the City of Redlands, a municipal corporation (-City''), and
IntelesysOne Inc. (-Contractor-). City and Contractor are sometimes individually referred to
herein as a "Party" and, together, as the "Parties."
In consideration of the mutual promises contained herein, City and Contractor agree as
follows:
ARTICLE 1 - ENGAGEMENT OF CONTRACTOR
1.1 City hereby retains Contractor to provide phone system and network replacement and
enhancement services for the City's Innovation and Technology Department (the
-Services-).
1.2 Contractor and its subcontractors shall possess all appropriate State contractors' licenses
required for the work to be performed in connection with the performance of the
Services, and shall not be debarred pursuant to Labor Code sections 1777.1 and 1777.7.
ARTICLE 2 - RESPONSIBILITIES OF CONTRACTOR
2.1 The specific Services which Contractor shall perform are more particularly described in
Exhibit "A," entitled "Scope of Services.- which is attached hereto and incorporated
herein by this reference.
2.2 Contractor shall comply with all applicable federal, state and local laws and regulations
in the performance of the Services including, but not limited, to all applicable Labor
Code and prevailing wage laws and non-discrimination laws, including the Americans
with Disabilities Act. Pursuant to Labor Code section 1773.2, copies of the prevailing
rates of per diem wages as determined by the Director of the California Department of
Industrial Relations for each craft, classification or type of worker needed to perform the
Services are on file at City's Municipal Utilities and Engineering Department, located at
the Civic Center, 35 Cajon Street, Suite 15A (Mailing: P.O. Box 3005), Redlands,
California 92373.
2.3 Contractor acknowledges that if it violates the Labor Code provisions relating to
prevailing wages that City may enforce such provisions by withholding payments to
Contractor or its subcontractors pursuant to Labor Code section 1771.6.
2.4 If Contractor executes an agreement with a subcontractor to perform any portion of the
Services. Contractor shall comply with Labor Code sections 1775 and 1777.7, and shall
provide the subcontractor with copies of the provisions of Labor Code sections 1771.
1775, 1776. 1777.5, 1813 and 1815. Contractor acknowledges that the statutory
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provisions establishing penalties for failure to comply with state wage and hour laws and
to pay prevailing wages may be enforced by City pursuant to Labor Code sections 1775
and 1813.
2.5 Contractor and its subcontractors shall comply with the provisions of Labor Code section
1776 regarding payroll records maintenance, certifications, retention and inspection.
2.6 Contractor acknowledges that eight (8) hours constitutes a legal day's work pursuant to
Labor Code section 1810.
2.7 Contractor shall comply with the provisions of Labor Code section 1777.5 as to
apprenticeships, and Labor Code sections 1771. 1775, 1776, 1777.5, 1813 and 1815,
2.8 Contractor shall guarantee the Services against defective materials or workmanship for a
period of(1) year from the date of completion date, except where longer warranty periods
for such materials are specifically stated. Any work which is rejected by City, shall be
remedied, removed or replaced by Contractor, at its own expense. Any omission or failure
on the part of City to discover, or notify Contractor of, defective work or materials at the
time of installation shall not be deemed acceptance of such work or materials by City, and
Contractor shall correct such defective work or materials prior to and as a condition of
City's acceptance of the Services. During the (1) one year warranty period, should
Contractor fail to remedy defective materials and/or workmanship within five (5) business
days after written notice by City, City may remedy the same, and the cost therefor shall be
chargeable to, and payable by, Contractor. Nothing in this section 2.8 shall be construed to
limit the right of City to immediately correct conditions which may adversely affect the
public health, safety or welfare. Should such unsafe conditions later be found to be caused
by Contractor's defective materials or workmanship. Contractor shall reimburse City for the
costs reasonably incurred by City in correcting such conditions.
ARTICLE 3 - PERIOD OF SERVICE
3.1 This Agreement shall commence on its Effective Date and shall have an initial term of
two (2) years (the "Initial Term"). City shall have the right to extend the Initial Term of
this Agreement for three (3) successive one (1 ) year terms (each. a "Renewal Term-) on
the same terms and conditions of this Agreement by providing not less than thirty (30)
days written notice to Contractor prior to the expiration of the Initial Term or any
Renewal Term. The Initial Term and the Renewal Terms are together referred to herein
as the "Term."
3.2 Contractor shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit -B.- entitled -Project Schedule," which
is attached hereto and incorporated herein by reference. The Services shall commence
upon the Effective Date of this Agreement.
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ARTICLE 4 - PAYMENT AND NOTICE
4.1 Compensation for Contractor's performance of Services during the first twelve (12)
months of the Initial Term shall be as follows: (1) Two Hundred Ten Thousand Dollars
($210.000) for Contractor's installation, configuration and deployment of the
replacement phone system, payable by City in three (3) installments: (a) the sum of One
Hundred Five Thousand Dollars ($105,000) within ten (10) business days after the
Effective Date of this Agreement: (b) the sum of Fifty Two Thousand Five Hundred
Dollars ($52,500) upon City's written acceptance of installation of all equipment
associated with the Services; and (c) the sum of Fitly Two Thousand Five Hundred
Dollars ($52,500) within thirty (30) days after City's written determination to Contractor
of the successful and continuous operation of the phone system; and, (2) for the second
twelve (12) months of the Initial Term, City shall pay a sum not-to-exceed the amount of
Fifty Thousand Dollars ($50,000) for Contractor's performance of annual maintenance
and the provision of optional equipment, as may be requested from time-to-time by City.
4.2 As compensation for Contractor's performance of Services during each Renewal Term,
City shall pay Contractor a sum not-to-exceed the amount of Fifty Thousand Dollars
($50,000) for Contractor's perfoi mance of annual maintenance and the provision of
optional equipment, as may be requested from time-to-time by City. All payments made
by City to Contractor after the first twelve (12) months of the Initial Term shall be based
upon Contractor's rates as specified in Exhibit of this Agreement.
4.3 Except for payments made by the City to Contractor during the first twelve (12) months
of the Initial Term, payments by City to Contractor shall be made within thirty (30) days
after City's receipt and approval of Contractor's invoice, by warrant payable to
Contractor.
4.4 At any time during the Term of this Agreement, City may request that Contractor
perform Additional Services. As used herein, "Additional Services" means any work
which is determined necessary by City for the proper completion of the Services, but
which the Parties did not reasonably anticipate would be necessary at the time of the
Effective Date of this Agreement. Provided the Additional Services do not exceed twenty
percent (20%) of the compensation to be paid by City to Contractor for the Services, such
Additional Services may he agreed to by the Parties, by written amendment to this
Agreement, executed by the City Manager. Contractor shall not perform, nor be
compensated for, Additional Services without such written authorization from City.
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4.5 All notices shall be made in writing and shall be given by personal delivery or by mail.
Notices sent by mail shall be addressed as follows:
City: Contractor:
Danielle Garcia, CIO Kevin Sewell, VP of Sales
IT Department IntelesysOne, Inc.
City of Redlands 3155-B East Sedona Court
35 Cajon Street, Suite 222 Ontario, CA 91764
P.O. Box 3005 (mailing)
Redlands, CA 92373
When so addressed, such notices shall be deemed given upon deposit in the United States
mail; in all other instances, notices, bills and payments shall be deemed given at the time
of actual delivery. Changes may be made in the names and addresses of the person to
whom notices are to be given by giving notice pursuant to this section 4.5.
ARTICLE 5 - INSURANCE. INDEMNIFICATION AND BOND
5.1 All insurance required by this Agreement shall be maintained by Contractor throughout
Contractor's performance of the Services, and shall be primary with respect to City and
non-contributing to any insurance or self-insurance maintained by City.
5.2 Contractor shall secure and maintain Workers' Compensation and Employer's Liability
insurance for its employees throughout the performance of the Services pursuant to Labor
Code sections 3700 and 1860, in an amount which meets statutory requirements, with an
insurance carrier acceptable to City. The insurance policy shall include a provision
prohibiting the policy's modification of coverage limits or cancellation except upon thirty
(30) days prior written notice to City. Contractor shall execute and deliver to City a
Worker's Compensation Insurance Certification in the form attached hereto as Exhibit
"D- prior to commencement of the Services.
5.3 Contractor shall secure and maintain in force throughout its performance of the Services
comprehensive general liability insurance, with carriers acceptable to City, with
minimum coverage of One Million Dollars (S1.000,000) per occurrence and Two Million
Dollars ($2,000,000) aggregate for public liability, property damage and personal injury.
City shall be named as an additional insured and the insurance policy shall include a
provision prohibiting modification of coverage limits or cancellation of the policy except
upon thirty (30) days prior written notice to City. A certificate of insurance and
endorsements shall be delivered to City prior to commencement of the Services.
5.4 Contractor shall secure and maintain in force throughout its performance of the Services
comprehensive general liability insurance, with carriers acceptable to City, with
minimum coverage of One Million Dollars ($1,000,000) per occurrence and Two Million
Dollars ($2,000.000) aggregate for public liability, property damage and personal injury.
City shall be named as an additional insured and the insurance policy shall include a
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provision prohibiting modification of coverage limits or cancellation of the policy except
upon thirty (30) days prior written notice to City. A certificate of insurance and
endorsements shall be delivered to City prior to commencement of the Services.
5.5 Contractor shall indemnify, hold harmless and defend City, and its elected officials,
employees and agents, from and against any and all claims, losses and liability, including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by any negligent or intentionally wrongful act or omission of Contractor, or its officers,
employees and agents, in performing the Services.
5.6 Contractor is expressly prohibited from assigning any of the work associated with the
Services without the prior written consent of City. In the event of agreement by the
Parties to assign a portion of the Services. Contractor shall add the assignee as an
additional insured to its insurance policies and provide City with the insurance
endorsements prior to any work being performed by the assignee. Assignment does not
include printing or other customary reimbursable expenses that may be provided for in
this Agreement.
5.7 Contractor shall secure and maintain in force throughout its performance of the Services
business automobile liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit for bodily injury liability and
property damage liability. This coverage shall include all Contractor owned vehicles
used for the Services, hired and non-owned vehicles, and employee non-ownership
vehicles. City shall be named as an additional insured and the insurance policy shall
include a provision prohibiting modification of coverage limits or cancellation of the
policy except upon thirty (30) days prior written notice to City. A certificate of insurance
and endorsements shall be delivered to City prior to commencement of the Services.
5.8 As a condition of, and prior to Contractor's performance of the Services. Contractor shall
provide City with a Payment Bond, as required by Civil Code section 9550, which bond
shall be substantially in the form attached hereto as Exhibit "E.-
ARTICLE 6 - GENERAL CONSIDERATIONS
6.I In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to recover its reasonable attorneysfees, including fees for the use of in-
house counsel by a Party.
6.2 All documents, records, drawings, electronic data tiles and data bases, photographic
prints and negatives, designs and specifications, cost estimates, and other documents
developed by Contractor for the Services shall become the property of City and shall he
delivered to City upon completion of the Services, or earlier termination of this
Agreement.
6.3 Contractor is, for all purposes under this Agreement, an independent contractor with
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respect to the performance of the Services and not an employee of City. All personnel
employed by Contractor to perform the Services are for its account only, and in no event
shall Contractor or any personnel retained by it be deemed to have been employed by
City or engaged by City for the account of, or on behalf of, City. Nothing in this
Agreement shall be considered to create the relationship of employer and employee
between the Parties.
6.4 City may terminate this Agreement for any reason, at any time at its sole discretion, upon
ten (10) business days prior written notice to Contractor. Upon receipt of a termination
notice. Contractor shall (1) promptly discontinue all work associated with the Services
and (2) deliver or otherwise make available to City, copies of any data, design
calculations, drawings, specifications, reports, estimates, summaries, and such other
information and materials as may have been accumulated by Contractor in performing the
Services. Contractor shall be compensated on a pro-rata basis for any work completed up
until notice of termination.
6.5 This Agreement, including the exhibits incorporated by reference, represents the entire
agreement and understanding, between the Parties as to the matters contained herein and
any prior negotiations, proposals and agreements relating to the subject matter hereof are
superseded by this Agreement. Any amendment to this Agreement shall be in writing
and approved by City and Contractor.
6.6 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
6.7 Contractor agrees it is not a designated employee within the meaning of the Political
Reform Act because Contractor:
A. Does not make or participate in:
(i) the making or any City governmental decisions regarding approval of a
rate, rule or regulation, or the adoption or enforcement of laws;
(ii) the issuance, denial, suspension or revocation of City permits, licenses,
applications, certifications, approvals, orders or similar authorization or
entitlements:
(iii) authoring City to enter into, modify or renew a contract;
(iv) granting City approval to a contract that requires City approval and to
which City is a party. or to the specifications for such a contract;
(v) granting City approval to a plan, design, report, study or similar item;
(vi) adopting or granting City approval of policies, standards or guidelines for
City or for any subdivision thereof.
B. Does not serve in a staff capacity with City and, in that capacity, participate in
making a governmental decision or otherwise perform the same or substantially the
same duties for City that would otherwise be performed by an individual holding a
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position specified in City's Conflict of interest Code under Government Code section
87302.
6.8 In the event City determines that Consultant must disclose its financial interests,
Contractor shall complete and file a Fair Political Practices Commission Form 700
Statement of Economic Interests with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
IN WITNESS WHEREOF, duly authorized representatives of the Parties have signed in
confirmation of this Agreement.
CITY OF REDLANDS Intelesys0 e, Inc.
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By I
Pete Aguilar, Mayor Kevin ewell, ice President of Sales
ATTEST
Sam Irwin, I lerk
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Exhibit "A"
Scope of Services
Telecommunications: Phone System Replacement Agreement
Project Background
It is the Consultant's responsibility to furnish the City with a new telecommunications system that
will continue to allow direct connectivity and enhanced communications. The new system will be
installed in a new data center building the City is currently constructing. New
telecommunications services will also be installed at this facility. This agreement is to provide the
Telephone system and data network equipment and maintenance. The City is addressing the
needed telecommunications carrier services through a separate RFP or evaluation process.
The Scope of Services shall incorporate by reference all sections and items proposed by
IntelesysOne Inc. in their response to the City's Request for Proposals for Proposals for
a Telecommunications System for the City of Redlands.
Instructions to Consultant
The consultant will install a Voice over Internet Protocol (VoIP) system. The system is to
provide the following high level features and applications:
o Capable of supporting ISDN PRI services for inbound and outbound Public Switched
Telephone Network (PSTN) services.
o Capable of supporting analog PSTN services.
o Capable of supporting SIP Trunking
o Capable of providing a single centralized voice mail system accessible to serve all users.
o Capable of providing survivable systems to connect the 21 MAN locations. The system
serving all locations must function as if they were one.
o Capable of providing shared access to local inbound, outbound and long distance inbound
and outbound services provided by carriers selected by the City.
o Please provide detailed information regarding the proposed system assuming current or
future ability to operate in a virtual environment using. VMWare.
o The City will be responsible providing rack space, uninterruptible power systems and
environmental controls for the proposed system.
o Vendors should assume that the City will be upgrading the data network separately from
this procurement. The MAN telecom services are not included in this RFP process.
o Capable of providing unified messaging services.
o Capable of providing analog telephone station, fax, modem, and overhead voice paging
connectivity.
o Capable of providing auto-attendant and dial-directory functionality for all locations.
o Capable of providing the hardware and software tools necessary to allow effective
management of all communications systems from one location.
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Configuration
o IntelesysOne must conduct a thorough and complete on-site station review. This station
review process will identify the following:
• The type and quantity of all telephone stations, by City location, to be installed
for City users during the implementation process.
• The telephone station programming, by user, including, but not limited to,
telephone numbering, programmed features, call flow, recordings, ACD, ACD
Reporting, detailed automated attendant operation, and voice mail capability.
• Detailed voice system security plan that addresses the liabilities of the
proposed system. Each system may require different protection measures; it is our
expectation that the selected vendor will provide recommendations regarding
protection of this system in the City's environment.
• The PSTN network interface information by customer location to provide
for local, long distance. E9l 1, and intra-organization calling.
• The information developed through the station review process will be provided
to the City both electronically and in hard copy. The selected vendor will detail
the design to the City and gain the City's acceptance before proceeding. Phased
implementation will follow.
• The City will not be responsible for any equipment order placed by the
vendor prior to the completion and acceptance of the station review process.
Cable Requirements
o 40 drop locations throughout the building. Your proposal should include the needed time
and labor to review the building site and note where the drops need be installed.
o The City has selected a single equipment closet to be used for termination of the new cable.
o The selected closet exists today and is on the second floor of the City Hall building.
o Work shall include the following components for each of the 40 drop locations:
• Two (2)— four pair Cat 6 copper-plenum- rated cable runs to each faceplate.
o Two (2) Cat 6 Jacks
• One(1) duplex face plate
• Jack Labels and numbering plan for cable plant.
• Each cable to be individually labeled at each end within 2- of jacket end.
Labels should be a clear wrap and be able to be seen through the wrap.
• Labels shall be machine printed. Hand written labels are not acceptable.
• Cable, faceplate and patch panel labels are to be identical.
• Associated patch panel, jacks, ladder-rack. J hooks, and any other equipment
needed to install the cable plant to meet BISCI standards.
o Cable Testing shall he completed on all cable runs and results of those tests shall be printed
and provided to the City for verification of installation validity.
o If the installation process requires you to penetrate fire rated walls or floors, the City
requires you to adhere to local fire codes and install the needed fire-stop putty or materials
in any penetrations.
o No wire ties shall be used on this installation. The City requires the use of Velcro straps to
manage cable.
o This proposal shall also include associated patch cords. Cat 5e UTP patch cables. R.145.
o Please include 3' and 5' lengths.
o Components that shall be used may include the following manufacturers:
■ Homaco, Panduit,Amp, Hubbell, Ortronics. If alternates are proposed,
please include cut sheets for the products.
o Warranty and Certification
o Two (2) year contractor warranty
o Acceptance
Network Assumptions
o Sufficient power and power outlets for all replacement equipment.
o HVAC for all replacement equipment.
o IntelesysOne shall plan on a two(2)hour routing, QoS and VLAN and QoS design and
configuration review session with the City and its consultants.
o IntelesysOne will be responsible for all VoIP related VLAN and QoS configurations on
existing and replacement equipment.
o The City will provide the successful vendor with a configuration guideline for installation of
new switches.
System Locations Overview
Table — 1 —Ci Locations
Street Address Survivable
New Data Center Building x
Annex 30 Cajon-(Old City Hall)Police Annex
Library 125 W Vine-AK Smiley Library x
Fire Station#1 525 E Citrus Ave-Fire Station#1 x
Purchasing—Yard 1270 W Park#A-Purchasing x
E&W—Yard 1270 W Park#B-Electric and Water Shop x
PD—Yard 1270 W Park#C-Conf&Locker Room x
Streets—Yard 1270 W Park#M-Street Maintenance x
Building Maintenance-Yard 1270 W Park#L-Truck Shelter x
Water Storage-Yard 1270 W Park#K-Truck Shelter x
Parks-Yard 1270 W Park#J-Truck Shelter x
Solid Waste-Yard 1270 W Park#I-Truck Shelter x
Garage-Yard 1270 W Park#E-Equipment Shop x
Animal Shelter 504 Kansas Street-Animal Shelters x
Joslyn Senior Center 21 Grant St-Joslyn Community Center x
Community/Senior Center 111 W Lugonia-Lugonia Park Community Center x
QOL Building-A City Offices(35 Cajon St.) x
MUED Building- B City Offices(35 Cajon St.) city Hall camas
City Hall Building-C City Offices(35 Cajon St.) Ofty Hai`Campus
Highland Ave Water Treatment-Office,Lab&Pump x
Highland Ave Water Complex House Maintenance/Shop-Parkford
Nevada St-Redlands Waste Water Treatment-Control x
WWTP Building-1950 Nevada
Development Services 210 E.Citrus(Dev.Services) x
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Table 2-City's Telecommunications Requirements
Station Station Station Station Station Paoino ACD PRI Analoci
Location Type 1 Type 2 Type 3 Type 4 Type 6 Access Seats Trunks
New Data Center Building 10
(Active-Active operation
1 11110111111
with QOL Buildin• Ci Hall
1111111111111111111111111111111111111111IIIIIIIIIIIM1111111111111•111111111 ,
Annex 21 1 10 9 0
Libra 14 14 11111111111111111111111111111111111111111 2
Fire Station#1 16 IIIIIIIIIIIIIIIMMIIIIIIIIIIIIIIIIIIII 2
Purchasin•-Yard IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIMIIMIIIIIIIII 2
E&W-Yard 11111111111111111111111111111111111111111111111111111111111111 2
PD-Yard Milli 10 mommiimmiumm 2
'Streets-Yard 11111.11111.111111011111.1111.1.1.1.11111111 2
Buildin• Maintenance-Yard giiiimmumumummummuummimm.
Water Stora.e-Yard 111111111111111111111111111111111111111111111111,111111111011111111 2 1
Parks-Yard IIIIIIMIIIIIIIIIIMIIIIIIIIIIIIIIIIIIIIIIIIIIIIMIIIIIIIII 2
Solid Waste-Yard 1111.11111111111111111111111111111111111.111111111111.1111 2
Gara•e-Yard 11111111111111111111111111111111111111111111111111111•1 2
Animal Shelter IIIIIIIIIIIIIIIIIIFMIIIIIIIIIIIIIIIMIIIIIIII 2
Josl n Senior Center IIIIIIIIIIIIIIIIIUIIPIIIIIIIIMIIIIIIIIIIOHIIIIIMIIIOII 2
Communi /Senior Center 9 11111.1111.11111.1.111111.11111111.111111.11
QOL Building—A (Active— 2 10
ctive operation with New
Data Center
MUED Buildin. -B 11111011.11111111111 16 IIIIIIIIIIIIIIIIIIiIll
Cit Hall Buildin. -C 3 1 10 I 8 Mal
MINN
IHighland Ave Water 7 2
IC 0 ril olex I
VVVVTP 11111111111111111111111111.11111.1111111111... 2
IDevelooment Services IIIIIIIIIIIIIIIIMIIIMUMIIIIIIIININIIMIIIIIIIIIIIIIIII 2
I 1101111111111111111111111111110.1111111.11 ,
Total 37 19 206 47 2 10 15 4 1 54
Telephone Station Requirements
o Type 1 —A single-line analog station ports or instruments. 16 Ports will terminate in existing
Modems and Fax Machine
o Type 2—A single line telephone w ith a multi-line display plus 8 programmable features plus fixed
or flexible feature keys for conference,transfer. forward and hold capabilities with a speakerphone.
o Type 3—A minimum of 10-lines and display plus 8 programmable features,plus fixed or flexible
feature keys for message retrieval,conference. fon ard.transfer and hold capabilities,message
waiting notification, headset connectivity,a multi-line display, and a speakerphone.
o Type 4—A minimum of 30-lines and display plus 8 programmable features, plus fixed or
flexible feature keys for message retrieval, conference, forward. transfer and hold capabilities,
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message waiting notification, headset connectivity, a multi-line display, and a speakerphone.
o Type 6—Conference Room Station. High quality wireless IP speaker phone designed to provide
communication services in conference rooms of various sizes throughout the City locations.
Wireless application is preferred.
o 170 telephone sets will be provided at 10/100 speed and 40 will be provided with a minimum of a
Gig speed switch port.
o Please provide detailed description of the digital displays included with the proposed station
hardware. Specifically, we are interested in station sets that provide easily viewable displays with
contrasting shades or colors for easy viewing.
o Wireless Headset Tools—Please provide the operational details and cost for a wireless headset
solution to potentially be deployed in various departments in the City. Please describe the headset's
functionality as it relates to providing the ability to answer calls,place callers on hold,and transfer
calls using controls on the headset itself
o Wireless Handset—The City is interested in the potential use of telephones that can provide
wireless handset mobility. Please describe the capability and whether the proposed system can
provide this capability.
PSTN Trunking Requirements
o The proposed system must allow both T-1 and ISDN PRI circuits to terminate directly into
proposed equipment. The intent is to utilize PRI as the primary inbound/outbound local service
facility. The quantities and locations of PRI terminations are detailed in Table 2.
o The systems must be configured to provide analog trunking, as detailed by location in Table 3.3.1.
The analog trunks will provide back-up connectivity in the event of a PRI or WAN failure. The
analog trunks,regardless of their location, must be able to work interactively with the PRI services
such that the analog facilities are part of the normal inbound/outbound traffic pattern.
o Each location as indicated in Table 2 will have additional analog facilities to provide PSTN access
in the event of a PRI, WAN, call processor,router,or any other hardware or software failure of the
system.
Required Features
o Abbreviated Dial with Off-Hook Indications-Capability to have a visual indication of the off-
hook condition of another station and then automatically dial that station through the depression of
an associated key.
o Account Codes
o Alarm Indication on Attendant Console
o Attendant Camp-on
o Attendant Console Silent button
o Attendant Console Join key
o Automatic Attendant Recall — Describe the options available to the City.
o Automatic Call Back
o Automatic Hold
o Automatic Route Selection(ARS)
o Call Accounting System and Call Detail Reporting
o Reports for the proposed call accounting system should provide the ability for the City to obtain
reports providing calling activities for all stations, allocate calling expenses to various departments,
length of calls, frequency of calls to a specific number,internal station to station calling. etc. Please
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describe the functions of both the proposed system(s).
o The proposed telecommunications system and Call Accounting System should provide the ability
for the City to obtain call accounting information for both outgoing and incoming calls.The
system shall be able to gather information regarding internal station-to-station calling.
o Call Forward-Busy
o Call Forward-No Answer
o Call Forward-Variable
o Call Forward-External Telephone Number
o Call Forward-All Calls
o Call Hold
•` Outbound Caller ID can be customized
o Incoming Caller ID
o Call Park
o Call Pickup
o Call Routing
o Routing to voicemail greetings be different for internal and external calls
o Call Transfer(Screened and Unscreened)—caller ID information transfer with call
o Call Waiting Indication(Visual and Audible)
o Camp-On(from Other Extensions)
o Class of Service(COS)-The system should allow a system manager to set access privileges for
each extension.
o Click to Dial Function—The system should provide the capability for City staff to select a contact
in their Outlook contacts and click on the telephone numbers for those contacts and have the
system dial without lifting the handset to dial the call.
o Conferencing-The maximum is a 6-party conference call.
o Conference Bridge
o DNIS Compatibility
o Distinctive Ringing
o Directory
o Do Not Disturb
o Executive Busy Override
o Incoming Line Identification
o Hot Desk Operation—Allow system users to log in and log out of telephones throughout the
system.
o Paging and Intercom Operation
o The proposed system should provide the ability for the City to connect existing overhead-external
paging systems to it and allow users to dial a code on the phone for access.
o Last Number Rediai
o Line Privacy-When active,this feature should prevent all other parties from breaking into a call.
o Music on Hold-Music-on-hold is file based and can be assigned per class of services or DNIS.
o Mute key
o Night Answer MO It
o Incoming Caller ID—Ability to provide caller ID information for system users.This should
provide internal extensions as well as any caller ID information sent to the proposed system by the
PSTN.
o Outbound Caller ID—Ability to assign outgoing caller ID individually by station.For example,the
customer service group may need to send out the main list number, while the accounting and
finance groups may choose to send out their own DID number on outgoing calls.
A-6
o Paging Access
o Priority Queuing
o Remote Call Forwarding—Ability to invoke or change call forward target from a remote location.
That location may be either another phone on the system or at a location not on the system.
o Remote Diagnostics/Remote Maintenance
o Save/Repeat Dialing
o Speed Dialing(System,Group, and Station—specify quantities)
o Station to—Station Intercom- Capability to depress a specific key,dial a two-digit code, activate
a line associated with a specific key on another station, and on answer establish a talk-path.
o Station-to-Station Paging— Please describe the options and limitations regarding the proposed
system's ability to provide paging functionality through the speakers on the proposed phones.
o Station Hunting—Circular- Busy station has a specific station to which calls are routed and
hunting sequence is identical each time a call occurs. That is, station A hunts to B,which hunts to
C,which hunts to D.
o Station Hunting—Distributed - Busy station hunts to a group of stations, and the hunting sequence
are random.That is, A hunts to B,C, or D based on random selection.
o Traffic MeasurementTraffic Reports-The proposed system should provide basic traffic
information and make this information available through the System Management device
provided.This information should be sufficiently detailed so that the proposed administration
system can produce traffic reports. covering:
• Blockage per trunk
• Blockage per trunk group
• Specific hunt group information
• Feature utilization
• Internal station to station calling
o Transfer Call back to Attendant
o Twinning—The operation should allow City system users, while on a cell phone call,to be able to
arrive back at the office,dial a code on the cell (or desk phone)and move the call to/from the desk
phone.
o Variable Ring-tones on Telephone Stations
o Voice Announce Intercom—Ability to dial a one or two digit number and automatically connect to
another phone in a hands free mode.
o Variable Call RecordinL,— System has the ability to record on demand.
Required ACD Features
The City requires the proposed telephone system to be equipped with the following required ACD
features. This feature will be used in the Customer Service divisions at the City Hall site. The City
cuiTently has Queuing operational in this department.
o The number of required ACD seats for each location is included on the Table 2.The ACD Stations
needed are counted in the station count for each location on the same table.
o 12 should be ACD Agents
o 3 should be Supervisors
o The City would like the proposed system to allow for the ACD to operate seamlessly in all
locations shown on Table 2. This seamless operation includes both functional call routing and
reporting information. .
A-7
o ACD Reporting-Include complete feature documentation including the following:
o LAN compatibility
o ACD Queue Projected Hold Time Announcements
o ACD Queue Caller in Queue Count
o ACD Queue should offer the callers in queue an option to leave a message to be called back.
o The resulting message should be placed in the queue allowing the caller retain their original place
in line.The system should then present the message to the agent for the return call.
o Archiving capability
o Average Speed of Answer
o Report generation capability for a system to support all ACD agents on the system.
o Real time agent status
o "Wrap up"!"Reason"codes
o Real time abandoned call report
o Hold time for abandon calls(including short call abandon report)
o Easy access to historical information
o Customizable reports(i.e. Crystal Reports,etc)
o Automatic calculation of customized reports. (i.e. agent talk time+total available time added
together or any combination(ACW, AUX. Ext call time,on hold time, etc.))
o Real time group objective reports
o Tracking of overflow calls
o Report Graphing
o Ability to track times when calls were in queue and how many there were and how long they were
in queue
o Status of each agent during times when calls were in queue
o How many calls each agent receives from each queue type
o Ability to provide reporting in 15, 30,and 60 minute intervals so the City can review and trend call
data during specific times of day
o Ability to provide reporting over a period of time, not less than 30 days so that the City can review
and trend call data during specific days of the month
o Ability to schedule reports that will run automatically at predefined times, such as daily,weekly, or
monthly
o Call transfer reporting—the ability to report on the number and destination of calls transferred
outside of the call center group
o Ability to provide reporting on inbound and outbound non-DID calls taken or made by ACD agent
while logged in
o Ability to prioritize call handling by a call center group based on criteria such as transferring party
or DNIS
o Remote Agents—users may have DSL or broadband connectivity to the City network.
o Please describe the call delivery method for ACD calls using the proposed system and if there is an
additional cost for this capability.
o Length of"hold time" for abandoned calls and Short Call Reports
o ACD Alerts
o Agent Alerts—Alerts should provide the agent with notification of various conditions that exceed
certain City definable thresholds. Specifically, the system should provide status of call,current and
cumulative group objectives, any queued calls, length in queue, etc.
a Supervisors Alerts—Alerts should provide the supervisor with notification of various conditions
that exceed certain City definable thresholds.
A-8
o Agent Licenses—The proposed system should include licenses necessary to provide for agents.
groups and supervisors as identified in Table 2.
o ACD agents answer calls directed to personal DID while logged in as an agent.A call directed to
an agent's personal DID should follow pre-assigned call routing if the agent chooses not to answer.
Incoming caller ID information for the next incoming call should he provided to the agent's
display while on a call.
o Dynamic Agent Assignment
o Agents in Multiple Groups
o Announcements
o A single ACD split must be able to answer for multiple caller and multiple applications.
o The City is interested in supplying customized caller announcements in queue,based on the called
number.
o Each ACD group must be provided with at least two(2) recorded individualized recorded
announcements.
Disaster Recovery
Disaster Back-up Service
o In the event of a primary processor failure, the ShoreGear voice switches are 100% distributed
and do not rely on each other. If a ShoreGear switch goes out of service,only the users on that
individual switch are impacted. Assuming no wire, telephone system or other infrastructure
damage,the replacement of a switch is a simple plug and play.
Software Back-up & Restoration
o All ShorTel configuration information is stored in an ODBC MySQL database on the
ShoreWare Server. The ShoreWare Data folder in the directory contains all the pertinent
configuration data, and typically becomes a part of the IT backup regimen.
911 Compatibility
o Administrators must decide the most appropriate caller ID based on the carrier they work with,
office locations and user population.
o The ShoreTel system is fully compliant with E-911 requirements.
The Police Department answer calls on these lines throughout the day, and after business hours,
This way. anyone calling the Police Department on the main line will get a person to answer, day or
night.
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.
o Multiple Users- The system must interface to the Local Area Network (LAN) and allow for
access and change capability for multiple, simultaneous users.
o Printed faceplates for the proposed phones are not acceptable.
o Inventory Information - The system must provide inventory information on the number and
A-9
type of telephone stations.
o Trunking Information —the system must provide access to the information required in Table 2
o Alarm Notification— System must provide for an alarm system that notifies both the remote
maintenance center and the client, if certain client-programmed system performance thresholds
are exceeded.
o 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.
o Handset and Base Cords, and Wall Mount Kits
o The City may require the use of 25' handset. 25' base cords, and wall mount kits for some of
the telephone sets.
Training
Classroom training designed to "train the trainer", on working telephones. led by vendor provided
instructors, for all users, on-site at the City.
System programming, reporting, management, and configuration training, led by vendor provided
instructors, for 4 management personnel.
Acceptance-The City requires an acceptance period of at least 30 days subsequent to the completion
of the Cutover. During this 30-day period the system must perform without interruption of services
and in compliance with all representations offered in the vendor's proposal. Should the system or
other associated devices 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(including change orders) will be withheld, and the warranty period will not begin, until
system acceptance.
Voicemail Requirements
The City requires voice mail functionality as part of this procurement. The proposed voice mail system
must be compatible and integrate with the system being proposed. The vendor is required to gather
configuration information and provide a turn-key installation.
The proposed system should allow the City to define a call coverage forwarding path depending upon
if the call to the station is an internal or external call. It should allow the City to define by Station how
the user would like his or her telephone to forward to the coverage point or voicemail. A coverage
point is defined as any other phone on the system or the \oicemail system.
o City estimates a requirement for 270 initial users of the voice system.
o The City anticipates that approximately 40 City staff will be using Hot Desking features.
o These are primarily in the Police Department.
o The City requires no less than 30 simultaneous calls.
o Announcement Boxes
o Immediately light a message-waiting lamp on the appropriate telephone when a message has
been taken. This message waiting indication must be noticeable.
c Automatically turn the message-waiting lamp off when all the messages have been heard and/or
delivered.
o Provide for automatically forwardimg calls from a busy, unanswered, or call forward telephone
to the appropriate mailbox without requiring the caller to dial a mailbox number or any
A-l 0
additional codes.
o If the caller does not wish to leave a message, the proposed system must allow the caller to
escape from the voice mail system to a pre-programmed extension number. The system must
allow for multiple targets for these -escape- calls.
o 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.
o 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.
o Check Receipt of Delivered Messages
o Changeable Passwords
o Forward& Backward while Listening to a Message
o Guest Mailboxes
o Group Mailboxes
o Message Save
o Message Delete
o Message Pause
o Message Privacy
o Message Replay—explain the options available
o Message Redirect and Comment
o Message Respond
o Message Retrieval Greeting
o Message Rewind
o Message Speed
o Message Undelete
o Outbound Notification of Messages - This feature must include notification to a radio paging
device,cellular telephone, email, or other telephony equipment.
o Priority Notification of messages - This feature must allow a caller to select a priority or urgent
status for message notification, and then provide for an alternative notification capability. For
instance, a normal message may light a message-waiting lamp, while a priority message will
out-call to a radio pager.
o Priority Queuing of Messages
o Recent and Past Change H istory'- Describe the capabilities of the proposed system to provide
documentation on both recent changes to an element of the system (mailbox, port, etc.) and all
past changes to an element of the system.
o Skip Forward Through Messages
o Personalized Greetings —Multiple — Provide (at a minimum) the system users with the ability to
have a greeting when there is no answer at their phone and another different greeting when they
are on the phone, and explain any other options available.
o Personalized Greetings—Menu
o Scheduled Delivery of Message
o Message Distribution Lists
o Remote Access -The system must allow users to access their mailbox from outside of the
system without the assistance of an operator.
o System Administrator Reports
o Variable Settings for Maximum Message Length
o Time-of-Day Stamp
o Classroom training, on working telephones, led by vendor provided instructors, for a minimum
A-11
of 20 to 30 users.
o System programming, reporting, management and configuration training, led by vendor
provided instructors. for 4 management personnel.
o Automated Attendant Function —The City will use various Automated Attendant functions for
departments throughout the City to handle various types of incoming calls. The City has
approximately 15 to 20 automated attendant operations. Direct Inward Dialing will be used in
conjunction with this function. The automated attendant should provide functions for the
following:
• After Hours Announcement and options.
• Preprogrammed Alternative for Holidays.
• Custom greetings for special events,
o Provide various exits from the Automated Attendant.
o The system must allow the caller to dial his or her choice at any time during the message.
o Message Integration and Unified Messaging: Microsoft Exchange 2010 and 2007
o Does the proposed unified messaging software integrate directly with a combination of
Microsoft
o Unified Messaging system supports electronic mail protocol(s) IMAP, POP3, SM IP, others.
o The user will be able to listen to voice messages through Outlook Web Access 2010.
o Click to Dial Operation
o VMware View Compatibility—The proposed desktop client should be compatible with
VMware View.
Scope will include:
o Complete installation of all system components and software
o Complete programming of all system components and software
o Complete testing of all system components and software prior to system cutover, including
QOS testing
o On-site station reviews and determination of user requirements
o Full system configuration documentation provided to the City to include all user features and
function and complete call flow information by station
o Any additional charges which apply for shipping and handling. Please specify dollar amount.
o A recommended payment schedule must be included. The customer will not consider any
proposal with a final payment, due on acceptance of the system, of less than 25%.
o Add/delete cost schedule for all system components and software. 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 acceptance.
o Maintenance cost for the system, as configured, after the warranty period. Clearly specify the
warranty period for all hardware and software components.
Maintenance and Warranty
o Warranty- Provide a copy of the warranty on the proposed system or a narrative description of
the provisions of the warranty.
o Factory-Trained/Qualified Personnel — Intelesy sOne has 8 field engineers to maintain the
proposed system that are located throughout the Southern California region and can be
dispatched directly from their house. Additional engineers and staff are also available and
located at the corporate office in Ontario,CA.
o Service Centers— lnteles)sOne has one corporate office in Ontario. CA and business hours are
A-l 2
from 8am to 5pm. Engineers are available 24 hours a day for service and support. IntelesysOne
guarantees a 15-minute response and a one-hour onsite response time.
o Maintenance Plans— included as separate exhibit
o Hourly Service Rates - $150 per hour.
o Maintenance Cost Escalation —Rates will not escalate if under support.
o Modification Lead-Time—Most changes can be made on the same day, 24-hour notice is
recommended.
o Repair Response Times— Emergency response time is less than 2 hours and next day for large
quantities of equipment.
o Default IntelesysOne will take back the equipment and refund the amount collected of the
system does not perform as promised.
o Performance of Maintenance— IntelesysOne does not subcontract out work to third parties and
performs all services.
Delivery and Installation
The City anticipates cutover of all locations to be completed in June 2014 or before. Exhibit B—
Project Schedule specifies the exact period for completion of delivery and installation services.
• Implementation Plan - Within 5-days of contract award, the vendor must provide a tentative
implementation plan with dates necessary to place the system into service. This plan must
clearly identify the tasks and resource requirements of the City during the implementation
process.
• Risk of Loss—After completion and acceptance of the system, the City will assume Risk of
Loss.
• System Physical Requirements - Please indicate the requirements for each location, for:
• Floor Spacing—System will be placed on City-provided rack. Floor spacing is not required.
• The electrical and grounding requirements for the proposed system is standard 120v power with
no special pounding.
• There is no any or liability charge for reducing equipment or telephone instrument prior to and
after installation of the proposed system,
• Equipment Delivery- The vendor will he responsible for making necessary arrangements with
the management of the building for delivery of equipment to the premises. The vendor must
comply with all building regulations regarding hours, any delivery rigging and method and
location of equipment delivery.
• Manuals and Brochures - Hard copies and electronic versions of the following will be provided:
o Station user's manual
o Voice mail user's manual
o Any other pertinent reference information
• The City expects the selected vendor to produce a short version of the user guide to be provided
to each system user. This guide should he customized to provide steps to use the features
specific to the City's system design and selected feature group.
• Manufacturer's Commitment - The vendor 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.
• Warranty -The Proposer must guarantee all of the installation \vork to he performed and
A-1 3
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. The
Proposer shall, at their own expense and without cost to the City 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 City and at no additional cost.
• Software Assurance— Maintenance and support quotes should include software assurance
protection for the City,
• Software Updates— Please describe the following regarding available software upgrades:
o IntelesysOne will be responsible for notifying the City of upcoming releases.
o Software updates are optional for the City but are included as a part of the
software/hardware support.
o Software updates are included in the maintenance contract.
o In the case of VoIP solutions, recommended/required software updates for all network
hardware in addition to the proposed system are provided.
o Three times per year is the typical frequency of software updates on an annual basis.
Test Plan-The Proposer will develop and execute a test plan and final walk through with the
owner's project manager in attendance. The test plan and walk through will include:
• Testing of all connectivity between switches.
• Random testing of port connectivity.
• Verification of each VLAN.
• Verification of Internet access.
• Printed copies of all equipment configurations for the City's project manager review.
• Conducting a final walk through inspection of the installation with the City's project manager
and the preparation of a punch list of items that need attention prior to tinal acceptance.
• Completion of the punch list items and the request for a final acceptance walk through with the
City's project manager.
• Final acceptance of the installation,
A-14
Exhibit A
Itemization and Price Schedule
Initial 12 months Installation / Implementation
Quantity Item
16 ShoreGear 30 Switch
1 ShoreGear 50 Switch
1 ShoreGear 24A
6 ShoreGear 90 Switch
4 ShoreGear T-1 Interface Switch
2 Applications Server
19 Additional Site License
1 Distributed Voice Services
1 Server for distributed voice services
170 ShoreTel IP 480 Phone Black
80 ShoreTel IP 480 Gigabit Phone Black
10 Quick Reference User Guides IP 480 series
20 ShoreTel IP 485 Gigabit Phone Black
1 Quick Reference User Guides IP 485
271 Extension and Mailbox User
11 Quick Reference User Guides Voice Mail
34 Extension Only User
271 Personal Communicator
1 Operator Communicator
23 Rack Mount Kit 1/2 U Switches
2 SIP Licenses
Conf 2 Polycom Wireless Conference Dish
1 Call Accounting with PC
1 Enterprise Contact Center
1 Installation Hardware
Presented by Intelesys Co, ,munications Services Inc, (8 0) 477-8578
A-15
Table 6.1 .1
Description ShoreTel VoIP System Attachment A
Equipment Cost 248,929.39
Discounts (125,833.81)
Labor 24,955.00
Support 15,000.00
Shipping 1,244.65
Tax 9,847.65
Total 174,142.88
Table 6.1.2
Description Cabling, 25 dual drops Cat 6 Cable
Equipment Cost 4,113.75
Discounts
Labor 3,500.00
Tax 329.10
Total 7,942.85
Table 6.1.6
Description Conference bridge 10 audio, 10 desktop share
Equipment Cost 3,776.85
Discounts $
Labor 450.00
Support 775.73
Shipping
Tax _ $ 302.15
Total 5,304.73
Table 6.3.2
Description Cisco Data Switches 48 Port POE
Equipment Cost 19,000.00
Discounts
Labor 750.00
Support Ind Year One
Shipping $
Tax 1,520.00
Total 21,270.00
A-I6
Table 6.3.3
Description Equipment Configuration
Equipment Cost
Discounts
Labor 340.00
Support
Shipping
Tax
Total 340.00
Table 6.3.4
Description Equipment Installation
Equipment Cost
Discounts
Labor 680.00
Support
Shipping
Tax
Total 680.00
Grand Total
Description Total project
Equipment Cost 275,819.99
Discounts (125,833.81)
Labor 30,675.00
Support 15,775.73
Shipping 1,546.79
Tax 11,998.89
Total 209,982.61
A-17
EXHIBIT "B"
PROJECT SCHEDULE
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Annual support cost as configured after year 1 $ 15.775.73
- Cisco smartnet not included
List Contract Annual Support
item Cost Price Cost
ShoreGear 30 Switch $ 1.595.00 $ 1.18025 $ 165.08
ShoreGear 50 Switch $ 1.995.00 $ 1.496.25 $ 206.48
ShoreGear 24A $ 2.985.00 $ 2.24625 $ 300.98
Shoregear 220T-1A $ 6,495.00 $ 4.87125 $ 672.23
ShoreGear 90 Switch $ 2.395.00 $ 2,246.25 $ 309.88
ShoreGearT-1 Interface Switch $ 8.495D0 $ 2.62125 $ 361.73
Additional Site License $ 49500 $ 371.25 N/A
ShoeTe| [P4ZUPhone B|ack $ 189.00 $ 141.75 N/A
Shorelel IP 480 Phone Black $ 288.00 $ 22425 N/A
ShoreTel IP 480 Gigabit Phone Black $ 369.00 $ 276.75 N/A
Shorelel IP 485 Gigabit Phone Black $ 428.00 $ 321.75 N/A
ShoreTel IP 655 Touchscren Phone $ 679.00 $ 509.25 N/A
Polycom Wireless Conference Dish $ 499.00 $ 498.00 N/A
Mobility Router 2000 $ 4.995.00 $ 3,746.25 $ 516.98
Mobility Router 4000 $ 6.395.00 $ 5,24625 $ 723.98
Mobility Cliect license $ 150.00 $ 112.50 $ 15.53
Shoret | Dock $ 348.00 $ 261.75 $ 36.12
IP 930 Dect Phone $ 589.00 $ 449.25 $ 62.00
Additional Site Ucense $ 495.00 $ 371.25 $ 51.23
Professional Access License $ 80.00 $ 60.00 $ 8.28
Additional Aqent License $ 825.00 $ 61875 $ 85.39
Wall mount kits $ 1300 $ 9.75
VPN Concentrator 4550 $ 2.49500 $ 1,871.25 $ 258.23
VPN Concentrator 5300 $ 5.99500 $ 4.49625 $ 820.48
VPN add on license-Quantity S $ 600.00 $ 450.00 $ 82.10
CC-ECC Supervisor(Monitor-Only) $ 1.88800 $ 1.37850 $ 100.23
LICENSEJ CC/ECC SUPERVISOR $ 4.731.00 $ 3,548.25 $ 489.68
LICENSES, ECC 5 EMAIL $ 2.00000 $ 1.50000 $ 207.00
LICENSES, ECC 5 WEB $ 2.00000 $ 1.50000 $ 207.00
UCENSE, CC INBOUND 5 VOICE $ 2.50000 $ 1,875.00 $ 258.75
Shoretel application dialer $ 65,00
Shoretel web dialer $ 6500 $ 4875 $ 6.73
Extension and Mailbox User $ 200.00 $ 150.00 $ 20.70
Extension Only User $ 140,00 $ 10500 $ 14.49
Mailbox only license $ 90.00 $ 67.50 $ 9.32
Personal Communicator $ $ '
Operator Communicator $ 585.00 $ 446.25 $ 61.58
E911 application up to 5 users $ 2.700.00 $ 2.025.00 $ 279.45
ECC Redundant server license (server not included) $ 6.500.00 $ 4.87500 $ 672.75
10 Users Audio License $ 1.500D0 $ 1.125.00 $ 15525
10 User Web ports $ 1.500.00 $ 1.125.00 $ 155.25
SIP Device License $ 30.00 $ 22.50 $ 3.11
SIP Trunk Port Licenses $ 50.00 $ 37.50 $ 5.18
Labor rates will be billed at a discounted rate of$150M per hour
Contract price good for 24 months, renewable in annual increments for three more years
EXHIBIT "D"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Project: provide phone system and phone network replacement and enhancement services in the
City of Redlands
Every employer except the State, shall secure the payment of compensation in one or more of the
following ways:
(a) By being insured against liability to pay compensation in one or more insurer duly
authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to self-
insure, either as an individual employer or as one employer in a group of employers,
which may be given upon furnishing proof satisfactory to the Director of Industrial
Relations of ability to self-insure and to pay any compensation that may become due to
his or her employees.
I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be
insured against liability for Workers' Compensation or to undertake self-insurance in accordance with
the provisions of that Code, and 1 will comply with such provisions before commencing the performance
of the work of this Agreement. (L$or Code §1861).
17
IntelesysOne, I . Date: ;of
/19
O 6_5
BY: / AI
Contractor's License No.
E-I
Bond No.PB11510701485
EXHIBIT "E"
LABOR AND MATERIAL BOND
Whereas, the City Council of the City of Redlands. State of California, and IntelesysOne Inc.
(hereinafter designated as "Principal") have entered into
an agreement (the "Agreement") whereby Principal agrees to install and complete certain designated public
improvements (the"Work"), which said agreement, dated February 4th , 2014, and identified as
Telecommunication** is hereby referred to and made a part hereof; and
**Phone System Replacement
Whereas, under the terms of the Agreement, Principal is required before commending the performance of
the Work, to file a good and sufficient Labor and Material bond with the City of Redlands to secure the claims to
which reference is made in Title 3 (commencing with Section 9550) of Part 6 of Division 4 of the Civil Code of
the State of California.
Now, therefore, said Principal and the undersigned as corporate surety, are held firmly bound unto the
City and all contractors, subcontractors, laborers, material men and other persons employed in the performance of
the Agreement and referred to in the aforesaid Code of Civil Procedure in the sum ofTwo Hundred Ten ThousandDollars
(S 210,000.00-- ) for materials furnished or labor thereon of any kind, or for amounts due under the Unemployment
Insurance Act with respect to such work or labor, that said surety will pay the same in an amount not exceeding
the amount hereinabove set forth, and also in case suit is brought upon this bond, will pay, in addition to the face
amount thereof, costs and reasonable expenses and fees, including reasonable attorneys' fees, incurred by the City
in successfully enforcing such obligation, to be awarded and fixed by the court, and to be taxed as costs and to be
included in the judgment therein rendered.
It is hereby expressly stipulated and agreed that this bond shall insure to the benefit of any and all
persons, companies and corporations entitled to file claims under Title 3 (commencing with Section 9550) of Part
6 of Division 4 of the Civil Code, so as to give a right of action to them or their assigns in any suit brought upon
this bond.
Should the condition of this bond be fully performed, then this obligation shall become null and void,
otherwise it shall be and remain in full force and effect.
The surety hereby stipulates and agrees that no change, extension of time, alteration or addition to the
terms of the Agreement or the specifications accompanying the same shall in any manner affect its obligations on
this bond, and it does hereby waive notice of any such change, extension of time, alteration or addition.
In witness whereof, this instrument has been duly executed by the Principal and surety above named. on
march 5th , 2014 .
(SEAL) (SEAL)
IntelesysOnc I Philadelphia Indemnity rtipany
(Contractor' (S
/ BY:
(Signiture) (Signature) .en A.Swartz
Address;
251 S. Lake Ave.Ste 260
Pasadena.CA 91101
(Seal and Notarial Acknowledgment of Telephone(626 j 639-1321
Surety)
E-1
,...
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
County of Orange
On March 5, 2014 before me, E. Lee, Notary Public
Date Here insertTfame and'Title of he Officer
personally appeared Steven A. Swartz
Namets)of Stgner(s)
. t
who proved to me on the basis of satisfactory evidence to
be the person(s) whose name(s) is/are subscribed to the
within instrument and acknowledged to me that he
executed the same in his/her/their authorized capacityties),
E.LEE and that by his/herltheir signature(s) on the instrument the
,
4,., :,,! . Commission*2039204 4 person(s), or the entity upon behalf of which the percents)
Notary Public-California i
ve acted, executed the instrument.
W.i
Orange County
*144447-
•: My Comm Ex cres Au• 27,2017 1 I certify under PENALTY OF PERJURY under the laws of
the State of California that the foregoing paragraph is true
and correct.
Witness my hand .j official seal:
,9
Signature
Place Notary Seal Above Signet. -of Notary Public E,Lee
_ -
OPTIONAL
Though the information below is not required by law, it may prove valuable to persons relying on the document
and could prevent fraudulent removal and reattachment of this form to another document.
Description of Attached Document
Title or Type of Document:Labor and Material Bond No, PB11510701485
Document Date:March 5, 2014 Number of Pages: 1
Signerts) Other Than Named Above: None
Capacity(les)Claimed by Signer(s)
Signer's Name:Steven A.Swartz Signer's Name: ilia
Li Individual E Individual
101 Corporate Officer Titte(s): , 01 Corporate Officer --Title(s):
,
L Partner 0—0 Limited 0 General .10 Partner 0t Limited 0 General
i---
ll. Attorney in Fact RIGHTTHUMBPRINT 01 Attorney in Fact firGHTTHUMBPRINT
Trustee OF SIGNER 1-7. Trustee OF SIGNER
Guardian or Conservator Top of thumb here El Guardian or Conservator i Top of thumb here
D Other: El Other:
i
Signer is Representing: Signer Is/Representing:
, .
PHILADELPHIA INDEMNITY
. ,
INSURANCE COMPANY
1 ,
! ,
2930
PHILADELPHIA INDEMNITY INSURANCE COMPANY
231 St.Asaph's Rd.,Suite 100
Bala Cynwyd.PA 19004-0950
Power of Attorney
KNOW ALL PERSONS BY THESE PRESENTS: that PHILADELPHIA INDEMNITY INSURANCE COMPANY(the Company),a corporation organized and
existing under the laws of the Commonwealth of Pennsylvania, does hereby constitute and appoint Kevin R. Cathcart, Steven A. Swartz, Kelly
Specht, Lorie Mandel, and Nicki Swartz, Michael Herranen and Thomas C. Buckner of the City of San Clemente, State of
California its true and lawful Attorney(s)in fact with full authority to execute on its behalf bonds,undertakings,recognizances and other contracts of indemnity and
writings obligatory in the nature thereof,issued in the course of its business and to bind the Company thereby,in an amount not to exceed$5,000,000.00
This Power of Attorney is granted and is signed and sealed by facsimile under and by the authority of the following Resolution adopted by the Board of Directors of
PHILADELPHIA INDEMNITY INSURANCE COMPANY at a meeting duly called the I'day of July,2011.
RESOLVED: That the Board of Directors hereby authorizes the President or any Vice President of the
Company to: (1) Appoint Attorney(s) in Fact and authorize the Attorney(s) in Fact to
execute on behalf of the Company bonds and undertakings, contracts of indemnity and
other writings obligatory in the nature thereof and to attach the seal of the Company
thereto; and (2) to remove, at any time, any such Attorney-in-Fact and revoke the
authority given. And,be it
FURTHER
RESOLVED: That the signatures of such officers and the seal of the Company may be affixed to any
such Power of Attorney or certificate relating thereto by facsimile,and any such Power of
Attorney so executed and certified by facsimile signatures and facsimile seal shall be
valid and biding upon the Company in the future with the respect to any bond or
undertaking to which it is attached,
IN TESTIMONY WHEREOF,PHILADELPHIA INDEMNITY 1NSLTRANCE COMPANY HAS CAUSED THIS INSTRUMENT TO BE SIGNED AND
ITS CORPORATE SEALTO BE AFFIXED BY ITS AUTHORIZED OFFICE THIS 7Th DAY OF FEBRUARY 2013.
- g
(Seal)
Robert D.O'Leary Jr.,President&CEO
Philadelphia Indemnity Insurance Company
On this 7th day of February 2013,before me came the individual who executed the preceding instrument,to me personally known,and being by me duly sworn said that
he is the therein described and authorized officer of the PHILADELPHIA INDEMNITY INSURANCE COMPANY;that the seal affixed to said instrument is the
Corporate seal of said Company;that the said Corporate Seal and his signature were duly affixed.
NOTARESEAL
DANIELLE PORATH,Wry Pubic
Cornalsion Mods,C°A rk)e
Notary Public:
residing at: Bala Cynwyd,PA
(Notary Seal)
My commission expires: March 22,2016
I,Craig P.Keller,Executive Vice President,Chief Financial Officer and Secretary of PHILADELPHIA INDEMNITY INSURANCE COMPANY,do herby certify that
the foregoing resolution of the Board of Directors and this Power of Attorney issued pursuant thereto are true and correct and are still in full force and effect.I do
further certify that Robert D.O'Leary Jr.,who executed the Power of Attorney as President,was on the date of execution of the attached Power of Attorney the duly
elected President of PHILADELPHIA INDEMNITY INSURANCE COMPANY,
In Testimony Whereof I have subscribed my name and affixed the facsimile seal of each Company this 5 day of l-r1C)...cc-\\Th Zr.g-gog‘ ,
Craig P.Keller.Executive Vice President.Chief Financial Officer&Secretary
PHILADELPHIA INDENINITY INSURANCE COMPANY