TELECOM MUNICATIONS SYSTEM

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TELECOMMUNICATIONS SYSTEMTelecommunications System Request for Proposal

Addendum 2 – Revised RFP

ForMiami County Board of Commissioners

201 W. Main St. Troy, OH 45373

Miami County OhioTelecommunications System Request for Proposal

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1 . T A B L E O F C O N T E N T S

2. Legal notice...........................................................................................................................4

3. RFP overview & Instructions to offeror................................................................................ 53.1. Purpose & background...................................................................................................................... 53.2. Anticipated Procurement & Project Timeline....................................................................................53.3. General instructions.......................................................................................................................... 6

3.3.1. Receipt of Proposal/Proposal Opening....................................................................................... 63.3.2. Legal Framework........................................................................................................................ 63.3.3. Preparation and Submission of Proposal.................................................................................... 63.3.4. Proposal Alterations/ Addenda Prior to Proposal Opening........................................................ 73.3.5. Procedure for Ranking of Proposals/Award of Contract.............................................................93.3.6. Contractor’s Qualifications....................................................................................................... 103.3.7. Withdrawal of Proposal............................................................................................................ 103.3.8. Award of Contract.................................................................................................................... 103.3.9. Waiver of Technical Deviations................................................................................................ 103.3.10. Rejection of Proposals........................................................................................................... 103.3.11. Vendor Acceptance............................................................................................................... 113.3.12. Termination of Negotiation...................................................................................................113.3.13. Public Records....................................................................................................................... 113.3.14. Cancel or Reissue of Request for Proposal............................................................................ 113.3.15. Other Requirements applicable to all responses...................................................................11

4. Supplemental instructions..................................................................................................144.1. Response Form................................................................................................................................ 144.2. Pricing (Cost response).................................................................................................................... 164.3. Mandatory RFP Response criteria....................................................................................................164.4. Technical & Cost scoring Process.....................................................................................................16

4.4.1. Phase I Review – Initial Qualifying Criteria:.............................................................................. 174.4.2. Phase II Review – Scoring the Offeror Scope Response:........................................................... 174.4.3. Phase III Review – Scoring the Offeror’s Cost Tables................................................................ 184.4.4. Phase IV Review – Final Selection............................................................................................. 19

4.5. Additional Terms & Conditions for hosted Voip proposals..............................................................204.5.1. For Hosted VoIP Solution Proposals – Handling of County Data...............................................20

5. Offeror qualifications..........................................................................................................235.1. Offeror qualifications....................................................................................................................... 23

5.1.1. additional Scoring points credit for references / Experience.................................................... 235.2. Organizational Experience & Capabilities........................................................................................ 24

5.2.1. Offeror Profile........................................................................................................................... 245.2.2. Implementation / Transition Plan.............................................................................................245.2.3. Service / Support Plan...............................................................................................................255.2.4. Key Staff....................................................................................................................................25

6. Technical Requirements..................................................................................................... 266.1. Technical Requirements Specific to Hosted VoIP Proposals:...........................................................29


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6.2. Technical Requirements Evaluation & scoring.................................................................................306.3. Telephony Solution Requirements.................................................................................................. 31

6.3.1. Telephony system requirements table......................................................................................316.4. Trade in of existing equipment........................................................................................................ 51

7. Cost Tables..........................................................................................................................527.1. Telephony System Proposal Cost Table........................................................................................... 52

7.1.1. On Premise Telephony System Cost Table................................................................................ 527.1.2. Hosted Telephony System Cost Table....................................................................................... 557.1.3. Solution Training Options......................................................................................................... 58

8. Appendix A: Offeror Response Templates..........................................................................598.1. Offeror Reference template............................................................................................................ 59

9. Appendix B: Required Forms & Certifications.................................................................... 609.1. Vendor Acceptance Form................................................................................................................ 619.2. Standard Form Of Agreement Between Owner and Contractor (Offeror)...................................... 629.3. Affirmative Action Certification....................................................................................................... 689.4. Property Tax Affidavit...................................................................................................................... 699.5. Non-Collusion Affidavit.................................................................................................................... 709.6. Non-Discrimination & Equal Employment Opportunity Affidavit....................................................719.7. General Conditions.......................................................................................................................... 72


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2 . L E G A L N O T I C E

Notice to Offerors:

The Miami County Board of Commissioners:

Will receive sealed proposals at the Board of Miami County Commissioners’ (BOCC) Office, MiamiCounty Safety Building, 201 West Main Street, Troy, Ohio 45373, until 9:15 a.m., Ohio Standard Time, on07/02/2019. All sealed proposals received after this time and date, for any reason, will be rejected.

The purposes of these proposals shall be to furnish an: ON-PREMISE OR HOSTED VOICE OVER INTERNETPROTOCOL (VOIP) TELECOMMUNICATIONS SOLUTION AND SERVICES FOR MIAMI COUNTY in accordancewith specifications, which will be available in the office of the Miami County Board of Commissioners,Miami County Safety Building, 201 West Main Street, Troy, Ohio 45373 or by logging on to the MiamiCounty website at www.miamicountyohio.gov by clicking on the Commissioners’ Page (underGovernment tab) followed by the Bid Posting link.

Proposals must be received by the BOCC no later than July 2, 2019 at 9:15 a.m. whereupon all timelysubmitted proposals will be opened, and only a listing of the on-time proposals received will bepublished. No proposals will be accepted or opened after such time. After proposals are opened, theBOCC will, in accordance with law, evaluate proposals as specified in this RFP document to determinebest proposal based upon such factors as the total price proposed; the proposed solution; the knownquality and reputation of the offeror, and compliance with proposal response requirements.

Prior to the selection of the successful offeror and execution of any purchase documents, the Board ofMiami County Commissioners reserves the right to discontinue the competitive sealed proposal process,reject any or all proposals either not award the purchase or re-advertise for proposals, and waiveirregularities contained in any proposal.

MIAMI COUNTY COMMISSIONERS

BY: Gregory Simmons, President

BY: Leigh M. Williams, Clerk

http://www.miamicountyohio.gov


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3 . R F P O V E R V I E W & I N S T R U C T I O N S T O O F F E R O R

This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC) Sections307.862. All proposals submitted in response to this RFP shall comply with Ohio law. The laws of theState of Ohio will govern any disputes arising under this RFP and subsequent contract.

3 . 1 . P U R P O S E & B A C K G R O U N D

The Miami County Board of Commissioners (County) / (Owner) is requesting proposals from qualifiedOfferors for an on-premise or hosted Voice over Internet Protocol (VoIP) Telephony solution fortelecommunications services in Miami County, Ohio.

Miami County is planning to migrate from their current phone system, comprised of several NEC SV8500/ 8300 PBX(s) and two Cisco MCS7800 server, these systems provide telephony service to 39departments across 12 locations within and outside the Troy city limits with approximately 900endpoints. Multiple PRI circuits, direct microwave links and traditional copper lines provide connectivityto the telecom carriers and between the buildings.

The County will only accept Responses from Offerors that demonstrate capability for providing servicesas described in this RFP. This RFP document is released by and the subsequent agreement will be withMiami County Board of Commissioners. The County is under no obligation to enter into an agreementwith any offeror as a result of this solicitation, if in the opinion of the County, none of the Responses areresponsive to the objectives and needs of the County. The County reserves the right to not select anyofferor should the County decide not to proceed. Changes in this RFP of a material nature will beprovided on the County’s website: https://www.miamicountyohio.gov/bids. All Offerors are responsiblefor obtaining any such changes without further notice by Miami County.

For Hosted VoIP Solution Proposals:If the County decides to select a hosted VoIP telephony solution, the county will request that theselected Offeror enter in to a contract for services for the scope and cost of Offeror’s accepted and / ornegotiated Response, for the following two periods:

Term A – The end of the current County Calendar Year 2019 (from contract award and service go-

live to December 31, 2019).

Term B – The following four (4) County Calendar Years (2020, 2021, 2022 and 2023).

At the conclusion of Term B, the County reserves the right, subject to its needs, to renew Term B for anadditional annual period, and any subsequent annual period thereafter, if determined to be in the bestinterest of the County, and at the sole discretion of the County.

3 . 2 . A N T I C I P A T E D P R O C U R E M E N T & P R O J E C T T I M E L I N E

Miami County anticipates the following RFP schedule:

Task Estimated Date

RFP Issued May 28, 2019

https://www.co.miami.oh.us/Bids.aspx?CatID=17


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Task Estimated Date

Question & Answer Period May 30, 2019 to June 14th, 2019

Q&A Addendum Published to Website June 19th, 2019

RFP Responses Due July 2nd, 2019 9:15 a.m.

RFP Awarded July 2019

Contract Negotiations Complete Late July 2019

Tentative Implementation BeginsAugust 2019 depending upon contract completion

Miami County reserves the right to revise this schedule if in the best interest of the County.

3 . 3 . G E N E R A L I N S T R U C T I O N S

3 . 3 . 1 . R E C E I P T O F P R O P O S A L / P R O P O S A L O P E N I N G

All offerors shall submit a complete, sealed proposal following the procedure outlined in thisRequest for Proposal no later than 9:15 a.m., Ohio Standard Time, on July 2nd, 2019 to the Board ofMiami County Commissioners (BOCC) Office, Miami County Safety Building, 201 West Main Street,Troy, Ohio 45373. All sealed proposals received after this time and date, for any reason, will berejected.

3 . 3 . 2 . L E G A L F R A M E W O R K

This Request for Proposal (RFP) is issued under the provisions of the Ohio Revised Code (ORC)Sections 307.86 to 307.92. All proposals submitted in response to this RFP shall comply with Ohiolaw. The laws of the State of Ohio will govern any disputes arising under this RFP and subsequentcontract.

3 . 3 . 3 . P R E P A R A T I O N A N D S U B M I S S I O N O F P R O P O S A L

By submitting an RFP, the offeror shall be held accountable to know all terms, conditions andspecifications under which this RFP will be performed. This includes, but is not limited to, thecontents of all RFP documents, applicable laws and regulations, and the characteristics of any worksites or inside/outside delivery sites.

Each RFP shall be submitted in a clearly marked sealed container or envelope showing the companyname, company address, Proposal Project Title, the date and time of the RFP opening. All RFPs mustbe delivered to:

Board of Miami County Commissioners (BOCC) OfficeMiami County Safety Building201 West Main StreetTroy, Ohio 45373


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The offeror shall submit the RFP on the prescribed forms. All blanks spaces for proposal processshall be filled in, in ink or typewritten.

Each proposal shall contain the following RFP documents signed by the legally authorizedcompany representative:

a. Proposal Formb. Proposed Costc. Vendor Acceptanced. Required forms / certifications

The offeror shall submit any other documents or materials required in the proposal instructionswith the proposal.

Oral, telegraphic, emailed, or faxed proposals are unacceptable.

Late proposals - Sealed proposals received after the specified date and time will be considered lateand will not be opened.

Materials - All materials in the RFP will become the property of the Owner and may be returnedonly at the Owner’s discretion. Pursuant to Ohio Revised Code Section 307.862 (C), in order toensure fair and impartial evaluation, proposals and any documents or other records related to asubsequent negotiation for a final contract that would otherwise be available for public inspectionand copying under section 149.43 of the Revised Code shall not be available until after the award ofthe contract.

Signature of Offerors - The firm, corporate, or individual name of the offeror must be signed in inkin the blank spaces provided for signatures on the RFP documents. In the case of a corporation, thetitle of the officer signing must be stated and such officer must be thereunto duly authorized andthe seal of said corporation duly affixed. In the case of a partnership, the signature of at least one ofthe partners must follow the firm name, using the term “member of the firm”. In the case of anindividual, use the terms “doing business as” or “sole owner”. When the offeror is a firm, therepresentative signing the firm’s name shall also state the names of the individuals composing thefirm. If the offeror is a corporation, the representative signing for the corporation shall state underthe laws of which State the corporation is chartered.

Notice of Award- Each proposal shall contain the contact information to which notice of the awardof the contract may be mailed or delivered by the Owner.

3 . 3 . 4 . P R O P O S A L A L T E R A T I O N S / A D D E N D A P R I O R T O P R O P O S A L O P E N I N G

a. No alterations or exceptions to the specifications contained herein are permitted by thecontractor unless an addendum is posted on the County’s website: https://www.miamicountyohio.gov/bids

b. During the proposal process, the Owner may furnish to offerors addenda coveringchanges, additions or deletions to the RFP documents. Addenda shall become part of the

https://www.co.miami.oh.us/Bids.aspx?CatID=17


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Contract Documents. The Owner reserves the right to postpone the proposal opening toissue addenda.

c. Any prospective offeror shall request an explanation, interpretation or answer regardingthe RFP process, or specifications in writing via email to: [email protected]

Potential Offerors may ask clarifying questions regarding this RFP any time during theinquiry period listed in the Anticipated Procurement & Project timetable above. TheCounty may not respond to any improperly formatted inquiries. The County will try torespond to all inquiries via an addendum posted to the County website, excludingweekends and County holidays. The County will not respond to any inquiries receivedafter 4:00 pm on the inquiry period end date. The County may extend the Response duedate.

To make an inquiry, Offerors must use the process outlined below:

Any prospective offeror may request an explanation, interpretation or answer

regarding the RFP process, or specifications in writing via email to:

[email protected]

For each inquiry, the offer must provide the following:

o First and last name of the prospective Offeror’s representative who is responsiblefor the inquiry

o Name of the prospective vendoro Representative’s business phone number, and e-mail addresso Type the inquiry, including:

o A reference to the relevant part of this RFPo The heading for the provision under question, ando The page number of the RFP where the provision can be found

An Offeror submitting an inquiry will receive an acknowledgement that the County hasreceived the inquiry via email auto-response. The Offeror will not receive a personalizedresponse to the question nor notification when the County has answered the question.

Offerors may view inquiries and responses on the County’s Website once the responseaddendum has been posted.

All questions must be submitted by 04:00 pm on 06/14/2019. Questions submitted afterthis time will not receive a response from the County.

Offeror Responses in response to this RFP are to consider any information communicatedby Miami County in the Final Q & A Document for the RFP. It is the responsibility of allpotential Offerors to check this site on a regular basis for responses to questions, as wellas for any amendments or other pertinent information regarding any RFP.


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IMPORTANT: Requests from potential Offerors for copies of previous RFPs, past OfferorResponses, score sheets or contracts for this or similar past projects, are Public RecordsRequests (PRRs), and are not clarification questions regarding the present RFP.

Requirements under a current project may or may not be required by Miami County underany future contract, and so may not be useful information for Offerors who choose torespond to the RFP; therefore, Offerors are to base their RFP responses, and the detailsand costs of their proposed projects, on the requirements and performance expectationsestablished in this RFP and, if applicable, in the Q&A document, NOT on details of acurrent or past related contract. If Offerors ask questions about existing or past contractsusing the Q & A process, Miami County will use its discretion in deciding whether toprovide answers.

Miami County will only answer those questions submitted within the established timeperiod for the Offeror Q & A process, and which pertain to issues of RFP clarity, and whichare not requests for public records. Miami County is under no obligation to acknowledgequestions submitted through the Q & A process if those questions are not in accordancewith these instructions.

3 . 3 . 5 . P R O C E D U R E F O R R A N K I N G O F P R O P O S A L S / A W A R D O F C O N T R A C T

a. Prior to opening of proposals, the Miami County Board of Commissioners shall enterexecutive session pursuant to Ohio Revised Code 121.22. After entering executive session,the Commissioners will open proposals that it receives in a manner that prevents thedisclosure of contents of competing offers to competing offerors;

b. The factors in sections 4.3, 4.4 and 5.1 will be used to evaluate each timely submittedproposal.

c. The Commissioners shall rank each proposal using the above referenced factors andcriteria and technical and cost scoring. Scoring criteria includes points earned forfulfillment of technical requirements and cost proposals based on the formula specified insection 4.4 below.

d. The Commissioners, if necessary, may conduct discussions with offerors for the purpose ofensuring full understanding of, and responsiveness to, the requirements specified in therequest for proposals, and accord fair and equal treatment with respect to anyopportunity for discussion with offerors to provide any clarification, correction, or revisionof proposals;

e. If the Commissioners determine that discussions as described above are necessary, theCommissioners shall avoid disclosing any information derived from proposals submitted bycompeting offerors during those discussions;

f. The Commissioners may negotiate with the offeror who submits the proposal that theCommissioners determine is the most advantageous to the county based on the rankings


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performed by the Commissioners and including any adjustment to those rankings based onabove described discussions;

g. The Commissioners shall conduct negotiations with only one offeror at a time;

h. Except as provided below in these Instructions to Offerors, the Commissioners shall awarda contract as provided herein.

3 . 3 . 6 . C O N T R A C T O R ’ S Q U A L I F I C A T I O N S

a. The Owner may make such investigations as the Owner deems necessary to determine theability of the offeror to perform the contract, and the offeror shall furnish to the Owner allsuch information and data for this purpose as the Owner may request.

b. The offeror shall submit completed reference forms as found in Section 8 (Appendix A) and asper the specifications listed in Section 5 Offeror Qualifications. The references shall includethe following information: Company Name, Company Address, Contact Name and PhoneNumber.

3 . 3 . 7 . W I T H D R A W A L O F P R O P O S A L

Offerors may withdraw their proposals at any time prior to the opening of the proposals.

3 . 3 . 8 . A W A R D O F C O N T R A C T

The Owner may award a contract to the offeror whose proposal is determined to be the mostadvantageous to the county, taking into consideration the evaluation factors and criteria developedby the Owner, and set forth in the request for proposals. The Owner may award a contract in wholeor in part to one or more offerors. The Owner shall include a written statement in the contract filestating the basis on which the award is made. The Owner shall send a written notice to the offerorto whom it wishes to award the contract and shall make that notice available to the public. Within areasonable time period after the award is made, the Owner shall notify all other offerors that thecontract has been awarded to another offeror.

3 . 3 . 9 . W A I V E R O F T E C H N I C A L D E V I A T I O N S

The Owner may waive any minor infractions of the instruction to offerors, immaterial deviationsfrom the RFP, or any technical deviations from the RFP that do not give an offeror an unfaircompetitive advantage.

3 . 3 . 1 0 . R E J E C T I O N O F P R O P O S A L S

a. The Owner reserves the right to reject any proposal in which the offeror takes exception to theterms and conditions of the RFP; fails to meet the terms and conditions of the RFP, including butnot limited to, the standards, specifications, and requirements specified in the RFP; or submits


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prices that the Owner considers to be excessive, compared to existing market conditions, ordetermines exceed the available funds of the Owner.

b. The Owner reserves the right to reject, in whole or in part, any proposal that the Owner hasdetermined, using the factors and criteria the Owner develops pursuant to ORC 307.862(A)(1)and would not be in the best interest of the county.

c. The Owner may conduct discussions with offerors who submit proposals for the purpose ofclarifications or corrections regarding a proposal to ensure full understanding of, andresponsiveness to, the requirements specified in the RFP.

3 . 3 . 1 1 . V E N D O R A C C E P T A N C E

The Offeror shall submit a signed Vendor Acceptance form and submit with their proposal. The Vendor Acceptance form must be signed by a legally authorized representative.

3 . 3 . 1 2 . T E R M I N A T I O N O F N E G O T I A T I O N

The Owner may terminate negotiations with an offeror at any time during the negotiation process ifthe offeror fails to provide the necessary information for negotiations in a timely manner, or fails tonegotiate in good faith. If the Owner terminates negotiations with an offeror, the Owner shallnegotiate with the offeror whose proposal is ranked the next most advantageous to the county,according to the factors and criteria developed by the Owner.

3 . 3 . 1 3 . P U B L I C R E C O R D S

In order to ensure fair and impartial evaluation, proposals and any documents or other recordsrelated to a subsequent negotiation for a final contract that would otherwise be available for publicinspection and copying under section 149.43 of the Revised Code shall not be available until afterthe award of the contract.

3 . 3 . 1 4 . C A N C E L O R R E I S S U E O F R E Q U E S T F O R P R O P O S A L

The Owner may cancel or reissue an RFP if any of the following apply:

a. The supplies or services offered through all of the proposals submitted to the Owner are not incompliance with the requirements, specifications, and terms and conditions set forth in the RFP.

b. The prices submitted by the offerors are excessive compared to existing market conditions orexceed the available funds of the Owner.

c. The Owner determines that award of a contract would not be in the best interest of the county.

3 . 3 . 1 5 . O T H E R R E Q U I R E M E N T S A P P L I C A B L E T O A L L R E S P O N S E S

http://codes.ohio.gov/orc/149.43


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3 . 3 . 1 5 . 1 . I N T E R V I E W

Offerors submitting Responses may be requested to participate in an in-depth, on-site interview as partof the evaluation process. The interview may include participants from the County and anyrepresentatives that County may appoint. The Offeror shall bear all costs of any scheduled interview.Failure to interview will disqualify the Offeror from the award of the RFP. Miami County solely reservesthe right to offer alternative interview options through County executive management approval, whendeemed necessary.

3 . 3 . 1 5 . 2 . S T A R T W O R K D A T E

The selected Offeror must be able to begin work no later than seven (7) working days after the timefunds are encumbered and approved by the Miami County Board of Commissioners. The selectedOfferor will be notified by the County contract manager when work may begin. Any work begun byOfferor prior to this notification will NOT be reimbursable by the County.

3 . 3 . 1 5 . 3 . R E S P O N S E C O S T S

Costs incurred in the preparation of this Response are to be borne by the Offeror, and the County willnot contribute in any way to the costs of the preparation. Any costs associated with interviews will beborne by the Offeror and will not be the County’s responsibility.

3 . 3 . 1 5 . 4 . T R A V E L A N D P A R K I N G E X P E N S E R E I M B U R S E M E N T

No travel or parking expenses, nor any other expenses, will be covered.

3 . 3 . 1 5 . 5 . U N R E S O L V E D F I N D I N G S F O R R E C O V E R Y ( R . C . 9 . 2 4 )

Ohio Revised Code Section 9.24 prohibits the County from awarding a contract to any entity againstwhom the Auditor of State has issued a finding for recovery if the finding for recovery is “unresolved” atthe time of award. By submitting a Response, the Offeror warrants that it is not now, and will notbecome, subject to an “unresolved” finding for recovery under R.C. 9.24 prior to the award of anycontract or business agreement arising out of this RFP, without notifying the County of such finding. TheCounty will review the Auditor of State’s website prior to the evaluations of any Response submittedpursuant to this RFP. The County will not evaluate a Response from any Offeror whose name, or thename of any of the subcontractors proposed by the Offeror, appears on the website of the Auditor ofthe State of Ohio as having an “unresolved” finding for recovery.

3 . 3 . 1 5 . 6 . M A N D A T O R Y C O N T R A C T P E R F O R M A N C E D I S C L O S U R E

Each Response must disclose whether the Offeror’s performance, or the performance of any of theproposed subcontractor(s), under contracts for the provision of services that are the same or similar tothose described in this RFP, has resulted in any “formal claims” for breach of those contracts. Forpurposes of this disclosure, “formal claims” means any claims for breach that have been filed as alawsuit in any court, submitted for arbitration (whether voluntary or involuntary, binding or not), or


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assigned to mediation. If any such claims are disclosed, Offeror shall fully explain the details of thoseclaims, including the allegations regarding all alleged breaches, any written or legal action resulting fromthose allegations, and the results of any litigation, arbitration or mediation regarding those claims,including terms of any settlement. While disclosure of any formal claims in response to this section willnot automatically disqualify an Offeror from consideration, at the sole discretion of Miami County, suchclaims and a review of the background details may result in a rejection of the Offeror’s Response. TheCounty will make this decision based on its determination of the seriousness of the claims, the potentialthat the behavior that led to the claims could negatively impact Offeror’s performance of the work, andthe best interests of the County.

3 . 3 . 1 5 . 7 . M A N D A T O R Y D I S C L O S U R E S O F G O V E R N M E N T A L I N V E S T I G A T I O N S

Each Response must indicate whether the Offeror and any of the proposed subcontractor(s) has beenthe subject of any adverse regulatory or adverse administrative governmental action (federal, state, orlocal) with respect to Offeror’s performance of services similar to those described in this RFP. If anysuch instances are disclosed, Offeror must fully explain, in detail, the nature of the governmental action,the allegations that led to the governmental action, and the results of the governmental action includingany legal action that was taken against Offeror by the governmental agency. While disclosure of anygovernmental action in response to this section will not automatically disqualify an Offeror fromconsideration, such governmental action and a review of the background details may result in arejection of the Offeror’s Response at the sole discretion of Miami County. The decision by the Countyon this issue will be based on a determination of the seriousness of the matter, the matter’s potentialimpact on the Offeror’s performance of the work, and the best interests of the County.

3 . 3 . 1 5 . 8 . C O M M U N I C A T I O N S P R O H I B I T E D

From the issuance date of this RFP until the contract award has been formally announced by the County,there may be no communications concerning the RFP between any Offeror which expects to submit aResponse and any employee of Miami County in the issuing office, or any other Miami Countyemployee, or any other individual regardless of their employment status, who is in any way involved inthe development of the RFP or the selection of the Vendor(s).

IMPORTANT: Amendments to the RFP or to any documents related to it will be accessible to interestedOfferors through the original web page established for the RFP. All interested Offerors must refer tothat web page regularly for amendments or other announcements. Miami County will not specificallynotify any Offeror of changes or announcements related to this RFP except through the websiteposting. It is the affirmative responsibility of interested Offerors to be aware of and to fully respond toall updated information posted on this web page.

Miami County is not responsible for the accuracy of any information regarding this RFP that wasobtained or gathered through a source other than the Question and Answer process described in thisRFP. Any attempts at prohibited communications by Offerors may result in the disqualification of thoseOfferor’s Responses.


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4 . S U P P L E M E N T A L I N S T R U C T I O N S

4 . 1 . R E S P O N S E F O R M

The offeror’s proposal must include responses to all required elements in section 5 (OfferorQualifications), section 6 (Technical Requirements) and section 7 (Cost Tables) and collectively arereferred to as the ‘Response Form’.

Offerors interested in submitting Responses must submit six (6) copies of their response excluding costsproposal in hard copy and one (1) copy of the same response on non-rewritable compact disc (CD) orUSB Flash Drive in Microsoft Word, Microsoft Excel, or Adobe Portable Document Format (PDF). TheOfferor must also include one (1) hard copy of the cost proposal alone, in a separate, sealed envelope,along with the rest of their response package.

If there is any discrepancy between the paper copy and the electronic copy of the Response, the papercopy will control, and Miami County will base its evaluation of the Offeror’s Response on the papercopy. Offeror’s response may be provided in separate boxes; however, they must be clearly numbered(e.g. Box 1 of x, etc.) and labeled including: Offeror’s information, RFP name and ID#.

IMPORTANT: The Response may not contain any trade secrets or private information that wouldpreclude it becoming a part of public records.

In addition to the separate Cost response, the Response must contain all the information as specifiedand requested for each of the components listed below. A Response that is incomplete, vague,unjustifiably wordy, unclear, or is poorly organized may not be successful. The following outline for thepreparation of the Response in response to this RFP is intended to assist in the development ofeffectiveness and clarity.

The Offeror’s Response must contain the following components (organized in eight (8) primary tabs) asdescribed below. Any other information thought to be relevant, but not applicable to a specific RFPsection or listed requirement, such as charts, tables, timelines, excerpts of past related projects, etc.,must be provided as an appendix to the Response and so marked as an additional tab. However, theResponse will be scored based on the relevancy to the stated responsibilities as well as the conciseness,clarity, flow, and professionalism of the information presented. All pages shall be sequentiallynumbered.

Tab A – Cover Letter

Tab B – Offeror Profile

Tab C – Offeror Qualifications

Tab D – Offeror Scope Response

Tab E – Request for Taxpayer ID Form W-9

Tab F – Required Forms & Certifications

Tab G – Supplemental Reference Material.


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Cost Response – Offeror’s Proposed Costs (must be submitted under separate cover)

Tab A – Cover Letter: The cover letter must provide the following and be signed by an individualauthorized to legally bind the Offeror.

1. A statement regarding the Offeror’s legal structure, federal tax identification number, andprinciple place of business

2. The name, address, phone number, and fax number of a contact person who has authority toanswer questions regarding the Response

Tab B – Offeror Profile: The Offeror Profile (section 5.2) must include the type of organization(corporation, partnership, etc.), the type of ownership (corporate officers, partners), number ofemployees, number of employees engaged in tasks directly related to the work in this request, and anyother information that will help the evaluators gauge the ability of the Offeror to fulfill the obligations ofa subsequent contract.

Offerors should describe how they are qualified to conduct the work described in this RFP. Offerorsmust submit at least two (2), but not more than three (3) references for telephony system work donewhich is substantially similar to the scope of work described herein. These references must relate to workthat was completed within the past five (5) years. Two of which must be for a VoIP system install of at least500 end-points across multiple locations. References must be for either: a fully managed / hosted VoIP

solution or for an on-premise VoIP solution, depending on which type Offeror is proposing, Otherdocuments supporting Offeror qualifications may also be submitted.

Tab C – Offeror Qualifications: In this section the Offeror must describe their Organizational Experienceand Capabilities as specified in Section 5.

Tab D – Offeror Scope Response: In this section the Offeror must respond to all requirements and anyquestions contained within Section 6 and complete the cost tables in Section 7. Offeror’s Cost Responsemust be submitted separately as detailed below.

Tab E – Request for Taxpayer ID Form W-9: Offerors must complete, sign in Blue ink, and return withtheir Response. A copy can be obtained at the website below:

http://www.irs.gov/formspubs/index.html

Tab F – Required Forms & Certifications: The following RFP documents, found in Appendix B, shall besigned by Offeror’s legally authorized representative, if applicable, and submitted prior to the executionof the agreement:

a. Affirmative Action Certificationa. Non-Discrimination and Equal Employment Opportunity Affidavitb. Non-collusion Affidavitc. Personal Property Tax Affidavitd. Copy of Certificate of Insurance: Proof of Coveragee. Copy of the Bureau of Workers’ Compensation Certificate

http://www.irs.gov/formspubs/index.html


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Tab G – Supplemental Reference Material: Offer may provide supplemental reference documents,product white papers, architecture diagrams, etc. in support of their Response. All supplementaldocuments should be adequately identified and labeled with references to the requirement IDs fromSection 5 they are addressing. The County may or may not consider the supplementary documents as apart of the evaluation and scoring of the Response.

4 . 2 . P R I C I N G ( C O S T R E S P O N S E )

Cost Response – Includes Offeror’s proposed cost, exclusively as per the reproduced cost tables inSection 7. The Cost Response must be submitted under separate cover, in its own sealed envelope, butmay be submitted in one Response box along with the physical and electronic copies of the technicalrequirements response portion of the Response.

4 . 3 . M A N D A T O R Y R F P R E S P O N S E C R I T E R I A

Mandatory Response Acceptance Criteria Yes No

Was the Offeror’s Response received by the deadline as specified in the RFP?

Offeror’s Response includes all required affirmative statements and certifications, signed by the Offeror’s responsible representative, as described in Appendix A and B to the RFP?

The Offeror must include a t l e a s t t w o ( 2 ) b u t n o t m o r e t h a n three (3) refere nces. These references must relate to work that was completed within thepast five (5) years. Two of which must be for a VoIP system install of at least 500end-points across multiple locations. References must be for either: a fully managed / hosted VoIP solution or for an on premise VoIP solution, depending on which type Offeror is proposing.

4 . 4 . T E C H N I C A L & C O S T S C O R I N G P R O C E S S

Offerors submitting a response will be evaluated based on the capacity and experience demonstrated inthe Offeror Scope Response. All Responses will be reviewed and scored by a Response Review Team(RRT), comprised of staff from Miami County. Offerors should not assume that the review members arefamiliar with Offeror’s current work activities with any entity. Responses containing lack of sufficientdetail, poor organization, lack of proofreading and unnecessary use of self-promotional claims will beevaluated accordingly. If the Offeror chooses to list assumptions when submitting their Response, theCounty may deem assumptions as unacceptable and may reject the Response.

The County also may have the Responses or portions of them reviewed and evaluated by independentthird parties or various County personnel with experience that relates to the work or to a criterion in theevaluation process.


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IMPORTANT: No assumptions may be included regarding negotiation, terms and conditions, orrequirements.

Final selection of the Offeror will be based upon the criteria specified in Sections 5 (Offerorqualifications and plans), Section 6 (technical requirements) and Section 7 (Cost Tables) of this RFP. TheRRT reserves the right to reject any and all Responses, in whole or in part, received in response to thisrequest. The review committee may waive minor defects that are not material when no prejudice willresult to the rights of any Offeror or to the public. Miami County reserves the right to requireclarification of any information provided in Offeror’s Response. In scoring the Responses, the Countywill score in four (4) phases:

4 . 4 . 1 . P H A S E I R E V I E W – I N I T I A L Q U A L I F Y I N G C R I T E R I A :

In order to be fully reviewed and scored, submitted Responses must be complete and contain allrequired sections and answers to requested capabilities in the format specified.

IMPORTANT: Submitted Responses must pass the Mandatory RFP Response Requirements in Section4.3. Any “no” for the listed criteria will eliminate a Response from further consideration.

If none of the submitted responses pass the Initial Qualifying Criteria, the County reserves the right tocancel, modify or reissue this RFP.

4 . 4 . 2 . P H A S E I I R E V I E W – S C O R I N G T H E O F F E R O R S C O P E R E S P O N S E :

The RRT will then score qualifying Responses, not eliminated in Phase I Review, by assessing how wellthe Offeror meets the requirements as specified in Sections 5 and 6 of this RFP. Using the TechnicalRequirements Score tables found in Section 6.3.1 and 6.4, the RRT will read, review, discuss and reachconsensus on the final technical score for each qualifying Response.

Each Offeror’s qualifying Response will be scored collectively by the review team; each such Responsewill be scored on a separate score sheet. Each Offeror’s total technical quality score will be the sum ofthe point value for all PHASE II evaluation criteria.

4 . 4 . 2 . 1 . T E L E P H O N Y S Y S T E M P R O P O S A L S :

A maximum of 980 points will be awarded for the Telephony System Technical Response. A TelephonySystem Technical Response must achieve a minimum points total of at least 420. The minimum pointsscore is derived when an Offeror generally "meets" all the evaluation criteria and is capable ofsuccessfully performing contractual duties.

IMPORTANT: An Offeror that does not earn a total score of at least 420 points will be disqualified fromfurther consideration. Only those that earn scores at or above the minimum required technical pointswill advance to PHASE III of the review and selection process.

Scores will be determined for each evaluation criteria in Section 5 based on the RRT’s review andassessment of the Offeror’s Response and assigning one of the following point values:


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Does Not Meet Requirement – a particular RFP requirement was not addressed in the Offeror’sResponse. Point Value: 0

Meets Requirement – Offeror’s Response fulfills a particular RFP requirement in all materialrespects, potentially with only minor, non-substantial deviation. Point Value: 3

Exceeds Requirement – Offeror’s Response fulfills a particular RFP requirement in all materialrespects, and offers some additional level of quality / capability in excess of the County’sexpectations. Point Value: 5

Greatly Exceeds Requirement – Offeror’s Response fulfills a particular RFP requirement in allmaterial respects, and offers an exceptional additional level of quality / capability in excess ofthe County’s expectations. Point Value: 7

IMPORTANT: Before submitting a Response to Miami County in response to this RFP, Offerors arestrongly encouraged to use the Technical Requirements Score tables found in Sections 6.3.1 and 6.4, andthe above technical performance scoring information to review their Responses for completeness,compliance, and quality.

4 . 4 . 3 . P H A S E I I I R E V I E W – S C O R I N G T H E O F F E R O R ’ S C O S T T A B L E S

Once the technical merits of the Responses are considered, Miami County will consider the costs of oneor more of the highest-ranking Responses. But it is within Miami County’s discretion to wait until afterany, if requested by Miami County, interviews, presentations, and demonstrations to evaluate costs.Also, before evaluating the technical merits of the Responses, Miami County may do an initial review ofcosts to determine if any Responses should be rejected because of excessive cost. Miami County mayreconsider the excessiveness of any Response’s cost at any time in the evaluation process.

Miami County may select one or more of the Responses for further consideration in the final phase ofthe evaluation process based on the price performance formula described below. The Response(s)selected for consideration in the next phase always will be the highest-ranking Response(s) based onthis analysis. That is, Miami County may not move a lower-ranking Response to the next phase unless allResponses that rank above it also are moved to the next phase, excluding any Responses Miami Countydisqualifies because of excessive cost or other irregularities.

4 . 4 . 3 . 1 . P R I C E P E R F O R M A N C E F O R M U L A F O R T E L E P H O N Y S Y S T E M P R O P O S A L S

The RRT will rate qualifying Responses based on the following criteria and respective weights.

Based on a Response that meets all requirements, the technical score accounts for 70% and cost portionaccounts for 30% of the evaluation.

To ensure the scoring ratio is maintained, Miami County will use the following formulas to adjust thepoints awarded to each Offeror. The Offeror with the lowest total 1st year cost based on the cost tablesin section 6, will receive 180 points. The remaining Offerors will receive a percentage of the maximumCost Score points based upon the following formula:


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Cost Score Points = (Lowest Total 1st Year Cost / Offeror’s Total 1st Year Cost) x 180

4 . 4 . 3 . 2 . P R I C E P E R F O R M A N C E F O R M U L A F O R N E T W O R K E Q U I P M E N T P R O P O S A L S

The RRT will rate qualifying Responses based on the following criteria and respective weights.

Based on a Response that meets all requirements, the technical score accounts for 70% and cost portionaccounts for 30% of the evaluation.

To ensure the scoring ratio is maintained, Miami County will use the following formulas to adjust thepoints awarded to each Offeror. The Offeror with the lowest cost based on the cost tables in section 6,will receive 90 points. The remaining Offerors will receive a percentage of the maximum Cost Scorepoints based upon the following formula:

Cost Score Points = (Lowest Cost / Offeror’s Total Cost) x 90

4 . 4 . 4 . P H A S E I V R E V I E W – F I N A L S E L E C T I O N

The RRT will recommend for initial negotiation the technically qualified Offeror with the highest FinalTotal Score. Total Score is determined by adding the Phase II Technical Response points plus Phase IIICost Points (Total Score = Phase II + Phase III) for Telephony System proposals and if included, a separatescore for Network Equipment proposals. Offerors may also earn additional scoring points based on thequality and scale of provided references as defined in sections 5.1 and 5.1.1.

Telephony System Proposal Selection

Telephony TechnicalScore

Telephony Cost ScoreAdditional Scoring

Points= Total Telephony Score

TBD TBD TBD TBD

Network Equipment Replacement Proposal Selection

Network EquipmentTechnical Score

Network EquipmentCost Score

Additional ScoringPoints

= Total NetworkEquipment Score

TBD TBD TBD TBD


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4 . 5 . A D D I T I O N A L T E R M S & C O N D I T I O N S F O R H O S T E D V O I P P R O P O S A L S

4 . 5 . 1 . F O R H O S T E D V O I P S O L U T I O N P R O P O S A L S – H A N D L I N G O F C O U N T Y D A T A

“County Data” is any information, data, files, or software that the County or its Subscribing Entities useor store on or in conjunction with the Services (i.e. hosted VoIP telecommunications services), includingbut not limited to Generated Files. For the purpose of this service, County Data will include, but not belimited to, call records, video archives, voicemail archives, Active Directory information, billing records,dial plans, etc. The Offeror (Service Provider) must use due diligence to ensure computer andtelecommunications systems and Services involved in storing, using, or transmitting County Data aresecure and to protect that data from unauthorized disclosure, modification, or destruction. Toaccomplish this, the Service Provider must comply with all applicable National Institute of Standards andTechnology (“NIST”) standards for Moderate Impact systems and:

1. Apply appropriate risk management techniques to ensure security for all sensitive data, includingbut not limited to any data identified as Confidential Information elsewhere in this Agreement.

2. Ensure that its internal security policies, plans, and procedures address the basic security elementsof confidentiality, integrity, and availability.

3. Maintain plans and policies that include methods to protect against security and integrity threatsand vulnerabilities, as well as and detect and respond to those threats and vulnerabilities.

4. Maintain appropriate identification and authentication process for information systems and servicesassociated with County Data.

5. Maintain appropriate access control and authorization policies, plans, and procedures to protectsystem assets and other information resources associated with County Data.

6. Implement and manage security audit logging on information systems, including computers andnetwork devices.

Note: For moderate-impact information systems, organizations must, as a minimum, employappropriately tailored security controls from the moderate baseline of security controls defined in NISTSpecial Publication 800-53 and must ensure that the minimum assurance requirements associated withthe moderate baseline are satisfied.

The Service Provider must maintain a robust boundary security capacity that incorporates generallyrecognized system hardening techniques. This includes determining which ports and services arerequired to support access to systems that hold County Data, limiting access to only these points, anddisabling all others. The Service Provider must use two-factor authentication to limit access to systemsthat contain County Data.

Unless the County, through the applicable Subscribing Entity, instructs the Service Provider otherwise inwriting, the Service Provider must assume all County Data is both confidential and critical for Countyoperations, and the Service Provider’s security policies, plans, and procedure for the handling, storage,backup, access, and, if appropriate, destruction of that data must be commensurate to this level ofsensitivity. As part of the Service Provider’s protection and control of access to and use of data, theService Provider must employ appropriate intrusion and attack prevention and detection capabilities.Those capabilities must track unauthorized access and attempts to access County Data, as well as


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attacks on the Service Provider’s infrastructure associated with County Data. Further, the ServiceProvider must monitor and appropriately address information from its system tools used to prevent anddetect unauthorized access to and attacks on the infrastructure associated with County Data.

The Service Provider must use appropriate measures to ensure that County’s data is secure beforetransferring control of any systems or media on which County Data is stored. The method of securingthe data must be appropriate to the situation and may include erasure, destruction, or encryption of thedata before transfer of control. The transfer of any such system or media must be reasonably necessaryfor the performance of the Service Provider’s obligations under this Agreement.

The Service Provider must have a business continuity plan in place. The Service Provider must test andupdate the IT disaster recovery portion of its business continuity plan at least annually. The plan mustaddress procedures for response to emergencies and other business interruptions. Part of the planmust address backing up and storing data at a location sufficiently remote from the facilities at whichthe Service Provider maintains County Data in case of loss of that data at the primary site. The plan alsomust address the rapid restoration, relocation, or replacement of resources associated with County Datain the case of a disaster or other business interruption. The Service Provider’s business continuity planmust address short- and long-term restoration, relocation, or replacement of resources that will ensurethe smooth continuation of operations related to County Data. Such resources may include, amongothers, communications, supplies, transportation, space, power and environmental controls,documentation, people, data, software, and hardware. The Service Provider also must provide forreviewing, testing, and adjusting the plan on an annual basis.

In case of an actual security breach that may have compromised County Data, including but not limitedto loss or theft of devices or media, the Service Provider must notify the County in writing of the breachwithin 4 hours of the Service Provider becoming aware of the breach, and fully cooperate with theCounty to mitigate the consequences of such a breach. This includes any use or disclosure of the CountyData that is inconsistent with the terms of this Agreement and of which the Service Provider becomesaware, including but not limited to, any discovery of a use or disclosure that is not consistent with thisAgreement by an employee, agent, or subcontractor of the Service Provider.

The Service Provider must give the County full access to the details of the breach and assist the Countyin making any notifications to potentially affected people and organizations that the County deems arenecessary or appropriate. The Service Provider must document all such incidents, including its responseto them, and make that documentation available to the County on request. In addition to any otherliability under this Agreement related to the Service Provider’s improper disclosure of County Data, andregardless of any limitation on liability of any kind in this Agreement.

All County Data will remain the property of the County. The Service Provider must ensure that theCounty retains access and download capability for purposes of retrieving its data.

All County Data at rest in systems supporting the Service Provider’s Services must reside within thecontiguous United States.

4 . 5 . 1 . 1 . R E T U R N O F C O U N T Y D A T A

At no additional cost to the Subscribing Entity, upon request made at any time during a Service term orwithin 90 days after the effective date of termination or expiration of the Subscribing Entity’s Order for


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that Service, the Service Provider will make available to the Subscribing Entity for download the CountyData covered by that terminated or expired Service, as well as any Generated Files, in native format orany other format the Subscribing Entity reasonably requests within one day of the request and at noadditional charge to the Subscribing Entity. After such 90-day period, the Service Provider will have noobligation to maintain the County Data covered by an expired Service Order and must thereafter, unlesslegally prohibited, delete the applicable County Data in its systems or otherwise in its possession orunder its control.

4 . 5 . 1 . 2 . D I S E N T A N G L E M E N T S E R V I C E S

On termination, in whole or in part, or expiration of an Order for any reason, the Service Provider willperform disentanglement Services if requested by Subscribing Entity to transition responsibility for anyaffected Services to another service provider or to Subscribing Entity itself (“Disentanglement Services”).

On request, the Service Provider will immediately provide a quote for such Disentanglement Services.The Service Provider will immediately begin providing necessary and appropriate assistance to allow theServices to continue without interruption and to facilitate the transfer of the Services to the orderingSubscribing Entity or its designee.

All documents, processes, programs and other tangible materials created by the Service Provider at anytime during the Term or otherwise pursuant to the relationship will be the sole property of theSubscribing Entity.

The Service Provider will assist the Subscribing Entity in developing a plan that will specify the tasks tobe performed by the parties during disentanglement and the schedule for the performance of suchtasks. The plan will be developed, implemented, and concluded with full disentanglement with all duespeed, not to exceed 90 days.

The Service Provider will participate in all disentanglement meetings as reasonably requested by theSubscribing Entity.

At the Subscribing Entity’s request, the Service Provider will return all data as further stipulated in theprevious section.

The Service Provider will take part in parallel operations and cooperate with resources supplied by thesucceeding service provider or, as the case may be, the Subscribing Entity.

The Service Provider’s personnel appropriate for knowledge transfer will be dedicated to the SubscribingEntity for the duration of the disentanglement the Subscribing Entity requests.

The Service Provider also will provide the Subscribing Entity all information and documentation availableregarding services and issues related to the Subscribing Entity’s use of the Service.

The Service Provider will turn over any tools, software, equipment, and any other materials owned bythe Subscribing Entity.

All Disentanglement Services will be performed as expediently and efficiently as reasonably possible tofacilitate a timely, cost effective, and organized disentanglement.


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5 . O F F E R O R Q U A L I F I C A T I O N S

Responses submitted by Offerors regarding this Section will be evaluated on a continuum of qualityscale based on responsiveness to these criteria and their applicability to the work described in this RFP.Offerors should select samples for submission on this project according to their applicability to thisproject.

5 . 1 . O F F E R O R Q U A L I F I C A T I O N S

References for Telephony System Proposals:

The Offeror must include at least two (2) but not more than three (3) references in the Offeror’s ProfileTab of their response for telephony system implementation references. All references must relate towork that was completed within the past five (5) years and be comparable in features and functionalityto the requirements of this RFQ. Both references must be for either: a fully managed / hosted VoIPsolution or for an on-premise VoIP solution, depending on which type Offeror is proposing

- Two (2) must be for a client where the Offeror has successfully provided services for a VoIPtelephony deployment of at least 1000 users.

The optional 3rd reference may be for any type of VoIP telephony and / or VoIP contact centerdeployment, that the Offeror feels best represents their capabilities to execute the scope of workdetailed in this RFQ.

Offerors that do not meet all experience and qualifications above may be disqualified from furtherconsideration for award.

Offerors must use the reference template provided in Appendix A (section 8) in their response.

5 . 1 . 1 . A D D I T I O N A L S C O R I N G P O I N T S C R E D I T F O R R E F E R E N C E S / E X P E R I E N C E

Offerors may earn an additional scoring points credit based on the quality of references provided bypast customers and the compliance to required scope and scale of previous experience as stated above.

Additional scoring points credit will be determined based on the RRT’s review and assessment of theOfferor’s Response and references provided by past clients, and may assign one of the following pointvalues:

Does Not Meet Requirement – provided reference does not meet scale requirements and / orquality of reference. Additional Point Value: 0

Meets Requirement – provided reference meets scale requirements and quality of reference.Additional Point Value: 25

Exceeds Requirement – provided reference exceeds scale requirements and / or quality ofreference. Additional Point Value: 26 to 50 points based on provided references


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5 . 2 . O R G A N I Z A T I O N A L E X P E R I E N C E & C A P A B I L I T I E S

Describe the Offeror’s organizational capability to provide the scope of work described in Section 5 ofthis RFP. To demonstrate organizational capability, Offeror must provide the following:

5 . 2 . 1 . O F F E R O R P R O F I L E

Provide a description of the company, including the following information:

When the company was established Number of employees Locations of corporate and support offices:

o For Hosted VoIP Solutions - Offeror must specify in their response the locations of theirsolution’s data centers, NOCs, etc. and indicate the number of staff employed at each insupport of the proposed solution

Legal entity that will be contracting to provide the services outlined in the RFP Offeror's experience in building industry-leading IP-based voice systems.

State whether parts of the proposed services are to be provided by a subcontractor / partner anddescribe the relationship with the proposed subcontractor / partner and subcontractor / partner role inproviding these services.

IMPORTANT: Offeror must confirm that Miami County will contract with only one party who will be heldaccountable for all performance-related issues for all services that become part of the final contract.

5 . 2 . 2 . I M P L E M E N T A T I O N / T R A N S I T I O N P L A N

It is important for the selected vendor to provide for an organized transition from the current system(s)to the new system; ensuring internal and external communications are maintained.

The County requires a high-level Implementation / Transition Plan to be provided with Offeror’sResponse. This document should include summary level activities, milestones, timeline, deliverables,and the Offeror’s approach for the following components:

Planning & Design End User Requirements Definition Implementation * Testing **

Training Cutover Transition to post cutover support

* Miami County will handle the staging and deployment of phone devices (offeror should include allother equipment / system implementation and installation activities in their proposal)


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** Miami County will handle creating test plane and executing UAT (offeror should include all otherequipment / system testing and installation activities in their proposal)

In addition to describing the entire implementation lifecycle the plan is to include the resources to bededicated, project approach for gathering requirements; telephony platform migration / transition (e.g.dial plans, station review / cut-sheets), a timeline of actions with a completion target date for theOfferor. The Implementation / Transition plan should also outline expectations the Offeror has of theCounty and its customers and the information or task the County and its customers are to provide theOfferor.

5 . 2 . 3 . S E R V I C E / S U P P O R T P L A N

The County requires a Service / Support Plan to be provided with Offeror’s Response. The Service /Support Plan should describe how the Offeror will meet the technical requirements and service levelsfor ongoing maintenance and support as defined in Technical Section 5. This plan must include but isnot limited to availability / uptime, response time, escalation, ticketing / help desk, support staffincluding on-site contact, repair, etc.

For Hosted VoIP Proposals:The Offeror is responsible for processing all orders, billing, payments, cancellations, and changes, andreceiving and managing all Service calls in a consolidated manner. In this regard, the Service Providermust act as the sole point of contact for all Services under this Agreement and any related ServiceAttachments for all Subscribing Entities.

5 . 2 . 4 . K E Y S T A F F

The Offeror must demonstrate significant expertise by assigning staff to key leadership roles for thisproject. The Offeror must, at minimum, identify by position and by name, those staff they consider keyto the project’s success and professional profiles and resumes must be included in Offeror Responses forall persons proposed for key positions.

At minimum, key staff identified must include an Account Manager, Service Manager, and ProjectManager, assigned to the project who will work with the County’s overall project team and designatedleaders.

The County, if unsatisfied with job performance of any of the selected Offeror’s staff and / orsubcontractors, may ask for their replacements. The County must be notified of any impending changesin key personnel and must approve any proposed replacement staff


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6 . T E C H N I C A L R E Q U I R E M E N T S

Offerors proposing either an on premise or hosted telephony solution must make the followingassumptions and high-level design specifications in preparing their response:

The County will maintain voice / data network readiness, traffic capacity and on-going reliabilityfrom the demarcation points with Offeror’s service to end-users. The County will base its standardson the specifications / requirements of the solution as to be specified by Offeror in response toRequirement AI-17.

Miami County has one Area Code of 937 and four exchanges. The majority of phone numbers are inthe 774 exchange, however there a few numbers within each of the 332, 335, 339 and 440exchanges. Each office has at least one 10-digit Direct Inward Dial (DID) number along with 4-digitextensions. There are 1420 extensions currently configured in the NEC solution with approximately1,100 assigned, and approximately 53 devices within the Cisco system.

The County requires that the solution satisfies one of the following scenarios:

o The existing 10-digit numbers be kept intact along with existing 4-digit extensions; 4-digit dialingcapability to be incorporated with any new VoIP System.

o The existing 10-digit numbers be kept intact; replace existing 4-digit extensions with acontiguous block of new 10-digit numbers ending with existing 4-digit numbers; 4-digit dialingcapability to be incorporated with any new VoIP System.

o The existing 10-digit, published numbers be kept intact while the remainder of 10-digit numbersand 4-digit numbers be replaced with a block of new, contiguous numbers; 4-digit dialingcapability to be incorporated with any new VoIP System.

IMPORTANT: A new 326 area code will be added to the area served by 937. Beginning March 8,2020, new telephone lines or services may be assigned numbers using the new 326 area code.

IMPORTANT: Effective August 10, 2019, a new dialing procedure for local calls consisting of thearea code + telephone number, or, 1 + area code + telephone number can start being used.Beginning February 8, 2020, callers must use the new dialing procedures to complete dialing to anexternal, outbound number.

The Offeror must propose a design that incorporates optional geographic diversity, with at least 2connections to the PSTN. Costs for system survivability / diversity may be listed in themiscellaneous costs line item of the cost tables. This functionality should be assumed to beoptional; the County may choose to implement or not.

IMPORTANT: Offeror’s response must present a specific design and proposed points of integration.

Miami County categorizes needed phone types as: Basic, Mid-Range, and High-End:

o Basic – considered to have 1 to 2-line buttons and minimal feature sets to be used inmiscellaneous locations (e.g. break rooms, hallways, etc.)


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o Mid-Range – considered to have at least 4-line buttons and full-featured with built-incamera and color video screen

o High-End – considered to have at least 6-line buttons, full feature set and capable ofsupporting up to 3 key expansion modules (i.e. sidecars) with built-in camera and high-resolution color video screen

The offeror may use the following matrix as a sizing reference for the proposed system. This tableincludes a summary of staff, telephony devices, analog lines and call center agents, supervisors andqueues currently in use as well some future needs:

County Departments:Es

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Animal Shelter 6 0 4 0 1 0 0 1 0 0 0 0

Auditor 20 3 19 8 19 1 1 2 0 14 2 2

Adult Parole Authority (APA) 6 0 5 1 0 0 0 1 0 0 0 0

Board of Elections 9 0 9 0 0 0 1 1 1 0 0 0

Children Services 33 25 5 5 1 0 1 4 1 0 0 0

Commissioners Office 8 0 11 3 3 0 1 5 0 0 0 0

Common Pleas Court 17 0 20 4 5 4 4 2 0 0 0 0

Common Pleas Clerk of Courts 9 0 9 0 0 0 0 1 0 9 1 1

Common Pleas Clerk of Courts-Auto Title

7 0 8 0 0 0 0 1 0 0 0 0

Communications Center 25 8 22 0 1 0 2 1 0 0 0 0

Coroner 1 0 0 0 0 0 0 0 0 0 0 0

Department of Development 19 2 17 6 5 5 0 5 4 0 0 0

EMA 7 0 33 0 15 1 2 3 0 6 1 1

Engineer 10 3 0 12 2 0 1 2 2 0 0 0

Engineer-Garage 22 3 5 0 0 0 0 0 0 0 0 0

Engineer-Tax Map 9 0 7 1 0 1 0 0 0 0 0 0

Human Resources 3 0 3 0 0 1 0 1 1 0 0 0

Sheriff Incarceration Facility 16 0 18 7 3 0 1 4 0 0 0 0

Information Technology 10 6 14 0 1 0 1 0 1 0 0 0


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County Departments:

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Job and Family Services 65 1 74 9 1 3 1 3 0 23 4 4

Juvenile & Probate Court* 28 0 22 16 1 2 4 4 3 11 2 2

Law Library 1 0 1 0 0 1 0 0 0 0 0 0

Municipal Court ? 0 32 3 5 0 0 6 0 0 0 0

Municipal Clerk of Court - Civil 5 0 5 0 0 0 0 1 0 0 0 0

Municipal Clerk of Court - Traffic / Criminal

8 0 8 0 0 0 0 1 0 0 0 0

Operations and Facilities 11 4 6 2 2 0 0 1 0 0 0 0

OSU Extension 7 0 8 2 1 1 1 1 0 0 0 0

Prosecutor’s Office 11 0 8 5 4 0 0 2 0 0 0 0

Public Defender 6 0 7 0 0 0 0 1 0 0 0 0

Recorder and Microfilm 6 0 7 2 1 0 0 2 0 0 0 0

Sanitary Engineer 20 3 17 0 0 0 1 1 0 0 0 0

Sheriff - Downtown & Jail 33 0 0 35 9 0 1 5 1 0 0 0

Sheriff - Incarceration Facility 16 1 18 7 6 1 0 1 0 0 0 0

Sheriff - Training Center 0 0 10 0 0 0 1 1 1 0 0 0

Transit 6 0 1 8 0 0 0 2 0 2 1 1

Treasurer 5 0 4 1 0 0 0 1 1 0 0 0

Veterans’ Services 7 0 4 1 0 0 1 1 0 0 0 0

Victim Witness 5 0 5 0 0 0 0 0 0 0 0 0

West Central Juvenile Detention 13 1 9 5 1 0 0 3 0 0 0 0

West Central Juvenile Rehabilitation 16 3 9 7 1 1 0 1 1 0 0 0

TOTALS 506 63 464 150 88 22 25 72 17 65 11 11


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6 . 1 . T E C H N I C A L R E Q U I R E M E N T S S P E C I F I C T O H O S T E D V O I P P R O P O S A L S :

If an Offeror is proposing a hosted VoIP Solution, the Offeror’s response must include consideration andresponses to the following items within their technical and cost responses:

Offeror must host all components at Offeror’s datacenter. Equipment will NOT be hosted at theCounty’s data centers, except for integration points (Session Border Controllers / Gateways) andoptional equipment for site survivability.

Offeror must identify the types of equipment that may need to be located within County datacenters or at end-user sites (for local survivability), and include all relevant system specifications(e.g. type, model, power / cooling requirements, space, etc.).

Solution to provide one Carrier that can provide local, long distance and toll free service that resultsin one, monthly invoice to the County

Provide government competitive rate structure for local, long distance (outside of Ohio) and toll freeservices

o Local Exchange Service for calling within County exchangeso Local Toll (intraLATA) Service for local long distance, or regional toll service that provides

calling within a geographic area known as a Local Access and Transport Area (LATA).o Expanded Local Exchange Service Expanded local exchange service that extends a local

exchange calling area and eliminates local toll costso Toll Free Service

Provide long distance calling within Ohio at no charge

It is expected that multiple feature set configurations be offered with an appropriate andcompetitive rate structure. For example, but not inclusive:

o Nominal fee for inactive phone numbers, which are not yet assigned to a telephony devicebut are being retained for future use

o Lower fee for features configured for analog deviceso Different rate for phone devices configured with industry standard, common features,

however different for phones with voicemail and without voicemailo Lower rate for voicemail-only profiles

Offeror will handle all end-user billing and collection for chosen: monthly service plan, add-onoption(s), interstate and international long distance charges, and any other services selected by enduser.

IMPORTANT: Some end-users may elect to receive exported billing data from Offeror (in standardexport data formats) for their own internal processing and direct billing of their user community.This will be determined and agreed to, on a case-by-case basis as end user groups elect theproposed service.


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6 . 2 . T E C H N I C A L R E Q U I R E M E N T S E V A L U A T I O N & S C O R I N G

A Response Review Team (RRT) appointed by Miami County, will collectively score qualifying TechnicalResponses. For each of the evaluation criteria given in section 6.3.1, reviewers will collectivelydetermine whether the technical response exceeds, meets, or does not meet the requirementsexpressed in the RFP and assign the appropriate point value as follows:

Does Not MeetRequirement

Meets Requirement Exceeds RequirementGreatly Exceeds

Requirement

0 3 5 7

The evaluation criteria listed below will serve as the criteria to receive a score of “meets” for eachrequirement. Additional capabilities or depth of experience beyond those listed below will beconsidered for exceeding the minimum criteria and being scored accordingly. A technical Response’stotal PHASE II score will be the sum of the point value for all the evaluation criteria. The review teamwill collectively score each individual qualifying Response. Technical Responses, which do not meet orexceed a total score of at least 420 points for a proposed telephony solution, a score that represents theResponse “meets” all the evaluation criteria, will be disqualified from further consideration.

Telephony System Proposals Points Earned

Item Evaluation Criteria WeightDoes Not

MeetMeets Exceeds

GreatlyExceeds

1 Architecture & Integration 20

2 Gen. Features / Functions 20

3 Support / Maintenance 20

4 Security / Emergency 15

5 Multi-Tenancy 10

6 Contact Center 10

7 3rd Party Billing Capability 5

8 Video Conferencing 10

9Offeror Qualifications / Plans(as specified in section 4)

30 N/A

Points Earned Subtotals:

Points Earned Evaluation Total:


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6 . 3 . T E L E P H O N Y S O L U T I O N R E Q U I R E M E N T S

Miami County is seeking either a hosted or on premise VoIP solution that will enable them to provideend-users with telecommunications services. The following table identifies features and functions thatOfferor’s proposed VoIP telephony solution should provide.

IMPORTANT: Offeror must duplicate this table in their response submission and complete it byindicating, for each feature / function, whether that capability is a part of their proposed solution, partof an add-on / optional feature of their proposed solution or can be available via a 3rd party integratedsolution, or is ‘Not a Capability’ of the proposed VoIP solution.

IMPORTANT: If a listed feature is in the category of requiring ‘add-on’ or ‘3rd party integrated solution’in order to provide the feature (e.g. contact center functions, video conferencing, etc.), the Offeror mustexplicitly indicate whether said feature is a part of their proposed cost or will require additional cost /funding beyond the proposed cost of implementation. If so, offeror must itemize these components onthe cost table in the ‘miscellaneous costs’ section.

Under each requirement is a blank box where the Offeror shall describe how their proposed solutionmeets the associated requirement above, and / or specifically to address a question posed within arequirement. Descriptions should be succinct and understandable, and kept to a maximum of 2,000characters (approximately one-half of a page using Arial or Calibri font 10 point). If necessary, Offerormay provide supporting documentation (e.g. product whitepapers, architecture diagrams, etc.) asattachments to their response. Any supplemental material provided should also be referenced with therelevant requirement ID numbers from the table below.

IMPORTANT: Only the information provided within the requirements table below (and responses toSection 4) will be evaluated for scoring purposes. Other than solution design and architecture diagrams,supplemental material included as attachments will only be reviewed for reference and will not bescored.

6 . 3 . 1 . T E L E P H O N Y S Y S T E M R E Q U I R E M E N T S T A B L E

Telephony System RequirementsIncluded in Proposed Solution

Requires Add-on or 3rd Party

Not Capable

Architecture / Integration

AI-01

Solution should provide a VoIP system with e.164 dialing.

Offeror’s solution must support assignment of directory numbers (DN) that are both 10-digit direct dial numbers (3-digit area code and 7-digit telephone number) and associated 4-digit extensions that match the last four numbers of the direct dial number to end devices (e.g., VoIP phone, softphone, a fax machine, or an analog devices attached to an analog adapter/gateway)

Offeror’s Response:


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AI-02

The County requires that the solution is able to operate ina network environment with QoS standards, and must support and be certifiable with all County standard switches or routers.


AI-03

The County requires that the solution integrate with analog sets, faxes, etc. and that the solution support standard VoIP transport and encryption technologies (SIP,TLS, SRTP, and IPsec).


AI-04

The County requires that the solution provide compatibility with mobile devices (i.e. smart phone application to mimic / make portable a user’s desk phone,find-me / follow-me, etc.).


AI-05County requires a voicemail system with multi-tenancy support for maintaining partitioning between each user group.


AI-06

Offeror’s solution must integrate with the 3rd party Motorola ECW telephone system (e.g. SIP connection to support transfer of call from ECW system to County phone system and dialing by extension)


AI-07

The County requires the following dialing plan programming capabilities and configurations:

• Provide dial plan options to County for modification as needed to keep consistent with existing configurations

• Route outbound dialing equal to 211, 311, 411, 511, 611, 711, and 911 be routed out the PSTN

• Allow internal 4 digit dialing between Miami County phones

• Allow 4-digit dialing for external callers once in the County phone system, such as with automated attendant menu options

• Provide different levels of permissions to be assigned to County phone profiles for limited dialing ability, such as:

o 911o 911 and internalo 911, internal and localo 911, internal and local, and within Ohioo 911, internal and local, within Ohio and

within the US, including Canadao 911, internal and local, within Ohio, within


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the US, including Canada and Internationalo Unlimited


AI-08

The County also requires that the solution offer Unified Communications capabilities. Describe Offeror’s Unified Communications (IM and Presence) solution that will be available and how the proposed system will address multiple tenants of the Unified Communication solution (multi agencies, and other non-agency users)


AI-09

The County requires an option (available at an additional cost) for a robust survivability appliance that includes a local dial plan with local control and extensibility, and local PRI / Analog support, for use in the event of an emergency, or loss of data connectivity to the Offeror’s solution / service.


AI-10

The County requires that the system must be deployed in a geographically redundant fashion with all backend components mirrored between locations (no single point of failure). Fail-over must be automatic (with no human involvement) and preferably on a per component basis. Describe how the on-premise or hosted solution will be architected.


AI-11

The County requires that the solution supports predetermined call forwarding of selected numbers to outside numbers during power faults and / or connectivity issues.


AI-12If proposing a hosted solution -Describe Offeror’s hosted service, including manufacturerof equipment used, architecture, scalability, etc.


AI-13What is the maximum number of simultaneous conversations supported by the proposed system?


AI-14

Describe solution’s capability to ensure compliance and completion of local # portability, and retention / reproduction of existing call plans (e.g. call forward settings, rollover #s, etc.).



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AI-15Describe how your solution supports the Twenty-first Century Communications and Video Accessibility Act of 2010 (Public Law 111-260).


AI-16Identify which operating systems are supported for any potential desktop clients (soft-phones).


AI-17

Describe all requirements for County network related considerations, including: bandwidth, QoS, PoE, etc. from the point of demarcation so that the agencies know what requirements are necessary to utilize Offeror’s solution.

Information provide by Offeror, will become standard to which the County will operate / maintain the network from point of demarcation to end-points


AI-18

County requires that the solution allows for secure extension mobility (i.e. VPN connection from a home based worker, or by logging in to a hoteling station at another facility).


AI-19Describe how the proposed solution supports end-to-end Quality of Service (QoS). How are QoS issues resolved?


AI-20

Indicate how the solution is able to support multiple business / functional groups of users within an end-user entity / organization, and the configuration options available that will be unique to each group.


AI-21

The County requires analog device integration with adapter / gateway devices for locations that have a small, medium or large number of analog connections needed for overhead paging units, standalone fax machines, multi-functional copier / fax / scan units, and non-networked credit card / postage machines.

Allow for multiple connectivity points within a building for analog devices


AI-22

The County requires online fax integration capability to allow faxes to be sent and received on desktop workstations or any other computing device Miami County deems appropriate

Allow for shared fax accounts with a shared email box

https://www.fcc.gov/consumers/guides/21st-century-communications-and-video-accessibility-act-cvaa


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or folder where received faxes are emailed to this shared folder

Allow for individual fax accounts so that one person receive and sent online faxes from one email folder

Allow for individual fax accounts to be created with one person designated to receive all faxes for a group. This person (i.e., administrative person or receptionist) would forward faxes to the appropriate party with an email account. Having multiple people with access to their email folders in case backup coverage is needed.

For specific cases that require printing, provide automatic IP printing tying a given email address that to the multi-functional printer device’s IP address


General Features / Functions

FF-01

The County requires IP-based voice capabilities, including:

Integration of voice applications within a converged Internet Protocol (IP) solution

Ability to provide highly reliable and available hosted telephony switching systems

A choice of analog or IP phones for endpoints including users, modems, fax machines, conference rooms, etc.

The proposed solution must allow a user to utilize multiple phones (physical set, softphone, mobile client, VPN-capable phone, etc.).


FF-02

The County requires that the solution provide voice conferencing capabilities within the network and participants can also join in from outside the network:

Provide conference call / bridging capabilities for up to 20 ad hoc conferences

Accommodate up to 100 participants Provide Moderator permanent account codes Provide touch tone commands Allow recording and instant playback Provide availability 24 hours a day, 7 days a week Require that the system support permanently

assigned numbers for audio conferences.

Provide ability to assign designated bridge number for audio conference call in which the calling party wishes to have more than one called party listen and participate


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Allow each bridge to be assigned a secured primary number that allows participants to join a bridge usingan access code and participant pass code

Provide voice conferencing capabilities within the network; participants can also join the conference from outside the network

Provide a solution that is VPN compatible / accessiblefor end users, and what degree of encryptions / security is possible with the solution

Offer unlimited minutes

Include specifics in terms of total allowed users (concurrent and conferences).


FF-03

The County requires compatibility with industry standard headsets including wireless / Bluetooth headsets.

Offeror should also provide a list a of recommended compatible wireless headsets for proposed solution.


FF-04

The County requires that the solution meets the followingvoice mail requirements:

Access to voicemail from any phone anywhere using and ID and PIN

Voice mail to email notification (e.g. .wav attachmentand / or speech to text)

Private message capability Secure message capability Urgent message tagging Shared mailboxes Greeting only mailboxes Announcement only mailboxes General mailboxes Delivery of receipt and read receipt confirmation Directory integration Distribution list Multiple greeting capability based on:

o Time of dayo Day of weeko Holidayo Vacation

Solution allows users to record and change their name and greeting messages

Internal / External caller tagging Call routing capabilities (e.g., 0 out to operator) Cascading notification capabilities



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FF-05

The County requires that the solution supports the following core telephony features:

Call Barge Call Blocking by Caller ID Call Blocking / Class of Restriction Call Forwarding Call History Call Hold Call Mute Call Park/Pickup Call Pickup Group Call Timer Call Transfer Blind Call Transfer Consult Call Waiting Caller ID Conference Calling Conference Chaining Contact Lists Dial by Extension Dial by Name Distinctive Ringing Do Not Disturb Extension Mobility Extra Virtual Numbers HTTPS for phone services Hunt Groups If Busy Return Call Immediate Divert to Voicemail Last Number Redial Line Unavailable Forward Long Distance Access Code Support Malicious / Fraudulent-call ID and trace Message Waiting Indicator Multiple Calls Per line Appearance Music and tone on hold Night Service Bell On-Hold Timeout Alert On-Hook Dialing PLAR (Private Line Automatic Ringdown) Port security features Prime Line Select Privacy – Do not Disturb Record on Demand Ringer Pitch Adjust Ringer Volume Adjust Secondary dial tone Shared-line Appearances Silent and feature ring options Single Reach (internal/external) Speakerphone


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Speed Dial - Corporate Speed Dial - Personal Telephony Application Programming Interface (TAPI)

support Text label support on IP phones Time of day, day of week and date-based call

blocking Voice Mail


FF-06

The County requires basic auto attendant capabilities to provide a welcome message with an interactive menu on a per-user group basis. Features should at least include:

GUI management interface Dial by Name capabilities Dial by Extension capabilities Unlimited Auto Attendants Unlimited Call Tree depths Time of Day routing Day of Week routing Holiday routing Emergency message capability Automated backups On net and off net routing capabilities


FF-07The County requires that the solution be able to provide DNIS and ANI based auto attendant greetings / menu.


FF-08County requires basic auto attendant capabilities to create and modify routing, configure menu replays and adjust timing for caller entries


FF-09

The County requires that the solution support phones with the following basic features:

Hold key Menu key Message waiting indicator Deep-Sleep option (power savings feature) Full duplex speakerphone Headset support Graphical display Programmable soft key buttons Volume control Multi-position foot stand Multiple ring tones Americans with Disabilities Act (ADA) (Public Law

101-336) and ADA Amendments Act (ADAAA) (Public

https://www.ada.gov/pubs/adastatute08.htm

https://www.eeoc.gov/laws/statutes/adaaa.cfm


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Law 110-325) compliance Support for Bluetooth connection to hearing aids

(e.g. Streamer Pro) Industry standard Codec support Capacity to operate independent of PC Dual Ethernet ports on handset equipment


FF-10

The County requires that the solution support mid-range and executive phones with the following Advanced features:

Color Display Touch Screen Display Camera 6+ line appearance Video conferencing capabilities Attendant console / sidecar with color display


FF-11The County requires that the solution is able to add participants to an already in-progress conference.


FF-12The County requires that the solution include password protected conference capabilities.


FF-13The County requires that the system support multiple user rights / permissions for conference features.


FF-14The County requires that the system support permanentlyassigned numbers for audio conferences.



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FF-15

The County requires that the solution provide self-administration tools supporting flexibility for efficient configuration changes to user configurations and IP telephone equipment through the on-premise solution or a standard browser-based interface for a hosted system.

Provide self-administration GUI interface tool that is easy to use with easy drop-down menus, quick links and text fields

Provide monitoring dashboards, reporting and logs for managing system health

Provide the ability to create users, build phone profiles, update feature sets, reset passwords and perform the routine moves, add, changes

Provide the ability to create and maintain automated attendants, hunt groups, and call centers with call routing, queuing and prompts


FF-16Describe how the solution is VPN compatible / accessible for end users, and what degree of encryptions / security ispossible with the solution.


FF-17The County requires that the solution include Discovery, Auditing and Archiving functionality. Explain in detail what functionality is included.


FF-18

The County requires that the solution allows county agencies to broadcast messages easily to the following populations:

All users of the system, All users in an agency, All users in a specific building, All users on a floor, and All users in a functional group.

Describe how the system can accommodate this functionality.


FF-19

The County requires that the solution allow for up to full-time recording of voice lines (both inbound, internal, and outbound). This would be used on a limited set of endpoints. Offeror must describe how their solution meets this requirement


FF-20The County requires that the solution provide Hunt Groupfunctionality that will ring members’ phone in a specific


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order, such as in sequential, group or longest idle ringing and terminate to a specific destination (another hunt group, phone number, group voicemail)

Provide ability for members to be automatic members or to log into the Hunt Group to take calls

Provide the ability to configure Hunt Groups with basic call queuing, along with music on hold after greeting and in between delay prompts

Provide option to select different hunt styles (e.g. topdown, broadcast, longest idle, etc.).


FF-21

The County requires that the solution provide the ability to broadcast an audio or text message from one-to-one or one-to-many through the phone’s speaker and text alerts post to the phone’s display screen.

Allow for zone-based overhead paging to be configured for isolating different floors or areas of a building and to an entirelocation that may include more than one building.


FF-22

The County requires that the solution provide on-demand/ ad hoc recording of voice calls

Store audio recordings for 45 days Provide immediate access to recordings for retrieval,

export, and replay, and saving


FF-23

The County requires that the solution provide the ability to send emergency mass notifications across all of Miami County locations

Allow for sending critical messages to on-premises devices and mobile users, helping keep people safe during severe weather, building evaluation or lockdown, active shooter, etc.

Provide single interface alert solution that reaches on-premises and mobile phone devices with a variety of messaging formats

Allow for multiple messages to be manually triggered from on-premise and mobile phone devices

Allow for automated notifications be triggered from a variety of sources, such as the National Weather Service, County’s Security System, etc.

Allow for audio and text notifications to be pre-recorded (audio and text)

Provide the ability for staff to confirm notification was received

Provide administration the ability to monitor notifications


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in real time


Support / Maintenance

SP-01The County requires that the solution increase uptime by deploying a highly available and survivable solution.


SP-02The County requires that the solution support 99.99% uptime requirements. Describe the solutions ability to meet or exceed this requirement.


SP-03

The County requires that the solution provide mechanisms for scheduled automated back-up of system configuration, user settings, call history and voice-mail database.


SP-04

The County requires that the solution support a single point of management from any point on the network in delegated administration, multi-tenancy environment, forall components including: the IP-PBX, voicemail, auto attendants, ACD and unified messaging system.

The solution must support flexibility for efficient configuration changes to user profiles and IP telephone equipment through a standard browser-based interface.


SP-05

The County requires that the system software upgrades and patches must incur a minimal outage for end users. Describe the upgrade / patching processes, backup routines and continuity of operations planning and considerations.

Include response in Offeror’s Support Plan as instructed in section 5.2.3

SP-06The County requires that Offeror conduct proactive monitoring of the system(s) or service(s) resulting from this RFP


SP-07Describe the process for submitting break / fix requests and associated MTTRs


SP-08 Describe the Disaster Recovery / Fail-safe / Reliability plan


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SP-09Describe your support model including the process of enduser support.


SP-10

The County requires that Offeror respond to service or system issues within the maximum time intervals (labeled“Response Time”) below:

Failure Type Response Time

Critical: Total loss of service or system functionality as a whole, or20% or more of service locations, or any loss at a critical State customer, or an outage with an impact on public safety

Within 1 hour

Major: Partial Loss of service or system functionality impacting 20% or more of non-criticallocations

Within 2 hours(7 AM to 5 PM EST, Monday-Friday)

Within 4 hours afterworkday hours or on weekends

Standard: Any Loss of service or system functionality impacting lessthan 20% of non-critical locations or 50% or more at a single service location.


Within 6 hours, after workday hoursor on weekends

Minor: all other service or system functionality issues



Security / Emergency Response

SC-01

The County requires that the solution supports legal requirements and state of Ohio Security Standards, including: IT-SEC-02

http://das.ohio.gov/Divisions/InformationTechnology/StateofOhioITStandards.aspx

IRS Publication 1075 Additional requirement Section 9.18.13,

NIST 800-53 SP Rev 3 – Including SP 800-58 for VoIP.


SC-02The County requires that the solution supports the following phone security requirements: Allows QoS VLAN for VoIP traffic only

http://das.ohio.gov/Divisions/InformationTechnology/StateofOhioITStandards.aspx


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Port security features Compatible with CISCO NAC or 802.1X for device

verification and authentication


SC-03

The system must provide toll fraud protection including:

System must be able to block transfers to external phone numbers by category (e.g., long distance, local, directory assistance, etc.) without interfering with the user’s ability to directly access the same category.

System must be able to block call forwarding to external phone numbers by category (e.g., long distance, local, directory assistance, etc.) without interfering with the user’s ability to directly accessthe same category.

System must be able to block specific phone numbersor area codes from being called by anyone on the system and/or a select sub-group of users.

System must be able to block voice-mail system accounts from placing off system calls.

System must support the ability to define policies (groups and users) to control/manage calls.


SC-04

The County requires that the solution provide audit trail capabilities. Solution should be able to at least provide tracking of admin, user access, configuration changes, MACD changes, etc.


SC-05Describe how the solution supports provisions for protection and remediation of voice mail spam, eavesdropping and redirection.


SC-06

The County requires that the solution provide e911 location services for all sites, even in the event of loss of data connectivity to Offeror’s service for site which are remote survivable configured.


SC-07

The County requires that the solution provide e911 services that will be able to track people as they use extension mobility features and / or move phones to different locations and report this information to central authorities.


SC-08The County requires that the solution provide services that will be able to track people and their respective


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location as they place 911 calls to enable County security personnel to be prepared for emergency responders’ arrival.

Provide services to include automatically bridging in the building security desk to the 911 outbound call, sending notification emails, and sending notification to security desk PCs.


Multi-Tenancy Requirements

MT-01

The County requires that the solution supports centralized and flexible reporting capabilities, including:

Access for clients to run complete call detail record reporting for all traffic patterns related to their agency

Ability to integrate with cell and other phone vendorsbilling systems

Web-based report distribution Audit trail capabilities capturing the details of moves,

adds, changes, and deletions (MACD) Ad-hoc reporting Trend reporting Detail call reporting On-demand reporting Real-time monitoring Auto Attendant reporting capabilities

o Historical and real-time call summaryo Historical and real-time resource utilization


MT-02

The County requires Centralized Call Detail Reporting (CDR) system to report calls being made and where the call originated. The system will provide agency/entity multi-tenancy so that agencies or other entities only see their requisite call detail reporting data.

Identify if the solution requires additional 3rd party reporting packages.

Extensive CDR reporting capabilities should include:

Historical and Real-time call reporting by defined business units

Executive Summary reporting for each business unit and location

Permissions-based access controls

Provide a customizable interface for tracking and reviewing all call activity and flexible reporting

Provide online access call record details for each line and service acquired from carrier/telephony service provider


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Provide a tool to view, query and create reports of call record details for sorting by location, department,user, DNIS, etc.

Provide report format can be distributed to agencies as needed for charge-back purposes

Provide call detail record information for each monthly bill from the phone system to deliver an in-depth view of usage data for reporting and billing verification, such as:

Inbound and outbound activity for each line and service

User name, assigned supervisor and address location

ANI and DNIS Numbers

Length, date, time, and costs of the calls

Allow data to be further refined by using a variety of filters as needed

Provide audit trail capabilities for tracking of admin, user access, configuration changes, MACD changes, etc.

Provide solution that supports centralized and flexiblereporting capabilities, including:

Access for clients to run complete call detail record reporting for all traffic patterns related to their agency

Ability to integrate with cell and other phone vendors billing systems

Web-based report distribution

Audit trail capabilities capturing the details of moves, adds, changes, and deletions (MACD)

Ad-hoc reporting

Trend reporting

Detail call reporting

On-demand reporting

Real-time monitoring

Hunt Group reporting capabilities

Auto Attendant reporting capabilities

Historical and real-time call summary

Historical and real-time resource utilization


MT-03

The County requires that the solution support multi-tenant administration, including hierarchical role-based access controls. This includes the capacity to create various profiles for the management of system and sub-systems and logically separate management by business unit, with at least the following control areas:

MACD Auto Attendant Prompt Management Hunt Groups


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Dial Plans Reporting

Logical separation of all user data between groups


MT-04Describe how delegated administration in a multi-tenancyenvironment is supported and any limitations.


Contact Center & Peripherals Requirements –For each requirement indicate whether capable or not and provide descriptions of capability.

CC-01

The County requires that the solution be capable of at least the following ACD functionality:

Multi-tenant capable to preserving business group partitioning

Multi-site / virtual call center support GUI management interface Real-time stats / performance display (dashboard) to

phone and / soft client / wallboard Skills-based routing Unlimited call tree depths Multiple Business and Holiday Schedules for call

routing / queuing Agent record on demand Live monitoring and call barge-in Agents Groups Agent Recorded Greetings Agent call transfer / conference with other agents

and / or outside entities Ability to login and logout of agent groups Ability for multiple agent group membership Capability for auto answer configuration Queue capacity control (thresholds) MOH or queue messaging for specific queues Historical and real-time Queue, Group, Agent

reporting capabilities


CC-02

The County requires that the solution be capable of providing automated outbound dialing with voice and SMS message functionality

Include a precise start date and time for each individual contact, allowing a number of contacts to be scheduled within a single transaction as determined by the organization.

Provide real time status of scheduled contacts

Provide the ability to remove pending contacts from the schedule

Provide a Web-based management interface to be used for system status and for creation and


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management of ad hoc campaigns that consist of a single SMS/Voice message

Multi-tenant capable for preserving business group partitioning

Support multiple dialing lists / call campaigns Integration with business group data sources (ODBC) Non-interactive and non-predictive outbound

notification campaigns Basic text to speech capability


CC-03

The County requires that the solution be capable of providing automatic callback functionality offering a callerthe opportunity to be called back at a later time, based ona scheduled call or position in queue.

Allow callbacks be assigned a higher priority than inbound calls to ensure the callbacks are made to meet the date and time of the callers’ requests.

System must provide automated callback functionality capability to callers waiting in queue based on estimated wait time in queue and/or the number of calls in queue.


CC-04

The County requires that the solution be capable of providing Interactive Voice Response functionality.

The solution should be VXML based

Allow use of dual-tone multi-frequency (DTMF) and optionally of speech recognition to navigate the IVR

Allow for use of prerecorded greetings or optionally use text to speech for IVR messaging

Provide the ability to read / write with external data sources via API, FTP, etc.


Billing

BL-01

FOR HOSTED SOLUTIONS:The County requires a detailed billing and reporting system that allows Offeror to invoice each customer / participating entity directly. Describe the solution’s capability to provide this service.


BL-02

Please describe your ability to export data for billing in a format that can be uploaded into disparate billing systems. Describe available formats for exported billing data.


BL-03 Please describe your ability to export data for billing in a

https://searchnetworking.techtarget.com/definition/DTMF


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format that can be uploaded into disparate billing systems. Describe available formats for exported billing data.


Video Conferencing Requirements

VC-01The County requires that the solution can provide fully provisioned multi-party video conferencing.


VC-03The County requires that the solution can maintain a 30fps frame rate in video conferences selectable by agency.


VC-04

The County requires that the solution can record and store conference recordings in a repository that can be indexed and easily searched; the solution also must support instant playback of audio recordings and IP basedvideo recording.


VC-05The County requires the system to be capable of content sharing on video conferences and include H.239 dual stream support for content sharing.


VC-06The County requires the solution to be multicast streaming and unicast capable; the solution must be able to provide a video conference as a multicast stream.


VC-07

The County requires that the solution is able to complete connections with external parties via IP or ISDN. The system must operate within firewalled environment and support firewall transversal with direct dial out for Internet addressed units and support for H.320 via ISDN PRI video gateway. Naturally, the system must be able to receive inbound video conferencing calls from Internet connected video conferencing units.


VC-08The County requires that the solution supports password protected endpoints.


VC-09The County requires that the solution supports third partyvideo endpoints using the SIP protocol.



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VC-10The County requires H.323 gatekeeper support with support for peering.


VC-11

The County requires robust video conferencing detail reporting: Date/time Start/stop times, scheduled vs. actual Identify participants in conference Duration Bandwidth Type – ad hoc, scheduled End point or system usage reporting -- daily, weekly,

monthly, yearly Network statistics/quality of conference


VC-12The County requires that the solution allows moving end points from room-to-room without the need to reconfigure.


VC-13The County requires support for video bandwidth management via call admission control.


VC-14The County requires that end points are able to initiate point-to-point conferences.


VC-15The County requires that the solution support H.264, H.261 and H.263 video CODECs.


VC-16The County requires that the solution integrate with the email system for conference reminders.


VC-17

Describe how your solution scales (and associated costs)and identify any restrictions on simultaneous connectionsfor Video, Audio, and Web conferences. Detail all dedicated resources.



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6 . 4 . T R A D E I N O F E X I S T I N G E Q U I P M E N T

Miami County would like to receive offers from interested offerors for the trade-in value of existingtelephony equipment. Offerors that would like to extend Miami County a trade in credit towards thepurchase of the proposed solution may utilize the optional line items on the cost sheet.

Specific quantities were not known as of the time of this writing; however Miami County would like aper-unit quote of trade-in value that is fair market by phone model type:

There are approximately 910 phones consisting of digital and analog models as follows:

Model Poor Condition Value Average Condition Value

NEC DTR-2D-1X (majority deployed)

NEC DTR-4D-1X

NEC DTR-8D-1X (majority deployed)

NEC DTR-16D-1X

NEC DTR-32D-1X

NEC DTR-32DT-1X

NEC DTR-1-1 (majority deployed)

NEC DTH-1-1

Cisco 7921 cordless phone (qty 5)

Cisco 7937G conference phone (qty 2)

Cisco 7961G desk phone (qty 21)

If an Offeror does not wish to offer a trade in credit for existing equipment, Offeror should enter ‘n/a’ inthe appropriate row on the cost table.


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7 . C O S T T A B L E S

The offeror must complete and include the following cost tables in a separate sealed envelope as part oftheir response.

7 . 1 . T E L E P H O N Y S Y S T E M P R O P O S A L C O S T T A B L E

Offeror should duplicate and include in their response one of the following telephony system cost tablesdepending on whether they are proposing a hosted VoIP solution or an on premise system:

7 . 1 . 1 . O N P R E M I S E T E L E P H O N Y S Y S T E M C O S T T A B L E

If Offeror is proposing an on-premise telephony solution, then the following two tables, supplementalcost items and the solution training options in section 7.1.3 must be included in Offeror’s cost response:

If the Offeror also wishes to include costs for optional components in section 7.1.1.1, then those tablesshould also be replicated and included in response. However, those costs will not be part of the scoringand evaluation of the Offeror’s response.

On Premise Telephony System Cost Table

Line Item: Proposed Cost:

System Hardware

System Software

Professional Services for Implementation *

Telephony Devices Total Cost (complete sub-table below)

1st Year Maintenance & Support

Credit for Trade in of Existing County Telephony Equipment(provide detail using table in section 6.4)

Total On Premise System Cost:

5 Year Cost of Ownership (include total above as 1st year value)

* Miami County will handle UAT, device staging and deployment – Offeror should not include costs forthese items in their proposal

Indicate ‘n/a’ if line item is not applicable, do not leave blank

Phone Devices Sub-Table

Phone Type Proposed Model Qty. Cost Total

Basic Phone 63

Mid-Range Phone 464

High-End Phone 150

Wireless (Wi-Fi) VoIP Phones 10

Sidecars (key expansion modules) 88

Conference Phones 47


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Wireless Extension Mics (pair) forConf. Phones

25

Cat-6 Cables for Device to PC/Wall 731

Analog Terminal Adaptors 99

Phone Device Purchase Total (include in hardware cost in table above):

7 . 1 . 1 . 1 . O N P R E M I S E T E L E P H O N Y S Y S T E M – S U P P L E M E N T A L C O M P O N E N T S C O S T T A B L E S

Offeror should include the following supplemental costs for the County’s consideration:

These costs will not be included in the cost scoring portion of the evaluation; these are intended toidentify other potential system implementation costs, should the County elect to select these additionalfeatures:

ACD Contact Center FunctionalityOfferor should provide costs for the possible implementation of basic ACD contact center functionalityusing the following design assumptions:

71 ACD agents 11 ACD supervisors 11 ACD menus with 3 routing options each (1 general info sub-menu, 2 agent queue transfers) 11 ACD queues Automated customer callback (i.e. virtually preserve caller’s place in line and call them back

when they would have been answered, and queue them at top priority to be next answered call)for each of the 11 ACD queues.

ACD Contact Center Line Items: Supplemental Cost:

ACD Professional Services for Implementation

ACD Software

ACD Hardware

ACD Annual Maintenance & Support

Total On Premise System ACD Contact Center Cost:


Video Conferencing for 674 telephony endpoints (not large room units)

Video Conferencing Line Items: Supplemental Cost

Video Conferencing - System Hardware

Video Conferencing - System Software

Video Conferencing - Professional Services for Implementation


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Video Conferencing Line Items: Supplemental Cost


Total On Premise System Video Conferencing Cost:


Small Site Survivability up to 100 Endpoints:

Small Site Survivability Line Items: Supplemental Cost:

Small Site Survivability - System Hardware

Small Site Survivability - System Software

Small Site Survivability - Professional Services for Implementation


Total Small Site Survivability Cost:


Large Site Survivability up to 500 endpoints


Large Site Survivability - System Hardware

Large Site Survivability - System Software

Large Site Survivability - Professional Services for Implementation


Total Large Site Survivability Cost:



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7 . 1 . 2 . H O S T E D T E L E P H O N Y S Y S T E M C O S T T A B L E

If Offeror is proposing a hosted telephony solution, then the following three tables, the supplementalcost items and the solution training options in section 7.1.3 must be included in offerors cost response:

If the Offeror also wishes to include costs for optional components in section 7.1.2.1, then those tablesshould also be replicated and included in response. However, those costs will not be part of the scoringand evaluation of the Offeror’s response.

Hosted Telephony System Cost Table

Line Item: Proposed Cost:

Professional Services for Implementation *

Telephony Devices Total Cost (complete sub-table below)

1st Year Cost for Hosted Services (complete sub-table below)

Credit for Trade In of Existing County Telephony Equipment(provide detail using table in section 6.4)

Total Hosted System Cost:

5 Year Cost of Ownership (include total above as 1st year value)

* Miami County will handle UAT, device staging and deployment – Offeror should not include costs forthese items in their proposal


Phone Devices Sub-Table


Basic Phone 63

Mid-Range Phone 464

High-End Phone 150

Wireless (Wi-Fi) VoIP Phones 10

Sidecars (key expansion modules) 88

Conference Phones 47

Wireless Extension Mics (pair) forConf. Phones

25

Cat-6 Cables for Device to PC/Wall 731

Analog Terminal Adaptors 99

Phone Device Purchase Total (include in table above):


Hosted Service Profiles

Phone Type Qty. Per Mo. Cost Annual Cost

Standard Business User with Voicemail * 614


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Miscellaneous User (analog, hall phones, conference etc.) 110

Analog Devices (utilizing ATA / Analog Gateways) 99

ACD Agent / Supervisor 82

Hosted Services Profiles Total (include in table above):


IMPORTANT: * if offeror has multiple user type profiles / costs, offeror should quote standard / typicalprofile cost, and provide supplemental details of other available profile types and their associatedmonthly costs.

7 . 1 . 2 . 1 . H O S T E D T E L E P H O N Y S Y S T E M – S U P P L E M E N T A L C O M P O N E N T S C O S T T A B L E S

Offeror should include the following optional costs for the County’s consideration:

These costs will not be included in the cost scoring portion of the evaluation; these are intended toidentify other potential system implementation costs, should the County elect to select these additionalfeatures:

ACD Contact Center FunctionalityOfferor should provide costs for the possible implementation of basic ACD contact center functionalityusing the following design assumptions:

71 ACD agents 11 ACD supervisors 11 ACD menus with 3 routing options each (1 general info sub-menu, 2 agent queue transfers) 11 ACD queues Automated customer callback (i.e. virtually preserve caller’s place in line and call them back

when they would have been answered, and queue them at top priority to be next answered call)for each of the 11 ACD queues.

ACD Contact Center Line Items: Supplemental Cost:

Annualized cost per ACD Agent / Supervisor (indicate if based on named or concurrent use license model)

ACD Professional Services for Implementation

Total Hosted System ACD Contact Center Cost:


Video Conferencing for 611 telephone endpoints (not large room units)

Video Conferencing Line Items: Supplemental Cost:

Video Conferencing - System Hardware

Video Conferencing - System Software

Video Conferencing - Professional Services for Implementation


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Video Conferencing Line Items: Supplemental Cost:

If recurring cost, indicate total annual cost for 674 devices

Annual Maintenance & Support

Total On Premise System Video Conferencing Cost:


Small Site Survivability up to 100 Endpoints:


Small Site Survivability - System Hardware

Small Site Survivability - System Software

Small Site Survivability - Professional Services for Implementation

If recurring cost, indicate total annual cost


Total Small Site Survivability Cost:


Large Site Survivability up to 500 endpoints


Large Site Survivability - System Hardware

Large Site Survivability - System Software

Large Site Survivability - Professional Services for Implementation

If recurring cost, indicate total annual cost


Total Large Site Survivability Cost:



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7 . 1 . 3 . S O L U T I O N T R A I N I N G O P T I O N S

Offerors proposing either an on premise or hosted VoIP telephony solution must complete the followingtable to indicate available training delivery options and associated costs.

IMPORTANT: Offeror should include how cost is calculated (e.g. per user / class / web session, etc.) andany additional details in their response about classroom size limits, sessions per day, and so forth.

Training Type * ClassroomTrain theTrainer

Web Conf.CBT / Self-

PacedPrinted

Materials

Administrator

Help Desk

End-User

Specialized User

In general, the training types are defined as follows:

Administrators – Training should cover deployment, operations and maintenance

Helpdesk – Training on common problems users face when working with solution features and 1st

level troubleshooting, and trouble reporting procedures / Offeror help desk interfacing.

End-user – Training on common telephony system / phones, video conferencing, and unifiedcommunication features / functions

Specialized Users – Training on advanced features such as: ACD, IVR, Dialer, QM, etc.

If Offeror is proposing training credits as a part of any monthly plan subscription, these should bedetailed and specified.

* Miami County reserves the right to record / capture any training session for internal use only.


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8 . A P P E N D I X A : O F F E R O R R E S P O N S E T E M P L A T E S

8 . 1 . O F F E R O R R E F E R E N C E T E M P L A T E

Offeror must duplicate as needed the following table in their response for each project reference to becitied in Offeror’s response to this RFP:

ENTITY (AGENCY / COMPANY): CONTACT NAME & CONTACT TITLE:

Name:Title:

ADDRESS: CONTACT PHONE # & EMAIL ADDRESS:

Phone #:Email:

SUMMARIZED DESCRIPTION OF PROJECT WORK & RELEVANCE TO THIS RFP:

(PLEASE KEEP PROJECT DESCRIPTION TO LESS THAN 2 PAGES IN LENGTH – TABLE WILL EXPAND AS NEEDED)


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9 . A P P E N D I X B : R E Q U I R E D F O R M S & C E R T I F I C A T I O N S

(This page intentionally left blank)


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9 . 1 . V E N D O R A C C E P T A N C E F O R M

The ven d o r is a ske d to ind icat e a cce p ta n ce b y h a ving a rep rese n ta tiveof the comp a n y sign and d a te t h is p a ge an d in clu d e th is p ag e with th ep rop o sa l.

Name o f A u th o rizing Off icer:

Title:

Name o f Firm:

A d d ress:

City, S ta te , an d ZIP Cod e :

Telep ho n e Nu mb e r:

I, , (prin t o r typ e n a me )

a cce p t t he f o rma t a nd t e ch nical sp e cificat ion s a s o utlined in th is p ropo sa l fo r

TELECOMMUNICATIONS SYSTEM fo r MIAMI COUNTY,OHIO ,

a n d a m p ropo sing a n a p p ro p ria te p ropo sa l which will mee t itsman d ato ry req u ire me n ts. I t is my u nd erstan d ing t ha t myp ro p o sa l , if a cce pte d , will b e co me p a rt o f th e co n tract.

V e n do r Auth o rized S ign a tu re Dat e

Witn e ss S igna tu re Dat e

S w o r n t o a n d s u b s c r i b e d b e f o r e m e t h i s _ _ _ _ _ _ _ _ d a y o f _ _ _ _ _ _ _ _ _ _ _ , 2 0 _ _ _ _ _ .

_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ N o t a r y P u b l i c


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M y C o m m i s s i o n e x p i r e s _ _ _ _ _ _ _ _ _ _ _ _ R e c o r d e d i n _ _ _ _ _ _ _ _ _ _ _ _ C o u n t y


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9 . 2 . S T A N D A R D F O R M O F A G R E E M E N T B E T W E E N O W N E R A N D C O N T R A C T O R ( O F F E R O R )

STANDARD FORM OF AGREEMENT BETWEENOWNER AND CONTRACTOR

AGREEMENT:

Made as of the day of in the year of Two-thousand andNineteen (2019).

BETWEEN THE OWNER : The Owner is :

Board of Miami County CommissionersMiami County Safety Building

201 West Main StreetTroy, Ohio 45373

And the CONTRACTOR:

TYPE OF SERVICE : Provision of VOIP TELECOMMUNICATIONS SYSTEM

The OWNER and the CONTRACTOR agree as set forth below:


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7a

Article 1 Contract DocumentsThe contract documents, which comprise the entire agreement between OWNER and the CONTRACTOR,consists of the following:

1.1 This Agreement;1.2 General Conditions1.3 Specifications (Offeror Qualifications & Technical Requirements)1.4 Addenda1.5 Proposal Form (Offeror Response)1.6 Experience Record (Offeror References)1.7 General Instructions to Offeror1.8 Supplemental Instructions to Offeror1.9 Auditor’s Certification1.10 Unresolved Debt Affidavit1.11 Vendor Acceptance1.12 Affirmative Action Certification1.13 Delinquent Personal Property Tax Affidavit1.14 Non-Collusion Affidavit1.15 Non-Discrimination and Equal Employment Opportunity Affidavit1.16 Certificate of Insurance1.17 Bureau of Workers Compensation Certificate

Article 2 Contracting AuthorityThe “Contracting Authority” means the Board of Miami County Commissioners orOwner.

.

Article 3 Payment by OwnerOwner shall pay the Contractor in accordance with the Contract Documents.

7b

Article 4 Performance by Contractor The Contractor shall provide all goods, equipment, materials, supplies, and products and shall perform all services in accordance with the Contract Documents. Such performance will be without damage to Owner’s premises and without interruption to Owner's activities.

Article 5 Warranties and RepresentationsIn addition to any warranties, provided by law, the Contractor represents and warrantsthat the goods, equipment, materials, supplies, products and/or service, shall meet allconditions, requirements and specifications as provided for in the Contract Documents.Contractor further warrants that the work will be performed in a workmanlike mannerand that title to the materials and equipment incorporated into the Project will be good


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and free from all liens and encumbrances. These warranties are cumulative and willsurvive any inspection, delivery, acceptance or payment by Owner of the workperformed by Contractor. Contractor will assign to Owner all manufacturer's warrantiesrelated to the materials and equipment incorporated into the Project.

Article 6 Termination for ConvenienceThe Owner may terminate without cause this Agreement by written notice ofcancellation mailed to the Contractor at its business address at least thirty (30) daysprior to the effective date of cancellation.

Article 7 Termination for Causea. In the event of default by the Contractor, the Owner may terminate this contract

without any further liability to the Contractor. Said termination shall be effectiveimmediately upon delivery of written notice to the last known address of Contractor.

b. The following events shall constitute default by the Contractor:

(1) the provision of defective goods, equipment, materials, supplies or products,(2) failure to furnish goods, equipment, materials, supplies or products in

accordance with the standards required by the contract documents, (3) the quality of goods, equipment, materials, supplies or products fails to meet

acceptable commercial standards, (4) failure to keep adequate inventory, (5) failure to deliver goods, equipment, materials, supplies or products in

accordance with the contract documents, (6) failure to perform services in accordance with the contract documents, (7) failure by the key representative to perform his/her duties in accordance with

the Contract documents, (8) nonperformance by contractor of any terms, conditions or provisions of this

contract, (9) any affirmative act of insolvency by Contractor or the filing by Contractor of any

petition under any bankruptcy, reorganization, insolvency or moratorium law, or any law for the relief of, or relating to, debtors,

(10) the filing of any involuntary petition under any bankruptcy statute against Contractor or the appointment of any receiver or trustee to take possession of the Contractor's property.

c. In the event Owner consents to or waives the breach of any provision or covenant ofthis Agreement, such waiver shall not constitute a waiver of such provision orcovenant in the future. The Owner shall not be prevented from later enforcing anyprovision or covenant it may have previously waived or elected not to enforce, norshall such waiver have any effect on the enforcement of any other provision.

d. The Contractor shall pay the Owner all costs and expenses, including (but not limitedto) attorney's fees, incurred by the Owner in exercising any of its rights or remedieshereunder of the terms, conditions or provisions hereof.

Article 8 Term of Engagement for Hosted Solutions


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In the event this contract is for a hosted VoIP telephony solution, the Owners andContractor agree to enter in to a contract for services for the scope and cost of Offeror’saccepted and / or negotiated Response, for the following period:

Term A – The end of the current County Calendar Year 2019 (from contract award and service go-

live to December 31, 2019).

Term B – The following four (4) County Calendar Years (2020, 2021, 2022 and 2023).

At the conclusion of Term B, the Owner reserves the right, subject to its needs, to renew Term B for anadditional annual period, and any subsequent annual period thereafter, if determined to be in the bestinterest of the Owner, and at the sole discretion of the Owner.


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This Agreement is entered into as of the day and year first written above.

This Agreement is entered into as of the day and year first written above.

BOARD OF MIAMI COUNTY COMMISSIONERS

__________________________________________By: Gregory A. Simmons, President (date)

__________________________________________By: John F. Evans, Vice President (date)

__________________________________________By: Ted S. Mercer, Member (date)

APPROVED AS TO FORM:

_________________________________Anthony E. Kendell (date)Miami County Prosecutor

CONTRACTOR FOR:VoIP Telecommunications System

____________________________________By: Representative for (date)

____________________________


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Miami County

CERTIFICATE

As the Auditor of Miami County, Ohio, I certify that the money required to meet the obligations ofOwner under the attached Agreement between Owner and Contractor has been lawfully appropriatedby Owner for those purposes and is in the treasury of the County or in the process of collection to thecredit of an appropriate fund, free from any previous encumbrances.

This Certificate is given in compliance with Sections 5705.41 and 5705.44 of the Revised Code.

Dated: ____________, 20____ ________________________________County AuditorMiami County, Ohio


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9 . 3 . A F F I R M A T I V E A C T I O N C E R T I F I C A T I O N

AFFIRMATIVE ACTION CERTIFICATION FOR EQUAL EMPLOYMENT OPPORTUNITY

This is to certify that (Name of Contractor)

has executed a written Equal Employment Opportunity Affirmative Action program in accordance withTitles VI and VII of the 1964 Civil Rights Act, Executive Order 11246 as amended, the Governor’sExecutiveOrder and the Equal Employment Opportunity Program of the Board of Miami County Commissioners.

If is awarded(Name of Contractor)

a contract pursuant to this RFP, we understand that under the provisions of the resultant contract thatwe are obliged to take Affirmative Action to provide equal employment opportunity without regard torace, religion, color, sex, or national origin.

an authorized(Name and Title)

official of is(Name of Contractor)

responsible for the implementation of this contractual obligation.

Official’s Signature

Date

This certification becomes part of the resultant contract.


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9 . 4 . P R O P E R T Y T A X A F F I D A V I T

DELINQUENT PERSONAL PROPERTY TAX AFFIDAVIT

This sworn affidavit should be properly completed by the authorized representative of your firm and willbe incorporated as a portion of the proposal and resulting contract for the following:

Subject: TELECOMMUNICATIONS SYSTEM

Department: COUNTYWIDE TERM CONTRACT

State of County of , ss:

being first duly sworn, deposes and says that he/she is the(Name )

of_ (Title)

with offices located at , (Address of Vendor)and as its duly authorized representative states that effective this day of ,

( ) is not charged with delinquent personal property taxes on the general list of personal propertyin Miami County, Ohio, or any other counties containing property in the taxing districts under thejurisdiction of the Auditor of Miami County, Ohio.

( ) is charged with delinquent personal property taxes on the general list of personal property inMiami County, Ohio, or any other counties containing property in the taxing districts under thejurisdiction of the Auditor of Miami County, Ohio.

County Amount (Include total amount and any penalties and interest thereon)

Miami $ $ $

(Affiant)

Sworn to and subscribed this day of _, 20 _.

(Notary Public)

My Commission expires , 20 _(Seal)section 5719.042 O.R.C.


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9 . 5 . N O N - C O L L U S I O N A F F I D A V I T

NON-COLLUSION AFFIDAVIT

STATE OF OHIO,

COUNTY OF _, SS:

being first duly SWORN, deposes and says that they are

the or authorized representative of_ the party making the forgoingproposal; that such proposal is not made in the interest of or on behalf of any undisclosed person,partnership, company, association, organization or corporation; that such proposal is genuine and notcollusive or sham; that said offeror has not directly or indirectly induced or solicited any other offeror toput in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, oragreed with any offeror or anyone else to put in a shame proposal, or that any one shall refrain fromproposal; that said offeror has not in any manner, directly or indirectly, sought by agreement,communication or conference with anyone to fix the proposal price of said offeror or of any otherofferor, or to fix any overhead, profit, or cost element of such proposal price, or of that of any otherofferor, or to secure any advantage against the public body awarding the contract or any one interestedin the proposed contract; that all standards contained in such proposal are true; and further, that saidofferor has not, directly or indirectly, submitted his proposal price or any breakdown thereof, or thecontents thereof, or divulged information or date relative thereto, or paid and will not pay any fee inconnection therewith, to any corporation, partnership, company, association, organization, proposaldepository, or to any member or agent thereof, or to any other individual except to such person orperson as have a partnership or other financial interest with said offeror in has general business.

_ Affiant and Title

SWORN to before me and subscribed in my presence this

day of , 20 .

Notary Public

My Commission expires , 20 (Seal)


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9 . 6 . N o n - D i s c r i m i n a t i o n & E q u a l E m p l o y m e n t O p p o r t u n i t y A f f i d a v i t

NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY AFFIDAVIT

STATE OF

COUNTY OF

being first duly sworn, deposes and says

that they are (President, Secretary, etc.) of_,

the party who made the foregoing proposals; that such party as contractor does not and shall notdiscriminate against any employee or applicant for employment because of race, religion, color, sex, ornational origin. If awarded a contract pursuant to this RFP, said party shall take affirmative action toinsure that applicants are employed and that employees are treated, during employment, withoutregard to their race, religion, color, sex, or national origin. If awarded a contract through this requestfor proposals, the offeror shall post non-discrimination notices in conspicuous places available toemployees and applicants for employment, setting forth the provisions of this affidavit.

Signature

Affiant

Company/Corporation

Address

City/State/Zip Code

Sworn to and subscribed before me this day of , 20 .

Notary Public

My Commission expires _, 20 . (Seal)


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9 . 7 . G E N E R A L C O N D I T I O N S

1. TaxesThe Owner shall not pay local, state, or Federal taxes. If requested, the Contractor will befurnished with an exemption certificate.

2. Permits/CodesThe Contractor is responsible for obtaining all permits and licenses required for performance of thework specified. All labor and materials provided under this agreement shall meet or exceedminimum standards covered by the current applicable code(s) or offeror shall have obtained a legalwaiver.

3. Delivery of GoodsThe Owner shall not pay delivery fees. All proposal prices shall include inside delivery costs. TheOwner shall not pay any charges for inside delivery made directly to the destination. All shipmentsare to be made as requested directly to the department.

4. Non-Acceptance of SuppliesThe Contractor shall correct any problem involving incorrect shipments, quality of supplies, or billingproblems immediately upon request of the Owner. All returns will be the sole responsibility of thecontractor. The Owner shall not permit return charges.

5. Performance RequirementsThe Owner may reject any supplies or equipment that fail to conform in all respects to thespecifications. A representative or agent of the Owner shall contact the contractor by telephonewithin ten (10) days after delivery of the rejected supplies or equipment of the reason for rejection.If the Contractor fails to make immediate replacement of rejected supplies or equipment, theOwner may procure in the open market supplies and equipment that meets the specifications. If theContractor does not perform in accordance with the specifications of the contract, it shall beconsidered breach of contract for non-performance and may result in a claim against the Contractorfor all costs and damages to procure like items in the open market.

6. Force Majeure ClauseNotwithstanding any other provision herein, each party’s time of performance shall be extended tothe extent reasonably necessary in the event that an act of nature, war, civil commotion, fire,explosion or other force majeure event occurs without the fault or negligence of the non-performing party and prevents timely performance under this agreement; provided, however, thatsuch failure to perform or delay could not have been prevented through the use of reasonableprecautions, and such delay or non-performance cannot be reasonably circumvented by the non-performing party through the use of alternate sources, work-around plans or other means. Theaffected party shall promptly notify the other party of the circumstances causing its delay or failureto perform and of its plans and efforts to implement a work-around solution.

7. Labeling of ShipmentsThe Contractor shall properly label all items and show all information necessary to deliver the itemsto the proper location. All shipments shall show the name of the entity placing the order and specific


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delivery location. All shipments must be accompanied by a packing slip showing the order numberor invoice number.

8. Estimated RequirementsActual future purchases under this contract may exceed or be less than the estimated requirementsfurnished by the Owner during the proposal process. The Owner does not obligate itself topurchase said estimated requirements. Said estimated requirements are stated to give potentialofferors a range or approximation of what the Owners’ purchases could possibly be during theupcoming years.

9. Contract AdministrationMiami County will administer the contract.

10. Equal Opportunity Provisions RequiredThe Contractor agrees to comply with Executive Order 11246, Equal Employment Opportunity, asamended by Executive Order 11377 and as supplemented in the Department of Labor Relations 41EFR, Part 60. The Contractor agrees to both of the following:

a. That in the hiring of employees for the performance of work under the contract or anysubcontract no contractor, subcontractor, or any person acting on their behalf shall, byreasons of race, creed, color, religion, sex, age, handicap, national origin or ancestry,discriminate against any citizen of this state in the employment of a labor or workers,who is qualified and available to perform the work to which the contract relates;

b. That no contractor, subcontractor, or any person acting on their behalf, shall, in anymanner, discriminate against, intimidate, or retaliate against any employee hired for theperformance of work under the contract on account of race, color, religion, sex, age,handicap, national origin, or ancestry.

11. Title VI of the Civil Rights ActThe Contractor agrees to comply with the provisions of Title VI of the Civil Rights Act, Section 504 ofthe Vocational Rehabilitation Act of 1978 and the Family Privacy Act, along with other applicablerules and regulations.

12. Affirmative Action CertificationThe Contractor shall complete and provide to the Owner an Affirmative Action Certification.Providing said Certification does not relieve the Contractor from his obligation to fully familiarizehimself with all germane affirmative action requirements.

13. Non-Collusion AffidavitThe Contractor shall complete and provide to the Owner an affidavit stating that neither he nor hisagent, nor any other party for him, has paid or agreed to pay, directly or indirectly, any person, firmor corporation, any money or valuable consideration for assistance in procuring or attempting toprocure the contract herein referred to, and further agreeing that no such money or reward will behereafter paid. This affidavit shall be on the form, attached hereto and delivered by the Contractorto Central Services prior to execution of the contract.


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14. Personal Property Tax AffidavitThe Contractor shall complete and provide to the Owner a Personal Property Tax Affidavit incompliance with ORC Section 5719.042. In the event, the Contractor has delinquent personalproperty taxes within Miami County, the Owner may not award a contract to the Contractor.

15. Insurance RequirementsThroughout the contract period, the Contractor shall maintain a comprehensive insurance programaffording as a minimum the coverage specified below. The Contractor shall submit to the Ownerprior to the execution of the contract a Certificate of Insurance that identifies the types andamounts of coverage, and names the Miami County Board of Commissioners as the certificateholder. If there is any change in the Contractor’s insurance carrier or liability amounts, theContractor shall supply the Owner with a new Certificate of Insurance.

a. Workers’ Compensation Coverage: as required by law.

b. Comprehensive Liability – a minimum of $1,000,000 single limit occurrence including:

c. Bodily Injury Liability: all sums which the company shall become legally obligated to pay asdamages because of bodily injury, sickness or disease including death at any time resultingtherefrom, sustained by any person other than its employees and caused by occurrence.

d. Property Damage Liability: all sums which the company shall become legally obligated topay as damages because of injury to or destruction caused by occurrence.

e. Automobile Liability – a minimum of $1,000,000 single limit occurrence including:

f. Bodily Injury Liability: all sums which the company shall become legally obligated to pay asdamages because of bodily injury, sickness or disease including death at any time resultingtherefrom, sustained by any person other than its employees and caused occurrence, andrising out of ownership, maintenance or use of any automobile.

g. Property Damage Liability: all sums which the company shall become legally obligated topay as damages because of injury to, or destruction of property caused by occurrence andrising out of ownership, maintenance or the use of any automobile.

16. IndemnificationContractor will indemnify and hold Owner harmless from all claims, proceedings, judgments,liabilities and expenses, including without limitation attorney fees which result from or are relatedto the breach or claimed breach of any of Contractor's warranties, the work being defective orclaimed to be defective, or the failure or claimed failure of Contractor to perform any of itsobligations under the terms of the Agreement, except where such claims, proceedings, judgments,liabilities and expenses result solely and proximately from (a) Owner's negligence, or (b) Owner'sbreach of a statutory or legal duty.

In order to give effect to the intention of the parties in forming this agreement and in order tofacilitate all indemnification to the Owner, the Contractor expressly, intentionally and irrevocablywaives any and all employer immunity provided in Section 35, Article II of the Ohio Constitution. It


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is further understood and agreed that the Contractor shall (at the Option of the Owner) defend theOwner with appropriate counsel and shall further bear all cost and expenses, including the expenseof counsel, in the defense of any suit arising hereunder.

17. Federal, State and Local LawsThe Contractor shall comply with all applicable Federal, state, and local laws in the performance ofthe contract, including applicable state and Federal laws regarding drug-free work places. TheContractor shall accept full responsibility for payment of all taxes, including, but not limited toCommercial Activity Tax, and insurance premiums including, but not limited to; UnemploymentCompensation insurance premiums, Workers’ Compensation, all income tax deductions, SocialSecurity deductions, and any other taxes or payroll deductions required for all employees engagedby the contractor in the performance of the contract.

18. OSHA Compliancea. Any equipment or materials supplied under this contract must comply with all requirements

and standards of the Occupational Safety and Health Act. All guards and protectors as wellas appropriate markings will be in place before delivery. The Owner may reject any itemsnot meeting OSHA specifications. At the convenience of the Owner, the Owner may requirethe Contractor to provide training at the Contractor’s expense to county employees in theoperation or maintenance of any item.

b. Prior to delivery of any material that is caustic, corrosive, flammable or dangerous tohandle, the contractor shall provide the appropriate facility with written directions as tomethods of handling such products, as well as the antidote or neutralizing material requiredfor its first aid.

c. The Contractor shall post at each appropriate facility a Material Safety Data Sheet,containing a List of Hazardous Chemicals and Substances. Upon the delivery of anyhazardous chemicals or substances, the contractor shall identify said hazardous chemicalsand substances on said List of Hazardous Chemicals and Substances.

19. AssignmentNo assignment by a party hereto of any rights under or interests in the contract documents will bebinding on another party hereto without the written consent of the party sought to be bound; andspecifically but without limitation moneys that may become due and moneys that are due may notbe assigned without such consent (except to the extent that the effect of this restriction may belimited by law), and unless specifically stated to the contrary in any written consent to anassignment, no assignment will release or discharge the assignor for any duty or responsibility underthe contract documents.

20. AmendmentThe Owner and the Contractor each reserves the right to make amendments to this contractprovided that any such amendment is in accordance with law and the Owner and the Contractoreach agrees to such amendment in writing. No modification of the Agreement or waiver of its termswill be effective against Owner unless set forth in a document signed by a duly authorizedrepresentative of Owner.

21. Independent Contractor


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The Contractor shall perform the services required by the contract as an independent contractorand not as an agent or employee of the Owner. All persons employed by the contractor to performservices hereunder shall be employees solely of the Contractor and shall not be agents or employeesof the Owner.

22. Giving NoticeWhenever any provision of the contract documents requires the giving of written notice, it will bedeemed to have been validly given if delivered in person to the individual or to a member of the firmor to an officer of the corporation for whom it is intended, or if delivered at or sent by registered orcertified, postage prepaid, to the last business address known to the giver of the notice.

23. Cumulative RemediesThe duties and obligations imposed by these contract documents and the rights and remediesavailable hereunder to the parties hereto are in addition to, and are not to be construed in any wayas a limitation of, any rights and remedies available to any or all of them which are otherwiseimposed or available by Laws or Regulations, by special warranty or guarantee, or by otherprovisions of the contract documents, an the provisions of this paragraph will be as effective as ifrepeated specially in the contract documents in connection with each particular duty, obligation,right, and remedy to which they apply.

24. Survival of ObligationsAll representations, indemnifications, warranties, and guarantees made in, required by, or given inaccordance with the contract documents, as well as all continuing obligations indicated in thecontract documents, will survive final payment, completion, and acceptance of the Work ortermination or completion of the Agreement.

25. Controlling Law and Consent to JurisdictionThe Agreement will be governed by the common and statutory law of the State of Ohio. Contractorconsents to the jurisdiction of the Miami County Court of Common Pleas.

26. RecordsThe Contractor shall keep, maintain, make available for inspection and copying, and release any andall records generated in the performance of this agreement in accordance with state and federal lawgoverning public records and the Owner’s record retention schedules. The Contractor shall removeand destroy said records in accordance with state and federal law governing public records and theOwner’s retention schedules.

27. Unresolved Debt AffidavitThe Owner shall complete an unresolved debt search in compliance with ORC Section 9.24.

28. Right to Utilize ContractAny officer holder, department or agency that does not utilize this contract after the contract hasstarted to run shall have the right to participate in the contract at any time during the initial term orany renewals thereof by contacting the customer service representative.

TELECOM MUNICATIONS SYSTEM

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