Cisco Unified Communications System

Agency: Stearns County
State: Minnesota
Type of Government: State & Local
NAICS Category:
  • 238210 - Electrical Contractors and Other Wiring Installation Contractors
  • 517911 - Telecommunications Resellers
  • 517919 - All Other Telecommunications
  • 541512 - Computer Systems Design Services
  • 541513 - Computer Facilities Management Services
  • 541519 - Other Computer Related Services
Posted Date: Dec 19, 2019
Due Date: Jan 7, 2020
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Cisco Unified Communications System

Proposal Due Date: Tuesday, January 7, 2020 by 11:00am Central Time
Proposals submitted must be in writing or e-mail to:
jennifer.butkowski@co.stearns.mn.us
Procurement Office
3301 County Road 138, Room 1403
Waite Park, MN 56387

Vendor Questions Due: Wednesday, December 18, 2019 by 3:00pm Central Time
Questions submitted must be in writing or e-mail to:
jennifer.butkowski@co.stearns.mn.us
3301 County Road 138, Room 1403
Waite Park, MN 56387

Presentation of Proposals: Week of January 20, 2020

For complete information download Cisco Unified Communications System (682KB PDF)

Addendum #1 Added: December 19, 2019
Addendum #1 (704 KB PDF)

Attachment Preview

REQUEST FOR PROPOSAL
BY
STEARNS COUNTY
FOR
CISCO UNIFIED COMMUNICATIONS SYSTEM
PROPOSAL DUE DATE: 11:00 AM Central Time –Tuesday January 7th, 2020
Jennifer Butkowski, Buyer
Page 1 of 25
Table of Contents
1.0 INTRODUCTION AND OVERVIEW ....................................................................................................... 4
2.0 GENERAL PROPOSAL INFORMATION AND REQUIREMENTS ......................................................... 4
2.1 Proposal Process Timeline .........................................................................................................................4
2.2 Scoring / Evaluation Criteria .....................................................................................................................4
2.3 Proposal Response Checklist .....................................................................................................................4
2.4 Preparation and Submission of Proposal .................................................................................................5
2.5 Rejection of Proposals ................................................................................................................................5
2.6 Sole Interest.................................................................................................................................................6
2.7 Addenda ......................................................................................................................................................6
2.8 Identification of Offer .................................................................................................................................6
2.9 Specifications ..............................................................................................................................................6
2.10 Fax Proposals ..............................................................................................................................................6
2.11 Prices of Proposals......................................................................................................................................6
2.12 Modification or Withdrawal of Proposals.................................................................................................6
2.13 Protests ........................................................................................................................................................6
2.14 Disposition of Proposals.............................................................................................................................7
2.15 Contract Execution .....................................................................................................................................7
2.16 Demonstration of Ability ...........................................................................................................................7
2.17 Descriptive Literature .................................................................................................................................7
2.18 Questions.....................................................................................................................................................7
2.19 Definitions ...................................................................................................................................................8
3.0 ABOUT STEARNS COUNTY................................................................................................................... 9
4.0 PROJECT INTRODUCTION .................................................................................................................. 10
5.0 PROJECT OBJECTIVES ......................................................................................................................... 10
6.0 SYSTEM BACKGROUND ...................................................................................................................... 11
7.0 OFFEROR QUALIFICATION ................................................................................................................. 11
7.1 Business Overview ....................................................................................................................................11
7.2 References .................................................................................................................................................12
7.3 Key Personnel ...........................................................................................................................................12
7.4 Approach to Project / Design ..................................................................................................................12
Page 2 of 25
8. TECHNICAL REQUIREMENTS ............................................................................................................. 13
9. CISCO HOSTED REQUIREMENTS ....................................................................................................... 15
10. OPTIONAL MANAGED SERVICES ...................................................................................................... 15
11. TRAINING AND DOCUMENTATION ................................................................................................. 15
12. PRICING ................................................................................................................................................ 16
12.1 Cisco UCM Cloud ..........................................................................................................................................16
13. SUBMISSIONS ...................................................................................................................................... 17
Include in your proposal for our review:...................................................................................................... 17
Appendix …………………………………………………………………………………………………………………….18
Page 3 of 25
1.0 INTRODUCTION AND OVERVIEW
Thank you for considering our Request for Proposal (RFP). The purpose of this RFP is to solicit a proposal
from a recognized offeror capable of providing Stearns County a Cisco Unified Communications Manager
(Cisco UCM-Cloud) system hosted in a Cisco data center). This system will replace the existing Avaya Aura
system. Design discovery discussion to begin first quarter 2020. Desired implementation 2nd quarter 2020.
2.0 GENERAL PROPOSAL INFORMATION AND REQUIREMENTS
This Section contains information needed by the Offeror’s management and staff involved in contracts.
Included are the proposal process timeline, proposal response check-off list, and proposal preparation
and submission guidelines. This information is provided to assist you by specifying a list of deliverables
and major milestones.
The County will be using the Competitive Sealed Proposal methodology for procurement of the goods
and services in this RFP. Discussions, finalist presentations, and Request for Best and Final offer, may
be conducted with Offerors who submit proposals determined to be reasonably susceptible of being
selected for award, but proposals may be accepted without such discussions. All contract agreements
of the proposal shall be solely performed by the offeror and shall not outsource or subcontract any of
its obligation. By responding to the RFP, Offeror agrees with the terms and conditions of the contract.
2.1 Proposal Process Timeline
ACTION
ISSUE RFP
QUESTIONS DUE BY 3PM CT
ANSWER TO QUESTIONS SUBMITTED BY 3PM CT
PROPOSALS DUE 11AM CT
PRESENTATION OF PROPOSALS
CONTRACT AWARD
DATE OF ACTION
December 10th, 2019
December 18th, 2019
December 19th, 2019
January 7th, 2020
Week of January 20th 2020
February 2020
2.2 Scoring / Evaluation Criteria
Proposals will be evaluated on a weighted score basis. The following criteria will be used in the evaluation
process to determine the successful respondent:
Offeror Qualification
Points
Section 7.1 – Business Overview
Go/No Go
Section 7.2/7.3 - References / Similar Projects / Key Personnel 20
Section 7.4 - Approach to Project / Design
30
Sections 8-10 Requirements / Training and Documentation 20
Section 12 – Pricing
30
2.3 Proposal Response Checklist
o Section 13 - Submissions
Sections 7-11
Pricing sheet – Section 12 as separate attachment or in separate envelope
Page 4 of 25
2.4 Preparation and Submission of Proposal
2.4.1. Offeror Familiarization
It is the responsibility of the Offeror to understand completely all the contractual conditions,
features, capabilities and requirements set forth in this document.
2.4.2. Proposal Preparation
All proposals and their accompanying statements must be made in the fields provided by the
County and included in this RFP and shall be considered as one document. Stearns County is
requesting an all-inclusive proposal.
2.4.3. Submission of Proposal
a) Each submitted proposal must:
i. Be submitted electronically via email with the subject “Cisco Unified
Communications Proposal” – Due to Jennifer Butkowski
(Jennifer.butkowski@co.stearns.mn.us) or mail to Jennifer Butkowski, Stearns
County Procurement 3301 County RD 138, RM 1403, Waite Park, MN 56387
ii. Submit pricing as a separate attachment or in separate envelope.
iii. Have the name and address of the Offeror appear on the envelope.
iv. Be received by: 11:00 am Central Time January 7, 2020.
v. The opening is not public.
b) Costs for developing proposals are entirely the responsibility of the Offeror and shall
not be chargeable to the County.
c) The proposal must be made out and signed in the firm name or corporate name of
the Offeror and must be fully and properly executed and signed by an officer or
other authorized representative.
d) Proof of authority of the person signing the proposal shall be furnished upon
request. If the Offeror is corporate, a secretarial certificate of an excerpt of the
corporate minutes, showing that the signing officer has authority to obligate
contractually the corporation, shall be furnished. Where the corporation has
designated an attorney-in-fact, the ordinary power of attorney should be furnished.
If the Offeror is a partnership, a letter of authorization shall be furnished, signed by
one of the general partners. If the Offeror is a proprietor, and the person signing the
proposal is other than the owner, a letter of authorization signed by the owner shall
be furnished.
e) Multiple submissions will be allowed. A separate proposal submission must be
submitted for each alternate proposal.
2.5 Rejection of Proposals
A proposal may be rejected for the following reasons:
a) If the Offeror fails to satisfy the County, that said Offeror is properly qualified to
carry out the obligations of the agreement.
b) If the proposal contains conflicting, false, or misleading statements or provides
references which contradict or do not support an attribute or condition contended
by the Offeror.
c) If there are any omissions, additions, conditional proposals, irregularities or prices
that are obviously in error.
Page 5 of 25

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