RFP-20-005; Hosted Unified Communications System

Agency: Town of Parker
State: Colorado
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
  • 541519 - Other Computer Related Services
Posted Date: Aug 3, 2020
Due Date: Aug 27, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP-20-005; Hosted Unified Communications System
The Town of Parker is issuing this Solicitation for the purpose of entering into a contract for services as specified herein from a Contractor(s) that will provide prompt and efficient service to the Town for a Hosted Unified Communications System (UCaaS).

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Town of Parker
Finance Department
20120 East Mainstreet
Parker, Colorado 80138-7334
REQUEST FOR PROPOSAL #RFP-20-005
COVER SHEET
Date
Solicitation Number
Solicitation Title
Services to be performed for
Proposals will be received until
For additional information please contact
Documents included in this package
July 31, 2020
RFP-20-005
HOSTED UNIFIED COMMUNICATIONS SYSTEM
Town of Parker Information Technology
2:00 P.M., MST, Thursday, August 27, 2020
at the Parker Town Hall Reception Desk,
20120 East Mainstreet, Parker, Colorado 80138
Traci L. Gorman, CPPO, CPPB, Procurement Officer
Email: tgorman@parkeronline.org
303-805-3188
Request for Proposal Cover Sheet
General Terms and Conditions
Special Terms and Conditions
Scope of Work
Proposal Submittal Requirements
Attachments
The undersigned hereby affirms that (1) he/she is a duly authorized agent of the Contractor, (2) he/she has read
all terms and conditions and technical specifications which were made available in conjunction with this
solicitation and fully understands and accepts them unless specific variations have been expressly listed in his/her
offer, (3) that the offer is being submitted on behalf of the Contractor in accordance with any terms and conditions
set forth in this document, and (4) that the Contractor will accept any awards made to it as a result of the offer
submitted herein for a minimum of ninety calendar days following the date of submission.
PRINT OR TYPE YOUR INFORMATION
Company Name: _______________________________________
Fax: __________________________________________________
Address: ______________________________________________
City/State/Zip: __________________________________________
Contact Person: ________________________________________
Title: __________________________________________________
Email: ________________________________________________
Phone: ________________________________________________
Authorized Representative’s Signature: __________________________________________________
Date: _____________________
Printed Name: _________________________________________
Title: _________________________________________________
Email: ________________________________________________
Phone: ________________________________________________
Request for Proposal #RFP-20-005
Page 1 of 42
Town of Parker
Finance Department
20120 East Mainstreet
Parker, Colorado 80138-7334
REQUEST FOR PROPOSAL #RFP-20-005
TABLE OF CONTENTS
Cover Sheet
Table of Contents
General Terms and Conditions
Special Terms and Conditions
Specifications
Pricing Form
Proposal Submittal Requirements
Contractor Information
Proprietary / Confidentiality Statement
No Bid Statement
Submission Form
Exhibit 1 Exceptions Form
Exhibit 2 Debarment Certification
Exhibit 3 Lobbying Certification
Exhibit 4 Non-Collusion Affidavit
Exhibit 5 Minimum Insurance Requirements Certification
Reference and Instructions Regarding Attachment A
Substitute W9 Form
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Request for Proposal #RFP-20-005
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Town of Parker
Finance Department
20120 East Mainstreet
Parker, Colorado 80138-7334
REQUEST FOR PROPOSAL #RFP-20-005
GENERAL TERMS AND CONDITIONS
1.
APPLICABILITY. These General Terms and Conditions apply, but are not limited, to all bids, proposals,
qualifications and quotations (hereinafter referred to as “Offers” and/or “Responses”) made to the Town of
Parker (hereinafter referred to as "Town") by all prospective suppliers (herein after referred to as
"Contractors") in response, but not limited, to Invitations to Bid, Requests for Proposals, Requests for
Qualifications, and Requests for Quotations (hereinafter referred to as “Solicitations”).
2.
CONTENTS OF OFFER
2.1 General Conditions. Contractors are required to submit their Offers in accordance with the
following expressed conditions:
2.1.1
Contractors shall make all investigations necessary to thoroughly inform themselves
regarding the plant and facilities affected by the delivery of materials and equipment as
required by the conditions of the Solicitation. No plea of ignorance by the Contractor of
conditions that exist or that may hereafter exist as a result of failure to fulfill the
requirements of the contract documents will be accepted as the basis for varying the
requirements or the compensation to the Contractor.
2.1.2
Contractors are advised that all Town contracts are subject to all legal requirements
contained in Town ordinances, the Finance Department’s policies and state and federal
statutes. When conflicts between the Solicitation and these legal documents occur, the
highest authority will prevail.
2.1.3
Contractors are required to state exactly what they intend to furnish to the Town via this
Solicitation and must indicate any variances to the terms, conditions, and specifications
of this Solicitation no matter how slight. If variations are not stated in the Contractor’s
Offer, it shall be construed that the Contractor’s Offer fully complies with all conditions
identified in this Solicitation.
2.1.4
The Town of Parker intends and expects that the contracting processes of the Town and
its Contractors provide equal opportunity without regard to race, color, religion, sex,
national origin, age, disability, or any other characteristic protected by law. Accordingly,
the Contractor shall not discriminate on any of the foregoing grounds in the performance
of the contract.
2.1.5
All Offers and other materials submitted in response to this Solicitation shall become the
property of the Town and will be a matter of public record. Contractors must identify, in
writing, all copyrighted material, trade secrets and/or other proprietary information that it
claims are exempt from disclosure under the Open Records Act.
Any Contractor claiming an exemption must identify the specific provision of the Open
Records Act that provides an exemption from disclosure for each item that the Contractor
claims is not subject to disclosure, and must submit an additional bound copy of the
Proposal with each exempt item clearly redacted. Any Contractor claiming an exemption
must also state in its Proposal that the Contractor agrees to defend, indemnify and hold
harmless the Town and its officers and employees from any action brought against the
Town for its refusal to disclose any purportedly exempt material, trade secrets and other
proprietary information to any party making a request therefore.
Request for Proposal #RFP-20-005
Page 3 of 42
Any Contractor who fails to include an exemption statement along with the additional
redacted copy of the Proposal shall be deemed to have waived any right to an exemption
from disclosure as provided by the Open Records Act.
2.2 Clarification and Modifications in Terms and Conditions
2.2.1 Where there appear to be variances or conflicts between the General Terms and
Conditions, the Special Terms and Conditions and the specifications outlined in this
Solicitation, the specifications then the Special Terms and Conditions will prevail.
2.2.2
If any Contractor contemplating submitting an Offer under this Solicitation is in doubt as
to the true meaning of the specifications, the Contractor must submit a written request
for clarification to the Town's Procurement Officer as outlined in the Special Terms and
Conditions. The Contractor submitting the request shall be responsible for ensuring that
the request is received by the Town’s buyer by the date and time listed in the Schedule of
Activities for submitting question(s) or as stated in the Special Terms and Conditions.
Any official interpretation of this Solicitation must be made by the Town's Procurement
Officer. The Town shall not be responsible for interpretations offered by other employees
of the Town.
The Town shall issue a written addendum if substantial changes which impact the
technical submission of Offers are required. Addenda will be posted on the Rocky
Mountain E-Purchasing System web site (http://www.rockymountainbidsystem.com) as
well as the Town of Parker web site (http://www.parkeronline.org). Contractors are
responsible for either revisiting one of these websites prior to the due date or contacting
the Procurement Officer named on the Cover Sheet of this Solicitation to ensure that they
have any addenda which may have been issued after the initial download.
The Contractor shall certify its acknowledgment of the addendum by signing the
addendum and returning it with its Offer. In the event of conflict with the original contract
documents, addenda shall govern all other contract documents to the extent specified.
Subsequent addenda shall govern over prior addenda only to the extent specified.
2.3 Prices Contained in Offer--Discounts, Taxes, Collusion
2.3.1
Contractors may offer a cash discount for prompt payment. Discounts will be considered
in determining the lowest net cost for the evaluation of Offers; discounts for periods of
less than twenty days, however, will not be considered in making the award. If the
Contractor does not enter a percentage discount, it is hereby understood and agreed that
the payment terms shall be net thirty days, effective on the date that the Town receives
an accurate invoice or accepts the products, whichever is the later date. Payment is
deemed to be made on the date of the mailing of the check.
2.3.2
Contractors shall not include federal, state, or local excise or sales taxes in prices
offered, as the Town is exempt from payment of such taxes. Materials purchased directly
by the Contractor in conjunction with this contract will, however, be subject to applicable
state and local sales taxes. These taxes shall be borne by the Contractor. Under no
circumstances shall Contractor be authorized to use the Town’s tax exemption number in
acquiring such materials.
2.3.3
The Contractor, by affixing its signature to this Solicitation, certifies that its Offer is made
without previous understanding, agreement, or connection either with any persons, firms
or corporations making an Offer for the same items, or with the Town. The Contractor
also certifies that its Offer is in all respects fair, without outside control, collusion, fraud, or
otherwise illegal action. To insure integrity of the Town's public procurement process, all
Contractors are hereby placed on notice that any and all Contractors who falsify the
certifications required in conjunction with this section will be prosecuted to the fullest
extent of the law.
Request for Proposal #RFP-20-005
Page 4 of 42
3.
PREPARATION AND SUBMISSION OF OFFER
3.1 Preparation
3.1.1 The Town of Parker will not be responsible for any expenses incurred by any Contractor
in preparing and submitting its offer.
3.1.2 The Offer must be typed or legibly printed in ink. The use of erasable ink is not
permitted. All corrections made by the Contractor must be initialed in blue ink by the
authorized agent of the Contractor.
3.1.3
Offers must contain, in blue ink, a manual signature of an authorized agent of the
Contractor in the space provided on the Solicitation Cover Sheet. The original Cover
Sheet of this Solicitation must be included in all Offers. If the Contractor’s authorized
agent fails to sign and return the original Cover Sheet of the Solicitation, its Offer shall be
invalid and shall not be considered.
3.1.4
Prices shall be provided by the Contractor on the Solicitation’s Pricing Form when
required in conjunction with the prescribed method of award and shall be for the unit of
measure requested. Prices that are not in accordance with the measurements and
descriptions requested shall be considered non-responsive and shall not be considered.
Where there is a discrepancy between the unit price and the extension of prices, the unit
price shall prevail.
3.1.5 Alternate Offers will not be considered unless expressly permitted in the Specification’s
Special Terms and Conditions.
3.1.6 The accuracy of the Offer is the sole responsibility of the Contractor. No changes in the
Offer shall be allowed after the date and time that the Offers are due.
3.2 Submission
3.2.1
The Offer shall be sealed in an envelope/package with the Contractor’s name, the RFP
Number and the RFP Title on the outside. When required in conjunction with the
prescribed method of award, the Town's Pricing Form must be used when the Contractor
is submitting its Offer. The Contractor shall not alter this form (e.g. add or modify
categories for posting prices offered) unless expressly permitted in an addendum duly
issued by the Town. No other form shall be accepted.
3.2.2 Offers submitted via facsimile machines or email will not be accepted.
3.2.3
Contractors which qualify their Offers by requiring alternate contractual terms and
conditions as a stipulation for contract award must include such alternate terms and
conditions in their Offers. The Town reserves the right to declare Contractors’ Offers as
non-responsive if any of these alternate terms and conditions are in conflict with the
Town's terms and conditions, or if they are not in the best interests of the Town.
3.3 Late Offers. Offers received after the date and time set for the opening shall be considered non-
responsive and returned unopened to the Contractor.
4.
MODIFICATION OR WITHDRAWAL OF OFFERS
4.1. Modifications to Offers. Offers may only be modified in the form of a written notice on company
letterhead and must be received prior to the time and date set for the Offers to be opened. Each
modification submitted to the Town’s Purchasing Department must have the Contractor’s name
and return address and the applicable Solicitation number and title clearly marked on the face of
the envelope. If more than one modification is submitted, the modification bearing the latest date
of receipt by the Town’s Purchasing Department will be considered the valid modification.
Request for Proposal #RFP-20-005
Page 5 of 42

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