City of Palestine, TX
504 North Queen Street
Palestine, TX 75801
Sealed bids will be accepted in the above office
By 3 PM, September 9, 2019
For RFP 2019-006 VOIP VOIP Phone System
This City of Palestine Request for Proposal (RFP) is for the purpose of, contracting with a qualified firm to
provide design and implementation of a new VoIP phone system available to multiple interconnected
physical locations as outlined within this document. All requirements are as per specifications enclosed.
GENERAL REQUIREMENT: This is a Request for Proposal (see attached). All vendors offering a proposal
will be required to provide estimated distance and time to the City of Palestine for future problem
resolution. Local vendors that utilize the same entity for installation and future maintenance will be
weighed accordingly in the decision-making process. Interested parties must submit a written proposal
to perform the “Project Objectives and Scope of Services” as outlined in section 2. Proposals will be
publicly opened in the City Council Chambers located at the submission location and evaluated by City
staff at 3 pm, September 9, 2019.
Technical Contact Person:
Administrative Contact Person:
Section 1: GENERAL INFORMATION
REQUEST FOR PROPOSALS DEFINITION
Request for Proposals (RFP) is a method of procurement permitting discussions with responsible vendor
and revisions to proposals prior to award of a contract. Proposals will be opened during City Council and
evaluated in private. Award will be based on the criteria set forth herein.
DISCUSSION of PROPOSAL
An Evaluation Committee may conduct discussions with any entity who submits an acceptable or
potentially acceptable proposal. Vendors shall be accorded fair and equal treatment with respect to any
opportunity for discussion and revision of proposals. During such discussions, the Evaluation Committee
shall not disclose any information derived from one proposal to any other vendor.
The City of Palestine reserves the right to negotiate specifications, terms, and conditions, which may be
necessary or appropriate to the accomplishment of the purpose of this RFP. The City may require the
RFP and the entities proposal be incorporated in full as Contract Documents. This implies that this RFP
and all responses, supplemental information, and other submissions provided by the vendor during
discussions or negotiations may be held by the City of Palestine as contractually binding on the
The City of Palestine reserves the right at any time, and for any reason, to cancel this Request for
Proposal, to reject any or all proposals, or to accept an alternate proposal. The City may seek
clarification from a vendor at any time and failure to respond promptly is cause for rejection.
The City of Palestine will not be liable in any way for any costs incurred by respondents in replying to
Award shall be made by a committee of individuals including but not restricted to the City Manager,
Finance Director, and City Council to the most responsive and responsible vendors proposed solution is
determined to be the most advantageous to the City of Palestine based off of criteria defined in the
“Criteria for Selection Process” outlined in Section 3. The equipment must be new and fully eligible for
manufacturer’s warranty. A standard formal agreement will be executed between the selected Vendor
and the City. By submitting a proposal, the Consultant agrees to sign and be bound the terms of the
CURRENT PHONE SYSTEM
The City of Palestine is planning to replace the disparate phone systems servicing multiple buildings. The
existing setup is no longer manufacture supported, has limited functionality, and has proven to be
difficult to find adequate service expertise or replacement parts. The existing phone system consist of
individual legacy Nortel Norstar phone switching equipment at four locations connected over PRI and
analog POTS lines. One location runs a legacy Panasonic phone switch over analog POTS lines. The
systems are currently not integrated.
NETWORK SWITCH GEAR AND DESIGN
The City of Palestine’s network is a resilient 100mg fiber loop connecting the desired locations. Local
networks consist of 10/100/1000 POE HP Procurve switches. Data VLANs are currently defined for each
location and a single Voice VLAN has been defined.
NETWORK SERVER EQUIPMENT
The City of Palestine’s server farm consists of both physical and Hyper-V virtual servers running on a
Should the Vendor require any additional information about this Bid, please contact City Secretary at
903-731-8414. No interpretation of the meaning of the plans, specifications, or other contract
documents will be made orally. If required, all addenda will be emailed to the bidder if the bidder has
sent in notice of intent to bid on this RFP to the City Manager. All addenda so issued shall become part
of the bid documents. Failure to request an interpretation constitutes a waiver to later claim that
ambiguities or misunderstandings caused by a bidder to improperly submit a bid. Only the City Manager
has the authority to issue an addendum. Addenda are written documents issued by the City prior to the
date for receipt of proposals, which modify or interpret the Bid by addition, deletions, clarifications or
Prior to the receipt of bids, addenda will be delivered to all who are known to have received a Notice to
Bid. It will be the responsibility of the vendor that prior to submitting a bid that all addenda issued have
been received and, by submission of a bid, such act shall be taken to mean that such vendor has
received all addenda and that the vendor is familiar with the terms thereof and understands fully the
contents of the addenda.
The selected Vendor will be required to assume responsibility for all services offered in this proposal.
The City will consider the selected Vendor to be the sole point of contact with regard to contractual
matters, including payment of any and all charges resulting from the contract.
INTERPRETATION or CORRECTION of REQUEST for PROPOSALS
Vendors shall promptly notify the City Manager of any ambiguity, inconsistency, or error, which they
may discover upon examination of the Requests for Proposals.
Interpretations, corrections, and changes to the Request for Proposals will be made by addendum.
Interpretations, corrections, or changes made in any other manner will not be binding.
Failure to comply with the terms and conditions as herein stated shall be cause for cancellation of the
contract. The City will give written notice of unsatisfactory performance and the Vendor will be allowed
thirty (30) days to take corrective action and accomplish satisfactory control. If at the end of the thirty
(30) days, the City deems the Vendor's performance still unsatisfactory, the contract shall be canceled.
The exercise of its right of cancellations shall not limit the City's right to seek any other remedies
allowed by law.
The successful bidder will agree that the resulting contract is made subject to available budgetary
appropriations and shall not create any obligation on behalf of the City in excess of such appropriations.
If no funds or insufficient funds are appropriated and budgeted, this Contract shall terminate without
penalty or expense to the City thirty (30) days after written notification of termination from the City.
BIDS, WAIVER of IRREGULARITIES
The City of Palestine reserves the right to reject any or all bids, and to accept that bid which is in the
best interest of the City. Any such decision shall be considered final.
If a proposal contains false or misleading information of any kind or does not have sufficient detail to
fully evaluate the technical solution or proposed price, the City reserves the right, in its sole discretion,
to reject the proposal.
The City reserves the right to award a contract without further discussion or clarifications with other
The successful bidder shall maintain for the duration of the contract and any extensions thereof, at
bidder's expense, insurance that includes "Occurrence" basis wording and is issued by a company or
companies qualified to do business in the State of Texas in the following types and amounts:
1. Commercial General Liability in a broad form, to include, but not limited to, coverage for the following
where exposure exists: Bodily Injury and Property Damage, Premises/Operations, Independent Vendors,
Products/Completed Operations, Personal Injury and Contractual Liability; limits of liability not less than:
$500,000 per occurrence and $1,000,000 in the aggregate;
2. Business Auto Liability to include, but not be limited to, coverage for the following where exposure
Owned Vehicles, Hired and Non-Owned Vehicles and Employee Non-Ownership; limits of liability not
less than: $250,000 per occurrence combined single limit for: Bodily Injury Liability and Property
3. Workers' Compensation Insurance to cover all employees and meet statutory limits in compliance
with applicable state and federal laws. The coverage must also include Employer's Liability with
minimum limits of $100,000 for each incident.
4. Professional Liability Insurance with $1,000,000 in aggregate.
HOLD HARMLESS CLAUSE
The Vendor agrees to indemnify, save harmless and defend the City of Palestine, their agents, servants,
and employees, and each of them against and hold them harmless from any and all lawsuits, claims,
demands, liabilities, losses and expenses, including court costs and attorney's fees, for or on account of
any injury to any person, or any death at any time resulting from such injury, or any damage to property,
which may arise or which may be alleged to have arisen out of or in connection with the work covered
by this contract. The foregoing indemnity shall apply except if such injury, death or damage is caused
directly by an entity of the City of Palestine, their agents, servants, or employees.
DIRECTIONS FOR SUBMISSION
All data and documentation submitted as part of this RFP shall become the property of City of Palestine.
After award of this contract, all responses, documents, and materials contained in the RFP shall be
considered public information as defined by the State of Texas Public Information Act.
Three physical copies of the completed proposal along with any support documentation must be
received in the office of the City Secretary, at the following address by 3 p.m. Central Daylight Time on
September 9, 2019.
Please limit your response to 30 pages. Your offering must be in a sealed manila 9x12 envelope with
“invitation to Bid 2019-007 InCode Server” clearly marked on the front.
Sent to: City Secretary
City of Palestine, Texas
504 North Queen Street
Palestine, TX 75801
Due to the scope of this project and the responses from multiple vendors and manufacturers the basic
organization of your response should be as follows:
1. Cover page with Vendor Name.
2. Vendor overview including relevant information including age of company, length of tie in the
telecommunications industry, number of employees, address to nearest location responding to this RFP.
Provide a minimum of three references including company name, phone number, contact information,
and size of installed system. Please also include support hours, and certifications held by your
organization relevant to this implementation.
3. Manufacturer overview.
4. Proposed system with cost clearly indicated and answers to questions within this RFP. This section
should be detailed enough to ensure that the City evaluation committee as to have a high-level
understand the systems capabilities. This could include examples, walkthroughs, and any other points of
interest to aid in the selection process. This section should include deliverables to be provided by
Vendor and City.
5. Marketing materials relevant to the proposed system.
6. Any assumptions the vendor has made in relationship to the City’s expectations or current
7. Responsibility chart and schedule defining the tasks the vendor or City will be responsible for along
with estimated timeline.
8. Complete cost breakdown per site, and recommended payment schedule.
9. Anticipated reoccurring maintenance.
10. Any other information relevant to the selection process of this RFP.
11. Proposer’s certificate below.