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REQUEST FOR PROPOSAL

No. 5972

FOR

PRI to SIP Telephony Trunk Migration

Proposals Due: Monday, July 25, 2016 at 2 P.M.

Submit Proposal to:

Macomb Community CollegePurchasing Department14500 Twelve Mile RoadWarren, MI 48088-3896

[email protected]

Request for Proposal No. 5972 Released June 17, 2016.

Dennis CostelloPurchasing Administrator

(586) [email protected]

mailto:[email protected]


MACOMB COMMUNITY COLLEGERFP No. 5972


TABLE OF CONTENTS

1 PROJECT OVERVIEW AND BACKGROUND..........................................................41.1 Project Overview.........................................................................................41.2 Background Information.............................................................................41.3 Macomb Community College’s Technical Infrastructure............................4

2 PROPOSAL INSTRUCTIONS AND CONDITIONS...................................................52.1 Intent...........................................................................................................52.2 Schedule of Events.................................................................................6 2.3 Proposal Clarifications................................................................................62.4 Deadline for Proposals...............................................................................62.5 Requirements for Signing Proposal............................................................72.6 Examination of Work Site...........................................................................72.7 Proposal Response Format........................................................................72.8 Confidential Information..............................................................................72.9 Right to Request Additional Information.....................................................72.10 Proposal Preparation Costs........................................................................72.11 Standard Forms and Contracts..................................................................82.12 Selection Criteria........................................................................................82.13 Selection Process.......................................................................................82.14 Federal or State Sales, Excise or Use Taxes.............................................92.15 Right of Refusal..........................................................................................92.16 Turnkey Solution.........................................................................................92.17 Proposal To Become Part of Agreement....................................................92.18 Confidential Information..............................................................................9

3 PROPOSAL RESPONSE FORMAT.......................................................................103.1 Introduction...............................................................................................103.2 Executive Summary (Section 1)...............................................................103.3 Company Background (Section 2)............................................................103.4 Proposed Solution Summary (Section 3)..................................................113.5 Implementation Plan (Section 4)..............................................................113.6 Implementation Support and Maintenance (Section 5)............................123.7 License and Maintenance Agreements (Section 6)..................................123.8 Cost Quotations (Section 7).....................................................................123.9 List of Clients and References (Section 8)...............................................133.10 Technical and User Documentation (Section 9).......................................133.11 Exceptions/Deviations from Proposal Requirements (Section 10)...........13

4 SCOPE OF WORK.................................................................................................14 4.1 Background Specifications……………………………………………………14

4.2 Batch and On-Line Processing Environment Requirements....................164.3 System Security Requirements................................................................164.4 System Documentation Requirements.....................................................164.5 Software Updates and Distribution Requirements....................................174.6 System Performance Requirements.........................................................17



4.7 System Access Requirements..................................................................174.8 Web Access Requirements......................................................................174.9 Implementation Schedule Requirements..................................................174.10 Project Status Reporting Requirements.............................................17 4.11 Warranty Requirements............................................................................17

4.12 Macomb College Telephony Topology………………………………..........19 4.13 Service Level Agreement……………………………………………………..20 4.14 Call Traffic……………………………………………………………………...225 GENERAL CONDITIONS.......................................................................................22

5.1 Macomb Community College Locations...................................................225.2 Vendor as Independent Contractor..........................................................225.3 Conflict of Interest/Disclosure...................................................................225.4 Use of Qualified and Experienced Personnel...........................................225.5 Equal Opportunity Employer.....................................................................225.6 Compliance with Rules and Regulations..................................................235.7 Site Damage.............................................................................................235.8 In the Event of an Accident.......................................................................235.9 Non-interference with Institution Operations............................................235.10 Site Inspection and Clean Up...................................................................235.11 Campus Identification Required...............................................................245.12 Responsibility for Personal Property.........................................................245.13 Copyright Indemnity..................................................................................245.14 General Indemnity....................................................................................245.15 Risk During Equipment Storage and Installation......................................255.16 Submitting Disputes to Arbitration............................................................255.17 Advertising / Permission...........................................................................255.18 Survival Clause.........................................................................................265.19 Governing Law.........................................................................................265.20 Entire Agreement......................................................................................265.21 Effect of Regulation..................................................................................265.22 Termination...............................................................................................265.23 Assignment...............................................................................................275.24 Performance Bond....................................................................................275.25 Ownership of Documents.........................................................................275.26 Employment of Other Vendors, Specialists or Experts.............................275.27 Warranty of Fitness for a Particular Purpose............................................285.28 Final Acceptance of the System...............................................................285.29 Non-Collusion Covenant...........................................................................285.30 Vendor Not an Agent of Institution............................................................285.31 INSURANCE.............................................................................................29

6 Appendix – Campus Maps......................................................................................31 Bid Response Form………………………………………………………………………34 Signature Page……………………………………………………………………………37



1 PROJECT OVERVIEW AND BACKGROUND

1.1 Project Overview

The College wishes to migrate its legacy PRI based telephony trunks terminating at its South and Center campus locations to SIP (Session Initiation Protocol) Trunking Services. The College seeks a turnkey provider that can design and orchestrate the entire process. The entire migration MUST be complete by January 31st, 2017.

The project’s requirements are fully described in Section 4 below.

1.2 Background Information

Located in Southeastern Michigan, Macomb Community College (MCC) is the second largest community college in Michigan serving more than 43,000 degree-credit students pursuing coursework annually. MCC has been fully accredited by the North Central Association of Colleges since 1970. MCC offers pre-college programs, continuing and professional education programs, customized workforce training and many cultural and community service programs.

Instruction for over 1,100 courses is delivered in 39 buildings on five campuses and several outreach centers and satellite sites throughout Macomb County.

Macomb Community College makes its academic programs available throughout the year by operating on a calendar that includes fall and winter semesters and abbreviated spring and summer terms. Courses are offered 7 days a week throughout the year during the day light, late afternoon, and evening hours.

MCC is governed by 7 elected trustees and administered by approximately 1,900 staff, including 1,000 faculty members. Community outreach efforts consist of a large compliment of community education and professional certification courses. Rounding out the programming is the Macomb Center for the Performing Arts, the Cultural Center and the John R. Dimitry Student Community Center on our Center Campus, the John Lewis Student Community Center and the 61,000-square-foot Sports & Expo Center on South Campus, a Workforce Development Institute, and the Public Service Institute (Police and Fire Academies).

1.3 Macomb Community College’s Technical Infrastructure

General Communications and Networking Background Currently a Cisco Gigabit Ethernet backbone. The network is currently being

upgraded to Dell N Series gigabit with 10 Gigabit backbone.



Currently ASA and FWSM firewalls are being utilized. This will be changing to Palo Alto NGFW’s utilizing Application ID for policy.

Dedicated fiber plant between buildings. Dedicated redundant fiber between South and Center campuses. Leased fiber to connect other campus and outreach locations.

Systimax Gigaspeed copper cable from MDF/IDF to office and classroom locations; about 9,000 total drops.

Approximately 1000 Aerohive AP’s installed throughout all campuses. Cisco IP telephony system. Includes Unity Connections voice mail, CER,

emergency notification application and more. Exchange 2010 and Exchange 2016 email system tied to Cisco Unity

Connections voice mail, front ended with a Cisco Ironport Spam Firewall. Approximately 120 network servers (physical and virtual) in 2 dispersed Data

Centers. An Active Directory environment running Windows 2003, Windows 2008R2, Windows 2012 and Windows 2012R2. Servers provide a wide array of services. Examples include web servers, print servers, network control servers, storage servers and application servers.

Internet connection is through a dual campus (multiple point) 2 Gb fiber connection to the Merit (statewide) Network. Bidders are encouraged to utilize this existing connection to reduce costs and project scope.

See section #4 for current PRI configuration.

2 PROPOSAL INSTRUCTIONS AND CONDITIONS

2.1 Intent

It is the intent of Macomb Community College through this Request for Proposal and contract conditions contained herein, to establish to the greatest extent possible, complete clarity regarding the requirements of both parties to the Agreement resulting from the Request for Proposal. Providers (Vendors) with relevant experience and the ability to provide the necessary services in a timely fashion are encouraged to apply.

Specifications for the proposal are listed herein. All proposals must be for material, labor and services that meet or exceed all specifications described. Proposals for services that deviate from these specifications may be considered invalid.



2.2 Schedule of Events

EVENT Date

Deadline for Submitting Clarifications July 1, 2016

Clarifications returned to bidders July 8, 2016

Deadline for Proposals and Public Opening July 25, 2016

Bid award Aug 26, 2016

2.3 Proposal Clarifications

Clarifications will be accepted via e-mail until the cut-off period and include vendor name, contact name, phone number, e-mail address and reference to the line and Section/Subsection number(s) being addressed. Responses to clarifications will be shared with all organizations that were invited to submit a proposal, but without identifying the source of the inquiry. Macomb Community College will not be bound by any oral responses. E-mail questions to:

Dennis CostelloMacomb Community College14500 E. 12 Mile RoadWarren, Michigan 48088Email: [email protected] and [email protected]

2.4 Deadline for Proposals

Proposals will be received at the Purchasing Department Office, 14500 E. 12 Mile Road, Warren, Michigan 48088 (mailing address), 16000 Hall Road, Clinton Twp., MI 48038 (office location) or [email protected] (e-mail address), until 2:00 PM on July 25, 2016 at which time and place proposals will be publicly opened. Proposals submitted via email, should not include any zipped or executable files as these will be blocked by the College’s security system and may not be considered as received on time. See Section 6 Appendix for a map of South Campus and location of the Purchasing Department Office.

Vendors are required to prepare and submit, at their own cost, one signed original and two copies of the original proposal. Submission must include the Vendor’s full response including all attachments, product services and specifications, and required Vendor documentation. Electronic submission must be Adobe Acrobat or Microsoft Word format. Vendors are encouraged to submit each proposal response under single cover (preferably soft sided).






The outside of the envelope must identify name of Vendor and address of the party that received the RFP, and the name of project for which the proposal is submitted (see title page).

2.5 Requirements for Signing Proposal

Each Vendor, by making a proposal, represents that this document has been read and is fully understood.

The proposal must be signed in ink by an individual authorized to legally bind the person, partnership, company or corporation submitting the proposal.

All manual signatures must have the name typed directly below the line of the signature.

2.6 Examination of Work Site

All respondents are expected to have examined the premises and project site prior to submitting their proposal. Failure to do so will not relieve the successful Vendor from providing any product or performing any labor or services that may be required to carry out the intent of the contract.

2.7 Proposal Response Format

Proposals must follow the format designated in Section 3. Proposals not complying with this format may be considered non-responsive and may be removed from consideration on this basis.

2.8 Confidential Information

Information contained in proposals may be subject to FOIA (Freedom of Information Act) requests.

2.9 Right to Request Additional Information

MCC reserves the right to request any additional information, which might be deemed necessary after the completion of this document.

2.10 Proposal Preparation Costs

The Vendor is responsible for all costs incurred by the Vendor or his/her subcontractors in responding to this request for proposal.



2.11 Standard Forms and Contracts

Any forms and contracts the Vendor proposes to include as part of any agreement resulting from this proposal between the Vendor and MCC must be submitted as part of the proposal. Any forms and contracts not submitted as part of the proposal and subsequently presented for inclusion may be rejected. This requirement includes, but is not limited to, the following types of forms: subcontractor, franchise, warranty agreements, maintenance contracts, and support agreements.

2.12 Selection Criteria

Vendors will be evaluated based on the following selection criteria:

2.12.1 Compliance to SpecificationsA. Submission deadline complianceB. Proposal formatC. Completeness of information supplied

2.12.2 ExperienceA. Success with similar projectsB. Ability to provide timely on-site services, problem resolution and telephone

supportC. General impression of Vendor’s ability to successfully provide the required

services

2.12.3 Proposal Price and ValueA. Alignment of response to the College’s needB. Labor rates and other charges or expensesC. Value of the proposal to MCCD. CostE. Continuing costsF. Preference will be given to Vendors that maintain a local office and retain

key staff residency within 40 miles of Warren, MI G. Reference checks

2.13 Selection Process

A. MCC staff will evaluate, rate and select the winning Vendor based on the written information provided in the proposal.

B. Vendors may be required to participate in a presentation and interview process where MCC representatives will further inquire about the firm’s qualifications and experience. Vendors may also be asked to provide a brief overview of their company, key personnel and how they would approach providing services.



C. If MCC is unable to successfully negotiate and execute a contract for services with the company offering highest ranked proposal, MCC reserves the right to interview the second-ranked proposal.

2.14 Federal or State Sales, Excise or Use Taxes

Vendors shall include all applicable taxes, (Federal, State, and Local) in the proposal price. Macomb Community College is exempt from State Sales Tax.

2.15 Right of Refusal

Macomb Community College reserves the right to reject any or all proposals, either in whole or in part, or to waive any informalities or irregularities therein that are in the best interest of MCC.

2.16 Turnkey Solution

The proposal price will be the total dollar amount of all services, material, equipment and labor described herein inclusive of warranties and shipping FOB Macomb Community College. The proposal amount is to be held firm for at least ninety days from the proposal opening date scheduled for July 25, 2016

All prices quoted must include all equipment necessary to make the system specified fully operational for the intent, function, and purposes stated herein.

2.17 Proposal to Become Part of Agreement

This RFP, Vendor’s response and any subsequent written communications, along with any formal, signed agreement will become part of the contract documentation governing performance of this project. Where conflicts exist, the later dated document will govern.

2.18 Confidential Information

Information contained in the vendor’s proposal that is company confidential must be clearly identified in the proposal itself. Macomb Community College will be free to use all information in the vendor’s proposal for the owner’s purposes.



3 PROPOSAL RESPONSE FORMAT

3.1 Introduction

To facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section.

Proposals shall be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. EMPHASIS SHOULD BE PLACED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be organized as follows:

Section Title

1 Executive Summary2 Company Background3 Proposed Solution Summary4 Implementation Plan5 Implementation Support & Maintenance6 License & Maintenance Agreements7 Cost Quotations (using the bid response form from

Appendix “B”)8 List of Clients & References9 Technical & User Documentation10 Exceptions/Deviations from Proposal Requirements

Instructions relative to each part of the response to this RFP are defined in the remainder of this section.

3.2 Executive Summary (Section 1)

This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages, describing the proposed solution. The summary should contain as little technical jargon as possible, and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

3.3 Company Background (Section 2)

Vendors must provide information about their company so that Macomb Community College can evaluate the vendor’s stability and ability to support the commitments set forth in response to the RFP. The Vendor should outline the company’s background including a brief description (e.g., past history, present status, future plans, company size, etc.). This section should also include a brief description of



the company’s experience performing services similar to those described herein and the type of work in which the vendor specializes.

Vendor may be required to submit audited financial information for the two (2) most recently completed fiscal years, which includes income statements, balance sheets and statement of cash flows.

Privately held companies wishing to maintain confidential financial information must provide information detailing the company’s long-term stability.

3.4 Proposed Solution Summary (Section 3)

Describe how vendor will address all of the requirements included in Section 4 – Scope of Work. Include descriptions of the approach, any proposed hardware and software applications, sample designs, and prototypes that describe your recommended solution.

Also, identify and provide resumes of personnel to be directly involved with providing the products and/or services that are proposed herein, including:

1. Project Manager, This person will be responsible for overall project, including installation of required termination equipment, Provisioning process for number portability, User training on features and online billing statements.

2. Support Manager, The person or group responsible for post migration support.

3. Sales Support, The contact or group to be contacted for additions and reduction of service, billing inquiries, and contract questions.

4. Other personnel. List all relevant experience and qualifications of other personnel within your company that might be expected to provide services to MCC.

5. Subcontractors. List all relevant experience and qualifications of any known subcontractors that might be expected to provide services to MCC in partnership with your company.

Also provide a listing of any pre-existing conditions required of Macomb Community College to begin work on the project, and a list of decisions that will need to be made by the College before the project can begin. Describe any requirements for housing Vendor staff during the project, at Macomb Community College.

3.5 Implementation Plan (Section 4)

Provide a general work breakdown structure with a timeline and each milestone and decision point identified. Note that the entire project MUST be complete by Jan 31 st, 2017. Be sure work plan clearly illustrates milestones both parties must follow.



Clearly state the latest possible date the project can start yet be guaranteed of on-time project completion.

The implementation plan should also include the overall project organization structure with key vendor and client staff identified. Describe the roles and responsibilities of College staff, their qualifications and required experience in previous projects.

Describe requisite training, including training for the project team and training for end-users that are part of the recommended solution. Specify where and when the training will be provided during the implementation process. If training can be offered at either Macomb Community College or the vendor’s site, specify the requirements for the on-site training and any cost variations for each option.

In addition, describe any migration plans, or data conversions that will be part of the project solution. Lastly, identify schedule risk elements and recommendations to mitigate those risks.

3.6 Implementation Support and Maintenance (Section 5)

The vendor must give a detailed description of the level and extent of all support to be provided during and after the implementation. Show any costs associated with this support in Section 7, Cost Quotations.

The vendor must specify the nature, costs and conditions of any post-implementation support options including:

On-site support Telephone support – include the minimum response time provided as part of

the basic support agreement and average response time for the past twelve (12) months.

Delivery method of future upgrades and product enhancements. Hardware and database Frequency of upgrades Escalation options and procedures

Indicate who is responsible for each of the support options provided above.

3.7 License and Maintenance Agreements (Section 6)

Sample maintenance agreements should be provided in this part of the vendor’s response for all components of the recommended solution (i.e., hardware, software, etc.).



3.8 Cost Quotations (Section 7)

All costs must be itemized and included as Section 7 of the vendor’s response. The vendor’s cost quotation must include all costs (e.g., license fees, modifications, training, travel and per diem, installation, documentation, discounts, etc.). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect.

If the entire project cannot be quoted at a fixed price, describe the portions of the project that can be delivered at a fixed price. Include a description of all deliverables. Include a description of each item or service that will not be part of a fixed cost. Show the item/service, the cost/rate and the unit (for example, Training at $100 per day). If there are continuing/annual costs for any item, indicate that also. It is the College’s intent to establish known costs before a final contract is completed. For all variable priced items, describe how costs will be constrained and managed.

3.9 List of Clients and References (Section 8)

Vendors must provide at least three references from clients that are similar in size and complexity to Macomb Community College and the scope of the project contemplated. Include a brief description of the scope of your engagement with the referenced client, and a contact person with appropriate contact information.

Please provide case history of your two best migrations with clients sized close to that of Macomb College.

Please provide case history of your two most challenging migrations with clients sized close to that of Macomb College. Please identify issues that presented problems and resolutions applied. Please provide us with lessons learned from those experiences.

3.10 Technical and User Documentation (Section 9)The vendor will provide one set of technical documentation and user documentation to Macomb Community College.

3.11 Exceptions/Deviations from Proposal Requirements (Section 10)

If the vendor finds it impossible or impractical to adhere to any portion of these specifications and all attachments, it shall be so stated in its proposal, with all deviations grouped together in a separate section entitled, “Exceptions/Deviations from Proposal Requirements.” This section will be all-inclusive and will contain a



definition statement of each and every objection or deviation with adherence to specific RFP sections. Objections or deviations expressed only in other parts of the proposal, either directly or by implication, will not be accepted as deviations, and the vendor in submitting a proposal will accept this stipulation without recourse.

4 SCOPE OF WORK

4.1 Background Specifications

The College’s existing telephony network is comprised of two major Dmarcs from two different serving wire centers.

Two PRIs carrying DIOD trunks at South Campus and three at Center Campus. These PRIs carry traffic for 1,760 direct inward dial numbers split with 835 at Center campus and 925 at South campus, and outbound traffic utilizing local route choices.

The South campus PRIs are terminated on Cisco 4331 VG1 (Model 4331V/K9 – Version 03.13.02.S) . Center Campus PRIs are also terminated on a Cisco 4331 VG1 router (Model 4331V/K9 – Version 03.13.02.S) . There are routers at East Campus and MTEC Campus (Model 3825 – Version 12.4(13r)T10, REL (fc1) with Survivable Remote Site Telephony with POTS lines for emergency calls.

Our current Local Exchange Carrier is AT&T, and we utilize CenturyLink for long distance and other dedicated services.

We have approximately 2048 Cisco IP phones and 300 analog devices terminated on Cisco analog voice gateways serving fax machines, emergency parking lot phones, elevator phones, silent alarm panic switches, and various other analog devices.

The use of compression will not be allowed in order to preserve fax transmission quality.

The college licenses Cisco Unified Communications Manager and associated application servers. The table below illustrates our telephony environment.

Product License Count Version Notes

Call Manager 8222 8.6.2.22900-9Codec G711

UCCX ver. 8.5.1.11004-25 Codec G711

Real Time Reporting Historical Reports Voice Prompts High Availability Agents 400 IVR 300



Enhanced Seats (concurrent) 130

CTI Triggers 18 Queues 10 Unity Connections ver. 8.6.2.20000-76 ports 153 ports (sccp) 144 Directory Handlers 2 Menu Systems 162 Emergency Responder Ver.8.6.1.10000-11 Server 2 User 5200 Singlewire Informacast Ver. 8.1.0 Emergency

NotificationRouters CISCO 4331V/K9 *** Ver. 03.13.02.S PRI Dmarc CISCO 4331V/K9 *** Ver. 03.13.02.S PRI Dmarc

CISCO 3825 Ver. 12.4(13r)T10, REL (fc1) SRST

An RFP has been released for a project to upgrade all telephony server software to the most current commercially available version.

A successful project will include:

Installation of facilities / equipment required to deliver SIP trunk service to Macomb Community College.

Appropriately sizing the supporting carrier infrastructure at termination point at the least possible cost.

Appropriately sizing bandwidth for existing call traffic allowing for 15% growth and burstable traffic demands. Provisioning of all associated facilities / bandwidth for service

All available volume discounts. All recurring and no-recurring costs must be identified in your response. This

includes costs per DIOD, adding additional DIODs, local calls, and any other costs.

Correctly passing long distance traffic to our carrier of choice (currently CenturyLink). The proposed solution must permit the College to change to another long distance provider in the future at minimum cost. Bidders are allowed to provide long distance service as a bid alternate, but the College has



little interest in expanding the scope or complexity of its PRI to SIP conversion effort.

Documented costs associated with changing long distance carriers. Managing the portability of all existing DIOD subscribed numbers, and all

associated provisioning. Successful Bidder will provide post migration daily CDR information showing all DID numbers that are being routed over the new carrier facility. This will ensure all numbers for Center and South Campuses are ported over via migration plan. It will be the responsibility of the Bidder to ensure all DIOD numbers are migrated, and provide Macomb Community College with the Call Detail Records required to validate successful migration.

Certify complete, successful interoperability with Cisco CUCMv.8.6 and Cisco CUCM v.11.x. This is best provided by independent lab testing.

Creation of a project plan schedule for migration including a detailed list of all 1700+ DIOD numbers and the date they will be migrated. This timeline must be planned around various events and high usages periods (registration, etc.) on campus. Work should be planned to commence immediately upon receipt of purchase order which will be issued Aug 26th, 2016.

Introduction of features and their uses for traffic re-routes for site Disaster Recovery.

Comprehensive on-line billing review to eliminate paper invoicing Illustrate a cost savings experienced by other clients and ROI for moving forward

with SIP Trunk Service 4.2 Batch and On-Line Processing Environment Requirements

Invoicing will be comprehensive and user friendly, providing for multi user access, to include MCC Infrastructure Staff, Administration officers, and Accounts Payable staff members. This will include electronic, consolidated billing, and Move Add Change self-service.

4.3 System Security RequirementsThe provider will take the necessary steps to accommodate MCC security requirements for SIP trunking, and will ensure the privacy of any MCC-provided information. Security requirements from MCC may include, but are not limited to:

Encryption of signalingEncryption of mediaTopology hiding

4.4 System Documentation RequirementsPrior to installation of any equipment/facility installation on MCC property a spec should be provided to include footprint, power requirements, back-up power requirements, and pre and post implementation access requirements



4.5 Software Updates and Distribution RequirementsIdentify normal software, firmware updates that will be required on any gear that will be part of the implementation that could be service affecting.

4.6 System Performance RequirementsIdentify any system routine maintenance windows that are required for system/equipment.

4.7 System Access RequirementsIdentify any business day access and potential after-hours access to any college campus building that is anticipated for normal system maintenance.

4.8 Identify any Web Access RequirementsIdentify all web tools necessary to remotely access system to put in place routing changes.

4.9 Implementation Schedule RequirementsThis schedule must be approved overall by the project team, and clearly detail milestones for both the vendor and the College. The project MUST be complete by January 31st to avoid a 15% penalty.

The schedule (and bid) requires a block of test phone numbers one week prior to the actual porting segment of the project.

Splitting the number porting task by campus to reduce migration scope risk is acceptable and encouraged.

4.10 Project Status Reporting RequirementsProvide end user training on customer portal that may be used to manage trunks, obtain various reports for usage and performance measurements.

4.10.1 Training Documentation RequirementsComprehensive documentation of on-line tools for managing facility and invoice systems.

4.11 Warranty Requirements:

Vendor warrants that all services provided by Vendor will be performed in a manner consistent with generally accepted industry practices applicable to such services. MCC agrees to report any deficiencies in the services to Vendor within ninety (90) days of completion of the services in order to receive warranty remedies. MCC’s exclusive remedy for breach of warranty with respect to the services will be re-performance of the services. If Vendor is unable to re-perform



the services as warranted, MCC will be entitled to recover the fees paid to Vendor for the deficient services in an amount not to exceed the total amount paid or payable for the services.Vendor warrants that at the time of delivery and for a period of thirty (30) days following acceptance by MCC of the particular deliverable, the deliverable will materially conform to the applicable specifications and acceptance criteria. During this period, Vendor will (as soon as reasonably practical and at no charge to MCC) furnish such materials and services as may be required to correct any nonconformity or defect in the deliverables and to maintain the deliverables in good working order in accordance with the applicable specifications and acceptance criteria. If within a commercially reasonable period of time Vendor is not able to correct the nonconformity or defect as warranted, MCC will be entitled to recover the fees paid to Vendor for the deficient services or deliverable in an amount not to exceed the total amount paid or payable for such services or deliverable.



4.12 Macomb College Telephony topology



4.13 Service Level Agreement:

GOAL: 100% Availability

VOICE DOWNTIME (in 30 day period) MONTHLY CREDIT

10 – 30 Minutes 1 days credit




241 Min – 12 Hours 10 days credit

12 – 24 Hours 15 days credit

+24 Hours Up to customers Monthly MRC

SERVICE CREDIT EXCEPTIONS:

Service credits will not be issued where the SLA is not met as a result of: (1) the failure or malfunction of equipment, applications or systems not owned or controlled by MCC, (3) scheduled service maintenance, alteration, implementation, or upgrade;

MAINTENANCE:

Normal Maintenance. Normal Maintenance refers to upgrades to hardware and software or upgrades to increase capacity and redundancy. Normal Maintenance may temporarily degrade the quality of Service, including possible outages. Such effects to Normal Maintenance will not give rise to service credits under this SLA. Normal Maintenance will be undertaken only between the hours of 10pm and 6am Local Eastern Standard Time.

Urgent Maintenance. Urgent Maintenance refers to efforts to correct network conditions that are likely to cause a material Service outage and require immediate action. Urgent Maintenance may degrade the quality of Service, including possible outages. Such effects related to Urgent Maintenance may entitle Customer to service credits set forth in this SLA.



CUSTOMER TERMINATION RIGHTS:

Customer may terminate the Affected Services without incurring a Cancellation Charge if unsatisfied.



4.14 Call Traffic:

Calls- Inbound and Outbound April 2016

Call-Direction Count DurationIncoming Calls 97176 141683Outgoing Calls 19676 65006

5 GENERAL CONDITIONS

The topics in this section will inform potential vendors of typical language to be included in a contract resulting from this RFP.

5.1 Macomb Community College Locations

Locations pertinent to this RFP (Contract) include:

Center Campus 44575 Garfield Clinton Township, MI 48038

South Campus14500 E. 12 Mile Rd Warren, MI 48088

5.2 Vendor as Independent Contractor

This is not an Agreement of partnership or employment of Vendor or any of Vendor's employees by MCC. Vendor is an independent Vendor for all purposes under this Agreement.

5.3 Conflict of Interest/Disclosure

No company or corporation in which an employee of the College has a direct or indirect interest shall transact business with the College unless such interest is disclosed to the Purchasing Department prior to entering into any contract or agreement with the College. Further, the employee shall not take part in the negotiations for or approval of such contract or agreement.

5.4 Use of Qualified and Experienced Personnel

Vendor agrees at all times to maintain an adequate staff of experienced and qualified employees for efficient performance under this Agreement. Vendor agrees



that, at all times, the employees of Vendor furnishing or performing any services shall do so in a professional, work-person like, and dignified manner.

5.5 Equal Opportunity Employer

Vendor shall be an equal opportunity employer and shall conform to all Affirmative Action and other applicable requirements; accordingly, Vendor shall neither discriminate nor permit discrimination in its operations or employment practices against any person or group of persons on the grounds of race, color, religion, national origin, age, or sex in any manner prohibited by law.

5.6 Compliance with Rules and Regulations

Vendor agrees that all persons working for or on behalf of Vendor whose duties bring them upon MCC's premises shall obey the rules and regulations that are established by MCC and shall comply with the reasonable directions of MCC's officers. MCC may, at any time, require the removal and replacement of any of Vendor's employees for good cause.

In the event of such a removal, the Vendor shall, within fifteen (15) days, fill this representative vacancy. Regardless of whom the Vendor has designated as the representative, the Vendor organization remains the ultimate responsible party for performing the tasks and responsibilities presented in this Agreement.

5.7 Site Damage

Vendor shall be responsible for the acts of its employees and agents while on MCC's premises. Accordingly, Vendor agrees to take all necessary measures to prevent injury and loss to persons or property located on MCC's premises. Vendor shall be responsible for all damages to persons or property caused by Vendor or any of its agents or employees. Vendor shall promptly repair, to the specifications of MCC, any damage that it, or its employees or agents, may cause to MCC's premises or equipment; on Vendor's failure to do so, MCC may repair such damage and Vendor shall reimburse MCC promptly for the cost of repair.

5.8 In the Event of an Accident

Vendor agrees that, in the event of an accident of any kind, Vendor will immediately notify MCC's Police Department (586-445-7135) and thereafter, if requested, furnish a full written report of such accident.

5.9 Non-interference with Institution Operations



College's operations must continue uninterrupted throughout the completion of the work contemplated herein. Certain portions of the work must be performed and completed in such order as directed by MCC's representative as to permit the orderly operation of MCC's activities. Vendor shall review the work to assure that operations will not impede the utilization of the facilities.

5.10 Site Inspection and Clean Up

Prior to all field work and installation or upgrade of all related equipment, the awarded Vendor will visit and inspect the project premises in order to confirm the conditions under which the Work for this project is to be performed, and determine the availability of facilities for access, delivery, transportation and storage.

Vendor at all times shall keep the premises free from accumulation of waste materials or rubbish caused by the Vendor’s operations. When the project is placed into service, the Vendor shall remove all such waste materials and rubbish from and about the Project premises as well as the Vendor’s installation equipment, machinery and surplus materials and restore all project premises back to the original condition as found when the project commenced.

5.11 Campus Identification Required

Vendor and its employees are required, each day while work is being performed on campus, to check in with Campus Security and receive the necessary campus identification.

5.12 Responsibility for Personal Property

MCC shall have no responsibility for the loss, theft, mysterious disappearance of, or damage to, equipment, tools, materials, supplies, and other personal property of Vendor, its employees, Subcontractors, or material persons.

5.13 Copyright Indemnity

The awarded Vendor shall indemnify and hold MCC harmless from any claim that a product or accessory or its use, infringes on another person or company’s patent, copyright, trade secret or other property right.

5.14 General Indemnity

To the fullest extent permitted by law, the Vendor shall indemnify, hold harmless, and defend Macomb Community College and its agents, employees, officers and successors, from and against any claims, causes of action, damages, losses and expenses, including but not limited to attorneys fees, arising out of or resulting in



any way from Vendor’s performance of this contract, provided that such claim, cause of action, damage, loss or expense is attributable to bodily injury, sickness, disease or death to any person, including employees or agents of the Vendor, subcontractor, or construction manager, or to injury to or destruction of tangible property including loss of use resulting there from, but only if caused in whole or in part by a negligent act or omission of the Vendor, a subcontractor, the construction manager, anyone directly or indirectly employed by them or any for whose acts they may be liable, regardless of whether or not such claim, cause of action, damage, loss or expense is caused in part by a party indemnified hereunder. Vendor shall not be obligated to hold harmless, indemnify or defend Macomb Community College or its agents, employees, officers, or successors if any claim, cause of action, damage, loss or expense arises from the sole negligence or fault of a party indemnified hereunder.

Vendor shall assume the defense of Macomb Community College pursuant to the provisions of paragraph 5.16 within fourteen (14) days of receipt of written notice. Any legal cost or expense, including attorney’s fees incurred by Macomb Community College for enforcement of its rights under paragraph 5.16 between the time by which Vendor should have assumed Macomb Community College’s defense and the time when Vendor assumes Macomb Community College’s defense shall be reimbursed by Vendor. Any legal cost or expense, including attorney’s fees, incurred by Macomb Community College in the successful prosecution of any litigation or arbitration seeking to enforce the provisions of paragraph 5.16 or in negotiating a settlement of such claim, shall also be reimbursed by Vendor.

5.15 Risk during Equipment Storage and Installation

Delivery shall be made in accordance with the implementation schedule referenced as part of this Agreement. It will be possible to allow for minor variances from this implementation schedule as mutually agreed upon by both parties and confirmed by prior written notice. The equipment shall be installed and placed into good working order by representatives of the Vendor. During the time period where the equipment is in transit and until the equipment is fully installed in good working order, the Vendor and its insurer shall be responsible for the equipment and relieve the College of responsibility for all risk of loss or damage to the equipment. In addition, Vendor shall hold the College and agents harmless from any risk of loss or damage arising out of occurrences during the installation of the equipment.

5.16 Submitting Disputes to Arbitration

Any dispute arising out of the performance of a contract between the parties may be submitted to arbitration only upon written consent of both parties.



5.17 Advertising / Permission

Vendor shall not use, in its external advertising, marketing programs, or other promotional efforts, any data, pictures, or other representation of MCC except on the specific written authorization in advance of MCC’s Purchasing Agent. Vendor will limit and direct any of its advertising on MCC’s premises to MCC’s student media and bulletin boards, and shall make arrangements for such advertising through the Student Activities Department. Vendor shall not install any signs or other displays anywhere on MCC's premises unless in each instance the prior written approval of MCC's Purchasing Agent has been obtained. However, nothing in this clause shall preclude Vendor from listing MCC on its routine client list for matters of reference.

5.18 Survival Clause

The terms, conditions, representations, and warranties contained in this Agreement shall survive the termination or expiration of this Agreement.

5.19 Governing Law

This Agreement, and all matters or issues collateral to it, shall be governed by, and construed in accordance with, the law of the State of Michigan.

5.20 Entire Agreement

This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements or understandings, written or oral, prior to signing of a contract.

5.21 Effect of Regulation

Should any local, state, or national regulatory authority having jurisdiction over Macomb Community College enter a valid and enforceable order upon the College which has the effect of changing or superseding any term or condition of the Agreement, such order shall be complied with, but only so long as such order remains in effect and only to the extent actually necessary under the law. In such event, this Agreement shall remain in effect, unless the effect of the order is to deprive the College of a material part of its Agreement with the Contractor. In the event this order results in depriving the College of materials or raising their costs beyond that defined in the Agreement, the College shall have the right to rescind all or part of this Agreement (if such a rescission is practical) or to end the Agreement term upon thirty (30) days prior written notice to the Vendor. Should the Agreement be terminated under such circumstances, the College shall be absolved of all penalties and financial assessments related to cancellation of the Agreement.



5.22 Termination

In the event that that either party shall fail to maintain or keep in force any of the terms and conditions of this Agreement, the aggrieved party may notify the other party in writing via certified mail of such failure and demand that the same be remedied within ten (10) business days. Should the defaulting party fail to remedy the same within said period, the other party shall thereupon have the right to terminate this Agreement by giving the other party thirty (30) days written notice. Notwithstanding the foregoing, due to lack of State or County funding, MCC may at any time during the life of this Agreement, terminate same by giving thirty (30) days notice in writing via certified mail to Vendor. In addition, if at any time a voluntary petition in bankruptcy shall be filed against the Vendor and shall not be dismissed within thirty (30) days, or if the Vendor shall take advantage of any insolvency law, or if a receiver or trustee of the Vendor's property shall be appointed and such appointment shall not be vacated within thirty (30) days, MCC shall have the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate the contract by giving (30) days notice in writing of such termination.

5.23 Assignment

This Agreement or any part thereof shall not be assigned or subcontracted by Vendor without the prior written permission of MCC; any attempt to do so without said prior permission shall be void and of no effect.

5.24 Performance Bond

MCC WILL require the Vendor to furnish a Performance Bond and Labor and Material Payment Bond equal to 100 percent of the total amount payable by the terms of the contract by a qualified surety. The Vendor will be reimbursed for the premium costs upon submission of proof of payment.

The Vendor shall deliver the required bonds to MCC within 15 days after award of the contract. If the work is to be commenced prior thereto in response to a letter of intent, the Vendor shall submit evidence to MCC that such bonds will be furnished prior to commencement of the Work.

Performance Bond and Labor and Material Bond form AIA Document A311/CM, June 1980 Edition is approved for use on this project.

The proposed bonding company of the Vendor shall be acceptable to MCC.

5.25 Ownership of Documents



All plans, studies, documents and other writings prepared by and for Vendor, its officers, employees and agents in the course of implementing this Agreement, except working notes and internal documents, shall become the sole property of MCC upon payment to Vendor for such work, and MCC shall have the sole right to use such materials in its sole discretion without further compensation to Vendor or to any other party.

5.26 Employment of Other Vendors, Specialists or Experts

Vendor will not employ or otherwise incur an obligation to pay other vendors, specialists or experts for services in connection with this Agreement without the prior written approval of MCC.

5.27 Warranty of Fitness for a Particular Purpose

The College has presented detailed technical specifications of the particular purpose for which the network and technology is intended. The College has provided detailed descriptions and criteria of how the system can be defined to accomplish a particular purpose. The College has also defined the exact procedures and techniques to be employed in testing whether the system has achieved the defined performance of this particular purpose. Given this advanced preparation concerning, and documentation about the College’s particular purpose, the Vendor at the time this Agreement is in force has (1) reason and opportunity to know the particular purpose for which products are required, and (2) that the College is relying on the Vendor’s experience and knowledge of these products to provide those which are most suitable and appropriate. Therefore, the Vendor warrants that the system is fit for the purpose for which it is intended as described in this document.

5.28 Final Acceptance of the System

The system proposed shall be defined to be finally accepted by the College after the installation of the equipment and successful completion of the following performance examinations: system hardware and software examination and performance, software acceptance and documentation. The College and its consultants shall be the sole judge of whether all conditions for final acceptance criteria have been met.

5.29 Non-Collusion Covenant

The Vendor hereby represents and agrees that it has in no way entered into any contingent fee arrangement with any firm or person concerning the obtaining of this Agreement. In addition, the Vendor agrees that a duly authorized Vendor representative will sign a non-collusion affidavit, in a form acceptable to the College that the Vendor firm has received from College no incentive or special payments, or



considerations not related to the provision of automation systems and services described in this Agreement.

5.30 Vendor Not an Agent of Institution

Macomb Community College retains all rights of approval and discretion with respect to the projects and undertakings contemplated by this Agreement. Vendor, its officers, employees and agents shall not have any power to bind or commit MCC to any decision.

5.31 INSURANCE

Before commencement of any work, a Certificate of Insurance executed by Vendor's insurance carrier showing required insurance coverage shall be submitted. An endorsement or statement waiving the right of cancellation or reduction in coverage unless thirty (30) days prior written notice is given to MCC by registered or certified mail shall be included.

As a condition of performing work for MCC, Vendor must provide satisfactory evidence of insurance coverage as follows:

A. Worker's Compensation and Employer's Liability Insurance - covering statutory obligations in the state(s) in which work is to be performed.

B. Automobile Liability Insurance - with a limit of $1,000,000 per accident covering owned, non-owned, and hired automobiles.

C. Commercial General Liability Insurance - written on an OCCURRENCE policy form that includes coverage for operations, personal injury, XCU (explosion, collapse and underground), independent Vendors, contractual, and products - completed operations with limits of liability as follows:

1. If policy is written on the 1986 ISO Simplified form:

$1,000,000 Occurrence

$2,000,000 General Aggregate

$2,000,000 Product - Completed Operations Aggregate. If the Vendor's policy's general aggregate is per job, then a $1 million limit of liability is acceptable for the general aggregate and the products - completed operations aggregate.

2. If policy is written on a form other than the 1986 ISO Simplified form:



$1,000,000 Occurrence (bodily injury and property damage combined).

$1,000,000 Aggregate (applicable to products - completed operations only).

3. Products - completed operations liability must be maintained for not less than one year after start of service of work.

D. Other Requirements

Evidence of insurance coverage, required herein, is to be provided to MCC in ACORD Certificate Form 25 or 25-S and must indicate:

1. That Commercial General Liability insurance policy includes coverage for item specified in 5.31 C3 above.

2. A Best's rating for each insurance carrier at B+VII or better.

3. That the insurance company will provide 30 days written notice of cancellation to the certificate holder and other words “endeavor to” and “but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives” do not apply or have been removed.

4. That “Macomb Community College” is additional insured on the General Liability policy certified.

5. Any deviation in coverage provided by the Standard 1986 IS0 Simplified General Liability policy form, and

6. Any deductible over $2,500 applicable to any coverage.

E. Insurance Options

General Liability and Auto Liability limits may be attained by individual policies or by a combination of underlying policies with umbrella and/or excess liability policies.



Vendor may prevent unnecessary follow up resulting from incomplete insurance certificates, by sending or faxing a copy of these insurance requirements to Vendor’s agent when requesting an insurance certificate.



6 Appendix – Campus Maps



BID RESPONSE FORM – RFP No. 5972

1. BID SUMMARY FORM - BASE BID

The College must be able to compare services and respective cost across proposals from different Respondents in a meaningful way. As such, bid responses shall follow the format defined in section 6 and include this form.

The College recognizes that not all requested service offerings are fully understood. However, the Respondents should recognize that it is difficult to determine exact requirements until all the costs have been understood, and should therefore prepare their proposals in such a manner that the cost implications of choosing optional services or levels of service over and above a base service set are clear and easy to understand. The criteria below should be used in preparing the price schedule for the BASE BID. These criteria may be expanded to provide more detail in the categories specified, if needed. The format includes specific expenditures, which may or may not be required or applicable. All sections must be completed; respondents shall mark non-applicable or zero-cost fields with “0” (zero), N/A or “No Bid”.

Respondents are encouraged to offer discounted pricing based on the length of commitment and/or number of devices, but must clearly differentiate alternate pricing models as “Bid Alternates” and provide a separate bid response form for each. The bid form as designed invites proposals for contract terms of 24 and 36 months.1.1Bid response scope: Provide Local Telephone Service including DIOD (Direct

Inward Outward Dialing) service via SIP trunk environment. Bid response must include this form AND fully address/encompass specifications detailed in section 4 of this document.

1.2Local Service

Fee table for base services to meet minimum requirements set forth in this RFP (“base bid”) for the Local Telephone Service.



Start-up & Implementation Services Cost

One time, all inclusive, installation, set-up and configuration fee(s)

$

Not-to-exceed travel costs $

Other reimbursable expenses $

Project Management fee(s), $

Other (expand as req’d) $

Total ONE TIME implementation costs

$

Reoccurring costs

Monthly recurring cost associated with bandwidth

$

Monthly recurring cost associated with DIOD numbers (approximately 1,760)

$

Monthly recurring cost associated with on-line billing and multi person access to invoices and billing detail.

$

Customer Premise Equipment cost, per device, per month, (expand as req’d)

$

Other charges (i.e. fees for optional services/features)

$

Total reoccurring monthly cost $

Total reoccurring annual cost $

1.2.1 Please provide details of the number of devices that you will require CPE (Customer Premise Equipment) to install and support each major campus (termination point) and total rack space required if any.

1.2.2 Indicate if any CPE will require UPS backup.

1.3 Will you allow MICHIGAN law to govern contract? ____________



1.4 RFP specification #3.9 requirements (below) must be included as section 8 of your proposal.

Please provide case history of your two best migrations with clients sized close to that of Macomb College.

Please provide case history of your two most challenging migrations with clients sized close to that of Macomb College. Please identify issues that presented problems and resolutions applied. Please provide us with lessons learned from those experiences.

ALL PRICING/PROPOSALS MUST REMAIN VALID FOR A PERIOD OF 120 DAYS (MINIMUM) FROM PROPOSAL OPENING DATE.



DECLARATION. The undersigned agrees to the provisions of contract documents and hereby affix authorized signature(s):

Signature(s):_____________________________________________________

Title: ____________________________________________________________

Company Name: __________________________________________________

Address: ________________________________________________________

City: __________________________State: _________Zip Code: ___________

Telephone Number: ________________ Fax Number: ___________________

E-mail address: __________________________________________________

Print Name of Signature: ___________________________Date: __________

IT IS MANDATORY OF ALL CONTRACTORS TO RETURN THIS SHEET FULLY COMPLETED WITH THEIR PROPOSAL.