HomeMy WebLinkAbout2008 12 08 Consent 206 Information Services Contract for Telephone System ServiceCOMMISSION AGENDA
ITEM 206
Consent X
Informational
Public Hearing
Regular
-~ ~.
December 8.2008
Regular Meeting Mgr. i ept.
Authorization
REQUEST: Information Services requests Commission approval to award RFP
#002/09/JD and to enter into a contract with vendor for telephone
system service and maintenance.
PURPOSE: The purpose of this agenda item is to request Commission authorization to
award the RFP to and enter into a contract with Orlando Business
Telephone Systems, Inc., (OBTS) for annual service and maintenance.
CONSIDERATIONS:
This RFP was publicly advertised as RFP 002/09/JD and proposals were
due November 19, 2008. Two proposals were received and opened on that
date:
VENDOR BASE PROPOSAL
OBTS $11,676
Logista $27,600
In addition to the annual maintenance, other items that are above and
beyond the annual maintenance were also quoted as follows:
Service or E ui ment Lo ista OBTS
Mite14025 Tele hone $220.00 $185.98
Installation/configuration
of Mite14025 $105/hour $130.50/hour
Pro ammin - re ular $105/hour $87/hour
I:\Admin_Docs\Agenda Items\FY
2009\120808_COMM_Consent_206 Mitel Phone_System_Maintenance_Award.docx
CITY OF WINTER SPRINGS
CITY COMMISSION
REGULAR MEETING -DECEMBER 8, 2008
CONSENT AGENDA ITEM 206
PAGE 2 OF 2
1 hour minimum '/4 hour minimum
Labor -regular business $1 OS/hour $87/hour
hours 1 hour minimum Y4 hour minimum
Labor -before/after regular $157.50/hour $130.50/hour
business hours 2 hour minimum '/4 hour minimum
Labor -holidays $210 per hour $130.50/hour
4 hour minimum '/4 hour minimum
OBTS currently maintains the City's phone system and provides a good
level of service and support. The scope of work includes 24/7/365
maintenance, support, troubleshooting, repair, configuration, and
correction of issues as related to the entire City of Winter Springs
telephone system. Vendor is shall provide all supervision, labor,
equipment, and materials to perform telephone system maintenance and
support as indicated in the RFP document. Maintenance shall include all
equipment, software, call accounting system, all phones and extensions,
voice mail system, documentation, system monitoring, quality control, and
system backup and disaster recovery preparedness.
The contract shall expire on September 30, 2009 with a renewal option for
an additional period of one year. Options for renewal will only be
exercised upon mutual written agreement and with all original terms,
conditions and unit prices adhered to with no deviations unless approved
by the City of Winter Springs. If any such renewal results in changes in the
terms or conditions, such changes shall be reduced to writing as an
amendment to this contract and such amendment shall be executed by both
parties. Renewal of the contract shall be subject to the appropriation of
funds by the City Commission, satisfactory performance by the contractor,
and a continuing requirement by the City.
FUNDING: No additional funding is necessary. Already included in FY 2009 budget.
RECOMMENDATIONS: It is recommended that authorization be given to enter into a
contractual agreement with Orlando Business Telephone Systems, Inc., in
the amount of $11,676.00 payable from line code 1340-56433 for annual
telephone system service and maintenance.
ATTACHMENTS: RFP #002/09/JD
COMMISSION ACTION:
I:~.Admin Docs~Agenda Items\FI'
2009\120808_COMM_Consent_206_Mitel_Phone_System_Maintenance Award.
docx
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Rini
Cit
of Winter Springs, Florida
Information Services Department
Request for Proposal # 002/09/JD
Mite/ Phone System Maintenance & Services
City of Winter Springs, Florida
1126 East State Rd 434
Winter Springs, FL 32708
407-327-1800
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
TABLE OF CONTENTS
INTRODUCTION .............................................................................................................3
BACKGROUND ...............................................................................................................4
SUBMITTAL REQUIREMENTS .......................................................................................5
TERMS AND CONDITIONS ............................................................................................7
SCOPE OF SERVICES .................................................................................................14
LIST OF FORMS ...........................................................................................................18
SUBMITTAL COVER SHEET ........................................................................................19
BID SCHEDULE ............................................................................................................20
INSURANCE REQUIREMENTS FORM ........................................................................24
VENDOR CONTACT FORM ....................................................................................25
FLORIDA STATUTES ON PUBLIC ENTITY CRIMES FORM ..........................26
DRUG-FREE WORK PLACE FORM ..............................................................27
CONFLICT OF INTEREST STATEMENT .....................................................................27
PUBLIC RECORDS FORM ......................................................................................27
Page 2 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mite/ Phone System Maintenance and Service
I. INTRODUCTION
The City of Winter Springs, Florida, invites the submittal of proposals from qualified
vendors for the maintenance and service of the City's Mitel Telephone System.
Submittal of a proposal in response to this Request For Proposal, hereafter referred to
as RFP, CONSTITUTES AN OFFER BY THE VENDOR. The submittal package must
be received by the Purchasing Coordinator, City of Winter Springs City Hall 1126 East
State Rd 434, Winter Springs, FL 32708, no later than 3:00 P.M., Wednesday,
November 19, 2008. Failure to deliver submittals to the designated office before the
indicated deadline will result in said submittal not being opened or considered.
Vendors who are preparing a submittal response to this request are expected to
examine this request including all relevant forms, terms, conditions, and instructions. All
costs associated with preparation and submittal of proposal shall be borne entirely by
the Vendor. Submittals will become the property of the City and will become part of the
public record, subsequent to award of the contract or rejection of all submittals.
Interviews may be requested at the discretion of the City. The City reserves the right to
reject any or all submittals in whole or in part; to re-advertise for any or all of the
services; to negotiate for additional services or materials; and/or to accept the
proposals, which, in its judgment best serves the interest of the City.
Submittals will be evaluated by a selection committee composed of City staff.
Qualified vendors who are interested in providing this service may obtain an
information packet from the City or may download it from:
http~//www winterspringsfl orq/EN/main/main/bid.htm. Any questions Concerning this RFP should
be directed to Joe Alcala, I.T. Coordinator/Security Administrator, at
ialcala winterspringsfl.org or 407-327-7589.
Page 3 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mite/ Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
II. BACKGROUND
The telephone system for the City of Winter Springs is a Mitel SX 2000 PBX. The
phone system main switch was originally installed in 1997 at the Police Department
located on Moss Road, with connectivity to Fire Station 24, also located on Moss Rd.,
and the Public Works building located on Flamingo Avenue which is directly behind Fire
Station 24. In 1998 an additional switch was installed at City Hall and both switches
were connected into one system; the switch at City Hall has since been replaced with a
peripheral node and several remote sites have been connected which include: Fire
Station 26, Water Treatment Plant, Central Winds Park, Senior Center, and the new
Public Works Facility. All sites are within the City limits of Winter Springs.
As of October 2, 2008, the Fire Department was consolidated with Seminole County
which has resulted in no further phone system support being necessary for any of the
Fire Stations which include Station 24, 26, and 28. However, that equipment may
possibly be utilized in other areas of the City as needed. Therefore, the equipment
must be included in the Vendor's proposal.
The City is now searching for a vendor who can service and maintain the existing phone
system, make recommendations for further system improvements, and furnish services
and equipment as needed.
The phone system consists of:
Mitel SX 2000 PBX running Lightware version 34
Mitel Mail running version 7
Metropolis Call Accounting version 2008.06.21
Approximately 44 call boxes
Approximately 312 voice mailboxes of which 92 are voice mail only
Page 4 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
III. SUBMITTAL REQUIREMENTS
Proposals that do not comply with these requirements may be rejected at the option of
the City. These documents constitute the complete set of terms and conditions,
specification requirements, and required forms.
1. REQUIRED NUMBER OF COPIES: Vendors shall submit four (4) complete sets
of their proposal, complete with all supporting documentation. Vendors shall also
submit one (1) additional complete electronic document in Adobe PDF format on
CD or DVD media. Entire proposal document and attachments must be executed
and submitted in a sealed package marked with the following information:
RFP # 002/09/JD
ATTENTION: PURCHASING DEPARTMENT.
2. EXECUTION OF PROPOSAL: Proposals must contain a manual signature, in ink,
in the space provided on the Submittal Cover Sheet. The signature must be that
of an authorized representative, who has the legal ability to bind the Vendor in
contractual obligations. The form is included in the forms section of this RFP
document. Failure to properly sign the proposal shall invalidate it, and it shall not
be given further consideration. Proposals must be typed or legibly printed in ink.
Use of erasable ink is not permitted. All corrections made by Vendor to any part of
the proposal document must be initialed in ink. The original bid conditions and
specifications cannot be changed or altered in any way. Altered proposals will not
be considered. Clarification of proposals submitted shall be in letterform, signed by
Vendor and attached to the proposal.
3. PROPOSAL SUBMISSION DEADLINE: Proposals to receive consideration must
be received on or prior to 3pm on Wednesday, November 19, 2008. The proposal
due date and time shall be scrupulously observed. Under no circumstances shall
proposals delivered after the time specified be considered. The City will not be
responsible for late deliveries or delayed mail. It is the Vendor's sole responsibility
to ensure that his/her proposal is complete and delivered at the proper time and
place. Proposals that for any reason are not so delivered will not be considered.
Offers by facsimile, telegram or telephone are not acceptable. The Vendor may
NOT alter a proposal after the proposal deadline.
The proposal documents submittal should be ordered as follows
1. Submittal Cover Sheet
2. Copy of RFP document
3. Bid Schedule
Page 5 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
4. Insurance Requirements Form
5. Vendor Contact Form
6. Vendor References F attach a separate sheet(s) containing at least 3 vendor
references as specified in Terms and Conditions section of this RFP.
7. Florida Statutes on Public Entity Crimes Form
8. Drug-Free Work Place Form
9. Conflict of Interest Statement
10. Public Records Form
11. RFP Addenda (if any)
12. Quality Control Plan Fattach a separate sheet(s) containing Vendor's plan for
quality control.
Page 6 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
IV. TERMS AND CONDITIONS
1. SIGNED PROPOSAL CONSIDERED AN OFFER: The signed proposal shall be
considered an offer on the part of the Vendor. In case of default on the part of the
successful Bidder, after acceptance, the City may take such action as it deems
appropriate including legal action, for damages or specific performance.
2. CITY CONTACT: All questions, clarifications, and requests for additional information
regarding this RFP must be directed in writing to:
Joe Alcala, I.T. Coordinator/Security Administrator, City of Winter Springs,
1126 East State Road 434, Winter Springs, FL 32708 407-327-7589
jalcala(c~winterspringsfl.org.
Prospective bidders shall not contact any member of the Winter Springs City
Commission, City Manager, or any other City of Winter Springs staff member
regarding this RFP or their proposal. Any such contact shall be cause for rejection
of that Vendor's propsal.
3. VENDOR SERVICE REPRESENTATIVE: Vendors must submit with their proposal
the name, address, phone number(s), and email address of the person(s) to be
contacted for:
a. placement of orders (normal working hours Sam - 5pm Monday thru Friday)
b. coordination of service requests
i. normal working hours Sam - 5pm Monday thru Friday
ii. after hours, weekends, holidays (for emergency requests)
The Vendor Contact Form is included in the forms section of this RFP.
4. INDEMNIFICATION: If there are any claims for damages attributable to the
negligence, errors or omissions of the Vendor, their agents or employees while
providing the services called for herein, it is understood and agreed the Vendor shall
indemnify and hold harmless the City from any and all losses, costs, liability,
damages and expenses arising out of such claims or litigation asserted as a result
hereof. However, the Vendor shall not be responsible for acts or omissions of the
City, its agents or employees, or of third parties which result in bodily injury to
persons or property.
5. DELAYS: The City, at its sole discretion, may delay the scheduled due dates
indicated above if it is to the advantage of the City to do so. The City will notify
Vendors of all changes in scheduled due dates by written addendum.
Page 7 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mite] Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
6. CANCELLATION: This RFP may be canceled and any proposal may be rejected, in
whole or in part, for good cause when in the best interest of the City.
7. PROPOSAL PREPARATION COSTS: Neither the City nor its representatives shall
be liable for any expenses incurred in connection with preparation of a response to
this RFP. Vendors should prepare their proposals simply and economically,
providing all information and prices as required.
8. VENDOR PRICING
A. Vendor agrees that supplies/services furnished regarding this offer, if awarded,
shall be covered by the most favorable commercial warranties the Vendor gives
to any customer for such supplies/services and that rights and remedies provided
herein are in addition to and do not limit any rights offered to the City by any
other provision of the bid award.
B. Vendor agrees that if, at any time during the contract year, prices on any of the
contracted parts, service, labor, or maintenance are reduced, the City will receive
the reduced price.
9. REFERENCES
Vendor shall provide at least three (3) references for which Vendor's company
provided similar services as requested in this RFP. References that are located in
foreign countries are not acceptable. Vendor shall attach a separate sheet(s) at the
end of their proposal containing references as stipulated in this RFP document.
References should include the following information for each:
• Business/Company Name
• Address
• Contact Name and Title
• Phone Number
• Email Address
• Dates of work
• Brief Description of Work
10. MISTAKES IN PROPOSALS: Vendors are expected to examine the terms and
conditions, specifications, quoted prices, extensions and all instructions pertaining to
supplies and services. FAILURE TO DO SO WILL BE AT VENDOR'S RISK. In the
event of extension error(s), the unit price will prevail and the Vendor's total offer will
be corrected accordingly. Written amounts shall take precedence over numerical
amounts. In the event of addition errors(s), the unit price, and extension thereof, will
Page 8 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
prevail and the Vendor's total offer will be corrected accordingly. Proposals having
erasures or corrections must be initialed in ink by the Vendor.
11. QUALIFICATIONS: The City reserves the right, before award, to require Vendor to
submit such additional evidence of his qualifications as it may deem necessary, and
may consider any evidence available such as financial, technical, and other
qualifications and abilities of the Vendor, including past performance (experience)
with the City.
12. FACILITIES: The City reserves the right to inspect the Vendor's facilities at any
reasonable time, during normal working hours, to determine that Vendor has a bona
fide place of business, and is a responsible Vendor.
13. PUBLIC RECORDS: NOTE: All proposals are subject to the Florida Public
Records Act, F.S. 119. The submission of a proposal authorizes release of
your firm's credit data to the City of Winter Springs. Responsive proposals are
"public records" and shall be subject to public disclosure consistent with Chapter
119.07(3) (o), Florida Statutes. Vendors must invoke any exemptions to disclosure
provided by law in the response to the proposal, and must identify the data or other
materials to be protected, and must state the reasons why such exclusion from
public disclosure is necessary. Proposals may be reviewed at the office of the City
Contact for this project at Winter Springs City Hall. The Public Records Form is
included in the forms section of this RFP.
14.CONTRACTUAL AGREEMENT: The successful bidder will be required to execute a
written contract in a form acceptable to the City. Further, the terms, conditions, and
provisions in this RFP and acceptable submittals shall be substantially merged into
the final contract and purchase order. Any and all legal action necessary to enforce
the contract or purchase order will be interpreted according to the laws of Florida.
The venue shall be Seminole County, Florida. The contract resulting from this RFP
shall commence upon execution by both parties.
15.ADDITIONAL TERMS AND CONDITIONS: Unless expressly accepted by the City,
only the terms and conditions in this document and associated City of Winter
Springs purchase order shall apply. No additional terms and conditions included
with the proposal response shall be considered.
16. CONFLICT OF INTEREST: All Vendors must disclose with their proposal the name
of any officer, director, or agent who is also an employee of the City. All Vendors
must disclose the name of any City employee who owns, directly or indirectly, an
Page 9 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
interest of five percent (5%) or more in the Vendor's firm or any of its branches. The
Conflict of Interest Statement form is included in the forms section of this RFP
document.
17.COMPLIANCE WITH OCCUPATIONAL SAFETY AND HEALTH: Vendor certifies
that all material, equipment, etc., contained in his/her proposal meets all applicable
O.S.H.A. requirements. Vendor further certifies that, if he/she is the successful
Bidder, and the material, equipment, etc., delivered is subsequently found to be
defective in any applicable O.S.H.A. requirement in effect on the date of delivery, all
costs necessary to comply with the requirements shall be borne by the Vendor.
18. LICENSING: Vendor must be an established business, fully licensed in accordance
with all applicable law. Any license must be in the name of the Vendor shown on the
Submittal Cover Sheet.
19. LEGAL REQUIREMENTS: Vendors are required to comply with all provisions of
Federal, State, County and local laws and ordinances, rules and regulations, that are
applicable to the items being quoted. The Vendor must strictly comply with all
Federal, State and local building and safety codes. Lack of knowledge by the Vendor
shall in no way be a cause for relief from responsibility, or constitute a cognizable
defense against the legal effect thereof.
20. EEO STATEMENT: The City is committed to assuring equal opportunity in the
award of contracts, and, therefore complies with all laws prohibiting discrimination on
the basis of race, color, religion, national origin, age or sex.
21. DISCOUNTS: Cash discounts for prompt payment shall not be considered in
determining the lowest net cost for Proposal evaluation purposes.
22.TAXES: The City is exempt from Federal Excise and State Sales Taxes on direct
purchases of tangible personal property. The City's exemption numbers are on the
face of the purchase order. If requested, the Purchasing Department will provide an
exemption certificate to the awarded Bidder. Vendors/Contractors doing business
with the City shall not be exempted from paying sales tax to their suppliers for
materials to fulfill contractual obligations with the City nor shall any
Vendor/Contractor be authorized to use the City's Tax Exemption Number in
securing such materials.
23.INTERPRETATIONS: All Vendors shall carefully examine the RFP documents. Any
ambiguities or inconsistencies shall be brought to the attention of the City in writing
Page 10 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
at least five (5) business days prior to the RFP deadline; failure to do so, on the part
of the Vendor, will constitute an acceptance by the Vendor of any subsequent
decision. Any questions concerning the intent, meaning and interpretations of the
RFP documents shall be submitted in writing, and received by the City at least five
(5) business days prior to the RFP deadline. Inquires shall be addressed to the
attention of the Contact person as indicated under TERMS AND CONDITIONS. No
person is authorized to give oral interpretations of, or make oral changes to, the bid.
Therefore, oral statements given before the RFP deadline will not be binding. Any
interpretation of, or changes to, the proposal will be made in the form of a written
Addendum to the RFP. Receipt of all addenda shall be acknowledged by the Vendor
by signing and enclosing said addenda with their Proposal.
24.ORDERING OF PRODUCTS OR SERVICES:
Parts and labor/services -Vendor shall submit an estimate of costs and the City
shall issue a purchase order prior to any service being rendered, parts being
ordered, or work being initiated that is not covered under the maintenance
agreement. Invoices shall be submitted by the Vendor after each phase of the
project has been completed, work has been completed, or parts have been
received, and accepted by an authorized City of Winter Springs employee.
A. Quantities -The City of Winter Springs will not be held to any maximum or
minimum purchase quantities as a result of this solicitation and/or resulting
contract. The City of Winter Springs reserves the right to purchase any, all, or
none, of its requirements from vendors awarded a contract as a result of this
Request for Proposal.
B. Emergency Orders -The above prescribed Method of Ordering requiring a
purchase order prior to parts being delivered or services being rendered is
waived in the event of an emergency situation which is further described in the
Scope of Services section of this document.
25.INVOICING AND PAYMENT: Vendor shall submit a quarterly invoice prior to the
beginning of each quarter for which the maintenance agreement is to cover. The
invoice shall include information applicable to the covered quarter such as "1st
Quarter Phone System Maintenance", or "2nd Quarter Phone System
Maintenance", etc., and shall also include the dates for which the invoice is to cover;
i.e., October 1, 2008 through December 31, 2008 or January 1, 2009 through March
31, 2009, etc. At the beginning of the fiscal year, the City shall issue a purchase
order for phone system maintenance for the entire fiscal year which runs from
October 1st through September 30th. Invoices shall be paid quarterly on a net 30
basis.
Page 11 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
All invoices submitted shall consist of an original; clearly reference the subject
contract or purchase order number; provide a sufficient description to identify goods
or services for which payment is requested; be clearly marked as "partial",
"complete" or "final" invoice. The invoice shall contain the Vendor's Federal
Employer Identification~Number (F.E.I.N.).
The City's terms are "Net 30 Days" after acceptance of goods or services and
receipt of an acceptable invoice as described herein. Payment for accepted
equipment, supplies, or services will be accomplished by submission of an invoice
to: City of Winter Springs, Finance Department -Accounts Payable, 1126 East State
Road 434, Winter Springs, Florida 32708. The invoice must reflect the purchase
order number.
26. PERMITS/LICENSES/FEES: Any permits, licenses, or fees required on any project
or implementation will be the responsibility of the vendor and no separate or
additional payment will be made to the vendor. A copy of these licenses and permits
shall be submitted to the City prior to commencement of work.
27.ADJUSTMENTS/CHANGES/DEVIATIONS: No adjustments, changes or deviations
shall be accepted on any item unless conditions or specifications expressly so
provide. Any other adjustments, changes or deviations shall require prior written
approval, and shall be binding ONLY if issued by the Information Services Director.
The Vendor shall bear sole responsibility for any and all costs of claims arising from
any adjustments, changes or deviations not properly executed as required herein.
28.INSURANCE: The awarded Bidder shall maintain insurance coverage reflecting at
least the minimum amounts and conditions specified. In the event the Vendor is a
governmental entity or aself-insured organization, different insurance requirements
may apply. Misrepresentation of any material fact, whether intentional or not,
regarding the Vendor's insurance coverage, policies or capabilities will be grounds
for rejection of the proposal and rescission of any ensuing Purchase Order or
contract.
Where awarded Bidder is required to enter onto City of Winter Springs property to
deliver materials or perform work or services, as a result of a Bid award, the Vendor
will assume full, obligation and expenses obtaining all necessary licenses, permits,
inspection and insurance, as required. The Vendor shall be liable for any damages
or loss to the City occasioned by negligence of the Vendor (or agent) or any person
the Vendor has designated in the completion of a contract as a result of the Bid.
Page 12 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
29.ADVERTISING: In submitting a proposal, Vendor agrees not to use the results there
from as a part of any commercial advertising, without the express written approval,
by the Winter Springs City Manager.
30.ACCEPTANCE OR REJECTION OF PROPOSALS: The City of Winter Springs
reserves the right to accept or reject any or all proposals and to make the award to
that Vendor, who in the opinion of the City will be in the best interest of and/or the
most advantageous to the City. The City of Winter Springs also reserves the right to
reject the proposal of any vendor who has previously failed in the proper
performance of an award or to deliver on-time contracts of a similar nature or who, in
the City's opinion, is not in a position to perform properly under this award.
31. PROTEST BOND POLICY: A Protest Bond of ten (10) percent or one-thousand
dollars ($1,000.00), whichever is greater, shall be required from a vendor within forty
eight (48) hours of the bid closing in the event of a protest of the awarding of this
bid/proposal. Monies will be submitted in the form of cash or a cashiers/certified
check (deposit made with the City). The bond will be required at the time the protest
is registered with the Purchasing Office. In the event the City Commission
determines the bid protest is without merit the bond will be forfeited.
32.AWARD: The award will be made to the Vendor offering the best value to the City,
price and other factors considered, and not necessarily will the lowest bidder win.
The City reserves the right to reject any or all proposals, or waive any minor
irregularity or technicality in proposals received, and may, at its sole discretion,
request a re-quote, or abandon the project in its entirety. Vendors are cautioned to
make no assumption until the City has entered into a contract or issued a purchase
order.
33. PROPOSAL TABULATION: Proposal tabulation results will be made available on
the City's website at http~//www winterspringsfl.orq/EN/main/main/bid.htm or by
contacting the City Contact for this RFP.
Page 13 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
V. SCOPE OF SERVICES
PROJECT SCOPE
Vendor shall provide all supervision, labor, equipment, and materials to perform
telephone system maintenance and support as indicated in this statement of work. The
work consists of maintaining, supporting, troubleshooting, repairing, configuring, and
correcting issues as related to the entire City of Winter Springs telephone system.
1. AVAILABILITY
Service shall be available to the City 24 hours per day, 7 days per week, 365 days
per year. City administrative office hours are generally Sam to 5pm but may vary
from one department to another. Public Safety is a 24/7 operation. Any issues that
inhibit their ability to place and/or receive calls must be considered an Emergency.
As well, it shall be considered an emergency if any part of the phone system is
inoperable and calls cannot be placed or received during normal working hours.
Phone system maintenance or work which requires the phone system to be
inoperable for any period of time shall be scheduled for after hours which typically
means before Sam or after 5pm. Vendor must be willing to perform work during off
hours when required by the City. All scheduling for any and all work to be done by
Vendor shall be coordinated with and approved by the City Information Services
Department.
2. MAINTENANCE OF EQUIPMENT, SOFTWARE, AND SYSTEM
Vendor agrees to maintain, in the current fiscal year's maintenance program, any
new phones purchased throughout that fiscal year in addition to existing phones
already included in the current year's contract. Maintenance duties and agreement
shall include but are not limited to the following:
A. Maintaining equipment and software listed in the Schedule of Equipment in
normal working order, provided such maintenance is necessitated by normal
usage. If the equipment fails to perform in normal usage, it will be repaired or
replaced with a comparable replacement at the expense of vendor.
B. Maintaining the City's call accounting system and shall re-new the Call
Accounting support subscription each year, at vendor's expense.
C. Programming of phones and extensions
D. Troubleshooting phone system
E. Moving of extensions
F. Phone system documentation
G. Phone system monitoring
H. Quality Control
I. System backup and disaster recovery preparedness
Page 14 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
3. RESPONSE TIME
Emergency situations include but are not limited to: complete system failure, tie-line
group out of service, major alarm on console, failure of attendant position, failure of
voice mail system involving the inability of callers to reach the City's main menus,
failure of public safety dispatch phones, and complete inability to receive incoming
calls or place outgoing calls on any segment of the phone system.
Non-Emergency issues are defined as all other issues that do not fit into the
category of Emergency. Response times to phone system issues are specified
below:
A. Emergency - 2 hours.
B. Non-emergency -next business day, excluding holidays.
4. RULES WHILE ON SITE
Vendor will be escorted while on site at all facilities and will be required to sign in at
the front desk if responding to do any work at the Public Safety Building.
5. TRAVEL TIME
The City shall not be charged travel time for any services.
6. SYSTEM BACKUPS AND DISASTER RECOVERY PREPAREDNESS
Vendor is responsible for maintaining a backup schedule and procedure that will
provide business continuity and recovery in the event of a hardware or software
failure or in the event of a natural disaster.
Requirements:
A. Vendor shall ensure that changes made to the phone and voice mail systems
within the last seven (7) days are not lost.
B. Backups shall be kept off site.
C. Backups may be set to run automatically; however, vendor must verify that each
backup was successful.
D. Backups shall be tested by vendor periodically.
E. Vendor shall supply and maintain battery backup device(s) for all equipment
required to maintain connectivity in case of power failure. Battery system should
be rated to maintain power for approximately 60 minutes.
7. PASSWORDS
Vendor shall update all of the phone system equipment with new usernames and
secure passwords, according to the guidelines below, which meet the CJIS Security
Policy guidelines for creating passwords. The Vendor shall provide the Information
Page 15 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
Services staff with documentation which cross references the old
passwords/usernames with the new passwords/usernames and to what system they
provide access. Guidelines for password creation are as follows:
A. Passwords shall be a minimum length of eight (8) characters.
B. Passwords shall not be dictionary word or proper name.
C. Passwords shall not be transmitted in clear text outside the secure domain.
8. PHONE SYSTEM LAYOUT DOCUMENTATION
Vendor shall create and continually update the phone system layout documentation
in Vizio and shall provide City Information Services staff with such documentation
whenever a change is made or whenever it is requested by City staff. Additional
documentation shall also be provided within the layout documentation such as:
A. An up-to-date inventory list of all existing and any new equipment and software
that is purchased throughout the year.
B. Which devices plug into each other.
C. IP addresses of all phone system components.
D. Components within components, i.e., types of cards that are inside the numerous
nodes around the City of Winter Springs.
E. How the entire system ties together.
F. How the system ties into the PRI or other telecommunication services.
9. PURCHASES OF NEW EQUIPMENT OR SOFTWARE
A. When new or additional equipment or software is requested by the City of Winter
Springs, vendor shall prepare a quote and send it to the requestor in a timely
manner. A purchase order must be received by vendor before ordering or
delivering any equipment or software. The exception to this rule is in the case of
an emergency at which time the Information Services Director or I.T. Coordinator
must approve the purchase in writing via email.
B. Vendor shall provide equipment at the lowest cost possible. If any of the
equipment is available on a state contract or through another agency's
negotiated or public bid, the vendor shall quote the lowest price of all available
sources when permissible by the particular contract.
10. PROGRAMMING
Vendor shall provide all programming services that may be necessary on the phone
system. Minimum required programming time should be no more than'/4 hour (15
minutes) and any partial hours shall also be charged in'/4 hour increments.
11. REPORT SUBMISSIONS
o Configuration and monitoring of system
Page 16 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
Vendor shall monitor and evaluate telephone system including call traffic and
recommend any necessary configuration changes that will improve the phone
system as a whole or any part thereof and/or that will provide a benefit to the City
of Winter Springs in the way of cost savings or efficiency. The analysis and
recommendation should be provided in writing to the City of Winter Springs
Information Services Director on a quarterly basis unless the recommendation
will resolve an urgent issue at which time the vendor shall make the necessary
recommendation(s) immediately.
o Reports of work completed
Vendor shall maintain a record of work completed each month and shall forward
a summary report listing the dates, locations, and description of work completed
for the previous month and should include any maintenance work as well. This
report shall be provided to the Information Services Director within five business
days after the end of each month for the previous month's activities.
12. QUALITY CONTROL
Vendor shall establish and maintain a quality control plan to ensure the requirements
of the contract are provided for as specified. The plan must be submitted, in writing,
as part of Vendor's bid package.
Page 17 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
VI. LIST OF FORMS
The following section contains the following mandatory forms:
• Submittal Cover Sheet
• Bid Schedule
• Florida Statutes on Public Entity Crimes Form
• Drug-Free Work Place Form
• Insurance Requirements Form
• Conflict of Interest Statement
• Vendor Contact Form
• Public Records Form
Page 18 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mite/ Phone System Maintenance and Service
SUBMITTAL COVER SHEET
Submit proposal to:
REQUEST FOR PROPOSAL (RFP)
#002/09/J D
INFORMATION SERVICES DEPARTMENT
MITEL TELEPHONE SYSTEM MAINTENANCE & SERVICES
Proposal Due Date & Time: November 14, 2008, 3pm
I hereby certify that the information contained herein is true. I agree and understand
that any misstatement or misrepresentation or falsification of facts shall be cause for
disqualification of the submittal, immediate cancellation of any contract with the City that
might arise from the representations contained herein, and forfeiture of rights for further
consideration for work in the City of Winter Springs.
VENDOR NAME:
MAILING ADDRESS:
City:
Name/Title:
Authorized Signature/Date:
Email Address:
State:
Zip:
Purchasing Department
CITY OF WINTER SPRINGS
1126 East State Road 434
Winter Springs, Florida 32708
407-327-5959
Phone#:( ) Fax#:(
This Form Must Be Completed and Returned With Your Submittal.
Page 19 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mite/ Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
BID SCHEDULE
In accordance with the terms, conditions and specifications, the undersigned Vendor
hereby submits the following prices for supplying the City of Winter Springs with the
goods and/or services called for in RFP002/09/JD.
Instructions: Vendor shall write the numerical amount in the right column in the cell
where indicated by a dollar ($) sign.
Mitel Telephone System Maintenance and Services
olice Department (Maintenance
-~ -- - Amount (Vendor, please provide
your price quote for maintenance
in this column -one amount per
site/location
DSU Node
DNIC digital line cards (6)
ONS analog line card (1)
PRI digital trunk card ~
LS/GS trunk card
Mitel Mail voice mail system (16 port)
Metropolis Office Watch call accounting
system
E&M tie line cards (3)
Mitel Supersets (57)
Cit Hall Maintenance
Mitel SX2000 peripheral node (2)
DNIC digital line cards (6) ~
ONS analog line card (1)
LS/GS trunk card
Mitel OPS Manager
Mitel Supersets (76)
Super Console 1000
Page 20 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
Water Treatment Plant ~
_ Maintenance
Superset digital station hub
Mitel Supersets (2)
Central Winds Park (Maintenance
• Parks Admin
--- _ __
Superset digital station hub ;
~
Mitel Supersets (8)
Mitel SIMM II analog module
--
• Parks Maintenance Building..
Superset digital station hub ~
Mitel Supersets (2)
Mitel SIMM II analog module (2)
This site will no longer have City telephone
• Parks Concession equipment after 10/1/08
~-- ---
~
~_ Senior Center
Superset digital station hub $
Mitel Supersets (5)
Mitel SIMM II analog module (2)
Public Works & Utilities
(Maintenance
Superset digital station hub (2) ~
Mitel Supersets (21)
Mitel SX2000 peripheral node
DNIC digital line cards
ONS analog line card
Page 21 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
Additional Equipment Maintenance) _
The following equipment will be removed from our fire stations and may be appropriated
throughout the City as needed. This equipment shall be covered by submitted quotes.
From Fire Station 26:
• Superset digital station hub
• Mitel Supersets (9) $
• Mitel SIMM II analog module (1)
From Fire Station 24:
• Mitel SX2000 peripheral node
• DNIC digital line cards (2) $
• ONS analog line card
• LS/GS trunk card
• Mitel Supersets (18)
The following equipment will be removed from Central Winds Park Concessions and
may be appropriated throughout the City as of October 1, 2008. This equipment shall
be covered by submitted quotes.
• Superset digital station hub
• Mitel Supersets (1) $
Equipmen
ces, labor Amount (Vendor, please provide
p your price in this column for
r cing
_ i
listed equipment and services
_
Mitel 4025 Telephone _
_
$
Page 22 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
Installation & configuration of Mitel 4025
Programming cost per hour (for ~
programming not included with List minimum billable increment
maintenance) (i.e., '/4 hour, '/2 hour, etc.):
Labor per hour -during regular working ~
hours (for labor not included with List minimum billable increment
maintenance) (i.e., '/4 hour, '/2 hour, etc.):
Labor per hour -before or after regular $
working hours (for labor not included with List minimum billable increment
maintenance) (i.e. '/a hour, '/z hour, etc.):
Labor per hour -holidays (for labor not ~
included with maintenance) List minimum billable increment
(i.e.'/4 hour,'/2 hour, etc.):
Vendor shall list other Mitel telephone sets that they recommend for use with the City's existing
telephone system, please include the model and price in the table below.
_
Mitel Telephone
Model __- -
Equipment Price -
___
Installation Price
~ ~
$ ~
~ $
~ ~
~ ~
Page 23 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
This Form Must Be Completed and Returned with your Submittal
INSURANCE REQUIREMENTS FORM
1. The vendor shall be required to provide to the Purchasing Coordinator, prior to signing a contract for
or commencing any work, a Certificate of Insurance which verifies coverage in compliance with the
requirements outlined below. Compliance of said certificate must be acknowledged by the
Purchasing Coordinator prior to start of work. Any work initiated without completion of this
requirement shall be unauthorized and the City of Winter Springs will not be responsible.
2. The City of Winter Springs reserves the right to require coverage and limits as considered to be in its
best interests. Insurance requirements shall be on a case by case basis determined by the project,
conditions and exposure.
3. Except for Professional Liability and Workers Compensation Policies, when required, all policies are
to be endorsed to include the City of Winter Springs as Additional Insured. In the cancellation
clause the number "30" shall be inserted into the blank space provided prior to the words "days
prior notice...". All vendor policies are to be considered primary to City coverage and shall not
contain co-insurance provisions.
4. In the event that the insurance coverage expires prior to the completion of services, a renewal
certificate shall be issued 30 days prior to said expiration date.
5. Subvendors or sub-contractors retained by the primary vendor are the responsibility of said
primary vendor in all respects.
6. Insurance reauirements:
COVERAGE REQUIRED MINIMUM POLICY LIMITS
Workers' Compensation Statutory
Commercial General Liability including Contractual Liability, Products and
Com leted O erations, XCU and Owners and Contractors Protective $ 1,000,000 Occurrence
Comprehensive Auto Liability, CSL, shall include "any auto" $ 1,000,000 CSL
Professional $1,000,000 Occurrence
(NOTE: All limits are per occurrence and must include Bodily Injury and Property Damage.
Deductibles and self insured retentions must be approved by the City of Winter Springs, and all
insurers must have an A.M. Best rating of at least A: VII.)
7. Bonding Required: None This Submittal
8. Vendor will be required to provide a certificate of insurance in compliance with the above, within four
(4) days of notification of award with continuing coverage, without a break.
9. I hereby certify that the insurance and bonding requirements outlined above shall be met as required,
if I am awarded a contact for the services specified herein.
Firm:
Name /Title:
Authorized Signature /Date:
This Form Must Be Completed and Returned with your Submittal
Page 24 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
VENDOR CONTACT FORM
Provide name, address, and phone number of the person(s) to be contacted for the
placement of an order and the coordination of service. A contact for both regular work-
hours and after-hours, weekends, and holidays must be identified.
Vendor Contact(s) For Placement of Orders During Regular Business Hours
Name:
Phone Number (1): Phone Number (2):
Email Address:
Name:
Phone Number (1):
Email Address:
Phone Number (2):
Vendor Contact(s) For Service Request Coordination
Regular Business Hours
Name:
Phone Number (1): Phone Number (2):
Email Address:
Name:
Phone Number (1):
Email Address:
Phone Number (2):
Vendor Contact(s) For After Hours, Weekends, and Holidays (Emergency)
Name:
--
Phone Number (1 ): Phone Number (2):
Email Address:
Name:
Phone Number (1 ):
Email Address:
Phone Number (2):
This Form Must Be Completed and Returned with your Submittal
Page 25 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
FLORIDA STATUTES ON PUBLIC ENTITY CRIMES
FORM
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY
PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
This sworn statement is submitted to the City of Winter Springs by:
on behalf of:
whose business address is:
Federal Employer Identification Number (FEIN)
or Social Security # of the person signing this statement:
2. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), F.S.,
means a violation of any state or federal law by a person with respect to and directly
related to the transaction of business with any public entity or with an agency or political
subdivision of any other state or with the United States, including, but not limited to, any
bid or contract for goods or services, any lease for real property, or any contract for the
construction or repair of a public building or public work, involving antitrust, fraud, theft,
bribery, collusion, racketeering, conspiracy, or material misrepresentation.
3. I understand the "convicted" or "conviction" as defined in Paragraph 287.133(1)(b),
F.S., means a finding of guilt or a conviction of a public entity crime, with or without an
adjudication of guilt, in any federal or state trial court of record relating to charges
brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-
jury trial, or entry of a plea of guilt or nolo contendere.
4. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), F.S., means:
A predecessor or successor of a person convicted of a public entity crime or an entity
under the control of any natural person who is active in the management of the entity
Page 26 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
and who has been convicted of a public entity crime. The term "affiliate" includes those
officers, directors, executives, partners, shareholders, employees, members, and
agents who are active in the management of an affiliate. The ownership by one person
of shares constituting a controlling interest in another person, or a pooling of equipment
or income among persons when not fair market value under an arm's length agreement,
shall be a prima facie case that one person controls another person. A person who
knowingly enters into a joint venture with a person who has been convicted of a public
entity crime in Florida during the preceding 36 months shall be considered an affiliate.
5. I understand that a "person" as defined in Paragraph 287.133(1)(e), F.S., means any
natural person or entity organized under the laws of any state or of the United States
with the legal power to enter into a binding contract and which bids or applies to bid on
contracts let by a public entity, or which otherwise transacts or applies to transact
business with a public entity. The term "person" includes those officers, directors,
executives, partners, shareholders, employees, members, and agents who are active in
management of an entity.
6. Based on information and belief, the statement which I have marked below is true in
relation to the entity submitting this sworn statement. (Please indicate which statement
applies.)
Neither the entity submitting this sworn statement, nor any of its officers, director,
executives, partners, shareholders, employees, members, or agents who are active in
the management of the entity, nor any affiliate of the entity were charged with and
convicted of a public entity crime after July 1, 1989.
The entity submitting this sworn statement, or one or more of the officers,
directors, executives, partners, shareholders, employees, members, or agents who are
active in the management of the entity, or any affiliate of the entity was charged with
and convicted of a public entity crime after July 1, 1989.
The entity submitting this sworn statement, or one of its officers, directors,
executives, partners, shareholders, employees, members, or agents who are active in
the management of the entity, or any affiliate of the entity was charged with and
convicted of a public entity crime subsequent to July 1, 1989. However, there has been
a subsequent proceeding before a Hearing Officer of the State of Florida, Division of
Administrative Hearings and the Final Order entered by the Hearing Officer determined
that it was not in the public interest to place the entity submitting this sworn statement
on the convicted vendor list. (Attach a copy of the final order.)
I understand that the submission of this form to the City of Winter Springs is for the City
of Winter Springs only, and that this from is valid through December 31, 2007. I also
understand that I am required to inform the City of Winter Springs prior to entering into a
contract in excess of $25,000 of any change in the information contained in this form.
Page 27 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
Signature
Date
State of Florida, County of ; On this day of , 20
before me, the undersigned Notary Public of the State of Florida, personally appeared:
(Name(s) of individuals who appeared before notary)
whose name(s) is/are Subscribed to the within instrument, and he/she/they
acknowledge that he/she/they executed it.
Sworn to and subscribed before me this
day of 20 Notary Public
My Commission expires:
Personally Known
Produced Identitlcation:
(Type)
Did take an Oath
Did Not take and Oath
This Form Must Be Completed and Returned with your Submittal
Page 28 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
DRUG-FREE WORK PLACE FORM
The undersigned, in accordance with Florida Statute 287.087 hereby certifies that the company
named below does:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy
of maintaining adrug-free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
proposed a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notify the employees that, as a condition of
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction of, or plea
of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance
law of the United States or any state, for a violation occurring in the workplace no later than
five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, by any employee
who is so convicted.
6. Make a good faith effort to continue to maintain adrug-free workplace through
implementation of this section.
Firm:
Name /Title:
Authorized Signature /Date:
This Form Must Be Completed and Returned with your Submittal
Page 29 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
CONFLICT OF INTEREST STATEMENT
1.
of
deposes and states
that
Name of Affiant Name of Company
the above named entity is submitting qualifications to the City of Winter Springs for
the project identified above.
2. The Affiant has made diligent inquiry and provides the information contained in this
Affidavit based upon his own knowledge.
3. The Affiant states that only one submittal for the above project is being submitted
and that the above named entity has no financial interest in other entities submitting
qualifications for the same services.
4. Neither the Affiant nor the above named entity has directly or indirectly entered into
any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive pricing in connection with the entity's submittal for the
above project. This statement restricts the discussion of pricing data until the
completion of negotiations and execution of the Agreement for this project.
5. Neither the entity nor its affiliates, nor any one associated with them, is presently
suspended or otherwise ineligible from participating in contract lettings by any local,
state, or federal agency.
6. Neither the entity, nor its affiliates, nor any one associated with them have any
potential conflict of interest due to any other clients, contracts, or property interests
for these services.
7. I certify that no member of the entity's ownership, management, or staff has a vested
interest in any aspect of or department of the City of Winter Springs.
8. I certify that no member of the entity's ownership or management is presently
applying for an employee position or actively seeking an elected position with City of
Winter Springs.
Page 30 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
9. In the event that a conflict of interest is identified in the provision of services, I, on
behalf of the above named entity, will immediately notify the City of Winter Springs in
writing.
Signature of Affiant
Date
Title
Typed or Printed Name of Affiant
State of Florida, County of
On this day of 20 ,before me, the undersigned
Notary Public of the State of Florida, personally appeared
and
(Name(s) of individuals who appeared before notary)
whose name(s) is/are subscribed to the within instrument, and he/she/they
acknowledge that he/she/they executed it.
WITNESS my hand
and official seal.
NOTARY PUBLIC, STATE OF FLORIDA NOTARY PUBLIC
SEAL OF OFFICE:
(Name of Notary Public: Print, Stamp, or Type as Commissioned.)
This Form Must Be Completed and Returned with your Submittal
Page 31 of 32
City of Winter Springs
Request For Proposal #002/09/) D
Mitel Phone System Maintenance & Services
City of Winter Springs, Florida
REQUEST FOR PROPOSAL
RFP# 002/09/JD
Mitel Phone System Maintenance and Service
PUBLIC RECORDS FORM
All proposals are subject to the Florida Public Records Act, F.S. 119. The
submission of a proposal authorizes release of your firm's credit data to the City
of Winter Springs. Responsive proposals are "public records" and shall be subject to
public disclosure consistent with Chapter 119.07(3) (o), Florida Statutes. Vendors must
invoke any exemptions to disclosure provided by law in the response to the proposal,
and must identify the data or other materials to be protected, and must state the
applicable statutory exemption for exclusion from public disclosure. Please list below
any exemptions to disclosure as provided by law and sign and date the form where
indicated.: If you are not claiming any Public Records Exemptions, please check the
box below and sign and date the form where indicated.
^We are claiming no exemptions
Vendor Signature/Date
This Form Must Be Completed and Returned with your Submittal
Page 32 of 32
City of Winter Springs
Request For Proposal #002/09/JD
Mitel Phone System Maintenance & Services