Unified Communication System Addendum #1 Addendum #2

Agency:	Genesee County
State:	Michigan
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment D - Automatic Data Processing and Telecommunication Services
Posted:	Mar 20, 2023
Due:	Mar 30, 2023
Solicitation No:	23-321
Publication URL:	To access bid details, please log in.

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Chrystal Simpson, CPA

Chief Financial Officer

GENESEE COUNTY PURCHASING

A Division of the Genesee County Office of Fiscal Services

COUNTY ADMINISTRATION BLDG

1101 BEACH STREET, ROOM 361,

FLINT, MICHIGAN 48502

Phone: (810) 257-3030 Fax (810)257-3380

www.geneseecountymi.gov

February 23, 2023

GENESEE COUNTY REQUEST FOR PROPOSAL #23-321

Sealed proposals will be received until 2:00 p.m. (EDT), Thursday, March 23, 2023, at the Genesee

County Purchasing Department, 1101 Beach Street, Room 361, Flint, MI, 48502 for UNIFIED

COMMUNICATION SYSTEM.

This procurement is conducted in accordance with the Genesee County Purchasing Regulations, a

copy of which is on file and available for inspection at the Genesee County Purchasing Department.

Each offeror is responsible for labeling the exterior of the sealed envelope containing the proposal

response with the proposal number, proposal name, proposal due date and time, and your firm’s name.

The proposal request number and due date for this RFP are:

DUE DATE:

2:00 PM (EDT), Thursday, March 23, 2023

DUE DATE FOR SUBMISSION OF QUESTIONS: 5:00 PM (EDT) Friday, March 10, 2023

PROPOSAL NUMBER

#23-321

Derrick Jones, Purchasing Administrator

bid2\2023\23-321

Attachments

GENESEE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

www.geneseecountymi.gov

RFP #23-321

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS TO PROPOSERS..........................................3

SECTION 2 – STANDARD TERMS & CONDITIONS .....................................5

SECTION 3 – ADDITIONAL TERMS & CONDITIONS ...................................5

SECTION 4 – QUALIFICATIONS OF PROPOSERS ...................................... 7

SECTION 5 – INFORMATION ........................................................................7

SECTION 6 – SCOPE OF SERVICES ............................................................8

SECTION 7 – EVALUATION PROCESS AND SELECTION ........................ 10

SECTION 8 – INFORMATION REQUIRED FROM PROPOSERS ................ 10

COST PROPOSAL FORM ............................................................................ 12

SIGNATURE PAGE ...................................................................................... 13

GENESEE COUNTY INSURANCE CHECKLIST..........................................14

REFERENCES ............................................................................................. 15

PROFESSIONAL SERVICES CONTRACT .................................................. 16

EXHIBIT A – DESCRIPTION OF SERVICES.............................................. 384

RFP #23-321

RFP #23-321 UNIFIED COMMUNICATION SYSTEM

SECTION 1 – INSTRUCTIONS TO PROPOSERS

1. Sealed proposals will be received until 2:00 p.m. (EDT), Thursday, March 23, 2022, at the

Genesee County Purchasing Department, 1101 Beach Street, Room 361, Flint, MI, 48502.

The Genesee County Purchasing Department hours of operation are 8:00 a.m. to 5:00

p.m., closed holidays and furlough days, check website for closed days. Label the sealed

envelope containing the proposal response as described on page 1. LATE PROPOSALS

AND PROPOSALS SENT BY FACSIMILE OR E-MAIL WILL NOT BE ACCEPTED.

2. The County Building will be open for vendors to drop off their submissions. Upon entrance,

please proceed to Rm. 361 to drop off your bid. Effective June 28, 2021, the County offices

do not require screening or mask use in vaccinated or unvaccinated employees or visitors,

except in healthcare settings where masks are required regardless.

3. Please carefully review this document. It provides information necessary to aid

participating vendors in formulating a thorough response. A formal, comprehensive review

period will be conducted to ensure that Genesee County selects the best possible vendor

that will provide the best value and service.

4. Submit one original, one paper copy and one electronic copy of your proposal. All

proposals submitted become the property of Genesee County. The original must include a

signature on the Signature Page of a person authorized to make a binding offer.

Additionally, the proposal response must consist of one copy in electronic format on a USB

flash drive formatted in Adobe (.pdf), Microsoft Word, and/or Microsoft Excel. Failure to

provide the required number of duplicate copies may result in rejection of your proposal.

Proposals may not be submitted at the MITN site for this offering.

5. All submissions will be time stamped by an individual within the Office of Fiscal Service

Department. The only acceptable evidence of the time of receipt of the submissions is that

of the time clock that resides within said department. It is each Bidder’s responsibility to

ensure that its bid is time stamped by the Fiscal Services Department by the deadline. This

responsibility rests entirely with the Bidder, regardless of delays resulting from postal

handling or for any other reasons. Bids will be accepted at any time during the normal

course of business only, said hours being 8:00 a.m. to 5:00 p.m. Local Time, Monday

through Friday, legal holidays as exception.

6. Michigan Inter-governmental Trade Network– an alternate review of this proposal under

Proposal #23-321 UNIFIED COMMUNICATION SYSTEM can be done at

https://www.bidnetdirect.com/mitn.

i. Genesee County has partnered with BidNet as part of the Michigan Inter-

governmental Trade Network (MITN) and will post their bid opportunities

to this site. As a vendor, you can register with Michigan Inter-

governmental Trade Network (use hyperlink or

https://www.mitn.info/Registration.asp?ID=2340) and be sure that you see

all available bids and opportunities. By selecting automatic bid

notification, your company will receive emails once Genesee County has a

RFP #23-321

bid opportunity that matches your company's business. In addition, the

site handles bid opportunities, RFPs, and RFQs for other member

governmental agencies. If you need help registering, please call Michigan

Inter-governmental Trade Network support department toll free 1-800-835-

4603.

7. All communications, any modifications, clarifications, amendments, questions, responses,

or any other matters related to this RFP, shall be made by and through the purchasing

contact reference in this solicitation. No contact regarding this solicitation made with other

County employees is permitted. Any violation of this condition may result in immediate

rejection of proposal.

8. All prospective proposers shall be responsible for routinely checking Genesee County

Purchasing Department’s website at Genesee County Purchasing Current Year Bids

(geneseecountymi.gov) for issued addenda and other relevant information. Genesee

County shall not be responsible for the failure of a prospective proposer to obtain addenda

and other information issued at any time related to this RFP.

9. A sample of a contract is attached to this RFP. After the award is made to the successful

proposer, the County and the successful proposer will negotiate a final contract that

substantially conforms to said contract. Any exceptions to the terms and conditions of the

contract and this RFP must be clearly set forth in your bid and referenced on company

letterhead. The County will not entertain negotiations to change any terms and conditions

of the contract or RFP unless those changes are requested in your bid.

10. Insurance must be provided prior to the contract starting date and kept in full effect and

compliance during entire contract period. Insurance requirements are provided in this

document on page 14. Failure to comply with these provisions will cause termination of the

agreement.

The contractor agrees to be responsible for any loss or damage to property or persons

due to the performance of services herein contracted and further agrees to indemnify and

defend the County of Genesee, and any local government entity being serviced under an

agreement, against all claims or demands whatsoever, and to hold the County of Genesee

harmless from any loss or damage resulting therefrom.

11. Proposals must be submitted in the format outlined in SECTION 8 - INFORMATION

REQUIRED FROM PROPOSERS to be deemed responsive.

SECTION 2 – STANDARD TERMS & CONDITIONS

See Genesee County website, Purchasing Department for Standard Terms and Conditions by

going to the following link:

Std T C SECTION 2016.pdf (revize.com)

RFP #23-321

SECTION 3 – ADDITIONAL TERMS & CONDITIONS

1. Purpose: Through this RFP, Genesee County (“the County”) is soliciting proposals

from qualified firms who can replace current Mitel premise-based PBX solution as

requested by the Genesee County Information Technology Department.

2. Issuing Office: This RFP is issued by the Genesee County Purchasing Department on

behalf of the Genesee County Information Technology Department. The contact person is

Derrick Jones, Purchasing Administrator, Genesee County, 1101 Beach Street, Room 361,

Flint, Michigan 48502, phone: (810) 257-3851, and djones@geneseecountymi.gov. Email

is the preferred method of contact.

3. Questions & Inquiries: All questions regarding this RFP shall be submitted in writing

and

received

later

than

Friday,

March 10, 2023, before 5:00 PM (EDT) to the Genesee County Purchasing Department

as listed above. E-mail is the preferred method of contact for all inquiries concerning

this RFP, and please entitle the subject line of your e-mail as follows: Question(s) for RFP

#23-321. No verbal interpretation to any respondent as to the meaning of any

requirement stated in this RFP shall be binding on Genesee County. All responses to

questions regarding this RFP shall be issued in writing and distributed as an addendum

by Genesee County.

4. Addenda: Genesee County reserves the right to amend and provide clarification of this

RFP prior to the date for proposal submission. In such an event, an addendum will be

posted on the Purchasing Department website (Genesee County Purchasing Current Year Bids

(geneseecountymi.gov) Further, all proposers shall acknowledge having seen any and all

addendums issued (1, 2, 3, etc.) on the Signature Page.

5. Proposal Considerations: All costs incurred in the preparation of a response to this RFP

or any costs prior to approval of the contract by Genesee County and formal notification to

the selected proposer will be the responsibility of the respondent and will not be reimbursed

by Genesee County. Bids should be prepared simply and economically, providing a

straightforward, concise description of the proposer’s ability to meet the requirements of

this RFP.

6. Responsive Proposals: To ensure proper consideration, all proposers are encouraged to

submit a complete response to this RFP using the format outlined in Section 8,

INFORMATION REQUIRED FROM PROPOSERS. In addition, at least one of the paper

proposals must be signed with an original signature of the official authorized to bind the

proposer to its provisions.

7. Proposal Modifications: Clarifications, modifications, or amendments to any Proposal

that has been submitted, but prior to the Proposal Opening Date, may be made only within

the discretion and written approval of the Purchasing Manager.

8. Withdrawal of Proposal: Proposals may only be withdrawn by a proposer with written

notice prior to the date and time set for the opening of proposals.

RFP #23-321

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

BID NO	BID NAME	BID DUE DATE AND TIME	BID AWARDED TO
23-321	Unified Communication System Addendum #1 Addendum #2	REVISED Thursday, March 30, 2023 @ 2:00 PM

Unified Communication System Addendum #1 Addendum #2

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