Agency: | City of Prairie Village |
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State: | Kansas |
Type of Government: | State & Local |
Category: |
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Posted: | Oct 3, 2022 |
Due: | Oct 21, 2022 |
Publication URL: | To access bid details, please log in. |
City of Prairie Village
Request for Proposals
Telecommunications Systems Consulting Services
September 2022
Introduction & Background Information
The City of Prairie Village, Kansas is soliciting proposals for consulting services to assist the City in the replacement of its telecommunications system in all City facilities.
The City is planning on replacing its current Mitel system as it is aging and there are concerns about ongoing maintenance, parts availability and support since the manufacture will no longer produce and support this equipment.
The respondent chosen for this proposal will be reviewing future proposals and providing input to the City on procurement of a new system. For that reason, the successful respondent for this request and any person or entity in which the respondent has a financial or ownership interest will be ineligible to bid on the future RFP.
Prairie Village is one of 20 incorporated cities in Johnson County and has the seventh largest population. It is completely surrounded by other cities, sharing its border with Kansas City, Missouri, Leawood, KS, Fairway, KS, Overland Park, KS, Mission Hills, KS, and Mission, KS. The City has a residential population of approximately 22,957 within its 6.2 square mile city limits.
Current Phone System
Mitel phone system – MiVoice Office 250 System Administration & Diagnostics; 132 Devices – 110 physical phones, 6 ATA’s, 70 Phantoms & Hot Desk Profiles, AT&T IP Flex plan with 46 Call Paths
Objectives and Scope of Services
The end result desired from this project is a comprehensive report recommendation which will serve as the basis for a subsequent purchase of a new telecommunications system. This document will identify the top candidates for addressing the voice and unified communications for the City of Prairie Village.
The selected consulting firm will be required to provide the following services to Prairie Village. This list is not intended to be comprehensive or to prohibit Respondents from proposing other Services that the Respondent believes to be necessary and chooses to propose. The actual scope of the services provided by the Successful Respondent will be mutually agreed upon by both parties during contracting.
Minimum Qualifications
All respondents must meet the following minimum qualifications:
Firm History and Operations
Respondents should provide the following information about the firm’s history and operations in the proposal:
Content of Proposals
The proposal for consulting services should include all rates and fees associated to specific ad hoc services as well as overall telecommunications consultation. The City of Prairie Village may elect to accept and contract on an individual proposal, multiple proposals separately, or a combination of proposals under a single contract. The City may also elect to award to more than one firm based on an evaluation of proposed services.
References
Please provide a list of at least five (5) clients the firm has provided consulting services for telecommunications systems. Include municipal clients, if possible, and clients who are comparable in size and/or structure to Prairie Village for whom the firm has provided consulting services within the last two years. For each reference listed, please include:
Fees & Billing
Please include the following information regarding fees and billing:
Please include all charges, such as travel time, or other fees not identified above, if applicable.
In addition to providing fee quotes for services in the proposal, please explain how special services will be identified and billed.
Submission of Proposals
Please submit all proposals electronically to Tim Schwartzkopf, Assistant City Administrator, at tschwartzkopf@pvkansas.com by 5:00 p.m. on October 21, 2022
No exceptions to this deadline will be permitted unless Prairie Village extends the deadline, whereupon it will notify recipients of the RFP.
Any firm that wishes to correct, amend, or supplement their proposal must do so prior to the filing deadline and must do so by withdrawing its proposal in its entirety and submitting a complete, corrected proposal package. Modification in any other manner will not be accepted.
All costs for developing proposals are entirely the responsibility of the firm and shall not be chargeable to the City.
Questions about the RFP must be submitted by email to Tim Schwartzkopf at tschwartzkopf@pvkansas.com by October 3, 2022. All questions and answers provided will be posted to the City’s website for all respondents to view.
Evaluation Criteria
Only proposals received on time and that meet the minimum qualifications will be evaluated by a Selection Committee. The Selection Committee will determine the most qualified and responsive respondent(s) for the RFP to include the possibility of an interview process. The evaluation criteria will also include:
Final acceptance of a proposal will be determined on best match for the City based on the above criteria and will not solely be based on lowest fees.
The Selection Committee will notify all respondents of the decision as soon as possible and no later than November 4, 2022.
Timeline
Key Dates and Times |
|
September 19, 2022 |
City issues RFP |
October 3, 2022 |
Last date for respondents to submit questions |
October 13, 2022 |
Responses to all questions will be posted on City website |
October 21, 2022 at 5 p.m. |
Due date for proposals to be submitted |
October 24, 2022 |
Review of proposals will begin |
November 2, 2022 |
Interviews with finalists will be scheduled |
December 5, 2022 |
Recommended consultant with proposed agreement goes to City Council for approval |
Dec 2022/Jan 2023 |
Work begins |
Miscellaneous
The City reserves the right to cancel this RFP at any time and reject any and all proposals submitted in response to this RFP. The City also reserves the right to request clarification on any submission, modify or alter the Scope of Services and solicit new submissions, and waive immaterial irregularities in any submission. Selection by the City staff does not constitute a contract. The firm(s) selected will be expected to enter into a written contract with the City, and it is only upon the mutual execution of the written contract document that a contract will be formed. Prior to execution of a written contract, the selected firm(s) will be required to provide proof of adequate and customary insurance.
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