THE TOWN OF GUTTENBERG (“TOWN”) REQUESTS PROPOSALS FROM INDIVIDUALS/FIRMS INTERESTED IN SERVING AS
“TELEPHONE AND VOICE PROCESSING SYSTEM MAINTENANCE AND SUPPORT” TO THE TOWN
FOR THE PERIOD OF JANUARY 1, 2019 THROUGH DECEMBER 31, 2019
Introduction
Pursuant to the Fair and Open Process described under N.J.S.A. 19:44A-1, et seq., the Town seeks Requests for Proposals (“RFP”) for the position of “Telephone and Voice Processing System Maintenance and Support” to the Town for a contract period beginning on January 1, 2019 and ending December 31, 2019.
All necessary documents can be downloaded from the official Guttenberg website, www.guttenbergnj.org. Copies of this standardized submission requirements and selection criteria are also on file and available from the Office of the Town Clerk.
All candidates are required to comply with N.J.S.A. 10-5-31 et seq and N.J.A.C. 17:27 as amended (Affirmative Action). The successful candidate must have significant experience in health insurance consulting services.
The successful candidate will provide the Town with services related, but not limited to:
1. Related equipment and services including call-management systems, call management design, consulting, as well as equipment installation, repairs and maintenance for up to 40 Avaya telephones.
2. Technician services, both dedicated and as needed, to perform moves, additions and changes.
3. Maintenance agreements for Avaya equipment items, including authorized in-warranty and post-warranty maintenance and service. Equipment includes, but is not limited to, switching equipment, back-up power systems, Communications Management Systems (CMS) a product of Avaya, AES application servers, Avaya analog, digital and VoIP telephone sets.
4. Remote around-the-clock monitoring of the Town’s voice telecommunications network and systems’ alarms using Avaya Expert Systems or equivalent monitoring systems.
5. Availability 365/24/7 for remote problem diagnosis and tech dispatch on repairs when required.
6. Equipment and software supply source and installation for new or Avaya-certified refurbished Avaya equipment (hardware and software) with Avaya warranty. These include, but are not limited to, telephone sets, circuit packs and interface cards, back-up power systems.
7. CMS Professional Services/Application Development, Unified Communications, Softphones, and Telephony/VoIP Design.
8. Avaya products and services made available by Avaya after this RFP is issued which the Town may purchase and install.
9. Provide maintenance and support for voice mail system;
10. Provide maintenance and support to Avaya phone switch;
Professional Information and Qualifications
Each interested candidate shall submit the following information:
1. Name of firm or individual;
2. Address of principal place of business and all other offices and corresponding telephone and fax numbers. Please note specifically which consultants will be assigned to work with the Town;
3. Description of candidate’s education, experience, qualifications, number of years with the firm and a description of their experience with projects similar to those described above;
4. At least four (4) references, three (3) of which must have knowledge of your service to public entities;
5. The candidate’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
6. Cost details, including the hourly rates of each of the individuals who will perform the services and the time estimates for each individual, all expenses, and where appropriate, total cost of “not to exceed” amount;
7. Any other information which the interested firm deems relevant; and
8. Statement of corporate ownership (c.52:25-24.2).
Selection Criteria
The selection criteria used in awarding a contract or agreement for professional services as described herein shall include:
1. Qualifications of the individuals who will perform the tasks and the degree of their respective participation;
2. Experience and references;
3. Ability to perform the task in a timely fashion, including staffing and familiarity with the subject matter; and
4. Cost competitiveness;
5. Minimum of 5 years of successful experience in providing similar services to municipalities the size of the Town;
6. Senior staff members must be available for emergencies after regular business hours.
Submission Requirements
RFPs must be delivered no later than Wednesday, November 14, 2018 at 11:00 a.m. to:
Alberto Cabrera, Town Clerk
Office of the Town Clerk
Guttenberg Town Hall
6808 Park Avenue
Guttenberg, New Jersey 07093
Please submit one (1) original and three (3) copies of the RFP.
Use white 8 ½” x 11” paper.