HomeMy WebLinkAboutR-99-0417r
J-99-512
6/14/99
RESOLUTION NO. 9 9 - 41
A RESOLUTION OF THE MIAMI CITY COMMISSION
AUTHORIZING THE PROCUREMENT OF EQUIPMENT,
SOFTWARE AND INSTALLATION SERVICES REQUIRED
TO UPGRADE THE PRIVATE AUTOMATIC BRANCH
EXCHANGE (PABX) EQUIPMENT TO COMPLY WITH YEAR
2000 REQUIREMENTS AND STANDARDS, FROM LUCENT
TECHNOLOGIES, INC., AWARDED PURSUANT TO STATE
OF FLORIDA CONTRACT NO. 730-650-99-1, FOR
THE DEPARTMENT OF POLICE, IN AN AMOUNT NOT TO
EXCEED $39,445; ALLOCATING FUNDS THEREFOR
FROM THE E-911 SPECIAL REVENUE BUDGET,
ACCOUNT CODE NO. 196002.290461.6.340.
WHEREAS, the existing communications equipment, the E-911
phone switch processor and Call Management System, in operation
at Police Headquarters requires upgrade to meet Year 2000
compliance standards; and
WHEREAS, funds are available from E-911 Special Revenue
Budget, Account Code No. 196002.290461.6.340; and
WHEREAS, the City Manager and the Chief of Police recommend
the procurement of equipment, software and installation services
required to upgrade the private automatic branch exchange (PABX)
equipment to comply with Year 2000 requirements and standards,
from Lucent Technologies, Inc., awarded pursuant to State of
CITY COYMSSION
METING OF
J U N 2 2 1999
Resolution No.
9 w
Florida Contract No. 730-650-99-•1, in an amount not to exceed
$39,445, be approved.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The acquisition and installation of Private
Automatic Branch Exchange (PABX) equipment from Lucent
Technologies, Inc., awarded under an existing State of Florida
Contract No. 730-650-99-1 for the Department of Police, for a
total amount not to exceed $39,445, is hereby approved, with
funds therefor hereby allocated from the E-911 Special Revenue
Budget, Account Code No. 196002.290461.6.340.
Section 3. The City Manager is hereby authorized to
instruct the Chief Procurement Officer to issue a purchase order
for said acquisition.
Section 4. This Resolution shall become effective
-2-
99-- 417
I
immediately upon its adoption and signature of the Mayor Y
PASSED AND ADOPTED this 22nd day of
June _, 1999.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2.36, since the Mayor did not indicate approval of
this legislation by signing it in the designated place provided, said legislation now
becomes effective with the elapse of ten (10) day rom the date- of Co missicn actien
regarding same, without the Mayor ercisi Ito.
ATTEST: I
'Ag.. I ���laman,Citv
Clerk
WALTER J. FOEMAN
'-� If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
-3-
99- 417
CITY OF MIAMI, FLORIDA CA=6
INTER -OFFICE MEMORANDUM
The Honorable Mayor and Members
To: of the City Commission
FROM:
`D na .. ars a
City Manager
RECOMMENDATION
DATE: JUN I d 1999
SUBJECT: Proposed Resolution
REFERENCES: Purchase and Installation of a
Risk Processor and CMS
ENCLosuREs:Version 6 Software
FILE:
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing the purchase and installation of a Risk Processor and a CMS Version 6 Software from
Lucent Technologies, Inc., through a bid awarded under an existing State of Florida Contract No.
730-650-99-1. This will provide for equipment upgrades, as needed, for an annual contract amount
not to exceed $39,445. Funding is available from the E-911 Special Revenue Budget, Account
Code No. 196002.290461.6.340.
BACKGROUND
The Police Department's Communications Section is upgrading its equipment in an effort to ensure
Y2K compliance. This section currently uses a G3I phone switch coupled with a Call Management
System (CMS) to provide routing, automatic call distribution, and data tabulation of E-911 calls
received at the Miami E-911 Call Center. To ensure Y2K compliance, it will be necessary to
upgrade the G3I to a Risk Processor and the CMS Version 4 Software to Version 6. Both pieces of
equipment were manufactured by Lucent Technologies and they retain proprietary control over the
software.
WC-0
DHW:WEO:II
99- 417
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Donald H. Warshaw LEG 7-2
TO. City Manager DATE: FILE:
SUBJECT: Purchase and Installation of a
X���C(,� �_ Risk Processor and CMS
Version 6 Software
FROM: William E. O'Brien REFERENCES:
Chief of Police
ENCLOSURES:
This Police Department has verified that funds are available with the Department of Management
& Budget for the purchase and installation of a Risk Processor and a CMS Version 6 Software,
from Lucent Technologies, Inc., at a total cost of $39,445. Funding is available from the E-911
Special Revenue Budget, Account Code No. 196002.290461.6.340.
BUDGETARY REVIEW & APPROVED BY:
Luie L. BreLan, Interim Director
Office of Management & Budget Analysis
WEO:ll
City of Miami
Management & Budget
Data '1 - 77
Time $= `� 5 M)
Amount of $ y 21 yo 3.30 is
>available in a COwnl number:
�i 19__02 220yGll. 6 yy.31/027
VerM*d W. $MATURE
99 417
FROM
t
01 Y DF ` IAMI. LORIDA
INTER -OFFICE MEMORANDUM
Major Jorge Manresa March 17, 1999 FIN 16-5
Commander FILE
Budget Unit Purcjlgrder Y2K Upgrade
(Through Channels) -•E-` for E-911 Phone System
Captain Patrick F. Anderson PEF_RENICES
Commander
Communications Section E�ICLCSURES:
90 (�� 1. 4 • a q0
The Communications Section currently uses a G3I phone switch
coupled with a call management system (CMS) to provide routing,
automatic call distribution and data tabulation of E-911 calls
received at the Miami E-911 call center. Both pieces of
equipment were manufactured by Lucent Technologies and they
retain proprietary control over the software.
To ensure Y2K compliance it will be necessary to upgrade the G3I
to a risk processor and the CMS from version 4 to version 6
software.
7f
�f
Please prepare the necessary legislation to obtain commission
approval for issuance of a purchase order in the amount of
S39.445.00 to Lucent Technologies.
-+30-10S1)-Q9- j
Lucent has provided a State contract number of 730-650,k'-1. ,41(,foq
Should this number not be applicable a sole source purchase is
requested as the software is proprietary.
PFA:tmd/6436
MAr 29 199
'tNj S': MN
1.
A
R',�
APR "v 1999
i LEGISLATf r!4 C ETAIL
99- 417
MIAMI POLICE DEP&RTNEtft
P?JRCHASE/,*ER'JICL R.EQUES,"" FOR1.1
UN.rT _-. er � inns 5uarr� � d. —
SE;.".110N _�.�i�_m•_•, n.i�: t i. qr:La
CONTACT PERSON Bill siioA
PHONE*
PREVIOUS _ . U .^;'�
Agency/Bid-Cont.:�act # __7.30-G50-q?-3
+���---
DATE DELIVERY REQUIRED
Deliver To (Name)
(Floor) P.«om)
TYPE OF FUNDS
TYPE OF PURCHASE--_---__..__._._.._.
General _
Regular Purchase
L.E.T.F. — --
Blanket Purchase
T . E . T. T. F
Repairs ^--
Not Knocan/Decided
Emergency Purchase
Grant (Specify) ._._
_ Sole Source
Other (Specify) E911 Funds
_gy�
(Final Determination of funding will
be made by Business Mgmt Section)
SUGGEST D SOURCE (can list more than-
one)
Name a,_ t Public_ Safety
Attention Righard,�Thomosp�__
Address _7A1,.,'j_ML_19tr, S t . #G_
Phone/FAX�(.;;�) 632--3283
FAX
ITEM DESCRIPTION (Be as descriptive 3.s ot:;sjb1Ue)
su?s��.�..�_phc�Ci� �wi�r�.y^,.,n:2S�,^,ter;;: aD.L�__Y.s��.,'1L:,i ''�F,�'.1TL����' "•`'•r:'�_�!2.i��;3":
UNIT OF E'STIMA.TED SHIPPING B''S T 1: R.-% 'x:D
QTY.._,___,MASURE _ —LWIT PRICE._.___._.._____._.__ CHARGSS. — -_TC�T:_.:1�,;.
MAN
UFF.CTURER Lucent TeQhnQjj g; A�STOCK _ MODEL
SIZE COLOR _ ASSEMBLY,/SET UP REQUIRED, Y'.CE _ — N1
JUSTIFICATION (Be thorough. This information may be utilized to prepa)n
legislation give history, expand on need, etc. Utilize the back of the forr,
4-f space given not adequate.)
D 1^f SIi . 5: t SOThi '" o ; ,°:-��• =;�1L r�.^_ti..x .iS� 11.� _Si.t, .L ?".'...i11.�.ti::_S�: �_ .i ..4.2�.'.�; �' + s•
1 raga a r rr. �-
;:v,�.r,em; .ancal- ma=�-:���..n�..�_.�...�*�.�..��L�xs�r_���.�.'.�,.
.rc L;ot Yam_ c -!l.jdu.
bQ..La.l_aZ1�'.AOT�...i�.i�I..t?...-_3.1,-�—._..._......._____.. _.._.�._�_..._.__
SECTION COM GWDER' S SIGR4NrUP.E. l _;1A`t'SmeS
-1"-�,�`d�:
1F REQUESTING A CHAINGE ORDER:
.gym:. of Increase _ Aunt. of DScxease _ _ _ PIQ
99- 417
Lucent Technologies
kn tabs Iremetiors .0
Februaryll,1999
Officer Bill Bishop
City of Miami, Police Department
400 NW 2nd Avenue
Miami, Florida 33128
Officer Bishop,
Below you will find the pricing you requested for upgrading the City of Miami Policc and Fire
College.
All products are Year 2000 compliant.
Pricing includes State Contract Pricing Contract # 730-650-97-1
or call Marvin Williams 850-488-8366
Police Deoartmemnt
AMIP
Upgrade Deftity
Upgrade Processor to RISK
19,350
6,250
50
System.
New Docmentation
To Current Vmiion
PEC Codes 6300-U1W,
63714,1272-6US, 1227-
6xj
CMS Upgrade
version 4 to Version 6
10,185
3,660
0
Increase sIdU levels
Upgrade memory and
from 4 to 20.
software
Add Reason Codes
New documentation
PEC Codes 1208-46v,
12107,12158 and 1208-
*DU
TOTAL
S29,535
91910
so
99- A417
K
Suite 315
littp:Hfcn.state.fl.us/st contracts/730650991/certiriication.htin
CERTIFICATION OF CONTRACT
TITLE: Telecommunications Equipment -
Private Automatic Branch Exchange
BID NO.: 43-730-650-W
CONTRACTOR(S):
Lucent Technologies, Inc. (A)
Siemens Information & Communications Network (A)
Sprint (A)
CONTRACT NO.: 730-650-99-1
EFFECTIVE: February 17, 1999
through February 16, 2004
SUPERSEDES: 730-650-97-1
ANY QUESTIONS, SUGGESTIONS, OR CONTRACT SUPPLIER
PROBLEMS WHICH MAY ARISE SHALL BE BROUGHT TO THE
ATTENTION OF MARVIN WILLIAMS AT (850) 488-8366 SUNCOM
278-8366, E-MAIL williamna dms.state.fl.us
A. AUTHORITY - Upon affirmative action taken by the State of Florida
Department ofManagement Services on February 5, 1999, a contract has been
executed between the State of Florida and the designated contractors.
B. EFFECT - This contract was entered into to provide economies in the
purc ase o Telecommunications Equipment - Private Automatic Branch
Exchange by all State of Florida agencies and institutions. Therefore, in
compliance with Section 287.042, Florida Statutes, all purchases of these
commodities shall be made under the terms, prices, and conditions of this
contract and with the suppliers specified.
C. ORDERING INSTRUCTIONS - All purchase orders shall be issued in
accordance with the attached ordering instructions. Purchaser shall order at the
prices indicated, exclusive of all Federal, State and local taxes.
All contract purchase orders shall show the State Purchasing contract number,
product number, quantity, description of item, with unit prices extended and
purchase order totaled. (This requirement may be waived when purchase is
made by a blanket purchase order.)
D. PRIOR APPROVAL TO PURCHASE - In accordance with Section
282.102(16), Florida Statutes, all State agencies and institutions are required to
submit all requests to purchase communications equipment, including the
equipment covered by this contract, to the Division of Communications for.
review and approval prior to the issuance of a purchase order for
Communications Services if the expenditures meet or exceed the Purchasing
Suite 315
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Suite 315
http://fcn.state.fl.us/st—contracts/730650991/certitication.htm
Category II level. Requests to purchase said equipment by State agencies and
institutions shall be submitted per instructions on reverse side of Form
COM-9008, which is supplied by the Division of Communications, 4040
Esplanade Way, Tallahassee, Florida 32399-0950, (850) 487-2000, Suncom
277-2000.
Law enforcement organizations or political subdivisions and municipalities
(sheriffs offices, police departments, etc.) are also required to submit all
requests to purchase communications equipment, including the equipment
covered by this contract, to the Division of Communications for review prior to
issuance of a purchase order. This requirement is in accordance with Section
282.111, Florida Statutes.
Emergency medical service organizations (hospitals, ambulance/rescue
services, etc.) of political subdivisions, and of State agencies and institutions
are required to obtain written approval from the Division of Communications
prior to purchases of commodities. This requirement is in accordance with
Section 401.024, Florida Statutes.
E. CONTRACTOR PERFORMANCE - Agencies shall report any vendor
failure to perform according to the requirements of this contract on Complaint
to Vendor, form PUR 7017. Should the vendor fail to correct the problem
within a prescribed period of time, then form PUR 7029, Request for
Assistance is to be filed with this office.
F. SPECIAL AND GENERAL CONDITIONS - Special and general conditions
are enclosed for your information. Any restrictions accepted from the supplier
are noted on the ordering instructions.
G. CONTRACT APPRAISAL FORM - State Contract Appraisal, form PUR
7013 should a used to provide your input and recommendations for
improvements in the contract to State Purchasing for receipt no later than 90
days prior to the expiration date of this contract.
Authorized Signature
MW/sec .
Attachment
99- 417
2 of 2 5/24/99 3:04 PM
SPECIAL CONDITIONS
SPECIAL CONDITIONS
PURPOSE
Page 1 of 24
The purpose of this bid is to establish a sixty (60) month contract for the purchase of Private
Automatic Branch Exchange (PABX) equipment by all State of Florida agencies and other eligible
users in accordance with Eligible Users paragraph, General Conditions. It is anticipated that the
contract will be in effect from August 5, 1998 through August 4, 2003.
ADDITIONAL ELIGIBLE USERS
In addition to "Eligible Users" paragraph, General Conditions, use of State contracts shall be
available to Federal agencies and private non-profit educational facilities as defined in Section
240.605, Florida Statutes, which may desire to purchase under the terms and conditions of the
contract.
ESTIMATED QUANTITIES
It is anticipated that the State of Florida agencies and other eligible users will purchase
approximately $6,500,000 per year under any contract resulting from this bid. These estimated
figures are given only as a guideline for preparing your bid and should not be construed as
representing actual figures under the contract.
FEDERAL GOVERNMENT AGENCIES
In addition -to "Eligible Users" paragraph, General Conditions, use of State contracts shall be
available to Federal agencies which may desire to purchase under the terms and conditions of the
contract.
OPTIONAL CONTRACT USAGE
In addition to the eligible users referenced above and with the consent of the successful bidder(s)
purchases may be made under the terms and conditions of this Invitation to Bid/Request for
Proposal, by governmental entities located outside the State of Florida. Appropriate governmental
entities' purchasing laws, rules and regulations shall apply to purchases made under this contract.
SPECIAL ACCOMMODATION
Any person requiring a special accommodation at the Division of Purchasing because of a disability
should call the Division of Purchasing at (904) 850-8440 at least five (5) workdays prior to the
pre -bid conference and/or bid opening. If you are hearing or speech impaired, please contact the
Division by using the Florida Relay Service which can be reached at 1 (800) 955-8771 (TDD).
PUBLIC ENTITY CRIMES
A person or affiliate who has been placed on the convicted vendor list following a conviction for a
public entity crime may not submit a bid on a contract to provide any goods or services to a public
.entity, may not submit a bid on a contract with a public entity for the construction or repair of a
public building or public work, may not submit bids on leases of real property to a public entity, may
not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a
Monday, May 24, 1999 3:56 PM
9 9 - 417
SPECIAL CONDITIONS
Page 2 of 24
contract with any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months from the
date of being placed on the convicted vendor list.
NOTICE TO CONTRACTOR
The employment of unauthorized aliens by any contractor is considered a violation of section
247A(e) of the Immigration and Nationalization Act. If the contractor knowingly employs
unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.
SURCHARGE USER FEE AND SUMMARY OF TOTAL SALES
The Division of Purchasing hereby imposes a surcharge user fee of 1 % on contractors' sales under
any contract resulting from this bid.
After receipt of payment from the contract purchases, all surcharge fees shall be payable to the State
of Florida no later than 15 days after the end of each quarter.
Vendor user fee should be noted on the check and remitted to:
State of Florida
Department of Management Services
P.O. Box 5438
Tallahassee, FL 32314-5438
Contract supplier shall furnish the Division of Purchasing a detailed summary of sales at the end of
each quarter. By submission of these Sales Summary reports and corresponding surcharge deposits,
the contractor(s) is certifying their correctness. All such reports and fee deposits shall be subject to
audit by the State of Florida.
Failure to deposit fees in a timely manner and provide sales summary, even if there are no sales,
within thirty (30) calendar days following the end of each quarter may result in the contract supplier
being found in default, in which case any and all reprocurement costs may be charged against the
defaulting contractor.
VENDOR RESPONSE SYSTEM
To access an interactive Voice Response System for vendor payment inquiry, Vendors may call
(850) 413-7269 between 7 a.m. and 6 p.m. Monday thru Friday to check on the status of payments by
State agencies. The system can accommodate English and Spanish speaking callers.
PURCHASING CARD PROGRAM
The- State of Florida has implemented a purchasing card program through NationsBank, using the
Visa network. Vendors will receive payment from the purchasing card in the same manner as other
Visa purchases. Please indicate your ability to accept Visa in the space provided on the Ordering
Instruction sheet of the bid.
SCOPE
This bid delineates the requirements for the design, purchase, delivery, installation, cutover,
Monday, May 24, 1999 9 9 - 41 wJ 3:56 PM
SPECIAL CONDITIONS
Page 3 of 24
performance verification, training, warranty, follow-on maintenance, and additional services for
digital Private Automatic Branch Exchange (PABX) telephone communications systems of four (4)
configuration sizes with capacities of one hundred (100), two hundred (200), five hundred (500) and
one thousand (1000) station lines. Each system shall consist of a baseline PABX switch with
operational service features, equipped and wired to a demarcation point plug and station connecting
block for a specific quantity of trunks, station lines, and attendant consoles. Station terminal
-equipment, station wiring, additional PABX printed circuit card modules, additional attendant
consoles and wiring, additional main distribution frame (MDF) wiring, and additional operational
service features are not a part of the "baseline system" and will be purchased as accessories.
The contract resulting from this bid will provide a PABX telephone system to enable a purchaser to
procure a system configuration to meet present and future requirements.
Purchase of multiple systems at the same contiguous locations with station line quantities exceeding
1000, is not within the intent or scope of this contract. Exception to this provision requires approval
of the Division of Purchasing and The Information Technology Program.
Subsequent to establishing a contract resulting from this ITB, if the State determines additional
features, services, modifications, or deletions are needed and it is in the State's best interest, the State
may, enter into negotiations with the contractor to amend the contract.
YEAR 2000 COMPLIANCE WARRANTY
The contractor warrants that each item of hardware, software, and/or firmware delivered, developed
-or modified under this contract shall be able to accurately process date data (including, but not
limited to, calculating, comparing, and sequencing) from, into, and between the twentieth and
twenty-first centuries, including leap year calculations, when used in accordance with the item
documentation provided by the contractor, provided that all items (e.g. hardware, software,
firmware) used in combination with other designated items properly exchange date data with it. The
duration of this warranty and the remedies available to the State for breach of this warranty shall be
as defined in, and subject to, the terms and limitations of any general warranty provisions of this
contract, provided that notwithstanding any provision to the contrary in such warranty provision(s),
or in the absence of any such warranty provision(s), the remedies available to the State under this
warranty shall include repair or replacement of any item whose non-compliance is discovered and
made known to the contractor in writing within ninety (90) days after acceptance. Nothing in this
warranty shall be construed to limit nay rights or remedies the State may otherwise have under this
contract with respect to defects other than Year 2000 performance.
YEAR 2000 REMEDY CLAUSE
In the event of any decrease in hardware or software program functionality related to time and date
related codes and internal subroutines that impede the hardware or software programs from operating
beypnd the Millennium Date Change, Licensors and Vendors of Licensors products, agree to
immediately make required corrections to restore hardware and software programs to the same level
of functionality as warranted herein at no charge to the licensee, and without interruption to the
ongoingbusiness of licensee, time being of the essence.
TECHNICAL DOCUMENTATION
All products bid must meet or exceed all conditions and specifications of the Invitation to Bid (ITB).
Monday, May 24, 1999 3.56 PM
99- 417
SPECIAL CONDITIONS Page 4 of 24
When technical documentation is required by this ITB, its purpose is to demonstrate compliance of
the product bid with applicable technical requirements of the ITB and to allow a technical evaluation
of the product. Failure to provide the required technical documentation with the bid submittal shall
in the bidder non -responsive.
No Technical Documentation is required if the equipment Bid is identical to the equipment contained
in Contract # 730-650-97-1.
i:: a ►1�� 11►/• ri
Certain components in this bid are specified by manufacturer's make, model, and part number. If
bidder is offering the exact product so specified and so indicates in the bid response, technical
documentation is not required. However, if bidder is offering an alternate approved manufacturer's
product, documentation must accompany the bid, sufficiently detailed to substantiate equivalency to
the specified approved product.
Examples: Tetrad TRD 560 Bus Bar assembly (no technical documentation required)
XYZ 123 Bus Bar assembly (technical documentation required to show equivalence)
SITE OF WORK
The PABX Telephone Communications Systems shall be delivered within the state of Florida on the
site of the ordering purchaser. The site shall be a building or a group of buildings contiguous to the
site street address.
UALITY ASSURANCE
The contractor, during the contract term, upon mutual agreement, will provide reasonable travel and
lodging accommodations for one (1) to three (3) government employees to perform an on site
inspection of the manufacturing process(es) and review of the manufacturer's product quality
control(s) and total quality management programs(s). The contractor will reimburse the State for
actual transportation cost, per diem and incidental expenses as provided in Section 112.061, Florida
Statutes. It is the State's desire that the contractor provide demonstration of quality control for
improvement rather than post production detection.
EXAMINATION OF SITES AND TOTAL SYSTEM RESPONSIBILITY
Prior to the issuance of the purchase order, the contractor shall visit the proposed site of work to
become familiar with any local condition which may in any manner affect the work to be performed.
This visit shall be accomplished within 14 calendar days after notification by the purchaser.
No allowances will be made because of lack of knowledge of these conditions. Ignorance of the
requirements will not relieve the contractor of his liability and obligations under the contract.
Bidders shall take note of the following caveat; purchasers are responsible for supplying the A/C
power and grounding facilities (see specification paragraph 3.7). On each PABX installation, bidders
should obtain, before proceeding, written commitments from the purchaser as to when such facilities
will be available.
The costs for additional equipment and services not covered in this contract shall be negotiated as
non:contract options between the purchaser and contractor prior to issuance of the purchase order.
Monday, May 24, 1999 9 9 " 417 3:56 PM
SPECIAL CONDITIONS
Page 5 of 24
Equipment and services identified as non -contract options required to provide a turnkey system do
not require approval as contract exception. _
Any additional equipment required for the installation and operation of the complete operating
system not covered on the purchase order shall be provided and the cost borne by the contractor.
The contractor shall have total system responsibility to assure a "turn -key" operational system
including inside and outside cabling and any necessary interfaces with the common carrier, including
verifying the availability of all required central office facilities and installation of private lines. Upon
request by the Information Technology Program, the contractor shall assist in providing the
purchaser with descriptions, quantities, and prices of the telephone service required for the systems
and for assisting the purchaser in filling out all forms that are required for Information Technology
Program approval and necessary to (a) order telephone services from the local regulated telephone
company, (b) order SUNCOM service from the .Information Technology Program, and (c) order the
removal of the existing telephone equipment and existing station wiring. The forms shall be
completed within eighteen (18) consecutive days prior to the receipt of the purchase order. The forms
shall consist of the Service Request Document form, the letter of agency, the Communication
Purchase or Lease Authorization form COM 9008, and the Telephone Company Central Operations
Group (COG's) form.
The contractor shall be responsible for submitting the Communication Service Authorization form
COM 9001 for local telephone service, the Customer Provided Telephone Service Request form, the
letter of agency, and the COG's form to the regulated telephone company and coordinating the need
date for the service with the regulated telephone company in accordance with the contractors
schedule for cutover.
Within (18) consecutive calendar days after receipt of the purchase order, the contractor shall also
notify the Information Technology Program in writing if SUNCOM is involved in the installation.
The written notification shall be addressed to Ms. Linda Nelson, Director, Information Technology
Program, and contain the following minimum information:
A. Purchase Order No.
B. State Contract No.
C. Contractor's Name
D. Contractor's Representative (Name) and Telephone No.
E. Purchaser's Name of Local Contact, Address, Local Telephone No., SUNCOM
P. PABX System Manufacturer and Model Number
G. Number of Station Instruments
The`Ir formation Technology Program shall be responsible for placing the order for SUNCOM
service. The contractor shall plan for a lead time of 30 calendar days between the date of informing
the Information Technology Program of SUNCOM involvement and the turn -up date of SUNCOM
services in planning a cutover date with total telephone service availability.
Within thirty (30) calendar days after receipt of the written notification from the contractor, the
Information Technology Program will provide the contractor with a supply of SUNCOM
StatProgram will provide the contractor with a supply of SUNCOM Station User Guides (SUNCOM
dialing instructions) to be distributed by the contractor to the purchaser'
99- 417
Monday, May 24, 1999 3:56 PM
SPECIAL CONDITIONS
Page 6 of 24
All necessary contractor interfaces with the regulated telephone company shall be through the
Centralized Operations Group (COG) of the regulated telephone company serving the exchange area
in which the equipment is installed.
Within seven (7) consecutive calendar days after receipt of the purchase order, the contractor will
provide the purchaser with a complete "Schedule of Key Events" form showing planned dates of
completion leading to system acceptance.
HAZARDOUS CONDITIONS
Purchaser agrees to notify contractor and the contractor agrees to notify the purchaser, in writing, if
to their knowledge any hazardous conditions or materials are encountered or have been encountered
in the building where work is to be conducted. Contractor shall not be liable for any hazardous
conditions or materials existing prior to its performance or increased levels beyond the control of the
contractor during the performance. Purchaser shall provide full, free, and safe access to its site.
LIMITATION OF REMEDIES
Contractor's entire liability and the State's exclusive remedy shall be as follows:
In all situations involving performance or non-performance of machines or programming (other than
licensed programs) furnished under this Agreement, the State's remedy is (a) the adjustment or repair
of the machine or replacement of its parts by Contractor, or at Contractor's option, replacement of the
machine or correction of programming errors, or (b) if, after repeated efforts, Contractor is unable to
install the machine or a replacement machine, model upgrade or feature in good working order, or to
restore it to good working order, or to make programming operate, all as warranted, the State shall be
entitled to recover actual damages to the limits set forth in this Special Condition. For any other
claim concerning performance or non-performance by Contractor pursuant to, or in any other way
-related to the subject matter of, this Agreement or any order under this Agreement, the State shall be
entitled to recover actual damages to the limits set forth in this Special Condition.
If this contract is for purchase of machines, then the following shall apply. Contractor's entire
liability for damages to the State for any cause whatsoever, and regardless of form of action, whether
in contract or in tort including negligence, shall be limited to the greater of $100,000 or the
appropriate price stated herein for the specific machines that caused the damages or that are the
subject matter of or are directly related to the cause of action. The foregoing limitation of liability
will not apply to (a) the payment of cost and damage awards referred to in the General Condition 14
entitled "Patents and Royalties", or to (b) claims for reprocurement costs or the cost of cover
pursuant to Division of Purchasing Rule 60A-1.006(4) entitled "Default", or to (c) claims for
personal injury or damage to real or tangible personal property caused by Contractor's negligence or
tortious conduct.
If this contract is for the purchase of hardware maintenance services, then the following shall apply:
Contractor's entire liability and the State's exclusive remedy for damages to the State for any cause
whatsoever, and regardless of the form of action, whether in contract or in tort including negligence,
shall be limited to actual damages up to the greater of $100,000 or an amount equal to 12 months
maintenance charges for the specific machines under this Agreement that caused the damages or that
are the subject matter of, or are directly related to, the cause of action. Such maintenance charges
will be those in effect for the specific machines when the cause of action arose. The foregoing
limitation of liability will not apply to (a) the payment of cost and damage awards referred to in
Monday, May 24, 1999 9 9 _ 417
3:56 PM
SPECIAL CONDITIONS
Page 7 of 24
General Condition 14 entitled "Patents and Royalties" or to (b) claims for reprocurement costs or
costs to cover pursuant to Division of Purchasing Rule 60A-1.006(4) entitled "Default", or to (c)
claims by the State for personal injury- or damage to real property or tangible personal property
caused by the Contractor's negligence or tortuous conduct.
If this contract is for purchase of software maintenance services, then the following shall apply:
Contractor's entire liability and the State's exclusive remedy for damages to the State for any cause
whatsoever, and regardless of the form of action, whether in contract or in tort including negligence,
shall be limited to actual damages up to the greater of $100,000 or an amount equal to 12 months
maintenance charges for the specific software product under this Agreement that caused the damages
or that are the subject matter of, or are directly related to, the cause of action. Such maintenance
charges will be those in effect for the specific software product when the cause of action arose. The
foregoing limitation of liability will not apply to (a) the payment of cost and damage awards referred
to in General Condition 14 entitled "Patents and Royalties", or to (b) claims for reprocurement costs
or the cost of cover pursuant to Division of Purchasing Rule 60A-1.006(4) entitled "Default", or to
(c) claims by the State for personal injury or damage to real property or tangible personal property
caused by Contractor's negligence or tortuous conduct.
If this contract is for services other than hardware or software maintenance, then the following shall
apply: Contractor's entire liability and the state's exclusive remedy for damages to the state for any
cause whatsoever, and regardless of the form of action, whether in contract or in tort including
negligence, shall be limited to actual damages up to the greater of $100,00 or an amount equal to the
charges invoiced for the services which are the subject matter of, or are directly related to, the cause
of action. The foregoing limitation of liability will not apply to (a) the payment of cost and damage
awards referred to in "Patents and Royalties" or to (b) claims for reprocurement costs or costs to
cover pursuant to Division of Purchasing Rule 60A-1.006(4) entitled "Default", or to (c) claims by
the Department for personal injury or damage to real property or tangible personal property caused
by the Contractor's negligence or tortuous conduct
If this .contract is for the acquisition of licensed programs, including personal computer licensed
programs, then the following shall apply: Contractor's entire liability and the State's exclusive
remedy shall be as follows: In all situations involving performance or non-performance of licensed
programs furnished under this Agreement, the State's remedy is (1) the correction by the Contractor
.of licensed program defects, or (2) if, after repeated efforts, the Contractor is unable to make the
licensed program operate as warranted, the State shall be entitled to recover actual damages to the
limits set forth in this section. For any other claim concerning performance or non-performance by
the Contractor pursuant to, or in any way related to, the subject matter of this Agreement the State
shall be entitled to recover actual damages to the limits set forth in this section. Contractor's liability
for -damages to the State for any cause whatsoever, and regardless of the form of action, whether in
contractor in tort including negligence, shall be limited to the greater of $100,000 or the one time
charges paid for, or any monthly license or initial license charges which would be due for 12 months
use of the licensed program that caused the damages or that is the subject matter of, or is directly
related to, the cause of action and shall include any initial or process charges paid to the Contractor.
This. limitation of liability will not apply to (a) the payment of cost and damage awards referred to in
General Condition 14 entitled "Patents and Royalties" or to (b) claims for reprocurement costs or the
cost of cover pursuant to Division of Purchasing Rule 60A-1,006(4) entitled "Default", or to (c)
claims for personal injury or damage to real or tangible personal property caused by the Contractor's
negligence or tortuous conduct.
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99- 417
SPECIAL CONDITIONS
Page 8 of 24
Contractor shall hold and save the State harmless for any and all suits and judgments against the
State for personal injury or damage to real or tangible personal property caused by Contractor's
tortuous conduct in the performance of this Agreement provided that, (a) the State promptly notifies
Contractor in writing of any claim, and (b) Contractor shall be given the opportunity, at its option, to
participate and associate with the State in the control, defense and trial of any claims and any related
settlement negotiations and, provided further, that with respect to any claim, or portion thereof, for
.which Contractor agrees at the initiation of such claim that Contractor shall save and hold the State
harmless, Contractor shall have the sole control of the defense, trial and any related settlement
negotiations, and (c) the State fully cooperates with Contractor in the defense of any claim.
In no event, however, will Contractor be liable for (a) any damages caused by the State's failure to
perform the State's responsibilities, or for (b) any lost profits or other consequential damages, even if
Contractor has been advised of the possibility of such damages, or for (c) any claim against the State
by any other party, except as provided in the hold harmless provision of the preceding paragraph of
this Special Condition and except as provided in the General Condition entitled "Patents and
Royalties", or for (d) any damages caused by performance or non-performance of machines or
programming located outside the United States or Puerto Rico.
PURCHASE AND WARRANTY PROVISIONS
A. ' Purchase
Each purchaser will be authorized to enter into a contract for equipment by issuance of a purch
referencing the contract number. State agencies will not issue purchase orders in excess of $15,
new telephone systems prior to receipt of approval from the Information Technology Program.
Accessories, features, optional features, and equipment options may be purchased at any time d
contract period, in any quantity, with or without having previously purchased the baseline syste
Maintenance agreements for PABX systems not procured from this contract may be obtained u
terms of this contract. Such agreements are subject to the approval of the contractor and a phys
inspection of the equipment by the contractor.
Purchasers may opt to delete items from a baseline system and receive credit from the contract
these deletions when it is deemed to be in the best interest of the purchaser.
The contractor remains the owner of this equipment and is responsible for all risk of loss or da
the equipment from any source up to and including the date and time of acceptance by the pure
After the date of acceptance, the risk of loss or damage will be on the purchaser. Purchaser shal
a secure area for the storage of equipment prior to installation.
B. Warranty
1. INITIAL SYSTEM PURCHASE
All equipment including material used therein shall be warranted by the contractor agai
mechanical, electrical, and workmanship defects. In the event defects become evident
warranty period, the contractor shall repair or replace the defective parts and materials
additional cost to the purchaser. The contractor shall be liable to the purchaser for supp
information and material necessary for mandatory revisions determined by the manufac
no additional cost to the purchaser for the duration of the warranty period. The duration
warranty period shall be at least one (1) year. During systems warranty period, contract
shall remain firm for the purpose of moves, adds, and changes. The warranty period sh
with the date of equipment acceptance. The warranty shall apply to all equipment punch
under the provisions of this contract regardless of the location (Please refer to page 3,
Contract Usage paragraph). Warranties submitted with bids, either appearing separately
Monday, May 24, 1999
9 9- 417 3:56 PM
SPECIAL CONDITIONS
Page 9 of 24
included in pre-printed literature and price lists, shall not be acceptable and provisions
take precedence. _
2. ADDITIONAL EQUIPMENT PURCHASE
All equipment covered under this contract and purchased subsequent to the initial instal
but during the life of the contract shall be subject to paragraph 1 above. The warranty p
such additional equipment shall be at least one (1) year starting with the dates such equ
installed in the system. It shall be the responsibility of the purchaser to maintain record
dates of installation and warranty periods. The bidder agrees to honor these recorded da
warranty periods upon presentation of a claim. Alternately, a bidder may elect to establi
system for tracking warranty periods. If so, a bidder shall so state an intention to do so i
response and discuss the mechanics of carrying out such a program. If no such intentio
declared, the records of the purchaser shall govern as indicated above.
ACCEPTABLE EQUIPMENT
Bid shall be for new equipment only. Newly manufactured (containing used or rebuilt parts),
remanufactured, rebuilt, reconditioned, newly remanufactured, used, shopworn, demonstrator or
prototype equipment is not acceptable and will be rejected. When equipment is available from the
manufacturer in new and other than new status, i.e.: remanufactured, newly manufactured, etc., each
system delivered under this contract must include a certification from the manufacturer stating the
equipment is new and referencing the serial number of the delivered equipment. It is understood that
the state will benefit from any revisions, alterations, additions, technical improvements, or necessary
modifications in the systems offered during the term of this contract at no additional cost.
BALANCE OF LINE
The bidder shall bid a balance of line which will include software, hardware, accessories and other
equipment and features that are directly related to the PABX telecommunications operational
capabilities that fall within the scope of this contract, at a fixed discount equal to or greater than the
discount applied to numbered items bid. To be eligible for a balance of line award, the bidder must
receive an award for one of the specified basic unit. Items in the balance of line which are duplicative
of those specified will be deleted.
The Division of Purchasing reserves the right to accept or reject any individual item(s) offered as
balance of line.
CERTIFICATION AND REFERENCES
In the event a bid is submitted by other than the equipment manufacturer, a certification executed by
the manufacturer, on the form provided, (Appendix A) shall be required stating the bidder is an
authorized agent of the manufacturer.
The, bidder shall have knowledge of and experience with the installation and maintenance of
equipment having the same or similar technology as the equipment bid in a user's environment.
Bidder shall list on Appendix B at least six (6) customers, names, addresses, and telephone numbers
that have the same or similar systems already installed by the bidder.
AUTHORIZED DEALERS/DISTRIBUTORS, ETC.
On any contract where orders will be directed to Authorized Dealers/Distributors or listing Service
Monday, May 24, 1999 n _ 3.56 PM
SPECIAL CONDITIONS
Page 10 of 24
Locations, this information shall be provided by the BIDDER. as part of the bid package in hard
copy, and on a 3.5 inch diskette in a Word for windows file. Any subsequent revisions shall be
submitted in the same format to the DOP CONTRACT ADMINISTRATOR, for review and
approval prior to implementation.
Diskette must be formatted as:
"Word for Windows"
Font: Times New Roman 12
Preset tabs only
Margins: .5 Left and .5 Right, .5 Top and 1.0 Bottom
Portrait only -no landscape
No Tables
No Headers or Footers
No Excel Files
Failure to submit the information required in this section will be grounds for disqualification of your
bid and/or removal from any resulting contract.
PRICES AND BIDDING INSTRUCTIONS
The bidder may bid any or all configurations. The bidder shall enter on the price sheets the
equipment manufacturer, model number, and price of the baseline system. Additionally, the station,
trunk, attendant console, and port (if applicable) capacity and the quantity of station, trunk, attendant
console, and port (if applicable) capacity which the system bid is equipped with shall also be listed
on the price sheets for each configuration bid.
The bidder shall enter the name of the manufacturer, model or part number and price of the baseline
system. Additionally, the quantity of stations, trunks, and port (if applicable) per printed circuit card
module shall be entered in the spaces provided. Additional price pages may be included.
A trip'charge and an hourly rate shall be bid on the price sheet for all configurations bid. Trip charge
.shall be bid on a unit basis as a fixed cost per trip and will not reflect any "installation" labor costs.
This hourly rate will apply for post warranty maintenance work other than additional services, i.e.
adds, moves, and changes when purchaser has opted not to purchase follow-on maintenance.
Bidder shall provide equipment and maintenance pricing (or NC) in all price spaces except for
optional features and equipment. Failure to provide pricing (or NC) in any bracketed spaces shall
result irahe rejection of the bid for this configuration. The bidder is requested to bid other features,
equipment, and services available in addition to those specified.
Vendor must complete and return with the bid package evaluation award criteria sheet (Appendix F)
using prices from price sheet. The Division of Purchasing will verify all entries on the evaluation
award. formula sheet. Errors will be corrected by the Division of Purchasing. Entries on price sheet
shall prevail.
Monday, May 24, 1999 9 9 _ 4 q 7 3:56 PM
SPECIAL CONDITIONS
Page 11 of 24
PRICE FIST
On -any contract where pricing is based on a Manufacturer's or Dealer's published price list (net or
discounted), the price list must be provided by the BIDDER as part of the bid package in hard copy,
and on a 3.5 inch diskette as a Word For Windows file. Any subsequent revisions shall be submitted
in the same format to the Division of Purchasing CONTRACT ADMINISTRATOR, for review and
,.approval prior to implementation.
Diskette must be formatted as:
"Word for Windows"
Font: Times New Roman 12
Preset tabs only
Margins: .5 Left and .5 Right, .5 Top and 1.0 Bottom
Portrait only -no landscape
No Tables
No Headers or Footers
No Excel Files
The Division of Purchasing, at its discretion, may allow the CONTRACT HOLDER to configure its
own PRICE LIST of eligible offerings and to post the prices on the CONTRACT HOLDERS
Internet Home Page. However, all initial pricing and any subsequent price changes must be reviewed
and approved by the Division of Purchasing Contract Administrator before they can be posted to the
CONTRACT HOLDER Internet Home Page.
Failure to submit the information required in this section will be grounds for disqualification of your
bid and/or removal from any resulting contract.
EQUIPMENT LIST/SPARE PARTS LIST
A combined equipment list and spare parts list shall be provided with the bid for each configuration.
Each list shall identify all equipment and quantities including all modular equipment within the
PABX that -comprise each baseline system. (See example on Appendix D attached.) Failure to
provide with the bid package a complete list of all equipment and quantities will result in the
rejection of your bid for that configuration.
BID GUARANTEE
Each bid shall be accompanied by a bid guarantee in the form of a Bid Bond, Cashier's Check, or
Certified Check. The bid guarantee shall be payable to the Division of Purchasing in the amount of
5% of total- bid.* The unsuccessful bidders' bid guarantees shall be returned within fifteen (15)
consecutive calendar days after execution of the contract. The successful bidder's bid guarantee shall
be returned upon execution of a legal contract and furnishing the Performance Bond as specified
herein. If the successful bidder fails to deliver the Performance Bond as specified herein, the bid
guarantee shall be forfeited to the Division of Purchasing. *(Total for each configuration and service
Monday, May 24, 1999 3:56 PM
99- 417
SPECIAL CONDITIONS Page 12 of 24
area bid.)
PERFORMANCE BOND
Within twenty (10) consecutive calendar days after notice of award under this contract, the
successful bidder(s) shall provide the Division of Purchasing a performance bond from a reliable
surety company authorized to do business in the State of Florida and acceptable to the Division of
--Purchasing for the following amounts:
Configuration 1
$ 25,000.00 Per Service Area
Configuration 2
$ 50,000.00 Per Service Area
Configuration 3
$125,000.00 Per Service Area
Configuration 4
$187,500.00 Per Service Area
The term of the bond shall be concurrent with the term of this contract. The amount of the
performance bond shall be the cumulative total of the amounts above for all configurations awarded
to the contractor. '
If purchaser determines that the contractor is not in compliance with any of the specifications,
.general conditions, or special conditions, the contractor shall be found in default. Allowances shall
be made if non-compliance arises out of causes beyond the control and without the fault or
negligence -of the contractor (acts of God, the public enemy, fires, floods, strikes, freight embargoes,
regulated telephone company, etc.).
In the event the contractor should be found in default, the amount. recoverable under the bond shall
be the amount equal to any losses that the purchaser has sustained plus the cost of reprocurement
where applicable.
To be acceptable to the Division of Purchasing as Surety for Performance Bonds, a Surety Company
shall comply with the following provisions:
A.. The Surety Company must be admitted to do business in the State of Florida.
B. The Surety Company shall have been in business and have a record of successful continuous o
for at least five years.
C. The Surety Company shall have minimum Best's Policy Holder Rating of A and Required Fina
Rating of VIII from Best's Key Rating Guide.
D. All- bonds shall be signed by a Florida Licensed Resident Agency who holds a current Power o
. . Attorney from the Surety Company issuing the bond.
LIQUIDATED DAMAGES
A. If the contractor fails to deliver, or install, or program, or checkout the equipment, or fails the
performance period within the time specified in Special Conditions, it is understood and the co
hereby agrees that the amount of 0.1 % of the contracted value per day, up to the value of the co
equipment and service, shall be deducted from the monies due the contractor for each interveni
calendar day any work remains incomplete, not as a penalty, but as liquidated damages. Except
contractor shall not be liable if failure to perform arises out of cause beyond the control and wit
fault of negligence of the contractor (acts of God, the public enemy, fires, floods, strikes, freigh
embargoes, regulated telephone company delays, existence of hazardous conditions or substanc
B. If the contractor fails to complete on -site repairs of the equipment or provide like equipment on
Monday, May 24, 1999 3:56 PM
9 9 - 417
SPECIAL CONDITIONS
Page 13 of 24
basis within the time specified in Special Conditions, it is understood -and the contractor hereby
that the amount of 0.1 % of the contracted value per day up to the value of the contracted equip
services shall be deducted from the monies due the contractor for each intervening calendar da
a penalty, but as liquidated damages. Except the contractor shall not be liable if failure to perfo
out of cause beyond the control and without the fault or negligence of the contractor (acts of G
public enemy, fires, floods, strikes, freight embargoes, regulated telephone company delay, exi
hazardous conditions or substances, etc.).
INSURANCE CONTRACTOR'S
INSURANCE, The contractor shall not commence any work in connection with the contract until he
has obtained all of the following types of insurance, nor shall the contractor allow any subcontractor
to commence work on his subcontract until all similar insurance required of the subcontractor has
been so obtained and approved. All insurance policies shall be with insurers qualified and doing
business in Florida.
INSURANCE, WORKER'S COMPENSATION
The contractor shall take out and maintain during the life of this agreement Worker's Compensation
Insurance for all of his employees connected with the work of this project, and in case any work is
sublet, the contractor shall require the subcontractor similarly to provide Worker's Compensation
Insurance for all of the latter's employees unless such employees are covered by the protection
afforded by the contractor. Such insurance shall comply fully with the Florida Worker's
Compensation law. In case any class of employees engaged in hazardous work under this contract at
the site of the project is not protected under the Workmen's Compensation statute, the contractor
shall provide and cause each sub -contractor to provide adequate insurance, satisfactory to the
Purchaser, for the protection on his employees not otherwise protected.
INSURANCE, SERVICING DEALER PUBLIC LIABILITY AND PROPERTY DAMAGE
The contractor shall take out and maintain during the life of this agreement COMPREHENSIVE
GENERAL LIABILITY AND COMPREHENSIVE AUTOMOBILE LIABILITY INSURANCE as
shall protect him from claims for damage for personal injury, including accidental death, as well as
claims for property damages which may arise from operating under this agreement whether such
operations are by himself or by anyone directly or indirectly employed by him, and the amount of
such insurance shall be the minimum limits as follows:
A. CONTRACTOR'S COMPREHENSIVE GENERAL $300,000.00
LIABILITY COVERAGES, BODILY INJURY Each Occurrence,
& PROPERTY DAMAGE Combined Single
Limit
B. AUTOMOBILE LIABILITY $100,000.00
COVERAGES, BODILY INJURY Each Occurrence,
& PROPERTY DAMAGE Combined Single
Limit
Insuring. clause for both BODILY INJURY and PROPERTY DAMAGE shall be amended to provide
coverage on an OCCURRENCE BASIS.
INSURANCE, SUBCONTRACTOR'S PUBLIC LIABILITY, AND PROPERTY DAMAGE
Monday, May 24, 1999 3:56 PM
99- 417
SPECIAL CONDITIONS
Page 14 of 24
The contractor shall require each of his subcontractors to secure and maintain during the life of the
subcontract insurance of the type specified above or insure the activities of his subcontractors in his
policy as specified above.
INSURANCE, LOSS DEDUCTIBLE CLAUSE
The purchaser shall be exempt from, and in no way liable for, any sums of money which may
represent a deductible in any insurance policy. The payment of such deductible shall be the sole
responsibility of the contractor providing such insurance.
Upon request, the contractor shall furnish the purchaser an insurance certificate which will evidence
that all of the appropriate coverage's are in full force and effect.
LICENSES, PERMITS, AND TAXES
The contractor shall pay for all licenses, permits, taxes, and inspection fees required for its
.performance under this contract; and shall comply with all federal, state, and local codes, laws,
ordinances, regulations, and other requirements applicable to the work specified at no additional cost
to the purchaser.
DELIVERY, INSTALLATION, PROGRAMMING, CUTOVER,_AND INSPECTION
CHECKOUT
A. Delivery
The contractor shall deliver, install, program, cutover, and checkout the system on an agreed u
date within the following consecutive calendar days (see Special Conditions - Liquidated Dam
after receipt of the purchase order (Configurations i, 2, and 3 - 120 days; Configuration 4 - 150
The system shall be available for inspection by the purchaser or his appointed agent on this dat
mutually agreed upon date beyond this point is acceptable.
B. Installation and Programming
The contractor shall be responsible for installing the system in accordance with equipment
manufacturer's instructions, standard industry practices, and as delineated herein, programming
system to the satisfaction of the purchaser. The cost of the installation, prograrnrning, and chec
shall be included in the cost of the equipment. The purchaser shall be responsible for providing
equipment room including plywood backboards to the requirements specified by the contractor
Inside station wiring shall be installed in conduit where conduit is provided by the purchaser. S
wiring between buildings shall be duct or buried service. The contractor shall be responsible fo
iemoval and reinstallation of any type ceiling tile necessary for the installation of station wire.
contractor shall be fully responsible for any and all structural damages to new or existing buildi
caused by contractors or subcontractors personnel.
Should installation be in a "new" building under construction, contractor will coordinate all sch
and installation with the general contractor upon receipt of the purchase order.
The installation shall include the following:
1. Physical positioning of the equipment.
2. Interconnection of the equipment.
3. Connection to the purchaser provided power facilities electrical receptacle outlets.
4. Connection to the telephone company local and SUNCOM service.
5. Connection to the purchaser provided paging, dictation, music -on hold equipment at th
Monday, May 24, 1999 9 9 _ 417 3:56 PM
SPECIAL CONDITIONS Page 15 of 24
connection block.
6. Connection of the ground wire from the single point ground on the MDF to the buildin
service entrance equipment enclosure and the distribution panelboard on the load side o
building floor distribution stepdown transformer.
7. Identification of all line, station, DSSBLF console, and other accessory equipment con
to the connector blocks provided by a wiring diagram schematic diagram, cable runnin
other approved manner.
8. Provide the power line surge protector to the purchaser's electrical contractor.
9. Connection of both ends of the interbuilding station cable shield and surge protector as
to ground.
10. Grounding and bonding of the unused inter -building cable pairs.
A system Interconnection Diagram is shown in attached specifications (Figure 1).
The purchaser shall be responsible for providing the required power facilities, sleeves, conduit
pull wire), raceways, pull boxes, wall outlet boxes, and plywood backboards for the telephone
equipment room, the apparatus closet room, and the satellite telephone apparatus closet room
stations may be installed. Other items required for the installation shall be negotiated between t
purchaser and the contractor prior to issuance of the purchaser order.
All wiring and cabling shall be installed in a neat and workmanlike manner and shall be in acc
with the National Electrical Code. The contractor shall be responsible for meeting all applicabl
electrical building and fire codes in routing and choice of cable. Trunks, station lines, attendant
and other equipment connections at the connector blocks shall be identified by a provided wiri
diagram, schematic diagram, or cable running list.
Drawings, if available, of the site and building(s) floor plan(s) showing in particular the locatio
telephone company service entrance, the telephone equipment room, the telephone apparatus cl
room, satellite telephone apparatus closet room, raceway and conduit, also present and future to
outlet boxes, may be obtained from the purchaser during the contractor's visit. The contractor s
specify any telephone apparatus closet room requirements to accommodate his system that exc
requirements given in the building drawings and this specification.
The power facilities will consist of 1) a telephone equipment power panel with a dedicated bra
circuit breaker (in the present or new power panel if necessary) to each electrical receptacle out
required by the vendor for the telephone and telephone auxiliary equipment, 2) telephone and t
auxiliary branch circuit electrical receptacle outlets, each wired to a dedicated circuit breaker in
power panel, 3) outlet boxes, conduit, and wiring for 1) & 2).
The contractor shall be responsible for providing the purchaser with a description of the require
facilities. A copy of the required power facilities shall be included in the bid response. The nee
the required power facilities shall be given on the "Schedule of Key Events" (see special Condit
Examination of Sites and Total System Responsibility).
At the discretion of the purchaser, the purchaser may direct the contractor to convey his power
requirements to a minimum of 3 licensed electrical contractors for written price quotations whi
be reviewed, awarded, and funded by the purchaser. Upon the successful selection of the electri
contractor, the PABX contractor shall direct and coordinate to insure the timely installation of t
electrical service in accordance with the Schedule of Key Events. Should the purchaser elect to
coordinate the electrical installation himself, he assumes the responsibility to meet the electrica
installation date specified in the Schedule of Key Events.
Upon successful completion of all electrical requirements, the PABX contractor shall notify th
purchaser, in writing, when the electrical contractor has completed his contractual obligation in
accordance with the PABX manufacturer's requirements for payment authorization. This notifi
Monday, May 24, 1999 9 0 417 3:56 PM
SPECIAL CONDITIONS
Page 16 of 24
does not constitute an inspection of the electrical contractor's performance.
The installation of the PABX system in a state office building managed by the Department of
Management Services and providing a Premise Distribution Wiring .System shall fully utilize t
existing PDWS, distribution, and station cable whenever possible. The baseline system shall co
with the PDWS cable by means of PDWS modular patch cables. The PABX system telephone
connect with the PDWS NO.24 AWG 4 pair station cable 8-position wall jacks with telephone
cord and modular plugs. The contractor shall be responsible to install the PDWS module patch
between the juniper side of the PDWS cable termination blocks and the PABX baseline system
provide dial tone to the telephone sets. The end of the modular patch cable that connects with t
baseline system will be provided with either modular plugs or fanned cable pairs according to t
of telephone service protector block and station block provided as part of the baseline system.
C.. Cutover
Subsequent to system installation and prior to checkout, the system shall be cutover and operati
maximum of two (2) working days except for delays "beyond the control of the contractor." Th
purchaser will specify the time and day for system cutover. The system shall be cutover within
working days of physical completion of the installation.
Working days, for the purposes of this bid, are defined to be 8:00 a.m. - 5:00 p.m., Monday thr
Friday, excluding State holidays. A cutover during other than working days as defined herein s
negotiated between the purchaser and the contractor prior to issuance of a purchase order. The
contractor shall coordinate the cutover with the regulated telephone company.
D. Checkout
Subsequent to cutover, the contractor shall be responsible for "checking out" the system to veri
is operating properly and performing in compliance with the equipment manufacturer's specific
and the attached specifications.
& Inspection
Within three (3) days after completion of checkout, the contractor shall notify the Information
Technology Program and provide a completed copy of the System Inspection Checklist. Withi
working days after receipt of the completed checklist, an on -site inspection will be performed b
purchaser or his appointed agent. If inspection reveals non-compliance, contractor will be give
(7) consecutive worVng days to correct problem areas. If corrections are not made, default pro
will follow. Upon satisfactorily completing this inspection, the purchaser shall notify the contr
performance period can commence and the contractor shall inform the purchaser in writing of t
performance period start date.
INFORMATION TECHNOLOGY PROGRAM INSPECTION
.At the discretion of the Information Technology Program or based on an agency's request, the
Information Technology Program representative may choose to inspect an installed and operational
system that, based on the vendor's report, has already passed inspection and is accepted. If the result
of the inspection determines that the system is not in compliance with the special conditions and
specification of this contract, the vendor will be contacted. The vendor will be given five (5) working
days from the time the vendor is notified to correct the problem areas and submit a new completed
System Inspection Checklist. The vendor will be accountable as the owner of the system from the
date of installation of the system to the date that the problem is resolved. A new performance period
is.established and warranty will start after the system is accepted. The purchaser will be reimbursed
for all related repair charges. Further, the Information Technology Program will be reimbursed in the
amount of $600.00 by the vendor for each inspection that results in failure to pass the installation
spedification.
Monday, May 24, 1999 ' 9 9 - 417 3:56 PM
SPECIAL CONDITIONS
Page 17 of 24
INTERFACE REQUIREMENTS
Contractors are responsible for identifying and resolving any system interface requirements that may
be necessary to connect and satisfactorily operate the system with the regulated common carrier
dialed switched network, Centrex, and Private Line Service including the State of Florida CCSA
SUNCOM Network, the purchaser's PABX, and the purchaser's peripheral equipment. All interface
-problems are the responsibility of the contractor and should be discovered and resolved during the
checkout period.
FINAL CLEANUP
Upon completion of the work, the contractor shall reconnect any utilities, equipment, or appliances
removed in the course of work and replace all furniture, etc., moved for the performance of the work.
Debris and rubbish caused by the work shall be removed and the premises left clean.
PERFORMANCE PERIOD
A performance period of ten (10) consecutive days of successful operation after system cutover and
checkout shall constitute a successful performance period.
If a malfunction or an interface problem occurs, the contractor will evaluate the cause and remedy
.the problem. If purchaser is satisfied with the contractor's remedy, contractor will be allowed to
continue the performance period as if no interruption had occurred. If not, contractor must restart the
performance period.
The' contractor shall inform the purchaser and the Information Technology Program through their
certified system checklist of the completion of a successful performance period and inquire if there
are any additional problems. (Any additional problems shall be resolved to the satisfaction of both
the purchaser and the contractor before the system is deemed "accepted.") If there are none, the
system shall be deemed "accepted" by both the purchaser and the contractor, and the contractor shall
submit his invoice to the purchaser.
If a successful performance period cannot be accomplished within thirty (30) consecutive calendar
days after system cutover, the purchaser reserves the right to find the contractor in default.
If the contractor is found in default, he shall remove his system equipment at no cost to the
purchaser, the performance bond shall be forfeited, and the cost of reprocurement assessed.
INSTRUCTION MANUALS AND PAMPHLETS
Two-(2) sets of instruction manuals, attendant console user guide pamphlets, and station user guide
pamphlets for all equipment purchased shall be provided to the purchaser. Additionally, a station and
console user guide pamphlet shall be provided to the purchaser for each station instrument and
attendant console purchased, respectively. The instruction manuals shall be sufficient to permit the
purchaser's personnel to operate and program the equipment.
Within 20 days of notice of award by the Division of Purchasing, (2) sets of instruction manuals,
console user pamphlets, and station user pamphlets and two sets of Technical Documentation shall
be provided to the Information Technology Program for all equipment which the contractor has
received an award, except as noted under Evaluation/Award. The cost of the manuals and pamphlets
Monday, May, 24, 1999 9 n _ d1 3 :56 PM
SPECIAL CONDITIONS
Page 18 of 24
shall -be included in the cost of the equipment.
The instruction manuals shall contain, but not be limited to:
A. A section defining the capabilities of the equipment (specifications).
B. A general section describing the technical operation of the equipment.
C. A section pertaining to station user instructions.
D. A section pertaining to procedures or instructions which the attendant console user must follow
E. System installation.
F. ' All revision information pertaining to the contractors equipment shall be supplied to the purcha
to the Division of Purchasing at no additional cost as it becomes available. (This includes corre
the instruction manual, etc.)
TRAINING
The contractor shall provide on -site training to the purchaser's personnel on the operational use of the
features of the system and the use of all the purchased equipment. The cost of training shall be
included in the cost of the equipment. One copy of the training material shall be submitted to the
Information Technology Program at no additional cost. The Information Technology Program, shall
be notified prior to training and may participate in training at its discretion. Training shall be as
follows:
(A) Two (2) Weeks Prior To Cutover - One session of a minimum of four (4) hours to certa
personnel of the purchaser.
(B) One (1) Week Prior To Cutover - Group sessions for a maximum of 15 people, two (2)
each, to the purchaser's personnel conducted by both the contractor and the purchaser's
personnel.
(C) Day of Cutover - On -site availability of one representative of the contractor between 8:
and 5:00 p.m. to provide any required assistance to the purchaser's personnel.
The. contractor shall provide all material and equipment necessary to perform the training and shall
utilize actual equipment.
TECHNICIAN TRAINING
The contractor shall make available factory training for purchaser's technical personnel covering all
aspects of equipment technical operation, installation, programming, administrative functions,
maintenance and trouble shooting, and attendant operating procedures. Technician training may be
purchased at any time during the contract period. The cost of technician training shall include the
cost of a set of the necessary equipment manuals.
The contractor shall provide manufacturer's technical training for each configuration bid (if different
systems are bid) for two of the Information Technology Program engineering staff. The cost of this
technical training shall be borne by the contractor and be a part of the bid proposal.
PROGRAMMER TRAINING
The contractor shall make available programming training to the purchaser's personnel assigned to
make software changes to station operational features and obtain listings of the system configuration.
The cost of the programming training shall include a set of the necessary equipment manuals.
Monday, May 24, 1999 9 9 - 41 "1 3:56 PM
SPECIAL CONDITIONS
Page 19 of 24
ADDITIONAL SERVICES AND HARDWARE
During the contract period and a purchased follow-on maintenance agreement period, the contractor
-shall provide additional services riot covered by warranty or follow-on maintenance. Such services
shall include all software programming associated with moves, changes, relocations, and feature
changes of station terminals equipment, station wiring, and telephone service lines. The contractor
.shall'be responsible for identifying and coordinating the supporting service required of the regulated
telephone company; however, the purchaser shall order the services required of the telephone
company. Services requiring programming of software existing in the system only shall be completed
within three (3) working days following the day the service is requested. The additional services
requiring software shall be operational within 30 consecutive calendar days after receipt of the
purchase order.
The price for additional services shall be on a per occurrence basis (fixed price or cost per hour).
These services may be purchased at any time during the contract period and during a purchased
follow-on maintenance agreement.
Additional hardware required during the contract period (i.e. station terminal equipment, PABX
.printed circuit card modules -wiring, hardware, etc.) ordered after installation of the baseline system
(or ordered without having ordered a baseline system) shall be purchased at the contract price plus a
"trip charge," for each trip necessary for its installation. The contractor shall inform the purchaser as
to the number of trips that will be necessary to complete the work required of the purchase. The
purchaser and contractor shall attempt to consolidate purchases to minimize the number of "trip
charges" necessary. Additional hardware shall be operational within 30 consecutive days after receipt
of purchase order. If hardware is purchased and delivery and installation is deemed unnecessary (by
the.purchaser), the equipment shall be mailed to the purchaser at no additional charge and the trip
charge will not apply.
Upon the expiration of the warranty period and annually, thereafter, until the purchase of additional
services is terminated, the contractor shall provide the purchaser one copy of an up-to-date record of
the status of the operational service features including all additions, moves, changes and
relocations. Additionally, one copy of other records that define system hardware configuration shall
also be provided. Such records shall include the correlation of station, rule, and attendant console
numbers to printed circuit card modules and their slot location within the PABX switch.
SOFTWARE RECONFIGURATION SERVICES
During the warranty and follow-on maintenance periods when additional features necessitate
reprogramming of the system with a new software package, the contractor shall provide this service
within 15 working days of request. The price for these software reconfiguration services shall be on a
per occurrence basis independent of the type and quantity of features ordered.
SOFTWARE LICENSE
Bidder shall grant to the customer a non-exclusive/non-transferable license to use all software
procured from the contract resulting from this Invitation To Bid. Use of this software is subject to the
following provisions:
1. Copyrighted software provisions are contained in the General Condition entitled "Patents and
2. Title to the software shall remain with the titleholder.
Monday, May 24, 1999 v rj 3:56 PM
SPECIAL CONDITIONS
Page 20 of 24
3. Customer may reproduce one (1) copy of each diskette based software package procured that is
protected, for archival and backup purposes only. Copyright and any proprietary notices shall b
included on the backup copies.
4. Software that is provided on diskette for user work stations shall be supplied as one (1) copy pe
station ordered, unless site licenses or volume discounts have been offered by the bidder and so
by the customer.
5. Software that is provided on the system and is down loaded to workstations, shall include a bac
copy with documented procedures for reloading in event of software becoming unuseable by ei
system malfunction or operator error.
6. Software updates or enhancements shall be made available to the customer in accordance with
Special Condition entitled "Addition/Deletion/Change".
7. Bidder shall provide for exchange of software provided on copy protected diskettes in event th
distribution diskette is rendered unusable through either operator error or system malfunction.
of software shall not include operator attempts to copy protected software.
8. Bidder shall indicate on the software pricing sheets if there is any cost associated with items 4 t
above.
'9. The customer shall be responsible for: a) software selection to achieve the customers intended r
b) use thereof; and c) all results obtained there from.
10. Software may be used on only the single central processing unit (CPU) or system configuration
which the software was acquired. The software may be used on another single CPU or system
configuration on a temporary basis when the primary CPU or system are inoperable due to har
failure.
11. Customer shall not make the software available in any form to third parties. Only the customer'
employees directly concerned with the licensed use of the software, shall have access to the sof
12. Contractor shall retain the option to terminate software licenses granted in accordance with this
and require return of the software and all copies thereof if the customer fails to comply with th
provisions.
13. Customer shall not reverse assemble or reverse compile licensed software in whole or in part.
14. Bidder shall warrant the media on which the software is furnished, to be free from defects in in
and workmanship under normal use for a period of 90 days from date of receipt by the custome
15. Software that is bid on as "AS IS" basis does not include any warranty of performance or qualit
that the media warranty included within this section shall apply. This type of software if bid sh
specifically identified on the price sheets.
16. - Software documentation may not be copied without the express prior written approval of the bi
titleholder as may be appropriate.
SECURITY DEVICES
Bidders are to identify and price all available optional or installed security devices, such as key locks,
plastic card readers, etc., on price sheets.
MAINTENANCE
The contractor shall provide the necessary labor and transportation to maintain the system in
compliance with the equipment manufacturer's specifications and the specifications contained herein
during the warranty period (see also Special Conditions -Purchase Provisions). The price of the
warranty period maintenance shall be included in the price of the baseline system and each
accessory, optional equipment, and other operational service feature and equipment.
Monday, May 24, 1999 9 9 _ 417 3:56 PM
SPECIAL CONDITIONS
Page 21 of 24
A first year follow-on maintenance agreement beginning at the end of the warranty period shall be
bid as a monthly rate for the baseline system, all accessories, optional equipment, and other
operational service features and equipment. The bidder is requested to bid follow-on maintenance
prices for the second, third, and fourth years of follow-on maintenance. During the follow-on
maintenance period, the contractor shall provide the necessary labor, parts, materials, and
tain the system in compliance with the equipment manufacturer's specifications
'and the specifications contained herein.
A follow-on maintenance agreement may be purchased at any time during the contract period.
.Purchasing a follow-on maintenance agreement is at the option of the purchaser for all or a portion of
the total equipment. The contractor shall notify the purchaser 30 days before the contract expires that
follow-on maintenance should now be ordered if desired.
Maintenance shall be provided as follows:
A. Preventive Maintenance
The contractor shall provide preventive maintenance as specified by the equipment manufactur
'13. Trained Personnel
The contractor shall provide telephone equipment personnel trained and certified by the equip
manufacturer as qualified to service the equipment.
C Response
In the event of equipment malfunction during warranty and follow-on maintenance agreement
the contractor shall respond to service calls and initiate on -site repair service within four (4) w
hours after notification of equipment malfunction. In the event that on -site repairs are not possi
will exceed eight (8) working hours after notification of equipment malfunction, the contractor
provide, at the purchaser's request, and at no additional cost to the purchaser, like equipment wi
sixteen (16) working hours after notification of equipment malfunction on a loan basis until rep
completed.
Working hours, for the purpose of this bid, are defined to be those hours contained in a normal
(8:00 a.m. - 5:00 p.m.) Monday through Friday, excluding state holidays.
All equipment which cannot be repaired on -site shall be transported at contractor's expense to a
the service station.
If equipment is not repaired within three (3) working days after notification of equipment malf
the contractor shall advise the purchaser, in writing, why the equipment has not been repaired,
equipment will be repaired, and when the equipment will be returned to the purchaser.
D.'• Common Carrier Interface
The contractor shall ne responsible for determining if problems in system operation are the faul
regulated telephone common carrier and coordinate all services required. The contractor shall p
any charges from the regulated common carrier to the purchaser when the problem has ultimate
found to be the fault of the contractor's system, as long as the contractor has been notified prior
notification of the regulated common carrier.
E: Spares
The contractor shall maintain a stock of repair replacement parts for all equipment purchased u
contract resulting from this bid.
A parts inventory, sufficient to keep equipment purchased under this contract in operational co
for a minimum of seven (7) years after equipment acceptance, shall be maintained.
F. Service Network
Monday, May 24, 1999 9 9 r 3:56 PM
SPECIAL CONDITIONS Page 22 of 24
Bidder shall have in existence at the time of bid and shall maintain during the term of this contr
network of factory authorized service stations within the State of Florida to perform warranty s
and follow-on maintenance repairs and adjustments. The service network shall, as a minimum,
of one (1) service station in each of the four (4) service areas identified on the attached map (A
C).
A complete list of authorized service stations, including mailing addresses and telephone numb
be submitted as part of the bid response (Appendix E). Should the service station not be owned
operated by the bidd*ar, a signed statement from each service station sub -contractor verifying th
association with the bidder, and their willingness to comply to the service conditions of this bid
entire service area shall accompany each bid.
G. Service Station Responsibility
The service station shall be responsible for repair and return of equipment and keeping the pure
fully informed of progress whether repairs are made at the service station, factory, or other auth
location.
MAINTENANCE, OPTIONAL FOLLOW-ON PLAN A (MONDAY THROUGH SUNDAYS,_
STATE HOLIDAYS, 8:00 A.M. TO 5:00 P.M.)
All maintenance requirements previously delineated in Special Conditions - Maintenance shall apply
except for the following modifications to Section C:
In SECTION C, the second paragraph, change "Monday through Friday, excluding state holidays" to
"Monday through Sunday (seven days per week), including state holiday." Optional Follow-on
Maintenance Plan shall be bid as a percentage (%) increase over the standard (Monday through
Friday) follow-on maintenance costs as delineated in Special Conditions - Maintenance.
MAINTENANCE, OPTIONAL FOLLOW-ON PLAN B (MONDAY THROUGH SUNDAYS,
HOLIDAYS, 24 HOURS COVERAGE)
All maintenance requirements previously delineated in Special Conditions - Maintenance shall apply
except in Section C, in the first paragraph the work "working" will be deleted. The second paragraph
shall be deleted and replaced with the following:
Hours of service (for Optional Maintenance Plan B) will be 24 hours per day, seven days per week,
365 days per year (including all State holidays).
Optional Follow-on Maintenance Plan B shall be bid as a percentage (%) increase over the standard
(Monday through Friday) follow-on maintenance costs as delineated in Special Conditions
Maintenance.
EXISTING WIRE AND CABLE
Should purchaser determine that the existing infra and/or interbuilding wire or cable is in good
working condition and is in compliance with local building and fire codes, purchaser may decide to
utilize said wire with equipment procured from this contract. Under these circumstances, the
contractor making the initial site inspection (see Special Conditions - Examination of Sites) shall
advise the purchaser of any objections to this proposed action. Any disputes shall be resolved (with
the assistance of the Information Technology Program if necessary), prior to the issuance of the
purchase order. Should existing wire and/or cable be utilized, contractor shall still be responsible for
providing and installing the required hardware, the "buzzing out" of all wire or cable pairs, and
Monday, May 24, 1999 9 n _ 417 3:56 PM
SPECIAL CONDITIONS
Page 23 of 24
terminating and crossconnecting all utilized pairs appropriately (See 3.25.3) to complete a turn -key
system. The contractor shall provide the cost per hour or cost occurrence to -test and buzz out existing
cable wire.
EXISTING EQUIPMENT
Should the purchaser determine that the existing telephone equipment should be removed, the
"contractor shall provide the cost per hour to remove the equipment.
TRADE-INS
Contractor may, at the discretion of the ordering agency, be required to accept trade-ins under the
contract resulting from this bid. At no time shall the monetary allowance for trade-ins be less than
the current market value or salvage value, whichever is greater. The contractor shall determine the
value of the trade-ins except that all State agency trade-in transactions must comply with the Bureau
of Surplus Property Rule Number 13F.
SUMMARY OF TOTAL SALES
Summary information shall be provided each calendar quarter to the Division of Purchasing and shall
include as a minimum the following information for each sale, including moves and changes made
under this contract:
A. Identity of Purchaser
B. State Contract Number
C. Configuration Number
D. Model Number of System Sold
E. Quantity of Station Voice Terminals (Analog and Digital)
F. Quantity of Station Data Terminals Interface Units
G. Total Price
H. Total Sales Volume per Quarter
I. Total Contract Sales Volume to Date
Failure to provide this information within thirty (30) calendar days following the end of each quarter
may result in the contract supplier being found in default.
INTERNET HOME PAGE
The Contract resulting from this bid will become a public document. The State of Florida, Division
of Purchasing (DOP) is using the Florida Communities Network (FCN) on the Internet World Wide
Web (WWW) to distribute State Tenn Contracts and product information to eligible users and other
interested entities who may subscribe to this service and pay the appropriate access fee.
While•not required at this time, each CONTRACT VENDOR is encouraged to develop and maintain
a HOME PAGE on the Internet WWW. The Home Page must be compatible with the most recent
version of browser software being used by the Division of Purchasing. As of the writing of this
solicitation, Netscape Navigator 3.0 is the DOP browser standard. The DOP intends to upgrade to
new browser versions as they become available and fully tested, at its discretion.
Then Universal Resource Locator (URL) for the INTERNET HOME PAGE must be listed in the
Monday, May 24, 1999 3:56 PM
99 - 41'7
SPECIAL CONDITIONS Page 24 of 24
space provided on the Ordering Instructions page of the bid.
EVALUATION/AWARD
Award shall be by manufacturer's brand statewide on a multiple or a single award basis, as
determined solely by the Division of Purchasing to be in the best interest of the State of Florida. If
the same manufacturer's brand is bid by more than one bidder, only the lowest bid shall be
considered for an award. All other provisions of Awards Paragraph, General Conditions, shall
prevail.
The only companies/brands to be considered for award are the following, recommended under Tier I
by the Gartner Group: Lucent Technologies /aka/ AT&T, Northern Telecom, and Siemens
Communications /aka/ Siemens -Rolm. No other companies or brands will be considered.
Monday, May 24, 1999 9 9 _ 417
3:56 PM
Specification NO: 730-650 Page 1 of 9
Specification NO: 730-650
Effective
Date: 8-20-96
SPECIFICATIONS
TELEPHONE SYSTEMS, PRIVATE AUTOMATIC BRANCH EXCHANGE
COMMODITY
NUMBER(S): See Paragraph 1.0
1.0 SCOPE AND CLASSIFICATION
This specification covers Private Automatic Branch Exchange (PABX) Telephone Syste
four (4) configuration sizes with simultaneous voice and data applications as follows:
CAPACITY
SIMULTANEOUS
VOICE & DATA CONFIGU-
CHAR.GE RATION COMMODITY
SIZE APPLICATION NUMBER NUMBER
A. 100 Station 10% 1 730-650-100
Lines
B. 200 Station 10% 2 730-650-200
Lines
C. 500 Station 10% 3 730-650-300
Lines
D. 1000 Station 10% 4 730-650-400
Lines
Simultaneous voice and data applications shall be defined as the percent of the station li
having both voice terminal and data terminal equipment operation simultaneously.
2.0 APPLICABLE PUBLICATIONS AND STANDARDS
The following publications and standards of the current issue on the date of Invitation to
shall be a part of this specification. In the event of inconsistencies between this specifica
these publications and standards, the requirements of this specification shall take preced
Federal Communications Commission Rules and Regulations
Application for copies should be addressed to:
Federal Communications Commission
Washington, D.C. 20554
Applicable Manufacturer's Instructions and Standard Practices
Electrical Industries Association Standards
EIA RS-232 Interface Between Data Terminal Equipment and Data Communi
Equipment Employing Serial Binary Data Interchange
Monday, May 24, 1999 -
4
17 4:08 PM
Specification NO: 730-650
Page 2 of 9
EIA RS-464 Private Branch Exchange (PBX) Switching Equipment for Voice
Applications
Application for copies should be addressed to:
Electronic Industries Association
Engineering Department
Standard Sales Office
2001 Eye Street, NW
Washington, D.C. 20006
National Electrical Code
Application for copies should be addressed to:
National Fire Protection Association
470 Atlantic Avenue
Boston, Massachusetts 02210
American Telephone and TeleQrat9h Comnanv
Notes on the Network
Application for copies should be addressed to:
Western Electric Company, Incorporated
Commercial Sales
Post Office Box 20046
Greensboro, North Carolina 27420
Technical Reference Private Line Interconnection - Voice Application PUB 43201
Application for copies should be addressed to:
Publishers Data Center, Inc.
Post Office Box C 738
Pratt Street Station
Brooklyn, New York 11205
Institute of Electrical & Electronics Engineers Standards
ANSIIIEEE, C62.41 - 1980 IEEE Guide for Surge Voltages in Low Voltage AC Power
Application for copies should be addressed to:
IEEE Service Center
445 Hoes Lane
Piscataway, New Jersey 08854
Code of Federal Regulations
Title 47-Telecommunications,
Part 68-Connection of Terminal Equipment to the Telephone Network
Application for copies should be addressed to:
Superintendent of Documents
U.S. Government Printing Office
Washington, D.C. 20402
Underwriters Laboratories Standards
UL 1449 Standard for Transient Voltage Surge Suppressor
UL 497A Standard for Secondary Protectors for Communications Circuits
Application for copies should be addressed to:
Underwriters Laboratories, Inc.
Monday, May 24, 1999 9 9 - 417 4:08 PM
Specification NO: 730-650 Page 3 of 9
333 Pfingsten Road
Northbrook, Illinois 60062
REA Telecommunications Bulletins
REA 345-50 PE-60 Specification for Trunk Carrier Systems
REA 345-83 PE-80 Specification for Gas Tube Surge Arresters
Application for copies should be addressed to:
Superintendent of Documents
U.S. Government Printing Office
Washington, D.C. 20402
3.0 REQUIREMENTS
3.1 General: The system described herein shall be a digital Private Automatic Branch Excha
System (PABX) that shall provide non -blocking simultaneous voice and data switching
transmission. The system shall provide access to the regulated telephone common carrie
exchange network, Common Control Switching Arrangement (CCSA) private networks,
private line service.
The system shall be compatible and operate properly with general exchange and private
services offered by the regulated telephone common carrier and other telephone carriers.
general exchange services shall be two wire and four wire exchange trunks (one-way out
one-way inward, two-way combination), foreign exchange (FX), Direct Inward Dialing
WATS, and 800 service. Such private line services shall be tie -trunks (two wire, four wi
off -premise station (OPS), Direct Inward Access Trunk, Common Control Switching
Arrangement (CCSA) SUNCOM access lines, T1 span lines, and ISDN trunks. The syst
provide voice only calling, data only calling, and simultaneous but independent voice an
calling. The system shall be transparent to the connection and operation of data terminal
equipment of the same code, protocol, and transmission method, without the use of mod
data transmission speeds up to 64 Kbps for station -to -station simultaneous voice and dat
The system shall support data transmission speeds up to 4.8 Kbps asynchronous and syn
for data calls with the dial -up exchange network and up to 9.6 Kbps asynchronous and
synchronous with private line analog facilities using modem pooling. Data terminal equi
shall connect to a station line through a data terminal equipment interface adapter unit c
to a proprietary telephone where a simultaneous voice and data application is required a
data terminal equipment interface unit where a data only application is required. Data ter
equipment may also be connected through a data terminal equipment interface unit to th
station line as a telephone where a simultaneous voice and data application is required a
terminal equipment interface adapter unit is not provided.
The voice terminal equipment shall be the standard generic analog Type 2500 telephone
a flash button, analog single and multiline telephones with fixed/programmable buttons,
proprietary single line and multiline appearance telephones with feature buttons utilizing
or analog transmission through the station line to the PABX switch.
The data terminal equipment shall be purchaser provided equipment such as personal co
printers, word processors, minicomputers, host computer front end, and other ASCII, E
etc., coded asynchronous and synchronous data terminal equipment.
The system shall have provision that enables connection to purchaser provided terminal
peripheral equipment such as IA2 and electronic key telephone systems, dictation,
music -on -hold, radio pocket paging, external voice paging, and station message detail ac
equipment.
The PABX telephone switch shall be in accordance with EIA Standard RS-464.
Monday, May 24, 1999
4:08 PM
99 -- 417
Specification NO: 730-650
Page 4 of 9
The system shall consist of:
A. A baseline system consisting of
1.
A baseline telephone PABX Switch with a baseline operational service f
generic program and a simultaneous voice and data switching capability
2.
Attendant Console(s)
3.
Main Distribution Frame (MDF) Wire, Cable, and Hardware (connecting
Telco Network Demarcation Point Plugs, etc.)
4.
Telephone Service Surge Protector Modules and Protector Module Bloc
5.
Power Line Surge Protector
B. Accessories and Features (See Section 3.25)
1.
Voice Terminal, Single Line Telephone, (VTSL) Generic 2500 Type Pus
Flash, Analog with Fixed/Programmable Buttons, and Proprietary or
Non -Proprietary with Function Buttons, Digital or Analog (See Section
2.
Voice Terminal, Multi Line Appearance Telephone (VTMLA), Analog
Fixed/Programmable Buttons. Proprietary with Function Buttons, Digita
Analog (See Section 3.25.2)
3.
Station Wiring (See Section 3.25.3)
4.
Additional PABX Station Modules (See Section 3.25.4)
5.
Additional PABX Trunk Modules (See Section 3.25.5)
6.
Additional MDF Trunk Wiring (See Section 3.25.6)
7.
Additional MDF Station Wiring (See Section 3.25.7)
8.
Additional Attendant Console(s) (See Section 3.25.8)
9.
Attendant Console Wiring (See Section 3.25.9)
10.
Terminal Equipment Data Interface Adapter Units (See Section 3.25.10)
Specification No.: 730-650
11.
Terminal Equipment Data Interface Units (See Section 3.25.11)
12.
Other Equipment (See Section 3.25.12)
13.
Additional Software Operational Service Features (See Section 3.25.13)
14.
Administrative Equipment (See Section 3.25.14)
15.
Direct Digital Interface (T1) Equipment (See Section 3.25.15)
16.
Intercept Announcer Equipment (See Section 3.25.16)
17.
Music -On -Hold Interface Equipment (See Section 3.25.17)
18.
Power and/or Common Control Failure Transfer Equipment (See Section
19.
Remote Administration Interface Equipment (See Section 3.25.19)
20.
Remote Testing Interface Equipment (See Section 3.25.20)
21.
Speakerphone Equipment (See Section 3.25.21)
22.
Traffic Measurement Recording Equipment (See Section 3.25.22)
23.
Voice Paging Access Interface Equipment (See Section 3.25.23)
24.
Modem Pooling Equipment (See Section 3.25.24)
25.
Additional Length of Trunk Feeder Cable (See Section 3.25.25)
A schematic
diagram of the system interconnection is shown in Figure 1.
3.11.1 . Optional Features and Equipment: The following may be bid as optional features and eq
to the system. They are not a part of the system requirements and will not be used in the
evaluation (See Section 3.26),
1. Optional Software Operational Service Features (See Section 3.26.1)
Monday, May 24, 1999
99- 4i"'1 4:08PM
7'
Specification NO: 730-650
2.
3.
4.
5.
6.
7.
8.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
16A.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
29A.
30.
Monday, May 24, 1999
Page 5 of 9
Automatic Trunk Testing Equipment (See Section 3.26.4)
Dictation Access Interface Equipment (See Section 126.5)
Radio Pocket Paging Access Interface Equipment (See Section 3.26.6)
Redundancy Equipment (See Section 3.26.7)
Station Message Detail Accounting Equipment (See Section 3.26.8)
Unintemiptible Power Supply (UPS) (See Section 3.26.9)
Voice Mail Equipment (See Section 3.26.10)
FIGURE 1
Purchaser Provided Power Facilities
Powerline Surge Protector
Power Cord
Telco Provided Network Demarcation Point Jack
Demarcation Point Plugs
Telephone Service Surge Protector Module Block and Modules
Trunk Connecting Block
Station Connecting Block
MDF Trunk Feeder Cable, 9A. MDF Wire and Cable
Purchaser Provided Plywood Backboard in Telephone Equipment Room, or Con
Provided Stand -Alone MDF Frame
Single Point Ground
Contractor Provided Ground Wire
Interbuilding Cable Surge Protector Module Block and Protector Modules
Multipair Interbuilding Cable
Purchaser Provided Plywood Backboard in Telephone Apparatus Closet Room
Four (4) Pair Station Cable
Modular Telephone Wall Jack Assembly
Multipair Distribution Cable
Distribution Connecting Block
Voice Terminal, Generic, Analog, Type 2500
Voice Terminal, Proprietary, Multiline, Singleline, Non -Proprietary Singleline.
Data Terminal Equipment Interface Adapter Unit
Purchaser Provided Data Terminal Equipment
Voice Terminal, Analog, Multiline, Singleline
Data Terminal Equipment Interface Unit
Purchaser Provided Key Telephone Equipment
Purchaser Provided Paging, Dictation, Music -On -Hold Equipment & Wiring
Attendant Console
Accessory Equipment
Modem in a Modem Pool Loop
Twenty -Five (25) Pair Station Cable
Ribbon Jack for Key Equipment
4:08 PM
9�9- 41"7
Specification NO: 730-650 Page 6 of 9
31. RS232 Interface
32. Optional Equipment
33. Contractor Provided Ground Wire
34. Purchaser Provided Plywood Backboard in Far End Building
3.1:2 Technical Documentation: All equipment bid must meet or exceed all conditions and
specifications of the invitation to bid (ITB).
When technical documentation is required by this ITB, its purpose is to demonstrate co
of the equipment bid with applicable technical requirements of this ITB and to allow tec
evaluation of the equipment. The submittal of the following technical documentation is
requirement of this bid, except as noted under "Evaluation/Award".
A. System Description Specification Manual(s)
B. Installation and Maintenance Manual(s)
C. Feature Description Manual(s)
D. Programming Manual(s)
E. Station and Console User Guides
F. Wire and Cable Specification Sheets
G. Accessory Equipment Specification Manual(s)/Pamphlet(s)
H. Optional Equipment Specification, Manual(s)/Pamphlet(s)
1. Other Equipment Specification, Manual(s)/Pamphlet(s)
J. Specifications of equipment offered as a brand name alternate.
K. Specifications of surge protectors, and UL Test Results and UL Listing Report if
necessary.
All technical manuals shall be supplied in loose leaf binders. The sentence and paragrap
structure used in such manuals shall reflect conventional English usage. Vendors who pr
equipment manuals translated from a language other than English shall state their intern
for review of such documents to ensure clarity. Manuals intended to provide instruction
programming the PABX from a Maintenance Administration Terminal (MAT) shall be
down into complete stand-alone instructions; i.e. no prior knowledge of other required
programming steps should be required. All manuals shall be supplied complete with no
requirement for the purchaser to assemble the manual, insert revision pages or any simil
Two (2) copies of the required technical documentation shall be provided with the bid, e
noted under "Evaluation/Award".
If Technical Documents is required the Technical literature reference sheet (Appendix G
be completed by the bidder and reference the technical manual(s), page(s), and paragrap
will verify the equipment bid meets or exceeds specification for each specified section. I
technical documentation is at variance with the technical requirements, the bidder shall
written explanation that clarifies the variance and explains how the system will meet the
specifications.
Individual specifications and requirements must be addressed; a general statement such
"complies with all requirements" is not acceptable. The clarification letter shall be signe
Engineering or Marketing Manager (or equivalent or superior title).
Note: If miscellaneous equipment to be supplied by the vendor is to be the same
specified in the bid specifications, (i.e. make, model, part number and
manufacturer are identical), no technical documentation is required for th
equipment.
Example: XYZ Connector Block (technical documentation required to show equiva
Monday, May 24, 1999 9 _ r1 4:08 PM
1•
Specification NO: 730-650 Page 7 of 9
Tetrad TRD 560 Bus Bar Assembly (no technical documentation required
3.2 Configuration
3:2.1 Capacity: Each system configuration shall have the capacity to accommodate a minimu
station lines, trunks, consoles, and the percent of stations with both voice terminals and
equipment operating simultaneously as given below.
STATIONS WITH
SIMULTANEOUS
CONFIGU- STATION ATTENDANT VOICE & DATA
RATION LINES CONSOLE (PERCENT)
1 100 1 10%
2 200 2 10%
3 500 4 10%
4 1000 6 10%
A station line shall be a communication path capable of carrying voice only, data only, a
and data simultaneously. The sizing of the PABX for station line capacity is based upon
percent of the station lines carrying voice and data simultaneously.
The sizing of the PABX for trunk capacity shall be based upon the following trunk types
minimum quantities of each:
CENTRAL DIRECT
CONFIGU- OFFICE -IN- 4 WIRE
RATION LS/GS* DIAL E&M TOTAL
1 12 12 12 36
2 20 16 20 56
3 44 32 40 116
4 76 60 72 208
*Ground Start or Loop Start
A port oriented PABX bid with a port capacity to meet the station and trunk capacity
requirements of this section shall ensure that the port capacity has included other feature
also occupy a port, such as attendant consoles, conference trunks, tone receivers, etc.
3,2.1..1 ISDN: The PABX shall provide an NT12 termination for an ISDN trunk. An NT12 term
defined as a termination which includes NTl (Local Loop Terminator) and NT2 (Custo
Premises Switching Equipment). Bidders shall list as options, with prices, all TE1 (ISD
Terminal Equipment) and TA (ISDN Terminal Adapter Equipment) which the bidder is
to supply. The cost of the ISDN NT12 termination shall be priced separately in order tha
agencies may delete it if not needed.
12.1.2 T1 INTERFACE: The PABX shall provide an interface for a central office T-1 trunk. T
feature shall enable the purchaser to replace analog central office trunks. Bidders shall p
feature separately in order that it may be deleted if not needed.
3.2:2 . Equipped: The baseline system for each configuration shall be equipped with demarcati
plugs (Number 5 in Figure 1), a telephone service surge protector module block includin
protector modules (Number 6 in Figure 1), trunk connecting blocks (Number 7 in Figure
station connecting blocks (Number 8 in Figure 1) for the capacities bid in compliance wi
Section 3.2.1.
The voice terminal station lines shall be digital or industry standard analog. The baselin
shall be equipped with the following quantities of station lines, trunks, and attendant co
DIGITAL/ANALOG CENTRAL ATTEN-
Monday, May 24, 1999
99— 4i"d
4:08 PM
Specification NO: 730-650
Page 8 of 9
CONFIGU-
VOICE TERMINAL
OFFICE TWO-WAY
DANT
RATION
STATION LINES
TRUNKS (VARIOUS)
CONSOLES
1
50
12
1
2
100
20
1
3
200
32
1
4
500
68
2
The baseline PABX shall be expandable to the capacity requirements of Section 3.2 as d
in Section 3.3.
The demarcation point plugs shall provide for six (6) pin connections per 4 wire E&M tr
the remainder two (2) pin connections per trunk utilizing USOC RJ21X, RJ2EX, RJGX,
RJ21LX connections to the telephone network.
The telephone service surge protector block including the protector modules shall provi
three (3) protector modules per 4 wire E&M trunk and the remainder one (1) protector
per trunk.
The trunk connecting blocks shall provide for three pair connections per 4 wire E&M tr
the remaining trunks are (1) pair connection.
Station connecting blocks shall have the capacity to provide for the connection of four p
station wiring for each station. The station connecting blocks shall also have the capacit
required by the operational service features that require the connection with purchaser pr
peripheral equipment.
The trunk and station connecting blocks shall have the capacity to accommodate the ma
quantity of trunk -to -station power failure transfers provided by this operational service f
The connecting blocks and the telephone service surge protector block shall be located o
purchaser provided plywood backboard which serves as the MDF. The plywood backbo
(Number 10 in Figure 1) and the PABX switch shall be located in the telephone equipm
Stand alone double -sided main distribution frames on which are mounted the protector b
and the connecting blocks may be provided. The demarcation point jack (Number 4 in F
will be located in the telephone equipment room a maximum of twenty-five (25) feet fro
PABX. Cost of MDF trunk feeder cable in excess of twenty-five (25) feet from the deco
point to the telephone service surge protector block shall be priced separately (See Secti
3.25.25).
State office buildings with Premise Distribution Wiring System may not have the demar
point jack located in the telephone equipment room. In this case, the telephone service s
protector block will be patched to the PDWS termination block that contains central offs
service.
The baseline PABX shall be equipped with cabinets or modules, shelf carriers, processo
memories, switching networks, power supplies, etc., for the operation of the quantities o
stations, trunks, and attendant consoles bid in compliance with this section. The quantity
cabinets or modules or other "system building blocks" comprising the baseline shall be
required to contain the quantities required of this section. The baseline PABX shall be e
with a quantity of tone receivers, register/senders, etc., to meet the performance require
Section 3.6 for the equipped quantity of stations in this section.
Additional cabinets or modules, PABX station and trunk interface printed circuit cards,
printed circuit cards such as tone receivers and register/senders, to expand the baseline P
within the capacity of the system bid may be ordered to suit the purchaser's needs (See S
3.3, 3.25.4, 3.25.5, 3.25.12).
The cost of station equipment and station wiring beyond the station connecting blocks a
Monday, May 24, 1999 9 9 _ 417 4:08 PM
Specification NO: 730-650 Page 9 of 9
additional consoles and console wiring shall not be a part of the baseline system cost. H
the cost of these items shall be listed in the bid sheet as accessories (See Sections 3.25.1,
3.25.3, 3.25.8 through 3.25.11).
The quantity of trunks, station lines, and service to be activated at system cut -over shall
specified on the purchase order.
The modular system design of the PABX equipment bid in compliance with the capacity
requirements of Section 3.2.1 may or may not permit the installation of the optional red
equipment that provides this operational service feature.
If the redundant equipment cannot be installed within the baseline equipment without to
trunk and station capacity, then the redundant equipment shall also include any addition
cabinets, shelves, etc., to allow the baseline PABX to still be expanded to the bid capacit
3.2.3 Automatic Call Distributor: The baseline system shall be capable of accommodating an
99- 417
4:08PM
Lucent Technologies Inc http://tcn.stateAl.us/st_contracts/730650991/orderI hbn
Lucent Technologies Inc.
ORDERING INSTRUCTIONS
NOTE: ALL ORDERS SHOULD BE DIRECTED TO:
SPURS VENDOR NUMBER: F223408857-001
VENDOR: Lucent Technologies Inc. (A)
STREET ADDRESS OR P.O. BOX: 2536 Capital Medical Blvd.
CITY, STATE, ZIP: Tallahassee, FL 32308
TELEPHONE: 850-216-4010
TOLL FREE NO.: 1-888-287-7930
ORDERING FAX NO.: 850-216-2173
REMIT ADDRESS: 2536 Capital Medical Blvd.
CITY, STATE, ZIP: Tallahassee, FL 32308
WILL ACCEPT THE STATE OF FLORIDA PURCHASING CART)
PRODUCT
INFORMATION: DIRECT INQUIRY TO:
i
I of 2
b 4 1 7 5/24/99 3:08 PM
Lucent Technologies Inc
http://fcn.state.fl.us/st—contracts/73065099 I /order I.htm
NAME AND TITLE: Michael Weis, National Account Manager Gov't Markets
ADDRESS: 2536 Capital Medical Blvd.
CITY, STATE, ZIP: Tallahassee, FL 32308
TELEPHONE: 850-216-4010
TOLL FREE NO.: 1-888-287-7930
URL HOME PAGE ADDRESS:-http://www.lucentdirect.com/Florida
ELECTRONIC MAIL ADDRESS: hmweis(a,)lucent.com
9 9 - 417
2 of 2 5/24/99 3:08 PM
fla contact.html at www.luc( 'irect.com
Michael Weis
National Account Manager
2536 Capital Medical Blvd.
Tallahassee, FL 32308
phone: (850) 2164010
fax: (850) 216-2173
email: hmweisi�lucent.com
Marvin L. Williams
Purchasing Analyst
State Purchasing
Procurement & Contracts Management
4050 Esplanade Way, Suite 3151
Tallahassee, FL 32399-7016
Phone: (850) 488-8366, Suncom: 278-8366
Fax: (850) 488-5498
e-mail: william(-)dms.state.fl.us
Back
Page I of I
Monday, May 24, 1999 4
9944:Fm
AWARDED UNDER
STATE OF FLORIDA CONTRACT NO.730-650-99-1
ITEM: Private Automatic Branch Exchange (PABX)
Equipment
DEPARTMENT: Police
TYPE OF PURCHASE: Short Term
REASON: The Police Department's Communications
Section is upgrading its equipment in an effort to
ensure Y2K compliance. This section currently
uses a G31 phone switch coupled with a Call
Management System (CMS) to provide routing,
automatic call distribution, and data tabulation of
E-911 calls received at the Miami E-911 Call
Center. To ensure Y2K compliance, it will be
necessary to upgrade the G31. to a Risk Processor
and the CMS version 4 Software to Version 6.
RECOMMENDATION: It is recommended that award be made to Lucent
Technologies, awarded under State of Florida
Contract No. 730-650-99-1, in an amount not to
exceed $39,445.
Directo urch ng
Date
AwardUnderStateContracts
99 ` 417