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HomeMy WebLinkAboutResolution - 2005-R0110 - Contract For Long Distance Telephone Service - AMA Communications, LLC - 03_04_2005Resolution No. 2005-R0110 March 4, 2005 Item 38 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock a Long Distance Service Contract for long distance telephone service and any associated documents by and between the City of Lubbock and AMA Communications, L.L.C., a copy of which Long Distance Service Contract is attached hereto which shall constitute and be a part hereof as if fully copied herein in detail. Passed by the City Council this 4th day of March , 2005. ATTEST: Rebecca Garza, City Secretary APPROVED AS TO CONTENT: Yea*ood, Director of Information Technology Donald G. Vandiver, Attorney of DDres/AMAcommRes February 17, 2005 THIS AGREEMENT is made by and between the City of Lubbock located in Lubbock, Texas (hereinafter referred to as the "City") and AMA Communications, L.L.C. (hereinafter referred to as the "Contractor"). WHEREAS, the City requires long distance telephone service; and WHEREAS, the Contractor is qualified to provide long distance telephone service and desires to provide long distance telephone services to the City; and WHEREAS, the City desires to contract with Contractor to receive long distance telephone service; and NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Contract, the City and Contractor hereby agree as follows: ARTICLE I REPRESENTATIONS AND WARRANTIES A. Existence. Contactor is a limited liability company duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Corporate Power. Contractor has the corporate power to enter into and perform this Contract and all other activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Contract and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of the Contractor. This Contract constitutes legal, valid, and binding obligations of the Contractor and is enforceable in accordance with the terms thereof. D. Contractor. Contractor maintains a professional staff and employs, as needed, other qualified specialists experienced in telecommunication services, and are familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the activities contemplated hereby. E. Performance. Contractor will and shall conduct all activities contemplated by this Contract in a good and workmanlike manner, and comply with all laws, rules, and regulations, both state and federal, relating to telecommunications services, as contemplated hereby. If Contractor fails to Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 1 of 8 cure any such problems to the reasonable satisfaction of the City within seven (7) days of its receipt of notice from the City. F. Use of Copyrighted Material. Contractor warrants that any materials provided by the Contractor for use by City pursuant to this Contract shall not contain any proprietary material owned by any other party that is protected under the Copyright Act or any other similar law. Contractor shall be solely responsible for ensuring that any materials provided by Contractor pursuant to this Contract satisfy this requirement and Contractor agrees to hold City harmless from all liability or loss to which City is exposed on account of Contractor's failure to perform this duty. ARTICLE II SCOPE OF WORK A. General. Contractor agrees to furnish to the City long distance telephone service as set forth in Contractor's Proposal, attached hereto as Exhibit A. B. Billings. Contractor will furnish to the City a hard copy and an electronic copy of each monthly billing. C. Exemptions and Discounts. The City is eligible for an exemption of sales taxes and will provide the certification of tax exemption. The City libraries are currently eligible for the E-rate discounts. These, and all other discounts and exemptions for which the City or its departments may qualify, shall be passed on the City. D. Non -Appropriation of Funds. There will be no penalty for termination due to non -appropriation of funds. E. Restoration of Service. If long distance service remains impaired for four (4) hours or more during any three-month period due to Contractor network failures, the City may elect to contract with an alternate carrier. F. Early Cancellation. If the City experiences chronic problems, poor quality or poor service, the City may cancel this Contract without penalty. Contractor requests a 10-day notice of cancellation. G. Single Point of Contact. Contractor agrees to contact and coordinate all vendors deemed necessary for problem resolution. Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 2 of 8 ARTICLE III INDEPENDENT CONTRACTOR STATUS Contractor and City agree that Contractor shall perform the duties under this Contract as an independent contractor. The Contractor has the sole discretion to determine the manner in which the services are to be performed. ARTICLE IV TERM The term of this Contract commences the next billing period following the date this Contract is executed and continues without interruption for a term of two (2) years with an option upon mutual agreement in writing of both parties to renew for two additional one-year periods. ARTICLE V COMPENSATIONANCORPORATION Contractor shall be compensated in accordance with the rates in Exhibit B that can be found in the original RFP proposal. The parties agree that the terms and conditions of RFP #04-215-RW plus all addendums and the response thereto, specifically including but not limited to the terms and conditions of this Agreement and the attached AMA Communications, L.L.C. documents (Exhibit C) are incorporated herein and made a part hereof. To the extent that there is a direct conflict between the terms and conditions of this Agreement and the attached AMA Communications, L.L.C. documents, the terms and conditions of this agreement shall control. ARTICLE VI TERMINATION In the event the Contractor breaches any term and/or provision of this Contract the City shall be entitled to exercise any right or remedy available to it at law or equity, including without limitation, immediate termination of this Contract and assertion of action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any other right or remedy and all other rights and remedies shall be cumulative. If the City experiences chronic problems, poor quality or poor service, the City may cancel this Contract without penalty. Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 3 of 8 ,. ARTICLE VII INSURANCE A. General. Contractor shall procure and carry, at its sole cost and expense through the life of this Contract insurance protection hereinafter specified, in form and substance satisfactory to the City. City must approve all policies prior to the commencement of any activities whether performed by the Contractor, subcontractor, agents, or third parties. The insurance carrier must be an insurance company authorized to transact business in the State of Texas and have a Best's Financial rating of A VII. A Certificate of Insurance specifying each and all coverage shall be submitted to the City prior to the execution of this Contract. All insurance shall be prepared and executed by the insurance company of it's authorized agents and shall contain an endorsement naming the City of Lubbock an additional insured. Written notice of cancellation or any material change will be provided thirty (30) days in advance of cancellation or change. All insurance shall provide a waiver of subrogation in favor of the City of Lubbock, and shall contain cross liability and severability clauses. B. Required Coverage. Contractor shall obtain and maintain policies of insurance throughout the Contract term in limits specified below. Commercial General Liability. The Contractor shall maintain Commercial General Liability coverage endorsed to include premises/operations, contractual liability, and independent contractors' and completed operations. The policy shall have a minimum of One Million and no/100 Dollars ($1,000,000) combined single limit in the aggregate and per occurrence. C. Subcontractors. The Contractor shall require each subcontractor with whom it contracts to provide activities as contemplated by this Contract, to obtain proof of insurance coverage as set forth herein, and to provide to Contractor, prior to such person performing any such activities, a Certificate of Insurance establishing such coverage. ARTICLE VIII EMPLOYMENT OF AGENTS Contractor may employ or retain agents, consultants, contractors, or third parties, to perform certain duties of Contractor under this Contract provided that Contractor is in no event relieved of any obligation under this Contract. Any such agents, contractors, or third parties retained and/or employed by Contractor shall be required to carry, for the protection and benefit of the City and Contractor and naming said third parties as additional insured's, insurance as described in Article VII of this Contract. Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 4 of 8 ARTICLE IX CONFIDENTIALITY Contractor shall retain all information received from or concerning the City and the City's business in strictest of confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. ARTICLE X INDEMNITY City of Lubbock shall not be liable or responsible for, and shall be saved and held harmless by Contractor from and against any and all suits, actions, losses, damages, claims, or liability or any character, type, or description, including all expenses of litigation, court costs, and attorney's fee for injury or death to any person, or injury to any property, received or sustained by any person or persons or property, arising out of, occasioned by, directly or indirectly, the performance of Contractor under this agreement. ARTICLE XI COMPLIANCE WITH APPLICABLE LAWS Contractor shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments hereto. ARTICLE XII NOTICE A. General. Whenever notice from Contractor to City or City to Contractor is required or permitted by this Contract and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand, (2) facsimile, or other reasonable means (in which case such notice shall be effective upon delivery), or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. B. Contractor's Address. Contractor's address and numbers for the purposes of notice are: AMA Communications, L.L.0 Attn: Chris Allen PO Box 64960 Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 5 of 8 Lubbock, TX 79424 Telephone: (806) 722-2221 Fax: (806) 720-2123 Callen@amatechtel.com City's Address. The City's address and numbers for the purposes of notice are: City of Lubbock Attn: Telecommunications Coordinator PO Box 2000 1625 13" Street Lubbock, TX 79457 Telephone: (806) 775-2376 Fax: (806) 775-3033 C. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. ARTICLE XIII MISCELLANEOUS A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract strictly for the parties convenience in identifying the provisions to this Contract and shall not be given any effect in construing this Contract. B. Records. Contractor shall maintain records that are necessary to substantiate the services provided by the Contractor. C. Assignability. Contractor may not assign this Contract without the prior written approval of the City which shall not be unreasonably withheld. D. Successor and Assigns. This Contract binds and inures to the benefit of the City, Contractor, and their respective successors, legal representatives, and assigns. E. Construction and Venue. THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 6 of 8 THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. F. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstances, the reminder of this Contract and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. G. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Contract, and duly executed by the Contractor and City. H. Entire Agreement. This Contract, including Exhibit A, B & C hereto, contains the Entire Contract between the City and Contractor, and there are no other written or oral promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. EXECUTED as of the Effective Date hereof. CITY OF LUBBOCK Re ecca Garza, City Secretary APPROVED AS TO CONTENT: Qmas JLJ Marf Yearwj9d Information Technology Director AMA COMMUNICATIONS, L.L.C. .Y1 �.1 I% ► r Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 7 of 8 APPROVED AS TO FORM: D andiver Attorney Long Distance Telephone Service, City of Lubbock & AMA Tech Tel Communications Page 8 of 8 Exhibit A: LONG DISTANCE TELEPHONE SERVICE CITY OF LUBBOCK; RFP # 04-215-RW 3) STATEMENT OF REQUIREMENTS a) Vendor Information AMA Communications L.L.C. d/b/a AMA TechTel Communications., a Texas limited liability company b) This section will present general information about the vendor, including financial information about the company, staff levels, implementation, training and support capabilities. 130 Employees company wide 40 Employees in Lubbock include technicians, sales, sales supp*rt, and local training and support. Please see attached bank letter for financial information. c) The vendor must be able to provide monthly long distance service usage of approximately 25,000 minutes. Will provide as much usage as needed. d) The vendor must be able to provide long distance service for City personnel when traveling on official business. The volume of calling card usage is approximately 1,000 minutes per month. Will provide custom calling cards and as much usage as needed. e) Equipment must be compatible with the City's PBX equipment, key systems, and Plexar system. All costs associated with connecting the long distance service to the City's PBX will be paid by the vendor. The vendor is responsible for initial setup as well as any problems the long distance service provided as long as the contract is valid. Will comply f) The system must be secure from unauthorized use. Will comply g) Detailed Cost Information Vendor shall propose rates for the City of Lubbock that are not exclusively tied to current tariffed rates. Proposals shall include the City's eligibility for existing and future promotions and discounts. Vendor shall use specific terminology when describing usage/discounts/savings, and shall avoid vague terms such as "average gross monthly usage revenue." If "averages" are used in the RFP, Vendor shall describe whether averages included are monthly or annually, and at what point revenue is averaged (i.e. before or after discounts are applied). AMA TechTel will use simple flat rate pricing. ii) All governmental mandated charges must be identified. All standard taxes and fees that apply to municipalities will be applied. iii) All discounts associated with particular uses for which the City, or portion of the City may qualify, should be identified, i.e. — discounts to the Library system. ERATC discounts will apply. iv) All discounts should be detailed by time of day and locations, as necessary. Will comply v) All costs associated with connecting the long distance service to the City's existing PBX must be included in the cost. Will comply h) General Requirements Vendor will provide a list of customers with similar service, which have been operational at least one year. At least two (2) of these references should be within the State of Texas. Included in "Proposal Evaluation Questionnaire" ii) Vendor will provide a plan for uninterrupted transfer of operations from the City of Lubbock's existing system to the new system. Will comply iii) Fully describe the procedure for crediting or deleting unauthorized/unanswered calls (calls made by someone other than a City employee), calls made from City extensions that are not answered at the other end, or calls erroneously made (misdialed numbers). Supply document containing information regarding disputed calls and a credit will be applied on a subsequent invoice. iv) Documentation related to current rates and timing of subsequent increases, including advance notice and expected magnitude, is to be included in the proposal. Rates will remain unchanged for the 2 year contract term. v) Provide the specific grade of service the network is engineered to provide and indicate whether new customers have been turned away due to problems with facility accessibility. P.001 standard grade of service. vi) In the response, include documentation related to monthly billing detail to be integrated with the existing Avotus software, including but not limited to the following: 1) Who performs the billing function Internal billing manager 2) Availability of long distance charges on 3.5" diskettes or other computerized medium Standard Compact Disk 3) How call time is rounded 6 second increments with a 6 second minimum 4) Ability to integrate billing information into Avotus Yes — billing provided in an MS Access database from which the City can export an ASCII flat file with whatever format or combination of information that is needed. 5) The vendor will need to provide an electronic ASCII flat file to work with the in-house written program. See #4 above vii) Fully describe call timing supervision (when billing starts, ends, and method employed). Call begins when it is answered by the called party, and billing ends when either party hangs up. viii) State and describe if your system uses authorization codes and how they are used to access your system Verified 2-9 digit authorization codes entered after phone number is dialed. ix) Can authorization codes be changed at a later date, yes or no? If yes, describe any charges that apply. Yes — no charge for changes. x) Assuming the City uses authorization codes to track and bill the calls made by each City department, can the monthly billing statements for each code be printed separately? If yes, indicate if there is an additional charge, and if so, how much. Yes — no additional charge. xi) Will your service issue a busy signal to commercial users (such as the City) if all your switching circuits, not the City's outgoing central office trunks, are busy? If yes, explain what happens when all your circuits are busy. Will the long distance call originating from the City be blocked (given a busy signal?); automatically re-routed and charged as proposed? Automatically re-routed and not charged as proposed? Calls will be automatically rerouted to backup switch location through AMA TechTel's ATM network and charged as proposed. In the unlikely event that the backup switch was also all busy, the calls would be rerouted to the MCI network and charged as proposed. 4) WARRANTY AND MAINTENANCE a) The vendor must agree to coordinate testing and problem resolution with the City of Lubbock and any service provider involved. This should be stated in writing as part of the proposal. Will comply — AMA TechTel will coordinate meetings with City for any needed trouble shooting. b) The location of the maintenance and service facility should be provided. Lubbock, TX — 4621 S. Loop 289 Suite A c) Available maintenance and testing capabilities should be fully described including: i) Location and detailed capabilities of remote maintenance and testing facilities. Technical levels at the facility, including experience and availability of engineering assistance Porter Sherwood Central Office, Metro Building — 35 Years of technical and engineering experience readily available ii) Methods of trunk and facilities testing and fault detection. Loop testing, T-Bird Testing, remote & on -site testing d) Maintenance response must be such that it will take no more than two (2) hours from the time an outage is reported until it is repaired. Will comply e) Provide a detailed description of escalation procedures for unresolved service problems, including time frames. See included escalation list f) Identify the number, qualifications, and experience level of technicians and management personnel permanently located in the Lubbock area. This summary should include individual experience of upper level technicians and technical management personnel. 10 local technicians with over 80 years of combined experience 3 management personnel with an average of 25 years experience PROPOSAL EVALUATION QUESTIONNAIRE GENERAL INSTRUCTIONS: Please read all questions prior to answering. If you propose more than one type of service configuration for the City's system, and your answers to each question vary due to configuration type, then indicate clearly beside each answer the appropriate configuration type. If additional space is required, use attachments and refer the attachments to the question number. 1. State the name of the service configuration proposed for the City. Dedicated service over T-1 access for long distance calling with overflow on local loops 2. Briefly explain why this type of service configuration is recommended over other types. For example, is it the only type your company offers, other types cost more, other types are not reliable, this type is the best type for the application, etc. For whatever reasons given, provide supporting facts. AMA TechTel can offer excellent quality over T-1 facilities at a lower rate than regular local loops. 3. Does your service area reach all phones in all fifty (50) states, yes or no? if no, ILL taco areas not reached by your network. Yes, complete global coverage. 4. Do you provide International calling? Please describe. Yes, complete international dialing with country code, city code, and local phone number. 5. What is the basic discount (in percent) for each minute for use off of AT&Ts FCC tariffed rates during 8 a.m. — 5 p.m. weekdays, from Lubbock, Texas to: a. Areas on your network in the state of Texas (intrastate)? b. Areas on your network outside of Texas (interstate)? c. Areas not on your network in the State of Texas? d. Areas not on your network outside of Texas? AMA TechTel provides a simple flat rate for in -state calls and a simple flat rate for interstate calls. NOTE: If your discount cannot be simply stated, explain your discount structure and policy on a separate page. 1. What is the basic discount (in percent) for each minute of use off AT&Ts FCC 1 tariffed rates after 5 p.m. weekdays and on weekends, from Lubbock, Texas to: a. Areas on your network in the state of Texas (intrastate)? b. Areas on your network outside of Texas (interstate)? c. Areas not on your network in the State of Texas? d. Areas not on your network outside of Texas? AMA TechTel provides a simple flat rate for in -state calls and a simple flat rate for interstate calls regardless of the time of day or day of week. NOTE: If your discount cannot be simply stated, explain your discount structure and policy on a separate page. 1. Is a bulk or bonus discount available, yes or no? If yes, state the discount(s) and requirements. No 2. State the rate in effect that is billed for each time increment, i.e., is each call billed at the rate applicable to each time increment or continually at the rate in effect at the time of connection? AMA TechTel does not have time of day restrictive rates — all calls are billed at the stated flat in- state or interstate rates regardless of the time of the call. 3. State and describe any one time installation fees, start-up fees, or deposits the City must pay to the following to implement your proposed configuration (s): a. Your company: None b. Southwestern Bell: None c. Other: None 1. State and describe if your system uses authorization codes and how they are used to access your system 4 digit authenticated authorization codes 2. Can authorization codes be changed at a later date, yes or no? If yes, describe any charges that apply. Yes — No charges 3. Does your service provide a monthly bill detail in electronic format? If yes, provide the cost of this service and detail record layouts of the data. Include information on all other computerized Toil billing your company provides, such as cartridge, 9-Track tape or other. Bill can be provided on a CD in the form of an MS Access relational database. The customer may then export any format required. 4. Assuming the City uses authorization codes to track and bill the calls made by each City department, can the monthly billing statements for each code be printed separately? If yes, indicate if there is an additional charge, and if so, how much. Yes — no additional charge. 5. Is a monthly executive report available that summarizes all calling activity and charges made by all authorization codes used by the City, yes or no? If yes, provide a sample copy. Is there an additional charge for this service? If yes, how much? Yes — no additional charge. 6. Assuming City departments are individually billed and make payments for their long distance calls, can a separate executive report be printed and mailed to the Telecommunications Department? If so, at what additional charge? Yes — no additional charge. 7. State your policy and fully describe the procedure for crediting or deleting unauthorized/unanswered calls (calls made by someone other than a City employee), calls made from City extensions that are not answered at the other end, calls erroneously made (misdialed numbers). AMA TechTel will charge only for answered calls. Credits will be issued for misdialed or unauthorized calls upon request. 8. Does the authorization code have a check digit system for code security, yes or no? Yes 9. Can calls be made on your service configurations) from outside the Lubbock, Texas local calling area for those employees traveling, yes or no? Yes 10. Provide the location (City and State) of the switching facility and backup switching facility(s) that will be utilized. Lubbock, TX — Nortel DMS 10; Amarillo, TX — Nortel DMS 10; MCI network for global reach 11. If the City is required to purchase additional equipment in order to operate the system, list the type(s) and associated cost. AMA TechTel will furnish any necessary equipment 12. Will your service issue a busy signal to commercial users (such as the City) if all your switching circuits, not the City's outgoing central office trunks, are busy, yes or no? If yes, explain what happens when all your circuits are busy. Will the long distance call originating from the City be blocked (given a busy signal?); automatically re-routed and charged as proposed? Automatically re-routed and not charged as proposed? Calls will be automatically rerouted to backup switch location through AMA TechTel's ATM network and charged as proposed. In the unlikely event that the backup switch was also all busy, the calls would be rerouted to the MCI network and charged as proposed. 13. What procedures would be followed if a T-1 line were out of service? Calls would be routed to 1FBs and charged as proposed until T-1 line restored. T-1 lines are monitored and the City would be notified of any outage when detected. 14. What procedures would be followed if all circuits were out of service? Escalation placed with owner of circuits into 916 Texas (SBC). 15. What procedures would be followed if customer experiences low transmission levels and cannot hear some calls (on circuits)? AMA TechTel would adjust volume levels on T-1 conditioned line(s). 16. List and describe any warranties on the service and supporting equipment in your proposal. AMA TechTel would provide all equipment and handle any warranty on equipment. Replacement equipment is stored in AMA TechTel's local warehouse. 17. How many business days, after a service agreement is signed, are required to install and make the City's service configuration totally operational? 30 days 18. Describe any training, documentation, technical support, coordination and follow-up that will be provided to the City to ensure a smooth and successful installation and startup. Training on dialing procedures, authentication / accounting codes, and trouble reporting escalation will be presented at installation. AMA TechTel maintains a commercial help desk 2417 for support. 19. Provide names of municipalities or other governmental agencies using your long distance services. Include names and telephone numbers of your contacts at those agencies. City of Odessa; Mark Simpson; (915) 335-3253 20. Provide three (3) references that may be contacted that are currently using a service configuration similar to that proposed for the City. Organization — Name — p� Address — Contact Person —Phone Number f 1) Amarillo College; Phyllis Gaston; (806) 371-5498 ` q 2) City of Odessa; Mark Simpson; (432) 335-3253,- ' ti 3) Alamosa PCS; Randy Sherwood; (806) 438-0839 V- 1. Provide three (3) references that may be contacted that have dropped your service in the last ninety (90) days. Organization — Name — Address — Contact Person — Phone Number 1) Robbie Casey's; Robbie Casey; (210) 342-3243 2) MB McKee; Cindy Cole; (806) 747-4521 3) Midland Chamber of Commerce; Rebecca Thomas; (432) 683-3381 1. Briefly describe your company's history and experience in the long distance telephone service industry. AMA TechTel has been in the communications long distance telephone service since 1996. 2. List and describe any other special benefits or advantages for using your services. AMA TechTel... is a regional carrier with a local presence. offers high tech products and services only charges for answered calls has a high standard of ethics in business 3. Describe any consultative services offered and the associated fees. AMA TechTel offers free consultation on VPN, Internet, voice, data, and integrated products and technologies. In addition AMA TechTel is an authorized value added reseller of ShoreTel VoIP phone equipment and services. 4. Describe fully, all terms and conditions regarding the provision of long distance service, including, but not limited to, the following: a. Is there any termination liabiiity'? 24 months b. How much notice is required for change in service? 30 days c. Is a contract required? If so, what is the minimum/maximum term? 2 year contract for proposed rates d. Is there a penalty for non -appropriation of funds cancellation? No e. How long do quoted rates remain firm? 2 Years (term of the contract) f. If your company lowers rates during the contract period, will the City automatically be eligible for the lower rates? Yes INC NOP MOD ADD NP COMMENTS PROPOSED SYSTEM 1.1 The service area reaches all phones in all x fifty 50 states. 1.2 Premise systems are certified by x Underwriters Laboratories and also are certified by the FCC for complying with ail applicable standards for radio frequency emissions. SYSTEM MANAGEMENT 2.1 The vendor will provide any special x cabling or interfaces to existing PBX equipment. 2.2 The vendor can provide long distance call x detail records identifying the originating station number. 2.3 The vendor can provide long distance call x detail records identifying the account/authorization code. 2.4 The vendor can provide long distance call x detail records identifying the destination called. 2.5 The vendor can provide long distance call x detail records identifying the trunk route. 2.6 The vendor can provide long distance call x detail records identifying the duration of the call. 2.7 Call detail record output is compatible with x the Telecommunications System Management software, Avotus, which is a Microsoft FoxPro-based product. ADDITIONAL REQUIREMENTS 3.1 Billing is automated and provided to the x City on diskette, or email. 3.2 Corporate calling cards are included. x 3.3 WATS service is provided. x 3.4 900 service is provided. x 3.5 Teleconferencing service is included. x 3.6 International service is included. x 3.7 Local toll service is included. x 3.8 Toll fraud protection is included. x SUBMIT TO: CITY OF LUBBOCK CITY OF LUBBOCK, TEXASPURCHASING DEPARTMENT ift 1625 13TH STREET, RM L04 LUBBOCK, TX 79401-3830 AN EQUAL OPPORTUNITY REQUEST FOR PROPOSAL #04_215-RW CONTACT PERSON: Randy Wood EMPLOYER TEL: 806.775.2167 FAX:806.775.2164 http: / /purchasing.ci.lubbock.tx.0 s TITLE: SUBMITTAL DEADLINE: Long Distance Telephone Service January 13, 2005, 2:00 PM CST PRE PROPOSAL DATE, TIME AND LOCATION: Any proposals received after the time and date January 4, 2005, 11:00 AM, Training Room L01 listed above, regardless of the mode of delivery, shall be returned unopened. RESPONDENT NAME: AMA TechTel Communications IF RETURNING AS A "NO RESPONSE", PLEASE STATE REASON. MAILING ADDRESS: PO Box 64960 CITY - STATE - ZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT Lubbock, TX 79424 ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE -COMPETITIVE -PROPOSAL PROCESS. FURTHER, TELEPHONE NO: THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT 806-722-2221 DEEMED TO BE IN THE BEST INTEREST OF THE CITY. IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS FAX NO: 806 720 2123 REQUEST PERMITS COMPETITIVE PROPOSALS. IT IS THE OFFEROR'S RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY E-MAIL: callen@amatechtel.com COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS RFP TO A SINGLE SOURCE. SUCH FEDERAL TAX ID N0. OR SOCIAL SECURITY N0. NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST BE 54-2080777 RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. THE OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract:, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family, benefit from the award of this proposal to the above firm?_ YES NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED OFFEROR HAVING EXAMINED THE REQUEST FOR PROPOSAL, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION. By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the vendor. 144 cc•c,v'S Y e T Authorized Signature Title Print/Type Name Date THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE. LONG DISTANCE TELEPHONE SERVICE CITY OF LUBBOCK; RFP # 04-215-RW 3) STATEMENT OF REQUIREMENTS a) Vendor Information AMA Communications L.L.C. d/b/a AMA TechTel Communications., a Texas limited liability company b) This section will present general information about the vendor, including financial information about the company, staff levels, implementation, training and support capabilities. 130 Employees company wide 40 Employees in Lubbock include technicians, sales, sales support, and local training and support. Please see attached bank letter for financial information. c) The vendor must be able to provide monthly long distance service usage of approximately 25,000 minutes. Will provide as much usage as needed. d) The vendor must be able to provide long distance service for City personnel when traveling on official business. The volume of calling card usage is approximately 1,000 minutes per month. Will provide custom calling cards and as much usage as needed. e) Equipment must be compatible with the City's PBX equipment, key systems, and Plexar system. All costs associated with connecting the long distance service to the City's PBX will be paid by the vendor. The vendor is responsible for initial setup as well as any problems the long distance service provided as long as the contract is valid. Will comply f) The system must be secure from unauthorized use. Will comply g) Detailed Cost Information i) Vendor shall propose rates for the City of Lubbock that are not exclusively tied to current tariffed rates. Proposals shall include the City's eligibility for existing and future promotions and discounts. Vendor shall use specific terminology when describing usage/discounts/savings, and shall avoid vague terms such as "average gross monthly usage revenue." If "averages" are used in the RFP, Vendor shall describe whether averages included are monthly or annually, and at what point revenue is averaged (i.e. before or after discounts are applied). AMA TechTel will use simple flat rate pricing. ii) All governmental mandated charges must be identified. All standard taxes and fees that apply to municipalities will be applied. iii) All discounts associated with particular uses for which the City, or portion of the City may qualify, should be identified, i.e. — discounts to the Library system. ERATC discounts will apply. iv) All discounts should be detailed by time of day and locations, as necessary. Will comply v) All costs associated with connecting the long distance service to the City's existing PBX must be included in the cost. Will comply h) General Requirements i) Vendor will provide a list of customers with similar service, which have been operational at least one year. At least two (2) of these references should be within the State of Texas. Included in "Proposal Evaluation Questionnaire" ii) Vendor will provide a plan for uninterrupted transfer of operations from the City of Lubbock's existing system to the new system. Will comply iii) Fully describe the procedure for crediting or deleting unauthohzed/unanswered calls (calls made by someone other than a City employee), calls made from City extensions that are not answered at the other end, or calls erroneously made (misdialed numbers). Supply document containing information regarding disputed calls and a credit will be applied on a subsequent invoice. iv) Documentation related to current rates and timing of subsequent increases, including advance notice and expected magnitude, is to be included in the proposal. Rates will remain unchanged for the 2 year contract term. v) Provide the specific grade of service the network is engineered to provide and indicate whether new customers have been turned away due to problems with facility accessibility. P.001 standard grade of service. vi) In the response, include documentation related to monthly billing detail to be integrated with the existing Avotus software, including but not limited to the following: 1) Who performs the billing function Internal billing manager 2) Availability of long distance charges on 3.5" diskettes or other computerized medium Standard Compact Disk 3) How call time is rounded 6 second increments with a 6 second minimum 4) Ability to integrate billing information into Avotus Yes — billing provided in an MS Access database from which the City can export an ASCII flat file with whatever format or combination of information that is needed. 5) The vendor will need to provide an electronic ASCII flat file to work with the in-house written program. See #4 above vii) Fully describe call timing supervision (when billing starts, ends, and method employed). Call begins when it is answered by the called party, and billing ends when either party hangs up. viii) State and describe if your system uses authorization codes and how they are used to access your system Verified 2-9 digit authorization codes entered after phone number is dialed. ix) Can authorization codes be changed at a later date, yes or no? If yes, describe any charges that apply. Yes — no charge for changes. x) Assuming the City uses authorization codes to track and bill the calls made by each City department, can the monthly billing statements for each code be printed separately? If yes, indicate if there is an additional charge, and if so, how much. Yes — no additional charge. A) Will your service issue a busy signal to commercial users (such as the City) if all your switching circuits, not the City's outgoing central office trunks, are busy? If yes, explain what happens when all your circuits are busy. Will the long distance call originating from the City be blocked (given a busy signal?); automatically re-routed and charged as proposed? Automatically re-routed and not charged as proposed? Calls will be automatically rerouted to backup switch location through AMA TechTel's ATM network and charged as proposed. In the unlikely event that the backup switch was also all busy, the calls would be rerouted to the MCI network and charged as proposed. 4) WARRANTY AND MAINTENANCE a) The vendor must agree to coordinate testing and problem resolution with the City of Lubbock and any service provider involved. This should be stated in writing as part of the proposal. Will comply - AMA TechTel will coordinate meetings with City for any needed trouble shooting. b) The location of the maintenance and service facility should be provided. Lubbock, TX - 4621 S. Loop 289 Suite A c) Available maintenance and testing capabilities should be fully described including: i) Location and detailed capabilities of remote maintenance and testing facilities. Technical levels at the facility, including experience and availability of engineering assistance Porter Sherwood Central Office, Metro Building - 35 Years of technical and engineering experience readily available ii) Methods of trunk and facilities testing and fault detection. Loop testing, T-Bird Testing, remote & on -site testing d) Maintenance response must be such that it will take no more than two (2) hours from the time an outage is reported until it is repaired. Will e) Provide a detailed description of escalation procedures for unresolved service problems, including time frames. See included escalation list f) Identify the number, qualifications, and experience level of technicians and management personnel permanently located in the Lubbock area. This summary should include individual experience of upper level technicians and technical management personnel. 10 local technicians with over 80 years of combined experience 3 management personnel with an average of 25 years experience PROPOSAL EVALUATION QUESTIONNAIRE GENERAL INSTRUCTIONS: Please read all questions prior to answering. If you propose more than one type of service configuration for the City's system, and your answers to each question vary due to configuration type, then indicate clearly beside each answer the appropriate configuration type. If additional space is required, use attachments and refer the attachments to the question number. 1. State the name of the service configuration proposed for the City. Dedicated service over T-1 access for long distance calling with overflow on local loops 2. Briefly explain why this type of service configuration is recommended over other types. For example, is it the only type your company offers, other types cost more, other types are not reliable, this type is the best type for the application, etc. For whatever reasons given, provide supporting facts. AMA TechTel can offer excellent quality over T-1 facilities at a lower rate than regular local loops. 3. Does your service area reach ail phones in all fifty (50) states, yes or no? If no, list the areas not reached by your network. Yes, complete global coverage. 4. Do you provide International calling? Please describe. Yes, complete international dialing with country code, city code, and local phone number. 5. What is the basic discount (in percent) for each minute for use off of AT&T's FCC tariffed rates during 8 a.m. — 5 p.m. weekdays, from Lubbock, Texas to: a. Areas on your network in the state of Texas (intrastate)? b. Areas on your network outside of Texas (interstate)? c. Areas not on your network in the State of Texas? d. Areas not on your network outside of Texas? AMA TechTel provides a simple flat rate for in -state calls and a simple flat rate for interstate calls. NOTE: If your discount cannot be simply stated, explain your discount structure and policy on a separate page. 1. What is the basic discount (in percent) for each minute of use off AT&T's FCC 1 tariffed rates after 5 p.m. weekdays and on weekends, from Lubbock, Texas to: a. Areas on your network in the state of Texas (intrastate)? b. Areas on your network outside of Texas (interstate)? c. Areas not on your network in the State of Texas? d. Areas not on your network outside of Texas? AMA TechTel provides a simple flat rate for in -state calls and a simple flat rate for interstate calls regardless of the time of day or day of week. NOTE: If your discount cannot be simply stated, explain your discount structure and policy on a separate page. 1. is a bulk or bonus discount available, yes or no? if yes, state the discount(s) and requirements. No 2. State the rate in effect that is billed for each time increment, i.e., is each call billed at the rate applicable to each time increment or continually at the rate in effect at the time of connection? AMA TechTel does not have time of day restrictive rates - all calls are billed at the stated flat in- state or interstate rates regardless of the time of the call. 3. State and describe any one time installation fees, start-up fees, or deposits the City must pay to the following to implement your proposed configuration(s): a. Your company: None b. Southwestern Bell: None c. Other: None 1. State and describe if your system uses authorization codes and how they are used to access your system 4 digit authenticated authorization codes 2. Can authorization codes be changed at a later date, yes or no? If yes, describe any charges that apply. Yes - No charges 3. Does your service provide a monthly bill detail in electronic format? If yes, provide the cost of this service and detail record layouts of the data. Include information on all other computerized Toll billing your company provides, such as cartridge, 9-Track tape or other. Bill can be provided on a CD in the form of an MS Access relational database. The customer may then export any format required. 4. Assuming the City uses authorization codes to track and bill the calls made by each City department, can the monthly billing statements for each code be printed separately? If yes, indicate if there is an additional charge, and if so, how much. Yes - no additional charge. 5. Is a monthly executive report available that summarizes all calling activity and charges made by all authorization codes used by the City, yes or no? If yes, provide a sample copy. Is there an additional charge for this service? If yes, how much? Yes - no additional charge. 6. Assuming City departments are individually billed and make payments for their long distance calls, can a separate executive report be printed and mailed to the Telecommunications Department? If so, at what additional charge? Yes - no additional charge. 7. State your policy and fully, describe the procedure for crediting or deleting unauthorized/unanswered calls (calls made by someone other than a City employee), calls made from City extensions that are not answered at the other end, calls erroneously made (misdialed numbers). AMA TechTel will charge only for answered calls. Credits will be issued for misdialed or unauthorized calls upon request. 8. Does the authorization code have a check digit system for code security, yes or no? Yes 9. Can calls be made on your service configuration(s) from outside the Lubbock, Texas local calling area for those employees traveling, yes or no? Yes 10. Provide the location (City and State) of the switching facility and backup switching facility(s) that will be utilized. Lubbock, TX - Nortel DMS 10; Amarillo, TX - Nortel DMS 10; MCI network for global reach 11. If the City is required to purchase additional equipment in order to operate the system, list the type(s) and associated cost. AMA TechTel will furnish any necessary equipment. 12. Will your service issue a busy signal to commercial users (such as the City) if all your switching circuits, not the City's outgoing central office trunks, are busy, yes or no? If yes, explain what happens when all your circuits are busy. Will the long distance call originating from the City be blocked (given a busy signal?); automatically re-routed and charged as proposed? Automatically re-routed and not charged as proposed? Calls will be automatically rerouted to backup switch location through AMA TechTel's ATM network and charged as proposed. In the unlikely event that the backup switch was also all busy, the calls would be rerouted to the MCI network and charged as proposed. 13. What procedures would be followed if a T-1 line were out of service? Calls would be routed to 1FBs and charged as proposed until T-1 line restored. T-1 lines are monitored and the City would be notified of any outage when detected. 14. What procedures would be followed if all circuits were out of service? Escalation placed with owner of circuits into 916 Texas (SBC). 15. What procedures would be followed if customer experiences low transmission levels and cannot hear some calls (on circuits)? AMA TechTel would adjust volume levels on T-1 conditioned line(s). 16. List and describe any warranties on the service and supporting equipment in your proposal. AMA TechTel would provide all equipment and handle any warranty on equipment. Replacement equipment is stored in AMA TechTel's local warehouse. 17. How many business days, after a service agreement is signed, are required to install and make the City's service configuration totally operational? 30 days 18. Describe any training, documentation, technical support, coordination and follow-up that will be provided to the City to ensure a smooth and successful installation and startup. Training on dialing procedures, authentication / accounting codes, and trouble reporting escalation will be presented at installation. AMA TechTel maintains a commercial help desk 2417 for support. 19. Provide names of municipalities or other governmental agencies using your long distance services. Include names and telephone numbers of your contacts at those agencies. City of Odessa; Mark Simpson; (915) 335-3253 20. Provide three (3) references that may be contacted that are currently using a service configuration similar to that proposed for the City. Organization - Name - Address - Contact Person - Phone Number 1) Amarillo College; Phyllis Gaston; (806) 371-5498 2) City of Odessa; Mark Simpson; (432) 335-3253 3) Alamosa PCS; Randy Sherwood; (806) 438-0839 1. Provide three (3) references that may be contacted that have dropped your service in the last ninety (90) days. Organization - Name - Address - Contact Person - Phone Number 1) Robbie Casey's; Robbie Casey; (210) 342-3243 2) MB McKee; Cindy Cole; (806) 747-4521 3) Midland Chamber of Commerce; Rebecca Thomas; (432) 683-3381 1. Briefly describe your company's history and experience in the long distance telephone service industry. AMA TechTel has been in the communications long distance telephone service since 1996. 2. List and describe any other special benefits or advantages for using your services. AMA TechTel... is a regional carrier with a local presence. offers high tech products and services only charges for answered calls has a high standard of ethics in business 3. Describe any consultative services offered and the associated fees. AMA TechTel offers free consultation on VPN, Internet, voice, data, and integrated products and technologies. In addition AMA TechTel is an authorized value added reseller of ShoreTel VolP phone equipment and services. 4. Describe fully, all terms and conditions regarding the provision of long distance service, including, but not limited to, the following: a. Is there any termination liability? 24 months b. How much notice is required for change in service? 30 days c. Is a contract required? If so, what is the minimum/maximum term? 2 year contract for proposed rates d. Is there a penalty for non -appropriation of funds cancellation? No e. How long do quoted rates remain firm? 2 Years (term of the contract) f. If your company lowers rates during the contract period, will the City automatically be eligible for the lower rates? Yes INC NOP MOD ADD NP COMMENTS PROPOSED SYSTEM 1.1 The service area reaches all phones in all x fifty 50 states. 1.2 Premise systems are certified by x Underwriters Laboratories and also are certified by the FCC for complying with all applicable standards for radio frequency emissions. SYSTEM MANA EMENT 2.1 The vendor will provide any special x cabling or interfaces to existing PBX equipment. 2.2 The vendor can provide long distance call x detail records identifying the originating station number. 2.3 The vendor can provide long distance call x detail records identifying the accountlauthorization code. 2.4 The vendor can provide long distance call x detail records identifying the destination called. 2.5 The vendor can provide long distance call x detail records identifying the trunk route. 2.6 The vendor can provide long distance call x detail records identifying the duration of the call. 2.7 Call detail record output is compatible with x the Telecommunications System Management software, Avotus, which is a Microsoft FoxPro-based product. ADDITIONAL REQUIREMENTS 3.1 Billing is automated and provided to the x City on diskette, or email. 3.2 Corporate calling cards are included. x 3.3 WATS service is provided. x 3.4 900 service is provided. x 3.5 Teleconferencing service is included. x 3.6 International service is included. x 3.7 Local toll service is included. x 3.8 Toll fraud protection is included. 7 x Exhibit B: Proposed Rates Current AMA TechTel Switched Access `' calls originate on regular business . Out of State $.049/min $.039/min In State $.069/min $.045/min Dedicated Access calls originate thnwgfi Out of State $.040/min $.035/min In State $.040/min $.0351min Toll Free sennce (800#s) Out of State $.069/min $.049/min In State $.069/min $.049/min callm Card¢ vice used by travelirjBit Out of State $.180/min $.180/min In State $.180/min $.180/min CaHmg trardJServ%e used m LubbocC" ac . , Out of State $.069/min $.035/min In State $.049/min $.035/min _. r ,. c COMMERCIAL ACCOUNTS ESCALATION GROUP TecbWcal Support Communications Consultant Gary White Systems Technician (Local and ShoreTel Support) Ted Thomas Lead Technician Bryan Justus Switch Manager Heath Pennell VP Sales and Commercial Accounts Dianna Romans Major Account Representative Chris Allen 806-722-2300 806-722-2277 Direct Line 806-577-1788 Mobile 806-441-0300 Mobile 806-438-5603 Mobile 806-438-0600 Mobile 806-722-2291 Direct Line 806-548-3371 Mobile 806-722-2271 806-577-9835 Amarillo National Bank WADE PORTER EXECUTIVE VICE PRESIDENT January 18, 2005 City of Lubbock 1625 13`h Street Lubbock, TX 79401 To whom it may concern: Amarillo National Bank has been doing business with Sam Attebury and the other principals of AMA TechTel Communications for more than 15 years. In that period of time, our company has loaned them tens of millions of dollars with absolutely no credit or other problems to date. These individuals are fiscally conservative and are an excellent credit risk. Accordingly, please use this letter as representation that Sam Attebury, Suzanne Boyce, Bobby Richardson and Lehmer . Dunn collectively as a group have the financial wherewithal to consummate this transaction and to provide telecom services to the city of Lubbock. If I can be of any assistance in your analysis of AMA's financial standing, please do not hesitate to call me. Sincerely -k, Wade Porter Executive Vice President PLAZA ONE BCX CNE AVLAAILLO. TEXAS 79105.001 eW378-8000 Exhibit C: AMA-TECHTEL Customer: City of Lubbock Letter of Acknowledgement Lets Put the Pieces In Place BTN: 806-775-3000. We can retrieve your current service records, review your service with your current provider to insure you have the best service offering available, and supply you with a competitive service comparison. ! etfs Put the First Piece in This Puzzle.... I�tereby authorize AMA•TechTel Communications to access records from SBC/NTS e Im current telecorn 'Unications carrier for the sole purpose of providing a competitive bid. At this time ! am n t authorizing AMA.TectTel Communications to become my telecommunications carrier in place of my o ht cslrrI r, or to execa any changes) of my telecommunications services. towe�r,i authorize Tel Communications to access records for the telephone number(s) listed J r Signature of Printed � air 793-3707 i�lmg Information }5 c ustomer Billet 00 City of Lubbock 3 ' r�'aVT �� (Please Print Clearly) ustpmer filling lYkd+�i P.O. Box 2000 x (Please Print Clearly) ��� t Lubbock TX 79457 (City, State, Zip Code) a ustc lot Street Adra 1625 13th St Qfi3iffere4)�+tn € (Please Print Clearly) a 1� Lubbock TX 79401 (City, State, Zip Code) Representative CIT ATTEST: (APPROVEn AS O CONT T: "IeGarza, City Secretary Mark ea N otVInformati7o Technology Director APPROVED FORM: c Donald G. Va , Attorney of Counsel CD AL, MAYOR F UBBOCK ® 2004 AMA TechTel Communications A114AOTECUTEL Customer: City of Lubbock BTN:806-775-3000 Location: 1. Your New Service with AMA•TechTel Communications Request for Service Page 1 Thanks for choosing AMA•TechTel Communications! We provide term plans that reduce your monthly cost or eliminate your one-time installation charges. Simply choose a term that works best for you for the services you will be selecting below: SELECT TERM AGREEMENT Your AMA•TechTel term agreement will be: ❑ No Term (NRC: ) ❑ 12 Month (NRC: ) ® 24 Month (NRC: 0.00) ❑ 36 Month (NRC: ) ❑ Your existing telephone number(s) will not change unless informed otherwise. AMA•TechTel will analyze your Customer Service Record (CSR) to verify your service. if the CSR shows information that you and AMA•TechTel are not aware of, we will contact you. Do not make changes to your existing service during the conversion. • Services provided are subject to the terms outlined under the product terms section of this document (On Second Page). Business Name: City of Lubbock . Customer Name/DBA: City of Lubbock . Social Security #: Drivers License Federal ID #: Date of Birth: Customer Contact: Leslie Cox . Customer Contact TN: 806-775-2376: 806-790-1339 Alternate Contact: Alternate Contact TN/After Hours: Customer Code Word: CITY . Ownership: ❑ LLC/LLP ❑ Sole Proprietorship ❑ Partnership ❑ Corp Tax Exempt:® Yes ❑ No, Tax Exempt Certificate Attached:❑ Yes ® No Inside City Limits:❑ Yes ❑ No Multi Location:❑ Yes ❑ No, # zq �a Street: Street: City, State, Zip: City, State, Zip Voice Services LDIToII Free Data Services Enhancements ❑ Loops/UNEP Conversion ® Stand Alone LD (Rate.035) ❑ 5X Dial -Up ® Travel Cards ❑ Loops/UNEP New Service ❑ Bundled LD (Rate ) ❑ ADSL ® Accounting Codes ❑ Off Premise Extension ❑ Included LD Minutes (Amt ) ❑ Fixed Wireless ❑ Add. IPs (Amt ) ❑ Telebranch ❑ New Toll Free Service ❑ Data T1 ❑ Domain Hosting ❑ Voice T1 ® Conversion Toll Free Service ❑ Point -to -Point T1 ❑ VPN ❑ PRI ® Resporg Attached ❑ DS3 ❑ Web Hosting ❑ Trunks Service Changes ❑ ISDN ❑ Add. Emails (Amt ) ❑ DID/DOD ❑ Move Voice & Data Services ❑ Voice Mail ❑ Point -to -Point T1 ❑ Adds/Change ❑ Dynamic T1 ❑ Add. Msg Spc (Amt ) ❑ Residential []Conversion ❑ New ❑ Disconnect ❑ Integrated Wireless ❑ Tree Mail Box (Amt ) ❑ Other: ❑ Re -bid ❑ DSL Over Voice ❑ Other: ❑ Customer Requests Inside Wiring & Acknowledges Additional Cost. []Requested Phone Jacks:(Amt: )❑Requested Data Jacks:(Amt: ) By Initialing here X: I authorize to release my 800 service to AMA•TechTei as my new provider. By Initialinq here X: I authorize to release my Long Distance service to AMA•TechTel as my new provider. Il t i i6er is t fan r "' Rol Initial here X., if attaching additional numbers to be converted in addition to those specified above! ® Special Instruction Attached Total Number of Lines Converting: Quoted Monthly Reccurring Revenue (MRC): Other Quoted Installation Charges: Account Number: Ticket Number: CRS Intials: Date: Total Number of New Lines: Quoted Non Recurring Charge (NRC): Quoted LD Rate: Switch: See special instructions. PLEASE SEE IMPORTANT TERMS AND CONDITIONS ON NEXT PAGE OF THIS DOCUMENT © 2004 AMA TechTel Communications �AMA•TECHTEL Product Agreement & RFS Page 2 Product Terms 1. AMA-TechTel will deliver Service as selected by you on the front of this RFS/Product Agreement, subject to availability and subject to conditions beyond the control of AMA•TechTel, including, but not limited to, the condition of your equipment and facilities, failures caused by connectivity or equipment at your premises, fire, flood, war, strikes, cable cuts, acts of terrorism, explosions, loss of power, local access restrictions, acts of third parties, third party services or because of capacity limitations that may be temporarily interrupted because of equipment modifications, upgrades, relocations, repairs, and similar activity. AMA-TechTel will notify you of scheduled maintenance. AMA-TechTel operates and maintains Services only up to the demarcations point at your premises. 2. Services Provided By AMA-TechTel Through Its Affiliates are subject to the terms and conditions of this Agreement. You agree to pay AMA-TechTel non -recurring charges as specified on the front page of this Agreement. 3. Twelve Month Term Commitment. If you terminate Service prior to the end of the twelfth month from the signature date, you agree to pay a termination charge of one hundred percent (100%) of the remaining months' monthly recurring revenue. 4. Twenty-four Month Term Commitment. if you terminate Service prior to the end of the twenty-fourth month from the Signature Date, you agree to pay a termination charge of seventy five percent (75%) of the remaining months' monthly recurring revenue. 5. Thirty-six Month Plus Term Commitment If you terminate Service prior to the end of the thirty-six month from the Signature Date, you agree to pay a termination charge of fifty percent (50%) of the remaining months' monthly recurring revenue. s. Right to Cancel. You will not be liable for termination charges and for installation fees. If AMA-TechTel does not install Service within ninity (90) days from the Signature Date (unless due to customer delays), you may terminate the Service with no termination charges. 7. Non -Recurring Charges. Non -Recurring Charges represent: (a) fees for equipment maintenance for as long as you utilize AMA-TechTel Services and or (b) the Service fee for changing and installing Services. 8. Late Fees. if payment is not made on your account by the due date, it will be subject to suspension, possible disconnection and collections may result. A late payment charge of Ten Dollars ($10.00) will be applied to any account with a total late balance under Five Thousand Dollars ($5000.00), A Five Percent (5%) late payment charge will be applied to the balance of any account with a total late balance over Five Thousand Dollars ($5000.00). Any disconnected service needing to be restored will have a Sixty Dollar ($60.00) reconnection fee applied to the first line and a twenty dollar ($20.00) fee applied to all others. s. AMA-TechTel Owned CPE. All Customer Premise Equipment (CPE) installed by AMA•TechTei to provide services will remain the property of AMA-TechTel, unless purchased in a written Bill of Sale. You agree to return all CPE to AMA-TechTel within fourteen (14) days of cancellation of service. Equipment not returned after fourteen (14) days will be charged on your account. to. Customer -Owned CPE- You'll be responsible for the installation, operation, and maintenance of Customer -Provided CPE used in connection with AMA-TechTel Services. It's your responsibility to ensure that such Customer -Provided CPE is compatible with the Services and in compliance with applicable laws and regulations. Customer -Provided CPE connected with AMA-TechTel's network must be approved by AMA-TechTel prior to installation. 11. This Agreement is an addendum to the Letter of Acknowledgement, Complex Facilities Product Agreement, and Internet Access Product Agreement and is intended by the parties to be construed as one integrated agreement and shall be a binding contract between us. in the event of conflict between these documents, this Agreement shall control. Service Level Agreement eiV Al d8�1 I f`cI _� r g(3f a q 1 , y � c .M � � � � � Installation Guarantee: Installation Exceeds Ni �nett' (90) Days — f009a Applicable Installation Charges Two (2) up to Eight (8) Hours Eight (8) + up to Twenty Four (24) Hours, Twenty Four (24) + Hours, Up Time Guarantee: One (1) Day Off MRC One (1) Day Off MRC, per Eight (8)Hours One (1) Week Off MRC per Twenty Four (24)Hours 12. COVERED NETWORK COMPONENTS: All relevant network components are subject to this SLA. This includes on -network components such as AMA-TechTel local switches, POPs, core routers, and circuits. Off -network components are not covered by this SLA. 13. NORMAL MAINTENANCE: Normal Maintenance refers to upgrades of hardware or software to increase ability. Normal Maintenance may temporarily lower the quality of service, and could result in outages. Such events related to normal maintenance shall not be eligible to service credits under this SLA. 14 NETWORK AVAILABILITY: Network outages occur when a particular customer's dedicated circuit is unable to transmit and receive Internet or Voice Service and is recorded in an AMA-TechTel trouble ticket by the Customer Care Department. 15. INSTALLATION: Installation will be measured from the signature date on the RFS until the service is deemed available for use. 16. 90 DAY SATISFACTION GUARANTEE: This guarantee applies to service quality and outages forty-eight hours after installation, however does not apply to any problem for which you accept any credit or price reduction with resolution from AMA-TechTel as the remedy, this guarantee cannot be combined with any other. This guarantee is applicable only if you have provided assistance in identifying and remedying the problem. 1T SERVICE CREDIT EXCEPTIONS: The customer must provide reasonable assistance in diagnosing problems. This includes promptly requesting the opening of a trouble ticket, providing access to customer premise and providing assistance via telephone, fax, or e-mail. The Installation SLA is not applicable if installation delay is attributed to: Customer equipment, Customer Facility; acts or omissions of the customer, its employees or agents; failure of customer to pass an AMA-TechTel credit check or other events outside the control of AMA-TechTel. 18. CUSTOMER TERMINATION RIGHTS: Customer may terminate the Affected Services without penalty if an outage of forty eight (48) hours or more is experienced, excluding wireless services. Such outages must be documented in an AMA-TechTel Trouble Ticket, and are not subject to the Service Credit Exceptions stated above. By signing below and initialing all sections above, I authorize AMA•TechTel to provide the selected services above and convert the speed telephone number(s) above. No charge is required to switch to AMA-TechTel. By signing below, I agree: (1) that I revoke any appointments of authority that I have given to any other service provider for the services I request. 1 understand that AMA•TechTel may have different calling areas, rates, and charges than my current telecommunications provider, and I am willing to be billed accordingly. (2) 1 certify that I am at least 18 years of age and legally authorized to change telephone providers for the telephone numbers specified and Internet providers, and agree that a fax copy of this Letter will have the same effect as an original. (3) 1 acknowledge that I have read and understand this Letter of Authodzation/RFS/Product Agreement/SLA and have reviewed, and agree to, all rates, terms, conditions, and term agreements; this is intended by the parties to be construed as one integrated agreement and shall be a binding contract between us. { X MARL mciWUGALMAJOR City of Lubbock Print Namerritle/Date ATTEST: Rebecca Garza, City Secretary APPROVED AS TO CONTENT: Mar Ye o Infohnation Technology Director APPROVED ORM: Donald G. Vandiver, Attorney of Counsel X WA�n��� Signature f AMAtechTel Representative Christop er Al�el aior Accounts Rea / February 10, 2005. Print Namerride/Rep ID/Date O 2004 AMA TechTel Communications AMA-TECAEL Customer: City of Lubbock BTN:806-775-3000 Page: 1 of 1. Product Agreement & Request for Service (RFS) Special Instructions & Additional Numbers This Page is an addition to the RFS when special instruction or additional numbers need to included in the order packet. (1) Complete section two (2), Please list all information that you feel will be important for the proper completion and installation of this order in section three (3). Please list all additional numbers in section four. wi :w 4 . `F ``3'iehe art' .a Customer Name/DBA: City of Lubbock BTN: 806-775-3000 Account Executive: Christopher Allen Order Number. MY 4-ftt See Addendum A, B. C. Electronic Billing format on CD mailed to customer monthly. (.. it irlfQ„ , tU7s. Phone Vendor Company: Vendor Contact: Vendor Phone: Data Vendor Company: Vendor Contact: Vendor Phone: Reason for Vendor Contact 3 ..may e- x .>'j a,s'ti g xa j dd1t na Urtt§S„n �w.; -;t b.. W aCi" 4x> CUSTOMER INT: X © 2004 AMA TechTel Communications AMA-TECHTEL Customer: City of Lubbock Responsible Organization Letter of Agency MCI Resporg BTN:806-775-3000 Page: 1 of 1. The undersigned hereby authorizes MCI to act as the Responsible Organization for the following TOLL FREE numbers: P. .... tit `.*��'$ `x �rt��• t. "`J , T ., Y ! »,'�•� . FL bpi �■ /yy�i 4 _1� tii�r/f'xi m"�.y w.., Customer authorizes and directs MCI to request a change of the Resp ORG code in the SMS/800 to "WIL01" effective on (❑ a.m. or ❑ p.m.) for the TOLL FREE numbers. Initial one of the following; The undersigned is not an agent for any third party. The undersigned represents and warrants that it is the exclusive end user subscriber of the Toll free number(s) listed herein and agrees to hold harmless and indemnify MCI from all liability and expenses for any breach of that representation and warranty. # 6 „r�i i? 6 3 ,5y� .� cc � wv��yF.. Company: City of Lubbock 4 it x+R�' .{ .f �a`9 , `? ff. Represented By: Mayor Marc McDougal Address: 916 Texa venue �fty- ubbock St: Texas Zip: 79467 Signature: Date: , © 2004 AMA TechTel Communications ATTEST: APPROVED AS TO CONTENT: &�� ' o C "f Re cca Garza, City Secretary — Mark earwo Information Technology Director APPROVED FORM: -,J.,.2 Donald G. Vanc aver, Atto ey of Counsel SUBMIT TO: t T CITY OF LUBBOCK CITY OF LUBBOCK, TEXAS PURCHASING DEPARTMENT 1625 13TH STREET, RM L04 LUBBOCK, TX 79401-3830 AN EQUAL OPPORTUNITY REQUEST FOR PROPOSAL #04- 215 - RW CONTACT PERSON: Randy Wood EMPLOYER TEL: 806.775.2167 FAX: 806.775.2164 http://purchasing.ci.lubbock.tx.us TITLE: SUBMITTAL DEADLINE: 14 Long Distance Telephone Service January 13, 2005, 2:00 PM CST PRE PROPOSAL DATE, TIME AND LOCATION: Any proposals received after the time and date January 4, 2005, 11:00 AM, Training Room 1_01 listed above, regardless of the mode of delivery, shall be returned unopened. RESPONDENT NAME: IF RETURNING AS A "NO RESPONSE", PLEASE STATE REASON. MAILING ADDRESS: CITY - STATE - ZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE PROPOSAL PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO TELEPHONE NO: BE IN THE BEST INTEREST OF THE CITY. IT 15 THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS FAX NO: REQUEST PERMITS COMPETITIVE PROPOSALS. IT 15 THE OFFEROR'S RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY E-MAIL' COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS RFP TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST BE RECEIVED FEDERAL TAX ID NO. OR SOCIAL SECURITY NO. BY THE PURCHASING MANAGER NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. THE OFFEROR HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family, benefit from the award of this proposal to the above firm? YES NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED OFFEROR HAVING EXAMINED THE REQUEST FOR PROPOSAL, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION. By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. 1 further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the. City of Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the vendor. Authorized Signature Title Print/Type Name Date THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE. 7 Long Distance Telephone Service CITY OF LUBBOCK, TEXAS RFP #04-215-RW The City of Lubbock appreciates your time and effort in preparing your proposal. All offerors should familiarize themselves with the following INSTRUCTIONS TO OFFERORS and GENERAL REQUIREMENTS: 1. INSTRUCTIONS TO OFFERORS PROPOSAL DELIVERY, TIME & DATE 1.1 The City of Lubbock will receive written and sealed competitive proposals for Long Distance Telephone Service u it 2:00 p.m. CST, January 13, 2005, if date/time stamped on or before p.m. at the office listed below. Any proposal received after the date and hour specified will be rejected and returned unopened to the offeror. Each proposal and supporting documentation must be in a sealed envelope or container plainly labeled in the lower left-hand corner: "RFP #04-215-RW, Long Distance Telephone Service" and the closing date and time. Offerors must also include their company name and address on the outside of the envelope or container. Proposals must be addressed to: Victor Kilman, Purchasing Manager City of Lubbock 1625 13th Street, Room L-04 Lubbock, Texas 79401 1.2 Offerors are responsible for making certain proposals and proposed contracts are delivered to the Purchasing Department. Mailing of a proposal does not ensure that the proposal will be delivered on time or delivered at all. If offeror does not hand deliver proposal, we suggest that he/she use some sort of delivery service that provides a receipt. The City of Lubbock assumes no responsibility for errant delivery of proposals, including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified. 1.3 Proposals will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. No proposals will be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or telefacsimile transmission. THE CITY WILL NOT ACCEPT FAX PROPOSALS. 1.4 Proposals may be withdrawn prior to the above scheduled time set for closing. Alteration made before RFP closing must be initiated by offeror guaranteeing authenticity. 1.5 The City of Lubbock reserves the right to postpone the date and time for accepting proposals through an addendum. 2 PRE -PROPOSAL MEETING 2.1 For the purpose of familiarizing offerors with the requirements, answering questions, and issuing addenda as needed for the clarification of the Request for Proposal (RFP) documents, a pre -proposal meeting will be held at 11:00 A.M., January 4. 2005, in Training Room L01, Lubbock, Texas. All persons attending the conference will be asked to identify themselves and the prospective offeror they represent. 2.2 It is the offerors responsibility to attend the pre -proposal meeting though the meeting is not mandatory. The City will not be responsible for providing information discussed at the pre -proposal meeting to offerors who do not attend the pre -proposal meeting. 2 2.3 The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -proposal meetings are available to all persons regardless of disability. If you would like information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock ADA Coordinator, 1625 13th Street, (806)775-2018 at least forty-eight (48) hours in advance of the conference. 3 CLARIFICATION OF REQUIREMENTS 3.1 It is the intent and purpose of the City of Lubbock that this request permits competitive proposals. It is the offeror's responsibility to advise the City of Lubbock Purchasing Manager if any laneuaae, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a sinete source. Such notification must be submitted in writing and must be received by the City of Lubbock Purchasing Office no later than five (5) business days prior to the proposal closing date. A review of such notifications will be made. 3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS REQUEST FOR PROPOSAL (RFP) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE PROPOSAL CLOSING DATE AND ADDRESSED TO: Randy Wood, Buyer City of Lubbock 1625 13t' Street Lubbock, Texas 79401 Fax: (806)775-2164 Email: rwood@mail.ci.lubbock.tx.us RFPDepot: http://www.RFPdepot.com 4 ADDENDA R MODIFICATIONS 4.1 Any changes, additions, or clarifications to the RFP are made by ADDENDA information available over the Internet at http://www.RFPdepot.com. We strongly suggest that you check for any addenda a minimum of forty-eight hours in advance of the response deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most public libraries. 4.2 Any offeror in doubt as to the true meaning of any part of the RFP or other documents may request an interpretation thereof from the Purchasing Department. At the request of the offeror, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Department. Such addenda issued by the Purchasing Department will be available over the Internet at http://www.RFPdepot.com and will become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations will be binding. in order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock Purchasing Department no later than five (5) days prior to the proposal closing date. 4.3 All addenda, amendments, and interpretations of this solicitation shall be in writing. Any amendment or interpretation that is not in writing shall not legally bind the City of Lubbock. Only information supplied by the City in writing or in this RFP should be used in preparing proposal responses. All contacts that an offeror may have had before or after receipt of this RFP with any individuals, employees, or representatives of the City and any information that may have been read in any news media or seen or heard in any communication facility regarding this RFP should be disregarded in preparing responses. 3 4.4 The City does not assume responsibility for the receipt of any addendum sent to offerors. 5 EXAMINATION OF DOCUMENTS AND REQUIREMENTS 5.1 Each offeror shall carefully examine all RFP documents and thoroughly familiarize itself with all requirements prior to submitting a proposal to ensure that the proposal meets the intent of this RFP. 5.2 Before submitting a proposal, each offeror shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the offeror from obligation to comply, in every detail, with all provisions and requirements of the Request for Proposal. PROPOSAL COPIES 6.1 OFFEROR'S MUST SUBMIT THE ORIGINAL AND THREE COPIES OF THE SEALED PROPOSAL TO THE PURCHASING DEPARTMENT PRIOR TO RESPONSE DUE DATE/TIME. FAILURE TO SUBMIT THE ADDITIONAL COPIES MAY RESULT IN THE PROPOSAL BEING DECLARED UNRESPONSIVE. The original must be clearly marked "ORIGINAL and the copies must be clearly marked "COPY". 6.2 All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by offerors shall become the property of the City of Lubbock when received. 7 PROPOSAL PREPARATION COSTS 7.1 Issuance of this RFP does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a proposal. 7.2 The issuance of this RFP does not obligate the City of Lubbock to enter into contract for any services or equipment. 7.3 All costs related to the preparation and submission of a proposal shall be paid by the proposer. 8 TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT 8.1 If you consider any portion of your proposal to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. 8.2 Proposals will be opened in a manner that avoids disclosure of the contents to competing offerors and keeps the proposals secret during negotiations. All proposals are open for public inspection after the contract is awarded, but trade secrets and confidential information in the proposals are not open for inspection. 8.3 The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your proposal is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your proposal that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. in the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and 4 confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. 8.4 Marking your entire proposal CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act. 9 DISADVANTAGED BUSINESS ENTERPRISE (DBE) REQUIREMENTS 9.1 The City of Lubbock hereby notifies all offerors that in regard to any contract entered into pursuant to this RFP, Disadvantaged Business Enterprises (DBEs) will be afforded equal opportunities to submit proposals and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. 9.2 A DBE is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51 % of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian- indian Americans. 10 DELETED 11 CONFLICT OF INTEREST 11.1 The Offeror shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Lubbock. 11.2 By signing their proposal, the offeror certifies and represents to the City the offeror has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP. 12 ANTi-LOBBYING PROVISION 12.1 DURING THE PERIOD BETWEEN PROPOSAL SUBMISSION DATE AND THE CONTRACT AWARD, PROPOSERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR PROPOSAL WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF EXCEPT IN THE COURSE OF CITY - SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS REQUESTED BY THE CITY. 12.2 This provision is not meant to preclude offerors from discussing other matters with City Council members or City staff. This policy is intended to create a level playing field for all potential offerors, assure that contract decisions are made in public, and to protect the integrity of the RFP process. Violation of this provision may result in rejection of the offeror's proposal. 13 AUTHORIZATION TO BIND SUBMITTER OF PROPOSAL Proposals must show vendor name and address of offeror. The original proposal must be manually signed by an officer of the company having the authority to bind the submitter to its provisions. Person signing proposal must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to manually sign proposal wilt disqualify it. 14 ABOUT THIS DOCUMENT This document is a Request for Proposal. It differs from an Invitation to Bid in that the City of Lubbock is seeking a solution, as described in the following General Requirements section, not a bid/quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award 5 recommendation. Sealed proposals will be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well an offeror's approach meets the desired requirements and needs of the City of Lubbock. Those criteria that will be used and considered in evaluation for award are set forth in this document. The City will thoroughly review all proposals received. The City will also utilize its best judgment when determining whether to schedule a pre -proposal conference (before proposals are accepted), or meetings with offerors (after receipt of all proposals). A Purchase Order/Contract will be awarded to a qualified offeror submitting the best proposal. The City reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints. 15 EVALUATION PROCESS 15.1 All proposals will be evaluated by an evaluation committee and may include senior management representatives, a financial officer, and/or an independent consultant. 15.2 Respondents to this RFP may be required to submit additional information that the City may deem necessary to further evaluate the offeror's qualifications. 15.3 The committee will evaluate and numerically score each proposal in accordance with the evaluation criteria included in the Request for Proposal. 15.4 The committee will arrive at a short list of the top respondents and these short- listed respondents may be scheduled for a structured oral presentation and interview. Such presentations will be at no cost to the City of Lubbock. At the end of the oral presentation and interview, the evaluation of the short-listed respondents will be completed. The oral interview may be recorded and/or videotaped. 16 SELECTION 16.1 Selection shall be based on the responsible offeror whose proposal is determined to be the most advantageous to the City of Lubbock considering the relative importance of evaluation factors included in this RFP. 16.2 NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THIS REQUEST FOR PROPOSAL. 17 EQUAL EMPLOYMENT OPPORTUNITY Offeror agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. 18 NONAPPROPRIATION All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of non -appropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. if at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) 0 days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 19 PROTEST 19.1 All protests regarding the RFP process must be submitted in writing to the City Purchasing Manager within five (5) business days following the opening of proposals. This includes all protests relating to advertising of notices, deadlines, proposal opening, and all other related procedures under the Local Government Code, as well as any protest relating to alleged improprieties with the RFP process. This limitation does not include protests relating to staff recommendations as to award of contract. Protests relating to staff recommendations may be directed to the City Council by contacting the Executive Assistant to the City Council. All staff recommendations will be made available for public review prior to consideration by the City Council as allowed by law. 19.2 FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. The City of Lubbock is aware of the time and effort you expend in preparing and submitting proposals to the City. Please let us know of any requirement causing you difficulty in responding to our Request for Proposal. We want to facilitate your participation so that all responsible firms can compete for the City's business. Awards should be made approximately two to six weeks after the opening date. if you have any questions, please contact the City of Lubbock Purchasing Manager at (806) 775-2165. 7 LONG DISTANCE TELEPHONE SERVICE Specifications 1) INTRODUCTION AND OVERVIEW The City of Lubbock is issuing this Request for Proposal (RFP) under the guidelines of a High -Technology RFP, and is seeking proposals from qualified Vendors to provide long distance telephone service to all departments of the City of Lubbock for a minimum of one year. The City reserves the right to terminate the contract with thirty (30) days written notice. a) Background i) Currently, the City utilizes Nortel PBX's, an option 8 1 c and Option 11cs. In addition, the City has fiber remote cabinets and Norstar key systems. ii) We currently lease a T-1 for a direct connection to our long distance provider. b) Scope of Work i) This RFP is being issued under the guidelines of a High -Technology RFP. This means that failure to successfully meet all functional requirements may not necessarily disqualify the vendor. This RFP is intended to be functional in nature and allow responding vendors to be creative in their approach to serving the City of Lubbock. Currently available hardware and software is expected to be able to meet all of the functional requirements of this RFP. Vendors should take exception to functional specifications that they cannot meet and may offer alternative solutions and/or additional features in their proposals. Price will not be the only criteria of selection. The City may choose to select all, part, or none of the vendor's proposal. ii) In addition to your proposal, this RFP will require a separate formatted response document. Section 6.0 of this RFP contains instructions regarding Appendix A, which is to be completely answered and returned as part of your proposal. iii) The responses to this RFP ar a to include the following: (1) Services Provided (2) Pricing (3) Testing (4) Support (5) Maintenance iv) The selection process is open to as many qualified vendors as possible to insure that the resulting service is the best available for the City. 2) VERIFICATION OF PROPOSAL CONTENTS a) The City reserves the right to verify the contents of the bidder's proposal and the respondent shall make every effort to cooperate. 3) STATEMENT OF REQUIREMENTS a) Vendor Information 91 b) This section will present general information about the vendor, including financial information about the company, staff levels, implementation, training and support capabilities. c) The vendor must be able to provide monthly long distance service usage of approximately 25,000 minutes. d) The vendor must be able to provide long distance service for City personnel when traveling on official business. The volume of calling card usage is approximately 1,000 minutes per month. e) Equipment must be compatible with the City's PBX equipment, key systems, and Plexar system. All costs associated with connecting the long distance service to the City's PBX will be paid by the vendor. The vendor is responsible for initial setup as well as any problems the long distance service provided as long as the contract is valid. f) The system must be secure from unauthorized use. g) Detailed Cost Information i) Vendor shall propose rates for the City of Lubbock that are not exclusively tied to current tariffed rates. Proposals shall include the City's eligibility for existing and future promotions and discounts. Vendor shall use specific terminology when describing usage/discounts/savings, and shall avoid vague terms such as "average gross monthly usage revenue." If "averages" are used in the RFP, Vendor shall describe whether averages included are monthly or annually, and at what point revenue is averaged (i.e. before or after discounts are applied). ii) All governmental mandated charges must be identified. iii) All discounts associated with particular uses for which the City, or portion of the City may qualify, should be identified, i.e. - discounts to the Library system. iv) All discounts should be detailed by time of day and locations, as necessary. v) All costs associated with connecting the long distance service to the City's existing PBX must be included in the cost. h) General Requirements i) Vendor will provide a list of customers with similar service, which have been operational at least one year. At least two (2) of these references should be within the State of Texas. ii) Vendor will provide a plan for uninterrupted transfer of operations from the City of Lubbock's existing system to the new system. iii) Fully describe the procedure for crediting or deleting unauthorized/unanswered calls (calls made by someone other than a City employee), calls made from City extensions that are not answered at the other end, or calls erroneously made (misdialed numbers). iv) Documentation related to current rates and timing of subsequent increases, including advance notice and expected magnitude, is to be included in the proposal. 0 v) Provide the specific grade of service the network is engineered to provide and indicate whether new customers have been turned away due to problems with facility accessibility. vi) In the response, include documentation related to monthly billing detail to be integrated with the existing Avotus software, including but not limited to the following: (1) Who performs the billing function (2) Availability of long distance charges on 3.5" diskettes or other computerized medium (3) How call time is rounded (4) Ability to integrate billing information into Avotus (5) The vendor will need to provide an electronic ASCII flat file to work with the in - house written program. vii) Fully describe call timing supervision (when billing starts, ends, and method employed). viii) State and describe if your s ystem uses authorization codes and how they are used to access your system ix) Can authorization codes be changed at a later date, yes or no? If yes, describe any charges that apply. x) Assuming the City uses authorization codes to track and bill the calls made by each City department, can the monthly billing statements for each code be printed separately? If yes, indicate if there is an additional charge, and if so, how much. xi) Will your service issue a busy signal to commercial users (such as the City) if all your switching circuits, not the City's outgoing central office trunks, are busy? If yes, explain what happens when all your circuits are busy. Will the long distance call originating from the City be blocked (given a busy signal?); automatically re- routed and charged as proposed? Automatically re-routed and not charged as proposed? 4) WARRANTY AND MAINTENANCE a) The vendor must agree to coordinate testing and problem resolution with the City of Lubbock and any service provider involved. This should be stated in writing as part of the proposal. b) The location of the maintenance and service facility should be provided. c) Available maintenance and testing capabilities should be fully described including: i) Location and detailed capabilities of remote maintenance and testing facilities. Technical levels at the facility, including experience and availability of engineering assistance. ii) Methods of trunk and facilities testing and fault detection. d) Maintenance response must be such that it will take no more than two (2) hours from the time an outage is reported until it is repaired. 10 e) Provide a detailed°description of escalation procedures for unresolved service problems, including time frames. f) Identify the number, qualifications, and experience level of technicians and management personnel permanently located in the Lubbock area. This summary should include individual experience of upper level technicians and technical management personnel. 5) EVALUATION CRITERIA a) Proposals will be evaluated based upon the information supplied in the proposals. The following weights will be assigned to the following evaluation criteria: 35% Ability to address the specifications 30% Vendor qualifications and support staff 35% Total proposed cost b) A minimum score of 80% or better is required in each evaluation factor category. c) The City of Lubbock reserves the right to negotiate all elements which comprise the vendor's proposal to ensure that the best possible consideration be afforded to all concerned. 6) PROVIDER RESPONSE DOCUMENT a) Instructions for Appendix A: Appendix A of the RFP is intended to serve multiple purposes: i) It will specify requirements desired and expected by the City to fully integrate the product. ii) It will allow bidders to respond in a uniform, consistent manner to each requirement, allowing for a complete response. iii) It will provide an opportunity at the end of this section to take exception to requirements, and terms and conditions of this RFP for consideration by the City. iv) This section of the RFP can be re-entered into a vendor's word processor to expand the length of response formats. No requirements or questions should be rearranged or deleted. v) Appendix A of the RFP must be returned with the proposal on the specified due date and will represent a major factor in the evaluation process. Vendors should respond completely. vi) The general requirements in Appendix A are intended to be functional. To assist in evaluating each proposal, a uniform coding scheme has been designed for use by the vendor for each requirement specified. The vendor should place a response code beside each requirement in the field provided. The response codes are determined as follows: INC Requirement(s) is included in the proposed base system and installed and operating in at least three (3) customer sites. If this code is used, you must presently have at least three (3) customer sites installed and operational 11 using this requirement with the proposed system. Any other use of this code may result in rejection of the vendor's response. NOP Requirement(s) is included in the proposed base system. However, it is not currently installed and operational in at least. three (3) customer sites. MOD Requirement(s) will be provided by proposed modifications to the base system/software packages at no additional expense to the Agencies. ADD Requirement(s) will be provided by proposed modifications to the base system/software packages at additional expense to the Agencies. Use the Optional Cost entry to specify this cost. NP Requirement(s) cannot be provided. vii) Any omitted responses or blank fields will be assumed to have a response code of "NP", requirements cannot be provided. viii) Most terms referenced in this section use standard industry definitions. Vendor specific terms may be utilized, but are intended to be generic in definition, with similar feature/service offerings provided by multiple vendors. 7) ADDITIONAL INFORMATION a) Any additional information and documentation that the bidder includes to present a complete and definitive proposal should follow the necessary sections listed above. The additional documentation should include any and all information necessary to evaluate the technical and financial capabilities of your individual company, as well as any brochures, general descriptions, training manuals, implementation schedules, or other material provided by the vendor that adequately illustrates and describes the product being proposed. 12 RFP 1to4-215-RW, Long Distance Telephone Service PROPOSAL EVALUATION QUESTIONNAIRE GENERAL INSTRUCTIONS: Please read all questions prior to answering. If you propose more than one type of service configuration for the City's system, and your answers to each question vary due to configuration type, then indicate clearly beside each answer the appropriate configuration type. If additional space is required, use attachments and refer the attachments to the question number. 1. State the name of the service configuration proposed for the City. 2. Briefly explain why this type of service configuration is recommended over other types. For example, is it the only type your company offers, other types cost more, other types are not reliable, this type is the best type for the application, etc. For whatever reasons given, provide supporting facts. 3. Does your service area reach all phones in all fifty (50) states, yes or no? If no, list the areas not reached by your network. 4. Do you provide International calling? Please describe. 5. What is the basic discount (in percent) for each minute for use off of ATItT's FCC tariffed rates during 8 a.m. - 5 p.m. weekdays, from Lubbock, Texas to: a. Areas on your network in the state of Texas (intrastate)? b. Areas on your network outside of Texas (interstate)? Areas not on your network in the State of Texas? d. Areas not on your network outside of Texas? NOTE: If your discount cannot be simply stated, explain your discount structure and policy on a separate page. 1. What is the basic discount (in percent) for each minute of use off AT&T's FCC 1 tariffed rates after 5 p.m. weekdays and on weekends, from Lubbock, Texas to: a. Areas on your network in the state of Texas (intrastate)? b. Areas on your network outside of Texas (interstate)? C. Areas not on your network in the State of Texas? 04-215-RW RFPSVC.doc 13 RFP #04-215-RW. Long Distance Telephone Service d. Areas not on your network outside of Texas? NOTE: If your discount cannot be simply stated, explain your discount structure and policy on a separate page. Is a bulk or bonus discount available, yes or no? If yes, state the discount(s) and requirements. 2. State the rate in effect that is billed for each time increment, i.e., is each call billed at the rate applicable to each time increment or continually at the rate in effect at the time of connection? State and describe any one time installation fees, start-up fees, or deposits the City must pay to the following to implement your proposed configuration(s): a. Your company: b. Southwestern Bell: C. Other: 1. State and describe if your system uses authorization codes and how they are used to access your system 2. Can authorization codes be changed at a later date, yes or no? If yes, describe any charges that apply. 3. Does your service provide a monthly bill detail in electronic format? If yes, provide the cost of this service and detail record layouts of the data. Include information on all other computerized Toll billing your company provides, such as cartridge, 9-Track tape or other. 4. Assuming the City uses authorization codes to track and bill the calls made by each City department, can the monthly billing statements for each code be printed separately? If yes, indicate if there is an additional charge, and if so, how much. Is a monthly executive report available that summarizes all calling activity and charges made by all authorization codes used by the City, yes or no? If yes, provide a sample copy. Is there an additional charge for this service? If yes, how much? 04-215-RW RFPSVC.doc 14 RFP #04-215•RW, Long Distance Telephone Service 6. Assuming City departments are individually billed and make payments for their long distance calls, can a separate executive report be printed and mailed to the Telecommunications Department? If so, at what additional charge? 7. State your policy and fully describe the procedure for crediting or deleting unauthorized/unanswered calls (calls made by someone other than a City employee), calls made from City extensions that are not answered at the other end, calls erroneously made (misdialed numbers). 8. Does the authorization code have a check digit system for code security, yes or no? 9. Can calls be made on your service configuration(s) from outside the Lubbock, Texas local calling area for those employees traveling, yes or no? 10. Provide the location (City and State) of the switching facility and backup switching facility(s) that will be utilized. 11. If the City is required to purchase additional equipment in order to operate the system, list the type(s) and associated cost. 12. Will your service issue a busy signal to commercial users (such as the City) if all your switching circuits, not the City's outgoing central office trunks, are busy, yes or no? If yes, explain what happens when all your circuits are busy. Will the long distance call originating from the City be blocked (given a busy signal?); automatically re-routed and charged as proposed? Automatically re- routed and not charged as proposed? 13. What procedures would be followed if a T-1 line were out of service? 14. What procedures would be followed if all circuits were out of service? 15. What procedures would be followed if customer experiences tow transmission levels and cannot hear some calls (on circuits)? 16. List and describe any warranties on the service and supporting equipment in your proposal. 04-215-RWRFPSVC.doc 15 RFP #04-215-RW, Long Distanoe Telephone Service 17. How many business days, after a service agreement is signed, are required to install and make the City's service configuration totally operational? 18. Describe any training, documentation, technical support, coordination and follow-up that will be provided to the City to ensure a smooth and successful installation and startup. 19. Provide names of municipalities or other governmental agencies using your long distance services. Include names and telephone numbers of your contacts at those agencies. 20. Provide three (3) references that may be contacted that are currently using a service configuration similar to that proposed for the City. Organization - Name - Address - Contact Person - Phone Number 1) 2) 3) 1. Provide three (3) references that may be contacted that have dropped your service in the last ninety (90) days. Organization - Name - Address - Contact Person - Phone Number I 2) 3) 1. Briefly describe your company's history and experience in the long distance telephone service industry. 2. List and describe any other special benefits or advantages for using your services. 3. Describe any consultative services offered and the associated fees. 4. Describe fully, all terms and conditions regarding the provision of long distance service, including, but not limited to, the following: a. Is there any termination liability? b. How much notice is required for change in service? C. Is a contract required? If so, what is the minimum/maximum term? d. Is there a penalty for non -appropriation of funds cancellation? 04-215-RW RFPSVC.doc 16 RFP #04-215-RW, Long Distance Telephone Service e. How long do quoted rates remain firm? f. If your company lowers rates during the contract period, will the City automatically be eligible for the lower rates? 04-215-RWRFPSVC.doc 17 RFP #04-215-RW, Long Distance Telephone Service Appendix A INC NOP MOD ADD NP COMMENTS PROPOSED SYSTEM 1.1 The service area reaches all phones in all fifty (50) states. 1.2 Premise systems are certified by Underwriters Laboratories and also are certified by the FCC for complying with all applicable standards for radio frequency emissions. SYSTEM MANAGEMENT 2.1 The vendor will provide any special cabling or interfaces to existing PBX equipment. 2.2 The vendor can provide long distance call detail records identifying the originating station number. 2.3 The vendor can provide long distance call detail records identifying the account/authorization code. 2.4 The vendor can provide long distance call detail records identifying the destination called. 2.5 The vendor can provide long distance call detail records identifying the trunk route. 2.6 The vendor can provide long distance call detail records identifying the duration of the call. 2.7 Call detail record output is compatible with the Telecommunications System Management software, Avotus which is a Microsoft FoxPro-based product. ADDITIONAL REQUIREMENTS 3.1 Billing is automated and provided to the City on diskette, or email. 3.2 Corporate calling cards are included. 3.3 WATS service is 2rovided. 3.4 900 service is provided. 3.5 Teleconferencing service is included. 3.6 International service is included. 3.7 Local toll service is included. 3.8 Toll fraud protection is included. 04.215-RWRFPSVC.doc 18 6 City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TH STREET LUBBOCK, TEXAS 79401 PH: (UM) 775-2167 FAX: (806) 775-2164 http://purchasing.cl.lubbock.tx.us MAILED TO VENDOR: OLD CLOSE DATE: NEW CLOSE DATE: RFP #04-215-RW, Addendum #1 ADDENDUM #1 RFP #04-215-RW Long Distance Service January 7, 2005 January 13, 2005 @ 2:00 PM January 18, 2005 e 3:00 PM The following items take precedence over specifications for the above named Request for Proposal (RFP). Where any item called for in the RFP documents is supplemented here, the original requirements, not affected by this addendum, shall remain in effect. 1. Q: What is your current rate? A: See the attached list of rates currently being paid by the City of Lubbock 2. Q: Is this a bid for all of your lines including fax, phone, and Internet lines? A: This is for all long distance used by the City of Lubbock on phone calls from City facilities and faxes made from City of Lubbock fax machines. The RFP includes the 1-800 numbers currently utilized by the City of Lubbock. 3. Q Is this long distance for the entire City of Lubbock offices? A: This RFP is for all long distance used by the City of Lubbock. 4. Q. What are the average monthly dollars billed? A: The City of Lubbock pays an average of $800 to $1,000 monthly for long distance services excluding the T1 costs. 5. Q: How many actual lines to include, local, Ti, fax or any other data lines that are used for long distance communications? A: The City of Lubbock has approximately 1,800 employees and all could have access to an authorization code to make long distance calls and faxes. The City uses one T1 for Long Distance and multiple 1 FBs. 6. Q: On Appendix A, what is meant by INC, NOP, MOD, ADD, NP? A: it is defined in Section 6. a). vi). 7. Q: On Appendix A, 2.7: We need further explanation on the Avotus system. Since we will be only providing that tone, is this an issue? A: Avotus is a call records, accounting software currently used by the City of Lubbock. 04-215-RW Addend l .doc RFP #04-215-RW, Addendum #1 8. Q: Can you provide breakdown of volume for intrastate traffic, interstate, and international? A: Intrastate Traffic 9% Interstate Traffic 90% intemational 1% 9. Q: What countries are you including in your international traffic? A: Employees at the City of Lubbock have the possibility of needing to call all countries. 10. Q: On Appendix A, 3.1: What software format are you requiring for diskette and/or email? A: Comma delimited text file. 11. Q: Appendix A, 3.4: What are you utilizing 900 services for? A: Currently the City of Lubbock does not use any 900 services. It is included in the RFP for future reference by the City. 12. Q: How many toll free numbers does the City of Lubbock currently have and do they point to the TV A: The City of Lubbock currently has three toll free numbers utilized by the City of Lubbock departments. They all currently point to the T1. 13. Q: Please breakdown the approximate 25,000 monthly minutes by switched and dedicated. A: Dedicated 97% Switched 3% 14. Q: What type of international calling will the City of Lubbock be doing? A: 1 plus calling 15. Q: Please explain in further detail number 8 on page 15 regarding check digit systems. A: The City of Lubbock would like four digit authorization codes checked for security reasons. 16. Q. Please elaborate on Appendix A regarding Teleconferencing services. A: The City of Lubbock is interested in what type of teleconferencing capabilities the vendors have and is it included. 17. Q. How is the best way to respond to the RFP? A: Response to each point in the RFP is much easier to evaluate as opposed to summary proposal. 04-215-RWAddendl .doc RFP #04-215-Rw, Addendum #1 18. Q: What type of term for the Long Distance Contract is the City of Lubbock requesting? A: The City of Lubbock is requesting a 2-year contract with option to renew for an additional year. 19. Q: When does the current Long Distance contract expire? A: February 2005. 20. Below is a list vendors that attended the pre -proposal meeting: NTS - Lubbock Texas SBC - Lubbock Texas AMA TechTel - Lubbock Texas All requests for additional information or clarification must be submitted in writing and directed to: Randy Wood, Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457 Questions may be faxed to (806)775-2164 or Email to rwood@mylubbock.us THANK YOU, CITY OF LUBBOCK 01���QA Randy Wood Buyer It is the intent and purpose of the City of Lubbock that this request permits competitive bids. it shall be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. 04-215-RWAddend 1.doc Switched access —calls originate on regular business lines 4.9 cents/min out of state 6.9 cents/min in state Dedicated access —calls originate through City's switch via NTS furnished T1 4.0 ce 4631min out of state 4.0 cents/min in state Toll free --inbound service (80Ws) 6.9 cents/min out of state 6.9 cents/min instate Calling- card service —used by traveling employees-800# access 18.0 cents/min out of state 18.0 cents/min in state Calling card service --used in Lubbock to charge calls to City-- 950 access 6.9 cents/min out of state 4.9 cents/min in state A Descriotion of Facilities Monthly Non - Recurring Recurring Type of Charge Charge ervice Qtv Location A Location Pef Each Per Ea ELM Ti 1 1220 Broadway 916 Texts Av Total Monthly Recurring Charge: $ 330.00 Total Non -Recurring Charge: $ 0 Expedite Charges (If Applic.): $ Service Term (beginning on turn -up date of facility): 12 months INITIALS: INITIALS: bm 41 k I City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TH STREET LUBBOCK, TEXAS 79401 PH:(8o6) 775-2167 FAX:(806) 775-2164 http,//purchasing.ci.iubbock.tx.us MAILED TO VENDOR: CLOSE DATE: RFP #04-215-RW, Addendum #2 ADDENDUM #2 RFP #04-215-RW Long Distance Service January 12, 2005 January 18, 2005 @ 3:00 PM The following items take precedence over specifications for the above named Request for Proposal (RFP). Where any item called for in the RFP documents is supplemented here, the original requirements, not affected by this addendum, shall remain in effect. 1. Q: Can you provide breakdown of volume for intrastate traffic, interstate, and international? A: Intrastate Traffic 71% Interstate Traffic 28% International 1% All requests for additional information or clarification must be submitted in writing and directed to: Randy Wood, Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457 Questions may be faxed to (806)775-2164 or Email to rwoodCmylubbock.us THANK YOU, CITY OF LUBBOCK Randy Wood Buyer It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if anv language, reauirements. etc., or anv combinations thereof, inadvertently restricts or limits the reouirements stated in this RFP to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. 04-215-RWAddend2. doc