VILLAGE OF NYACK, NEW YORK
is accepting
Request for Proposals
for a
High-Speed, Automated Communication System
to deliver
EMERGENCY NOTIFICATION SERVICES (ENS)
SECTION 1
PURPOSE, SCOPE & SYSTEM REQUIREMENTS
- A. PURPOSE:
The Village of Nyack is seeking proposals for a high-speed automated communication system to deliver Emergency Notification Services (ENS) and routine notifications by voice (telephone) and / or text to all types of devices. A combination of database and GIS mapping technologies, and Internet mapping capability to deliver targeted customized pre-recorded outbound notifications is highly desired.
B. SCOPE:
The system should have the capability of creating customized lists of individuals who will be routinely or intermittently contacted, such as Civic Groups, Police, Fire Department, etc. The system should have the capability of using on-premises and / or offsite phone lines and internet access. The system should be fully hosted by the vendor, therefore, requiring no additional equipment, storage, environment, etc. by the Village. The system should have the capability of prompting for yes or no responses and capture feedback in comprehensive reports. It is required that the selected vendor have the ability to assign the Village’s local main telephone numbers from individual departments to the Caller-ID read-out for the outgoing calls. The scope of the system should include all residents of the Village of Nyack, and all customers located within the Nyack Water District.
- C. SYSTEM REQUIREMENTS:
a. Proposer is to provide a fully hosted, web-based system for emergency notifications. Equipment based solutions will not be accepted.
b. The work shall be performed during regular business hours (i.e., Monday through Friday, 8:00 a.m. to 5:00 p.m.).
c. The system shall have the capability to back up data across at least 4 redundant locations and be housed in a SAS70 Type 2 Compliant or above data center.
d. The system shall be able to contact individuals through the phone system by dialing numbers from a pre-defined call list or a call list generated in real time by selecting a geographical area on a geo-coded map.
e. The system shall have the capability to call landline telephones, mobile or wireless phones, pagers, contact via email and text messaging from at least 4 locations simultaneously.
f. The system shall have an OPTION to be able to guarantee and dedicate exclusive outbound capacity. (Dedicated capacity in blocks of 24 lines (T-1) or 672 lines (DS3))
g. The system shall be able to create a virtually endless number of notification lists.
h. Proposer shall provide optional on-site training for the system.
i. The system should be capable of and pricing should include unlimited E-Mail and Text notification.
j. The system must have a web interface so that the community can update their contact information.
k. The proposer must provide a hosted system for multiple Inbound Toll Free numbers or DID’s that are Interactive Voice Response capable allowing the Village of Nyack, NY, staff to post messages and provide information to the community alleviating resources, such as dispatch operators.
l. The proposer must disclose corporate structure and affiliations. Proposals from companies associated with telemarketing firms will not be accepted.
m. It is a requirement that Village of Nyack’s local main telephone numbers from individual departments are displayed on the CALLER-ID read-out for the outgoing calls.
n. The proposer must include the ability to allow all counties individual access to their own data supplied from the county, while allowing the state access to all counties.
o. The proposer shall offer all individual towns within the state a fixed pricing model regardless of size.
SECTION 2
COVER LETTER
SECTION 3
VENDOR INFORMATION
Business Organization and Personnel
State the full name and address of your organization that will perform, or assist in performing, the work hereunder. Indicate whether you operate as an individual, partnership, or corporation; if as a corporation, include the state in which you are incorporated. Include the names and phone numbers of personnel of your organization authorized to negotiate the proposed contract.
Management Summary
Describe in narrative form the management structure, methods, and procedures selected by your organization to complete the project as described in Section 1.
Prior Experience Disclosure
Given the project objectives, the vendor should demonstrate an established competence with respect installing a community notification system to achieve project objectives within time and cost constraints.
Proposals submitted should include in this section a listing of qualifying experience. These references must include a complete project description, the name, address, and phone number of the responsible official of the client organization who may be contacted. References of similar size municipalities and requirements are encouraged, though not required.
Privacy Disclosure
The selected vendor must provide the County with a comprehensive privacy statement outlining its contractual obligations to maintain the privacy and security of the systems data. The vendor shall include in that statement that it will not sell, lease, share, rent, or barter personally identifiable information (names, addresses, phone numbers, etc.) to any companies or persons at any time.
SECTION 4
SYSTEM INFORMATION
The bidder shall provide a clear and complete description of the proposed system. A requirement is that the provider’s network should be designed as a multi-tier distributed system and is redundant across at least three geographically diverse locations in the continental United States. Each location should reside in a secure telecommunication switching facility. All voice circuits utilized should be carrier-grade SS7 (Signaling System Seven) and not user-grade PRI or CAS. Diagrams and illustrations may be helpful.
The system shall have the capability to make notification by telephone and deliver messages to the hearing-impaired through TDD/TTY devices.
The system shall be capable of using virtually any source of telephone data to build call lists. Such sources shall include local telephone listings, commercially available databases, private listings, or E911 database supplied by the local telephone company. Databases shall include residential, business, and unlisted telephone numbers.
The system shall provide for delivery of recorded messages either pre-recorded and/or customized at the time of system activation.
The system shall have the ability to add pre-defined scenarios and geographical areas to include call lists.
The system shall provide an interactive capability by including provisions for touch-tone responses on request.
The system shall provide the ability (via internet access) to select the outbound Caller ID telephone number on a per message basis. Such as a message from the Police Department would reflect the Department’s Main Telephone Number on the receiver’s Caller ID, but a message from the Department of Public Work would reflect their Main Telephone Number.
The system shall re-call busy, no answer, and operator intercept telephone numbers upon request.
The system shall provide comprehensive call reporting capability, including standard and customizable reports following every activation in real time.
The system shall provide secured activation procedures through a series of checks starting with a user name and access codes.
The system shall have redundant dialing capability, storage of mapping data and telephone number data.
The system shall archive previous database edits during updates.
SECTION 5
PRICE INFORMATION
The Village of Nyack, NY, is seeking a hosted solution whereby pricing is structured as follows:
1) A low monthly subscription cost.
2) A low per call / per minute usage cost.
The Village of Nyack, NY, will not engage a vendor whose services are provided on a pre-pay basis.
SECTION 6
REJECTION OF PROPOSAL / CONTRACTOR SELECTION
The Village of Nyack, NY, reserves the right to reject any or all submissions, to waive any irregularity or informality in a submission, and to accept or reject any item or combination of items, when to do so would be to the advantage of the County. It is also within the right of the Village of Nyack, NY, to reject submissions that do not contain all elements and information requested in this document. The County reserves the right to cancel this RFP at any time. The Village of Nyack, NY, will not be liable for any cost/losses incurred by the Offerors throughout this process.
The Village of Nyack, NY, reserves the exclusive right to determine which Contractor(s) should be awarded the Contract. The Village of Nyack, NY, also reserves the right to reject any or all bids at its discretion with or without cause.
Responses to the RFP may be submitted to the Nyack Village Clerk, 9 North Broadway, Nyack, NY 10960. Regarding: “ENS Proposal”.
Responses must be postmarked on or before December 16, 2011.
