RequestforProposalRFPNo.IT-2015-101

November23rd2015

PhoneSystemReplacement

DeadlineforReceiptofProposals:January18th,2016at4:30pm

Proposalstobesubmittedbye-mailtoMorganCalvert(mcalvert@middlesex.ca).ITDepartmentMiddlesexCounty399RidoutSt.N.London,ON.,N6A2P1

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1. DEFINITIONSInthisRequestforProposal,inadditiontotermsdefinedelsewhereinthisRequestforProposal,thefollowingtermshavethefollowingmeanings:“MandatoryRequirement”hasthemeaningdescribedinsection4(a)ofthisRequestforProposal.“RatedRequirement”hasthemeaningdescribedinsection4(b)ofthisRequestforProposal.“RequestforProposalorRFP”meansthisdocumentinclusiveofalldefinitionsandprovisionscontainedtherein.“Services”–meansallMandatoryandRatedRequirementsofthisRFPasoutlinedinSection6.

2. INTRODUCTIONTheMunicipalityoftheCountyofMiddlesexisprimarilyaruralcountylocatedinSouthwesternOntario.MiddlesexCounty(“theCounty”)withapopulationofapproximately80,000isatwo-tierlocalgovernmentsystemwhichiscomprisedofeightincorporatedlower-tiermunicipalities.TheCounty,astheupper-tiermunicipality,hasseveralremoteofficeslocatedthroughouttheCountyandaheadquarterslocatedindowntownLondon,Ontario.

3. PURPOSE,BACKGROUNDANDINTENTThepurposeofthisRequestforProposal(RFP)istosolicitproposalsfromqualifiedvendorsfortheprocurement,installation,end-usertrainingandon-goingmanufacturersupportofaVoIPphonesystemsolutionthatwillmeettherequirementsofMiddlesexCountyasoutlinedinthisRFPdocument.In2008,theCountyimplementeditsfirstVoIPphonesystem.Sincethen,thecurrentsystemhasreachedendoflifeandislackingfunctionalityandfeaturesthathavebeenidentifiedbythebusinessunitsandtheInformationTechnologydepartment.Itistheintentatthistimetoreplacetwo(2)existingphonesystemsthatserviceboththemainAdministrativeOfficeslocatedat399RidoutSt.N.,London,ON.andLibraryHeadOfficelocatedat34BFrankSt.,Strathroy,ON.whileintegratinganyexistingVoIPphonesystemsthatarecurrentlydeployedthroughouttheCountytocreateaseamlessend-userexperiencewherepossible.Thenewphonesystemmustinclude:

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i. asystemthatissupportedbyahighlyqualifiedandreliablevendorwithexperienceinVoIPimplementations.

ii. Mainstreamproductswithstrongmanufacturercommitmentandvendorsupport.iii. EasilyintegratewithexistingVoIPsystemsandnetworkinfrastructure.iv. Capabilityofprovidingunifiedcommunicationsfeaturesthatintegratewiththe

County’scurrentMicrosoftExchangearchitecture.v. EasilymaintainedbyInformationTechnologystaffandothermunicipalstaffas

required.

4. PROPOSALCONTENTANDDOCTRINEOFSUBSTANTIALCOMPLIANCEThisRFPincludesbothmandatoryandratedrequirements.MiddlesexCountyrequestsproposalswhich:

i. confirmanddemonstratecompliancewithallstatedmandatoryrequirements;andii. shouldaddressorrespondtoeachofthestatedratedrequirements.

a) MandatoryRequirements

MandatoryrequirementsareexpressedinthisRFPusingtermssuchas“must”or“shall”andarefollowedbytheletter(M)insection6ofthisRFP.ThesemandatoryrequirementswillbeunderstoodtoconstituteanimperativerequirementofMiddlesexCountywithrespecttothisRFP.Proponentsarerequiredtoprovideaclearresponsetoeachmandatoryrequirementitemintheirproposals.IfamandatoryrequirementisnotprovidedinaProposal,thatProposalwillbeconsiderednon-compliantwiththisRFPandwillbeunabletobeevaluated/scoredundertheRatedRequirementsEvaluationCriteria(seeEvaluationMethodologyinsection7ofthisRFP)unlessthedoctrineofsubstantialcompliance(asdefinedinthisRFP)isdeemedtoapplybyMiddlesexCountyinitssoleandabsolutediscretion.Ifamandatoryrequirementisnottechnicallyfeasible,notinlinewithindustrystandards,orcontradictsotherrequirements,theProponentshouldstatesoinwritingtoMorganCalvert(mcalvert@middlesex.ca)onorbeforeDecember7th,2015at12:00pm.MiddlesexCountyinitssoleandabsolutediscretionmayrecommendchangestoProposalsinanaddendumtothisRFP(seesection9aofthisRFP).

b) RatedRequirementsProposalswillbeevaluatedandscoredpursuanttotheEvaluationMethodologysetoutinsection7ofthisRFP.TheRatedRequirementsEvaluationCriteriarateshowstronglyandtheeaseatwhichthecharacteristicsofthemandatoryrequirementsprovidedinproposalsmeettheCounty’sneeds.

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NotetoProponents:ItisessentialthatProposalsarestatedinaclearandconcisemanner.FailuretoprovidecompleteinformationasrequestedwillbetotheProponent’sdisadvantage.

c) DoctrineofSubstantialComplianceWhileitremainstheCounty’sprerogativeinitsabsoluteandsolediscretiontoexcludeanyproposalfromfurtherevaluationorconsiderationforhavingfailedtomeetamandatoryrequirement,MiddlesexCountyneverthelessreservestherightinitsabsoluteandsoleelectiontodeterminethataproposalsubstantivelycomplieswithamandatoryrequirement.Insuchacase,substantivecompliancemeanswherethesolutionproposedortheproposalitself:

i. accomplishesamandatoryrequirementusinganalternativemethodthanthatisenvisagedbyMiddlesexCounty;and

ii. thedegreethattheproposalisapparentlynon-compliantwiththespecifiedrequirementisconsideredbyMiddlesexCountytobeminorandnotmaterialtotheoverallintentofthisRFP.

5. AWARDOFTHISRFP

MiddlesexCountyreservestherighttoacceptorrejectanyandorallproposalsshouldsuchbedeterminedbyMiddlesexCountytobeinMiddlesexCounty’sbestinterest.Shouldonlyoneproposalbereceived,MiddlesexCountyreservestherighttorejectit.IntheeventthereisasuccessfulProponenttothisRFP,theAwardwillallowthesuccessfulProponentthesoleabilitytoprovidetheServicesasoutlinedintheMandatoryandRatedRequirements(Section6)ofthisRFP.

6. MANDATORYANDRATEDREQUIREMENTSOFTHISRFP(M)(R)a) MandatoryRequirements(M)

Note:WehavedeterminedthataCiscoBusinessEdition6000bestfitsourenvironmentandrequirements(refertoAppendixA),experience,technicalexpertise,trainingandeaseofintegrationwithexistingVoIPsystems.

Proponentsmaysubmitaproposalthatincorporatesothertypesofequipment.Ifthisisthecase,proponentsmustprovideasubmissionthatbestmatchesthetechnicalspecificationsoftheequipmentmentionedbelow.Proponentsmustalsoprovideanintegrationplan(includinganydocumentationthatsupportstheeaseofintegrationinwhichtheproposedequipmentwillintegratewithexistinginfrastructure),supportagreementandanytrainingrequirementsthatwouldaddresstheaboveconcernsincludinganyadditionalcostsassociated.

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Location#1–MiddlesexCountyBuilding,399RidoutSt.N.,London,ON.

Note:ThisistheprimaryphonesystemwhichallotherCountyoperatedphonesystemswillintegratewith.Themainequipmentwillbehousedatourdatacenterwhichisdirectlyacrossthestreet,connectedusingfibreinfrastructure.

I. FeaturesandRequirements

• Voicemailfor80users• CentralizedvoicemailforallVoIPusers• Voicemailtoemailcapabilityforallvoicemailusers• Auto-attendantwithcapabilitytoscheduleholidays,dayandnighthours• InstantMessaging,PresenceandExchangeemailintegrationforallphoneusers• Singlenumberreachfor10users• Desktopsoftphoneandmobiledevicephoneapp• AbilitytoregisterexternalphonestophonesystemthroughtheInternet• Abilitytoidentifythelocationofemergencycallers

II. TechnicalSpecifications

• InterfacewithaPRI• 87CiscoIPPhonesmodel#8811• 10CiscoIPPhonesmodel#8861• 2CiscoIPPhonesmodel#8831• 1CiscoIPPhonemodel#8851withone36extensionexpansionmodule• 4-portFXOmoduletoterminateanaloglines• LicensingforallrequirementsandcapabilitiesasoutlinedinSection6

III. AdditionalNetworkInfrastructure

• 2(two)48portCisco3850layer3switchesincludingredundantpower(noPoE

requirement)• NoProfessionalServicesrequiredfortheinstallationoftheseswitches

IV. ProfessionalServices

• Installationandimplementationofallcomponents,featuresandrequirements

asoutlinedinSection6• IntegrationofallexistingVoIPsystemsasidentifiedinAppendixA• VerificationofexistingnetworkconfigurationrelatingtoQoSonallcurrent

networkinfrastructurerelatingtothisproject

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Location#2–StrathroyLibraryOffice,34BFrankSt.,Strathroy,ON.

Note:Thisphonesystemwillservicetwolocationswithinmetersofeachother.Bothbuildingsareconnectedthroughfibreinfrastructure.ThephonesystemwillbelocatedatLibraryOffice(34BFrankSt.)andwillservetheLibraryBuilding(34AFrankSt.)aswell.

I. FeaturesandRequirements

• Voicemailfor25users• VoicemailtobecentralizedonMiddlesexCountyBuilding(Location#1)phone

system• Voicemailtoemailcapabilityforallvoicemailusers• 2auto-attendantswithcapabilitytoscheduleholidays,dayandnighthours• InstantMessaging,PresenceandExchangeemailintegrationforallphoneusers• Desktopsoftphoneandmobiledevicephoneappcapabilities• PhonesetsregistertoMiddlesexCountyBuilding(Location#1)phonesystem• Voicegatewayrouteractsasprimaryinboundandoutboundcallinggateway• OverflowoutboundcallingwillgothroughtheMiddlesexCountyBuilding

(Location#1)phonesystem• Abilitytoidentifythelocationofemergencycallers

II. TechnicalSpecifications

• 2(two)4-portFXOmodulestoterminate6existinganaloglines• 20CiscoIPPhonesmodel#8811• Appropriatelicensingforallrequirementsandcapabilities

III. AdditionalNetworkInfrastructure

• None

IV. ProfessionalServices

• Installationandimplementationofallcomponents,featuresandrequirements• IntegrationwithMiddlesexCountyBuilding(Location#1)phonesystem• VerificationofexistingnetworkconfigurationrelatingtoQoSonallcurrent

networkinfrastructurerelatingtothisproject

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AdditionalRequirementsI. AllintegratedphonesystemsshouldpointtomainphonesystemlocatedatLocation

#1–MiddlesexCountyBuilding,399RidoutSt.N.,London,ON.forcentralizedvoicemail.

II. AllphonesystemshaveseparateBusinessTelephoneNumbersbasedontheirlocation.

III. Allphonesystemsmustintegrate4-digitdialingbetweensites.IV. Allintegratedphonesystemsshallroutecallsthroughmainphonesysteminthe

eventtheyloseaccesstotheirlocalPOTSorPRIaccess.

b) StrengthofMandatoryRequirements(R)TheextenttowhichandeaseatwhichthespecificcharacteristicsoftheMandatoryRequirements(section6)providedinproposalsmeetMiddlesexCounty’sintentionandneedsasstatedinsection3ofthisRFPwillberated(R)pursuanttotheRatedRequirementsEvaluationCriteriasetoutinsection7(b)ofthisRFP.

c) InfrastructureRequirements(M)(R)

I. Mustseamlesslyintegratewithexistingnetworkandcommunicationsinfrastructure(asoutlinedinAppendixA).

II. Primaryphonesystemserversmustmeethighavailability/fail-overscenarios.III. Voicegatewayrouterdoesnotneedtoberedundantasalternatepathwillbe

configuredthroughintegrationofexistingvoicegatewayrouterlocatedatanothersiteconnectedthroughfibreinfrastructure.

d) PricingModel(M)(R)

ThePricingModelineachProposalmust:

I. includeacostbreakdownofeachMandatoryRequirementasdescribedinsection6.II. includeoneyearofmanufacturerwarranty.III. includeaseparatebillofmaterials(includingprofessionalservices)foreachlocation

a. Location#1–MiddlesexCountyBuilding,399RidoutSt.N.,London,ON.b. Location#2–StrathroyLibraryOffice,34BFrankSt.,Strathroy,ON.

IV. Includeaseparatecostforintegrationofexistingphonesystems(asoutlinedinAppendixA).

V. AtotalcostofallcomponentsasoutlinedthroughoutthisRFP.*NotetoProponents:InseparatingthecostassociatedtoeachMandatoryRequirement(section6),youareacknowledgingthatMiddlesexCountycanpickandchoose,initssolediscretion,whichMandatoryRequirementstoincludeintheinitialcostoftheprojectandthat

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thepriceforeachMandatoryRequirementwillnotchangedependingonthenumberofchoicesmade.IfMiddlesexCountydoesnotchoosetopurchaseaMandatoryRequirementattheinitialscopeofthisproject,itwillbearequirementthatMiddlesexCountyshallhavetheoptionbeforetheprojectiscompleted(asindicatedthroughasign-offprocedure)topurchaseanyMandatoryRequirementatthepriceoriginallyprovided.

e) ExperienceandQualifications(M)(R)Respondentsmustprovidethree(3)referenceswithlikeprojectsthatwemaycontact.Respondentsmustprovideabriefdescriptionoftheworkthatwasprovidedtothethree(3)listedreferencesandhowitrelatestotherequirementsasoutlinedinthisRFP.MiddlesexCountywilltakeintoaccountpastworkingexperiencewiththepotentialProponentasitrelatestopreviousprojectsbetweentheCountyandtheProponent.

f) TimelinesforProjectCompletion(M)(R)Theprimaryphonesystem(Location#1,seeSection6)mustbeinstalledandfullyoperationalbyApril4th2016.Integrationoftheadditionalphonesystems(Location#2,seeSection6andasoutlinedinAppendixA)mustbecompletedbyApril29th,2016.

g) ImplementationPlan(M)(R)RespondentsmustincludeanImplementationPlanthatincludes;I. AnassignedProjectManager.II. ScopeofWork.III. MiddlesexCountystaffinvolvementthroughoutthedurationoftheprojectincluding

anydeliverablesandexpectationsofthevendor.IV. Requiredvendoraccesstosystems,bothphysicalandlogicalV. TimelinesincludinganymilestoneskeepinginmindtheTimelinesforProject

Completionasoutlinedinsection6(f).VI. Proposedroll-outplan:BigBangorPhasedapproach.VII. Proposedend-userandsupportstafftrainingVIII. Anyotherinformationthatisnotlistedhere.IX. ProjectSign-Off

h) WSIBClearanceCertificateProponentsmustincludeacopyoftheirWSIBClearanceCertificate.

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7. EVALUATIONMETHODOLOGY

a) ExaminationforCompliancewithMandatory(M)RequirementsProposalswillfirstbeexaminedforcompliancewiththemandatoryrequirementsofthisRFP.Ifamandatoryrequirementisnotprovidedinaproposal,thatproposalwillbeconsiderednon-compliantwiththisRFPandwillbeunabletobeevaluated/scoredundertheRatedRequirementsEvaluationCriteria(section7ofthisRFP)unlessthedoctrineofsubstantialcompliance(asdefinedinthisRFP)isdeemedtoapplybyMiddlesexCountyinitssoleandabsolutediscretion.

b) Rated(R)RequirementsEvaluationCriteriaTheratedrequirementsofcompliantproposalswillbeevaluatedundertheRatedRequirementsEvaluationCriteriaprovidedinthetablebelow.Thelowestcost,oranyproposalatall,willnotnecessarilybeacceptedbyMiddlesexCounty.ThebasisforselectionofaproposalwillbetheproposalthatprovidesthebestoverallvalueasdeterminedbytheexerciseoftheRatedRequirementsEvaluationCriteria.MiddlesexCountyreservestherighttoacceptorrejectanyorallproposalsshouldsuchbedeemedbyMiddlesexCountyinitssolediscretiontobeinitsbestinterest.Shouldonlyoneproposalbereceived,MiddlesexCountyreservestherighttorejectit.

Item RatedRequirementsEvaluationCriteria EvaluationWeighting

1 PricingModel 45%2 StrengthofMandatoryRequirements 20%3 ExperienceandQualifications(includingqualityofreferences) 20%4 Demonstratedunderstandingoftheprojectand

professionalismofproposal10%

5 ImplementationPlan 5%Total 100%

8. ADDITIONALGENERALCONDITIONSOFTHISRFP

a) IndependentContractorStatusofProponent;IndemnityandInsuranceAcknowledgement

TheProponentacknowledgesthatinprovidingaproposal,thatitprovidessuchasanindependentcontractorandforthesolepurposeofexecutingtheServicesasoutlinedin

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Section6ofthisRFP.NeithertheProponentnoranyofitspersonnelisengagedasanemployee,servantoragentofMiddlesexCounty.Asanindependentcontractor,theProponentfurtheracknowledgesthatintheeventitwastoenterintoanagreementwithMiddlesexCountyfortheprovisionoftheServicesasoutlinedinSection6,itwouldberequiredto:

i) release,indemnifyandholdcompletelyharmlessMiddlesexCountyfromanyandallliability,includinglegalcosts,whichmaybeattributedtothenegligenceoftheProponentinitsprovisionofservices;

ii) carryaCommercialGeneralLiabilityInsurancepolicyonanoccurrencebasisinanamountandwithappropriatepolicycoverageasdeterminedtobeappropriatebyMiddlesexCounty;and

iii) carryErrorsandOmissionscoverageforpotentialerrorsandomissionsarisingfromtheprovisionofitsservicesinanamountdeterminedtobeappropriatebyMiddlesexCountywhichisunderwrittenbyaninsurerlicensedtoconductbusinessintheProvinceofOntario.

b) SubcontractingandAssignment

TheProponentacknowledgesthatinanypotentialcontractwithMiddlesexCounty,nosubcontractingorassignmentofrightsandobligationsoftheProponentwillbepermittedwithoutthewrittenconsentofMiddlesexCounty.

9. ADDITIONALSPECIALCONDITIONSOFTHISRFP

a) AddendaMiddlesexCountyreservestherighttorevisethisRFPuptothefinaldateforthedeadlineforreceiptofproposals(January18,2016at4:30p.m.).AnynecessaryaddendatothisRFPwillbepostedonMiddlesexCountywebsite(www.middlesex.ca)ONLY.MiddlesexCountyatitsdiscretionmayormaynotchangethedateforsubmissionsdependingonthedateandextentofanyAddenda.

b) QuestionPeriodIntheeventanyproponenthasclarificationquestion(s)ontherequirementsforthesubmissionofaproposalpursuanttothisRFP,suchquestionsmustbesubmittedbyemailtoMorganCalvert(mcalvert@middlesex.ca)onorbeforeDecember7,2015at12:00p.m.AnswerstoallclarificationquestionswithrespecttothesubmissionofaproposalwillbeprovidedinanaddendumwhichwillbepostedonMiddlesexCountywebsite(www.middlesex.ca)ONLY,onDecember14th,2015.OnlyanswersrequestingclarificationontherequirementsforthesubmissionofaProposalwillbeanswered.

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c) OwnershipAllfilesincludingbutnotlimitedto,configurationfiles,backupfiles,projectdocumentationandanyotherdatacreatedduringtheexecutionofallServicesasoutlinedinSection6ofthisRFPbelongtoMiddlesexCountyandwillbeprovidedtoMiddlesexCountypriortoprojectcompletionandsign-off.Allequipment,softwareandhardwarepurchasedthroughtheServicesasoutlinedintheMandatoryandRatedRequirementsofthisRFP(Section6)belongtoMiddlesexCountyandwillbeprovidedtoMiddlesexCountypriortoprojectcompletionandsign-off.

d) ConfidentialityTheProponentacknowledgesthatanyandallinformationrelatingtothebusinessandaffairsofMiddlesexCountyareconfidentialandthatanyandallinformationexchangedrelatingtothisRFPisstrictlyconfidential.

10. SUBMISSIONOFPROPOSALSANDTIMELINEOFRFPEVENTS

a) SubmissionofProposalsPleaseensurethatyourProposal:

- Emailsubjectlineisclearlymarked“MiddlesexCountyPhoneSystemRFP”o Failuretodosomaycausethesubmissiontobeoverlooked

- FollowtheflowofthisRFPdocument,includingnumberingscheme- Includename,contactinformation,experienceandqualificationsofallteammembers

whowillcontributetothisproject- Includeanoverviewofyourunderstandingofthisproject- Provideforandaddressesallmandatory(M)andrated(R)requirementsofthisRFP(see

Section6)- IncludeascannedcopyofanoriginalendorsedRFPResponseForm(finalpageofthis

document)and;- Issubmittedviae-mailtoMorganCalvert(mcalvert@middlesex.ca)byJanuary18th,

2016at4:30pm

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b) TimelineofRFPEvents

Event DatePostingofRFP

- MiddlesexCounty(www.middlesex.ca)- MISA(www.misa-asim.ca)

Nov23,2015

Finaldateofsubmissionofclarificationquestions(by12pm) Dec7,2015Finaldateofsubmissionofnon-feasiblemandatoryrequirements(by12pm)

Dec7,2015

Postingofanswerstoclarificationquestions- MiddlesexCounty(www.middlesex.ca)ONLY

Dec14,2015

DeadlineforreceiptofProposals(by4:30pm) Jan18,2016EvaluationofProposalswithadecisiontobemadeby Jan25,2016Projecttobecompletedby RefertoSection6(f)

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AppendixA–CurrentInfrastructureandNetworkMapsBelowisalistofcurrentinfrastructureandsystemsthatthephonesystem(asoutlinedinthisRFP)willberequiredtoeasilyintegratewith.Location System/Manufacturer DescriptionOverall - MicrosoftExchange2010

- MicrosoftActiveDirectoryDomainServices

- VMWareVirtualInfrastructure- BladeC7000Chassis

SharedInfrastructureServices

MainHQ(Location#1refertoSection6)

- Cisco385048portPoE Switches

DataCentre - Cisco385024portPoE- CheckpointFirewall- AvayaBCM450

RedundantcoreswitchesRedundantFirewallsCurrentphonesystem

LibraryOffice(Location#2refertoSection6)

- AvayaBCM50- (2)Avaya452448portPoE

PhonesystemwithvoicemailDistribution/Accessswitches

EMSHQ - Cisco2911w/CUCMEandCUE- Cisco385048portPoE

PhonesystemwithvoicemailDistribution/Accessswitch

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NetworkMap(Simplified)–Current

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NetworkMap(Simplified)–ProposedFuture

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RFPRESPONSEFORM(ACKNOWLEDGEMENT)RequestforProposalRFPNo.IT-2015-101PhoneSystemReplacementI/WehavereadandunderstandthisRFP,includingallAddendatothisRFP,andherebyagreetoallofthetermsandconditionsnotedinthisRFPandallAddendathereto.Datedat___________,Ontariothis____dayof_________,2015.______________________________NameofProponent(pleaseprint)____________________________________________________________Address____________________________Telephone____________________________Facsimile____________________________EmailPer:_________________________________SignatureofProponent_____________________(Name),_____________________(Position)Ihaveauthoritytobindthe__________________(businesstype)