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Home My WebLink AboutITNINVITATION TO NEGOTIATE (ITN) FOR TELEPHONY EQUIPMENT AND SERVICES SUNCOM Telephony Equipment Premises Service (STEPS) ITN No. 6-730-000-Y ITN ISSUE DATE: 03-11-2008 RESPONSES DUE 4-21-2008 BY 2:00PM EST. REFER ALL INQUIRES TO: MARK FOSS PURCHASING ANALYST DIVISION OF STATE PURCHASING BUREAU OF TECHNOLOGY PURCHASING DEPARTMENT OF MANAGEMENT SERVICES 4050 ESPLANADE WAY, SUITE 360 TALLAHASSEE, FL 32399 1 1.0 INTRODUCTION 1.1 PURPOSE 1.2 BACKGROUND 1.3 CONTACT 1.4 EVENT TIMELINE THROUGHOUT THIS DOCUMENT, THE TERMS RESPONDENT, PRIME CONTRACTOR, AND MANUFACTURER MAY BE INTERCHANGED. THESE TERMS ALL MEAN: "THE ORGANIZATION RESPONSIBLE FOR THE AUTHORIZED SUBMISSION OF A MANUFATURER'S SINGLE RESPONSE TO THIS INVITATION TO NEGOTIATE (ITN); AND THE IMPLEMENTATION AND ONGOING MANAGEMENT RESPONSIBILITY FOR ANY SUBSEQUENT STATE TERM CONTRACT AWARD. 2 1.1 Purpose. The State of Florida ("State"), Department of Management Services, Division of State Purchasing and Communications and Information Technology Services (CITS) invites qualified manufacturers to submit proposals in accordance with these solicitation documents. The purpose of this solicitation is two fold: The first is to establish a thirty-six (36) month State Term Contract for the purchase, or per licensed station lease / per licensed station rental, of Hybrid or "pure" IP Telephone Systems in the following listed categories: Configuration Types 2 3 4 1- 50 Station Clients 51- 400 Station Clients 401-1000 Station Clients Over 1000 Station Clients The second is to provide a migratory path to certain IP functionality, as well as ongoing maintenance (including moves/adds/changes "MACs"), for the embedded base of legacy telephone systems. These legacy systems are mostly Time Division Multiplexed (TDM) type and are currently installed throughout the State. This contract will NOT allow for procurement of any new equipment incapable of supporting IP functionality. The contract term will be for thirty six (36) months beginning July 1, 2008 through June 30, 2011. The Department may renew this contract for three (3) additional one year periods. The State's MyFloridaMarketPlace eProcurement system (the "System", "MFMP") will be used to conduct this competitive event. The estimated historical annual spend on this contract is approximately $20 million. This historical figure is supplied as a guide for preparing responses and should not be construed as a representation or guarantee of future sales volume. The goal of this procurement is to create a contract vehicle for all State Agencies and Other Eligible Users (OEUs) to purchase voice edge equipment, or to do a per licensed station lease / per licensed station rental of that equipment. The State of Florida is seeking a statewide turnkey solution for design, implementation, and vendor management of hybrid or pure IP telephony systems. This new voice telecommunications service shall be referred to as SUNCOM Telephony Equipment Premises Service (STEPS). The State expects improved communication security, a higher quality of service, cost containment, and cost avoidance. All systems must be capable of integrating and leveraging the MyFloridaNet statewide MPLS network. With this new service, the DMS Division of Communications & Information Technology Services (CITS) shall offer Service Level Agreements (SLAs) to its Agencies and OEUs who seek to lease or rent the voice edge equipment and services. This Invitation to Negotiate (ITN) addresses some of the technologies believed to be involved in the solutions to the State's voice communication needs. However, the State intends to leverage the expertise of the vendor community and expects Respondents to propose innovative architectural designs and migration processes providing cost effective interoperable systems. Florida's ability to operate in an enterprise environment depends on our success building an enterprise service supporting the State's growth and changing requirements. From a practical standpoint, the State must define 3 and implement improved business models that better utilize existing funding and reduce future costs of government. The successful respondents shall collaborate with DMS and internal stakeholders to provide Florida with a logical transition to a unified, routed, voice-over-IP transport delivery system for the entire enterprise. 1.2 Background Existing voice, data, and telephony functionality varies greatly from customer -to -customer across numerous environments throughout the State, and are based on a variety of manufacturer's hardware and software. Currently eligible users (of previous State Contracts) own and maintain their own systems. Local and Long distance services may be provided through the State SUNCOM portfolio of services, or are obtained directly from individual carriers. SUNCOM, the State's current telecommunication service provider, has always been an enterprise -minded entity. Its mission has been to harness the buying power of the State and provide economies -of -scale in the purchase of communication services for State and local government customers. The Department of Management Services Division of Communications & Information Technology Services (C(TS) has strived to provide voice, data and video services to meet the growing needs of its customers, and at the same time, maintain a base level of standardization to foster interconnectivity. It is important to recognize that the idea of enterprise services has evolved from both growing requirements for more efficient networks and ongoing budgetary constraints. It is the State's intent that the awarded respondent(s) will act with the State to furnish quality Hybrid or "pure" IP telephone systems, equipment, and related services at the lowest price available. These systems may be PURCHASED directly from the vendor via this Contract, or they may be leased or rented on a PER LICENSED STATION basis from SUNCOM (through this procurement). The Respondent(s) awarded this Contract will provide the equipment and services in a timely and efficient manner, and in accordance with this solicitation document. Delivery locations will be statewide. Both State Agencies and Other Eligible Users (OEU) may purchase, lease, or rent from the contract resulting from this solicitation. This ITN will establish a "best -in -class" (Le., obtaining the best value telephone systems, equipment, and related services while maintaining or exceeding current service and quality levels) procurement vehicle for all of the State's Eligible Users. 1.3 Contact. The Procurement Officer for the State of Florida, Department of Management Services, Division of State Purchasing is listed below. All inquiries and questions must be directed, in writing by using the MyFloridaMarketPlace (MFMP) Sourcing Tool's Question and Answer Board for this solicitation. Questions may only be submitted in this manner and prior to the deadline listed in Section 1.4 (Event Timeline) that follows. Except as may be provided for as part of this solicitation (e.g. reverse auction training), communications directly with department officers and employees [including those at DMS CITS] concerning this ITN are strictly prohibited. See Section 2.21 and Section 3.21. Respondents should rely only upon written communications from the Procurement Official and this ITN document, as may be modified. The Procurement Officer and sole contact for this solicitation is: Mark Foss Purchasing Analyst, State Purchasing Department of Management Services 4050 Esplanade Way, Suite 360 Tallahassee, FL 32399-0950 4 mark.fossedms.myflorida.com 1.4 Event Timeline. Respondents should review and become familiar with the Event Timeline. The dates and times of each activity within the Event Timeline are subject to change. It is the responsibility of the respondent to check for any changes. All changes to the Timeline will be made through an addendum to this solicitation and posted within the Vendor Bid System (VBS) and Sourcing Tool (MFMP). EVENT TIMELINE D 0 m N ITN Release Launch Sta.e 1 Optional Training MFMP Sourcin. Tool Deadline for questions from Respondents submitted to the MFMP Q & A Board Answers to Respondents question will be posted to MFMP Solicitation is open to vendors to submit their response online to the MFMP Sourcin• Tool. Solicitation res•anses are due Inde•endent Evaluation Evaluators scoring session and formulation of recommendation Clarifications / Negotiations Formal posting of Vendor rankin• s b Cate • o Launch Sta.e 2 MANDATORY Training & Mock Reverse Auction Conduct Live Reverse Auction Two Da Event N-.otiations as Necessa Post Notice of Intended Award BY CATEGORY Tentative Contract Start Date 3/11/2008 3/17/08 at 2:00 PM 3/24/08 at 2:00 PM 4/2/2008 3/28/2008 At 2:00 PM 4/21/08 at 2:00 PM 4/22/08 through 4/30/08 4/30/08 at 2:00 PM 4/22/2008 through 4/30/08 4/30/2008 4/30/2008 5/06/08 at 2:00 PM 5/07/08 5/08/08 4/30/08 through 6/10/08 6/10/2008 7/1/2008 5 DO NOT RELY ON THE MYFLORIDAMARKETPLACE SOURCING TOOL'S TIME REMAINING CLOCK. THE OFFICIAL SOLICITATION CLOSING TIME SHALL BE AS REFLECTED IN THE TABLE ON THE PREVIOUS PAGE. The MyFloridaMarketPlace (MFMP) Sourcing Tool's time remaining clock is NOT the official submission date and time deadline, it is intended only to approximate the solicitation closing and may require periodic adjustments. 6 2.0 GENERAL INSTRUCTIONS TO RESPONDENTS, PUR 1001 2.1 DEFINITIONS 2.2 GENERAL INSTRUCTIONS 2.3 ELECTRONIC SUBMISSION OF RESPONSES 2.4 TERMS AND CONDITIONS 2.5 QUESTIONS 2.6 CONFLICT OF INTEREST 2.7 CONVICTED VENDORS 2.8 DISCRIMINATORY VENDORS 2.9 RESPONDENTS REPRESENTATION AND AUTHORIZATIONS 2.10 MANUFACTURER'S NAME AND APPROVED EQUIVALENTS 2.11 PERFORMANCE QUALIFICATIONS 2.12 PUBLIC OPENING 2.13 ELECTRONIC POSTING OF NOTICE OF INTENDED AWARD. 2.14 FIRM RESPONSE 2.15 CLARIFICATIONS / REVISIONS 2.16 MINOR IRREGULARITIES / RIGHT TO REJECT 2.17 CONTRACT FORMATION 2.18 CONTRACT OVERLAP 2.19 PUBLIC RECORDS 2.20 PROTESTS 2.21 LIMITATIONS ON VENDOR CONTACT DURING SOLICITATION PERIOD 7 2.1 Definitions. The definitions found in s. 60A-1.001, F.A.C. shall apply to this agreement. The following additional terms are also defined: a. "Buyer" means the entity that has released the solicitation. The "Buyer" may also be the "Customer" as defined in the PUR 1000 if that entity meets the definition of both terms. b. "Procurement Officer" means the Buyer's contracting personnel, as identified in the Introductory Materials. c. "Respondent" means the entity that submits materials to the Buyer in accordance with these Instructions. d. "Response" means the material submitted by the respondent in answering the solicitation. e. "Timeline" means the list of critical dates and actions included in the Introductory Materials. 2.2. General Instructions. Potential respondents to the solicitation are encouraged to carefully review all the materials contained herein and prepare responses accordingly. 2.3 Electronic Submission of Responses. Respondents are required to submit responses electronically. For this purpose, all references herein to signatures, signing requirements, or other required acknowledgments hereby include electronic signature by means of clicking the "Submit Response" button (or other similar symbol or process) attached to or logically associated with the response created by the respondent within MyFloridaMarketPlace. The respondent agrees that the action of electronically submitting its response constitutes: • an electronic signature on the response, generally; • an electronic signature on any form or section specifically calling for a signature; and • an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement. 2.4 Terms and Conditions. All responses are subject to the terms of the following sections of this solicitation, which, in case of conflict, shall have the order of precedence listed: • Technical Specifications • Special Conditions and Instructions • Instructions to Respondents (PUR 1001) • General Conditions (PUR 1000) and • Introductory Materials The Buyer objects to and shall not consider any additional terms or conditions submitted by a respondent, including any appearing in documents attached as part of a respondent's response. In submitting its response, a respondent agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with terms and conditions, including those specifying information that must be submitted with a response, shall be grounds for rejecting a response. 2.5 Questions. Respondents shall address all questions regarding this solicitation to the Procurement Officer. Questions must be submitted via the Q&A Board within MyFloridaMarketPlace and must be RECEIVED NO LATER THAN the time and date reflected on the Timeline. Questions shall be answered in accordance with the Timeline. All questions submitted shall be published and answered in a manner that all respondents will be able to view. Respondents shall not contact any other employee of the Buyer or the State for information with respect to this solicitation. Each respondent is responsible for monitoring the MyFloridaMarketPlace site for new or changing information. The Buyer shall not be bound by any verbal information or by any written information that is not contained within the solicitation documents or formally noticed and issued by 8 the Buyer's contracting personnel. Questions to the Procurement Officer or to any Buyer personnel shall not constitute formal protest of the specifications or of the solicitation, a process addressed in paragraph 2.19 of these Instructions. 2.6 Conflict of Interest. This solicitation is subject to chapter 112 of the Florida Statutes. Respondents shall disclose with their response the name of any officer, director, employee or other agent who is also an employee of the State. Respondents shall also disclose the name of any State employee who owns, directly or indirectly, an interest of five percent (5%) or more in the respondent or its affiliates. 2.7 Convicted Vendors. A person or affiliate placed on the convicted vendor list following a conviction for a public entity crime is prohibited from doing any of the following for a period of 36 months from the date of being placed on the convicted vendor list: • submitting a bid on a contract to provide any goods or services to a public entity; • submitting a bid on a contract with a public entity for the construction or repair of a public building or public work; • submitting bids on leases of real property to a public entity; • being awarded or performing work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and • transacting business with any public entity in excess of the Category Two threshold amount ($25,000) provided in section 287.017 of the Florida Statutes. 2.8 Discriminatory Vendors. An entity or affiliate placed on the discriminatory vendor list pursuant to section 287.134 of the Florida Statutes may not: • submit a bid on a contract to provide any goods or services to a public entity; • submit a bid on a contract with a public entity for the construction or repair of a public building or public work; • submit bids on leases of real property to a public entity; • be awarded or perform work as a contractor, supplier, sub -contractor, or consultant under a contract with any public entity; or • transact business with any public entity. 2.9 Respondent's Representation and Authorization. In submitting a response, each respondent understands, represents, and acknowledges the following (if the respondent cannot so certify to any of following, the respondent shall submit with its response a written explanation of why it cannot do so). a. The respondent is not currently under suspension or debarment by the State or any other governmental authority. b. To the best of the knowledge of the person signing the response, the respondent, its affiliates, subsidiaries, directors, officers, and employees are not currently under investigation by any governmental authority and have not in the last ten (10) years been convicted or found liable for any act prohibited by law in any jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract. c. Respondent currently has no delinquent obligations to the State, including a claim by the State for liquidated damages under any other contract. d. The submission is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive response. e. The prices and amounts have been arrived at independently and without consultation, communication, or agreement with any other respondent or potential respondent; neither the prices 9 nor amounts, actual or approximate, have been disclosed to any respondent or potential respondent, and they will not be disclosed before the solicitation opening. f. The respondent has fully informed the Buyer in writing of all convictions of the firm, its affiliates (as defined in section 287.133(1) (a) of the Florida Statutes), and all directors, officers, and employees of the firm and its affiliates for violation of state or federal antitrust laws with respect to a public contract for violation of any state or federal law involving fraud, bribery, collusion, conspiracy or material misrepresentation with respect to a public contract. This includes disclosure of the names of current employees who were convicted of contract crimes while in the employ of another company. g. Neither the respondent nor any person associated with it in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, or position involving the administration of federal funds: i. Has within the preceding three years been convicted of or had a civil judgment rendered against them or is presently indicted for or otherwise criminally or civilly charged for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or public contract; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; or ii. Has within a three-year period preceding this certification had one or more federal, state, or local government contracts terminated for cause or default. h. The product offered by the respondent will conform to the specifications without exception. i. The respondent has read and understands the Contract terms and conditions, and the submission is made in conformance with those terms and conditions. j. If an award is made to the respondent, the respondent agrees that it intends to be legally bound to the Contract that is formed with the State. k. The respondent has made a diligent inquiry of its employees and agents responsible for preparing, approving, or submitting the response, and has been advised by each of them that he or she has not participated in any communication, consultation, discussion, agreement, collusion, act or other conduct inconsistent with any of the statements and representations made in the response. I. The respondent shall indemnify, defend, and hold harmless the Buyer and its employees against any cost, damage, or expense which may be incurred or be caused by any error in the respondent's preparation of its bid. m. All information provided by, and representations made by, the respondent are material- and important and will be relied upon by the Buyer in awarding the Contract. Any misstatement shall be treated as fraudulent concealment from the Buyer of the true facts relating to submission of the bid. A misrepresentation shall be punishable under law, including, but not limited to, Chapter 817 of the Florida Statutes. 2.10 Manufacturer's Name and Approved Equivalents. Unless otherwise specified, any manufacturers' names, trade names, brand names, information or catalog numbers listed in a specification are descriptive, not restrictive. With the Buyer's prior approval, the Contractor may provide any product that meets or exceeds the applicable specifications. The Contractor shall demonstrate comparability, including appropriate catalog materials, literature, specifications, test data, etc. The Buyer shall determine in its sole discretion whether a product is acceptable as an equivalent. 2.11 Performance Qualifications. The Buyer reserves the right to investigate or inspect at any time whether the product, qualifications, or facilities offered by Respondent meet the Contract requirements. Respondent shall at all times during the Contract term•remain responsive and responsible. In determining Respondent's responsibility as a vendor, the agency shall consider all information or evidence which is gathered or comes to the attention of the agency which demonstrates the Respondent's capability to fully satisfy the requirements of the solicitation and the contract. 10 Respondent must be prepared, if requested by the Buyer, to present evidence of experience, ability, and financial standing, as well as a statement as to plant, machinery, and capacity of the respondent for the production, distribution, and servicing of the product bid. If the Buyer determines that the conditions of the solicitation documents are not complied with, or that the product proposed to be furnished does not meet the specified requirements, or that the qualifications, financial standing, or facilities are not satisfactory, or that performance is untimely, the Buyer may reject the response or terminate the Contract. Respondent may be disqualified from receiving awards if respondent, or anyone in respondent's employment, has previously failed to perform satisfactorily in connection with public bidding or contracts. This paragraph shall not mean or imply that it is obligatory upon the Buyer to make an investigation either before or after award of the Contract, but should the Buyer elect to do so, respondent is not relieved from fulfilling all Contract requirements. 2.12 Public Opening. Responses shall be opened on the date and at the location indicated on the Timeline. Respondents may, but are not required to, attend. The Buyer may choose not to announce prices or release other materials pursuant.to s. 119.071(1) (b), Florida Statutes. Any person requiring a special accommodation because of a disability should contact the Procurement Officer at least five (5) workdays prior to the solicitation opening. If you are hearing or speech impaired, please contact the Buyer by using the Florida Relay Service at (800) 955-8771 (TDD). 2.13 Electronic Posting of Notice of Intended Award. Based on the evaluation, on the date indicated on the Timeline the Buyer shall electronically post a notice of intended award at http:I/fcn.state.fl.usIowa vbs/owa/vbs www.main menu. If the notice of award is delayed, in lieu of posting the notice of intended award the Buyer shall post a notice of the delay and a revised date for posting the notice of intended award. Any person who is adversely affected by the decision shall file with the Buyer a notice of protest within 72 hours after the electronic posting. The Buyer shall not provide tabulations or notices of award by telephone. 2.14 Firm Response. The Buyer may make an award within sixty (60) days after the date of the opening, during which period responses shall remain firm and shall not be withdrawn. If award is not made within sixty (60) days, the response shall remain firm until either the Buyer awards the Contract or the Buyer receives from the respondent written notice that the response is withdrawn. Any response that expresses a shorter duration may, in the Buyer's sole discretion, be accepted or rejected. 2.15 Clarfications/Revisions. Before award, the Buyer reserves the right to seek clarifications or request any information deemed necessary for proper evaluation of submissions from all respondents deemed eligible for Contract award. Failure to provide requested information may result in rejection of the response. 2.16 Minor Irregularities/Right to Reject. The Buyer reserves the right to accept or reject any and all bids, or separable portions thereof, and to waive any minor irregularity, technicality, or omission if the Buyer determines that doing so will serve the State's best interests. The Buyer may reject any response not submitted in the manner specified by the solicitation documents. 2.17 Contract Formation. The Buyer shall issue a notice of award, if any, to successful respondent(s), however, no contract shall be formed between respondent and the Buyer until the Buyer signs the Contract. The Buyer shall not be liable for any costs incurred by a respondent in preparing or producing its response or for any work performed before the Contract is effective. 2.18 Contract Overlap. Respondents shall identify any products covered by this solicitation that they are currently authorized to furnish under any state term contract. By entering into the Contract, a Contractor authorizes the Buyer to eliminate duplication between agreements in the manner the Buyer deems to be in its best interest. 2.19 Public Records. Article 1, Section 24, Florida Constitution, guarantees every person access to all public records, and Section 119.011, Florida Statutes, provides a broad definition of public record. As such, all responses to a competitive solicitation are public records unless exempt by law. Any respondent claiming that its response contains information that is exempt from the public records law shall clearly segregate and mark that information and provide the specific statutory citation for such exemption. 2.20 Protests. Any protest concerning this solicitation shall be made in accordance with sections 120.57(3) and 287.042(2) of the Florida Statutes and chapter 28-110 of the Florida Administrative Code. Questions to the Procurement Officer shall not constitute formal notice of a protest. It is the Buyer's intent to ensure that specifications are written to obtain the best value for the State and that specifications are written to ensure competitiveness, fairness, necessity and reasonableness in the solicitation process. Section 120.57(3) (b), F.S. and Section 28-110.003, Fla. Admin. Code requires that a notice of protest of the solicitation documents shall be made within seventy-two hours after the posting of the solicitation. Section 120.57(3) (a), F.S. requires the following statement to be included in the solicitation: "Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, shall constitute a waiver of proceedings under chapter 120, Florida Statutes." Section 28-110.005, Fla. Admin. Code requires the following statement to be included in the solicitation: "Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes." 2.21 Limitation on Vendor Contact with Agency During Solicitation Period. Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. 12 3.0 SPECIAL INSTRUCTIONS TO RESPONDENTS 3.1 ADDITIONAL DEFINITIONS 3.2 SOURCING TOOL TRAINING 3.3 SOURCING TOOL TIPS 3.4 EMAIL NOTIFICATION 3.5 ORDER OF PRECEDENCE 3.6 MINIMUM QUALIFICATIONS 3.7 SUBMITTAL OF RESPONSE 3.8 ALTERNATE RESPONSES 3.9 AMENDMENTS TO THE ITN DOCUMENTS 3.10 INITIAL DETERMINATION OF RESPONSIVNESS 3.11 ORDERING INSTRUCTIONS / CONTACT INFORMATION 3.12 EVALUATION CRITERIA 3.13 BASIS FOR AWARD / PROMOTION 3.14 SPECIAL ACCOMODATION 3.15 ELIGLIBE EQUIPMENT 3.16 TECHNICAL DOCUMENTATION 3.17 ELECTRONIC POSTING OF RANKING OF RESPONDENTS 3.18 NEGOTIATIONS 3.19 INITIAL PRICING / REVERSE AUCTION 3.20 STATE OBJECTIVES 3.21 LOBBYING 13 3.1 Additional Definitions. The definitions ascribed in Section 2.1 shall apply to this Section. As used in this Section, the following terms shall have the meaning ascribed below: a. "Authorized Dealer" means an agent/reseller/dealer/subcontractor authorized by the Manufacturer, in writing, to provide equipment and/or services under the DIRECT SUPERVISION of the Manufacturer. The manufacturer (Prime Contractor) shall always retain ultimate responsibility for the fulfillment of the terms / conditions / etc. of the Contract. b. "Configuration" means all of the equipment necessary to meet the station, line and overall capacity requirements of that category. c. "Customer" means the State agency or Other Eligible User (OEU) that can order products or subscribe to services from this Contract. d. "Initial Pricing" means the pricing sheet(s) that will be submitted by the Prime Contractor prior to the Reverse Auction. These shall contain all of the MSRP prices for EACH ITEM WITHIN A CONFIGURATION proposed by the Manufacturer along with a SINGLE discount percent (%) that will apply to EVERY ITEM (product or service) within that proposed configuration. These shall also contain Monthly Recurring Costs (MRCs) for the Per Licensed Station Lease / Rental for each configuration. e. "Green Products" are environmentally preferable products that meet one or more of the green labels / standards approved by the State of Florida (refer to htto://dms.myflorida.com/business operations/state purchasing/vendor information/state contracts agreements and price lists/florida climate friendly products list for a listing of the State of Florida approved green labels / standards (e.g., Energy Star, EPEAT, Green Seal) that can use to identify green products. f. "Lease Cost Per Licensed Station" means the monthly recurring cost (MRC) per licensed station for a system. The lease will take into account a one dollar (US $1.00) buyout at the end of the lease term. Lease terms will be 12 months, 24 months, 36 months, or 48 months dependent upon the OEUs configuration requirements. g. "Manufacturer" means the entity that holds the trademark in the identified brand name. THROUGHOUT THIS DOCUMENT, THE TERMS MANUFACTURER, RESPONDENT, AND PRIME CONTRACTOR, MAY BE INTERCHANGED. THESE TERMS ALL MEAN: "THE ORGANIZATION RESPONSIBLE FOR THE AUTHORIZED SUBMISSION OF A MANUFATURER'S SINGLE RESPONSE TO THIS INVITATION TO NEGOTIATE (ITN). THIS ENTITY IS ALSO RESPONSIBLE FOR THE IMPLEMENTATION AND MANAGEMENT RESPONSIBILITY FOR ANY SUBSEQUENT STATE TERM CONTRACT AWARD. h. "Manufacturer's Suggested Retail Price" (MSRP) means the most recently published undiscounted price. This "retail" (list) price is available to the "average" customer from the manufacturer. i. "Rental Cost Per Licensed Station" means the monthly recurring cost (MRC) per licensed station for a system. Rental term will be 12 months, 24 months, 36 months, or 48 months dependent upon the configuration requirements. There will be NO BUYOUT OPTION at the end of the rental period. Eligible users shall be on a month -to -month rental agreement after rental term period has expired. j. "Service Representative," is a company that maintains a relationship with the Manufacturer (Prime Contractor) to repair and maintain their products for the Florida government market. 14 3.2 Sourcing Tool Training. This solicitation will be conducted using the MyFloridaMarketPlace Sourcing Tool ("Sourcing Tool"). Training materials can be found at: htto://marketplace.myflorida.com/vendor/vendor solicitation help.htm. Copy link and paste in to web browser to access site! Download and review the document titled RFP Event User Guide. a. For all technical questions about the Sourcing Tool, vendors should contact the MyFloridaMarketPlace Customer Service Desk at (866) FLA-EPRO or vendorhelp@myfloridamarketplace.com. b. For additional information / assistance on using the Sourcing Tool, please visit the MyFloridaMarketPlace website at following link: https://marketplace.myflorida.com/vendor/vendor solicitation help.htm. This site includes: 1. Solicitation User Guides 2. OnDemand web -based Sourcing Tool training link 3. WinZip FAQs 4. Vendor FAQs 3.2.1 MFMP Sourcing Tool Training for Respondents An optional conference call training session on how to use the MyFloridaMarketPlace Sourcing Tool for this ITN is scheduled on the date indicated on the Timeline at 10:30am EST. The Conference Call number is (888) 808-6959. Conference Code 4888366. Please go to: htto://marketplace.myflorida.com/vendor/vendor solicitation/rfp event user guide.pos and review the vendor training link and download the document titled Contractor Training_ITN.ppt. Please have this document open on your desktop while participating on the call. To participate in the conference call, please call in to the number provided approximately 1 minute before the scheduled time. Additionally, an On -Demand web -based interactive training application to learn how to respond to an event using the MyFloridaMarketPlace sourcing tool is also available. This is another vehicle to receive training on how to use MyFloridaMarketPlace Sourcing tool if you cannot make the Optional training conference call or want additional guidance. The Zink is http://marketolace.myflorida.com/vendor/vendor trainino.htm click on Responding to Sourcing Event. 3.3 Sourcing Tool Tips. When working in the Sourcing Tool, be aware of the twenty minute time-out function in the tool. This means that you should save your work (click the SAVE button) at intervals of less than twenty minutes to ensure your entries (since last saved) are not lost. Please note that clicking the SAVE button within the Sourcing Tool only saves your bid responses. The SAVE button does not transmit your bid response to the State. In order to transmit your bid response to the State, you must click the SUBMIT button on the SUMMARY page of the bid response. After clicking the SUBMIT button, it is your responsibility to check your submitted bid response within the Sourcing Tool to verify that your response is accurately and completely captured within the Sourcing Tool. You must do this while there is time remaining in the response period in case you discover an error and need to resubmit a revised bid response. To validate your bid response, you should do the following before the bidding period ends: a. Go to the "My Bids / My Responses" tab within Sourcing Tool after you submitted your bid response b. Click on the Bid ID number of your last submitted bid response 15 c. Review entire bid response to make sure all responses are complete, accurate and as you intended to submit. Minimum areas to check are: ✓ Text boxes - Is your entire answer viewable? ✓ Yes/No questions - Is the displayed answer correct? ✓ All uploaded document files / scanned documents - Can you open attached document and clearly view entire content? V Offline electronic backup copy sent to the State (if applicable) - Can you open attached document and clearly view entire content? Does content of this file match your bid response within the tool (e.g., not an earlier version or working copy)? ✓ Pricing Information - Are all prices you intended to submit visible and accurately captured within Sourcing Tool? IT IS STRONGLY RECOMMENDED NOT TO WAIT UNTIL THE LAST MINUTE TO SAVE AND SUBMIT YOUR BID RESPONSE. 3.4 Email Notification. Respondents are reminded that the Sourcing Tool's email notifications are an option provided to respondents as a courtesy. The State of Florida is not under any obligation to provide, and does not guarantee that respondents will receive, email notifications concerning any posting, amendment or close of solicitations (ITNs). Vendors are responsible to check the Sourcing Tool and / or the Vendor Bid System for information and updates concerning solicitations. 3.5 Order of Precedence. Qualified Respondents to this solicitation are encouraged to carefully review all materials contained herein and prepare responses accordingly. All responses are subject to the terms of the following sections of this ITN, which, in case of conflict, shall have the order of precedence listed: a. Technical Specifications b. Pricing Worksheets c. Special Instructions to Respondents d. Special Contract Conditions e. General Instructions to Respondents (PUR 1001) f. General Contract Conditions (PUR 1000) g. Introduction h. Attachments / Forms 3.6 Minimum Qualifications to Respond. The Department will accept Responses only from Manufacturers of the equipment. Those Manufacturers (Prime Contractors) must be responsible vendors that are in good standing with the State of Florida, meet the technical specifications, possess E-Rate eligibility; and possess the financial capability, experience, and personnel resources to provide equipment and services of the scope and breadth described in this ITN. Respondents not meeting the minimum qualifications below will be deemed non -responsive and will not be considered for promotion (advancement) to Stage Two of the evaluation, or any subsequent contract award. 16 To be minimally qualified: a. The Respondent must be a Manufacturer that is included in the Gartner Magic Quadrants for either Corporate Telephony in North America (8 August 2007) or Unified Communications 2007, (20 August 2007). b. The Respondent must be fully capable of Electronic Invoicing (for purchasing) through MyFloridaMarketPlace. See Attachment 11 - MyFloridaMarketPlace Electronic Invoicing Requirements for details. 3.7 Submittal of Response. Respondents shall submit their final response electronically via the Sourcing Tool. Except for Pricing Worksheets and Forms, which shall be submitted in Excel format, each individual section (Sections 2,3,4,5,and 6) response shall be formed into its own individual file format. 3.7.1 Response Format / Instructions A Respondent may, in a separate and clearly identified response paragraph(s), expressly condition or qualify its Response on acceptance of any proposed changes to the terms and conditions. To facilitate this process, Respondent is required to review Sections 3, and 5 on a provision by provision basis. Respondent must respond in these sections by inserting their response immediately below the text of each numbered provision and respond to each provision with one of the following conventions: a. Agreed Where the term is acceptable as stated. b. Modification Proposed Where Respondent is unable to accept the term as stated but will accept a modification of the term. Respondent must provide: (1) the reason for its inability to accept the term as stated, and (2) modified language which would be acceptable. c. Not Agreed Where the term is completely unacceptable to Respondent and no modification is possible. Respondent must state the reason such term is unacceptable. The Department reserves the right to modify, by addition or deletion, terms and conditions during the negotiation process, and a Respondent may revise its price proposal in response to such changes. Respondents are reminded that the terms and conditions listed in Sections 2 and 4 will not be negotiated and are required for State of Florida Contracts. 3.7.2 Technical Specifications 1. Respondent must respond to Section 6.0 by inserting their response immediately below the text of each numbered section. 2. For Section 6.0, Respondent must clearly state and justify any Exceptions, Exclusions & Assumptions (EEA), if any, under each numbered section. If there are no EEA, then a statement must be made to that effect. As an example, if there is an exception to the 24X7X365 capability for unlimited NOC helpdesk calls, it must be stated under the numbered Section 6.2.6. 3. Under Section 6.14 (Misc. Clarification and Conditions), Respondent must clearly state and justify any GENERAL EEA for any other part of Respondents Response to Section 6.0, Technical Specifications, not identified to any numbered section in Section 6.0, If there are no EEA, then a statement must be made to that effect. 3.7.4 Pricing and Equipment List Worksheet Instructions 17 Below is a list of a total of three workbooks with five worksheets each. Attachment 1: "Attachmentl - STEPS Hybrid Voice Price Sheets.xls' Attachment 2: "Attachment2- STEPS IP Voice Price Sheets.x/s" Attachment 3: "Attachment3- STEPSDetailed Equipment Listxls' A. Pricing Worksheets: (Attachment 1 and Attachment 2) Respondents are required to complete all worksheets for the Configuration they are proposing as part of the required proposal. Respondents are allowed to submit proposals for only the Configurations they are interested in providing. Example: Company X may only be able to provide Configuration 1 (1-50 stations) and not Configuration 2-4. Each Respondent is required to fill out all non -locked columns and rows in the required worksheets with a cost for each product, item or service type (MSRP, Rental, Lease, and Purchase) . Do not leave columns and rows blank. In the worksheets, where a cost is required, only an actual cost (US dollar amount) must be inserted. if a column or row is inserted with a $0.00 cost, it will be evaluated as free and at no charge to the State for that specific unit. Attachment 1 is for hybrid systems only and Attachment 2 is for pure IP systems not capable of supporting digital phones. Respondents are allowed to submit both Attachments 1 and 2 if their voice systems support the baseline functionality for each Hybrid and Pure IP Configuration type. Each workbook attachment consists of 5 worksheets. Respondents are allowed to input unit cost into Configuration 1-4. Maly.• titian. i , s rsr, raria r 1. Save and submit Attachment 1 and 2 with the file naming standard: "Attachmentl - STEP Hybrid Voice Price Sheets - Company Name.xls'' . and Attachment2 - STEP IP Voice Price Sheets - Company Name.xls" 2. Summary Worksheet: Respondent must input Prime Contractor's Name. This will auto - populate the rest of the worksheets. 3. Configuration 1 - 4 Worksheets: Respondents shall submit a numeric value for each unit cost for MSRP, Rental, Lease, and Purchase options for all components listed in column A. Do not input any non -numeric value or leave any unit cost blank. B. Detailed Equipment List: (Attachment 3) Respondents are required to complete all worksheets for the Configuration they are proposing as part of the required proposal. Respondents are allowed to submit proposals for only the Configurations they are interested in providing. 1. Save and submit Attachment 3 with the file naming standard: "Attachment3 - STEPS Detailed Equipment List - Company Name.xls" 2. Summary Worksheet: Respondent must input Prime Contractor's Name. This will auto - populate the rest of the worksheets. 3. Configuration 1-4 Worksheets: Respondents shall list and submit all components that comprise each configuration type. Respondents are required to complete all fields for each component listed. Example: If you list an item under "Component Name" on worksheet "Configuration 1", you must complete the rest of the fields on that row which includes "Part #", "Qty", "MSRP Unit Cost", "Purchase Unit Cost", and "Description". Total dollar values for each configuration type within this equipment inventory list must equal the total dollar value for each equivalent configuration type within the pricing worksheets. In the event a Respondent submits more than one response, only the last response received by the Sourcing Tool shall be considered for evaluation / award. Each Respondent is responsible for ensuring that their response is submitted at the proper time. The Department shall not consider late responses and the Sourcing Tool will NOT accept responses after the due date and time specified in the Event Timeline, or as amended by the Department. 18 DO NOT RELY ON THE MYFLORIDAMARKETPLACE SOURCING TOOL'S TIME REMAINING CLOCK. THE OFFICIAL SOLICITATION CLOSING TIME SHALL BE AS REFLECTED IN SECTION 1.4, EVENT TIMELINE. The response deadline(s) shall be as reflected in Section 1.4, Event Timeline, of this solicitation. The MyFloridaMarketPlace Sourcing Tool's time remaining clock is NOT the official submission date and time deadline, it is intended only to approximate the solicitation closing and may require periodic adjustments. 3.8 Alternate Responses. Only one response may be submitted for each Manufacturer (Prime Contractor). The Department seeks each respondent's single -best response for EACH configuration proposed. (EACH VENDOR MAY SUBMIT PROPOSALS FOR ONE, TWO, THREE OR ALL FOUR OF THE CONFIGURATIONS.) 3.9 Amendments to the ITN Documents. The Department reserves the right to issue amendments to this ITN. Notice of any amendment will be posted within MyFloridaMarketPlace (MFMP) and the Vendor Bid System (VBS). Such notice will contain the appropriate details for identifying and/or reviewing the formal changes. Each respondent is responsible for monitoring these sites for new or changing information concerning this solicitation. 3.10 Initial Determination of Responsiveness The Department shall evaluate eligible "responsive" responses. Responses that do not meet all requirements of this solicitation or fail to provide all required information, documents, or materials may be rejected as non -responsive. Respondents whose responses, past performance, or current status do not reflect the capability, integrity or reliability to fully, and in good faith, perform the requirements of the Contract may be rejected as non -responsible. The Department reserves the right to determine which responses meet the requirements of this solicitation, and which Respondents are responsive and responsible. This paragraph is in addition to, and shall not be construed to limit or override any right or remedy available to the Department in, Section 2.0, PUR 1001, or Section 4.0 PUR 1000. Failure to comply with and acknowledge each of the requirements listed below may result in the response being deemed non -responsive and therefore may not receive further consideration in this ITN process. Certify that your Response conforms to each of the following requirements by responding with either a "Yes" or "No" in the MyFloridaMarketPlace tool. YES NO 1. Does the Respondent certify compliance with all of the System Technical Requirements detailed in Section 6.3 of the ITN document 2. Does the Respondent certify compliance with all of the Station Technical Requirements . detailed in Section 6.4 of the ITN document 3. Has the Respondent completed all worksheets with the requirements and instructions as dictated by Section 7.0 of the ITN document? 4. Has the Respondent certified its placement in either of the Gartner Magic Quadrants as detailed in Section 3.6 of the ITN Document? 5. Has Respondent submitted a Dunn and Bradstreet Supplier Qualifier Report? 6. Does the Respondent certify compliance with the requirement in Section 3.6 of the ITN document requiring the submittal of their Response as a single Prime Contractor? 7. Does the Respondent certify compliance with the requirement the E-911 Emergency Specifications detailed in Section 6.11 of the ITN document. 19 8. Does the Respondent certify that SLAs will comply with conditions as established in Section 6.9 of the ITN document? 9. Does the Respondent certify that their operational tools and support staff exceed the minimum expectations as outlined in Section 6.10 of the ITN Document? 10. Does the Respondent certify the ability to meet other Performance Expectations as described in Section 6.8 of the ITN document? 11. Does the Respondent certify that they conform to all of the Standards listed in Section 6.7 of the ITN document? 12. Does the Respondent certify compliance with the "Miscellaneous Clarifications and Conditions" as established in Section 6.13.of the ITN document? 13. Respondent certifies that they have included their E-rate provider identification number and will continue to provide evidence that they will remain eligible within the USF program as detailed in Section 6.14. 3.11 Ordering Instructions/Contact Information. On the Ordering Instructions form (Attachment 9) located in Section 7 of this ITN, respondents shall identify the person(s) responsible for answering questions about the response and administering the Contract and shall provide all the information necessary for placing orders under the Contract. 3.12 Evaluation Criteria The Department shall review responses to ensure responsiveness per Section 3.10 (above). Responses that are determined by the Department to be responsive will then be evaluated and scored. The list below represents the areas in which the Responses will be evaluated and the associated maximum number of percentage points obtainable in each category area. a. Technical b. Financial Status c. Pricing 40 pts 10 pts 50 pts These areas will be scored with each Response having the opportunity to achieve the maximum total point allocation for the respective category. The final total scores from the Technical, Financial Status, and References will be added together to determine the final Stage 1 score. 3.12.1 Technical. Five (5) evaluators will independently evaluate and score the responses to the Technical Section for each configuration. Refer to the Evaluation Form (Attachment 5) on a scale of zero (0) to five (5) for each question. The evaluators' scores will then be averaged for each question to arrive at the final score per question. The average scores will then be summed for each Respondent to arrive at their final Technical points. Each question will be weighted equally within the Technical section for each (configuration) category. NOTE: The Stage 1 portion of the evaluation will not consider any reference to proposed, projected, or anticipated cost impacts to the State. 3.12.2 Financial Status Supplier Qualifier Report (SQR) a. The Department will assign evaluation points on the prospective Respondent's financial viability to perform the services outlined in this ITN. 20 b. The Department requires submission of the prospective prime Contractor's Supplier Qualifier Report (SQR) prepared by Dun & Bradstreet (D&B). The Supplier Qualifier Report is a standard report detailing financial and operational capability. c. The prospective Contractor shall request the SQR report from D&B at: httos://sor.dnb.com/sor/jsp/forms/SOF. jsp?SORTAG 1=JQ37hS4r&SORTAG2=j58Gik4x i Enter the ITN number in the text field entitled "Enter your RFP Number" and select submit. ii Enter your company's Duns Number, If you don't know your company's Duns number, you may use the search feature to find it. iii Confirm Registration iv Enter payment method and information and complete registration. The cost of the preparation of the D&B report shall be the responsibility of the Respondent. Once the process is complete, a copy will be given to the Department, and an identical report will be provided to the Respondent as verification. d. The SQR report shall be a part of the Respondents Response. It is the duty of the Respondent to ensure the timely submission of a D&B report that accurately reflects the proposing entity. If the Department cannot determine on the face of the documents that the SQR report is that of the proposing entity, then the Department will award zero points. e. Respondents are advised to allow sufficient time before the proposal due date for the D&B processing. Respondents should allow a minimum of 10 business days for D&B to process. If the Department does not receive a SQR from D & B prior to the opening date of the solicitation as stated in the Timeline, Section 1.4, and a SQR is submitted with the proposal, the Respondent shall be required to demonstrate that the SQR was requested by the Respondent after the posting date of the solicitation at MyFlorida.com and was requested for this solicitation. f. If the Respondent does not provide a D&B SQR report, or if one cannot be generated by D&B, the submission will receive a score of zero (0) for financial status. The Department will use the following rating scale when evaluating the financial viability of the prospective Contractor: SQR Risk Score Points Assigned 1 Lowest Risk Rating 10.0 2 R 9.0 3 8.0 4 7.0 5 5.0 6 3.0 7 1.0 8 0.0 9 Highest Risk Rating 0.0 3.12.3 Pricing Pricing will be evaluated in Stage 2 of the Evaluation Portion of this ITN. Pricing is a VERY IMPORTANT COMPONENT of the contract award and will be evaluated in accordance with the procedure described in Section 3.19 "Initial Pricing / Reverse Auction". 21 Price Evaluation: Price scores shall be based on a scale of 0 to 50 points. The Respondent with the lowest grand total per configuration shall receive a score of 50 points. Each additional Respondent shall be awarded a percentage of the 50 points relative to the lowest total price per configuration and type. The State shall not consider in the evaluation any reference to proposed, projected or anticipated cost impacts to the State. The formula to calculate the point's award is: X = Lowest Respondent Total Price per Configuration Y = Respondents Total Price per Configuration Points Awarded = X / Y* 50 Pts Example: Respondent A offers a total cost of $150. Respondent B offers a total cost of $300. Respondent C offers a total cost of $600. 1. Respondent A shall receive 50 points. 2. Respondent B shall receive 25 points. Calculation: 150 divided by 300 equals .5 and .5 times 50 equals 25 points 3. Respondent C shall receive 12.5 points. Calculation: 150 divided by 600 equals .25 and .25 times 50 equals 12.5 points 3.12.4 References Please submit at least three references that is similar to the size and complexity of the system(s) configuration(s) you are proposing. A REFERENCE TEMPLATE is included as Attachment 13 of this ITN. 3.13 Basis for Award Stage 1 The Department shall evaluate and rank responsive Respondent(s) against all evaluation criteria set forth in Section 3.12 and shall select, based on the ranking, one or more Respondents to advance to Stage 2 (Initial Pricing / Reverse Auction). This decision will be posted within the Sourcing Tool as well as publicly noticed on the Vendor Bid System. Stage 2 The Department intends to award the Contract to the Respondent(s) that offer the overall best value to the State as determined through this ITN process. The Department reserves the right to award to a single vendor, or multiple vendors, for each configuration type. This award decision will be posted within the Sourcing Tool as well as publicly noticed on the Vendor Bid System. The Department reserves the right to accept or reject any and all Responses, or separable portions, and to waive any minor irregularity, technicality, or omission if the Department determines that doing so will serve the State's best interest. The Department reserves the right to end negotiations at any time and award the Contract to the Respondent(s) that represent the overall best value to the State. This paragraph is in addition to, and shall not be construed to limit or override any right or remedy available to the Department in, Section 2.0, PUR 1001. 3.14 Special Accommodation. 22 Any person requiring a special accommodation at State Purchasing because of a disability should call State Purchasing at (850) 488-8440 at least five (5) workdays prior to the bid opening. If you are hearing or speech impaired, please contact State Purchasing by using the Florida Relay Service at (800) 955- 8771 (TDD). 3.15 Eligible Equipment. The State of Florida is seeking responsible vendors to provide Hybrid or "pure" IP Telephone Equipment to State Agencies and Eligible Users. All purchased and leased equipment offered shall be new and unused and in current production. Remanufactured or refurbished equipment is not allowed under the purchase or lease portions of this Contract. All equipment offered must conform to the technical specifications in this solicitation. 3.16 Technical Documentation. Technical documentation, including printed technical literature, may be requested from any Respondent, at any time, before or after contract award. Failure to supply this technical documentation when requested may result in rejection of your response or termination of contract. 3.17 Electronic Posting of Ranking of Respondents. Offers shall be opened on the date and time indicated on the Event Timeline and thereafter evaluated. After evaluating the Responses, the Department shall electronically post the ranking for each Configuration on the date indicated on the Event Timeline (Section 1.4). After the Reverse Auction and/or negotiations, on the date indicated on the Event Timeline, the Department shall electronically post a notice of intended award. If the ranking or award is delayed the Department shall post a notice of the delay and revise the Event Timeline. Any person who is adversely affected by the decision may file a notice of protest in accordance with Section 120 of the Florida Statutes. See paragraph 2.20 of the General Instructions (PUR 1001). The Department shall not reply to, or provide rankings or notices of award by telephone. 3.18 Negotiations. The Department reserves the right to negotiate, either serially or concurrently, with any and all Respondents at any point in the solicitation process. The Department reserves the right to finalize the negotiations at any point and post an "Intent to Award" notice. Respondents should recognize the Department's right to finalize the negotiation process without the need to explicitly request an interim revised response or a best and final offer. The Department reserves the right to award based on what is deemed to offer the best value to the State. 3.19 Initial Pricing / Reverse Auction. 3.19.1 Overview. The final award decision for Stage 2 of this ITN may be determined by the results of the Sourcing tool reverse auction or the "Initial Pricing" submitted by the vendor. Respondents shall complete each tab within the pricing workbooks for each configuration type they are proposing. All unit cost fields shall be populated (purchase, lease, and rental) for each configuration type submitted. 23 1 2 3 4 Configuration Types 1- 50 Station Clients 51- 400 Station Clients 401-1000 Station Clients Over 1000 Station Clients ISthtintedils Ciscounted rscaunted. Discounted zi on ont Each configuration of equipment is based on certain numbers of lines / stations and ancillary equipment. On the worksheets, the Respondent must enter a List Price, (MSRP) for each of the configurations they wish to offer to the State. They will then identify a discount % (off of the MSRP) for each of the configurations they propose. The Respondent must also identify a monthly "PER LICENSED STATION LEASE COST" and monthly "PER LICENSED STATION RENTAL COST" for each configuration and term. The total price of each configuration will be the basis for determining the respondents' initial pricing rank (for each configuration) at the start of the reverse auction. During the Reverse Auction, each vendor may improve on their bid (and rank) by submitting lower bid prices (discount % and/or monthly lease/rental costs). The Contract pricing for an awarded vendor's products will be based on the final discounted price (or monthly costs) to the State entered in their final bid for each category or previously submitted on the worksheet. The State reserves the right to negotiate final pricing as well as terms and conditions with one or more vendors throughout the ITN process. THE FINAL DISCOUNT PERCENT (%) FOR EACH CONFIGURATION WILL APPLY TO EVERY ITEM (OR SERVICE) PURCHASED WITHIN THAT CONFIGURATION. MONTHLY PER LICENSED STATION LEASE / RENTAL COSTS WILL APPLY FOR THE LENGTH OF CONTRACT. Respondents participating in the reverse auction will access a secure system via the Internet. The reverse auction event will be conducted utilizing the Sourcing Tool. The following minimum technical requirements will be necessary to participate in the reverse auction: a. Internet Connection - Modem, ISDN, DSL, T1. (The connection speed determines Respondent's access speed) b. Web browser - Microsoft Internet Explorer versions 6.x, or Netscape Navigator versions 6.x. Also, Javascript must be enabled: o In Netscape, choose Edit > Preferences, select Advanced, and make sure 'Enable JavaScript for Navigator' is checked. o In Internet Explorer, choose Tools > Internet Options, the Advanced tab, and under the heading Java, make sure Use Java is checked. o Check that screen size is set to 1024 by 768 pixels - to do this go to START, SETTINGS, CONTROL PANEL then DISPLAY. Click on the Settings tab and reset the pixels. The format of the reverse auction will be "sealed bid format". No pricing information will be displayed during the event. The respondents will receive their bid rank (for each configuration) relative to the best bid (in that category). Throughout the event, Respondents will have visibility into the "rank" of their bid only. Respondents will not be able to see the value or rank of any other respondents bid. All participating respondents will remain anonymous (except to the third party Service Provider) throughout the online reverse auction event. The online reverse auction tool uses the latest web -based security 24 technology, including masking respondent identities from other respondents throughout the entire auction process, and 128-bit SSL encryption. The site will be hosted by the third -party MyFloridaMarketPlace Service Provider ("Service Provider"). The Service Provider will maintain all procedures associated with training respondents, technical support, security, and real-time support during the event. Throughout the reverse auction process, respondents will have access to real time telephone support to answer all technical questions related to the online bidding system. During the "Preview Period" of the event, technical questions will be answered within 24 hours_ of receipt. During the live reverse auction event, real-time telephone support will be available. Please note that it is each respondent's sole responsibility to participate. The State has no responsibility to ensure respondent's participation. 3.19.2 Details. Preview Period: The Preview Period is the length of time that respondents will need to review the reverse auction documents and prepare for the live reverse auction event. This length of time is defined in the Event Timeline and is identified in the upper -right corner of the screen when logged on to the Sourcing Tool. Live Reverse Auction Event Process Overview: A Reverse Auction will be held for EACH configuration, individually, for purchase, lease and rental. For example, a Respondent will submit revised pricing for the purchase of equipment that comprises Configuration One (1). The Reverse Auction will continue until all bids are received for the PURCHASE of Configuration 1. Respondents would them submit revised pricing for LEASING of the equipment that comprises Configuration 1, and so on until a Reverse Auction has been completed for Purchase, Lease, and Rental for ALL FOUR CONFIGURATIONS (HYBRID AND PURE IP). The Reverse Auction may be a two (2) day event as outlined in the Event Timeline. Respondents may provide pricing for as many of the configurations (HYBRID AND/OR IP) as he/she wishes. During the reverse auction, respondents will enter bids into the Sourcing Tool. Each bid will be for the total price (in U.S. Dollars) of all items for that make up that configuration. The Sourcing Tool will then compare the bid to all other respondents' bids and calculate a rank order for each respondent's bid within that configuration. This will happen dynamically, in real-time. A respondent will not be able to view bids from other respondents in the Sourcing Tool. A respondent will only see the rank of their bid relative to other respondents' bids within that configuration. The respondent will be able to continue to enter revised bids into the system throughout the duration of the live reverse auction. a. The Department maintains the right to restrict a Respondent's access to the system and their ability to bid for failing to comply with the reverse auction terms and conditions. b. The respondent must comply with the pre -bidding rules and submit a Pre -bid to the reverse auction tool during the Preview Period for Stage 2 as defined in Attachment 12. 25 c. During the reverse auction, the respondent may submit bids lower than previously bid (minimum of $500 increments). In no case may the respondent submit a HIGHER bid than any of their previously submitted bids. d. During the live reverse auction event, a respondent may submit a bid as many times as the respondent desires, within the time limit provided. However, only the last bid will be accepted. e. As outline previously, the State reserves the right to negotiate with each vendor (per configuration) and utilize either the Initial Pricing submitted, the Reverse Auction pricing, or a combination of both. Bid Decrement Rule: Every bid made will be governed by a minimum bid decrement. In order for a bid to be accepted by the online tool, it must be Tess than the previous bid submitted by at least the pre -defined decrement amount. The online tool will reject any bids placed that do not decrease by at least this decrement. Bid decrements submitted may also be greater than the required minimum amount. The minimum bid decrement for each lot (configuration) for this reverse auction will be $500.00. Bid Improvement Rule: When submitting bids, it is not required that a bid be lower than the overall best bid (in each category) to be accepted. It is required that each bid submitted improve upon the previous bid by that respondent (by the minimum bid decrement or greater). For example, if the best overall bid for a category is $5,000, and the last bid a respondent placed was $6,000, given a minimum bid decrement of $500, the next bid for that respondent would need to be $5,500 or lower. This rule is designed to allow a respondent to submit their best pricing to the Department. A respondent can reduce their bid by more than the minimum bid decrement. A respondent cannot RAISE their bid after initial submission. Timing Rule: Each of the live reverse auctions is initially scheduled to last a minimum of one (1) hour. If a bid is entered into the system within five minutes of the scheduled auction close time, the scheduled close time clock will be reset to five minutes. The close time clock will be reset to five minutes with each bid placed. It is not required that a bid must be the best overall bid to extend the time, any bid placed will trigger a five (5) minute extension. There will be an unlimited number of extensions; the close time will continue to extend as long as bidding activity occurs during the extension periods, not withstanding the paragraph below. Time will be tracked on the upper -right corner of the main section within the Sourcing Tool. The Department reserves the right to extend the live reverse auction event at its discretion (e.g., due to technical difficulties, etc.) or end the live reverse auction event at any time without prior notice. 3.19.3 Reverse Auction Training Session and Mock Event. A mandatory reverse auction training session will be held for Respondents promoted (advanced) to Stage 2, in accordance with the Event Timeline. The mandatory reverse auction training session above will involve a practice or "Mock" reverse auction that will simulate the actual event. It will be conducted to help qualified respondents from. Stage 1 understand and get visibility into what will be expected in the live reverse auction event. During this time, any additional technical questions on the reverse auction tool will be addressed. 3.19.4 Reverse Auction Terms and Conditions. By submitting a response to this solicitation you are agreeing to the Reverse Auction Terms and Conditions contained in this Section and in Attachment 12. Failure to adhere to the process, terms, and 26 conditions detailed herein may result in rejection of your response. If these terms are not satisfied, the Department may, in its sole discretion, consider a Respondent's bid null and void. 3.19.5 Reverse Auction Excel Bidding Template (Price Sheets). The Reverse Auction Excel Bidding Template (Price Sheets) - is provided (Attachments 1-3) and will be utilized for those respondents that are promoted to Stage 2. This document will assist you with preparing your bid(s) for the live reverse auction event. This document must be completed based on the information from your final bid in the live reverse auction and submitted to the main contact for this solicitation. via the Sourcing Tool. within 24 hours of the live reverse auction completion. 3.20 State Objectives. Within thirty (30) calendar days following award of the Contract, the successful Respondent shall submit plans addressing each of the State's five (5) objectives listed below, to the extent applicable to the items / services covered by this solicitation. 3.20.1 Diversity. Florida is a state rich in its diversity and is dedicated to fostering the continued development and economic growth of small, minority, and women -owned businesses. Participation of.a diverse group of Vendors doing business with the State is central to this effort. To this end, it is vital that small, minority, and women -owned business enterprises participate in the State's procurement process as both Prime Contractors and sub- contractors in this solicitation. Small, minority, and women -owned businesses are strongly encouraged to contribute to this solicitation. The Prime Contractor shall submit documentation addressing diversity and describing the efforts being made to encourage the participation of small, minority, and women -owned businesses. Information on Certified Minority Business Enterprises (CMBE) is available from the Office of Supplier Diversity at: http://dms.myflorida.com/other programs/office of supplier diversity osd/. Quarterly Reports of revenue paid to W/MBE contractors (agents or subcontractors) as a result of any award shall be provided to DMS Purchasing by the Prime Contractor on an Agency by Agency (or other Eligible User) level. See Section 5.6. 3.20.2 Environmental Considerations. Florida Governor Charlie Crist signed Executive Order 07-126, titled "Leadership by Example: Immediate Actions to Reduce Greenhouse Gas Emissions from Florida State Government"; Executive Order 07-127, "Immediate Actions to Reduce Greenhouse Gas Emissions within Florida"; and Executive Order 07-128, "Florida Governor's Action Team on Energy and Climate Change." The State supports and encourages initiatives to protect and preserve our environment. The Prime Contractor shall submit as part of any response the Prime Contractor's plan to support the procurement of products and materials with recycled content, and the intent of Section 287.045, Florida Statutes. The Prime Contractor shall also provide a plan for reducing and or handling of any hazardous waste generated by Prime Contractor's company. Reference Rule 62-730.160, Florida Administrative Code. It is a requirement of the Florida Department of Environmental Protection that a generator of hazardous waste materials that exceeds a certain threshold must have a valid and current Hazardous Waste Generator Identification Number. This identification number shall be submitted as part of Prime Contractor's explanation of its company's hazardous waste plan and shall explain in detail its handling and disposal of this waste. 27 Prime Contractor shall utilize equipment that is Energy Star or EPEAT Bronze (or higher) compliant wherever possible. Prime Contractor shall list all equipment that meets these criteria. Describe what efforts your company (as Prime Contractor) will take to encourage the participation and support of these and other environmental programs. 3.20.3 Certification of Drug -Free Workplace Program. The State supports and encourages initiatives to keep the workplaces of Florida's Suppliers and Prime Contractors drug free. Section 287.087 of the Florida Statutes provides that, where identical tie responses are received, preference shall be given to a response received from a Respondent that certifies it has implemented a drug -free workforce program. If applicable, Respondent shall certify that the Respondent has a drug -free workplace program using the "Certification of Drug -Free Workplace" as provided in Sourcing Tool for this solicitation. The Prime Contractor shall describe how it will address the implementation of a drug free workplace in offering the items of the solicitation. 3.20.4 Products Available from the Blind or Other Handicapped (RESPECT). The State supports and encourages the gainful employment of citizens with disabilities. It is expressly understood and agreed that any articles that are the subject of, or required to carry out, this Contract shall be purchased from a nonprofit agency for the blind or for the severely handicapped that is qualified pursuant to Chapter 413, Florida Statutes, in the same manner and under the same procedures set forth in Section 413.036(1) and (2), Florida Statutes; and for purposes of this Contract the person, firm, or other business entity carrying out the provisions of this Contract shall be deemed to be substituted for the state agency insofar as dealings with such qualified nonprofit agency are concerned. Additional information about the designated nonprofit agency and the products it offers is available at http://www.respectofflorida.org. The Prime Contractor shall describe how it will address the use of RESPECT in offering the items of the solicitation. 3.20.5 Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE). The State supports and encourages the use of Florida correctional work programs. It is expressly understood and agreed that any articles which are the subject of, or required to carry out, this Contract shall be purchased from the corporation identified under Chapter 946, F.S., in the same manner and under the same procedures set forth in Section 946.515(2), and (4), F.S.; and for purposes of this Contract the person, firm, or other business entity carrying out the provisions of this Contract shall be deemed to be substituted for this agency insofar as dealings with such corporation are concerned. Additional information about PRIDE and the products it offers is available at http://www.pridefl.com. The Prime Contractor shall describe how it will address the use of PRIDE in offering the items of the solicitation. 3.21 Lobbying In accordance with Section 216.347, Florida Statutes, and as provided herein, the Manufacturer (Prime Contractor) may not expend any funds for the purpose of lobbying the legislature, the executive branch, or any State Agency relating to any aspect of this ITN during the procurement process. Violation of this restriction can be cause for disqualification from the procurement process. 28 4.0 GENERAL CONTRACT CONDITIONS, PUR 1000 4.1 DEFINITIONS 4.2 PURCHASE ORDERS 4.3 PRODUCT VERSION 4.4 PRICE CHANGES APPLICABLE ONLY TO TERM CONTRACTS 4.5 ADDITIONAL QUANTITIES 4.6 PACKAGING 4.7 INSPECTION AT CONTRACTOR'S SITE 4.8 SAFETY STANDARDS 4.9 AMERICANS WITH DISABILITIES ACT 4.10 LITERATURE 4.11 TRANSPORTATION AND DELIVERY 4.12 INSTALLATION 4.13 RISK OF LOSS 4.14 TRANSACTION FEE 4.15 INVOICING AND PAYMENT 4.16 TAXES 4.17 GOVERNMENTAL RESTRICTIONS 4.18 LOBBYING AND INTEGRITY 4.19 INDEMNIFICATION 4.20 LIMITATION OF LIABILITY 4.21 SUSPENSION OF WORK 4.22 TERMINATION FOR CONVENIENCE 4.23 TERMINATION FOR CAUSE 4.24 FORCE MAJEURE, NOTICE OF DELAY, AND NO DAMAGES FOR DELAY 4.25 CHANGES 4.26 RENEWAL 4.27 PURCHASE ORDER DURATION 4.28 ADVERTISING 4.29 ASSIGNMENT 4.30 ANTITRUST ASSIGNEMENT 4.31 DISPUTE RESOLUTION 4.32 EMPLOYEES, SUBCONTRACTORS, AND AGENTS 4.33 SECURITY AND CONFIDENTIALITY 29 4.34 CONTRACTOR EMPLOYEES, SUBCONTRACTORS, AND OTHER AGENTS 4.35 INSURANCE REQUIREMENTS 4.36 WARRANTY OF AUTHORITY 4.37 WARRANTY OF ABILITY TO PERFORM 4.38 NOTICES 4.39 LEASES AND INSTALLMENT PURCHASES 4.40 PRISON REHABILATIVE INDUSTRIES AND DIVERSIFIED ENTERPRISES, INC. (PRIDE). 4.41 PRODUCTS AVAILABLE FROM THE BLIND OR OTHER HANDICAPPED 4.42 MODIFICATION OF TERMS 4.43 COOPERATIVE PURCHASING 4.44. WAIVER 4.45. ANNUAL APPROTRIATIONS 4.46. EXECUTION IN COUNTERPARTS 4.47. SEVERABILITY 30 4.1 Definitions. The definitions contained in s. 60A-1.001, F.A.C. shall apply to this agreement. The following additional terms are also defined: (a) "Contract" means the legally enforceable agreement that results from a successful solicitation. The parties to the Contract will be the Customer and Contractor. (b) "Customer" means the State agency or other entity identified in a contract as the party to receive commodities or contractual services pursuant to a contract or that orders commodities or contractual services via purchase order or other contractual instrument from the Contractor under the Contract. The "Customer" may also be the "Buyer" as defined in the PUR 1001 if it meets the definition of both terms. (c) "Product" means any deliverable under the Contract, which may include commodities, services, technology or software. (d) "Purchase order" means the form or format a Customer uses to make a purchase under the Contract (e.g., a formal written purchase order, electronic purchase order, procurement card, contract or other authorized means). 4.2 Purchase Orders. In contracts where commodities or services are ordered by the Customer via purchase order, Contractor shall not deliver or furnish products until a Customer transmits a purchase order. All purchase orders shall bear the Contract or solicitation number, shall be placed by the Customer directly with the Contractor, and shall be deemed to incorporate by reference the Contract and solicitation terms and conditions. Any discrepancy between the Contract terms and the terms stated on the Contractor's order form, confirmation, or acknowledgement shall be resolved in favor of terms most favorable to the Customer. A purchase order for services within the ambit of section 287.058(1) of the Florida Statutes shall be deemed to incorporate by reference the requirements of subparagraphs (a) through (f) thereof. Customers shall designate a contract manager and a contract administrator as required by subsections 287.057(15) and (16) of the Florida Statutes. 4.3 Product Version. Purchase orders shall be deemed to reference a manufacturer's most recently release model or version of the product at the time of the order, unless the Customer specifically requests in writing an earlier model or version and the contractor is willing to provide such model or version. 4.4 Price Changes Applicable only to Term Contracts. If this is a term contract for commodities or services, the following provisions apply. (a) Quantity Discounts. Contractors are urged to offer additional discounts for one time delivery of large single orders. Customers should seek to negotiate additional price concessions on quantity purchases of any products offered under the Contract. State Customers shall document their files accordingly. (b) Best Pricing Offer. During the Contract term, if the Customer becomes aware of better pricing offered by the Contractor for substantially the same or a smaller quantity of a product outside the Contract, but upon the same or similar terms of the Contract, then at the discretion of the Customer the price under the Contract shall be immediately reduced to the lower price. (c) Sales Promotions. In addition to decreasing prices for the balance of the Contract term due to a change in market conditions, a Contractor may conduct sales promotions involving price reductions for a specified lesser period. A Contractor shall submit to the Contract Specialist documentation identifying the proposed (1) starting and ending dates of the promotion, (2) products involved, and (3) promotional prices 31 compared to then -authorized prices. Promotional prices shall be available to all Customers. Upon approval, the Contractor shall provide conspicuous notice of the promotion. (d) Trade -In. Customers may trade-in equipment when making purchases from the Contract. A trade-in shall be negotiated between the Customer and the Contractor. Customers are obligated to actively seek current fair market value when trading equipment, and to keep accurate records of the process. For State agencies, it may be necessary to provide documentation to the Department of Financial Services and to the agency property custodian pursuant to Chapter 273, F.S. (e) Equitable Adjustment. The Customer may, in its sole discretion, make an equitable adjustment in the Contract terms or pricing if pricing or availability of supply is affected by extreme and unforeseen volatility in the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to causes wholly beyond the Contractor's control, (2) the volatility affects the marketplace or industry, not just the particular Contract source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the Contractor that continued performance of the Contract would result in a substantial loss. 4.5 Additional Quantities. For a period not exceeding ninety (90) days from the date of solicitation award, the Customer reserves the right to acquire additional quantities up to the amount shown on the solicitation but not to exceed the threshold for Category Two at the prices submitted in the response to the solicitation. 4.6 Packaging. Tangible product shall be securely and properly packed for shipment, storage, and stocking in appropriate, clearly labeled, shipping containers and according to accepted commercial practice, without extra charge for packing materials, cases, or other types of containers. All containers and packaging shall become and remain Customer's property. 4.7 Inspection at Contractor's Site. The Customer reserves the right to inspect, at any reasonable time with prior notice, the equipment or product or plant or other facilities of a Contractor to assess conformity with Contract requirements and to determine whether they are adequate and suitable for proper and effective Contract performance. 4.8 Safety Standards. All manufactured items and fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate State inspector. Acceptability customarily requires, at a minimum, identification marking of the appropriate safety standard organization, where such approvals of listings have been established for the type of device offered and furnished, for example: the. American Society of Mechanical Engineers for pressure vessels; the. Underwriters Laboratories and/or National Electrical Manufacturers' Association for electrically operated assemblies; and the American Gas Association for gas -operated assemblies. In addition, all items furnished shall meet all applicable requirements of the Occupational Safety and Health Act and state and federal requirements relating to clean air and water pollution. 4.9 Americans with Disabilities Act. Contractors should identify any products that may be used or adapted for use by visually, hearing, or other physically impaired individuals. 32 4.10 Literature. Upon request, the Contractor shall furnish literature reasonably related to the product offered, for example, user manuals, price schedules, catalogs, descriptive brochures, etc. 4.11 Transportation and Delivery. Prices shall include all charges for packing, handling, freight, distribution, and inside delivery. Transportation of goods shall be FOB Destination to any point within thirty (30) days after the Customer places an Order. A Contractor, within five (5) days after receiving a purchase order, shall notify the Customer of any potential delivery delays. Evidence of inability or intentional delays shall be cause for Contract cancellation and Contractor suspension. 4.12 Installation. Where installation is required, Contractor shall be responsible for placing and installing the product in the required locations at no additional charge, unless otherwise designated on the Contract or purchase order. Contractor's authorized product and price list shall clearly and separately identify any additional installation charges. All materials used in the installation shall be of good quality and shall be free of defects that would diminish the appearance of the product or render it structurally or operationally unsound. Installation includes the furnishing of any equipment, rigging, and materials required to install or replace the product in the proper location. Contractor shall protect the site from damage and shall repair damages or injury caused during installation by Contractor or its employees or agents. If any alteration, dismantling, excavation, etc., is required to achieve installation, the Contractor shall promptly restore the structure or site to its original condition. Contractor shall perform installation work so as to cause the least inconvenience and interference with Customers and with proper consideration of others on site. Upon completion of the installation, the location and surrounding area of work shall be left clean and in a neat and unobstructed condition, with everything in satisfactory repair and order. 4.13 Risk of Loss. Matters of inspection and acceptance are addressed in s. 215.422, F.S. Until acceptance, risk of loss or damage shall remain with the Contractor. The Contractor shall be responsible for filing, processing, and collecting all damage claims. To assist the Contractor with damage claims, the Customer shall: record any evidence of visible damage on all copies of the delivering carrier's Bill of Lading; report damages to the carrier and the Contractor; and provide the Contractor with a copy of the carrier's Bill of Lading and damage inspection report. When a Customer rejects a product, Contractor shall remove it from the premises within ten days after notification or rejection. Upon rejection notification, the risk of loss of rejected or non -conforming product shall remain with the Contractor. Rejected product not removed by the Contractor within ten days shall be deemed abandoned by the Contractor, and the Customer shall have the right to dispose of it as its own property. Contractor shall reimburse the Customer for costs and expenses incurred in storing or effecting removal or disposition of rejected product. 4.14 Transaction Fee. The State of Florida has instituted MyFloridaMarketPlace, a statewide eProcurement System ("System"). Pursuant to section 287.057(23), Florida Statutes (2002), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the Contractor shall pay to the State, unless exempt pursuant to 60A- 1.032, F.A.C. For payments within the State accounting system (FLAIR or its successor), the Transaction Fee shall, when possible, be automatically deducted from payments to the Contractor. If automatic deduction is not possible, the Contractor shall pay the Transaction Fee pursuant to Rule 60A-1.031(2), F.A.C. By submission of these reports and corresponding payments, Contractor certifies their correctness. All such reports and payments shall be subject to audit by the State or its designee. Contractor shall receive a credit for any Transaction Fee paid by the Contractor for the purchase of any item(s) if such item(s) are returned to the Contractor through no fault, act, or omission of the Contractor. 33 Notwithstanding the foregoing, a Transaction Fee is non-refundable when an item is rejected or returned, or declined, due to the Contractor's failure to perform or comply with specifications or requirements of the agreement. Failure to comply with these requirements shall constitute grounds for declaring the Contractor in default and recovering reprocurement costs from the Contractor in addition to all outstanding fees. CONTRACTORS DELINQUENT IN PAYING TRANSACTION FEES MAY BE subject to being removed from the Department of management services' vendor list as provided in rule 60A-1.006, F.A.C. 4.15 Invoicing and Payment. Invoices shall contain the Contract number, purchase order number if applicable, and the appropriate vendor identification number. The State may require any other information from the Contractor that the State deems necessary to verify any purchase order placed under the Contract. At the State's option, Contractors may be required to invoice electronically pursuant to guidelines of the Department of Management Services. Current guidelines require that Contractor supply electronic invoices in lieu of paper -based invoices for those transactions processed through the system. Electronic invoices shall be submitted to the Customer through the Ariba Supplier Network (ASN) in one of the following mechanisms - EDI 810, cXML, or web -based invoice entry within the ASN. Payment shall be made in accordance with sections 215.422 and 287.0585 of the Florida Statutes, which govern time limits for payment of invoices. Invoices that must be returned to a Contractor due to preparation errors will result in a delay in payment. Contractors may call (850) 413-7269 Monday through Friday to inquire about the status of payments by State Agencies. The Customer is responsible for all payments under the Contract. A Customer's failure to pay, or delay in payment, shall not constitute a breach of the Contract and shall not relieve the Contractor of its obligations to the Department or to other Customers. 4.16 Taxes. The State does not pay Federal excise or sales taxes on direct purchases of tangible personal property. The State will not pay for any personal property taxes levied on the Contractor or for any taxes levied on employees' wages. Any exceptions to this paragraph shall be explicitly noted by the Customer in the special contract conditions section of the solicitation or in the Contract or purchase order. 4.17 Governmental Restrictions. If the Contractor believes that any governmental restrictions have been imposed that require alteration of the material, quality, workmanship or performance of the products offered under the Contract, the Contractor shall immediately notify the Customer in writing, indicating the specific restriction. The Customer reserves the right and the complete discretion to accept any such alteration or to cancel the Contract at no further expense to the Customer. 4.18 Lobbying and Integrity. Customers shall ensure compliance with Section 11.062, FS and Section 216.347, FS. The Contractor shall not, in connection with this or any other agreement with the State, directly or indirectly (1) offer, confer, or agree to confer any pecuniary benefit on anyone as consideration for any State officer or employee's decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty, or (2) offer, give, or agree to give to anyone any gratuity for the benefit of, or at the direction or request of, any State officer or employee. For purposes of clause (2), "gratuity" means any payment of more than nominal monetary value in the form of cash, travel, entertainment, gifts, meals, lodging, loans, subscriptions, advances, deposits of money, services, employment, or contracts of any kind. Upon request of the Customer's Inspector General, or other authorized State official, the Contractor shall provide any type of information the Inspector General deems relevant to the Contractor's integrity or responsibility. Such information may include, but shall not be limited to, the Contractor's business or 34 financial records, documents, or files of any type or form that refer to or relate to the Contract. The Contractor shall retain such records for the longer of (1) three years after the expiration of the Contract or (2) the period required by the General Records Schedules maintained by the Florida Department of State (available at: http://dlis.dos.state.fl.us/barm/genschedules/gensched.htm). The Contractor agrees to reimburse the State for the reasonable costs of investigation incurred by the Inspector General or other authorized State official for investigations of the Contractor's compliance with the terms of this or any other agreement between the Contractor and the State which results in the suspension or debarment of the Contractor. Such costs shall include, but shall not be limited to: salaries of investigators, including overtime; travel and lodging expenses; and expert witness and documentary fees. The Contractor shall not be responsible for any costs of investigations that do not result in the Contractor's suspension or debarment. 4.19 Indemnification. The Contractor shall be fully liable for the actions of its agents, employees, partners, or subcontractors and shall fully indemnify, defend, and hold harmless the State and Customers, and their officers, agents, and employees, from suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in whole or in part by Contractor, its agents, employees, partners, or subcontractors, provided, however, that the Contractor shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the State or a Customer. Further, the Contractor shall fully indemnify, defend, and hold harmless the State and Customers from any suits, actions, damages, and costs of every name and description, including attorneys' fees, arising from or relating to violation or infringement of a trademark, copyright, patent, trade secret or intellectual property right, provided, however, that the foregoing obligation shall not apply to a Customer's misuse or modification of Contractor's products or a Customer's operation or use of Contractor's products in a manner not contemplated by the Contract or the purchase order. If any product is the subject of an infringement suit, or in the Contractor's opinion is likely to become the subject of such a suit, the Contractor may at its sole expense procure for the Customer the right to continue using the product or to modify it to become non -infringing. If the Contractor is not reasonably able to modify or otherwise secure the Customer the right to continue using the product, the Contractor shall remove the product and refund the Customer the amounts paid in excess of a reasonable rental for past use. The customer shall not be liable for any royalties. The Contractor's obligations under the preceding two paragraphs with respect to any legal action are contingent upon the State or Customer giving the Contractor (1) written notice of any action or•threatened action, (2) the opportunity to take over and settle or defend any such action at Contractor's sole expense, and (3) assistance in defending the action at Contractor's sole expense. The Contractor shall not be liable for any cost, expense, or compromise incurred or made by the State or Customer in any legal action without the Contractor's prior written consent, which shall not be unreasonably withheld. 4.20 Limitation of Liability. For all claims against the Contractor under any contract or purchase order, and regardless of the basis on which the claim is made, the Contractor's liability under a contract or purchase order for direct damages shall be limited to the greater of $100,000, the dollar amount of the contract or purchase order, or two times the charges rendered by the Contractor under the purchase order. This limitation shall not apply to claims arising under the Indemnity paragraph contain in this agreement. Unless otherwise specifically enumerated in the Contract or in the purchase order, no party shall be liable to another for special, indirect, punitive, or consequential damages, including lost data or records (unless the contract or purchase order requires the Contractor to back-up data or records), even if the party has been advised that such damages are possible. No party shall be liable for lost profits, lost revenue, or lost institutional operating savings. The State and Customer may, in addition to other remedies available 35 to them at law or equity and upon notice to the Contractor, retain such monies from amounts due Contractor as may be necessary to satisfy any claim for damages, penalties, costs and the like asserted by or against them. The State may set off any liability or other obligation of the Contractor or its affiliates to the State against any payments due the Contractor under any contract with the State. 4.21 Suspension of Work. The Customer may in its sole discretion suspend any or all activities under the Contract or purchase order, at any time, when in the best interests of the State to do so. The Customer shall provide the Contractor written notice outlining the particulars of suspension. Examples of the reason for suspension include, but are not limited to, budgetary constraints, declaration of emergency, or other such circumstances. After receiving a suspension notice, the Contractor shall comply with the notice and shall not accept any purchase orders. Within ninety days, or any longer period agreed to by the Contractor, the Customer shall either (1) issue a notice authorizing resumption of work, at which time activity shall resume, or (2) terminate the Contract or purchase order. Suspension of work shall not entitle the Contractor to any additional compensation. 4.22 Termination for Convenience. The Customer, by written notice to the Contractor, may terminate the Contract in whole or in part when the Customer determines in its sole discretion that it is in the State's interest to do so. The Contractor shall not furnish any product after it receives the notice of termination, except as necessary to complete the continued portion of the Contract, if any. The Contractor shall not be entitled to recover any cancellation charges or lost profits. 4.23 Termination for Cause. The Customer may terminate the Contract if the Contractor fails to (1) deliver the product within the time specified in the Contract or any extension, (2) maintain adequate progress, thus endangering performance of the Contract, (3) honor any term of the Contract, or (4) abide by any statutory, regulatory, or licensing requirement. Rule 60A-1.006(3), F.A.C., governs the procedure and consequences of default. The Contractor shall continue work on any work not terminated. Except for defaults of subcontractors at any tier, the Contractor shall not be liable for any excess costs if the failure to perform the Contract arises from events completely beyond the control, and without the fault or negligence, of the Contractor. If the failure to perform is caused by the default of a subcontractor at any tier, and if the cause of the default is completely beyond the control of both the Contractor and the subcontractor, and without the fault or negligence of either, the Contractor shall not be liable for any excess costs for failure to perform, unless the subcontracted products were obtainable from other sources in sufficient time for the Contractor to meet the required delivery schedule. If, after termination, it is determined that the Contractor was not in default, or that the default was excusable, the rights and obligations of the parties shall be the same as if the termination had been issued for the convenience of the Customer. The rights and remedies of the Customer in this clause are in addition to any other rights and remedies provided by law or under the Contract. 4.24 Force Majeure, Notice of Delay, and No Damages for Delay. The Contractor shall not be responsible for delay resulting from its failure to perform if neither the fault nor the negligence: of the Contractor or its employees or agents contributed to the delay and the delay is due. directly to acts of God, wars, acts of public enemies, strikes, fires, floods, or other similar cause wholly beyond the Contractor's control, or for any of the foregoing that affect subcontractors or suppliers if no alternate source of supply is available to the Contractor. In case of any delay the Contractor believes is excusable, the Contractor shall notify the Customer in writing of the delay or potential delay and describe the cause of the delay either (1) within ten (10) days after the cause that creates or will create the delay first arose, if the Contractor could reasonably foresee that a delay could occur as a result, or (2) if delay is not reasonably foreseeable, within five (5) days after the date the Contractor first had reason to believe that a delay could result. THE FOREGOING SHALL CONSTITUTE THE CONTRACTOR'S SOLE REMEDY OR EXCUSE WITH RESPECT TO DELAY. Providing notice in strict accordance with this 36 paragraph is a condition precedent to such remedy. No claim for damages, other than for an extension of time, shall be asserted against the Customer. The Contractor shall not be entitled to an increase in the Contract price or payment of any kind from the Customer for direct, indirect, consequential, impact or other costs, expenses or damages, including but not limited to costs of acceleration or inefficiency, arising because of delay, disruption, interference, or hindrance from any cause whatsoever. If performance is suspended or delayed, in whole or in part, due to any of the causes described in this paragraph, after the causes have ceased to exist the Contractor shall perform at no increased cost, unless the Customer determines, in its sole discretion, that the delay will significantly impair the value of the Contract to the State or to Customers, in which case the Customer may (1) accept allocated performance or deliveries from the Contractor, provided that the Contractor grants preferential treatment to Customers with respect to products subjected to allocation, or (2) purchase from other sources (without recourse to and by the Contractor for the related costs and expenses) to replace all or part of the products that are the subject of the delay, which purchases may be deducted from the Contract quantity, or (3) terminate the Contract in whole or in part. 4.25 Changes. The Customer may unilaterally require, by written order, changes altering, adding to, or deducting from the Contract specifications, provided that such changes are within the general scope of the Contract. The Customer may make an equitable adjustment in the Contract price or delivery date if the change affects the cost or time of performance. Such equitable adjustments require the written consent of the Contractor, which shall not be unreasonably withheld. If unusual quantity requirements arise, the Customer may solicit separate bids to satisfy them. 4.26 Renewal. Upon mutual agreement, the Customer and the Contractor may renew the Contract, in whole or in part, for a period that may not exceed 3 years or the term of the contract, whichever period is longer. Any renewal shall specify the renewal price, as set forth in the solicitation response. The renewal must be in writing and signed by both parties, and is contingent upon satisfactory performance evaluations and subject to availability of funds. 4.27 Purchase Order Duration. Purchase orders issued pursuant to a state term or agency contract must be received by the Contractor no later than close of business on the last day of the contract's term to be considered timely. The Contractor is obliged to fill those orders in accordance with the contract's terms and conditions. Purchase orders received by the contractor after close of business on the last day of the state term or agency contract's term shall be considered void. Purchase orders for a one-time delivery of commodities or performance of contractual services shall be valid through the performance by the Contractor, and all terms and conditions of the state term or agency contract shall apply to the single delivery/performance, and shall survive the termination of the Contract. Contractors are required to accept purchase orders specifying delivery schedules exceeding the contracted schedule even when such extended delivery will occur after expiration of the state term or agency contract. For example, if a state term contract calls for delivery 30 days after receipt of order (ARO), and an order specifies delivery will occur both in excess of 30 days ARO and after expiration of the state term contract, the Contractor will accept the order. However, if the Contractor expressly and in writing notifies the ordering office within ten (10) calendar days of receipt of the purchase order that Contractor will not accept the extended delivery terms beyond the expiration of the state term contract, then the purchase order will either be amended in writing by the ordering entity within ten (10) calendar days of receipt of the contractor's notice to reflect the state term contract delivery schedule, or it shall be considered withdrawn. 37 The duration of purchase orders for recurring deliveries of commodities or performance of services shall not exceed the expiration of the state term or agency contract by more than twelve months. However, if an extended pricing plan offered in the state term or agency contract is selected by the ordering entity, the contract terms on pricing plans and renewals shall govern the maximum duration of purchase orders reflecting such pricing plans and renewals. Timely purchase orders shall be valid through their specified term and performance by the Contractor, and all terms and conditions of the state term or agency contract shall apply to the recurring delivery/performance as provided herein, and shall survive the termination of the Contract. Ordering offices shall not renew a purchase order issued pursuant to a state term or agency contract if the underlying contract expires prior to the effective date of the renewal. 4.28 Advertising. Subject to Chapter 119, Florida Statutes, the Contractor shall not publicly disseminate any information concerning the Contract without prior written approval from the Customer, including, but not limited to mentioning the Contract in a press release or other promotional material, identifying the Customer or the State as a reference, or otherwise linking the Contractor's name and either a description of the Contract or the name of the State or the Customer in any material published, either in print or electronically, to any entity that is not a party to Contract, except potential or actual authorized distributors, dealers, resellers, or service representative. 4.29 Assignment. The Contractor shall not sell, assign or transfer any of its rights, duties or obligations under the Contract, or under any purchase order issued pursuant to the Contract, without the prior written consent of the Customer. In the event of any assignment, the Contractor remains secondarily liable for performance of the contract, unless the Customer expressly waives such secondary liability. The Customer may assign the Contract with prior written notice to Contractor of its intent to do so. 4.30 Antitrust Assignment. The Contractor and the State of Florida recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the State of Florida. Therefore, the contractor hereby assigns to the State of Florida any and all claims for such overcharges as to goods, materials or services purchased in connection with the Contract. 4.31 Dispute Resolution. Any dispute concerning performance of the Contract shall be decided by the Customer's designated contract manager, who shall reduce the decision to writing and serve a copy on the Contractor. The decision shall be final and conclusive unless within twenty one (21) days from the date of receipt, the Contractor files with the Customer a petition for administrative hearing. The Customer's decision on the petition shall be final, subject to the Contractor's right to review pursuant to Chapter 120 of the Florida Statutes. Exhaustion of administrative remedies is an absolute condition precedent to the Contractor's ability to pursue any other form of dispute resolution; provided, however, that the parties may employ the alternative dispute resolution procedures outlined in Chapter 120. Without limiting the foregoing, the exclusive venue of any legal or equitable action that arises out of or relates to the Contract shall be the appropriate state court in Leon County, Florida; in any such action, Florida law shall apply and the parties waive any right to jury trial. 38 4.32 Employees, Subcontractors, and Agents. All Contractor employees, subcontractors, or agents performing work under the Contract shall be properly trained technicians who meet or exceed any specified training qualifications. Upon request, Contractor shall furnish a copy of technical certification or other proof of qualification. All employees, subcontractors, or agents performing work under the Contract must comply with all security and administrative requirements of the Customer and shall comply with all controlling laws and regulations relevant to the services they are providing under the Contract. The State may conduct, and the Contractor shall cooperate in, a security background check or otherwise assess any employee, subcontractor, or agent furnished by the Contractor. The State may refuse access to, or require replacement of, any personnel for cause, including, but not limited to, technical or training qualifications, quality of work, change in security status, or non-compliance with a Customer's security or other requirements. Such approval shall not relieve the Contractor of its obligation to perform all work in compliance with the Contract. The State may reject and bar from any facility for cause any of the Contractor's employees, subcontractors, or agents. 4.33 Security and Confidentiality. The Contractor shall comply fully with all security procedures of the United States, State of Florida and Customer in performance of the Contract. The Contractor shall not divulge to third parties any confidential information obtained by the Contractor or its agents, distributors, resellers, subcontractors, officers or employees in the course of performing Contract work, including, but not limited to, security procedures, business operations information, or commercial proprietary information in the possession of the State or Customer. The Contractor shall not be required to keep confidential information or material that is publicly available through no fault of the Contractor, material that the Contractor developed independently without relying on the State's or Customer's confidential information, or material that is otherwise obtainable under State law as a public record. To insure confidentiality, the Contractor shall take appropriate steps as to its personnel, agents, and subcontractors. The warranties of this paragraph shall survive the Contract. 4.34 Contractor Employees, Subcontractors, and Other Agents. The Customer and the State shall take all actions necessary to ensure that Contractor's employees, subcontractors and other agents are not employees of the State of Florida. Such actions include, but are not limited to, ensuring that Contractor's employees, subcontractors, and other agents receive benefits and necessary insurance (health, workers' compensations, and unemployment) from an employer other than the State of Florida. 4.35 Insurance Requirements. During the Contract term, the Contractor at its sole expense shall provide commercial insurance of such a type and with such terms and limits as may be reasonably associated with the Contract. Providing and maintaining adequate insurance coverage is a material obligation of the Contractor. Upon request, the Contractor shall provide certificate of insurance. The limits of coverage under each policy maintained by the Contractor shall not be interpreted as limiting the Contractor's liability and obligations under the Contract. All insurance policies shall be through insurers authorized or eligible to write policies in Florida. 4.36 Warranty of Authority. Each person signing the Contract warrants that he or she is duly authorized to do so and to bind the respective party to the Contract. 4.37 Warranty of Ability to Perform. The Contractor warrants that, to the best of its knowledge, there is no pending or threatened action, proceeding, or investigation, or any other legal or financial condition, that would in any way prohibit, restrain, or diminish the Contractor's ability to satisfy its Contract obligations. The Contractor warrants that neither it nor any affiliate is currently on the convicted vendor list maintained pursuant to section 287.133 of the Florida Statutes, or on any similar list maintained by any other state or the federal 39 government. The Contractor shall immediately notify the Customer in writing if its ability to perform is compromised in any manner during the term of the Contract. 4.38 Notices. All notices required under the Contract shall be delivered by certified mail, return receipt requested, by reputable air courier service, or by personal delivery to the agency designee identified in the original solicitation, or as otherwise identified by the Customer. Notices to the Contractor shall be delivered to the person who signs the Contract. Either designated recipient may notify the other, in writing, if someone else is designated to receive notice. 4.39 Leases and Installment Purchases. Prior approval of the Chief Financial Officer (as defined in Section 17.001, F.S.) is required for State agencies to enter into or to extend any lease or installment -purchase agreement in excess of the Category Two amount established by section 287.017 of the Florida Statutes. 4.40 Prison Rehabilitative Industries and Diversified Enterprises, Inc. (PRIDE). Section 946.515(2), F.S. requires the following statement to be included in the solicitation: "It is expressly understood and agreed that any articles which are the subject of, or required to carry out, the Contract shall be purchased from the corporation identified under Chapter 946 of the Florida Statutes (PRIDE) in the same manner and under the same procedures set forth in section 946.515(2) and (4) of the Florida Statutes; and for purposes of the Contract the person, firm, or other business entity carrying out the provisions of the Contract shall be deemed to be substituted for the agency insofar as dealings with such corporation are concerned." Additional information about PRIDE and the products it offers is available at http://www.pridefl.com. 4.41 Products Available from the Blind or Other Handicapped. Section 413.036(3), F.S. requires the following statement to be included in the solicitation: "It is expressly understood and agreed that any articles that are the subject of, or required to carry out, this contract shall be purchased from a nonprofit agency for the Blind or for the Severely Handicapped that is qualified pursuant to Chapter 413, Florida Statutes, in the same manner and under the same procedures set forth in section 413.036(1) and (2), Florida Statutes; and for purposes of this contract the person, firm, or other business entity carrying out the provisions of this contract shall be deemed to be substituted for the State agency insofar as dealings with such qualified nonprofit agency are concerned." Additional information about the designated nonprofit agency and the products it offers is available at http://www.respectofflorid a.org. 4.42 Modification of Terms. The Contract contains all the terms and conditions agreed upon by the parties, which terms and conditions shall govern all transactions between the Customer and the Contractor. The Contract may only be modified or amended upon mutual written agreement of the Customer and the Contractor. No oral agreements or representations shall be valid or binding upon the Customer or the Contractor. No alteration or modification of the Contract terms, including substitution of product, shall be valid or binding against the Customer. The Contractor may not unilaterally modify the terms of the Contract by affixing additional terms to product upon delivery (e.g., attachment or inclusion of standard preprinted forms, product literature, "shrink wrap" terms accompanying or affixed to a product, whether written or electronic) or by incorporating such terms onto the Contractor's order or fiscal forms or other documents forwarded by the Contractor for payment. The Customer's acceptance of product or processing of documentation on forms furnished by the Contractor for approval or payment shall not constitute acceptance of the proposed modification to terms and conditions. 40 4.43 Cooperative Purchasing. Pursuant to their own governing laws, and subject to the agreement of the Contractor, other entities may be permitted to make purchases at the terms and conditions contained herein. Non -Customer purchases are independent of the agreement between Customer and Contractor, and Customer shall not be a party to any transaction between the Contractor and any other purchaser. State agencies wishing to make purchases from this agreement are required to follow the provisions of s. 287.042(16) (a), F.S. This statute requires the Department of Management Services to determine that the requestor's use of the contract is cost-effective and in the best interest of the State. 4.44. Waiver. The delay or failure by the Customer to exercise or enforce any of its rights under this Contract shall not constitute or be deemed a waiver of the Customer's right thereafter to enforce those rights, nor shall any single or partial exercise of any such right preclude any other or further exercise thereof or the exercise of any other right. 4.45. Annual Appropriations. The State's performance and obligation to pay under this contract are contingent upon an annual appropriation by the Legislature. 4.46. Execution in Counterparts. The Contract may be executed in counterparts, each of which shall be an original and all of which shall constitute but one and the same instrument. 4.47. Severability. If a court deems any provision of the Contract void or unenforceable, that provision shall be enforced only to the extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and effect. 41 5.0 SPECIAL CONTRACT CONDITIONS 5.1 ADDITIONAL DEFINITIONS 5.2 PURCHASING CARD PROGRAM 5.3 INSTRUCTIONS AND MAINTENANCE MANUAL 5.4 CONTRACT REQUIREMENTS 5.5 DELIVERY 5.6 CONTRACT REPORTING REQUIREMENTS 5.7 BUSINESS REVIEW MEETINGS 5.8 PRIME CONTRACTOR'S STATE CONTRACT WEBPAGE 5.9 ELECTRONIC INVOICING 5.10 REQUESTS FOR QUOTES 5.11 PRICING 5.12 PER LICENSE STATION LEASE/RENTAL PROVISIONS 5.13 PRICE REDUCTION 5.14 ADDITIONAL HARDWARE, SOFTWARE, AND SERVICES 42 5.1 Additional Definitions a. Communications Service Authorization (CSA) is the Web -based ordering system used by CITS, eligible SUNCOM users, and the prime contractor to authorize installation of specific equipment and services. Its use is required by all SUNCOM service providers and is the only method that will be used for ordering services from the service provider (contractor). Additionally, orders sent to the contractor must be marked as complete and all requested information provided in the Online CSA System before payment will be rendered. b. "CWMBE" means a Certified Woman or Minority Business Enterprise as certified by the Florida Office of Supplier Diversity. c "MFMP" means MyFloridaMarketPlace the State's e-Procurement system. d. "MFMP Service Provider" means the third party company operating the State's e-Procurement system, MyFloridaMarketPlace. 5.2 Purchasing Card Program. The State of Florida has implemented a purchasing card program, using the Visa platform. Vendors may receive payment from state agencies by the purchasing card in the same manner as other Visa purchases. Visa acceptance for purchase is mandatory but is not the exclusive method of payment. 5.3 Instructions and Maintenance Manual. At the time of the delivery, the Prime Contractor shall be required to furnish the Customer at least one (1) instruction manual and one (1.) maintenance manual for each system ordered. Bulletins, revisions, and corrections shall be provided for each system purchased, as they are issued by the manufacturer. Each instruction and maintenance manual shall contain definitions of terms, definition of equipment, equipment capabilities, technical descriptions of equipment operations, description of malfunction identifications, trouble shooting procedures and detailed schematic and use instructions. 5.4 Contract Requirements. Prime Contractor(s) shall have a single point of contact for contract support. This individual may support multiple Customers and shall respond to calls and/or emails within twenty-four (24) hours. Customer support contact information shall be provided on the Ordering Instructions Form (ATTACHMENT 9). Prime Contractor(s) shall provide toll -free customer service phone support from 7:00 AM (EST) to 6:00 PM (EST) Monday through Friday, except for Federal and State holidays. TDD (Telecommunication Device for the Deaf) access must be made available during the above customer service operating hours. Prime Contractor(s) shall provide an after-hours contact number for use by Customers for emergencies after standard customer service operating hours. 5.5 Delivery. Pricing shall include inside delivery to the Customer location as soon as possible after receipt of purchase order (FOR PURCHASING) or CSA form (FOR PER LICENSED STATION LEASE / RENTAL). Specific installation timeframes are detailed in Section 6.8.7. 5.6 Contract Reporting Requirements. The following data must be reported to the Department on a quarterly (January, April, July, and October) contract basis. Report shall include: 43 a. Prime Contractor's Name b. Reporting Period (Q1, Q2, Q3, Q4) c. Total dollar value of purchases, leases or rentals per quarter separated by State Agency and Eligible User totals, and separated by purchase order and p-card order total dollar values. d. Total dollar volume per quarter by configuration group. e. Excel report itemizing total purchases, leases or rentals for period that includes columns for the following information: manufacturer's name, agency name, product number, item description, product group number, identify lease or purchase, quantity, manufacturer list price, percentage discount taken and final purchase price or lease / rental total. f. Report will emphasize where the most significant purchase volumes are by product group. Failure to provide quarterly reports, including reporting no sales, leases, or rentals, within thirty (30) calendar days following the end of each quarter (January, April, July and October) may result in the Prime Contractor being found in default and cancellation of the contract by the Department. Prime Contractor shall report (on a quarterly basis) to the Department, the total spending with certified and other minority business enterprises directly related to transactions under this contract. Reports must include the period covered, the name, minority code and Federal Employer Identification Number of each CWMBE utilized during the period, commodities and services provided by the CWMBE, and the amount paid to each minority Prime Contractor on behalf of each purchasing agency or eligible user ordering under the terms of this contract. Submission of the quarterly sales reports, lease reports, and rental reports are the responsibility of the Prime Contractor without prompting or notification by the Department. The Prime Contractor will submit the completed quarterly reports by email to the Department. The Department shall distribute, in electronic format, the quarterly sales report forms to be used by the awarded Prime Contractor, prior to the close of the first contract quarter. 5.7 Business Review Meetings. In order to maintain the partnership between the Department and the Prime Contractor, monthly, (or minimally each quarter), the Department may request a business review meeting. The business review meeting may involve, but not be limited to, the following: a. Review of Prime Contractor performance b. Review of minimum required reports c. Review of continuous improvement plans The Department encourages Prime Contractors to identify opportunities to lower costs. 5.8 Prime Contractor's State Contract Webpage. The Contract resulting from this solicitation will become a public document. DMS has a website used to display State Term Contracts and product information to eligible users and other interested entities. The Prime Contractor shall, within sixty (60) days after the date of award listed on the Certification of Contract document, develop and maintain their own State of Florida web page to post approved and required Contract information, which shall include pricing, percentage discounts, terms, catalogs, ordering instructions, descriptive information, list ofproducts that meet the State of Florida's approved green product labels / standards, and product pictures. The State Contract web page must maintain compatibility with the browser software being used by DMS, currently Internet Explorer 6.0. The Universal Resource Locator (URL) for the State Contract web page must be listed in the space provided on the Ordering Instructions page of the solicitation. Prime Contractor is responsible for any and all costs associated with providing this information to the State. The web site must have the following required items: 44 a. Accurate Contract pricing and items; b. Detailed item descriptions, model numbers, etc. c. Robust search engine capabilities; d. Information to access product literature of awarded items; e. Links to the vendor's home page, the history of the company, etc.; f. Additional links to access technical product literature of awarded items; g. Authorized servicing dealers with current contact information; h. Offer as many photos as possible of awarded products; i. List of products that meet the State of Florida's approved green product labels / standards; j. When possible, provide indicators of recycled product and minority manufactured products; and k. URL for the State Contract web page must be supplied to the Department within 30 days of Contract award. Continued disruption of service or inadequate access may be grounds for termination and removal from the Contract, subject to Section 4.23. Prime Contractors should note that the US Federal Trade Commission's Guides to the Use of Environmental Marketing Claims (Green Guides) regulate how companies label and advertise using environmental claims / terms. (available at http://www.ftc.gov/bcp/grnrule/quides980427.htm) 16 C.F.R. Part 260 for details. It is the Prime Contractor's responsibility to accurately identify their products that meet the State of Florida's approved green product labels / standards (e.g., Energy Star, Green Seal) in their electronic catalog, punchout site and on State Contract web page. Failure to accurately represent green products shall be cause for termination upon notice by the Department. 5.9 Electronic Invoicing / Billing a. Purchases: Equipment purchased on this State Term Contract shall be DIRECT BILLED by the Prime Contractor (or authorized dealer) to a State Agency or other Eligible User through the MyFloridaMarketPlace (MFMP) system (where able). See Attachment 11 for MFMP Invoicing Requirements. State of Florida Consolidated Equipment Financing Program (CEFP) Financing is available to state agencies and state universities through the Department of Financial Services for most types of purchases of $30,000 in value and higher. For further details, go to http://fldfs.com/aadir/cefp/ b. Per Licensed Station Lease / Rental: Prime Contractors and all sub -contractors shall utilize SUNCOM's ordering (CSA) and billing system for all eligible users opting for lease or rental. Bills are to be detailed down to the site, and individual end -user phone number, and end -user account number. Contractors shall provide a bill in an electronic file format (EDI) and this file shall be provided monthly in accordance with SUNCOM's billing requirements and cycle. SUNCOM requires a consolidated bill summarizing each end -user's charges plus a summary report of the SUNCOM's entire service bill. Billing files can be either fixed width, field delimited in a standard file type. SUNCOM requires EDI files in ANSI X12 811 version 4010 format with data Level 9 detail. Files shall be transmitted via file transfer protocol (FTP). The Prime Contractors and all sub -contractors shall provide a single bill for all STEPS services. SUNCOM will hold the Prime Contractors responsible for resolving any billing issues. The Prime Contractors and sub -contractors shall not bill for any individual portion of STEPS services until all components of the service are installed and accepted by DMS and end -user. Monthly billing statements must be current. The state will not be obligated to pay for the services earlier than one billing cycle prior to the current month unless agreed upon in advance. Billing in arrears (by more than one bill cycle) is not acceptable. The state will not be obligated to pay in advance unless agreed to previously in writing. 45 For all bills, the bill date and invoice number must cover the same 30-day period. The billing cycle for this contract shall be a maximum of thirty-one (31) days from date of first bill. Invoices must be issued consistently (same period, same day) for each month. For all billing corrections, the prime contractors and sub -contractors shall provide automatic credits for incorrect invoices. The prime contractors and sub -contractors shall have one (1) billing cycle to confirm the disputed call as billable and re -bill. At a minimum, each monthly bill shall provide the following information: a. Communication Services Authorization (CSA) number b. Service order numbers c. Account numbers d. Bill date e. Install date f. Bill remittance address g. A summary record which includes payments applied since the last monthly bill h. Adjustments (detailed information on all adjustments within the bill must be provided) i. Sub -total of current charges j. Net amount due k. Customer name I. Disconnect date (activity dates) m. Fractional billing (charge/credit from date of install/disconnect) Before orders may be completed and invoicing from prime contractors or sub -contractors may begin, a test must be successfully conducted using the billing data transmitted from the prime contractor or sub- contractor to create an end -user invoice. Over the life of the contract, changes to billing formats or data elements required by SUNCOM may occur. Prime contractors and sub -contractors will be required to adhere to these changes for all billing purposes. 5.10 Requests for Quotes. CUSTOMERS MAY COMPETITIVELY SET THE PRICE FOR ANY PURCHASE BY INITIATING A REQUEST FOR QUOTES ("RFQ"). An RFQ is an oral or written request for written pricing or service information from a Prime Contractor, for products available under the Contract from the Prime Contractor. When the RFQ process is used, Customers should create and maintain written records of oral and written requests, and written quotes received. Where the RFQ process is used, quotes should be in writing but otherwise informal, and need not be received or posted publicly or at a particular time or place. The RFQ process is not mandatory under this Contract but may be used solely at the Customer's discretion. 5.11 Pricing. Purchasing pricing will be a discount percentage off of the awarded Prime Contractor(s) current Manufacturers Suggested Retail Price (MSRP) or "Manufacturers Web Price". The discount percentage will be calculated for each configuration and be applied to all items (products or services) in that configuration. Percentage discounts, lease / rental costs or other derived factors used for equipment calculations must be the same for all types / models of equipment and associated services within the identified configuration. For example, if a 45% discount (off MSRP) is proposed for a configuration, then that same percentage must apply to all types and models of equipment (and services) available within that configuration. 46 The monthly per licensed station lease / per licensed station rental costs must be good for the life of the contract. The State must be able to understand how pricing was derived in order to calculate future pricing (when a new piece of equipment is added to the contract). These pricing parameters allow the percentage discount to be applied to a unit price (MSRP) for equipment, accessories, maintenance, software licenses, etc. thus enabling the State to maintain a consistently priced contract. 5.12 Per Licensed Station Lease / Rental Provisions In addition to purchase, all equipment and services offered in response to this solicitation shall be available for Per Licensed Station Lease and Rental by utilizing a SUNCOM Communications Service Authorization (CSA). The manufacturer's lease agreement form will not be used since a contract resulting from this negotiation and the Communication Services Authorization form (CSA) will constitute the complete agreement. In the event some type of additional agreement is signed by any eligible user, it will be considered void and non- binding to the eligible user. Under no circumstance shall any contractor directly rent, lease, or manage any voice system component under the awarded contract without an authorizing CSA form (COM Form 9001) issued to the Prime contractor(s) by DMS. Any changes affecting billing such as additions, deletions, and modifications to the customer's account and/or system facilities or equipment will be made solely on information contained on a properly executed CSA. The awarded prime contractor(s), and any subcontractors shall utilize the Automated Online CSA system to obtain payment for service. CSAs shall be issued to all contractors using the Automated Online CSA system. Please refer to the following URL for additional information http://onlinecsa.myflorida.com. Monthly Per Licensed Station Lease / Rental costs shall remain firm throughout the Contract term unless affected by the PPI detailed in Section 5.14. The date of acceptance is that date listed on the CSA form after equipment has been installed, tested and the eligible user trained. Per Licensed Station Lease / Rental term period shall become effective on the date listed on the CSA. Any lease / rental shall continue in force for the full term of the State Contract, or naturally ends, or is terminated. Each per licensed station lease / rental shall include standard maintenance service on all equipment. Cost for the maintenance shall be included in the monthly per licensed station lease / rental price. a. Expiration of Term Leases shall expire upon completion of the specified period and shall not be automatically renewed for a new term. No termination notice shall be required by either party at end of period. Eligible users shall be on a month -to -month rental agreement after rental term period has expired. All equipment leased / rented under this contract shall be removed from the customer's location on the date specified in the CSA. All equipment removal will be at Contractor's expense and shall be coordinated with DMS and the customer. b. Renewals No "Automatic Renewals" of leases are acceptable under this Contract. c. Cancellation for Convenience 47 The initial order may be canceled at any time during the lease period by DMS via the CSA form. Upon cancellation of a lease by DMS, the equipment will be returned to the Prime Contractor or moved to another location at the sole discretion of the State. d. Cancellation Due To Non -Performance The CSA, inclusive of all equipment components, may be cancelled during the period for non- performance related issues as defined in Sections 6.8 and 6.9 of this ITN. If DMS requests removal of the equipment, Prime Contractor will cancel the lease / rental effective immediately with no additional payments. Equipment will be removed from site in timeframe specified on the CSA and at no cost to the State. e. Equipment Risk of Loss or Damage The State shall be relieved from risks of Toss or damage to all equipment during the period of transportation, and installation of the equipment. f. Payments Payment for equipment will be processed upon the satisfactory completion of delivery, installation, training and acceptance. Payment terms of each lease / rental will be monthly. g. Location and Moving of Equipment DMS shall notify Prime Contractor any time leased / rented equipment is to be relocated to another physical address. Relocation of leased / rental equipment shall be performed by the Contractor at no charge. h.Other Fees & Charges Prime Contractor, and all sub -contractors shall not charge any additional fees, including but not limited to, property taxes, delivery charges, pick-up charges, fuel surcharges, etc. 5.13 Price Reduction The pricing shall not increase during the term of this contract. After a twelve (12) month period, justifiable requests for a price decreases may be requested by DMS. Minimum price decreases shall be based upon the Producer Price Index (PPI) for Industry: Telephone Apparatus Manufacturing, as published by the U.S. Bureau of Labor Statistics. Any (minimum) price decreases shall be based on the PPI (Series ID pcu334210334210). The last published non -preliminary Producer Price Index for the month prior to award/anniversary date of the contract will be the baseline for the beginning (old) PPI Index. The most recent published Producer Price Index prior to the contract year to be priced will establish the reference data for the new PPI Index. Any de-escalation formula will be based on the change in the commodity for Telephone Apparatus Manufacturing, PPI Series ID pcu334210334210. The formula is calculated by dividing the New PPI Index by the Old PPI Index to identify the Price Reduction Rate. The Old Price is multiplied by the Price Reduction Rate to determine the New Price. This formula applies after Year 1 of the contract and on each subsequent anniversary of the contract effective date. Details on how this PPI has historically performed can be found at the Bureau of Labor Statistics web site and following the below steps: a. Go to BLS website: http://www.bls.gov/ppi/ b. Navigate to the "Get Detailed PPI Statistics" section c. Select "Create Customized Tables (one screen)" d. Click on the link titled "Industry Data" 48 e. Type "334210" in the "Select An Industry" box for the Telephone Apparatus Manufacturing category and hit the adjacent "Find" button. f. Select "334210334210" for Telephone Apparatus Manufacturing in the "Select One or More Products" box and hit the adjacent "Find" button. A table similar to the one shown (next page) will be created. Series Id: Industry: 1Product: Base Date: Year! 19971 19981 19991 2000 2001 20021 20041 20051 20061 20071 pcu334210334210 Telephone apparatus manufacturing Telephone apparatus manufacturing 8512 19.9.120.0119.3 119.2I 117.0 113.7 113.1 106,3' 101.5 100.5 94.5 90.5 118.7 116.8 113.5 113.1 105.8 99.9 118,6 116.7 1185 116.1 119.6 119.2 120.0 119.2 117.E 116.0 117.6 115.5 117.9. 115.7 119.2 119.2 119.3 117 8 117 8 .117. 115.6 1115.6 115.6 Annual 119.2 119,4 :7 117 117.0 115.0 113.7 118 0 115.8 113.5 113.1 105.5 101.8 9b2:961' 94.'0 94.8 ,92 1 92.2 91.0 91.3 112.9 1128 108.9 , 108.8 10544 102.0 95.9 94.7 922 105.3. 102.3' 95.9 94.6 92.2 90.9 190.4 105.1'' 101.2 94.9 113Q 113. ` 13,0 12 100.11100.5 101.0I99.7 94.' 94.8 ,94.4 92,2. 91.8 91.2 91.21 95 7 95 93.5 192.6 92.6 91.f 91.8(P) 916r 91.8(P) 13 90.6(P), 113 1 113.1 106.4 106.4. 100.5 95. 92.1 90.7(P) 100.5; 95. 91.9 90. P : Preliminary. All indexes are subject to revision four months after original publication. 113. 108.8 104' 100.9 9 .8 93.7 `916 Example: Feb 2004 is the start date of the contract Old PPI: Feb. 2004 PPl for Telephone Apparatus Manufacturing = 96.2 New PPI: Feb. 2005 PPI for Telephone Apparatus Manufacturing = 94.0 Price Reduction Formula: New PPI / Old PPI = Price Reduction Rate (rounded to four decimal points) "Old Price Discount %" _ "Price Reduction Rate" = New Price Discount % (rounded to two decimal points) Calculation: 94.0 _ 96.2 = .9771 which equates to a Price Reduction Rate of 97.71% 25% 97.71 % = 25.59 % New Price Discount Percent 5.14 Additional Hardware, Software, and Services. Prime Contractors may offer and the State may purchase, lease, or rent additional equipment or services as detailed on the Baseline Equipment Lists to be submitted in Attachment 3 listed in Section 7. DMS MUST APPROVE ANY VOICE RELATED EQUIPMENT, FEATURE, OR SERVICE PRIOR TO ADDITION TO THE CONTRACT. ANY ADDITIONAL EQUIPMENT, FEATURE 49 112.$ 0 113 3. . 108.4 107.5 1 106.5 106.5 106.5 OR SERVICE MUST BE INTEGRAL TO THE FUNCTIONALITY OF EACH CONFIGURATION. Percentage discounts for purchases, lease / rental costs used for equipment calculations must be the same for all types / models of equipment and associated services within the identified configuration. For example, if a 45% discount (off MSRP) is proposed for a configuration, then that same percentage must apply to all types and models of equipment (and services) available within that configuration. The ability to add equipment and services at a pre -determined price is for the convenience and benefit of the Customer. The intent of this option is to promote "one -stop shopping" for both basic and enhanced systems, and to facilitate normal growth. N.B.: All voice system maintenance proposed with this ITN shall not be a means for a Prime Contractor to provide any 'special arrangement' or circumvent the intent of this contract award. 'Voice System Maintenance' in this STC implies that the Prime Contractor provide standard warranty agreements ONLY. THEREFORE, Prime Contractors shall not offer, and Customers shall not purchase, any voice system solution not capable of trunk / line side IP functionality under this Contract. Prime Contractors may only provide maintenance and do incidental (minor) upgrades to existing "legacy" type telephone systems purchased under existing State Term Contracts, and that are already installed at a customer's premise. The Department reserves the right to prohibit the sale, lease, or rental of any and all additional products and services. Abuse of this additional hardware,software, and services option to complete transactions for unauthorized commodities or services may be prosecuted under s. 858.22 F.S. or other applicable laws. 50 6.0 TECHNICAL SPECIFICATIONS 6.0 OVERVIEW 6.1 ENVISIONED SOLUTION AND MANAGEMENT FRAMEWORK 6.2 SERVICE DESCRIPTION HIGHLIGHTS 6.3 SYSTEM TECHNICAL REQUIREMENTS 6.4 STATION TECHNICAL REQUIREMENTS 6.5 INTERCONNECTION EQUIPMENT 6.6 SYSTEM SUPPORT AND MAINTENANCE 6.7 STANDARDS 6.8 PERFORMANCE EXPECTATIONS 6.9 SERVICE LEVEL AGREEMENTS (RENTAL, LEASE AND MANAGEMENT OPTION) 6.10 VENDOR MANAGEMENT SERVICE 6.11 E911 EMERGENCY SPECIFICATIONS 6.12 OTHER REQUIREMENTS 6.13 MISCELLANEOUS CLARIFICATIONS AND CONDITIONS 6.14 E-RATE 6.15 COST AND REQUIRED RESPONSES 51 6.0 Overview: Florida's ability to operate in an enterprise environment depends on our success building an enterprise service supporting the State's growth and changing requirements. From a practical standpoint, the State must define and implement improved business models that better utilize existing funding and reduce future costs of government. The effectiveness of a new voice service will be enhanced with a corresponding set of new ground rules governing the relations between all participants (eligible users, DMS, and Prime Contractors). One of the major reasons to undertake the development of a new voice service is to be able to react quickly to new technologies and needs. The key to the success of Florida's efforts is a management framework that does not encumber change. Prime Contractors shall be required to be flexible, aggressively manage change, and adopt new technologies and strategic partners. This DMS procurement initiative will deliver a statewide service providing both technical and business solutions to the State of Florida and its eligible users, following an enterprise model. This service shall provide improved service delivery, vastly improved resiliency, and enhanced cost performance on a more efficient communication platform. DMS intends to provide a turnkey service to enable customers the option to purchase equipment, or lease - rent voice edge equipment on a per licensed station basis. Proposals must include design, delivery, installation, cutover, performance verification, maintenance, and training for each voice solution ordered. In addition, customers can select a vendor management option for their voice platform, or choose to manage it themselves. A turnkey service utilizing open source voice platform components shall be considered if it offers all required functionality including service support. One example of Open Source voice system is Asterisk (http://www.asterisk.org/). Respondents may offer any, or all, of the four Configuration Types broken into the following sizes and terms: 1 2 3 4 Configuration Types 1- 50 Station Clients 51- 400 Station Clients 401- 1000 Station Clients Over 1000 Station Clients count isccunte scoan iscoun 6.1 Envisioned Solution and Management Framework: DMS is pursuing a new communications service that will transition customers to new voice solutions. DMS intends to utilize the new MyFloridaNet (MFN) infrastructure as much as possible as the transport for various voice services such as SUNCOM Long Distance, 800 Service, contact centers and more. Under this Contract (a turnkey solution) eligible users will be able to a. Redirect their technical personnel towards better integrating voice services into their business process. b. Utilize state-of-the-art operational processes and tools. c. Offer new technical and business services much more rapidly. d. Improve quality assurance. e. Enhance security. This Contract will provide a simplified service -delivery methodology where all components are delivered through four standard options; purchase, per licensed station lease / rental, and per licensed station vendor management. Florida's new enterprise architecture will achieve greater accountability and interoperability. Automatic standardization, consolidated operations, homogenous rules and regulations (including security), consistent measurements, and cost allocation will be the immediate result of this new enterprise service 52 deployment. Each of these simplified service -delivery methodologies is an essential component of success in a modem enterprise voice infrastructure. 6.2 Service Description Highlights The State is not soliciting a reply to each statement in this Section. Responses must only include a statement indicating they have read, understood and shall comply with the stipulations listed below. 6.2.1 This new voice telecommunications service shall be referred to as SUNCOM Telephony Equipment Premises Service (STEPS). It is a comprehensive solution providing eligible customers the option to select from a suite of premises -based voice system services. a. Under this contract customers shall continue to have the option to purchase voice hardware / software and maintenance with complete professional service installation and NOC (Help Desk) support. However, under the purchase scenario Service Level Agreements (SLAs) are not provided. Service installation includes complete installation of all hardware, cabling, and wiring specified in this contract. Complete vendor management option is available (at an additional per licensed station cost) for any eligible user who purchases the system. Under the purchase option customers shall interact directly with the Prime Contractor(s) as they do today. b. SUNCOM is introducing a new per licensed station lease and rental service options for eligible users to take advantage of a complete turnkey solution. Lease and Rental options shall provide a complete voice system solution for per station line cost with no up -front installation cost. All services include full maintenance, stringent service level agreements with performance credits, proactive monitoring (with performance alerts), management tools, training (on the voice system and tools), professional service installation, and options for complete vendor management. The SUNCOM network operation center shall provide quality assurance acting as a second set of eyes proactively monitoring the health of the service, and actively escalate problems not resolved in an acceptable time period via normal channels. These operational functions support all voice service platforms and software, regardless of whether or not the site equipment is provider managed or customer managed. See illustration below. UNCOM Telephony Equipment Premises Service 6.2.2 Capacity of the voice system will be measured in terms of the number of stations required. Prime Contractors shall provision each voice system configuration with an additional 5% per year of capacity to accommodate growth. 53 6.2.3 If any previous State Term Contract (STC) vendors receive awards under this Contract, they shall offer maintenance to cover all voice equipment and software purchased from the current STCs (#s 730-310-99-1 and 730-610-99-1) and any voice equipment, software and services resulting from this ITN. 6.2.4 All customers shall have the option to subscribe to the Vendor Management service (on a per licensed station basis) whether the voice system is rented, leased, or purchased. Under the Vendor Management Option Prime Contractors are completely responsible for unlimited add/move/changes, and to proactively monitor the voice system for all failures. 6.2.5 As a sales support initiative, Prime Contractors shall provide content to support the DMS website housed on http://www.myflorida.com. Prime Contractors are required to work with DMS Web development team to assist with the content, and the overall appearance of the website as it relates to their contract services. 6.2.6 The Prime contractors shall provide NOC helpdesk and related support services staffed to receive an unlimited number of trouble calls and (critical) changes 24x7x365 for all services components. Calls shall be received by an individual, not solely by an automated response system. NOC support includes a support escalation process staffed with experts readily available to address communication issues for all eligible users. For eligible users subscribing to the vendor management option, Prime Contractors are responsible for proactively monitoring all voice solutions for hardware failures, trunk side errors, line side errors, etc. 6.2.7 Prime Contractors shall support various types of Service Level Agreements listed in Attachment 4. 6.3 System Technical Requirements: 6.3.1 The voice systems awarded under this contract shall be pure VolP systems or hybrid system capable of connecting digital, analog, or IP stations. All systems shall provide non -blocking simultaneous voice and data switching and transmission. 6.3.2 Voice system equipment should include the following as part of the baseline service. 1. Attendant Console: Attendance consoles may differ based on number of main station clients. The attendant console shall contain the necessary alphanumeric displays and operating buttons (keys) necessary for the attendant to process calls utilizing the attendant operational service features. The console shall also provide an indication of a system malfunction. The console shall have the capability of utilizing either a handset or a headset. A plug equipped handset shall be provided with the console. The console shall be powered from the switch. Attendant consoles can be soft clients. Attendant consoles must include all necessary hardware/software. The response shall specify the size of the console, the console wiring pair quantity and size, and the maximum distance the console may be installed from the switch. 2. System Power Protection: The system shall include a power line surge protector, central office telephone service surge protectors, and inter -building cable surge protectors to protect customer personnel and prevent equipment damage. Systems should protect against loss resulting from voltage and current surges superimposed upon the commercial power line and all telephone line circuits by lightning strikes, commercial power faults, and power line to telephone line faults. 3. Voice Equipment Power Protection: All voice equipment shall be accompanied with an appropriate power conditioner and Uninterruptible Power Supply (UPS) capable of providing a minimum of 10 minutes power in the event of a brief failure. 4. Administrative Equipment: This equipment shall provide tools which enable the customer to perform Customer Administrator functions or Remote Administration functions. Additional equipment does not have to be bid if equipment comprising the baseline system can be used for administrative functions however, it must possible perform the administrative functions in a room other than where the switch is located. In addition to a local administrative terminal, Respondents shall propose a web based XML interface for administration of the system and 54 instrument configuration. English language prompts shall be provided to input commands and/or receive responses during administrative procedures. The administrative console shall contain all the necessary controls, indicators, and displays necessary for administration. It shall be possible to command the system to print out a listing of all station numbers which shall include the characteristics of the station such as digital, analog, virtual number, etc. In addition, it shall be possible for the customer to record the following information associated with each extension number: a. Building designator: Minimum of one character b. Room number: Minimum of three characters c. Agency: Minimum of six characters d. Individual's name: Minimum of ten characters e. Direct Inward Dial (DID) number transmitted when 9-1-1 or 9-9-1-1 call is made (Minimum of ten characters). This must function regardless of station types . f. Malicious Call Tracing 5. Direct Digital Interface (T-1/Primary Rate Interface "PRI") Equipment: This feature provides a means of converting a group of up to twenty-four (24) trunk circuits into a DS-1 signal level for direct connection to a T1 span provided by the regulated telephone or other common carrier at the demarcation point. The system shall be capable of connecting to at least two (2) T1 span lines. Both Master and Slave operation are required. 6. Intercept Announcer Equipment: This equipment shall provide a recorded announcement for DID Intercept. The equipment shall provide a single trunk route channel for Configurations extra small, small and medium and two (2) trunk route channels for Configurations large. The equipment shall provide a single announcement channel for Configurations extra small, small and medium and two (2) announcement channels for simultaneous announcing for Configurations large. Each announcement channel shall provide an announcement with duration of at least 12 seconds. The equipment shall enable the customer to enter, check, erase and re-enter a new announcement. This equipment start/stop operation shall be under control of the DID Intercept to Recorder operational service feature. The response shall specify the size of the equipment and the maximum distance the equipment can be located from the switch. 7. Music -On -Hold Interface Equipment: This equipment and wiring shall enable the customer provided music system to be accessed by the communications server switch when an outside call is placed on hold. The response shall specify the equipment to be provided. 8. Remote Administration Interface Equipment: This on -site equipment and wiring shall enable the Prime contractors and the customer to perform administrative functions on the switch from a contractor provided remote center by one or more of the following: a) direct -inward -dialing, b) dialing the attendant, c) dialing a line directly connected to a modem or d) via Local Area • Network / Wide Area Network (LAN/WAN) web -based access. The response shall specify the equipment to be provided. The communication server shall provide a capability for the customer to store a required password which shall consist of at least eight (8) alpha numeric characters. Any attempt to gain access to the maintenance and administration feature shall require entry of the password. In addition, sequential entry attempts of invalid passwords exceeding three tries in any five minute period shall cause this feature to "lock up" and not accept any more entry attempts until a reset button on the communications server has been activated. A visual alarm shall illuminate if such an event has occurred. There shall be no other way to gain access to this feature except through the password, i.e. there shall be no bypass methods supposedly known only to technicians. 9. Remote Testing Interface Equipment: The proposed system shall enable the Prime contractors to perform remote testing of the switch from a contractor provided remote center by one or more of the following: a) direct -inward -dialing, b) dialing the attendant, c) dialing a line directly connected to a modem or d) via LAN/WAN web -based access. Remote testing should be performed during non -business hours if interference with switch operation will occur. 10. Audio Conference Terminal Unit: This equipment and wiring shall enable the customer to make, receive, and conduct conference calls in meeting rooms. The response shall specify the 55 equipment to be provided. The equipment shall be equipped with necessary echo cancellers and filters to prevent clippings and echoes. 11. Traffic Measurement Recording Equipment: This equipment shall print out the traffic data collected by a Traffic Measurement service feature under control of the administrative equipment. It shall be possible to use this equipment from a room other than where the switch is located. The response shall specify the equipment to be provided and the maximum distance the equipment can be located from the switch. It shall be possible to print out the hour by hour traffic in centi-call second (CCS) on individual trunks without changing the configuration of any trunk group. The communications server shall also be capable of printing out the hour by hour traffic on any trunk group. The system shall be capable of accumulating traffic data over a 24 hour period (either single trunks or trunk groups) and printing it out either on site or remotely. 12. Automatic Trunk Testing Equipment: This equipment shall be capable of on site testing. It shall also offer the ability to remotely test the signaling integrity and transmission quality of the trunking facilities provided by the regulated telephone company and other common carriers. The equipment shall generate and print test reports. 13. Session Initiation Protocol (SIP) Gateway: The SIP Gateway shall offer the customer a single platform for transporting Voice over Internet Protocol (VoIP) media between IP networks and the Public Switched Telephone Network (PSTN). For each of the Configuration Types 1-4, the response must list the SIP Gateway design used to meet the trunk capacity. SIP Gateways shall support T1 PRI standards. 14. Power specifications: Power specifications shall be specified and documented for all systems involved in providing the voice service. Customers must be able to utilize this document to provide the correct power service to all systems. 15. Voice System Infrastructure: All Main Distribution Frame (MDF) wire, cabling, and hardware such as connecting blocks, Telco Network Demarcation Point Plugs, etc shall be provided by the Prime contractors in order to connect the voice switch to the building demarcation blocks. This is not to be confused with building wiring infrastructure for stations, and WAN connection wiring for PSTN access, which are the responsibility of the customer and local phone company. 16. Backup and Restorer All systems shall be equipped to backup on a regular basis, with restoration as needed. Respondents shall list their available backup media/format options. To minimize the effect of a hardware failure requiring restoration of software, all software and firmware updates must be readily available on site. Customers must receive a backup and restoration plan that shall include: a. The location where the backups will be stored; b. The programs used to backup all systems; c. A schedule when backups will occur; d. A way to monitor backup jobs and ensure completion without errors, and e. A well documented step-by-step instructions on how to restore the overall system The preceding list itemizes the baseline features. At this point in the submission Respondents must list any feature(s) they are unable to provide in EACH CONFIGURATUION. It is assumed by the State that ALL FEATURES may NOT be available (or economically feasible) in the smaller configurations. 6.3.3 Voice system software features shall include the following as part of the baseline service. 1. Automatic Diagnostics: The switch shall automatically perform continuous on-line self testing diagnostics to detect circuit malfunctions, identify the faulty circuit card, and provide an alarm. An alarm signal shall be provided to the attendant console and information on the cause and location of malfunction shall appear on the equipment used for maintenance purposes. 2. Automatic Identification of Outward Dialing: This feature shall enable stations to directly dial the 911 emergency number without any dial level access code. The system will also transmit the 7-digit station number of the station dialing 911 to a special data line provided by the regulated telephone company. This must function regardless of station types. 56 3. Automatic Station Release: An off -hook station shall be released from an established transmission path and busied out if the station fails to dial, dial properly or completely, or is left off -hook after completing a call. The busied out condition shall terminate when the station is placed on -hook. 4. Call Waiting: The switch shall allow a call from a calling station to a busy station to be while a tone burst is directed towards the busy station user. The busy station user may connect to the waiting call by hanging up whereby the called station will ring and will be connected to the calling station. 5. Call Park: Allows a station user on an active call to place the call on hold, replace the telephone handset, and then complete the call from any other station. 6. Class -of -Service Day/Night: The level of Class -of -Service assigned to stations can be automatically altered to a predetermined night Class -of -Service when the attendant console is placed in the night service mode or when a predetermined time interval is reached. 7. Control of Trunk Group Access: Allows a station user to establish multi -station conference connections between stations within the system or outside the system. 8. DISA Code Set -Up (Programmable): Allows the attendant to change the Direct -Inward System Access (DISA) security code number. 9. Distinctive Ring: The switch shall provide two (2) distinctive ringing patterns to the station instrument to allow the station user to determine if the call is an inside (station -to -station) call or an outside (trunk) call. A third ringing pattern to allow the station user to determine if the automatic callback feature is recalling the station is desirable but not mandatory.. 10. Executive Override: Allows a station user, upon encountering a busy station call, to bridge on to the call. Before the bridge is established, an executive override tone will be applied to advise the talking parties of the impending bridge. This feature shall be subject to Class -of - Service assignment. 11. Class -of -Service (Programmable): The system shall allow each station number to be assigned and identified with a level of Class -of -Service. It shall be used to control the degree of access each station user has to the local exchange, toll, and Common Control Switching Arrangement (CCSA) networks, and to service features and special services. 12. Common Unrestricted Codes: Allows a station to be restricted to dialing common unrestricted codes, specific area codes, exchange codes, and exchange codes within specific area codes over all or selected trunk group types. Common unrestricted codes shall be for emergency assistance (911), local area directory assistance (411), and telephone repair service (611). 13. Direct Inward Dialing (DID): The switch shall allow a station to receive incoming calls from the exchange network in conjunction with exchange network DID trunks and facilities without the aid of an attendant. DID service will be provided by and at the availability of the exchange network facilities. 14. Direct Inward System Access (DISA): The switch shall allow a caller using the regulated telephone common carrier exchange network to access the switch using a special DISA trunk (and 7 digit number) and dialing a carrier code. After the code is dialed, the switch shall return dial -tone to the caller who may then use the system with the Class -of -Service assigned to the DISA trunk. 15. Direct Outward Dialing (DOD): This feature shall enable a station to access the exchange network or the CCSA network without the aid of an attendant by first dialing an appropriate trunk access code. This feature shall be subject to Class -of -Service assignment. Access to the CCSA network shall be by dialing a single digit. 16. Exchange Trunks: The switch shall accommodate ground start or loop start. The trunks shall be either: 1) two-way combination, 2) one-way incoming, 3) one-way outgoing, or 4) one-way incoming (Direct -Inward Dialing). Toll calls will be billed to the Listed Directory Number assigned to the switch. 17. Flexible Numbering (Programmable): This feature allows the station numbers assigned to station lines at the time of installation to be reassigned to another station line when 57 personnel are moved. Numbers assigned at installation are to be assigned in accordance with the customer's numbering plan. 18. Foreign Exchange Access: The switch shall accommodate foreign exchange (FX) trunks and allow a station to access the FX trunk without the aid of an attendant. Incoming calls from the FX trunk will be answered and handled by the attendant. 19. Hunting (Programmable): Allows a group of stations to be assigned to a hunt group and have calls routed to an idle station within a group when the called station in the group is busy. Hunting shall always start with the called station and terminate at the first idle station found. Hunting shall take place in the order in which the stations are assigned into the hunt group. 20. Intercept: The switch shall automatically route calls to the attendant if, a) the call cannot be completed because of vacant or unassigned number, b) due to calling station number Class - of -Service restrictions, or c) dialing irregularities. The system shall provide an intercept tone to the calling station if attendant -less operation is in effect. 21. Intercept DID: Direct -inward dialed calls to reserved, idle, and unassigned DID station numbers shall be intercepted and routed to the attendant. 22. Least Cost Routing - Modified: The switch shall automatically route any call which is dialed DDD as an off -net CCSA SUNCOM call if a CCSA SUNCOM trunk is available. This feature is applicable only to stations not restricted from Toll 0/1 access. 23. Night Service (Programmable): This feature shall provide arrangements to direct calls normally answered by or directed to the attendant(s) to preselected station(s) within the system when regular attendant positions are not occupied. The night answer station(s) shall be provided with call transfer capability. The selected station and the control of night service shall be controlled by the attendant console. 24. Off -Premises Station: The switch shall provide service to a station that is located on a premise other than that of the switch. These off -premises stations are connected through the regulated telephone common carrier private line facilities. The response shall specify the Bell Facility Interface Code (FIC). 25. Outgoing Trunk Queuing: Allows a station user accessing a busy trunk group to be held in a queue and to be signaled within a predetermined interval of time by a recall ring when a trunk in the group is available. 26. Public and Private conferences: Allows a station user to establish multi -station conference connections between stations within the system or outside the system. Remote Administration: This feature shall allow the Prime contractors and the Customer to perform customer administrative functions from a contractor provided remote center at by dial -up access to the switch. 27. Remote Testing: This feature shall allow the Prime contractor (or equipment manufacturer) to remotely test system performance on a daily and monthly basis, or as requested, by dial - up access of the maintenance and self -test diagnostic capability of the switch. The Prime contractors shall analyze the results, and if necessary, conduct additional troubleshooting test programs to locate the source of trouble. These tests shall be performed during the non -business hours if interference with switch operation is possible. 28. Restrictions - Full (Programmable): Allows selected stations to be restricted to only placing or receiving station -to -station calls. All other call attempts shall be intercepted. This feature shall be subject to Class -of -Service assignment. 29. Restrictions - Miscellaneous Trunk (Programmable): Allows selected stations to be restricted from dial access to pre -selected miscellaneous trunk group including CCSA SUNCOM trunks. Restricted call attempts shall be intercepted. This feature shall be subject to Class -of -Service assignment. 30. Restrictions - Origination (Programmable): Allows selected stations to be restricted from originating any calls. However, terminating calls can be completed to this station line. This feature shall be subject to Class -of -Service assignment. 31. Restrictions - Termination (Programmable): Allows selected stations to be restricted from receiving any calls. This feature shall be subject to Class -of -Service assignment 58 32. Restrictions - Toll 0/1 (Programmable): Allows selected stations to be restricted from access to the toll operator or the Direct Distance Dial (DDD) network. Restricted call "0" or "1" attempts shall be intercepted. This feature shall be subject to Class -of -Service assignment. 33. Restrictions - Toll 3/6 Digit: Allows a station to be restricted to dialing common unrestricted codes, specific area codes, exchange codes, and exchange codes within specific area codes over all or selected trunk group types. Common unrestricted codes shall be for emergency assistance (911), local area directory assistance (411), and telephone repair service (611). 34. Single Digit Dialing (Group Alert): Allows a group of stations to be assigned to an alert group and simultaneously called by dialing a single digit assigned to the group. The single digit shall not conflict with the system numbering plan. 35. Speed Calling: Allows a station user to place frequently called station, local, DDD, or CCSA SUNCOM calls by dialing fewer digits than normally required. 36. Standards based IP Trunk (SIP Trunk): The system shall setup voice trunks over IP by means of SlPconnect standards which refers to a number of existing Internet Engineering Task Force (IETF) Requests For. Comments (RFCs) and provides a minimum set of requirements that are needed to ensure interoperability between vendor solutions, service providers, and the enterprise. 37. Station -to -Station Calling: Allows a station to dial another station without the aid of an attendant if the called station is not termination restricted. 38. Switch -hook Flash: The system shall permit a momentary on -hook switchhook flash to operate certain station features. An on -hook condition between 300ms and 1 second shall be recognized as a valid switchhook flash. 39. Tenant Service: Allows the capabilities of the switch to be partitioned or shared between two or more users where each user or tenant has their own trunk groups and attendant console(s). 40. Trunk Answer from Any Station (TAFAS) (Programmable): Allows incoming calls directed to the attendant to activate a common ring gong chime signal when the attendant positions are in Night Service and the night stations are unassigned or all busy. Any station may answer the call by dialing a special TAFAS code. 41. Trunk Groups: The switch shall accommodate at least eight (8) trunk groups. A trunk group shall be considered as combination two-way, one-way in, one-way out, CCSA SUNCOM, In - Wide Area Telephone Service (WATS), foreign exchange, tie -line, DISA, and terminating OPX from another system. Dial level access shall be provided to trunk groups. 42. Trunk -to -Station -to -Tie -Trunk Access: The system shall accommodate off -premises extension(s) (OPX) from other systems and enable a station user to access the OPX without the aid of the attendant. incoming calls from the Off Premise Extension (OPX) will be answered and handled by the attendant. 43. Trunk -to -Trunk Connection: Allows the attendant to connect any two trunks together At this point in the submission Respondents must list any feature(s) they are unable to provide in EACH CONFIGURATUION. It is assumed by the State that ALL FEATURES may NOT be available (or economically feasible) in the smaller configurations. 6.3.4 Optional Software Operational Service Features: The Respondent is requested to provide the following optional features and equipment to enable the customer to equip the system to meet special, customer operational requirements. 1. Attendant Consoles: Additional quantities of Attendant Consoles above the baseline quantity may be ordered. The response shall specify on the price sheet the cost of each additional console with installation. The cost shall consider the console and any additional modules that may be required to support the additional console. 2. Authorization Code (Programmable): Allows a station user to override the Class -of -Service assigned to that station number by dialing an authorization code number. The authorization code number may be recorded by the Station Message Detail Recording (SMDR) feature with the toll call detail. The authorization code shall be inspected for validity as a security check 59 3. Automatic CaII Distribution (ACD) Equipment: This equipment and software shall enable operation of the ACD operational service feature. The response shall specify the equipment and software to be provided. 4. Automatic CaII Distribution (ACD): This feature shall provide an equitable distribution of a large volume of incoming calls to answering positions. If all answering positions are busy, the calls will be answered by a recorded announcement and then held in order of their arrival in queue until an answering position becomes available. If more than one answering position is available, the call will be distributed to the answering position that has answered the fewest calls. This feature shall permit the answering position's supervisor to enter and monitor a call in progress without the knowledge of the answering position. This feature shall provide the following real and buffered time statistics report: number of calls received, number of calls answered, number of calls in queue, duration of call in queue, duration of call answered, etc. The baseline system shall be capable of accommodating an Automatic Cali Distributor (ACD) capable of distributing calls based on the number of agents listed for Configuration 1 through 4. As a minimum requirement, the voice system shall be capable of handling 18 calls per hour per agent with an average call length of 2.5 minutes. Additional features and functionality shall be included: Agent identification entry, individual agent "log in/out" entry, ACD supervisor monitor of agent calls, Capability for agent and supervisor communication by message display, ACD traffic report, agent performance report, and call queuing. 5. Customer Administration: This feature shall enable customer personnel to perform system administrative functions such as; a) changes to the office data base (station number assignment or reassignment, authorization code assignment, Class -of -Service assignment, pick-up group assignment, hunt assignment, etc.), b) control of the traffic measurement feature, and c) activate portions of the installation independent (generic) program not initially activated. 6. Dictation Access Interface Equipment: This equipment and wiring shall provide an access interface permitting the connection with user provided dictation equipment. The equipment shall be wired to the station connecting block. The response shall specify the equipment to be provided. 7. Music -On -Hold: Allows a customer provided music source such as an AM/FM tuner to be provided to the switch, and passed to outside calls placed on hold. 8. Power and Common Control Failure Transfer: During a commercial power failure and a common control failure, the system shall enable designated station users to place an outside call or answer an incoming call on certain two-way exchange trunks at designated station locations on a one trunk per station location basis. An audible indication of an incoming call on an assigned line when a transfer has occurred shall be provided by the station instrument or a separate audible indication at the station instrument location. A special version of the proprietary telephone instrument or a standard single line station instrument with ringer connected to a line is acceptable. The use of batteries to provide power for system operation during the commercial power failure shall be unacceptable. This feature shall be bid on a one trunk per station location basis. 9. Radio Pocket Paging Access Interface Equipment: This equipment and wiring shall enable the user to access user provided radio pocket paging equipment. The equipment shall be wired to the station connecting blocks. The response shall specify the equipment to be provided. 10. Session Border Controller (SBC): The Contractor shall provide an SBC as defined herein. SBC facilitates consistent service quality, protection and security between VolP networks. An SBC in simple terms is a sophisticated firewall for multimedia applications for voice and video. Its purpose is to defeat a wide variety of network threats meant to disrupt or disable a VolP networks. SBC can protect against a myriad of threats including flood attacks, Denial -of -Service attacks, and SIP signaling attacks. It can intelligently provide Access Control to enable easy blacklisting of endpoints to prevent recurring attacks. SBC also performs private -to -public IP network address translation (NAT) in real time while supporting NAT traversal, topology hiding, route enforcement, and regulation of bandwidth consumption between networks. More details will be described in the discussion on the Session Border Controllers. 60 11. Station Message Detail: This feature shall enable the Customer to identify the contribution of each station number to the total long distance bill (DDD and CCSA) rendered by the telephone company to the common number(s) assigned to the system and enable the Customer to bill to each station number, department, etc. The station message detail shall provide as a minimum, the following detail on each outgoing call: the calling station number, the called number, date of call, call start time and duration, and a call accounting code. The call duration shall be measured from the establishment of the connection to the time the station goes on hook. The collected station message detail shall be available to the customer. The response shall define how output data is provided to the customer; physical output media/interface as well as the file structure (for example, comma delimited, Excel, Word ...). The data may utilize an output data port in accordance with EIA Standard RS-232. This feature shall require additional equipment for station message detail accounting. 12. Station Message Detail Accounting Equipment: This equipment shall utilize station message detail from the RS232 data port on the PABX and generate and print accounting and management reports on telephone usage. The responses shall specify the equipment to be provided, the format of the data and a definition of the "handshake" required to transfer data from the PABX SMDR output to external call accounting equipment. In the event of an AC power failure, either transient or extended, or in the event of a failure of the call accounting equipment, the SMDR output shall not cease operation. In no case shall it be necessary to physically reset a button on the SMDR output circuit after such a failure. 13. Tie -Trunks: The switch shall accommodate inter -switch tie -trunks to permit calling with another switch or between two other systems using tandem switching. The switch shall allow connection of the incoming tie -trunk call to the attendant and to local, FX WATS, CCSA, etc., trunk groups. 14. Traffic Measurement: Allows traffic data to be measured and accumulated in the switch over assignable time periods. The start time and run time shall be assignable. The response shall define how output data is provided to the customer; physical output media/interface as well as the file structure (for example, comma delimited, Excel, Word ...). The data may utilize an output data port in accordance with EIA Standard RS-232. The Customer shall have administrative control of this feature, able to turn on or off and alter output parameters. As a minimum, traffic measurement data in the form of peg counts and usage (CCS) shall be provided for the following parameters: a. Identified Trunk Groups: Outgoing calls, incoming calls, all calls, busy and quantity working (peg count and usage) b. Identified Station Features: Each (peg count) c. Identified Consoles: Calls handled and calls waiting (peg count and usage) d. Switch: Calls handled (usage) 15. Voice Paging Access Interface Equipment: This equipment and wiring shall enable the user to access the user provided voice paging equipment. The equipment shall be wired to the station connecting block. The response shall specify the equipment to be provided. 16. Voice Mail Equipment: This equipment shall enable callers to leave voice messages for the called station and enable the called station to retrieve the store message and add to and forward the message to another station. The equipment may be bid in channel, mailboxes, and hours of storage configurations suitable for the system capacity. The response shall specify the equipment to be provided. 17. Unified Messaging Equipment: As a minimum, this equipment shall enable the system to integrate the users' E-Mail application with their Voice Mail system. The equipment provides the voice messages to be stored as wave files and sent to users as E-Mail messages. Users utilizing media player software program will be able to listen to their messages by playing those wave files on their workstations, PDAs, etc.. 18. Wireless/Mobility Equipment & Interface: This equipment & interface enables the user when mobile within the premises to have all capabilities of receiving & placing calls as at their desk. The system shall allow minimum- of 10 simultaneous calls from each access point transceiver, while facilitating all PABX features. 61 19. Radio Pocket Paging Access Interface Equipment: This equipment and wiring shall enable the user to access user provided radio pocket paging equipment. The equipment shall be wired to the station connecting blocks. The response shall specify the equipment to be provided. 20. Station Message Detail Accounting Equipment: This equipment shall utilize station message detail from the RS232 data port on the PABX and generate and print accounting and management reports on telephone usage. The responses shall specify the equipment to be provided, the format of the data and a definition of the "handshake" required to transfer data from the PABX SMDR output to external call accounting equipment. In the event of an AC power failure, either transient or extended, or in the event of a failure of the call accounting equipment, the SMDR output shall not cease operation. In no case shall it be necessary to physically reset a button on the SMDR output circuit after such a failure. 6.3.5 Voice System Capacity and Configuration: Each system configuration shall have the capacity to accommodate a minimum of the station lines, trunks, attendant consoles, as described below. The minimum sizing for each system station/trunk capacity shall be based upon the following trunk types and quantities. Any baseline feature, such as attendant console, shall be transparent with regard to port capacity. All port capacity requirements shall be met for each of the configurations including the correct quantity of LAN Ethernet ports. 1 2 4 1 2 3 4 1-50 51-400 401- 1000 > 1000 10 100 200 400 1-50 51-400 401-1000 > 1000 Hybrid Voice System 20 150 400 800 10 100 200 400 20 150 400 800 4 16 48 96 1 4 8 12 Pure Voice over IP System 40 300 800 1600 4 16 48 96 1 4 8 12 1 4 8 12 1 4 8 12 1 10 20 40 1 10 20 40 5 50 80 160 5 50 80 160 onfigure 1 ii ,. �..._ CentralO fice � "rrpond Start'Loo Stet ... Di ,cti1 e `� a� o al 1 8 8 16 2 48 48 96 3 72 72 144 4 96 96 192 6.3.6 Equipment Specification a. The system switching equipment shall consist of servers and/or a cabinet or cabinets containing all of the telephony modules, printed circuit card modules and other assemblies 62 required to process and complete telephone calls utilizing the operational service features. Such modules and assemblies shall be the central processor memory, network service (receiver and tone), line and trunk, serial data input/output interface (programming equipment, traffic measurement recorder, etc.), console control units, software memory module unit, and power supply and panel units. The switching equipment shall utilize cabling between cabinets and from the cabinets to the connector blocks. Appropriate physical and/or logical ports shall be provided for data input/output. b. The system shall be compatible and operate properly with peripheral equipment that may be separately procured or provided by the Customer. Such equipment shall be Electronic Key Telephone systems, Dictation equipment, Music -On -Hold equipment, Radio Pocket Paging equipment, External Voice Paging equipment, and Station Message Detail Accounting Equipment (SMDA). Special level dial access shall be provided for accessing the dictation and the paging equipment. 6.3.7 Optional Uninterruptible Power Supply: An upgraded Uninterruptible Power Supply (UPS) shall provide uninterruptible power to the switch during normal availability of commercial power and during power transients and power failures. The equipment shall be sized for the trunk/station capacity of each of the Configuration Types (1-4). Responses shall specify the cost and power rating of their equipment to be provided with enough detail that a customer could make a purchase, lease, or rental decision based on their uptime requirements. DMS anticipates that the respondent shall provide a matrix showing optional configurations, runtimes and costs with their submission. 6.3.8 Other Equipment and Features: Each Respondent is requested to propose other equipment and features that will enhance the capability of the voice system. 6.3.9 Professional Services a. System Installation and Configuration: Prime Contractors may subcontract installation and configuration. However, Prime Contractors shall retain responsibility for overall installation, integration, project management, and consulting of any voice system requested either through rental, lease, or purchase options. Prime Contractors shall also work closely with the SUNCOM operations and engineering teams for systems installed under the per licensed station lease / rental or subscribing to the vendor management option. b. Wiring Infrastructure: Prime Contractors shall use SUNCOM Telecommunications Infrastructure Project Services (TIPS) program which assists customers with procuring telecommunications infrastructure wiring services by providing infrastructure cabling system design for both inside and outside wiring. http://dms.myflorida.com/cits/portfolio of services/suncom/infrastructure services 6.3.10 Converged Network Security: In utilizing the IP protocol, either within the enterprise or Internet, there is a level risk not found in the traditional TDM environment. The functionality and flexibility gained when using IP in a TDM environment outweighs the risk if proper security and quality of service is designed and implemented. The State seeks an overall security design strategy engineered to prevent unauthorized access and Denial -of -Services (DoS) attacks on systems involved in the VoIP solution Respondents shall describe an overall security strategy for protecting all voice components including signaling and the media itself on the LAN and WAN. All security related devices must be specifically aware of VoIP so they can intelligently provide protection without impacting service. Hybrid and pure VotP systems can be plagued with security issues such as Denial -of -Service (DoS), worms, viruses, etc. Proposed security strategies may include a combination of session border controllers, firewalis, intrusion detection and prevention systems, network access control, 63 network partitioning, and other IP security schemes. Diagrams are encouraged since clarity is important when describing the overall security strategy for protecting the voice system and its components. 6.4 Station Technical Requirements 6.4.1 Station Options: Prime Contractors are expected to offer multiple families of analog, digital, and IP stations, providing customers a wide range of choices and price options. 6.4.2 Analog/Digital Station: Standard analog and digital telephone set shall be single or multi -line appearance telephones with a flash button and fixed/programmable feature keys. Stations shall have a standard 12-button touchpad with an audible ringer or tone device and volume control. They shall be modular with a 6 foot (minimum) flat retractable handset cord and a 7 foot (minimum) 4-pair (maximum) line cord with a miniature modular plug for connection to a modular telephone wall jack assembly. The voice switch interface operation with the station voice terminal equipment shall be in accordance with Electronic Industry Alliance (EIA) Standard RS-464. The system shall accept flash signals or other key commands to initiate internal calling features. The multi -line appearance voice terminal shall function on three (3) or four (4) pair station wire. The station conductor loop resistance shall accommodate voice terminals and data terminal equipment located at least 1,000 feet from the communications server switch. The Respondent shall specify the maximum distance that the station terminal equipment may be located from the switch. 6.4.3 IP Station: IP enabled voice clients such as IP phones or soft phones residing on the customer provided LAN shall be compliant with the SIP standard. All IP stations are required to interoperate with all other SIP standard stations and any SIP standard voice systems. Since the feature set may be limited, Respondents shall provide an explanation of how well their equipment functions in an environment where there are devices from different manufacturers. IP client stations shall also provide single and multi -line appearance with flash button. Fixed or soft programmable feature keys are a minimum requirement. The IP voice terminal interface shall be in accordance with Ethernet, IEEE 802.3 standards and include built-in IEEE 802.3af Power -over -Ethernet (PoE) circuitry and contain an integrated dual -port Ethernet switch with 802.1q trunking capabilities. IP stations shall include a six-foot CATS cable and one AC adapter if customer does not support PoE enabled switches. IP stations shall be able to self -classify traffic for any Layer 2 Class -of -Service (COS 0-7) and Layer 3 Quality -of -Service (DSCP 0-63) values. Responses will be evaluated on the functionality of the troubleshooting tools. Since tool functionality is critically important to the success of the service, Respondents shall provide significant detail on how their troubleshooting functionality takes advantage of built-in support for PING, TRACEROUTE, call quality (MOS), etc. 6.4.4 Respondents are required to provide specifications for basic, enhanced, and advance TDM and IP stations. Respondents shall also include specifications for more specialized stations such as conference phones, video phones, WIFI mobile phones, etc. Baseline (minimum) features for all phones shall include automatic call back, call forwarding (all calls), call forwarding (busy, don't answer), call hold, call pickup, conference, dial access to attendant, and transfer consultation. Example of features: a. Basic: One line, dedicated RJ-9 headset port, and PoE or AC adapter. b. Enhanced: Two lines, dedicated RJ-9 headset port, speaker phone, LCD programmable soft keys, and PoE or AC adapter. c. Advanced: Three lines, dedicated RJ-9 headset port, speaker phone, LCD programmable soft keys, XHTML applications, and PoE or AC adapter. d. Specialized: Voice conference, WIFI mobile phones and video IP stations. 6.4.5 Attendant Console Baseline Features: The operational service features that require programming shall be programmable by the customer. Equipment required for programming shall be provided as accessories. 64 a. Alarm Display: Allows an attendant to be visually alerted that a malfunction has occurred within the switch equipment or the attendant console. b. Busy Status Display: Allows an attendant to visually observe the busy or idle status of any station number. c. Call Identification Display: Allows an attendant to visually identify the station or trunk group number and Class -of -Service of the station or the trunk group of the call directed to or placed by the attendant position. d. Call Splitting: Allows an attendant to talk privately to either party of call established through the attendant position. e. Call Waiting Display: Allows an attendant to visually identify the quantity of calls being held for disposition. f. Camp On: Allows .an attendant to extend an incoming call to a busy station. The incoming call shall be automatically connected to the station when the station becomes idle. The attendant shall be signaled if the busy station does not answer within a predetermined interval of time. The caller on the busy station shall hear a tone to indicate they have been camped on. g. Controlled Conference: Allows an operator or the system to automatically establish a conference bridge for communications amongst a prearranged list of conferees with established identification credentials. It also offers the operator and/or the system to verify the identification of the conference attendees. h. Extension of Incoming Call: Allows an attendant to extend incoming trunk calls to the requested station or trunk group. i. Through Dialing: Allows an attendant to select a trunk facility on an attendant handled outgoing call so the station user can complete dialing. j. Timed Reminder (Recall): Allows an attendant to be automatically alerted after an assigned timeout period when a call that has been extended from the attendant console is waiting or unanswered. k. Transfer All Calls: Enables an attendant to transfer a station on any call in progress to any other trunk or station on the switch. I. Trunk Group Busy Indication: The attendant console shall provide an indication when all the trunks within a trunk group are busy. At this point in the submission Respondents must itemize any feature(s) they are unable to provide. 6.5 Interconnection Equipment 6.5.1 The system shall be able to access to the regulated telephone common carrier exchange network, Common Control Switching Arrangement (CCSA), Integrated Services Digital Network -Primary Rate Interface (ISDN-PRI) facilities and private line service. The system shall be compatible and operate properly with general exchange and private line services offered by the regulated telephone common carrier and other telephone carriers. Such general exchange services shall be two wire and four wire exchange trunks (one-way outward, one-way inward, two-way combination), foreign exchange (FX), Direct Inward Dialing (DID), WATS, and toll -free services. 6.5.2 SIP Gateway: The SIP Gateway shall provide voice and fax communications between the local PSTN and the IP voice system and stations. It shall also have the ability to connect directly to analog phones, fax machines, key systems, PSTN lines or a PBX. In some special cases, SIP Gateways maybe used to connect two or more legacy PBXs via the IP network. Gateway required features: a. The number of PRI T1 ports for communication between the PSTN and existing IP network shall meet the standards set for Configuration Types 1-4 b. Ethernet connectivity for VoIP and management 65 c. Supports Foreign eXchange Subscriber / Foreign eXchange Office (FXS/FXO) on each channel for direct analog connection to phones, key telephones, PBX extensions, PSTN lines or PBX trunks d. Supports SIP for sending voice over the IP protocol e. Voice compression per call with support for multiple algorithms including G.729 and G.711 f. Silence suppression and comfort noise generation capabilities g. Quality -of -Service DiffServe and Class -of -Service 802.1 p h. PSTN failover automatically routes calls over the PSTN network if the IP network is down i. Supports SIP supplementary services including call forward, call transfer and call hold j. T.38 real-time fax relay for interoperability between other VoIP equipment k. Configuration and management using a Web browser Legacy PBX SIP Gateway Configuration IP PBX IP Phone (SIP Gateway CSession\ Border Controlre f Legacy PBX 1 6.5.3 Session Border Controllers (SBC): a. The long term goal for SUNCOM voice network is to provide long distance, toll -free and other voice services via the MyFloridaNet MPLS backbone. SBCs will be one of many integral parts to effectively provide these services. Respondents shall describe an SBC for each Configuration Type (1-4) that will be provided as an optional service feature. b. The SBC shall be capable of supporting both voice and video. The desired configuration is to place the customer's applicable IP phones in a unique private VLAN and all phones communicate via the SBC. This configuration allows hiding the phone topology by adding another layer of protection. The benefits of using an SBC are enabling NAT/Firewall traversal, VolP statistics, network security, and QoS enforcement. Another important aspect of using an SBC is it allows the State to assign and manage public IP address space 66 used within customer edge devices more efficiently. The SBC also minimizes keep -alive and signaling traffic targeted at the root Vo1P communications system. Proposed Standard for VOICE LAN Configuration c. Any SBC offered under this Contract shall support the following: 1. NAT/Firewall friendly SIP implementation that allows seamless integration with current firewalls and NAT enabled devices. 2. Enforcement of Quality of Service using the MyFloridaNet QoS standards (i.e. mark and appropriately queue both signal and media traffic) 3. Restrict network access to only legitimate voice traffic while hiding network topology. 4. Provide troubleshooting PING and TRACEROUTE tool so that customer can test connectivity between SBC and IP stations or IP trunk end -points. SBC shall also provide statistical information such as latency, jitter, and Mean Opinion Scores (MOS) between it and IP stations or IP trunk end -points. 5. Respondents shall specify any other feature related to the SBC that enhances this product. 6.6 System Support and Maintenance 6.6.1 This contract is intended to serve all eligible users with numerous service options. Customers may utilize this contract to purchase equipment, or subscribe to per licensed station leasing or rental of voice systems. Eligible Users may purchase maintenance services for their existing equipment (purchased via the previous STCs), at the new discount rate structure, assuming their current vendor receives a contract award from this ITN. Maintenance of equipment and software shall be included as part of the per licensed station lease and rental cost. Maintenance also includes application & operating system software upgrades, hot fixes, and security patches for voice system and stations. 6.6.2 Prime Contractors shall provide the ability for customers to purchase all replacement parts for all voice systems and peripherals procured under this contract, as well as the existing state term contracts at the discounted rates. 6.6.3 All voice system maintenance shall not be a means for a Prime Contractor to provide any "special arrangement" or circumvent the intent of this contract. Voice system maintenance in this STC implies the Prime Contractor provide standard warranty agreements ONLY. 6.7 Standards 67 6.7.1 Federal Communications Commission (FCC) Registration: Registration in accordance with Federal Communications Commission (FCC) Rules and Regulations is required for all equipment connected to the regulated common carrier switched and private networks. The Respondent shall submit their FCC registration number. 6.7.2 IP Trunking: The state envisions providing voice services via IP trunking adhering to SlPconnect standards which refers to a number of existing IETF RFCs and provides a minimum set of requirements that are needed to ensure interoperability between vendor solutions, service providers, and the enterprise. SlPconnect covers requirements in the following areas: DNS, signaling security, firewall & NAT traversal, authentication & accounting, PSTN & SIP addressing, Quality -of -Service (QoS), and handling of media. The IP enabled systems shall meet SlPconnect standards in order to participate in the overall SUNCOM VolP transport implementation over the MyFloridaNet. 6.7.3 Voice CODECS: This Contract shall support both G.729A (low bit rate) codecs in addition to the G.711MU (or G.711A) digital encoding method. Lower bandwidth usage often makes G.729A a first choice for voice services over IP trunks. The G.729 codec is often not suitable for fax and modem use; G.711 coding or T.38 fax coding is required instead. Responders shall specify how fax and modem calls are to be handled to avoid performance degradation. 6.7.4 Power over Ethernet (Pow PoE stations shall be in accordance to standards 802.3af. 6.7.5 EIA RS-464: The system shall be in accordance with EIA Standard RS-464 including transmission characteristics, address signaling, and call progress signals. 6.7.6 Layer 3 Differentiated Services (RFC 2475): All voice systems shall support Differentiated Services QoS standards. Also, IP voice systems and components must adhere to SUNCOM standards: a. Voice media = Express Forwarding (EF) b. Video media = Assured Forwarding 41 (AF41) c. Voice and video signal = Class Selector 6 (CS6) d. Application traffic = Assured Forwarding 21 (AF21) e. Best Effort = 0 (BE) 6.7.7 Layer 2 Class -of -Service (IEEE 802.1 p): All voice systems shall support CoS standards. Also, IP voice systems and components must adhere to SUNCOM standards: a. Voice media = 5 b. Video media = 4 c. Voice and Video Signal = 3 d. Application traffic = 2 e. Best Effort = 0 6.7.8 Standards listed in this section are current and well -accepted in the industry and should promote a high degree of feature functionality. However future support for evolving standards is important. Respondents shall propose options for cooperative assistance implementing and supporting any new voice and networking standards. 6.8 Performance Expectations 6.8.1 The minimum performance expectation for voice system availability and reliability shall be greater than 99.9% uptime during a 365 day period. 68 6.8.2 Dial -Tone Access refers to the telephony signal used to indicate the telephone exchange is working and ready to accept a call. The minimum performance expectation shall be to have dial - tone presented within 1 second of an off hook condition, greater than 99.9% of the time based on an average taken during the busiest eight hour portion of the service day. 6.8.3 The system shall provide non -blockage P.01 grade of service during the busy hour. 6.8.4 Voice Call Setup is the process of setting -up of voice calls via a called number translation point which performs a called party number translation. The performance expectation for Voice Call setup is within 2 seconds of last digit depressed. This target shall be met 99.9% of the time based on the average taken during the busiest eight hour portion of the service day. 6.8.5 Voice transmission shall be clear and free of distortion, crosstalk, and noise. As part of the site survey, the response shall determine whether or not any concerns are present which would interfere with proper operation of the system. Systems will be reviewed according to the Performance Expectations outlines below. Voice Quality Requirements Latency (also called delay), jitter and packet Toss are three common terms used in VolP today to describe and measure the effects of voice traveling over IP networks. Latency is the (delay) time it takes for information to travel through devices and connections in a network. In this case, the information is voice running over IP networks, but delay certainly affects all types of information — data, video, fax and others. Jitter is the variability in the delay in a network. For example, an IP network can introduce different levels of delay for certain packets, causing an overall lack of synchronization. This lack of synchronization can cause random audio noises (such as, clicking and popping) that disrupt voice communications. Packet loss is the measure (percent) of packets that are lost, damaged or excessively delayed in transit through the IP network. Voice communications are very intolerant of packet loss. According to recommendations from the National Institute of Standards and Technology (NIST), for latency, the ITU G.114 industry standard specifies the following for voice quality: • 0-150 ms delay = toll quality • 151-400 ms delay = near -toll quality • >400 ms delay = unacceptable voice quality Early VoIP accepted 250 ms (millisecond) as standard, but 250 ms of delay is noticeable to the human ear and is not on par with the quality of voice on the PSTN. Jitter is when packets arrive irregularly. If jitter is too great, packet Toss occurs. The NIST says packet loss generally must be below 1 percent to 3 percent to maintain acceptable voice quality. Mean Opinion Score (MOS) is an ITU-endorsed method of measuring the quality of a voice call at the destination end of the call. The method involves using a group of listeners to rate the quality of the voice call as text sentences are read by male and female speakers. The quality is rated on a scale of 1 to 5: 1 = bad, 2 = poor, 3 = fair, 4 = good and 5 = excellent. The MOS is the arithmetic mean of the individual scores. A MOS of 4.0 or higher is considered to be toll quality, whereas a MOS of 2.5 or below is considered unacceptable voice quality for human conversation. The Respondent is responsible for notifying DMS/SUNCOM any such problems exist. If problems are found after the installation, DMS/SUMCOM or the Customer shall have the right to reject the system if the Respondent cannot remedy the problem. 69 6.8.6 The State requires voice equipment and services capable of supporting mission critical applications. These services must have aggressive characteristics including high availability and reliability, sophisticated monitoring, rapid service restoration and capacity provisioning. Respondents shall define their strategy for meeting the State's performance needs. 6.8.7 Installation times of all new voice systems shall be based on each Configuration Types (1-4). These installation windows apply to purchase, lease and rental under this contract. The maximum date to install a system with all features and functionality including all the end points after receiving orders from DMS are as follows: a. Configuration 1 b. Configuration 2 c. Configuration 3 d. Configuration 4 30 calendar days 45 calendar days 75 calendar days 90 calendar days 6.9 Service Level Agreements 6.9.1 Service Level Agreements (SLAs) are used to ensure the contractor meets required performance and delivery expectations. SLAs are between DMS and the Prime Contractors. Prime Contractors will not be held accountable for SLAs due to Force Majeure. If an outage is beyond the equipment provided by this Contract, such as a backhoe severing a PSTN connection, SLA credits will not be expected. 6.9.2 For this specific paragraph on Service Levels Agreements, Respondents need only provide a statement acknowledging compliance with the SLA requirements shown in items 1 through 4 below. 1. Prime contractors are required to provide service levels defined in Attachment 4. 2. Performance credits are cumulative (applied for each incident) but capped at 100% of the MRC for that billing cycle. 3. All SLAs are calculated, measured and paid per incident, not based on an average or MTTR. 4. For installations covered by SLAs offered in Attachment 4, degraded performance and/or component outage will result in performance credits for the entire service. 6.9.3 The State requires minimal service restoration times where attributable to equipment failure and degraded service. Respondents must define the specific design elements and administrative strategies used to assure restoration times are kept to a minimum. 6.9.4 In addition to the elements listed above, Respondents shall highlight any distinguishing aspects of their service to be considered during the evaluation for Service Levels. 6.10 Vendor Management Service The term Vendor Management combines several critical support functions into one option to enhance the functionality of systems/components purchased, leased or rented under this Contract. Vendor Management is a critical component in overall quality and cost effectiveness of the statewide enterprise service. It includes change control, alert monitoring and data collection as well as the typical installation, turn -up and end -site support/management. Vendor Management will be the responsibility of the Prime Contractors for eligible users who subscribe to this service option. 70 * Installation support must be paid by customer. 6.10.1 DMS requires an all -encompassing operational management offering that facilitates rapid and well -coordinated services. Respondents shall define expected timeframes for installation and turn -up services and how those services will be coordinated with other service providers. 6.10.2 DMS staff will not directly provision operational services, but they must be able to directly, or indirectly, bring about service changes, and generally manage services within this Contract. Responses must define DMS's operational role and the processes used to effect changes requested by Eligible Users. DMS must be able to evaluate its role in implementing, monitoring, troubleshooting, and adjusting end -to -end services for customers. Respondents must clearly indicate the process to be used by other eligible users to receive a change in service. 6.10.3 Operational service tools and reporting must allow DMS staff to exercise oversight responsibility in implementation, monitoring, troubleshooting, and adjusting of any voice system under the Vendor Management option. Operational services must provide a suite of proactive monitoring options for use by both DMS and customers. Respondents shall describe all functionality including any supporting end -to -end diagnostic capabilities. Tool functionality is critically important, therefore, Respondents must include sufficient detail to permit an accurate understanding and evaluation of these features. 6.10.4 Prime Contractors are to be responsible for proactively monitoring the overall health of all voice system components under the Vendor Management option. Respondents shall define how the Prime Contractor's Network Operation Center (NOC) will be implemented; a description of the proposed daily operational support functionality. This description shall define how eligible users will be provided with connectivity, tools and services; how DMS and the eligible users will be able to participate in proactive monitoring. The Prime Contractor's NOC function will act as the single point of contact for all customers when placing the initial call for assistance. There will be no limitations on the number of calls to the NOC. Responses must define the interaction between the NOC, DMS, and eligible users. 6.10.5 NOC helpdesk and related support services will be staffed to receive unlimited trouble calls and (critical) changes 24x7x365 for all services components. Calls will be received by an individual, not solely by an automated response system. NOC support includes a support escalation process staffed with experts readily available to address communication issues for all customers. 71 6.10.6 Costs for all NOC services such as proactive monitoring with automatic alerts, configuration support (add, move and changes), operational SLAs, tools supporting operational monitoring, and training on operational tools are to be included within the Vendor Management option fee. These operational functions/service shall be provided to support all voice service platforms and software. 6.10.7 DMS assumes each of the services listed in the System Technical Requirements Section are currently operating in a production environment. Respondents shall be required to demonstrate this operational management functionality within a production voice network as part of the evaluation criteria. 6.10.8 Prime Contractors are not directly responsible for a customer's WAN/LAN performance or PSTN issues. However the Respondent shall propose options for cooperative assistance with diagnostics supporting all performance issues. 6.10.9 DMS requires a customer secure accessible web interface to be used to store customer information such as contact numbers, site addresses, service and Communications Service Authorization (CSA) information, hours of operation, criteria for site access and the like. Respondents shall describe the Prime Contractor's web interface used to store customer related information. Each customer shall be able to update and view only their account information. 6.10.10 Trouble ticketing must be available via online access with DMS having a global view of all tickets but customer must only be able to view their tickets. Describe the capability and functionality of the proposed ticketing system. Define any limitations/restrictions on use by DMS or eligible user staff. Describe how the ticketing system interfaces with other ticketing systems that may be in use by customers. 6.10.11 DMS plans to offer access to operational services to eligible user staff. Therefore access to all operational tools must be web accessible using a standard web browser. Public Internet access from home 24x7x365 is required without the use of client -based VPN. Single sign -on for the entire suite of services is important. A common SUNCOM theme/web-presentation is also important. Respondents shall discuss support for access from home. 6.10.12 DMS requires the equivalent of Command Line Interface (CLI), graphical user interface (GUI) or Simple Network Management Protocol (SNMP) read-only access to all customer voice platforms subscribing to the Vendor Management option. This includes access to configuration, trunk and line statistics, system statistics, and any other service statistics. For evaluation purposes, Respondents shall define how this access will be provided. 6.10.13 A component of the suite of Daily Operations Management services is configuration management. To support customers with configuration services, DMS requires unlimited configuration changes for those sites subscribing to the Vendor Management option. Prime Contractors shall anticipate the magnitude of this configuration management effort and develop an appropriate configuration cost within the voice system configuration. This support must include all configuration matters including potentially time consuming support. 6.10.14 Respondents shall include a detailed description of the configuration management system to be provided for voice system components. The evaluation will consider functionality such as the number of configuration changes maintained, the ability to generate a display or report of the configuration version difference, and identify which account made the change, plus the time the change was made. Reports shall list hardware types, software versions and configurations. 6.10.15 Performance Tools: Performance tools are critically important to the State. Respondents are encouraged to provide a detailed description highlighting the following desired criteria. 72 a. Must show graphs for each object being monitored. Must have a 5 minute, hourly, daily, weekly, and yearly graphing options. b. Network and application objects to be graphed shall include (at least) CPU, bandwidth, memory, latency, jitter, QoS queues, physical interface errors, server disk space, application response, and other critical events. c. Systems must be capable of monitoring all services (e.g., packet loss, latency, trunk utilization, jitter, MOS, etc.) d. In addition to the elements listed above, Respondents should highlight any distinguishing aspects of their performance tools to be considered during the evaluation. 6.10.16 DMS and eligible users shall be able to receive alerts when SLAs are not being met and tie alerts to performance credits. Respondents shall define the administrative process for providing service credits when service levels are not met. Alerts can be sent via e-mail or phone calls. 6.10.17 Prime Contractors are required to provide an escalation process covering service outages, degraded performance and failures of business processes. Respondents shall provide an organization chart complete with names, contact information and job descriptions for individuals directly involved in the escalation process. This must include the Prime Contractor's senior technical staff able to speak authoritatively with DMS and / or the customer's technical staff on service outage details. The escalation process shall be tiered to clearly indicate direct management reports for all individuals. If service issues are not resolved in a timely manner to the State's complete satisfaction, Prime Contractors shall agree to have their corporate sponsor (for example the Executive Vice President) address the State's concerns with DMS management. Respondents shall provide the escalation process and name the corporate sponsor. 6.10.18 Prime Contractors shall assist DMS in developing both user and operational guides. The User guide is intended to provide a set of instructions for the customer on how to use the service. The Operational guide is intended to be a set of instructions for DMS and Prime contractors to work together in providing service. 6.10.19 DMS requires Prime Contractors to assist DMS staff in the development and implementation of new voice and business support services. Prime Contractors shall commit to technology refresh for the tenure of their involvement with this Contract which includes options to facilitate change via upgrades and the implementation of new features at the same discounted rate submitted for that configuration. 6.10.20 Respondents shall include a detail description all tools/reports available for DMS to assist in daily operational management activities. DMS anticipates being able to evaluate functionality, specifically to determine if tools are indeed capable of providing enough information for DMS to accurately measure the health of the service and its components. 6.10.21 In addition to the requirements listed above, Respondents should highlight any distinguishing aspects of their service to be considered during the evaluation for Daily Operational Management. 6.11 E911 Emergency Specifications 6.11.1 All voice systems associated with this contract award shall be provisioned for Private Switch (PS) Automatic Location Identification (ALI) to the station level in accordance with Florida Statute 365.175 and the Florida Emergency Communications Number E911 State Plan. 365.175 Emergency telephone number 911 private branch exchange -private switch automatic location identification. - (2) REQUIRED ALI CAPABILITY. --Each PBX system installed after January 1, 2004, must be capable of providing automatic location identification to the station level. 73 http://www.flsenate.gov/statutes/index.cfm?App mode=Display Statute&Search String=&URL=Ch03 65/SEC 175. HTM&Title=->2003->Ch0365->Section %20175 6.11.2 All voice systems shall have a capability for interconnection with a telephone company central office and a county E9-1-1 system using ISDN and Signaling System Seven. It shall be possible to dial from any station the digits 9-9-1-1 or 9-1-1 and have the call routed over an ISDN trunk along with the assigned Direct Inward Dial (DID) number of that station. It shall be possible to program the switch such that any station not having a DID number will have transmitted the DID number of a station in close proximity. 6.11.3 Respondents are asked to define any technology, hardware or software, which can provide the functionality toautomatically detect the location of an IP station based on the MAC address and the associated port on the LAN switch. The goal is to ease administrative cost of tracking station moves and populating the E911 database. The state is seeking a technical proposal as the solution to that administrative problem. DMS is working to solve a similar problem by developing software to scan all network LAN switches and detect location of IP phones based on the MAC address and the associated ports where the phone is connected. Each LAN switch port will have a description field with a building and room number. The software is to scan the switches frequently for changes and all changes detected would be stored temporally until it can be transferred securely to the hosted voice service. The file will consist of the MAC address and location field. The hosted solution database will have each MAC address associated with a person's name and automatically populated with the new location. Finally, the host solution populates the E911 database. 6.12 Other Requirements 6.12.1 DMS requires access to necessary lab facilities/equipment at the desired scale to ensure a realistic test and evaluation environment. Respondents shall provide detail on DMS's options for • access to the lab facilities for testing and evaluation. 6.12.2 Sampling, Inspection, and Testing_ Upon request, the Prime Contractors shall provide a sample of each piece of contract equipment for nondestructive testing during the term of the contract. These samples will be checked for contract compliance and may be kept up to ninety (90) consecutive calendar days and thereafter returned at Prime Contractor's expense. Upon completion of the contract compliance check, DMS shall notify the contractor, in writing, of noted deficiencies. This notification will state what will be required of the contractor and/or what action will be taken by the DMS. 6.12.3 Technical documentation shall be provided in Standard English language for each voice system and peripherals described in the response. a. System Description Specification Manual(s) b. Installation and Maintenance Manual(s) c. Feature Description Manual(s) d. Programming Manual(s) e. Station and Console User Guides f. Accessory Equipment Specification Manual(s)/Pamphlet(s) g. Optional Equipment Specification, Manual(s)/Pamphlet(s) h. Other Equipment Specification, Manual(s)/Pamphlet(s) i. Specifications of equipment offered as a brand name alternate. j. Specifications of surge protectors, and UL Test Results and UL Listing Report if necessary. 74 6.12.4 Billing a. Purchases: Equipment purchased on this State term contract shall be DIRECT BILLED by the Prime Contractor to a State Agency through the MyFloridaMarketPlace (MFMP) system wherever possible. Billing to other Eligible Users shall be done directly with that user. The Prime Contractor will be responsible to report ALL purchases to DMS according to the terms of this Contract. b. Per Licensed Station Lease / Rental: DMS expects Prime Contractors and all subcontractors to utilize SUNCOM's ordering (CSA) and billing system for all eligible users opting for lease or rental. Bills are expected down to the site and individual end -user phone number. Contractors shall provide a bill in an electronic file format (EDI) and this file shall be provided monthly in accordance with SUNCOM's billing requirements and cycle. SUNCOM requires a consolidated bill summarizing each end -user's charges plus a summary report of the SUNCOM's entire service bill. Billing files can be either fixed width, field delimited in a standard file type. SUNCOM requires EDI files in ANSI X12 811 version 4010 format with data Level 9 detail. Files shall be transmitted via file transfer protocol (FTP). The Prime Contractors and all sub -contractors shall provide a single bill for all STEPS services. SUNCOM will hold the Prime Contractors responsible for resolving any billing issues. The Prime Contractors and sub -contractors shall not bill for any individual portion of STEPS services until all components of the service are installed and accepted by DMS and end - user. Monthly billing statements must be current. The state will not be obligated to pay for the services earlier than one billing cycle prior to the current month unless agreed upon in advance. Billing in arrears (by more than one bill cycle) is not acceptable. The state will not be obligated to pay in advance unless agreed to previously in writing. For all bills, the bill date and invoice number must cover the same 30-day period. The billing cycle for this contract shall be a maximum of thirty-one (31) days from date of first bill. Invoices must be issued consistently (same period, same day) for each month. For all billing corrections, the prime contractors and sub -contractors shall provide automatic credits for incorrect invoices. The prime contractors and sub -contractors shall have one (1) billing cycle to confirm the disputed call as billable and re -bill. At a minimum, each monthly bill shall provide the following information: a. Communication Services Authorization (CSA) number b. Service order numbers c. Account numbers d. Bill date e. Install date f. Bill remittance address g. A summary record which includes payments applied since the last monthly bill h. Adjustments (detailed information on all adjustments within the bill must be provided) i. Sub -total of current charges j. Net amount due k. Customer name I. Disconnect date (activity dates) m. Fractional billing (charge/credit from date of install/disconnect) 6.12.5 A contracting strategy spanning multiple years is necessary to obtain a competitive rate. However, rates can become less competitive over time. Proposals must outline how rates for the contracted services are to be kept competitive and illustrate agreement to the price reduction methodology in Section 5.13. 75 6.12.6 DMS requires training and related instructional services in order to maintain its expertise with communications systems, services and tools. Training sessions are for DMS staff responsible for this Contract (STEPS). The instruction must provide classes on industry topics such as VoIP, unified communications, voice security, operational tools, and the equipment utilized in STEPS. It must also cover general subjects including research on developing topics in voice communications and other network services. Classes are to be offered tuition free at the DMS facility at the Capital Circle Office Center. Instructors must possess advanced knowledge and experience in the topic they present. Respondents shall contain a proposed yearly training plan. The STEPS Contractors will be required to update the plan yearly. 6.12.7 Teaming Plan and Business Proposal: Describe the Prime Contractor and subcontractor organization and, if applicable, relationships with subsidiaries, parent corporations, and affiliates or other related companies; include organization charts and details concerning facilities that serve the Florida market. The plan must describe: a. Why the business proposal is the best value to the State b. How well the Respondent understands the needs and requirement of the State, and c. For the Prime Contractor and subcontractor, list the principal type of business, and the scope of work/services to be performed under this solicitation. 6.12.8 Contractor's Performance and Experience: Provide descriptions of performance within the past five years on at least three similar contracts that demonstrate the ability to successfully manage a project of this size and scope. Discuss which products or services proposed in the reply were provided and delivered to other customers (either private or public sector). Cite any important similarities or differences. Provide a client list for at most three completed, or on going, contracts over the past five years that demonstrate performance relevant to the solicitation performance requirements. The list shall include at least two points of contact (with contact name, position title, email address, phone and fax number, period of performance, and State/Federal contract number if applicable). 6.12.9 Personnel and Staffing for Daily Operational Management: A critical facet of this Contract is Daily Operational Support and System Management. Therefore, DMS must be able to evaluate the depth of the Prime Contractor's staff and staff expertise. Respondents shall define how competence in each of the proposed service areas will be assured. To facilitate a simple comparison between staffing levels for the competing responses, Respondents are to provide a staffing table in response to "A" and one in response to "B" below. The tables must include the number of staff expected to participate in the management and technical teams. Table entries shall . be as descriptive as possible including fields such as experience level and function (duty or role). The goal is to provide the evaluators with a total staffing picture for this Contract (STEPS) by Full Time Equivalent (FTE). Each table shall be constructed to allow evaluators to determine which FTEs are allocated to this Contract for at least 25% of the work week, and which are allocated below that level. Tables shall indicate the distinction between the installation phase and those proposed for the life of the contract. a. List members and include resumes of the management team that will be used to support all key components of this solicitation, and describe each person's level of experience in managing services for other projects similar to this Contract. List the extent and percentage of hours that all key staff will be allocated to the performance of work under this solicitation. b. List members and include resumes of the technical team that will be used to support all key components of this solicitation, and describe each person's level of experience in providing technical services for other projects similar to this Contract. List the extent and percentage of hours that all key staff will be allocated to the performance of work under this solicitation. c. Describe how that staffing plan recognizes the scope and complexity of the STEPS Enterprise requirements. 76 6.12.10 Project Management Plan and Staff: a. Describe in detail the Prime Contractor's proposed project management plan and methodology including but not limited to timelines and activities as it relates to this solicitation. b. Include resumes of the lead Program Manager and other key staff that are proposed to work on this Contract. Include information outlining their roles, management responsibilities, qualifications (licenses, certificates, technical courses, company training), and work experience with emphasis on their area of expertise as it relates to this solicitation. c. Project Managers (PM) shall perform their duties under general supervision and are responsible for all aspects of the project for the life of the project. PM shall posses the ability to lead and direct cross -functional teams to deliver projects within the constraints of schedule, budget and resources. PM shall demonstrate sufficient knowledge and experience to appropriately apply a methodology to projects that have reasonably well- defined project requirements and deliverables. PM shall have experience using Microsoft Project and shall keep all projects updated frequently and accurately allowing DMS to track the overall status of the project. An example of a project is the installation of a voice system up to its completion date. Failure to accurately update a project plan shall violate an SLA in Attachment 4. 6.13 Miscellaneous Clarifications and Conditions The State is not soliciting an individual reply to this Section. Respondents shall only include a statement indicating they have read, understood and will comply with the stipulations listed below. 6.13.1 There will be no cost to the State for any software upgrade for any voice system component under maintenance during the life of the contract. 6.13.2 Cost must not increase for any voice service component for the life of the contract. 6.13.3 All voice systems offered under this contract shall be capable of being upgraded to utilize VoIP as a protocol on BOTH the line and trunk side. 6.13.4 Under no circumstance shall any contractor directly rent, lease, or manage any voice system component under the awarded contract without an authorizing CSA form (COM Form 9001) issued to the Prime contractor(s) by DMS. Any changes affecting billing such as additions, deletions, and modifications to the customer's account and/or system facilities or equipment will be made solely on information contained on a properly executed CSA. The awarded prime contractor(s), and any subcontractors shall utilize the Automated Online CSA system to obtain payment for service. CSAs shall be issued to all contractors using the Automated Online CSA system. Please refer to the following URL for additional information http://fvrs.state.fl.us/onlinecsa/app/homepage. A Sample CSA is provided in Attachment 7. 6.13.5 Prime Contractors must participate in purchase, lease and rental to be considered in the evaluation. 6.13.6 Eligible users receive title to leased equipment after the lease period. Customers may continue maintenance and managed services after the lease period has expired under the same terms and conditions of any STC resulting from this ITN.. 6.13.7 All expired rental term periods shall automatically become month -to -month rental Agreement 6.13.8 Voice system software and hardware provided as part of the basic configuration and all additional customer add -on features can be enabled on the voice switch as part of the standard monthly configuration management cost; costs will not be assessed on a feature by feature basis. 77 6.13.9 Criminal records checks will be required for individuals with access to sensitive areas and information. 6.13.10 DMS engineering staff will receive full design and engineering support from the Prime Contractors for all engineering and design matters throughout the life of the contract. A critical component will be monthly engineering meetings to discuss the overall service. While there will be discussions of current and future services to the customers, these meetings are not sales meetings. Discussions will be held at the DMS office and will require appropriate engineering staff in attendance. 6.13.11 The Prime Contractors and any subcontractors through and at the direction of DMS will market this Contract's (STEPS) portfolio of services to all eligible users, in collaboration with DMS. Marketing initiatives shall always refer to the State Contract Number when marketing the portfolio of services resulting from this Contract. All publications and press releases must be approved by the DMS Contract Manager, IN WRITING, prior to release. 6.13.12 The STEPS Prime Contractor(s) shall designate an account manager to act as the single point of contact for all DMS issues. 6.13.13 All voice system components and operational tools must be ADA compliant as mandated by the FCC Section 508 6.13.14 This contract shall not be used to purchase infrastructure cabling system for either inside or outside wiring. 6.13.15 This contract shall not have any service component provide long distance or toll -free 800 services. Long distance and 800 services shall not be bundled to enhance the overall service in this contract. 6.13.16 There shall be no extra charges for performing work outside of the normal 8 AM to 5 PM time period (after-hours) for maintenance agreement and management option under rental, lease, and purchase. 6.13.17 The Contractor is required to pay for State personnel to participate in training class, technology applications visits, conferences, user group meetings and the like. This training will include travel, lodging, meals, and registration fees, etc. This activity will address voice and network related topics. The formula to determine the amount of funding required of each Prime Contractor is as follows; for every dollar of business ordered through this contract, each Prime Contractor will provide 2% for training per year. The annual cost will be capped at $25,000 per Prime Contractor. Any unused balance shall be paid to the State if not used at the end of the fiscal year. 6.13.18 If at any time during the life of the contract (including any contract extensions) any Prime Contractor offers a lower service cost to any customer within the state of Florida, or any similarly situated customer within the United States, the applicable Prime Contractor shall provide that same cost to DMS regardless of the price reduction methodology detailed in Section 5.13. The new rate shall be retroactively applied to this contract; effective on the date it was offered to the other customer. 6.13.19 AU Prime Contractor's must agree to the terms, conditions and provisions as described in the Florida Administrative Code (F.A.C.) Rules 6OFF and provide services in accordance with and adherence to these Rules. https://www.flrules.org/gateway/Organization.asp?OrgNo=60ff 78 6.14 E-Rate Respondents shall contain the E-rate provider identification number and provide evidence the Respondent is eligible within the Universal Service Fund (USF) program. Respondents are required to take all appropriate action to maintain their eligibility as a provider within the USF program. (See HTTP://www.universalservice.orq.) The service provider shall assist the State with expertise on rules and processes related to Universal Service matters. The State will not hold Respondents responsible for a lapse of eligibility if there are circumstances beyond their reasonable control. Respondents shall submit draft language accepting liability equivalent to the State's actual loss if their USF ineligibility is due to circumstances within their reasonable control. In the negotiation phase, the Respondent will be required to accept liquidated damages in the event they become ineligible as a USF provider. 6.15 Cost related and Required Responses DMS must be able to understand how all service components and maintenance pricing was derived in order to calculate future pricing when a new piece of hardware or software is released. Pricing parameters such as Rental, Lease factors and Purchase percentage discounts (for voice systems and maintenance) off of a manufacturer's OEM standard purchase offering or vendor's published MSRP list will permit the State to maintain a consistently priced contract. All percentage discounts or other derived factors used for voice hardware and software calculations must be the same for each product or service within a configuration. For example, if a 45% discount is proposed for one particular voice system (hardware & software), then the same percentage must apply to all items and services within that configuration. Monthly costs and percentage discounts must be good for the life of the contract unless reduced according to Section 5.13. The State requires a listing of an actual catalog or "parts list" of the manufacturer's OEM standard purchase offering or vendor's published MSRP list for each voice system configuration and corresponding maintenance. Responses to the section items below are for informational purposes to support future pricing and are not evaluated. Respondents are required to respond to each question below. 6.15.1 System Purchase: Describe with one example (actual numbers used) the methodology used to derive the systems purchase cost proposed in Attachments 1 and 2 If any, provide a percentage discount off of the manufacturers OEM's standard purchase offering or a vendors published MSRP list of Customer Premise Equipment (CPE). 6.15.2 System Lease: Describe with one example (actual numbers used) the methodology used to derive the monthly lease cost proposed in Attachments 1 and 2. Illustrate formulas using factors such as manufacture's MSRP list price, percentage discount, any lease factors or other elements used to derive lease costs. For example, if a lease factor has been used, then list that lease factor in your calculations. Keep in mind that systems lease must include all fees and charges including monthly management and maintenance. 6.15.3 System Rental: Describe with one example (actual numbers used) the methodology used to derive the rental cost proposed in Attachments 1 and 2. Illustrate formulas using factors such as manufacturer's MSRP or vendor published list price, percentage discount, any rental factors or other elements used to derive rental costs. For example, if a rental factor has been used, then list that rental factor in your calculations. Keep in mind that all rentals must include all system fees plus monthly management and maintenance. 6.15.4 System "Maintenance Only" for "Purchased Systems": Describe with one example (actual numbers used) the methodology used to derive system maintenance cost proposed in Attachments 1 and 2. It should be understood this is yearly maintenance cost only. 79 6.15.5 Pricing on the worksheets should include all surcharges, taxes and fees utilizing the posting date of the ITN. Responders shall provide an explanation of all surcharges, taxes and fees including a distinction between those which are variable and fixed. After authorization by DMS, cost adjustments will be permitted for new or modified federally mandated surcharges, taxes or fees. Adjustments will permit the Responders to pass through charges, but Respondents shall not be permitted to include any markup on top of those fees. 80 7.0 ATTACHMENTS ATTACHMENT 1 HYBRID VOICE PRICE SHEETS ATTACHMENT 2 IP VOICE PRICE SHEETS ATTACHMENT 3 DETAILED EQUIPMENT LIST ATTACHMENT . SLAS ATTACHMENT 5 EVALUATION SCORE SHEET ATTACHMENT 6 EVALUATORS INSTRUCTIONS ATTACHMENT 7 CSA SAMPLE ATTACHMENT 8 MASTER EVALUATION WORKSHEETS ATTACHMENT 9 ORDERING INSTRUCTIONS ATTACHMENT 10 CERTIFICATION OF DRUG -FREE WORKPLACE ATTACHMENT 11 INVOICING REQUIREMENTS MyFloridaMarketPlace (MFMP) ATTACHMENT 12 REVERSE AUCTION TERMS AND CONDITIONS ATTACHMENT 13 REFERENCES TEMPLATE ATTACHMENT 14 PER STATION LEASE - RENTAL PROVISIONS 81 ATTACHMENT 1 STEPS HYBRID VOICE PRICE SHEETS 82 ATTACHMENT 2 IP VOICE PRICE SHEETS 83 ATTACHMENT 3 STEPS DETAILED EQUIPMENT LIST 84 ATTACHMENT 4 SERVICE LEVEL AGREEMENTS 85 ATTACHMENT 5 STEPS EVALUATION SCORE SHEET 86 ATTACHMENT 6 EVALUATIORS INSTRUCTIONS 87 ATTACHMENT 7 CSA Sample COMMUNICATIONS SERVICE AUTHORIZATION (REGULATED TELECOMMUNICATIONS SERVICE ONLY) (1) AUTHORIZATION NO. / / / / / AGY TYPE IND SEQUENCE YR OPT CODE CODE CODE Information Technology Programs prior approval is required for all requests which exceed the dollar limit set by Category Two of Chapter 287.017 FS., and for all intercity (voice and data) or SUNCOM (2) THIS REQUEST IS FOR (CHECK ONE BOX ONLY, ONE REQUEST PER FORM): ❑ DATA 0 SUNCOM 0 LOCAL SERVICE 0 RADIO CONTROL 0 OTHER (3) FROM: AGENCY _ ADDRESS CITY STATE _ ZIP CODE (5) LOCATION OF REQUESTED SERVICE (NO P.O. BOX NOS.): AGENCY _ AGENCY ADDRESS ADDRESS _ CITY STATE _ ZIP CODE _ PHONE (_J _ - _ SUNCOM _- ON -SITE LOCAL CONTACT: NAME _ PHONE ( ) _ - (8) DATED NEEDED / / (9) DESCRIPTION OF REQUEST: SUNCOM - ROOM ROOM (4) MAIL TO (NAME AND ADDRESS, ETC.) (6) SERVICE SUPPLIER (LEAVE BLANK FOR SUNCOM): COMPANY CITY _ REP NAME STATE (---- PHONE NO. ESTIMATED COST (LEAVE BLANK FOR. SUNCOM) ITEM NO QUANTITY DESCRIPTION PER UNIT NON -RECURRING RECURRING (13) NO. OF ATTACHMENTS: (10) SUBTOTAL CSA TOTAL: (12) (14) WORK WITH CSA/CPLA AUTHORIZATION NOS: (15) JUSTIFICATION AND PROPOSED USAGE: 88 Mac NAME TITLE SIGNATURE DATE: / / PHONE (_)._ SUNCOM 89 ATTACHMENT 8 MASTER EVALUATION WORKSHEETS 90 ATTACHMENT 9 ORDERING INSTRUCTIONS CONTRACTOR: FEIN: Bid/Contract Administration Please identify the person who will be responsible for administering the Contract on your behalf if award is made, and include an emergency contact phone number: Name: Title: Street Address: E-mail Address: Phone Number(s): Fax Number: If the person responsible for answering questions about the response is different from the person identified above, please provide the same information for that person. Name: Title: Street Address: E-mail Address: Phone Number(s): Fax Number: Ordering Information Please provide the following information about where Customers should direct orders. You must provide a regular mailing address. If equipped to receive purchase orders electronically, you may also provide an Internet address. Street Address or P.O. Box: City, State, Zip: Phone Number: Toll Free Number: Ordering Fax Number: Internet Address: Federal ID Number: Remit Address: City, State, Zip: 91 ATTACHMENT 10 Certification of Drug -Free Workplace Section 287.087 of the Florida Statutes provides that, where identical tie bids are received, preference shall be given to a bid received from a bidder that certifies it has implemented a drug -free workforce program. Please sign below and return this form to certify that your business has a drug -free workplace program. 1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation and employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations. 3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in Subsection (1). 4) In the statement specified in Subsection (1), notify the employees, as a condition of working on the commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any State, for a violation occurring in the workplace no later than five (5) days after such conviction. 5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted. 6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. False statements are punishable at law. BIDDER'S NAME: By: Authorized Signature Print Name and Title 92 ATTACHMENT 11 INVOICING INSTRUCTIONS MyFloridaMarketPlace (MFMP) 93 ATTACHMENT 12 REVERSE AUCTION TERMS AND CONDITIONS ATTACHMENT 13 94 REFERENCES TEMPLATE State of Florida is evaluating proposals for award of Hybrid or "pure" IP Telephone Systems. has given your name and your entity as a reference. To assist us awarding this contract, we sincerely appreciate your candid response to the following questions and completing this form. Your Organization: Your Name: Your Title: What telephone system did your agency/company/organization purchase, lease or rental? Please identify the model & the software version When was this system purchased, leased, or rented? Was this system for a single site or multi -sites installation? Single , Multi If multi -sites, how many sites? Are these sites located in the same City? Yes No What components were installed at the remote sites? Main system System Remote Module_ & were they networked Is this system configured for Hybrid or IP? What is the size of this system (at the main location)? Number & type of stations/extensions? Analog , Digital , IP , Number & types of network facilities (CO trunk types)? PRI's? , T-1's? , Analog Trunks? Others (please identify)? , D.I.D Numbers? What is the size of this system (at the remote sites)? Number & type of stations/extensions? Analog , Digital , IP Number & types of network facilities (CO trunk types)? PRI's? , T-1's? , Analog Trunks? Others (please identify)? , D.I.D Numbers? Did this vendor dedicate a project team to your project? Yes , No Did this vendor submit a project plan for this project? Yes , No If so, did this vendor meet the objectives of the project in terms of: Budget? yes , No Time (Deadline)? Yes . No Deliverable? Yes , No On scale of 1-5 (5=Excellent, 4=Good, 3=Acceptable, 2=Poor, 1=Very Poor), please rate this vendor and or system on following questions. 95 How would you evaluate this vendor's planning & installation of this system? How satisfied were you with this system cutover? How satisfied were you with this vendor's ability to resolve the pre cut issues? How satisfied were you with this vendor's ability to resolve the post cut issues? How satisfied were you with this vendor's training program? How satisfied are you with this vendor's customer care/service? How satisfied are you with this vendor's technical expertise? Do you find this system reliable? Do you find this system feature rich? Do you find this system to scale well within your organization? The last two questions sums up what we hope to achieve. Therefore please rate them on scale of 1-5, similarly as above: Spending what you have already spent on this system, do you think you received the value you were expecting? Would you deal with this vendor again and/or recommend this vendor for the State to do business with? 96