Network Services Request for Proposal

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1 Network Services Request for Proposal Date: March 28, 2005 This RFP is for the acquisition of new local, long-distance and Internet connectivity for STARRS. Issuing Agency: St. Louis Area Regional Response System d/b/a STARRS Frank Schaper, Executive Director One Memorial Drive, Suite 1600 St. Louis, MO Fax Office Timeline of Events: Date RFP Issued: March 28, 2005 Last Day to Submit Questions: April 1, 2005 Proposals Due: April 8, 2005 Proposal Awarded: April 15, 2005 Project Background STARRS is planning to relocate offices from the current location to the MoDOT Transportation Information Center located at Highway 40 and Woodsmill Drive. The requested services will connect to our new phone system and data network and will support up to 25 users utilizing a T1- based solution with 24 available channels for voice and fax capability. A second T1-based solution for Internet connectivity is desired with a minimum of 16 dedicated IP addresses. The voice solution will direct connect to a new LAN-based PBX under a separate RFP. STARRS intends to enter into a 24 month service agreement or less. Voice Services: STARRS would like a new main number with ability to assign a direct number to each user or and/or handset (DID) with the ability to support up to 100 active DID numbers. STARRS currently has nominal long-distance use and occasionally will host conference calls. Neither is significant in quantity or regularity. Data Services: STARRS would like a dedicated Internet connection with speeds of at least 1.544Mbps. Due to the critical mission of STARRS, both availability and consistent bandwidth are critical. STARRS will be deploying a firewall as part of our overall solution which is also included in the hardware RFP, but would welcome proposals for additional service-provider security features. Description of bid process: STARRS is soliciting bids for meeting its needs for its voice and data project. Bidders must adhere to the timeline identified in this solicitation. In the event alterations to the timeline become necessary, all bidders who have submitted their intention to bid will be notified of the changes. Bids will be evaluated on how well they meet Agency needs including their cost effectiveness. All bids will be evaluated using the following factors listed in order of priority. 1

2 Bids shall remain in force for 90 days. STARRS reserves the right to call lead finisher(s) for clarifications or demonstration. 1. System Technical Requirements Evaluation 2. System Administration Management Evaluation 3. System Cost of Ownership Evaluation 4. Company Evaluation (including DBE participation if applicable) This RFP does not commit STARRS to pay for any expenses incurred by the bidder in preparing of its responses to this solicitation. STARRS reserves the right to accept or reject any or all responses to this RFP. Affirmative Action Checklist: All respondents must complete and enclose with their proposal the affirmative action checklist attached to this Request For Proposal. Disadvantaged Business Enterprise (DBE) Participation: STARRS has adopted a Disadvantaged Business Enterprise Program (DBE) to insure that DBEs shall have an equal opportunity to participate in STARRS projects. DBE firms are encouraged to submit proposals as prime contractors for this project. Non-disadvantaged firms are encouraged to use DBEs as subcontractors and/or form join ventures on this project. Participation of DBEs is not mandatory but will be considered favorably in the selection process. The term "Disadvantaged Business" means a small business concern: (a) which is at least 51 percent owned by one or more socially and economically disadvantaged individuals, or, in the case of any publicly owned business, at least 51 percent of the stock is owned by one or more socially and economically disadvantaged individuals; and (b) whose management and daily business operations are controlled by one or more of the socially and economically disadvantaged individuals who own it. Members of the following named groups (Black Americans, Hispanic Americans, Native Americans, Asian Pacific Americans, Asian Indian Americans and women regardless of race, ethnicity or origin) and persons certified as socially and economically disadvantaged by the Small Business Administration (SBA) under the SBA Section 8(a) program will be presumed to be both socially and economically disadvantaged by the Council. Respondents must include the DBE Participation Form (Attachment C) in the proposal. The respondent should also submit with their proposal the attached Letter of Intent to Perform as a DBE (Attachment B) or its equivalent for each certified DBE participant. Certification of DBE's will be made in accordance with the Disadvantaged Business Enterprise program of the East- West Gateway Council of Governments (STARRS fiscal agent) which is available on the Council s website at Bidder s Response to the RFP: Bidders must indicate responsiveness to requirements by typing in bold letters Comply or Does Not Comply. Bidders are also requested to offer proof of their specification compliance by inserting proof responses within the body of this solicitation. Bidders are encouraged to insert images, pictures and other support materials that will enhance their written responses. Since the 2

3 evaluation team will be looking to see how well STARRS requirements are met, a clear and concise description is encouraged. Proposals must include requisite training and pertinent warranty periods for each item bid. All bids must clearly identify how items bid meet solicitation requirements. They must also clearly show how those items may be configured and priced to meet requirements. If bidders do not bid on every item, those omitted items must be clearly identified. If any questions arise concerning this solicitation, contact STARRS representative identified on the first page on this solicitation. Telephone requests will not be accepted or acknowledged. All questions must be submitted in written form and submitted either via or fax. Responses must be submitted in a sealed envelope in the following manner: Three (3) printed copies of the entire response including applicable executed addendums One (1) electronic file of complete RFP response in MS Word 98 or later format One (1) electronic file of Pricing Response in Excel format All electronic files are to also be sent via to the address below. Submit responses by: All written responses and containing electronic data are due no later than NOON on April 8, All times indicated is Central Standard. St. Louis Area Regional Response System ATTN: Network Services RFP One Memorial Drive, Suite 1600 St. Louis, MO Bids not received by the due date and time will not be considered and will be automatically disqualified. There will be no exceptions to this rule. When bids are submitted, they must include a bidder s cover page as well as a table of contents to facilitate the evaluation process. 3

4 Attachment A Affirmative Action Checklist Federal regulations require that any firm with 50 or more employees soliciting a federally funded contract must have an affirmative action program. If applicable, please provide a brief response to the following items that would typically be covered in any such program. You may provide a copy of your program and reference the appropriate pages. Only one copy is required. 1. Date plan was adopted 2. Name of affirmative action officer 3. Statement of commitment to affirmative action by the chief executive officer 4. Designation of an affirmative action officer, of assignment of specific responsibilities and of to whom the officer reports 5. Outreach recruitment 6. Job analysis and restructuring to meet affirmative action goals 7. Validation and revision of examinations, educational requirements, and any other screening requirements 8. Upgrading and training programs 9. Internal complaint procedure 10. Initiating and insuring supervisory compliance with the affirmative action program 11. Survey and analysis of entire staff by department and job classification and progress report system 12. Recruitment and promotion plans (including goals and time tables) 4

5 Attachment B Letter of Intent to Perform as a DBE Project Title or Description: The undersigned intends to perform work in connection with the above project as (check one): a prime contractor a subcontractor a joint venture other (please specify) If applicable, name of prime contractor or joint venture partner: The undersigned is prepared to perform the following described work in connection with the above project, (work items to be performed): at the following price: (Date) (Name of Disadvantaged Contractor) By: (Signature & Title) Note: DBEs must be certified by STARRS prior to contractor selection. 5

6 Attachment C DBE Participation Form Project Title or Description: 1) Identification of Participating DBEs (If this from is not submitted with your proposal your bid will be deemed non-responsive) (a) DBE Name and Address (b) Bid Item Number (c) $ Value of DBE Work (d) % of Total Contract Total The undersigned submits the above list of DBEs to be used in accomplishing the work contained in this proposal. Company: By: Date: Title: 6

7 ONLY NEEDED WITH CONTRACTS OF $100K OR GREATER Attachment D Certification Regarding Lobbying The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. Name of Entity Name and Title of Authorized Official Signature of Above Official Date 7

8 Bidder s Contacts To assist STARRS evaluation team in properly evaluating this bid, please use the table below to indicate the name, title and contact information of personnel responsible for clarifying bidder s responses to this RFP. Section Name Position Entire RFP System Technical Requirements Cost & Pricing Information Service & Support Requirements Bidder s Ability to Execute Proposal Manufacturer s Vision Information 8

9 Reference Accounts Please indicate below five existing customer references that have been installed over 90 days. These customers must be able to be contacted and/or visited to witness system performance and its ability to support STARRS sstarrs needs as defined in this solicitation. Company Address Contact/Position Phone Fax 9

10 System Technical Requirements Section STARRS desires a voice-grade T1 with 24 channels available at anytime (23B+D if bidding PRI) with 100 DID numbers assigned. STARRS would like all inbound calls to display Caller ID information including name and number. STARRS desires a data-grade T1 with full Internet connectivity available all the time. The service should include all necessary hardware and software to connect to our LAN and shall include a minimum of 10 dedicated IP addresses. Discuss specifically how the proposed solution complies and addresses each of the following requirements. Describe your voice T1 offering and how it meets and/or exceeds the above technical requirements. Describe your Data T1 offering and how it meets and/or exceeds the above technical requirements. Describe what facilities will be used in delivering these services. Examples would be a description of your facilities, network connectivity and any partners used in delivery of services. Describe your hours of operation including both technical and non-technical support. It is imperative that STARRS services be available at anytime, fully functional. Describe how you would ensure services are available and how your services are monitored. Describe the escalation process for resolving any non-technical issues. Describe the escalation process for resolving technical issues. Also provide standard and emergency onsite timelines. It is important for STARRS that it be protected from hacker assaults and computer virus s, discuss safeguards. 10

11 Network Cost Section Detail your voice offering including any available features. Describe the monthly reoccurring and non-reoccurring cost for the voice offering $ Monthly Reoccurring based on Term Agreement $ NON-Reoccurring based on Term Agreement Detail your data offering including any available features. Describe the monthly reoccurring and non-reoccurring cost for the data offering $ Monthly Reoccurring based on Term Agreement $ NON-Reoccurring based on Term Agreement Please detail the costs for each of the following: Call Type Billing Type or Increment Amount Minimum Charge Local Intralata Interstate International Conference 11

12 Information or Directory Assistance Additional DID Additional block of 100 DID 12

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